council agenda november 2018 · 6.11 major projects of council 6.12 ... november\6.6.4 tourism...

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Notice of Ordinary Meeting

NOTICE IS HEREBY GIVEN in accordance with Section 83 of the Local

Government Act 1999, that an Ordinary Meeting of Council will be held as under:

DATE: Monday, November 26th 2018 TIME: 2:00pm VENUE: Council Chambers, Kimba

………....................................................... DEB LARWOOD

CHIEF EXECUTIVE OFFICER

Council Agenda November 2018

“The way to change the world is through individual responsibility and taking local action in your own community.”

Jeff Bridges

IT IM 1 Welcome 5 2 Apologies

Absent 5

3 Confirmation of Minutes 3.1.1 Minutes of the Ordinary Meeting of Council That the minutes of the Ordinary Council meeting held on Wednesday, October 10

2018 at 2pm be confirmed as a true and correct record of that meeting. 3.1.2 Minutes of the Special Meeting of Council That the minutes of the Ordinary Council meeting held on Wednesday, October 31

2018 at 3pm be confirmed as a true and correct record of that meeting.

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4 Business Arising 4.1 Outstanding Items

Refer to Outstanding Items list 4.2 Other

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5 Conflict of Interest Conflict of Interest Declarations In accordance with s74 of the Local Government Act 1999:

1. A member of Council who has an interest in a matter before the Council must disclose the interest to the Council;

2. A member in making a disclosure under subsection (1) must provide full and accurate details of the relevant interest;

3. A disclosure made under subsection (1) must be recorded in the minutes of the Council (including details of the relevant interest).

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6 Newly Elected Council Requirements 6.1 Oath/Declaration of Office 6.2 Election of Mayor/Deputy Mayor 6.3 Timing and Frequency of Ordinary Meetings 6.4 Agenda Template for Ordinary Meetings 6.5 Questions that have lapsed 6.6 Committees of Council 6.7 Meeting Procedures 6.8 Allowances and Benefits 6.9 Council Assessment Panel 6.10 Regional Subsidiaries – Eyre Peninsula Local Government Association 6.11 Major Projects of Council 6.12 Council Training and Development Policy 6.13 Officers Involvement on Outside Bodies 6.14 Elected Members Involvement on Outside Bodies 6.15 Casual Vacancies

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……….……………………… Deb Larwood

Chief Executive Officer


Date: Monday, November 26th 2018 Time: 2:00 pm Venue: District Council of Kimba Chambers

7 Officers Reports

7.1 Chief Executive Officer 7.1.1 Report on Activities 7.1.2 Office/Depot Closure – Christmas and New Year Period 7.1.3 Acting Chief Executive Officer 7.1.4 State Local Government Infrastructure Partnership 7.1.5 Review and Report on the Strategic Action Plan 7.1.6 Barngarla Determination Aboriginal Corporation v District Council of Kimba

7.2 Manager Corporate Services

7.2.1 Report on Activities 7.2.2 Bank summaries

7.2.3 October 2018 Income and Expenditure Report 7.2.4 Adoption of 2017-18 Annual Report 7.2.5 2018-19 Community Grants Program Round 2 update 7.2.6 Eastern Eyre Peninsula Drought Community Action Group update

7.3 Works Manager 7.3.1 Drought Communities Program – potential project #1 7.3.2 Drought Communities Program – potential project #2 7.3.3 Drought Communities Program – potential project #3 7.3.4 Oval watering

7.4 Development Manager 7.4.1 Applications Approved, Currently in System and Values 7.5 Environmental Health Officer

Nil

100

120

227

259

8 Correspondence 8.1 For Discussion/Decision 8.1.1 Kimba Christmas Tree Committee

A letter has been received from the Kimba Christmas Tree Committee requesting the closure of High Street and support for the 2018 Christmas Pageant.

8.2 For Information 8.2.1 LGA Circulars

- Weekly Summary Report 42 – October 18, 2018 - Weekly Summary Report 43 – October 25, 2018 - Weekly Summary Report 44 – November 2, 2018 - Weekly Summary Report 45 – November 9, 2018 - Weekly Summary Report 46 – November 15, 2018

8.2.2 Electoral Commission of South Australia Correspondence from ECSA was received declaring the results for the 2018 Local Government Elections. .

8.2.3 Letter from Senator the Hon. Matthew Canavan Correspondence from Senator the Hon. Matthew Canavan pledging support to Council through the current legal proceedings.

8.2.4 Regional Development Australia Whyalla and Eyre Peninsula Regional News for November 2018.

8.2.5 Age Friendly SA Grants 2018-19 Included in the agenda are guidelines for the grants for future Council consideration. 8.2.6 Rowan Ramsey MP – Ministerial visit to Eyre Peninsula

260

A letter was sent to Rowan Ramsey MP in respect to a recent visit by Senator the Hon. Bridget McKenzie to the Eyre Peninsula and Council’s disappointment at not being extended an invitation to meet with her.

9 Other Business 300

10 Training Courses/Meetings - Upcoming training and meetings to be attended by Elected Members and/or staff

301

11 Next Meeting - TBC

302

12 Closure 303

3.1.1 Minutes of the Ordinary Meeting of Council Held in Council chambers on Wednesday, 10th October 2018 at 2pm.

Recommendation:

That the minutes of the Ordinary Meeting of Council held on Wednesday, 10th October 2018 at 2pm be confirmed as a true and correct record of that meeting.

