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Board Meeting Agenda: 2 September 2016 P a g e | 1
AGENDA
BOARD MEETING
DAY/DATE: FRIDAY 2 SEPTEMBER 2016
TIME: 10.00am
VENUE: ELLISTON COMMUNITY VISITOR
INFORMATION CENTRE
6 Memorial Drive, Elliston
Board Meeting Agenda: 2 September 2016 P a g e | 2
Contents
Contents 2
1 INTRODUCTION 4
1.1 Welcome/Apologies 4
1.2 Minutes of Previous Meetings 4
2 BUSINESS ARISING FROM MINUTES 11
3 GENERAL REPORTS 11
3.1 President’s Report [verbal] 11
3.2 Individual Council Activity Reports 11
3.3 Executive Officer’s Report 12
3.3.1 Report No. 01-0916: General Update 12
3.3.2 Report No. 02-0916: EPLGA Meeting Procedures 17
3.3.3 Report No. 03-0916: Policy Review – Purchasing and Tendering 25
3.3.4 Report No. 04-0916: Executive Officer’s Work Plan 32
3.4 Local Government Association of SA 46
3.5 Office of State/Local Government Relations 47
3.6 Regional Development Australia Whyalla and Eyre Peninsula Inc [RDAWEP] 47
3.7 Eyre Peninsula Natural Resources Management Board (EPNRM) 48
3.8 Other Reports/Minutes 49
4 COMMITTEES 55
4.1 CEOs' Committee 55
4.2 Engineering & Works Committee 57
4.3 Eyre Peninsula Mineral & Energy Resources Community Development Taskforce 62
5 FINANCIAL REPORTS 67
5.1 Income and Expense Statement with comparison to budget for period ending 67
16 August 2016 and Balance Sheet as at 16 August 2016
6 DEPUTATIONS AND PETITIONS 74
6.1 Deputations/Presentations 74
6.2 Petitions – Nil 74
7 GENERAL BUSINESS – Motions on Notice and Without and Questions 74
7.1 From the Floor 74
8 CORRESPONDENCE 75
9 FUTURE MEETINGS 95
Board Meeting Agenda: 2 September 2016 P a g e | 3
EPLGA DELEGATES FOR 2015/16
(As notified by Councils)
MEMBER COUNCIL BOARD MEMBER DEPUTY BOARD MEMBER
Ceduna Allan Suter (Mayor) Lynton Brown (D/Mayor)
Cleve Roger Nield (Mayor) Bryan Trigg (D/Mayor)
Elliston Kym Callaghan (Chair) Dave Allchurch (Deputy Chair)
Franklin Harbour Robert Starr (Mayor) Michael Williams (D/Mayor)
Kimba Dean Johnson (Mayor) Graeme Baldock (D/Mayor)
Lower Eyre Peninsula Julie Low (Mayor) Don Millard (D/Mayor)
Port Lincoln Neville Starke (D/Mayor) Andrea Broadfoot (Councillor)
Streaky Bay Sherron MacKenzie (Mayor) Robert Stephens (Deputy Mayor)
Tumby Bay Sam Telfer (Mayor) Geoff Stewart (D/Mayor)
Whyalla Lyn Breuer (Mayor) Clare McLaughlin (Councillor)
Wudinna Eleanor Scholz (Mayor) Ned Luscombe (D/Mayor)
Board Meeting Agenda: 2 September 2016 P a g e | 4
1 INTRODUCTION
1.1 Welcome/Apologies
Apologies to date have been received from:
1.2 Minutes of Previous Meeting
Minutes included below recommendation.
RECOMMENDATION/S
That the minutes of the Board meeting of the Eyre Peninsula Local Government Association held on
Friday 24 June 2016, be adopted as a true and correct record of proceedings.
Board Meeting Agenda: 2 September 2016 P a g e | 5
1.2
Minutes of the Eyre Peninsula Local Government Association Board Meeting held at Wudinna Community Club on
Friday 24 June 2016 commencing at 10.02am.
Delegates Present: Bruce Green [Chair] President, EPLGA
Bryan Trigg Deputy Mayor, District Council of Cleve [Proxy]
Kym Callaghan Chairperson, District Council of Elliston
Robert Starr Deputy Mayor, District Council of Franklin Harbour
Dean Johnson Mayor, District Council of Kimba
Julie Low Mayor, District Council of Lower Eyre Peninsula
Neville Starke Deputy Mayor, City of Port Lincoln
Sherron MacKenzie Mayor, District Council of Streaky Bay
Sam Telfer Mayor, District Council of Tumby Bay
Tom Antonio Acting Mayor, City of Whyalla
Eleanor Scholz Chairperson, Wudinna District Council
Guests/Observers: Tony Irvine Executive Officer, EPLGA
Peter Arnold CEO, District Council of Cleve
Phil Cameron CEO, District Council of Elliston
Michael Williams Deputy Mayor, District Council of Franklin Harbour
Robert Walsh Councillor, District Council of Franklin Harbour
Daryl Cearns CEO, District Council of Kimba
Rod Pearson CEO, District Council of Lower Eyre Peninsula
Rob Donaldson CEO, City of Port Lincoln
Joy Hentschke CEO, District Council of Streaky Bay
Trevor Smith CEO, District Council of Tumby Bay
Alan McGuire CEO, Wudinna District Council
Aina Danis Executive Assistant, RDAWEP/EPLGA
Howard Coote Indigenous Economic Development Manager, RDAWEP
Brad Riddle Tourism Development Manager, RDAWEP
Bob Ramsay Special Projects Manager, RDAWEP
Dion Dorward CEO, RDAWEP
Alex Hart Office of Local Government
Michael O’Neil Associate Professor, SA Centre for Economic Studies
Simone Reinertsen Stakeholder Specialist, National Heavy Vehicle Regulator
Hon Geoff Brock Minister for Regional Development
Paul Ryan Minister’s Chief of Staff, Regions SA
Damian Windsor Works manager, DC Tumby Bay
1. INTRODUCTION
1.1 Welcome/Apologies
President, Mayor Bruce Green welcomed Board Members, Council representatives and guests. He then sought the passing
of the following resolution as presented by the Executive Officer.
489/16: Life and Services of Mr Jim Pollock
Moved: Mayor Telfer Seconded: Mayor Low
That the Eyre Peninsula Local Government Association, in honour of the life and services of the former President and
Delegate of the Eyre Peninsula Local Government Association and Mayor of the City of Whyalla, Mr Jim Pollock:
expresses its deep felt condolences to Jim’s family, the City of Whyalla Elected Members and staff and the
entire Whyalla community on Jim’s passing; and
holds a 1 minute’s silence in respect of Jim’s passing.
CARRIED
A one minute silence was held in honour of the life and services of the late Mr Jim Pollock.
President Bruce Green requested permission from the Board to allow the Deputations/Presentations to address the meeting
prior to commencement of the business of the day, due to their additional commitments/travel arrangements for the day.
Following agreement of the Board the following presentations were undertaken:
5.1.1 Rosemary Craddock and Julie Dnistraianski, Solicitors - Native Title issues.
5.1.2 Simone Reinertsen, Stakeholder Specialist, National Heavy Vehicle Regulator – responsibilities of the Department/
working with stakeholders.
5.1.3 Associate Professor Michael O’Neil - Regional Economic Development Plan.
5.1.4 Minister Geoff Brock/Alex Hart, Office of Local Government – Legislative update & other matters.
Board Meeting Agenda: 2 September 2016 P a g e | 6
Meeting adjourned for lunch at 12.55pm and reconvened at 1.25pm.
Apologies received from:
Roger Nield Mayor, District Council of Cleve
Eddie Hughes Member for Giles
Peter Treloar Member for Flinders
Geoffrey Moffatt Chief Executive Officer, District Council of Ceduna
Diana Laube Presiding
Allan Suter Mayor, District Council of Ceduna
1.2 Minutes of Previous Meeting
490/16: Confirmation of Minutes
Moved: Deputy Mayor Starke Seconded: Mayor Scholz
That the minutes [with amendments] of the:
1. Board meeting of the Eyre Peninsula Local Government Association held in Wudinna on Monday 29 February
2016, be adopted as a true and correct record of proceedings, subject to the following change:-
Motion # 499/16: Exemption from Audit Committee Requirements – insert not having an audit committee in lieu of
having an audit committee.
2. Special meeting of the Board of the Eyre Peninsula Local Government Association held on Wednesday 16
December 2015, be adopted as a true and correct record of proceedings.
3. Special meeting of the Board of the Eyre Peninsula Local Government Association held on Friday 11 March
2016, be adopted as a true and correct record of proceedings.
CARRIED
2. BUSINESS ARISING FROM THE MINUTES
Nil.
3. GENERAL REPORTS
3.1 President’s Report – Mayor Bruce Green
President Bruce Green reported on the following:
EPLGA submission on oil and gas exploration in the GAB.
Trip to Shandong
Mutual Liability Scheme/trip to London.
Executive Officer performance review.
Working being undertaken by Tony Irvine with the Whyalla City Council.
3.2 Individual Council Activity Reports [2 minute summary]
As presented.
3.3 Executive Officer’s Reports
3.3.1 Report No 1-0616: General Update
Resolved that the Chief Executive Officer of the Regional Development Australia Whyalla & Eyre Peninsula Board & Executive
Officer of the Eyre Peninsula Local Government Association Board arrange a joint Board workshop to further discuss the
regional economic development plan and necessary actions.
491/16: Executive Officer’s Report/Letter to Jim Pollock/Letter to SA Ambulance
Moved: Mayor Low Seconded: Deputy Mayor Trigg
1. That the Executive Officer’s report be received.
2. That the letter of appreciation forwarded to Mr Jim Pollock on his past achievements and contributions to the
Eyre Peninsula Region be endorsed by the Eyre Peninsula Local Government Association Board.
3. That correspondence is sent to SA Ambulance Service, the Minister for Emergency Services and the Premier of
South Australia expressing the concerns of the Eyre Peninsula Local Government Association Board regarding
the planned move to not cover South Australian Ambulance Service member residents when travelling
interstate.
CARRIED
Board Meeting Agenda: 2 September 2016 P a g e | 7
3.3.2 Report 2-0616: EPLGA Corporate Plan 2016-2019.
492/16: Corporate Plan 2016-2019 [Draft]
Moved: Chairperson Callaghan Seconded: Mayor Johnson
That the Eyre Peninsula Local Government Association Board adopts the 2016-2019 Corporate Plan.
CARRIED
3.3.3 Report 3-0616:2016-2017 Budget/Subscriptions/Sundry Information
493/16: 2016-2017 Budget/Subscriptions
Moved: Mayor Telfer Seconded: Chairperson Callaghan
That the Eyre Peninsula Local Government Association Board adopts:
1. The EPLGA Member Council subscriptions pursuant to its charter clause 5; and
2. The 2016-17 financial year budget pursuant to:
LGA Act Schedule 2 Part 2 clause 25; and
Clause 13 of the Eyre Peninsula Local Government Association Charter.
CARRIED
3.3.4 Report 4-0616: Meeting Actions Report
494/16: Meeting Actions Report
Moved: Mayor MacKenzie Seconded: Mayor Scholz
That the Eyre Peninsula Local Government Association Board notes the Meeting Actions Report.
CARRIED
3.3.5 Report 5-0616: Meeting Procedures and Proceedings
495/16: Meeting Procedures and Proceedings
Moved: Mayor Telfer Seconded: Deputy Mayor Trigg
That the Eyre Peninsula Local Government Association Board adopts the meeting procedures as presented by the
Executive Officer, with any amendments as determined by the Board.
CARRIED – MOTION LOST
Resolved that the Executive Officer re-present Report No. 5-0616 - Meeting Procedures with amendments to permit
individual member Council Chief Executive Officer’s being able to participate in Board Meeting debate & discussions.
3.3.6 Report 6-0616: Policy Reviews
496/16: Policy Reviews
Moved: Deputy Mayor Starke Seconded: Mayor Johnson
That the Eyre Peninsula Local Government Association Board, having reviewed the following policies, adopts the
policies as written in the report [subject to any further amendments by the Eyre Peninsula local Government
Association Board]:
1. Code of Conduct for Board Members [including the Eyre Peninsula Local Government Association Board
Executive Committee “Code of Conduct for the Eyre Peninsula Local Government Association Office Bearers
Complaints Handling Procedures”];
2. Environmental Protection Policy [renamed Environmental Sustainability and Resource Efficiency Policy];
3. Human Resource Policy;
4. Public Consultation Policy;
5. Regional Economic Development Policy; and
6. Media Policy.
CARRIED
3.3.7 Shadow Minister’s Visit re Rate Capping/Sundry Matters
497/16: Rate Capping
Moved: Mayor Telfer Seconded: Mayor Scholz
That the Eyre Peninsula Local Government Association Board is opposed to the introduction of rate capping.
