Sustainability First - In search of telecentre sustainability
EPLGA BOARD MEETINGeplga.com.au/wp-content/uploads/2014/09/AgendaJune2014.pdf · 2020. 5. 19. ·...
Transcript of EPLGA BOARD MEETINGeplga.com.au/wp-content/uploads/2014/09/AgendaJune2014.pdf · 2020. 5. 19. ·...
EPLGA BOARD MEETING
Telecentre, Eyre Highway,
WUDINNA
Friday 27th June 2014 10am start
PLEASE NOTE:
The EPLGA Board Meeting will be suspended at 11:30am for a LGA of SA Workshop titled:
‘Towards the Council of the Future’ - regarding the recommendations in the final Local
Excellence Expert Panel report. The following LGA personnel will be in attendance: LGA
President Mayor David O’Loughlin, CEO Wendy Campana, Pat Gerace and Gwyn
Rimmington. The meeting will resume following the workshop.
Included with this agenda are the workshop consultation papers which were also emailed to all Councils.
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EPLGA DELEGATES FOR 2013/14
MEMBER COUNCIL BOARD MEMBER DEPUTY BOARD MEMBER
Ceduna Allan Suter (Mayor) Lynton Brown (D/Mayor)
Cleve Roger Nield (Mayor) Jodie Jones (D/Mayor)
Elliston Pat Clark (Chairperson) Kym Callaghan (Dep Chair)
Franklin Harbour Eddie Elleway (Mayor) Gavin Jackson (D/Mayor)
Kimba John Schaefer (Mayor) Dean Johnson (D/Mayor)
Lower Eyre Peninsula Julie Low (Mayor) Paul Pedler (D/Mayor)
Port Lincoln Bruce Green (Mayor) Neville Starke (D/Mayor))
Streaky Bay Rob Stephens (Mayor) Dean Whitford (D/Mayor)
Tumby Bay Laurie Collins (Mayor) Murray Mason (D/Mayor)
Whyalla Jim Pollock (Mayor) Merton Hodge (Cr)
Wudinna Eleanor Scholz (Chair) Neville Scholz(D/Chair)
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CONTENTS EPLGA BOARD MEETING
1 INTRODUCTION 5
1.1 Welcome/Apologies 5
1.2 Minutes of Previous Meeting 5
2 BUSINESS ARISING FROM MINUTES 14
2.1 Motion #338/14 Assets & Long Term Financial Planning 14
2.2
2.3
Motion #351/14 Overtaking Speed Increase
Motion #353/14 Wallman’s Free Seminar
14
14
3 GENERAL REPORTS 14
3.1 Presidents Report - verbal 14
3.2 Executive Officer’s Reports 14
1-614 Management Plan 2013-16 (Revised) 15
2-614 Outstanding Meeting Actions 29
3-614 Outreach Services Update 31
4-614 EPLGA CWMS User Group
5-614 Emergency Management Plans
45
51
3.3 Local Government Association of SA 55
3.4 Office of State/ Local Govt Relations 55
3.5 RDA Whyalla and Eyre Peninsula Board 55
3.6 EP Natural Resources Management Board 55
3.7 Country Fire Service 55
3.8 SA Police 55
3.9
3.10
Other Regional or State Organisations Report
EPLGA Committee Reports
55
55
3.10.1 Chief Executive Officer’s Committee 55
4 FINANCIAL REPORTS 59
4.1 Financial Statements & Budget Comparisons 59
5 DEPUTATION AND PRESENTATION 66
5.1 Deputations – Nil 66
5.2 Petitions - nil 66
6 GENERAL BUSINESS – without notice 67
7 CORRESPONDENCE 67
7.1 For decision 67
7.3 Correspondence for information 80
4
8 MEETINGS ATTENDED BY EXECUTIVE OFFICER 83
9 NEXT MEETING 84
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1 INTRODUCTION
1.1 Welcome/Apologies Rob Donaldson – CEO City of Port Lincoln.
1.2 Minutes of Previous Meeting ENCLOSURE: Minutes of Board Meeting 23 February 2014.
RECOMMENDATION
That the minutes of the Board meeting of the Eyre Peninsula Local Government Association held on Sunday 23 February, 2014, be adopted as a true and correct record of proceedings.
EYRE PENINSULA LOCAL GOVERNMENT ASSOCIATION
Minutes of the Eyre Peninsula Local Government Association Board Meeting held at
Senior Citizens Club, Tumby Terrace, Tumby Bay on Sunday 23rd
February, commencing
at 2pm.
BOARD MEMBERS/DELEGATES PRESENT
Julie Low (Chair) President, EPLGA
Roger Nield Mayor, District Council of Cleve
Eddie Elleway Mayor, District Council of Franklin Harbour
Eleanor Scholz Chairperson, Wudinna District Council
Bruce Green Mayor, City of Port Lincoln
Laurie Collins Mayor, District Council of Tumby Bay
Patrick Clark Chairperson, District Council of Elliston
John Schaefer Mayor, District Council of Kimba
Allan Suter Mayor, District Council of Ceduna
Rob Stephens Mayor, District Council of Streaky Bay
Jim Pollock Mayor, City of Whyalla
GUESTS / OBSERVERS
Tony Irvine Exec Officer, EPLGA
Wendy Campana CEO, LGA
John Tillack CEO, District Council of Streaky Bay
Peter Arnold CEO, District Council of Cleve
Terry Barnes CEO, District Council of Franklin Harbour
Daryl Cearns CEO, District Council of Kimba
Trevor Smith CEO, District Council of Tumby Bay
Geoffrey Moffat CEO, District Council of Ceduna
Rod Pearson CEO, District Council of Lower Eyre Peninsula
Sue Henriksen Administration, RDAWEP
Annie Lane Regional Manager, EPNRM
Heather Baldock Presiding member, EPNRM Board
Jo Calliss Regional Risk Coordinator WEP, LGRS
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Dion Dorward CEO, RDAWEP
Paul Yeomans EWLSA Commander, SAPOL
Pam Brougham Councillor, District Council of Tumby Bay
Ned Luscombe Councillor, Wudinna District Council
Travis Rogers Councillor, City of Port Lincoln
Graeme Baldock Councillor, District Council of Kimba
Deb Larwood Manager Corporate Services, District Council of Kimba
Brian Cant Councillor, District Council of Kimba
Sam Telfer Councillor, District Council of Tumby Bay
Robin Marlin Region 6 Commander, CFS
Fiona Ward Manager Corporate Services, District Council of Cleve
Bryan Trigg Councillor, District Council of Cleve
Murray Mason Deputy Mayor, District Council of Tumby Bay
Merton Hodge Councillor, City of Whyalla
1. INTRODUCTION
1.1 Welcome/Apologies
Julie Low welcomed Board Members, Council representatives and guests.
Special welcome to Wendy Campana, CEO, LGA and John Tillack, new CEO at District Council
of Streaky Bay.
Apologies were received from:
Rob Donaldson CEO, City of Port Lincoln
Peter Peppin CEO, City of Whyalla
Michael Barry Office for the State/Local Government Relations
Paul Pedler Deputy Mayor, District Council of Lower Eyre Peninsula
1.2 Minutes of Previous Meeting
332/14 Moved Mayor Nield seconded Mayor Green that the minutes of the Board
Meeting of the Eyre Peninsula Local Government Association held in Wudinna on Friday
6th
December, 2013 be adopted as a true and correct record of that meeting.
CARRIED
2. BUSINESS ARISING FROM THE MINUTES
2.1 EP Regional Roads Database & Action Plan (see EO Report #4-0214)
Deferred until the Executive Officers Report.
2.2 Public Health Plan (see EO Report #4-0214)
Deferred until the Executive Officers Report.
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3. GENERAL REPORTS
333/14 Moved Mayor Elleway, seconded Mayor Suter that the reports from the
following be received:
3.1 President’s Report
3.2 Executive Officer’s Reports - Nos. 1-0214 to 6-0214
3.3 Local Government Association of SA
3.4 Office of State/Local Government Relations
3.5 RDA Whyalla and Eyre Peninsula Inc
3.6 EP Natural Resources Management Board
3.7 CFS Report
3.8 SAPOL
3.9 Other Reports
CARRIED
3.1 President’s Report – Mayor Julie Low
28/01 Deputy Prime Minister, the Hon Warren Truss visited and inspected the new Port
Lincoln airport terminal. A meeting was held with Minister Truss in Port Lincoln with
Member for Flinders Peter Treloar, Member for Grey Rowan Ramsey, Mayors and CEO’s from
Port Lincoln, Tumby Bay and Lower Eyre Peninsula Councils. DCLEP CEO, Tony Irvine and
RDAWEP CEO Dion Dorward also attended. Dion gave a brief overview of Eyre Peninsula.
29/01 Port Lincoln airport was officially opened. Minister Gago and Member for Grey Rowan
Ramsey spoke at the opening.
Mayor Elleway attended SAROC on Julie’s behalf.
30/01 Julie and Mayor Elleway attended the LGA Board meeting and Regional Development
Forum. Mike Smithson interviewed Professor Michael O’Neil, South Australian Centre of
Excellence. Minister Gago, the Hon Robert Brokenshire and Shadow Minister Steven Griffiths
were questioned about their future plans for regional development.
10/2 Attended the native vegetation meeting at Wudinna.
13,14/02 Attended the SA Climate Change Adaptation Showcase run by LGA and DEWNR.
Speakers included Dr Karl Braganza (Bureau Of Meteorology), Dr Peter Hayman (SARDI),
Professor Will Steffen (Climate Council), Dr Russell Wise CSIRO and Roger B. Street (Oxford
University). All SA regions gave an update. The Eyre Peninsula Regional Climate Change and
Adaptation Plan was ‘semi’ launched.
3.2 Executive Officers Report (included in the Agenda)
Report No’s 1-0214 to 6-0214 were tabled.
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Report No: 1/0214 Meeting Actions Report
334/14 Moved Mayor Pollock seconded Mayor Collins that the EPLGA Board notes the
Meeting Actions Report.
CARRIED
Report No: 2/0214 Outreach Services Update
335/14 Moved Mayor Suter seconded Mayor Schaefer that the EPLGA Board receives
and notes the Outreach Services Update Report.
CARRIED
Bob Ramsey from RDAWEP is putting together a regional statement that contains accurate
data from the region. It is anticipated that a template is developed that could be used by
relevant groups to support business cases.
336/14 Moved Mayor Nield seconded Chairperson Scholz that the EPLGA Board
endorses the Executive Officer’s initiative in seeking funding through the LGA to assist
the provision of secretarial support for the EP Mining Task Force to operate over the
next 12-18 months.
CARRIED
337/14 Moved Mayor Green, seconded Mayor Collins that the EPLGA Board
encourages all member Councils to supply their individual 2014/15 training plans to
the Executive Officer as soon as possible in the 2014/15 financial year to enable more
regional training to be held wherever possible to reduce costs to Eyre Peninsula
Councils.
CARRIED
338/14 Moved Mayor Pollock, seconded Mayor Nield
1. That the EPLGA Board receives the draft Review of EP Councils’ status in Asset
and Long Term Financial Planning report from John Comrie.
2. That EPLGA Councils advise the Executive Officer of the EPLGA of how their
Council wishes to proceed in relation to suggestions and recommendations
included in the report. Further, these responses be with the Executive Officer by
14th
April 2014 for collation and reporting back to the EPLGA Board and
individual Councils on the outcomes of the response.
CARRIED
Report No: 3/0214 Executive Officer’s Work Plan Progress Report
339/14 Moved Chairman Clark, seconded Chairperson Scholz that the EPLGA Board
notes the Executive Officer’s Work Plan progress report.
CARRIED
Report No: 4/0214 General Update – non action items
340/14 Moved Mayor Suter, seconded Mayor Schaefer
1. that the EPLGA Board notes the Executive Officer’s General Update report.
2. that the EPLGA approves the Executive Officer taking 20 working days annual
leave as from 17 March 2014.
3. that the EPLGA Board notes the process for the 2014 Special Local Roads
Funding application processing.
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4. that the EPLGA Board notes the progress of the Regional Roads Prioritisation
project.
5. that the EPLGA Board endorses the following persons to be its bank signatories:
Julie Low
Tony Irvine
Sue Henriksen
Vera Christian
Aina Danis
and further, that pursuant to Clause 16.1 of the EPLGA Charter, Mr Greg
Nicholls of Gill Penfold Kelly Pty Ltd be appointed as auditor for the next three
years.
CARRIED
Report No: 5/0214 New EPLGA Charter confirmations
341/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Board:
1. Notes the reconfirmation of individual member council appointments to the
EPLGA Board pursuant to clause 6.4 of the new charter.
2. Appoints the President (Mayor Low), Deputy President (Mayor Elleway) and
Mayor Schaeffer, plus CEO Rob Donaldson (subject to his approval) to the EPLGA
Board Executive Committee pursuant to clause 4.9 of the new charter.
3. Adopts the terms of reference for the EPLGA Board Executive Committee.
4. Endorse the Executive Officer’s action in seeking approval from the Minister for
the EPLGA not to have an audit committee.
CARRIED
Report No: 6/0214 Work Health & Safety
342/14 Moved Chairman Clark, seconded Mayor Elleway that the EPLGA Board adopts
the Work Health Safety and Injury Management System as tabled by the Executive
Officer.
CARRIED
3.3 Local Government Association of South Australia – Wendy Campana
(Attachment 1- LGA Regional Topical Report)
(Attachment 2 – Emergency Support Requests to Councils from the Emergency Services)
3.4 Office of State/Local Government Relations (Nil)
3.5 RDA Whyalla and Eyre Peninsula Inc. – Dion Dorward – verbal report
3.6 EP Natural Resources Management Board - Heather Baldock/Annie Lane – verbal
report
3.7 CFS Report – Robin Marlin - verbal report
3.8 SA Police - Paul Yeomans – verbal report
3.9 Other Regional or State Organisations Report – (Nil)
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4. FINANCIAL REPORTS
4.1 Financial Statements for period ending/as at 11th
February 2014.
343/14 Moved Mayor Pollock, seconded Mayor Nield that the Eyre Peninsula Local
Government Association Board receives the financial reports:
1. Budget vs. Actual
2. Profit & Loss Statement
3. Balance Sheet
as at 11th
February 2014.
CARRIED
5. DEPUTATIONS AND PRESENTATIONS
5.1 Deputations/Presentations (Nil)
5.2 Petitions (Nil)
6. GENERAL BUSINESS - Without notice
344/14 Moved Mayor Pollock, seconded Mayor Collins that the President of the Eyre
Peninsula Local Government Association be authorised to attend the LGA delegation to
Canberra on 3rd
and 4th
March, 2014 to support the LGA’s endeavours to alert the
Government and political parties on the importance of issues relating to South
Australian Councils. (Associated costs of up to $3,000 be provided by the EPLGA.)