3.1.2 Minutes of the Special Meeting of Council Held in Council chambers on Wednesday, 31st October 2018 at 3pm.

Recommendation:

That the minutes of the Special Meeting of Council held on Wednesday, 31st October 2018 at 3pm be confirmed as a true and correct record of that meeting.

3.1 Minutes of Previous Meeting of Council


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PO BOX 189, KIMBA. SA 5641

PH: 86272026 FAX: 86272382

Email: [email protected]

MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD ON WEDNESDAY 10TH OCTOBER, 2018 IN THE COUNCIL CHAMBERS, COMMENCING AT 2.00PM.

PRESENT: Mayor D N Johnson, Cr G J Baldock (Deputy Mayor), Cr A M Lienert, Cr P S Rayson, Cr B S Cant, Cr P T Arcus, D Larwood (CEO), L Keane (Manager Corporate Services), M Inglis (Works Manager), L Collins (Manager Development Services) and H Jericho (minute taker)

OBSERVERS: R McDonald

APOLOGIES: Cr G J Churchett (leave of absence granted)

CONFIRMATION OF MINUTES:

237.2018 That the minutes of the Ordinary Meeting of Council held on Tuesday, 11th September 2018 at 2pm be confirmed as a true and correct record of that meeting.

Cr A M Lienert/Cr B S Cant CARRIED

BUSINESS ARISING: Nil

Action List Refer to Action List CONFLICT OF INTEREST:

Elected Members were advised of provisions for conflict of interest in accordance with sections 73, 74, 75 and 75A of the Local Government Act 1999.

MEMBERS’ REPORTS: 238.2018 That the Members’ Reports be endorsed and received as presented.

Cr G J Baldock/Cr P S Rayson CARRIED

MAYOR’S REPORT – COUNCIL ACTIVITIES: 12/09/2018 SAROC Meeting Dinner meeting (LGA) 13/09/2018 LGA Board meeting Phone call from Rowan Ramsey MP 18/09/2018 Call from Bruce Wilson (DIIS) with legal update Eyre Peninsula Tribune interview 19/09/2018 Meeting with Shadow Minister for Health and Wellbeing, Chris Picton

and Eddie Hughes MP 20/09/2018 Interview with 7 News Meeting with legal team Meeting with Frank Pangallo MLC Meeting with Minister Health and Wellbeing, Stephen Wade Interview with Southern Cross News Eyre Peninsula Tribune interview 22-23/09/2018 Kimba Show 25/09/2018 PIRSA Drought Taskforce Meeting ABC News interview 27/09/2018 Meeting with Kelledy Jones Lawyers

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mailto:[email protected]

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01/10/2018 Volunteer Judge – Pony Club State Championships 02/10/2018 Australia Day Awards/Other State Awards Selection Committee

Meeting 05/10/2018 Rural Health Workforce Strategy Steering Committee Meeting 08/10/2018 Call with Alan Robinson – DNA Recruitment 09/10/2018 EPLGA Working Health Party Meeting with Minister Stephen Wade Council Meeting with Minister Stephen Wade Tourism Committee Meeting Kimba Community Development Group Meeting 10/10/2018 Call with Dr Sue Merrett Call from Michelle Smith – Eyre & Western Local Health Network Chair Ordinary Meeting of Council MEMBERS’ REPORTS – COUNCIL ACTIVITIES: Cr Baldock 24/09/2018 DPTI Meeting – Night Travel Permits 27/09/2018 “Great Southern Heart” Fodder Convoy 09/10/2018 Council Meeting with Minister Stephen Wade Bushfire Management Committee Meeting 10/10/2018 Ordinary Meeting of Council

Cr Rayson 10/10/2018 Ordinary Meeting of Council

Cr Cant 09/10/2018 Council Meeting with Minister Stephen Wade Bushfire Management Committee Meeting 10/10/2018 Ordinary Meeting of Council

Cr Lienert 17/09/18 Kimba Area School Finance Meeting Kimba Area School Governing Council Meeting 22/09/2018 Kimba Show –Creating Conversations for Kimba Stand 09/10/2018 Council Meeting with Minister Stephen Wade 10/10/2018 Ordinary Meeting of Council

Cr P T Arcus 02/10/2018 Australia Day Awards/Other State Awards Selection Committee Meeting

09/10/2018 Council Meeting with Minister Stephen Wade Tourism Committee Meeting 10/10/2018 Ordinary Meeting of Council

RECISSION NOTIONS: Nil

DEFERRED ITEMS: Nil

QUESTIONS WITH OR WITHOUT NOTICE: Nil

NOTICES OF MOTION: Nil

RECEIPT OF COMMITTEES REPORTS AND RECOMMENDATIONS: 239.2018 That Council receive and note the minutes of the Australia Day Awards/Other State Awards Selection

Committee, Tourism Committee and Bushfire Management Committee. Cr M A Lienert/Cr P T Arcus

CARRIED

240.2018 That Council extends the nomination period for the District Council of Kimba 2019 Australia Day Awards until 5pm on November 23, 2018.

