I hereby give notice that an Ordinary Meeting of Council ...€¦ · conference - impact of lifting travel restrictions. 21 May Corporate Management Team meeting. 22 May Cr Jeff Cook

I hereby give notice that an Ordinary Meeting of Council will be held on:

Date: Wednesday, 10 June 2020

Time: 5.30pm

Location: Via Zoom Video Conferencing from

8 Elizabeth Street

Maitland

AGENDA

Ordinary Council Meeting

10 June 2020

Andrew Cameron

CHIEF EXECUTIVE OFFICER

COUNCIL MEETING AGENDA 10 JUNE 2020

Page 2

CONFLICT OF INTEREST

Members are reminded of the requirements for disclosure by Members of direct or indirect pecuniary benefit or detriment and non-pecuniary benefit or detriment in relation to a material conflict of interest in accordance with Section 73, or an actual or perceived conflict of interest in accordance with Section 75 of the Local Government Act in items listed for consideration on the Agenda. Section 74 and 75A of the Local Government Act 1999 requires that Elected Members declare any interest and provide full and accurate details of the relevant interest to the Council. In relation to actual or perceived conflicts of interest a member has an obligation to outline how they propose to deal with the actual or perceived conflict of interest prior to consideration of that item on the Agenda.

This requirement does not apply to Ordinary Business Matters prescribed by regulation 8AAA Local Government Act (General) (Accountability and Governance) Variation Regulations 2016.

Each Member of a Council has a duty to vote at all meetings unless excepted by legislation.

The major exception being where a Member has a material conflict of interest.


Page 3

Agenda

1 Welcome and Acknowledgement of Country by Mayor .................................................... 5

2 Opening Prayer .................................................................................................................... 5

3 Present ................................................................................................................................. 5

4 Leave of Absence ................................................................................................................ 5

5 Apologies ............................................................................................................................. 5

6 Conflict of Interest ............................................................................................................... 5

7 Minutes of Previous Meeting – for Confirmation ............................................................... 5

8 Motions on Notice ................................................................................................................ 5

Nil

9 Questions on Notice ............................................................................................................ 5

Nil

10 Questions without Notice .................................................................................................... 5

11 Petitions ............................................................................................................................... 5

Nil

12 Mayor .................................................................................................................................... 6

12.1 Mayor's Monthly Report May 2020 ........................................................................... 6

13 Councillors’ Report .............................................................................................................. 7

Nil

INFORMATION AGENDA .............................................................................................................. 9

14 Items for Exclusion .............................................................................................................. 9

15 Receipt of Information Reports ........................................................................................... 9

16 Chief Executive Officer ...................................................................................................... 10

16.1 Action Listing Report .............................................................................................. 10

16.2 CEO Activities - May 2020...................................................................................... 15

16.3 Update - Development Services Review Recommendations .................................. 16

16.4 Correspondence Received From Wellbeing SA ...................................................... 23

16.5 Media Release Received from the Minister for Primary Industries and Regional Development - SA the Seafood State - a stronger fishing future .............. 25

16.6 Correspondence received from the Port Julia Progress Association ....................... 28

16.7 Correspondence received from the Premier of South Australia .............................. 30

16.8 Correspondence received from the State Planning Commission ............................ 33

16.9 Further correspondence received from the State Planning Commission................. 36

16.10 Announcement from the Deputy Prime Minister & Local Government Minister ....... 39

16.11 Correspondence received from Minister for Human Services ................................. 42

17 Corporate and Community Services ................................................................................ 45

17.1 Audit Committee Minutes - 25 February 2020 ........................................................ 45

17.2 Audit Committee Minutes - 26 May 2020 ................................................................ 53


Page 4

17.3 Art Exhibition Working Party Minutes - 05 May 2020 .............................................. 65

18 Assets and Infrastructure Services .................................................................................. 71

18.1 Construction and Maintenance Works .................................................................... 71

19 Development Services ....................................................................................................... 75

19.1 Inspectorial Report ................................................................................................. 75

19.2 Development Application Decisions ....................................................................... 77

19.3 Wastewater System Application Decisions ............................................................. 82

20 Visitors to the Meeting....................................................................................................... 84

DEBATE AGENDA ....................................................................................................................... 86

21 Mayor .................................................................................................................................. 86

Nil

22 Chief Executive Officer ...................................................................................................... 86

Nil

23 Corporate and Community Services ................................................................................ 87

23.1 Financial Report as at 31 May 2020 ....................................................................... 87

23.2 Draft 2020/2021 Annual Business Plan, Budget and Fees and Charges - Public Consultation................................................................................................. 95

23.3 Treasury Management Performance 2018/2019 .................................................... 98

23.4 Bad Debts Write-Off ............................................................................................. 103

23.5 Policy Review - PO084 Corporate Purchase Card Policy ..................................... 107

23.6 Central Yorke Little Athletics - Community Grant Extension ................................ 113

23.7 Pine Point Progress Association - Community Grant Extension ........................... 116

23.8 Edithburgh Museum Incorporated - Community Grant Extension ......................... 119

23.9 Policy Review - PO149 Community Grants Scheme Policy .................................. 122

23.10 Rate Rebate Request - Balgowan Progress Association ...................................... 131

24 Assets and Infrastructure Services ................................................................................ 146

24.1 Policy Update - PO056 Council Infrastructure Policy ............................................ 146

25 Development Services ..................................................................................................... 153

25.1 Member Appointment to the Council Assessment Panel ...................................... 153

26 General Business............................................................................................................. 161

CONFIDENTIAL AGENDA ......................................................................................................... 162

27 Confidential Items ............................................................................................................ 162

27.1 Independent Appointment to Audit Committee ..................................................... 162

27.2 Request for Dissolution of Deed via Discounted Payout ....................................... 162

28 Next Meeting .................................................................................................................... 164

Wednesday 8 July 2020

29 Closure ............................................................................................................................. 164


Page 5

1 WELCOME AND ACKNOWLEDGEMENT OF COUNTRY BY MAYOR

Meeting declared opened

2 OPENING PRAYER

3 PRESENT

4 LEAVE OF ABSENCE

Nil

5 APOLOGIES

Nil

6 CONFLICT OF INTEREST

7 MINUTES OF PREVIOUS MEETING – FOR CONFIRMATION

Ordinary Council Meeting - 13 May 2020

Confidential Council Meeting - 13 May 2020

- Relinquishment of Licence Agreement – Port Vincent Caravan Park & Seaside Cabins

Pty Ltd

- Lease Purchase Offer – Port Rickaby Caravan Park – Council Section 91 Order –

Minute Reference 145/2019 (12/06/2019)

8 MOTIONS ON NOTICE

Nil

9 QUESTIONS ON NOTICE

Nil

10 QUESTIONS WITHOUT NOTICE

11 PETITIONS

Nil


Item 12.1 Page 6

12 MAYOR

12.1 MAYOR'S MONTHLY REPORT MAY 2020

Document #: 20/40309

Department: Executive Services

PURPOSE

To keep Elected Members updated on Mayoral activities during the month of May 2020.

RECOMMENDATION

That the report be received.

DISCUSSION

5 May SACCA Executive Meeting (via Zoom).

12 May Telephone interview ABC (six months since fires).

13 May Monthly Council meeting (via Zoom).

COVID-19 Briefing with Premier Steven Marshall (via Zoom).

20 May Radio Interview ABC.

22 May Cr Jeff Cook - Funeral Guard of Honour.

Meet with Fraser Ellis at The Pines (photo).

26 May SACCA Executive meeting - Strategic/Business Plan review & update.

Audit Committee meeting (via Zoom).

27 May Meeting with His Excellency the Governor (via Zoom).

ATTACHMENTS

Nil


Page 7

13 COUNCILLORS’ REPORT

Nil


Page 8

INFORMATION

AGENDA


Page 9

INFORMATION AGENDA

14 ITEMS FOR EXCLUSION

15 RECEIPT OF INFORMATION REPORTS


Item 16.1 Page 10

16 CHIEF EXECUTIVE OFFICER

16.1 ACTION LISTING REPORT



PURPOSE

To keep Elected Members updated on the status of the Action Listing.

RECOMMENDATION


LINK TO STRATEGIC PLAN

Goal: 5 Responsible Governance

Strategy: 5.5 Undertake effective risk management

BACKGROUND

The Action List was implemented to keep Council informed about the current status and outcomes of Council decisions.

DISCUSSION

The Action List included in the Council Agenda each month will incorporate action items from Council along with current status.

ATTACHMENTS

1. Council Meeting Action List - June 2020 ⇩ 2. Council Meeting Completed Action List ⇩

CO_20200610_AGN_2186_AT_files/CO_20200610_AGN_2186_AT_Attachment_10183_1.PDF



Item 16.1- Attachment 1 Page 11








Item 16.2 Page 15

16.2 CEO ACTIVITIES - MAY 2020



PURPOSE

To keep Elected Members informed of meetings during the month of May 2020.

RECOMMENDATION


DISCUSSION

1 May LGFSG Operational Briefing (via Zoom).

4 May Meeting with Nathan Willason and Mark Bolton from Telstra (via video call) to discuss coverage solutions.

5 May Corporate Management Team meeting.

7 May EB discussions with EB Committee (via Zoom).

Meeting with Jeff and Greg Meyer – Proposed Sheoak Flat Land Division.

8 May LG Professionals SA Board Meeting (via Zoom).

Legatus Management Group meeting (via Zoom).

11 May SA Jetties Strategic Plan - Workshop with LGA Jetties Steering Group (via Zoom).


13 May Monthly Council meeting (via Zoom).

15 May LGFSG Operational Briefing (via Zoom).

20 May Yorke Peninsula Tourism Briefing - Premier Steven Marshall - video conference - impact of lifting travel restrictions.


22 May Cr Jeff Cook - Funeral Guard of Honour.

25 May Port Vincent and Stansbury CWMS – Update with the LGA (via Zoom).

26 May Audit Committee meeting (via Zoom).


Meeting with His Excellency the Governor (via Zoom).

ATTACHMENTS

Nil


Item 16.3 Page 16

16.3 UPDATE - DEVELOPMENT SERVICES REVIEW RECOMMENDATIONS



PURPOSE

To provide Elected Members with an update on the progress of the recommendations as per the Review of Operations – Yorke Peninsula Council Development Department Findings Report.

RECOMMENDATION




Strategy: 5.3 Meet all legislative requirements and compliance with Council’s internal controls

5.5 Undertake effective risk management

5.8 Continuous improvement of Council processes

BACKGROUND

At the 13 March 2019 Council Meeting, Elected Members resolved to conduct a review of Council’s Development Services Department operations. As a result, consultant Holmes Dyer, was engaged to undertake an independent review.

