District Council of Robe
NOTICE OF MEETING
Pursuant to Section 81 of the Local Government Act 1999 notice is hereby given that the next Ordinary Meeting of the District Council of Robe will be held on Wednesday 10 March 2021 commencing at 6.30pm at the Council Chambers, Smillie Street, Robe.
Pursuant to Section 83(5) of the Act (Local Government Act 1999) the report attached to this agenda as item 19.1 and titled ‘Annual Review of Confidential Minutes’, is delivered to the Council members on the basis that the Council consider the report in confidence under Section 90(2) and (3) of the Act, specifically on the basis that the report and accompanying documentation contain information that pursuant to section 90(3) of the Act concerns:
• (a) Information the disclosure of which would involve the unreasonable disclosure of information concerning the personal affairs of any person (living or dead) • (b) Information the disclosure of which – (i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and (ii) would, on balance, be contrary to the public interest; • (d) Commercial information of a confidential nature (not being a trade secret) the disclosure of which – (i) could reasonably be expected to prejudice the commercial position of the person who supplied the information, or to confer a commercial advantage on a third party; and (ii) would, on balance, be contrary to the public interest; • (g) Matters that must be considered in confidence in order to ensure that the council does not breach any law, order or direction of a court or tribunal constituted by law, any duty of confidence, or other legal obligation or duty; • (h) Legal advice; • (i) Information relating to actual litigation, or litigation that the council or council committee believes on reasonable grounds will take place, involving the council or an employee of the council; • (j) Information the disclosure of which – (i) would divulge information provided on a confidential basis by or to a Minister of the Crown, or another public authority or official (not being an employee of the Council or a person engaged by the Council; and (ii) would on balance, be contrary to the public interest; and • (k) Tenders for the supply of goods, the provision of services or that carrying out of works
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 1 Pursuant to Section 83(5) of the Act (Local Government Act 1999) the report attached to this agenda as item 19.2 and titled ‘Medical Centre Lease’, is delivered to the Council members on the basis that the Council consider the report in confidence under Section 90(2) and (3) of the Act, specifically on the basis that the report and accompanying documentation contain information that pursuant to section 90(3)(b) of the Act concerns:
• Information the disclosure of which – (i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and (ii) would, on balance, be contrary to the public interest
Pursuant to Section 83(5) of the Act (Local Government Act 1999) the report attached to this agenda as item 19.3 and titled ‘Robe Golf Club Lease Renewal’, is delivered to the Council members on the basis that the Council consider the report in confidence under Section 90(2) and (3) of the Act, specifically on the basis that the report and accompanying documentation contain information that pursuant to section 90(3)(b) of the Act concerns:
• Information the disclosure of which – (i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and (ii) would, on balance, be contrary to the public interest
James Holyman Chief Executive Officer 5 March 2021
District Council of Robe Royal Circus PO Box 1, Robe SA 5276 T | 08 8768 2003 E |[email protected]
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 2 Our Organisation – Our Values
Vision
Building a stronger and more cohesive community
Core Values
BE A TEAM That is committed to strengthening our community by working cohesively together
BE TRUSTED To act with integrity in all decisions that we make
BE RESPECTFUL And inclusive of all people that we interact with
BE INSPIRED By creating innovative solutions for leading our community into the future BE PROUD In what we do and how we do it everyday
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 3 ORDER OF BUSINESS
Page No.
1. OPENING OF THE MEETING 6
2. ACKNOWLEDGEMENT OF COUNTRY 6
3. WELCOME 6
4. PRESENT/ APOLOGIES 6
5. CONFLICTS OF INTEREST 7
6. PUBLIC FORUM 7 6.1 Protocol for members of the public
7. DEPUTATIONS/PETITIONS 9
8. MATTERS WHICH LAY ON THE TABLE 10
9. CONFIRMATION OF MINUTES 9.1 Ordinary Council Minutes 10 February 2021 10 9.2 Confidential Council Minutes 10 February 2021 10
10. MAYOR’S REPORT 11
11. REPORTS OF ELECTED MEMBERS 12
12. OFFICERS’ RECOMMENDATION REPORTS 12.1 Chief Executive Officer
12.1.1 South Eastern Water Conservation and Drainage Board Nomination 16 12.1.2 Elected Member Forum 18
12.2 Manager Corporate Services & Finance
12.2.1 Finance Report February 2021 20 12.2.2 Hardship Policy 33 12.2.3 Rate Review 40 12.2.4 Accounting Services 42
12.3 Director Infrastructure
12.3.1 Lake Butler Marina Review 49
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 4 12.4 Manager Tourism & Events
12.4.1 ANZAC Day Road Closure 51
13. OFFICERS’ INFORMATION REPORTS 13.1 Chief Executive Officer
13.1.1 Action Report February 2021 56 13.1.2 Major Projects Status Report 64 13.1.3 Procurement of Legal Services 73 13.1.4 Director Childcare Report 75 13.1.5 2021 South Australian Volunteer Awards 76 13.1.6 Correspondence – Stand Like Stone 81 13.1.7 Correspondence – J Davidson 83 13.1.8 Opening of Noorla Yo Long 86 13.1.9 Flinders University Coastal Adaption Research 88
13.2 Director Infrastructure 13.2.1 Robe 2050 Plan 91
13.3 Manager Tourism & Events
13.3.1 Finalised Style Guide for Robe’s Signage and Wayfinding Strategy 101 13.3.2 Spendmapp Data Update 102
14. NOTICES OF MOTION 106
15. QUESTIONS ON NOTICE 106
16. COUNCIL COMMITTEES & ADVISORY GROUP MINUTES 106
17. REPORTS OF ASSOCIATED BODIES 106
18. LATE ITEMS 106
19. CONFIDENTIAL ITEMS 19.1 Annual Review of Confidential Minutes 107 19.2 Medical Centre Lease 108 19.3 Robe Golf Club Lease Renewal 109
20. CLOSURE 109
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 5 1. Opening of the Meeting
2. Acknowledgement of Country
The District Council of Robe acknowledges that we are meeting on the traditional lands of the Boandik people and we respect their spiritual relation with their Country. We also acknowledge the Boandik people’s deep feelings of attachment and relationship with this land and that their cultural and heritage beliefs are still as important to the living Boandik people today.
3. Welcome
Mayor Alison Nunan to formally open the meeting and welcomes elected members, staff and members of the public.
The Robe community can expect their Elected Members to show appropriate respect for their roles, due process and protocol at all times.
We, in return, expect members of the gallery to show us respect by allowing us to perform the business of Council without interruption.
Elected Members value differing opinions as we strive to provide good governance for the Robe community.
4. Present/Apologies
Present Mayor Alison Nunan, Cr Ned Wright, Cr Michael Boyd, Cr David Laurie, Cr Bob Bates, Cr Rino Dell’Antonio, Cr Mark Baker, Chief Executive Officer James Holyman; Director Infrastructure, Robert Moir; Manager Corporate Services & Finance, Kate Rayner; Manager Tourism & Events, Camille Lehmann and Minute Taker, Molly Murdock.
Apologies
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 6 5. Conflicts of Interest
Any Councillor or Staff member present at the meeting with one of the following Conflicts of Interest is asked to declare it now and prior to the Item being discussed: Material – where any of a defined list of persons would gain a benefit, or suffer a loss (whether directly or indirectly, personal or pecuniary) depending on the outcome of the consideration of the matter at the meeting. Actual – where a Member has a Conflict of Interest (not being a material conflict of interest) between their own interests and the public interest that might lead to a decision that is contrary to the public interest. Perceived – where from the perspective of an impartial, fair-minded person it could reasonably be perceived that a Member has a Conflict of Interest in a matter. Where an actual or perceived Conflict of Interest exists the Member must inform the meeting of the interest and how (if they propose to participate in the meeting) they intend to deal with the actual/ perceived Conflict of Interest. This information will be documented by the Minute Taker.
6. Public Forum
The Public Forum provides an opportunity for the community to address Council on any matter, whether it is listed in the agenda or not.
Council welcomes interest from the community and encourages members of the community to attend meetings and take an opportunity to address Council.
The Protocol for the Public Forum are detailed below:
6.1 Protocol for members of the public
The Procedures for the Conduct of Public Forum are as follows:
30 minutes is set aside for Public Forum for each ordinary meeting of Council.
Members of the public can either speak on any issue or take the opportunity to ask questions of Council.
People wishing to speak or ask questions are encouraged to advise the Chief Executive Officer of the nature of their topic/question, in writing, prior to the meeting.
The Chief Executive Officer may advise the members of the public that the appropriate way for them to address Council is by making a deputation to Council. The Mayor will give priority to those who have given prior notice of their intention to speak at Public Forum.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 7 The procedure during the meeting is as follows: • The Mayor opens Public Forum, • A copy of the Public Forum protocols will be publicly displayed within the public gallery. • The period of time set aside for public forum is a total of 30 minutes. • People will be called to speak or ask their question in the order their requests have been received. • Any person who wishes to either speak on any issue or ask a question without notice will be given an opportunity following those who have provided written notice, if time permits. • The amount of time available to each person to speak and ask questions is a maximum of 5 minutes per person. • Any questions must be succinct and relevant to Council’s operations. • People are required to come forward when invited by the Mayor and are required to: # Give their name and address # Address their comments to Council, or # Ask their question
If their question is a question without notice, they are encouraged to provide a written copy of their question to a designated Council employee.
The Mayor or Chief Executive Officer or an appropriate Council officer will provide a verbal answer to the questions at the Council meeting and will provide a written answer within an appropriate time.
The Mayor may refuse to allow anyone to continue to address Council or a question to be listed or refuse to respond to a question, but must state the reason, from the list below:
• Is unlawful in any way • Contains defamatory remarks, offensive or improper language • Questions the competency of Council staff or Councillors • Relates to the personal affairs or actions of Council staff or Councillors • Relates to confidential matters, legal advice or actual or possible legal proceedings • Is, in the reasonable opinion of the Mayor, proffered to advance a particular point of view, rather than to make a genuine inquiry • Is vague in nature, or irrelevant to Council • Is not related to Council activities, or • Is a question that has been substantially asked and answered at a previous Council meeting?
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 8 No debate is permitted on either the question or the answer.
As the Public Forum provides the opportunity for community to address Council but does not allow for debate on either the question or the answer, no documents or submissions will be accepted for inclusion into the minutes of Council.
Once the allocated time period of 30 minutes has ended, the Mayor will declare public forum ended. At this time, any person who has not had the opportunity to put forward a question will be invited to submit their question in writing for the next meeting.
7. Deputations/Petitions
7.1 Deputations The Procedures for the Conduct of Deputations are as follows: A person or persons wishing to appear as a deputation at a meeting must deliver (to the principle office of the Council) a written request to the Council by 12 noon on the day of the meeting, if the deputation relates to a matter of business on the Agenda.
If the matter is not already listed on the Agenda, then the written request must be received at the principle office of the Council five (5) working days prior to the day on which the meeting is scheduled.
This will enable staff to liaise with the Mayor, prior to the Agenda for the meeting being distributed. A notation should appear on the agenda for the meeting in relation to the deputation.
The Mayor may refuse to allow the deputation to appear at a meeting or may offer those requesting a deputation the opportunity to appear at a relevant Committee. If the Mayor refuses to allow a deputation to appear at a meeting, the Mayor must report the decision to the next meeting of Council.
The Council may resolve to allow a deputation to appear despite a contrary ruling by the Mayor. A person or persons appearing as a deputation will be allowed to speak on an issue for a maximum of 10 minutes.
The Mayor may allow for additional time or speakers.
7.2 Petitions
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 9 8. Matters Which Lay on the Table
Any business adjourned from a previous meeting must be dealt with before any new business at a subsequent meeting.
9. Confirmation of Minutes
9.1 Ordinary Council Minutes 10 February 2021
Recommendation Moved Cr ______Seconded Cr ______Resolved that the minutes of the Ordinary Council Meeting held on 10 February 2021 be taken as read and confirmed as a true and accurate record of the proceedings of that meeting.
9.2 Confidential Council Minutes 10 February 2021
Recommendation Moved Cr ______Seconded Cr ______Resolved that the minutes of the Confidential Council Meeting held on 10 February 2021 be taken as read and confirmed as a true and accurate record of the proceedings of that meeting.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 10 10. Mayors Report
Recommendation
That the Mayoral report be received, the contents noted and the attendance of the Mayor at meetings and functions be endorsed.
Report Title: Mayors Report Meeting Date: 10 March 2021 Author: Mayor Alison Nunan
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Robe Sports and Recreation Association Annual General Meeting 10 February 2021 Ordinary Council Meeting
11 February 2021 LCLGA Training and Strategic planning
12 February 2021 LCLGA Board Meeting 21 February 2021 Meeting with Robe Aerodrome 22 February 2021 Meeting with Robe Golf Club
22 February 2021 LCLGA and RDALC Meeting
22 February 2021 Confidential Elected Member Forum 24 February 2021 Meeting with The Border Watch 24 February 2021 Elected Member Forum 26 February 2021 LCLGA Mayors Zoom 2 March 2021 Meeting with Local Tradespeople
3 March 2021 Robe Golf Club Meeting
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 11 11. Reports of Elected Members
Recommendation
That the Elected Member’s written Reports contained in the agenda be received, the contents noted and the attendance of the Members at meetings and functions be endorsed.