CARRIED
3.4 Local Government Association of SA – [David Hitchcock]
As presented – update of LGA business relevant to the region.
3.5 Office of State/Local Government Relations
As presented during agenda item 5.1 Deputations/Presentations – being brought forward in the meeting.
3.6 RDA Whyalla and Eyre Peninsula Inc [Dion Dorward]
As presented – update on business relevant to the region.
Board Meeting Agenda: 2 September 2016 P a g e | 8
498/16: Funding Agreement – RDAWEP
Moved: Mayor Johnson Seconded: Mayor MacKenzie
That the Eyre Peninsula Local Government Association Board strongly recommends to the 11 Member Councils that
they sign the funding agreement the period 1 July 2016 – 30 June 2019 between the eleven [11] Member Councils
and Regional Development Australia Whyalla and Eyre Peninsula.
CARRIED
3.7 Eyre Peninsula Natural Resources Management Board
No report.
3.8 SA Police (SAPOL)
No report.
3.9 CFS
No report.
3.10 SES
No report.
3.11 Other Reports
3.11.1 South Australian Regional Organisation of Councils – Minutes/Key Outcomes Summary of the Committee
meetings held on 16 March and 19 May 2016
As tabled.
3.11.2 Eyre Peninsula Mineral and Energy Resources Community Development Taskforce Minutes dated 30
March 2016/Annual Report
499/16: Taskforce Minutes/Annual Report
Moved: Mayor Low Seconded: Mayor Telfer
That the Eyre Peninsula Mineral and Energy Resources Community Development Taskforce Minutes dated 30 March
2016 and the Activities Report for 2015/2016 be noted.
CARRIED
4. FINANCE REPORTS
4.1 Income & Expense Statement with comparison to budget for period ending 8 June 2016 and Balance Sheet as at
8 June 2016.
500/16: Receipt of Finance Reports
Moved: Mayor Telfer Seconded: Mayor Johnson
That the Eyre Peninsula Local Government Association Board receives the Income & Expense Statement with
comparison to budget for period 1 July 2015 – 8 June 2016 and Balance Sheet as at 8 June 2016.
CARRIED
5. DEPUTATIONS AND PRESENTATIONS
5.1 Deputations/Presentations
As presented earlier.
5.2 Petitions
Nil.
6. GENERAL BUSINESS – Motions on Notice & Without and Questions
6.1 From the floor – Motions on Notice
501/16: Proposed Alterations to Regulations/Legislations to Meetings/Gatherings
Moved: Mayor Telfer Seconded: Acting Mayor Antonio
That the Eyre Peninsula Local Government Association opposes Minister Brock’s proposed alterations to Division 2 of
Part 2 of the Local Government (Procedures at Meetings) Regulations 2000 in relation to informal discussion.
CARRIED
7. CORRESPONDENCE
7.1 Correspondence for Decision
Board Meeting Agenda: 2 September 2016 P a g e | 9
1-0616: Ros Agate, Director, Strategy & Business, Environment Protection Authority: Copy of a letter sent to Trevor
Smith, CEO, DC Tumby Bay, providing information on exemptions to the general prohibition of the burning of
matter by fire in the open within Council Areas.
Received
2-0616: Joy Hentschke, CEO, DC Streaky Bay: Request for the EPLGA to prepare a motion for the 2016 National General
Assembly on 19-22 June 2016 on behalf of rural Councils on the following matters:
Council losing control of their destiny
Rubble royalties
Food catering, e.g. hospital
Rural health services
Coastal
Regional infrastructure
National parks [no rates]
Planning and development
Regional freight and passenger bus service
Received
Acting Mayor Tom Antonio thanked the EPLGA and RDAWEP for providing ongoing support regarding the current situation
in Whyalla.
7.2 Correspondence for Information
As listed in the agenda.
8. EXECUTIVE OFFICER PERFORMANCE REVIEW REPORT [IN CONFIDENCE]
502/16: Executive Officer Performance Review
Moved: Mayor Telfer Seconded: Acting Mayor Antonio
Pursuant to Section 90(2) of the Local Government Act 1999, the Eyre Peninsula Local Government Association Board
orders that the public be excluded, except Member Council’s Chief Executive Officers and Minute Secretary (Aina
Danis) from the meeting for agenda item 8, being “Executive Officer Performance Review Report”, on the basis that
the Eyre Peninsula Local Government Association Board is satisfied that, pursuant to Section 90(3)(a) of the Act, the
information, the disclosure of which would involve the unreasonable disclosure of information concerning the
personal affairs of any person [living or dead].
CARRIED
Summary of the performance review was provided by President Bruce Green.
Resolved:
That the Eyre Peninsula Local Government Association Board is to offer a new two year Contract of Employment to
Mr Tony Irvine (Executive Officer) in accordance with Clause 5.4.1 of the current Contract of Employment:
on terms and conditions similar to those of the current Contract, with base salary increased by 2% commencing
1 July 2016; and
subject to the provision that the hours of employment may be reduced, with appropriate notice given, if
required in the event that the funding of the LGA Outreach Program is not continued at any time.
That the President be authorised to complete and sign all necessary documentation associated with the entering
into of the new Contract of Employment.
503/16: Employment Contract – Executive Officer, EPLGA
Moved: Mayor Telfer Seconded: Mayor MacKenzie
That the Eyre Peninsula Local Government Association, having considered, in confidence, the report relating to the
performance review of the Executive Officer, resolves to retain the report, its attachments and the minutes in
confidence as they relate to the personal affairs of a person living or dead within the parameters of Sections 90(3)
(a) of the Local Government Act 1999. This Order is to remain in place until the Executive Officer and the President
of the Eyre Peninsula Local Government Association sign a new employment contract.
CARRIED
9 FUTURE MEETINGS
504/16: Next Meeting
Moved: Mayor Johnson Seconded: Mayor MacKenzie
That the next meeting of the Eyre Peninsula Local Government Association Board will be held on Friday 2 September
2016 at Elliston.
CARRIED
Future Meeting dates for 2016:
Friday 2 December - Wudinna
Board Meeting Agenda: 2 September 2016 P a g e | 10
Conference Location Rotation
2017 Lower EP 2018 Port Lincoln
2019 Kimba 2020 Wudinna 2021 Cowell
2022 Cleve 2023 Streaky Bay 2024 Elliston
Meeting closed at 3.36pm
__________________________________ ___________________
President Date
Board Meeting Agenda: 2 September 2016 P a g e | 11
2 BUSINESS ARISING FROM MINUTES
From the floor.
3 GENERAL REPORTS
3.1 President’s Report [verbal]
3.2 Individual Council Activity Reports [2 minute summary]
Board Meeting Agenda: 2 September 2016 P a g e | 12
3.3 Executive Officer’s Report
3.3.1 Report No. 01-0916: General Update
To: President and EPLGA Board Members
Date: 2 September 2016
Topic: General Update
Report No: 1-0916
PROPOSAL:
That the EPLGA Board notes the information provided on various topics.
BACKGROUND:
The Executive Officer will from time to time provide a report on matters he considers necessary for the
attention of the EPLGA Board.
DETAIL:
1. Use of Common Seal – BankSA Credit Card Limit Increase
When increasing the EPLGA credit card limit from $3,000 to $10,000, the EPLGA common seal was required
for application to the bank documentation. The charter states the following in instances where the common
seal is required to be used. There was also a need to change a policy in relation to this matter – refer Report
03-0916 - Policy Review.
18. Common Seal
18.1 The EPLGA will have a common seal which may be affixed to documents requiring execution
under the common seal and must be witnessed by the signatures of two Board Members.
18.2 The common seal must not be affixed to a document except to give effect to a resolution of
the Board. The Executive Officer will maintain a Register which records the resolutions of the
Board giving authority to affix the common seal and details of the documents to which the
common seal has been affixed, with particulars of the persons who witnessed the fixing of the
seal and the date.
18.3 Subject to Clause 18.2, the Board made by instrument under seal authorise a person to execute
documents on behalf of the EPLGA The Executive Officer will maintain a Register of such
resolutions and details of any documents executed in this way, together with particulars of the
person executing the document.
Refer attached correspondence [agenda item 3.3.1.1] for signing of the document and internal controls.
2. LGA R & D Scheme Funding Applications [Closing date 29 July 2016]
Two applications for funding have been submitted on behalf of the EPLGA for:-
Development of Road Construction & Maintenance Standards (industry wide)
Support for the EP Mineral & Energy Resources Community Development Taskforce
Regional Strategic Plan (Joint application by RDAWEP & EPLGA)
Emails were sent out on 27 July 2016 advising Mayors and Chief Executive Officers of the applications.
The Road Construction and Maintenance Standards application was also discussed at a recent Engineering &
Works Committee meeting [refer meeting notes and the resulting recommendations for consideration by the
EPLGA Board under agenda item 4.2].
Board Meeting Agenda: 2 September 2016 P a g e | 13
3. Executive Officer Leave
I plan to take annual leave from the 4 – 14 October 2016 [68.4 hours] and seek approval of the EPLGA Board.
As at 19 August 2016 I have accrued 150.28 hours of annual leave.
The leave is requested for personal and family reasons.
4. LGA of SA NRM Pilot
Several meetings ago the EPLGA Board endorsed the Executive Officer to investigate opportunities for the
region through the LGA’s NRM Reform pilot. At a recent meeting with the LGA it was decided to defer the
pilot for a further 12 months based on insufficient funding to support the pilot. This region is aiming to seek
funding under this pilot to implement the EPICCA Adaptation Plan. The EPICCA group will re-work its
Adaptation Plan implementation works schedule, with costings, to allow them to be forwarded to the LGA well
prior to their 2017/18 budget process.
RECOMENDATION(S):
1. That the Executive Officer’s report be received.
2. That the Eyre Peninsula Local Government Association Board, pursuant to section 18 of its charter,
endorses the use of the common seal for the execution of BankSA documents to increase the
corporate credit card limit from $3,000 to $10,000. Furthermore, that the Association endorses
the signing of the BankSA documents by any two [2] Board Members and/or the Executive Officer
and/or Finance Officer (Sue Henriksen).
3. That the Eyre Peninsula Local Government Association Board endorses the Executive Officer’s
actions in submitting funding applications to the Local Government Association’s Research &
Development Scheme for:
development of Road Construction and Maintenance Standards (industry wide);
support for the EP Mineral & Energy Resources Community Development Taskforce; and
the Regional Strategic Plan [joint application by Regional Development Australia Whyalla and
Eyre Peninsula and the Eyre Peninsula Local Government Association].
4. That the Eyre Peninsula Local Government Association Board approves the Executive Officer’s
application for annual leave from 4 – 14 October 2016.
Board Meeting Agenda: 2 September 2016 P a g e | 14
Internal Controls
5.4 Credit Card
Control Assessment Worksheet
Risk Category – Expenses
Business Process – Credit Cards
Risk No. 1 – Credit Cards are used for purchases of a personal nature.
Description: If Credit Cards are used for purchases of a personal nature, then there is the risk that these items will be paid by EPLGA
Board, resulting in overstating the operating expenses in management reports and the financial statements as well as adverse
publicity.
Inherent Risk Assessment
Likelihood Unlikely
Consequence: Minor
Rating: Low
Controls
Contro
l
Ty
pe
Action Plan
(if control not currently in place)
Responsible
Officer
Reviewing
Officer
1.
EPLGA Board and/or Executive Officer approve all
issues of Credit Cards and limits, to employees
prior to release. Core
With one employee (the Exec Officer)
1. The need for a Credit Card Policy Control is to be
determined. If deemed necessary a Credit Card
policy is to be developed and implemented, but
included in Purchasing Policy
EXEC OFFICER EPLGA Board
2.
Employee to sign a declaration confirming compliance
with EPLGA Board policy and procedures prior to
the Credit Card being released. Core
With one employee (the Exec Officer)
1. The need for a Credit Card Policy Control is to be
determined. If deemed necessary a Credit Card
policy is to be developed and implemented, but
included in Purchasing Policy.
EXEC OFFICER EPLGA Board
3.
Usage restrictions placed on Credit Card (i.e. only used
for predefined purchases from pre-approved
businesses).
Additio
nal
Control not considered applicable, there are
restrictions. Refer to Purchasing Policy. N/A N/A
4.
All credit card statements sent directly to person
independent from the credit card holder.
Independent officer matches all transactions from
the statement to valid tax invoices prior to
approval.
Additio
nal
Invoices matched after approval. Responsibility to
match tax invoices to credit card statements
and/or completion of statutory declaration
for missing receipts to shift to the card
holder.
RDAWEP Support
Staff EXEC OFFICER
5. Any personal expenses are investigated and rectified. Additio
nal
N/A as control in place. RDAWEP Support
Staff EXEC OFFICER
Board Meeting Agenda: 2 September 2016 P a g e | 15
Control Assessment Worksheet
Risk Category – Expenses
Business Process – Credit Cards
Risk No. 2 – Credit Card limits are set at inappropriate levels.
