Annual Report 2009/10 Our Annual Report The purpose of the Annual Report is provide a year in review, to advise our community of the Council’s performance against objectives set out in the Council Plan 2009–2013 and against the 2009/10 Budget. An annual report is required to be lodged each year under the Local Government Act. The Annual Report has been developed to report on the 4 key commitments per our Council Plan: ! We will deliver good governance to the Hepburn Shire. ! We will help improve economic prosperity. ! We will assist our residents to improve the health, safety and vibrancy of our communities. ! We will guide our Shire towards environmental sustainability. It also reports on our performance against targets set in the 2009-10 Budget and includes the externally audits financial statements. Under the Local Government Act Council is required to prepare a performance statement on an annual basis. CONTENTS
Page 2 Our Year at a Glance A message from the Mayor and CEO
6 Our Shire Quick Facts
7 Our Towns
8 Our Councillors 12 Good Governance 12 Unlocking the past 14 Community Open Day – New Works Depot 12
19 Victorian Government Indicators
20 A More Prosperous Economy 20 An eventful bounty 22 Buy local 25 Healthy Safe and Vibrant Communities 25 25 Community planning 27 Transport successes 27 A Town Hall for the Community 28 Revitalising Clunes Town Square 28 Libraries Active in the Community 29 Community Honours and Awards 30 Community Grants 29 Environmental Sustainability 34 Living with fire 36 Eco-friendly car fleet 39 Our People 39 Executive Management Team 36 20 40 Service Awards 42 Our Volunteers 14 44 Statutory Information 46 Financial Snapshot
2009-2010 Financial Statements are contained in the CD attached inside the back cover.
The 2009-2010 Annual Report is available online at www.hepburnshire.com.au or at Council Office locations and libraries in the Hepburn Shire.
Page1 Our year at a glance A new organisational structure is in place with a clear focus on the Council Plan.
This has been a very busy year for the Hepburn Shire as we bushfire areas are in south west Victoria, including our towns worked towards the 75 actions identified in our Council Plan of Daylesford, Hepburn Springs, Creswick and Trentham. A 2009–13 while continuing to offer our wide range of services large amount of work was done during the year on bushfire across areas such as health, aged and disability services, recovery, including the development of the Hepburn road maintenance, recreation, waste management, planning, Community Recovery Committee and the Community building, heath, fire prevention and libraries just to name a Recovery Plan. few. A significant effort was also made on bushfire Our new organisational structure came into effect on 1 July preparedness, including working with the CFA in the 2009, introducing four departments – Sustainable identification and development of Neighborhood Safer Development, Corporate Services, Community Development Places. This was one of the challenges for our Council and Infrastructure and Asset Management – with a clear during 2009/10 and it will continue to be a challenge in focus on delivering the four key pillars of our Council Plan. terms of both time and resources in coming years as we work with our community, emergency service organisations In February 2010 we held a Community Open Day at the and other municipalities on implementing the outcomes of new Daylesford Depot which was a wonderful opportunity for the Bushfire Royal Commission. ratepayers and residents to come and meet with Councillors and Officers, to take a look at the newly completed The region had approximately 693,000 visitors in 2009. Our centralised works Depot and to showcase Council’s Economic Development and Tourism department has been operations and services. very active during the year as it builds alliances with key tourism bodies and businesses. Also during the year, we We are committed to continuous improvement in our commenced an Economic Development Strategy and this engagement with the community and more and more during will be completed early in 2010/11. The three largest events the year we were in the community discussing plans and held in Hepburn Shire annually are the ChillOut Festival, strategies for our Shire. Clunes Back to Booktown and Hepburn Swiss-Italian Festa. The Lyonville Community Plan and the Newlyn/Rocklyn Plan These events all attract upwards of 10,000 people to were both completed during the year, while the Glenlyon Hepburn Shire and generated well over $10 million dollars in Community planning process is in the initial stages. Our spending within the Shire. Council continues to financially commitment to community planning will continue throughout support these events as we see it as an important part of the 2010/11 when at least two more plans will be completed. vitality of our Shire.
The Musk Vale fire near Daylesford destroyed property and Environmental sustainability is one of our four Council Plan threatened homes two weeks after Black Saturday in Commitments. We believe it is important for Council to adopt February 2009. Almost one-third of the 52 declared high-risk a leadership role in this area, including raising awareness in
Page 2 A MESSAGE FROM OUR CEO AND MAYOR our community of the decreasing availability of oil and the need to look to renewable energy sources. We have committed to becoming a carbon negative organisation by 2013 and a carbon negative community by 2025. Commencing internally first we have made some progess including the installation of energy-efficient fittings and appliances in Council buildings and reducing the carbon output from our passenger fleet by 20%. We have also been pleased to see an increase in the levels of recyclable material processed. The coming year will see an even greater focus on environmental sustainability with the introduction of a new environmental levy which will raise additional funds to enable projects such as an “energy descent” action plan and increased funds for our Landcare groups across the Shire to assist in the great work that they do. We would both like to thank our fellow Councillors, executive management and leadership teams and Council Officers for their hard work and contributions during the year. Finally, we would like to thank the community for their ongoing feedback and their contribution to shaping the future of the Shire.
CR JANINE BOOTH Mayor
KAYLENE CONRICK Chief Executive Officer
CEO Kaylene Conrick and Mayor Cr Janine Booth
Page 3 OUR YEAR AT A GLANCE Highlights • Additional spending in excess of $250,000 on our • Making land available in Trentham for the establishment roads, drainage, footpaths and bridges compared to of a community garden. 2009/10. • Completing new amenities in Trentham and working • Installing a new document management system. with the local reserve committee to secure funding for • Establishing an Environmental Advisory Committee as a the upgrade of changing rooms and netball courts. reflection of our commitment to environmental • Supporting drawcard events including ChillOut, Back to sustainability across the Shire. Booktown and the Swiss-Italian Festa. • Completing two new community plans for the township • Initiating a Buy Local campaing in partnership with areas of Rocklyn/Newlyn and Lyonville. business and development groups across our main • Constructing our new centralised main works depot with townships. environmentally sustainable features and an improved • Introducing new management plans for five of our local work environment. reserves including Bath Street Reserve Trentham, • Reducing Council’s carbon emissions by 20% following Calembeen Park, Hepburn Springs Mineral Reserve, the introduction of new diesel and hybrid vehicles to our Jubilee Lake and Lake Daylesford. car fleet. • Working with the CFA to complete Township Protection • Establishing a new trial bus service from Old Hepburn Plans for each of our four designated high-rish bushfire to Creswick as part of our ‘Transport Connections’ townships of Daylesford, Hepburn Springs, Trentham program. and Creswick and designating three Neibhourhood • Revitalising Collins Place in Clunes with the Safer Places. construction of a Rotunda and amenities. • Hosting a Community Open Day at our newly • Refurbishing the historic Creswick Town Hall. completed works depot in Daylesford.
Future Directions We will continue to work towards our Council Plan • Developing a Waste Management Strategy to reduce commitments. Key plans for the future include: waste taken to landfill and investigate options for extension of kerbside collections. • Reducing our level of debt and ensuring new loans are • Commencing Daylesford main street revitalisatoin. only for assets that generate new revenue streams. • Reviewing the Municipal Strategic Statement to • Completing asset management plans for all our roads, address strategic directions in economic bridges and buildings and engaging the community to redevelopment, rural land, agriculture, environment understand service levels. Disposing of poorly utilised, and heritage in the Hepburn Shire. inefficient or surplus assets in consultation with the community where appropriate. • Completing a significant tree register to identify and collect data on trees of cultural, environmental, historic • Implementing a utility tracking system to measure and landscape significance to enable long-term Council's carbon emissions to monitor performance. protection under the Planning Scheme.
Page 4 OUR YEAR AT A GLANCE Performance Against the Council Plan Financial Results We have 75 initiatives in our Council Plan. In the area of For the year ended 30 June 2010, the Council achieved an Good Governance we have commenced or completed 21 of operating surplus of $2.1 million, which was in line with our the 25 items. budget of $2.6 million. Of note during the year was the completion of the We raised 50% of our revenue from ratepayers through "Councillor Code of Conduct" and the implementation of a rates and charges and 25% through recurrent and non- Risk department in our organisation. recurrent government grants. The Plan includes 16 initiatives that directly contribute to Due to the timing of government grants and the timing of achieving a A More Prosperous Economy with 13 of these when works needed to be completed, the $3 million Doug commenced during the year and one completed. This Lindsay Recreation Reserve project has positively impacted included our support of Tourism Hepburn, the our results and cash balance in both 2008/09, 2009/10 and commencement of the Economic Development Strategy and will again impact on 2010/11 when it is completed. support of our key events. Our cash balance at 30 June 2010 was $7.2m and our A further 13 of our 17 initiatives under the Healthy, Safe and working capital ratio was 185%. Vibrant Communities commitment have commenced. Of particular success were our community plans. Significant This value was inflated by a number of factors which are work in this and the area of Environmental Sustainability will detailed in our financial snapshot on Page 46. be made in the coming year. If all projects and capital works are completed as scheduled We have commenced 12 of the 17 initiatives designated to for 2010/11 it is anticipated that our cash reserves will achieve Environmental Sustainability and one, being the reduce to $3 million at 30 June 2011. management plans for Council-owned and/or controlled natural environments, was completed. In addition to the highlights noted on Page 4, details on our progress and also against our performance indictors can be found in upcoming sections of this Report.
! L-R Mayor Cr Janine Booth, Minister for Regional Development Jacinta Allan, Cr Tim Hayes, Premier John Brumby, and Minister for Small Business and Agriculture Joe Helper at the announcement that Clunes will join Creswick as a stop on the Ballarat – Maryborough passenger rail service.