Report Title: Reports of Elected Members Meeting Date: 10 March 2021 Author: Cr Michael Boyd
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Ordinary Council Meeting 17 February 2021 Elected Member Training
22 February 2021 Confidential Elected Member Forum 24 February 2021 Elected Member Forum
Report Title: Reports of Elected Members Meeting Date: 10 March 2021 Author: Cr Ned Wright
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Ordinary Council Meeting
17 February 2021 Elected Member Training
22 February 2021 Confidential Elected Member Forum 24 February 2021 Elected Member Forum
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 12 Report Title: Reports of Elected Members Meeting Date: 10 March 2021 Author: Cr Rino Dell’Antonio
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Robe Sports and Recreation Association Annual General Meeting 10 February 2021 Ordinary Council Meeting 17 February 2021 Elected Member Training 24 February 2021 Elected Member Forum
Report Title: Reports of Elected Members Meeting Date: 10 March 2021 Author: Cr Bob Bates
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Ordinary Council Meeting 17 February 2021 Elected Member Training 22 February 2021 Confidential Elected Member Forum
Report Title: Reports of Elected Members Meeting Date: 10 March 2021 Author: Cr Mark Baker
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Robe Sports and Recreation Association Annual General Meeting 10 February 2021 Ordinary Council Meeting 17 February 2021 Elected Member Training 22 February 2021 Confidential Elected Member Forum 24 February 2021 Elected Member Forum
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 13 Report Title: Reports of Elected Members Meeting Date: 10 March 2021 Author: Cr David Laurie
Date of Meeting/ Event Meeting/ Event Details 10 February 2021 Robe Sports and Recreation Association Annual General Meeting 10 February 2021 Ordinary Council Meeting 17 February 2021 Elected Member Training 22 February 2021 Meeting with Robe Golf Club 22 February 2021 Confidential Elected Member Forum 24 February 2021 Elected Member Forum 4 March 2021 Kingston Community School SRC Induction Ceremony
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 14 12. Officer’s Reports
In accordance with Council resolution 431/2016 of 14 June 2016, Council will conduct the consideration of items presented in Officer’s Reports in the following manner:
• The Mayor will open a subject on the agenda. • The officer will provide any further detail with respect to the report. • The Mayor will then ask are there any questions for clarification from the Chief Executive Officer or other officer. • The Mayor will then open the subject for Elected Members to have general discussion regarding the contents of the report and the recommendation put forward by the Officer. • At the discretion of the Mayor, when it is felt that enough general discussion has been held the Mayor will ask for a mover of a recommendation, and then ask for a seconder. • The Mayor will then open the motion for debate. • If the Council believe that there is a benefit to be gained from informal discussion relating to an agenda item, the Mayor may seek a formal motion to suspend standing orders within a time limit.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 15 Officer’s Recommendation Reports – Chief Executive Officer
12.1.1 South Eastern Water Conservation and Drainage Board Nomination
Report Title: South Eastern Water Conservation and Drainage Board Nomination Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer
Purpose Seeking Council support for the nomination of the Chief Executive Officer for the South Eastern Water Conservation and Drainage Board.
Recommendation
That the District Council of Robe having considered Report No 12.1.1 ‘South Eastern Water Conservation and Drainage Board Nomination’ endorse the application of the Chief Executive Officer for the vacant local government position on the Board for a four-year term.
Background The current local government member on the South Eastern Water Conservation and Drainage Board term expires on 15 April 2021. Therefore, the Local Government Association South Australia (LGA) is seeking nominations for a local government member on the South Eastern Water Conservation and Drainage Board for a four-year term.
The South Eastern Water Conservation and Drainage Board is a statutory corporation to which the provisions of the South Eastern Water Conservation & Drainage Act 1992 apply.
The South Eastern Water Conservation and Drainage Board’s primary functions are:
1. to provide an effective and efficient system for managing the surface water of the non- urban lands in the South East, by conserving, draining, altering the flow of or utilising that water in any manner; 2. to carry out works for the purpose of lowering the level of the water table of lands in the South East; 3. to undertake, assist or promote research in the fields of water conservation, drainage and management; and 4. to give advice and assistance to others in the fields of water conservation, drainage and management.
The LGA approached the Chief Executive Officer seeking his interest in the position. The South Eastern Water Conservation & Drainage Act 1992 requires the LGA to provide a panel of three nominees from which the Minister will select the appointee. In accordance with section 36A of the Acts Interpretation Act 1915 the panel of nominees must include at least one male and one female.
The Board meets six times per year, generally at Millicent or Kingston.
Applications need to be submitted by 5.00pm on Friday 26 March 2021.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 16 Discussion The LGA will only accept nominations submitted by a council, following a resolution of council.
Policy Implications Nil
Budget Implications If successful, time to attend six meetings per annum.
Community Plan Governance & Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services.
Community Consultation Nil
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 17 Officer’s Recommendation Reports – Chief Executive Officer
12.1.2 Elected Member Forum
Report Title: Elected Member Forum Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer Attachment: LGA Discussion Paper – Behavioural Management Framework (Under separate cover due to size)
Purpose Seeking Councils direction in relation to holding an Elected Member Forum in February 2021.
Recommendation
That the District Council of Robe having considered Report No. 12.1.2 ‘Elected Member Forum’ schedule an Elected Member Forum in January, being Wednesday 24 March 2021 commencing at 6:30pm at the Council Chambers.
The Elected Member Forums will be conducted in accordance with Council’s Policy for Informal Meetings of Elected Members. The following items are proposed for discussion at the meetings:
Recommended priorities: • Governance Review • Behavioural management framework – LGA discussion paper (attached) • Review of Policy 1.26 Streets and Parks Tree Planting Maintenance
The following Items could be added if time is available: • Understanding our coastal environment and marine assets • Footpath Plan and Walking Trails Planning • Cycling on Nora Creina Road • Green Waste Bins • Licensing of risk management furniture and A frame boards
Background/ Discussion The Elected Member Forums are open to the public and advertised on Councils website. Elected members are not permitted to discuss any item which has not been listed on the agenda.
Policy Implications Policy for Informal Meetings of Elected Members
Budget Implications Nil
Community Plan Governance and Financial Sustainability Provide effective and inspired leadership, good governance and efficient, effective and responsive Council services.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 18 Community Consultation Normal process for advising the community and posting the agenda.
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 19 Officer’s Recommendation Reports – Manager Corporate Services & Finance
12.2.1 Finance Report February 2021
Report Title: Finance Report February 2021 Meeting Date: 10 March 2021 Author: Kate Rayner Title: Manager Corporate Services & Finance Attachments: Financial Statements and Summary Financial Information (Under separate cover due to size)
Purpose Monthly financial reporting to advise Council on its financial performance and position as at 28 February 2021.
Recommendation
That the District Council of Robe having considered Report No. 12.2.1 ‘Finance Report February 2021’ receives the report.
Background & Discussion Council is required to reconsider its budget throughout the financial year and make appropriate adjustment to it where necessary pursuant to Sec 123(13) of the Local Government Act 1999 [extract shown here;]
Sec 123 (13) A council must, as required by the regulations, and may at any time, reconsider its annual business plan or its budget during the course of a financial year and, if necessary or appropriate, make any revisions.
Council undertake four quarterly Budget reviews at which council is provided with the opportunity to review and alter its annual budget.
In between budget reviews Council are provided with high level financial reports showing the performance of Councils budget versus year to date actuals.
These reports indicate trends in the financial management of Council as the information provided is at a high level, however should any elected member wish further information on a particular account line please contact Ms Kate Rayner who will be able to provide the detailed information that is required.
The monthly reports contain the following;
(a) Graphs showing an actual versus budget comparison of Councils Budget to date, (b) Detail explaining Councils financial performance indicators, (c) Schedule detailing Councils Operating Accounts , budget versus year to date actual, and (d) Schedule detailing Councils Capital Projects, budget versus year to date actual.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 20 Year to Date Operating Accounts
The following tables and graphs provide budget versus actual comparison of Council’s performance for this financial year to date, together with estimates of revised budget targets for the year. Explanations are provided where significant variances are evident.
Original Revised YTD Revised Budget/ Budget Adopted Actual Estimate Budget Budget Budget variance Revenue 7,368 7,563 7,100 7,563 0 Expenses 8,006 8,113 5,181 8,113 0 Op Result (638) (550) 1,919 (550) 0
Commentary: Council adopted Budget Review 2 at its January Council Meeting.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 21 Graphs detailing Budget vs Actual Comparison by Activity
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 22 Graphs detailing Budget vs Actual
Expenses:
Expenses - YTD Feb 2021 $9 $8 $7 Millions $6 $5 $4 $3 $2 $1 $-
YTD Budget YTD Actual Last Year Actual Full Year Budget
YTD Expenses Compared to target and Last year YTD Feb 2021 $9 $8 $7 Millions $6 $5 $4 $3 $2 $1 $-
YTD Budget YTD Actual Last Year Actual
OPERATING EXPENDITURE TOTALS Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 May-21 Jun-21 YTD Budget $ 889,426 $ 1,612,230 $ 2,197,788 $ 2,736,002 $ 3,328,273 $ 4,018,123 $ 4,770,312 $ 5,406,375 $ 6,093,148 $ 6,610,545 $ 7,261,331 $ 8,113,388 YTD Actual $ 688,304 $ 1,454,179 $ 2,159,381 $ 2,717,241 $ 3,357,429 $ 4,028,811 $ 4,558,247 $ 5,181,334 Variance % -22.6% -9.8% -1.7% -0.7% 0.9% 0.3% -4.4% -4.2% -100.0% -100.0% -100.0% -100.0%
Last Year Actual $ 550,352 $ 1,240,724 $ 1,690,159 $ 2,329,336 $ 2,875,577 $ 3,781,076 $ 4,164,176 $ 4,726,880 $ 5,527,249 $ 6,020,989 $ 6,603,889 $ 7,522,929 Variance % 25% 17% 28% 17% 17% 7% 9% 10% -100% -100% -100% -100%
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 23 Revenues:
Revenue - YTD Feb 2021 $8 $7
Millions $6 $5 $4 $3 $2 $1 $-
YTD Budget YTD Actual Last Year Actual Full Year Budget
YTD Revenue Compared to target and Last year YTD Feb 2021 $8.0
$7.5 Millions $7.0
$6.5
$6.0
$5.5
YTD Budget YTD Actual Last Year Actual
OPERATING REVENUE TOTALS Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 May-21 Jun-21 YTD Budget $ 5,831,807 $ 5,925,962 $ 6,083,034 $ 6,298,872 $ 6,497,008 $ 6,635,521 $ 6,817,179 $ 6,925,808 $ 7,123,437 $ 7,201,877 $ 7,373,517 $ 7,562,033 YTD Actual $ 5,964,694 $ 5,983,701 $ 6,248,240 $ 6,492,605 $ 6,713,745 $ 6,855,016 $ 6,976,547 $ 7,100,022 Variance % 2.3% 1.0% 2.7% 3.1% 3.3% 3.3% 2.3% 2.5% -100.0% -100.0% -100.0% -100.0%
Last Year Actual $ 5,588,078 $ 5,889,126 $ 6,060,839 $ 6,250,152 $ 6,395,678 $ 6,530,257 $ 6,679,469 $ 6,770,940 $ 6,892,713 $ 7,054,557 $ 7,313,171 $ 7,555,911 Variance % 7% 2% 3% 4% 5% 5% 4% 5% -100% -100% -100% -100%
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 24 Capital:
YTD Capital Spend Compared to target and Last year YTD Feb 2021 $4.0 $3.5 $3.0 Millions $2.5 $2.0 $1.5 $1.0 $0.5 $0.0
YTD Budget YTD Actual Last Year Actual
CAPITAL EXPENDITURE TOTALS Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Mar-21 Apr-21 May-21 Jun-21 YTD Budget $ 5,000 $ 184,000 $ 330,000 $ 772,323 $ 1,425,162 $ 1,750,162 $ 1,765,170 $ 2,781,352 $ 2,842,352 $ 3,529,769 $ 3,536,396 $ 3,656,396 YTD Actual $ 9,026 $ 157,689 $ 535,610 $ 874,195 $ 878,158 $ 914,098 $ 999,071 $ 1,013,427 Variance % 80.5% -14.3% 62.3% 13.2% -38.4% -47.8% -43.4% -63.6% -100.0% -100.0% -100.0% -100.0%
Last Year Actual $ 9,624 $ 360,475 $ 678,488 $ 878,074 $ 1,160,644 $ 1,197,019 $ 1,204,816 $ 1,766,121 $ 2,116,491 $ 2,330,564 $ 2,371,683 $ 2,690,142 Variance % -6% -56% -21% 0% -24% -24% -17% -43% -100% -100% -100% -100%
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 25 Sundry Debtors
Overall the majority of council debtors continue to be maintained within the current period and paid within the normal 30 day terms of trade. The outstanding debtors are reviewed regularly by the Finance Officer, periodically by the External Auditors and council engage a collection agency to assist with the recovery of any long term outstanding debts.
As at February 2021 there is a significant reduction of 18% in debtors outstanding compared to December 2020. An increase in the 61-90 day debtors is due to a carparking fund reimbursement of $63k has not been received.
GENERAL DEBTORS
Jan-21 Feb-21 Var% Current $ 39,880.70 $ 23,732.45 -40% 30-60 Days $ 103,964.06 $ 16,312.07 -84% 61-90 Days $ 1,479.32 $ 80,157.96 5319% 90 Days $ 25,827.54 $ 20,483.62 -21% $ 171,151.62 $ 140,686.10 -18%
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 26 Rates
Outstanding rates are reviewed regularly by the Finance Officer. Outstanding rates are clearly visible on all quarterly rates notices and reminder letters for outstanding amounts are sent each quarter following Council Debt Collection Policy. Once overdue amounts are still outstanding 30 days after the due date Council can engage a collection agency to assist with the recovery. If rates are outstanding for a period of 3 years or more council can apply Sec 184 of the Local Government Act and proceed with the sale the land to collect the amount outstanding.
Debt collection result for February shows an overall reduction of 31% in the total overdue rates.
Rates Outstanding As at 28/02/2021 19%
8%
10% 63%
1 July 20 - 31 December 20 01 July 19 - 30 June 20 01 July 18 - 30 June 19 Prior to 30 June 2018
RATES DEBTORS
Jan-21 Feb-21 Var% 1 July 20 - 31 December 20 $ 168,580.65 $ 99,067.07 -41% 01 July 19 - 30 June 20 $ 16,141.87 $ 16,339.82 1% 01 July 18 - 30 June 19 $ 12,046.15 $ 12,046.15 0% Prior to 30 June 2018 $ 29,733.22 $ 29,487.32 -1% $ 226,501.89 $ 156,940.36 -31%
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 27 Council’s financial performance indicators
The following schedule details the financial indicators that are used by Council to measure council’s financial performance.
Financial performance indicators Long Term Revised Financial Adopted Budget Plan targets OPERATING SURPLUS RATIO (5%) – 5% (7.3)%
Operating Surplus Total Operating Income
This Ratio expresses the operating surplus as a percentage of total operating revenue.