At the 13 November 2019 Council meeting, Council authorised the Chief Executive Officer (CEO) to implement the recommendations in the report named, Review of Operations – Yorke Peninsula Council Development Department Findings Report.

DISCUSSION

The CEO, in conjunction with the Development Services Department and Business Improvement Officer, continue to review and progress with the recommendations. The last update was provided to Elected Members at the March Council meeting.

Since the recent progress update provided at the 11 March 2020 Council meeting, the CEO requested that the Business Improvement Officer undertake further investigation relating to the progress of two recommendations from the review, being:

Recommendation 4: Staff and process efficiencies are likely to be achieved via some reallocation of tasks, namely: application lodgement could be undertaken by the customer service staff on the front counter; and Section 7 statements could be completed by administrative staff rather than planners.

Recommendation 9: Communication and correspondence could be improved if phone calls and emails went directly to assessing officers rather than communication via the generic corporate email address.


Item 16.3 Page 17

The outcome of this further investigation along with updated progress for each of the recommendations has been included within the attached Development Services Review – Recommendations Action List (see attached).

ATTACHMENTS

1. Development Services Action List - 10 June 2020 Council Meeting ⇩













Item 16.4 Page 23

16.4 CORRESPONDENCE RECEIVED FROM WELLBEING SA



PURPOSE

To provide Elected Members with correspondence received from the Chief Executive of Wellbeing SA, Lyn Dean.

RECOMMENDATION




Strategy: 5.2 Effective leadership and informed decision making

BACKGROUND

Wellbeing SA was established in January 2020 as a new agency attached to the Department for Health and Wellbeing. Wellbeing SA’s long-term vision is to create a balanced health and wellbeing system supporting improved physical, mental and social wellbeing for all South Australians.

DISCUSSION

Correspondence has been received from Wellbeing SA introducing the Open Your World statewide

Wellbeing Strategy, platform and campaign. The campaign is in response to the COVID-19 pandemic and aims to build community resilience and support physical, social, mental and community wellbeing.

Lyn Dean, Chief Executive of Wellbeing SA is encouraging South Australians to visit the new website. A copy of the correspondence received is attached for Elected Members information.

ATTACHMENTS

1. Open Your World - Wellbeing Strategy - Wellbeing SA ⇩





Item 16.5 Page 25

16.5 MEDIA RELEASE RECEIVED FROM THE MINISTER FOR PRIMARY INDUSTRIES AND REGIONAL DEVELOPMENT - SA THE SEAFOOD STATE - A STRONGER FISHING FUTURE



PURPOSE

To provide Elected Members with a copy of a Media Release received from the Minister for Primary Industries and Regional Development, the Hon Tim Whetstone MP.

RECOMMENDATION





BACKGROUND

The Minister for Primary Industries and Regional Development has announced the State Government is delivering on key election commitments to SA’s fishers by supporting historic reform of the Commercial Marine Scalefish Fishery and the proposed re-opening of some marine park sanctuary zones for fishing with a $24.5 million Marine Scalefish Fishery reform package.

DISCUSSION

The Marine Scalefish Fishery reform package will be fully implemented by 1 July 2021 and includes:

Introduction of four regional fisheries management zones: West Coast, Spencer Gulf, Gulf St Vincent/Kangaroo Island and South East;

Introducing a total allowable commercial catch for priority species, such as King George whiting, snapper, southern calamari and southern garfish;

Allocate quota to fishers, which will be transferable, to manage commercial catch limits

Cap fee increases for the fishery to CPI for four years;

A voluntary buyback of up to 150 commercial longline, line and net fishing licenses, commencing Monday 25 May 2020;

Cut fishing red tape by at least a third.

Popular species will include: snapper, King George whiting, southern calamari, southern garfish, tommy ruffs, snook, octopus, leather jackets and Australian salmon.

ATTACHMENTS

1. Media Release - SA the Seafood State - a stronger fishing future ⇩







Item 16.6 Page 28

16.6 CORRESPONDENCE RECEIVED FROM THE PORT JULIA PROGRESS ASSOCIATION



PURPOSE

To provide Elected Members with a letter of appreciation received from the Port Julia Progress Association.

RECOMMENDATION





BACKGROUND

Council connected a septic toilet system at Port Julia Reichenbach Bush Camping Ground. The connection is complete and has been operational since late November 2019.

DISCUSSION

The Port Julia Progress Association have written to the Mayor to express their appreciation to Council for their work in connecting the septic toilet at Port Julia Reichenbach Bush Camping Ground.

Port Julia Progress Association have praised, in particular, Infrastructure Manager, Grant Smith, Operations Manager, Stephen Goldsworthy and Deputy Mayor, Tania Stock for their valuable assistance in relation to this matter.

A copy of the correspondence from Port Julia Progress Association is attached for Elected Members.

ATTACHMENTS

1. Appreciation - Port Julia Reichenback Bush Camping Group - Septic Toilet ⇩





Item 16.7 Page 30

16.7 CORRESPONDENCE RECEIVED FROM THE PREMIER OF SOUTH AUSTRALIA



PURPOSE

To provide Elected Members with correspondence received from the Premier of South Australia, the Hon. Steven Marshall MP and the Chief Public Health Officer, Professor Nicola Spurrier.

RECOMMENDATION





BACKGROUND

South Australia has faced one of the most challenging periods over recent months navigating numerous challenges due to the COVID-19 pandemic.

DISCUSSION

The Premier and Chief Public Health Officer have written to Council to acknowledge the enormous amount of cooperation and understanding the State has received from the regions – particularly in relation to restrictions imposed on travel and community activities.

These restrictions are now being eased and once again the regions are permitted to open to tourism, albeit maintaining various restrictions currently in place, such as social distancing.

To keep up to date with the easing of restrictions the Premier is encouraging our community to monitor the www.covid-19.sa.gov.au website for more information.

ATTACHMENTS

1. Correspondence received from the Premier of South Australia ⇩

http://www.covid-19.sa.gov.au/







Item 16.8 Page 33

16.8 CORRESPONDENCE RECEIVED FROM THE STATE PLANNING COMMISSION



PURPOSE

To provide Elected Members with correspondence received from the State Planning Commission Chair, Michael Lennon.

RECOMMENDATION





BACKGROUND

The State Planning Commission (the Commission) is an independent body providing advice and leadership on all aspects of planning and development throughout South Australia. The Commission is also the State’s principal development assessment and planning advisory body.

DISCUSSION

The Commission has announced the appointment of five (5) new members to the State Commission Assessment Panel (SCAP) for the period 1 June 2020 to 31 May 2023.

Members were appointed after a five-week open and public expression of interest process for SCAP panel provisions in February this year. The Commission advises the new members bring extensive expertise and experience from which SCAP will greatly benefit.

ATTACHMENTS

1. Correspondence received from the State Planning Commission ⇩







Item 16.9 Page 36

16.9 FURTHER CORRESPONDENCE RECEIVED FROM THE STATE PLANNING COMMISSION



PURPOSE

To provide Elected Members with further correspondence received from the State Planning Commission Chair, Michael Lennon.

RECOMMENDATION





BACKGROUND

The State Planning Commission (the Commission) is an independent body providing advice and leadership on all aspects of planning and development throughout South Australia. The Commission is also the State’s principal development assessment and planning advisory body.

DISCUSSION

Following on from the announcement of new members to the State Commission Assessment Panel (SCAP), the Commission now announces the appointment of a new Chair, Deputy Chair and several members to the Building Technical Panel (BTP) – formerly, the Building Committee.

A number of new appointments have been announced and attached for Elected Members referral is the State Planning Commission’s letter dated 1 June 2020.

ATTACHMENTS

1. Correspondence received from the State Planning Commission re Building Technical Panel appointments ⇩







Item 16.10 Page 39

16.10 ANNOUNCEMENT FROM THE DEPUTY PRIME MINISTER & LOCAL GOVERNMENT MINISTER



PURPOSE

To provide Elected Members with correspondence received from the Hon Michael McCormack MP, Deputy Prime Minister and the Hon Mark Coulton MP, Minister for Regional Health, Regional Communications and Local Government.

RECOMMENDATION





BACKGROUND

On 22 May 2020 the Australian Government announced a $1.8 billion boost for local government. The $1.8 billion package includes the establishment of a new $500 million Local Roads and Community Infrastructure Program and pre-payment of $1.3 billion of 2020/21 Financial Assistance Grant payments.

DISCUSSION

Yorke Peninsula Council will receive a pre-payment of $1,252,207 on next year’s Financial Assistance Grant allocation. In addition, Council will also receive $903,914 from the new Local Road and Community Infrastructure Program – bringing Council’s total to $2,156,121.

The new $500 million Local Roads and Community Infrastructure Program will support local councils to deliver priority local road and community infrastructure projects, supporting jobs and local economies suffering from the COVID-19 pandemic.

The Commonwealth Government will provide more information, including program guidelines and Council will be requested to provide a proposed schedule of works.

ATTACHMENTS

1. Announcement of 1.8 billion boost for local government ⇩







Item 16.11 Page 42

16.11 CORRESPONDENCE RECEIVED FROM MINISTER FOR HUMAN SERVICES



PURPOSE

To provide Elected Members with correspondence received from the Minister for Human Services, the Hon Michelle Lensink MLC.

RECOMMENDATION





BACKGROUND

Elected Members requested at the 11 March 2020 council meeting that the Harry Butler 100 Years Airfield Event be nominated for the Andamooka Community Project Award category of the 2020 South Australian Volunteer Awards.

DISCUSSION

The Hon Michelle Lensink MLC has advised the Harry Butler 100 Years Airfield Event was not recognised with an award on this occasion, but has acknowledged the event’s contribution to the South Australian Community and has been presented with a Certificate of Recognition.

ATTACHMENTS

1. Correspondence from Minister for Human Services - Harry Butler 100 Years Airfield Event ⇩







Item 17.1 Page 45

17 CORPORATE AND COMMUNITY SERVICES

17.1 AUDIT COMMITTEE MINUTES - 25 FEBRUARY 2020


Department: Corporate and Community Services

PURPOSE

The Audit Committee is a Section 41 Committee of Council. A copy of the minutes from the meeting held on 25 February 2020 is attached.

RECOMMENDATION




Strategy: 5.1 Openness and transparency of reporting Council’s performance

5.2 Effective leadership and informed decision making

5.3 Meet all legislative requirements and compliance with Council’s internal controls



BACKGROUND

To keep Council informed in regard to regular Audit Committee Meetings.

