Page 1 Upper Murray Business Inc

Upper Murray Business Inc. Registration No 0035782T ABN 39 482 956 404

Minutes General Meeting to be held Wednesday 18th April 2018 at 5:30 pm at the CNC

Meeting Opened 5.30pm Ed opened meeting

Present: Ed Barry, Gerard Evans, Rae Milbank, Maxine Brockfield, Jeanette Shea, Richard Hubbard Jo Mackinnon ( arrived 5.45pm)

Towong Shire Representatives: Andrew Whitehead

Apologies: Kerissa Heritage, Alicia Keogh, Mel Bye, Daryl Matheson, Kate Butler

Moved Jeanette Shea Seconded Maxine Brockfield Carried

Attachments circulated with Agenda.

Minutes of the last general meeting Minutes: Circulated via email. Moved Maxine Brockfield Seconded Rae Milbank Carried Business Arising, deferred to General Business

Correspondence In: Various Emails from Kerissa notifying members of meetings and events Including Pick your Project Boosting district connectivity across regional Victoria

Correspondence: Out letter of Support to hang Gliding and Paragliding Association

Moved: Maxine Brockfield Seconded Gerard Evans Carried

Treasurers Report:

1.Opening Balance $3,557.84 Closing Balance $3,557.84 2.Tagged Money Benambra Road $1,237.17 3.Available Funds $2,320.67 4. Expenses paid since last report –

5.Accounts for Payment (Note: Policy re approving expense costs before they are incurred - To be approved by Board if time permits otherwise to be approved by 2 of the Treasurer, Secretary and by Jeanette Shea (cheque signatory) prior to commitment being made) 6.Membership 33 Members

See financial and membership reports attached

Treasurer’s Report to be approved Moved Ed Barry Seconded Rae Millbank Carried

Page 1 Upper Murray Business Inc. Registration No 0035782T ABN 39 482 956 404

General Business:

1 The Future of UMBI

Ed reiterated that he doesn’t want to continue as Chair of UMBI as his priority is the formation of the Vision 2030 Community Board and the implementation of the plan He has been involved for 21 years It was discussed how UMBI could evolve solely into the Retailers/Traders Group and this would give the group more purpose and having a vested interest will hopefully generate more input from the traders We will need to have a succession plan in place before the next AGM Jo also indicated that she would not be available to continue as secretary due to her commitment to The Vision 2020 Plan

2 Upper Murray 2030

a) Update of Great River Road Project The Project is coming together, and the Committee recently received approval for an extension for milestone dates.

b) Branding Andrew Whitehead reported that Council was generally happy with the branding proposal and they are looking forward to the finished product and the launch The Branding Project is also progressing well.

c) Community Board Grant application for Community Resilience Grant was not successful. Application to be made through the Regional Jobs and Infrastructure Fund

3 Corryong Traders Group Report

Festival markets were a great success Jeanette reported a Bank Balance of $3347.53 which includes a generous donation of $615.33 from IGA’s Community Chest

6 Ausnet power outages and affects on business

A very productive meeting between Alicia Keogh, Richard Hubbard and Daryl Matheson was held and it was agreed that an Action Plan needs to be drafted Need to write to Ausnet to get the data to use in this document. Once this is done a Community Campaign can be initiated Daryl and Richard will work together to investigate off grid options including the use of Tesla batteries Ed thanked them Richard and Daryl and suggested they continue to work with Arthur Stockwell also

Page 2 Upper Murray Business Inc. Registration No 0035782T ABN 39 482 956 404

8 Hunting Project Update

It was reported that there is a fair bit of negativity surrounding the proposed Hunting and Tourism Strategy There are concerns that more hunters will come to the area and some community members don’t want more hunters

It was generally agreed that the Hunters are increasing in number and will come anyway, and we need procedures and protocols in place to ensure the best practice is in place so the everyone can be protected and benefit from increased Tourism and therefore increased business $ There are good opportunities with Economic benefit Andrew Whitehead explained that the purpose of the Hunting and Tourism Plan is to encourage the management of Hunters and to harness tourism. He explained that by having rules in place it was hoped that the rogue Hunters would be deterred There was a general discussion re the ability to use carcasses (yes in NSW No in Victoria so we need to lobby Prime Safe) and this is a platform that needs to be canvassed

Now the Community Meetings have taken place (last one in Tallangatta this evening) it will be up to The Steering Committee to discuss where and how the proposed Plan will be implemented

9 MFSR Bush Festival

9000 tickets were sold not the reported 26000. Richard explained the ticketing system and how the numbers evolve There were a huge number of people in town and as far as the businesses were concerned an enormous success There was general discussion about the positive impact of the Backroads program It was agreed that UMBI should write to the Board and congratulate them on a very successful Festival

General Business

Richard is in discussions re Mountain Bike Tracks possibly on MT Mittamatite It was agreed that this would be a wonderful enhancement to our Tourism Industry

Richard and Gerard will work together We had a brief discussion re the importance of the Rail Trail and Bike Riding to the future of Tourism and ensuring roadworks etc take the importance of Bikes into consideration

Next Meeting Date; TBA June

Meeting Closed: 6.50pm

Page 3

Minutes Audit Committee Tallangatta Council Office Tuesday 8 May 2018

This information is available in alternative formats on request

TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

MINUTES FOR THE AUDIT COMMITTEE HELD AT TOWONG SHIRE COUNCIL, TALLANGATTA OFFICE ON TUESDAY 8 MAY 2018 COMMENCING AT 10.00 AM.

TABLE OF CONTENTS

1 Member and Officer presence at the meeting ...... 3 2 Apologies and granting of leave of absence ...... 3 3 Declaration of pecuniary interest and/or conflict ...... 3 4 Confirmation of minutes ...... 3 5 Actions arising from previous meetings ...... 4 6 Risk management (DCCS) ...... 4 6.1 Risk Management Strategy and Action Plan ...... 4 6.2 Occupational Health and Safety ...... 5 7 Emergency management (DCCS) ...... 5 7.1 Municipal Emergency Management Planning (MEMP) Committee ...... 5 8 Financial reporting (MF) ...... 6 9 External audit (MF) ...... 6 9.1 Management letter ...... 6 10 Financial matters (MF) ...... 8 10.1 Budget 2018/19 ...... 8 10.2 Finance System ...... 9 10.3 Investment Policy ...... 10 11 Human resources (MCorp) ...... 10 11.1 Human resources update ...... 10 11.2 Key Performance Indicators ...... 10 12 Compliance (DCCS) ...... 11 12.1 Current or potential legal actions...... 11 13 Reporting (MF) ...... 11 13.1 VAGO best practice reports ...... 11 13.2 Victorian Ombudsman reports ...... 12 13.3 Reports for review ...... 13 13.4 Tenders underway or awarded ...... 14 14 General business and correspondence ...... 14 15 Future agenda items ...... 14 16 Future meeting dates ...... 14 17 Meeting close ...... 15

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

1 Member and Officer presence at the meeting

COMMITTEE Mr Rob Lees (Chair) Ms Kerrie Clarke Ms Judy Charlton Cr Aaron Scales (Mayor)

IN ATTENDANCE Ms Jo Shannon (Director Community and Corporate Services) Mr Blair Phillips (Manager Finance)

2 Apologies and granting of leave of absence

Ms Juliana Phelps (Chief Executive Officer) and Ms Vicki Pitcher (Manager Corporate Services)

3 Declaration of pecuniary interest and/or conflict

For the purpose of this section, Councillors and Audit Committee members must disclose the nature of the conflict of interest in accordance with s79(2) of the Local Government Act.

4 Confirmation of minutes

The previous meeting of the Audit Committee was held on 27 February 2018 and the minutes are attached at Appendix 1 for review and confirmation.

CR SCALES MS CLARKE

THAT THE MINUTES FROM THE 27 FEBRUARY 2018 MEETING BE CONFIRMED. CARRIED

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

5 Actions arising from previous meetings

Meeting Action Responsible Status 27 Feb 2018 Officer 6.1 Risk Management Strategy and MCorp The recommendation has Action Plan – been provided to Formal report to Council to consider Councillors. The draft $10,000 for the 18/19 Budget for an budget includes a $10,000 independent review of one internal budget allocation for this audit area purpose. 10.2 Finance system – Project plan for the MF Refer agenda item 10.2 upgrade to be prepared and presented to Audit Committee on 8 May 2018. 12.1 Human Resources update – Prepare a MCorp Refer agenda item 11.2 draft report of HR Risk KPIs for presentation to Audit Committee on 8 May 2018.

CR SCALES MS CLARKE

THAT THE UPDATE ON ACTIONS ARISING BE NOTED. CARRIED

6 Risk management (DCCS) 6.1 Risk Management Strategy and Action Plan

At the last Audit Committee meeting on 27 February 2018, the Audit Committee resolved as follows:

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

This recommendation has been provided to Council. Following discussions with Councillors a budget allocation has been included in the draft budget for 2018/19. The final budget for 2018/19 is expected to be adopted in late June 2018.

MS CLARKE CR SCALES

THAT THE UPDATE BE NOTED. CARRIED

6.2 Occupational Health and Safety

An update on Occupational Health and Safety matters is contained in the bi-monthly Occupational Health and Safety Report. The latest report is attached at Appendix 2.

MS CHARLTON MS CLARKE

THAT THE BI-MONTHLY OCCUPATIONAL HEALTH AND SAFETY REPORT BE NOTED. CARRIED

7 Emergency management (DCCS) 7.1 Municipal Emergency Management Planning (MEMP) Committee

The Municipal Emergency Management Planning (MEMP) Committee met on 2 May 2018.

The MEMP Committee has been conducting a major review and update of the Municipal Emergency Management Plan. The Committee is now recommending to Council that the MEMP be adopted at the June 2018 Council Meeting. This is a key step in meeting requirements for the audit which is scheduled to be conducted on 16 September 2018.

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

MS CHARLTON CR SCALES

THAT THE MUNICIPAL EMERGENCY MANAGEMENT PLANNING COMMITTEE UPDATE BE NOTED. CARRIED

8 Financial reporting (MF)

The monthly finance report for March 2018 is attached at Appendix 3.