Description: If credit card limits are too high, then this may result in an increase in expenditure and budget overruns. On the other
hand, if credit card limits are insufficient, this could reduce the operational effectiveness of the credit card process and result in
purchasing delays.
Inherent Risk Assessment
Likelihood Likely
Consequence: Minor
Rating: Moderate
Controls
Contro
l
Ty
pe
Action Plan
(if control not currently in place)
Responsible
Officer
Reviewing
Officer
1.
EPLGA Board, EXEC OFFICER or other authorised officer
approves all issues of Credit Cards and limits, to
employees prior to release.
Core
With one employee (the Exec Officer)
1. The need for a Credit Card Policy Control is to be
determined. If deemed necessary a Credit Card
policy is to be developed and implemented. Refer
to Purchasing Policy
EXEC OFFICER EPLGA Board
2.
All credit card limits are set in accordance with
Delegations of Authority and reviewed by
management for operational efficiency.
Core
N/A as control in place, Credit Card limits are set
by EPLGA Board with the Financial Institution. RDAWEP Support
Staff
EXEC OFFICER &
EPLGA
Board
Board Meeting Agenda: 2 September 2016 P a g e | 16
3.3.1.1
Board Meeting Agenda: 2 September 2016 P a g e | 17
3.3 Executive Officer’s Report cont.
3.3.2 Report No. 02-0916: Meeting Procedures
To: President and EPLGA Board Members
Date: 2 September 2016
Topic: Meeting Procedures
Report No: 02-0916
PROPOSAL:
That the EPLGA Board adopts the proposed meeting procedures (subject to any amendments) for their Board
meetings.
BACKGROUND:
At the 24 June 2016 EPLGA Board meeting a draft copy of meeting procedures was tabled as a part of the
Executive Officer’s report. As a result the Executive Officer was directed to make amendments to the
procedures to allow the individual Council Chief Executive Officers the opportunity to speak at Board
Meetings.
DETAIL:
Refer the attached draft meeting procedures with directed amendments shaded. Should the draft not be
adopted then the default position for the EPLGA Board meeting procedures is as per the Local Government
(Procedures at Meetings) Regulations 2013.
Clause 8 of the EPLGA Board Charter which refers to meeting proceedings reads:
Subject only to the extent that they are modified by this Clause, the proceedings of the Board will be the same
as those for committees of Council as defined in Part 2 of Chapter 6 of the Act and in accordance with the
Regulations for “Other Committees” comprised in Parts 1, 3 and 4 of the Local Government (Proceedings at
Meetings) Regulations 2013.
References in Part 2 of Chapter 6 of the Act to “the Chief Executive Officer” shall be read as if they were
references to the Executive Officer of the EPLGA and references to “the Council” or “the Committee” shall be
read as if they were references to the EPLGA.
To the extent that this Charter and the Act and its associated Regulations are silent, the Board may determine
its own meeting procedures.
The Local Government Act 1999 reads as such:
89—Proceedings of council committees
(1) Subject to this Act, the procedure to be observed in relation to the conduct of meetings of a council
committee will be—
(a) as prescribed by regulation;
(b) insofar as the procedure is not prescribed by regulation—as determined by the council;
(c) insofar as the procedure is not prescribed by regulation or determined by the council—as determined by
the council committee itself.
Parts 1, 3 and 4 of the Local Government (Procedures at Meetings) Regulations 2013 under the Local
Government Act 1999 apply to the EPLGA Board in determining its own procedures for meetings.
I look forward to the EPLGA Board debating what they wish to include/not include in their meeting
procedures.
STRATEGIC REFERENCE:
N.A.
Board Meeting Agenda: 2 September 2016 P a g e | 18
LEGISLATIVE REFERENCE:
EPLGA Board Charter
Local Government Act 1999 – Part 2 Chapter 6
Local Government (Proceedings at Meetings) Regulations 2013 – Parts 1, 3 & 4
BUDGET REFERENCE:
N.A.
RISKS:
Difficulty in meetings governance.
Decision making relevance to legislative requirements.
REVIEW PERIOD:
As and when desired by the EPLGA Board.
RECOMENDATION(S):
That the Eyre Peninsula Local Government Association Board adopts the Meeting Procedures as
presented by the Executive Officer with any amendments as determined by the Board.
Enclosures:
Draft EPLGA Board Meeting procedures
Board Meeting Agenda: 2 September 2016 P a g e | 19
Policy Name Board Meeting Procedures
Reviewed By Executive Officer
Date Adopted
1. Purpose
These board meeting procedures (“the meeting procedures” or “these meeting procedures”, as the context
may require) are to govern the proceedings of the Eyre Peninsula Local Government Association (“the EPLGA”)
Board (“the Board”).
The meeting procedures are intended to compliment the EPLGA Charter and are to be read in conjunction
with clause 8 of the Charter in relation to procedures to be observed at all EPLGA Board meetings.
2. Principles
The Guiding Principles as set out in regulation 4 of the Local Government (Procedures at Meetings)
Regulations 2013 are to be applied with respect to the procedures to be observed at a meetings of the
Board, namely that:
(a) procedures should be fair and contribute to open, transparent and informed decision-making;
(b) procedures should encourage appropriate community participation in the affairs of the EPLGA;
(c) procedures should reflect levels of formality appropriate to the nature and scope of responsibilities
exercised at the meeting; and
(d) procedures should be sufficiently certain to give the community and decision-makers confidence in the
deliberations undertaken at the meeting.
3. Definitions and Interpretation
3.1 In these meeting procedures, the definitions in the EPLGA Charter apply unless the contrary intention
appears—
Charter means the Charter of the EPLGA as in force at the relevant time.
clear days—see sub-clause 3.2 and 3.3 of these meeting procedures;
deputation means a person or group of persons who wish to appear personally before a council or council
committee in order to address the council or committee (as the case may be) on a particular matter;
formal motion means a motion—
(a) that the meeting proceed to the next business; or
(b) that the question be put; or
(c) that the question lie on the table; or
(d) that the question be adjourned; or
(e) that the meeting be adjourned;
Guiding Principles means the Guiding Principles set out in regulation 4 of the Local Government (Procedures
at Meetings) Regulations 2013
point of order means a point raised to draw attention to an alleged breach of the Act or these regulations in
relation to the proceedings of a meeting;
President and Deputy President means the person who is appointed to each of these roles in accordance
with clause 9 of the Charter;
principle office means the EPLGA office at 89 Liverpool Street, Port Lincoln;
written notice includes a notice given in a manner or form determined by the Executive Officer of the EPLGA.
3.2 In the calculation of clear days in relation to the giving of notice before a meeting—
(a) the day on which the notice is given, and the day on which the meeting occurs, will not be taken
into account; and
(b) Saturdays, Sundays and public holidays will be taken into account.
3.3 For the purposes of the calculation of clear days, if a notice is given after 5 p.m. on a day, the notice
will be taken to have been given on the next day.
3.4 For the purposes of these meeting procedures, a vote on whether leave of the meeting is granted may
be conducted by a show of hands (but nothing in these meeting procedures prevents a division from
being called in relation to the vote).
4. The Proceedings of the Board
The proceedings of the Board will, subject only to the extent they are modified by these meeting procedures
or clause 8 of the Charter, be the same as those for committees of a Council as defined in Part 2 of Chapter 6
of the Act and in accordance with the Regulations comprised in Parts 1, 2, 3 and 4 of the Local Government
(Proceedings at Meetings) Regulations 2013.
In addition, the following proceedings of the EPLGA Board shall also be observed by Board Members,
constituent Councils and their voting delegates:
Board Meeting Agenda: 2 September 2016 P a g e | 20
4.1 Commencement of meetings and quorums
(1) A meeting will commence as soon after the time specified in the notice of meeting as a quorum is
present.
(2) If the number of apologies received by the Executive Officer indicates that a quorum will not be present
at a meeting, the Executive Officer may adjourn the meeting to a specified day and time.
(3) If at the expiration of 30 minutes from the time specified in the notice of meeting as the time of
commencement a quorum is not present, the President or, in the absence of the President, the Deputy
President or the Executive Officer, will adjourn the meeting to a specified day and time.
(4) If a meeting is adjourned for want of a quorum, the Executive Officer will record in the minutes the
reason for the adjournment, the names of any Board Members present, and the date and time to which
the meeting is adjourned.
(5) If a meeting is adjourned to another day, the Executive Officer must—
(a) give notice of the adjourned meeting to each Board Member setting out the date, time and place of
the meeting; and
(b) give notice of the adjourned meeting to the public by causing a notice setting out the date, time
and place of the meeting to be placed on display on the EPLGA website.
4.2 Minutes
(1) The minutes of the proceedings at a meeting must be submitted for confirmation at the next meeting or,
if that is omitted, at a subsequent meeting.
(2) No discussion on the minutes may occur before confirmation, except as to the accuracy of the minutes
as a record of proceedings.
(3) On the confirmation of the minutes, the President will—
(a) initial each page of the minutes, which pages are to be consecutively numbered; and
(b) place his or her signature and the date of confirmation at the foot of the last page of the minutes.
(4) The minutes of the proceedings of a meeting must include—
(a) the names of the Board Members present at the meeting; and
(b) in relation to each Board Member present—
(i) the time at which the person entered or left the meeting; and
(ii) unless the person is present for the whole meeting, the point in the proceedings at which the
person entered or left the meeting; and
(c) each motion or amendment, and the names of the mover and seconder; and
(d) any variation, alteration or withdrawal of a motion or amendment; and
(e) whether a motion or amendment is carried or lost; and
(f) any disclosure of interest made by a Board Member; and
(g) an account of any personal explanation given by a Board Member; and
(h) details of the making of an order under subsection (2) of section 90 of the Act (see subsection (7) of
that section); and
(i) a note of the making of an order under subsection (7) of section 91 of the Act in accordance with
the requirements of subsection (9) of that section; and
(j) details of any adjournment of business; and
(k) a record of any request for documents to be tabled at the meeting; and
(l) a record of any documents tabled at the meeting; and
(m) a description of any oral briefing given to the meeting on a matter of Board business; and
(n) any other matter required to be included in the minutes by or under the Act or any regulation.
4.3 Questions
(1) A Board Member may ask a question on notice by giving the Executive Officer written notice of the
question at least 10 clear days before the date of the meeting at which the question is to be asked.
(2) If notice of a question is given —
(a) the Executive Officer must ensure that the question is placed on the agenda for the meeting at
which the question is to be asked; and
(b) the question and the reply must be entered in the minutes of the relevant meeting.
(3) A Board Member may ask a question without notice at a meeting.
(4) The President may allow the reply to a question without notice to be given at the next meeting.
(5) A question without notice and the reply will not be entered in the minutes of the relevant meeting unless
the Board Members present at the meeting resolve that an entry should be made.
(6) The President may rule that a question with or without notice not be answered if the President considers
that the question is vague, irrelevant, insulting or improper.
Board Meeting Agenda: 2 September 2016 P a g e | 21
4.4 Petitions
(1) A petition to the Board must—
(a) be legibly written or typed or printed; and
(b) clearly set out the request or submission of the petitioners; and
(c) include the name and address of each person who signed or endorsed the petition; and
(d) be addressed to the Executive Officer of the EPLGA and delivered to the principal office.
(2) If a petition is received, the Executive Officer must ensure that a statement as to the nature of the
request or submission and the number of signatures or the number of persons endorsing the petition, is
placed on the agenda for the next ordinary meeting of the Board.
4.5 Deputations
(1) A person or persons wishing to appear as a deputation at a meeting must deliver (to the principal office
of the EPLGA) a written request.
(2) The President and Executive Officer shall consult on any deputation requests and may refuse to allow the
deputation to appear at a meeting.
4.6 Motions
(1) A Board Member may bring forward any business in the form of a written notice of motion.
(2) The notice of motion must be given to the Executive Officer at least 3 clear days before the date of the
meeting at which the motion is to be moved. The Executive Officer, upon receipt of such notice, shall
immediately advise all Board Members by email or telephone if it is unable to be included in the meeting
agenda prior to broadcasting to Board Members.
(3) Subject to the Act and these regulations, a Board Member may also bring forward any business by way of
a motion without notice.
(4) The President may refuse to accept a motion without notice if, after taking into account the Guiding
Principles, he or she considers that the motion should be dealt with by way of a written notice of motion.
(5) The President may refuse to accept a motion if the subject matter is, in his or her opinion, beyond the
power of the Board.
(6) A motion will lapse if it is not seconded at the appropriate time.
(7) A Board Member moving or seconding a motion will speak to the motion at the time of moving or
seconding the motion.
(8) A Board Member may only speak once to a motion except—
(a) to provide an explanation in regard to a material part of his or her speech, but not so as to
introduce any new matter; or
(b) with leave of the meeting; or
(c) as the mover in reply.
(9) A Board Member who has spoken to a motion may not at a later stage of the debate move or second an
amendment to the motion.