DISCUSSION

Business discussed at the meeting centred around:

Audit Committee Work Plan 2020

December Quarterly Budget Review 2019/2020

Draft Leave Management Policy

Internal Audit Activity Report

Risk Management Activity Report

Asset Management Update

Audit Committee Annual Report 2019

Confidential Items – Independent Member Appointment To Audit Committee

ATTACHMENTS

1. Audit Committee Minutes 25/02/2020 ⇩

















Item 17.2 Page 53

17.2 AUDIT COMMITTEE MINUTES - 26 MAY 2020



PURPOSE

To keep Council informed in regard to regular Audit Committee Meetings.

RECOMMENDATION









BACKGROUND

The Audit Committee is a Section 41 Committee of Council. A copy of the minutes from their meeting held on 3 December 2019 are attached.

DISCUSSION

Business discussed at the meetings centred around:

Audit Committee Work Plan 2020

March Quarterly Budget Review 2019/2020

Long Term Financial Plan 2021-2030

Rating Model 2020/2021

Draft Annual Business Plan and Budget 2020/2021

Policy Review – PO060 Rates Relief Policy

Bad Debts Write Off

Treasury Management performance 2018/2019

National Disability Insurance Scheme Stage 2 Audit

Risk Management Activity Report

Business Continuity Plan


Item 17.2 Page 54

Community Wastewater Management System (CWMS) Infrastructure Asset Valuation

Potable Water Infrastructure Asset Valuation

Stormwater Infrastructure Asset Valuation

Draft Internal Audit Procedure

Internal Audit Activity Report

Policy Review PO084 Corporate Purchase Card Policy

New Policy – PO178 Community Emergency Management and Disaster Recovery

Confidential Items – Appointment of Independent Member – Audit Committee

ATTACHMENTS

1. Minutes of Audit Committee Meeting - 26/05/2020 ⇩























Item 17.3 Page 65

17.3 ART EXHIBITION WORKING PARTY MINUTES - 05 MAY 2020



PURPOSE

The Yorke Peninsula Art Exhibition Working Party is a Working Party of Council. A copy of the minutes from their Zoom Online Meeting held on 05 May 2020 is attached.

RECOMMENDATION



Goal: 1 Economically Prosperous Peninsula

Strategy: 1.4 Support local events and help attract new events

1.5 Partner and build positive relationships with key stakeholders to progress tourism and business growth, including enabling the attraction of niche businesses

BACKGROUND

To keep Council and the community informed of progress in delivering the 2021 Yorke Peninsula Art Exhibition.

The next meeting is to be held on 14 July 2020, 9.30am.

DISCUSSION

Business discussed at the meeting centred around:

Council to consider an increase in the Budget for the Project Officer position.

Surplus funds remaining from 2018 Budget to be investigated.

Sponsorship response to the postponement of the Art Exhibition and options for reimbursement of funds.

Suggested future Council hosted ‘Sponsor Event’ to reconnect and engage existing sponsors and foster new relationships with future sponsors.

Membership and interim meetings.

Budget – possible Arts plan or strategy focussing on a regional approach to funding.

Acquisitive Art Prize.

Interim Art Exhibition Project Officer.

Leisure Options participation in the 2021 Art Exhibition.

ATTACHMENTS

1. Minutes - Meeting - Art Exhibition Working Party - Zoom Meeting - 05052020 ⇩













Item 18.1 Page 71

18 ASSETS AND INFRASTRUCTURE SERVICES

18.1 CONSTRUCTION AND MAINTENANCE WORKS


Department: Assets and Infrastructure Services

PURPOSE

To provide a summary of capital and maintenance works undertaken within Assets and Infrastructure Services throughout the month preceding the June 2020 meeting of Council.

RECOMMENDATION



Goal: 2 Community Connected through Infrastructure

Strategy: 2.5 Explore provision of new infrastructure

2.6 Install and upgrade appropriate traffic control device management

2.7 Upgrade and beautification of open (recreation) spaces (e.g. playgrounds, water parks, BBQ areas etc.)

BACKGROUND

This report provides Council with a summary of the capital and maintenance works undertaken within Assets and Infrastructure Services throughout the month preceding the Council meeting.

DISCUSSION

Information regarding roadside vegetation maintenance activities undertaken by Council are detailed in the table below:

Road Name Start Point End Point Status

South

Baker Road Springfield Road Minlaton Road Completed

Little Glory Road Minlaton Road Stansbury Road Completed

Turville Park Road St Vincent Highway Minlaton Road Completed

Antonio Road Weavers Road Cutline Road Current

North

Old Boundary Road Upper Yorke Road Spencer Highway Completed

Willing Road North Terrace, Arthurton

Clinton Road Completed

Pipeline Road Agery Road Spencer Highway Programmed

Attention to parks, gardens and reserves is ongoing throughout the district in line with available resources.

Footpath rework has been completed within identified streets in Ardrossan, Hardwicke Bay, Maitland and Port Clinton.

Staff undertook assessments and placement of signage at playgrounds in accordance with the reopening of these facilities as part of the easing of COVID-19 restrictions.


Item 18.1 Page 72

Patrol Grading is ongoing throughout the district aligned with current circuit, technique and available resources. The following matrix provides percentage (%) output over the twenty-four (24) day period for respective areas (sectors):

Area Output (%) Factors Influencing Productivity

North 46 Operators – 12 days Income Protection / 1 day Personal Leave

Maitland 75 Operators – 6 days Annual Leave

Minlaton 46 Operators – 3 days Long Service Leave / 1 day Annual Leave / 9 days Personal Leave

South 58 Operators – 10 days Construction

The status of road construction and maintenance requirements is summarised in the table below, complementing 2019/20 budget allocations:

Road Description of Works Work Status Estimated Completion Date

Reconstructing and Resheeting

South Coast Road Reconstruct and resheet a section from Sturt Bay Road east for 1.8km.

Completed

Patch Sheeting

Rocky Bend Road 3 sections of patch sheeting (total area 7,200m2)

Completed

Koch Road 4 sections of patch sheeting (total area 12,000m2)

Completed

Johns Road 1 section of patch sheeting (total area 4,000m2)

Completed

Ferguson Road 1 section of patch sheeting (total area 3,200m2)

Completed

Saints Road 2 sections of patch sheeting (total area 9,130m2)

Completed

Moody Road 2 sections of patch sheeting (total area 6,120m2)

Completed

Chinaman Wells Road 3 sections of patch sheeting (total area 9,600m2)

Completed

Rabbit Corner Road 6 sections of patch sheeting (total area 14,000m2)

Completed

Cross Road 3 sections of patch sheeting (total area 6,000m2)

Current

Illman Road 6 sections of patch sheeting (total area 15,600m2)

Current


Item 18.1 Page 73

Jacka Road 7 sections of patch sheeting (total area 19,200m2)

Current

The Drought Communities Programme projects due for completion by the end of June 2020 are progressing well. Progress for each project summarised below.

o Materials for the Ardrossan Stormwater Harvesting Project were due to arrive by 29 May

2020, with works to commence on 9 June 2020. SA Water have been engaged to undertake the required relocation of services.

o All three (3) bushcamp compost toilet site locations have been excavated with the block

work of two (2) sites completed. The laying of concrete slabs commenced the week beginning 1 June 2020.

o Footpath paving is complete for Waterloo Bay Road, Yorketown and Beach Road,

Coobowie.

o Installation of the water meter is the final task required as part of the works to install a water

tank at the Minlaton Airstrip.

o Construction of the north cliff stairs, Ardrossan, is complete.

o Of the eight (8) public toilets due to be refreshed work has completed at Balgowan,

Arthurton, Pine Point and Warooka. Works are continuing at Black Point.

o All road patch sheeting works are complete.

o Tiling works at the Harry Butler Precinct Toilet are near completion.

o Installation of central control systems has occurred at nineteen (19) of the twenty-one (21)

sites. Of the remaining two (2) sites, new meter boxes have been installed and power connected, with the installation of the central controllers commencing 1 June 2020.

o The Regional Adverse Event Plan (with Copper Coast Council and Barunga West Council)

has been developed.

Approximately sixty (60) Customer Service Requests (CSRs) have been attended to by staff throughout May with activities including:

o Installation of traffic control devices

o Maintenance to coastal infrastructure

o Maintenance to public buildings

o Replacement of signs

o Response to acts of vandalism

o Sealed and unsealed road maintenance

o Stormwater infrastructure maintenance

o Trimming of street trees

The street sweeping is currently operating within the northern townships.

The change of season has brought about an increase in the volume of leaves being dropped by the plane trees in Robert Street, Maitland. Staff have adjusted their work practices, as they do on an annual basis, to attend to the leave clean up twice a week to avoid any major inconveniences to the public and traffic during this period.

Staff replaced approximately 16m of hand rail at the Price wharf, which was beyond continued repair.


Item 18.1 Page 74

Staff undertook minor ground maintenance at the Minlaton cemetery, in particular the removal of fallen trees along the western boundary fenceline. Sections of that fence were also repaired as a consequence of damaged caused by these trees.

Staff rehabilitated a reserve at Point Turton with the processed green waste product from a Council stockpile. This area houses a CWMS pump station.

Minor rehabilitation works to the top car park area at the Edithburgh jetty were completed by staff.

The following works/upgrades have been applied to Council’s Community Wastewater Management Systems (CWMS) and Water Schemes:

CWMS

o CCTV surveillance and flushing of gravity drains Ardrossan

o Gravity drain blockages cleared Ardrossan

o Repairs to WWTP bypass pumps Ardrossan

o CCTV surveillance and flushing of gravity drains Black Point

o Replacement of WWTP aerator Hardwicke Bay

o Repairs to irrigation infrastructure Hardwicke Bay

o Gravity drain blockages cleared Maitland

o Maintenance to pump station Point Turton

o Chlorine tanks repaired Port Victoria

Water Schemes

o Property connection replacement program ongoing Balgowan

o Minor repairs to standpipe Warooka

(All CWMS, Water Schemes and Stormwater Harvesting Schemes are monitored with water quality testing in accordance with SA Health and Environmental Protection Authority [EPA] licence conditions.)

ATTACHMENTS

Nil


Item 19.1 Page 75

19 DEVELOPMENT SERVICES

19.1 INSPECTORIAL REPORT


Department: Development Services

PURPOSE

To inform Council of the activities of the Inspectorial Team.

RECOMMENDATION





BACKGROUND

This report provides Elected Members with information relating to activities of the Inspectorial Staff.

DISCUSSION

During the past month, Council’s Rangers have dealt with many routine matters including By-law compliance, nuisance complaints, and dog and cat management issues.