Cr P T Arcus/Cr P S Rayson CARRIED

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241.2018 That the Australia Day Awards/Other State Awards Selection Committee consist of the following membership:

• 2 Council representatives or proxy • 1 School Governing Council representative • 1 Community Development Group representative • 1 Apex Club representative • 2 former award winners (Citizen and Young Citizen of the Year)

Cr P T Arcus/Cr P S Rayson CARRIED

242.2018 That a mail out be sent to farmers in the Kimba District calling for volunteers in relation to a harvest

ban group to co-ordinate together and set harvest bans. Nominations for volunteers to be received by 26th October 2018.

Cr G J Baldock/Cr A M Lienert CARRIED

243.2018 That the District Council of Kimba permit issuing guidelines be adopted with amendments. Cr G J Baldock/Cr P S Rayson

CARRIED OFFICERS’ REPORTS: 244.2018 That the Chief Executive Officers Report, Manager Corporate Services Report, Works Managers

Report and Manager of Development Services Report be received as presented. Cr A M Lienert/Cr B S Cant

CARRIED

The Mayor sought the leave of the meeting to present the Manager Development Services Report first.

CARRIED MANAGER DEVELOPMENT SERVICES REPORT:

• Applications Approved • Year to Date – Value of Applications • An update was provided of applications currently under review. • The Manager Development Services extended his thanks to the Council for their work over the

past 4 years. The Manager Development Services left the chambers at 3.08pm.

CHIEF EXECUTIVE OFFICER REPORT: Report on Activities

The CEO provided a report on activities undertaken for the month. CEO’s Forum

A report on the CEO’s Forum attended on Friday 28th September 2018 was provided to the meeting. Elections for the LGFA Board of Trustees

245.2018 That council nominates Annette Martin and Michael Sedgman for the positions of representative members of the Local Government Finance Authority Board of Trustees for a period of two years from the 1st January 2019.

Cr A M Lienert/Cr G J Baldock CARRIED

Mobile Food Vendor Location Rules Policy The CEO presented a draft report to Elected Members for consideration of potential sites within the township for the location of Mobile Food Vendors.

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Council Induction Plan 246.2018 That the District Council of Kimba Induction Plan be adopted with amendments.

Cr G J Baldock/Cr B S Cant CARRIED

Expression of thanks to the Elected Members On behalf of the staff the CEO extended her thanks to the elected members for their commitment and dedication over the past term of Council and wished all those re-nominating best of luck for the upcoming elections.

MANAGER CORPORATE SERVICES REPORT:

Report on Activities The MCS provided a report on activities undertaken for the month.

Bank Summaries: Operating Account $ 182,061.89 24 Hour at Call Account $ 1,955,449.54 Reserve Accounts $ 1,539,592.88

August 2018 Income and Expenditure Report 247.2018 That Council receive and note the Monthly Income and Expenditure Report for the period July 1,

2018 to September 30, 2018. Cr P T Arcus/Cr A M Lienert

CARRIED

Internal Review of Council Decision 248.2018 That Council receive and note the Report of the Eyre Peninsula Local Government Association Review

of Council Decisions Regional Panel findings pertaining to Council resolution 108.2018. Cr P S Rayson/Cr B S Cant

CARRIED

Kimba Community and Economic Development Strategy Update The MCS provided an update on the project and current work being undertaken.

Dissolution of Council Committees

Due to the upcoming 2018 South Australian Local Government elections, all committees established pursuant to section 41 of the Local Government Act 1999 will be dissolved as of November 9, 2018, with the composition of new committees to be determined at the first meeting of the new Council late next month.

Local Government (Ratepayer Protection and Related Measures) Amendment Bill 2018

A report was provided to members with information pertaining to Council’s submission to the Shadow Minister for Planning and Local Government about proposed changes to the Local Government Act 1999 through the Local Government (Ratepayer Protection and Related Measures) Amendment Bill 2018. Appointment of Council Delegate – 2018 LGA Annual General Meeting

249.2018 That Council endorse Mayor Dean Johnson and Councillor Megan Lienert as its voting delegate and deputy voting delegate respectively for the 2018 Local Government Association of South Australia Annual General Meeting to be held on October 26, 2018.

The meeting was adjourned for afternoon tea at 3.42pm. The meeting was reconvened at 4.02pm. WORKS MANAGER REPORT: Written reports were provided on the following:

• NRWMF Community Benefits Program – an update on projects • Fund My Neighbourhood – an update on projects • Old Eyre Highway – re-sheeting

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• Buckleboo Hundred Line Road – maintenance work • Loader Replacement – The new CAT 950M has been delivered • Emergency Power Supply – the recently purchased generator has now been installed • Heavy Vehicle Productivity Trial - a further meeting has been held with DPTI

250.2018 The Council approve the CEO to go outside of the District Council of Kimba Contracts, Tenders and Purchasing Policy to select the appropriate transport company for the transportation of the 2 new units at the Kimba Pioneer Memorial Village in order to meet the following criteria:

• Work Health and Safety requirements • Suitable delivery times • Indicative costings

Cr B S Cant/Cr P T Arcus CARRIED

ENVIRONMENTAL HEALTH OFFICER REPORT: Nil.

CORRESPONDENCE: 251.2018 That correspondence for discussion/decision, for information and available on request be received.