CARRIED
345/14 Moved Chairperson Scholz, seconded Chairman Clark that Ned Luscombe
represent Eyre Peninsula at the SAROC workshop to be held in Adelaide on 12th
March,
2014.
CARRIED
7. CORRESPONDENCE
7.1 Correspondence for decision
01-0214 PIRSA – Attendance at EPLGA Board meetings, Mr Tim Deer
346/14 Moved Mayor Suter, seconded Mayor Collins that the Executive Officer
continues to forward an EPLGA Board Agenda to PIRSA’s Mr Tim Deer to advise him of
meeting dates, time and venue.
CARRIED
02-0214 Hon Gail Gago MLC – Premier Food and Wine Policy
347/14 Moved Mayor Pollock, seconded Mayor Green that the Food and Wine policy
for the state be noted.
CARRIED
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03-0214 Dept of Environment, Water and Natural Resources – Regional Manager –
Response to Board Business Plan consultation
348/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Board notes the
Department of Environment, Water and Natural Resources response to the EPLGA
submission in regards to their Business Plan. Further, the EPLGA Board endorses the
organisation of a joint EPLGA/Natural Resources Eyre Peninsula workshop to further
‘unpack’ the Business Plan to assist in more successful joint Council/Natural Resources
EP funded projects.
CARRIED
04-0214 RAA and CWA – State of Highways for election lobbying
349/14 Moved Chairperson Scholz, seconded Mayor Nield that the EPLGA Board notes
the RAA and SA CWA Inc correspondence (to the District Council of Tumby Bay and
others) in relation to the state of Eyre Peninsula’s highways and that the EPLGA Board
notes that RAA supported the 10 km/h reduction in the state-wide speed limit. Further,
the Executive Officer notify both organisations of its submission to the ITLUS planning
consultation and assures them that such matters are high on the EPLGA Board agenda
in regards to election lobbying.
CARRIED
05-0214 District Council of Cleve – Two vehicle matters (NHVR – farm machinery
exemption and increased speed for overtaking)
350/14 Moved Mayor Nield, seconded Mayor Schaefer that the EPLGA Board endorses
the Executive Officers actions in seeking from the National Heavy Vehicle Regulator the
changes in the new legislation/regulations that affect the agricultural industry in
comparison to pre 10 February 2014.
CARRIED
351/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Board directs the
Executive Officer to pursue the request to allow vehicles whilst in the act of overtaking
to exceed the posted speed limit by up to 20 kph on highways and arterial roads.
CARRIED
06-0214 Leon Bignell MP – Working Together
352/14 Moved Mayor Green, seconded Mayor Schaefer that the EPLGA Board notes
the correspondence from Leon Bignell MP in relation to the LGA’s ‘Working Together’
documents.
CARRIED
07-0214 Wallmans – Eyre Peninsula Regional Seminar
353/14 Moved Mayor Pollock, seconded Mayor Nield that the EPLGA takes up
Wallmans offer and suggest the seminar be held at Wudinna in August or September
2014 and further, Councils are to supply the Executive Officer of the EPLGA three
topics as soon as possible.
CARRIED
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7.2 Late Correspondence
L01-0214 District Council of Tumby Bay – Native Vegetation
354/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Executive Officer
provide input into a LGA submission relating to the Native Vegetation Council’s
consultation on increasing the significant environmental benefits payments.
CARRIED
7.3 Correspondence for Information
355/14 Moved Mayor Schaefer, seconded Mayor Elleway that the correspondence
brought to attention for information purposes be noted.
CARRIED
8 MEETINGS ATTENDED BY EXECUTIVE OFFICER
356/14 Moved Mayor Pollock, seconded Mayor Nield that the meetings attended by
the Executive Officer for the period 9th
December 2013 to 18th
February 2014 be noted.
CARRIED
9 NEXT MEETING
357/14 Moved Mayor Pollock, seconded Chairman Clark that the next meeting of the
Eyre Peninsula Local Government Association Board will be held in Wudinna on Friday
27th
June 2014.
CARRIED
Future Meeting dates
Friday 27 June 2014 – Wudinna
Friday 5th September 2014 – Cleve
Friday 5th December 2014 – Wudinna
Sunday 22nd
February 2015 – Whyalla (conference)
Friday 26th
June 2015 – Wudinna
Friday 4th
September 2015 – Streaky Bay
Friday 4th
December 2015 - Wudinna
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Conference Location rotation
2015 Whyalla 2016 Ceduna 2017 Lower EP
2018 Port Lincoln 2019 Kimba 2020 Wudinna
2021 Cowell 2022 Cleve 2023 Streaky Bay
2024 Elliston
Meeting closed at 4:30pm
__________________________________
President
___________________
Date
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2 BUSINESS ARISING FROM MINUTES
2.1 Motion # 338/14 Asset & Long Term Financial Planning Review
At the Chief Executive Officer Committee meeting on 13 June 2014 the CEO’s indicated that each Council would individually manage the recommendations and suggestion from the John Comrie Review rather than seek further regional assistance. However it was recommended that a further” in-house” regional review be undertaken at a future CEO’s Committee meeting in approximately 12 months time to measure progress made.
2.2 Motion #351/14 Overtaking Speed Increase
See Correspondence received from Julie Holmes, Executive Director, Road Safety, Registration and Licensing, DPTI.
2.3 Motion #353/14 Wallman’s Free Seminar
Only three Councils responded – DC Lower EP submitted a list or priorities, City of Port Lincoln agreed with these and the DC Kimba put forth some priorities. These were sent to Wallman’s with a suggested date for the seminar of August of September.
3 GENERAL REPORTS RECOMMENDATION: That the reports from the following be received: 3.1 President’s Report
3.2 Executive Officer’s Reports - Nos.
3.3 Local Government Association of SA
3.4 Office of State/Local Government Relations
3.5 RDA Whyalla and Eyre Peninsula Inc
3.6 EP Natural Resources Management Board
3.7 CFS Report
3.8 SAPOL
3.9 Other Reports
3.1 Presidents Report – verbal
3.2 Executive Officer's Reports
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3.2.1-614 Management Plan 2013 -16 (Revised)
To: President & EPLGA Board Members
Date: 27 June 2014
Topic: Management Plan 2013 – 16 (as revised)
Report No: 1-614
__________________________________________________________________________________
PROPOSAL:
That the EPLGA Board considers and adopts the revised EPLGA Management Plan 2013 -16 including
the 2014/15 Budget (including the Council subscriptions) and Executive Officer’s Work Plan for
2014/15.
BACKGROUND:
To avoid some confusion between the Business Plan prepared by a Council, the EPLGA uses the term
“Management Plan.” This "Management Plan" is for 2013 to 2016 (ie adopted 28 June 2013) but is
reviewed annually and has an updated annual work plan & budget included for the current year
(2014/15). It also includes the strategic directions the EPLGA wishes to take for the period 2013 - 16.
Pursuant to the Local Government Act 1999 Schedule 2 Clause 24 :-
24—Business plans
(1) A regional subsidiary must, in consultation with the constituent councils, prepare and adopt a business plan.
(2) A subsidiary and the constituent councils must ensure that the first business plan of the subsidiary is prepared within six months after the subsidiary is established.
(3) A business plan of a subsidiary continues in force for the period specified in the plan or until the earlier adoption by the subsidiary of a new business plan.
(4) A subsidiary must, in consultation with the constituent councils, review its business plan on an annual basis.
(5) A subsidiary may, after consultation with the constituent councils, amend its business plan at any time.
(6) A business plan must set out or include—
(a) the performance targets that the subsidiary is to pursue; and
(b) a statement of the financial and other resources, and internal processes, that will be required to achieve the subsidiary's performance targets; and
(c) the performance measures that are to be used to monitor and assess performance against targets.
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DETAIL:
The revised Management Plan 2013 -16 is included for discussion and debate. You will note a
detailed work plan for the delivery period. The Budget papers also include the 2013/ 14 budget
comparison as at 17 June 2014, the 2014/15 budget plus forward estimates for the period of the
Management Plan. There is also a consolidated projects budget included which is outside the core
day to day business budget of the EPLGA. The format of the Management Plan continues in a similar
vein as has been presented previously and in my opinion is a simple document which is easily
understood and a good reference base to ensure it is a working document.
The Executive Officer’s work plan has been previously discussed with the Council CEO's Committee
at a recent meeting of the committee
STRATEGIC REFERENCE:
Critical to achieving all strategic goals and strategies.
LEGISLATIVE REFERENCE:
Local Government Act 1999 Schedule 2 Clauses 24 & 25.
BUDGET REFERENCE:
N.A.
REVIEW PERIOD:
Annually
RECOMMENDATION(S):
That the EPLGA Board adopts the revised 2013 - 16 Management Plan (subject to any amendments
made) including the following:-
1. Executive Officer’s Work Plan 2014/15
2. 2014/15 EPLGA Budget estimates
3. 2014/15 individual Council subscriptions to the EPLGA (as adopted at Dec 2013 Board
Meeting)
Enclosures: EPLGA Management Plan 2013 – 16 – reviewed 27 June 2014.
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EYRE PENINSULA LOCAL GOVERNMENT
ASSOCIATION
MANAGEMENT PLAN 2013 - 2016
Adopted 28 June 2013
Reviewed 27 June 2014
INTRODUCTION
As a regional subsidiary under the Local Government Act 1999, the Eyre Peninsula Local Government Association is required to have a Business Plan and Budget each financial year. Under Clause 24 of
Schedule 2, the Business Plan continues in force for the period specified in the plan or until a new Plan is adopted. It must be reviewed annually. This draft is a result of a review undertaken by the Executive Officer which is now presented for further debate & discussion by member Councils.
The Business Plan of a subsidiary may be seen as similar in role to a Council’s Strategic Plan. As such
it is good practice to review it on an annual basis. To avoid some confusion between the Business
Plan prepared by a Council, the EPLGA uses the term “Management Plan.” This "Management Plan"
is for 2013 to 2016 but will be reviewed annually and have an updated annual work plan & budget
included for the current year.
The value of EPLGA has historically been mostly limited to providing a united voice for Member
Councils keen to advocate on legislation and policy changes made by other spheres of government
and to lobby collectively on such issues. This primary role has largely been unchanged since the
organization began in 1938.
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In more recent years, the pressures on member Councils arising from the need for a much higher
standard of governance, risk management, planning and reporting, community engagement and the
broadening of core duties has meant that EPLGA also has a growing role in assisting in coordinating a
range of activities seeking efficiencies for Councils at the operational level. Added to this is the
agreement with the LGA of SA to undertake the "Outreach Services" pilot program which concludes
on 30 June 2015. A case study is being prepared as the "Outreach Services" pilot program is rolled
out. At the conclusion of the pilot program the case study will allow the LGA of SA to assess the
suitability of the model and methodology used for the rolling out of "Outreach Services" across the
other local government regions. This pilot program is funded by the LGA of SA and takes 40% of the
Executive Officers time.
This Management Plan has been slightly modified from previous year’s presentations to better
reflect the business the EPLGA now undertakes. It is time to review this document as presented to
ensure it reflects the strategic directions (Management Plan) the EPLGA wishes to take and the
directions/ projects/ tasks (Annual Work Plan & Budget) it wishes to take for the next twelve months
2013/14.
VISION
"To be a strong voice and forum for the delivery of community services across Eyre Peninsula”
MANAGEMENT PLAN
1. ACTIVELY ASSIST MEMBERS BY REPRESENTING THEIR COMBINED INTERESTS
1.1 Seek invitation to provide responses to legislative and policy changes that materially
impact our region
1.2 Seek the mandated preparation of regional impact statements prior to any state
legislated changes likely to affect our region
1.3 Prepare coordinated submissions to relevant inquiries and proposals on behalf of
members and where possible jointly with the RDAWEP and/or other relevant regional
organisations.
1.4 Take an active interest in regional waste management, water planning, marine parks,
mining, food security, climate change, local workforce planning and any activities that
could impose changes to our region.
1.5 Continue to advocate for roads funding opportunities.
1.6 Develop a coordinated approach to the Commodity Freight Routes across the region,
being mindful of divergent needs between Councils.
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2 BUILDING STRONG PARTNERSHIPS FOR THE PROMOTION OF OUR SECTOR AND
OUR REGION
2.1 Ensure we are represented at SAROC, State Executive Committee meetings and the
General Meetings of the LGA.
2.2 Ensure regular information flows to our member Councils via Meeting summaries &
minutes, website updates, media announcements and personal contacts.
2.3 Seek reports from regional partners at EPLGA Board Meetings and forums
2.4 Actively seek direct engagement with state government partners in order to allow
bottom up, and more streamlined, planning and engagement.
2.5 Seek opportunities to partner with industry and community groups to promote the
economic and social prosperity of Eyre Peninsula, including the development of an EP
Regional Statement in partnership with the RDAWEP.
2.6 Work with member Councils to facilitate economic expansion by coordinating the
approach to structure planning, ensuring consistency with the principles contained in
the Eyre and Western Plan and investigating one regional development plan.
2.7 Work with state departments and regional partners to better coordinate Infrastructure
Planning consistent with the principles in the Eyre and Western Plan.
2.8 Investigate ways to encourage the state government to streamline its regional
consultation processes to avoid multiple meetings that duplicate effort.
3 RAISE THE PROFILE OF THE ASSOCIATION BY GREATER MEDIA PRESENCE.
3.1 Issue a media release after each Board meeting and at any occasion where deemed
appropriate.
3.2 Consider the nomination of media representatives to present a coordinated and
endorsed approach to all media.
4 ASSIST MEMBER COUNCILS BY COORDINATING REGIONAL INVESTIGATIONS OF
OPERATIONAL ISSUES
4.1 Actively participate in meetings that promote Continuous Improvement activities in
Councils.
4.2 Continue to promote regionally delivered training opportunities to assist Councils to up
skill workforce.
4.3 Facilitate Shared Services investigations and discussions at either the regional or sub
regional level, where appropriate.
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4.4 Liaise with the LGA program managers to assist in linking funding opportunities to
Council activities.
4.6 Continue to coordinate a regional or sub regional approach to road upgrades required
for resource sector expansion and link this to relevant strategies.
4.7 Prepare the Eyre Peninsula Road Strategy & continue to have the Special Local Roads
Program applications individually assessed prior to submitting.
4.8 Prepare regional submissions to fund combined approaches to governance activities
required of Councils, where agreed by Members.