Dog Attacks

A lady walking her dog unleashed at Bluff Beach reported that her dog was attacked by an uncontrolled dog on the beach. As a result of the attack, her dog required veterinary treatment. The incident was only reported to Council after the offending dog owner failed to contribute to the veterinary fees. Council’s Ranger liaised with both parties and a civil agreement has been reached. The owner of the injured dog did not want any further action taken in relation to the incident, both dog owners were cautioned as a result of their dogs wandering at large.

A Maitland resident was in her yard when two dogs that live next door entered her property and attacked her dog, causing significant injuries that resulted in veterinary treatment. The owner of the attacking dogs has offered to compensate the resident for damages. Council has advised the owner of the offending dogs that a Menacing Dog Control Order will be placed on the two attacking dogs.

A person holidaying at Black Point was cautioned as a result of their dog continuously wandering at large and harassing other persons on the adjacent foreshore.

A tourist of the Recreational Vehicle (RV) overnight stay at Port Victoria was cautioned as a result of their dog harassing persons walking past the area.

Wandering and Nuisance Dogs

Two dog owners at Yorketown and one at Point Turton were contacted and advised to collect their dogs as a result of them being detained by the public after wandering at large. Information was obtained from the DACO system. All dog owners have been cautioned for their dogs wandering at large. A Maitland resident was also cautioned on two occasions as a result of her dogs wandering at large, but she was issued with an Expiation Notice for owning or keeping an unregistered dog.

A Yorketown dog owner has been spoken to in relation to a complaint received regarding their dog creating a nuisance.


Item 19.1 Page 76

Bush Camping

As a result of the government lifting COVID-19 restrictions, the bush camping reserves were reopened on 11 May 2020. Several campers took advantage of this and immediately purchased bush camping permits and set up camps. The uptake at the bush camping grounds has been reasonable, considering the winter weather conditions. The camp grounds were regularly patrolled during the COVID-19 closure to ensure no campers apart from the essential travellers had set up camp. Since the last report one camper was expiated for setting up camp at Barkers Rocks during the restrictions.

Another Expiation Notice was issued to a fisherman who set up camp at Pine Point in a non-designated camp area.

Boat Ramps

Routine patrols of boat ramps have been undertaken to ensure that users are paying for the use of the facilities.

Seven notices were placed on vehicles where a launch permit/ticket could not be observed. Those who could produce a valid permit/ticket and a reason as to why the ticket was not displayed were cautioned for failing to display the ticket. Two Expiation Notices have been issued to boaties who had not purchased a launch ticket prior to launching.

Traffic Management

Council’s Rangers routinely patrol all townships for traffic management, including foot patrols, paying particular attention to disabled parking bays and vehicles parking on yellow lines and footpaths.

One person has been cautioned for parallel parking in First Street Ardrossan in an angle parking area.

Local Nuisance and Litter Control

Cat complaints have been dealt with in Coobowie, Balgowan, Port Clinton and Rogues Point.

An Edithburgh resident and a Tiddy Widdy Beach resident was requested to remove rubbish from the footpath adjacent to their properties.

A property owner in Maitland was issued an Expiation Notice for the burning of non-prescribed matter as a result of burning green vegetation, which resulted in excessive smoke causing a local nuisance.

A Tiddy Widdy resident has been cautioned for the burning of non-prescribed matter in a drum in his back yard, which also caused a local nuisance.

Officers are negotiating with the owners of properties at Port Clinton and Tiddy Widdy Beach in relation to unsightly properties, which is creating a local nuisance by impacting on the general amenity of the area.

Fire Prevention

The fire danger season concluded on 30 April 2020. Council’s Fire Prevention Officers will conduct a review of the activities carried out during the fire danger season to ensure compliance with the treatments required in the Flinders Mid North Yorke Bushfire Management Area Plan.

COVID-19 Patrols

Council Rangers regularly patrol the region and report their observations as per the compliance with the COVID-19 restrictions. During these patrols no non-compliance of restrictions has been reported.

ATTACHMENTS

Nil


Item 19.2 Page 77

19.2 DEVELOPMENT APPLICATION DECISIONS



PURPOSE

To inform the Elected Members of Development Application decisions for the period 4 May to 29 May 2020.

RECOMMENDATION




Strategy: 1.1 Provide easier, streamlined development approval application process

BACKGROUND

To keep Elected Members informed of Development Application decisions under delegated authority.

DISCUSSION

The following is a list of all Development Applications processed for the period 4 May to 29 May 2020.

Yorketown

544/1438/2018 544/1212/2019 544/1300/2019

544/1323/2019 544/1350/2019 544/1424/2019

544/1446/2019 544/1016/2020 544/1043/2020

544/1058/2020 544/1067/2020 544/1078/2020

544/1081/2020 544/1089/2020 544/1093/2020

544/1094/2020 544/1120/2020 544/1122/2020

544/1121/2020 544/1128/2020 544/1137/2020

Maitland

544/1327/2018 544/1029/2019 544/1291/2019

544/1305/2019 544/1346/2019 544/1391/2020

544/1015/2020 544/1038/2020 544/1057/2020

544/1076/2020 544/109/2020 544/1097/2020

544/1106/2020 544/1139/2020 544/1145/2020

ATTACHMENTS

1. Approval Listing - Development Application Decisions - May 2020 ⇩











Item 19.3 Page 82

19.3 WASTEWATER SYSTEM APPLICATION DECISIONS



PURPOSE

To inform the Elected Members of Wastewater Application decisions for the period 4 May to 29 May 2020.

RECOMMENDATION




Strategy: 1.1 Provide easier, streamlined development approval application process

BACKGROUND

To keep Elected Members informed of Wastewater Application Decisions under delegated authority.

DISCUSSION

The following is a list of all Wastewater System applications processed for the period 4 May to 29 May 2020.

Maitland

050/055/2019 050/020/2020 050/28/2020

Yorketown

050/023/2020 050/024/2020 050/029/2020

ATTACHMENTS

1. Approval Listing - Wastewater System Applications - May 2020 ⇩





Page 84

20 VISITORS TO THE MEETING

Nil


Page 85

DEBATE

AGENDA


Page 86

DEBATE AGENDA

21 MAYOR

Nil

22 CHIEF EXECUTIVE OFFICER

Nil


Item 23.1 Page 87

23 CORPORATE AND COMMUNITY SERVICES

23.1 FINANCIAL REPORT AS AT 31 MAY 2020



PURPOSE

For Council to consider the financial report and capital projects update report as at 31 May 2020.

RECOMMENDATION

That Council receive the financial report and capital projects update report as at 31 May 2020.





BACKGROUND

A financial report and a capital projects update report (projects over $25,000) is presented monthly for Council’s consideration in accordance with Policy PO142 Budget Reporting and Amendment. These reports encompass results to the end of each calendar month preceding each scheduled Council meeting.

DISCUSSION

The attached financial reports are submitted with the following qualifications, comments and notes:

Actuals included in the Uniform Presentation of Finances (UPF) are as incurred at close of business on the last day of the month being reported and may be subject to end of month adjustments. Any such adjustments will be incorporated in the following monthly report.

The reports do not include year-end income and expense accruals.

Both reports include year to date Commitments i.e. orders raised but not yet paid for.

Attachment 1 - Uniform Presentation of Finances (UPF)

o Note 1 - Rates, Service Charges (Waste, CWMS and Water), NRM Levy and Rate

Rebates, totalling approximately $23.3m, have been raised for the 2019/2020 financial year but are only due and payable either in full in September 2019 or by quarterly instalments in September 2019, December 2019, March 2020 and June 2020.

o Note 1 - grants, subsidies & contributions of $5.2m received to date.

o Note 1 – dog registration income of $102k received to date.

o Note 1 - income from building and planning activity of approximately $186k and

septic tank registration fees of approximately $34k is included.

o Note 1 - also included is approximately $547k of reimbursements and

miscellaneous income.


Item 23.1 Page 88

o Note 1 - $3.4m collected for user charges (boat ramps, caravan parks, cemetery

fees, hall hire, etc.) are included in the total income.

o Note 2 - the following major expenditure has been paid in advance in the 2019/2020

financial year as per the required payment terms with the goods and services to be delivered or consumed over the remainder of the financial year:

Memberships/Subscriptions/Contributions/Donations: $359k;

YP Community Transport – annual: $71k;

Regional Development Australia - annual: $31k;

Art Ark Adventure donation – one-off: $5k;

Western United Sports Club – contribution (disability access): $2.5k;

Progress Associations – annual: $49.5k;

LGA annual subscription: $31k;

Legatus Group – annual: $11k;

Various professional & Council accreditations/memberships: $27k;

YP Tourism annual contribution: $50k;

LTFP template annual subscription: $6k;

Building Code online subscription – annual: $2k;

YP Visitor Information Service licenses, online booking system, website maintenance, memberships: $4k;

Caravan Parks memberships, online booking system: $43k;

Miscellaneous minor items: $26k;

IT Licence Fees: $272k;

Plant & Equipment Registration: $128k.

o Note 2 - commitments of approximately $987k include orders worth approximately

$369k for waste management and refuse collection and disposal services in 2019/2020.

o Note 2 – finance costs (interest on loans) of $228k have been incurred year to date.

o Note 2 - depreciation for eleven (11) months of the financial year has been included

in the YTD expenditure.

o Notes 3 & 4 - commitments of approximately $2.1m (including approved rollovers)

for various capital projects, details of which can be found in Attachment 2 of this report.

Attachment 2 – Capital Projects Update Report

o All Year to Date expenditure in this report includes invoices paid to date and orders

outstanding. The total of this amount is then compared against the current budget to provide the budget remaining.

o It should be noted that the month end balances in the capital report are different to

those in Attachment 1 – UPF. This is due to the UPF reflecting the actuals as at the last day of the month, whereas the capital report includes some month end adjustments, correction to existing purchase orders and raising of new ones, backdated journals and correction of incorrectly allocated amounts. Making these adjustments means the report shows expenditure incurred as well as expenditure forecast for the remainder of the year along with budget remaining against each project.


Item 23.1 Page 89

COMMUNITY ENGAGEMENT PLAN

Level 1 - Inform

CONSULTATION PROCESS

In preparing this report, the following Yorke Peninsula Council officers were consulted:

Corporate Management Team

Manager Financial Services

Budget and Project Managers

Accountant – Financial Management

Accountant – Financial Operations

In preparing this report, the following external parties were consulted:

Nil

POLICY IMPLICATIONS

PO 142 Budget Reporting and Amendment Policy

BUDGET AND RESOURCE IMPLICATIONS

This is the final update for the 2019/2020 financial year and similar to previous month’s update Council’s ‘business as usual’ scenario continues to change. Council’s operating income and expenditure in the final quarter (April – June) of 2019/2020 will be impacted by the current disruption as a result of COVID-19. Council’s actual year end result is expected to be significantly different to Council’s currently endorsed Budget. Council’s overall financial performance for 2019/2020 will be reported to Council through the audited Financial Statements. At this stage, financial performance remains on track against Council’s revised Budget however changing COVID-19 restrictions will continue to impact in most areas.

The forecast financial impact for 2019/2020 as a result of COVID-19 has been determined after completion of the third quarter (as at 31st March 2020) budget review. Full details of the estimated financial impact can be found in the March quarterly budget review report endorsed by Council at its May 2020 meeting.

Current COVID-19 restrictions, which have the potential to be prolonged, will impact Council’s 2019/2020 year end position and it is envisaged that these effects will flow on into 2020/2021. At this stage it is difficult to quantify the exact size and nature of these impacts though reduced income and cash flow is strongly anticipated.

At this stage, even in the current circumstances, capital projects (expenditure) are expected to generally be on track for completion as scheduled. Expenditure on capital projects including commitments has increased since last month as projects are completed or near completion. With one (1) month remaining in the 2019/2020 financial year 14% of the budgeted capital funds remain uncommitted.

It should be noted that projects approved by Council to be funded from grants received for drought conditions and bushfires have been included in Council’s 2019/2020 Budget and are reflected in the attached reports. While stage 1 drought funded projects must be completed by 30 June 2020, stage 2 projects are not due for completion until 31 December 2020 and will be rolled over to the 2020/2021 financial year.

Elected Members should note that financial impacts of the 2018/2019 audited financial statements and endorsed 2019/2020 September, December and March quarter budget review adjustments, have been incorporated into the monthly financial report.


Item 23.1 Page 90

RISKS/LEGAL/LEGISLATIVE/ IMPLICATIONS

Monthly financial reporting provides a transparent and comprehensive reporting regime that allows Council to track performance against financial targets established in its annual budget.

Council risks being seen as not being transparent if financial performance is not reported periodically and Elected Members could be asked to make decisions without knowing the impact on Council’s financial position.

There is a significant risk that non-achievement of agreed milestones for grant funded capital projects could result in a delay in Council receiving grant funds, not receiving funds or having to return funds already received. This would have a significant negative impact on Council’s budget and cash flow.

Local Government Act 1999

Local Government (Financial Management) Regulations 2011

ATTACHMENTS

1. Uniform Presentation of Finances as at 31 May 2020 ⇩ 2. Capital Projects Update Report as at 31 May 2020 ⇩








Item 23.2 Page 95

23.2 DRAFT 2020/2021 ANNUAL BUSINESS PLAN, BUDGET AND FEES AND CHARGES - PUBLIC CONSULTATION



PURPOSE

For Council to consider written submissions received during the public consultation period in relation to Council’s draft 2020/2021 Annual Business Plan, Budget and Fees and Charges in accordance with the Local Government Act 1999 and the Local Government (Financial Management) Regulations 2011.

RECOMMENDATION

That Council receive and consider all submissions as presented before Council at this meeting prior to adoption of the draft 2020/2021 Annual Business Plan, Budget and Fees and Charges, at its special meeting to be held on Wednesday, 24 June 2020.


Goal:

5 Responsible Governance

Strategy:

5.1 Openness and transparency of reporting Council’s performance



BACKGROUND

Each year an Annual Business Plan (ABP), Budget and Fees and Charges are produced by Council. These documents explain the context in which the budget has been developed, provide information on what Council plans to achieve in the coming financial year, and describe how this will be funded.

The draft 2020/2021 Annual Business Plan, Budget and Fees and Charges were advertised for public consultation commencing on Thursday, 14 May 2020 following endorsement of that action by Council at its meeting held on Wednesday, 13 May 2020. The public consultation period inviting written submissions was advertised in the Yorke Peninsula Country Times, on Council’s web site and Facebook page, with copies also available from Council offices. Emails were also sent to all Progress Associations during the public consultation period. The closing date for submissions was 5 pm on Thursday, 4 June 2020 (at the time of drafting this report, Wednesday 3 June 2020, Council had not received any submissions).

In previous years members of the public have had the opportunity to provide verbal submissions to Council at the June Council meeting in accordance with legislation. This year, however, legislation has been amended to reflect the current impact of COVID-19 and members of the public are no longer able to address Council in person.

DISCUSSION

During the public consultation period Council received no submissions.

Annual Business Plan 2020/2021

It should be noted that on 27 May 2020, Council was paid in advance $1.252m which represents approximately 50% of Council’s 2020/2021 Financial Assistance Grants entitlement. As the exact amount of the remainder of Council’s entitlement are not known, the Draft 2020/2021 Budget will not


Item 23.2 Page 96

be adjusted at this stage. Any adjustments will be made as part of quarterly budget reviews after the Budget has been adopted, when exact details are known. The advance payment will need to be recognised as operating income in 2019/2020 and forecast income in the 2020/2021 Budget will need to be reduced, impacting the operating bottom line in both years. The only impact on forecast cash flow will be the timing of recognition of the cash received. However, the impact on annual cash flow and the operating bottom line will be negligible if the Federal Government continues to pay in advance Financial Assistance Grant amounts in future years as it has done for a number of years now.

Rating Strategy 2020/2021

At its meeting on Wednesday, 13 May 2020 Council endorsed a rating model for the raising of general rate revenue in 2020/2021. This Model is based on the following:

No increase to general rate revenue in 2020/2021;

No increase to rate contributions by individual land use (rating) categories in 2020/2021; and

No increase to fixed charge in 2020/2021.

The model is based on generating approximately $18.45m in total general rate revenue which is inconsistent with Council’s recently adopted LTFP. The LTFP forecasts a 1.9% increase to general rate revenue raised in 2019/2020, however due to the impact of COVID-19 on the community, Council has decided to forego this rate increase in 2020/2021.

For full details of the endorsed model and its impact on the various land use (rating) categories please refer to Council report 22.3 in the agenda for the meeting held on Wednesday, 13 May 2020.

The model will be updated to reflect the latest capital valuations (and subsequent rates in the dollar) prior to setting of rates, adoption of final capital valuations and adoption of the ABP and Budget at a special Council meeting to be held on Wednesday, 24 June 2020. The updated model will still result in total general rate revenue being approximately $18.45m and rate contributions by land use remaining approximately the same as the Council endorsed model.


Level 1 - Inform

Public consultation was undertaken between Thursday, 14 May 2020 and Thursday, 4 June 2020. An updated Community Engagement Plan is attached (attachment 1).




Manager Business and Public Relations


Communications and Engagement Officer


Nil

POLICY IMPLICATIONS

PO 142 Budget Reporting and Amendment Policy


The draft 2020/2021 ABP, Budget and Fees and Charges generally align with Council’s AMPs, LTFP and Council’s key financial direction of reducing the operating deficit and maximising funds for the renewal of assets. While a “business as usual” approach is forecast in 2020/2021 it is acknowledged


Item 23.2 Page 97

that there may be some impact on Council’s financial position due to ongoing COVID-19 restrictions, the full extent of which is yet to be quantified.


The Annual Business Plan sets out Council’s objectives for the next twelve months and how these objectives and activities link to Council’s Strategic Management Plan. It provides Council with a clear mechanism to reach its short term goals and reduces the risk of exposure that exists in failing to meet strategic objectives.



ATTACHMENTS

1. Community Engagement Plan - Final - Draft Annual Business Plan 2020/2021 (under separate cover)


Item 23.3 Page 98

23.3 TREASURY MANAGEMENT PERFORMANCE 2018/2019



PURPOSE

Review of Council’s treasury management (investments and borrowings) activity and performance for 2018/2019 in accordance with legislation and PO139 Treasury Management Policy.

RECOMMENDATION







BACKGROUND

The Local Government Act 1999 section 140 requires that Council undertake a review of its investments at least once each year. Further, section 4(d) of Council’s policy, PO139 Treasury Management, requires Council to consider a report on treasury management performance relative to the policy at least annually.

This report was considered and noted by Council’s Audit Committee at their 26 May 2020 meeting.

DISCUSSION

Investments

Sections 139 and 140 of the Act provide the framework for how Council can invest surplus funds and state that investments be reviewed annually. Council’s Treasury Management Policy builds on the legislative framework to ensure financial and other risks are managed when investing public funds, sets parameters and limits, details investment types permitted, determines who authorised officers are and what strategy and process should be followed.

Council currently invests surplus funds in 24 hour “at call” accounts and fixed term deposits with the Local Government Finance Authority (LGFA) at market competitive interest rates. Working funds for day to day operations are held with the ANZ Bank (being Council’s ‘transaction account’) and are kept to the minimum required for day to day activity at all times. Surplus funds are transferred to the 24 hour at call account in the short term in accordance with policy.

This report provides a summary of investments for the 2018/2019 financial year to enable Council to review the performance of its investments in accordance with the Act and the policy, PO139 Treasury Management.

The following table shows the investments and cash held with the LGFA and ANZ Bank at the end of each quarter during the 2018/2019 financial year.


Item 23.3 Page 99

Type Sep 2018

($)

Dec 2018

($)

Mar 2019

($)

Jun 2019

($)

LGFA

24 Hour at Call 1,666,241 3,321,646 2,117,483 3,515,301

Term Deposits 8,500,000 6,500,000 7,000,000 3,000,000

Stansbury CWMS 162,000 24,726

Pt Vincent CWMS 48,000 28,710

Minlaton Library Equipment 19,248 19,320 19,391 19,465

Yorketown Library Equipment 24,252 24,343 24,433 24,525

Maitland Community Library Equipment

15,999 16,059 16,118 16,179

Ardrossan Library Equipment 25,246 25,340 25,434 25,530

Land Sales 582,729

Erichsen Heritage Trust 4,872 4,890 4,908 4,926

Minlaton RSL Trust 2,032 2,040 2,047 2,055

Warooka RSL Trust 5,752 5,773 5,795 5,817

Curramulka RSL Trust 1,954 1,961 1,969 1,976

Open Space & Recreation 143,127 143,127 143,127 141,127

ANZ

Operating Account 101,129 104,509 101,901 251,656

Rates Account 57,976 67,436 29,459 100,405

Point Turton Caravan Park

Operating Account

10,521 45,553 10,656 5,748

Marion Bay Caravan Park

Operating account

9,175 48,547 6,274 4,070

Port Vincent Caravan Park

Operating Account

4,307 63,407 9,846 5,782

Yorketown Caravan Park

Operating Account

872 4,279 3,962 4,317

10,592,703 10,298,230 9,732,803 7,765,044

Performance

Total interest income earned from working capital held (ANZ) and investments (LGFA) for the period of 1 July 2018 to 30 June 2019 was $194,361 (2017/2018: $176,569). $188,738 of the total interest (including bonus interest of $35,596) was from the LGFA with the balance of $5,623 from ANZ.

Interest rates on investment, in particular the 24 hour at call rate, are heavily influenced by the Reserve Bank of Australia (RBA) cash rate. This rate decreased from 1.5% to 1.25% on 5 June 2019.


Item 23.3 Page 100

Interest rates offered by LGFA are comparable to rates offered by other authorised deposit-taking institutions (ADI’s) for similar investment products. It should be noted that while these rates are the base rates for the various investment products, LGFA also provide bonus interest depending on the total quantum of funds invested with them throughout the year. In 2018/2019 Council received $35,596 in bonus interest.

The Table below shows the quarterly change in the LGFA’s interest rates throughout 2018/2019

Interest Rates Sep 2018 Dec 2018

Mar 2019

Jun 2019

24 Hour at Call 1.5% 1.5% 1.5% 1.25%

Term Deposits (average of terms) 1.82% 1.94% 1.93% 1.92%

In addition to investing funds in the 24 Hour at Call account, Council also invest funds surplus to immediate working capital requirements, in term deposits. Term Deposits were generally for periods of 30, 60 or 90 days. Terms in excess of 90 days are also available if required.

Interest rates offered by LGFA on term deposits at any point in time are determined by the financial market and driven by prevailing economic conditions. That is, the interest rate can change on a daily basis as the financial market responds to current, and speculates on future, economic conditions. As a result, the differential between the 24 Hour at Call rate and the term deposit rate can fluctuate on an ad hoc basis.

The use of fixed term deposits is a risk management strategy to maximise interest rate returns. Given fixed term deposits have a higher interest rate than the 24 Hour at Call account, surplus cash requirements are constantly monitored in order to maximise investment returns.

It should be noted that the end of financial year 24 Hour at Call account balance was further inflated by funds received due to the advance payment of Council’s 2019/2020 and 2020/2021 Financial Assistance Grant (Supplementary Local Roads component) of approximately $811k on 27 June 2019.

Borrowings

As at 30 June 2019 Council’s outstanding loan principal was $8,302,031 compared to $7,714,914 as at 30 June 2018. The table below details the movement against each type of loan and the closing balance of Council’s loan portfolio.

Loan Type 2017/2018 Principal

Remaining

$

2017/2018 Interest Paid

$

2018/2019 Principal

Remaining

$

2018/2019 Interest

Paid

$

Council Loans 6,656,348 331,363 6,036,181 324,899

Community Loans 692,317 38,061 730,711 34,395

Special Rates Loans 366,249 12,557 333,116 15,294

Total 7,714,914 381,981 8,302,031 374,588

The movements in the table above can be explained as follows:

$50,000 was borrowed for the Minlaton Bowling Club under the community loan policy in accordance with Council decision. All repayments over the life of the loan (10 years) will be recovered via invoices raised to them.

$77,299 was borrowed for the Western United Sports Club under the community loan policy in accordance with Council decision. All repayments over the life of the loan (10 years) will be recovered via invoices raised to them.


Item 23.3 Page 101

$1.2m borrowing to fund the main township footpath replacement capital project ($300k State Government funding also approved) which was anticipated to be drawn down in 2017/2018, was not drawn down until July 2018, although the loan was approved in 2017/2018.

Loan 68 for the Office Building and Road Acceleration Programme ($6m) will be the last existing loan and is to expire in 2029/2030.

One (1) Community Loan (47- SYP Basketball Association) ended in 2018/2019.

Council’s Community Loan threshold as per the policy still has capacity as at 30 June 2019 for a further $769,289 to be borrowed.

All existing Community Loans as at 30 June 2019 will be paid out by 2028/2029.

All funds borrowed during the 2018/2019 financial year were from the LGFA and were credit foncier loans i.e. for a fixed period with regular repayments where each repayment includes both principal and interest components, such that at the end of the period the principal will have been entirely repaid. The maximum term for loans in Councils portfolio is currently ten (10) years; with the exception of the $6m dollar Office Building and Road Acceleration Program borrowing which was approved by Council for a fifteen (15) year term.

Council’s entire portfolio consists of fixed interest rate borrowings which complies with current policy requirements. The policy sets a minimum of 80% of loans to be of this category. Council has spread its exposure to interest rate movement by ensuring a variety of maturity dates for its loans. This is demonstrated by the graph below which shows year end balances as Council’s current loans expire.


Level 1 - Inform






0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

Outstanding Principal as at 30 June


Item 23.3 Page 102

Nil

POLICY IMPLICATIONS

PO139 Treasury Management Policy


Efficient cash flow reporting and treasury management practices ensure financial resources are available in support of and as per Council’s Budget and return on public funds is maximised.




ATTACHMENTS

Nil


Item 23.4 Page 103

23.4 BAD DEBTS WRITE-OFF



PURPOSE

To seek approval to write off bad debts greater than $1,000 in accordance with section 143 of the Local Government Act 1999 (Act) and Council Policy PO008 Bad Debts – Delegation of Authority.

RECOMMENDATION

That debts worth $5,645.57 for debtors 5296/91, 1242/94 and 5594/91 as presented and attached be written off in 2019/2020 in accordance with section 143 of the Local Government Act 1999.






BACKGROUND

Section 143 of the Local Government Act 1999 allows Council to write off any debts owed to the Council if there is no reasonable prospect of recovering the debts or costs of recovery are likely to equal or exceed the amount to be recovered.

Under Council’s Policy PO008 Bad Debts – Delegation of Authority, any individual bad debts equal to or lesser than $1,000 can be written off by the CEO. Debts greater than $1,000 can only be written off by Council.

This report seek approval to write off bad debts greater than $1,000 under section 143 of the Act. These debts were considered and noted by the Audit Committee at their May 2020 meeting.

DISCUSSION

Three (3) bad debts greater than $1,000 (refer attachment 1 to this report) are recommended to be written off as Council has no reasonable prospect of recovering the debts or the costs of recovery are likely to equal or exceed the amount to be recovered. The total amount requested to be written off is $5,645.57.

The attached list details each debt, the amount, when it was raised, what recovery actions have been taken and a reason for write off in accordance with section 143 of the Act.

In accordance with section 143 of the Act, the CEO certifies that:

“Reasonable attempts have been made to recover all the debts as listed or the costs of recovery are likely to equal or exceed the amount to be recovered.”


Level 1 - Inform




Item 23.4 Page 104

CEO

Director Corporate and Community Services


Senior Rates Officer


Nil

POLICY IMPLICATIONS

PO008 Bad Debts – Delegation of Authority

PO048 Management and Recovery of Outstanding Debts


An amount equivalent to the debts written off will show as expenditure in Council’s 2019/2020 accounts.


Not writing off bad debts in a timely manner means that income in Council’s 2019/2020 accounts is overstated. Council will carry debt on its books that will not be recovered.

ATTACHMENTS

1. Bad Debts ⇩





Item 23.5 Page 107

23.5 POLICY REVIEW - PO084 CORPORATE PURCHASE CARD POLICY



PURPOSE

For Council to consider and endorse the updated PO084 Corporate Purchase Card Policy.

RECOMMENDATION

That Council endorse and adopt the updated PO084 Corporate Purchase Card Policy, as presented, for inclusion in Council’s policy manual and on the website.






BACKGROUND

As part of the regular review of Council’s suite of policies, PO084 Corporate Purchase Card Policy has been reviewed and updated.

The updated policy has been considered and endorsed by the Corporate Management Team (CMT) and recommended for endorsement by the Audit Committee at its May 2020 meeting.

DISCUSSION

This policy controls the distribution and use of Corporate Purchase Cards within Council to ensure sound governance of Council expenditure.

The policy has been reviewed to incorporate any applicable recommendations from the Auditor-General’s inquiry in to the ‘Examination of Credit Card Use and Management’ within the City of Charles Sturt, City of Playford and the Coorong District Council.

The Auditor-General’s report made a number of recommendations across various areas and more detail can be found in the Business Improvement Officer’s report which was considered by the Audit Committee at its 26 May 2020 meeting prior to recommending endorsement of the reviewed policy to Council.

The updated policy is attached (refer Attachment 1) with track changes shown. The major changes suggested are:

- Policy changed from Administrative to Council;

- the removal of the Mayor as a card holder in section 4.1;

- section 4.4 updated to include specific expenditure that Corporate cards should not be used for;

- Policy review period changed from every two (2) years to every four (4) years in section 6 to bring into line with most other finance policies. It should be noted that the policy can be reviewed at any time should the need arise.


Item 23.5 Page 108


Level 1 - Inform






Business Improvement Officer


Nil

POLICY IMPLICATIONS

PO084 Corporate Purchase Card Policy


Nil


Without appropriate policies, procedures and delegations in place, Council is placed at risk of non-compliance with legislation and guidelines.



ATTACHMENTS

1. PO084 Corporate Purchase Card Policy - Updated ⇩











Item 23.6 Page 113

23.6 CENTRAL YORKE LITTLE ATHLETICS - COMMUNITY GRANT EXTENSION



PURPOSE

In reference to the COVID-19 pandemic, a request has been received from Central Yorke Little Athletics to consider an extension of the timeframe for acquittal of their Community Grant endorsed by Council at its September 2019 meeting.

RECOMMENDATION

That Council endorse an extension until 31 December 2020 for the acquittal of the $3,323 Community Grant awarded to Central Yorke Little Athletics in September 2019.


Goal: 4 Community Engaged and Supported

Strategy: 4.4 Continue providing community grants, donations and sponsorships

BACKGROUND

Central Yorke Little Athletics (CYLA) were successful with a Community Grant application for funding to assist in the purchase of a new trolley and discus cage, starter gun and starter gun kit and were awarded an amount of $3,323.

DISCUSSION

In 2019 SA Little Athletics introduced new regulations pertaining to high jump mats and discus cages and, as such, a high jump mat trolley was required for easy access to equipment. A new discus cage, starter gun and starter gun kit were also required under the new regulations.

After purchasing the portable discus cage, CYLA found that the cage was unstable and are now sourcing a permanent option in conjunction with Central Yorke School as they share the school grounds and equipment. CYLA are seeking to negotiate joint funding for the more expensive permanent discus cage, however the matter could not be pursued further at that stage due to the school’s preoccupation with COVID-19 home-schooling requirements.

In light of the delays caused by the COVID-19 pandemic CYLA have not completed the project as planned and were not able to acquit the grant by 31 May 2020 as specified in Council’s policy PO149 Community Grants Scheme Policy.