Cr A M Lienert/Cr P S Rayson CARRIED

FOR DISCUSSION/DECISION: Request for support for LGFA Board of Trustees – Annette Martin Correspondence from City of Charles Sturt seeking Council’s support for Annette Martin to be appointed to the Local Government Finance Authority Board of Trustees. Request for support for LGFA Board of Trustees – Tony Lines Correspondence from City of Marion seeking Council’s support for Tony Lines to be appointed to the Local Government Finance Authority Board of Trustees.

FOR INFORMATION: LGA Circulars

- Weekly Summary Report 36 – September 6, 2018 - Weekly Summary Report 37 – September 13, 2018

- Weekly Summary Report 38 – September 20, 2018 - Weekly Summary Report 39 – September 27, 2018

Letter to Minister for Health and Wellbeing re: Kimba doctor crisis Correspondence from Council to the Minister for Health and Wellbeing, the Hon. Stephen Wade MLC, outlining a possible solution to recruit and retain a general practitioner for Kimba. Letter from Senator the Hon. Bridget McKenzie Correspondence from Senator the Hon. Bridget McKenzie following her recent appointment as Federal Minister for Regional Services, Sport, Local Government and Decentralisation. Telstra infrastructure upgrade Information regarding a planned infrastructure upgrade to the Kimba Telstra Exchange. Letter from Nurse Practitioner Locum Solutions Information regarding services offered by Nurse Practitioner Locum Solutions following recent media coverage on Kimba’s doctor crisis.

Letter from the Hon. David Coleman MP Correspondence from the Hon. David Coleman MP, Federal Minister for Immigration, Citizenship and Multicultural Affairs regarding citizenship ceremonies.

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OTHER BUSINESS: Free Camping Area

H Jericho gave an overview of the findings from the free camping area surveys that have been distributed to tourists over the last 3 weeks.

Expression of Thanks The Mayor conveyed his thanks and congratulations to elected members and staff for their hard work and achievements over the past 4 years.

NEXT ORDINARY MEETING OF COUNCIL: To be confirmed.

CLOSURE: Meeting closed at 4.45pm.

CONFIRMED THIS _____________________ DAY OF___________________________ 2018

................................................................... MAYOR

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Page 1 of 2

PO BOX 189, KIMBA. SA 5641 PH: 86272026 FAX: 86272382


MINUTES OF THE SPECIAL MEETING OF COUNCIL HELD ON WEDNESDAY, OCTOBER 31 2018 IN THE COUNCIL CHAMBERS, COMMENCING AT 3PM.

PRESENT: Cr D N Johnson (Mayor), Cr G J Baldock (Deputy Mayor), Cr B S Cant, Cr A M Lienert, D Larwood (CEO), L Keane (Manager Corporate Services) and M Inglis (Works Manager)

APOLOGIES: Cr P T Arcus, Cr P S Rayson, Cr G J Churchett (leave of absence granted) OBSERVERS: Mark Stewart, Robyn Stewart CONFLICT OF INTEREST: Elected Members were advised of provisions for conflict of interest in accordance with sections 73, 74, 75 and 75A of the Local Government Act 1999. 4. Adoption of 2017-18 Annual Financial Statements 252.2018 That Council endorse the 2017-18 Annual Financial Statements and audit documents as presented.

Cr B S Cant/Cr A M Lienert CARRIED

5. Suggested project identification for Drought Communities Programme Mayor Johnson provided overview of National Drought Summit in Canberra on October 26, 2018 and how it led to Council being offered $1 million in funding through the Commonwealth Government’s Drought Communities Programme. Overview of funding opportunity, including that no decision could be made on preferred projects at this time given Council is in caretaker mode. Current Council shortlisted suggested projects to provide some guidance to incoming Council and facilitate expedient decision, given time frames required by program. Consensus of Council that Senior Management Team should investigate and recommend following projects to new Council:

1. Water conservation project at Roora Reserve; 2. Upgrades to swimming pool change rooms and potential solar heating; 3. Purchase of former mining village to support and attract alternative industries to Kimba; and 4. Business and economic development event.

Due to the projects having to be delivered by June 30, 2019, SMT will begin investigating the feasibility and approximate costings of each project for presentation at the first Ordinary Meeting of Council following 2018 Local Government elections. 253.2018 That Council approve funds being used from within the existing 2018-19 consultant budget to

investigate potential projects for submission to Drought Communities Programme. Cr G J Baldock/Cr A M Lienert

CARRIED CLOSURE: Meeting closed at 4.26pm.

CONFIRMED THIS _____________________ DAY OF___________________________ 2018

____________________________________

MAYOR

Draft minutes for confirmation at the next Ordinary Meeting of Council.

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4.1 Outstanding Items List Refer Outstanding Items List 4.2 Other 5.1 Conflict of Interest Declarations In line with section 74 of the Local Government Act 1999:

1) A member of a Council who has an interest in a matter before the Council must disclose

the interest to the Council, 2) A member in making a disclosure under subsection (1) must provide full and accurate

details of the relevant interest, A disclosure made under subsection (1) must be recorded in the minutes of the Council (including details of the relevant interest). A copy of the LGA Conflict of Interest Guidelines has been included in the members; information folders and a brief training session will be provided in the workshop prior to the meeting. This topic is also scheduled to be included as part of the Mandatory Training sessions.