Page 5 OUR SHIRE
Quick Facts Location Aboriginal History Central Victoria, just over an hour from Melbourne Hepburn Shire is on Jaara people country, of which members and elders of the Dja Dja Wurrung community Area – 1,470 km2 and their forebears have been custodians for many Population – 14,803 centuries. Number of staff – 166 (124 EFT) Number of councillors – 7 Our Main Towns Number of rateable properties – 10,320 Length of roads – 591 km sealed; 727 km gravel roads • Daylesford – 3073 residents • Hepburn Springs – 976 residents Shire Borders • Creswick – 3,064 residents • Clunes – 1,026 residents The Shire adjoins the City of Ballarat to the west; the • Trentham – 924 residents Shire of Moorabool to the south; Macedon Ranges Shire to the east; and Mount Alexander Shire to the north. The remaining residents live in the many small townships and rural areas across the Shire. Local Government History The Shire was created in January 1995 by the amalgamation of the former Shires of Creswick, Population Daylesford and Glenlyon, the Clunes portion of the Shire 14,803 of Talbot and Clunes and the Trentham portion of the Shire of Kyneton. 2010 is a significant year in local government throughout the Shire, marking 150 years 14,489 since the formation of many of the former local councils. 14,347 14,319 14,204 14,216
2003/04 2004/05 2005/06 2006/07 2007/08 2008/09
Canola field near Lawrence
Page 6 OUR TOWNS
Daylesford and Hepburn Springs Clunes The Shire of Hepburn boasts the highest concentration of The discovery of gold in a Clunes creek in 1851 sparked mineral springs in Australia – with most located around the beginning of the goldrush in Victoria and Clunes quickly Daylesford and Hepburn Springs. The springs have became the fifth largest town in the colony. Nestled in a attracted an equally large array of therapists. Health and picturesque valley, the town's robust history and wealthy well being services and experiences, provided in gold finds resulted in a richness of colonial architecture still conjunction with the mineral springs and spas, continue the to be found set amid wide streets. The town’s heritage region’s long tradition as a place of healing. buildings and ornate verandahs retain the illusion of The towns of Daylesford and Hepburn Springs reflect the yesteryear and Clune’s intact historic streetscape has been character of their early European heritage when Swiss- the location for many films, television and advertising Italian miners and other immigrants settled here and people productions, including the feature film “Ned Kelly” with travelled from afar to “take the waters”. Heath Ledger and Naomi Watts. Today the township is striving for a new future that seeks to Creswick blend the town’s heritage atmosphere with book browsing Picturesque Creswick has a rich heritage and has produced experiences. some of Australia’s most influential bureaucrats, politicians Trentham and business people. In 1885 the country’s 14th Prime Minister, John Curtin, was born in the town and called it Surrounded on three sides by the tall timbers of the home for some years. So did the multi-talented Lindsay Wombat Forest that once provided its wealth, Trentham is family, with artist Norman Lindsay perhaps the most famous often referred to as ‘one of the hidden secrets of Victoria’. of Creswick’s artistic sons. Trentham is home to Victoria’s highest single drop waterfall, formed from molten lava rapidly cooling as it Creswick was also the birthplace of the first union-led push flowed five million years ago along the Coliban River. Now to improve working conditions in Victorian mines at a time the Trentham Falls plunge 32 metres over basalt columns. when its Madam Berry Mine was once thought to have been the richest goldmine in Victoria. The town’s rich In recent times, Trentham has become home to a mining history is now part of a permanent feature display at range of artists who pursue and share their works across the local museum, retelling the New Australasian Mine many disciplines. A monthly Sunday farmers market Disaster of 1882 – Australia’s worst gold mining disaster. provides a showcase for the region’s fine natural produce. Creswick is also the Australian birthplace of reforestation. Forrester John La Gerche began re-planting areas ravaged by mining activity in 1882.
! Map showing key towns and the five ward boundaries across the Shire.
Page 7 Councillor team The seven Councillors of the Hepburn Shire were elected in November 2008 for a four-year term and represent the five wards of Birch, Cameron, Coliban, Creswick, and Holcombe.
Mayor – Cr Janine Booth Creswick Ward First elected – November 2005 “Proud moments in the Creswick Ward over the past year demonstrate the strength and capacity of this community to identify and work towards achieving its goals and aspirations. I was particularly proud to see the reviewed Community Plan launched in the town’s newly refurbished Town Hall – a project born out of the original plan. Council’s commitment to the ongoing development of the Doug Lindsay Recreation Reserve is further recognition of the community’s vision and commitment.”
Deputy Mayor – Cr Rod May Birch Ward First elected – November 2008 “Thinking globally and acting locally is as important as ever. Being kind, not being overcome by regulations and bureaucracy and having some fun in making change is a reason for pride in our community.
Cr Bill McClenaghan Holcombe Ward First elected – November 2005
“Holcombe Ward is unlike any other in the Shire – the only actual town is Glenlyon and otherwise there are several small rural communities. In this very rural corner of the Shire these small communities are doing amazing things with community planning. My proudest moments have been watching these small communities flourish and achieve and I feel very privileged to work with them and be part of their development.”
Page 8 OUR COUNCILLORS
Cr Tim Hayes Cameron Ward First elected – March 2006 “I have been very proud to work with Creative Clunes over the past 12 months. As well as another very successful Back to Booktown, the Clunes Booktown Bookshop was established as a community enterprise, all year round. The State Government’s decision to include a Clunes stop on the reinstated passenger rail service will provide another great boost to the town.”
Cr Don Henderson Creswick Ward First elected – November 2008 “Of the many highlights in Creswick Ward perhaps the most exciting was the return of the passenger train service bringing with it the possibility of greater services and connectivity for our community. Pulling out of the station and looking over to the now fully funded Doug Lindsay Recreation Reserve made the maiden voyage to Maryborough with ratepayers and residents all the more satisfying.”
Cr Sebastian Klein Coliban Ward First elected – November 2008 “My highlights for the year include seeing the Trentham ReGENerate youth group raising funds and having fun at the Spud Fest/Bury Me In Autumn gig at the Trentham Recreation Reserve. Great to see the kids making their own fun. It will be great to see the visitors change rooms at the sports ground fit for use.”
Cr Jon Barrell Birch Ward First elected – November 2008 “My personal proudest moments for Birch Ward include the participation in the Australia Day and Anzac Day ceremonies and the many festivities that occur in our area including ChillOut, the Swiss-Italian Festa and Words in Winter. I also value the enormous community involvement in an array of activities.”
Further information on our Councillors can be found by visiting our website: www.hepburnshire.vic.gov.au
Page 9 OUR COUNCILLORS The Decision Making Process Section 86 Committees Council has an ordinary meeting once a month which is held • Doug Lindsay Recreation Reserve Committee at different locations throughout the Shire to ensure the • Clunes Town Hall Committee community has the ability to attend if they wish. Councillors • Drummond Hall Committee are also briefed on relevant issues during informal sessions • Creswick InfoLink Committee weekly. • Clunes Museum Committee The Executive Management Team, comprising the CEO and • Creswick Museum Committee four General Managers, meets weekly. Operational and • Lyonville Hall Committee Organisational decisions of Council are made at these • Glenlyon Recreation Committee meetings. The Extended Leadership Team, comprising the • Clunes Community Centre Committee CEO, the General Managers and other managers and • Clunes Community Housing Committee coordinators who supervise staff, meets monthly. • Dean Recreation Reserve Committee • Lee Medlyn Home of Bottles Committee Councillor Training and Development • Campbelltown School Grounds Committee In July 2010 all Councillors undertook Workplace, Advisory Committees Governance, Code of Conduct, Planning 101, Meeting Procedures and OH&S training. Councillor Code of conduct Committee Represetative In November 2009, a Councilor Code of Conduct was Agricultural Advisory Chair - Cr Rod May passed by Council. This Code of Conduct is part of Council’s Committee commitment to governing our Shire effectively and adhering to the principles of good governance. The employee code of ARC Advisory Committee Chair - Cr Jon Barrell conduct is currently under revision. Bobonaro Friendship Group Chair - Cr Sebastian Kllein Attendance at Council Meetings Advisory Committee 1 July 2009 – 30 June 2010 Cultural and Arts Advisory Chair - Cr Tim Hayes Committee Ordinary Special Meetings Meetings Creswick Development Representatives - Crs Committee Janine Booth and Don (12 held) (8 held) Henderson Cr Barrell 11 8 Heritage Advisory Chair - Cr Don Henderson Cr Booth 11 8 Committee Cr Hayes 11 8 Hepburn Mineral Springs Chair - Cr Jon Barrell Advisory Committee Cr Henderson 12 8 Municipal Fire Prevention Cr Bill McClenaghan Cr Klein 11 6 Committee Cr May 12 8 Recreation Advisory Chair - Cr Janine Booth Cr McClenaghan 12 8 Committee
Wombat Hill Gardens Chair - Cr Jon Barrell Committees of Council Advisory Committee Council could not operate effectively without the assistance Youth Advisory Committee Chair - Cr Sebastian Klein of the large number of volunteers represented on Council’s Section 86 and Advisory Committees. Environmental Sustainability Chair - Cr Rod May Advisory Committee
Page 10 OUR COUNCILLORS Audit and Risk Committee • Burning of Offensive Materials • Keeping of Animals. The Audit and Risk Committee is an independent advisory committee to Council. It is comprised of three external A permit may be required to carry out various activities independent members including Mr Robert Taylor (Chair), under General Local Law No. 2, such as holding a street Mr Les Eastcott and Mr Peter Barton and two councillors – stall. Cr Rod May and Cr Don Henderson. Copies of these documents are available on our website. Alternatively please contact our offices for further The Committee met four times during the year: August, information. November, February and May. At these meetings the committee considered the following agenda items: Freedom of Information Requests • Review of Risk Event Summary The Freedom of Information Act 1982 provides all residents • Summary of Monthly Finance Reports and ratepayers a legally enforceable right to obtain access • Mid-year Budget review to a document in accordance with this Act. Freedom of information requests must be made in writing and be • Annual Budget review accompanied by an application fee. • Internal audit reports issued • External audit report and management letters issued • Review of Compliance obligations 8 • Progress on all internal and external audit 8.0 recommendations on a quarterly basis. 6 6.0 5 Internal Audit Reviews Conducted in 2009/10 4.0 • Occupational Health & Safety for Contractors (Nov 2.0 2009) • 0 Rate revenue (March 2010) 2007/08 2008/09 2009/10 • Corporate Governance (May 2010).
External Audit Reviews in 2009/10 FOI requests • CMP Insurance Audit (Nov 2009) • Annual Financial Statements Audit (Aug 2009) • Life Saving Victoria audit of pool operation (Feb 2010).
In 2009/10 Council appointed internal auditors Pitcher Partners for three years.
Local Laws The Local Government Act gives Council the power to make local laws. We have two local laws: • Local Law No. 1 – Meeting Procedures and Common Seal • General Local Law No. 2 – Community Amenity and Municipal Places. In particular, General Local Law No. 2 covers issues such as: • Public Street and Road Usage • Alcohol consumption
Page 11 The TRIM project unearthed such treasures as this Poundkeepers Book and Consolidated Miner’s Right dated 1897
Page 12 GOOD GOVERNANCE
Unlocking the past The Hepburn Shire Council’s TRIM Project has led to improved efficiencies and timeliness in responding to enquiries while uncovering some forgotten treasures hidden in the files.