(10) A Board Member who has not spoken in the debate on a question may move a formal motion.
(11) A formal motion must be in the form of a motion set out in sub paragraph (14) (and no other formal
motion to a different effect will be recognised).
(12) If the formal motion is—
(a) that the meeting proceed to the next business, then the effect of the motion, if successful, is, in
the case of an amendment, that the amendment lapses and the meeting proceeds with the
consideration of the motion before the meeting without further reference to the amendment and, in
the case of a motion, that the motion lapses and the meeting proceeds to the next item of business;
or
(b) that the question be put, then the effect of the motion, if successful, is that debate is terminated
and the question put to the vote by the presiding member without further debate; or
(c) that the question lie on the table, then the effect of the motion, if successful, is that the meeting
immediately moves to the next item of business and the question can then only be retrieved at a
later time by resolution (and, if so retrieved, debate is then resumed at the point of interruption); or
(d) that the question be adjourned, then the effect of the motion, if successful, is that the question is
disposed of for the time being but debate can be resumed at the later time (at the point of
interruption); or
(e) that the meeting be adjourned, then the effect of the motion, if successful, is that the meeting is
brought to an end immediately without the consideration of further business.
(13) If seconded, a formal motion takes precedence and will be put by the President without discussion
unless the motion is for an adjournment (in which case discussion may occur (but only occur) on the
details for resumption).
(14) A formal motion does not constitute an amendment to a substantive motion.
Board Meeting Agenda: 2 September 2016 P a g e | 22
(15) If a formal motion is lost—
(a) the meeting will be resumed at the point at which it was interrupted; and
(b) if the formal motion was put during debate (and not at the end of debate) on a question, then a
similar formal motion (i.e. a motion to the same effect) cannot be put until at least 1 Board Member
has spoken on the question.
(16) A formal motion for adjournment must include the reason for the adjournment and the details for
resumption.
(17) Any question that lies on the table as a result of a successful formal motion under sub regulation (12)(c)
lapses after 12 months from the date of the formal motion.
(18) The Executive Officer must include all such formal motions as in sub paragraph (12)(c) in the Board
agenda until it lapses or is lifted from the table.
(19) Sub regulations (7), (8) and (9) may be varied at the discretion of the presiding member.
4.7 Amendments to motions
(1) A Board Member who has not spoken to a motion at an earlier stage of the debate may move or second
an amendment to the motion.
(2) An amendment will lapse if it is not seconded at the appropriate time.
(3) A person who moves or seconds an amendment (and, if he or she chooses to do so, speaks to the
amendment) will, in so doing, be taken to have spoken to the motion to which the amendment relates.
(4) If an amendment is lost, only 1 further amendment may be moved to the original motion.
(5) If an amendment is carried, only 1 further amendment may be moved to the original motion.
(6) Sub regulations (1), (3), (4) and (5) may be varied at the discretion of the President.
4.8 Variations, etc.
(1) The mover of a motion or amendment may, with the consent of the seconder, request leave of the
meeting to vary, alter or withdraw the motion or amendment.
(2) The President must immediately put the question for leave to be granted and no debate will be allowed
on that question.
4.9 Addresses by constituent Council voting delegates and Chief Executive Officers.
(1) A Board Member or constituent Council Chief Executive Officer must not speak for longer than 5 minutes
at any 1 time without leave of the meeting.
(2) A Board Member may, with leave of the meeting, raise a matter of urgency.
(3) A Board Member may, with leave of the meeting, make a personal explanation.
(4) The subject matter of a personal explanation may not be debated.
(5) The contribution of a Board Member or Council Chief Executive Officer must be relevant to the subject
matter of the debate.
(6) Sub regulations (1) and (2) may be varied at the discretion of the President.
4.10 Voting
(1) The President, or any other Board Member, may ask the Executive Officer to read out a motion before a
vote is taken.
(2) The President will, in taking a vote, ask for the votes of those Board Members in favour of the question
and then for the votes of those Board Members against the question (and may do so as often as is
necessary to enable him or her to determine the result of the voting), and will then declare the outcome.
(3) A person who is not in his or her seat is not permitted to vote.
(4) Sub regulation (3)—
(a) may be varied at the discretion of the President; and
(b) does not apply in relation to a Board Member participating in a meeting by telephone or electronic
means approved in accordance with the charter.
4.11 Divisions
(1) A division will be taken at the request of a Board Member.
(2) If a division is called for, it must be taken immediately and the previous decision of the President as to
whether the motion was carried or lost is set aside.
(3) The division will be taken as follows:
(a) the Board Members voting in the affirmative will, until the vote is recorded, stand in their places;
(b) the Board Members voting in the negative will, until the vote is recorded, sit in their seats;
(c) the President will count the number of votes and then declare the outcome.
(d) in relation to a Board Member participating in a meeting by telephone or electronic means approved
in accordance with the Charter, the President will ask whether they are voting in the affirmative or
negative.
Board Meeting Agenda: 2 September 2016 P a g e | 23
(4) The Executive Officer will record in the minutes the names of Board Members who voted in the
affirmative and the names of the Board Members who voted in the negative (in addition to the result of
the vote).
(5) Sub regulation (3) may be varied at the discretion of the presiding member.
4.12 Tabling of information
(1) A Board Member may require the Executive Officer to table any documents of the EPLGA relating to a
motion that is before a meeting (and the Executive Officer must then table the documents within a
reasonable time, or at a time determined by the President after taking into account the wishes of the
meeting, and if the Board Member who has required the tabling indicates that he or she is unwilling to
vote on the motion until the documents are tabled, then the matter must not be put to the vote until the
documents are tabled).
(2) The Executive Officer may, in tabling a document, indicate that in his or her opinion consideration
should be given to dealing with the document on a confidential basis under section 90 or 91 of the Act.
4.13 Adjourned business
(1) If a formal motion for a substantive motion to be adjourned is carried—
(a) the adjournment may either be to a later hour of the same day, to another day, or to another place;
and
(b) the debate will, on resumption, continue from the point at which it was adjourned.
(2) If debate is interrupted for want of a quorum and the meeting is then adjourned, the debate will, on
resumption, continue from the point at which it was interrupted.
(3) Business adjourned from a previous meeting must be dealt with before any new business at a
subsequent meeting.
4.14 Short-term suspension of proceedings
(1) If the President considers that the conduct of a meeting would benefit from suspending the operation of
all or some of the meeting procedures for a period of time in order to allow or facilitate informal
discussions, the President may, with the approval of at least two-thirds of the constituent Council voting
delegates present at the meeting, suspend the operation of the meeting procedures for a period
determined by the President.
(2) The Guiding Principles must be taken into account when considering whether to act under sub
regulation (1).
(3) If a suspension occurs under sub regulation (1)—
(a) a note of the suspension, including the reasons for and period of suspension, must be entered in
the minutes; and
(b) the meeting may proceed provided that a quorum is maintained but, during the period of
suspension—
(i) the provisions of the Act must continue to be observed; and
(ii) no act or discussion will have any status or significance under the provisions which have been
suspended; and
(iii) no motion may be moved, seconded, amended or voted on, other than a motion that the
period of suspension should be brought to an end; and
(c) the period of suspension should be limited to achieving the purpose for which it was declared; and
(d) the period of suspension will come to an end if—
(i) the President determines that the period should be brought to an end; or
(ii) at least two-thirds of the Board Members present at the meeting resolve that the period should
be brought to an end.
4.14 Executive Officer may submit report recommending revocation or amendment of council decision
(1) The Executive Officer may submit a report to the Board recommending the revocation or amendment of
a resolution. .
(2) The Executive Officer must ensure that the report is placed on the agenda for the meeting at which the
report is to be considered.
Board Meeting Agenda: 2 September 2016 P a g e | 24
5. Responsibilities
The President has responsibility in ensuring the meeting adheres to the meeting procedures. Board Members
have a responsibility to follow the meeting procedures.
6. Review
The meeting procedures may be reviewed at any time by the Board.
Document History:
Version Date Adopted Changes since previous issue
Draft 1
Board Meeting Agenda: 2 September 2016 P a g e | 25
3.3 Executive Officer’s Report cont.
3.3.3 Report No. 03-0916: Policy Review – Purchasing and Tendering
To: President and EPLGA Board Members
Date: 2 September 2016
Topic: Policy Review – Purchasing and Tendering
Report No: 03-0916
PROPOSAL:
That the EPLGA Board reviews policies that are due for review.
BACKGROUND:
The Board does not have a plethora of policies but has some that are for review.
DETAIL:
The Governance Checklist for policy review is as such:
POLICY NAME ADOPTION MOTION
NUMBER ADOPTION DATE REVIEW DATE DATE REVIEWED
INJURY MANAGEMENT POLICY (lgwcs) 015/08 30/03/2008 April 2011 Replaced by WHS
CODE OF CONDUCT FOR BOARD MEMEBRS 216/12 26/02/2012 February 2015 June 2016
ENVIRONMENTAL PROTECTION POLICY 216/12 26/02/2012 February 2015 June 2016
HUMAN RESOURCES POLICY 216/12 26/02/2012 February 2015 June 2016
OPERATION OF BANK ACCOUNT AND
FINANCE CONTROLS POLICY
201/11 9/12/2011 December 2014 Replaced by Internal
Control Policies
PUBLIC CONSULTATION POLICY 216/12 26/02/2012 February 2015 June 2016
PURCHASING & TENDERING POLICY 5/09/2014 September 2016
REGIONAL ECONOMIC DEVELOPMENT POLICY 22/02/2015 Within 12 mths of
Elections
June 2016
MEDIA POLICY 28/06/2013 July 2016 June 2016
WHS - ADMINISTRATION POLICY 602/14 23/02/2014 February 2017
WHS - CONSULTATION POLICY 602/14 23/02/2014 February 2017
WHS - CONTRACTOR MANAGEMENT
POLICY
602/14 23/02/2014 February 2017
WHS - EMERGENCY POLICY 602/14 23/02/2014 February 2017
WHS - HAZARD MANAGEMENT POLICY 602/14 23/02/2014 February 2017
WHS - HAZARDOUS WORK POLICY 602/14 23/02/2014 February 2017
The following policy is due for review:-
Purchasing and tendering.
There has been a change made in July 2016 to increase the credit card limit from $3,000 to $10,000. See
report #1-92016 (General Update Report) for further information on this matter.
Board Meeting Agenda: 2 September 2016 P a g e | 26
That section of the policy should now read:-
Credit Card
The EPLGA has a business credit facility with the Bank of South Australia. This facility entitles the EPLGA to a
$10,000 credit facility. The EPLGA authorises the Executive Officer to use the corporate credit card for EPLGA
business only. Main uses will be for travel, accommodation and meal purposes and other minor purchases. At
the end of each monthly period, all purchases will be reconciled with evidence of purchase to be attached to
reconciliation.
The increase is due to the $3,000 credit facility not being enough some months and the Executive Officer
having to use his personal credit card for business purposes then seeking reimbursement from the business.
STRATEGIC REFERENCE:
N.A.
LEGISLATIVE REFERENCE:
The EPLGA Board Charter Clause 11 reads:-
The Executive Officer will be responsible to the Board:
to ensure that the policies and lawful decisions of the EPLGA are implemented in a timely manner;
BUDGET REFERENCE:
N.A.
RISKS:
Good governance practice to regularly review policies
REVIEW PERIOD:
As determined in the actual policy
RECOMENDATION(S):
That the Eyre Peninsula Local Government Association Board, having reviewed the following policy,
adopts the policy as written in the report (subject to any further amendments by the Eyre Peninsula
Local Government Association Board):
1. Purchasing and Tendering
Enclosures:
Purchasing and Tendering Policy
Board Meeting Agenda: 2 September 2016 P a g e | 27
PURCHASING AND TENDERING POLICY
This document sets out the EPLGA’s policy for the acquisition of goods and services and carrying out of
the procurement principles. This policy applies to the procurement of all goods, equipment and related
services and contracts.
INTRODUCTION
Through the promotion of fair and open competition, the EPLGA is committed to achieving quality services
and best value for money and will:
Implement competitive procurement to help ensure value for money without compromising quality or
responsiveness;
Provide services at the highest standard in the most cost effective manner;
Monitor and fulfil the needs and expectations of the constituent Councils within the limits of the budget
provided;
Provide an environment which gives the opportunity to be innovative;
Monitor contracts to ensure they meet legislative requirements and focus on improving the efficiency
and effectiveness of services;
To ensure the integrity of all procurement processes conducted by the EPLGA;
GENERAL PRINCIPALS
All tendering processes conducted by the EPLGA will be based on the following principles:
Tendering at all levels shall be conducted honestly and in a manner that is fair to all parties involved;
Parties shall comply with all legislative obligations including those required by trade practices and
consumer affairs legislation;
Shall have regard to the costs of bidding and the number of tenderers;
Tenderers shall bid only where they intend to carry out the work if successful;
The EPLGA will only call tenders after it has made a firm commitment to proceed with the project;
The conditions of tendering shall be the same for each tenderer.