5 DEVELOP WAYS TO DIRECTLY ENGAGE WITH BOTH STATE AND FEDERAL
GOVERNMENTS TO ASSIST IN REGIONAL PROMOTION
5.1 Include funding in the Annual Business Plan to allow deputation to both State and
Federal Parliaments on key issues that arise.
5.2 Liaise with other regional LGA’s and RDAs where combined lobbying best represents our
interests.
5.3 Seek opportunities to strengthen working relationships with the senior levels of state
government.
6 PARTICIPATE IN THE “OUTREACH SERVICES" PILOT PROGRAM IN
PARTNERSHIP WITH THE LGA OF SA.
6.1 Continue the reparation of a case study of the pilot program for future reference.
MEASURING PERFORMANCE
While the measurement of performance is a key component of planning, the nature of the workload
for the Executive Officer has typically made KPI setting and measuring difficult. Much of the day-to-
day operational activity remains reactive and in response to legislated and policy changes that
routinely emerge. However, I believe the following measurement may be an indication of
performance for each year. A comment on the past years performance against the target score is
included. It is recommended that the same targets are kept for the 2014/15 year.
KPI MEASURED BY TARGET SCORE Member General Satisfaction
Number of formal complaints Target:- Zero complaints from members 2013/14 Results:- Zero complaints
Member attendance at meetings , workshops, training
Number of members who are represented
Target:- All relevant members, usually 11 2013/14 Results:- All attended and if not apologies were received.
21
Competitive funding secured for projects
Dollars secured Target:- Equal to M’ship $145k 2013/14 Results:- $146.5k
Achieved annual work plan Target: - All items either achieved or timeframes for completion, and process, in place. 2013/14 Results: - Majority completed, those not subject to external funding or a change of priority by Board.
EPLGA is represented at LGA regions meetings (SAROC)
Number of meetings attended Target:- 100% 2013/14 Results:- President, Vice Presidents or Executive Officer present at all LGA SAROC meetings
Co-ordinate regional training activities on EP
Number of days training per year
Target:- At least 6 training days held in region. 2013/14 Results: - At least 10 regional days were held
Annual review of Executive Officer
Satisfactory report from panel Target:- Executive Officer attains satisfactory rating for performance at his annual review. 2013/14 Results:- Personal evaluation undertaken by EPLGA Executive and satisfactory outcomes to both parties achieved.
Greater media activity Number of interviews and media releases
Target:-At least one interview per month. Media releases at least every 2 months. 2013/14 Results: Target met but is dependent on media interest in topics or issues
WORKPLAN
A number of project items are scheduled for the 2014/15 financial year and the following schedule
details them. Some are related to operational governance requirements, periodic reviews of regional
strategic documents, current projects the EPLGA is pursuing and the "Outreach Services" pilot
program.
Functional Action Commence Completion Participants Priority Comments
Area Date Date
Council Visits Twice per year High
22
Work Plan Revise Regional Work Plan & sign off by LGA, EPLGA Board CEO's & EPLGA Board
1/07/2014 30/06/2015 EO, CEO's, EPLGA & LGA CEO
High
Committees & Working Groups
Establish Internal Control user group
1/08/2014 Ongoing EO & CEO's High
Maintain Roads Working group for Regional Plan.
1/07/2014 30/06/2015 EO Medium
Establish other Working Groups as needed.
Sept EPLGA Board Meeting
Ongoing EO & CEO's Low
Board Meetings Agendas, Minutes etc. 4 times pa
Mar, June, Sept & Dec
Ongoing EO & President High
Regional Planning
Regional Roads priorities & review ranking & prioritisation criteria for SLR Program annually & have a regional plan for all roads in hierarchy order.
1/07/2014 Annually EPLGA Board, Roads Working Group, Consultant
High Meeting of Roads Working Group 14 Oct 2013. Council data going into SMEC. 2014/15 SLRP application submitted (May 2014).
Regional Infrastructure Plan - review regional priorities - review other plans with RDAWEP
1/07/2014 30/06/2015 EO/ RDA/EPLGA Board
Medium Joint submissions & input into RDAWEP Planning.
Continued involvement with Regional Climate Change Adaptation Plan development with EPNRM
1/07/2014 30/06/2015 EO/EPICCA/EPLGA Board
Medium Attending workshops in development of plan. Plan now released.
Regional Development Plans & CDAPs - establishment/ investigation of sub- regional plans in place of individual Council plans & CDAPs
1/07/2014 30/06/2015 EO, CEO's Committee, Consultant , EPLGA Board
Low On hold due to boundary adjustment submission in Lower EP.
Asset Management Plans
Regional Audit & Action plan for compliance - follow up
1/01/2015 30/06/2015 EO, CEO's, Governance & Finance & Technical Services Working Groups & Consultant
Low J Comrie report delivered. CEO Mtg discussion on future actions. Internal audit required by CEO group on progress.
23
Emergency Planning
Individual Council plans - develop/ review
1/10/2014 30/06/2015 Individual Council, EO & Consultant
High Tenders called
Assist in Zone Emergency Planning
1/07/2014 30/06/2015 EO, EPLGA Board & State Agencies
Low ZEMC up and going again. Regional Risk Assessments & Treatments being undertaken.
Economic Development
Regional Skills Initiative -EO advisory role to RDAWEP
1/07/2014 30/06/2015 EO & CEO RDAWEP
Low Extension of Agrifoods project
Tourism - seek review into regional delivery of tourism assistance & development. Include Tourism Funding as part of EPLGA subs from each Council.
1/07/2014 30/06/2015 RDA & EPLGA Board
High RDAWEP to lead discussion with Councils. Addressing Industry matching LG Funding & reporting against KPI's.
Environment Coastal RV & Caravan Camping & management strategy
1/07/2014 30/06/2015 EO, CEO's Committee, RDAWEP (Tourism) & EPNRM
High
Conferences & Forums
Planning assistance to EPLGA Conference
1/08/2013 1/02/2014 EO & City of Whyalla
Low
EPLGA Board Executive
Meetings as required. Meet regularly with President
Monthly Ongoing EO, President & Vice Presidents
Medium
Finance Long Term Financial Planning - Regional Audit & Action plan for compliance - follow up
1/01/2015 30/06/2015 EO, CEO's & Consultant
Low J Comrie report delivered. CEO Mtg discussion on future actions. Internal audit required by CEO group on progress.
Governance Exec Officer to develop regional submissions where possible to assist Councils - majority position taken.
Ongoing EO, CEO Group & EPLGA Board
Low Undertaken on a needs basis. E.g. Emergency Management Legislative review. RDAWEP & EPLGA undertake joint submissions as needed.
Review EPLGA Board Policies & Procedures
1/07/2014 Ongoing EO, EPLGA Board Medium
24
Human Resource Management
Consolidate all Councils training plans to identify opportunities to attract cost effective training to the region. e.g. LGA programming, Legal Firms free training offers, cooperative arrangements including inviting other organisations to relevant training to ensure training occurs
1/07/2014 Ongoing EO, CEO Group & EPLGA Board
High Difficulty encountered not all Councils have training plans. EO coordinating training with LGA - seen increase in numbers attending e.g. Code of Conduct, ICAC etc. Held regionally. Working well. More regional training occurring. LGA training & EPLGA planning a Regional Training program based on Council's needs.
Develop a Regional Training Program with LGA
1/07/2014 Ongoing EO, LGA High
Lobbying/ Advocacy
Australian, State Governments as needed.
Ongoing President & EO High
Management Plan
Revise Management Plan 2013 - 2016 - annually
1/07/2014 Ongoing EO, CEO Group, EPLGA Board
High
EPLGA Meeting Outcomes
After each meeting distribute a wrap on the meeting outcomes - to Councils & media
1/07/2014 Ongoing EO High Send out Meeting Wraps after each meeting - to replace newsletters. More suitable & effective. ONGOING
Office Accommodation
Undertake a future needs assessment
1/03/2015 30/06/2015 EO & EPLGA Board
Low RDAWEP Signed extension to lease for 12 months only
Outreach Services
Report to LGA on pilot & case study progress
Quarterly 30/06/2015 EO, LGA CEO & EPLGA Board
High Ongoing
Meet with LGA on future of Outreach Services - extension?
1/01/2015 30/06/2015 EO, CEO of LGA, President EPLGA
High
Procurement Regional procurement model implementation
1/07/2014 30/06/2015 EO, CEO's Committee
LG Procurement developed model for region.
25
Regional Statement
Prepare a regional profile & statement including demographics, economic value to the economy of State with view to leveraging more funding, better service delivery outcomes & getting State Agencies to deal cooperatively with Councils of the region on a more collaborative basis.
1/07/2014 31/08/2014 EO, RDAWEP Low RDAWEP have major component completed.
Risk Management
In partnership with MLS - develop improved risk management policies, plans & practices.
1/07/2014 Ongoing EO, CEO Group, RRC's
Low Working with RRC's. Sharing information - risk frameworks & policies
Shared Services/ Regional Alliances
Encourage Councils to investigate opportunities
Ongoing EO & Individual Councils
High
Collaborate with other Regional EO's on a monthly basis through SAROC
1/07/2014 Ongoing EO, EPLGA Board & Central Region
High Regions Matter - Regional Exec Officers meet bi-monthly prior to SAROC meetings.
Sport & Recreation
Review regional strategy
1/07/2014 30/06/2016 EO, CEO Group, EPLGA Board & Consultant
Low
Waste Management
Review regional strategy
1/07/2014 30/06/2015 EO, CEO Group, EPLGA Board & Consultant
Medium LGA - Frank Brenan - undertaking an investigation on progress made in waste management for future strategy.
Mining Establish a Mining Taskforce & have it resourced.
1/07/2014 Ongoing EO & CEO Group High
ANNUAL BUDGET 2013- 2014 AND FORWARD ESTIMATES
BUDGET COMPARISONS
2013/14 2013/14 2014/15 2015/16
as 17 June 2014 Budget Actuals
YTD Estimate Estimate
Income
Estimated Surplus/Deficit c/f
72633 0 0
26
Grants LGA of SA Regional Capacity 37225 37225 38000 38250
Outreach Service 70000 70000 70000 0
LGA of SA Project Funding Assets Management Plans & LTFP 12500 12500 0 0
Shared Services - Lower EP 14000 14000 0 0
One Regional Development Plan 0 0 30000 0
Mining Taskforce 0 0 10000
CWMS Users Group 30000 0 15000 15000
Human Resource Shared Service 0 0 67500 63800
Joint Project Income - EP Councils Shared Services - Lower EP 15000 15000 0 0
Procurement Road Map 35000 35000 0 0
Cert IV Group 9776 9776 0 0
CWMS Users Group 0 0 15000 15000
Grants - Other Emergency Management Plans 0 0 73334 0
Interest Received
10000 9768 9000 7500
Membership Subs
145600 145600 151424 157481
Other income 0 0 0 0
Reimbursements 0 1484 0 0
451734 350353 479258 297031
2013/14 2013/14 2014/15 2015/16
Budget Actuals
YTD Estimate Estimate
Expense
Exec Officer Employment Costs
Salary (including $15k for own Vehicle) 118132 113636 118132 82692
Work cover
2599 153 2599 1819
Employer Super
11813 11364 11813 8269
Admin & Office Expenses
Admin General
4100 705 4150 4200
Audit
2200 1530 2400 2800 Bank Charges
800 468 825 850
Insurance
5545 0 5878 6172 IT
2000 707 5000 1500
Meeting Expenses - Board
6500 2860 7000 7500 Office Rental & Other costs- RDA
8755 8500 9105 9469
Reimbursable Expenses
0 644 0 0 President's Allowance
1750 1750 2000 2250
Projects - LGA Funded
26500 26547 55000 15000 Projects - Council Funds
59776 12600 50000 15000
Projects - EPLGA Regional Capacity
215000 72437 230500 143000 Projects - EPLGA Board Funded
8000 8000 0 0
Projects - Other
0 0 73334 0 Projects - not allocated
0 0 0 0
Secretarial Services - RDA
17000 17000 17680 18741
27
Telephone
850 730 950 1000 Training& Professional Development
1000 0 500 500
Travel other than Private Vehicle 8500 9604 10000 10700
500820 289235 474322 238682
Total Expenses
500820 289235 474322 238682
Total Income 451734 350353 479258 297031
-49087 61118 4936 58349
Equity:
Opening Balance 3895 3895 3895 Retained Earnings 246217 249347 249347 314360 319296
Net Income 3130 -49087 61118 4936 58349
Total Equity 253242 204155 314360 319296 377645
Project Funding (Regional Capacity etc.) 2013/14 2013/14 2014/15 2015/16
Income Budget Actuals
YTD Estimate Estimate
Carried Forward 14963 14963 18880 -141120 LGA of SA - Project funds* 56500 26500 122500 78800 EPLGA Project Funds ** 59776 59776 15000 15000 LG Research & Development (Regional Capacity) *** 37225 37225 38000 39000
Grants - Other 0 0 73334 0
168464 138464 267714 -8320 Expenses LGA of SA - Project funds* Assets Management Plans & LTFP 12500 12500 0 0 Shared Services - Lower EP 14000 14000 0 0 One Regional Development Plan 0 0 30000 0 Mining Taskforce 0 0 10000 CWMS Users Group 0 47 15000 15000 EPLGA - Joint Project Funds ** Shared Services - Lower EP 15000 12000 0 0 (Individual Councils Funding) Procurement Road Map 35000 0 35000 0 Cert IV Group 9776 600 0 0 CWMS Users Group 0 0 15000 15000 EPLGA Board Funded projects Assets Management Plans & LTFP 12500 11454 0 0 (Regional Capacity Building) Mining Taskforce 10000 0 50000 50000 Lobbying 5000 0 5000 5000 Emergency Management Planning 10000 110 15000 0 Special Local Roads Prioritisation 10000 7300 10000 10000 Regional Roads Strategy/ Hierarchy 47500 9886 38000 10000 EPLGA Committees & Groups Mtgs 5000 0 7500 8000 One Regional Development Plan 20000 0 10000 0 Charter Review 5000 7901 0 0 Regional Waste Strategy Review 20000 0 50000 0
28
Regional Sport & Rec Strategy Review 0 0 0 50000 RDAWEP Organisational Review 15000 15000 0 0 Regional Statement Development 20000 20000 10000 10000 Procurement Road Map 35000 786 35000 EPLGA Board Funded projects Birdseye Memorial 8000 8000 0 0
(NOT Capacity Building) 0 0 0 0
Projects - Others Emergency Management Planning 0 0 73334 0
Unallocated Project Funding Board decision 0 0 0 0
309276 119584 408834 173000 Balance to c/f -140812 18880 -141120 -181320 Project Funding Summary 2013/14 2013/14 2014/15 2015/16
Budget Actuals
YTD Estimate Estimate
Summary of Expenses per Funding Income Line
LGA of SA - Project funds* 26500 26547 55000 15000 EPLGA - Joint Project Funds ** 59776 12600 50000 15000 (Individual Councils Funding) EPLGA Board Funded projects 215000 72437 230500 143000 (Regional Capacity Building)
EPLGA Board Funded projects ( NOT Cap Build) 8000 8000 0 0
Projects - Others 0 0 73334 0
Unallocated Project Funds 0 0 0 0
309276 119584 408834 173000
INDIVIDUAL COINCIL CONTRIBUTIONS
Council Name 2013 - 14 2014 - 15 2015 - 16
DC Ceduna $ 14,144 9.7% $ 14,710 9.7% $ 15,298 9.7%
DC Cleve $ 10,589 7.3% $ 11,013 7.3% $ 11,453 7.3%
DC Elliston $ 8,972 6.2% $ 9,331 6.2% $ 9,704 6.2%
DC Franklin Harbour $ 9,280 6.4% $ 9,651 6.4% $ 10,037 6.4%
DC Kimba $ 8,939 6.1% $ 9,296 6.1% $ 9,668 6.1%
DC Lower EP $ 15,897 10.9% $ 16,533 10.9% $ 17,195 10.9%
DC Streaky Bay $ 10,863 7.5% $ 11,297 7.5% $ 11,749 7.5%
DC Tumby Bay $ 11,960 8.2% $ 12,438 8.2% $ 12,936 8.2%
Wudinna DC $ 9,360 6.4% $ 9,734 6.4% $ 10,124 6.4%
City of Pt Lincoln $ 19,180 13.2% $ 19,947 13.2% $ 20,745 13.2%
City of Whyalla $ 26,416 18.1% $ 27,473 18.1% $ 28,572 18.1%
$ 145,600
$ 151,424
$ 157,481
29
3.2.2-614 Meeting Actions Report
To: President & EPLGA Board Members
Date: 27th June 2014
Topic: Meeting Actions Report
Report No: 2-0614
__________________________________________________________________________________
PROPOSAL:
That the EPLGA Board notes the Meeting Actions Report.