A Pound Keeper’s book from the 1860s was one of the Good record keeping lies at the heart of good governance. unexpected discoveries found during a major records Every member of staff at the Council has record keeping management project within the Hepburn Shire Council this responsibilities. The TRIM project, named in recognition of past year that had its focus clearly on the 21st century. the new system chosen to manage the Council’s electronic records, was implemented to ensure staff had both the As staff across the organisation embarked on a program to organisational support required to manage records migrate tens of thousands of electronic files and documents appropriately to meet appropriate governance standards to a new records management system, two archivists were and community responsiveness. deployed to the “back shelves” where numerous but uncatalogued paper records were stored. The implementation program touched every every corner of the organisation, with thousands of documents transferred The Pound Keeper’s Book was the oldest item found. Its to the new system. The full migration of documents and the glorious hand-printed entries in meticulous copperplate staff training program were completed in April. The project script were among numerous old documents that have now showcased a new cross-functional team approach that been assessed for classification. Those to be preserved will proved so successful it has now been adopted as a be transferred to either the State’s public records office or standard project model for the delivery of all Council’s key local museums.
Other finds included miner’s rights certificates, contracts for the day hire of a cart and dray and even the original contract for the supply of public lighting in Daylesford by the India Rubber and Gutta Percha Company which operated a generating plant in the town. ! Ed Butler Many of the paper records dated back to well beyond the searches through the archives at the formation of local governments in the Shire’s townships. Daylesford Town While most proved to be merely curios from a bygone time Hall with little historic significance, all warranted proper assessment and classification.
Significantly, the program has already led to less dependence on paper records across the Council and projects – from the implementation of reserve management improved efficiencies and timeliness in responding to action plans and fire management preparation through to enquiries from our ratepayers, other agencies and potential the construction of a major recreational facility at the Doug new businesses and residents. Lindsay Reserve in Creswick.
Page 13 GOOD GOVERNANCE Community Open Day would bring to Council’s infrastructure and parks and gardens services. The completion of the new centralised works depot in It was soon realised that the day would provide a great Daylesford toward the end of 2009 proved to be the opportunity to engage with community members right beginning of a much bigger story. across the Shire. The result was a Community Open Day held at the new depot on the Trentham Road on 27 February 2010. Exhibits, interactive displays and hands-on demonstrations were on offer covering everything from our youth and aged care services, our library network, safe food handling and recycling through to information on how to run a community event or register a new food or accommodation business. All of the Council’s service and program areas were included, along with a free micro-chipping session for pets. A sausage sizzle, birds or prey exhibition and jumping castle proved fun for the kids – while everyone from aged six to 66 loved the opportunity to clamber over the Council’s ! Exploring the equipment on display at the Open Day in February grader and other plant. It was always going to be a big moment for the men and At day’s end more than 350 people took the opportunity to women who worked in our maintenance and parks and take the behind-the-scenes look at the Council’s operations gardens teams. and meet staff and Councillors in an informal setting. The community too stood to benefit from the efficiencies, safety innovations and water saving technologies the new depot brought to the management of infrastructure across Depot a Showcase for Efficiency and Safety the Shire and maintaining the amenity of our townships. Another dividend was the journey Council staff commenced The new works depot at Daylesford was designed to get with community members as we started to introduce the Council’s big machinery and fleet of utes serviced in organisational changes to strengthen our community the shortest time and back on the road doing what they engagement. Effective community engagement is one of the were bought to do. These efficiencies have also come with five essential ingredients of Good Governance identified in important improvements in occupational health and safety our Council Plan. We believe effective community for workers at the depot. engagement will lead to better decisions. In late 2009 a team of officers from across the Council set to The workshop’s fully adjustable hoist can handle and organising an Open Day at the new depot as a way to service the biggest plant, including the Caterpillar Grader, demonstrate the tangible benefits such a modern new facility with mechanics now able to walk and work comfortably under the equipment. Tools can be brought in right next to the mechanic and there is no need to crawl or slide under heavy vehicles.
The depot is also eco-friendly. Water is harvested off the roof system feeding into a large underground tank. The water is used throughout the buildings and in the vehicle wash bays where it is recycled. Another advantage of the large site on the Trentham Road is the facility to store bulk raw materials such as the rock and gravel used in road repairs. This allows Council to take advantage of cost fluctuations and the material is on hand ready to go when the weather breaks and all crews are needed to be out repairing roads. ! Peter Reeve and David Poole on cooking duty during the Open Day
Page 14 GOOD GOVERNANCE
Gerald Daly, with the Council for 19 years, gets to work in the new Daylesford depot
Page 15 GOOD GOVERNANCE
At a Glance Highlights Number of Hits on the Council Website • Implementing a new electronic document management system to enable better management of our corrospondence. • With the addition of a Risk and Property Manager during 411,580 the year, a risk management framework was developed 374,741 to support our policy and strengthen Council’s risk management. This organisation-wide framework requires all employees and contractors to apply proactive, 265,026 systemic and consistent risk management practices in the delivery of Council services. 191,146 185,007
Future directions • Adopt and implement the Community Engagement 2005/06 2006/07 2007/08 2008/09 2009/10 Framework which is a key tool in meeting our commitment of effective community engagement. The Framework will be presented to Council in August 2010. • Training and skill development for our current employees to maintain optimum levels of service to the community Rates per Assessment and to meet the Council’s ongoing organisational needs. $1,300 • Completing a refresh of our website as part of an organisational committment to maintain a functional and up-to-date information tool for Council and the community. The new look will include a new business directory for the Buy Local project, a new Focus On $1,225 section with click through to relevant supporting pages to $1,218 highlight key programs, events and emergency information. $1,150 $1,150
$1,110 $1,075
$1,007
$1,000
2009/10
2008/09
2008/09
2007/08
small rural rural small shire average shire
Page 16 GOOD GOVERNANCE
Key Result Area: We will deliver good governance to the Hepburn Shire
Delivered by our • Financial, information, executive and Councillor services • Organisational development • Civic facilities
How Good Governance is Being Achieved Under the Council Plan Status
In order to enhance our understanding of governance, all Councillors have completed Workplace, Governance, Code of Conduct, Planning 101, Meeting Procedures and OH&S training during the year. !
Councilor Code of Conduct adopted by Council in November 2009. !
Working towards ensuring our Shire is an Employer of Choice, draft vision and values have been developed. ! Additional spending in excess of $250,000 has been spent on our Shire infrastructure assets compared to the prior year. ! Work has commenced on asset management plans for our roads and bridges. The resulting improved Commenced prioritising of renewal and maintenance works also demonstrates our continuous improvement approach. Identification and disposal of poorly utilised, inefficient or surplus assets has commenced with the sale of Commenced Canterbury Street, Clunes in January 2010. Council has signed up for the telecommunications shared service contract in order to reduce costs without reducing service quality. ! Black Spot Funding was obtained for Back Hepburn Road ($550,000) and Victoria West St Clunes ($34,000). ! Briefings were provided to Catherine King MP, Joe Helper MP and Geoff Howard MP to ensure funding and partnership opportunities for the Council were maximised. This is a further demonstration of our continuous ! improvement approach. We worked cooperatively with eight councils within the region to attract additional funding to the Local Government Sector through the Mayor and CEO’s participation in bi-monthly forums. ! Council appointed a Risk and Property Manager in December 2009 to strenghten our risk management. A Risk Management Framework was adopted requiring all employees and contractors to apply proactive, systemic and consistent risk management practices in the delivery of Council services, further ! demonstrating our continuous improvement approach. All members of the Extended Leadership Team completed a two-day offsite Community Engagement Course. This training will be mandatory for all new managers as part of our continuous improvement ! approach.
Council continues to support staff participating in community leadership programs. Our Recreation Officer participated in the Ballarat and Western Region Leadership Program. Our customer service officer graduated from the Loddon Murray Community ! Leadership Program during the year.
Page 17 GOOD GOVERNANCE
Key Performance Indicators
At 30 June Performance measure Target 2010 Annual customer contact Increase in community satisfaction with Council’s consultative processes. 68% increased to 74% Underlying result ratio – Adjusted net operating result/total underlying revenue. -$1,668,000 $534,179 Current Ratio – Current assets/current liabilities. 111% 185% Operating Cash flow ratio – Net operating cash flows/underlying revenue. 39% 37%
Borrowing ratio – Non-current liabilities/own-sourced revenue. 28% 26%
Sustainability Hepburn Shire Council recognises the importance of on the condition of the asset. The work completed during economic, social and environmental sustainability. This is the year has assisted the Council in assessing what evident throughout our Council Plan and the initiatives we actually needs to be spent and will assist in formulating our have set to meet this commitment. 10-year financial plan. Each year key performance indicators are set to ensure we A Service and Asset Working Group comprising staff from are focussed on this commitment. Progress towards social across the organisation was set up in May 2010. The and environmental sustainability is detailed in later sections purpose of this group is to provide a coordinated and of this Report. integrated approach to asset management across the organisation and to develop increased understanding of the Being a small rural shire with a low rate base in comparison need to actively manage existing assets by staff, to our land size brings increasing financial challenges. Councillors and the community. During the year we sought additional funding and we The Asset Service and Working Group was involved in collaborated with other councils to find better and more reviewing the Roads Asset Management Plan and the efficient ways of delivering services. In 2010/11 we will Bridge Asset Management Plan that were adopted by develop a 10-year financial plan to guide the Council for the Council post year end. This group’s focus for 2010/11 will next decade to ensure we are able to meet the needs of be to establish service levels for the Council’s buildings and our community and our staff and that we have sufficient develop a Buildings Asset Management Plan by 30 June cash reserves to deal with any unexpected events in the 2011. future. With the assistance of the MAV Step Program condition Continuous Improvement (previously Best Value) reports were completed on our roads, bridges and buildings Continuous improvement is evident in our Council Plan and during the year. discussed across our organisation at an executive, The “infrastructure gap” is a key measure of sustainability extended leadership and department level. Evidence of our and identifies the difference between what is being spent continuous improvement approach is specifically on infrastructure renewal and what should be spent based addressed in our Council Plan key result areas.
Page 18 VICTORIAN GOVERNMENT INDICATORS
Indicator Description 2009/10 2008/09 2007/08 Overall performance Community Satisfaction Result for overall performance. 56% 58% 52% Advocacy Community Satisfaction Result for Council's advocacy and 57% 61% 55% community representation on key local issues. Engagement Community Satisfaction Result for Council's engagement in 54% 54% 48% decision making on key local issues. All rates Average rates and charges per assessment. $1,218 $1,110 $1,007 Residential rates Average rates and charges per residential assessment. $1,113 $1,010 $926 Operating costs Average operating expenditure per assessment. $2,041 $1,970 $1,293 Capital expenditure Average capital expenditure per assessment. $639 $473 $640 Infrastructure Ratio of current spending on capital renewal of existing 94% 68% 53% infrastructure assets which returns the service potential or the life to its original. Infrastructure Ratio of current spending on capital renewal of existing 96% 77% 90% infrastructure assets which returns the service potential or the life to its original plus capital spending on maintenance. Debt Average liabilities per assessment. $883 $748 $695 Operating result Operating result per assessment. $962 $1,260 -$38
LOCAL GOVERNMENT IMPROVEMENT INCENTIVE PROGRAM
Hepburn Shire Council has complied with the National This certification will be lodged separately with the Minister Competition Policy. This Policy covers compliance with by 30 Sepember 2010. Trade Practices, Local Laws and Competition Neutrality.