MS CLARKE CR SCALES

THAT THE MONTHLY FINANCE REPORT BE NOTED. CARRIED

9 External audit (MF) 9.1 Management letter

The updated action plan for open items from the 2016/17 Audit Management Letter is detailed below:

Item Action Responsible Status/ Officer implementation date 2.1 Related party Prepare a documented procedure Manager Finance In progress disclosure to ensure all related parties and process related party transactions are identified and captured.

2.2 Investments Regular review of investments to Manager Finance Ongoing under 90 days ensure correct classification.

2.3 Accounting Follow appropriate accounting Manager Finance In progress treatment of standard when recognising any investment future movements in the value of property its investment property. revaluations

2.4 No internal Council will consider this as part Various A recommendation has audit function of their regular review of risks and been provided to Council’s risk management Council to include an strategy/framework. allowance of $10,000 in 6 S:\Organisational Improvement\Governance\Audit Committee\2017- 18\Minutes\Minutes - 8 May 2018\Audit Committee Minutes - 8 May 2018.doc

TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

Item Action Responsible Status/ Officer implementation date future budgets starting in 2018/19 for the provision of one area of internal audit each financial year.

This amount has been provided for in the draft budget for 2018/19. 2.5 Fair value Assess the fair values against the Manager Finance The Civil Asset Engineer assessment carrying values each year. Also to and Civil Asset has ceased document a policy for reviewing Engineer employment with assets for indicators of Council and the impairment. recruitment process for a replacement is underway. This will be addressed by June 18.

2.6 Excel fixed Council consider acquiring an Manager Finance Future asset register asset register program capable of and Civil Asset Jun 18 maintaining all asset records Engineer serving both Council’s financial and asset management needs.

2.7 Depreciation Council reassesses its approach to Manager Finance Will only progress if rates – calculating depreciation on new asset register infrastructure infrastructure assets. program is purchased Council’s current asset register and incorporates this program does not allow for this type of functionality. complex calculation.

2.8 Landfill Management will review options Manager Finance In progress restoration to ensure that the calculation / Technical Officer provision methodology is in accordance - Waste valuation with EPA guideline changes.

2.9 Business Review and update the BCP and Director In progress. A Continuity Plan ensure that reviews are Community and comprehensive review (BCP) undertaken in line with the Corporate of the BCP was prescribed timelines i.e. six Services and undertaken in 2016/ monthly Manager early 2017. The plan Corporate was not formally Services ratified due to some staffing changes. A desktop exercise was conducted on 24 October 2017. The

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

Item Action Responsible Status/ Officer implementation date learnings are being reviewed so that appropriate changes can be made to the BCP prior to formal adoption.

2.10 Financial Review the end of year procedure Manager Finance In progress Report and and timelines and adjust where Performance necessary Statement preparation process

2.11 Performance Management to forward the Director Complete - The Statement – recommendation to Council Community and recommendation has Satisfaction relating to the conduct of an Corporate been passed onto Surveys appropriate community Services Council. satisfaction survey.

MS CHARLTON MS CLARKE

THAT THE UPDATE TO THE 2016/17 EXTERNAL AUDITORS MANAGEMENT LETTER ACTION PLAN BE NOTED. CARRIED

10 Financial matters (MF) 10.1 Budget 2018/19

The budget process for 2018/19 continues to progress. Key outputs from the budget process will include:  Operating Budget and Capital Budget for 2018/19  Updated Strategic Resources Plan for 2018/19 to 2021/22  Updated Long Term Financial Plan for 2018/19 to 2027/28

As previously advised Council does not need to apply for a higher rate cap due to receiving approval from the Essential Services Commission in 2017 for a higher cap for the four financial years commencing 2017/18 to 2020/21. The approved higher rate cap for each of the four years is 5.55%.

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

Key dates to meet the legislative requirements of the Local Government Act 1989 are:

 May 2018 – Proposed budget submitted to Council for in-principle approval  May 2018 – Public notice advising intention to adopt budget  May/June 2018 – Budget is available for public inspection, comment and public submission process  June 2018 – Submission period closes (28 days)  June 2018 – Budget and submissions considered by Council for adoption of the budget  June/July 2018 – A copy of the budget submitted to the Minister

The budget will be presented for in principle adoption at a Special Council Meeting on 15 May 2018. A summary of the key highlights in the budget being recommended to Council will be presented at the Audit Committee meeting.

MS CLARKE MS CHARLTON

THAT THE BUDGET 2018/19 UPDATE BE NOTED. CARRIED

10.2 Finance System

A timetable for the finance system upgrade project was finalised in late February 2018. Progress against the timetable is being monitored on an ongoing basis, with the project currently on track for the new finance system and new payroll system to be ready for the 1 July 2018 launch date. The timetable with status updates is attached at Appendix 4.

CR SCALES MS CHARLTON

THAT THE FINANCE SYSTEM UPDATE BE NOTED. CARRIED

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

10.3 Investment Policy

The Investment Policy adopted by Council on 3 April 2018 is attached at Appendix 5 for noting.

MS CHARLTON MS CLARKE

THAT THE INVESTMENT POLICY BE NOTED. CARRIED

11 Human resources (MCorp) 11.1 Human resources update

Changes to Council personnel that have occurred since the last full Audit Committee meeting, or are about to occur, include:  Recruiting: o Engineer/ Projects Manager o Engineer/ Design Project Officer o Finance Officer (on-going) o Civil Assets Engineer o Communications Officer o Tourism Services Officer o Manager Planning

 Commenced: o Nil

11.2 Key Performance Indicators

At the last Audit Committee meeting there was discussion regarding the development of Key Performance Indicators in relation to human resources. A brief paper has been prepared for further discussion at Appendix 6.

The paper contains a number of possible Key Performance Indicators to generate discussion, with the final list of KPIs to be more brief.

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

The Committee requested that the following items be considered formulating the HR KPI’s: - diversity of employees and diversity of Shire population - lost time injury frequency rate - possible measures to assess knowledge of Council policies such as Council’s position on harassment in the workplace

MS CHARLTON MS CLARKE

THAT THE HUMAN RESOURCES UPDATES BE NOTED. CARRIED

12 Compliance (DCCS) 12.1 Current or potential legal actions

A verbal update was provided at the meeting.

MS CLARKE CR SCALES

THAT THE INFORMATION ON CURRENT OR POTENTIAL LEGAL ACTIONS BE NOTED. CARRIED

13 Reporting (MF) 13.1 VAGO best practice reports

Local Government and Economic Development The report attached for review at Appendix 7, contains the audit that assessed whether Council’s economic development activities help to improve the economic viability and sustainability of their municipalities, with a focus on regional and rural councils.

The audit also examined the roles of Regional Development Victoria (RDV)—a statutory agency within the Department of Economic Development, Jobs, Transport and Resources (DEDJTR)—and Local Government Victoria (LGV)— part of the Department of Environment, Land, Water and Planning (DELWP) — to assist councils to facilitate local economic development. 11 S:\Organisational Improvement\Governance\Audit Committee\2017- 18\Minutes\Minutes - 8 May 2018\Audit Committee Minutes - 8 May 2018.doc

TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

In summary the recommendations provided for Councils were to:  regularly review alignment between economic development strategies and council plans to improve the continuity of longer term initiatives  develop comprehensive performance measures for economic development with clearly articulated targets and benchmarks  monitor and report on economic development outcomes and clearly link actions to intended outcomes

The report has been provided to Council’s Manager Economic Development for further consideration.

CR SCALES MS CHARLTON

THAT THE VAGO REPORT BE NOTED. CARRIED

13.2 Victorian Ombudsman reports

Investigation into Wodonga City Council’s overcharging of a waste management levy

The report attached at Appendix 8 contains the results of the investigation and recommendations to rectify the situation within a 3 year period.

Contained in the foreword of the report, the Ombudsman encouraged Councils to satisfy themselves that the waste management charge reasonable reflects the service provided and to do otherwise is to undermine the public’s trust in how their money is spent.

Council officers have reviewed the report and reviewed practices for establishing the level of waste management charge at Towong Shire Council. A waste management charge financial model and a kerbside collection charge financial model have been used as part of Towong’s budget development process for over ten years. The models consider revenue received in relation to waste management / kerbside collection, expenditure associated with delivering the outcomes or services required and the number of properties that the net expenditure needs to be recovered from. These models are updated annually with the historical actuals and forecast projections. Council officers can confirm that the expenditure allocated to these models relates directly to waste management (e.g. landfill construction, future rehabilitation amortisation, transfer station supervision, closed landfill monitoring,

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018 green waste collections, etc) or the kerbside collection service (labour and plant costs to collect bins, transport of recyclables that are diverted from landfill, etc).

Each year there is a net surplus or deficit as a result of the fees charged and the outcomes delivered. The financial models record the cumulative net result over an extended period of time to guide Council in the setting its fees each year. Currently there are no significant cumulative surplus or deficit in relation to these charges.

Council officers presented the models to the Audit Committee at the meeting.

MS CHARLTON MS CLARKE

THAT 1. THE VICTORIAN OMBUDSMAN REPORT BE NOTED; AND 2. THE FINANCIAL MODELLING USED TO INFORM COUNCIL DECISION MAKING FOR THE WASTE MANAGEMENT CHARGE AND THE KERBSIDE COLLECTION CHARGE BE NOTED. CARRIED

13.3 Reports for review

The Council Plan Priorities Report is attached at Appendix 9. This report covers the 2017 - 2021 Council Plan.

MS CHARLTON CR SCALES

THAT THE COUNCIL PLAN PRIORITIES REPORT BE NOTED. CARRIED

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

13.4 Tenders underway or awarded

There were two tenders decided between 6 March and 8 May 2018 being for:

 Culvert rehabilitation – Lake Road Bethanga $238,382  Finance System Upgrade $37,500 (from a $200,000 budget allocation)

MS CHARLTON MS CLARKE

THAT THE TENDERS AWARDED BE NOTED. CARRIED

14 General business and correspondence

The Chair advised he has received the Audit strategy for 2017/18 financial year. It was agreed to circulate the strategy to all Audit Committee members.