BACKGROUND:
As good governance practice a meeting action report will be maintained and presented at each
EPLGA Board Meeting to allow the status tracking of all action based resolutions made by the EPLGA
Board. Once completed the resolution/ task will be deleted from the report but will be maintained in
the file for any future reference.
DETAIL:
The report is relatively self explanatory.
STRATEGIC REFERENCE:
N.A.
LEGISLATIVE REFERENCE:
N.A.
BUDGET REFERENCE:
N.A.
REVIEW PERIOD:
Each EPLGA Board Meeting on a quarterly basis.
RECOMENDATION(S):
That the EPLGA Board notes the Meeting Actions Report.
Enclosures:
Meeting Action Report
30
Meeting Date
Motion No.
Task Responsibility Comment EPLGA Status
6th Sept 2013
299/13 EP Regional Roads Database & Action Plan
Roads Working Group
Met at Wudinna on 14 Oct 2013. SMEC sent out work to be completed by Councils.
Further work to be undertaken & report prepared.
6th Sept 2013
301/13 RDAWEP Organisational review RDAWEP - CEO & EPLGA - EO
With RDA Board & CEO RDAWEP for further action.
In progress - Expecting RDA report to EPLGA
6th Dec 2013 312/13 Outreach Services - Procurement Road Map Project
EO Business Plan & Risk Analysis to be completed & Councils signed up. 50% Subsidy by EPLGA
In Progress
23-Feb-14 336/14 LGA Funding request for Mining Taskforce
EO $10k Approved R &D Fund seeking LGA Board approval
Request sent in Feb 2013 - awaiting outcome
23-Feb-14 336/14 DIMTRE seek funding for Mining Taskforce
EO Correspondence sent Feb 2014 seeking $10k - still no response
Request sent in Feb 2013 - awaiting outcome
23-Feb-14 337/14 Seek Council Training Plans for 14/15 to co-ordinate regional training
EO Email sent 3/3/14 to Councils - responses by Aug 2014
LGA Staff & EO preparing a Regional Training Program
23-Feb-14 338/14 Review of EP Councils status in Asset & LTF Planning
EO Councils to respond by 14 April for collaborative approach. 13/6/14 Council CEO's resolved that individual Councils will manage the recommendations individually. Further in-house review required in approx. 12 months by CEO Committee.
COMPLETE
23-Feb-14 341/14 EPLGA Executive Committee - seeking Rob Donaldson's acceptance of position on committee
EO Emailed Rob Donaldson on 3/3/14
COMPLETE
23-Feb-14 341/14 Ministerial exemption from EPLGA having an Audit Committee
EO Correspondence sent in Jan 2014 awaiting response
Exempted - COMPLETE
23-Feb-14 344/14 LGA Canberra Delegation - President to join delegation & arrangements to be made by EO
EO President attended the delegation
COMPLETE
23-Feb-14 345/14 SAROC Workshop - Future Council Report
EO Arrangements made for Cr. Ned Luscomb DC Wudinna to attend with EO
COMPLETE
31
23-Feb-14 348/14 DEWNR - Business Plan Workshop with Councils
EO Joint LG/ EPNRM Workshop planned for 25/3/14 Wudinna
COMPLETE
23-Feb-14 349/14 RAA & CWA - State of Highways on EP
EO Response sent 3/3/14 COMPLETE
23-Feb-14 350/14 NHV Regulator - seeking explanation of differences between old & new legislation in regards to Agriculture Industry
EO Emailed NHV Regulator 11 Feb 2014. LGA undertaking a session at CEO GROUP MEETING 13 June 2014
No response received
23-Feb-14 351/14 Overtaking Speed - seeking 20kph above posted limit on Highways & Arterial roads
EO Correspondence to Minister Road Safety on 3/3/14
Response received 20/4/14
23-Feb-14 353/14 Wallmans - Free Aug - Sept seminar - seeking Council priorities
EO Emailed Councils on 3/3/14 seeking priorities
COMPLETED
3.2.3-614 Outreach Services Update
To: President & EPLGA Board Members
Date: 27th June 2014
Topic: Outreach Services Update
Report No: 3-0614
__________________________________________________________________________________
PROPOSAL:
That the EPLGA notes the Outreach Services update report.
BACKGROUND:
The Local Government Association of SA allocated $70,000 pa over the next two years to allow a 0.4
FTE commitment from the Executive Officer to undertake the “Outreach Services” pilot. This funding
also allows for a sharing of the other costs associated with the pilot outside of wages and on costs.
The funding will be paid in two installments pa over the two years of the agreement. This will occur
after the Executive Officer has met with the CEO of the LGA or a nominee to report on the progress
of the pilot.
The Executive Officer is under the direction of the EPLGA Board but is to collaborate & consult with
the LGA on the progress of the pilot study on a regular basis.
A work plan was established and approved by the EPLGA Board at the June 2013 meeting. The LGA
also signed off on this work plan which included Outreach Services tasks. Andrew Haste from the
32
LGA has been delegated the task of working with the Executive Officer on the Outreach Services Pilot
Study and work plan.
DETAIL:
Asset Management and Long term Financial Planning
John Comrie was engaged to undertake the regional review and report back to the EPLGA Board
with recommendations. The CEO’s Committee have resolved that each individual Council will
manage the recommendations and suggestions from the review as they apply to them. However the
CEO’s Committee also resolved that an in-house review be undertaken in approximately 12 months
time to measure the progress.
Mining Taskforce
Background:
The LGA and the EPLGA hosted a Mining Roundtable on Friday 8 November 2013, which provided an opportunity for delegates to discuss current issues and recommendations provided in the report "Impact of Mining and Resource Development: A Case Study for Eyre Peninsula Councils". From the round table it was decided that: 1. the State Government together with the Local Government Association of SA (LGA) should consider establishing an “Eyre Peninsula Mining and Community Development Taskforce” to: · provide a single and strengthened forum for information sharing as to the development of mine sites, infrastructure demand and community impacts; · to assist councils in preparatory planning for housing and support services; and · to provide a focus to all State agencies activity (e.g., education, health, police) as a result of mining proceeding and thereby provide support to the Eyre Peninsula Local Government Association (EPLGA) and Regional Development Australia (RDA) as they address local issues. 2. the “Eyre Peninsula Mining and Community Development Taskforce” would thereby play a similar role as the Olympic Dam Taskforce, enabling a single body to take a regional perspective in developing industry, on environmental matters and regional infrastructure and emerging issues that require joint local council/State government decision (i.e., “user pays” principle for road access; maintenance of local roads, etc). Such a body could also draw in planning assistance from State agencies where land use planning, re-zoning is necessary at a council level; and 3. representation is a matter for the State government but could include membership of the LGA (1), membership from the EPLGA (3), membership of the Whyalla and Eyre RDA (1) consideration be given to a representative from the South Australian Chamber of Mines and Energy (SACOME) (1). The Round Table delegates agreed to the above recommendations. The EPLGA Board directed that further work was required to address the membership requirements, objectives of the Taskforce and its Terms of Reference. It further supported the Executive Officer at its February 2014 Board meeting to pursue external funding to assist in establishing secretariat support for the taskforce. (Refer Motion # 336/14)
33
The LGA prepared a strategy paper to outline the next steps needed to continue to progress the recommendations, including timeframes and proposed objectives. As a result of the above directions & EPLGA Board support for a Mining Taskforce, the Executive
Officer met with Shane Sody, LGA of SA to seek funding for such to occur. The RDAWEP has offered
in-kind support by way of office accommodation and office expenses to support such secretariat
office. DMITRE was also approached for funding assistance.
In the mean time the Executive Officer with varied and wide assistance from many people has
developed a terms of reference and associated documentation for the establishment of the Mining
Taskforce. See the following:-
34
EYRE PENINSULA MINING, OIL & GAS
&
COMMUNITY DEVELOPMENT
TASKFORCE
Terms of Reference
Background:
The Local Government Association together with the Eyre Peninsula Local Government Association,
held the Mining Round Table Forum in November 2013 to discuss the proposed recommendations
from the South Australian Centre for Economic Studies (SACES) titled:
"Impact of Mining and Resource Development: A Case Study for Eyre Peninsula Councils"
The Round Table focused on the following recommendations from the SACES Report:
The importance of the social aspirations of communities which is directly linked to the
economic development of regions.
The role of the three tiers of investment including 1) private sector capital investment ( e.g.
infrastructure investment – ports, rail, power etc.), 2) three spheres of government
investment to improve public services and community facilities and 3) government
investment to respond to structural shifts in the economy, principally by facilitating
investment in human capital, upgrading education, training and skills formation . People will
invest in themselves if the support systems are there for them.
The importance or issues such as population growth and responding to what this brings e.g.
accommodation and the attraction of skilled workers and their families.
That individual Councils and mining companies share a common goal.
Regions that have prospered over the years have focused on raising the skill level of the
people at the bottom of the skills ladder rather than the top.
If community engagement is not undertaken appropriately there are risks that the
opportunities of mining activity will be viewed negatively by local and regional communities.
35
In essence:
Individual councils and mining companies share a common strategic goal and how to exploit this
common goal is a job for the task force.
They both want to:-
obtain and attract skilled workforce
attract families to the region.
minimise cost
maximise productivity
a high quality of life
low cost housing
social amenities that accompany the quality of life
strategically plan for the future to capture and obtain these benefits for the future of the
region.
Economic development advisors in regions highlight the importance of strategic leadership coming
from local and regional levels. Success is achieved with a bottom up approach.
Objectives:
The taskforce’s main objectives are to:
Provide a single and strengthened strategic forum for information sharing as to the
development of mine sites, infrastructure and community impacts;
Assist Local Government in preparatory strategic planning for housing and support services;
Provide a focus to all State agencies activity (e.g., education, healthy, police) as a result of
mining proceeding and thereby provide support to the Eyre Peninsula Local Government
Association (EPLGA) and Regional Development Australia Whyalla & Eyre Peninsula
(RDAWEP) as they address local strategic issues.
Ensure strategic actions are being undertaken to address the recommendations and issues
raised at the taskforce table.
Propose strategic ways to build on stakeholder & community engagement with a view to
meeting regional long term needs
Determine clear strategic roles and responsibilities of stakeholders in relation to a developing
regional mining industry
Develop strategic recommendations where required – to be considered by the mining
industry, RDAWEP, EPLGA, State & Local Government to encourage sustainable regional
economical growth.
Assist in the regional coordination of State & Local Government and agencies to avoid
duplication and unnecessary “red tape” to optimise a quality return for the region.
Membership:
The Taskforce membership is at the pleasure of the EPLGA and will comprise representatives from
CHAIR – high level independent
36
STATE GOVERNMENT – Deputy Premier / Treasurer or nominee, Minister for Regional
Development or nominee, Member for Giles, Member for Flinders, Senior Officers Dept.
State Development (non-voting) & Dept. Planning, Transport & Infrastructure (non-voting)
SACOME – Chief Executive Officer
LGA of SA – CEO or nominee
EPLGA – President and Executive Officer (non – voting)
LOCAL COUNCILS – A Mayor and CEO from a Council directly affected by mining or
exploration
RDAWEP – Chairperson and Chief Executive Officer (Non-voting)
Coordinator (non-voting)
Other members as required for specific purposes (non-voting)
Removal of a Member from Office This Taskforce may terminate a person’s membership for misconduct by a vote of two-thirds of those present at a Taskforce meeting called in accordance with these Terms of Reference and for which due notice of the motion to terminate the person’s membership has been given. Where a member or their nominee does not attend three consecutive meetings of the Taskforce
without adequate cause, that person’s membership may be terminated. A person who has had their
membership terminated may apply to the Taskforce to have their membership reinstated.