Page 19 Back to Booktown, held in May attracted 15,000 visitors to the historic town of Clunes
Page 20 A MORE PROSPEROUS ECONOMY
An eventful bounty Our events showcase all that is good about our communities.
The diverse and creative communities within the Hepburn 50-100 visitors one Sunday afternoon. It has been hosted in Shire have given rise to a growing number of drawcard the town every year since over Victoria’s Labour Day long- events unique throughout regional Australia. ChillOut in weekend in March and today regularly attracts around Daylesford and Back to Booktown in Clunes have cemented 25,000 visitors. Economic research from the University of a place for themselves on the Victorian events calendar and Wollongong has estimated that the festival now generates now attract tens of thousands of visitors each year. They between $6-8million direct economic benefit to the Shire. combine to contribute around $10 million to the local economy – all on the back of a substantial volunteer effort. Clune’s Booktown event burst on the scene in 2007 when a group of local townspeople gathered to explore ways of The Hepburn Shire Council recognises the need to support addressing rural decline in the town. Having looked to the these key events with both operational and financial emergence of booktowns in Europe as rural renewal assistance. Events are a key plank in Council’s commitment projects, a committee was formed to run a Booktown for a to foster economic prosperity for all our residents. In Day. A crowd of 3000 was anticipated. Instead 50 traders 2009/10 the partnerships between Council and local event booked in to set up stalls in and around the old gold town’s committees were for the first time backed by Memorandums historic buildings to sell their second-hand and collectable of Understanding. books and some 8000 visitors attended. The success of the event led to the creation of an annual two-day event held in Each Memorandum of Understanding (MOU) sets out May each year which now regularly attracts 12,000-15,000 Council’s commitment to supporting the event. Under the visitors. The organisers have sought independent MOUs our local events become more sustainable and the verification of the direct economic impact of the event to large economic impact they can have on small towns is the region and while these figures were still being finalised demonstrated. The MOUs also provide the organisers with a at year end initial estimates placed the figure at around sense of recognition and confidence. Under the MOUs in $3 million. 2009/10 Council contributed $30,000 to ChillOut and $10,000 to Back to Booktown, in addition to significant Council also continued its commitment to providing operational support with rubbish, traffic management, food assistance to the festivals and events which celebrate the handling and tourism promotion. A third MOU is now being rich cultural heritage of the Shire and which further define drawn up for the Swiss-Italian Festa which is increasing in our contemporary communities. In 2009/10 Community visitor numbers and community participation. Events Grants were introduced into Council’s Community Grants Program for the first time with grants allocated to ChillOut began as an annual festival of the Springs Creswick Forestry Fiesta, the Swiss – Italian Fiesta, Connection, a local gay and lesbian business group in Trentham Spudfest, Daylesford New Years Eve Gala and Daylesford in 1997 attracting some 10 stall holders and Clunes Banquet @ Bailey.
Page 21 A MORE PROSPEROUS ECONOMY Buy Local The aim of the Buy Local Hepburn project is to influence the incentive for businesses to be active participants in the purchasing decisions of the community to encourage education program and business directory. individuals and businesses to buy locally. The project has two primary target audiences: local business and individual The project has already produced some valuable results. community members. Sandy Cummins of Sandy C Marketing expressed her delight with an unexpected outcome. Sandy stated that The Buy Local Campaign project was an initiative of key “being a participant in the Buy Local Campaign was a very stakeholders in the Hepburn Shire, including Regional positive experience. After promotion of my marketing Development Victoria, Hepburn Shire Council, Clunes business I was approached by a number of local marketers Tourist and Development Association, Creswick and District in the area which resulted in the creation of a network. The Development Association, Daylesford District Business Buy Local Campaign has provided benefit to the wider Group, Daylesford Macedon Produce, Sustainable Hepburn community”. Association Renewing the Earth, Tourism Hepburn and the Trentham Business and Tourism Group. Another participating business was Cocoa Chai of Creswick. Naomi Vinden, the business owner and Sue Vinden, who is The total project cost was $17,350 with Regional managing the process for the business, said “the Buy Local Development Victoria providing $10,000 in funding and campaign is gathering momentum; the more registrations Hepburn Shire Council contributing $3,600, with the other the greater the benefit and I am looking forward to the next project partners contributing cash and in kind. The project stage. Promotion about local business to our shire is very focus was on educating and encouraging businesses to exciting. It will be great for the community to understand the purchase goods and services for their business from local wealth of skill and diversity of business product Creswick suppliers wherever possible. The project aimed to achieve has available”. this through:
Conducting education sessions for businesses to: • present the benefits of buying locally • provide advice about how to source local products and services • offer opportunities for local businesses to share their experiences of buying from local suppliers and service providers • invite local businesses and suppliers to showcase their goods and services • provide advice about how to put together an effective Buy Local deal.
Developing a Buy Local business directory and database: • to be updated directly by business operators online • to be accessed as a directory from the Hepburn Shire Council website and in hard copy. A marketing campaign has been developed for the broader Hepburn ! Trentham, Daylesford/ Hepburn Springs, Creswick Shire community with an aim to and Clunes Buy Local encourage local residents to buy businesses were each locally through highlighting those featured in consecutive businesses that are a part of the Buy Local business editions of the local paper directory and database. The campaign in turn provides an the Daylesford Advocate
Page 22 A MORE PROSPEROUS ECONOMY
At a Glance Highlights Total Businesses Hepburn Shire • Supporting eight drawcard and emerging community events across the Shire including ChillOut, Back to 1,400 Booktown, the Swiss-Italian Festa, Creswick Forestry " 1,392 Fiesta, Trentham Spudfest, Banquet@Bailey, the 1,350 Daylesford New Year’s Eve Gala and Parade and " 1,362 Speedway-She-Way. 1,300 • Visitors attending our Visitor Information Centre " 1,311 numbered 95,000 – up on 76,450 in 2008/09. " 1,278 • Actively promoting the ‘Massage en Mass’ campaign 1,250 which saw Daylesford break the world record for the largest ever simultaneous massage. This was part of the State Government’s $7.3 milion ‘Daylesford: Lead a 1,200 2003/04 2004/05 2005/06 2006/07 Double Life’ campaign launched in August to cement the region as Australia’s premier spa destination. • Signing a Memorandum of Understanding with Tourism Victoria and other councils in the region to fund a new Regional Tourism Board, committing $75,000 for three Number of Building Approvals years. 150.0 • Supporting the Clunes ‘Villages’ video filmed in the town 145 in partnership with Daylesford Macedon Ranges Tourism 112.5 134 and the local community. 118 103 75.0 • Issuing 75% of planning permits and 93% of planning amendments within the 60-day statutory timeframes. 37.5 Future Directions 0 • Prepare main street revitalisation plans for our key towns 2004/05 2005/06 2006/07 2007/08 and complete as a priority the rejuvenation of Vincent Street Daylesford. • Review the Municipal Strategic Statement to address strategic directions in economic redevelopment, rural land, agriculture, environment and heritage in the Hepburn Shire. This review is also a part of our Planning Applications Lodged commitment to continuous improvement. 500 498 465 375 409
250
125
0 2007/08 2008/09 2009/10
Page 23 A MORE PROSPEROUS ECONOMY
Key Result Area: We will help improve economic prosperity
Delivered by our • Economic Development and Tourism services • Town Planning services • Events services
How a More Prosperous Economy is Being Achieved Under the Council Plan Status
Work has commenced on the development of an Economic Development Strategy. Commenced
Supporting tourism development across the Shire through the establishment of Tourism Hepburn Inc (replacing Hepburn Regional Tourism Association) and signing a Memorandum of Understanding with Tourism Victoria and other councils in the region to fund a new Regional Tourism Board, committing ! $75,000 for three years.
Highlighting our commitment to tourism development, Memorandum of Understandings (MOUs) have been signed with two of our drawcard events: Back to Booktown and Chillout. !
Work has commenced on the review of the Hepburn Planning Scheme, to attract stronger investment Commenced in our Shire. “Buy Local” campaign commenced in April 2010 (see full details on page 22). !
Council management has been involved in developing the Central Highlands Information and Communication Technology (ICT) business case proposal for prioritising our region for the next round Commenced rollout of the National Broadband Network.
Key Performance Indicators
Performance measure At 30 June 2010
Develop a draft Economic Development Strategy by 30 June Commenced, with completion due October 2010. 2010
! Massage en Masse – Council took part in the world record for the largest ever simultaneous massage set at Lavandula Lavender
Page 24 HEALTHY SAFE AND VIBRANT COMMUNITIES
Community planning Giving our communities a voice for their future.
Hepburn Shire Council actively supports its township many of the original objectives having been met the communities to define their own futures and plan for and Creswick Development Committee in 2009 led a community achieve their own goals. Community Planning is a key plank review and drafted a new plan for the period 2009 – 2013. in sustaining our vibrant and resilient communities. Through The Creswick Ward Community Plan contains a number of Communiy Planning local residents make decisions and act goals including enhancing economic development and on what is important. developing the town’s strong arts and heritage culture. The Trentham community is taking a different approach to community planning. Generally the process is initiated by an approach by Council. In Trentham the motivation for a Community Plan has come from the townspeople and residents have organised themselves into two strategic groups: sustainability and community planning. They have chosen to approach community planning more # Residents from Glenlyon and district during a Community Action Plan independently and will receive Council support to do this. meeting Over the past year Council officers have worked with Council adopted community planning, along with a communities in Lyonville and Newlyn/Rocklyn to develop framework for its implementation, in 2007. Since then their Community Action Plans. Clunes and Yandoit/Franklinford/Clydesdale (now renamed The Lyonville Community Action Plan has defined five the Jim Crow Planning Group) have completed Community ‘focus’ areas including a civic plan, fire plan, environmental Plans, with local Community Planning Groups well advanced plan, services plan, tourism plan and communications plan. on progressing many of the projects. Key projects included in the Plan are upgrading the local hall The Jim Crow Planning Group identified upgrading the local and hosting more community activities, acquiring a CFA tennis courts, retention of the dam for a local water supply, tanker, improving mobile communications, establishing a supporting the acquisition of a small fire fighting unit, and town newsletter, improving town signage, re-establishing a establishing a community garden as among their priorities. tourist railway and the creation of cycling trails. The Plan also supported the formation of a film society which now screens monthly features in the local hall. The Newlyn/Rocklyn Community Action Plan identified 23 priority actions including keeping the local school open, Economic development was a key action item for the Clunes improved public transport and drinking water quality, Planning Group and in 2009/10 the group hosted an establishment of a community noticeboard and newsletter, economic development forum attended by community community activities, beautification of the local roundabout, members, Council officers and representatives of a number walking tracks, establishing kerbside waste collection and of State Government departments. The Plan has also lent its restoring the local Avenue of Honour. support to a major redevelopment proposal for the local historical museum and improvements to sporting facilities. During 2010/11 a Community Action Plan will be completed Creswick was the first community in the Hepburn Shire to for Glenlyon and District. The Plan is currently in draft form develop a community plan which took place in 2003. With and expected to be completed by September.