The ideal ratio is zero, where Council is raising sufficient revenue which is mainly rates to cover its operating expenses (wages/contractor costs/depreciation). NET FINANCIAL LIABILITIES RATIO 0% - 100% 50.1%
Net Financial Liabilities Total Operating Income
Net Financial Liabilities are defined as total liabilities less financial assets. These are expressed as a percentage of total operating revenue.
There is no ideal ratio however net financial liabilities should not exceed total operating revenue (100%). Presently apart from sporting club loans, Council has no debt however the 2020/21 budget forecasts a potential borrowing of $700,000 to fund the upgrade of the CWMS (sewerage) as well as Tobruk Avenue. ASSET SUSTAINABILITY RATIO 75% - 150% 97.3%
Net Asset Renewals I& required expenditure
Net asset renewals expenditure is defined as net capital expenditure on the renewal and replacement of existing assets, and excludes new capital expenditure on the acquisition of additional assets.
Ideal ratio is 100%, where Council is spending the amount required each year for the renewal and replacement of existing assets (roads/buildings/plant & machinery) however there will be years like this financial year where Council is carrying out major capital projects and the ratio exceeds 100%. Over the long term the ratio should average 100%.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 28 Operating Surplus (Deficit) Ratio
This ratio expresses the operating surplus (deficit) as a percentage of total operating revenue.
A negative ratio indicates the percentage increase in total rates required to achieve a breakeven operating result.
A positive ratio indicates the percentage of total rates available to fund capital expenditure over and above the level of depreciation expense, without increasing Council’s level of net financial liabilities. If this amount is not required for capital expenditure it simply reduces the level of net financial liabilities.
Calculated as: Operating surplus divided by total operating revenue.
Council’s rates are raised in July and this represents a significant percentage of operating revenue.
The operating surplus ratio will trend downwards as money is spent throughout the year.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 29 Net Financial Liabilities Ratio
This ratio indicates the extent to which net financial liabilities of the Council can be met by the Council’s total operating revenue. Where the ratio is falling it indicates the Council’s capacity to meet its financial obligations from operating revenues is strengthening. Where the ratio is increasing it indicates a greater amount of Council’s operating revenues is required to service its financial obligations.
Calculated as: Net financial liabilities divided by total operating revenues.
As Council rates are raised in July with minimal expenditure Council’s Net Financial Liabilities will always be at its best in July and trend upwards throughout the year.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 30 Asset Sustainability Ratio
This ratio indicates whether the Council is renewing or replacing existing physical assets at the rate at which they are wearing out. On occasions, the Council will accelerate or reduce asset expenditures over time to compensate for prior events, or invest in assets by spending more now so that it costs less in the future to maintain.
Calculated as: Expenditure on renewal/replacement of assets (cash flow statement). Less sale of replaced assets (cash flow statement. Divided by proposed expenditure per asset management plan.
Council’s target is 100%. That council is spending an amount as determined by the asset management plan.
Limited capital expenditure to date. This graph will trend upwards as capital works are completed.
In addition, the attached financial reports provide high level budget versus actual comparison of Council’s performance for this financial year to date, together with estimates of revised budget targets for the year.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 31 Policy Implications Local Government Accounting regulations and Australian Accounting Standards.
Budget Implications This report shows the likely impact of financial transactions to-date on Council’s current budget.
Community Plan Governance and Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services
Community Consultation Nil
Risk Level Nil
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 32 Officer’s Recommendation Reports – Manager Corporate Services & Finance
12.2.2 Hardship Policy
Report Title: Hardship Policy Meeting Date: 10 March 2021 Author: Kate Rayner Title: Manager Corporate Services & Finance Attachments: Hardship Policy
Purpose To establish a new policy for Council to manage and assist ratepayers and customers who are experiencing financial hardship.
Recommendation
That the District Council of Robe having considered Report No. 12.2.2 ‘Hardship Policy’ adopts the Policy as showing in the agenda.
Background Council does not have a hardship policy; a COVID-19 Rate Relief Policy and COVID-19 Council Lease Relief Policy were developed to assist those affected by the COVID-19 pandemic and these have now expired.
Any queries to Council for financial relief have been assessed on a case-by-case scenario with no clear guidelines or policy in place.
To manage debt in a clear and efficient manner it is recommended to implement a hardship policy and a set of guidelines to ensure a consistent and fair process for community.
Discussion The policy outlines the options for ratepayers and debtors seeking relief from rates due to hardship or extenuating circumstances. Council may grant relief in the form of postponement of rates, refer the ratepayer to see an accredited financial counsellor, or negotiate a flexible long term debt ratepayer arrangement. Assistance does not include rate rebate or remissions.
Council currently has three long term payment arrangements in place with two queries awaiting authorisation. A clear Hardship policy and set of guidelines will enable a fair and consistent process across all applications.
Creation of a policy has been developed with research and investigation of other South Australian Councils.
Policy Implications New policy for adoption by Council.
Budget Implications Clearer budget forecasting and clear accounting principles are defined
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 33 Community Plan Governance and Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services.
Community Consultation Nil
Risk Level Criteria within the guidelines have been developed to minimize risk exposure.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 34 Hardship Policy
Policy Reference Number: Policy No 1.54 Classification: General First Issued/Approved: First Issued 10 March 2021 Review Frequency: After the general election – every 4 years Last Reviewed: Next Review Date: December 2022 Responsible Officer: Chief Executive Officer Applicable Legislation: Local Government Act 1999 Relevant Policies: Related Procedures: Application for Hardship Assistance Hardship Policy Guidelines Compliance Standard:
Policy Statement
The District Council of Robe is committed to assisting ratepayers who are experiencing financial hardship to manage their bills on an ongoing basis, make payments in a manner that is mutually acceptable, and with the aim to clear their outstanding and ongoing rates debt in a planned and efficient manner.
Scope
This policy outlines the options for ratepayers seeking relief from rates due to hardship or Extenuating circumstances. Council may grant relief in the form of postponement of rates, refer the ratepayer to see an accredited financial counsellor, or negotiate a flexible Long term debt repayment arrangement. Assistance does not include rate rebates or remissions.
Legislation and References
Local Government Act 1999 Section 177 advises that rates imposed on land are a charge on the land Section 178 advises that liability for the rates charged on the land is the principal ratepayer (owner) Section 182 advises of Council’s power to grant relief of rates due to hardship or extenuating circumstances by way of remission or postponement of rates. Section 183 of the Act determines the priority of which payments are to be allocated to ratepayers debt. Section 184 of the Act advises Council may sell the land if rates has been in arrears for three years or more.
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9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 35 Definitions
The Act is the Local government Act 1999
Council is the local government entity known as The District Council of Robe
Ratepayer means a person who owes amounts for rates, fees, or other charges due and Payable to the Council.
Accredited financial counsellor means a person who holds a Diploma of Community Services (Financial Counselling), and who has worked at least 12 months as a financial Counsellor under the supervision of the South Australian Financial Counsellors Association.
Financial hardship means a circumstance of experiencing a lack of financial means, that may be either ongoing or temporary, but does not include circumstances where a person chooses not to meet a liability for an unpaid debt.
Policy means this Hardship Policy
Guidelines means the Hardship Policy Guidelines
Assistance means support available for ratepayers
Financial Hardship Assistance
A ratepayer experiencing financial hardship is someone who is identified by themselves, by Council, by an accredited financial counsellor, or welfare agency, as having the intention, but not the financial capacity, to make required payments in accordance with Council’s payment terms.
Hardship assistance required will be determined by either an accredited financial counsellor or Council’s assessment process.
Details of hardship assistance is available in the Hardship Policy Guidelines
Depending on whether the hardship experienced is ongoing or temporary, ratepayers may have different needs and require different assistance.
Ratepayers who are identified as experiencing ongoing hardship may require ongoing assistance and are generally on low or fixed incomes; Aged pension Disability pension Carers pension Single parenting pensions
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9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 36 Ratepayers who may be experiencing temporary hardship may require short term assistance and are generally experiencing a short-term change in circumstances, such as; Loss or change in income due to unemployment or reduced employment Separation, divorce or other family crisis Serious illness, injury, or bereavement in the family Unexpected accident, incident, unexpected bills, or some other temporary financial difficulty.
Council will advise the ratepayer of assistance available including Payment plans and extensions of time to pay Referral to an Accredited Financial Counsellor Centrelink’s Centrepay service, or direct debit payment options (when available)
Completion of hardship assistance Council will advise the ratepayer when they have paid all outstanding arrears and are no longer receiving hardship assistance and provide options to continue making ongoing payments towards their current council rates based on their historical annual rates.
Removal of hardship assistance Council will advise the hardship ratepayer the requirements; To continue receiving hardship assistance or Should they re-seek assistance having failed to fulfil their previous obligations under an existing hardship arrangement
Debt recovery The details of suspension of debt recovery, when council may recommence debt recovery and the obligations of ratepayers to ensure collection proceedings are deferred are detailed in the Hardship Policy Guidelines.
Rights and obligations Rights and obligations of ratepayers receiving hardship assistance are detailed in the Hardship Policy Guidelines
Hardship Postponement
Where applicants satisfy the requirements for relief from rates due to hardship or extenuating circumstances the Council may grant relief in the form of postponement of rates in whole or in part for such period as the Council thinks fit or remit the rates in whole or in part.
Hardship postponement requirement will be determined by either an accredited financial counsellor or Council’s assessment process.
Senior Postponements
If council is satisfied on application of the ratepayer that payment of rates in accordance with Section 182 of the Local Government Act 1999 would cause hardship, then council may provide for the postponement of the payment of the prescribed portion of rates for the current or future financial year if: The ratepayer holds a current State Seniors Card issued by the state government, or qualifies to hold such a card and has applied for the card but has yet to be issued with the card; and
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9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 37 The person is a prescribed ratepayer, or is the spouse of a prescribed ratepayer; and The rates are payable on land that is the principal place of residence of the prescribed ratepayer; and The land is owned by the prescribed ratepayer or his/her spouse; and No other person has an interest (as owner) in the land.
Eligible ratepayers are required to pay a minimum of $500 per year toward their Council rates with payment of the remaining balance postponed for an indefinite period, until their property is sold or eligibility ceases.
Ratepayers can opt to pay One lump sum of $500 Quarterly payments of $125 or Fortnightly centrepay deductions of $20
Senior applicants should be referred to an accredited financial counsellor for assistance with their postponement application.
Applications for the postponement of rates are to be made on Council’s postponement application form and accompanied by the requested supporting documentation.
Under the Local Government Act and detailed in the District Council of Robe Rating Policy, amounts over $500 can be postponed subject to the prescribed interest rate.
Responsibilities
The District Council of Robe Hardship policy, guidelines and application forms, and Rates Postponement application forms and fact sheet, are the responsibility of the rates team.
Complaints and Appeals
Complaints and appeals will be considered in accordance with Council’s complaints and grievance procedures and sections 270 and 271 of the Local Government Act 1999. A copy of the Customer Requests for Service, Information and Complaints Policy can be found at www.robe.sa.gov.au
If you are not satisfied with the outcome of your complaint you may contact the Ombudsman SA on 08 8226 8699 or [email protected]
Relevance to Community Plan
Theme 1: Community All parts of our community are able to access services to meet their needs
Theme 4: Governance and Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services.
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9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 38 Accessibility Applications for rate postponement or hardship assistance are to be made on Council’s application form and accompanied by the appropriate supporting documentation. This policy, guidelines and applications forms are available on Council’s website www.robe.sa.gov.au or by contacting council (08) 8768 2003.
On information on how to find a financial councillor go to https://www.safca.org.au/find-a- financial-counsellor.html
FURTHER INFORMATION This policy will be available for inspection at the Council offices listed below during ordinary business hours and available to be downloaded, free of charge, from Council’s internet site: www.robe.sa.gov.au
Royal Circus, Robe SA 5276
Copies will be provided to interested parties upon request. Email [email protected]
Any grievances in relation to this policy or its application should be forwarded in writing addressed to the Chief Executive Officer of Council.
POLICY REVIEW This policy may be amended at any time and must be reviewed at least every four years since its adoption (or latest amendment).
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9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 39 Officer’s Recommendation Reports – Manager Corporate Services & Finance
12.2.3 Rate Review
Report Title: Rate Review Meeting Date: 10 March 2021 Author: Kate Rayner Title: Manager Corporate Services & Finance Attachments: A review of the Basis of Rating Consultation Paper (Under separate cover due to size)
Purpose Seeking Council’s approval to commence community consultation on possible changes to Council’s basis of rating.
Recommendation
That the District Council of Robe having considered Report No. 12.2.3 ‘Rate Review’ approve:
1. the consultation paper ‘A Review of the Basis of Rating March 2021’ from UHY Haines Norton Chartered Accountants to be put out for community consultation to provide information and invite feedback on possible changes to Council’s basis of rating; and 2. a Public Meeting to take place at the Council Chambers on the 23 March 2021 from 6 pm to 7pm to provide information and invite feedback on possible changes to Council’s basis of rating.
Background Councils are responsible for the delivery of a broad range of services to their communities. Each community is unique and has different priorities. Councils receive income from several sources to pay for the services they provide and the largest revenue source is rates.
The Local Government Act 1999 allows councils to raise rates and provides a degree of flexibility in the options used by councils to do this. Councils need to determine the best method for their communities and review this from time to time to ensure the system they use remains relevant.
Section 151 of the Local Government Act 1999, states that Council must produce a public report that must address the following when considering changing their basis of rating:
• The reasons for the proposed change • The relationship of the proposed change to the Council’s overall rates structure and policies • As far as practicable, the likely impact of the proposed change on ratepayers • Issues concerning equity within the community. • And any other issues that Council considers relevant.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 40 Discussion Council have engaged the services of UHY Haines Norton Chartered Accountants to assist with the Rate Review process. Council and have undergone a number of workshops and now have an opportunity to consider information contained in the Consultation Paper that is required to be produced and made available under Section 151 of the Local Government Act 1999.
