ORDINARY COUNCIL MEETING

MINUTES

Wednesday 14 March 2012 Commencing at 7.00pm

Birchip District Office Cumming Avenue, Birchip

Warwick Heine Chief Executive Officer Buloke Shire Council

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012

2

TABLE OF CONTENTS

1 COUNCIL PRAYER AND WELCOME ...... 5 2 PROCEDURAL MATTERS ...... 5 2.1 RECEIPT OF APOLOGIES ...... 5 2.2 CONFIRMATION OF MINUTES ...... 5 2.2.1 Ordinary And Special Council Meetings ...... 5 2.3 REQUESTS FOR LEAVE OF ABSENCE ...... 5 2.4 DECLARATION OF PECUNIARY AND CONFLICTS OF INTEREST ...... 6 2.5 COUNCIL APPROVAL FOR USE OF COUNCIL SEAL ...... 7 2.6 PLANNING APPLICATIONS APPROVED BY CHIEF EXECUTIVE OFFICER ...... 9 2.7 PLANNING APPLICATIONS RECEIVED – MONTHLY UPDATE ...... 10 2.8 BUILDING PERMITS – MONTHLY UPDATE ...... 11 2.9 LETTERS OF CONGRATULATIONS AND RECOGNITION OF ACHIEVEMENT/AWARDS ...... 12 2.10 REPORT OF ASSEMBLY OF COUNCILLORS MEETINGS ...... 13 2.11 ROAD OPENING PERMITS – MONTHLY UPDATE ...... 14 3 GENERAL BUSINESS ...... 18 3.1 POLICY REPORTS ...... 18 3.2 MANAGEMENT REPORTS ...... 19 3.2.1 Buloke Shire Flood Recovery Plan ...... 19 3.2.2 Appointment Of Authorised Officers ...... 24 3.2.3 Notice Of Decision - Planning Permit Application 419/11 For Works To Extend Grain Receival And Storage At Backteddywaddy Road, Charlton ...... 27 3.2.4 Notice Of Decision – Planning Permit Application 440/11 For Use Of A Storage, Depot And Dwelling At 14 Cumming Avenue, Birchip ...... 31 3.2.5 Report Of Charlton Flood Community Recovery Committee Meetings ...... 36 3.2.6 Report Of A Committee Established In Accord With The Provisions Of Section 223 Of The Local Government Act To Consider Submissions Relating To A Request From The Deparment Of Sustainability And Environment For Concurrence To Close A Section Of Boundary Street, Birchip ...... 37 3.3 FINANCIAL REPORTS ...... 40 3.3.1 Finance Report As At 29 February 2012 ...... 40 3.4 ORGANISATIONAL REPORTS ...... 44 3.5 REPORTS FROM COUNCILLORS (BOTH DELEGATE AND ACTIVITY REPORTS) ...... 44 3.5.1 Delegate Reports ...... 44 3.5.2 Activity Reports ...... 49 3.5.3 Report From The Mayor ...... 53 4 OTHER BUSINESS ...... 55 4.1 PETITIONS ...... 55 4.1.1 Petition – Repair Of Bicycle Tracks - Donald ...... 55 4.2 NOTICES OF MOTION ...... 58 4.2.1 Notice Of Motion – Donald Sewer Infrastructure (Cr Flett) ...... 58 4.3 QUESTIONS FROM COUNCILLORS ...... 58 4.3.1 Cr White – /Quambatook Road – Speed Signs ...... 58

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 3

4.3.2 Cr White – Shire Dam in Nullawil ...... 58 4.3.3 Cr White – Dillon Lane ...... 59 4.3.4 Cr Flett – Meeting With VicRoads – Regional Manager ...... 59 4.3.5 Cr White – Dumosa Truck Stop ...... 59 4.4 QUESTIONS FROM THE PUBLIC ...... 59 4.5 ANY OTHER PROCEDURAL MATTER ...... 59 4.6 URGENT BUSINESS ...... 59 4.7 MATTERS WHICH MAY EXCLUDE THE PUBLIC ...... 59 4.8 ANY OTHER BUSINESS ...... 60 5 NEXT MEETING ...... 60 6 MEETING CLOSE ...... 60

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 4

MINUTES OF ORDINARY COUNCIL MEETING

HELD WEDNESDAY 14 MARCH 2012 COMMENCING 7.00PM

IN THE BIRCHIP DISTRICT OFFICE

PRESENT

CHAIRPERSON: Cr David Pollard Lower Avoca Ward

COUNCILLORS: Cr Stuart McLean Lower Avoca Ward Cr Harold Flett Mount Jeffcott Ward Cr Leo Tellefson Mount Jeffcott Ward Cr Gail Sharp Mount Jeffcott Ward Cr Ellen White Ward

OFFICERS: Mr Warwick Heine Chief Executive Officer Mr Gaynor Doreian Acting Manager Works and Construction Mr Anthony Judd Manager Assets and Infrastructure Mr Bill Keane Manager Community Services

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 5

AGENDA

1 COUNCIL PRAYER AND WELCOME The Mayor Cr David Pollard read the Council Prayer and welcomed members of the gallery.

2 PROCEDURAL MATTERS

2.1 RECEIPT OF APOLOGIES Cr Reid Mather (Leave of absence previously granted) Mallee Ward

2.2 CONFIRMATION OF MINUTES

2.2.1 Ordinary And Special Council Meetings Confirmation of the draft minutes of both the Buloke Shire Council Ordinary Meeting held 8 February 2012 in the Senior Citizens and the Committee Meeting established in accord with Section 223 of the Local Government Act held 13 March 2012 in the Birchip District Office.

MOTION: Council to adopt the Minutes of both the Ordinary Meeting held 8 February 2012 in the Sea Lake Senior Citizens and the Committee Meeting established in accord with Section 223 of the Local Government Act held 13 March 2012 in the Birchip District Office.

MOVED: CR FLETT

SECONDED: CR TELLEFSON

CARRIED.

2.3 REQUESTS FOR LEAVE OF ABSENCE

Nil.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 6

2.4 DECLARATION OF PECUNIARY AND CONFLICTS OF INTEREST In accordance with Sections 77A, 77B and 78 of the Local Government Act Councillors are required to disclose an "interest" in a decision if they would receive, or could be reasonably perceived as receiving a direct or indirect financial or non-financial benefit or detriment (other than as a voter, resident or ratepayer) from the decision. Disclosure must occur immediately before the matter is considered or discussed.

Cr McLean declared a direct interest in Item 3.2.6 as one of the parties who made a submission is a relative.

Cr Sharp declared a direct interest in Item 2.5 as a member of her family was employed by the Contractor awarded Contract C10C - 2011/12.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 7

2.5 COUNCIL APPROVAL FOR USE OF COUNCIL SEAL

Author’s Title: Governance Assistant

Department:: Chief Executive Office File No: Nil

Attachments: Nil

Cr Sharp declared a direct interest in Item 2.5 as a member of her family was employed by the Contractor awarded Contract C10C – 2011/12.

Cr Sharp left the Council Chamber at 7.04pm.

PURPOSE Council approval is required for the use of the Council Seal on the items as listed below.

MOTION: Council approval be granted to the Chief Executive Officer to execute the items as listed below.

MOVED: CR MCLEAN

SECONDED: CR WHITE CARRIED.

PROPERTIES BEING SOLD BY BULOKE SHIRE COUNCIL

PROPERTY DATE PURCHASER DETAILS

Nil.

PROPERTIES BEING PURCHASED BY BULOKE SHIRE COUNCIL

Nil.

SALE OF LAND PURSUANT TO SECTION 181 OF THE LOCAL GOVERNMENT ACT 1989

Nil.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 8

CONSULTATION (INTERNAL/EXTERNAL) Council as required has given public notice of its intention to conduct the sale, or carry out the transfers of the above properties as listed.

AGREEMENTS/LEASES

PROPERTY/PROJECT DATE EXTERNAL PERSON OR ORGANISATION AGREEMENT IS WITH

Contract C14 – 2011/2012 16 Feb 2012 Bay Building Services Contract Deed 66 – 68 Garsed Street Charlton Park Social Room Refurbishment Works Contract C9 – 2011/2012 Global Contract Pty Ltd Deed of Agreement 194 – 196 High Street Broadford North Central District Road Rehabilitation Program Contract C2 – 2008/09 20 Feb 2012 Greta Group Pty Ltd Extension of Roadside Garbage (Trading as Wimmera Mallee Waste) Collection 3 Federal Street Rainbow

Contract C9 – 2008/09 20 Feb 2012 Greta Group Pty Ltd Extension of Recyclables Collection and (Trading as Wimmera Mallee Waste) Processing 3 Federal Street Rainbow

Contract C10A – 2011/2012 Global Contracting Pty Ltd Pavement Reconstruction, Massey- 194 – 196 High Street Bangerang Road Broadford Section 173 Agreement Holding Redlich Lawyers Part 317 Bildstein Road, Watchupga (on behalf of) Planning Permit 431/11 Australian Farms Fund Management Pty Ltd (ACN 120 957 440) as trustee for the Sustainable Agriculture Land Trust (Owner)

Contract C10C – 2011/12 7 March 2012 Gregs Digging Pty Ltd Western District Road Rehabilitation 82 Cumming Avenue Program – Part C Wilkur-Watchupga Birchip Road

Cr Sharp returned to the Council Chamber at 7.05pm prior to discussion of Item 2.6.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 9

2.6 PLANNING APPLICATIONS APPROVED BY CHIEF EXECUTIVE OFFICER

Nil.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 10

2.7 PLANNING APPLICATIONS RECEIVED – MONTHLY UPDATE

Author’s Title: Manager Assets and Infrastructure

Department:: Assets and Infrastructure File No: LP/09/01

Attachments: Nil

PURPOSE To provide information on Planning Applications under consideration by staff and the status of each of these applications.

MOTION: That the Council note the information.

MOVED: CR SHARP

SECONDED: CR MCLEAN CARRIED.