Page 25 HEALTHY SAFE AND VIBRANT COMMUNITIES
“Gives everybody the chance to have a "Community planning is a vital way to say in where the town is heading for the improve our quality of life" future”
ANDY HILL MATTHEW DODDRELL CLUNES COMMUNITY LYONVILLE PLANNING COMMUNITY GROUP PLANNING PROUP
STEPHEN FIONA O’CONNOR BELLINGHAM
JIM CROW NEWLYN PLANNING ROCKLYN GROUP PLANNING GROUP
“The involvement of three communities “The community plan brings together together as one. The community is people from all walks of life” behind us”
Page 26 HEALTHY SAFE AND VIBRANT COMMUNITIES
Transport Successes Roll On Transport Grants Hepburn Shire Council continued its active partnership with A total of $5,907 was provided to 10 community groups to the Front SEEAT Transport Connections project to help overcome transport barriers across the Hepburn Shire implement a number of significant initiatives throughout in 2009/10 – almost doubling the size of last year’s 2009/10. This included delivering the VicRoads L2P program. program in townships across the Shire in collaboration with The grants recognise that our rural communities face the Hepburn Health Service. The program assists young transport challenges that can stop people taking part in learner drivers to get their required 120 hours of driving important activities. Direct funding is provided to groups experience. under the Council’s Front SEEAT Transport Connections Project to help community groups pay for public transport, hire buses or other costs related to getting residents to community events. The program also provides support for groups running initiatives to provide ongoing transport benefits to the community, such as purchasing wheelchair access ramps or running bicycle safety workshops.
A Town Hall for the Community Completion of renovation works at the Creswick Town Hall has seen the heritage building resume its place in the # Transport Coordinator Simon Evans community as a venue for high-calibre performances, concerts and exhibtions. The works included repainting, new lighting, construction of an all access entrance, Council introduced the Old Hepburn to Creswick trial bus connection of the hall to natural gas and conversion of service in October after a successful funding application to existing heaters and kitchen upgrade. the Department of Transport. The six-day-a-week service enables Daylesford and district residents to connect to the The preparation work for the painting was carried out over Ballarat Transit bus and Maryborough-Ballarat train in a series of community working bees organised by the Creswick. The trial has transported more than 1,000 people Friends of the Town Hall which saw the walls, doors, and will now run until 31 December 2010. skirting boards and windows stripped and patched. The Friends also repainted the kitchen. Feedback from the community told Council that existing Council allocated $62,000 for the project which was topped timetables were difficult to understand, with the need to link up by a $93,500 grant from the Department of Planning several transport services together making it all the more and Community Development’s Community Support Fund. difficult. Location specific timetables were created to simply Further renovations to the part of the building used to the information and published on the Council’s web site. house the Creswick Museum will be completed in 2010/11. Surveys to assess the transport needs of residents in Trentham and Clunes were conducted to help Council understand the transport needs of these communities. The results backed Council’s support for a Clunes stop on the new Maryborough passenger rail service and identified the need for a bus service from Trentham to Kyneton. By year’s end a new bus trial was launched in Trentham and the State Government had completed the construction of the Creswick Railway station as part of the reopened Maryborough passenger rail line and announced the # The refurbished stage of the Creswick service would also stop at Clunes along with a Town Hall. $7 million investment to overhaul the railway station.
Page 27 HEALTHY SAFE AND VIBRANT COMMUNITIES Revitalising Clunes Town Square Libraries Active in the Community Significant grants from both the State and Federal Hepburn Shire Council is one of seven councils that make Governments allowed the Hepburn Shire Council to up the Central Highlands Regional Library Corporation. In revitalise Collins Place in Clunes with the building of a new 2009/10 library loans within the Hepburn Shire increased rotunda and amenities block. 11.3%. A variety of activities were held in each of the three library outlets located in Daylesford, Clunes and Creswick The rotunda, which was a feature of the including visiting authors Andrew Plant, Alice Pung and community-driven master plan for Collins Place, was Robert Hillman. funded through a $90,000 grant from the State Government through Regional Development Victoria’s At Clunes, the library actively participated in the annual Small Town’s Development Fund and $30,000 from the Words in Winter and Clever Town Challenge event and for Federal Government’s Regional and Local Community the first time hosted a book valuer providing rare book Infrastructure Program. assessments as part of the Back to Booktown festival in May along with a successful secondhand book sale. The new amenities block features environmentally sustainable solar panels and a water reuse system. In Creswick, library refurbishment received the Council’s entire library allocation of $7,000 towards capital works with The works support an important meeting place for the the upgrade achieving an open, brighter and more inviting township and has already seen the staging of community space. The library opened on the Sunday of the concerts by students at the Wesley Clunes Campus, Creswick Forestry Fiesta and also participated in the local bands during the annual Back to Booktown event and Lindsay Festival by hosting a display of rare Lindsay books. shade and seating for the community’s annual Australia Day barbecue. The Daylesford Library started a Young Adult Book Club which was run on a monthly basis to encourage young adults to share their love of reading and promote the library service as a welcoming place to young adults. Baby Rhyme Time sessions also started on a regular weekly basis in conjunction with pre-school storytime. The Corporation completed a Strategic Review in December 2009 which provided options for governance and funding changes to improve services. Six of the member councils, including the Hepburn Shire Council, indicated support for an improved Corporation Model with council employing staff and adopting a Library Plan to increase collection expenditure and improve funding by 2014/15. The City of Ballarat will further consider its options, with an indication that it may withdraw from the Corporation by 30 June 2011. The Board had indicated that it will now reflect on all options and work collaboratively to devise a library model that best meets the needs of each council and their communities.
# Member for Ripon Joe Helper, Mayor Janine Booth, and Member for Ballarat Catherine King in Collins Place
Page 28 HEALTHY SAFE AND VIBRANT COMMUNITIES COMMUNITY HONOURS AND AWARDS
Our Australia Day Honours Each year Hepburn Shire Council recognises the important contribution volunteers of all ages make to our community at the annual Australia Day Eve ceremony at Daylesford Town Hall where presentations are made to the Citizen of the Year, Young Citizen of the Year and the Community Event of the Year.
Mr Mac Fawcett of Clunes was named Citizen of the Year, with Joshua Gilligan of Daylesford named Young Citizen of the Year. The Community Event of the Year was awarded to Banquet@Bailey hosted by the Clunes Tourist and Development Association. Women’s Honour Roll # Bands perform for the crowd gathered at the Council-sponsored Long-time Daylesford resident Meg Elliot and local midwife Skool’s Out event. Sally McRae were inducted onto the Hepburn Shire Council’s Women’s Honour Roll in March 2010. The Roll, now in its sixth year, pays tribute to women from across the Shire who have made significant contributions to improving community life in the Hepburn Shire. The Women’s Honour Roll event is held as part of the Hepburn Shire Council’s celebration of International Women’s Day. Youth Recognition Awards The contribution of young people across the Shire was celebrated at the annual Youth Recognition Awards held in April 2010 as part of National Youth Week. The nominations were varied but had a common theme – all told stories of young people who freely give their time to support their local festivals, schools, sporting teams, markets, their beliefs, their families and one another in times of need. Youth Recognition Awards were presented to: • Damon Ebert (Creswick) – Arts and Performance • Charlie Phyphers (Glenlyon) – Volunteering • Damien Walsh (Trentham) – Club Dedication with Tom Reece (Clydesdale) receiving a Special Mention in this category • Lainey Shellew (Creswick) – Leadership • Oliver Johansson (Daylesford) – All rounder.
The Awards presentation also featured the launch of ‘Takin It To The Streets’, a film featuring young people in Clunes, Creswick, Daylesford and Trentham made by 19-year-old # Local youth enjoy one of the skate parks situated across Oliver Johansson. the Hepburn Shire
Page 29 HEALTHY SAFE AND VIBRANT COMMUNITIES COMMUNITY GRANTS
SMALL EQUIPMENT GRANTS
Name of organisation or group Allocation Project
The ARC Daylesford Recreation Centre $500 Junior Indoor Soccer Equipment
Creswick Museum $500 Notebook and Software for the Museum
Trentham District Landcare Group and Trentham $495 Weed Free Trentham Neighbourhood Centre Daylesford Parents Support Group Equipment Daylesford Christian Fellowship $500 Storage Project
Creswick Theatre Company Inc. $472 Creswick Theatre Action Plan
Hepburn Health Service $440 Gone Nordic Pole Walkabout
Trentham Kindergarten $299 Trentham Kindergarten
Smeaton CFA $500 Chainsaw
Daylesford Men's Shed $500 Air Filter for work area
Hepburn Football Netball Club $299 Hepburn Netball Club Training Program
Creswick Neighbourhood Centre and Keys to $500 The Keys to Success - School of Dance Success
Friends of Wombat Hill Botanic Gardens $500 Potting stand and mobile plant trolley.