Parties shall not engage in practices such as collusion on tenders, inflation of prices to compensate
unsuccessful tenderers, hidden commissions, or any other such secret arrangements;
The EPLGA is prepared to attest to its probity, if necessary, by statutory declaration or other reasonable
means;
Tender documents shall specify the EPLGA’s requirements as clearly and precisely as possible and, when
documents are altered, sufficient time shall be allowed for all tenderers to review and revise their
tenders;
Any party with a conflict of interest shall declare those interests; and
Tenderers shall retain the right to intellectual property submitted with tenders, including title thereto.
FUNDING ALLOCATION
Before steps can be taken to purchase goods or services, funds must be available in the approved EPLGA
budget. Once the EPLGA has adopted the budget, it becomes a legal document, which must be adhered to.
In circumstances where funds are not available for the purpose within the appropriate budget line, an
alternative source of funds must be approved by the EPLGA.
UNBUDGETED PROCUREMENT AND EXPENDITURE
The EPLGA Board must approve any unbudgeted procurement and expenditure.
METHOD OF PROCUREMENT OF GOODS & SERVICES
A competitive method of obtaining goods or services for the EPLGA will generally be adopted in relation to
the estimated gross value of the expenditure.
Method
Where it is estimated that the cost for the supply of goods or a service will fall outside the limits as detailed,
the method of procurement will be:
$10,000 or less – informal quotation process to be undertaken
$10,001 to $50,000 – formal quotation process to be undertaken
>$50,000 – formal tender process to be undertaken
Board Meeting Agenda: 2 September 2016 P a g e | 28
Tenders for the supply of goods and/or services are to be presented to the EPLGA in the following instances:
For tenders > $150,000 to be presented to the EPLGA for decision.
Contracts $50,000 to $150,000 to be presented to the EPLGA for information purposes only (provided
approved in budget and annual work plan).
When a tender contains information which has been determined by the Executive Officer to be potentially
sensitive or controversial.
The EPLGA Order Forms
All goods or services must be procured by purchase order, with the exception of goods valued at less than
$200 or credit card purchases. Documentation must be provided for reimbursement of expenses paid by
staff. Splitting of amounts and/or purchase orders to bring expenditure within lower limits is not permitted.
Credit Card
The EPLGA has a business credit facility with the Bank of South Australia. This facility entitles the EPLGA to a
$10,000 credit facility. The EPLGA authorises the Executive Officer to use the corporate credit card for EPLGA
business only. Main uses will be for travel, accommodation and meal purposes and other minor purchases. At
the end of each monthly period, all purchases will be reconciled with evidence of purchase to be attached to
reconciliation.
Receipt of Goods
Unfilled orders should be regularly followed up to provide completion of procurement process.
QUOTATIONS
Informal Quotation Process
Where the gross value of goods or services are required which are estimated to cost $10,000 or less, a
reputable trades person or supplier, who has a history of cost effective work or supply for the EPLGA, may be
asked to undertake the work or supply the goods which will include an immediate completion requirement.
Formal Quotation Process
Where the estimated gross value of the goods or services is greater than $10,000 but less than $50,000, the
method of procurement will be by formal written quotation. A minimum of three quotations must be sought,
with these quotations to be submitted in writing.
Provided that a provision exists within the budget, approval to commit expenditure by formal written
quotation can be authorised by the Executive Officer.
The formal quotation process will not apply if:
it is impracticable to call for quotations in the circumstances of a particular case (i.e. single supplier
etc.), or
the EPLGA resolves for some other good cause that quotations need not be called for in the
circumstances of a particular case.
TENDER PROCESS
Monetary Limit
The monetary limit for the provision of goods or services above which tenders must be called is $50,000 and
above.
The monetary limit will not apply if:-
it is impracticable to call for tenders in the circumstances of a particular case, or
the EPLGA resolves for some other good cause that tenders need not be called for in the circumstances
of a particular case, or
the goods are second hand/used that would make it impracticable to tender. In this instance a formal
quotation process should be undertaken.
Tender Options
The tender process can be initiated by one of the four tender procedures as detailed:
Open Tenders – All interested parties are invited through open public advertisement to tender on a
common basis.
Selected Tenders – A limited number of organisations are directly invited to tender because of their
proven experience or recognised ability to undertake particular work. A minimum of three organisations
must be invited to tender.
Negotiated Tenders – A firm tender is arrived at by negotiation with a single prospective organisation.
The negotiations must be carried out in good faith.
Board Meeting Agenda: 2 September 2016 P a g e | 29
Pre-registered Tenders – Expressions of Interest are invited for a project. Applicants are evaluated with a
small number meeting the required criteria then being invited to tender.
Advertising
Invitations to tender shall be advertised on at least one occasion. The advertisements shall direct tenderers
to identify the tender by placing the advertised tender reference on the outside of the sealed envelope or
package in which the tender must be enclosed.
All invitations to tender for the provision of goods or services to the EPLGA shall specify a closing date, and
the EPLGA may, at its discretion, extend a closing date.
All advertisements or invitations to tender will indicate “Tenders by facsimile and E-mail will not be
accepted”.
All advertisements or invitations to tender will indicate neither tender nor the lowest tender necessarily
accepted”.
Deposit
Tenders may be received through the mail or may be deposited in the locked container provided for the
purpose, and designated as the Tender Box. Tenders received through the mail are to be addressed to the
Executive Officer and marked “TENDER ….” and deposited in the Tender Box as soon as practicable.
A late tender submitted through Australia Post services will not be admitted unless it can be clearly
established that it was posted before the date and time for the closing of tenders.
Accidental Opening
When an envelope containing a tender is not marked as required, and is opened in the normal process of mail
handling, the tender and the envelope are to be sealed into another envelope by the person dealing with the
mail, correctly endorsed with the tender number and signed by the Officer, and immediately placed into the
Tender Box. The contents of the tender must not be divulged to any other person by the said Officer.
Opening
The Tender Box shall be opened in the presence of at least two persons of which one will be the Executive
Officer at the time specified in the invitation to tender as the time for the closing of the tender, or at such
later times as may be necessary, and the appropriate tenders removed.
Where more than one tender is current at the one time, all tenders in the Tender Box other than the one
closing are to be replaced and locked into the Tender Box immediately the tenders have been sorted and
identified.
Immediately, after the tender box is opened, the tenders must be opened and initialled by the two persons
present at the opening of the tender box. Details of all tenders received shall be entered in the Register of
Tenders.
The Tender Register shall record the following details:-
a brief description of the item or service to be tendered
tender number
date tender called
date and time tender closes
date and time tender opened
name and address of all tenderers
gross/trade-in/net values and brief details for each tender
successful tenderer
central records management file location
EVALUATION OF TENDERS AND QUOTATIONS
Qualifications – Formality of Tender
A tender which does not comply with the tender documents may be rejected. The tenderer will be given
reasonable opportunity to comply with the tender documents but only without alterations to the submitted
tender price.
Alternative Offers
Alternative offers may not be considered unless provision is made for such offers within the tender
documents. Where an alternative is offered by a tenderer, such alternative is relevant to that tenderer only
and cannot be priced by any other tenderer.
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Evaluation should consider tenderers:-
technical, management, physical and financial capacity;
current commitments;
standing within the industry;
record of performance;
ability to perform the works;
occupational health, safety and welfare systems management;
tender price; and
level and quality of goods or services to be provided.
Acceptance of Other than the Lowest
Where it is intended that the lowest tender will not necessarily be accepted then such information should be
provided to all prospective tenderers.
The tender most advantageous to the EPLGA will be the one considered for acceptance. Where it is proposed
to pass over a formal tender, the tenderer may be informed of the reasons before the preferred tender is
accepted.
Confidentiality
Safeguards will apply to secure the confidentiality of tenderers. All information provided between the
tenderers and the EPLGA will be treated as confidential and both the tenderer and the EPLGA will maintain
such information as confidential and commercial–in–confidence.
ENVIRONMENTAL PURCHASING POLICY
There is growing public awareness of the need to protect the environment by discontinuing the manufacture
of certain products which are harmful to the environment and by the conservation of scare resources and by
recycling used materials where applicable.
The EPLGA is committed to supporting the market for recycled and environmentally sensitive products by
increasing both supply and demand where practical and effective, and by encouraging economic growth and
development in recycling and related industries.
Those who are responsible for the sourcing and procurement of the EPLGA’s materials requirements, are
encouraged to protect the environment by discontinuing the purchase of products which are harmful to the
environment and to promote the preservation of the environment by increasing recycling activity where
practicable.
This can be achieved through promotion of the collection of otherwise reusable or recyclable products for
recycling and to purchase these products where it is efficient to do so, to increase market viability by
increasing demand.
Therefore, preference is to be given to the purchase of products containing 50% or more of recycled material
from Australian waste, provided the product is fit for the purpose and is comparable in price to the new or
replacement material alternatives.
BUY LOCAL
Preference for the provision of goods and services will be given to local suppliers only where the price,
quality, availability and service provision is comparable to other suppliers or where an economic benefit will
accrue to the EPLGA or the region.
This preference will be included in all future tender documents for the provision of the EPLGA goods and
services which are contracted out.
OCCUPATIONAL HEALTH, SAFETY & WELFARE POLICY
The EPLGA believes that a bi-partisan approach to workplace health and safety is beneficial to all persons at
the workplace. Employees and where appropriate their elected Health & Safety Representatives or Committee
have the right both legally and morally to be kept informed of any changes to the workplace which might
effect their health or safety.
All purchasing contracts will be endorsed with the requirement that all prescribed standards of the
Occupational Health, Safety & Welfare Act are met.
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COMPLIANCE WITH ALL AUSTRALIAN STANDARDS
The EPLGA will ensure that the delivery of all goods and materials satisfies all of the requirements of all
relevant Australian Standards.
QUALITY ASSURANCE ENDORSED COMPANIES
The EPLGA will ensure that where practical, preference is given to suppliers and manufacturers who are
quality endorsed and accredited to the SA 3900/ISO 9000 Quality Standard.
Note: A catalogue of certified companies is available from Quality Assurance Services, a division of
Standards Australia.
Strategic Link:
Objective 1: ACTIVELY ASSIST MEMBERS BY REPRESENTING THEIR COMBINED INTERESTS
Delegation:
The following the EPLGA officers are authorised to procure goods or services within budget area limitations,
and with compliance to all parts of this policy:
The Executive Officer
RDAWEP Support Staff Member
Area of Responsibility Level of Responsibility Per Item
Organisational
Executive Officer Unlimited within budget constraints and
compliance with Tender & Purchasing Policy
RDAWEP Support Staff Member Up to $5,000 Purchases for Board Member & EO
travel, meeting, and conference arrangements only,
and approved staff training arrangements.
Sub-Delegation:
Delegation made to a specific position (including Executive Officer) extends to any person appointed to act in
the position.
In the absence of the Executive Officer, delegation extends to the President.
Legislation:
Local Government Act 1999, Occupational Health & Safety Act 1986.
Documentation:
Australian Standard Code of Tendering (SA4120 (INT)-1993); SA 3900/ISO 9000 Quality Standard.
Authority:
Adopted by the EPLGA:
Document Control
Status: Version 1
Drafted by: Tony Irvine
Original Draft Date: 5 Sept 2014
Date Adopted by the EPLGA: 5 Sept 2014
Recommended Review Date: Sept 2016
Review Dates:
Board Meeting Agenda: 2 September 2016 P a g e | 32
3.3 Executive Officer’s Report cont.
3.3.4 Report No. 04-0916: Executive Officer’s Work Plan
To: President and EPLGA Board Members
Date: 2 September 2016
Topic: Executive Officer’s Work Plan
Report No: 04-0916
PROPOSAL:
That the EPLGA Board notes the Executive Officer’s work plan.
BACKGROUND:
Each year the Executive Officer reviews his work plan and seeks comment from the Executive Committee.
DETAIL:
The attached plan is the 2016-17 Executive Officer’s work plan. It is good business practice for the Executive
Officer to set down a work plan that is available to members of the EPLGA Board. This plan was also included
in the CEO Committee agenda for 1 September 2016.
Comments are sought on this plan.
STRATEGIC REFERENCE:
This is a KPI for the EPLGA Corporate Plan 2016 – 19
LEGISLATIVE REFERENCE:
N.A.
BUDGET REFERENCE:
N.A.
RISKS:
Confusion among member Councils and Board Members.
Complacency of stakeholders.
Short-term thinking.
Poorly managed work flow by the Executive Officer.
Unsuccessful projects or initiatives – poor delivery.
REVIEW PERIOD:
Annually
RECOMENDATION(S):
That the Eyre Peninsula Local Government Association Board notes the Executive Officer’s work plan
for 2016 – 17.