Chair [and Deputy Chair]
The Chair shall serve for the duration of their appointment to the Taskforce and will be appointed by the EPLGA in consultation with other Taskforce members. Deputy Chair will be the President of the Eyre Peninsula Local Government Association. Taskforce Coordinator
The Eyre Peninsula Local Government Association will be responsible for the appointment of the Taskforce Coordinator. The Coordinator position will be a contract position with a defined role. (See separate role statement) Executive Committee The Taskforce shall have an Executive Committee, empowered to act executively between meetings where urgent business requires such action. Executive Committee actions will be reported back to the Taskforce at the next scheduled meeting. The Executive Committee shall comprise:
Chairperson
Deputy Chairperson
A State Government representative from the membership of the Taskforce
EPLGA Executive Officer
Taskforce Coordinator
37
Casual Vacancies on Taskforce A casual vacancy shall be filled as soon as possible by the member organization. The member organization nomination must be made in writing to the Taskforce and resolved or otherwise at the next Taskforce Meeting after the written nomination is received by the Coordinator. Conflict of Interest
Taskforce members are required to bring to the attention of the Chair any conflict of interest or potential conflict they may have with any item on the Taskforce’s agenda. If a Taskforce member is deemed to have a real or perceived conflict of interest in a matter that is being considered at a meeting, he/she will be excused from discussions and deliberations on the issue where a conflict of interest exists OR must not be present for consideration of that matter. Resourcing Arrangements:
Operationally: - The Taskforce will be supported by the EPLGA with a dedicated Secretary/
Coordinator to manage the taskforce.
Financially: - All members represented on the Taskforce shall collectively provide adequate funding
for the Taskforce’s operations. At the first meeting of the taskforce a 12 month budget shall be
developed. The member organization shall be responsible for funding the attendance of the task
force member to meetings.
Reporting Arrangements
All members on the Taskforce are expected to consider reports & minutes from the Taskforce.
The LGA is to maintain the operations & outcomes of the Taskforce as an agenda item at the
Premier’s Forum.
At the first meeting or as subsequently resolved the Taskforce shall decide on any other reporting
requirements that may be needed. E.g. to State Government Cabinet, State Government Economic
Development Board etc.
Meeting arrangements:
Location: - Port Lincoln or as decided by the Taskforce
Frequency: - As determined by the Chairperson & Taskforce Coordinator in consultation with the
Taskforce members
Time & Duration: - As determined by the Chairperson & taskforce Coordinator
Agenda: - Notice & Agenda to be distributed by the Coordinator at least 5 working days prior to the
meeting. The Taskforce will also consider papers out of session.
38
Minutes & Action List: - Distribution by Coordinator within 5 working days after the meeting. The
Taskforce must ensure that accurate written minutes of its proceedings are kept and are presented
for verification at the subsequent meeting of the Taskforce.
Telecommunications meetings: - For the purpose of efficiency & effectiveness the contemporary linking together by telephone, audio-visual or other instantaneous means of a number of the Taskforce members is deemed to constitute a meeting of the Taskforce. Quorum: - Is half plus one Voting: - All members will have a deliberative vote. In the event of equality of votes, the chairperson
will have a casting vote. From time to time others will be invited to attend the meetings dependent
on agenda items – these people will be non-voting.
Confidentiality: - All members must keep confidential all documents and any information provided to
them in confidence for their consideration prior to a meeting and until confidentiality is lifted by
Taskforce resolution.( LGA to check legality)
Work Plan: The first meeting of the Taskforce will settle a work plan for the first 12 months and will
do likewise for every 12 months thereafter the Taskforce is in operation.
Observers and Visitors Observers and visitors must have received the prior permission of the Chair to attend meetings. Observers and visitors must leave the meeting if any matters are to be considered in camera.
Propriety of Members of the Taskforce
Taskforce is committed to the ethical conduct in all areas of its responsibilities and authority, and all Taskforce members shall:-
i) act honestly and in good faith at all times
ii) carry out their duties in a lawful manner
iii) avoid conflicts of interest in as far as is possible
iv) be diligent
v) observe the confidentiality of non public information acquired by them in their
role as a Taskforce member and not disclose to any other person such
information except in the proper performance of the duties of the
Taskforce
vi) not divulge to any other person who is not a Taskforce member, confidential
discussions of the Taskforce, including opinions expressed by individuals in
the course of Taskforce meetings
vii) not make unauthorised comments about any activities of the Taskforce
viii) act in recognition of the legal and moral duties of the role
ix) work in a positive and constructive manner
x) be loyal and supportive
xi) not harm the public image or denigrate the Taskforce
xii) meet regularly to monitor the performance of the taskforce
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Access to Resources Members will be provided with access to any resources reasonably required to fulfil their duties as a Taskforce member. Media and Public Communications All media and public communications from the Taskforce or Taskforce representatives will be
coordinated with the Chair.
Sub - Committees
This Taskforce may establish such sub-committees of a standing or ad hoc nature as it deems appropriate. The Terms of Reference of each sub-committee shall be approved by the Taskforce. The Taskforce shall receive reports as required from such sub-committees and have responsibility to monitor and evaluate activities in respect of each sub-committee’s functional responsibilities. It is envisaged such sub-committees will be formed to focus on individual mining projects rather than taking a holistic strategic functionality like the Taskforce or for regional issues affecting mining, oil & gas projects e.g. regional water issues, regional planning, regional infrastructure etc.
40
EYRE PENINSULA MINING, OIL & GAS
&
COMMUNITY DEVELOPMENT
TASKFORCE
TASKFORCE COORDINATOR
ROLE STATEMENT
Role Purpose
The Coordinator is responsible for ensuring the smooth operation of the Taskforce functions, as well
as providing administrative support to the Executive Committee. The Coordinator is a non voting
member of the Taskforce and Executive Committee.
Organizational Support
Present a professional, welcoming first contact for the Taskforce – by phone, in person, and
email.
Responsible for Taskforce functions and general meeting support: including agenda
preparation & distribution, meeting arrangements & catering, follow up calls/ actions,
minute distribution & management of actions from such etc.
Responsible for incoming and outgoing correspondence
Assist with Taskforce internal communications
Provide support for the Executive Committee as requested
Track expenditure against budget
Undertake research as directed
Monitor media in relation to Taskforce activities and prepare media releases.
Assist in the establishment of sub-committees as required – including preparation of their
terms of reference
Support the sub-committees with administrative requirements (e.g. meeting preparation &
reporting)
Evaluation of Taskforce’s effectiveness
Provide strategic advice
Assist with preparation of strategic documents
Prepare updates, briefing notes, memos, written updates on the Taskforce’s activities
Maintain a program of work for the taskforce
collate information from the councils (and others) annually such as:-
1) housing approvals by council,
2) change in number of school attending students
(these two indicators tell about inflow of people)
41
and
3) any change in house sales or rental prices (indicates inflow or pressure on housing
stock).
Reporting
Prepare reports for Taskforce meetings
Prepare an annual report on Taskforce achievements against its objectives
Seek sub-committee reports/ recommendations/ minutes for the Taskforce
Report as required by the conditions of the services contract with the EPLGA.
Qualifications / Skills/ Requirements
Equivalent previous work experience
Proactive, helpful, can-do attitude
Flexibility to adjust to needs of the Taskforce
Good oral & writing skills – reporting
Strong relationship building skills
Neat, organized, able to work independently and interdependently, welcoming to the public
Computer literate including spreadsheets, word processing, e-mail etc.
Strategic planning experience
Familiarity & good knowledge of the Eyre Peninsula region & the mining potential
Must be willing to travel
Contract Conditions
The position will be contracted out for a period as determined by the EPLGA and at a negotiated
hourly rate.
The position will not have set times of work nor set hours of work but will be guided by a program of
work as established by the Coordinator in consultation with the Taskforce and/ or EPLGA Executive
Officer and noted in the conditions of the service contract. The EPLGA Executive Officer will advise of
the budget for the services on an annual basis and the Coordinator will monitor such and determine
work program priorities in consultation with the Taskforce and Executive Officer of the EPLGA.
-----------------------------------------------------------------------------------------------------------------------------------
The Executive Officer has approached Geoff Dodd, ex- CEO City of Port Lincoln as to whether he is
interested or not in the Mining Taskforce Secretariat/ Coordinator role. Geoff indicated his
willingness to undertake the role. The fact that Geoff has first hand knowledge and experience in the
region; it is the strong opinion of the Executive Officer that Geoff is more than a suitable person for
the position. He also has the advantage of Local Government experience and knowledge plus
through his role as a CEO had experience in working with the machinery of State and Federal
Government. With this in mind, I believe it would be time wasting to have an open call for the
Coordinator/ Secretariat role. As time is of the essence in getting the Taskforce up and operating due
42
to the progress being made with some of the regional mining prospects it is my recommendation
that the EPLGA Board delegates authority to the EPLGA Executive Officer and the RDAWEP Chief
Executive Officer to negotiate a two year agreement with Geoff Dodd to undertake the role on an
hourly paid basis and that he be located in the RDAWEP Office Port Lincoln. This recommendation is
based on the EPLGA knowing Geoff Dodd’s regional experience and capabilities and his
preparedness to work on an hourly paid basis to meet the needs of the Taskforce. The needs are not
known at this point in time and thus very difficult to estimate future costs of the taskforce.
It is also envisaged a high profile chair be sought for the Taskforce with great understanding of local
government on Eyre Peninsula and the regional development as a whole, including the mining
projects “in the pipeline”. I believe that Wendy Campana, Chief Executive Officer of the LGA of SA,
who is present today, may wish to add to the discussion on the taskforce, in particular how serious
the State Government is taking this Taskforce.
Regional Training
The Executive Officer has been working closely with the LGA’s Training arm and to date some
successful regional training has taken place with good attendance. The LGA and Executive Officer
have been liaising on the development of an EP Regional Training Program. This will be available
shortly and hopefully will be suitable to the constituent Councils. To assist this process in the future
it would be fantastic to receive all Councils’ training plans after their budgets have been approved.
Procurement Road Map
I am pleased to advise that LG Procurement and ArcBlue and have now completed each of the
individual Council Roadmap workshops which are a key milestone in the Procurement Roadmap
program. The ArcBlue guys really enjoyed this opportunity to spend time at each location and with
each group. They would like to thank the Council’s for your hospitality and for the great
contributions in the data gathering and workshop discussions. They recognise that this has been
conducted in the context of numerous other pressing demands so it was very much appreciated for
the amount of time and commitment given to this important program which they are confident will
make a significant positive impact.
Councils as key stakeholders in this program are invited to attend the key Regional Workshop
scheduled for 24 June. As they anticipated there are many common themes and opportunities
emerging from the individual council workshops and recognition that collaboration across the region
and / or district groups of councils provides the best approach in terms of time, resources and
overall impact. This workshop will enable focus and discussion on the high potential opportunities
The ArcBlue guys would greatly appreciate your attendance and contribution to these discussions at
the workshop.
Workshop Venue – tentative scheduled for Wudinna – to be confirmed next week.
43
STRATEGIC REFERENCE:
OBJECTIVE 6:-
UNDERTAKE A TWO YEAR "OUTREACH SERVICES" PILOT PROGRAM IN PARTNERSHIP WITH THE
LGA OF SA.
LEGISLATIVE REFERENCE:
Assets Management & Long Term Financial Planning are legislative requirements.
BUDGET REFERENCE:
Asset Management & Long Term Financial Planning Project:-
The LGA contributed financial assistance of $14,000 towards the project.
Mining Roundtable:-
LGA funded the majority of this forum. Funding has been sought from the LGA for secretariat
support for the Mining Task Force with EPLGA to commit $10,000 (included in current budget) plus
the RDAWEP to give in-kind support of office space and office requirements. The EPLGA 2014/15
Budget allows $50,000 for this project plus the RDAWEP & EPLGA have submitted a funding
application to Minister Brock for $50,000 matching funding from the Regional Development Fund
recently announced.
Procurement Road Map:-
Procurement Road Map: Participating Councils Cost = $8,000
Less:
$1,000 rebate from LG Procurement
$3,500 rebate from EPLGA (and payment in 2014/15 for those Councils with budgetary constraints
for current financial year).
REVIEW PERIOD:
Ongoing
RECOMENDATION(S):
1. That the EPLGA Board receives & notes the Outreach Services update Report.
2. That the EPLGA Board endorses the Eyre Peninsula Mining, Oil & Gas & Community
Development Taskforce terms of reference and the Taskforce’s Coordinator
Role Statement.
3. That the EPLGA Board delegates to the Executive Officer & the RDAWEP Chief Executive
Officer the power to negotiate an agreement with Mr Geoff Dodd (or his consulting
44
company) for the position of Coordinator of the Eyre Peninsula Mining, Oil & Gas &
Community Development Taskforce, commencing as soon as possible for a term of two
years. Further Geoff Dodd has been approached due to his past experience &knowledge of
the region and in particular in relation to Local Government needs and the mining projects
that are in various stages of approvals from the State & Australian Government.
4. That the Procurement Roadmap project progress be noted.
45
3.2.4-614 EPLGA CWMS Users Group
REPORT TO: EPLGA Board
FROM: EPLGA Works Managers
AUTHORISED by: Executive Officer
DATE: 8th May 2014
REPORT REF: 4-614
SUBJECT: EPLGA CWMS User Group
1.0 PROPOSAL Seeking EPLGA Board approval to enter into a contract with Rashlee Pty Ltd for the provision
of services to facilitate the creation of a CWMS User Group for Eyre Peninsula Councils.
2.0 BACKGROUND DISCUSSION The LGA CWMS Management Committee has approved application from the EPLGA for
funding assistance to establish a CWMS User Group on Eyre Peninsula.
The Committee has indicated a contribution of $30,000 towards the engagement of an
external facilitator to assist with establishing the group, in accordance with the specification
attached with this report. This funding is made available on the basis of a cost sharing
agreement with Council’s to contribute in-kind support to the operation of the group.
The following Councils have indicated their commitment to the project at a staff level to
allow for the application to be made:
District Council of Tumby Bay
District Council of Lower Eyre Peninsula
District Council of Ceduna
District Council of Franklin Harbour
District Council of Streaky Bay
District Council of Cleve
District Council of Wudinna
District Council of Elliston
District Council of Kimba
The scope of works for the facilitator is based on the experience of the successful South
Eastern Local Government Association experience, which has seen a functional user group
operating since 2010 with benefit to the compliance and efficiency of the CWMS operations
of all involved Councils.
46
3.0 RELEVANCE TO STRATEGIC PLAN AND BUDGET The EPLGA Executive Officer will manage the funding received from the LGA CWMS
Management Committee and any funds that the individual Councils may contribute to the
user group operations.
4.0 RISK ASSESSMENT The scope of works proposed for this project will assist in identifying any compliance gaps in
existing operations and allow member Council’s to identify opportunities to identify and
manage operational and financial risks associated with CWMS’.
5.0 DISCUSSION DETAIL Following confirmation of funding availability an open expression of interest call was made
for persons interest in providing the facilitation services, with seven submissions received.
Evaluation of the EOI’s was undertaken by a panel selected from Council Works Managers,
with the recommendation provided that Rashlee Pty Ltd be engaged for this contract. The
recommendation of the panel has been endorsed by the LGA CWMS Management
Committees representative.