The Committee discussed the Local Government Act review.

The Committee had a brief discussion on the internal audit project and the prioritisation of risks that could be considered.

15 Future agenda items

Local Government Investigations and Compliance Inspectorate report into Central Goldfields Shire Council

16 Future meeting dates

Future meetings of the Audit Committee will be held at the Towong Shire Council, Tallangatta office and are proposed to commence at 10am on the following dates:

 Tuesday 26 June 2018  Tuesday 18 September 2018 (Financial statements only)  Tuesday 20 November 2018

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TOWONG SHIRE COUNCIL MINUTES COMMITTEE 8 MAY 2018

MS CHARLTON MS CLARKE

THAT THE NEXT ORDINARY MEETING BE HELD ON 26 JUNE 2018 AND THE SCHEDULE OF MEETING DATES FOR 2018 BE NOTED. CARRIED

17 Meeting close

The meeting closed at 11:54am.

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Minutes Audit Committee Tallangatta Council Office Tuesday 26 June 2018

This information is available in alternative formats on request

TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

MINUTES OF THE AUDIT COMMITTEE HELD AT TOWONG SHIRE COUNCIL, TALLANGATTA OFFICE ON TUESDAY 26 JUNE 2018 COMMENCING AT 11.00AM.

TABLE OF CONTENTS

1 Member and Officer presence at the meeting ...... 3 2 Apologies and granting of leave of absence ...... 3 3 Declaration of pecuniary interest and/or conflict ...... 3 4 Confirmation of minutes ...... 3 5 Actions arising from previous meetings ...... 4 6 Risk management (DCCS) ...... 4 6.1 Risk Management Strategy and Action Plan ...... 4 6.2 Occupational Health and Safety ...... 5 6.3 Reputational risk ...... 5 7 Emergency management (DCCS) ...... 6 7.1 Municipal Emergency Management Planning (MEMP) Committee ...... 6 8 Financial reporting (MF) ...... 6 9 External audit (MF) ...... 7 9.1 Interim management letter 2017/18 ...... 7 10 Financial matters (MF) ...... 9 10.1 Budget 2018/19 ...... 9 10.2 Finance System ...... 10 11 Human resources (MCS) ...... 11 11.1 Human resources update ...... 11 12 Compliance (DCCS) ...... 11 12.1 Current or potential legal actions...... 11 13 Reporting (MF) ...... 12 13.1 VAGO best practice reports ...... 12 13.2 Victorian Ombudsman reports ...... 12 13.3 Reports for review ...... 12 13.4 Tenders underway or awarded ...... 12 14 General business and correspondence ...... 13 15 Future agenda items ...... 13 16 Future meeting dates ...... 14 17 Meeting close ...... 14

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

1 Member and Officer presence at the meeting

COMMITTEE Mr Rob Lees (Chair) Ms Kerrie Clarke Ms Judy Charlton Cr Aaron Scales (Mayor)

IN ATTENDANCE Ms Juliana Phelps (Chief Executive Officer) Ms Jo Shannon (Director Community and Corporate Services) Mr Blair Phillips (Manager Finance) Ms Vicki Pitcher (Manager Corporate Services)

2 Apologies and granting of leave of absence

Nil.

3 Declaration of pecuniary interest and/or conflict

For the purpose of this section, Councillors and Audit Committee members must disclose the nature of the conflict of interest in accordance with s79(2) of the Local Government Act.

Nil.

4 Confirmation of minutes

The previous meeting of the Audit Committee was held on 8 May 2018 and the minutes are attached at Appendix 1 for review and confirmation.

MS CHARLTON CR SCALES

THAT THE MINUTES FROM THE 8 MAY 2018 MEETING BE CONFIRMED. CARRIED

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

5 Actions arising from previous meetings

Meeting Action Responsible Status 8 May 2018 Officer 11.2 Recommendations of which key MCorp Further work has been performance indicators in relation to undertaken and is human resources are to be reported currently being reviewed. to the Audit Committee. This will be included on the agenda of the next Audit Committee meeting. 14 Recommendations for an internal MCorp/MF/DCCS Progress has been made audit project be provided for and will be discussed in discussion at the next Audit Agenda item 6.1. Committee meeting.

MS CHARLTON CR SCALES

THAT THE UPDATE ON ACTIONS ARISING BE NOTED. CARRIED

6 Risk management (DCCS) 6.1 Risk Management Strategy and Action Plan

The Business Continuity Plan (BCP) is a key element of Council’s Risk Management Strategy. A significant review of the Business Continuity Plan has been undertaken. A verbal update will be provided at the meeting.

A verbal update on possible options for the upcoming internal audit was provided. Given the high risk associated with employee safety, management recommended that occupational health and safety be considered for the first internal audit project.

MS CHARLTON MS CLARKE

THAT:

1. THE UPDATE ON THE BUSINESS CONTINUITY PLAN BE NOTED; AND

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

2. A REVIEW OF OCCUPATIONAL HEALTH AND SAFETY BE UNDERTAKEN FOR THE INTERNAL AUDIT PROJECT, SUBJECT TO THE BUDGET ALLOCATION FOR INTERNAL AUDIT BEING ADOPTED BY COUNCIL. CARRIED

6.2 Occupational Health and Safety

An update on Occupational Health and Safety matters is contained in the bi-monthly Occupational Health and Safety Report. The latest report is attached at Appendix 2.

CR SCALES MS CLARKE

THAT THE BI-MONTHLY OCCUPATIONAL HEALTH AND SAFETY REPORT BE NOTED. CARRIED

6.3 Reputational risk

A verbal update will be presented at the meeting.

MS CLARKE MS CHARLTON

THAT:

1. THE COMMITTEE ACKNOWLEDGE THE LETTER OF APOLOGY AND SCHEDULED TRAINING REGARDING SOCIAL MEDIA; AND

2. THE COMMITTEE RECOMMEND THAT COUNCIL CONSIDER PROBITY TRAINING. CARRIED

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

7 Emergency management (DCCS) 7.1 Municipal Emergency Management Planning (MEMP) Committee

The Municipal Emergency Management Plan (MEMP), as recommended by the Municipal Emergency Management Planning Committee, was presented to Council at its meeting on 5 June 2018.

The MEMP has been released on public exhibition and will be considered by Council at a Special Council Meeting on 17 July 2018.

CR SCALES MS CLARKE

THAT THE MUNICIPAL EMERGENCY MANAGEMENT PLANNING COMMITTEE UPDATE BE NOTED. CARRIED

8 Financial reporting (MF)

The draft monthly finance report for May 2018 is attached at Appendix 3.

MS CHARLTON CR SCALES

THAT THE MONTHLY FINANCE REPORT BE NOTED. CARRIED

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

9 External audit (MF) 9.1 Interim management letter 2017/18

The interim audit management letter for 2017/18 is attached at Appendix 4. The updated action plan for open items from the 2017/18 Interim Audit Management Letter is detailed below:

Item Action Responsible Status/ Officer implementation date 18.1 Credit cards Council should develop a credit Director Complete. Policy card policy Community and adopted at the ordinary Corporate Council meeting on 5 Services June 2018. The policy is currently being implemented. 17.1 Related party Prepare a documented procedure Manager Finance In progress disclosure to ensure all related parties and process related party transactions are identified and captured.

17.2 Investments Regular review of investments to Manager Finance Ongoing under 90 days ensure correct classification.

17.3 Accounting Follow appropriate accounting Manager Finance In progress treatment of standard when recognising any investment future movements in the value of property its investment property. revaluations

17.4 No internal Council will consider this as part Various A recommendation has audit function of their regular review of risks and been provided to Council’s risk management Council to include an strategy/framework. allowance of $10,000 in future budgets starting in 2018/19 for the provision of one area of internal audit each financial year.

This amount has been provided for in the draft budget for

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

Item Action Responsible Status/ Officer implementation date 2018/19.

17.5 Fair value Assess the fair values against the Manager Finance The Civil Asset Engineer assessment carrying values each year. Also to and Civil Asset has ceased document a policy for reviewing Engineer employment with assets for indicators of Council and the impairment. recruitment process for a replacement is underway. This will be addressed as part of the year end process.

17.6 Excel fixed Council consider acquiring an Manager Finance On hold. This will be asset register asset register program capable of and Civil Asset progressed when the maintaining all asset records Engineer vacant Civil Asset serving both Council’s financial Engineer position is and asset management needs. filled.

17.7 Depreciation Council reassesses its approach to Manager Finance Will only progress if rates – calculating depreciation on new asset register infrastructure infrastructure assets. program is purchased Council’s current asset register and incorporates this program does not allow for this type of functionality. complex calculation.

17.8 Landfill Management will review options Manager Finance In progress restoration to ensure that the calculation / Technical Officer provision methodology is in accordance - Waste valuation with EPA guideline changes. 17.9 Business Review and update the BCP and Director In progress. A Continuity Plan ensure that reviews are Community and comprehensive review (BCP) undertaken in line with the Corporate of the BCP was prescribed timelines i.e. six Services and undertaken in 2016/ monthly Manager early 2017. The plan Corporate was not formally Services ratified due to some staffing changes. A desktop exercise was conducted on 24 October 2017. The learnings are being reviewed so that appropriate changes can be made to the BCP prior to formal adoption.

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

Item Action Responsible Status/ Officer implementation date 2.10 Financial Review the end of year procedure Manager Finance In progress Report and and timelines and adjust where Performance necessary Statement preparation process

MS CLARKE MS CHARLTON

THAT THE UPDATE TO THE 2017/18 EXTERNAL AUDITOR’S INTERIM MANAGEMENT LETTER ACTION PLAN BE NOTED. CARRIED

10 Financial matters (MF) 10.1 Budget 2018/19

Key dates to meet the legislative requirements of the Local Government Act 1989 are:

 15 May 2018 – Proposed budget submitted to Council for in-principle approval  17/18 May 2018 – Public notice advising intention to adopt budget  May/June 2018 – Budget is available for public inspection, comment and public submission process  15 June 2018 – Submission period closed  26 June 2018 – Budget and submissions considered by Council for adoption of the budget

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

 June/July 2018 – A copy of the budget submitted to the Minister

The budget and any submissions will be considered prior to adoption at a Special Council Meeting on 26 June 2018.