In summary the changes proposed in the paper are:
• Change from a General Rate to Differential Rates based on Land-Use and Locality • Set the Differentials for the Rate in the Dollar as follows: o Residential 100% (base) o Commercial (Shop/Office/Other) 100% o Industry (Light/Other) 100% o Primary Production 100% o Vacant Land (except for Robe Township) 100% o Other 100% o Vacant Land in Robe Township 150% Section 15 of the paper discusses the potential changes and Section 16 shows the likely impact on ratepayers.
Policy Implications Nil
Budget Implications Nil
Community Plan Governance and Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective, and responsive Council services.
Community Consultation
A review of the Basis of Rating Consultation paper is presented to the community to provide information and invite feedback on possible changes to Council’s basis of rating.
Consultation Period 11 March to 1 April 2021 Public Meeting 23 March 2021 at Council Chambers 6pm to 7pm
Risk Level High Risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 41 Officer’s Recommendation Reports – Manager Corporate Services & Finance
12.2.4 Accounting Services
Report Title: Accounting Services Meeting Date: 10 March 2021 Author: Kate Rayner Title: Manager Corporate Services & Finance Attachments: Rate Change 2021
Purpose To seek Council’s approval to extend the current accounting services agreement to align it with a complete financial year cycle with VRM Accounting Pty Ltd.
Recommendation
That the District Council of Robe having considered Report No. 12.2.4 ‘Accounting Services’ approves the extension of current agreement with VRM Accounting rate for accounting services up to and including October 2021 noting the variation to Council’s Procurement Policy on the basis that continuity in accounting services to the end of the financial cycle for council is critical for the ongoing transfer of intellectual property to the new structure.
Background Council has used the accounting services of VRM Accounting (Vanessa McDonald) for several years. In the past five years the following amounts have been spent on accounting services (VRM Accounting):
2020/21 YTD + FCST Year 2016/17 2017/18 2018/19 2019/20 EOFY Amount $43,401 $39,293 $50,065 $65,772 Approx. $54,724
Vanessa McDonald has provided critical financial accounting services and support for council during the transition and implementation of the new organisation structure in 2019/20. Due to the resignation and structural change of the position Deputy CEO at the end of March 2020; position of Finance Officer not being filled until June 2020; additional service and support was required from Vanessa McDonald during this period, resulting in an increase in expenditure for 2019/20 – 2020/21.
VRM Accounting Pty Ltd agreement with Council is currently an hourly rate of $79.55 and a mileage rate of 74 cents per kilometre; the hourly rate is adjusted annually for a CPI increase on 1 July.
During the process of working through the financial cycle, key work has been delegated to Manager Corporate Services and Finance, Finance Officer and Executive team.
Council considered the following report at the March 2020 meeting:
Council’s consultant Accountant undertakes the following work for Council: • Preparation of Statutory Financial Statements • Prepare Grants Commission Returns • Assist in the preparation and monitoring of annual budget
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 42 • Assist in the preparation of the Annual Business Plan where required • Prepare and review the Council’s Long Term Financial Plan • Assist with the Preparation and Maintenance of Asset Management Reports • Manage annual and interim external audits • Investment of surplus monies and loan applications • Complete mandatory returns, and internal and external reporting requirements • Regular reporting and monitoring of Council’s cash flow • Prepare monthly financial reports for presentation to Council • Maintenance of Debenture Register, payments and new applications • Assist with monitoring performance against budget estimates and assist in preparation of quarterly budget reviews for Council • Maintain Councils Asset Register and Revaluations • Track documentation on purchases, additions and disposals of assets to be verified and recorded • Monthly General Ledger Reconciliations • Day to Day accounting functions where required • Ensuring accuracy and integrity of Council’s financial data base, IT Vision Synergy Soft • Maintain and assist in development of financial, accounting and internal control systems • Assist with Preparation of FBT Return • Assist with calculations of backpays / Termination pays where required • Preparation / Processing of Journals where required • Administer Roads to Recovery Funding and Reporting • Prepare acquittals where required • Preparation of Childcare Reports where required • Assist in Rates Modelling and raising of Rates where required • Provide timely high level technical advice to all staff where required • Update Plant Hire Rates • Assist with the quarterly Development returns • Assist with the annual reporting to the Dog and Cat Management Board • Anything other finance duties as requested
The Accounting Services are provided in Robe one day a week and external remote access to Council’s financial IT system is available.
Council is undergoing significant change in the organisational structure with a number of new staff to commence in the coming months and in particular in the Director Infrastructure and Manager Corporate Services & Finance roles. It is imperative that there is some continuity in particular with our consultant Accountant to enable the new staff to transition into their roles.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 43 Council approved the following resolution at the March 2020 meeting:
12.2.4 Accounting Services
Moved Cr Baker Seconded Cr Boyd
Resolved that the District Council of Robe having considered Report No 12.2.4 “Accounting Services” approves the VRM Accounting rate for accounting services for a one year term commencing 1 April 2020 noting the variation to Council’s Procurement Policy and the acceptance of one quote, on the basis that continuity in accounting services is critical with the introduction of the new organisational structure. (267/2020)
Carried
Discussion During the tenure of Vanessa McDonald in 2020/21 YTD; a transition and transfer of intellectual property and knowledge of the financial cycle; financial concepts and information to the new structure positions is continuing. The financial cycle will end in October 2021 and is recommended that the agreement with VRM Accounting Pty Ltd continues until 31 October 2021.
During the transition there has been a significant reduction of travel to Robe from once a week in 2019/20 to an average of 1.5 times per month 20/21YTD. The use of technology has enabled meetings to take place remotely, as well as access to the financial database.
The work undertaken by Vanessa has been reduced and transferred to the internal positions of Council.
Council’s consultant Accountant undertakes the following work for Council: • Preparation of Statutory Financial Statements • Assist with the Preparation of Grants Commission Returns • Assist in the preparation of annual budget • Assist in the preparation of Council’s Long Term Financial Plan • Assist with the Preparation and Maintenance of Asset Management Reports • Manage annual and interim external audits • Complete mandatory returns, and internal and external reporting requirements • Assist with monitoring performance against budget estimates and assist in preparation of quarterly budget reviews for Council • Assist with Preparation of FBT Return • Assist with the Roads to Recovery Funding and Reporting • Assist with the preparation of acquittals where required • Assist in Rates Modelling and raising of Rates where required • Provide timely high level technical advice to all staff where required
In normal circumstances Council would seek quotes/tenders for the provision of accounting services. This matter has been discussed with the CEO and there is recognition that to continue to the end of the financial cycle to provide support of the continuity of transfer of intellectual property, is critical.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 44 Procurement Policy Council’s Procurement Policy contains the following clauses:
7 Exemptions from this Policy There may be emergencies, or procurements in which a tender process will not necessarily deliver best outcome for Council and other market approaches may be more appropriate.
7.1 Circumstance
In certain circumstances, after approval from elected members or the CEO (refer section 6.1), application of this Policy may be waived to pursue a method which will bring the best outcome for Council. This may include but it not limited to:
• procurement through Strategic Alliances (above) • Emergency Situations • a sole supplier or situation where the supplier market is known, and limitations negate the benefits of applying this Policy. • a timing constraint requiring more expedient procurement of goods or services; or • where the CEO identifies that Council will benefit through utilising the Market Engagement and Innovation Policy and related procedures for engaging the market. • for any other cause (particulars of which emergency or urgency or other cause shall be indicated in the approval) Reasons for any exemption to the procurement method must be recorded.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 45 6.1 Procurement- Thresholds
Value of Purchase Procurement Comments (GST Ex) Method Generally, with local suppliers and low value consumable items. More than one quotation is preferred. Reasons for seeking only one quotation Less than Direct Procurement (Direct Procurement method must be documented $5,000 More than one quotation should be sought. * RFQ (Informal) Reasons for seeking only one quotation $5,001 - $25,000 (Direct Procurement method must be documented and approved by CEO. $25,001 - At least three written quotes required. * Where an alternate procurement RFQ (Formal) method is chosen or less than three $100,000 written quotes are sought, reasons must be documented and approved by CEO. Over Open Tenders should be undertaken. Where select tender is proposed, reasons are to be documented, $100,000 approved by the CEO and reported to Council. Where RFQ or Direct Procurement is the proposed Procurement Method, EOI, RFT reasons must be documented, and a report presented seeking Council approval. Where Value of Purchase is greater than $250,000 and an open RFT is not to be undertaken reasons must be documented and a report presented seeking Council approval.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 46 Policy Implications In accordance with Council’s Procurement Policy
Budget Implications Nil
Community Plan Governance and Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services.
Community Consultation Nil
Risk Level High Risk
Council’s inability to progress and implement work completed YTD.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 47 9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 48 Officer’s Recommendation Reports – Director Infrastructure
12.3.1 Lake Butler Marina Review
Report Title: Lake Butler Marina Review Meeting Date: 10 March 2021 Author: Robert Moir Title: Director Infrastructure Attachments: Lake Butler Marina Review (Under separate cover due to size)
Purpose Seeking Councils endorsement of the Lake Butler Marina Review undertaken throughout 2020 by Innovision Enterprises.
Recommendation
That the District Council of Robe having considered Report No. 12.3.1 ‘Lake Butler Marina Review 2021’ receives the Lake Butler Marina review report and endorses it as the primary reference document for the Lake Butler Marina moving forward.
Background District Council of Robe (Robe) commissioned Innovision Enterprise Pty Ltd to undertake a review of the Robe Marina as part of the consultancy services provided during 2020.
The Review is forward looking and seeks to ensure all stakeholders are on a common understanding with regards to the current issues, status and assumptions going forward.
The purpose of the Review was to, • consolidate learnings from prior reviews, reports and various information into a single document; • identify opportunities for improvement; and • provide a baseline position and series of recommendations for the future.
The Review included, • developing a simplified whole of life financial model, considering all known operating and capital cash flows; and • consideration of business models, future opportunities and potential for maximising community, economic and commercial value.
Discussion The review has now concluded and provides 29 Recommendations grouped into source/theme: • Policy and Strategy – 9 Recommendations • Marina General – 11 Recommendations • Governance – 3 Recommendations • Financial – 6 Recommendations
The next stage is to update Asset Management and Maintenance plans, and develop an action plan to deliver the recommendations.
The review and associated attachments will now be used as the Primary reference document for the Lake Butler Marina.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 49 Policy Implications Nil
Budget Implications Nil
Community Plan Governance and financial sustainability Provide effective and inspired leadership, good governance and efficient, effective and responsive Council services.
Community Consultation Nil
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 50 Officer’s Recommendation Reports – Manager Tourism & Events
12.4.1 ANZAC Day Road Closure
Report Title: ANZAC Day Road Closure Meeting Date: 10 March 2021 Author: Camille Lehmann Title: Manager Tourism & Events Attachments: Robe RSL Letter to Request Road Closure for ANZAC Day 2021
Purpose To seek Council’s consideration and consent to approve a road closure to hold the Dawn Service and subsequent event on ANZAC Day - Sunday 25 April 2021.
Recommendation
That the District Council of Robe having considered Report No. 12.4.1 ‘ANZAC Day Road Closure’, and pursuant to the powers conferred on the Minister for Transport in Section 33 of the Road Traffic Act 1961 and delegated to Councils by the Minister on 12 March 2001, the District Council of Robe hereby advises that the event known as “ANZAC Day Dawn Service” is an event to which Section 33 of the Road Traffic Act 1961 applies and makes this order, temporarily closing the following streets in the Robe Township:
• The following street will be closed to traffic between 5:45 am and 7.00 am Sunday 25 April 2021: o Victoria Street between Robe Street and Davenport Street, plus all cross roads along this section.
• The following street will be closed to traffic between 5:45 am and 8:30 am Sunday 25 April 2021: o Mundy Terrace from Davenport Street to Bagot Street o Smillie Street from Mundy Terrace to Bagot Street.
Background Council’s approval is required to authorise the closure of a street for an event.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 51 Discussion The Robe RSL has requested the closure of these roads to hold the 2021 ANZAC Day Dawn Service and subsequent event.
It has been requested that Victoria Street between Robe Street and Davenport Street, plus all cross roads along this section, be closed to traffic between 5:45 am and 7.00 am Sunday 25 April 2021 (see map below).
It has been requested that Mundy Terrace from Davenport Street to Bagot Street and Smillie Street from Mundy Terrace to Bagot Street, be closed to traffic between 5:45 am and 8:30 am Sunday 25 April 2021 (see map below).
Legend D = Detour D.A = Detour Ahead R.C = Road Closed
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 52 Policy Implications Nil
Budget Implications Nil
Community Plan Governance & Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services.
Community Consultation The community will be advised of the road closure via the Robe Community Newsletter, Council’s Website and Councils’ Facebook page.
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 53 Returned & Services League Australia S.A. Branch
Robe RSLSub Branch PO Box 44, ROBE, SA, 5276 [email protected]
4th February 2021
District Council of Robe Att: Camille Lehmann
Dear Camille
Further to our recent conversation regarding the closure of roads for the ANZAC Day 2021 service.
I would like to confirm the times and roads discussed with you.
Victoria Street from Robe Street corner to Smillie Street (the Xmas tree) from 5.45am Smillie St (xmas tree) to Bagot Street until 8.30am. There will be limited vehicular access required by those directly contributing to the service and possibly the RSL Community Bus within the closure times.
We will be directed and advised by RSLSA as to the format of the 2021 ANZAC Day service, and will work with the local police to ensure we have a compliant and manageable event.
With regards to the road closures, should circumstances change we will advise you accordingly.
Regards
Marcia Dening Secretary 0411374274
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 54 13. Officers’ Information Reports
Recommendation
That the Officer’s information reports be received and noted.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 55 Officer’s Information Reports – Chief Executive Officer
13.1.1 Action Report
Report Title: Action Report March 2021 Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer
Purpose To update Elected Members on the status of previous motions of Council
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 56
Meeting Date Council Resolution Responsible Due Date Status and Motion Officer Number 11 June 2019 Resolved that the District Council of Robe having considered the Director Ongoing Visual inspection carried (497/2019) report No. 12.1.7 “Robe Jetty” determine that: Infrastructure out with Cr Dell’Antonio in June 2020. Based on 1. Having taking into the account the advice in report from GHD, the inspection there decide to delay a decision on undertaking significant were a number of minor construction works on the Robe Jetty until the State issues for rectification. Government have completed their state wide Jetties Strategic Plan; and Lights to be repaired or 2. A quarterly report is provided to Council based on a visual upgraded, hand rail inspection of the Robe Jetty until receipt of the statewide section upright to be Jetties Strategic Plan. replaced.