Enclosures:
Copy of Work Plan.
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3.4 Local Government Association of SA
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3.5 Office of State/Local Government Relations
3.6 Regional Development Australia Whyalla and Eyre Peninsula Inc [RDAWEP]
The Regional Development Australia Whyalla and Eyre Peninsula [RDAWEP] Outcomes and Key Performance
Indicators Reports for May and June 2016 are available on the RDAWEP website as per the link below.
http://www.rdawep.org.au/resources/rdawep-reports-and-plans/
The RDAWEP Outcomes and Key Performance Indicators Annual Report for 2015-16 is currently being drafted
and will be progressed to the final report to meet the Department of Infrastructure and Regional
Development’s [DIRD] deadline of 31 August 2016.
The final report will be expanded with the inclusion of at least 3 case studies, which is a requirement of the
DIRD funding agreement.
The completed 2015-16 Annual Report on Outcomes will be provided to the EPLGA at the December meeting.
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3.7 Eyre Peninsula Natural Resources Management Board (EPNRM)
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3.11 Other Reports/Minutes
3.11.1 South Australian Regional Organisation of Councils – Key Outcomes
Summary/Minutes of meeting dated 20 July 2016
To: President and EPLGA Board Members
Date: 2 September 2016
Topic: SAROC – Key Outcomes Summary/Minutes of meeting dated 20 July 2016
Report No: SAROC 01-0916
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4 COMMITTEES
4.1 CEOs’ Committee: Actions/Notes from the meeting dated 23 June 2016
Present: Alan McGuire, Phil Cameron, Rod Pearson, Joy Hentschke, Peter Arnold, Chris Smith, Michelle Tucker
(Proxy), Damian Windsor (Proxy), Rob Donaldson.
Others: Russell Seaman ( Native Veg Unit), Jono Clark (EPNRM), David Hitchcock (LGA), Tony Irvine (EPLGA),
Rosemary Craddock & Julia Dnistrianski (Native Title), Dion Dorward, Bob Ramsey ( RDAWEP)
Apologies: Geoffrey Moffatt and Daryl Cearns
Agenda:
Russell Seaman – Native Veg Unit presentation:
Actions:
Native Vegetation Unit:
1) Russell to provide consultation text on new regulations to local EP councils through Tony Irvine - ensure
local papers and local council newsletters get coverage.
2) Provide consultation text on Regulations to Jono for him to distribute through NRM networks.
3) Russell to consider how to visually represent the change that the regulations might bring in e.g. what is
the impact, can a table be developed showing what is new and what is old and redundant?
4) Roadside management plans – issues with getting back to sites within 5 years to do maintenance.
Can Native Veg Unit and 11 Councils do a regional EP roadside plan instead of individual ones for 11
Councils?
Can there be a straight forward except clause for roadside reserves?
Significant issues with large farm machinery- (Native Veg Unit needs to consider this in next Roadside
management plan template).
5) Some councils are having issues with clearance limitations around essential services - are there ways that
we can help within township boundaries? Examples include the provision of infrastructure for storm water
and effluent.
Footnotes
1) Russell made the offer to use the local NVC member (Penny Morgan – Councillor at DC Streaky Bay) as a
contact point and other members.
3) CEO's seemed to be comfortable using the risk assessment approach for native veg clearances &
establishing significant environmental offsets.
EPLGA
Action:
Engineering & Works Committee next meeting to include an agenda item on Roadside Native Vegetation
Management Plans, ie a regional plan rather than 11 individual ones.
David Hitchcock – LGA Business
DPTI Shared Services with Local Government
Action:
Two (2) CEO’s, two (2) Engineering & Works staff, David Hitchcock & Tony Irvine to meet with DPTI (Paul
Gelston and others) to further investigate shared services with DPTI in the region.
David Hitchcock to establish a meeting date, time and location.
Board Meeting Agenda: 2 September 2016 P a g e | 56
Tony Irvine to seek 2 CEO’s & 2 Engineering & Works staff for the meeting.
Public Health Plans
Action:
David Hitchcock to provide papers to Councils on latest in this area – noting Councils do not have to do all
the work that is highlighted in the plans. May be a chance to get Dr Bucket or a representative to speak at a
later EPLGA CEO’s meeting on these plans.
Damian Windsor/Tony Irvine
Engineering & Works Committee Future Operations & Agenda
Actions:
All agreed this group needs to be in place to pick up all engineering & works matters – including CWMS
Group.
Damian to get back to Tony with dates for next meeting of committee of newly formed committee.
Tony to put agenda together and organise meeting.
Agenda items to include:
Admin support for the committee – EPLGA and RDAWEP
Rubble Royalties – determine projects for EPLGA 2016-17 Budget – report back to CEO’s then EPLGA
Board
Special local Roads program – Project Planning year+ prior to application & allocation of funding (i.e.
survey, geotechnical assessment, design, scoping, costing etc.) at Council expenses and inline with
EPLGA 2015 Transport Strategy. Independent assessment of applications meeting regional and LGTAP
requirements plus assessment of completed jobs meeting the required standards.
2015 Transport Strategy – reviewing – annually?
CWMS Funding Agreement – review LGA Circular 22.14 9Tony to further investigate & make submission if
warranted)
Joy Hentschke
Star Club & School Community Libraries
Actions:
Star Club – Joy to pursue a Far West model.
School Community Libraries – David Hitchcock has sought out CEO representatives on his working group to
follow this up further at LGA level.
Rosemary Craddock & Julia Dnistrianski
Native Title – Barngala Claim
Action:
Julia to organise a training day in the future on the Heritage Act & regulations
Dion Dorward (RDAWEP)
Economic Development Presentation
Action:
Statistical packages being prepared and sent out to Councils for use – Councils asked to check data to ensure
it is okay and correct. Please advise RDAWEP if it doesn’t look okay.
Board Meeting Agenda: 2 September 2016 P a g e | 57
4.2 Engineering & Works Committee: Minutes dated 8 August 2016
EYRE PENINSULA LOCAL GOVERNMENT ASSOCIATION
ENGINEERING & WORKS COMMITTEE
Minutes
Meeting held at Cowell on Monday 8th
August 2016 commencing at 10:30am
Present: Darren Zechner, Grant Drummond, Gary Jutzen, Alex Douglas, Arthur Johnstone, Damian Windsor,
Neil Haines, Michael Inglis, Paul Rogers, Ivan Noble, Craig Matena, Mike Stephenson, Tony Irvine
Apologies: Robyn Nottle, Michelle Tucker
Business:
Presentation
Mike Stephenson presented on various matters involving CWMS management and planning.
The future of the LGA’s CWMS funding was discussed.
CWMS Submission to LGA
Action: That the Engineering & Works Committee member Councils immediately supply to the EPLGA
Executive Officer their future infrastructure needs from the CWMS Funding Agreement should it continue
so a regional submission can be prepared and forwarded as an appendix to the response already
forwarded to the LGA.
Election of Committee Chairperson
Pursuant to the Terms of Reference for the Committee
Moved: Grant Drummond Seconded: Darren Zechner
That the Engineering & Works Committee elects Damian Windsor as Chair of the Committee for the
term of 12 months pursuant to the terms of reference.
CARRIED
Terms of Reference – review by Committee.
Resolved
That the Committee is to have an action list included in the minutes or notes from meetings
outlining responsibilities and timeframes for the actions. Further this is to be reflected in the terms
of reference.
Minutes or notes to be tabled at Chief Executive Office Committee meetings and the EPLGA Board
meetings so relevant resolutions/recommendations to the above meetings can be considered.
EPLGA Board Budget – Rubble Royalties
Pursuant to the EPLGA Board directions the committee is to recommend the projects to be funded from
the Rubble Royalties funding ($64,500).
Moved Arthur Johnstone Seconded: Grant Drummond
That the EPLGA Engineering and Works Committee recommends the following projects to be
funded from the Rubble Royalties component of the EPLGA Board Budget for 2016 -17:
1. EP Transport Strategy – 2015 (Review & updating) $15,000
2. Regional Roadside Native Vegetation Plan $50,000
CARRIED
Special Local Roads Program & Development of Industry Wide Standards/ Guidelines
A number of issues that have been experienced with SLRP projects in the current and in previous years, it
is suggested that there needs to be a review of the way in which this program is delivered in the region.
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The usual timing of funding announcements (late August) places significant pressure on delivery
timeframes and has lead to ‘rushed’ jobs or late finishes i.e. sealing works happening in May/June due to
time required for design work, procurement, dodging harvest/tourist traffic etc. This has potential to
impact on quality and longevity of works. In other cases, detailed design has resulted in increased cost
estimates and either financial impact for Council’s or forced reduction in scope of works delivered. There
has also been previous discussion on ensuring ‘fit for purpose’ design and a certification process to
verify construction have met the agreed outcomes.
The above issues may be managed by requiring a fully developed and costed project proposal being
lodged at the time of application for funding. SELGA engages a consultant using their SLRP allocation
which addresses both design/application suitability and final certification. This means Councils will need
to build this into their application and once approved for funding pay that amount to the EPLGA. This
keeps the independence in the process.
Other regions also have independent evaluation of the applications to ensure they meet the standards
and at the completion of the project the independent qualified person also signs off on the project
certifying that the project is constructed to standard.
Moved: Grant Drummond Seconded: Craig Matena
1. That the EPLGA Engineering and Works Committee recommends that projects submitted for
regional SLRP funding are required to be developed to a ‘for construction’ state, and
accompanied by adequate design & engineering detail ( i.e. Austroads Guidelines – until Local
Government sector wide standards or guidelines are developed) and detailed cost estimate to
clearly defined the project deliverables.
2. That the EPLGA Engineering and Works Committee recommends consideration be given to the
appointment of an independent person/company to review road funding applications and
assess their suitability and to provide certification services for completed projects. Further the
costs for this assessment/certification are the EPLGA’s responsibility with the successfully
funded Councils contributing 2.5% of their SLRP funding to the EPLGA to cover such costs.
3. That the EPLGA Engineering and Works Committee recommends that the EPLGA Board supports
the LGA R & D funding application to develop Road Construction and Maintenance
Standards/Guidelines which when completed should be:
a. included in the EP Transport Strategy 2015;
b. used on an local government industry wide basis; and
c. used in assessing Special Local Roads Funding applications by the Local Government
Transport Advisory Committee.
4. That the Engineering & Works Committee notes the 2016 – 17 SLRP funding allocations.
CARRIED
DPTI & EP Councils Service Delivery Collaboration – Pilot
At the recent CEO Committee meeting it was suggested at least 2 CEOs & 2 Engineers/Operations - Works
Managers along with the EPLGA Exec Officer and David Hitchcock (LGA) meet with DPTI (Paul Geltson) to
further this pilot. This may or may not occur now. However some members of the Engineering & Works
Committee will be contacted in regards to this and other initiatives being pursued.
The EPLGA Exec Officer has applied for funding to assist the EPLGA/DPTI shared services pilot –
developing road construction & maintenance service levels standards/guidelines. The SMEC Transport
Strategy engagement contract will be extended to undertake this work if the R &D Application is
successful. SAROC has agreed that all regions will endeavour to adopt the standards when developed as
industry wide standards. The consultants will contact Engineers & Works Managers in this region plus the
Limestone Coast Region (SE Region) in relation to the development of this project.
There will be a need for further meetings with DPTI staff over all these matters.
Moved: Neil Haines Seconded: Darren Zechner
That the Engineering & Works Committee nominate the following persons who may be required to
meet/collaborate with DPTI regarding the joint Service Delivery Collaboration – Pilot and other
initiatives along with David Hitchcock (LGA), Tony Irvine (EPLGA) and two EPLGA Council CEOs (to
be nominated).
1. Damian Windsor
2. Grant Drummond
3. Arthur Johnstone
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Further that the Engineering & Works Committee identifies the following areas/functions as
possible targets for the joint Service Delivery Collaboration – Pilot.
1. Signage
2. Vegetation management
3. Line marking
4. Joint procurement
5. Supply of rubble
6. Local Government is able to consider anything other than sealing of highways.
CARRIED
DPTI Marine Strategy – for information
David Hitchcock and Tony Irvine met with DPTI staff on 7/7/16 re:
Marine Strategy – SA Boating Facilities Advisory Committee funding is to be contingent on a regional
marine strategic plans being developed. DPTI is to supply criteria used for funding future projects –
recreational & commercial.
Further discussion took place on the future jetties agreements.
Action: Ivan Noble is to co-ordinate a call for coastal councils to submit to him any jetties work required
so a coordinated approach can be made to this work, especially where specialist equipment and expertise
is required from outside the region.
Road/Rail Interface Agreements
GWA approached the region last year seeking agreement on the content of the agreements, and there has
been no formal response sent to GWA. Obviously there is benefit to a common position across the region,
and the main sticking point at present is the conflicting definitions on the maintenance boundary (the
point where responsibility changes from GWA to the Council for maintenance, etc. EPLGA position - 3m
from rail not 1 metre).