LIST OF PLANNING APPLICATIONS

Application Applicant Address Date rec Summary of Status No. proposal

PPA 419/11 AWB Back Rd, 15/08/2011 Extension to current Notice of Decision Grainflow Charlton grain receivable and storage centre

PPA 427/11 Buloke Shire 17 Watson St, 14/09/2011 Use and development of Objection received (1) Council Charlton an office

PPA 429 / W Wiliams 131 High Street, 29/09/2011 Use and development of Lapsed 11 Charlton a dwelling in FO

PPA 434/11 J Fulton CA1 Sec 2C Parish of 11/10/2011 Use and development of Further information Charlton East known a dwelling requested as 4 Arundell Sq, Charlton

PPA 440/11 O’Connors & 14 Cumming Avenue 22/11/2011 Use of a depot Notice of Decision Sons Pty Ltd

PPA 442/12 S * M Warne 1243 Warne Rd, 29/02/2012 Use and development of Notice of Application Warne a shed in LSIO

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 11

2.8 BUILDING PERMITS – MONTHLY UPDATE

Nil Building Permits issued due to change over and authorisation of Building Surveyors.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 12

2.9 LETTERS OF CONGRATULATIONS AND RECOGNITION OF ACHIEVEMENT/AWARDS

Author’s Title: Governance Assistant

Department:: Chief Executive Office File No: CR/13/01

Attachments: Nil

PURPOSE To acknowledge and congratulate community persons and/or groups for their success in being recognised for a significant achievement or for being a recipient of an honourable award. To inform Council of any letters of congratulations or any particular recognition of achievement that Council has received or been awarded in the past month.

MOTION: That the Council acknowledge such persons, groups or items of achievement.

MOVED: CR TELLEFSON

SECONDED: CR SHARP CARRIED.

RECOGNITION OF ACHIEVEMENT ITEMS

Provider Recipient Date Purpose For Recognition

Harness Racing Ms Ellen Tormey, 2 March Winning the Australian Young Charlton 2012 Driver’s Championship for Harness Racing Australia Ms Tormey is one of only three females to win this award.

Agform Magazine Ms Jenny Pollard First Prize – National Photography Charlton Competition

Victorian Cr Yvonne Jennings Inductee to the Victorian Women’s Government Rural City Honour Roll Council

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 13

2.10 REPORT OF ASSEMBLY OF COUNCILLORS MEETINGS

Nil.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 14

2.11 ROAD OPENING PERMITS – MONTHLY UPDATE

Author’s Title: Assets Engineer

Department:: Assets and Infrastructure File No: RO/14/01

Attachments: Nil

PURPOSE To provide Council information on Road Opening Permits approved or not approved by Council from 1 February 2012 to 29 February 2012.

MOTION: That the Council note the information.

MOVED: CR FLETT

SECONDED: CR MCLEAN CARRIED.

LIST OF ROAD OPENING PERMITS APPROVED OR NOT APPROVED BY COUNCIL

Road Requesting Authority Approved or Date Not Approved AP Earthmoving Chinamans Rd Approved 17/02/12 63 Coonooer Gowar Rd (Bunguluke channel Coonooer Bridge 3477 AP Earthmoving Boyds Rd (Waranga Approved 17/02/12 63 Coonooer Gowar Rd Western channel) Coonooer Bridge 3477 AP Earthmoving Duries Rd (Waranga Approved 17/02/12 63 Coonooer Gowar Rd Western channel) Coonooer Bridge 3477 AP Earthmoving Milburns Rd (Waranga Approved 17/02/12 63 Coonooer Gowar Rd Western channel) Coonooer Bridge 3477 AP Earthmoving Bakers And Pryses Rd Approved 17/02/12 63 Coonooer Gowar Rd (Waranga Western Coonooer Bridge 3477 channel) Glover Earthmoving Pty Ltd Wilkur - Watchupga Rd Approved 23/02/12 875 Longrenong Rd (AREEGRA Channel) Longrenong VIC 3401

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 15

Road Requesting Authority Approved or Date Not Approved Glover Earthmoving Pty Ltd Dumosa - Birchip Rd Approved 23/02/12 875 Longrenong Rd (BALLS Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd - Approved 23/02/12 875 Longrenong Rd Rd (BOIGBEAT Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock - Woomelang Approved 23/02/12 875 Longrenong Rd Rd (BOORONG Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Sea Lake - Lascelles Rd Approved 23/02/12 875 Longrenong Rd (BOURKA Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock North Rd Approved 23/02/12 875 Longrenong Rd (BRENNANS Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock North Rd Approved 23/02/12 875 Longrenong Rd (BRENNANS Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Kinnabulla West Rd Approved 23/02/12 875 Longrenong Rd (BULLS TANK Channel) Longrenong VIC 3401

Glover Earthmoving Pty Ltd Birchip - Corack Rd Approved 23/02/12 875 Longrenong Rd (BULOKE NORTH Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd - Approved 23/02/12 875 Longrenong Rd Rd Longrenong VIC 3401 (CARAPUGNA Channel) Glover Earthmoving Pty Ltd Hogans Rd (CORACK Approved 23/02/12 875 Longrenong Rd EAST Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Banyenong - Jeffcott Rd Approved 23/02/12 875 Longrenong Rd (CORACK EAST Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Birchip - Corack Rd Approved 23/02/12 875 Longrenong Rd (CORACK EAST Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Jeffcott Rd (DONALD Approved 23/02/12 875 Longrenong Rd EAST Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Birchip - Corack Rd Approved 23/02/12 875 Longrenong Rd (DONALD MAIN Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Watchem - Corack Rd Approved 23/02/12 875 Longrenong Rd (DONALD MORTON Longrenong VIC 3401 PLAINS Channel) Glover Earthmoving Pty Ltd Glenloth Rd (GLENLOTH Approved 23/02/12 875 Longrenong Rd WEST Channel) Longrenong VIC 3401

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 16

Road Requesting Authority Approved or Date Not Approved Glover Earthmoving Pty Ltd Dumosa - Birchip Rd Approved 875 Longrenong Rd (HARPERS Channel) Longrenong VIC 3401 23/02/12 Glover Earthmoving Pty Ltd Narrewillock - Approved 23/02/12 875 Longrenong Rd Quambatook Rd (JERUK Longrenong VIC 3401 EAST Channel) Glover Earthmoving Pty Ltd Nullawil South Rd Approved 23/02/12 875 Longrenong Rd (KINGS Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Watchem - Approved 23/02/12 875 Longrenong Rd Warracknabeal Rd Longrenong VIC 3401 (MASSEY Channel) Glover Earthmoving Pty Ltd Dumosa - Birchip Rd Approved 23/02/12 875 Longrenong Rd (NULLAWIL Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd - Lalbert Rd Approved 23/02/12 875 Longrenong Rd (NULLAWIL Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Renneys Rd (PERRIT Approved 23/02/12 875 Longrenong Rd Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Nullawil - Quambatook Approved 23/02/12 875 Longrenong Rd Rd (TOWANINNY Longrenong VIC 3401 SOUTH Channel) Glover Earthmoving Pty Ltd Berriwillock - Woomelang Approved 23/02/12 875 Longrenong Rd Rd (TUNGIE Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock - Woomelang Approved 23/02/12 875 Longrenong Rd Rd (TUNGIE CENTRAL Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Berriwillock - Woomelang Approved 23/02/12 875 Longrenong Rd Rd (TYRRELL WEST Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Watchem - Approved 23/02/12 875 Longrenong Rd Warracknabeal Rd Longrenong VIC 3401 (VIGICAL Channel) Glover Earthmoving Pty Ltd Barbers Rd (WARANGA Approved 23/02/12 875 Longrenong Rd W EXTN Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock - Birchip Rd Approved 23/02/12 875 Longrenong Rd (WARANGA WESTERN Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Watchupga East Rd Approved 23/02/12 875 Longrenong Rd (WATCHUPGA EAST Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Warne Rd (WATSONS Approved 23/02/12 875 Longrenong Rd Channel) Longrenong VIC 3401

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 17

Road Requesting Authority Approved or Date Not Approved Glover Earthmoving Pty Ltd Donald - Laen Rd (WEST Approved 23/02/12 875 Longrenong Rd LAEN Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Sheep Hills Rd (WEST Approved 23/02/12 875 Longrenong Rd LAEN Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock - Birchip Rd Approved 23/02/12 875 Longrenong Rd (WHIRILY Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock - Woomelang Approved 23/02/12 875 Longrenong Rd Rd (WILLANGIE Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Marlbed - Curyo Rd Approved 23/02/12 875 Longrenong Rd (WILLANGIE Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Watchupga East Rd Approved 23/02/12 875 Longrenong Rd (WILLANGIE Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Middle Settlement Rd Approved 23/02/12 875 Longrenong Rd (WITCHIPOOL Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Berriwillock - Woomelang Approved 23/02/12 875 Longrenong Rd Rd (WORTONGIE EXT Longrenong VIC 3401 Channel) Glover Earthmoving Pty Ltd Rd Approved 23/02/12 875 Longrenong Rd (WYCHITELLA Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Nine Mile Rd Approved 23/02/12 875 Longrenong Rd (WYCHITELLA Channel) Longrenong VIC 3401 Glover Earthmoving Pty Ltd Old Charlton - Boort Rd Approved 23/02/12 875 Longrenong Rd (WYCHITELLA Channel) Longrenong VIC 3401

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3 GENERAL BUSINESS

3.1 POLICY REPORTS

Nil.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 19

3.2 MANAGEMENT REPORTS

3.2.1 Buloke Shire Flood Recovery Plan

Author’s Title: Flood Recovery Manager

Department:: CEO File No: DR/20/01

Attachments: Yes BSC Flood Recovery Plan, version 1.6

PURPOSE To recommend adoption of the Buloke Flood Recovery Action Plan as at February 29 2012

MOTION: That the Council: 1. Adopt the BSC Flood Recovery Plan

MOVED: CR MCLEAN

SECONDED: CR SHARP CARRIED.

KEY POINTS/ISSUES The Buloke Flood Recovery Action Plan (RAP) has been developed in response to the impact of the January 2011 flood event. Every month the RAP is updated to reflect progress with the actions in the plan.