Jetty inspected 23 December by CEO and Director Infrastructure.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 57 11 Sept 2019 Resolved that the District Council of Robe having considered Item Manager Complete Public consultation (13/2020) 12.2.1 ‘Representation Review” suspend the current Representation Corporate period on Options Paper Review and recommence it during the relevant period, being June Services & commenced on Monday 2020 to June 2021, being the period determined by the Minister and Finance 3 August and will specified in his notice as published in the Gazette on 1 August 2019. conclude on Monday 14 September 2020. KelledyJones preparing 8 April 2020 Resolved: Representation Review (377/2020) 1. That the District Council of Robe undertake its Representation Report. Review during the relevant period, from June 2020 to June 2021, being the period determined by the Minister and specified in his notice published in the Gazette on 1 August 2019.
2. That the Council consider its current representation arrangements and future representation options in accordance with sections 12 and 33 of the Local Government Act 1999 for the purpose of commencing the Representation Review.
3. That the Council notes its appointment of KelledyJones to assist the Council in undertaking its Representation Review as resolved on 9 April 2019 [427/2019].
4. That KelledyJones undertake a review of the Representation Options Paper following consideration of the current and future representation options by the Council in accordance with recommendation 2.
8 July 2020 Resolved that the District Council of Robe having considered Report Consultation period (25/2021) No 18.1 “Representation Review” endorse the Options Paper and the commenced 15 October seven (7) options summarised on page 15 of the Options Paper for 2020 and finishes 5 the purpose of undertaking the first public consultation process in the November 2020. Representation Review. Report to finalise tabled at December Council 14 October Resolved that the District Council of Robe having considered Report Meeting. 2020 No. 12.1.6 “Representation Review”, that the: (101/2021) 1. Two (2) written submissions made in response to public consultation on the Options Paper be formally received and noted.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 58 Meeting Date Council Resolution Responsible Due Date Status and Motion Officer Number
2. Council authorises the Chief Executive Officer to finalise the Representation Review Report, pursuant to the provisions of Section 12(8a) of the Local Government Act 1999, and to commence the required three (3) week minimum public consultation based upon the proposal to continue with its current composition and structure, comprising:
(a) a Mayor, elected by the whole of the community;
(b) six Area Councillors; and
(c) no wards.
Resolved that: 9 December 1. The Council confirms its position to maintain its current Representation Review 2020 composition and structure for its future representation Report has been posted (156/2021) comprising: to Electoral (a) a Mayor, elected by the whole of the community; Commissioner of South (b) six (6) Area Councillors; and Australia. Awaiting (c) no wards. approval.
2. That the Council authorises the Chief Executive Officer to Final Approval received finalise and submit the Representation Review Report to the from the Electoral of Electoral Commissioner of South Australia. South Australia 20 January 2021. Will be published in the Gazette on 11 March 2021
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 59 Meeting Date Council Resolution Responsible Due Date Status and Motion Officer Number 24 June 2020 Resolved that the District Council of Robe, having considered Report Director March 2021 Presented in February, (436/2020) No. 6.1.4 “Rubble Raising for Powells Road”: Infrastructure procurement underway in March. 2. Authorises the CEO to undertake investigations into a strategic procurement approach for rubble and related procurement policies and methodologies that help ensure market competition and 'value for money' for Council. 12 August 2020 Resolved that the District Council of Robe having considered Report Chief March 2021 Grant application (40/2021) No. 12.1.4 “Monitoring Robe’s Coastline”: Executive lodged with Coast • Receive the reports from Wavelength Consulting and Flinders Officer Protection Board on 14 University; August 2020. • Endorse the monitoring program recommended by No advice on the Wavelength Consulting – ‘Table 3: 5-year Monitoring Plan for outcome from grant the Robe Coastline’; applications as at 2 • Approve a budget of $15,000, to be incorporated into March 2021. Budget Review 1 as Council’s contribution to a cliff stability study as outlined in the report; • Note that the following application will be made to the Coast Protection Board Grant scheme and if successful, any Council contribution to be considered as part of the Budget Review process - Limestone Coast coastal council’s collective approach to coastal adaption strategies and coastal capability; • Note that applications will also be made to the Coast Protection Board Grant scheme and that Council already has a budget allocated for the following activities: a. Annual Sand Replenishment b. Seeking a State contribution to Council’s Coastal Dynamic Research Program; and • Note that a final estimate will be included in Budget Review 1 for additional fencing and signage where it cannot be accommodated within the current budget.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 60 Meeting Date Council Resolution Responsible Due Date Status and Motion Officer Number 14 October Resolved that the District Council of Robe having considered Report Director March 2021 Contact was to be made 2020 No. 12.3.1 “Drainage Reserve Reduction”: Infrastructure in February, will now (116/2021) 1. Approve in principle the reduced Drainage reserve; occur in March due to 2. To endorse the preparation of a proposal to reduce the workload. drainage reserve to a suitable functional size; and 3. Seek the feedback of adjoining landholders. 14 October Resolved that the District Council of Robe having considered Report Director March 2021 Project plan 2020 No. 12.3.2 “Building Repairs”: Infrastructure commenced. (119/2021) 1. approve the immediate repairs required to make the building Roof work commenced weatherproof and the mitigation of all hazards and risks early December. making the building fit for purpose. Roof work nearing 2. authorise the CEO to arrange borrowings to fund these works. completion.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 61 Meeting Date Council Resolution Responsible Due Date Status and Motion Officer Number 10 February Resolved that the District Council of Robe having considered Report Chief June 2021 Grant application 2021 No 12.1.1 ‘Undergrounding Powerlines on the Esplanade’: Executive submitted to PLEC. (224/2021) Officer 1. supports the undergrounding of powerlines on the Esplanade from 30 Esplanade to the Discovery Caravan Park; 2. authorises the CEO to apply to the Power Line Environment Committee for funding to underground powerlines on the Esplanade between 30 Esplanade and the Discovery Caravan Park to be delivered in two phases: Phase 1 – 30 Esplanade to Newton Road and Phase 2 - Newton Road to Discovery Caravan Park; 3. indicate that subject to a successful application to the Power Line Environment Committee and following the statutory processes specified in the Local Government Act 1999, (including public consultation) Council’s proposal is that funding of Phase 1 (i.e. Park Terrace to Newton Road) of the project is to be through a separate rate for a duration of five- years on the eleven properties which directly (particularly) benefit from the undergrounding of the powerlines, and from resident donations; 4. instruct the Chief Executive Officer to prepare the report and consult with community on the setting of the proposed separate rate outlined above in accordance with Section 151(5)-(6) of the Local Government Act 1999; and 5. indicate it is Council’s position of principle that the project is auspiced by Council on the basis all costs are recovered through the properties that have a particular benefit from the project in the manner envisaged by Section 154(1) of the Local Government Act 1999; and 6. indicate that its Council’s position that Council’s funding for Phase 2 (Newton Road to Discovery Caravan Park) ought also be recovered by way of a separate rate declared on relevant properties, subject to a formal report and consultation to be undertaken at a later date.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 62 Meeting Date Council Resolution Responsible Due Date Status and Motion Officer Number 10 February Resolved that the District Council of Robe having considered Report Manager Complete The fees and charges 2021 No. 12.3.1 ‘Addition to Fees & Charges Schedule’ approves; Tourism & schedule has been (227/2021) Events updated 1. the event furniture hire fees to be added to Council’s Part 1 – General Schedule of the fees and charges; and 2. granting authority to the Chief Executive Officer to consider discounting hire fees for community events 10 February Resolved that the District Council of Robe considered Item 18.1 Director Complete Parents have been 2021 ‘Delayed opening time of Childcare Services’: Childcare notified of the change in (233/2021) opening times 1. Authorise the Director Childcare to alter the hours of operation of the Childcare service on Wednesday morning due to the inability to access the RSL Hall space on Tuesday afternoon for the traditional setup; and 2. Note that the reduced hours will start effective immediately, with the information forwarded to all families via a text, and additional information will be displayed on the entrances of the Childcare service for the families.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 63 Officer’s Information Reports – Chief Executive Officer
13.1.2 Major Projects Status Report
Report Title: Major Projects Status Report Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer
Council has adopted a Capital Works Program for delivery in 2020/21 totalling just over $2.7 million. This report provides Elected Members with a status report on the Major Projects for 2020/21:
• Signage and Entrance Statement for Robe • Community Hub, including public toilets and showers, Surf Lifesaving and the Bowls Club • Lighting on foreshore and path upgrade • Re-Sheeting Rural Roads Program • Tobruk Avenue • Resealing Township Streets • Plant Replacement Program • Dredging of Channel
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 64 PROJECT TITLE: Signage and Entrance Statement for Robe PROJECT MANAGER: Manager Tourism & Events 1. Scope 2. Budget 3. Schedule 4. Risks/Issues
Scope of works: Design and construct an entrance statement at the corner of Southern Ports Highway and Main Road, Robe. The design will be in line with the Signage and Wayfinding Strategy.
Scope changes: Nil Key milestones: 1. Commencement Project/Program July 2020 2. Commence Construction/Purchase February 2020 3. Finish Project/Program March 2020 Key achievements: • Workshop with community and business members facilitated by ASPECT Studios • Report to Council in August to approve entrance statement designs for community consultation • Report to September Council meeting with results from community consultation • Specifications review under way, scope for RFQ to be released early November. This has been delayed slightly, due to awaiting specifications and engineering designs. • Tenders for steel fabrication, installation, stonemasonry of garden wall due 8 December • Contract Awarded to ‘Tradition Rebuilt Stonemasonry’ (188/2021) • Stone Sourced • CLMP for the Robe Lakes Reserve was amended to include Town Entrance Statement (210/2021) • Construction to commence 3 February 2021 • Development Approval • Construction is underway and progressing well, site leveling and foundations complete. • Stone is being rough cut at source and will be installed when all stone on site. • Steel fabrication is underway. Budget: Original Budget: $100,000 (Funded by Federal Government Stimulus Funding – this was an estimated budget before project design was finalised) (429/2020) Additional Budget from Council: $55,790 ($25,790 allocated from savings in other Capital Works Projects, originally approved $55,790 at 16 December 2020 Special Council Meeting to approve tender (188/2021). Amount has been reduced due to the $30,000 of reallocated Phase 2 Federal Government Stimulus Funding assigned to this project (208/2021)). Total Budget: $155,790 Expenditure to Date: $4,522.69 Variations: Nil Risks/Issues: • Final design costs outside budget • DPTI approval for the site not received. • Unplanned construction issues • Low community response to inform the design
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 65 PROJECT TITLE: Community Hub PROJECT MANAGER: Director Infrastructure 5. Scope 6. Budget 7. Schedule 8. Risks/Issues
Scope of works: Design and construct a Community Hub that incorporates the Robe Surf Lifesaving Club, the Robe Bowls Club and public toilet and showers. This project was approved by Council at the October 2020 Ordinary Meeting of Council where it was resolved to allocate the additional Federal Government stimulus funding towards the Hub (106/2021).
Scope changes: Project ON HOLD until 21-22 funds reallocated as per (208/2021). Key milestones: 1. Confirm stakeholders and Scope- underway 2. Complete Needs Analysis to inform design scope- underway 3. Complete financial analysis/contributions 4. Concept design and costing 5. Confirmation of Project Budget 6. Design and Construct Tender 7. Site Demolition 8. Construction 9. Post Constructions assessment 10. Site commissioning Key achievements: • Meeting held with the Robe Bowls Club • Discussion held with Surf Lifesavings South Australia • Facilities guides for surf lifesaving and bowls obtained and shared with both clubs • Meeting Booked with Surf Lifesaving South Australia • NOTE: Reallocated Phase 2 Additional Federal Government Stimulus Funding as Council cannot complete within Stimulus Fund timeline. (208/2021) Budget: Original Budget: $165,627 Funded by Federal Government Stimulus Funding - through the Local Road and Community Infrastructure Program for Local Government Expenditure to Date: Nil Variations: Nil Risks/Issues: • Final design costs outside budget • Issues raised through community consultation • Unplanned construction issues • Unable to obtain grant funding
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 66 PROJECT TITLE: Lighting on foreshore and path upgrade PROJECT MANAGER: Director Infrastructure 1. Scope 2. Budget 3. Schedule 1. Risks/Issues Scope of works: More lighting at the foreshore precinct and upgrade the shared path to connect the path with the existing paths and the public toilet.
Scope changes: Nil Key milestones: 1. Commencement Project/Program September 2020 2. Commence Construction/Purchase February 2020 3. Finish Project/Program March 2020 Key achievements: • Lighting scope tender- November • Preparing pathway scope - public toilet project to be considered • Phase 2 Stimulus Funding reallocated to Foreshore Path (208/2021) • Procurement to commence in March.