Action: All Councils to amend their agreements to designate the Maintenance boundary at 3m from the
nearest rail line to coincide with the designated Safeworking boundary/Protection boundary and return to
GWA.
Native Vegetation – Roadside Management Plan
Russell Seaman – Native Veg Unit presented to the CEO Committee meeting in June 2016. He encourages
the Eyre Peninsula to develop one regional roadside native vegetation plan.
Please note this was recommended for funding from the Rubble Royalties funding. However $50,0000
may not be enough to undertake the plan.
Resolved
That the Engineering & Works Committee recommends that all eleven EPLGA member Councils
undertake one regional roadside vegetation management plan [Level 1 RVMP] with assistance
being sought from the Native Vegetation Unit in line with the rubble royalty funding
recommendation to the EPLGA Board.
Night Travel for Agricultural Machinery
Many Councils have passed resolutions in relation to this matter. However there is concern in the
agricultural industry that the current standards for exemption are not adequate i.e. 4m wide x 25m long.
Resolved
That the Engineering & Works Committee advises the EPLGA Board in relation to the night travel
exemptions for agricultural machinery the following should occur:
Acknowledge DPTI’s standard of 4m x 25m exemption from permits.
Any Council (Road Manager) considering permitting machinery over the 4 metre x 25 metre
standard to undertake night travel on its roads needs to undertake a detailed risk assessment
of the route to protect Council (i.e. the permits may have specific conditions included).
That the LGA Mutual Liability Scheme should be requested to give opinion on the matter.
Any Other Business
Road Closure Advertisement Templates
Action: District Council of Kimba sought assistance with Road Closure advertisement templates.
Councils with such to circularise other Councils.
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Grave Sites – Lifting of Slabs
Action: District Council of Kimba has a procedure and will circularise to all Councils.
Mapinfo Training
Action: District Council of Ceduna will circularise training information to other councils.
Rubble Royalties to Land Owners & relevant Forms
Action: District Council of Ceduna to circularise
1. Consent form for opening/ operating a rubble pit that is to be signed off by the land owner
2. The legal opinion in relation to Councils being able to sell rubble.
Access Conditions for Permit Vehicles on EP
Motion from December 2015 EPLGA Board Minutes as follows:-
485/15: Access Conditions to GML and HML Permit Vehicles – District Council of Lower Eyre Peninsula
Moved: Mayor Callaghan Seconded: Deputy Mayor Millard
That the Engineering & Works Committee, subject to approval of the committee, investigates the access
conditions that apply to GML and HML permit vehicles travelling on the District Council roads of the Eyre
Peninsula Local Government Association region, with a view to having a consistent policy and access
conditions in place for the whole of the region. Furthermore, once the investigation is concluded, the
results are brought back to the Eyre Peninsula Local Government Association Board for endorsement or
further notice.
CARRIED
Engineering & Works Committee Meeting decision of February 2016.
All present agreed:
Speeds of 70km - unsealed, 80km – sealed, 40km – local.
The wet weather condition was less suitable due to variances in road conditions when stipulating mm of
rainfall therefore the following should apply:
RAV operators are required to inspect all unsealed routes which have received greater than 15mm of rain
in the preceding 24 hours to ensure that the pavement will not be damaged by the RAV operation.
Operators may be liable for the cost of pavement repairs.
Recommendation to EPLGA Board as per the December 2015 EPLGA Board resolution:
Resolved:-
That the Engineering & Works Committee recommends to the EPLGA Board the following in
relation to access conditions for GML and HML permit vehicles on Council roads:
1. Restricted speed loaded or unloaded to 80kph on sealed council roads outside town limits.
2. Restricted speed loaded or unloaded to 70kph on sealed council roads outside town limits.
3. Restricted speed loaded or unloaded to 40kph within town limits.
4. RAV operators are required to inspect all unsealed routes which have received greater than
15mm of rain in the preceding 24 hours to ensure that the pavement will not be damaged by
the RAV operation.
Operators may be liable for the cost of pavement repairs.
Emergency Management Exercise: Communications – LGA Circular 31.10
District Council of Elliston raised whether it is possible to have such on EP. To make it worthwhile it was
suggested to see if IResponda training could also be run in conjunction with the exercise.
Action: EPLGA Exec Officer to investigate whether an Emergency Management Exercise could be held on
EP plus IResponda training.
Unsecure Loads
District Council of Tumby Bay sought out how other Councils were addressing the issue in relation to
Council vehicles.
Future Committee Meetings
Resolved:
That the Engineering & Works Committee next meeting to be held at:
Wudinna on 1 December 2016 commencing at 9.30am and concluding at 12.30pm.
Further it is requested that the Members of this committee meet as the first agenda item with the
CEO’s Committee commencing at 1pm (after a joint lunch) to discuss any outcomes/
recommendation with the CEO’s prior to being tabled at the EPLGA Board Meeting next day.
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Action: EPLGA Exec Officer to seek the CEO’s Committee position in relation the request for a joint
luncheon and joint sitting of the committees as the first agenda item on the CEO Committee agenda.
At conclusion of the meeting:-
A tour of DC Franklin Harbour CWMS and any other infrastructure was hosted by Darren Zechner.
Meeting Closed: - 2:45pm
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4.3 Eyre Peninsula Mineral and Energy Resources Community Development
Taskforce Minutes dated 8 August 2016
RECOMMENDATION:
1. That the EP Mineral and Energy Resources Community Development Taskforce Minutes dated 8
August 2016 be noted.
EP Mineral & Energy Resources Community Development Taskforce
Venue: Port Lincoln Racing Club
Commencement Time 10.05am
Present: Rob Kerin Chair
Geoff Dodd Coordinator
Diana Laube Presiding Member, EPNRM Board
Peter Treloar Member for Flinders
Bryan Trigg Ag Chair, RDA Whyalla and Eyre Peninsula
Dr Ted Tyne Executive Director, Mineral Resources, DSD
Tony Irvine EO, Eyre Peninsula Local Government Association
Dion Dorward CEO, RDA Whyalla and Eyre Peninsula
Trevor Smith CEO, DC Tumby Bay
Jason Kuchel CEO, South Australian Chamber for Mines and Energy
Skana Gallery Senior Policy Officer Economic Development, LGASA
Invited Guests: Aina Danis Executive Assistant, RDAWEP [minute taker]
Melissa Muller Principal Policy Advisor, Resource Land Access Strategy Branch, DSD
Renee Preece External Affairs Adviser SA, BP Australia
Terry Krieg Community Advocate-Nuclear Industry
Mark Mentha Partner, KordaMentha
Dean Johnson Mayor, District Council of Kimba
Dr John Parker Managing Director, Lincoln Minerals
Dwayne Povey Chief Geologist, Lincoln Minerals
Peter Scott Economic Development Manager, RDAWEP
Geoff Rayson Senior Project Officer, Regions SA
Jeanine Carruthers Stakeholder Engagement Manager, RESA
Apologies: Bruce Green, Bob Ramsay, Phil de Courcey, Eddie Hughes, Eleanor Scholz
1.0 MEETING OPENING:
1.1 Welcome/Apologies
Chair Rob Kerin welcomed members and guests to the meeting and explained the procedure for the day’s business.
Chair Rob Kerin spoke on the sad passing of Mayor Jim Pollock, commenting on his roles in the community, dedicated
Mayor of the City of Whyalla and his commitment and passion for the region.
2.0 DISCLOSURE OF CONFLICTS OF INTEREST:
None tabled.
3.0 CONFIRMATION OF MINUTES:
3.1 Fifth meeting: 30 March 2016
The minutes, as supplied to members were accepted as a true and correct record of that meeting.
4.0 BUSINESS ARISING FROM THE MINUTES
Action Items – 30 March 2016 [refer agenda item 6.3].
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5.0 PRESENTATIONS
5.1 Renee Preece, External Affairs Advisor, South Australia, BP Australia: Update on the BP/Stat Oil exploratory
drilling program in the Great Australian Bight.
Renee Preece presented a video of the current activities of BP Australia in the GAB and spoke on the following items of
interest.
Update on the video and progress made by BP over the last 2 weeks.
Timeline - 2011-2016
How are we regulated?
Environmental plan:
preliminary briefings;
follow up on briefings; and
ongoing consultations during operations.
List of contacts made during consultation phase.
What are we doing?
logistics
marine support in Port Adelaide; and
support provided via Ceduna.
the Ocean GreatWhite Rig
ongoing visits from the Regulator to ensure all activities are open and palpable; and
the aim is to have the rig in the GAB around 15 November 2016.
Ceduna heliport project is progressing, with significant changes to the airport already evident.
What are the benefits?
local business engagement:
strategy in place;
benefit on the Eyre Peninsula [Ceduna]; and
community investment – Ceduna.
Internet access is being addressed to ensure capable coverage.
If BP Australia’s application is not approved then the company will go back to the beginning, address any shortfalls
and re-apply.
Sea Shepherd Australia is at Port Adelaide/Victor Harbour, and BP is addressing potential risks and
information/updates provided to appropriate organisations, councils, etc, in addition to access to information on
request.
BP is working closely with the State Regulators, led by Barry Goldstein.
Employment and training opportunities – 4-well campaign incorporating people ready, supply chain opportunities,
construction, etc.
5-8 years involved with several opportunities.
90% of staff will be Australian.
5.2 Terry Krieg, community advocate for the nuclear industry
Terry Krieg spoke on the following [the full presentation will be attached with the minutes]:
Global warming and climate change and our response.
Coal production – costly option.
Energy crisis.
Reduction of use of fossil fuels.
Reliable renewable energies are costly.
Greenhouse emissions.
Australia has the most expensive electricity in the world along with Germany.
Nuclear power – the world is leaning towards this cost effective option and Australia needs to get on board.
Olympic Dam could power the entire planet without greenhouse emissions.
Australia is currently selling the product to the world, when we should be using it ourselves.
Nuclear waste disposal – IAEA investigated possible sites throughout the world based on simple and stable geology;
stable climate; waterproof; old saline ground; no resource conflicts; thick layer of rock; and low population, which
resulted in 4 countries being identified – China, Argentina, South Africa and Australia. Further examinations
undertaken at the Officer Basin located in South Australia indicated top results for this location as a potential disposal
site.
South Australia has the biggest uranium reserves in the world.
Economic bonanza for South Australia.
Once accepted it will take 25-30 years to work towards nuclear energy.
SA map tabled and circulated regarding the potential site and possibilities for the State’s economy into the future
regarding nuclear power.
Enormous opportunity for Whyalla’s economy/diversification.
The report by Deloitte in 1998 states that such a repository would generate over $200 bn over 40 years, creating in
excess of 22,500 jobs – today’s figures would be far greater.
5.3 Mark Mentha, Partner, KordaMentha: Update on Arrium Group of Companies.
Mark Mentha provided an update on the Arrium issue, including an overview of the progress to date and future of the
company, with the following highlights.
KordaMentha are the second set of administrators to work on the issue.
Arrium should not be in administration.
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Reconfiguration of the Arrium Board, governance, etc.
Proceeds from the sale of the company will bring back balances.
Investigation of procurement of steel by the Australian and State Governments and the associated process.
The structure of Arrium is distant from its operations, with sharing of information non-existent.
The main focus will be around the 2 operations in Whyalla – steel and mining, manufacture of pellets, railway
sleepers, railway line, etc.
The company controls 70% of the market in Australia.
There are 1,500 people in the steel industry, most of whom are located in Whyalla.
10m tons of hematite is exported from Iron Knob – 400 employees plus 1,000 contractors.
Export $ versus operational costs:
lower end cost of production;
labour reform – negotiations ongoing;
consequences of closure is being made evident;
4 year proviso, incorporating enterprise bargaining agreement over that period;
70 delegates have moved over the line to date, with the rest in negotiation; and
best chance of survival is being kept in mind.
Employment contracts renegotiated – keeping people safe is a priority.
Working on making the business more efficient, however more streamlining needs to occur.
The recent Australian election moved in Whyalla’s favour regarding financial assistance
Approaches have been and will continue to be made with the State Government, relevant Ministers/MPs, with
assistance being offered on a verbal basis at this stage.
The Middleback Ranges has potential.
The effect of value changes is astronomical, eg a $1 change in the price of iron ore price can mean up to a loss of
$10m.
Moves are being made to sell the business to someone with the capability/capacity to invest in the company.
Investigating options to solve environmental issues.
The infrastructure is an old asset with new technologies:
self-sufficient in power – possibility of putting the power back into the grid;
sell the entire business as one, aiming at December 2016, with completion of sale by June 2017;
focus is on best outcome, which is not necessarily the best price, which will continue to achieve the required
profit margin;
procurement policy needs to be addressed right down the line with government contracts; and
establish third party access to Arrium’s port.
5.4 Mayor Dean Johnson, District Council of Kimba: Overview of community consultation regarding proposal for
low level nuclear waste site near Kimba.