The submission from Rashlee Pty Ltd provides for the consultancy fees inclusive of
disbursements to be met by the available funding for the defined scope of works.
Acceptance of the funding from the LGA CWMS Management Committee and the
engagement of Rashlee Pty Ltd to provide these services indicates a commitment from each
participating Council to provide the necessary resources to contribute effectively to the
project.
In anticipation of Board acceptance of this funding, a start-up meeting with Mike
Stephenson from Rashlee Pty Ltd has been arranged to occur in conjunction with a CEO’s
meeting on June 13th.
6.0 REVIEW PROVISIONS N/A
7.0 RECOMMENDATION: That the EPLGA Board endorse the actions taken in seeking and accepting funding from the
LGA CWMS Management Committee for the establishment of a regional CWMS User
Group, and that the Executive Officer be authorised to enter into a contractual
arrangement with Rashlee Pty Ltd for the provision of the facilitation services for the
group.
Enclosure:- CWMS Regional Joint Services Facilitation Brief
47
CWMS REGIONAL JOINT SERVICES
EYRE PENINSULA
The Eyre Peninsula Local Government Association (EPLGA) invites expressions of interest from
persons to provide a facilitation service for the establishment of a regional community wastewater
management scheme (CWMS) user group for member Councils of the EPGLA.
The EPLGA is seeking a suitably qualified person to fulfil the role of facilitator in accordance with the
following person and position specification.
PROJECT BACKGROUND
The LGA manages and administers State Government subsidy funding for the construction of new
CWMS schemes in South Australia.
The CWMS Funding Agreement between the State Government and the LGA;
requires the LGA to foster aggregated Management Options for the CWMS sector; and
enables assistance to be provided to Councils through the CWMS Management Committee
where Councils seek to work together collaboratively to improve CWMS Services.
The adopted LGA model of aggregation at this time is for the willing group of Councils to form a
CWMS Joint Services “User Group” with LGA-funded assistance (financial, administrative and
technical) in the first year of operation.
The first User Group (south east region) came about through the following investigatory process,
conducted by the LGA and an external co-ordinator;
Meeting with all CEOs on a number of occasions to determine what they considered to be
their aims and objectives and the potential ultimate structure of any cooperative
arrangements.
The CEOs agreed that the Councils preferred a well-structured and well managed informal
joint user group arrangement and did not wish to establish a formal management
authority under the Local Government Act.
The CEOs agreed to nominate their most senior officer responsible for CWMS to the User
Group Committee and to ensure that reports of progress were submitted to the CEOs
monthly. The CEOs would meet Quarterly to review progress
The CEOs agreed that if a joint services agreement was to be developed there was a need to
employ external assistance to become the driver, co-ordinator, facilitator and data
collector for the group because existing Council staff was fully committed to their own
workloads and without a facilitator the program if not well managed would be likely to fail.
48
EPLGA CWMS USER GROUP
The following member Council’s of the EPLGA have expressed their interest in forming a joint user
group, modelled on the south eastern region experience:
District Council of Tumby Bay
District Council of Lower Eyre Peninsula
District Council of Ceduna
District Council of Franklin Harbour
District Council of Streaky Bay
District Council of Cleve
District Council of Wudinna
District Council of Elliston
District Council of Kimba
SCOPE OF WORKS FOR THE FACILITATOR
The following Scope of Works applies for the position of Facilitator- EPLGA CWMS User Group
derives from the above process.
The facilitator is required to champion the establishment of the users group to facilitate knowledge
sharing across Council’s operating CWMS’ by:
Meeting with CEOs and LGA CWMS Committee representative to establish a works program
and a schedule of deliverables
Meeting with the nominated senior CWMS officers to define and refine tasks, and to
establish contact arrangements with the personnel nominated by them to assist the data
gathering and assessment process, i.e.
o Finance officers
o Engineers
o Works Managers
o Environmental Health Officers
o CWMS Field Workers
o Mapping officers or IT personnel
Establishing a meeting schedule and program and to act as secretary, meeting arranger,
minute taker and meeting facilitator (including venues) for all meetings.
Holding a workshop or workshops with all CWMS field workers to identify areas of common
issues, lines of communication, particular skills availability/shortages, an assessment of the
condition of each scheme, barriers to improvement etc.
Promoting regional training to maintain or establish skill sets required to ensure
sustainability
Working with finance officers to develop a common chart of accounts for CWMSs to enable
like for like comparisons across the group and to improve recording of expenditures.
Working with the relevant officers to develop working spread sheets to enable production of
a flow diagram for every system to assist with understanding of catchment capacities and
constraints
49
Reviewing each Councils current position in respect to GIS Mapping of systems and the
availability of as constructed hard copy drawings
Preparing and implement pump station and systems maintenance and log book reporting
and recording systems
Facilitating development of up-to-date, user friendly operation, maintenance,
monitoring and contingency plans
Investigating and reporting on areas of operations where the group of Councils or sub
groups of Councils may improve services or reduce costs by working together, i.e.
Mechanical Wastewater treatment plant maintenance, remote access platforms for
treatment plants and pump stations, periodic septic tank pump out contracts, joint line
flushing or CCTV investigation contracts etc.
Identifying other areas of common concern/interest for investigation
COMPETENCIES/PERSON SPECIFICATION
The Facilitator does not need to be expert in all aspects of the above activities, but needs to be
familiar with them.
Significant proportions of the work can be undertaken by existing expertise within Councils’ current
employees, coordinated and supported by the Facilitator. A major part of the Facilitator’s role is to
provide expert advice from their own skillsets, and to assist the User Group to source other expert
external advice, as needed.
The person engaged by the User Group will be required to have a broad range of skills and
competencies, including:
A strong working knowledge and understanding of CWMS systems, componentry and design
criteria;
A strong working knowledge and understanding of CWMS maintenance issues and
requirements;
A working knowledge of legislative requirements associated with CWMS Systems, including
On-Block and Environmental Health aspects;
Strong interpersonal and communication skills to be able to communicate well with the full
range of participants i.e. CEOs, Works Manager’s, Accountants and Field Worker operatives;
A good understanding of preparing for and managing meetings, including agendas, minutes,
meeting procedures etc;
Data compilation, presentation and workshop skills etc;
Competency in the use of computerised and electronic formats;
Competency in MS Office, Word, Excel etc. and a good working knowledge of GIS mapping
systems;
An understanding of Council accounting, budgeting and funding particularly in respect to
CWMS.
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WORKLOAD AND LIKELY TIME DEMAND
The south east experience suggests that;
For the first six months, about one full day per week of coordination will be needed;
Thereafter the load should diminish to about one day per month.
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3.2.5-614 Emergency Management Plans
To: President & EPLGA Board Members
Date: 27 June 2014
Topic: Emergency Management Plans
Report No: 5-614
__________________________________________________________________________________
PROPOSAL:
That the EPLGA Board endorses the actions of the Executive Office in this area & delegate authority
to the Executive Officer to appoint the successful tenderer and sign all documentation in relation to
the project.
BACKGROUND:
In February 2012 the EPLGA was successful in receiving a grant of $73,334 which has to be matched
with $36,666 from Local Government (being $10,000 from the EPLGA & $26,666 from the eleven
Councils) Diana Laube had sign off from the Councils on this prior to the grant being won. A
condition of the grant was that the Councils also participate in the LGA MLS Regional Disaster
Resilience Program. (This has occurred). The LGA MLS program identified gaps and complementary
tasks that needed addressing to further enhance Council Emergency Management Planning. The
grant conditions were varies to allow the Zone Emergency Management Committee (ZEMC) to
undertake some regional risk assessments from which Local Government responsibilities can be
used to develop and/or improve Council Emergency Management Plans. The ZEMC has completed
regional risk assessments for heat, extreme storm events, bushfires and some plant & animal disease
(e.g. Oysters). There is more to be undertaken in the areas of plant & animal disease, human disease
and flood.
DETAIL:
The President, CEO DC Lower EP, Director Works DC Ceduna and Executive Officer, Works Manager
DC Cleve and Manager City Services, City of Whyalla sits at the ZEMC table representing Local
Government. The ZEMC is in agreement that the regional risk assessment work undertaken can be
used to develop the Local Government Emergency Management Plans.
I will be involving the LGA MLS in the project once the successful tenderer has been appointed to
ensure they are fully across the project and can assist in the future sharing of the outcomes &
experiences for other LGA regions to develop their Council Emergency management Plans.
Initially a registration of interest was called to assess suitable companies that may be able to deliver
the provision of risk management services for the EPLGA and individual Councils (i.e. Emergency
Management Plans inline with conditions of the grant received). From this two companies have been
selected to tender. Neville Hyatt (LGA) and Grant Drummond (Director of Works, DC Ceduna) along
with two SAFECOM staff will assess the tenders and give a recommendation to the Executive Officer
52
of the EPLGA. The following is an extract from the request for tender document which gives a further
detail around the tender.
1. Section A – Background & General Information
1.1 Eyre Peninsula Local Government Association (EPLGA) (the Association) invites Tenders from Tenderers for the provision of Provision of Risk Management Services (the Services). The Association will enter into a Contract for Services with the successful Tenderer.
Following on from work undertaken by the Eyre Peninsula Zone Emergency Planning Committee (ZEMC) the Eyre Peninsula Local Government Association (EPLGA) undertook a Registration of Expression of Interest (REOI) process to acquire risk assessment software and engage an experienced consultant to work with member Councils to undertake emergency planning risk assessments for the region.
Shortlisted consultants were then invited to provide a demonstration of their capacity
to undertake the Services at the SAFCOM premises in Adelaide on 11th March 2014.
During this time it was identified that changes to the NERAG guidelines were probable
and that this work needed take this into account. A draft copy of the NERAG
guidelines has been released with approval to be used as the guiding document for this
work.
It was also decided that completed risk assessments from other ZEMC zones would be
used to populate the risk assessment software to ensure that we started with a
comprehensive suite of potential risks. The available ZEMC risk assessments are
provided with this request for tender.
The services are to;
2. Provide risk management software for use by the EPLGA and each of its 11 member Councils,
3. To populate a risk assessment software with risks identified by the ZEMCs and work with the EPGLA, SAFECOM, and the Eyre Peninsula ZEMC to refine the data,
4. Once approved by the EP ZEMC, work with each of the 11 member Councils to complete a comprehensive risk assessment for their Council area and identify, list and assess local risk treatment strategies,
5. Roll these assessments up into a master document that provides an overview of the risks for the region.
Schedule 14 of the RFT highlights the work required of the successful tender and gives an overview
of the process involving Councils.
They are to provide a breakdown of the costs for the Services and/or each type of Service (if
applicable) and/or breakdown of fixed and variable costs (if applicable).
53
1. Provide risk management software for use by the EPLGA and each of its 11 member Councils, 2. Populate a risk assessment software with risks identified by the ZEMCs and provided with this
RFT and work with the EPGLA, SAFCOM, and the Eyre Peninsula ZEMC to refine the data, 3. Travel to Port Lincoln on 23rd September 2104 and present software and template to Zone
Emergency Management Committee (2 to 3 hour presentation envisaged). Provide any updates to the template resulting from resolutions at this meeting
4. Travel to Eyre Peninsula during October 2104 and facilitate a workshop with invited representatives from each 11 member Councils to present software and template and to provide initial training on use of software and editing data, (4 to 6 hour workshop envisaged).
5. Travel to Eyre Peninsula and facilitate a one day workshop/training/data input session with invited representatives from each 11 member Councils, (envisage a full day with each Council and travel on to next Council for next session).
6. Provide offsite support to all Councils, assisting them to complete a comprehensive risk assessment for their Council area and identify, list and assess local risk treatment strategies,
7. Roll assessment up into a master document that provides an overview of the risks for the region. 8. Travel to Port Lincoln and present completed risk assessments, (all Councils and master
document) to Zone Emergency Management Committee, 2 to 4 hour presentation envisaged. Provide any updates to the document resulting from resolutions at this meeting
To make the appointment of the successful tenderer more streamlined and to assist the project in
getting started as soon as possible it is recommended that the Executive Officer be delegated
authority to appoint the successful tenderer and complete all the necessary documentation (e.g.
Agreement etc.).
I must thank Grand Drummond for his assistance in this project as he has undertaken most of the
“leg work”.
I am also looking forward to the project commencing and then eventually acquitting the funding
which has been around for some time and I have had to put in many amended program deadlines.
STRATEGIC REFERENCE:
4 ASSIST MEMBER COUNCILS BY COORDINATING REGIONAL INVESTIGATIONS OF
OPERATIONAL ISSUES
LEGISLATIVE REFERENCE:
Emergency Management Act 2004
Local Government Act 1999
BUDGET REFERENCE:
National Disaster Resilience Program $73,334
EPLGA $10,000
11 Councils $26,666
Total $110,000
54
REVIEW PERIOD:
Ongoing during the life of the project.
RECOMENDATION(S):
1. That the EPLGA Board delegates authority to the Executive Officer to appoint the
successful tenderer for the National Disaster Resilience Program (Approved Project No.
NDR2-1112-24) – Eyre Peninsula Council Emergency Management Plans project and to
complete all the necessary documentation on behalf of the EPLGA Board.
2. That the Executive Officer ensures the LGA MLS are invited to participate in the project for
the possible benefit of other LGA regions.
3. That Grant Drummond is thanked for his above and beyond effort in assisting the project
to proceed.
55
3.3 Local Government Association of SA
3.4 Office of State/Local Govt Relations
3.5 RDA Whyalla and Eyre Peninsula Board
3.6 EP Natural Resources Management Board
20 min Presentation – RV & Caravan Camping Strategy
3.7 Country Fire Service
3.8 SA Police
3.9 Other Regional or State Organisations Report
3.10 EPLGA Committees
3.10.1 Chief Executive Officer’s Committee – notes of a recent meeting
CEO Committee Meeting Brief Notes
13 June 2014
Present:
Council CEO’s from:
Ceduna, Streaky Bay, Wudinna, Lower EP, City of Port Lincoln, City of Whyalla (Proxy), Franklin
Harbor, Cleve, Kimba, Tumby Bay,
Regional Risk Coordinators: - Jo Calliss & Julie Beaton
LGA of SA: - David Hitchcock & Neville Hyatt
CWMS Users Group:- Damian Windsor & Michael Stephenson
RDAWEP:- Brad Riddle
EPNRM/ DENR:- Seb Drewer
EPLGA Executive Officer
56
AGENDA
1. Welcome
2. EPLGA Executive Officer – Tony Irvine
2.1 Executive Officer Work Plan for next 12 months
Comments: CEO’s went through the plan and made amendments including
prioritisation of tasks included.