Budget: Original Budget: $50,000 (Funded by Federal Government Stimulus Funding) Additional Budget: $30,000 (Funded by Federal Government Stimulus Funding) Total Budget: $80,000 Expenditure to Date: Nil Variations: Nil Risks/Issues: • Work still being completed during peak season • Unable to access preferred product • Timeline issues due to contractor availability
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 67 PROJECT TITLE: Re-sheeting Rural Roads Program PROJECT MANAGER: Director Infrastructure 1. Scope 2. Budget 3. Schedule 4. Risks/Issues
Scope of works: Resurfacing and reconstruction of the following roads within Council’s rural road network:
• Powells Road – 5.6kms- Commenced 4 August- Complete • Cowans Road – 5.7kms- scope being revisited, full re-sheet not required • Baxters Hill Stage 1 – 4kms
Scope changes: Nil Key milestones: 1. Commencement Project/Program July 2020 2. Commence Construction/Purchase July 2020 3. Finish Project/Program June 2021 Key achievements: • Council approved the purchase of rubble for Powells Road • Powells Road complete - some tidy up required • Confidential Paper on Strategic Procurement of Rubble to February Council Meeting Budget: Original Budget: $755,000 Expenditure to Date: $231,146.89 Variations: Nil Risks/Issues: • Final design costs outside budget • Unplanned construction issues • Issues accessing appropriate rubble for construction • Inclement weather issues
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 68 PROJECT TITLE: Reconstruction of Tobruk Avenue PROJECT MANAGER: Director Infrastructure 1. Scope 2. Budget 3. Schedule 4. Risks/Issues
Scope of works: Phase one of the resurfacing and reconstruction Tobruk Avenue. Scope changes: Nil Key milestones: 1. Commencement Project/Program July 2020 2. Commence Construction/Purchase March 2021 3. Finish Project/Program June 2021 Key achievements: • Engineering works completed by Tonkin • Exploring opportunities for grant funding for this project • Grant funding not possible, Council resolution to seek borrowings. • Tender Scope in preparation with LG Procurement • Assessment of existing material being undertaken, to specify reuse as base material in tender spec. • Specifications changed to include reuse of existing pavement in base material, rather than offsite disposal. • Project currently advertised on Vendor Panel closing mid-November • Report to December Council Meeting • Tender was awarded to Baker Civil Australia Pty Ltd (174/2021) • Works have commenced in March 2021 • A number of improvements agreed – school bus pull out sections and drainage. Budget: Original Budget: $1,000,000 Amended Budget: $739,211.67 Expenditure to Date: $2,800 Variations: Nil Risks/Issues: • Final design costs outside budget • Unplanned construction issues • Work still being completed during peak season • Timeline issues due to contractor availability • Inclement weather issues
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 69 PROJECT TITLE: Resealing Township Streets Program PROJECT MANAGER: Director Infrastructure 1. Scope 2. Budget 3. Schedule 4. Risks/Issues
Scope of works: Bitumen reseal of the following township streets:
• Morphett Street from O’Halloran Street • Gruschen Street including intersection • Jackson Street and Park Terrace • Banks Road
Scope changes: Nil Key milestones: 1. Commencement Project/Program February 2021 2. Commence Construction/Purchase March 2021 3. Finish Project/Program March 2021 Key achievements: • Scope under review • Some repair works being undertaken in-house • RFQ to be released in January. • Preparation to be undertaken by Council Employees in February • Program to be completed by end of March Budget: Original Budget: $45,000 Expenditure to Date: Nil Variations: Nil Risks/Issues: • Work Zone Traffic management (Low) • Weather impacting on planned timeline (Low) • Ensure work is timed outside peak tourist season (Low) • Unknown issues with road surface (Low)
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 70 PROJECT TITLE: Plant Replacement Program PROJECT MANAGER: Director Infrastructure/ Manager Corporate Services & Finance 1. Scope 2. Budget 3. Schedule 4. Risks/Issues
Scope of works: Replacement of Council plant and vehicles:
• Conversion of water truck • Truck and Dog • Mitsubishi Triton • Subaru Forester Scope changes: To be discussed at Budget Review 1 Key milestones: 1. Commencement Project/Program August 2020 2. Commence Construction/Purchase March 2021 3. Finish Project/Program June 2021 Key achievements: • Subaru Forester has been traded in for Honda CR-V • Conversion of water truck and replacement Truck being reviewed • Tender for Dog trailer closes first week of November • Plant Purchase list changed in October • Water Tanker has been delivered and has been readied for use, pending registration change inspection. • Loader sweeper secured via Vendor Panel. Budget: Original Budget: $405,000
Conversion of water truck: $5,000 Truck and Dog: $320,000 (See below) Mitsubishi Triton: $40,000 Subaru Forester: $40,000 (Complete)
Amended Truck & Dog Budget Water Truck: $120,000 (Complete) Dog Trailer: $65,000 (Not proceeding) Mini Loader Sweeper/forklift: $90,000 (Complete) CWMS Truck: $50,000 (May-June)
Expenditure to Date: $256,840.92 Variations: Nil Risks/Issues: • Availability of plant in Australia (Medium)
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 71 PROJECT TITLE: Dredging of Channel PROJECT MANAGER: Director Infrastructure 1. Scope 2. Budget 3. Schedule 4. Risks/Issues
Scope of works: Dredging of Marina Channel & Marina Scope changes: Marina sediment sampling and analysis added post dredging works. Key milestones: 1. Commencement Project/Program Early 2019 2. Commence Construction/Purchase August 2020 3. Finish Project/Program September 2020 Key achievements: • Engineering works completed and Marina Committee briefed • Victorian Marine Services appointed to undertake channel dredging. • Development Application approved 6 January 2020. • VMS, Dredging Contractors arrived in Robe week commencing 24 August and began dredging on 1 September after setting up pipework • EPA approved dredging around the straddle lift in addition to the channel. • Works completed Saturday 18 September Budget: Original Budget: $219,725 (Channel $120,000, Marina $99,725)
Expenditure to Date: $153,530 Variations: Nil- project complete. Portion of remaining balance allocated to sediment survey. Risks/Issues: • Access to appropriate equipment on a timely basis (Medium) • Dredging will need to be undertaken outside of the commercial fishing season due to marina channel access issues • Failure to comply with approved Dredge Management Plan conditions
On track Off track Intervention Not started Complete but required recoverable
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 72 Officer’s Information Reports – Chief Executive Officer
13.1.3 Procurement of Legal Services
Report Title: Procurement of Legal Services Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer
Purpose To advise Council of the procurement of legal services during March 2021.
Background The procurement of legal advice must be in accordance with Council’s Procurement Policy that requires:
7.3 All procurement of legal advice is to be approved by the Chief Executive Officer and all expenditure must be within the Council approved budget;
7.3.1 If a variation is brought about due to a change in scope of legal advice, the CEO is authorised to approve the variation and is required to inform the Council as part of reporting the advice; and Discussion Between Council meetings, Council employees, under CEO approval continued to seek legal advice on:
• Governance Advice;
• Enterprise Bargaining Agreement and Employment Advice; and
• Optus Tower Lease;
Ongoing but no expenditure this month
• First Nations of South East Native Title Claim (a share of costs with other councils across the Limestone Coast)
Policy Implications Comply with Council’s Procurement Policy.
Budget Implications Legal services to be procured within budget.
Community Plan Governance and Financial Sustainability Provide effective and inspired leadership, good governance and efficient, effective and responsive Council services.
Community Consultation Not required
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 73 Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 74 Officer’s Information Reports – Chief Executive Officer
13.1.4 Director Childcare Report
Report Title: Director Childcare Report Meeting Date: 10 March 2021 Author: Karla Dew Title Director Childcare
The CCOWS planning and training day was a success. Staff started off with discussions of how children learn, moving onto what they want for the children in their care and what they value about their work. We then discussed the United Nations Convention on the Rights of the Child, this included what we felt was most important to us as an educator. On completion of this we worked on our values. The staff will meet again to discuss the outcomes from the training day at the next staff meeting and begin to focus on the creation of our next step being a new philosophy.
There has been a lot of work again surrounding rosters and ensuring we have the right ratios and balance within the service to have a successful day. Staff have been understanding and flexible as they have been hard to monitor and keep updated at times.
Dominique and I have been working hard in administration on our waitlists and ensuring that those parents waiting have applied and completed the processes necessary for their CCS rebate. This will ensure that when children turn two we will have new children ready to start ASAP.
Some families are still settling into the New Year, which means changes are happening regularly which is hard to keep up with at times, thanks to Dominique most of these changes are occurring smoothly with the leadership staff being regularly updated.
We have been in discussions again with the RSL of late regarding changes to our booking times, etc. This has had a flow on effect to our rosters; but staff have been supportive of any changes we must make to ensure the least amount of impact on our families. A huge thank you to the staff for the early starts. I know our families appreciate what the staff are prepared to do to meet the opening times.
The Advisory Committee Chairperson Melissa Gibson has resigned from her position. I would like to thank Melissa for her time and effort in this role, we will miss her guidance and knowledge. We are now looking for a new chairperson. In our last newsletter we also asked for new members and are happy to say we have had two parents come forward and we look forward to welcoming them to our next meeting.
Children’s illnesses are again in the front of our minds as we have had Four cases of Hand, Foot and Mouth. Parents have been notified and given facts sheets regarding the illness. Director Childcare has sought advice from the Robe Medical Clinic to ensure we are doing all we can to stop the spread and will check in again if the need arises.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 75 Officer’s Information Reports – Chief Executive Officer
13.1.5 2021 South Australian Volunteer Awards
Report Title: 2021 South Australian Volunteer Awards Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer Attachment: Letters from Hon Michelle Lensink MLC Minister for Human Services -2021 South Australian Volunteers Awards -2021 Premier’s Certificate of Recognition
Discussion The South Australian Government would like to say thank you to the thousands of volunteers who stepped up over the past year to help the state battle bushfires and a global pandemic, as well as running a vast range of community and charitable activities.
The State Government is providing the opportunity to recognise and celebrate the vital role that volunteers play in the wellbeing of our community through the 2021 South Australian Volunteer Awards.
The prestigious Volunteer Awards will be presented to outstanding South Australians and local businesses at the State Government’s annual Volunteers Day Thank You event to be held on 14 June 2021.
Nominations fall into the following categories:
• The Joy Noble Medal – South Australia’s highest distinction for an individual volunteer
• The Premier’s Award for Corporate Social Responsibility – recognition of the strong contribution the business sector makes to our communities through philanthropy, partnerships or releasing employees for volunteer service
• The Andamooka Community Project Award – awarded to a community, or group of volunteers, which has undertaken a community project resulting in significant community benefit
• The Excellence in Volunteer Management Award – recognises the dedication and commitment of volunteer managers who support and facilitate the engagement of volunteers, presented in partnership with Volunteering SA&NT.
In addition to the four state awards, volunteers in South Australia can also be recognised with a Premier’s Certificate of Recognition for outstanding volunteer service, providing an opportunity for organisations and community groups to acknowledge their most outstanding volunteers by nominating one or more for a certificate.
Nominations for the Premier’s Certificate of Recognition and South Australian Volunteer Awards close on March 26 and April 6 respectively. Eligibility criteria and applications can be made online at www.dhs.sa.gov.au/services/volunteers/recognition
Administration will promote the Premier’s Certificate of Recognition and South Australian Volunteer Awards on our Facebook page and through the Newsletter.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 76 Policy Implications Nil
Budget Implications Nil
Community Plan Community Vibrant, cohesive, diverse community providing a healthy, quality lifestyle.
Community Consultation Community will be advised of the Volunteer Awards through Facebook and Council’s newsletter.
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 77 Mr James Holyman Chief Executive Officer District Council of Robe PO Box 1 ROBE SA 5276
Dear Mr Holyman
I am pleased to advise that nominations for the 2021 South Australian Volunteer Awards will open on Monday 1 March and close 5pm, Tuesday 6 April 2021.
The Awards, which recognise the invaluable work that volunteers, community organisations and businesses contribute to the South Australian community, will be presented at a special Volunteers Day event on Monday, 14 June 2021.
Nominations can be made in the following categories:
• The Joy Noble Medal - South Australia’s highest distinction for an individual volunteer, open to all individual volunteers across the State.
• The Premier’s Award for Corporate Social Responsibility - An award recognising the strong contribution the business sector makes to our communities through philanthropy, partnerships, and releasing employees for volunteer service.
• ‘The Andamooka’ Community Project Award - Awarded to a community, or group of volunteers, which has undertaken a community project resulting in significant community benefit.
• The Excellence in Volunteer Management Award - An award recognising the dedication and commitment of individuals who support and facilitate the engagement of volunteers.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 78 Any member of the public can nominate eligible recipients for these awards, and self-nominations are accepted.
Award guidelines and the online nomination form will be available from 1 March 2021 at www.dhs.sa.gov.au/services/volunteers.
Applicants will be notified of the outcome of their nomination(s) by the Department of Human Services in May 2021.
I trust you will help ensure that as many volunteer-involving organisations as possible are made aware of the Awards program.
Yours sincerely
Hon Michelle Lensink MLC MINISTER FOR HUMAN SERVICES
24 / 2 / 2021
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 79 Mr James Holyman Chief Executive Officer District Council of Robe PO Box 1 ROBE SA 5276
Dear Mr Holyman
I am pleased to announce that nominations are now open for the 2021 Premier’s Certificate of Recognition for outstanding volunteer service. Nominations will close at 5pm, Friday 26 March 2021.
This is a fantastic opportunity for volunteer-involving organisations and community groups to nominate one or more volunteers who have made an outstanding commitment and contribution to the community and/or their organisation.
Guidelines and online nomination form are available from the Department of Human Services website – www.dhs.sa.gov.au/services/volunteers/recognition/volunteering-certificates
For further information about the nomination process, the DHS team can be contacted via telephone 1300 014 712 or via email @ [email protected].
Organisations and community groups will be notified of the outcome of their nomination(s) in May 2021.
Please provide this information across your networks to help us ensure broad awareness of the awards.
Yours sincerely
Hon Michelle Lensink MLC MINISTER FOR HUMAN SERVICES
2 / 3 / 2021
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 80 Officer’s Information Reports – Chief Executive Officer
13.1.6 Correspondence – Stand Like Stone
Correspondence received from Stand Like Stone regarding Council’s generous support of the Foundation.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 81 9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 82 Officer’s Information Reports – Chief Executive Officer
13.1.7 Correspondence – J Davidson
Correspondence received from J Davidson regarding the Robe Town Entrance Statement.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 83 From: John Davidson
Dear councillors,
Please consider this welcome statement for Robe. Respectful tourism will attract the right people and help our town to flourish.
Sincerely,
John Davidson.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 84 Welcome to Robe. Enjoy our idyllic environment and the pristine natural coastline in Robe. In return we ask you to respect the forbears of this place, and the natural heritage that remains.
Sent from my iPhone
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 85 Officer’s Information Reports – Chief Executive Officer
13.1.8 Opening of Noorla Yo Long
Report Title: Opening of Noorla Yo Long Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer
Discussion The Mayor was invited to attend the opening of Noorla Yo-Long Blue Light Outdoor Adventure’s new indoor rock climbing wall on 9 February 2021. The Mayor attended along with other Mayor’s from the Limestone Coast, the SA Police Officer in Charge Limestone Coast, our State Member and other dignitaries.