To ensure funding is not lost, CYLA have asked that Council consider their intentions and current financial position and wish to apply for an extension of the acquittal date. The original total cost of the project was estimated at $4,985 with the balance of the cost of the project to be met by CYLA.

Any increase in cost due to the decision to upgrade the discus cage will be met by CYLA either directly or in collaboration with the Central Yorke School.


Level 1 - Inform






Item 23.6 Page 114

Central Yorke Little Athletics

POLICY IMPLICATIONS

PO149 Community Grants Scheme Policy


Should Council agree to the acquittal extension as requested, the awarded Community Grant of $3,323 will be provided for as an accrued liability in the 2019/2020 Financial Statements and will therefore not impact the 2020/2021 Budget.


Should Council not approve the extension, the project will not be completed and CYLA will not be compliant with the safety regulations that allow them to operate; as such the community and local school will not have the sporting facilities available to them.

ATTACHMENTS

1. Request For Extension - Community Grant Extension - Central Yorke Little Athletics ⇩





Item 23.7 Page 116

23.7 PINE POINT PROGRESS ASSOCIATION - COMMUNITY GRANT EXTENSION



PURPOSE

In reference to the COVID-19 pandemic, Council has received a request from the Pine Point Progress Association to consider an extension of the timeframe for acquittal of their Community Grant endorsed by Council at its September 2019 meeting.

RECOMMENDATION

That Council endorse an extension until 31 December 2020 for the acquittal of the $2,000 Community Grant awarded to Pine Point Progress Association in September 2019.




BACKGROUND

Pine Point Progress Association (PPPA) were successful with a Community Grant of $2,000 to purchase and construct a shed to house their community ride-on lawnmowers.

Initially PPPA encountered development approval issues causing a minor delay in the progression of the project. While this issue has now been resolved the recent COVID-19 restrictions have impeded the installation of the shed.

PPPA have provided proof of the purchase of a 4.9 x 4 x 3M colorbond shed for $5150. While the project is almost completed, PPPA were not able to acquit the grant by 31 May 2020 as specified in Council’s policy PO149 Community Grants Scheme Policy.

DISCUSSION

PPPA, like many community associations, have been severely restricted in their activities since the introduction of COVID-19 restrictions. PPPA have advised that as a consequence they have not been able to complete their project which is partially funded by a Community Grant of $2,000 as endorsed by Council at its September 2019 meeting. The estimated cost of the full project is $10,470 as indicated at the time of the grant application with PPPA meeting the balance of the cost of the project.

PPPA are confident that they will be able to complete the project once COVID-19 restrictions are lifted, however they have requested an extension for the acquittal due to the impact on the labour component of the project due to these restrictions. The project is expected to be fully completed by July 2020.


Level 1 - Inform






Item 23.7 Page 117

Pine Point Progress Association

POLICY IMPLICATIONS





Should Council not approve the extension, the project will not be completed and the intended facilities will not be available to the Pine Point community.

ATTACHMENTS

1. Request For Extension - Community Grant - Pine Point Progress Association ⇩





Item 23.8 Page 119

23.8 EDITHBURGH MUSEUM INCORPORATED - COMMUNITY GRANT EXTENSION



PURPOSE

In reference to the Covid-19 pandemic, Council has received a request from the Edithburgh Museum Incorporated to consider an extension of the timeframe for acquittal of their Community Grant which was endorsed by Council at its September 2019 meeting.

RECOMMENDATION

That Council endorse an extension until 31 December 2020 for the acquittal of the $1,180 Community Grant awarded to Edithburgh Museum Incorporated in September 2019.




BACKGROUND

Edithburgh Museum Incorporated (EMI) were successful with a Community Grant application for funding to improve the safety and to provide a more attractive, clearer area for volunteers and workers in their historical shed by way of upgrading the lighting and power supply. The Buick restoration program involves the replacement of the existing radiator which is undertaken by male volunteers and attracts the interest of the wider Yorke Peninsula community.

DISCUSSION

Due to restrictions imposed by COVID-19, EMI have not been able to complete the project as planned and were not able to acquit the grant by 31 May 2020 as specified in Council’s policy PO149 Community Grants Scheme Policy.

EMI have been successful in sourcing a radiator as part of their project, partly funded by a Community Grant endorsed by Council in September 2019 under Council’s Community Grants Program.

EMI have advised that due to COVID-19 restrictions they have been unable to complete the second stage of the project due to the time taken to source a suitable radiator, with restrictions pertaining to gatherings also delaying progress. The total cost of this project was estimated at $5,590 with the balance of costs being met directly by EMI.

EMI have approached Council and requested an extension to 31 December 2020 for this project to be undertaken and acquitted. EMI are confident the project will be completed once COVID-19 restrictions are lifted.


Level 1 - Inform






Item 23.8 Page 120

Edithburgh Museum Incorporated

POLICY IMPLICATIONS





Should Council not approve the extension it is possible this project will not be completed and the volunteers and visitors will be denied the opportunity to witness and partake in the preservation of a unique piece of Edithburgh’s history.

ATTACHMENTS

1. Request for Extension - Community Grant - Edithburgh Museum ⇩





Item 23.9 Page 122

23.9 POLICY REVIEW - PO149 COMMUNITY GRANTS SCHEME POLICY



PURPOSE

To seek endorsement and approval from Council for the updated PO149 Community Grants Scheme Policy.

RECOMMENDATION

That Council endorse and adopt the updated PO149 Community Grants Scheme Policy, as presented, for inclusion in Council’s policy manual and on the website.



5 Responsible Governance




BACKGROUND

As part of the regular review of Council’s suite of policies, the Community Grants Scheme Policy has been reviewed and updated. It was last updated in April 2019.

Council is committed to developing the region by providing funding opportunities through the Community Grants Scheme (CGS) to not for profit community organisations on an annual basis.

DISCUSSION

Council in 2019/2020 made funding available to the value of $100,000 for its Community Grants Scheme.

No change to this allocation for the 2020/2021 financial year is proposed in the review of this policy.

Additional information has been included in Section 4 to provide a supplementary note outlining that “Individual grants are capped at a maximum of $5,000 (GST Exclusive)” for clarity.

A further amendment was made to Section 4.1(b) “Conditions of Funding”; “for each $2 granted over $1,000 (GST Exclusive) the applicant is expected to contribute $1 towards the establishment of the project”.

Previously the policy required a $1 contribution for each $2 granted for the entire grant if the grant exceeded $1,000. This wording, although not intended to do so, meant that any grant in excess of $1,000 would require the 1 for 2 contribution for the first $1,000 also which lead to confusion among applicants. For example, under the previous wording, a $1,000 grant requires no co-contribution while a $1,010 grant requires a $505 co-contribution.

The proposed amendment sees the first $1,000 of all grants free from the $1 for $2 requirement and provides consistency for all applicants with the above example requiring only a $5 co-contribution for the $1,010 grant.


Level 1 - Inform


Item 23.9 Page 123

Should Council approve the reviewed policy the community will be advised of these changes as part of the Community Grants Scheme opening process for 2020/2021.




Financial Accountant, Corporate and Community Services


Nil

POLICY IMPLICATIONS



Sufficient funding ($100,000) has been included in the current proposed Draft Operating Budget for 2020/2021.


Council, as part of its annual budget preparation, will continue to review the grant amount to be made available on an annual basis.

ATTACHMENTS

1. PO149 Community Grants Scheme Policy - Draft ⇩

















Item 23.10 Page 131

23.10 RATE REBATE REQUEST - BALGOWAN PROGRESS ASSOCIATION



PURPOSE

For Council to consider a rate rebate application received from Balgowan Progress Association for land leased from Council which is used as a camp ground.

RECOMMENDATION A

That Council grant a 100% discretionary rate rebate of general rates and NRM Levy to the Balgowan

Progress Association for the property at 4 Main St Balgowan (Assessment no. 37176) for 2019/2020

and future financial years, in accordance with Section 166 (1) (j) of the Local Government Act 1999.

OR

RECOMMENDATION B

That Council do not grant a rate rebate to the Balgowan Progress Association for the property at 4 Main St Balgowan (Assessment no. 37176) for 2019-2020 and future financial years.



Strategy: 1.5 Partner and build positive relationships with key stakeholders to progress tourism and business growth, including enabling the attraction of niche businesses




BACKGROUND

Balgowan Progress Association (BPA) lease land at 4 Main St Balgowan (assessment no. 37176) from Council. The land is used as a camp ground and generates income for BPA. The property in question was previously incorrectly deemed to be non-rateable, hence no rates were raised in 2018/2019 and prior years.

A review of all non-rateable properties was undertaken in 2019/2020 and it was determined that this property should be rateable as it does not meet the criteria of a non-rateable property under section 147 of the Local Government Act 1999 (Act).

As a result of this review rates were raised in 2019/2020 and have been paid in full by BPA. Total rates raised in 2019/2020 are $1,435.25 consisting of $1,022.77 for general rates, $205 for water service charges, $171 for refuse service charges and $36.48 NRM Levy. Traditionally Council does not rebate annual service charges, so the maximum amount that can be rebated is $1,059.25 (general rates and NRM Levy).

BPA currently pay Council $850 p.a. (GST inclusive) in lease rental for the site.

Under their lease BPA are required to pay all rates and charges which they have done in full for 2019/2020. As they have not paid rates in the past due to the administrative error, and given the camp ground is their major source of funding, BPA have asked Council to consider a 100% rebate of their rates for 2019/2020 and future financial years.


Item 23.10 Page 132

DISCUSSION

Rates can be rebated under Division 5 of the Act either as a mandatory rebate (sections 160-165) and/or discretionary (section 166) upon application.

BPA have applied for a 100% rebate via a combination of mandatory and discretionary rate rebates under sections 160 and 166 of the Act, as demonstrated by their application (refer Attachment 1). However, they do not meet the criteria for a mandatory rebate under section 160 and as such can only be considered for a discretionary rebate under section 166 of the Act.

BPA’s application states that the camp ground is used to raise funds for projects that benefit the township and its community. The camp ground is in high demand, well managed and used for public gatherings. BPA is a not for profit community group where members are volunteers and receive no payment for their time and effort.

Under Section 166 (1) (j) of the Act BPA’s application is eligible for a rate rebate of up to 100% because their application demonstrates that the land is being used by an organisation which, in the opinion of the Council, provides a benefit or service to the local community. Please note the attached application form shows this as (h) which is incorrect. The form will be reviewed and brought in line with the relevant sections of the Act.