2.2 2014/15 EPLGA Budget – draft
Comments: Tabled for discussion and comment prior to tabling at the EPLGA Board
meeting
2.3 HR Funding Proposal – a regional shared service with LGA assistance
Comments: CEO’s deemed the proposal as not warranted and that individual
Councils were responsible for their own compliance. Some clusters may choose to
work together min a shared service arrangement. Proposal will not be presented to
the EPLGA Board.
2.4 Zone Emergency Management Committee – Emergency Management Plans
Comments: A verbal update was given of the progress with the acquitting of the
$73k won by the EPLGA in February 2013 to develop Council Emergency
management Plans. A report will be presented to the EPLGA Board outlining the
project.
2.5 Mining Taskforce – Terms of reference & Coordinator Role Statement
Comments: Taskforce terms of reference & Coordinator Role Statement were tabled
and some discussion took place on why the EPLGA was driving the taskforce. The LGA
& EPLGA Roundtable gave a clear direction this way & that was endorsed by the
EPLGA Board. As a result the EO has been pursuing external funding & developing
the documents. He has also been pursuing a coordinator with excellent Local
Government and regional knowledge to allow the taskforce to hit the ground running
as time is of an essence with several mining projects at various approval stages.
2.6 Long Term Financial and Integrated Asset Management Planning – John Comrie
Report
Comments: The CEO resolved that individual Councils were now responsible for
acting on the JC Report suggestions and recommendations. However this group
should assess progress against that report in approx. 12 months.
57
3. LGA of SA - David Hitchcock & Neville Hyatt
3.1 Disaster Funding – scheme changes
Comments: Davis & Neville delivered the new Disaster Recovery Assistance
Guidelines giving examples and stepping the CEO’s through the process which seems
much fairer and equitable for those applying.
3.2 National Heavy Vehicle Regulator
Comments: David gave an update on where this is at. Still need to watch this space
3.3 Any other LGA matters
Comments: David also brief the meeting on the SLR Program & the loss of funding in
this too which means EP will probably only have 2 projects funded – existing projects.
4. Regional Risk Co-Ordinator (Jo Calliss & Julie Beaton) Report – progress & issues update
Comments: Jo & Julie updated Councils on their progress and new focus on risk management.
5. CWMS – Regional Project – Damian Windsor & Michael Stephenson (Rashlee) – (EPLGA
Report attached)
Comments: Damian & Michael addressed the meeting on the user group. The CEO’s decided
on the funding model for the project. A report will be tabled at the EPLGA Board meeting.
6. Seb Drewer – EPNRM/ DENR & Brad Riddle – RDAWEP
Comments: Discuss the prospect of developing a regional coastal offroad/ RV/ Caravan
vehicle/ camping strategy . Seb wished to speak at a CEO’s meeting prior to presenting at
the EPLGA meeting.
6. Any Other Matters
6.1 Towards the Council of the Future Workshop for the June EPLGA Board Meeting
Comments: This along with the reduced Road Supplementary Funding and FAGs Grant freeze
also was discussed & possible ramifications.
6.2 EPNRM Water Reference Group Meeting
Comments: many were not happy with the timing of this meeting in the midst of the busiest
time of the year for CEO’s – budgets, ABP Consultation etc. The EO was asked to raise this
with the Regional Manager of DENR seeking better consultation.
6.3 Procurement Roadmap
Comments: Some CEO’s did not understand the content of the program eg probity training
etc. Others doubted the value of the program. Others were impressed with the work
undertaken in the probity area and felt this as worth the money alone. Further work to be
undertaken & probably too early to evaluate the worth of the program.
58
6.4 Council Internal Controls legislative requirement – due by June 2015
Comments: After some discussion and past work undertaken by Alan McGuire it was resolved
& recommended that the Executive Officer arrange a meeting of all Councils relevant staff to
advance a regional approach to developing suitable internal control policies and procedures
using the LGA work undertaken by Deloitte.
59
4 FINANCIAL REPORTS
4.1 Financial Statements for period ending as at 18th June 2014.
BUDGET COMPARISONS
2013/14 2013/14
as 17 June 2014 Budget Actuals
YTD
Income
Estimated Surplus/Deficit c/f
72633
Grants LGA of SA Regional Capacity 37225 37225
Outreach Service 70000 70000
LGAof SA Project Funding Assets Management Plans & LTFP 12500 12500
Shared Services - Lower EP 14000 14000
One Regional Development Plan 0 0
Mining Taskforce 0 0
CWMS Users Group 30000 0
Human Resource Shared Service 0 0
Joint Project Income - EP Councils Shared Services - Lower EP 15000 15000
Procurement Road Map 35000 35000
Cert IV Group 9776 9776
CWMS Users Group 0 0
Grants - Other Emergency Management Plans 0 0
Interest Received
10000 9768
Membership Subs
145600 145600
Other income 0 0
Reimbursements 0 1484
451734 350353
Expense
Exec Officer Employment Costs
Salary (including $15k for own Vehicle) 118132 113636
Workcover
2599 153
Employer Super
11813 11364
Admin & Office Expenses
Admin General
4100 705
Audit
2200 1530 Bank Charges
800 468
Insurance
5545 0 IT
2000 707
Meeting Expenses - Board
6500 2860 Office Rental & Other costs- RDA
8755 8500
Reimbursable Expenses
0 644 President's Allowance
1750 1750
Projects - LGA Funded
26500 26547 Projects - Council Funds
59776 12600
Projects - EPLGA Regional Capacity
215000 72437
60
Projects - EPLGA Board Funded
8000 8000 Projects - Other
0 0
Projects - not allocated
0 0 Secretarial Services - RDA
17000 17000
Telephone
850 730 Training& Professional Development
1000 0
Travel other than Private Vehicle 8500 9604
500820 289235
Total Expenses
500820 289235
Total Income 451734 350353
-49087 61118
Equity:
Opening Balance 3895 3895 3895 Retained Earnings 246217 249347 249347
Net Income 3130 -49087 61118
Total Equity 253242 204155 314360
Project Funding (Regional Capacity etc) 2013/14 2013/14
Income Budget Actuals
YTD
Carried Forward 14963 14963 LGA of SA - Project funds* 56500 26500 EPLGA Project Funds ** 59776 59776 LG Research & Development (Regional Capacity) *** 37225 37225
Grants - Other 0 0
168464 138464
Expenses
LGA of SA - Project funds* Assets Management Plans & LTFP 12500 12500
Shared Services - Lower EP 14000 14000
One Regional Development Plan 0 0
Mining Taskforce 0 0
CWMS Users Group 0 47
EPLGA - Joint Project Funds ** Shared Services - Lower EP 15000 12000
(Individual Councils Funding) Procurement Road Map 35000 0
Cert IV Group 9776 600
CWMS Users Group 0 0
EPLGA Board Funded projects Assets Management Plans & LTFP 12500 11454
(Regional Capacity Building) Mining Taskforce 10000 0
Lobbying 5000 0
Emergency Management Planning 10000 110
Special Local Roads Prioritisation 10000 7300
Regional Roads Strategy/ Heirarchy 47500 9886
EPLGA Committees & Groups Mtgs 5000 0
61
One Regional Development Plan 20000 0 Charter Review 5000 7901 Regional Waste Strategy Review 20000 0 Regional Sport & Rec Strategy Review 0 0 RDAWEP Organisational Review 15000 15000 Regional Statement Development 20000 20000 Procurement Road Map 35000 786 EPLGA Board Funded projects Birdseye Memorial 8000 8000
(NOT Capacity Building) 0 0
Projects - Others Emergency Management Planning 0 0
Unallocated Project Funding Board decision 0 0
309276 119584 Balance to c/f -140812 18880
Summary of Expenses per Funding Income Line
LGA of SA - Project funds* 26500 26547 EPLGA - Joint Project Funds ** 59776 12600 (Individual Councils Funding) EPLGA Board Funded projects 215000 72437 (Regional Capacity Building)
EPLGA Board Funded projects 8000 8000
(NOT Capacity Building) Projects - Others 0 0
Unallocated Project Funds 0 0
309276 119584
62
Profit and Loss Statement As at 18 June 2014
Jul 13 - Jun 14
Ordinary Income/Expense
Income
GRANTS
LGA of SA
Outreach Service 70,000.00
Regional Capacity 37,225.00
Total LGA of SA 107,225.00
Total GRANTS 107,225.00
Interest Received
Bank SA 215.86
Bendigo 6 Month Term 5,437.37
CORES EP 3 month Term 150.88
LGFA - General 3,121.50
LGFA 01 - HR Project 842.24
Total Interest Received 9,767.85
Membership Subscriptions 145,600.00
Project Income
Assets Management 12,500.00
Cert IV Training 9,776.00
Procurement Roadmap 35,000.00
Shared Services EBACC Project 29,000.00
Total Project Income 86,276.00
Reimbursable Income
Meeting Expenses 644.49
Reimbursable Income - Other 840.00
Total Reimbursable Income 1,484.49
Total Income
350,353.34
Gross Profit
350,353.34
Expense
Administration Expenses
Office Furniture/Equipment 179.52
Postage 267.23
Stationery 257.82
Total Administration Expenses 704.57
63
Audit Fees 1,530.00
Bank Charges 467.91
Information Technology 707.00
Meeting Expenses 2,860.35
Payroll
Superannuation (Employer)
T.Irvine 11,363.75
Total Superannuation (Employer) 11,363.75
Wages
Annual Leave
T.Irvine 9,090.92
Total Annual Leave 9,090.92
Salary
T.Irvine 104,545.58
Total Salary 104,545.58
Total Wages 113,636.50
Workcover 152.85
Total Payroll 125,153.10
President's Allowance 1,750.00
Projects - EPLGA Funded
Birdseye Memorial 8,000.00
Cert IV Group 600.00
Total Projects - EPLGA Funded 8,600.00
Projects - LGA Funded
CWMS Users Group 47.00
Shared Services EBACC Project 26,000.00
Total Projects - LGA Funded 26,047.00
Projects - Reg Capacity Funded
Asset & Long term Financ Plan 23,953.58
Charter Review 7,901.25
Emergency Planning 109.82
EP Regional Statements 20,000.00
Procurement Roadmap 786.36
RDAWEP Internal Review-301/13 15,000.00
Regional Roads Strategy 9,885.66
Special Local Roads Pri (LGTAP) 7,300.00
Total Projects - Reg Capacity Funded 84,936.67
64
RDA WEP Expenses
Rental
8,500.00
Secretarial Service 17,000.00
Total RDA WEP Expenses 25,500.00
Reimbursable Expenses 644.49
Telephone
Mobile
366.16
Telephone - Other 363.11
Total Telephone 729.27
Travel Expenses
Other
3,694.46
SAROC 901.11
Travel Expenses - Other 5,008.50
Total Travel Expenses 9,604.07
Total Expense
289,234.43
Net Ordinary Income
61,118.91
Net Income
61,118.91
65
Balance Sheet As at 18 June 2014
BALANCE SHEET as of Jun 18, 14
ASSETS
Current Assets
Chequing/Savings
Bank SA Society 16,244.19
Bendigo 6 Mth Term 142,691.46
CORES EP - 3 month term 8,252.65
LGFA - EPLGA 1 HR Project 42,755.51
LGFA (at call) 119,112.55
Total Chequing/Savings 329,056.36
Accounts Receivable
Sundry Debtors 3,850.00
Total Accounts Receivable 3,850.00
Total Current Assets 332,906.36
Fixed Assets
Computer & Office Equip 136.27
Total Fixed Assets 136.27
TOTAL ASSETS
333,042.63
LIABILITIES
Current Liabilities
Accounts Payable
Trade Creditors 437.50
Total Accounts Payable 437.50
Other Current Liabilities
Accrued Annual Leave Provision 3,002.67
Payroll Liabilities
PAYG Liabilities 7,416.00
PAYG Paid -32,930.40
Payroll Tax 32,931.33
Statewide Super
Employer Super T.Irvine 454.55
Salary Sacrifice T.Irvine 136.36
Total Statewide Super 590.91
66
Total Payroll Liabilities 8,007.84
Reserves
CORES EP 8,101.77
T Irvine Long Service Leave 6,561.94
Total Reserves 14,663.71
Tax Payable -7,430.05
Total Other Current Liabilities 18,244.17
Total Current Liabilities 18,681.67
TOTAL LIABILITIES 18,681.67
NET ASSETS
314,360.96
EQUITY
Opening Bal Equity 3,894.61
Retained Earnings 249,347.44
Net Income 61,118.91
TOTAL EQUITY
314,360.96
RECOMMENDATION:
That the Eyre Peninsula Local Government Association Board receives the financial reports:
1. Budget Comparison
2. Profit & Loss Statement
3. Balance Sheet
as at 18/06/2014.
5 DEPUTATION AND PRESENTATION
5.1 Deputation / Presentation (Nil)
5.2 Petitions (Nil)
67
6 GENERAL BUSINESS – without notice
7 CORRESPONDENCE
7.1 For Decision
1-0614 Eyre Peninsula Water Security Reference Group
Comment
For noting – see CEO meeting notes comments on meeting timing.
RECOMMENDATION:
That the Eyre Peninsula Water Security Reference Group meeting arrangements be noted and that the Executive Officer attends.
Enc: Correspondence from Heather Baldock, Chair, Eyre Peninsula Water Security Reference Group/Presiding Member, EPNRM Board
68
69
2-0614 Native Vegetation Council
Comments
Various correspondence related to SEB Review
RECOMMENDATION:
That the correspondence be noted and received.
Enc: Correspondence from Caroline Schaeffer, Presiding Member, Native Vegetation Council Adam Gray, Director-Environment, LGA of SA Mayor Lorraine Rosenberg, Acting President, LGA of SA
70
71
72
73
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3-0614 Speed Limits on Rural Roads
Comment
In response to motion #351/14 from February 2014 EPLGA Board meeting.
RECOMMENDATION:
That the correspondence be noted and received.
Enc: Correspondence from Julie Holmes, Executive Director, Road Safety, Registration and Licensing, DPTI
75
76
4-0614 Reduction to Rail Services
Comment
As can be seen from the attached emails, the Executive Officer has been attempting to meet Viterra representatives as they are the only users of Genesee & Wyoming Australia rail services on these lines (excepting the gypsum mine west of Ceduna). RDAWEP has sought meetings with Genesee & Wyoming Aust.