The Blue light Outdoor Adventure education program is a Crime Prevention Strategy developed by South Australia Police in partnership with Blue Light (SA) Inc and is focused on building relationships with SAPOL and the community to reduce crime.
Noorla Yo-long is the most advanced life skill adventure training facilities in Australia. Noorla Yo- Long is facilitated by an onsite Police Officer, who is responsible for facility management and program co-ordination and supported by trained staff and volunteers.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 86 Along with innovative outdoor activities such as high ropes and caving, Noorla Yo-long continues to develop a comprehensive range of proven indoor learning methods which generate a powerful and exciting environment of flexible learning. The climbing wall provides additional indoor activities to help challenge mindsets and build resilience:
Learning methodologies are based around experiential learning, challenged by choice and life coaching concepts.
Noorla Yo-Long also has spacious on-site camping facilities.
Policy Implications Nil
Budget Implications Nil
Community Plan Community Vibrant, cohesive, diverse community providing a healthy, quality lifestyle.
Community Consultation Nil
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 87 Officer’s Information Reports – Chief Executive Officer
13.1.9 Flinders University Coastal Adaption Research
Report Title: Flinders University Coastal Adaption Research Meeting Date: 10 March 2021 Author: James Holyman Title: Chief Executive Officer Attachments: Letter from Hon Michelle Lensink MLC Minister for Human Services
Discussion Researchers from Flinders University’s Climate and Sustainability Policy Research (CASPR) Group are conducting a project, Integrated ‘assessment of local governments’ coastal adaptation planning and practice.
The intent of the project is to better understand the status of coastal adaptation planning and practice in coastal councils across South Australia as they adjust to a changing climate. The outcomes of the project will have potential to inform development of statewide policy, as well as identifying where there is need for support for site-specific coastal council policy development and implementation. This project is endorsed by the South Australian Coastal Councils Alliance (SACCA) and supported and part funded by Department for Environment and Water through the ‘New life for our coastal environment program’.
As part of this project, researchers are conducting interviews with Council and community members. Face-to-face interviews of approximately 45 minutes will be undertaken in the second week of March 2021. Researchers are interested in the perception of Council’s response to coastal climate adaptation in relation to policies, plans and strategies framing or driving coastal adaptation, as well as practical on-ground measures already being put in place.
The researchers would like to speak with two Elected Members. Elected Members can advise the Chief Executive Officer of their interest and availability in the second week of March. Attached is an Information Sheet that provides more details about being involved in the project.
Policy Implications Nil
Budget Implications Nil
Community Plan Natural and Built Environment Our natural and built environments are protected and enhanced, resilient and adaptive
Community Consultation Nil
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 88 Beverley Clarke College of Humanities Arts and Social Science Sturt Road Bedford Park SA 5042 GPO Box 2100 Adelaide SA 5001 Tel: +61 8 201 2760 [email protected]@flinders.edu.au Web: www.flinders.edu.au/people/beverley.clarke
CRICOS Provider No. 00114A
INFORMATION SHEET (for local council staff)
Title: Integrated assessment of local governments’ coastal adaptation planning and practice
Researcher(s) Associate Professor Beverley Clarke College of Humanities, Arts and Social Sciences Flinders University Tel: 82012760
Associate Professor Cassandra Star College of Business, Government and Law Flinders University Tel: 82012074
Dr Peter Tangney College of Humanities, Arts and Social Sciences Flinders University Tel: 82015524
Description of the study The project aims to better understand coastal adaptation planning by assessing readiness, tangible actions and demonstrated adaptive capacity. It will evaluate progress towards implementation in coastal councils across South Australia as they adjust to a changing climate. This project is supported by Flinders University, College of College of Humanities, Arts and Social Sciences.
Purpose of the study The project aims to: 1. document the current state-of-play in relation to coastal adaptation response in all coastal local councils in SA. 2. apply a tailored assessment framework to explore adaptation planning and practice across coastal councils in SA. 3. identify enabling and limiting factors for successful adaptation in coastal local councils in SA.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 89 What will I be asked to do? You are invited to attend a one-to-one interview with a researcher who will ask you a few questions regarding your views about coastal planning and management in your local council area. Participation is entirely voluntary. The interview will take about 45 minutes. The interview will be audio recorded using a digital voice recorder to help with reviewing the results. Once recorded, the interview will be transcribed (typed-up) and stored as a computer file and will only be destroyed if the transcript is checked by the participant.
What benefit will I gain from being involved in this study? The sharing of your experiences will help to inform coastal planning and adaptation for South Australian local councils.
Will I be identifiable by being involved in this study? Any identifying information will be removed, and your comments will not be linked directly to you. All information and results obtained in this study will be stored in a secure way, with access restricted to relevant researchers.
Are there any risks or discomforts if I am involved? The researcher anticipates few risks from your involvement in this study. Interviews will take place in a suitably private place (e.g. an appropriate room in your organisation) and as assured above, you will be de-identified in any publications that originate from this study. If you have any concerns regarding anticipated or actual risks or discomforts, please raise them with the researcher.
How do I agree to participate? Participation is voluntary. You may answer ‘no comment’ or decline to answer any questions, and you are free to withdraw from the interview at any time without effect or consequences.
How will I receive feedback? On project completion, outcomes of the project will be given to all participants via email. Your transcripts can be made available to you upon request.
Thank you for taking the time to read this information sheet, and we hope that you will accept our invitation to be involved.
This research project has been approved by the Flinders University Social and Behavioural Research Ethics Committee in South Australia (Project number 8657). For queries regarding the ethics approval of this project please contact the Executive Officer of the Committee via telephone on +61 8 8201 3116 or email [email protected]
v2 9.24.1.1 District Council of Robe | Council2 Agenda 10 March 2021 90 Officer’s Information Reports – Director Infrastructure
13.2.1 Robe 2050 Plan
Report Title: Robe 2050 Plan Meeting Date: 10 March 2021 Author: Robert Moir Title: Director Infrastructure Attachments: Robe 2050 Project Plan Robe 2050 Gantt Chart
Discussion Following input from Elected Members at the recent workshop, the Robe 2050 Project Plan has been updated to included additional stages for community involvement in the development.
The changes have meant that the Project will be complete in 2021-22 rather than as originally proposed at the end of 2020-21. It is important we remain focused of the quality of the process and final product, and not compromise this with a tight deadline.
The Robe 2050 Strategic Directions report (2050 Plan) is the key document that will provide a “sense of destination” for the community and will guide Council’s decisions into the future.
Referring to the 2050 Plan will assist in making decisions in line with the community’s expectations of Robe into the future.
Having a long-term articulation of the future state of Robe will add value and demonstrate alignment of proposed projects with a long-term plan, this is important in discussions with funding partners such as the State Government and other key stakeholders.
Policy Implications Nil
Budget Implications The proposed budget for the project is $55,000 and the budget will be included in the Business Plan.
Community Plan Governance & Financial Sustainability Provide effective and inspired leadership, good governance, and efficient, effective and responsive Council services.
Community Consultation Project timeline extended to allow for greater community input
Risk Level Low risk
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 91 Project Plan Robe 2050 Plan
Prepared by: James Holyman, Chief Executive Officer
Content Experts: Damian Dawson, Planning Chamber Pty Ltd
Project Manager: Robert Moir
Project Sponsor: Chief Executive Officer
Version Control
Version No. Author Comments Date V1.0 James Holyman Draft Project Plan for Consultation 8/12/2020 V1.1 James Holyman Feedback Damian and Mayor 1/2/2021 V2.0 James Holyman Elected Member Workshop Input 3/2/2021 V2.1 Rob Moir Review 4/03/2021
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 92 1. Project Background
A Priority Project in the 2020-21 Annual Business Plan under the Governance and Financial Sustainability Goal is to develop a ‘2050’ Plan for Robe.
The purpose is to establish how the community would like to see Robe grow and look in the future. This could include addressing questions such as:
• How do we maintain the character of Robe? The village feel, the coastline and bay, our heritage buildings? • Should Robe continue to grow? If so how big? Where does growth stop? • Will growth put pressure on maintaining existing services? • What are the limitations of our current infrastructure and services- power, water, community wastewater management scheme, roads, carparking?
• What are the future commercial requirements for Robe? • What are the changes we expect in the key industries (i.e. farming, fishing and tourism) and is there potential to attract other industries? • Our current light industrial land is now contiguous with housing and has been blended with commercial. It is also basically full. Where should the next industrial land be? • How do we efficiently and effectively move vehicles around Robe, particularly heavy vehicles? • Should there be a heavy vehicle bypass for Robe? • Do we need a heavy industrial area? Which could free up space in the current area
• Do we revisit the minimum size for residential blocks? • Should there be an allowance for smaller blocks that require less maintenance? • Do we need to change our requirements for Developments? Open space/parks, playgrounds etc • Should we reconsider the two-storey height restriction?
• What other facilities does our community need or want in the future? aged care, lifestyle villages, sport and recreation, foreshore facilities
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 93 2. Project Definitions 2.1. Objectives
The project will develop a long-term plan for the township of Robe and will assist Council in making decisions in line with the community’s expectations of Robe into the future.
A clear articulation of the future state of Robe to provide a “sense of destination” and insight into the proposed Robe of the future. The 2050 plan will be a key communications and reference document for dealing with Government funding streams, investors, and other stakeholders.
2.2. Benefits
• Long term plan for Robe that will guide Council decisions • Community input into the future of their township • Understanding of the ability for key services to accommodate growth • Be able to plan an increase in key services for the future • A document that will feed future Community and Business Plans •
2.3. In Scope
• The development of a long-term plan for Robe that provides a strategic direction for the township. • Final approval of the long-term plan for Robe is vested in Council.
2.4. Out of Scope
The project excludes the following:
• Implementation of any recommendations or opportunities • Changes to the Community or Business Plans
2.5. Constraints
The project is constrained by the following:
• The final document will be used to guide decisions and will not be formal commitment on implementation • Any recommendation would need to comply with current legislation • Essential services, e.g. power, water, wastewater may not accommodate planned growth
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 94 2.6. Dependencies
For successful completion, this project is dependent on:
• Access to key data such as power, wastewater, potable water, etc. • Accuracy of any projection such as population, construction growth, tourism numbers • Community consultation • That essential services, e.g. power, water, wastewater will meet the needs of the population • Any project work to take into consideration current reports, for example: o District Council of Robe Community Plan o Consultation outcomes for the 2020-21 Annual Business Plan o 1979 UPEG Report o ‘Imagine Robe 2040’ Strategic Directions Report o Tonkin reports into the Community Wastewater Management Scheme o Wavelength Consulting, Robe Coastline Monitoring Roadmap o Limestone Coast LGA Sea Level Rise ‘Bathtub’ modelling o ABS and in particular Census data e.g. population o Spendmapp data o Disability Access and Inclusion Plan o Traffic Management Report 2020 o Population estimates from Geografia
2.7. Assumptions
In delivering the project, the following is assumed:
• Current growth of Robe continues at the same rate into the future • Maintaining the heritage character of the town remains important for future generations • That the current tight restrictions on the removal of native vegetation remains or gets stronger • Current Planning and Design Code may need to change to accommodate the view of the community
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 95 3. Governance/Organisation Structure 3.1. Project Control Group
Full Council
The Project Control Group has final decision-making authority. It is also responsible for approving the final budget, project tolerance and delegation of powers. This Group make decisions that affect the delivery of the project by:
• Directing the project • Resolving issues and advice on risk mitigation • Communicating advocating for the decisions made on behalf of community by the Group
3.2. Project Sponsor
Chief Executive Officer
The sponsor is ultimately accountable and responsible for the delivery of the project outcomes.
3.3. Project Manager
Director Infrastructure
The Project Manager manages the day-to-day project activities on behalf of the District Council of Robe and can make decisions aligned with the outcomes of the project and within Council specified budget. Key responsibilities include:
• Implement the project in accordance with the plan and budget • Manage the information flow between the project and Council and to keep employees informed • Establish and manage the project’s procedures such as risk management, issue and change control and communication • Provide regular reports to Council • Manage external suppliers • Advise Council of any deviations from the plan • Record and initiate any necessary corrective action • Ensure employees are aware of the support options available to them as the project is implemented
3.4. Project Team
The project team to develop the draft 2050 strategic directions process and report will include the following people to support the Director Infrastructure:
• Damian Dawson (Council’s planner) • Anahat Kaleka (Masters in Planning- course work experience) • Molly Murdock (Executive Officer to the Project Team)
4. Schedule 4.1. Gantt Chart
Please see attached Gantt Chart.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 96 4.2. Milestones
Milestone Proposed Completion Week Ending Project planning complete 5 March 2021 Historic report review and data analysis 14 May 2021 Investment and growth opportunities 7 May 2021 Community survey and focus group work 20 August 2021 Draft directions document and community consultation 14 January 2022 Draft Robe 2050 Strategic Directions report 11 March 2022 Public consultation on draft Strategic Directions report 22 April 2022 Final Robe 2050 Strategic Directions report 10 June 2022 Project review and lessons learnt 24 June 2022
5. Budget
As the project is to develop the long-term plan only, there is limited funding required. It is planned to use the existing approved budget for this project.