MS CLARKE MS CHARLTON

THAT THE BUDGET 2018/19 UPDATE BE NOTED. CARRIED

10.2 Finance System

Progress against the timetable is being monitored on an ongoing basis, with the project currently on track for the new finance system and new payroll system to be ready for the 1 July 2018 launch date. The timetable with status updates is attached at Appendix 5.

CR SCALES MS CLARKE

THAT THE FINANCE SYSTEM UPDATE BE NOTED. CARRIED

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

11 Human resources (MCS) 11.1 Human resources update

Changes to Council personnel that have occurred since the last full Audit Committee meeting, or are about to occur, include:  Recruiting: o Engineer/ Design Project Officer o Civil Assets Engineer o Communications Officer o Tourism Services Officer

 Commenced: o Manager Planning o Finance Officer (on-going) o Engineer/ Projects Manager

MS CLARKE CR SCALES

THAT THE HUMAN RESOURCES UPDATE BE NOTED. CARRIED

12 Compliance (DCCS) 12.1 Current or potential legal actions

A verbal update will be provided at the meeting.

MS CHARLTON MS CLARKE

THAT THE INFORMATION ON CURRENT OR POTENTIAL LEGAL ACTIONS BE NOTED. CARRIED

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

13 Reporting (MF) 13.1 VAGO best practice reports There have been no new relevant reports issued since the last meeting.

13.2 Victorian Ombudsman reports There have been no new relevant reports issued since the last meeting.

13.3 Reports for review The Council Plan Priorities Report is attached at Appendix 6. This report covers the 2017 - 2021 Council Plan.

CR SCALES MS CHARLTON

THAT THE COUNCIL PLAN PRIORITIES REPORT BE NOTED. CARRIED

13.4 Tenders underway or awarded

There were no tenders decided between 8 May and 19 June 2018.

CR SCALES MS CHARLTON

THAT THE INFORMATION BE NOTED. CARRIED

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

14 General business and correspondence

Crs Star, Tolsher and Whitehead entered the Council Chamber at 12.18pm.

The Audit Committee agreed to conduct an in-camera session with Councillors.

J Phelps, J Shannon, V Pitcher and B Phillips, left the Council Chamber at 12.18pm

MS CLARKE MS CHARLTON

THAT THE COMMITTEE SUSPEND STANDING ORDERS THE TIME BEING 12.18PM. CARRIED

MS CHARLTON MS CLARKE

THAT THE COMMITTEE RESUME STANDING ORDERS THE TIME BEING 12.30PM. CARRIED

J Phelps and J Shannon returned to the Council Chamber at 12.31pm.

15 Future agenda items

Local Government Investigations and Compliance Inspectorate report into Central Goldfields Shire Council Human Resources Key performance indicators

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TOWONG SHIRE COUNCIL AUDIT COMMITTEE 26 JUNE 2018

16 Future meeting dates

Future meetings of the Audit Committee will be held at the Towong Shire Council, Tallangatta office and are proposed to commence at 10am on the following dates:

 Tuesday 18 September 2018 (Financial statements only)  Tuesday 20 November 2018

MS CLARKE CR SCALES

THAT THE NEXT MEETING BE HELD ON 18 SEPTEMBER 2018 FOR FINANCIAL STATEMENT PURPOSES ONLY AND THE NEXT ORDINARY MEETING BE HELD ON 20 NOVEMBER 2018. CARRIED

17 Meeting close

There being no further business the meeting closed at 12.38pm.

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COMMUNIQUE 19 JULY 2018 NORTH EAST LOCAL GOVERNMENT WASTE FORUM

The Forum meeting was held in Wodonga and included a tour and various presentations. TOUR & PRESENTATION: FOODSHARE “We Rescue Food - We Share Food - We Empower People” Peter Matthew, Manager, Albury Wodonga Regional FoodShare gave the Forum an onsite tour of the facility in Wodonga. FoodShare was established in 2012, rescuing 900,000kg of food annually. It is the logistical solution to food insecurity in our region. They work collaboratively to maximise the volume and nutritional quality of food for local people in need. Funding is provided from community members and industry. For further information visit http://foodshare.org.au/about/

PRESENTATION: NORTH WAST WRRG FOOD WASTE FROM RETAIL STUDY Bill Grant, Director of Blue Environment presented the findings of the NEWRRG Waste and Resource Recovery Implementation Plan Project “Investigation into food and timber waste from retail sector” to the group. This project looked at quantifying and assessing food and timber waste generated by the food retail and wholesale sector in the NEWRRG region, including landfilled and recovered food and timber wastes. The report highlights future recommendations for improving the recovery of organics.

EWASTE BAN TO LANDFILL UPDATE The E waste collection network (ECN) assessment has been finalised and supporting infrastructure grants are now available through an application process to Sustainability Victoria. The release of funding support and application process now gives Councils and Alpine Resorts time to prepare for the introduction of the ban on 1 July 2019. SV is in the process of developing campaign materials and will be seeking input from its stakeholders. Final ECN includes a total of 141 RRC sites across Victoria; 28 in metropolitan Melbourne and 113 across regional Victoria. Collectively, this network provides coverage to some 98% of Victorian’s within a 30-minute drive time, with extensive coverage across both metropolitan and regional areas.

An E-waste Campaign and Grants Information session for Local Government has been scheduled for 25 July in Benalla.

LG/AR ANNUAL REPORT FOR 2017-2018 The 2017-2018 Local Government/Alpine Resorts Annual Report was tabled and approved for distribution to partner CEO’s. The report provides a summary of the year including financials and highlighting key achievements undertaken throughout the 2017-2018 financial year.

NORTH EAST LOCAL GOVERNMENT WASTE FORUM Alpine • Benalla • Falls Creek • Indigo • Mansfield • Mt Buller/Stirling • Mt Hotham • Towong • Wangaratta • Wodonga North East WRRG Forum Secretariat, C/O North East Waste & Resource Recovery Group COMMUNIQUE 19 JULY 2018 NORTH EAST LOCAL GOVERNMENT WASTE FORUM

LOCAL GOVERNMENT PRESENTATION – “DON’T BAG IT! SAY NO TO PLASTIC BAGS” Megan Archibald, Resource Recovery Officer, Rural City of Wangaratta presented to the Forum their campaign “Don’t bag it! Say no to plastic bags”. The campaign aims were to raise awareness of the problems with single use plastic bags and find ways to avoid single use plastic at home, school and in the wider community. The inception of the campaign came from public feedback and used various marketing strategies face to face at local food produce markets, pop up stalls in the main street, creative aids such as post cards and a phone box full of plastic bags to assist the message. The campaign resulted in plenty of discussions and contact with the community. The campaign was supported by Sustainability Victoria’s Improving Resource Recovery Program.

For further information visit www.wangaratta.vic.gov.au or contact Megan Archibald.

PREMIER’S AWARD APPLICATION The Premiere Sustainability Award is an annual award for excellence in sustainability and has been won by NevRwaste and the Alpine Resort Boards in 2012 for the Living Bin Project. North East WRRG has made a submission for the PSA 2018 in the “Government” category to highlight the achievements by Wangaratta, Wodonga, Indigo and Benalla to reduce waste to landfill by half. The entry is called “Rubbish Bin Half Empty” and it details the results of the 2017 waste audit and the work of the councils and North East WRRG that lead to a reduction of residual waste by half. The submission also details the unique collection frequency adopted in the North East where the red lidded bin is only collected fortnightly and the organics bin weekly.

On 26 June Sustainability Victoria informed North East WRRG that the entry has been shortlisted for judging. Finalists will be announced on 13 August 2018, following winner’s announcement on 11 October 2018.

FURTHER INFORMATION We would also like to thank our host venue for our meeting the City of Wodonga.

For further information on any item included in this Communique or relating to the North East WRRG please contact the Executive Officer, Cydoni Edwards on (03) 5722 94 33 or [email protected]

FORUM MINUTES

LOCATION: City of Wodonga Council Offices

DATE: Thursday 19 July, 2018 Meeting: 10.00-1.45pm

NOMINATED REPRESENTATIVES: Greg Robertson, Cr. Libby Hall, Alan Clark, Cr. Peter Tolsher (Chair) and Greg Robertson.

PROXIES: Brett Jordan (Cr. Sarah Nicholas), Ali Kirkwood (Louise Perrin) & Cr. Barbara Murdoch (Cr. Jenny O’Connor).

SUPPORT OFFICERS: Megan Archibald, Jason Perna (TAS Chair) and Andrew O'Connell.

SKILL BASED BOARD DIRECTORS (Invited guests): Veronica Schilling and Anthony Griffiths.

NORTH EAST WRRG OFFICERS: Cydoni Edwards (EO), Richard Paschke and Kathy Dodgshun.

GUEST SPEAKERS: Peter Matthews (FoodShare), Bill Grant (Blue Environment) and Megan Archibald (RCOW).

Item Comments Action # PRESENTATIONS TOUR & PRESENTATION

FoodShare Wodonga (Peter Matthews, Manager) Offsite Tour of facility: 10am-10.30am Presentation: 10.45am- 11.20am

Forum toured the FoodShare facility at Wodonga hosted by Peter Matthews, Manager then Peter joined the group at Council Offices for a presentation.

Key highlights: • Established 2012, rescuing 900,000kg annually. There is a tendency of less waste availability from supermarkets due to a more awareness and better processes. This creates a challenge to meet demand. Foodshare collect and distribute food donated by industry and retail to locations where it is required. They are trying to make food available also in the small communities. Often community groups and schools initiate the distribution. Partners with Second Bite, Foodbank, FairShare, Ausfarmers, Woolworth distribution centre. • Foodshare support any community organisation. They register first and then pick up. Often community organisations are doing the logistics.

• Supporting school programs, taking kids on farms taking farms to schools. • 110 volunteers, 192 supported organisations. • Only 2 paid staff, low cost organisation. Students with special needs, university students, people on work orders help as well. Volunteers always welcome. Supporting cooking programs like CareVan etc. • Also, distribution of precooked meals. • No direct state or federal government funding. Funding from community members and industry. • Approached MPs to get more public attention. Politicians hate the word poverty and don’t want to be associated with it. • Objectives for the future: o Getting access to more food. o Purchasing a new refrigerated van. o Wants to connect with food service sector (PDF, Burgan etc) • Peter would like a program like the Lighthouse program in QLD (Take away the stigma)

DRAFT LGWF Minutes 190718 | Page 1 of 5

Contact details: Peter Matthews, Manager, Albury Wodonga Regional FoodShare 55 Moorefield Park Drive, Wodonga 3690 Mb 0148 962 137 Phone (02) 60556979

To download a copy of the Albury Wodonga FoodShare Annual Report visit: http://foodshare.org.au/about/

PRESENTATION

North East WRRG food waste from retail study, Bill Grant, Director (Blue Environment) Bill Grant, Director of Blue Environment presented the findings of the NEWRRG Waste and Resource Recovery Implementation Plan Project “Investigation into food and timber waste from retail sector” to the group. This project looked at quantifying and assess food and timber waste generated by the food retail and wholesale sector in the NEWRRG region, including landfilled and recovered food and timber wastes. The report highlights future

recommendations for improving the recovery of organics.

A copy of the presentation and the final report is attached to the minutes.

1 STANDING ITEMS 1.1 Welcome – Peter Tolsher

1.2 Apologies Apologies were received from: Ray Park, Tim Clune, Danny Potter, Kim Mueller, Georgie Boardman, Callum Brown, Cr. Sarah Nicohlas, Cr. Jenny O’Connor, Cr. Peter Olver, Courtney Naughton, Louise Perrin, Tom Kelly, Sean Ginnivan and Bev Lawrence.

1.3 LGWF Representatives Brett Jordan (Cr. Sarah Nicholas), Ali Kirkwood (Louise Perrin) & Cr. Barbara Murdoch (Cr. Jenny O’Connor).

The Chair has asked for all Forum Representatives to ensure if they can not be present at future meetings they organise for a proxy to be nominated and notified prior to the date. This ensures we have a quorum and gives consideration for those traveling distance.

A copy of the LGWF Proxy nomination form is attached to the minutes (LGWF Form 01. Proxy nomination to LGWF).

1.4 Conflict of interest There were no conflicts of interest declared.

2 Confirmation of minutes 2.1 Motion: That the minutes of the Local Government Waste Forum meeting of 8 March 2018 be accepted as a true and accurate record of that meeting.

Moved: Allan Clark Seconded: Libby Hall Carried

2.2 Actions arising from the previous minutes This report was taken as read and all actions completed other than: • 2.3 which outlined the below motion: Discussion around having access to commodity prices would assist. Win Laing EO to followup suggested that this is something SV could coordinate on a 3-monthly basis. with SV. Agreed the EO would follow up this suggestion with Win Laing.

Moved: Libby Hall Seconded: Allan Clark Carried

DRAFT LGWF Minutes 190718 | Page 2 of 5

3 CORRESPONDENCE 3.1 NEWRRG ongoing support Correspondence was taken as read.

3.2 DELWP- Opportunities for improved engagement in policy and funding interventions Correspondence was taken as read.

4 GENERAL BUSINESS 4.1 TAS communications and update The LGWF received the TAS Communique from the meetings held 19 April and 14 June 2018.

The TAS Chair, Jason Perna provided a verbal update from the provided communiques.

RECOMMENDATION FROM THE TAS TO THE LGWF: That the North East Local Government Waste Forum (LGWF) formally support the feedback made by the North East Technical Advisory Sub Committee (TAS) on the Draft Waste Management Policy and Management and Storage of Combustible Recyclable and Waste Materials- Guideline (Publication 1667.1). And encourage all member Councils and Alpine Resorts to provide feedback through the consultation process.

Feedback: 1. To improve scalability so small sites are recognised 2. To make it easier to understand what compliance means for a small site 3. To acknowledge that remote sites may need to have bigger stockpiles to attract the viable reprocessing cost

Moved: Allan Clark Seconded: Libby Hall Carried

4.2 E waste ban to landfill update The report was taken as read.

4.3 LG/AR Annual Report for 2017-2018 The report was taken as read and the following recommendation made.

RECOMMENDATION That the LG/AR Annual Report for 2017-2018 be accepted and distributed for information to the EO to send an North East WRRG partners. electronic copy of the AR to all Moved: Allan Clark Seconded: Libby Hall Carried partner CEO’s.

4.4 Local Government/Alpine Resort Project Planning 2018-2019 The report was taken as read.

Key points: • Carryover of projects from 2017/18 to 2018/19. • Successful in obtaining a grant from Metro WRRG for $30k to support the Optimisation study. • Discussion held in relation to the carryover of funds and circumstances behind this.

4.5 Local Government/Alpine Resort Project Planning 2019-2020 Discussion held regarding feedback on last year’s project planning session conducted by Rob Carolane and what the LGWF wanted to achieve for the upcoming session.

Key points: • Partners unanimously agreed that Rob’s facilitation session was terrific and should be considered for future sessions. • The knowledge and understanding he has of NEWRRG and LGWF is advantageous to the session/planning.

DRAFT LGWF Minutes 190718 | Page 3 of 5

• The planning process will start soon. RFQ to be developed. • Planning session is scheduled for November 2018.

4.6 LGWF communications to NEWRRG Board Discussion held about the recycling gap funding from state government.

Key points: • The LGA are in negotiations with their respective contractors to get funding agreement signed which is a condition to be eligible. It was highlighted that finalizing and signing the agreements has been difficult and that negotiations with industry at times has been difficult. occasions difficult. • No agreement in place at time of discussion: Alpine, Wodonga, Benalla, Indigo, Towong. • Wangaratta has a signed contract • Mansfield was not present to provide update. • No communication to the board recommended at this stage.

4.7 Around the Region – All

Towong – Andrew O’Connell: • Trying to open cell 2, issues with changing EPA requirements.

Benalla – Greg Robertson: • Transfer station upgrade funded by SV $500,000. • Cell2, two stages – first stage in time and on budget. • Second stage – good tenders – hope to be finalised end of September. • Negotiations with JJ Richards-challenging, have reached in principal agreement • Rise and fall still discussed.

Wodonga – Jason Perna: • Negotiations ongoing with Cleanaway. Jason Perna to • Came second in AORA award . provide a • 4 Big Belly bins ordered-Jason will report to the group on the bins performance. presentation on the Big Belly bin • National garage sale trail in November, driven by Halve Waste now also including performance at Wangaratta, Indigo - check date. the next LG • Libby Hall: Waste levy issues have been a major discussion in council. Forum meeting. • Reuse shop tender withdrawn and retender soon with social procurement considerations. • Local organics is still being discussed and Wangaratta facility may be considered in the future.

Mt Buller/Mt Stirling – Ali Kirkwood: • Waste contract negotiations with 4Site are continuing and a temporary contract is in place to carry the Resort through the season. • Living bin: Working hard with champions to increase yield. • Better deal with hard waste - contract.

Alpine – Brett Jordan: • Budget formalised. • 2 free garden waste weekends at the RRCs are planned for the financial year. • Completed works Myrtleford and Mt Beauty infrastructure with the help of SV funding. • Negotiations ongoing with the recycling provider. • Community engagement for introductions of FOGO is starting soon. • Myrtleford and Porepunkah closure progressing-waiting for Post Closure PAN from the EPA.

Indigo – Barbara Murdoch: • Mark Greene has retired and is sorely missed. • No report due to short notice of attendance.

DRAFT LGWF Minutes 190718 | Page 4 of 5

Wangaratta – Alan Clark: • Industrial waste sorting pad in construction and material handler ordered with the help of SV funding. • Earthworks and road for organics facility are nearly finished. • First container with hardware for the facility arrived in Sydney. • Trial with FOGO bins in townships is being held to get community feedback. • 720,000 bins picked up – only 128 complaints. • Wangaratta highlighted their willingness to investigate opportunities to expand their facilities to meet regional needs in the future.

4.8 LOCAL GOVERNMENT PRESENTATION – “Don’t bag it! Say no to plastic bags” Megan Archibald, Resource Recovery Officer, Rural City of Wangaratta

Presentation given on the “Don’t bag it! Say no to plastic bags” campaign by RCOW, proving very successful and resulted in plenty of discussions and contact with the community. Wangaratta is happy to share the campaign materials.

A copy of the presentation and the final report is attached to the minutes.

5 ITEMS FOR INFORMATION 5.1 NEWRRG Report The report was taken as read.

Key highlights: • RRIF 2 funding brought $980,000 in infrastructure funding into the region.

5.2 SV Report to Forum The report was taken as read.

5.3 Premier’s Award Application The report was taken as read.

5.4 Other business Nil matters raised.

6 Meeting closed Meeting was closed by the Chair at 1.45pm.

Reminders: SV e-waste consultation: 25 July, DELWP Benalla Office, 89 Sydney Road, Benalla (10am- 2.30pm) Next LGWF meeting: 8 November, Wangaratta Government Centre (Council Chambers) 10am - 1.00.

Chair signature

Date

DRAFT LGWF Minutes 190718 | Page 5 of 5

Alpine Shire Council Benalla Rural City Council Greater Shepparton City Council Indigo Shire Council Mansfield Shire Council Mitchell Shire Council Moira Shire Council Murrindindi Shire Council Strathbogie Shire Council Towong Shire Council Rural City of Wangaratta Council City of Wodonga Council

MINUTES (Unconfirmed)

Date: Thursday 7 June 2018

Time: 11am - 1pm

Venue: Wangaratta Performing Arts Centre (Conference Room) Cnr of Ford & Ovens Streets, Wangaratta

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Hume Region Local Government Network Thursday 7 June 2018

Members

Name Position Council Cr Ron Janas Mayor Alpine Shire Council Mr Charlie Bird CEO Alpine Shire Council Cr Don Firth Mayor Benalla Rural City Mr Tony McIlroy CEO Benalla Rural City Cr Kim O’Keeffe Mayor (Chairperson) Greater Shepparton City Council Mr Peter Harriott CEO Greater Shepparton City Council Cr Jenny O’Connor Mayor Indigo Shire Council Mr Trevor Ierono CEO Indigo Shire Council Cr Paul Volkering Mayor Mansfield Shire Council Mr Alex Green CEO Mansfield Shire Council Cr Rhonda Sanderson Mayor Mitchell Shire Council Mr David Turnbull CEO Mitchell Shire Council Cr Libro Mustica Mayor Moira Shire Council Mr Mark Henderson CEO Moira Shire Council Cr Charlotte (Charlie) Bisset Mayor Murrindindi Shire Council Mr Craig Lloyd CEO Murrindindi Shire Council Cr Ken Clarke OAM Mayor Rural City of Wangaratta Mr Brendan McGrath CEO Rural City of Wangaratta Cr Amanda McClaren Mayor Strathbogie Shire Council Mr Steve Crawcour CEO Strathbogie Shire Council Cr Aaron Scales Mayor Towong Shire Council Ms Juliana Phelps CEO Towong Shire Council Cr Anna Speedie Mayor City of Wodonga Ms Patience Harrington CEO City of Wodonga

In Attendance

Name Position Organisation

Cr David Lowe Councillor Mitchell Shire Council

Ms Jo Shannon Director Community & Towong Shire Council Corporate Services Dr Sara Hely Acting Manager Regional Regional Development Victoria Development Australia & Economic Development Co-ordination – Hume Region Mike Ruzzene Director Urban Enterprise

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Apologies

Apologies were received from the following members:

Name Position Council Cr Don Firth Mayor Benalla Rural City Cr Rhonda Sanderson Mayor Mitchell Shire Council Cr Libro Mustica Mayor Moira Shire Council Mr Mark Henderson CEO Moira Shire Council Cr Charlotte (Charlie) Bisset Mayor Murrindindi Shire Council Cr Amanda McClaren Mayor Strathbogie Shire Council Mr Steve Crawcour CEO Strathbogie Shire Council Cr Aaron Scales Mayor Towong Shire Council Ms Juliana Phelps CEO Towong Shire Council Cr Anna Speedie Mayor City of Wodonga

1. Confirmation of the Minutes of the previous meeting held 1 March 2018.

Cr Ken Clarke / Cr Ron Janas:

That the Minutes of the Hume Region Local Government Network meeting held on 1 March 2018 be confirmed.

CARRIED

2. Business Arising from Previous Meeting

2.1 Strategic Direction of Hume Regional Local Government Network [HRLGN]

At the meeting held on 1 March 2018 the following was carried:

Members agreed to appoint a working party to determine the Strategic Direction of HRLGN. Working Party Members:

- Cr Ron Janas – Alpine Shire Council Mayor - Mr David Turnbull – Mitchell Shire Council CEO - Cr Don Firth – Benalla Rural City Mayor - Cr Ken Clarke OAM – Rural City of Wangaratta Mayor - Cr Amanda McClaren – Strathbogie Shire Council Mayor - Cr Paul Volkering – Mansfield Shire Council Mayor - Mr Peter Harriott – Greater Shepparton City Council CEO

This matter was further discussed later in the meeting – see Item 5.

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3. Hume Region Municipal Emergency Management Enhancement Group Chair

That the Minutes of the Hume Region MEMEG held on 9 November 2017 be noted (see Appendix 4).

Cr David Lowe / Tony McIlroy:

That the Minutes of the Hume Region Municipal Emergency Management Enhancement Group meeting held on 9 November 2017 be noted.

CARRIED

4. Presentation: Hume Regional Development Australia (Hume RDA)

Presenting Dr Sara Hely – Regional Development Victoria Mike Ruzzene – Urban Enterprise

Dr Sara Hely from Regional Development Victoria discussed some of the projects that Regional Development Australia are currently undertaking. Sara introduced Mike Ruzzene who is a Director at Urban Enterprise. Urban Enterprise has been appointed by RDV to undertake a review of the Hume Strategy for Sustainable Communities 2010- 2020.

Sara tabled the following document: - Working Draft – Hume Strategy Regional Plan – Key Priorities 2018-2020 as at January 2018 (see attached).

Mike Ruzzene provided an overview of the project objectives relating to the review of the 2010 Hume Strategy and also updated members on the initial planning for the next version of the region’s strategic plan.

Mike covered the process and timing of the review, the five themes - Environment, Communities, Economy, Transport and Land Use and the Key Directions with a survey coming out shortly to Council’s for feedback.

11.25am David Turnbull arrived

Mike asked if HRLGN had any data sets that the review should look at, the following were suggested, because in some areas building and industry are booming, but growth is showing as negative: - Building Approval data / Housing Starts - Livability Index - Social Indicators - Comparisons between regions - Public Transport

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Mike will now be seeking the following information from Councils: - What has been achieved - What are the priorities moving forward - What are the critical issues - What are some of the opportunities for growth and development

Tony McIlroy / Cr Ron Janas:

That information relating to the Hume Regional Development Australia – Hume Strategy be received and noted.

CARRIED

Following further discussions about the Hume Strategy and the need for additional work to localise the document, it was suggested that underspent funds set aside for regional planning matters being held by the Rural City of Wangaratta in the order of $54,500 be allocated to this review, to complement the work that Mike is currently doing.

Tony McIlroy / Craig Lloyd:

That the existing HRLGN regional planning funds of $54,500 are applied to the local component of the Hume Regional Strategy and be approved for allocation. This is on the basis that this is the maximum amount required.

CARRIED

Sara advised that the Hume RDA is coming to an end in August and Susan Benedyka has been appointed Chair. If any members are interested in becoming a Hume RDA Committee Member then please contact Sara Hely Ph. 0408 699286 Email [email protected]

It was suggested that Dr Sara Hely from RDV be invited back to the next HRLGN meeting for an update on the Strategy.

5. Strategic Direction of Hume Regional Local Government Network [HRLGN]

Peter Harriott CEO – Greater Shepparton City Council

The notes of the first meeting of the HRLGN Strategic Direction Sub-Committee held on 1 March 2018 are attached – See Appendix 1 and current HRLGN Terms of Reference – See Appendix 2

Collated responses to the Future of HRLGN Questionnaire are attached – See Appendix 3.

Peter provided an overview on the Sub-Committee meeting and the survey responses and the discussion held at the CEO meeting prior to HRLGN. General discussion was held amongst members about the challenges of attendance at HRLGN for those

5 | P a g e Hume Region Local Government Network Thursday 7 June 2018

Councils that sit on a number of Committees and the duplication of agenda items on those Committees.

Peter advised of that Greater Shepparton has other competing priorities at the moment that we need to provide our limited resources to. Greater Shepparton needs to devote more time to the current water issue, the Regional Partnership and also focus on exporting fruit to China. Therefore Greater Shepparton would be removing itself from the HRLGN group at the conclusion of this meeting.

Cr Ken Clarke provided a completed hard copy of the Rural City of Wangaratta questionnaire responses and apologised for the delay. This completed questionnaire to be provided to the Sub Committee.

Tony McIlroy / Cr Jenny O’Connor:

1. That the Notes of the meeting held 1 March 2018 and collated responses to the Questionnaire circulated are received and noted.

2. That the Sub-Committee be asked to meet again to make specific recommendations for Councils based on the survey and today’s discussions.

CARRIED

ACTION: Peter Harriott to co-ordinate the second meeting of the HRLGN Strategic Direction Sub-Committee prior to the next HRLGN meeting.

6. Rural Councils Victoria (RCV) Jo Shannon Towong Shire Council

Jo Shannon, Director Community and Corporate Services, Towong Shire Council provided a verbal report on behalf of Juliana Phelps on RCV.

Cr Paul Volkering / Charlie Bird:

That the report as presented be noted. CARRIED

7. Regional Development Australia (RDA) Patience Harrington RDA Members

Patience Harrington provided a verbal report on the RDA for information.

Cr Ron Janas / Cr Ken Clarke:

That the report as presented be noted. CARRIED

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8. MAV Rural North East Region Cr Ron Janas MAV Board Member

Cr Ron Janas provided a verbal report on the MAV Rural North East Region for information.

Cr Ron Janas also tabled the following documents in relation to the Local Government Bill at the meeting for information: - Local Government Bill 2018 – Division 2 – Procedure and Proceedings (attached) - Presentation for Parliament – 29 May 2018 (attached) - Possible Questions and Answers (attached) - Indicative Implementation Schedule (attached)

Cr Jenny O’Connor / Cr Paul Volkering:

That the report as presented be noted. CARRIED

9. Finance Report Peter Harriott Secretary HRLGN

The finance report provides an overview of HRLGN finances (GST inclusive) as at 31 May 2018.

Current Balance as at 31 May 2018 $14,730.00

Expenditure Catering – 1 March 2018 $268.00 Room Hire – 1 March 2018 $533.03

Secretariat support - 1 March 2018 $1,000.00 $1,801.03

Net result $12,928.97

HRLGN Funds being held by the Rural City of Wangaratta $54,500.00 Project ledger number is PJ 01147

Once all HRLGN invoices have been received and paid for the 2017/18 financial year the net balance will be transferred from the Greater Shepparton City Council to the next Secretariat of HRLGN.

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Cr Ken Clarke / Cr Ron Janas:

That the financial report as presented be noted. CARRIED

10. 2018/19 HRLGN Secretariat

On the 4 June 2016 the meeting endorsed that the Chair and administration of HRLGN will continue to be rotated in an alphabetical order of Councils.

Accordingly it is proposed that the Indigo Shire Council take over the secretariat from Greater Shepparton City Council effective 1 July 2018.

It is also proposed that the Forums will continue to alternate between Wangaratta and Benalla until the review of the strategic future of HRLGN is determined.

Cr Jenny O’Connor / Charlie Bird:

That the Indigo Shire Council provides secretariat support to the Hume Regional Local Government Network for the 2018/19 year. CARRIED

11. Managing Impacts from the Extraction Industry

Charlie Bird CEO - Alpine Shire

This Item was deferred to the next meeting – 6 September 2018.

12. Other Business

12.1 Local Government Bill Peter Harriott

Peter Harriott asked - is there one issue that stands out that we need to be aware of.

Cr Ron Janas advised that undertaking a community engagement process before adopting a four year budget could be an issue, especially with a greater community involvement.

Cr Jenny O’Connor advised that the Code of Conduct should be applied to all levels of Council and government.

Concern was expressed amongst members in relation to recent negative comments with respect to local government coming from State Government.

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12.2 Waste – Paper Mills Cr Ken Clarke

Australian paper mills are looking to install their own waste incinerators.

ACTION: Invite the Goulburn Valley Region Waste Management Group to present at a future HRLGN meeting.

The meeting concluded at 12.48 pm

Date of next meeting: Thursday 6 September 2018 at 11.00am

Venue: Benalla Performing Arts Centre

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Appendix 1

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Appendix 2

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Appendix 3

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Appendix 4

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22 | Page

MUNICIPAL EMERGENCY MANAGEMENT PLANNING COMMITTEE

MINUTES

OF THE COMMITTEE MEETING HELD AT CFA/SES FACILITY, WAGARA STREET, TALLANGATTA COMMENCING AT 10.00 AM ON WEDNESDAY 2 MAY 2018

1. Present:

Vicki Pitcher Towong Shire Council Ken Whitehead Towong Shire Council Aaron Scales Towong Shire Council Charlie Sexton SES Eloise Jones DHHS Jeff Cave DEDJTR Lynsey Smit Ambulance Victoria Lynne Jones Red Cross Carol Allen VicPol Chaplain Charlie Sexton SES Brian Hastings SES Paul Brady VicPol Liam McMahon VicPol Nic Martin Corryong Health Josh Jarret St Johns Ambulance Paul Graham CFA Stephen Franks CFA Max Wood CFA

2. Apologies:

Jackie Eckert DHHS Daniel Ciccosillo St Johns Victoria Darren Deeble DHHS Dave Jenson Parks Victoria Sally McCarron DHHS Linda Shields DHHS Michael Atkinson Ambulance Victoria Tom Croft NECMA Rowan McKewan VicRoads Juliana Phelps Towong Shire Denise Parry Tallangatta Health Service Julie Polmear Tallangatta Health Service Aaron Kennedy Forest Fire Management Francis O’Brien Ambulance Victoria Jo Shannon Towong Shire Libby Grant Red Cross

Moved Charlie Sexton seconded Carol Allen

That apologies be noted. CARRIED

3. Minutes of the Previous Meeting

21 February 2018

Moved Eloise Jones seconded Nicole Martin

That Minutes of the meeting held on 21 February 2018 be confirmed. CARRIED

4. Presentations

Nil.

5. Business Arising

Meeting Item Action Date Person(s) Status Date By Responsible 21/2/18 7 MEMP Review – Risk TBC Ken Ongoing Action Sheets to be listed for discussion at the next CERA meeting

MEMP review to TBC Ken arranged mid-March 21/2/18 8 Planning committee ASAP Cr Scales Rosanna – Cr Aaron Scales resigned, indicated he may following have details for AGL up. – he will forward to Ongoing Diana 21/2/18 9.4 Flood Committee – TBC Charlie Ongoing The Committee to be Draft to be convened later this put year forward 21/2/18 11.1 Crowded 2018/2019 Ken CERA Places/Terrorism review Add to CERA agenda postponed in late 2018 (early until after 2019) after the audit MEMP audit 21/2/18 11.2 THS Bushfire 9 May Diana COMPLETE Management Plan – issued table at the next MEMP Meeting 21/2/18 11.9 Safer Together Grant ASAP Ken COMPLETE – Ken to arrange a No takers, meeting with the cancelled sub-committee

Summary of actions

Meeting Item Action Date by Person(s) Status Date responsible 18 May 8.7 MoU – relist for further Ongoing Ken Draft sent to Snowy Valleys Council on 1 March 2017. 2016 discussion. Whitehead Snowy Valleys Council is currently reviewing the draft. Towong Shire has also recommitted to the Protocol for Inter-Council Emergency Management Resource. ONGOING

Waiting for reply from Snowy Valleys (Glen McGrath) MOU email sent to stakeholders, most have replied Meeting New actions arising Date 17 Aug 8.1 Rural Property Ongoing M Wood COMPLETE 2016 Numbering Funding applications were submitted by the CFA on behalf of Corryong and Tallangatta (two applications). Still waiting on application result. Max advised there was no news on this and it is assumed it is an unsuccessful application. The CFA are still keen to progress the project and it may fit with the recently circulated Safer Together Project Funding Program. A general discussion took place and it was agreed the

Meeting Item Action Date by Person(s) Status Date responsible following suggestions could be used to progress the idea.  Detailed evidence about localised wrong addresses visited because of little/no numbering... apparently it is not reported  Brian advised that Snowy Valley Shire is using the system.  Lynne suggested all Councils via their MEMP Committee’s should push his issue. This item will be added to the next agenda for further consideration. MEMPlan to be Ongoing All ONGOING progressively reviewed List Parts 5 & 6 of the Plan for review at next meeting during 2017-2018 (15 November 2017) - COMPLETE Paul spoke on the requirements to be addressed by the stakeholders especially the Recovery section....in Part 5 – points 20-24. Ken and Charlie to meet to review. 16/11/16 7.1 Heat Health – J Shannon Ongoing J Shannon COMPLETE to review and circulate Jo and Vicki advised that the Heat Health Plan had document. been incorporated into the current MEMP Plan.

16/11/16 7.2 Relief and Recovery – J Ongoing J Shannon ONGOING Shannon will circulate Part of MEMP review document. Complete

Meeting Item Action Date by Person(s) Status Date responsible 17 May 7 MEMP Review – 16/08/17 Diana Snaith ONGOING 2017  include contact Ken details with each Whitehead Agenda Jo Shannon  Audit/Adoption 16/08/17 process Meeting Item Action Date Person(s) Status Date By Responsible 15/02/17 7.1 Review Heat Health Plan 1/11/17 Jo Shannon COMPLETE in line with EMV in Jo and Vicki advised that the Heat Health Plan had updates. conjunction been incorporated into the current MEMP Plan. with the MEMP Committee Meeting Item Action Date Person(s) Status Date By Responsible 16 7 MEMP Review – list 15 Ken/Diana COMPLETE August Parts 5 and 6 for 15 November 2017 November meeting 16 8 MEMPC Phone List – 15 Diana ONGOING August update info as required November 2017 16 10 Agency Reports – 15 Ken/Diana COMPLETE August UMHCS name change to November

Meeting Item Action Date by Person(s) Status Date responsible 2017 Corryong Health. Amend in all parts of current plan under review 16 11 General Business – 15 Jo/Ken/Diana COMPLETE August Dropbox for November Links to MEMP documents will be provided via 2017 Agencies/Organisations. Council’s website Invite comment from all parties on preferred type of circulating committee documentation. Jo Shannon to investigate options and report back to next meeting.

6. Community Emergency Risk Assessment (CERA)

The Community Emergency Risk Assessment worksheet has been reviewed. Ready for audit. Charlie to confirm correct document.

7. MEMP Review

Review and approve document for submission to Council in June 2018

Suggested Change ‘Community Group Quorum spec from one representative from at least two different Community Groups involved in Emergency Management’ to Two Community representatives who reside in the Shire of Towong.

Moved Charlie Sexton Seconded Brian

That the ‘Community Group Quorum be changed to include two Community representatives who reside in the Shire of Towong.

8. Municipal Emergency Management Planning Committee membership

This Committee is formed pursuant to Section 21(3) & (4) of the Emergency Management Act, to formulate a plan for the Councils' consideration in relation to the prevention of, response to and the recovery from emergencies within the Towong Shire Council.

Please check Appendix A to confirm current membership.

9. Reports from Sub-Committees

9.1 Heat Health

No update.

9.2 Relief and Recovery

Part 6 of the MEMP to be re-written.

9.3 Fire Management

Ken Whitehead provided a verbal update.

The next meeting will take place on 22 May 2018 to discuss fire breaks and fire access tracks.

9.4 Flood Committee

Charlie Sexton advised that work is currently progressing on the Flood Plan for Towong Shire. The Committee will be convened later in the year. The Draft Plan is currently being reviewed, awaiting more input.

10. Agency Reports

Reports from the THS, Red Cross and SES were circulated. The THS Bushfire Management Plan received and the St John’s report also noted.

DHHS – circulating training dates shortly for recovery – June/July/August

SES – Introduction to Emergency Management course in May, still places available. Also volunteer course running.

Moved Eloise Jones seconded Ken Whitehead

That the reports be received. CARRIED

11. General business

11.1 Tallangatta Health Service (THS) The Tallangatta Health Service Bushfire Management Plan was circulated for information. THS sought feedback from the CFA and SES and formal consideration by the MEMP Committee.

11.2 Corryong Health provided information regarding their Code Red plan (plus Code Brown).

11.3 Commitment was sought from MEMPC members regarding roles in Response, Relief and Recovery. An email was sent seeking agreement from agencies to fulfil roles as designated in MEMP. Most agencies have replied.

11.4 Debriefs for Emergency exercises and events since 2015. Could all agencies please provide any documentation to Ken, including reports of any learnings.

12. Approval of MEMP by MEMPC to be forwarded to Council.

Committee members asked for feedback regarding draft MEMP distributed via email.

Nicole Martin (Corryong Health) – Part 2 – special needs groups – doesn’t mention disability groups – comments provided for addition.

Eloise Jones (DHHS) Part 6 – needs links completed

Minor changes can be added prior to Council approval if required – members to email any further suggestions to Ken.

Audit process outlined:  pre-audit meeting with SES and DHHS which provided suggestions which have been followed. Draft plan then reviewed and updated.  Now seeking authorisation from MEMPC to go to Council on 5 June for approval and signature by the CEO before pre-audit session in August.  Final audit in September.  All MEMPC members invited to attend audit if they wish, good opportunity to better understand the process.

Motion to approve updated MEMP

Moved Liam McMahon seconded Paul Brady

That the updated Municipal Emergency Management Plan be approved. CARRIED

13. Emergency volunteers grants available – information was sent via email.

14. Corryong Health – airport scenario code brown desktop exercise – useful, found large majority of executive and senior staff are also primary producers and members of SES etc. There is issue with releasing staff and leaving enough to manage the agency in the event of emergency. Similar issues are experienced for other agencies living in rural areas. Many staff are volunteers in the community. DHHS – many stay in role. 10

Recommendation to engage similar services in neighbouring towns to cover these issues.

15. Planning for Man from Snowy River Festival proved excellent – VicPol feedback post event.

16. GoodSam app – Ambulance Victoria. This new lifesaving app connects people in cardiac arrest with first aid qualified responders to provide critical help while emergency services are on the way.

17. Suggestion for speakers for future meetings – agency representatives highlighting the role of their agency; any relevant MAV de-briefs.

Next meeting – Eloise Jones (DHHS) – tabletop exercise on Relief and Recovery.

18. Question re fuel supply in Corryong – one service station can supply in power outage but not assured.

19. Fire danger period closed as of 1 May; notices published and signs changed; preference for green waste instead of burning off, especially in residential areas

20. Confirmation that the VPR is being updated by the health services (THS, Corryong Health and Walwa Bush Nursing). Discussion regarding definition of vulnerability. This is broader than client list on VPR and being reviewed by DHHS.

21. Next Meeting – birthday cake!!

The next meeting of the MEMP Committee will be as follows:

Date: 15 August 2018 Time: 10.00 am

Venue: CFA/SES Facility Wagara Street, Tallangatta

Actions from 2 May 2018

Meeting Item Action Date Person(s) Status Date By Responsible 2 May 7 Update Community June 2018 Ken Completed 2018 Group Quorum to Whitehead include two community representatives 2 May 8 MEMP Membership – June 2018 Ken Completed 2018 review Appendix A to Whitehead confirm current membership 2 May 9.2 Relief and Recovery – June 2018 Ken Completed 2018 Part 6 to be re- Whitehead written 2 May 9.3 Fire Management 22 May Ken Completed 2018 Meeting 2018 Whitehead 2 May 10 Agency Reports – Asap All Agencies Ongoing 2018 circulate DHHS training days 2 May 11 Debrief – Emergency Asap All agencies Ongoing 2018 exercises – all agencies to provide Ken with relevant documentation 2 May 17 Guest Speakers – 15 August Eloise Jones Next 2018 Eloise Jones – 15 DHHS Meeting August 2018

Action and Agreement Record – OHS Committee Meeting

Council office Date 19Jul2018 Time 9:00 am Venue Tallangatta

Chairperson Vicki Pitcher Minute Taker Vicki Pitcher File #

Vicki Pitcher / Joshua Fleming / Deanne Brown / Ian Moore / Sam Hall Present

Jo Shannon / Jamie Heritage / Penelope Sell / Dolf Abbruzzese / Heidi Hodge / Bruce Shea / Tony White / Wayne Carter Apologies

Points of Discussion Action Taken / Action Required CARS Who When / action # Status 1. Volunteers for next meeting Action and Agreement record (minutes) Wayne Agenda preparation Wayne Chair next meeting Wayne

2. Adopt minutes from previous meeting Moved: Vicki Pitcher Held 21Jun2018 Seconded:

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Working IN the System Points of Discussion Action Taken / Action Required CARS Who When / Status action # 3. Matters arising from previous meetings

Business Continuity Plan (BCP) exercise – will staff know BCP updated following feedback from n/a Wayne / 31Jul2018 how to respond in times of disruption to the services we exercise conducted 24Oct2017. New Vicki offer ? critical sub-plan added for Tallangatta Head Office.

Emergency Evacuation drill – Emergency Evacuation drill Email sent to Managers so they can n/a Dep’t 31Jul2018 has not been held for some time – staff may not be aware address this with their staff through drills Managers of responsibilities and where to evacuate to. etc.

Working alone at Corryong Visitor Information Centre Tourism Officer (Samantha Byatt) n/a Wayne / Ongoing (VIC) – Some volunteers at the VIC have expressed commenced 16/7/18. Investigating Alicia concern for their safety when working alone. options around duress alarms etc.

Working alone – Worker at a recent community event was OHS Officer sent email to staff regarding n/a Wayne Completed working alone and there was manual handling involved. In Working Alone Procedure and the use of addition, personal safety when working alone after hours Safe Work Method Statements (SWMS) is a concern for some workers. for tasks.

Contractor management – When engaging Contractors for OHS Officer to confirm requirements with n/a Wayne 31Jul2018 minor works or for major projects, there are certain Director Technical Services and then email requirements (both Legislated and internal) that must be all staff who engage Contractors to considered. All staff who engage Contractors must be reinforce requirements and Council aware of these requirements and Council’s expectations. expectations.

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4. Outstanding Incident Reports from previous meetings

Incident No. 749 – unwelcome behaviour at Corryong Linked with Working Alone (above) – n/a Heidi 31Jul2018 Office – Resident came into office and produced a pruning investigating options eg “Panic” alarms saw and piece of plant he had removed, complaining that (doorbell style). These have been fitted at the plant hanging over the footpath needs to be trimmed. Corryong and Tallangatta. CSO Team Resident was loud and aggressive. Leader to prepare procedures for use and response.

Incident No. 777 – Reversing incident – worker was Discuss at Toolbox meetings. OHS Officer n/a Ian / Lance 31Jul2018 reversing truck and reversed into a Give Way sign. sent email (13/7) to All Staff reminding them to check behind vehicles prior to reversing.

Incident No. 788 – Security – Three unkempt youths Two workers on at the time. Staff have n/a Dolf 31Jul2018 entered Corryong Library and requested to join – they had been informed to call Police if they are no ID so left, and returned later. They came and went all concerned with visitors, so Police can pay afternoon, and at closing time were parked outside. This a visit and/or increase patrols in area. made staff feel uncomfortable. With regards to security, lighting for rear of building has been purchased and will be installed in the near future. Electrician alerted and has made initial inspection.

5. Review of Public Liability Incidents

Incident No. 781 – Slip / Trip / Fall – Lady tripped on Footpath inspected – stones and pods 26600 Dolf 31Jul2018 footpath outside St Michael’s school in Tallangatta – taken from tree cleared from path – cracks, to Hospital by Ambulance for minor cuts. holes etc filled in and/or painted – rises ground down – signage placed in area.

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Footpath works has been placed on schedule.

6. Review other Incident Reports since last meeting:

Incident No. 798 – condition of tree – complaint that tree Tree has been inspected. Programmed for 25824 Andrew FY 2018/19 in Wheeler St Corryong may be posing a risk to property removal FY 2018/19. and/or public.

Incident No. 800 – sprain / strain – employee knelt to Safe is located at floor level. Will n/a Dolf 31Aug2018 access safe at Corryong office – felt pain in knee. investigate option of raising the access height and/or relocating/repositioning. Deanne and Ian to prepare proposal to send to Vicki.

Incident No. 803 – slip / trip / fall – employee entered the Investigated – driveway and footpath is 27099 Dolf / Nat 31Jul2018 Tallangatta office carpark early in the morning to access rough in areas – sensor lighting appears to Butler keys to open the TEYLC – it was dark and wet – employee be working – employees reminded to take slipped or tripped, bruising her knee. care and wear appropriate footwear when walking in wet conditions. Driveway and footpath condition will be assessed (email sent to Nat B 19/7). Employees informed to drive into carpark when retrieving keys. Investigating option of relocating key.

Check ramps are fit for purpose. Greater Incident No. 805 – vehicle incident – employee hit ramp care from operators. Toolbox meeting Wayne TBC post with grader blade which resulted in small crack in discussions by OHS officer and team bottom right hand side. leaders.

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Discuss at Toolbox meetings. OHS Officer Wayne TBC Incident No. 806 – reversing incident – employee was sent email (13/7) to All Staff reminding reversing work ute past a grader and hit the roller on the them to check behind vehicles prior to grader. reversing.

7. Active Workers Compensation Claims

Incident No. 725 – Foot injury – employee rolled their Employee is able to continue full duties n/a Wayne Ongoing ankle whilst walking on uneven ground – lost some feeling without restrictions – no lost time. in foot. Diagnosis indicated that repair/progress may be slow (up to 2 years). Monitor progress.

Incident No. 785 – Back injury – employee experienced Worker had returned to work on suitable n/a Wayne / Ian Ongoing pain in his lower back after completing a number of duties following tests and treatment, / Lance manual handling tasks during the day. however, has since ceased work due to his condition. WorkSafe Vic WorkCover panel considering claim, injury and best course of action. Scheduled for surgery in July. Safe Work Method Statement reviewed for tasks. Manual Handling to be discussed at Toolbox Meetings.

Working ON the System 8. Improvement opportunities being worked on

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External Review of Safety Management System (SMS) – External review of Towong Shire SMS to be undertaken as Audit/review to be organised. n/a Vicki / 31Aug2018 recommended by Audit Committee. Obtaining quotes. Wayne

Working ON ourselves 9. Training and personal development

Skills matrix and training plan – currency of skills matrix and training plan for outdoor workers is being maintained. Skills Matrix and Training Plan for staff is n/a Janet T/ Ongoing Skills Matrix and Training Plan for other staff is to be to be updated and implemented. Wayne updated.

General Business 10. New Business

Security – CCTV – Corryong Police officer passed on Investigation of requirements to be n/a Vicki / Jo / Ongoing “Business Security Information Kit” (issued by Vic Police) undertaken and decision to be made on Wayne to Team Leader Customer Service (Heidi). whether the possibility of installing CCTV is a course of action we wish to pursue. If Police requested Council consider installing CCTV in key it is, we may set up a small working group areas to monitor activity due to increased complaints from to look at requirements, a “wish list”, visitors and inappropriate behaviour of others in public possible grants, and specific procedural places. requirements. Alpine Shire have implemented CCTV and may have policies we can share.

Meeting Closed: 9:30 am Next Meeting: Thu 16Aug2018 at 9.00am (Indi Room)

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