Summary of Action Status Update February 2012 The BSC Recovery Plan is a large document containing many actions and sub actions. It is also intended to be a fluid document, with priorities and actions that will change over time. This report has been produced In order to provide an overall picture to Council. It is only intended to be a snapshot of the plan at a given point in time. Further information and analysis should be done via the full copy of the Recovery Plan. The Recovery Action Plan is divided into 3 sections: BNE – Built and Natural Environment CS – Corporate Support SE – Social and Economic

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 20

Status is determined as follows:

Complete Action completed

Ongoing Long term actions, partially completed

Pending Some initial enquires have been instigated, usually dependant on other agencies

Not Started No actions started

No Further Action No further action is required regarding this item

As at 29 February 2012 the total number of actions is 546. Completed items total 429 or just over 78% of the total plan. The remaining activities consist of long term support actions and road reconstruction activities. The need to support Community Recovery Committees, community strengthening activities such as community events and meetings, along with ongoing advocacy for the affected communities is still ongoing. Another long term action is the review of the Municipal Emergency Management Plan. The Flood studies in Charlton and Donald are expected to take some time and the results of these studies, along with the results of the Comrie Report will take some time and will affect the review of the plan.

The status of action summary is below:

Built and Natural Environment

January 2012 February 2012 Status

165 178 Complete

3 No Further Action

39 25 Ongoing

3 3 Pending

10 8 Not Started

Changes:  BNE 2 – Septic Tanks and Mosquito control and complete  BNE 3 – Compliance with Energy Safe and asbestos disposal – complete  BNE 4 – Ambulance station – complete  BNE 10 – Encourage the use of sustainable building practices – complete  BNE 19 – Urban drainage assets – No further action required  BNE 17 – Footpaths and nature strips – No further action required  BNE 18 – Townscapes and Streetscapes – No further action required

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 21

Ongoing Actions include:  Road reconstruction contract  Charlton Office repair

Corporate Support

January 2012 February 2012 Status

78 89 Complete

18 13 Ongoing

6 0 Pending

0 0 Not Started

Changes:  CS7 – Liaise with other flood affected Council and the MAV regarding funding assistance ‐ complete  CS9 – Procurement tasks – complete  CS17 – Recognition of staff and contractor involved in response and recovery – complete  CS19 – Prepare submissions to flood inquiries – complete  CS19 – Review of the MEMP ‐ Ongoing

Ongoing Actions include:  Attendance at monthly flood recovery officers group meetings  Agency network meetings  Production and distribution of the Flood Recovery Newsletter  Administrative assistance to Community Recovery Committees Social and Economic

January 2012 February 2012 Status

157 159 Complete

61 59 Ongoing

9 9 Pending

2 0 Not Started

Changes  SE 22 – Events calendars produced and distributed ‐ complete

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 22

Ongoing actions include:  Management of the Flood Recovery Management Centre  Support to Rural families  Community advocacy  Support to Small Business  Assistance with grant applications

COMMUNITY, ENVIRONMENTAL AND FINANCIAL IMPLICATIONS

COMMUNITY IMPACT The RAP provides a guide for Community recovery and will be reliant on community representation and input.

ENVIRONMENTAL IMPACT Sections of the RAP deal with recovery actions relating to the natural environment.

FINANCIAL IMPACT Capital — (Current/Future) The RAP references the need for capital investment in the repair/restoration of road, road related infrastructure and built form assets. These matters are the subject of specific funding arrangements outside of the scope of the RAP. Operating (Recurrent) — (Current/Future) Inherent in the RAP are a number of operating costs. Some of these costs will be recovered through specific flood related response and recovery related funding arrangements. Other operating costs will be recovered through general Commonwealth-State Natural Disaster Response and Recovery arrangements.

PUBLIC PARTICIPATION

Level of community Objective of Brief description of actions taken participation community and outcomes achieved participation

Community Recovery Provide feedback and input Plan distributed to all Community Recovery Committees Committees and relevant community groups.

Public Provide feedback and input To be available on BSC website, at all Council Offices and advertised in local papers.

LEGAL AND OR POLICY IMPLICATIONS These policies address a number of legislative requirements, regulatory requirements and industrial instruments. References to specific legislation, regulations or industrial instruments are made within each of the policy documents.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 23

RELEVANCE TO COUNCIL PLAN 2009-13

COUNCIL PLAN 2009-13 Strategic Objective Strategy Impact and Relevance Our Community Assisting Buloke residents to To formulate a plan for Community recovery from access the Council support the January 2011 flood event. and services they need to help live healthy and fulfilling lives.

Our Community The contribution of all To formulate a plan for Community recovery from communities, large and small, the January 2011 flood event in planning for and making decisions about the future is recognised and celebrated

RISK RATING

RISK CATEGORY RATING REASONS FOR RATING  Insignificant  Low  Medium, or  High FINANCIAL High The Recovery Plan contains direct links to funding opportunities and NDRRA reimbursement.

GOVERNANCE Insignificant Adoption of the RAP provides a guide to Councillors on recovery activities

REGULATORY Low Preparation and adoption of the RAP is not a statutory requirement. Development of a RAP is part of Council’s responsibilities under Part 4 of EMMV

HEALTH & SAFETY Low Compliance with OH&S requirements is part of the underlying principles of the RAP

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 24

3.2.2 Appointment Of Authorised Officers

Author’s Title: Manager Assets and Infrastructure

Department:: Assets and Infrastructure File No: PE/02/01

Attachments: Yes Instruments of Delegation for both Wayne Wilkie and Terry Baker

PURPOSE To appoint Mr Wayne Wilke and Terry Baker as an Authorised Officer under Section 224 of the Local Government Act 1989 and various other State Acts and Regulations relevant to their roles as Building Surveyors with Council

MOTION: In the exercise of the powers conferred by Section 224 of the Local Government Act 1989 and the other legislation referred to in the attached instrument of appointment and authorisation Buloke Shire Council resolves that: 1. Mr Wayne Wilke and Mr Terry Baker be appointed and authorised as set out in the attached instrument. 2. The instruments comes into force immediately the common seal of Council is affixed to the instruments, and remains in force for a period of 12 months or such lesser time as Council may determine or until Council determines to vary it. 3. The instruments are sealed.

MOVED: CR SHARP

SECONDED: CR WHITE CARRIED.

KEY POINTS/ISSUES Council have recently engaged the consultant services of MBS Services Pty Ltd to provide statutory building services for Council. Mr Wayne Wilke and Mr Terry Baker are the directors of MBS Services and their duties will include those normally associated with Council’s statutory building responsibilities. To enable Mr Wilke and Mr Baker to carry out their duties, it is necessary for Council to appoint them as an Authorised Officer under Section 224 of the Local Government Act 1989, and to be an Authorised Officer for the administration and enforcement of:  The Building Act 1983  The Housing Act 1983  The Local Government Act 1989

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 25

The powers delegated to the officers proposed be appointed as an authorised officer in these instruments varies. In some cases the authorisations is for the purposes of taking specific actions under the Act, some for the purposes of inspecting premises for compliance, some for the service of Notices and some for the issuing penalty/infringement notices. The authorisations also include the power to initiate prosecutions but such action would only be undertaken with the specific authority of the Chief Executive Officer or on the instructions of Council. The required authorities have been set out in the attached instruments of delegation.

COMMUNITY, ENVIRONMENTAL AND FINANCIAL IMPLICATIONS

COMMUNITY IMPACT It is necessary for Council to appoint and authorise officers under the provisions of the relevant Acts and Regulations for which it is responsible. Appointment and authorisation of officers under the provisions of these Acts and regulations is an essential part of good governance.

ENVIRONMENTAL IMPACT Appointment and authorisation of officers under relevant Act and Regulations ensures they can carry out their duties, including the appropriate administration and enforcement of environmental laws and regulations.

FINANCIAL IMPACT Capital — (Current/Future) There is no capital impact from this report. Operating (Recurrent) — (Current/Future) The recurrent costs associated with these appointments and authorisations are part of the 2011/12 budget.

PUBLIC PARTICIPATION

Level of community Objective of Brief description of actions taken participation community and outcomes achieved participation The actions recommended in this report are No Community Contact procedural and necessary for the good governance of the municipality.

BULOKE SHIRE COUNCIL MINUTES – 14 M ARCH 2012 26

LEGAL AND OR POLICY IMPLICATIONS This report complies with the requirements of the Local Government Act and other relevant legislation.

RELEVANCE TO COUNCIL PLAN 2009-13

COUNCIL PLAN 2009-13 Strategic Objective Strategy Impact and Relevance Working together to maintain Administration and enforcement of statutory Our Community and enhance a living building and other regulations is essential to good environment where people feel governance and a safe community. safe, are connected to their community and actively encouraged and supported to participate in community life. Leading the community Administration and enforcement of statutory Our Natural through Council’s building and other regulations ensure the local Environment management of resources to environment is protected from further degradation reduce its impact on the and damage through inappropriate actions and environment activities. Ensuring Council is well The appointment and authorisation of officers Our People and Our governed and its finances and ensures they can undertake their duties in accord Organisation risks are managed responsibly with the Acts and regulations they are required to enforce.

RISK RATING

RISK CATEGORY RATING REASONS FOR RATING  Insignificant  Low  Medium, or  High There is no financial risk associated with this FINANCIAL Low report or the actions recommended within it It is necessary for Council to appoint and GOVERNANCE Medium authorise officers to undertake tasks associated with the various Acts and regulations it administers. Many of the Acts and regulations Council is REGULATORY Medium responsible for require the specific appointment and authorisation of officers in order to fulfil Council’s obligations under those acts and regulations The officers appointed and authorised by this HEALTH & SAFETY Low report are required to comply with all of Council’s OH&S policies and procedures.

BULOKE SHIRE COUNCIL MINUTES – 14 M ARCH 2012 27

3.2.3 Notice Of Decision - Planning Permit Application 419/11 For Works To Extend Grain Receival And Storage At Backteddywaddy Road, Charlton

Author’s Title: Planning Officer

Department:: Chief Executive Office File No: LP/09/01

Attachments: Nil

PURPOSE A Planning Permit is sought to extend the current grain receivable and storage centre at Charlton (Lot 1 of Plan of Subdivision 547644C) Objections to the planning permit application have been unable to be resolved and as such is presented to Council for consideration and a Notice of Decision to Refuse the Permit is recommended.