Clunes CWA Branch $500 Clunes CWA Branch Market Stall
Clunes Show $500 Clunes Show
COMMUNITY ARTS GRANTS
Name of organisation or group Allocation Project
Creswick Museum $2,000 A Celebration of the lives of Daryl and Joan Lindsay
Trentham Neighbourhood Centre $2,000 Childhood Then and Now
Fields of Gold- A book of stories, poetry and Clunes Words in Winter Festival $2,000 memories by the people of Clunes. PITA PATA - Auspiced by Clunes Neighbourhood PITA PATA (Parent in the Arts, Parents & the Arts) $1,500 House Children Adults and the Arts
Trentham Words in Winter $725 A Palette of Words
Page 30 HEALTHY SAFE AND VIBRANT COMMUNITIES
COMMUNITY STRENGTHENING GRANTS
Name of organisation or group Allocation Project
Anglican Parish of Daylesford $1,551 New Carpet & Underlay for Borsa Hall
Trentham Bootscoot (Annual Line Dancing TRATA $900 Festival) Spiritual Unity of the Tribes Australia Incorporated Spiritual Unity of the Tribes Gathering $2,000 Association
Ballarat Roller Derby League (BRDL) $2,000 Daylesford Roller Derby
Trentham Neighbourhood Centre and Trentham $1,965 Weed Free Trentham Landcare
SHARE $1,261 Sustainable Building Expo
Daylesford Riding for the Disabled $740 Integration Riding
Public Address System for the Trentham Trentham Lions Club $2,000 Community
Creative Clunes $1,000 Clunes Ceramics Award
Daylesford Christian Fellowship $2,000 Daylesford Youth Group
Production of Living with wildlife pamphlet Hepburn Wildlife Shelter $500 reference for residents
Rockylead Landcare $1,500 Spray Cart Maintenance for Community Use
Daylesford Secondary College $1,000 Breakfast on Smith St 2010 Breakfast Program
COMMUNITY EVENTS GRANTS
Name of organisation or group Allocation Project
Trentham Residents and Traders Association $2,000 Trentham Spudfest 2010 (TRATA)
Clunes Tourist & Development Association Inc. $500 Banquet at Bailey
Daylesford New Year's Eve Gala and Parade $2,000 Daylesford New Year's Eve Gala and Parade
Creswick Forestry School $2,000 Creswick Forestry Fiesta
Swiss Italian Festa $2,000 Festa Banner Renewal
Speedway-She-Way $1,600 She-Way
Page 31 HEALTHY SAFE AND VIBRANT COMMUNITIES
At a Glance Highlights Future Directions • Completing the redevelopment of Collins Place in Clunes • Continue working with communities to develop and the refurbishment of the Creswick Town Hall. community plans and we will draw on information in the • Establishing a new trial bus service from Old Hepburn to plans to help prioritise capital works and maintanence Creswick as part of our Front SEEAT ‘Transport requirements and align this with our future budgets. Connections’ program. • A large amount of work will need to be done before the • Making land available for a Trentham community garden. summer of 2010/11 following the handing down of the Bushfire Royal Commission recommendations. • Continuing the work of the Musk Vale fires Recovery Committee. The Council hosted a visit by Christine Nixon, • Complete a significant tree register to enable appropriate Chair of the Victorian Bushfire Reconstruction Authority. protection through our Planning Scheme. • Completing new amenities in Trentham and working with • Continue to support and engage with our youth. This will the local Reserve Committee to secure funding for new include the completion of a Youth Strategy, Hepburn change rooms and refurbished netball court. FReeZA employing a young person to run two key projects, and increasing bushfire preparedness through • Adopting a Positive Ageing Strategy to encourage older the Hepburn ReGENerate program. residents to particpate in community life. • At 12 months of age, 90% of children in our Shire are fully immunised. At 24 months of age, 82% of children in Health and Community Care (HACC) our Shire are fully immunised, however, at five years of 4,000 3,593 age, 94% of children in our Shire are fully immunised. 3,349 3,141 • Entering an agreement with Disabililty Housing Ltd to 3,000 2,154 provide three affordable housing units in Daylesford for 1,885 2,000 people with disabilities – a first for any local council in 1,271 Victoria. 1,000 • Commencing the Hepburn ReGENerate project to increase preparation and support for young people - following the 2009 bushfires, with one of the aims being 2007/08 2008/09 2009/10 to increase youth engagement in community safety activities run by the CFA and SES. HACC respite care hours HACC personal care hours • Hosting the 2010 Talkfest Survey, an initiative of Council’s Youth Advisory Committee, which sought 12,982 information directly from young people on their 13,000 11,137 11,231 educational options, employment options and access to 11,022 10,588 facilities. 9,962 9,750 • Resealing 6.7% of our local roads, up from 5.3% in 2008/09 and 5.5% in 2007/08. • Resheeting 2.4% of our local roads, up from 2.2% in 6,500 2008/09 and consistent with 2007/08.
• Our animal infringement notices have steadily decreased 3,250 from 64 in 2008/09 to 62 this year. • We registered 33 new premises this year – taking our total number of registered food premises to 365, health - premises to 76 and residential tenancy premises to four. 2007/08 2008/09 2009/10 HACC housekeeping hours HACC planned activity group hours
Page 32 HEALTHY SAFE AND VIBRANT COMMUNITIES
Key result area: Healthy, Safe and Vibrant Communities
Delivered by our • Community Development Services Fire Prevention Notices/Parking Infringements 1,467 1,425 • Recreation Services 1,500 1,325 • Engineering and Technical Services • Routine Road Maintenance Services 1,125 • Fleet and transport Services • Depots 750 • Public Safety Services 375 • Fire Prevention Services 81 69 104 • Street Cleaning Services - • Environmental Health Services 2007/08 2008/09 2009/10 • Family, Children, Aged and Disability Services Fire prevention notices • Heritage Services Parking infringements • Library Services
How Healthy, Safe and Vibrant Communities are Being Achieved Under the Plan Status
Restoration of important heritage buildings which this year included the Creswick Town Hall (see Commenced Page 27). $45,000 in Community Grants provided this year (see Page 30). ! Successful grant application to carry out works at the Trentham Recreation Reserve ($160,000). ! Council continues to assist local communities develop their community plans (see Page 25). ! Neighborhood Safer Places (NSPs) have been designated. ! The Shire’s Recovery Plan was reviewed and Municipal Recovery Managers appointed. ! Local Law No 1 and Local Law No 2 reviewed and adopted. For more details about these laws see Page 11. ! Hosting the 2010 Talkfest Survey, an initiative of Council’s Youth Advisory Committee. ! Key Performance Indicators Performance measure At 30 June 2010
Council will assist with the Two Community Plans have been completed in 2009-10. The Lyonville Community Plan development of community plans process commenced in July and the plan was finalised in August 2009, with the Newlyn/ by completing two by 30 June 2010 Rocklyn Plan completed in December 2009. The Glenlyon Community planning process commenced in May 2010 and a draft Glenlyon Community Plan developed. Council will provide Home & Hours were below target as Council was able to refer high needs clients to other funded Community Care Services to all organisations. eligible residents Target Hours: Actual Hours: 13,200 hours of Housekeeping 10,588 hours of Housekeeping 3,200 hours of Personal Care 3,141 hours of Personal Care 2,800 hours of Respite Care 1,271 hours of Respite Care
Page 33 A new Pilot program holds the key to strengthening integration between local councils and emergency agencies
Page 34 ENVIRONMENTAL SUSTAINABILITY
Living with fire Hepburn Shire Council’s participation in a pilot project across the Grampians Region holds the key to strengthening integration across all emergency management agencies as well as delivering some immediate benefits to our municipality.
February 2009 changed forever how Victorians live with fire. preparations with the formation of an internal project team A Pilot project commenced prior to Black Saturday, and born that drew on the expertise of all its departments – including out of the 2002/03 Bushfire Inquiry, holds the key to fire management, community planning, aged and disability strengthening integration between local municipalities and services, customer, infrastructure and financial services, emergency planning and response agencies. The outcomes environmental management and communications. of the Pilot are of particular importance to the Hepburn Shire In 2009/10 the Council’s fire preparation program included: which has four towns rated as being among the 52 most high-risk bushfire prone towns following a State-wide • Slashing along local sealed roads and undertaking a assessment conducted in the wake of the 2009 fires. range of works on land under our control – we spent in excess of $60,000 on these works In 2008 the Hepburn Shire was one of eight municipalities in • Inspecting unused roads and reserves in townships to the Grampians Region invited to take part in a State Government Pilot project to begin the implementation of an assess potential fire risk to adjoining homes Integrated Fire Management Planning process (IFMP). The • Providing resources for a number of projects requested goal of the program is to develop an Integrated Fire by the 28 CFA brigades across the Shire, such creating Management Plan by identifying and building on existing fire new fire tracks and providing access to water – about management practices, integrating fire management and $25,000 was spent on 18 such projects emergency management planning, involving communities • Encouraging residents to remove fire risks on their own and strengthening integration across agencies. land and providing information on contractors able to Participation in the Pilot has already led to a number of help clear up private property outcomes of direct and immediate benefit to our local fire • Offering a free domestic waste disposal scheme at our planning including fire hazard analysis and risk assessment Transfer Stations during Fire Action Week in October mapping for the whole of the municipality utilising the and free green waste disposal in Spring Victorian Fire Risk Registry process. While there is still work • Working with CFA to prepare Township Protection Plans to be done it is expected that a draft Fire Management Plan for the high-risk towns of Creswick, Daylesford, will be produced prior to the 2010/11 fire danger period. Hepburn Springs and Trentham and to designate three Neighbourhood Safer Places Preparing for Summer • Updating key emergency and fire operations plans As Victoria approached its first fire season following the addressing safety across the whole of the Shire devastating losses of the Black Saturday fires, the Hepburn Shire Council joined with the State Government, fire and • Joining the CFA at dozens of Fire Ready meetings and a special information session for tourism operators emergency services and neighbouring councils to plan and prepare for the summer. The Musk Vale district fire had left • Printing 5000 room key tags with emergency contact our community on high alert as we approached the 2009/10 information and fire safety message for visitors to the fire season. For the first time Council commenced its fire Shire.
Page 35 ENVIRONMENTAL SUSTAINABILITY Driving Sustainability with an Eco-friendly Car fleet
Kevin Clohesy is proud of the achievements gained this year as a result of the Council’s change to more fuel efficient vehicles. “We have had a 20% reduction in our carbon emissions this year,” says Kevin, a result of the new diesel and hybrid vehicles now part of the Council’s car fleet. “Traditionally councils have driven big Fords and Holdens, with fuel consumption figures up around the 9.6 - 13 litres per 100kms. These new vehicles (Hyundais, VWs, Holden Cruizes) are down to the 5.4 litres per 100km mark – about half of those big cars.” Kevin has been fleet manager for the Hepburn Shire Council since 1995 and has seen many changes in that time, but a private trip overseas in 2000 alerted him to the global shift to diesel and more fuel-efficient cars. “All the cars I hired there were diesel. In Australia we had a few diesel models, but there were not a lot of them in use.” Council follows the Government’s Green Vehicle Guide and is looking to roll out more fuel-efficient vehicles not only within the passenger fleet, but also to the graders, trucks, and heavy machinery used across the Shire.