Mayor Dean Johnson provided an update on the community consultation undertaken with the Kimba community on the
issue of Iron Clad mining negotiations and the possibility of a low level nuclear site in Kimba, and some of the lessons
learned.
IronClad mining negotiations.
Mining and exploration companies are wealth orientated.
Loading iron ore from Lucky Bay
The Council/community need to be protected - not waste rate payers’ money.
Contracts put in place prior to initiation/progression of any partnerships/works.
Council is willing to accommodate the company, but not at the risk of the community, including any associated
benefits.
Money raised through works has been allocated to infrastructure reserves, and Council is still using the funds today.
A change of details meant going back to the start of the plan.
Rent is still being received from the village previously used by the mining company.
Further exploration is being investigated at Cherry Hill.
Rowan Ramsey volunteered his own land for storage of low level nuclear waste.
Many community members were sceptical leading up to Rowan’s address.
The general consensus now is that the community is comfortable with the facilities being located in the district.
There have been several offers of sale of land to the Federal Government initiatives.
Visit to Lucas Heights reactor facility has been undertaken by Council and relevant research undertaken.
Lucas Heights is proof that the facility does not need to be away from the population – overview of the operating
system.
The end result from within the community was that there were no concerns and all questions were adequately
answered regarding safety risks, contamination, etc.
Important now to concentrate on the positive 80 community members, royalties, etc and always let everyone have
their say and achieve common ground.
The government was ill-prepared for the community consultation phase.
Always highlight the positives and the need to remain sustainable.
Council has prevailed in providing the community with the facts.
Current state of play is one site has been carried through and Council will now look with interest to the new Minister.
Community perception is damaging the final outcome.
Tony Irvine stated that the region needs to learn from this and for the District Council of Kimba to meet with LGASA and
EPLGA to develop a strategy.
5.5 Dr John Parker, Managing Director, Lincoln Minerals: Update on Kookaburra Gully mineral lease.
Dr John Parker provided an overview of the Kookaburra Gully graphite mine, the lease for which was granted in June 2016.
It is Australia’s premier graphite mine, with key investment appeal.
$32m raised on the back of the Mineral Lease grant.
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Ownership of the mine includes a Chinese investor.
Other operations on the Eyre Peninsula.
World class location at Kookaburra Gully – output of the mine.
Preparation and approval of the program associated with environmental protection and rehabilitation.
Key MoU signed with DC Tumby Bay.
Small mine site footprint with the system of operations using a simple processing method
The pricing of graphite is being watched carefully and operations are being streamlined to reduce costs associated
with processing.
Graphite Market Fundamentals:
spherical graphite – batteries/energy storage [growth area for graphite]; and
expandable graphite - graphite foil, new generation thermal power systems.
Timescale to production.
Project participation opportunity:
environmental and engineering services for the PEPR;
water supply options/pipelines; and
construction of groundwater extraction walls.
Kookaburra Gully to become:
SA’s newest mine in one of the hottest commodities;
only producing graphite mine in Australia; and
in a soaring new era global market.
Adjourned for lunch at 12.55pm and reconvened at 1.30pm.
6.0 REPORTS
6.1 Chairman
No report tabled.
6.2 Members
No reports tabled.
6.3 Taskforce Coordinator
Geoff Dodd briefly expanded on the following items.
6.3.1 Central Eyre Iron Project
6.3.2 Lincoln Minerals – Kookaburra Gully Graphite
6.3.3 Arrium Mining and Steel
Feedback/updates from members on the current situation in Whyalla – importance of having effective economic
development plans in place to cope with any future events of this type and to incorporate establishing a diverse economy.
Investigate the possibility of the LGs contributing towards economic development in the region.
6.3.4 Coordinator’s Activities
6.3.5 Taskforce Work Plan
6.3.6 Taskforce Actions Arising
6.3.7 Budget Summary as at 30 June 2016
6.3.8 Taskforce Membership Contact Details
6.4 LGA of SA
Skana Gallery spoke on protocols and the development of a formal document.
6.5 Department of State Development
Ted Tyne spoke on:
Mining operations.
Past meetings with mining exploration schemes have been positive with a substantial increase in activity, particularly
in South Australia.
DSD’s publication “Mineral Exploration in South Australia – Commodity Highlights and Achievements 2015”, tabled, which
provides comprehensive information on current and future mining exploration in 2016.
Gold pricing is something to watch.
Confident of all the programs the government has in place at present.
MESA Journal tabled and circulated.
SA Mineral resources regulation report 2015.
Links to enable access to the publications to be provided to Geoff Dodd.
Approval process timelines – 6 months on the proviso that the proponent has completed the application as required.
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6.6 South Australian Chamber of Mines and Energy
Jason Kuchel reported on energy options, adding that nothing is available for the next 5 years, which is a huge issue for
manufacturing industry. SACOME is working on this matter and possible alternatives are in the pipeline.
Jason Kuchel left the meeting at 2.25pm.
6.7 Dion Dorward, RDAWEP
Iron Road project update:
the partnership with China Rail has been a real milestone.
approval process has been an impediment to the project, with a fair and efficient process needed – possibility
of incorporating this issue as a 90-day project through State Government.
Geoff Dodd to write a letter to the relevant department regarding the possibility of allocating a 90 day project towards a
review of the approval process for mining applications through DSD, including a request for details on how the
department’s resources are being allocated through the approval process.
7.0 CORRESPONDENCE
7.1 Correspondence In
7.1.1 Press release: 11/7/16: Joint announcement by Flinders Port and BP Australia of investment in the vicinity of $8m in
infrastructure to establish a state-of-the-art bunkering facility in Port Adelaide’s Inner Harbour.
7.1.2 The Australian: 7/7/16: Article on the sustainable path options for Arrium Mining and Steelworks in Whyalla.
7.2 Correspondence Out
7.2.1 Memo: Geoff Dodd, Local Government Business Services; RDA Whyalla and Eyre Peninsula: Summary of the South
Australian Multiple Land Use Framework.
7.2.2 Taskforce Coordinator: Annual Report to the Eyre Peninsula Local Government Association.
8.0 GENERAL BUSINESS
Peter Treloar reported on the recent Rural Media Luncheon, adding that Iron Road has indicated that their project needs a
decision within the next 6 months.
9.0 NEXT MEETING/CLOSE OF MEETING
Geoff Dodd informed members that details of the next meeting will be forwarded to members in due course.
Meeting closed at 3.00pm.
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5 FINANCIAL REPORTS
5.1 Income and Expense Statement with comparison to budget for period ending
16 August 2016 and Balance Sheet as at 16 August 2016 – refer pages 68-73.
RECOMMENDATION:
That the Eyre Peninsula Local Government Association Board receives the Income and Expense
Statement with comparison to budget for the period 1 July 2015 – 16 August 2016 and Balance Sheet
as at 16 August 2016.
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5.1
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6 DEPUTATIONS AND PETITIONS
6.1 Deputations/Presentations
6.1.1 Alexandra Lewis, Stakeholder Engagement Lead, SA Power Networks:
Strategic vegetation management near power lines.
6.2 Petitions – Nil
7 GENERAL BUSINESS – Motions on Notice and Without and Questions
7.1 From the Floor
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8 CORRESPONDENCE
8.1 Correspondence for Decision
1-0916: Don Hogben, General Manager, Planning and Transport Policy, DPTI: Copy of the response
sent to Trevor Smith, CEO, DC Tumby Bay on the issue of night travel for agricultural
machinery.
This correspondence is self-explanatory and members are asked to note the requirements of the agreement.
The Executive Officer’s Work Plan is included in this agenda and should be referred to for this
correspondence.
RECOMMENDATION/S:
Refer to the recommendation contained within the minutes of the Engineering & Works Committee
under agenda item 4.2.
2-0916: Andrew Haste, Director Member Services, LGASA: Notification of securing of funds from the
LGA Research & Development Scheme to support the continuation of the Outreach Services
Program for 2016-17 across all regional associations. Enclosed was the associated Terms of
Agreement for consideration/signing by the EPLGA.
RECOMMENDATION/S:
That the Eyre Peninsula Local Government Association Board directs the President and/or Executive
Officer to sign the Outreach Services agreement and to forward a tax invoice for fifty thousand dollars
[$50,000.00] plus GST to the Local Government Association of South Australia. Furthermore, that the
Executive Officer’s Work Plan be amended to comply with any requirements of the agreement.
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1-0916
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COMMENTS ON NIGHT TRAVEL FOR AGRICULTURAL MACHINERY CORRESPONDENCE
DC Cleve:
Moved Crs C Tarran/J Jones that Council provides comment to the Department of Planning, Transport &
Infrastructure regarding night travel for agricultural machinery.
That Council supports a night travel exemption for all agricultural machines and/or agricultural combinations
to operate at the following dimensions in Zones 3 and Zones 4:
3.7m wide and 19.0m long – Zone 3 (Adelaide Hills)
8.0m wide and 35m long – Zone 4 (Country), subject to
Travel at night be limited between farm blocks or parcels of land being worked by the operator
A requirement for forward and rear pilots/escort vehicles with flashing lights
Additional lighting on the extremities of the vehicle/combination to warn other road user of the increased
size of the vehicle.
CARRIED
DC Franklin Harbour:
CORRESPONDENCE FOR INFORMATION:
Cr Wagner moved Cr Elleway seconded that Correspondence for Information is received.
Carried
Don Hogben – Department of Planning Transport and Infrastructure
Night travel for agricultural machinery
DC Lower EP:
W&I/49/16 - DEPARTMENT OF PLANNING, TRANSPORT AND INFRASTRUTURE (DPTI)
Discussion ensued in relation to the pros and cons of shifting machinery at night and the size of the
machinery. Cr Millard pointed out that almost all relevant harvesting equipment is beyond 4.0 metres in
width, meaning that draft options one and two as presented by DPTI would have little benefit in overcoming
the issue.
MILLARD / LAUBE
That Council advises Department of Transport, Planning and Infrastructure that it supports Option 1 under
the Zone 4 (Country) Code to include night time travel for grain harvesters; and
In addition, Council strongly urges Department of Planning, Transport and Infrastructure (DPTI) to consider
expanding the parameters of Option 1 to agricultural machines / combinations up to 6.0 m wide, with
appropriate escort vehicles, to better reflect the needs of our farming community especially on the Eyre
Peninsula with long lengths of road with lower population densities.
Carried.
DC Streaky Bay:
Moved: Cr Wheaton, Seconded Cr Trezona
That Council, having considered Report No 14.1, Night Travel for Agricultural Machinery, 23 June 2016
supports as detailed “provide a night travel exemption for all agricultural machines and / or agricultural
combinations to operate at the following dimensions in Zone 3 and Zone 4:
• 3.7m wide and 19m long – Zone 3 (Adelaide Hills)
• 4.0m wide and 25m long – Zone 4 (Country) “
And authorises the Chief Executive Officer to notify them of Council’s position.
CARRIED
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DC Tumby Bay:
Moved – Telfer Seconded – Collins
That Council advises the Department for Planning, Transport and Infrastructure (DPTI) that it provides Road
Manager Consent for the implementation of Option 1 as outlined in the Discussion Paper Night Travel for
Oversize/Over mass Agricultural Vehicles, being a night travel exemption for agricultural
machines/combinations up to 4.0m wide and 25.0m long subject to conditions outlines in the Discussion
Paper.
In addition, Council strongly urges DPTI to consider expanding the parameters of Option 1 to agricultural
machines/combinations up to 6.0m wide, with appropriate escort vehicles, to better reflect the needs of our
farming community especially on the Eyre Peninsula with long lengths of road with lower population
densities.
CARRIED
Wudinna DC:
Department of Planning Transport and Infrastructure re: Night Travel for Oversize/Over Mass Agricultural
Vehicles
a) Council advise the Department for Planning, Transport and Infrastructure (DPTI) that it gives Road Manager
Consent for the implementation of Option 1 as outlined in the Discussion Paper Night Travel for
Oversize/Over mass Agricultural Vehicles. The approval being a night travel exemption for agricultural
machines/combinations up to 4m wide and 25m long subject to conditions outlined in the Discussion Paper.
Cr NRC Luscombe / Cr RA DuBois CARRIED
DC Ceduna: could not find a resolution
DC Elliston: could not find a resolution
DC Kimba: could not find a resolution
RECOMMENDATION(S):
That the Eyre Peninsula Local Government Association Board attempts to develop a consistent position
on the matter of night travel for agricultural machinery.
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8.2 Precis´ of Incoming and Outgoing Correspondence for noting only – no
recommendations/actions required, with full copies available on request:
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9 FUTURE MEETINGS
RECOMMENDATION:
That the next meeting of the Eyre Peninsula Local Government Association Board be held on Friday 2
December 2016 at Wudinna.
Future meeting scheduled for 2016:
Friday 2 December – Wudinna
MEETING CLOSE