MOTION: That the Council determine to Issue a Notice of Decision to refuse Planning Permit Application 419/11 proposing to extend the current grain receivable and storage centre at Charlton (Lot 1 of Plan of Subdivision 547644C)

MOVED: CR MCLEAN

SECONDED: CR FLETT CARRIED.

KEY POINTS/ISSUES A Planning Permit application (PPA 419/11) was received to extend the current grain receivable and storage centre at Charlton (Lot 1 of Plan of Subdivision 547644C) The land is within the Farming Zone (FZ) of the Buloke Planning Scheme. The South East corner of the land is affected by the Floodway Overlay (FO) and Land Subject to Inundation Overlay (LSIO), although works are not proposed in this area. The subject land is 103 hectares in size and the application is for two new storage bunkers on the southern side of the site in the direction of the Charlton Township. The application has been advertised with a Public Notice in the locally circulating newspaper (North Central News on the 24th August 2011) and copies sent to the neighbouring properties. A copy of the application was available at the Charlton and Donald Council offices. Objections A letter objecting to the planning permit application with seventeen signatures (understood and accepted by Council as seventeen separate objections after discussions with the objectors) was received by Council.

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The main concerns raised were: - Non compliance with previous verbal arrangements between the applicant and objectors for a vegetation buffer, a bitumen road to the bottom of Klunders Hill and the use of a railway line along the south side. - Maintenance of the site, including a vegetation buffer being instated and watering and replacement of vegetation when required. - Removal of discarded grain heaps to reduce odour. - Requirements for dealing with dust and other amenity issues such as mice. A meeting between the objectors and applicant was requested in writing on 9th September 2011 to the applicant. Repeated attempts at organising a meeting have not been met by the applicant. Councils Planning Officer emailed the applicant on the 22nd November 2011, again on the 24th January 2012 and made a final attempt on the 22nd February 2012. There were also several phone calls made to no avail. As no attempt has been made to address the objections in writing or to attend a mediation meeting, Councils planning officer recommends that a notice of decision to refuse be issued as this planning permit is currently at one hundred and sixty eight (168) days and all reasonable attempts at resolution have been attempted. Decision making Under the Planning & Environment Act 1987 Section 61 the Responsible Authority (Buloke Shire Council) may refuse to grant a permit on any ground it thinks fit. In this circumstance the inability of the applicant to meet and negotiate with the objectors has led the Council Planning Officer to recommend a Notice of Decision to Refuse planning permit application 419/11. Whilst the planning permit application is not prohibited by the Farming Zone uses or works, a planning permit is required and the decision guidelines include amenity concerns. The matters raised by the objectors need to be addressed and this has not taken place despite repeated efforts

COMMUNITY, ENVIRONMENTAL AND FINANCIAL IMPLICATIONS

COMMUNITY IMPACT The objectors have requested steps through mediation to be taken by the applicant and the failure to mediate a solution is unfortunate for the user groups that would benefit from the grain receivable extension. Given the residents have not been given the opportunity to consult with the applicant, and the application has been ongoing for a substantial time frame it is believed that a determined outcome would be the most suitable course of action.

ENVIRONMENTAL IMPACT Nil expected

FINANCIAL IMPACT Capital — (Current/Future) Nil impact on Council expenditure. Operating (Recurrent) — (Current/Future) Nil impact on Council expenditure.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 29

PUBLIC PARTICIPATION

Level of community Objective of Brief description of actions taken participation community and outcomes achieved participation

Inform Inform those directly Notice of application advertised in the local affected and/or involved newspaper. Keep the community Letter giving notice of the application forwarded to informed neighbouring property owners and occupiers Copy of the planning application available for viewing at the Charlton Council Office and the Council’s Planning Office at Donald

LEGAL AND OR POLICY IMPLICATIONS This proposal seeks to expand the operations of a Charlton grain receivable and storage centre. Under the Planning & Environment Act 1987 a Notice of Decision is required.

RELEVANCE TO COUNCIL PLAN 2009-13

COUNCIL PLAN 2009-13 Strategic Objective Strategy Impact and Relevance Our community Assisting Buloke residents to The objectors have exercised their right to object to access the Council support the planning permit application and the applicants and services they need to help have been given a number of opportunities to meet live healthy and fulfilling lives and mediate with them, however this has not occurred. Council has a responsibility to consider objections to planning permit applications and make decisions accordingly.

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RISK RATING

RISK CATEGORY RATING REASONS FOR RATING  Insignificant  Low  Medium, or  High FINANCIAL Insignificant The action is in accord with requirements of the Planning & Environment Act 1987 and Buloke Planning Scheme.

GOVERNANCE Insignificant The action is in accord with requirements of the Planning & Environment Act 1987 and Buloke Planning Scheme.

REGULATORY Insignificant The action is in accord with requirements of the Planning & Environment Act 1987 and Buloke Planning Scheme.

HEALTH & SAFETY Insignificant No additional impact on facilities or services and no likelihood of injury to staff or community as a result of the proposal.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 31

3.2.4 Notice Of Decision – Planning Permit Application 440/11 For Use Of A Storage, Depot And Dwelling At 14 Cumming Avenue, Birchip

Author’s Title: Planning Officer

Department:: Chief Executive Officer File No: LP/09/01

Attachments: Nil

PURPOSE A Planning Permit is sought for use of storage, depot area and dwelling at 14 Cumming Avenue, Birchip. Two objections to the planning were received. Objections have been partially resolved with the applicant. A Notice of Decision to issue a Permit with conditions is recommended.

MOTION: That the Council determine to Issue a Notice of Decision to grant the planning permit application 440/11 for use of a storage, depot area and dwelling at 14 Cumming Avenue, Birchip subject to the following conditions: 1) This permit will expire if the use is not started within two years of the date of this permit. The responsible authority may extend the periods referred to if a request is made in writing before the permit expires, or within three months afterwards. 2) The use of areas as shown on the endorsed plans must not be altered without the written consent of the responsible authority. 3) The use must be managed so that the amenity of the area is not detrimentally affected, through the: (a) transport of materials, goods or commodities to or from the land (b) appearance of any building, works or materials (c) emission of noise, artificial light, vibration, smell, fumes, smoke, vapour, steam, soot, ash, dust, waste water, waste products, grit or oil. (d) presence of vermin 4) External lighting must be designed, baffled and located so as to prevent any adverse effect on adjoining land to the satisfaction of the responsible authority. 5) Access to and egress from the site for all vehicles (including waste collection vehicles) must only be from Rundel or Sherwood Street and be via the vehicular access shown on the endorsed site map. 6) The vehicular access on Lot 2 of TP211117 will only be used in case of an emergency. 7) The use and development of the land must not interfere with the surrounding existing uses, including residential and business activities. 8) The appearance of the subject land, in the opinion of the Responsible Authority must not adversely affect the amenity of the local area. 9) All buildings in the permitted development must comply in all respects with the provisions of Building Regulations and a building permit must be obtained if

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 32

development occurs. 10) Except with the prior written consent of the Responsible Authority, the use permitted by this permit may only operate between the following times excepting extenuating circumstances; Mon-Fri 08:30am – 06:00pm Sat 09:00am – 06:00pm Sun 10:00am – 06:00pm 11) Should the current outbuilding along the southern boundary of Lot 34 of LP 3627 be removed, an agreed upon adequate buffer will ensure the integrity of the boundary with 9 Sherwood Street. 12) Lot 2 of TP211117 will only be used for the storage of machinery and the Northern boundary shared with 15 Sherwood Street will remain clear for a minimum of three meters.

MOVED: CR SHARP

SECONDED: CR TELLEFSON

CARRIED.

KEY POINTS/ISSUES A Planning Permit application (PPA 440/11) was received for use of a storage, depot area and dwelling at 14 Cumming Avenue, Birchip. The land is within the Public Use Zone 1 (PUZ1) of the Buloke Planning Scheme and is not affected by any overlays. The site was previously used by a utility provider as their depot and contains a number of outbuildings as well as a caretaker’s dwelling converted into an office. The proposal for the site, which is now leased by a commercial business, is to use the site for storage, minor mechanical repairs, as a depot and to convert the dwelling back to its original use. The dwelling currently faces Cumming Avenue with access to the outbuildings at the rear in Sherwood Street. The application has been advertised with a Public Notice in the locally circulating newspaper (Buloke Times on the 23/12/2011) and copies sent to the neighbouring properties. A copy of the application was available at the Birchip and Donald Council offices. Objections An objection letter and a verbal request for consultation before a decision was made were received by Council. The main concerns raised were: - Amenity regarding noise and fumes - Traffic management - Site maintenance Both objectors have been consulted with and wish for specific conditions to be placed on the planning permit to ensure the situation can be regulated.

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As a section of the site is located between two residential properties it is important that the residential amenity is ensured. One objectors concerns related to a current outbuilding that is providing a suitable buffer, if this outbuilding is ever removed a new, agreed upon suitable buffer must be provided as per the planning permit condition. The other objectors concerns related to the uses carried out along the shared fence line. Conditions on the permit including the use of the Lot for storage only, clearance of three meters from the fence line and non utilisation of the driveway on that Lot have been included. It is recommended that a Notice of Decision to Grant planning permit application 440/11 for the use of a storage, depot and dwelling at 14 Cumming Avenue Birchip be issued subject to the following conditions: 1) This permit will expire if the use is not started within two years of the date of this permit. The responsible authority may extend the periods referred to if a request is made in writing before the permit expires, or within three months afterwards. 2) The use of areas as shown on the endorsed plans must not be altered without the written consent of the responsible authority. 3) The use must be managed so that the amenity of the area is not detrimentally affected, through the: (a) transport of materials, goods or commodities to or from the land (b) appearance of any building, works or materials (c) emission of noise, artificial light, vibration, smell, fumes, smoke, vapour, steam, soot, ash, dust, waste water, waste products, grit or oil. (d) presence of vermin 4) External lighting must be designed, baffled and located so as to prevent any adverse effect on adjoining land to the satisfaction of the responsible authority. 5) Access to and egress from the site for all vehicles (including waste collection vehicles) must only be from Rundel or Sherwood Street and be via the vehicular access shown on the endorsed site map. 6) The vehicular access on Lot 2 of TP211117 will only be used in case of an emergency. 7) The use and development of the land must not interfere with the surrounding existing uses, including residential and business activities. 8) The appearance of the subject land, in the opinion of the Responsible Authority must not adversely affect the amenity of the local area. 9) All buildings in the permitted development must comply in all respects with the provisions of Building Regulations and a building permit must be obtained if development occurs. 10) Except with the prior written consent of the Responsible Authority, the use permitted by this permit may only operate between the following times excepting extenuating circumstances; Mon-Fri 08:30am – 06:00pm Sat 09:00am – 06:00pm Sun 10:00am – 06:00pm

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 34

11) Should the current outbuilding along the southern boundary of Lot 34 of LP 3627 be removed, an agreed upon adequate buffer will ensure the integrity of the boundary with 9 Sherwood Street. 12) Lot 2 of TP211117 will only be used for the storage of machinery and the Northern boundary shared with 15 Sherwood Street will remain clear for a minimum of three meters.