It should be noted that all caravan parks leased from Council such as Edithburgh, Stansbury, Ardrossan, Pine Point, Port Clinton, Port Victoria, Price, Minlaton, Port Rickaby, Coobowie and Port Vincent Caravan Park and Seaside Cabins currently pay all rates, levies and charges in accordance with their lease conditions and do not receive rate rebates from Council.

Port Julia camp ground, which is leased to Port Julia Progress Association and is used for a similar purpose to Balgowan, was also classified as non-rateable in 2019/2020. During the above mentioned review, it has been determined that, as is the case for Balgowan campground, it is also a rateable property and rates for 2019/2020 have been raised. No application for a rates rebate has been received at the date of writing this report.


Level 1 - Inform




Senior Rates Officer



Nil

POLICY IMPLICATIONS

PO060 Rates Relief Policy


Rate rebates provided will result in income foregone. In this instance the maximum amount of the rebate in 2019/2020 is $1,059.25, however, this may be higher or lower in future years depending on rates raised for those years.


There is a risk that granting a rate rebate in this instance will generate inconsistencies in the way leased caravan parks/ camp grounds are treated when it comes to paying rates and charges. Approving this rate rebate request may set a precedent for other leased caravan parks/ camp grounds to request rebate of rates and charges.


Item 23.10 Page 133


ATTACHMENTS

1. Balgowan Progress Association Rate Rebate Application ⇩



























Item 24.1 Page 146

24 ASSETS AND INFRASTRUCTURE SERVICES

24.1 POLICY UPDATE - PO056 COUNCIL INFRASTRUCTURE POLICY


Department: Assets and Infrastructure Services

PURPOSE

To seek endorsement and approval from Council for the updated PO056 Council Infrastructure Policy.

RECOMMENDATION

That Council endorse and adopt the updated PO056 Council Infrastructure Policy for inclusion in Council’s Policy Manual and on Council’s website.




BACKGROUND

As part of the regular review of Council’s suite of policies, PO056 Council Infrastructure Policy has been reviewed and updated.

DISCUSSION

Council’s Infrastructure Policy (PO056) exists to facilitate consistent and sustainable management of Council’s infrastructure.

The policy applies to all identified infrastructure owned by or under the care/control of Council.

The policy is accessible to the public via Council’s website.

Significant changes have been made to the Policy Statement (Section 4) as follows:

Concrete Paved Footpaths Abutting Commercial Premises has been updated to reference that applications must be made in writing to Council via the completion of the prescribed application form (SF039 Application to Carry Out Works on Council’s Roads or Footpaths) and that the approved works must be completed in accordance with the Conditions and Standard Specifications attached to the application form. In addition, reference to a possible Council contribution up to a maximum of 50% of the cost has been removed and it has been stated that the necessary work shall be completed at the applicant’s cost.

Paving Blocks has been moved up the Policy Statement to follow Concrete Paved Footpaths Abutting Commercial Premises due to the link between these two statements. In addition, reference to Council bearing any costs or undertaking any works within a normal works budget has been removed.

Disabled Access has been updated to remove reference to the number of access ramps Council may provide to business premises per annum. In addition, reference has been made to the fact that requests for disabled access must be made in writing to Council’s Access Advisory Working Party.

The minimum requirements for material thickness/depth has been updated under Attachment Driveways - Concrete.


Item 24.1 Page 147

Property Access Through Kerb and/or Watertable has been updated to reference that applications must be made in writing to Council via completion of the prescribed application form (SF039 Application to Carry Out Works on Council’s Roads or Footpaths) and that the approved works must be completed in accordance with the Conditions and Standard Specifications attached to the application form.

Property Access Other Than Through Kerb and/or Watertable has been updated to remove reference to the associated cost not being borne by Council where the provision of the required access would necessitate expenditure of more than $150. In addition, reference has been made to Council bearing the costs for one access only where Council activities necessitate the provision of a drainage pipe(s) under a property access.

Concrete Paved Driveways has been updated to reference that applications must be made in writing to Council via completion of the prescribed application form (SF039 Application to Carry Out Works on Council’s Roads or Footpaths) and that the approved works must be completed in accordance with the Conditions and Standard Specifications attached to the application form.

Street Lighting has been updated to include that the cost of street light shields (pathway visors) shall be borne by the resident.

In addition, the following changes have also been made to the policy:

Complaints (Section 5) has been updated to reference Council’s Complaints Policy (PO147).

The list of Related Council Policies and Documents (Section 8) has been updated.

The list of References and Legislation (Section 9) has been updated.

Minor formatting and grammatical changes have also been made to the policy.


Level 1 - Inform




Asset Manager

Operations Manager


Nil

POLICY IMPLICATIONS

PO056 Council Infrastructure Policy


Nil



ATTACHMENTS

1. Draft PO056 Council Infrastructure Policy ⇩













Item 25.1 Page 153

25 DEVELOPMENT SERVICES

25.1 MEMBER APPOINTMENT TO THE COUNCIL ASSESSMENT PANEL



PURPOSE

In accordance with Section 83 (1) of the Planning, Development and Infrastructure Act 2016, Council is required to appoint one (1) Elected Member and (1) Deputy Elected Member to the Council Assessment Panel to fill the current vacancies as a result of Councillor Jeff Cook’s recent passing, for the remainder of the current two year term which concludes 1 January 2022.

RECOMMENDATION

In accordance with Section 83 of the Planning, Development and Infrastructure Act 2016, Council appoints Councillor John Rich as the Elected Member to the Yorke Peninsula Council Assessment Panel and………………as the Deputy Elected Member for the remainder of the current two year term which concludes 1 January 2022.




BACKGROUND

Pursuant to Section 83 of the PDI Act Council has established the Yorke Peninsula Council Assessment Panel for the purpose of acting as the relevant authority for development applications lodged under the Development Act 1993 as designated by delegated authority. The Council Assessment Panel (CAP) acts as a delegate of the Council in accordance with the Act and provides advice and reports to the Council as it thinks fit on trends, issues and other matters relating to planning or development.

The two (2) year term of the CAP commenced 1 January 2020 and concludes 1 January 2022.

Councillor Jeff Cook was the appointed Elected Member and Councillor John Rich the appointed Deputy Elected Member.

DISCUSSION

The CAP is to be constituted of 5 Members, with membership comprising of four (4) Independent Members and one (1) Elected Member and (1) Deputy Elected Member. One Independent Member is to be appointed as Presiding Chair. The current membership comprises of:

Presiding Chair - Debra Agnew

Independent Member - Ben Green

Independent Member - Elinor Walker

Independent Member - Peter Allen

Elected Member - Jeff Cook (position to be re-appointed)

Deputy Elected Member - Cr John Rich ( position to be re-appointed)


Item 25.1 Page 154

Council may appoint a Deputy Member/s. As per clauses 2.4 – 2.9 of the CAP Terms of Reference, a Deputy Member can be an Elected Member, and be appointed for the purpose of filling in, but only in the absence of the Elected Member (holding the CAP position).

In accordance with the CAP Terms of Reference (see Attachment 1) set under the PDI Act 2016, an Elected Member who sits on a Council or Joint Planning Board is not required to be accredited, however the Council needs to be satisfied that the candidate is appropriately qualified to act as a member of the CAP based on the persons experience in local government.

The recent passing of Councillor Jeff Cook has resulted in the Elected Member vacancy on the CAP, to which Councillor John Rich has expressed his interest to undertake the role.

Council is required to appoint both the Elected Member and Deputy Member to the CAP.

Currently the CAP meet on the fourth Tuesday of each month at 9.30am.


Level 1 - Inform



Chief Executive Officer


Nil

POLICY IMPLICATIONS

Council Assessment Policy Delegations Policy PO127.


Costs associated with the operation of the CAP are included in the 2019/2020 financial budget.

Presiding Chair meeting attendance fee - $500.00 (includes travel)

Independent Member meeting attendance fee - $400.00 (includes travel)


Development Act 1993

Planning, Development and Infrastructure Act 2016

Development Regulations 2008

Planning, Development and Infrastructure (General) Regulations 2017

ATTACHMENTS

1. Council Assessment Panel - Terms of Reference ⇩















Page 161

26 GENERAL BUSINESS

Section 85 of the Act requires that matters on the Agenda are described with reasonable “particularity and accuracy” and reports and other documentation to be considered at a meeting are available to the public prior to the meeting. The practice of general business should be restricted to matters of urgency.


Page 162

CONFIDENTIAL AGENDA

27 CONFIDENTIAL ITEMS

27.1 INDEPENDENT APPOINTMENT TO AUDIT COMMITTEE

RECOMMENDATION

Section 90 Order

That pursuant to Section 90(2) and (3)(a),(j)(ii) of the Local Government Act 1999, the Council orders, that the public be excluded from the meeting relating to Item 27.1 Independent Appointment to Audit Committee, with the exception of the following persons:


Executive Assistant to CEO and Mayor


Director Assets and Infrastructure

Director Development Services

Leader Systems and Technology

The Council is satisfied that, pursuant to Section 90(2) and (3)(a),(j)(ii) of the Act, the information to be received, discussed or considered in relation to report Item 27.1 Independent Appointment to Audit Committee, is confidential information relating to:

(a) information the disclosure of which would involve the unreasonable disclosure of information concerning the personal affairs of any person (living or dead)

(j)(ii) information the disclosure of which would, on balance, be contrary to the public interest.

Accordingly, on this basis, the principle that meetings of the Council should be conducted in a place open to the public has been outweighed by the need to keep the information or matter confidential.

27.2 REQUEST FOR DISSOLUTION OF DEED VIA DISCOUNTED PAYOUT

RECOMMENDATION

Section 90 Order

That pursuant to Section 90(2) and (3)(a),(d)(ii) of the Local Government Act 1999, the Council orders, that the public be excluded from the meeting relating to Item 27.2 Request for Dissolution of Deed via Discounted Payout, with the exception of the following persons:


Executive Assistant to CEO and Mayor


Director Assets and Infrastructure

Director Development Services

Leader Systems and Technology

The Council is satisfied that, pursuant to Section 90(2) and (3)(a),(d)(ii) of the Act, the information to be received, discussed or considered in relation to report Item 27.2 Request for Dissolution of Deed via Discounted Payout, is confidential information relating to:

(a) information the disclosure of which would involve the unreasonable disclosure of information concerning the personal affairs of any person (living or dead)


Page 163

(d)(ii) commercial information of a confidential nature (not being a trade secret) the disclosure of which would, on balance, be contrary to the public interest.

Accordingly, on this basis, the principle that meetings of the Council should be conducted in a place open to the public has been outweighed by the need to keep the information or matter confidential.


Page 164

28 NEXT MEETING

Wednesday 8 July 2020

29 CLOSURE