5.1. Recurrent
2021-22 Allowance for Consultants $50,000.00 General Expenses e.g. accommodation $5,000.00 $55,000.00
5.2. Capital Funding
There is no capital funding required for this project
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 97 6. Key Elements 6.1. Risk Management
Risk Mitigation Strategy
Rating Likelihood Consequence
Community not Likely Minor Medium Promote the opportunity to engaged contribute to the development of the plan, often and through multiple sources. Budget variance Unlikely Minor Low Plan to utilise existing Council budget for the project. Any change would be approved through the Budget Review process. Timely access to Likely Minor Medium Utilise the knowledge and specialist support experience of Council’s resources Planning Consultant. Focus on early engagement. Right data not available Unlikely Minor Low Use best available data and where estimates are made, always state assumptions. Media attention Likely Minor Medium Be open and transparent with process and outcomes. Delays in project Likely Minor Medium Ensure right resources and delivery priorities to deliver the project plan. Benefits not realised Possible Moderate Medium Adherence to the project plan and regular reporting. Use of a broad based project team to leverage different views and perspectives on the options.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 98 6.2. Stakeholder Identification
Stakeholder Stated Position/Interests Form of Communication Community • Clarity around town • Community Newsletter growth • Face-to-face with Elected • Opportunity to contribute Members and shape the future • Face-to-face with the CEO • Approaches made to Council employees District Council of Robe • Project Control Group • Monthly project report • Project Sponsor and Manager available to answer questions Developers • Greater certainty • Community Newsletter regarding the future • Face-to-face with Elected opportunities in Robe Members • Face-to-face with the CEO Limestone Coast Council • Contribution to the • Face-to-face with the Regional Plan CEO and Mayor • Updates at the Limestone Coast LGA Board meetings
7. Reporting
The project will be reported to the Ordinary Meeting of Council.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 99 Robe 2050 GANTT CHART As at 26 February 2021 February March April May June July August September October November December January February March April May June Week Ending 5/02 12/02 19/02 26/02 5/03 12/03 19/03 26/03 2/04 9/04 16/04 23/04 30/04 7/05 14/05 21/05 28/05 4/06 11/06 18/06 25/06 2/07 9/07 16/07 23/07 30/07 6/08 13/08 20/08 27/08 3/09 10/09 17/09 24/09 1/10 8/10 15/10 22/10 29/10 5/11 12/11 19/11 26/11 3/12 10/12 17/12 24/12 31/12 7/01 14/01 21/01 28/01 4/02 11/02 18/02 25/02 4/03 11/03 18/03 25/03 1/04 8/04 15/04 22/04 29/04 6/05 13/05 20/05 27/05 3/06 10/06 17/06 24/06
1 Project Plan Develop Plan Elected Member Forum Workshop Finalise Plan 2 Historic Review and Data Collection & Analysis Review of historic documents Data collection and analysis Essential services review e.g. water, power sewerage Specialist advice (if required) Interim report on findings Report to Council 3 Investment / Growth Opportunities Identify potential opportunities Map for inclusion in Discussion Document Develop Scenarios Workshop with Elected Members Provide final scenarios as input to the community survey 4 Community Survey Understand Interim report findings Engage specialist Design survey Approve survey Community and market survey to community Undertake survey Analyse Findings Undertake issues based focus group work (if required) Prepare report for Council EMF on Interim and survey reports 5 Discussion Document Draft direction Draft key themes Elected Member Forum Workshop Prepare Discussion Document Prepare report for Council Council meeting Public Consultation on Discussion Document Meeting Robe Meeting Victoria Meeting Adelaide Meeting Boatswains Point Meeting Mount Benson Meeting Nora Corina Meeting Greenways Elected Member Forum Workshop on feedback 6 Draft Robe 2050 Strategic Direction Prepare report Elected Member Forum on draft report Prepare report for Council Council Meeting 7 Consultation on Draft Report Public Consultation on draft Robe 2050 Strategic Directions Report Prepare Council report on feedback and recommendations 8 Final Report Amend report based on community feedback and EMF Prepare final report Prepare report for Council Submit final report for adoption 9 Project Review
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 100 Officer’s Information Reports – Manager Toursim & Events
13.3.1 Finalised Style Guide for Robe’s Signage and Wayfinding Strategy
Report Title: Finalised Style Guide for Robe’s Signage and Wayfinding Strategy Meeting Date: 10 March 2021 Author: Camille Lehmann Title: Manager Tourism & Events Attachments: Robe Signage and Wayfinding Guidelines – Final (Under separate cover due to size)
Discussion The final documents for Robe’s Signage and Wayfinding Strategy have now been received.
The Robe Signage and Wayfinding Guidelines document includes the following:
• Wayfinding principles • Visual language and components • Site analysis and user evaluation • Signage hierarchy and typologies • Signage specifications and visualisations • Signage installation and maintenance
We have also received the engineering for the signage elements and town entrance statement.
The town entrance statement designs and engineering were received late last year in order to commence the construction of this structure to meet funding guidelines. The town entrance statement construction is well underway and is scheduled to be completed by the end of March.
We will now seek quotes in order to commence the installation of the town, coastal and heritage signage over the next five years. This will be incorporated into the draft four year Business Plan.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 101 Officer’s Information Reports – Manager Toursim & Events
13.3.2 Spendmapp Data Update
Report Title: Spendmapp Data Update Meeting Date: 10 March 2021 Author: Camille Lehmann Title: Manager Tourism & Events
Discussion This report contains a comparison of spending data from 2019 to 2020, with the impacts of the COVID-19 pandemic displayed. We have received anecdotal feedback that the longer-term impact of the COVID-19 pandemic has been positive for the regions, yet still negatively impacting the cities. The below data shows that despite the significant initial negative impact of COVID-19 on Robe, the positive effects have been consistent from June 2020 onwards.
In comparison to 2019, spending in Robe in 2020 for: • Total local spending increased 11%, • Visitor local spending increased 9%, • Resident local spending increased 14%, and • Resident escape spending remained essentially unchanged.
This shows that not only did we have more spending by visitors in Robe, but residents also ‘supported local’ and spent more in Robe in 2020 as well.
Total Local Spend - 2019 vs 2020 $12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
$-
2019 2020
Data source: spendmapp.com.au
When the initial COVID-19 lockdown and restrictions took place in late March 2020, the clear initial economic impact on Robe resulted in a $4.2 million decrease of spending in April 2020 compared to April 2019. With restrictions then easing to allow for intrastate and then intermittent interstate travel from May to December, the end result was a net increase of $3.8 million of spending in Robe from the March to December 2020 period (a 10% increase compared to the same period the prior year).
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 102 Vistor Local Spend - 2019 vs 2020 $10,000,000 $9,000,000 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $-
2019 2020
Data source: spendmapp.com.au
Visitor Local Spend 2019 2020 % increase/decrease January $ 8,159,935 $ 8,854,642 9% February $ 2,768,270 $ 3,584,642 29% March $ 3,214,502 $ 2,857,388 -11% April $ 4,623,165 $ 495,536 -89% May $ 1,467,126 $ 965,217 -34% June $ 1,530,267 $ 2,238,932 46% July $ 1,506,270 $ 3,101,180 106% August $ 1,080,928 $ 2,218,216 105% September $ 2,176,483 $ 2,862,270 32% October $ 3,034,896 $ 4,512,260 49% November $ 2,606,236 $ 2,958,983 14% December $ 6,047,013 $ 7,187,735 19% $ 38,215,091 $ 41,837,001 9% increase Data source: spendmapp.com.au
During the period June to December 2020 there was an increase of 39.5% in spend by visitors in Robe, in comparison to the same period of the prior year. This added $7.1 million to the local economy during that period.
The visitor local spend data in comparison to the total local spend data clearly shows the importance of tourism to our local economy, with visitor spend accounting for 72% of the total local spend in Robe in 2020.
July and August 2020 showed the largest percentage increases in expenditure by visitors in comparison to 2019. With interstate borders likely to be open this year during these months it will be interesting to compare visitor spending again for this period.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 103 Resident Local Spend - 2019 vs 2020 $2,000,000
$1,800,000
$1,600,000
$1,400,000
$1,200,000
$1,000,000
$800,000
$600,000
$400,000
$200,000
$-
2019 2020
Data source: spendmapp.com.au
Resident Escape Spend 2019 2020 % increase/decrease January $ 1,193,524 $ 1,101,519 -8% February $ 1,328,359 $ 1,468,606 11% March $ 1,542,468 $ 1,266,855 -18% April $ 1,266,121 $ 655,004 -48% May $ 1,540,602 $ 1,153,645 -25% June $ 1,647,475 $ 1,489,721 -10% July $ 1,669,069 $ 1,555,765 -7% August $ 1,628,566 $ 1,815,481 11% September $ 1,294,629 $ 1,777,318 37% October $ 1,237,173 $ 1,563,772 26% November $ 1,525,558 $ 1,650,804 8% December $ 1,615,303 $ 1,957,355 21% TOTAL $ 17,488,847 $ 17,455,845 -0.2% Data source: spendmapp.com.au
The assumption for the increase in resident local spend and the relatively unchanged resident escape spend could be due to the COVID restrictions that meant many residents have not travelled as they usually would and therefore spent more locally. It can also be seen that in August 2020 when the confidence and ability to travel intrastate or interstate was permitted that resident escape spend increased in comparison to the prior year.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 104 Total Local Expenditure by Category - 2020 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0%
Discretionary Spend Consumer Staples Services & Other
Data source: spendmapp.com.au
The value of discretionary spending in Robe is also noteworthy. With April and May 2020 spending impacting this data (due to the assumed conservative spending due to COVID-19), the total discretionary spending in Robe for 2020 still accounted for 62% of the total local spend.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 105 14. Notices of Motion
15. Questions on Notice/Questions Without Notice
Questions on notice require five clear days’ notice in writing to the CEO and appear on the agenda of the relevant meeting. A question on notice and the answer thereto are recorded in the minutes.
16. Council Committee & Advisory Group Minutes
17. Reports of Associated Bodies
18. Late Items
Reports or matters for consideration that as a matter of urgency need to be considered by Council.
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 106 19. Confidential Items
19.1 Annual Review of Confidential Minutes
Council is required to undertake an annual review of the confidential orders that it has made and make a determination if the detail that the Council originally deemed to be confidential is still required to be kept confidential or have circumstances changed to allow this information and documents to be made public.
Local Government received criticism from both the public and State Government in relation to the number of items that are considered in confidence. This criticism is unfounded as the Local Government Act is very prescriptive as to what information and subjects must be considered in confidence.
Pursuant to Section 83(5) of the Local Government Act 1999 (the Act), this report titled ‘Annual Review of Confidential Minutes’ is listed to be considered in confidence under part 3 of the Act, and this is listed as a confidential report, until otherwise determined by Council.
If Council considers that the report and discussion at the meeting should remain confidential and considered in confidence under Part 3 (Section 90(2)) of the Local Government Act 1999, then the following resolution must be adopted by Council before discussing or considering the report.
Recommendation:
That pursuant to Section 90(2) of the Local Government Act 1999 (the Act), the Council orders the public to be excluded, with the exception of the Chief Executive, Manager Corporate Services & Finance, Director Infrastructure, Manager Tourism & Events and Minute Secretary being present on the basis that it will receive, discuss and consider information relating to report number 19.1 titled ‘Annual Review of Confidential Minutes’ and that the Council is satisfied pursuant to Section 83(5) of the Act with the principal that the meeting should be conducted in a place open to the public has been outweighed in relation to this matter by the need to keep the discussion, report and supporting documentation confidential on the following basis; Section 90(3):
• (a) Information the disclosure of which would involve the unreasonable disclosure of information concerning the personal affairs of any person (living or dead) • (b) Information the disclosure of which – (i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and (ii) would, on balance, be contrary to the public interest; • (d) Commercial information of a confidential nature (not being a trade secret) the disclosure of which – (i) could reasonably be expected to prejudice the commercial position of the person who supplied the information, or to confer a commercial advantage on a third party; and (ii) would, on balance, be contrary to the public interest; • (g) Matters that must be considered in confidence in order to ensure that the council does not breach any law, order or direction of a court or tribunal constituted by law, any duty of confidence, or other legal obligation or duty; • (h) Legal advice; • (i) Information relating to actual litigation, or litigation that the council or council committee believes on reasonable grounds will take place, involving the council or an employee of the council;
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 107 • (j) Information the disclosure of which – (i) would divulge information provided on a confidential basis by or to a Minister of the Crown, or another public authority or official (not being an employee of the Council or a person engaged by the Council; and (ii) would on balance, be contrary to the public interest; and • (k) Tenders for the supply of goods, the provision of services or that carrying out of works
19.2 Medical Centre Lease
Pursuant to Section 83(5) of the Local Government Act 1999 (the Act), this report titled ‘Medical Centre Lease’ is listed to be considered in confidence under part 3 of the Act, and this is listed as a confidential report, until otherwise determined by Council.
If Council considers that the report and discussion at the meeting should remain confidential and considered in confidence under Part 3 (Section 90(2)) of the Local Government Act 1999, then the following resolution must be adopted by Council before discussing or considering the report.
Recommendation
That pursuant to Section 90(2) of the Local Government Act 1999 (the Act), the Council orders the public to be excluded, with the exception of the Chief Executive Officer, Manager Corporate Services and Finance, Director Infrastructure, Manager Tourism and Events and Minute Secretary being present on the basis that it will receive, discuss and consider information relating to report number 19.2 titled ‘Medical Centre Lease’ and that the Council is satisfied pursuant to Section 83(5) of the Act with the principal that the meeting should be conducted in a place open to the public has been outweighed in relation to this matter by the need to keep the discussion, report and supporting documentation confidential on the following basis; Section 90(3)(b)
• Information the disclosure of which – (i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and (ii) would, on balance, be contrary to the public interest
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 108 19.3 Robe Golf Club Lease Renewal
Pursuant to Section 83(5) of the Local Government Act 1999 (the Act), this report titled ‘Robe Golf Club Lease’ is listed to be considered in confidence under part 3 of the Act, and this is listed as a confidential report, until otherwise determined by Council.
If Council considers that the report and discussion at the meeting should remain confidential and considered in confidence under Part 3 (Section 90(2)) of the Local Government Act 1999, then the following resolution must be adopted by Council before discussing or considering the report.
Recommendation
That pursuant to Section 90(2) of the Local Government Act 1999 (the Act), the Council orders the public to be excluded, with the exception of the Chief Executive Officer, Manager Corporate Services and Finance, Director Infrastructure, Manager Tourism and Events and Minute Secretary being present on the basis that it will receive, discuss and consider information relating to report number 19.3 titled ‘Robe Golf Club Lease Renewal’ and that the Council is satisfied pursuant to Section 83(5) of the Act with the principal that the meeting should be conducted in a place open to the public has been outweighed in relation to this matter by the need to keep the discussion, report and supporting documentation confidential on the following basis; Section 90(3)(b)
• Information the disclosure of which – (i) could reasonably be expected to confer a commercial advantage on a person with whom the council is conducting, or proposing to conduct, business, or to prejudice the commercial position of the council; and (ii) would, on balance, be contrary to the public interest
20. Closure
9.24.1.1 District Council of Robe | Council Agenda 10 March 2021 109