RECOMMENDATION:
That the Executive Officer continues to seek meetings with Viterra and Genesee & Wyoming Australia Pty Ltd on the concerns raised in relation to reduced rail services on Eyre Peninsula and advises the EPLGA Board of any outcomes.\
Enc: Correspondence from Peter Arnold, CEO, DC of Cleve Emails between Tony Irvine, EO, EPLGA and Viterra
77
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7.3 Correspondence for Information
INWARDS 58
1. Training Places Funding Agreement 19/02/14[TI]
Letter from Christopher Pyne, Manager, Contract Management to EO informing him that the Training
Places (OH&S Cert lV training) contract has completed and the acquittal report has been received and
accepted.
2. EPLGA Charter 03/03/14[TI]
Letter from John Rau, Deputy Premier, Minister for Planning to Tony Irvine advising that the publication
of the ‘notice to provide an exemption from the requirement to establish an audit committee’ was
overlooked in the Government Gazette. He has organized for a formal approval to be published in the
Gazette.
3. Councis support for RDAWEP funding model 05/03/14[JL]
Letter from Martin Hamilton-Smith MP, Shadow Minister for Economic & Regional Development to Julie
Low thanking her for her email regarding Council’s support for the continuation of Regional
Development Australia and the current tripartite funding model and agreeing in principal with the
current model.
4. EPLGA Conference 06/03/14[TI]
Letter from Jain Mentieth, Manager Governance, DC of Tumby Bay to Tony Irvine thanking him for
speaking at the conference and advising that the conference was a huge success.
5. 2015 EPLGA Conference 11/03/14[TI]
Letter from Tim Mellor, Partner, Mellor Olsson Lawyers to Tony Irvine advising that they were glad of
the opportunity to contribute to the conference in Tumby Bay and would be keen to consider the
possibilities of supporting the event next year in Whyalla.
6. Overtaking speed limits 12/03/14[TI]
Letter from Kylie Potts, Office Manager to the Minister for Road Safety to Tony Irvine referring to his
correspondence to the Hon Ian Hunter MLC concerning overtaking speed limits on EP and advising that
with the State Election and the Govt being subject to the conventions of caretaker govt, Tony’s letter
has been referred to the Chief Executive of the Dept of Transport, Planning and Infrastructure.
7. Southern EP Councils Regional Public Health Plan 21/03/14[TI]
Copy of letter from Rob Donaldson, CEO, City of Port Lincoln to Hon Jack Snelling MP advising that the
Local Government Councils of Port Lincoln, Lower EP and Tumby Bay have agreed to jointly prepare a
Regional Public Health Plan (PHP) and seeking approval for the preparation of the plan.
8. Reduced terms of office for elected members Council 31/03/14[TI]
Letter from John Tillack, CEO, DC of Streaky Bay to Tony Irvine advising that as a result of discussions
between DC of Streaky Bay councilors and other elected members at the EPLGA Conference, Streaky
Bay Council intends to submit a Motion on Notice to the LGA seeking a reduction in the term of office
for local government elected members. He requests that this matter is listed on the agenda for the
next EPLGA meeting.
9. Review of EP Councils’ Management and Long Term Financial Planning 03/04/14[TI]
Letter from Troy Smith, Accountant, DCLEP to Tony Irvine advising that DCLEP is satisfied with the
current status of the adopted Long Term Financial Plan and Infrastructure and Asset Management Plan
however the Council would be prepared to consider the purchase of minimal assistance from an EPLGA
appointed consultant or from an independent consultant to aid with improvement of the plans.
10. Green Freight – March 2014 09/04/14[TI]
Letter to EO from Tony Grant, Chairman, SA Freight Council Inc introducing the new environmental
sustainability document: Green Freight. Enc: Green Freight document
11. Invitation – Planning Law Seminar 11/04/14[TI]
Invitation to Tony Irvine from Anthony Kelly, Partner, Mellor Olsson Lawyers to attend a Planning and
Development Law seminar, aimed at Local Government – “Cases You Need To Know & Planning
Update”. Att: invitation
81
12. Local Govt boundaries 11/04/14[TI]
Copy of letter from John Hyde to CEO’s DCLEP, PLCC and Facilitation Panel with enclosed additional
signatures, submission and map of area involved.
13. Speed Limits on Rural Roads 22/04/14[TI]
Letter from Julie Holmes, Executive Director, Road Safety, Registration and Licensing, DPTI to Tony
Irvine advising that the proposal to increase speed limits whilst overtaking on rural roads is not in
accordance with the Australian Road Rules therefore the department cannot support it as it is currently
outlined.
14. Heavy Vehicle Industry Forum Invitation 26/05/14[TI]
Invitation from Mark Elford, Chairperson, Heavy Vehicle Industry Forum to Tony Irvine to attend the
18th
Heavy Vehicle Industry Forum to update industry on the progress of transport reforms. The forum
will be attended by the new Minister for Transport and Infrastructure, the Hon. Stephen Mulligan MP.
Enc: proposed agenda, draft minutes of October 2013 forum
15. Federal Identified Local Government road funding for SA Councils 28/05/14[TI]
Letter from Premier’s Correspondence Unit, Officer of the Premier advising that Tony Irvine’s letter to
the Hon Jay Weatherill MP about Federal Identified Local Government road funding for South Australian
Councils has been forwarded to the Minister for Local Government, the Hon Geoff Brock MP.
16. Identified Local Government road funding for SA Councils 29/05/14[TI]
Letter from Peter Treloar MP, Member for Flinders advising that the State Liberals do not support the
Federal Government’s decision to end the Local Roads Supplementary Funding Program and that he
will continue to speak with Opposition Leader, Steven Marshall MP, Shadow Minister Steven Griffiths
MP and Federal Member for Grey, Rowan Ramsay MP regarding the issue.
17. Reduction to rail services on EP 02/06/14[TI]
Letter from Peter Arnold, CEO, DC of Cleve advising that Genesee Wyoming have released a statement
that their plan to reduce rail services on EP should not result in a decrease in the amount of grain
transported to port by rail, however this still may be a relevant issue to be raised for discussion at the
next EPLGA meeting.
18. Regional Consultation visit of the Training and Skills Commission 02/06/14[TI]
Letter from Joshua Rayner, Director, Office of Training and Skills Commission thanking Tony for his
participation in the regional consultation visit of the Training and Skills Commission to Port Lincoln
and advising that the visit was tremendously valuable for the Commission.
19. Response to budget concerns 06/06/14
Copy of letter from Robert Stephens, Mayor and John Tillack, CEO, DC of Streaky Bay sent to The Hon
Jamie Briggs MP, Assistant Minister for Infrastructure and Regional Development addressing the
Ministers response to Councils concerns regarding the adverse effects of the federal budget on their
community and requesting the government’s reconsideration of the supplementary road funding and
the freeze on indexation of the Financial Assistance Grants with a view to reinstatement.
20. EP Water Security Reference Group 13/06/14[TI]
Letter from Heather Baldock, Chair, Eyre Peninsula Water Security Reference Group to Tony Irvine
inviting him to attend and report at the annual EPWSRG being convened in Wudinna by the Eyre
Peninsula Natural Resources Management Board.
21. Local Government Road Funding for SA Councils 16/06/14[TI]
Letter from Janet Lever, Director, Parliamentary Liaison and Coordination, Communications and
Coordination Branch, Dept of Finance to Tony Irvine advising that Tony’s letter has been forwarded to
the Dept of Infrastructure and Regional Development for consideration.
22. Native Veg 24/04/14[TI]
Email from Adam Gray, Director-Environment, LGA of SA to Tony Irvine and others advising that
Caroline Schaefer, Presiding Member of the Native Vegetation Council and the DEWNR Native Veg Unit
have been invited to attend the 14 May SAROC meeting in Whyalla to discuss the findings and progress
of the SEB review.
23. SEB Review Workshop 06/06/14
Letter from Caroline Schaeffer, Presiding Member, Native Vegetation Council to SEB Review Participants
updating the progress that has been made since the SEB Review workshop earlier this year and
advising that the NVC will meet to deliberate the outcome and arrive at a position.
82
OUTWARDS 58
1. EP Mining and Community Development Taskforce 28/02/14[TI]
Letter to Dr Paul Heithersay, Deputy Chief Executive Resources and Energy, DMITRE from Tony Irvine
thanking him for presenting at the EPLGA conference and seeking funding to establish an Eyre
Peninsula Mining and Community Development taskforce.
2. Exceeding the speed limit when overtaking 03/03/14[TI]
Letter to The Hon Ian Hunter MLC, Minister for Road Safety from Tony Irvine requesting feedback on
the proposal that whilst in the act of overtaking, the speed limit may be exceeded by up to 20kph. cc.
Supt. Paul Yeomans
3. State of Eyre Peninsula’s highways 03/03/14[TI]
Letters to Ian Stone, Group Managing Director, RAA and Julia Materne, State President, SA CWA from
Tony Irvine advising that the EPLGA Board agrees with their identified priorities in relation to the state
of EP’s highways and that these highway issues remain high on the EPLGA Board’s agenda.
4. Regional Procurement Project 03/03/14[TI]
Letter to member Councils (except Ceduna) from Tony Irvine advising of cost and introductory
workshop of the Regional Procurement Project.
5. Identified Local Government Road Funding for SA Councils 20/05/14[TI]
Letters to Hon Warren Truss MP, Hon Jamie Briggs MP, Senator Mathias Cormann, Hon Joe Hockey MP,
Hon Anthony Albanese MP, Hon Rowan Ramsey, Hon Jay Weatherill MP, Steven Marshall MP and Hon
Peter Treloar from Tony Irvine seeking their support and commitment to ensure that SA will continue
to receive current (and appropriately indexed) road funding allocations beyond 1 July 2014 and that a
permanent methodology for a fairer distribution of these funds will be established.
RECOMMENDATION:
That the correspondence brought to attention for information purposes be noted.
83
8 MEETINGS ATTENDED BY EXECUTIVE OFFICER
Date Meeting/ Event Location
19/02/2014 SAROC Exec Officers Bi-monthly meeting Phone Link
21/02/2014 Work Inspirations meeting - Samara Miller & Tim Coote Pt Lincoln
27/02/2014 Fourier - IT Soluntions & Management for shared services Pt Lincoln
3/03/1900 Member for Flinders - catch up Pt Lincoln
4/03/2014 Eyre & Western Emergency Zone - Risk Treatment Workshop - Heat & Storm Pt Lincoln
6/03/2014 Sourthern Cross TV - Regions Matter Campaign Pt Lincoln
11/03/2014 Risk Management Software - Emergency Management demo Pt Lincoln
12/03/2014 Local Excellence Panel - Council of Future SAROC Mtg Adelaide
12/03/2014 Outreach Services meeting Andrew Haste & Liz O'Flynn - training & updates Adelaide
12/03/2014 EPICCA Meeting - climate change adaptation project Adelaide
12/03/2014 LGA & RDAWEP - funding & relationship meeting - Wendy Campana & Dion Dorwood Adelaide
13/03/2014 Jo Calliss - Regional Risk Co-ordinator - catch up & update on progress Pt Lincoln
14/03/2014 Eyre Futures meeting - Samara Miller - workforce development & opportunities Pt Lincoln
17/3/14 - 14/4/14 Annual Leave
15/04/2014 Minister Local Govt & Regional Development Meetings Pt Lincoln
15/04/2014 Tim Warren SMEC - follow up to Road Priorities Planning & SLR Submissions Phone Link
23/04/2014 TGS & BNJ Consulting - Seismic Survey - Great Aust Bight project - update Pt Lincoln
28/04/2014 EPNRM Luncheon guest Pt Lincoln
29/04/2014 Seafood Jobs Website lauch & Graduation Pt Lincoln
6/05/2014 Central Eyre iron project meeting DIMTRE, DC Wudinna,Cleve, Tumby, RDA Adelaide
8/05/2014 Mellor Olsson - Planning Seminar Pt Lincoln
8/05/2014 EPA, DMITRE & CPL re: waste water Pt Lincoln
14/05/2014 SAROC Meeting Whyalla
15/05/2014 RDAWEP Organisational Review Steering Group Meeting Pt Lincoln
15/05/2014 Training and Skills Commission Pt Lincoln
20/05/2014 Stock Journal - Interview on Road Funding cuts Port Lincoln
23/05/2014 Mellor Olsson - rating issues & training for Councils Port Lincoln
26/05/2014 Procurement Roadmap meeting - City of port Lincoln Port Lincoln
26/05/2014 Minister Local Govt & Regional Development - RDA Funding & LG briefing Whyalla
28/05/2014 Supt Paul Yoeman - SA Police - Emergency Planning etc. Port Lincoln
3/06/2014 Port Lincoln Fishing Industry waste disposal issues Port Lincoln
4/06/2014 Geoff Dodd - re: Mining Taskforce Coordinator role Port Lincoln
11/06/2014 Valence Industries Ltd - presentation Port Lincoln
11/06/2014 Pt Lincoln Football League - re: FWFL Model for Commission & LG role Port Lincoln
12/06/2014 Zone Emergency Management Committee meeting Wudinna
13/06/2014 CEO Committee Meeting Wudinna
16/06/2014 SAROC Exec Officers Bi-monthly meeting Phone Link
18/06/2014 Agrifoods Advisory Committee meeting Port lincoln
19/06/2014 BP Bight Exploration presentation Port Lincoln
19/06/2014 Aquatic Community Consultation Group presentation Port Lincoln
RECOMMENDATION:
That the meetings attended by the Executive Officer be noted.
84
9 NEXT MEETING
RECOMMENDATION:
The next meeting of the Eyre Peninsula Local Government Association Board will be held at Cleve on Friday 5th September commencing at 11am.
Friday 5th September 2014 - Cleve
Friday 7th December 2014 – Wudinna
Sunday 22nd February 2015 – Whyalla (Conference)
Friday 26th June 2015 – Wudinna
Friday 4th September 2015 – Streaky Bay
Friday 4th December 2015 – Wudinna
Conference Location rotation
2014 Tumby Bay 2015 Whyalla 2016 Ceduna
2017 Lower EP 2018 Port Lincoln 2019 Kimba
2020 Wudinna 2021 Cowell 2022 Cleve
2023 Streaky Bay 2024 Elliston
Council Meeting Dates Ceduna: 3rd Wednesday Cleve: 2nd Wednesday Elliston: 3rd Tuesday Franklin Harbour: 2nd Wednesday Kimba: 2nd Wednesday Lower Eyre Peninsula: 3rd Friday Port Lincoln: 1st/3rd Monday Streaky Bay: 3rd Thursday Tumby Bay: 2nd Tuesday Whyalla: 3rd Monday Wudinna: 3rd Tuesday MEETING CLOSED: