GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY€¦ · Scheme attended the meeting to discuss GRFMA...

GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY 266 Seacombe Road, Seacliff Park, SA 5049 P: 0407 717 368 E: [email protected] W: www.gawler.sa.gov.au/grfma

Dear Member,

NOTICE OF MEETING

Notice is hereby given pursuant to Clause 6 of the Charter that a meeting for the GRFMA Board has been called for:

DATE: Thursday, 27 February 2020

TIME: 9:45 AM

PLACE: Light Regional Council – 93 Main Street, Kapunda

David E Hitchcock

EXECUTIVE OFFICER

GRFMA Board Agenda 27-02-2020 of 84

mailto:[email protected]

http://www.gawler.sa.gov.au/grfma

Gawler River Floodplain Management Authority Board Meeting Agenda – 27-02-2020

AGENDA

GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY BOARD

ORDINARY MEETING

9:45am Thursday 27 February 2020 Light Regional Council – 93 Main Street, Kapunda

1. Meeting of the Board

1.1 Welcome by the GRFMA Chairperson 1.2 Present (please sign the Attendance Register) 1.3 Apologies 1.4 Appointment of Observers 1.5 Declarations of Interest

2. Confirmation of Minutes

2.1 GRFMA Ordinary Meeting Minutes……………………………… Page 4 2.2 GRFMA Confidential Meeting Minutes………………………….. Page 13 2.3 Actions on Previous Resolutions………………………………… Page 14 2.4 Matters Arising from the Minutes

3. Questions on Notice

Nil

4. Motions on Notice

Nil

5. Presentations

Nil

6. Audit Committee

6.1 GRFMA Audit Committee Meeting Minutes – 12-02-2020……. Page 17

7. Technical Assessment Panel

Nil

8. Reports

8.1 GRFMA Charter Review 1………………………….…………… 1 8.2 GRFMA Charter Review 2…………………………………….… Page 32 8.3 Lower Level Outlet Pipe and Stilling Basin……………………. Page 38 8.4 GRFMA Strategic Risks…………………………………….…… Page 47 8.5 Financial Report BR2……………………………………………. Page 48 8.6 GRFMA Business Plan 2019-2022 and Draft 2019/20 Budget Page 59

GRFMA Board Agenda 27-02-2020 Page 2 of 84

Gawler River Floodplain Management Authority Board Meeting Agenda – 27-02-2020

9. Correspondence

9.1 Letter from Senator Alex Antic regarding support for the Northern Floodway Project

................................................................................................. Page 81

10. Confidential10.1 Operations and Maintenance Manual

10.2 Tenure of GRFMA Chair and Independent Member

11. Urgent Matters Without Notice

12. Next MeetingDate and Time:Thursday 18 April 2020 at 9:45amHost:Adelaide Hills CouncilCommunity Room in the Torrens Valley Community Centre, Gumeracha

13. Closure


Gawler River Floodplain Management Authority

Agenda Item: 2.1 Committee: Board Meeting Date: 27 February 2020 Title: GRFMA Ordinary Meeting Minutes 12-12-2019

Recommendation: That the Minutes of the Gawler River Floodplain Management Authority Board meeting held 12/12/19 be confirmed as a true and accurate record of that meeting.



Minutes GRFMA Board 12-12-2019 Page 1 of 8

MINUTES

GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY

BOARD

9:45am Thursday 12 December 2019 City of Playford, Elizabeth

1. Meeting of the Board 1.1 Welcome by the GRFMA Chairperson

Mr Ian Baldwin formally welcomed Board Members, Deputy Board Members, Observers and the Executive Officer and opened the 114th meeting of the Board.

1.2 Present (please sign the Attendance Register)

• Mr Ian Baldwin, Independent Board Member, Chair • Cr Terry-Anne Keen, Adelaide Plains Council, Board Member • Mr Robert Veitch, Adelaide Plains Council, Deputy Board Member • Cr Malcolm Herrmann, Adelaide Hills Council, Board Member • Mr Marc Salver, Adelaide Hills Council, Board Member • Mr Gary Mavrinac, The Barossa Council, Board Member • Cr Russel Johnstone, The Barossa Council, Deputy Board Member • Mr Sam Dilena, Town of Gawler, Board Member • Cr Paul Koch, Town of Gawler, Board Member • Cr William Close, Light Regional Council, Board Member • Mr Andrew Philpott, Light Regional Council, Deputy Board Member • Mr Greg Pattinson, City of Playford, Deputy Board Member • Cr Peter Rentoulis, City of Playford, Board Member • Mr David Hitchcock, Executive Officer

The Chairman welcomed Cr Peter Rentoulis and Cr Clinton Marsh (who was in the gallery) as the newly appointed City of Playford Board Member and Deputy Board Member.

Ms Robyn Daly, Scheme Manager, Local Government Association Mutual Liability Scheme attended the meeting to discuss GRFMA strategic risk management and planning.

1.3 Apologies

• Mayor Bim Lange, Barossa Council, Board Member • Mr James Miller, Adelaide Plains Council, Board Member




1.4 Appointment of Observers

GRB 19/65 Observers Moved: Cr T Keen Seconded: Cr P Koch That Cr John Lush, Adelaide Plains Council, be appointed as Observer.

CARRIED UNANIMOUSLY 1.5 Declarations of Interest Nil 2. Confirmation of Minutes 2.1 GRFMA Ordinary Meeting Minutes

GRB 19/66 Minutes of the 17-10-2019 GRFMA Meeting Moved: Mr M Salver Seconded: Cr R Johnstone That the minutes of the Gawler River Floodplain Management Authority Board meeting held on 17 October 2019 be confirmed as a true and accurate record of that meeting.

CARRIED UNANIMOUSLY 2.2 GRFMA Confidential Meeting Minutes

GRB 19/67 Minutes of the 17-10-2019 GRFMA Confidential Meeting Moved: Mr G Mavrinac Seconded: Mr S Dilena That the minutes of the Gawler River Floodplain Management Authority Board confidential meeting held on 17 October 2019 be confirmed as a true and accurate record of that meeting.

CARRIED UNANIMOUSLY 2.3 Actions on Previous Resolutions Noted 2.4 Matters Arising from the Minutes

The Executive Officer vacated the meeting at 10:42am. The meeting discussed minor matters relating to the draft Executive Officer Contract 2020-2021. Noted: The Executive Officer Specifications document to reflect the to be established Regional Landscape Boards and Green Adelaide, pursuant to the Landscape South Australia Act 2019. The Executive Officer returned to the meeting 10.45 am




3. Questions on Notice Nil 4. Motions on Notice Nil 5. Presentations

Nil 6. Audit Committee 6.1 GRFMA Audit Committee Meeting Minutes – 12-02-2020

GRB 19/68 Minutes of the 27-11-2019 GRFMA Audit Committee Meeting Moved: Cr M Herrmann Seconded: Mr G Mavrinac That: 1. The minutes of the Gawler River Floodplain Management Authority Audit

Committee meeting held on 27-11-2019 be received. 2. The 2019 GRFMA Policy Review be adopted and that GRFMA policy reviews be

extended to a period of 2 years or as required within that timeframe. 3. The Executive Officer develops a Public Interest Disclosure Policy in compliance

with the Public Interest Disclosure Act. CARRIED UNANIMOUSLY

The meeting noted: • Section 48, Prudential requirements for certain activities (Local Government Act

1999) in relation to the Northern Floodway Project, that consideration for a Prudential Review be given once funding for the project had been secured and relevant cost be reflected in the proposed GRFMA Long Term Financial Plan.

• Passage of the Landscape South Australia Act 2019 which will replace the Natural Resources Management Act 2004, leading to the establishment of new landscape boards and the GRFMA area now being located in three separate landscape boards.

7. Technical Assessment Panel Nil 8. Reports

8.1 GRFMA Charter Review 2

GRB 19/69 GRFMA Charter Review 2 Moved: Cr M Herrmann Seconded: Cr T Keen That the GRFMA initiates Stage 2 of the GRFMA Charter Review.

CARRIED UNANIMOUSLY




GRB 19/70 GRFMA Charter Review 2 Moved: Cr R Johnstone Seconded: Cr P Koch That the GRFMA establishes membership of the GRFMA Charter Review (2) Working Group as:

• Mr G Pattinson (Playford) • Mr G Mavrinac (Barossa) • Mr A Philpott (Light) • Mr James Miller (Adelaide Plains) • Mr Sam Dilena (Gawler) • Mr Marc Salver (Adelaide Hills) • Mr Ian Baldwin (Chairman) • Mr David Hitchcock (Executive Officer)

CARRIED UNANIMOUSLY

GRB 19/71 GRFMA Charter Review 2 Moved: Cr M Herrmann Seconded: Cr W Close That the GRFMA requests The Charter Review (2) Working Group to: 1. Provide a report on proposed charter review methodologies and any legal and

research support requirements at a future GRFMA Board Meeting. 2. Conclude the Charter Review 2 considerations and arrangements such that any

resultant new charter will be operational and effective from 1 July 2021.

CARRIED UNANIMOUSLY The meeting adjourned at 11:03am for a short break. The meeting reconvened at 11:21am. 8.2 Emergency Management Plan

GRB 19/72 Emergency Management Plan Moved: Cr G Pattinson Seconded: Mr M Salver That the GRFMA endorses partnership with the LGA Council Ready program to assist with the preparation of an Emergency Management Plan for the Bruce Eastick North Para Flood Mitigation Dam.

CARRIED UNANIMOUSLY

The meeting noted the Executive Officer would liaise with Ms Robyn Daly, Scheme Manager, Local Government Association Mutual Liability Scheme to facilitate a GRFMA strategic risk management workshop early 2020.




8.3 Northern Floodway Project Advocacy

GRB 19/73 Northern Floodway Project Advocacy Moved: Cr P Koch Seconded: Cr W Close That the GRFMA receives the progress report.

CARRIED UNANIMOUSLY

The Chairman recorded his thanks and appreciation to Mr Phil Harrison and the City of Playford for the assistance provided to the GRFMA in the Northern Floodway Advocacy process.

8.4 GRFMA Meeting Schedule

GRB 19/74 GRFMA Meeting Schedule Moved: Mr A Philpott Seconded: Cr T Keen That the Schedule of ordinary GRFMA meetings for 2020 be:

• Thursday 27 February 2020, Light Regional Council • Thursday 16 April 2020, Adelaide Hills Council • Thursday 11 June 2020, The Barossa Council • Thursday 13 August 2020 Town of Gawler • Thursday 15 October 2020 Adelaide Plains Council • Thursday 10 December 2020, City of Playford.

CARRIED UNANIMOUSLY

8.5 Progress Report of the GRFMA Business Plan 2019-2022

GRB 19/75 Progress Report of the GRFMA Business Plan 2019-2022 Moved: Mr G Mavrinac Seconded: Mr G Pattinson That the GRFMA receives the progress report of the GRFMA Business Plan 2019 - 2022

CARRIED UNANIMOUSLY

8.6 Financial Report GRB 19/76 Financial Report Moved: Cr M Herrmann Seconded: Cr R Johnstone That the GRFMA: 1. Receives the financial report as at 30 November 2019 showing a balance of total

funds available $134,666.41. 2. Notes the Executive Officer GST report.

CARRIED UNANIMOUSLY




8.7 Re-vegetation of GRFMA Land

GRB 19/77 Re-vegetation of GRFMA Land Moved: Cr P Koch Seconded: Cr R Johnstone That the GRFMA: 1. Supports ecological improvements in and around the Bruce Eastick North Para

Flood Mitigation Dam and develop works in conjunction with the land contractor; 2. Supports funding up to $5,000 for the Succession Ecology proposal for

restoration work at the site in conjunction with the Light Regional Council; 3. Empowers the Executive Officer to lobby Natural Resources Adelaide and Mount

Lofty Ranges (or the pending Green Adelaide and Northern and Yorke Regional Landscape Board) for one third cost of the Project; and

4. Requests the land contractor to appropriately manage stock grazing on the proposed restoration site until there is agreement to allow stock to re-enter the site.

CARRIED UNANIMOUSLY

8.8 Administration Support Services

GRB 19/78 Administration Support Services Moved: Cr T Keen Seconded: Mr S Dilena That the GRFMA: 1. Request the Executive Officer to seek expressions of interest for contract

administration support services as outlined in Agenda item 8.8 of the 12/12/19 GRFMA meeting; and

2. Endorse the GRFMA Chairman and Executive Officer to consider expressions received and to appoint a preferred supplier commencing 1 January 2020.

CARRIED UNANIMOUSLY

9. Correspondence

Nil 10. Confidential 10.1 Bruce Eastick North Para Flood Mitigation Dam

GRB 19/79 Bruce Eastick North Para Flood Mitigation Dam Moved: Cr M Herrmann Seconded: Cr P Koch That pursuant to Section 90(2) of the Local Government Act 1999, an Order is made that the public, excepting the following persons:

• Executive Officer; and • Deputy Board Members.

be excluded from attendance at the meeting, in order to consider in confidence agenda item 10.1, Bruce Eastick North Para Flood Mitigation Dam under Section 90(3)(d) of the Local Government Act 1999 on the basis that:




(d) commercial information of a confidential nature (not being a trade secret) the disclosure of which— (i) could reasonably be expected to prejudice the commercial position of the person who supplied the information, or to confer a commercial advantage on a third party; and (ii) would, on balance, be contrary to the public interest; This matter is confidential because it includes quotations for provision of services and requires determination of a suitable and preferred supplier. On the basis of this information, the principle that meetings of the GRFMA Board should be conducted in a place open to the public has been outweighed in this instance: The Board consider it necessary to consider this matter in confidence.

CARRIED UNANIMOUSLY

The GRFMA considered a report in relation to Bruce Eastick North Para Flood Mitigation Dam Operations and Maintenance Manual.

GRB 19/80 Bruce Eastick North Para Flood Mitigation Dam

Motion kept in confidence.

The GRFMA considered options to undertake repairs to the Lower Level Outlet Pipe and Stilling Basin components of the Bruce Eastick North Para Flood Mitigation Dam.

GRB 19/81 Bruce Eastick North Para Flood Mitigation Dam

Motion kept in confidence.

GRB 19/82 Bruce Eastick North Para Flood Mitigation Dam Moved: Cr M Herrmann Seconded: Cr R Johnstone That Pursuant to Section 90(2) and Section 91(7) of the Local Government Act 1999, the GRFMA orders that the following aspects of item 10.1 Bruce Eastick North Para Flood Mitigation Dam be kept confidential in accordance with the GRFMA Boards reasons to deal with this item in confidence pursuant to section 90(3) (d) of the Local Government Act 1999:

• Report for Item 10.1. • Attachments for item 10.1.

The Executive Officer is delegated authority to publicly release Information regarding GRFMA Board determination of the preferred supplier and the accepted quotation costing upon acceptance and completion of contract arrangements.

CARRIED UNANIMOUSLY Mr G Mavrinac departed the meeting at 12:17pm




GRB 19/83 Letter of Thanks Cr S Coppins Moved: Cr P Koch Seconded: Cr T Keen That a letter of thanks be forwarded to Cr Stephen Coppins in acknowledgement of his assistance and service to the GRFMA as City of Playford Board Member from November 2018 to November 2019.

CARRIED UNANIMOUSLY The meeting noted Councils have been invited to provide the LGA with comment on how to improve stormwater management arrangements in South Australia. Feedback is open until 17 January 2020, which will be followed by a workshop in mid-February subject to Council interest. The Executive Officer will review and consider how this process might relate to the GRFMA. 11. Urgent Matters Without Notice Nil 12. Next Meeting Date and Time: Thursday 27 February 2020 at 9:45am

Host: Light Regional Council

13. Closure

The Chairperson thanked the City of Playford for its hospitality as host and also thanked the Board for its participation and guidance in management of the GRFMA and wished everyone a safe and peaceful Christmas. The meeting closed 12:33pm.

Chair ____________________ Date ___________



Agenda Item: 2.2 Committee: Board Meeting Date: 27 February 2020 Title: GRFMA Ordinary Meeting Confidential Minutes 12-12-2019

Recommendation:

That the Confidential Minutes of the Gawler River Floodplain Management Authority Board meeting held 12 December 2019 be confirmed as a true and accurate record of that meeting.

Please refer to the confidential attachment related to this item.



Agenda Item: 2.3 Committee: Board Meeting Date: 27 February 2020 Title: Actions on Previous Resolutions

Number Resolution Action 18/07 That the GRFMA:

1. Receive the report;2. Supports proposed development of a Levee Bank

Management (Gawler River Floodplain) informationand guideline document by the Adelaide & Mt LoftyRanges Natural Resources Management Board(AMLRNRMB);

3. Requests the Executive Officer to initiate a meetingwith Constituent Council planning and engineeringstaff and AMLRNRMB staff to facilitate adoption of:a. a suitable and consistent Development Consent

process (where appropriate) for applications forapproval to undertake construction andmaintenance of levee banks; and

b. approved Best Practice Operating Proceduresunder the relevant Natural ResourcesManagement Plans.

Currently working with DEW on this as part of the dam and levee bank management draft position papers.

GRFMA has volunteered to participate in a pilot project for this process.

19/13 That the GRFMA Board: 1. Instruct the Executive Officer to investigate the

failures identified in the SMEC report and seek acosting to commission the analysis of the designspecification and execution of the works at the time ofdam construction surrounding the lower level outletpipe and stilling basin.

2. That a report be brought back to the Authority on thelikelihood of seeking recompense under any warrantyor insurance claim, or any other claim against theconstructor(s) that constructed the dam.

Completed

See further at Agenda item 8.3

19/63 That the Executive Officer be requested to seek quotations for scanning of GRFMA records currently held at the Barossa Council

Delayed

19/68 That the GRFMA: Receive the report; 1. Accept the final Charter Review document with minor

grammatical changes only;2. Request the Executive Officer to; seek constituent council support to accept and adopt the

final draft charter document, with minor grammaticalchanges only, as per clause 18.2 of the GRFMA Charter;and

in doing so advise constituent councils of the otherchanges suggested but not included and advise that theywill be picked up in the Stage 2 process of the GRFMACharter Review.





1. Receive the report; 2. Request the Executive Officer to investigate suitable

processes and timing scenarios to undertake development of relevant GRFMA strategic management plans and to provide a report in this regard to a future GRFMA meeting.


That: 1. The Minutes of the Gawler River Floodplain Management

Authority Audit Committee Meeting held 27/11/19 be received.

2. The 2019 GRFMA Policy Review be adopted and that GRFMA policy reviews be extended to a period of 2 years or as required within that time frame.

3. The Executive Officer develop a Public Interest Disclosure Policy in compliance with the Public Interest Disclosure Act.

See further at Agenda item 6

19/69 19/70 19/71

That the GRFMA initiate Stage 2 of the GRFMA Charter Review. That the GRFMA establish membership of the GRFMA Charter Review (2) Working Group as: Mr. G Pattinson (Playford), Mr. G Mavrinac (Barossa), Mr. A Philpott (Light), Mr. James Miller (Adelaide Plains), Mr. Sam Dilena (Gawler), Mr. Marc Salver (Adelaide Hills), Mr. Ian Baldwin (Chairman), Mr. David Hitchcock (Executive Officer). That the GRFMA request The Charter Review (2) Working Group to:

a) Provide a report on proposed charter review methodologies and any legal and research support requirements at a future GRFMA Board Meeting.

b) Conclude the Charter Review 2 considerations and arrangements such that any resultant new charter will be operational and effective from 1 July 2021.


19/72 That the GRFMA endorse partnership with the LGA Council Ready program to assist with the preparation of an Emergency Management Plan for the Bruce Eastick North Para Flood Mitigation Dam.

Initiated

19/77 That the GRFMA: 1. Support ecological improvements in and around the

Bruce Eastick North Para Flood Mitigation Dam and develop works in conjunction with the land contractor;

2. Support funding up to $5,000 for the Succession Ecology proposal for restoration work at the site in conjunction with the Light Regional Council;

3. Empower the Executive Officer to lobby Natural Resources Adelaide and Mount Lofty Ranges (or the pending Green Adelaide and Northern and Yorke Regional Landscape Board) for one third cost of the Project; and

4. Request the land contractor to appropriately manage stock grazing on the proposed restoration site until there is agreement to allow stock to re-enter the site.

Discussions initialed with Light regional Council AMLR NRM have advised funds are unavailable




1. Request the Executive Officer to seek expressions of interest for contract administration support services as outlined in Agenda item 8.8 of the 12/12/19 GRFMA meeting; and

2. Endorse the GRFMA Chairman and Executive Officer to consider expressions received and to appoint a preferred supplier commencing 1 January 2020.

Completed and new contract administration support services engaged



Agenda Item: 6.1 Committee: Board Meeting Date: 27 February 2020 Title: GRFMA Audit Committee Meeting Minutes 12-02-2020

Recommendation:

That the minutes of the Gawler River Floodplain Management Audit Committee meeting held 12 February 2020 be received.

Key items:

• GRFMA Board Members may be interested in attending the Dam site visit with ExternalAuditors at 10am on 30 March 2020.A separate site visit is also scheduled for 10.am 26March 2020.

• It is important to ensure the annual audit report and presentation of financial statementsalign with both the June and August 2020 GRFMA Audit Committee meeting and Boardmeeting schedules.

• Charter Review 1 provides for an additional independent Audit Committee Member andconcluded the current Audit Committee membership of one independent member and tworepresentative Council Members appears to be a suitable format and cost effective.

• The annual budget should reflect the same level of council contributions as 2019/20 toensure adequate funds are available for the Board to progress the adopted Business Planand suitable allocations ($55,000) should be provided under Gawler River Scheme Mark 2- Consultancies eg to ensure capacity to deliver Charter Review 2, scheduled inspectionsetc.

• Impediments will arise from formally implementing the proposed Charter 1 requirementsbefore 30 June 2020. Particularly matters arising with timing of adopting and seekingConstituent Council approval of the 20/21 Budget and 2020- 2023 Business Plan.

• Requested the Executive Officer to inquire as to what is the date or mechanism by whichthe new Charter comes into effect eg Ministers approval, or date of Gazette notice.



Minutes GRFMA Audit Committee 12-02-2020 Page 1 of 3

MINUTES

GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY

AUDIT COMMITTEE MEETING

10:15am Wednesday 12 February 2020 Meeting Room, Local Government House (LGA) – 148 Frome Street, Adelaide

1. Present

• Mr Peter Brass, Independent Member, Chair

• Cr Malcolm Herrmann, Adelaide Hills Council

• Mr Greg Pattinson, City of Playford

• Mr David Hitchcock, Executive Officer 2. Apologies

Nil 3. Previous Minutes – 9 August 2019

GAC 20/1 Previous Minutes – 9 August 2019 Moved: Cr Herrmann Seconded: Mr Pattinson

That the minutes of the previous GRFMA Audit Committee meeting held on 27 November 2019 as per copies supplied to members be adopted as a true and correct record of that meeting.

CARRIED 4. Business Arising from the Minutes Nil 5. General Business

The Executive Officer advised that a draft Public Interest Disclosure Policy had been prepared and noted the GRFMA does not have a Fraud and Corruption policy. Fraud and Corruption Policy GAC 20/2 Fraud and Corruption Policy Moved: Cr Herrmann Seconded: Mr Pattinson

That the GRFMA Audit Committee recommends the Executive Officer develop a Fraud and Corruption Policy for consideration.

CARRIED




5.1 GRFMA Annual Audit Plan (2020/21) – Dean Newbery and Partners

Members discussed the Annual Audit Plan and noted: ⚫ GRFMA Board Members may be interested in attending the Dam site visit with

External Auditors at 10am on 30 March 2020. ⚫ It is important to ensure the annual audit report and presentation of financial

statements align with both the June and August 2020 GRFMA Audit Committee meeting and Board meeting schedules.

⚫ Committee members are interested to receive further information from the External Auditors regarding the timing and process of relevant Fraud Questionnaires to be required as part of the audit.

⚫ Page 8, item 4, amend title Chief Executive Officer to Executive Officer.

GAC 20/3 Annual Audit Plan (2020/21) – Dean Newbery and Partners Moved: Mr Pattinson Seconded: Cr Herrmann That the GRFMA Audit Committee receives the Audit Strategy for the year ended 30 June 2020.

CARRIED

5.2 GRFMA 2019/20 Budget Review 2

GAC 20/4 GRFMA 2019/20 Budget Review 2 Moved: Mr Pattinson Seconded: Cr Herrmann That the GRFMA Audit Committee receives and notes Budget Review two (2) for the 2019/20 financial year and recommends Review 2 be presented to the GRFMA Board for consideration and adoption.

CARRIED

5.3 2020-2023 GRFMA Business Plan and 2020- 2021 Draft Budget

Members discussed the Draft 2020/2023 GRFMA Business Plan and Draft 2020/2021 Budget and noted:

• Noted Charter Review 1 provides for an additional interdependent Audit Committee Member and concluded the current Audit Committee membership of one independent member and two representative Council Members appears to be a suitable format and cost effective.

• Remove item reference 9.9 from the draft document (EO Supervision) as it is a zero budget line and not required.

• The annual budget should ensure adequate funds are available for the Board to progress the adopted Business Plan and suitable allocations ($55,000) should be provided under Gawler River Scheme Mark 2 - Consultancies eg to ensure capacity to deliver Charter Review 2, scheduled inspections etc.

• Business Plan, o Page 8: amend wording to read ‘established to provide and manage’. o Insert a new section titled Governance, to identify composition and roles of

the GRFMA Board, Audit Committee and Technical Assessment Panel. o Insert reference to appointment of new External Auditors.




• Impediments will arise from formally implementing the proposed Charter 1 requirements before 30 June 2020. Particularly matters arising with timing of adopting and seeking Constituent Council approval of the 20/21 Budget and 2020- 2023 Business Plan.

• Requested the Executive Officer to inquire as to what is the date or mechanism by which the new Charter comes into effect eg Ministers approval, or date of Gazette notice.

GAC 20/5 Moved: Cr Herrmann Seconded: Mr Pattinson

That the GRFMA Audit Committee: 1. Notes the draft 2020/2023 GRFMA Business Plan and the draft 2020/2021 budget

document; and 2. Recommends the documents as amended be presented to the GRFMA Board for

consideration.

CARRIED

Date Audit Committee meeting schedule 2019/20 Action

27 November 2019 Operation of the Regional Subsidiary- Part D Business Plan. Policy Review Annual cost estimates and budget variations.

Completed

12 February 2020 Annual Budget and Business Plan Review; Audit Schedule. Completed

June 2020 Annual cost estimates and budget variations consideration; Policy Review – External Audit Review.

August 2020 Annual Financial Statements – Audit report; 2019/20 Budget Review – Auditor to attend.

December 2020 Operation of the Regional Subsidiary – Part D Business Plan Annual cost estimates and budget variations consideration.

6. Next Meeting

June 2020

7. Closure

The Chair thanked the members for their attendance and contributions and closed the meeting at 11:04am.

Chair ____________________ Date ___________



Agenda Item: 8.1 Committee: Board Meeting Date: 27 February 2020 Title: GRFMA Charter Review 1

Recommendation:

That the GRFMA:

1. Receives the report; and2. Requests the Executive Officer to now develop suitable processes and timing

scenarios to effect new management requirements following adoption of the GRFMACharter (1) 28/1/2020; and

3. Receives a report in this regard at a future GRFMA meeting.

At the 17/10/19 GRFMA meeting the following resolution was carried:

GRB 19/68 That the GRFMA: 1. Receive the report;2. Accept the final Charter Review document with minor grammatical changes only;3. Request the Executive Officer to;

i. seek constituent council support to accept and adopt the final draft charter document,with minor grammatical changes only, as per clause 18.2 of the GRFMA Charter; and

ii. in doing so advise constituent councils of the other changes suggested but notincluded and advise that they will be picked up in the Stage 2 process of the GRFMACharter Review.

Refer to Agenda Item 8.2 for further discussion regarding Charter Review 2.

Correspondence was provided to all constituent Councils 6/11/2019 seeking Councils support for adoption of the amended GRFMA Charter.

The correspondence advised that in adopting the amended charter all six constituent Councils of the GRFMA are required to resolve in the same terms. This means that each council must pass a resolution in the same or substantially the same terms.

To assist this process the following model Council resolution was provided:

1. Following the review of the Charter for the Gawler River Floodplain ManagementAuthority, the Council notes and takes into account the recommendation of the GRFMAthat the Council adopt an amended charter for the GRFMA as set out in Appendix [X] tothe report to the Council dated [Y] and titled [Z];

2. The Council adopts an amended charter for the GRFMA as set out in Appendix [X] to thereport to the Council dated [Y] and titled [Z].



See Table 1 below for date of resolution of adoption now received from consistent Councils:

Council Resolution

Adelaide Plains 25/11/19

Adelaide Hills 17/12/19

The Barossa 19/11/19

Town of Gawler 28/1/20

Light Regional 28/1/20

City of Playford 17/12/19

See attached for copy of advice of constituent Council resolutions carried for adoption of the amended GRFMA Charter.

Following receipt of constituent Council resolutions the GRFMA is required to:

Pursuant to Local Government Act 1999—1.1.2019 Schedule 2—Provisions applicable to subsidiaries Section 19

(5) The constituent councils must, if they amend a charter— (a) furnish a copy of the charter, as amended, to the Minister; and (b) ensure that a copy of the charter, as amended, is published on a website (or

websites) determined by the chief executive officers of the constituent councils; and

(c) ensure that a notice of the fact of the amendment and a website address at which the charter is available for inspection is published in the Gazette.

Legal advice has now advised that the amended charter takes effect from the date all the constituent Councils passed resolutions to adopt it. On the basis of councils having passed resolutions on different dates the last Council resolution date is the effective commencement date, that being 28/1/2020. Action has been initiated to effect requirement to furnish a copy of the amended charter to the Minister, publish the document on the GRFMA website and relevant notice in the SA Government Gazette.



Key elements of pending changes from Charter Review 1 are shown in Table 2 below.

TABLE 2 Clause Change 1.2 Provision of Definitions. 3.1.4 New wording to facilitate sustainable outcomes to ensure a proper balance between

economic, social, environmental and cultural considerations. 4.3.11 New options to identify Board and Deputy Board Members. 4.5.1 New process for appointment of Chairperson three-year term. 6. Reworded and reorganised to reflect Role and Functions and provision for a new

Code of Practice for Meeting Procedures. 7.2 Clarifies obligations of the Authority regardiing Register of Interest and Related Party

Disclosures. 8.4.2 Sets limit of overdraft facility. 8.5.2 Provides direction on draw down of loan funds. 9.4.1 and 9.4.2

Establishment of Committees - Provides opportunity for more than one independent Audit Committee member and term of appointment.

11.1 Requires separate funding agreement with constituent councils where capital or maintenance cost exceed $1 Million in any one year.

12 Provision for Annual Business Plan and Annual Budget - clarification that Council approve the Budget as a whole.

13 New Management Framework requiring a Long-Term Financial Plan, a Strategic Plan and an Asset Management plan as well as annual budget.

21 Clarifies dispute resolution process between Authority and one or more constituent councils.

23.3 No change to financial contributions by constituent councils. Depreciation falls within the scope of the Authorities operational costs.

24 New identification of non-derogation and Direction by constituent councils.



Agenda Item: 8.2 Committee: Board Meeting Date: 27 February 2020 Title: GRFMA Charter Review 2

Recommendation:

That the GRFMA receives the report and requests the Executive Officer to seek Request for Quotes for Charter Review 2 and to provide recommendation of action and process to the April 2020 GRFMA Board.

The GRFMA Board has proposed that Stage 2 of the Charter review is to facilitate a process to scope and consider other contemporary governance arrangements that the GRFMA might, with constituent council support, adopt in seeking to deliver its purpose of coordinating the planning, construction, operation and maintenance of flood mitigation infrastructure for the Gawler River.

This process is to also examine percentage rate contributions (subscriptions) pursuant to the current Charter (2015), Clause 10. Financial Contributions to the Authority (now Clause 11 in the proposed Charter, Stage 1, 2019).

GRFMA Board directions and time frames

2/12/19 GRFMA Meeting Minutes

GRB 19/69 GRFMA Charter Review 2 That the GRFMA initiates Stage 2 of the GRFMA Charter Review.

GRB 19/70 GRFMA Charter Review 2 That the GRFMA establishes membership of the GRFMA Charter Review (2) Working Group as: • Mr G Pattinson (Playford)• Mr G Mavrinac (Barossa)• Mr A Philpott (Light)• Mr James Miller (Adelaide Plains)• Mr Sam Dilena (Gawler)• Mr Marc Salver (Adelaide Hills)• Mr Ian Baldwin (Chairman)• Mr David Hitchcock (Executive Officer)

GRB 19/71 GRFMA Charter Review 2 That the GRFMA requests The Charter Review (2) Working Group to: 1. Provide a report on proposed charter review methodologies and any legal and research

support requirements at a future GRFMA Board Meeting.2. Conclude the Charter Review 2 considerations and arrangements such that any

resultant new charter will be operational and effective from 1 July 2021.



Framework

Notes from Working group discussion held 14/2/20 Consideration of the terms of reference for the Charter Review 2 process as noted above. Requirement to meet time frames and to provide a report on proposed charter review methodologies and any legal and research support requirements. General discussion on:

• relative infrastructure risks, present and future; • Methodology of the current financial contribution formula; and • Possible alternative governance options (PDI Act and landscape boards as examples).

It was agreed that a suitable approach be recommendation to the GRFMA Board that an independent consultancy approach be undertaken to facilitate a report that provides commentary on:

a) The current GRFMA Board structure and process of operation (including methodology of funding) and achievements realised to date though this process.

b) Likely future challenges for the GRFMA in relation to realising strategic objectives, funding and skills required for appropriate operation of the Authority.

c) Options for addressing relevant challenges including advantages and disadvantages of both current and alternate models of governance and funding.

d) Considerations from findings of above for Board deliberations.

•GRFMA Board to establish scope and determine membership and Review timeframes.

•Allocation of admin resources - legal and qualitive support on governace and financial contribution methodologies required.

Establish Charter Review Working

Group

•Working Group meet as required to research and deliver on scope. •Staged reports on research findings and considerations to be provided to

GRFMA Board.

Initiate Stage 2 Charter Review

•GRFMA Board deliberations of Charter Review reports and resultant advice back to Working Group .

•Liaison and communictaion to constituent councils on progress

Charter Review Progress 1

•Final Working Group considerations and recommendation to GRFMA Board.

•GRFMA Board deliberations of Charter Review Working Group and recommendatiion to constituent councils.

Charter Review Progress 2

• Constituent councils adopt Charter Review recommendation and advise GRFMA Board.

•GRFMA advise Minister Local Government and publish amended Charter.

Charter Review Conclusion

• Commencement of new GRFMA Charter and associated amendment requirements.New Charter



A suitable framework for this process to be a Request for Quote briefing paper which facilitates:

(1) Commentary on governance frameworks, processes and likely models for consideration. (2) A HOLD event to then enable discussion by the GRFMA Board and consultation with the

six constituent councils on likely favourable governance options. (3) Recommencement of the review process to enable subsequent consideration and

consultation, of possible funding methodologies for preferred governance option(s). Actions Executive Officer to draft the Request for Quote Charter Review briefing paper and to finalise the briefing paper with recommendation of action and process to the GRFMA Board. Attachment brief for consultants.



BRIEF FOR CONSULTANTS GRFMA Charter Review (2) Request for Quotation Introduction and Background The Gawler River Floodplain Management Authority (GRFMA) was formed as a Regional Subsidiary under Section 43 and Schedule 2 of the Local Government Act 1999 on 22 August 2002. The Constituent Councils are the Adelaide Hills Council, The Adelaide Plains Council, The Barossa Council, The Town of Gawler, Light Regional Council, and the City of Playford. The Charter sets down the powers, functions, safeguards, accountabilities and an operational framework and the Business Plan sets down the operational plan and financial plan to achieve agreed objectives. The Authority has been established for the following purposes:

• to co-ordinate the construction, operation and maintenance of flood mitigation infrastructure for the Gawler River. This purpose is the core business of the Authority;

• to raise finance for the purpose of developing, managing and operating and maintaining works approved by the Board;

• to provide a forum for the discussion and consideration of topics relating to the Constituent Council’s obligations and responsibilities in relation to management of flood mitigation for the Gawler River;

• upon application of one or more Constituent Councils pursuant to clause 12.4: o to coordinate the construction, maintenance and promotion and enhancement of

the Gawler River and areas adjacent to the Gawler River as recreational open space for the adjacent communities; and

o to enter into agreements with one or more of the Constituent Councils for the purpose of managing and developing the Gawler River.

On 16/8/18 the GRFMA Board endorsed commencement of a GRFMA Charter and Governance Review to be undertaken in two phases consisting of:

1. A charter review to be undertaken as a shorter-term action; and 2. Following completion of the charter review a further process to scope and consider other

contemporary governance arrangements be undertaken. Phase 1, Charter Review has now been completed. The GRFMA Board has now initiated Phase 2 of the Charter review so as to facilitate a process to scope and consider other contemporary governance arrangements that the GRFMA might, with constituent council support, adopt in seeking to deliver its purpose of coordinating the planning, construction, operation and maintenance of flood mitigation infrastructure for the Gawler River. This process is to also examine percentage rate contributions (subscriptions) pursuant to the current Charter (2015), Clause 10. Financial Contributions to the Authority (now Clause 11 in the proposed Charter, Stage 1, 2019). A Charter Review (2) Working Group has been established to provide a relevant report and to conclude the Charter Review 2 considerations and arrangements such that any resultant new charter will be operational and effective from 1 July 2021.



Objectives of Request for Quotation This Request for Quotation now invites submission from selected consultants for offer of service to provide a body of work and subsequent report that provides commentary on:

a) The current GRFMA Board structure and process of operation (including methodology of funding) and achievements realised to date though this process.

b) Likely future challenges for the GRFMA in relation to realising strategic objectives and funding and skills required for appropriate operation of the Authority.

c) Options for addressing relevant challenges including advantages and disadvantages of both current and alternate models of governance and funding.

d) Considerations from findings of above for Board deliberations. Access to GRFMA documentation such as the GRFMA Charter, Annual Reports and the 3 year Business Plan will be provided to assist in compilation of items a) and b) above. Findings of the 29/1/2020 GRFMA Strategic Risks Workshop will also be available. Methodology The report framework is to be undertaken so as to facilitate:

(4) Commentary on governance frameworks, processes and likely models for consideration. (5) A HOLD event to then enable discussion by the GRFMA Board and consultation with the

six constituent councils on likely favourable governance options. (6) Recommencement of the review process to enable subsequent consideration and

consultation, of possible funding methodologies for preferred governance option(s). It is anticipated that the study will include both desk based research and consultation with GRFMA Board members. Timetable Action Date Comment GRFMA Board endorse Request for Quotation process

27 February 2020 Board meeting date

Request for Quotation closes 27 March 2020 Preferred Quotation accepted 16 April 2020 Board meeting date Draft report on governance frameworks (1) completed

29 May 2020 EO abroad 30/4-2/6/2020. Can respond remotely (email)

Working Group consider draft, finalise and provide comment and report to GRFMA

11 June 2020 EO abroad 30/4-2/6/2020. Can respond remotely (email) Board meeting date

Constituent council consultation governance frameworks (1) completed

13 August 2020 Allows 10 weeks Board meeting date

Draft report on funding methodologies for preferred governance option

1 September 2020 Likely consultants will do preliminary work on funding options as part phase1

Working Group consider draft, finalise and provide comment and report to GRFMA

8 October Board Meeting date

Constituent council consultation funding methodologies 2) completed

10 December 2020 Board Meeting date. Allows 9 weeks

Final Charter Review 2 recommendations adopted by constituent councils

11 February 2021 Board Meeting date. Allows 9 weeks

Ministerial approval of new GRFMA Charter

8 April 2021 New Charter commences 1 July 2021



Costs A lump sum indication of costs (including expenses) should be provided in the quotation. Expenses within the lump sum component are to be itemised. Reporting The provision of services study will be managed by the GRFMA Charter Review 2 Working Group. The nominated contact person is

• David Hitchcock, Executive Officer, Gawler River Floodplain Management Authority • Email [email protected] • Mob 0407717368

Quotation Proposal The consultant’s Quotation proposal should include details of:

• the relevant experience and competency possessed by the consultant and other personnel who will work on the project

• the methodology to be used in the study • full costs and expenses • a study timetable

Please submit your Quotation to:






Agenda Item: 8.3 Committee: Board Meeting Date: 27 February 2020 Title: Lower Level Outlet Pipe and Stilling Basin

Recommendation:

That the GRFMA:

1. Establishes a working party with delegated authority to effect and project managerepairs to the Bruce Eastick North Para Flood Mitigation Dam lower level outlet pipeand stilling basin;

2. Determines scope of authority of the working group as outlined in the 27/2/2020GRFMA meeting Agenda Item 8.3, Lower level Outlet Pipe (LLOP) and Stilling Basin;and

3. Requests the Executive Officer to initiate discussion regarding the LLOP and stillingbasin issues with relevant companies associated with the design and subsequentconstruction of the Bruce Eastick North Para Flood Mitigation Dam.

Dewatering of the Bruce Eastick North Para Flood Mitigation Dam stilling basin in 2018 resulted in discovery of damage to the lining of the Lower Level Outlet Pipe and dislodgement (failure) of some cement baffle blocks in the stilling basin.

Refer to 12/12/2019 GRFMA meeting Confidential item 10.1 for further detail and explanation. Repairs were unable to be undertaken at the time (2018) and the stilling basin has since refilled. Repairs to the LLOP and reinstatement of Baffles should now be undertaken during summer (2020) when the North Para is dry and so as to minimise risk of water flow in any rain event during such repairs.

Timing for reinstatement of the baffles is problematic in the basin will also need to be empty so as to determine what extent of repair and new baffle placement design is required. This will require desludging of the basin floor to enable inspection of damage.

There are efficiencies and logistical benefits of having the baffle blocks ready for installation once the stilling basin has been dewatered (for the outlet pipe refurbishment) and the floor slab inspected, rather than having to dewater and provide access again a second time.

SMEC is the consultancy which previously provided the LLOP and stilling basin inspection report to the GRFMA. SMEC have now been engaged to provide a further report and design specification options for reinstatement of the baffles prior to desludging so that once the basin is dry/desludged the relevant option can be initiated.

At the time of writing this report SMEC were yet to finalise the report as there are some technical design and construction challenges associated with reinstatement of the baffle blocks to ensure they are not again dislodged in peak flooding events.

Specific challenges relate to failure of the original design in securing the baffle blocks to the concrete floor and working out new effective and efficient design methodologies that can be undertaken.

The SMEC baffle design report will be provided as a late report for consideration prior to the 28/2/2020 meeting.



For purposes of initiating required works it is proposed that the following process should now occur. Request for Quotations be called for:

1. Dewatering and desludging of the Bruce Eastick North Para Flood Mitigation Dam Stilling Basin

2. Full replacement of the epoxy coating currently within the Lower Level Outlet Pipe. 3. Repair to Inlet Chamber wall Concrete Delamination (delaminated section to be removed

and reinstated) 4. Reinstatement of (damaged) Handrail around inlet chamber. 5. Fabrication and reinstatement of concrete stilling basin Baffle Blocks (as per SMEC

design) See attached for copy of the proposed Request for Quotation brief. In noting the works should now be undertaken during summer (2020) it is suggested that a select working party be established and delegated authority to peer review the Request for Quotation (RFQ) document detail, determine preferred contractor submissions and to project manage the works. The next GRFMA Meeting is 16 April 2020 and if RFQ are determined then it may well be too late to undertake the work before seasonal rains commence. It is suggested that the existing GRFMA Technical Advisory Panel Members, Mr Braeden Austin (Playford) and Mr Matt Elding (Barossa) should be invited to participate in the Working Group. It might also be appropriate to seek assistance from the SA Water, Dam Safety Design Services team. Cost of works as indicated in the Request for Quotations above would be required to be met by Maintenance Flood Mitigation Scheme 2019/20 Budget allocations of $80,000 (Budget $85,000 less $5,000 already committed).


BRIEF FOR CONSULTANTS

Repairs to Bruce Eastick North Para Flood Mitigation Dam Request for Quotation Introduction and Background The Bruce Eastick North Para Flood Mitigation Dam (North Para Dam), constructed in 2008, is a roller compacted concrete dam located on the North Para River approximately 5 kilometers upstream of Gawler with a catchment area of 1,080 km². The Dam is owned and managed by the Gawler river Floodplain Management Authority (GRFMA). Key Information

• Dam Capacity (Primary Spillway Crest) (ML) 9,498 • Primary Spillway Crest (m AHD) 82.5 • Secondary Spillway Crest (m AHD) 84.0 • Dam crest (m AHD) 85.0 (top of parapet wall) • Type Roller compacted concrete • Height (m) 30.1 • Crest Length (m) 226.0 • Primary Spillway Length 150 m long • Secondary Spillway Length 200 m long • Low Level Uncontrolled Outlet One 2.1 meter diameter (55.5 m AHD invert) pipe • High level Uncontrolled Outlets Two 1.8 m (69.9 m AHD invert) pipes

In 2018 the GRFMA commissioned a consultant engineer (SMEC) to undertake an inspection report on condition of selected Dam infrastructure relating to the Low Level Discharge Pipe and Inlet Chamber. Inspection of the Stilling Basin and Concrete Baffle Blocks was also undertaken. Low Level Outlet Pipe and Inlet Chamber The 26 metre length, 2.1 metre diameter Low Level Outlet Pipe (LLOP) is located at the base of the main dam, allowing the passage of the river base flow from the upstream to downstream sides. The LLOP is formed of a 12mm wall thickness mild steel pipe in two sections, with a bellmouth entrance. The internal face and edges of the pipe are painted with Jotun Marathon, a two-pack epoxy protective coating reinforced with flaked glass minerals.


The LLOP inlet chamber is located at the upstream face of the main dam. The inlet chamber is 2.3 metres deep and will normally be filled with water. The inlet chamber does not have an internal access ladder, and upstream access to the chamber is prevented by safety railing around its perimeter. During normal river flows, water flows into the LLOP inlet chamber via an upstream 600 mm diameter concrete pipe. During flood flows, water flows into the chamber via the top opening.

Stilling Basin and Baffle Blocks The stilling basin is located at the base of the main dam at its downstream side. The primary purpose of the stilling basin is to provide energy dissipation to floodwaters flowing out of the LLOP, before the water flows back into the North Para River. The secondary purpose of the stilling basin is to collect floodwaters flowing over the crest of the Main Dam. The energy from floodwaters flowing at high velocity out of the LLOP is dissipated by twenty-two concrete baffle blocks, each two metres high by one metre square. The nine baffle blocks directly downstream of the LLOP outlet have stainless steel plates fitted to their upstream faces. During normal river flows, the water depth in the stilling basin may be approximately 1.8 to 2.0 metres. During flooding, the water depth may exceed several metres.

The subsequent report titled Bruce Eastick Dam Low Level Outlet Pipe Inspection Site Inspection Report was completed 12/03/2018. Summary of Findings and Recommendations of the Report provided: . Outlet Pipe Coating Inspection of the Low level Outlet Pipe (LLOP) showed the following defects of the epoxy coating (inside coating) is compromised and needs patching repair as soon as practically possible:

• Bubbles formed underneath the epoxy film • Scratches due to debris travelling through the pipe • Total and spot failure of the epoxy at some locations leading to corrosion and pitting of • base material • Damaged epoxy at the weld line location, leading to pitting of the weld • The thickness of the steel pipe is exposed at both upstream and downstream ends and • corrosion of the base material has started.

The Dam Operation and maintenance Manual (O&M Manual) recommends using Jotun Marathon or approved equivalent as per manufacturers specifications.


However, based on the wide spread of the defects, local patching of the epoxy coating might not be time/cost effective, as such the Report encourages the principal to investigate full replacement of the epoxy coating. Full replacement of the epoxy coating can be performed using more efficient sandblasting and coating equipment which is expected to lead to shorter execution timeframe and better quality of the epoxy coating. In this case International Interline 975 as per SA Water TS15 and Interline 982 primer was recommended. The primer will enable a more robust coating outcome. International Interline 975 is potable water approved so has no downstream water quality impacts. Inlet Chamber wall Concrete Delamination Hammer impact tests on the inlet chamber surfaces proved concrete delamination around the inlet pipe which needs to be repaired to minimize reinforcement exposure to the elements. This delaminated section needs to be removed and reinstated using BASF MasterEmaco S 5400CI or similar in accordance with the product specification. It’s also recommended to patch the porous concrete surfaces and chipped corners Damaged Handrail Around Inlet Chamber Handrails around the inlet chamber are damaged and/or missing and need to be reinstated. Also missing/Damaged grout underside of the base plates should be reinstated. Damaged Concrete Blocks in Downstream Stilling Basin Four of the existing Concrete blocks which were located at the downstream stilling basin have been dislocated due to failure of their anchorage into the concrete floor of the stilling basin. This failure could

• Damage the concrete and potentially expose the reinforcement of the stilling basin • floor through reduced cover and introduction of the water into the footing through • failed anchor tubes. • Increase erosion at downstream river embankments.

Wording to be altered subject to final recommendations from the SMEC report Note – A separate report investigating this issue with provision of a suitable remedial action has now been compiled . The report recommends Dewatering and desludging of the downstream stilling basin and design options to reinstate the displaced concrete blocks Objectives of Request for Quotation.

This Request for Quotation now invites submission from interested relevant consultants for offer of service to provide a body of work to undertake repairs as identified in the Bruce Eastick Dam Low Level Outlet Pipe Inspection Site Inspection Report 12/03/2018 and the XXXXXXXXXXXX


Methodology

The LLOP inlet chamber, LLOP and stilling basin is to be dewatered (drained) by temporarily blocking the entrance of the 600 mm pipe into the upstream inlet chamber, placing a steel drop gate into the outlet of the stilling basin and then pumping out. The floor of the stilling basin also to be desludged (removal of mud and ooze) to facilitate access to placement/reinstatement of the concrete blocks (baffles) See XXX for specifications of Drop gate Placement of a suitable cofferdam (also called a coffer) around the upstream entrance of the inlet chamber, is required to provide a dry work environment so that the work can be carried out safely. Access to the area must not be undertaken until the upstream water level has receded below the level of the top of the LLOP inlet chamber (57.3 m AHD). Defects of the Low level Outlet Pipe (LLOP) are to be rectified with full replacement of the existing epoxy coating with International Interline 975 as per SA Water TS15 and Interline 982 primer.

For Clarity of Minimum Standards Required The Contractor may submit details to the Superintendent’s Representative of a high built, two-part, flaked glass reinforced epoxy coating and where superior performance can be shown, the product will be accepted. Coating materials shall be mixed and applied in accordance with the manufacturer’s written instructions. Proportioning and mixing of part cans is not permitted without the approval of the Superintendent’s Representative. Strict attention shall be paid to the shelf life and onsite storage conditions, which shall meet the manufacturer’s recommendations. Application The existing coating is to be fully removed (sandblasting, or equivalent removal process) from the internal surface of the LLOP to facilitate a clean application of the new coating. A stripe coat shall be applied by brush to all welds and edges. Application shall be by airless spray. Thinning of the product, if required, up to a maximum of 15% may be permitted and only the manufacturers recommended thinner shall be used for this purpose. Under special circumstances the Superintendent’s Representative may approve application by conventional spray for small structures or where airless spray is not suitable. Brush and roller application may also be considered for small areas. The finish shall be generally smooth and free from protuberances. The surface temperature of the steel to be painted shall be at least 3°C above dew point. Coating shall not be applied to any surface, which will have a temperature less than 10°C or more then 45°C during the cure period.


The first coat shall be applied as soon as the surface preparation has been approved by the Superintendent’s Representative. Application of subsequent coats shall not exceed the recoat times indicated on the manufacturer’s technical data sheet. If the coating has been allowed to cure beyond the recommended limits the area shall be whip blasted with a fine silica free grit before the application of subsequent coats. Thickness and Continuity The minimum dry paint film thickness shall be:

• 500 microns, or manufacturers minimum thickness recommendation, for the product applied in two coats of equal thickness.

• The dry film thickness shall be measured in accordance with AS 3894 Method 3 - “Determination of Dry Film Thickness” or as approved by the Superintendent’s Representative.

• High voltage continuity testing shall be conducted in accordance with AS 3894.1 “Method 1: Nonconductive coatings - Continuity Testing - High Voltage (‘brush’) method”.

The Inlet Chamber Wall Concrete Delamination section to be removed and reinstated using BASF MasterEmaco S 5400CI or similar in accordance with the product specification. Appropriate patching of the porous concrete surfaces and chipped corners is also required. Damaged Handrail Around Inlet Chamber Damaged and/or missing handrails around the inlet chamber to be reinstated. Missing/Damaged grout underside of the base plates to be reinstated. Damaged Concrete Blocks in Downstream Stilling Basin As per SMEC report Attachments available reports to be attached for reference == plus the as constructed drawings of elements handrails gate etc

Costs

Table with each element and column to indicate costs

Reporting

The provision of services will be managed by David Hitchcock, Executive Officer, Gawler River Floodplain Management Authority.

• Email [email protected] • Mob 0407717368



Quotation Proposal

‘The consultant’s Quotation proposal should include details of:

• the relevant experience and competency possessed by the consultant and other personnel who will work on the project

• the methodology to be undertaken in performing required services. • full costs and expenses • aproject y timetable

Please submit your Quotation to:


Date of Brief

XXXXXXXXXXXX




Agenda Item: 8.4 Committee: Board Meeting Date: 27 February 2020 Title: Strategic Risks

Recommendation:

That the GRFMA notes the report.

At the 27/11/2019 GRFMA Meeting Ms Robyn Daly, Scheme Manager, Local Government Association Mutual Liability Scheme attended on to discuss GRFMA strategic risk management and planning.

The meeting requested the Executive Officer to liaise with Ms Daly, to facilitate a GRFMA strategic risk management workshop early 2020.

A GRFMA Risk Management Workshop was consequently facilitated Ms Daly from 9 am – 12.30, Wednesday 29 January 2020.

Mr. Andrew Harris QC was also in attendance.

Key elements of the workshop included developing a Strategic Risk plan based on the GRFMA Charter and developing a Business plan based on the Strategic Risk Plan.

Subset elements noted: • The Two plans will necessarily complement each other• Implement, manage, monitor and measure• Know your risk profile• Recognise your Opportunities• Mitigate the Risks• Risk Management is a business “culture”• Board must now Risk Profile• Identify the Opportunity, Assess the Risk• Make informed decisions• Avoid the Risk of not taking the Opportunity

Ms Daly is currently compiling and writing up notes from the workshop.

It is anticipated that the workshop notes will be available at the 27/2/20 GRFMA Board meeting.



Agenda Item: 8.5 Committee: Board Meeting Date: 27 February 2020 Title: Financial Report

Recommendation:

That the GRFMA:

1. Receives the financial report as at 31 January 2020 showing a balance of total fundsavailable of $168,380.20; and

2. Adopts the Budget Review 2 (BR2) documents 31 January 2020 for the 2019/20financial year.

The Profit and Loss Budget Analysis to 31 January 2020 indicates a surplus for the period of $138,658. The Budgeted cost/income estimates for the corresponding period forecast a net profit of $158,453.

The variation is in part to timing of grant funding instalments and payment associated with the GRUMP project.

Other variation considerations relate to budgeted repair work to the Lower Level Outlet Pipe and Baffles in the Stilling Basin of the Bruce Eastick North Para Flood Mitigation Dam. It is likely these works will be initiated in April 2020.

Note depreciation of $233,081 is not brought to account till 30/6/20 so in cash terms a balanced budget is forecast.

In this regard no changes have been effected for Budget Review 2 and the original forecast budget remains on track.

See attachments for the monthly reconciliations (31 January 2020), Profit and Loss Budget Analysis in MYOB format and separately Budget Review 2 format in a manner consistent with the Model Financial Statements.

Executive Officer Activities report as below:

Activity Aug Sept Oct Nov Dec Jan To keep maintained the business office of the Authority

14 16 9 6.5 3.5 13.5

To prepare the Business Plan, Budgets and reports in a timely manner

3.5 9.5 1 5.5

To liaise with Councils, and Stakeholders to foster the outcomes of the Business Plan

5 12 28.5 34 4.5 14

To attend all meetings of the GRFMA, to prepare agendas, minutes and correspondence as required.

13 15 9.25 15 13.5

TOTAL 35.5 37.5 53.5 49.75 23 46.5



Agenda Item: 8.6 Committee: Board Meeting Date: 27 February 2020 Title: Draft 2020/2021 GRFMA Annual Business Plan and Draft

2020/2021 Budget

Recommendation:

That the GRFMA:

1. Notes the report;2. Adopts the Draft 2020/2021 GRFMA Annual Business Plan and Draft 2020/2021

Budget; and3. Following receipt of Constituent Council feedback considers adoption of the

GRFMA draft Annual Business Plan and Annual Budget at the June 2020 meeting.

2020/2021 GRFMA Annual Business Plan and Draft 2020/2021 Budget

The Gawler River Floodplain Management Authority is established by the Constituent Councils as a regional subsidiary pursuant to Section 43 and Schedule 2 of the Local Government Act 1999.

The newly amended Charter (2020) provides the Authority must prepare a budget for the forthcoming financial year. Refer Agenda item 8.1.

The Budget must: • deal with each principal activity of the Authority on a separate basis;• be consistent with and account for activities and circumstances referred to in the

Authority's Annual Business Plan;• be submitted in draft form to each Constituent Council before 31 March for approval;• not be adopted by the Authority until after 31 May but before 30 September;• identify the amount of and the reasons for the financial contributions to be made by each

Constituent Council to the Authority.

The Authority shall also have an Annual Business Plan in respect of the ensuing 12 months. The Annual Business Plan must:

• state the services to be provided by the Authority;• identify how the Authority intends to manage service delivery;• identify the performance targets which the Authority is to pursue;• provide a statement of financial and other resources and internal processes that will be

required to achieve the performance targets and objectives of the Authority; and• specify the performance measures that are to be used to monitor and assess performance

against targets.

Post budget adoption (June 2020) a transition program to the new management framework requirement for establishment of a Long-Term Financial Plan, a Strategic Plan and Asset Management plan is to be undertaken.

On the basis of the above report the following information relates to action taken to draft the 2020- 2021 GRFMA Annual Business Plan and development of the 2020/21 draft GRFMA budget.



2020- 2021 GRFMA Annual Business Plan The format of the Annual Business Plan has been adopted from the previous GRFMA Business Plan document. Key elements contained in the Annual Business Plan identify:

• Continuation of the advocacy program to secure funding for the Northern Floodway project • Progress and process of the GRFMA Charter and Governance Review consisting of:

o An administrative review as a shorter-term action(stage1); and o Following completion of the charter (1) review a further process to scope and

consider other contemporary governance arrangements. • Establishment of new management frameworks and plans now required as per the

Amended Charter (1) • Establishment of a Dam Emergency Management Plan. • Implementation of requirement of the reviewed (2020) Operation and Maintenance

Manual. • Establishment of a revegetation program around land associated with the Bruce Eastick

North Para Flood Mitigation Dam. • Scheduled inspections and environmental management of land associated with the Dam

location to be undertaken in accordance with ANCOLD recommendations. Principality Routine (monthly), Intermediate(annually), Comprehensive (every 5 years).

See attached for a copy of the draft Annual Business Plan. 2020/2021 Budget The scope of the GRFMA Annual Budget is small in comparison to the extensive undertakings by constituent councils. Principally the budget revenue is sourced from predetermined “formula based’ financial contributions by the six constituent councils, opportunistic funding applications and some interest from financial institutions. Recently any shortfalls in income (over expenditure) have been met from reserves. Expenditure is principally budgeted on estimated costs of Executive Management and administrative and governance requirements of the Authority according to its charter. Some costs are incurred with maintenance of the Bruce Eastick North Para River Flood Mitigation Dam site and access. Recently the most material expenditure has been incurred via consultancies to pursue outcomes envisaged in the Gawler River Mark 2 flood mitigation strategies and capital works associated with road access and Dam infrastructure repairs. Operational Contributions Operational contributions are calculated from the costs reflective of Administration of the GRFMA and general costs for the Gawler River Scheme Mark 2 (does not include capital works or maintenance of Assets) less Bank and other income. Determinations by the GRFMA Board have resulted in increase to Executive Officer consultancy costs and addition of a new administration assistance. Provision has also been made for development of the new management framework requirement of a Long-Term Financial Plan, a Strategic Plan an Asset Management plan as well as annual budget (External accounting expertise).



Provision has also been made for:

• Continuation of the advocacy program to secure funding for the Northern Floodway project • Progress and process of the GRFMA Charter and Governance Review 2 to scope and

consider other contemporary governance arrangements.

The new charter provides for one additional independent GRFMA Audit Committee Member. The Audit Committee have a view that the current membership mix is appropriate. Appointment of a new External Auditor has resulted in reduction of external audit fees. Provision for two registrations, travel and accommodation to the 2021 Flood Management Australia conference included. Note: Tenure of the Chairperson of the Gawler River Floodplain Management Authority is until 28 February 2020.Subject to any appointment consideration review of the position remuneration may also be required. Budget Outcome

• Administration of the GRFMA - Allocation of $13,850 • $55,000 Gawler River Scheme Mark 2- Consultancies

Maintenance Contributions Maintenance contributions are calculated from the costs reflective of capital works or maintenance works for Construction North Para Works and Gawler River Scheme Mark 2 capital works. Gawler River Scheme Mark 2 The Authority, from time to time, determines that additional modelling and analysis should be undertaken to assist the Board in considering the merits or otherwise of flood mitigation initiatives to be considered in implementation of the Gawler River Scheme Mark 2. Additionally, external bodies (and constituent councils) periodically seek advice from the Authority on possible impacts their proposals might have on the Gawler River system and associated flood mitigation initiatives arising from implementation of the Gawler River Scheme Mark 2. Often this necessitates referral a to consulting engineers to model and determine possible impacts and consequences. Capacity for this work is facilitated in the budget. Maintenance and operations of the scheme during 2020 to 2021 will include:

• Establishment of a Dam Emergency Management Plan. • Implementation of requirement of the reviewed (2020) Operation and Maintenance

Manual. • A revegetation program around land associated with the Bruce Eastick North Para Flood

Mitigation Dam. • Scheduled inspections and environmental management of land associated with the Dam

location will be undertaken in accordance with ANCOLD recommendations. Principality Routine (monthly), Intermediate(annually), Comprehensive (every 5 years).

• Repairs and Maintenance - New signs/padlocks/Screens for LLOP and HLOP. • Contingency for LLPO and Stilling Basin repair costs following into 2021(from budgeted

2019/20 works).



Depreciation of Assets Currently the GRFMA does not have a formal adopted Asset Management Plan.The amended Charter (1) provides for establishment of an Asset Management Plan. URS Australia Pty Ltd, Dam Designers, have previously advised that a concrete RCC dam wall (as per the Bruce Eastick North Para Flood Mitigation Dam) can be expected to have a life of 80 years after completion. On that basis the Bruce Eastick North Para Flood Mitigation Dam wall has been depreciated at the rate of 1.25% annually. Following a revaluation review (2019) of the Bruce Eastick North Para Flood Mitigation Dam depreciation costs for the dam are calculated as $233,081pa and are not currently funded in the GRFMA budget process. The Board has undertaken extensive discussion on this matter and resolved the current policy lay on the table pending development of an Asset Management Plan for the Dam. The net equity share (of annual depreciation costs) of each constituent council is subsequently reflected in the (Financial Statements) Schedule of constituent councils interest in net assets as at 30 June each year prepared to meet the requirements of clause 15.5 of the GRFMA charter. Budget Outcome

• $50,000 Maintenance Flood Mitigation Scheme – Maintenance works. • $233,081 Depreciation - unfunded

Summary The 2020/21 draft Budget has been prepared based on Budget estimates with an annual price escalator of 2% to other general expenses not identified above. Noting the (September 2019) Local Government Price Index) of 1.9%. Note: Tenure of the Chairperson of the Gawler River Floodplain Management Authority is until 28 February 2020.Subject to any appointment consideration review of position of remuneration may also be required. Constituent council contributions for 2020/21 total $196,235 which is a budgeted reduction from $230,300 in 2019/20. The reduction is principally due to reduction in property maintenance and capital costs and conclusion of the GRUMP project. A net Operating Loss of ($233,081) is forecast for 2020/21. This is the amount of unfunded depreciation. No allowance has been made for any surplus or deficit that might result from the current 2019/20 Budget results. The GRFMA will need to consider options to meet any final outcome (ie if a deficit to fund from reserves or recovery by raising additional revenues in 2020/21). See below Table 2 - Constituent Council Shares proposed as per draft 2020/21 GRFMA Budget and further copy of details of the GRFMA Budget functions which identifies the current 2019/20 Budget against Year to Date (31/1/20) income and expenditure and also the 2020/21 Draft Budget income and expenditure proposals.



See separate attachment copy of GRFMA 2020/21 budgeted financial statements presented, in a manner consistent with the Model Financial Statements, pursuant to section 123(10)(b) of the Local Government Act 1999. Table 2 Constituent Council Shares proposed as per draft 2020/21 GRFMA Budget - Refer 1.1 Member Subscriptions ($145,935) and 3.1 Council Subscriptions (50,300). 2019/20 2019/20 2019/20 2020/21 2020/21 2020/21 Council Operational Maint Total Operational Maint TOTAL Adelaide Plains Council

$24,166 $24,660 $48,826 $24,322 14,541 $38,863

Adelaide Hills Council $24,166 $1,476 $25,642 $24,322 871 25,193 The Barossa Council $24,166 $7,396 $31,562 $24,322 4,361 28,683 Town of Gawler $24,166 $14,791 $38,957 $24,322 8,722 33,044 Light Regional Council

$24,166 $7,396 $31,562 $24,322 4,361 28,683

City of Playford $24,170 $29,581 $53,751 $24,325 17,444 41,769 Total $145,000 85,300 $230,300 $145,935 $50,300 $196,235 Constituent Council Capital Works Maintenance of Assets Operational Costs Percentage Share Percentage Share Percentage Share Adelaide Plains Council 28.91% 28.91% 16.66% Adelaide Hills Council 1.73% 1.73% 16.66% The Barossa Council 8.67% 8.67% 16.66% Town of Gawler 17.34% 17.34% 16.66% Light Regional Council 8.67% 8.67% 16.66% City of Playford 34.68% 34.68% 16.66% Total 100% 100% 100%




Budget - Functions & Items

2020-2021 Code 2019-2020 2020-2021 Budget YTD Jan20 Budget Notes

REVENUE Administration of the GRFMA 1,1 Member Subscriptions 145,000 145,000 145,935 1,3 Interest LGFA 1,500 604 1,000 1,4 Interest BankSA 100 215 100 1,5 Other 15 15 Total 146,615 145,819 147,050 Operations Flood Mitigation Scheme 2,1 Member Subscriptions 0 0

2,3 State Grant 110,980 26,725

0 2,4 Commonwealth Grant 0 0 2,5 Sale of Land 0 0 2,6 Other 0 0 Total 110,980 26,725 0 Maintenance Flood Mitigation Scheme 3,1 Council Subscriptions 85,300 85,300 50,300 3,3 Other Total 85,300 85,300 50,300 Capital Revenue Flood Mitigation Scheme 4,1 Council Subscriptions 0 0 4,3 State Grant 0 0 4,4 Commonwealth Grant 0 0 4,5 Sale of land 0 0 4,6 Other 0 0 Total 0 0 0

5,1 Surplus C/ Forward Net 0

GST on Income 0

Debtors paid /Payable

TOTAL INCOME 342,895 257,844 197,350



EXPENDITURE 2019-2020 2020-2021

Budget YTD Jan20 Budget Notes

Administration of the GRFMA

6,1 Executive Officer Contract 50,000 26,400 55,000 Hourly rate now $120

6,2 Advt, Print, Stat, Postage 1,270 139 1,295

6,3 Travelling Expenses 1,350 1,400 4,000 Attendance FMA conference

6,4 Insurance - PL & PI 6,400 4,669 6,530

6,41 Audit Committee 2,800 1,300 3,000

6,5 Audit Fees 6,660 7,062 5,500 New external auditor

6,6 Bank Fees 120 27 125 6,7 Legal Advice 2,000 0 2200

6,8 Honorarium Chairperson 7,000 5,000 7150 Subject to Chair appointment

6,9 Administration and Finance 300 749 7,250

Admin $6,000 Finance $1,250

Total 77,900 46,746 92,050

Gawler River Scheme Mark 2

9,7 Consultancies 179,695 70,966 55,000 Management Framework

9,8 Total 179,695 70,966 55,000 Maintenance Flood Mitigation Scheme

10,2 Maintenance Works Contractors 85,000 1,351 50,000

Maintenance operations

10,3 Property Maintenance 10,31 Rates -Levies 300 122 300 10,4 Depreciation Dam 231,231 233,081 Revaluation Total 316,531 1,473 283,381 ALL EXPENDITURE 574,126 119,185 430,431 SURPLUS/DEFICIT 138,658 233,081


GRFMA BUSINESS PLAN

2020-2023 Gawler River Floodplain

Management Authority

Constituent Councils:

Adelaide Hills Council

Adelaide Plains Council

The Barossa Council

Town of Gawler

Light Regional Council

City of Playford


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www.gawler.sa.gov.au/grfma GRFMA Business Plan 2020-2023

Business Plan 2020-2023 Gawler River Floodplain Management Authority (GRFMA)

The Gawler River

The Gawler River is formed by the confluence of the North Para and South Para in the town of Gawler and is located in the Adelaide Plains district of South Australia. The district surrounding the river produces cereal crops and sheep for both meat and wool, as well as market gardens, almond orchards and vineyards. The farm gate output of the Gawler River floodplain horticultural areas is estimated to be at least $225 million.

History

The river is subject to periodic flood events.

Properties at Risk

Flood Frequency (ARI) Number of residential properties within each hazard rating Low Medium High Extreme

1 in 50 1056 785 483 236 1 in 100 1559 1451 1179 457

1 in 200 1814 1652 1419 615

Following the November 2005 flood, which flooded the Virginia district and township, a series of meetings of the major stakeholders led to the approval of $20 million in funding from Federal, State and Local Governments to fund the Gawler River Flood Mitigation Scheme (Scheme Works).

Desirable Levels of Protection Cost of Flooding

Flood Frequency (ARI) Estimated Damages

1 in 10 $15m

1 in 20 $24m

1 in 50 $102m 1 in 100 $182m

1 in 200 $212m

Average Annual Damage $7.40m

Present Value of Damages* $109m



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The Scheme Works had three parts:

One The construction of a flood control dam on the North Para River near Turretfield designed to control a 1 in 100-year flood.

Two The modification of the South Para Reservoir dam wall and spillway to provide 1 in 100- year flood control storage on top of full reservoir storage (completed 2012).

Three The formalisation of controlled flow paths for floodwaters along the lower reaches of the Gawler River.

Following successful construction of the flood control Dam on the North Para (Bruce Eastick North Para Flood Mitigation Dam) in 2007 and modification of the South Para Reservoir Dam and spillway in 2012, the GRFMA Board has progressed the Gawler River Flood Mitigation Scheme, elements which include:

• further development of the preliminary assessment of possible local area levees prepared in the 2008 Gawler River Floodplain Mapping Study at Gawler, Angle Vale and Two Wells and to develop a levee strategy for Virginia.

• establishment of a protocol with the Floodplain Councils that where development of land in areas identified as ‘at risk of flooding’ is planned to proceed by the implementation of a local area levee that mapping of the proposed levees on the Gawler River Floodplain Mapping Study Model will be required.

• to develop a funding strategy for flood protection that is delivered by local area levees on the questions of who should own and maintain the levees and whether local area levees are regional works that the GRFMA should fund or are they local works that are the responsibility of the local Council.

• investigate opportunities for funding partners and grants to undertake the necessary assessments and designs.

Purpose of the GRFMA

The Gawler River Floodplain Management Authority (GRFMA) was formed as a Regional Subsidiary under Section 43 and Schedule 2 of the Local Government Act 1999 on 22 August 2002. The Constituent Councils are the Adelaide Hills Council, The Adelaide Plains Council, The Barossa Council, The Town of Gawler, Light Regional Council, and the City of Playford.

The Authority has been established for the following purposes:

• to co-ordinate the construction, operation and maintenance of flood mitigation infrastructure for the Gawler River. This purpose is the core business of the Authority;

• to raise finance for the purpose of developing, managing and operating and maintaining works approved by the Board;

• to provide a forum for the discussion and consideration of topics relating to the constituent Council’s obligations and responsibilities in relation to management of flood mitigation for the Gawler River; and



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• upon application of one or more constituent Councils pursuant to clause 12.4: o to coordinate the construction, maintenance and promotion and enhancement of the

Gawler River and areas adjacent to the Gawler River as recreational open space for the adjacent communities; and

o to enter into agreements with one or more of the constituent Councils for the purpose of managing and developing the Gawler River.

Governance The Authority has established a Charter which sets down the powers, functions, safeguards, accountabilities and an operational framework and the Business Plan sets down the operational plan and financial plan to achieve agreed objectives. The Authority is governed by the Board of management.

The Board comprises of:

• One independent person, who is not an officer, employee or elected member of a constituent Council, to be appointed as the Chairperson of the Board of Management of the GRFMA for a term of two years.

• Two persons appointed from each of the six constituent Councils (12 members in total). Council appointees comprise of the Council CEO, or delegate and one Elected Member.

• Deputy Board members as appointed by each constituent Council.

The Board

The Members of the Board are:

Council Board Members Deputy Board Members

Chairperson and Independent Member Mr Ian Baldwin

Adelaide Hills Council Cr Malcolm Herrmann Mr Marc Salver

Cr Pauline Gill

Adelaide Plains Council Cr Terry-Anne Keen

Mr James Miller Cr John Lush

Mr Robert Veitch

The Barossa Council Mayor Bim Lange Mr Gary Mavrinac

Cr Russell Johnstone

Town of Gawler Cr Paul Koch

Mr Sam Dilena

Cr Nathan Shanks Mr Ben DeGilio

Light Regional Council Cr William Close

Mr Brian Carr

Mr Andrew Philpott

City of Playford Cr Peter Rentoulis

Mr Greg Pattinson

Cr Clinton Marsh



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A Technical Assessment Panel has been appointed to support the decision-making processes of the Board with delegated powers to provide advice and manage the technical aspects of the design, assessment and construction of the various parts of the Scheme.

The Members of the Panel are:

• Mr Ian Baldwin, Independent Chair

• Ms Ingrid Franssen, Manager Flood Management, DEWNR

• Dr Moji Kan, Principal Engineer Dams, SA Water

• Mr Matt Elding, The Barossa Council

• Mr Braden Austin, City of Playford

• Mr David Hitchcock, Executive Officer GRFMA

• Mr Dino Musolino, Observer, Lower Gawler River Representative An Audit Committee has been appointed to review:

• the annual financial statements to ensure that they present fairly the financial state of affairs of the Board; and

• the adequacy of the accounting, internal control, reporting and other financial management systems and practices of the Board on a regular basis.

The Members of the Audit Committee are:

• Mr Peter Brass, Independent Member and Chair

• Cr Malcolm Herrmann, Adelaide Hills Council

• Mr Greg Pattinson, City of Playford

The following Policies have been adopted to provide management guidelines for the day-to-day business of the GRFMA:

• Access to Meetings and Documents

• Internal Review of Decisions

• Procurement and Operations

• Dam Valuation

• Public Consultation

• Treasury Management

Further work will be undertaken to establish and adopt appropriate policy documents as required (Public Interest Disclose, Fraud and Corruption etc).

To meet the statutory and operational responsibilities the GRFMA will maintain appointment of a part time Executive Officer, and an Auditor, on a contract basis.

Dean Newbery and partners have been appointed as the external auditor for the financial year period 2019/20 until 2023/24.



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The Board is required to hold a minimum of 6 meetings per year and to provide the required, Business Plans, Budgets Reports and Audited Statements to its constituent Councils required by the Charter and Local Government 1999.

The Board will conduct two reviews each year of its performance against the targets set in this Business Plan that will form part of the report to its constituent Councils and will be included in its Annual Report.

Cost of Operations

The scope of the GRFMA annual budget and operations is small in comparison to the extensive undertakings by constituent Councils.

Principally the budget revenue is sourced from predetermined “formulae based’ financial contributions by the six constituent Councils, opportunistic funding applications and some interest from financial institutions. Recently any shortfalls in income (over expenditure) have been met from reserves.

Expenditure is principally budgeted on estimated costs of executive management and administrative and governance requirements of the Authority according to its charter. Some costs are incurred with maintenance of the Bruce Eastick North Para River Flood Mitigation Dam site and access.

The contributions of the constituent Councils are based on the following percentage shares for capital works, maintenance of Scheme assets and operational costs of the Authority. (GRFMA Charter Clause 10).

Constituent Council Shares for Contributions

Constituent Council Capital Works Maintenance of Assets Operational Costs Percentage Share Percentage Share Percentage Share

Adelaide Hills Council 1.73% 1.73% 16.66%

Adelaide Plains Council 28.91% 28.91% 16.66%

The Barossa Council 8.67% 8.67% 16.66%

Town of Gawler 17.34% 17.34% 16.66% Light Regional Council 8.67% 8.67% 16.66% City of Playford 34.68% 34.68% 16.66%

Total 100% 100% 100%



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Work Priorities 2020/2023

Previously in 2016/17 the GRFMA engaged:

• AECOM to provide a fatal flaw screening assessment for the potential raising of the North Para Dam by up to 10 metres to provide additional flood protection for a 1 in 100 Annual Event Probability (AEP) event to the township of Gawler and further downstream.

• Australian Water Environments to undertake the Gawler River 2016 Flood Review

Both reports have been subsequently completed and following consultation with constituent councils the GRFMA have resolved that decision on extending the height (10mtr) of the dam be on held over pending the initiatives recommended in the Gawler River 2016 Flood Review report are implemented and outcomes considered. Feasibility of raising of the North Para Dam will then subsequently be considered.

The Gawler River 2016 Flood Review report provides three recommendations for works to be undertaken and provides first stage indicative costs of $27 million:

a) proposed Gawler River northern floodway; b) upgrade and maintenance of the levee system;

and c) management of silt and pest vegetation.

The Authority will continue to pursue endeavours to obtain State and Federal government funding for the project having an estimated $27 million cost, on the basis of securing commitment from Federal and State Governments to fund in totality all capital costs, including the further design and development cost associated with the project.

During 2019 the Authority, in partnership with the University of Adelaide, via funding from the Federal and State Government National Disaster Resilience Program (NDRP) commenced development of decision support tool to explore how to manage flood risk into the future in an integrated and dynamic approach. The project is on schedule to conclude in June 2020 and findings provided by the final report will be further explored.

On 16/8/18 the GRFMA Board endorsed commencement of a GRFMA Charter and Governance Review to be undertaken in two phases consisting of:

1. A charter review to be undertaken as a shorter-term action; and 2. Following completion of the charter review a further process to scope and consider other

contemporary governance arrangements be undertaken.



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Phase 1, Charter Review has now been completed and key elements of changes to be affected in the new charter are.

Clause Change

1.2 Provision of Definitions

3.1.4 New wording to facilitate sustainable outcomes to ensure a proper balance between economic, social, environmental and cultural considerations.

4.3.11 New options to identify Board and Deputy Board Members.

4.5.1 New process for appointment of Chairperson three-year term.

6. Reworded and reorganised to reflect Role and Functions and provision for a new Code of Practice for Meeting Procedures

7.2 Clarifies obligations of the Authority regarding Register of Interest and Related Party Disclosures

8.4.2 Sets limit of overdraft facility.

8.5.2 Provides direction on draw down of loan funds.

9.4.1 and 9.4.2

Establishment of Committees - Provides opportunity for more than one independent Audit Committee member and term of appointment.

11.1 Requires separate funding agreement with constituent Councils where capital or maintenance costs exceed $1 Million in any one year.

12 Provision for Annual Business Plan and Annual Budget - clarification that Council approve the Budget as a whole.

13 New Management Framework requiring a Long-Term Financial Plan, a Strategic Plan and an Asset Management plan as well as annual budget.

21 Clarifies dispute resolution process between Authority and one or more constituent councils.

23.3 No change to financial contributions by constituent councils. Depreciation falls within the scope of the Authorities operational costs.

24 New identification of non-derogation and Direction by constituent councils.

It is envisaged the new Charter (phase1) will commence from 1 July 2020 and a transition program will be undertaken to effect the new GRFMA Management Framework requiring a Long-Term Financial Plan, a Strategic Plan and an Asset Management plan as well as annual budget.

The GRFMA Board has now separately initiated Phase 2 of the Charter review so as to facilitate a process to scope and consider other contemporary governance arrangements that the GRFMA might, with constituent council support, adopt in seeking to deliver its purpose of coordinating the planning, construction, operation and maintenance of flood mitigation infrastructure for the Gawler River.

This process is to also examine percentage rate contributions (subscriptions) pursuant to the current Charter (2015), Clause 10. Financial Contributions to the Authority (now Clause 11 in the proposed Charter, Stage 1, 2019).



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A Charter Review (2) Working Group has been established to provide and manage the process and to facilitate conclusion of the Charter Review considerations and arrangements such that any resultant new charter will be operational and effective from 1 July 2021.

Maintenance and operations of the scheme during 2019 to 2022 will include:

• Establishment of a Dam Emergency

Management Plan.

• Implementation of requirement of the reviewed (2020) Operation and Maintenance Manual;

• Establishment of a revegetation program around land associated with the Bruce Eastick North Para Flood Mitigation Dam.

• Scheduled inspections and environmental management of land associated with the Dam location will be undertaken in accordance with ANCOLD recommendations. Principality Routine (monthly), Intermediate (annually), Comprehensive (every 5 years).




Item 9.1


Agenda Item: 10.1 Committee: Board Meeting Date: 27 February 2020 Title: Operations and Maintenance Manual

Recommendation:

That pursuant to Section 90(2) of the Local Government Act 1999, an Order is made that the public be excluded from attendance at the meeting, with the exception of:

• Executive Officer; and• Observers

in order to consider in confidence agenda item 10.1 Operations and Maintenance Manual, under Section 90(3)(d) of the Local Government Act 1999 on the basis that: d)

i) commercial information of a confidential nature (not being a trade secret) thedisclosure of which could reasonably be expected to prejudice the commercialposition of the person who supplied the information, or to confer a commercialadvantage on a third party; and

(ii) would, on balance, be contrary to the public interest.

This matter is confidential because the information herein provides commercial terms and conditions for provision of services to update the Bruce Eastick North Para Flood Mitigation Dam Operations and Maintenance Manual and would provide advantage to a third party for negotiations regarding the service.

On the basis of this information, the principle that meetings of the GRFMA Board should be conducted in a place open to the public has been outweighed in this instance: the Board considers it necessary to consider this matter in confidence.




Agenda Item: 10.2 Committee: Board Meeting Date: 27 February 2020 Title: Tenure of GRFMA Chair and Independent Member

Recommendation:

That Pursuant to Section 90(2) of the Local Government Act 1999, an Order is made that the public and GRFMA Chairperson be excluded from attendance at the meeting, in order to consider in confidence agenda item 10.2 Tenure of GRFMA Chair and Independent Member, under Section 90(3)(a) of the Local Government Act 1999 on the basis that:

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

This matter is confidential because the information provides discussion and review of services provided by the GRFMA Chairperson.

On the basis of this information, the principle that meetings of the GRFMA Board should be conducted in a place open to the public has been outweighed in this instance: the Board considers it necessary to consider this matter in confidence.

When deliberating this matter, it would be appropriate for the Board to consider appointment of an Acting Meeting Chairperson.



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