COMMUNITY, ENVIRONMENTAL AND FINANCIAL IMPLICATIONS

COMMUNITY IMPACT The applicants are seeking the ability to use their lease of the land from the public utility authority to secure the site as a depot, storage area and to utilise the dwelling/office building as a dwelling for their seasonal workers. This will offer alternative housing, utilise a disused public utility yard and allow for a new business opportunity in the township of Birchip.

ENVIRONMENTAL IMPACT No foreseeable environmental impacts.

FINANCIAL IMPACT Capital — (Current/Future) Nil impact on Council expenditure. Operating (Recurrent) — (Current/Future) Nil impact on Council expenditure.

PUBLIC PARTICIPATION

Level of community Objective of Brief description of actions taken participation community and outcomes achieved participation

Inform Inform those directly Notice of application advertised in the local affected and/or involved newspaper. Keep the community Letter giving notice of the application forwarded to informed neighbouring property owners and occupiers Copy of the planning application available for viewing at the Birchip Council Office and the Council’s Planning Office at Donald

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LEGAL AND OR POLICY IMPLICATIONS This proposal to use a former public utility depot for a commercial business depot requires a planning permit. If the applicant is successful with the planning permit application, the opportunity to purchase the property currently leased will become available and it is intended that the site then be rezoned from Public Use Zone 1 to Business 1 Zone.

RELEVANCE TO COUNCIL PLAN 2009-13

COUNCIL PLAN 2009-13 Strategic Objective Strategy Impact and Relevance Our community Assisting Buloke residents to Outline the impact or the relevance that the access the Council support recommendation of this report will have on a and services they need to help relevant strategic objective of the Council Plan 2009 live healthy and fulfilling lives – 2013.

RISK RATING

RISK CATEGORY RATING REASONS FOR RATING  Insignificant  Low  Medium, or  High FINANCIAL Insignificant . There is no financial risk.

GOVERNANCE Medium The action is in accord with requirements of the Planning & Environment Act 1987 and Buloke Planning Scheme.

REGULATORY Medium The action is in accord with requirements of the Planning & Environment Act 1987 and Buloke Planning Scheme.

HEALTH & SAFETY Medium There is no health and safety risk

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 36

3.2.5 Report Of Charlton Flood Community Recovery Committee Meetings

Author’s Title: Recovery Manager

Department: Flood Recovery File No: DR/18/02

Attachments: Yes Record of Charlton Community Recovery Committee Meetings held 17 January 2012

PURPOSE To table records (minutes) of the meetings of the Charlton Community Recovery Committee.

MOTION: That the Council note the report.

MOVED: CR MCLEAN

SECONDED: CR SHARP CARRIED.

KEY POINTS/ISSUES The Charlton Community Recovery Committees (CCRC) has been appointed as an Advisory Committees of Council. As an Advisory Committee of Council a record of each of the meetings of the CCRC are tabled for the information and action of Council. A record of meeting of the CCRC held on:  17 January 2012 is attached. Action required of Council and Council staff from each of the CCRC meetings is recorded and actioned as required.

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3.2.6 Report Of A Committee Established In Accord With The Provisions Of Section 223 Of The Local Government Act To Consider Submissions Relating To A Request From The Department Of Sustainability And Environment For Concurrence To Close A Section Of Boundary Street, Birchip

Cr McLean declared a direct interest in Item 3.2.6 as one of the parties who made a submission is a relative. Cr McLean left the Council Chamber at 7.36pm prior to discussion of Item 3.2.6.

Author’s Title: Chief Executive Officer

Department:: Chief Executive File No: RO/21/02

Attachments: Yes Map showing proposed sections of Boundary Street, Birchip for closure

PURPOSE To consider a report from a Committee established in accordance with Section 223 of the Local Government Act 1989 (the Act) to consider submissions relating to a request from the Department of Sustainability and Environment (DSE) for Concurrence to the Closure of a Section of Boundary Street, Birchip.

MOTION: The Committee recommend that Council: 1. Give concurrence to the request from DSE for closure of that section of Boundary Street, Birchip coloured yellow on the attached map 2. Give concurrence to the request from DSE for closure of that section of Boundary Street, Birchip coloured blue on the attached map subject to the following conditions: a) The closure only proceed if Lot 11M Parish of Wirmbirchip (coloured dark green on the attached map) is consolidated with the section of Boundary Street, Birchip (coloured blue on the attached map) in order to protect legal access to Lot 11M Parish of Wirmbirchip. b) The point of closure of the section of Boundary Street, Birchip coloured blue on the attached map be aligned with the eastern boundary of Lot 11M Parish of Wirmbirchip (coloured dark green on the attached map). 3. Begin the formal process of closure of that section of Boundary Street, Birchip coloured yellow on the attached map as specified under the Local Government Act and Road Management Act. 4. Publish the formal closure notice of that section of Boundary Street, Birchip coloured yellow on the attached map. 5. On receipt of advice from DSE of the consolidation of that section of Boundary

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 38

Street, Birchip coloured blue on the attached map with Lot 11M Parish of Wirmbirchip (coloured green on the attached map) a) Begin the formal process of closure of that section of Boundary Street, Birchip as specified under the Local Government Act and Road Management Act. b) Publish the formal closure notice of that section of Boundary Street, Birchip coloured blue on the attached map. 6. Notify in writing all parties who made submissions on this matter of Council’s decision.

MOVED: CR SHARP

SECONDED: CR TELLEFSON CARRIED.

KEY POINTS/ISSUES Council advertised inviting submissions relating to the request for Concurrence to the Closure of a Section of Boundary Street, Birchip from Department of Sustainability and Environment (DSE) in accord with the provisions of Section 223 of the Act. Council received six submissions from the following persons, of which five were objections to the closure and sale.  Robert Darby – 58 Campbell Street, Birchip  Del Sladdin - 11 Hillgrove Street, Birchip  Livio Bonollo - 11 Hillgrove Street, Birchip  Janet and Mark Smith (2 letters) - 10 Hillgrove Street, Birchip  Irlicht & Broberg Lawyers – acting on behalf of Del Sladdin – 11 Hillgrove Street, Birchip  O’Connors Pty Ltd (applicant) The following persons who made submissions requested to be heard by Council.  Mark and Janet Smith  Del Sladdin  O’Connors Pty Ltd. At the Ordinary Meeting of Council held on 8 February 2012 Council resolved to establish a Committee of all Councillors to consider the submissions received and to hear from person who had made a submission and requested to be heard. The Committee met at 5.30pm on Tuesday 13 March 2012 at the Birchip District Office. The Committee was addressed by:

 Del Sladdin  Mark Smith  O’Connors Pty Ltd. (Dennis O’Connor)

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The Committee considered the submissions made on the matter and agreed to make the following recommendation for consideration by Council at the ordinary meeting to be held on Wednesday 14 March 2012 at the Birchip District Office. The Committee expressed concern with the potential for the closure of the northern section of Boundary Street to restrict legal access to Lot11M Parish of Wirmbirchip and suggested the need for consolidation of titles if the proposal to close this section of Boundary Street were to proceed The Committee recommend that Council: 1. Give concurrence to the request from DSE for closure of that section of Boundary Street, Birchip coloured yellow on the attached map 2. Give concurrence to the request from DSE for closure of that section of Boundary Street, Birchip coloured blue on the attached map subject to the following conditions: a) The closure only proceed if Lot 11M Parish of Wirmbirchip (coloured dark green on the attached map) is consolidated with the section of Boundary Street, Birchip (coloured blue on the attached map) in order to protect legal access to Lot 11M Parish of Wirmbirchip. b) The point of closure of the section of Boundary Street, Birchip coloured blue on the attached map be aligned with the eastern boundary of Lot 11M Parish of Wirmbirchip (coloured dark green on the attached map). 3. Begin the formal process of closure of that section of Boundary Street, Birchip coloured yellow on the attached map as specified under the Local Government Act and Road Management Act. 4. Publish the formal closure notice of that section of Boundary Street, Birchip coloured yellow on the attached map. 5. On receipt of advice from DSE of the consolidation of that section of Boundary Street, Birchip coloured blue on the attached map with Lot 11M Parish of Wirmbirchip (coloured green on the attached map) a) Begin the formal process of closure of that section of Boundary Street, Birchip as specified under the Local Government Act and Road Management Act. b) Publish the formal closure notice of that section of Boundary Street, Birchip coloured blue on the attached map. 6. Notify in writing all parties who made submissions on this matter of Council’s decision.

Cr McLean returned to the Council Chamber at 7.36pm prior to discussion of Item 3.3.1.

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3.3 FINANCIAL REPORTS

3.3.1 Finance Report As At 29 February 2012

Author’s Title: Finance Manager

Department:: Finance File No: FM/19/03

Attachments: Yes a) Financial Report b) Capital Report.

PURPOSE This report advises Council of the Council’s financial position as at 29 February 2012.

MOTION: That the Council receive the Financial Report which includes Income Statement, variance explanations and details of year to date Capital Works expenditures for the month ending 29 February 2012.

MOVED: CR SHARP

SECONDED: CR FLETT CARRIED.

KEY POINTS/ISSUES This report has been prepared in line with the current Council meeting timetable. Comments on variances in this report are based on the adopted 2011/12 Budget. Operating Result The operating result for February was an operating surplus of $0.139M. This result was $0.033M less than the projected result for the month, an operating surplus of $0.172M. The result continues to be influenced by timing differences in the receipt of grant income for non recurrent grants. The negative variance of $5.9M in non recurrent capital grants is expected to be absorbed when the next tranche of flood rectification grants are received prior to the end of the financial year. Revenue Total income for the month was $1.7M, a $0.44M shortfall compared to the projected budget position for the month, $2.17M The variance is due to the $0.65M shortfall in receipt of non recurrent grants for the month. Expenditure A positive variance of $0.27M in Employee Costs over the last month reflects the shift in use of staff from maintenance works to capital projects projected in the January report. Year to

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 41 date Employee Costs remain $0.487M over the projected budget outcome to the end of February. This gap will further close over the remainder of the year. Movement in the cost of Materials and Services reflects the same trend as with Employee Costs. Material and Services costs are $0.228M over the projected budget outcome to the end of February and this should reduce over the remainder of the year. Overall Comment Expenditure, particularly Employee Costs and the cost of Materials and Services continue to be managed carefully. The timing difference in the receipt of grant revenue reflects delays in the completion of Capital Works, including the receipt of accounts from contractors for completed works. The projected end-of-year position remains on budget. Capital Expenditure Capital expenditure year to date is $5.02 million with $0.6M being expended in February. Balance Sheet Net Assets at the end of February have increased by $9.0M over the previous year end result. This strengthening of the balance sheet is due to an increased trade and other receivables of $1.86M (predominantly rates), an increase of $4,9M in cash and a $1.6M increase in fixed assets. Cash Position Council currently has a positive cash balance of $3.2M which is a result of the recent influx of rate payments. Variances Further information relating to variances can be found in the monthly financial statements and the accompanying notes provided as an appendix.

COMMUNITY, ENVIRONMENTAL AND FINANCIAL IMPLICATIONS

COMMUNITY IMPACT The efficiency of council’s financial operations and adherence to budget will have a direct impact on the capacity to provide services to the community in the future.

ENVIRONMENTAL IMPACT Significant financial resources are being applied to improve the environment.

FINANCIAL IMPACT Capital — (Current/Future) The budget provides for a capital works program of $25,303M, including $13,930M for flood affected infrastructure works, in addition to $3,263M of carried forward works from 2010/2011. Flood related works will be funded through grant funding.

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Operating (Recurrent) — (Current/Future) This report keeps council informed of operating expenditure to allow for strategic decision making. The level of operating expenditure needs to be closely monitored if council is to meet operating budget targets.

PUBLIC PARTICIPATION

Level of community Objective of Brief description of actions taken participation community and outcomes achieved participation

Inform Keep the community The monthly financial report forms part of the informed Council meeting minutes and is published on the council website to keep the Community informed of the Council’s current financial situation.

LEGAL AND OR POLICY IMPLICATIONS The Local Government Act 1989 (The Act) Section 126 and Section 138 require Council to ensure that financial information is timely and accurate and a statement must be prepared comparing budgeted revenue and expenditure to actual results at least every three months.

RELEVANCE TO COUNCIL PLAN 2012 - 2016

COUNCIL PLAN 2012 - 2016 Strategic Objective Strategy Impact and Relevance Our people and Ensuring Council is well The provision of this report to Council gives Councillors organisation governed and its finances and current information relating to the revenue and risks are managed responsibly expenditure for the year to date. The provision of this information allows Council to monitor the progress of the organisation against the budget and the ongoing progress in meeting the financial objectives of the Council plan

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 43

RISK RATING

RISK CATEGORY RATING REASONS FOR RATING  Insignificant  Low  Medium, or  High FINANCIAL Low This report outlines the current financial situation and informs Council and managers of the current operating result and provides insight into the Council’s cash flow situation to facilitate informed decision making.

GOVERNANCE Low The report complies with existing policy and is provides information that informs council and management of progress against corporate KPI’s.

REGULATORY Insignificant The provision of this report enables Council to meet reporting requirements as required by the Local Government Act 1989.

HEALTH & SAFETY Insignificant There is no likelihood of injury to staff or the Community resulting from the publishing of this report.

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3.4 ORGANISATIONAL REPORTS

3.5 REPORTS FROM COUNCILLORS (BOTH DELEGATE AND ACTIVITY REPORTS) 3.5.1 Delegate Reports

CR TELLEFSON RURAL COUNCILS VICTORIA Work has begun on the work streams that Rural Councils Victoria (RCV) has put together to take advantage of the funding provided by the State Government to assist rural Councils with economic development, simplification of land use planning, and also attracting and keeping young professionals and others in the country to support, sustain and bolster these communities. The RCV Summit will be held in Port Fairy 18 to 20 April. RCV was pleased at the announcement of the State Government grant for landfills, however small Councils will not benefit and it is hoped that the grant will be ongoing and expanded. CENTRAL MURRAY REGIONAL WASTE MANAGEMENT GROUP Environment Protection Authority (EPA) done inspections of our landfills but there had been little communication since the visit. A green waste chipper from Loddon Shire will be trialled at Charlton. The State Government announced 3 million dollars for waste facility improvement but none of this will go to Buloke as we only have unlicensed landfills. Flood mapping and planning must include landfills, which of course impacts Buloke Shire especially in Charlton. MEETING WITH HON JOHN FORREST AND HON SUSSAN LEY – WARRACKNABEAL Childcare across the State especially after kinder age is in short supply everywhere, with the needs not fulfilled. Buloke is not well served for childcare, and the issue was put forward by Ms Gilmour and I at the meeting. The cost of childcare is also making it prohibitive for some parents to access it. The Federal Government does not, as a rule fund childcare facilities as a capital expense (i.e. doesn’t pay for the building) except through Regional Development Australia (RDA) funding which would mean a community building of some sort. MUNICIPAL EMERGENCY MANAGEMENT PLANNING COMMITTEE Most towns in Buloke have now been assessed for fire risk according to the Country Fire Authority (CFA) criteria that is used, with the remainder to be done at a future meeting. The project is progressing on schedule, and once the assessments and the plan are done it will be placed in the public domain for comment. Local CFA Group Officers across the Shire are on and advising the Committee.

Cr Leo Tellefson.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 45

CR FLETT ANNUAL AUSTRALIAN ROADS SUMMIT ( PARK) MARCH 8 AND 9 2012 A Conference attended mainly by technical staff of Councils, a few interested Councillors such as myself, and high ranking officials from major construction companies. Opening remarks by Susan Harris, CEO of Intelligent Transport Systems Australia, set the scene. It is mainly about the huge population centres and getting people and trade in and out of them, and one comment I noted was this. “Part of the transport solution is to encourage people not to travel!” I thought not much hope of that in a rural Council at least three hours by road from Melbourne. Two politicians had speaking slots on Thursday morning, Terry Mulder, State Minister for Transport, and Warren Truss, Federal Nationals Leader and Shadow Minister for Infrastructure and Transport. Both had their side of politics ‘spin’ on transport and its problems, but from each of them something worth noting. From State Minister Mulder – Terry mentioned a sum of $30M to boost High Productivity Vehicle (HPV) Access, and stated that he was “Happy to continue discussions re: HPV strategic routes” So maybe the current Municipal Association of Victoria (MAV) discussions with other Councils in our area could be fruitful – to some extent at least. From Warren Truss (in opposition) – “88% of Australia’s population live on 3% of the land mass” No wonder Governments are happy to spend between $250 and $300 M EACH on “grade separation” projects. For the uninitiated, overpasses or underpasses for metropolitan rail level crossings! The votes are in the cities, and $75 M to fix rail crossings for country freight (and maybe passenger) on the line may not be high on the political agenda! Other points of interest from the two days of talk fest!  World Wide Superannuation Funds are keen to invest in what are called PPP’s – Public Private Partnerships – in toll roads. Whilst some do not attract quite the patronage in the promoters spiel, they are still seen as secure investments with nearly guaranteed returns on investment.  Emma Thomas, Chief Operations Manager of Queensland’s Department of Transport made some interesting observations re transport systems – 1. Everybody is an expert! 2. We notice when a system is not available. 3. When a transport system fails for safety reasons, it sometimes makes world headlines eg a tour ship aground.  Having spent 45 minutes travelling 5km on the ‘high speed’ Ring road in Melbourne recently I was interested in Steve Cornish, Alliance Manager of the Tulla/Sydney (Freeway and Road) Alliance’s presentation. He outlined some of the pitfalls of widening a freeway that is in use, and made such practical points as the fact that changing a grade from 6% to 4% saves three things. Gear changes in heavy transport, therefore noise, nose to tail accidents (mainly involving trucks and cars) and traffic “slugs”.  Information from Gary Liddle, Chief Executive of VicRoads, that flood damage to VicRoads roads was covered “mostly by insurance” with the gap back filled from general maintenance. Somewhat different story that what I had been previously told at Highway Improvement Committee (SHIC)!  An ‘after conference’ bus trip on Thursday to view work on the Peninsular Freeway. 28km of new freeway south of Dandenong down the Mornington Peninsula. 480 people involved in working on the site in any one day! Nearly 50% time lost due to wet weather in 2011. Problems with unstable sand soils and peat swamps. “Boys toys” – huge fleets of scrapers and 50T dump trucks, some driven by women! (Who I am told have less mechanical problems on their machines than men!)  A quote from Dennis Cliché, Managing Director of ConnectEast. “You know that things are bad in the transport area when you hear the word “strategic”!

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CR FLETT CONT.  The first road toll was 2700 years ago!  I enjoyed the company for two days of Victorian Shadow Transport Minister Tim Pallas, who recognized me amongst the sea of unfamiliar Construction Engineers and Technical Services personnel. From Tim I learned of thoughts of another container port on Port Phillip between Geelong and Williamstown – very early days, but a worthwhile thought compared to getting container freight, especially if it happened to be double stacked! (Mildura to Broken Hill ART link!) Through or UNDER Melbourne to get to the planned Port of Hastings. Much more of interested not reported here – I could see interest in Transport for many years to come.

Cr Harold Flett.

CR FLETT WIMMERA REGIONAL TRANSPORT GROUP Wimmera Regional Transport Group (WRTG) Meeting Wednesday 15 February 2012 at Horsham. Australian Local Governance Association (ALGA) Summit – Mt Gambier Some discussions early in the meeting about our attendance at the ALGA Roads Summit held in Mt Gambier last November. The general feeling was that WRTG had presented well (we had a 20 minute slot) but it was disappointing that there were no Federal Government Ministers present. To that end it was a resolution of WRTG that a letter seeking ministerial attendance at the next Summit in Hobart in 2013. National Heavy Vehicle – High Productivity Roads Strategy Engineer Gary Driscoll circulated a project outline on the process and progress made on the selection of routes. As Buloke is not included in the WRTG ‘grouping’ set up by MAV, but instead are with the likes of Gannawarra, Loddon and Swan Hill, I trust that our roads staff have been included in the process across the boundaries with our western and southern Council neighbours. The process is to be finalised by 31 March. Grain Logistics Task Force Despite the short lead time for the preparation of this Report – about three months prior to 2011/12 harvest – comment was that it had already achieved worthwhile results. There are a number of “quick fix”, immediate improvement, points set out in the report. One in our Buloke Council area is automation of the passing loop at Watchem, which would allow better ‘cycle’ times for grain freight trains, being unmanned and 24/7 operation once automated. It is to be hoped that the Government and its Departments ACT on these points. It was recommended from WRTG that the task force reconvene prior to the next harvest. VicRoads – John Miller The Western Highway is being further improved with more rest areas west of Horsham to the South Australian border. Also, the optional routes for the bypass of Horsham has been narrowed from 14 to 4! Nhill truck/trailer exchange is operational and being well used. Council Reports Most of the reports from the six Shires of WRTG covered works being done on Flood recovery, and in Horsham’s case the continued work on the Dooen Freight Hub. There are now thoughts being gathered as to what other industry could be encouraged to develop on the ‘greenfield’ site. Viterra are yet to commence work on their bulk grain loader on the

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 47

CR FLETT CONT. eastern edge of the container facility, which recently had its floodlights turned on for the first time. Secretariat of WRTG Since the groups inception in 2003, Horsham Rural City Council (HRCC) Director of Technical Services, David Eltringham, has been Convenor/Secretary. David’s retirement was imminent, and all Council delegates spoke with great appreciation for the work David has done, a minute of appreciation was carried with acclamation. I must add that he has become a close personal friend since I took over the role of Chair of WRTG in early 2009. The Secretariat role of WRTG will be continued HRCC, and Martin Duke will fill the role in the forthcoming transition of the role David has filled on HRCC to John Martin, formerly of Grampians Wimmera Mallee Water. Mr David Leahy, Swan Hill Council’s Technical Director, who fills a similar role in the fairly new Murray Mallee Transport Group of six Victorian and New South Wales Councils, which Buloke is also involved with, had attended the meeting as our guest. David thanked the WRTG for the insight as to how we work together for our common good.

Cr Harold Flett Chair.

CR WHITE WIMMERA REGIONAL LIBRARY The Ministerial Advisory Council is meeting with Library Corporations in Victoria to consult with Boards and Library users about the future of libraries. An open and frank discussion was held with the Council, about what we see as the future of libraries. There are many challenges and opportunities for libraries to move with the times as technology and the population demographics change, and this was articulated well to the Council. SEA LAKE COMMUNITY COMPLEX The community are anxious about the kitchen upgrade and hope that it will be completed as soon as possible, preferably before the Queen’s Birthday long weekend for the Mallee Rally. HERITAGE COMMITTEE See report to December Council Meeting. BULOKE BUSINESS EXCELLENCE AWARDS STEERING COMMITTEE The planning for the awards nomination process and awards night is well under way. REGIONAL VICTORIAN LIVING EXPO The Regional Victorian Living Expo (RVLE) Committee held a workshop on 9 February 2012, to which invited people from across the shire discussed the image and words we should use to promote the Buloke Shire to potential businesses, individuals and families who may wish to relocate to the Buloke Shire. The slogans we have agreed on are: Buloke: Room to..... Grow, Play, Move, Breathe, Develop, Expand etc. A graphic designer and copywriter have been engaged to develop a variety of marketing materials for use at the expo and other occasions, including a website, fast fact sheets and bookmarks. A roster for the expo is being developed, so if any Councillors wish to attend, please let James Goldsmith know ASAP when you will be available over the weekend of 27, 28 and 29 April 2012.

Cr Ellen White.

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Reports tabled by Councillors who have been appointed as a Council delegate to Council and community committees.

MOTION: That the Council receive and note the Delegates Report as tabled.

MOVED: CR MCLEAN

SECONDED: CR SHARP CARRIED.

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3.5.2 Activity Reports

CR WHITE BERRIWILLOCK HALL Phase 1 of this project, to design a new multipurpose community hall for the Berriwillock community is moving towards completion. Plans are almost complete, and a partnership agreement with the CFA is being negotiated. This is an exciting project for the small town, which has a large number of young families, a vibrant business sector and a bright future. The next challenge will be securing funding for the building of the new facility. LODDON MURRAY COMMUNITY LEADERSHIP PROGRAM LAUNCH The Loddon Murray Community Leadership Program launched its new program year on February 17. Over 100 guests were in attendance with 24 new participants for the 2012 Year. Once again, there are 2 participants from the Buloke Shire, thanks to support from Council. At least 7 graduates from the Shire were in attendance at the launch. The next program days will be held in Birchip and Donald. www.cllm.org.au YEAR OF THE LIBRARY As an avid reader with a passion for lifelong learning, I was delighted to be invited to read to the Sea Lake Kinder as part of Swan Hill Library’s National Year of Reading events. As nearly half of the Australian population cannot read, initiatives such as the National Year of Reading are important to help people to understand the importance of reading and to support reading initiatives like reading to young children. www.love2read.org.au NORTH CENTRAL LOCAL LEARNING EMPLOYMENT NETWORK (NCLLEN) INDUSTRY TOUR The NCLLEN each year host an industry tour in one of the three shires it operates in. This one was held in St Arnaud in the Northern Grampians Shire. The tour provides the Board the opportunity to visit businesses that support the employment and training of young people, who may still be at school, or have recently left. This tour was very interesting, and demonstrated the diversity of opportunities that exist within a small rural community for young people to learn employment and life skills. www.ncllen.org.au

9 February 2012 and District Landcare Meeting Regional Victorian Living Expo (RVLE) Workshop Berriwillock Building Community Meeting 15 February Culgoa Progress Association Meeting 17 February Community Leadership Loddon Murray Leadership Program Launch in 20 February Official Opening of Sea Lake Men’s Shed Municipal Strategic Statement Workshop – Wycheproof 21 February RVLE Meeting 22 February Sea Lake Pre School – Read a Story to Children Budget Meeting – Wycheproof 28 February NCLLEN Industry Tour – St Arnaud 29 February LeadAbility Workshop – Kerang Meeting with VicTrack – Wycheproof

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CR WHITE CONT. 29 February Assembly of Council Meeting – Wycheproof 5 March Meeting in Nandaly re: Planning Issue Advance Sea Lake Meeting 6 March Ministerial Advisory Committee Meeting re: Libraries in Horsham 7 March Wycheproof Community Garden Meeting Watchupga Fire Shed Meeting 8 March International Women’s Day Forum IWD Dinner – Melbourne 9 March National Soils Forum – Bendigo 13 March RVLE Meeting Assembly of Council

CR FLETT 8 February Met Prof Bill Russell – Regional Development Victoria Northern Region – Swan Hill Central Murray Regional Freight Group – Swan Hill Council Meeting – Sea Lake (quite a day!) 9 February Wimmera Intermodal Control Group – Horsham 15 February Helen McPherson Philanthropic Trust – Donald Wimmera Regional Transport Group (WRTG) – Horsham 17 February Birchip Cropping Group Members Trials Review Day – Birchip 20 February Municipal Strategic Statement Workshop – Wycheproof 22 February Budget Workshop – Wycheproof 23 February Judge of Donald Lions Youth of the Year afternoon and evening 27 February Flood Working Group – Donald Public Meeting – Donald Flood Report & Hydrologists 29 February Assembly of Council – Wycheproof 1 March Wimmera Intermodal Control Group – Horsham Donald Community Recovery Committee 5 March MAV Transport HPV Routes Discussion – Wycheproof 6 March Wimmera Machinery Field Days 7 March Travel to Melbourne for Australian Roads Conference 8/9 March Australian Roads Conference – Melbourne Function Centre 13 March Assembly of Council – Birchip

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 51

CR TELLEFSON (DEPUTY MAYOR) 9 February Rural Living Expo Meeting – Wycheproof Workspace Board Meeting – Bendigo 10 February Rural Councils Victoria Board – MAV Head Quarters 14 February Launch of National Year of Reading with Cr White – Horsham 17 February Wimmera Regional Library Corporation Meeting – Horsham Loddon Mallee Leadership Dinner – Kerang with Cr White and Cr Mather 20 February Central Murray Regional Waste Management Group – Barham East Wimmera Health Service Board Meeting - Donald 21 February Rural Living Expo Meeting – Wycheproof 22 February Budget Meeting – Council Assembly 24 February Meeting with Hon John Forrest and Sussan Ley along with Ms Annette Gilmour of Donald and stakeholders from Yarriambiack Shire regarding Childcare 26 February Attended Announcement of $75,000 Grant by Minister Walsh for the Donald Scouts, Guides, Anglers and Archery Club Building at Donald Caravan Park Lake 27 February Buloke and Northern Grampians Landcare Network Meeting – St Arnaud Donald Community Recovery Committee (CRC)Flood Plan Meeting 29 February Donald Secondary College Public Speaking Event Assembly of Council – Wycheproof Charlton Community Recovery Committee Flood Plan Meeting 1 March Donald CRC Flood Plan Meeting 2 March John Giovenniti Funeral – Bendigo (as Deputy Mayor) 5 March MAV Strategic Roads Network Meeting – Wycheproof 6 March Wimmera Regional Library Corporation Meeting with Parliamentary Secretary 7 March Municipal Emergency Management Planning Committee Watchupga Fireshed Meeting (As Deputy Mayor) 8 March Sustainable Soils Conference Dinner – Bendigo 9 March Sustainable Soils Conference – Bendigo Rural Councils Victoria – MAV Head Quarters Melbourne 11 March Watchem Boat Racing Birchip Quarter Horse Races 13 March Assembly of Council – Birchip 14 March Attend to Hobson’s Bay Councillors visit Council Meeting – Birchip

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Reports tabled by Councillors recording their meetings and representations they have undertaken as a Councillor of Buloke Shire.

MOTION: That the Council receive and note the Activity Reports of Councillors as tabled.

MOVED: CR WHITE

SECONDED: CR MCLEAN CARRIED.

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3.5.3 Report From The Mayor

February 9 2012 Manager for Finance, Audit Advisory Committee Chair and I conducted interviews at MAV offices in Melbourne to fill the 2 vacancies on the Audit Advisory Committee. February 12 I attended the Charlton Park Redevelopment Meeting. February 14 Cr Mather and I attended the Nullawil Progress Association Meeting. February 15 Cr McLean and I attended the L2P program launch. This is a fantastic program that Volunteer drivers assist young people to gain the required supervised hours to sit for their P’s. February 17 I attended the Council Audit Advisory Committee at the Wycheproof Supper Room. In the evening Cr White, Cr Tellefson and I attended the launch of the 2012 Loddon Mallee Leadership Program course at Kerang. It was fantastic to see 2 community members from the Buloke community in this year’s course. February 20 Cr White and I attended the opening of the Sea Lake Men’s Shed. Buloke now has a Men’s Shed in the 5 larger communities, a fantastic effort for Buloke and a positive for Men’s health. In the evening I chaired a Municipal Strategic Statement Workshop, the outcomes of this process form the direction that Buloke takes into the future. February 21 Cr McLean and I attended Wycheproof Vision Meeting. February 22 Cr McLean and I attended a Flood Study Steering Committee Meeting in Charlton. In the evening I chaired a Budget workshop to start the preparation for next year’s Council budget. February 26 Cr McLean and I attended the Charlton Cup Harness Race meeting, a fantastic community event organised by Charlton Harness Racing Club. February 27 I attended the School Leadership Award Ceremony for Donald Primary School. It was great to see the young leaders take on these important roles in the school community. In the afternoon Cr Mather and I attended the Municipal Association of Victoria’s Strategic Workshop in Hopetoun. February 28 I attended the Charlton Chamber of Commerce Workshop and Meeting. February 29 During the afternoon I prepared the Charlton Shire Hall for the Flood Presentation Meeting.

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I started to chair the Assembly of Councillors meeting to leave early to attend the Charlton Flood Study Community Presentation at the Charlton Shire Hall. March 2 I attended a Mayor’s gathering in Horsham to discuss issues affecting our Councils. In the evening I attended the Charlton Lions Club 35 year celebration. All service clubs give invaluable service to our communities in Buloke by providing fellowship, improving facilities and entertainment. March 9 Cr White, Cr Tellefson and I attended the Sustainable Soils Workshop in Bendigo. March 10 I attended a Birchip FreeZa event “Huddle to the Puddle” a fantastic event organised by youth of Birchip & Donald. March 11 Cr Sharp, Cr Tellefson and I attended the “Tinny Regatta” at the Watchem Lake. March 13 I chaired the Assembly of Councillors Meeting in Birchip March 14 Cr Tellefson and I escorted Cr Briffa, Cr Hogg & Cr Altair from Hobson’s Bay Council on an information tour of southern Buloke. I chaired the Ordinary Meeting of Council.

Cr David Pollard Mayor

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4 OTHER BUSINESS

4.1 PETITIONS

4.1.1 Petition – Repair Of Bicycle Tracks - Donald

Author’s Title: Chief Executive Officer

Department:: Chief Executive Office File No: PR/04/13

Attachments: Yes Petition signed by 317 persons

PURPOSE To report on a petition received from residents of Donald with regard to the need for Council to give priority to the repair of walking tracks and bridges in Donald affected by the 2011 flood event.

MOTION: The petition be received and lay on the Table for report at the April 2012 Ordinary Meeting of Council.

MOVED: CR SHARP

SECONDED: CR MCLEAN

CARRIED.

KEY POINTS/ISSUES Council’s Meeting Local Law requires a petition to be laid on the Table at an Ordinary Meeting of Council and a report presented to Council at the next Ordinary Meeting outlining investigations of the matters raised by the petitioners and any recommendations arising from that investigation. A petition has been received, signed by 317 persons, principally residents of Donald, requesting Council expedite the restoration of the bicycle track between Donald High School and the Donald Mall, preferably for the start of the 2012 School year. The petition is dated 13 February 2012 and was received by Council on 23 February 2012.

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COMMUNITY, ENVIRONMENTAL AND FINANCIAL IMPLICATIONS

COMMUNITY IMPACT The petition will be addressed in accord with Council’s Local law requirements.

ENVIRONMENTAL IMPACT There is no environmental impact as a consequence of this report.

FINANCIAL IMPACT Capital — (Current/Future) There is no capital expenditure impact as a consequence of this report. Operating (Recurrent) — (Current/Future) Operational (recurrent) costs associated with responding to the petition are part of Council’s normal operating budget.

PUBLIC PARTICIPATION

Level of community Objective of Brief description of actions taken participation community and outcomes achieved participation

Inform and consult Listen to and acknowledge Listen to and respond to community concerns concerns and aspirations

LEGAL AND OR POLICY IMPLICATIONS Council is required to comply with the provisions of its adopted Local Law.

RELEVANCE TO COUNCIL PLAN 2009-13

COUNCIL PLAN 2009-13 Strategic Objective Strategy Impact and Relevance Our community Assisting Buloke residents to Council is responding to a request from the access the Council support community for investigation of what they see as a and services they need to help detractor to their town. live healthy and fulfilling lives

Our people and Ensuring Council is well Council is responding in accord with its Local Law organisation governed and its finances and requirements. risks are managed responsibly

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 57

RISK RATING

RISK CATEGORY RATING REASONS FOR RATING  Insignificant  Low  Medium, or  High FINANCIAL Low There is no financial risk.

GOVERNANCE Medium Council is required to act in accord with its own Local Law.

REGULATORY Low The local Government Act 1989 empowers Council to enact Local Laws.

HEALTH & SAFETY Low Council has taken reasonable action to protect make the site safe.

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4.2 NOTICES OF MOTION

4.2.1 Notice Of Motion – Donald Sewer Infrastructure (Cr Flett)

Background: In recent months there has been an instance were underground sewerage infrastructure in Donald has failed, resulting in untreated sewerage being discharged into the Richardson River. Advice given to members of the Donald community concerning this incident is that it is a direct result of the age of the underground sewerage infrastructure in Donald.

MOTION: Council write to GWM Water requesting priority be given in its forward Capital Works Program for the upgrade of Urban Sewerage Infrastructure in Donald.

MOVED: CR FLETT

SECONDED: CR TELLEFSON

CARRIED.

4.3 QUESTIONS FROM COUNCILLORS

4.3.1 Cr White – Nullawil/Quambatook Road – Speed Signs Cr White enquired if VicRoads can be approached to install 80kph signs to slow traffic entering Nullawil. The Chief Executive Officer responded advising that correspondence had been sent to VicRoads and that the matter would be discussed with VicRoads at a meeting scheduled for 22 March 2012.

4.3.2 Cr White – Shire Dam in Nullawil Cr White raised a concern on behalf of residents of Nullawil about safety at Shire Dam in Nullawil. The Chief Executive Officer responded advising that he was unsure as to ownership of the dam but would arrange for a risk assessment to be undertaken. The Chief Executive Officer also commented that it was not normal practice to fence dams. Risk Warning signs were usually the first step in identifying and alerting the community to possible risk situations.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 59

4.3.3 Cr White – Dillon Lane Cr White enquired as to what progress has been made in addressing the continuing problem of the conflict between commercial traffic and domestic use of Dillon Lane. The Manager Assets and Infrastructure responded advising that a Consultant had been engaged to try to facilitate a solution to the matter through discussion with the commercial operators and adjoining land owners. The Consultant had been briefed and would commence discussions with interested parties in the next few weeks.

4.3.4 Cr Flett – Meeting With VicRoads – Regional Manager Cr Flett advised the meeting that he had heard discussion on local radio of the need for marked parking bays in Woods Street, Donald to ensure cars were parked as close to the kerb as possible. The Chief Executive Officer responded advising that this matter had been recently raised by the Donald Senior Citizens Club. The Chief Executive Officer indicated that he had responded to the Club advising the matter should be raised with Victoria Police. The Chief Executive Officer had also responded to the Club advising that Council was not supportive of the introduction of timed parking bays.

4.3.5 Cr White – Dumosa Truck Stop Cr White was enquiring on what progress has been made with this matter. Chief Executive Officer responded that a letter had been sent to the Hon. Terry Mulder, Minister for Transport, on the matter. The matter would also be discussed again with VicRoads at a meeting scheduled for 22 March 2012.

4.4 QUESTIONS FROM THE PUBLIC Nil.

4.5 ANY OTHER PROCEDURAL MATTER Nil.

4.6 URGENT BUSINESS Nil.

4.7 MATTERS WHICH MAY EXCLUDE THE PUBLIC Nil.

BULOKE SHIRE COUNCIL MINUTES – 14 MARCH 2012 60

4.8 ANY OTHER BUSINESS Nil.

5 NEXT MEETING

The next Ordinary Meeting of Council is to be held in the Donald District Office on Wednesday 11 April 2012 commencing at 7.00pm.

6 MEETING CLOSE Meeting closed 8.39pm.

BULOKE SHIRE COUNCIL AGENDA – 14 MARCH 2012