4. Business Arising


5. Conflict Of Interest

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OUTSTANDING ITEMS from previous meetings: NOVEMBER 2018

Resolutions from Previous Meetings of Council

Status

14/12/2016

215.2016 Further investigation to be undertaken into the participation of Council in the State Local Government Infrastructure Partnership.

CEO

SEPTEMBER 2018: New contracts signed. OCTOBER 2018: Building of units has commenced and A1 Transport has been appointed to deliver the units. Estimated delivery time is February 2019.

14/02/2018 Council staff to investigate ownership of Kimba & Gawler Ranges Historical Society (K&GRHS) Inc. Museum and the committee’s constitution.

CEO

MAY 2018: A meeting to be held with the K&GRHS in respect to an amended constitution received. SEPTEMBER 2018: Consensus action item low priority for Council at this time.

11/07/2018 Mayor Johnson requested MCS draft letter to South Australian Minister for Health requesting a meeting to discuss the feasibility of a regional health model.

MCS

Letter sent 01/08/2018. AUGUST 2018: Copy of letter provided to the Hon. Frank Pangallo MLC for tabling in Parliament at next sitting. SEPTEMBER 2018: CEO provided update on doctor recruitment and Mayor Johnson advised on resignation from EEHAC and how that had triggered additional media interest in Kimba’s doctor situation. Mayor Johnson has received phone call and correspondence from Minister for Health and Wellbeing, who has advised he will be visiting Kimba on October 9th 2018. OCTOBER 2018: Second letter (2018-067) sent with proposed solution.

10/10/2018 Investigate options for making air-conditioning unit covers at Institute more aesthetically pleasing. MCS/WM

OCTOBER 2018: Councillor Cant requested staff investigate options/cost of alternative covers for air-conditioning units at Institute. Potential for coloured slats/artwork rather than existing wire cage structure. Staff to report back to new Council with options.

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Council Agenda January 2018

6.1 Oath/Declaration of Office

Strategic Plan - Objective 5.1 – Foster sound leadership in staff and elected members. Budget Implications: Nil

In accordance with Section 60 of the Local Government Act 1999 members are required to make an undertaking in the prescribed manner and form as identified at Schedule 1 Form 2 of the Local Government (General) Regulations 2013.

6.2 Election of Mayor/Deputy Mayor Strategic Plan - Objective 5.1 – Foster sound leadership in staff and elected members. Budget Implications: Nil In accordance with Section 51(1) & (3) of the Local Government Act 1999 as the District Council of Kimba is currently constituted, Council is required to choose its principal member. In addition in accordance with the provision of the Act Council may choose to elect a deputy and determine the length of period for both offices. A report is included with the Agenda to assist members with this process. At the conclusion of the election and appointment of the Mayor, the Chief Executive Officer will hand the meeting over to the newly elected Mayor.

6.3 Timing and Frequency of Ordinary Meetings

Strategic Plan - Objective 5.1 – Foster sound leadership in staff and elected members. Budget Implications: Nil

In accordance with Section 81 of the Local Government Act 1999 members need to

decide the time and place of the Ordinary Meetings of Council. A report has been prepared detailing the considerations.

6.4 Agenda Template for Ordinary Meetings

Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil The following template provides a suggested format for the agenda for future ordinary council meetings on which members need to agree:

1. Welcome 2. Apologies/Absent 3. Confirmation of Minutes 4. Business Arising 5. Conflict of Interest 6. Members Reports 7. Rescission Motion

6. Newly Elected Council Requirements


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8. Deferred Items 9. Questions without Notice 10. Petitions or Deputations 11. Notices of Motions 12. Receipt of Reports & Committee Recommendations 13. Officers Reports 14. Correspondence 15. Late Items (Urgent Only) 16. Training Courses/Meetings 17. Next Meeting 18. Closure 19. Matters Pending/Licenses Authorised

Recommendation: That the agenda template for Ordinary Meetings of Council as presented be received and adopted.

6.5 Questions that have lapsed Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil In accordance with regulation 12(19) of the Local Government (Procedures at Meetings) Regulations 2013 the CEO is required to report to the first meeting of the new Council on any question that has lapsed. The specified report is included in the agenda for members’ information.

6.6 Committees of Council Strategic Plan - Objective 5.2 – Prudential & Strategic Financial Management of Council

Resources Cost: Nil In accordance with Section 41 of the Local Government Act 1999 Council may

establish a committee/committees to assist in the performance of its functions. A report detailing current committees of Council and future committee recommendations is attached for members’ consideration.

6.7 Meeting Procedures

Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil

A copy of the Local Government Association 2016 Meeting Procedures Handbook is

included in each members’ folder.

Recommendation: That the 2016 Meeting Procedure Handbook be adopted.



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6.8 Allowances and Benefits Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil

The newly appointed Remuneration Tribunal now sets council member’s allowances. A copy of the Tribunal’s Determination is included for members’ information.). Also attached is a copy of Councils Elected Members’ Allowances and Support Policy which has been reviewed for consideration by Members’. Recommendation: That the Elected Members’ Allowances and Support Policy be adopted as reviewed.

6.9 Council Assessment Panel Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil

The District Council of Kimba currently has appointed a Regional Development Assessment Panel in conjunction with the District Council of Cleve and The District Council of Franklin Harbour. An overview of this panel is provided in the included report.