Kevin speaks of the added bonuses of these more efficient Kevin Clohesy with a diesel vehicles. “The drivers of the vehicles are very happy with Hyundai and Toyota Hybrid them. They can get more kilometers between fuel stops, so - just two of the new fleet of fuel they are not at the service station as often,” he says. “The efficient vehicles added to the Council’s car fleet Hyundai are getting around 700 kilometres per tank.” “The fleet is a big part of the Council’s operations,” says Kevin. “There have been big changes but Im looking alternate fuel vehicles, and all the challenges that will pop forward to the next phase. Possibly electric cars and up as a consequence.”
Sustainability Grants 2009/10 Council Project Group Project Grant Cost Request Trentham Kindergarten Installation of a water tank for use on an educational $2,833 $1,898 vegetable garden. Hepburn Kindergarten Purchase and installation of a rainwater tank as part of their $2,437 $2,332 ‘water only’ drinking policy and link to ‘Go 4 your Life’ Victorian healthy eating program. Daylesford Neighbourhood Supply of window awnings to improve building energy $3,900 $3,700 Centre efficiency and promote to user groups. Sustainable Trial of environmentally friendly catering supplies distributed $5,695 $2,200 Hepburn to community groups to reduce disposable waste. Assoc: Renewing Accompanied with research and a survey of community the Earth (SHARE) interest in a Wash Against Waste trailer establishment.
Page 36 ENVIRONMENTAL SUSTAINABILITY
At a Glance Highlights • Establishing an Environmental Advisory Committee as a reflection of our commitment to environmental sustainability across the Shire. Annual Residential Waste Generation per capita (kg)
• Working with the CFA to complete Township Protection 363 Plans for each of the four designated high-risk bushfire townships in the Shire and designating three 326 Neighbourhood Safer Places. • Including water reuse and low energy features in the 250 new centralised works depot at Daylesford. • Reducing annual waste per tenement to 500kg in 2009/10 from 559kg in 2008/09 and 608kg in 2007/08. • Rolling out dual waste and recycling bins in our commercial precincts in Daylesford and Trentham to reduce the amount of waste sent to landfill. The roll out will continue in 2010/11 in Clunes and Creswick. • Conducting audits of recyclable waste in kerbside collections in townships across the Shire with action plans implemented to reduce contamination of 2007/08 2008/09 2009/10 recyclable material. • Endorsing the Local Environmental Sustainability Priority Statement (LESP) which identifies key actions to address the priority issues of reducing energy consumption and greenhouse emissions, improved biodiversity conservation and integration of Recycling and Landfill sustainability planning within Council service delivery. 58% 59% 56% Future Directions • Develop an Energy Descent Action Plan to encourage environmentally sustainable measures, particularly 44% relating to energy initiatives and transport. This is also a part of our commitment to continuous improvement. 37% 38% • Investigate the use of new software to track fleet vehicle performance and reduce carbon emissions further. • Review the Waste Management Strategy to achieve a reduction in waste taken to landfill and investigate options for the extension of kerbside collections as part of our continuous improvement approach. • Implement a utility tracking system to measure Council's carbon emissions to monitor performance and provide information to develop actions to reduce our emissions.
2007/08 2008/09 2009/10
Recycling as a proportion of annual residential waste Landfill proportion of annual residential waste
Page 37 ENVIRONMENTAL SUSTAINABILITY
Key Result Area: Environmental Sustainability Delivered by our • Environmental Services • Transfer stations • Garbage and recycling Services
How Environmental Sustainability is being achieved under the Plan Status
Energy efficient light bulbs have been installed in Council buildings to reduce carbon emissions. Commenced Diesel cars are being purchased by the Council (see Page 36). ! Successful application to establish a walking path around Calambeen Park. ! Active membership of the Victorian Mineral Water Committee, with Officers and Councillors participating in meetings and site tours. ! $11,500 in Environmental Grants provided to the community (see Page 36). ! Clunes and Newlyn Stormwater and Hotwater upgrade project underway. Commenced
Councillors and management involved in discussion with Goulburn Murray Water regarding protection of water resources. ! Management Plans adopted in March for Bath Street Reserve Trentham, Calembeen Park Reserve Creswick, Hepburn Springs Mineral Reserve, Jubilee Lake Reserve Daylesford and Lake Daylesford. ! New street litter and recycling bins installed in Daylesford and Trentham. Creswick and Clunes to be Commenced completed next financial year. Establishment of the Environmental Sustainability Advisory Committee. ! Coordination of gorse spraying in Creswick, Clunes and Trentham areas through Council’s involvement in a controlled weeds program which is supplemented with funding from the Department ! of Primary Industry’s Future Farming Initiative Grants. Key Performance Indicators Performance measure At 30 June 2010 Reduce the carbon output from Council’s passenger fleet by 10% by 30 June 2010. Reduced by 20% Increase the level of recyclable collection to a target of 1,100 tonnes processed at the Daylesford 1,200 tonnes of Municipal Recycling Facility (MRF). recyclables processed
Page 38 OUR PEOPLE The Executive Management Team
! L-R Martin Walmsley, CEO Kaylene Conrick, Peter Reeve, Robert Jennings, Lucy Roffey
General Manager Community Development – Martin engineering services including maintenance, waste Walmsley management, parks and gardens, plant and fleet services. Martin Walmsley has worked in the Human Services field for General Manager Sustainable Development – Robert 26 years and has been with Hepburn Shire Council for Jennings seven years. As General Manager Community Robert Jennings has been with the Council for one year. An Development, Martin oversees aged and disability and economist and registered architect. Robert has substantial family and children’s services, community housing and the experience in sustainable development and urban design. Community Strengthening Unit comprising youth, As the General Manager of Sustainable Development, community development, arts and culture, transport Robert oversees economic development and tourism, connections, community planning and recreation. statutory and environmental planning, compliance and General Manager Infrastructure – Peter Reeve building services. Peter Reeve is a qualified Civil and Municipal Engineer with General Manager Corporate Services – Lucy Roffey a post-graduate qualification in Town and Regional Lucy Roffey joined the Council in July 2009. Lucy is a Planning. His 12-month appointment commenced with the Chartered Accountant with extensive finance and Council in October 2009. Peter has extensive experience management experience within the public sector. As having worked in Local Government for 38 years in senior General Manager Corporate Services, Lucy oversees management level positions with City of Greater Geelong, finance, human resources, information technology, City of Warrnambool and Moyne Shire Council to name a customer service, records management, governance, risk few. As General Manager Infrastructure, Peter oversees and property.
Page 39 OUR PEOPLE
Service Awards Earlier this year, an all-staff function was held in August had provided 10, 15 and 20 years service during the 2010 to acknowledge and celebrate those employees who 2009/10 year. See Page 41 for full details.
# Pictured at the Service Awards are (from left): Cheryl Wrigley, CEO Kaylene Conrick, Sue Slater, Anna Griffin, Carol Pedretti, Mayor Cr Janine Booth, and Helen Scanlon
Page 40 OUR PEOPLE The Hepburn Shire Council is proud to have a great number Maintenance); Certificate III in Horticulture and Certificate of long standing employees, with 11 Service Awards IV in Business Management presented this year. • Leadership and management courses • Traineeships – There are two types of trainees within our Employee Award Shire, including three trainees/apprentices and seven current employee’s that have undertaken certificate Carol Pedretti 20 years courses as a traineeship.
Sue Slater 20 years Staff by Department Stephen Wallis 20 years " 200
Ian (Jock) Chase 20 years Sta$ 166 EFT " 150 Debbie Wallace 15 years 124
Pat Bird 15 years " 100
Cheryl Wrigley 15 years 61 " 50 43 42 33 31 John Klas 15 years 27 24 22 4 4 Helen Scanlon 10 years " 0
Steve McLeod 10 years CEO Total
Anna Griffin 10 years Infrastructure Our Staff Corporate Services At 30 June 2010, Hepburn Shire Council employed 162 staff which equates to 121.7 full time equivalent staff Sustainable Development (EFT). We employed another four staff (2.6 EFTs) in Community Development funded positions, relating to Transport Connections, Bushfire Recovery and Freeza events. While there has been Staff by Gender some shift in EFT numbers between departments, overall, 60% 58% EFTs have remained fairly consistent year on year. The percentage of full time staff (53%) is down 5% from 2008/09, with a shift towards part time work. 45% 42% Training Hepburn Shire Council supports the training and 30% development of employees. This year has seen employees of the Hepburn Shire Council participate in a range of training and development 15% opportunities across a number of core business areas. Some of the training completed by our staff include: 0% • Certificate courses including: Government (Statutory Male Female Compliance); Civil Construction (Road Construction and
Page 41 OUR PEOPLE OUR VOLUNTEERS
Volunteer Service Awards Celebrations were held throughout the year to present service awards to the volunteers at our Visitor Information Centres at both Daylesford and Creswick. See tables below for full details.
Creswick VIC Volunteer Service Award Daylesford VIC Volunteer Service Award Awards Awards Norma Clifton 15 years Joe Rozen 15 years Margaret Edgar 10 years John Bohn 10 years Neil Hunt 10 years Peter Dunn 10 years Joan Rhodes 10 years Linda Gillies 10 years Neil Rowe 10 years Ken Gillies 10 years Thelma Rowe 10 years Bev Hardenberg 10 years Judith Slater 10 years Cecile Felix 10 years Graham Stephens 10 years Karen Maloney 10 years Lucia Stephens 10 years Maureen Peterson 10 years Theo Thomas 10 years Denise Robinson 10 years Marjorie White 10 years Peter Widdop 10 years Deirdre Giles 10 years Cathy O'Toole 10 years Jo Van Oostveen 10 years Phyllis Jones 10 years ! Above left: Joe Rozen (left) receives his 15 year award from Carmel Quinlan 10 years Economic and Tourism Development Manager John Collins. Above right: (from left) John Bohn, Ken Gillies, Cr Janine Booth (Mayor), Mary Ainlin 10 years Linda Gillies, Cr John Barrell, Peter Dunn, Peter Widdop, Cathy O’Toole, Maureen Peterson and Cecile Félix pictured at the Daylesford VIC service Frank Slade 10 years awards ceremony.
Page 42 OUR PEOPLE Enterprise Bargaining Agreement Enterprise Bargaining Agreement negotiations for the new agreement to commence in 2010/11 began late in the financial year. The agreement is a three year agreement which seeks to ensure Council is providing a safe, satisfying and equitable work environment and that employees are adequately recognised and rewarded.
Workplace Relations Hepburn Shire Council and its employees are also committed to effective consultation and communication throughout the organisation. The Staff Consultative Committee consists of six staff across the organisation. The Staff Consultative Committee is a forum that consults on issues related to Human Resources, organisational policies and procedures and broader staff issues. This year one of the key focuses for the committee has been the development of the employee code of conduct.
Occupational Health and Safety Reported OH&S Incidents & Injuries 42 42 37 32 34
21
11
0 2007/08 2008/09 2009/10
The Council has an Occupational Health and Safety (OH&S) committee which comprises management and staff across the organisation.
Equal Opportunity Hepburn Shire Council is committed to equal opportunity and diversity in its workplace, where the rights of individuals are upheld and everyone is treated with respect, fairness, equality and dignity. ! Our staff and the services they provide were on show at All staff attended training in workplace bullying, harassment Community Open Day at the new Depot in February. and discrimination during the year. Top: (from left) Recreation Officer Adam McSwain and Building Inspector Craig Fletcher. Council has appointed five Equal Opportunity Contact Middle: Environmental Health Officer Melissa Phillips. Officers who have previously had formal training to provide Bottom: Our Compliance Unit organised free mico- support and information to all staff. chipping of pets as part of the Open Day.
Page 43 STATUTORY INFORMATION
Privacy Policy Whistleblowers Protection Act 2001 The purpose of Council’s Privacy Policy is to demonstrate The Whistleblowers Protection Act 2001 became operational our commitment to the 10 Information Privacy Principles as on 1 January 2002. The Council’s Whistleblowers listed in the Information Privacy Act 2000 (Vic) and the procedures establish a system for reporting disclosures of Health Privacy Principles contained in the Health Records improper conduct or detrimental action by the Hepburn Shire Act 2001 (Vic). This Policy clearly states that Council will Council or its employees, Officers or Councillors. The only collect required information and Council will use system enables such disclosures to be made to the information only for the purposes for which it was collected protected Disclosure Coordinator or to the Ombudsman. and Council will safeguard any personal information held. Disclosures may be made by employees, Councillors or Officers or by members of the public. Employees are encouraged to continue to raise appropriate matters at any time with their supervisors. As an alternative, employees may make a disclosure of improper conduct or detrimental action under the Act in accordance with these procedures. No issues were noted during the 2009/10 year.
! Youth Services Coordinator Jane Barclay (right) at the Getting Dirty Graffiti Art Project
Page 44 STATUTORY INFORMATION
Information to be Made Available to the Public • Minutes of meetings of special committees established under section 86 of the Act and held in the previous 12 Council is required to maintain a public register of various months except if the minutes relate to parts of meetings pieces of information in accordance with the Local which have been closed to members of the public under Government Regulations. section 89 of the Act. The public register is available for inspection at the A register of delegations kept under sections 87,88 and Daylesford Town Hall Office, located at 76 Vincent Street • 98 of the Act, including the date on which the last review Daylesford. under section 98 (6) took place. The register contains the following information as Submissions received in accordance with section 223 of prescribed by the Regulations: • the Act during the previous 12 months. • Details of current allowances fixed for the Mayor and Agreements to establish regional libraries under section Councillors under section 74 or 74A of the Act. • 196 of the Act. • Details of senior officers’ total salary packages for the Details of all property, finance and operating leases current financial year and the previous year including the • involving land, buildings, plant, computer equipment or gross salary, the amount of the Council contribution to vehicles entered into by the Council as lessor or lessee, superannuation, the value of any motor vehicle provided including the name of the other party to the lease and the by Council and the total value of any other benefits and terms and the value of the lease. allowances provided by the Council. • A register of authorised officers appointed under section • Details of senior officers’ total salary packages for the 224 of the Act. current financial year and the previous year including the gross salary, the amount of the Council contribution to • A list of donations and grants made by the Council during superannuation, the value of any motor vehicle provided the financial year, including the names of persons or by Council and the total value of any other benefits and bodies which have received a donation or grant and the allowances provided by the Council. amount of each donation or grant. • Details of overseas or interstate travel ( with the • A list of the names of the organisations of which the exception of interstate travel by land for less than three Council was a member during the financial year and days) undertaken in an official capacity by Councillors or details of all membership fees and other amounts and any member of Council staff in the previous 12 months, services provided during that year to each organisation including the names of the Councillors or members of by the Council. Council staff and the date, destination, purpose and total • A list of contracts valued at $150,000 for goods and cost of the overseas or interstate travel. services and $200,000 for works (or such higher amount • Names of Council officers who were required to submit a as is fixed from time to time under section 186(1) of the return of interest during the financial year and the dates Act) or more – (i) which the Council entered into during the returns were submitted. the financial year without first engaging in a competitive process; and(ii) which are not contracts referred to in • Names of Councillors who submitted returns of interest section 186(5) of the Act. during the financial year and the dates the returns were submitted. • Agendas for and minutes of ordinary and special meetings held in the previous 12 months kept under section 93 of the Act except if the minutes relate to parts of meetings which have been closed to members of the public under section 89 of the Act. • A list of all special committees established by Council and the purpose for which each committee was established. • A list of all special committees established by the Council which were abolished or ceased to function during the financial year.
Page 45 FINANCIAL SNAPSHOT Financial Sustainability In 2010/11 the Council will review its rating strategy and complete a 10-year financial plan. Now that we have While Hepburn Shire is a relatively small Shire when measured by population or revenue, it is responsible for detailed data on roads and bridges and also some condition managing almost $174 million of community assets. reports on the state of our buildings, Council can more accurately allocate funds in our 10-year financial plan to Our rate base is approximately 10,000 assessments and address this significant issue. therefore the capacity to raise significant funds to meet the needs of the community is a significant challenge for our Below is a snap shot of the financial results for 2009/10, Shire. including comparatives to prior years and to the 2009/10 Work was conducted during the year on identifying the Budget. infrastructure gap, that is, the gap between the amount of funds expended on renewal of these community assets and Further information can be found in the Financial the amount required to maintain service levels. The gap on Statements and the Standard Statements which accompany our road and bridge assets is $10.1m. this Annual Report.
Profit/(loss) $15,000,000
$11,250,000
$7,500,000
$3,750,000
$0
-$3,750,000
-$7,500,000 2006 2007 2008 2009 2010 Budget 2010 Actual
Result
For the year ended 30 June 2010 Hepburn Shire Council ($300,000), largely due to the additional project money made a profit of $2.1 million against a budget of $2.6 million. which therefore required unbudgeted resources and Its comprehensive income result of $9.75 million was materials to complete. distorted by items that are not budgeted such as a revaluation gain of $7.5 million. The 2008/09 result had also been distorted by the transfer in of the $9 million Bathhouse (land and buildings) which had a Capital grants budgeted to be received were $2.5 million positive effect on the surplus. In addition, $1.3 million of under budget, substantially due to the delay in starting the additional grants (again largely in relation to the Doug Doug Lindsay Recreation Reserve project which will attract Lindsay project) were received compared to 2009/10. a significant amount of Federal and State funds. This decrease however, was offset by the pre-payment received You will note our surplus/deficit varies year on year and this of part of the 2010/11 Grants Commission recurrent grant of is largely due to the timing of the receipt and spending of $932,000 and grants of $546,000 for various projects grant monies which on average comprise 30% of our unbudgeted. Total expenses were also greater than budget revenue earned per year.
Page 46 FINANCIAL SNAPSHOT Cash and Cash Equivalents $8,000,000
$6,000,000
$4,000,000
$2,000,000
$0 2006 2007 2008 2009 2010 Budget 2010 Actual
Cash and Cash Equivalents Cash at bank and cash invested at 20 June 2010 was Lindsay project, total capital works for the year were less at $7.2 million. The increase in cash and cash investments at $6.5 million. This had a direct effect on the increased cash 30 June 2010 was directly attributable to early payment of balance at year end. part of the 2010/11 recurrent grant ($932,000) and grants Cash balances at the end of 2009 and 2010 have been received from the State Government for transport initiatives, increased by the Doug Lindsay grant funding. We are bushfire funding and recreation reserve funding ($546,000). anticipating that these funds will be spent during 2010/11 Further, approximately $1 million of payments to suppliers and cash on hand reduced to approximately $2–3 million, were made at the start of July, therefore these funds were in more consistent with that in 2007 and 2008. the bank at year end. Total capital works of $9.6 million were budgeted for in 2009/10, however, largely due to the late start on the Doug
Working Capital Ratio 200%
150%
100%
50%
0% 2006 2007 2008 2009 2010 Budget 2010 Actual
Working Capital The working capital ratio measures the level of current The ideal level for a working capital ratio is above 1.5. assets Council has to meet its current liabilities and it a Maintaining this ratio will be a focus when completing the 10- measure of liquidity. The high ratio of 1.85 is due to the large year financial plan. cash balance at year end as explained above, which represents committed cash as opposed to surplus funds.
Page 47 FINANCIAL SNAPSHOT
Net Assets Revenue by Categories $180,000,000 More than half of Council’s revenue is from rates and $135,000,000 charges. This is similar to the average for small rural councils. Government grants account for a further 25% of $90,000,000 revenue and the remainder comes from various sources such as user fees, statutory fees and fines, interest and rent $45,000,000 from Council premises. $0
2006 2007 2008 2009 2009/10 Expenditure by Categories Actual 2010 2010 Budget Net Assets Other expenses The net assets or net worth of Council at balance date was 5% almost $174 million. Net worth has shown a relatively constant growth rate over the past five years of around 6% Finance costs 1% per annum. This is mostly attributable to the increase in Depreciation and amortisation property, plant and equipment owned by the Council. The 22% Employee benefits net asset position is greater than budgeted due to the 42% additional funds in the bank at year end coupled with the balance of provisions at year end being lower than anticipated.
2009/10 Revenue by Categories Materials and services 30%
Reimbursements 1% Other income Employee benefits 5% Materials and services Grants - non-recurrent Depreciation and amortisation 8% Finance costs Other expenses Grants - recurrent Rates and charges 25% 54% Contributions - cash Expenditure by Categories 1% Employment accounts for 42% of Council’s expenditure, user fees with 30% of our expenditure on services and materials and 5% Statutory fees and fines 22% on depreciation (the decline in value of longer-lasting 1% assets). Further information on our workforce can be found on Page 41.
Rates and charges Capital Works Statutory fees and fines Council completed $6.2 million of capitial works during the user fees year, compared to $5.8 million in 2008/09. This comprises Contributions - cash 65% of the budgeted works. Grants - recurrent Grants - non-recurrent Reimbursements Other income
Page 48
Council Office Locations Postal Address Customer Service Centres are open Monday to Friday between P.O. Box 21, Daylesford, Victoria, 3460 8.30am and 5pm and are located at: Phone: 03 5348 2306 76 Vincent Street, Daylesford, Victoria 3460 Fax: 03 5348 2911 Corner Duke and Albert Streets, Daylesford, Victoria 3460 Email: [email protected] 68 Albert Street, Creswick, Victoria 3363 Website: www.hepburnshire.com.au