6.10 Regional Subsidiaries – Eyre Peninsula Local Government Association


The District Council of Kimba is currently a member Council of the Eyre Peninsula Local Government Association. Report 6.9 has been prepared detailing the purpose of this subsidiary and required representation.

6.11 Major Projects of Council Strategic Plan - Objective 5.2 – Prudential & Strategic Financial Management of Council

Resources Cost: Nil

In line with the Chief Executive Officer’s Key Performance Indicators a report is required in March, June, September and December of each year detailing the progress on all major projects. An update of this report is provided for the newly elected Council to provide them of an overview of Council’s current priorities.

6.12 Council Training and Development Policy Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil

Attached is a copy of Councils Training and Development Policy which has been reviewed for consideration by Members’. Following adoption and in consultation with elected members a Training and Development Plan will be developed. Mandatory Training has, at this time, been scheduled for the 4th February 2019 and 4th March, 2019. Further information will be advised when available.



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6.13 Officers Involvement on Outside Bodies


At this time there are no staff who have involvement on outside bodies where appointment is not specifically by Council but related to the officer’s professional interests. However, the CEO has recently nominated to the Local Government Association CEO Advisory Group. Nominations have closed and a decision will be made as to the group’s representation at the LGA Board meeting on 29th November, 2018.

6.14 Elected Members Involvement on Outside Bodies Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil

In considering requests by members’ for appointment to outside bodies there is a requirement from the Local Government Association Mutual Liability Scheme for the body to “protect” member’s interests. In accordance to Section 39 of the Local Government Act 1999 in respect to protection of members: (1) No civil liability attaches to a member of council for an honest act or omission in the

exercise, performance or discharge, or purported exercise, performance, or discharge, of the member’s or council’s powers, functions or duties under this or other Acts.

(2) A liability that would but for this section, attach to a member of council attaches instead to the council.

6.15 Casual Vacancies

Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil In accordance with Section 6 (1)(b) of the Local Government (Elections) Act 1999 Council may decide if a single casual vacancy be filled between Council Elections. Council currently has an Elected Members’ Casual Vacancy Policy which requires reviewing and is included for Members’ consideration. Recommendation: That Policy 1.11 Elected Members’ Casual Vacancy Policy be adopted as reviewed.



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6.2 Election of Mayor/Deputy Mayor

Issued :

November 2018

Action For Decision

Officer Chief Executive Officer

GDS File 9.24.01.01

Associated Reports and Documents

Nil

Introduction: As the District Council of Kimba is currently constituted, it is required to choose a Mayor as its principal member. This person must be chosen from amongst the Members of Council.

The Chief Executive Officer (CEO) must preside over the meeting until the matter of the selection of the Chairperson is decided. There are a number of procedural and incidental matters that need to be considered prior to that selection taking place. Officer’s Report: The Mayor is in a position to facilitate good decision making through skilful chairing of the Council meeting and through facilitating and encouraging all points of view to be expressed and respected. The role of Mayor should go to a Council Member with the necessary skills to facilitate participation and inclusion of all Members. Members may wish to consider various factors prior to the selection taking place. Factors could include a person’s:

· Expertise in chairing meetings of Council (if past experience exists), committee, and other organisations, public and private;

· Understanding of the prescribed meeting procedures as they relate to Councils;

· Ability to preside efficiently, firmly and fairly over Council meetings;

· Ability to manage conflict and differing opinions;

· General understanding or an ability to quickly gain an understanding of relevant legislation, strategic and operational plans and business that Council deals with;

· Ability and availability to represent and have an affinity with the community as a whole;

· Ability and availability to represent the Council in the presence of members of Parliament, dignitaries and peers;

· Interest and availability in attending functions, activities and seminars to assist in the social and economic promotion and growth of the community;

· Leadership, social and communication skills;

· Ability to be impartial and fair to all speakers when chairing meetings; and

· Relationship with the CEO, Senior Managers and staff of the Council. While the roles of each are quite separate, good communication between the parties assists in the smooth running of the Council.

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Issued :

November 2018

1. Term of Office of Chairperson

The Council can make an appointment for a 4 year period or such lesser period as it chooses, say 1 or 2 years. A shorter period requires the Council to make a further appointment or re-appointment when the term expires. The normal practice of Council has been a term of 4 years.

2. Choosing a Chairperson – by Election or Resolution

The Local Government Act 1999 does not stipulate a method to use in choosing a Chairperson.

If Council chooses:

(a) to appoint by resolution, then the appointment can be revoked by subsequent resolution, provided that the procedural rules for revoking a resolution are complied with; or

(b) an election process, then the appointment will continue for the period that Council determines as the term.

Irrespective of which format Council chooses, it must first decide the term of office for the position of Chairperson.

Choosing a Mayor by resolution

An appointment by resolution can be complicated if there is more than one candidate. It is necessary for each motion nominating a member to be considered individually and voted upon before any further motion is considered. The CEO would have to ascertain those voting for, those against and declare the result.

If the first candidate is successful then no further nominations can be considered (except through the process of revoking, in which case the meeting procedure rules relating to revoking a resolution would need to be complied with). This also means that no other candidate could be considered if the first nomination is successful.

Choosing a Mayor by an indicative vote followed by a resolution

A variation to the option of resolution only, is that of the CEO taking a vote of Members present at the meeting to determine the preferred person and then the Council - by resolution – appointing that person as the Mayor. Council would need to agree on this method by resolution as it is not within the ambit of the CEO to decide the process. As above, the term of office must be determined first.

Choosing a Mayor by election – either by a show of hands or a secret ballot

This method enables one or more nominations to be considered at the same time.

Nominations will be invited by the CEO from amongst the members. They do not have to be in writing nor do they have to be seconded. Nomination will be achieved simply by indicating “I nominate Council Member ______________”.

The CEO will then enquire as to whether the person nominated is prepared to accept the nomination. While that person may agree to accept the nomination, s/he has the right to withdraw at any time before the matter is put to a vote. If a member is absent from the meeting this would not preclude them from being nominated. They would need to have advised the CEO prior to the meeting as to whether or not they are prepared to accept the nomination.

21


Issued :

November 2018

If only one person is nominated then that person will be declared elected and the meeting will proceed with the Mayor presiding.

If more than one person is nominated then the matter will proceed to a vote. All Members present are required to vote in the election. It is not a conflict of interest to vote for yourself if you have been nominated.

Council must determine the method of voting, which can be by show of hands or by secret ballot.

Should only two nominations be received then the successful candidate will be the one with the greater number of votes.

Method of voting in the event of an election

Council must determine the method of voting to be used in the event that more than two nominations are received. Note that using a show of hands effectively rules out the option of preferential voting.

The following examples outline the potential difference in outcome in a council of 11 members. Different methods can produce different results. Example 1 - First past the post

Candidate 1 5 votes Candidate 2 4 Candidate 3 2 11 Candidate 1 has the most votes and would be elected, but with a minority of the votes cast.

Example 2 - A preferential system with the elimination of the candidate with the lowest vote. Candidate 1 5 Candidate 2 4 Candidate 3 2 Candidate 3 is eliminated and those votes are distributed to 3’s second preference. Assume 3’s supporters prefer 2 over 1, then the result will be: Candidate 1 5 Candidate 2 6 Candidate 2 would be elected with a majority of the total votes cast.

Note: 1. If four candidates contested the election then the votes of the one with the lowest number of votes

would be allocated to their second preference first, with this process continuing, to the next preferred candidate until only two remained and a majority of votes were allocated to one member.

2. If at any stage during the process there is an equal number of votes the CEO will decide the issue by the drawing of lots – e.g. placing the names of the candidates on an identical slip of paper and drawing the required number, in the case of two equal parties one slip, from a receptacle so that no party present, including the person withdrawing the name, has a view of the name on the slip until it is opened in the presence of the meeting. The name of the candidate/s withdrawn will be the one/s excluded from the ballot.

Given the potential variations if more than two nominations are received, council should determine the method to be used in those circumstances. The recommendation below is based on the method of selecting the Mayor that was adopted in 2014. The items to be determined are length of term; whether election is by show of hands or secret ballot; and whether the election result is based on first past the post or preferential.

22


Issued :

November 2018

Recommendation That: 1. the term of office for the position of Mayor/Deputy Mayor for the District Council of Kimba be 4

years.

2. Council determines that the method of choosing a Mayor/Deputy Mayor be by an election process.

3. The method of election be by secret ballot.

4. Council adopt a first past the post method of voting.

5. The Chief Executive Officer be appointed Returning Officer for the election.

6. If at any stage during the process there is an equal number of votes the Returning Officer will decide the issue by the drawing of lots. The name of the candidate/s withdrawn will be the one/s excluded from the ballot.

7. Upon the completion of the election, the Returning Officer be authorised to declare the successful candidate elected to the position of Mayor/Deputy Mayor.

8. Upon the declaration of the Returning Officer the candidate is appointed to the position of Mayor/Deputy Mayor for the term of office determined by this resolution, subject to any further resolution of the Council.

At the conclusion of the election and appointment of the Mayor, the Chief Executive Officer will hand the meeting over to the newly elected Mayor. At this time the appointment of a Deputy Mayor will occur following the same process. Risk/Liability:

Likelihood Consequences

Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5

A (almost certain) H H E E E B (likely) M H H E E C (moderate) L M H E E D (unlikely) L L M H E E (rare) L L M H H

Legend: E: Extreme risk; immediate action required H: High risk; senior management attention needed M: Moderate risk; management responsibility must be specified L: low risk; manage by routine procedures Extreme and High Risk Issues require a Risk Assessment to be undertaken.

23

6.3 Timing and Frequency of Meetings

Issued :

November 2018

Action For Decision


GDS File 9.24.01.03


Nil

Introduction: In accordance with Section 81 of the Local Government Act 1999 (the Act) members need to decide the time and frequency of the Ordinary Meetings of Council. This section also requires that at least one meeting must be held per month. The previous Council met on the second Wednesday of each month commencing at 2pm. Officer’s Report: There is minimal direction in the Act regarding meeting times for District Councils. There must be one ordinary meeting per month. If Council does not appoint the time and place of the meetings then the CEO must do so. Meetings may not be held on a Sunday or a Public Holiday. Council needs to consider the needs of all members in setting meeting times and dates. Council may also consider the needs of the community regarding attendance at Council meetings. This includes work requirements and travel time. Note: The CEO and Senior Management are required to work the necessary hours as required to meet the needs of the organisation without additional remuneration if the meetings are outside of normal working hours i.e. after 5.00pm. Any other persons in attendance at such meetings would need to be paid for attendance. Previously Council has not set a time limit to meetings but this is an option to consider. Should further time be required then a resolution of Council would be needed with suggested increments of 30 minutes. Council workshops will also be required at times throughout the Council term. For the short term it is suggested these workshops should be held once per month to facilitate discussion needed as new members of Council. These may be held on the same day and prior to Council meetings or at an alternate time of the month as identified by members.

Recommendation:

That the Ordinary Meetings of Council be held on ____________________________ commencing at ____________________.

24

6.3 Timing and Frequency of Meetings

Issued :

November 2018

Risk/Liability:


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5



25

6.5 Questions that have Lapsed

Issued :

November 2018

Action For Decision


GDS File 0.24.01.03


Kimba and District Council Energy Investigation Feasibility Study

Introduction: In accordance with regulation 12(19) of the Local Government (Procedures at Meetings) Regulations 2013 the CEO is required to report to the first meeting of the new Council on any question that has lapsed. This regulation concerns any questions that were laying on the table immediately prior to the Local Government elections and were not retrieved before the election took place. Officer’s Report: At the Ordinary meeting of Council held on the 11th July 2018 the following resolution was passed:

163.2018 That the issue pertaining to the continuation of the large scale solar feasibility study lay on the table. Cr B S Cant/Cr P T Arcus

CARRIED Following the power black outs of September 2016 and October 2016 investigations were carried out into possible solar/battery backup power options for Kimba. Initially this process was centred on power options for the Medical Centre, Council Administration Office and Kimba Pioneer Memorial Village Units and the following resolution was passed at the Ordinary meeting of Council held on 12th April 2017:

68.2017 That Council request Alfredo Nistico to present further information on options for back-up power supply to the Medical Centre, Council Administration Office and Kimba Pioneer Memorial Village Units at the May Council meeting.

Cr B S Cant/Cr P S Rayson CARRIED

Council continued with an Energy Investigation Feasibility study for the 3 sites which was completed in March 2018 and a meeting was held with Simon McKay, from Sol Energy, to summarise the small scale study on April 19th 2018. From there Council proceeded with a Kimba and District Council Energy Investigation Feasibility Study and at the May 2018 meeting clarification was sought on the process and outcomes for the large scale study which was due to commence shortly. In June 2018 Council resolved to suspend the current study, and requested the CEO bring to July Ordinary meeting a report outlining expenditure to date and the lessening of the scope of the large-scale study.

26

6.5 Questions that have Lapsed

Issued :

November 2018

Simon McKay from Solenergy, in respect to the large scale feasibility study, suggested some options to reassess the work done. In the proposal there was four implementation models. The Off-grid generation model (no.4) was identified as one part of the project that could be eliminated from the proposal and deemed as non-essential. In addition No. 1 – Behind the meter could be scaled back although there was some scope still in this option to assist business in managing their energy costs. It was the intent of the proposal to provide a business case behind the process with outcomes of energy savings or revenue as part of this work as a way of validating the outcomes. As some work has commenced some costs have already been incurred. A copy of the original proposal is included in the agenda for members’ information.

With the lapsing of the question in relation the continuation of the large scale solar feasibility study laying on the table the study will remain suspended unless otherwise decided by Council.

Recommendation:

Nil.

Risk/Liability:


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5



27

Sustainable Energy Design Simon McKay Alfredo Nistico m. 040 0305 412 m. 0429 099 094 p. (08) 8120 5921 [email protected] w. solenergy.com.au www.eyeenergy.com.au a. 33 Anzac Highway, Ashford, 5035 109 Oxford Tce Port LincolnSA5606 e. [email protected]

Page 1 of 6

Renewable Energy Solutions on The Eyre Peninsula Driving Regional Energy Development and Job Creation

Proposal Kimba and District Council Energy Investigation

Feasibility Study Dear Deb, At the meeting in Streaky Bay, 14th August 2017 we presented the desk top investigation of the Caralue Substation data and its relationship to Kimba and district. This study established there was a reasonable case for Kimba District Council to engage in further investigation of its energy options. As requested at that meeting, we now present a scope of work for a High Level Feasibility Study to investigate the energy options available for consideration by the District Council of Kimba. Please review the following; brief, tasks, and proposed investigation(s) to ensure we have understood the brief, as listed below. The brief: High level assessment of all energy options to meet the following stated objective;

1. Town and district energy security and quality of supply 2. District and SWER line subscriber energy security and quality of supply 3. Resilience and community development 4. Whole of community capacity, benefit and buy-in 5. Benefit the vulnerable in the community

Proposed tasks: 1. Detailed investigation of generation options and implementation models, to include:

a. Analysis of impact on five (5) core elements of the brief b. Analysis of impact of tariff structures c. Analysis of impact of regulatory and distributed network service providers

2. Sizing for each option to include: a. Optimised for day and night time consumption b. Optimised for offsetting emissions c. Optimised for available roof area and land options available d. Loss of grid functionality

3. Predicted supply and install cost range (high and low) 4. Return on investment 5. Emission abatement 6. Business case and recommended procurement path

28


Page 2 of 6


Investigation(s): In undertaking these tasks the study will embark on the following sets of investigations but remains open to pursuing relevant lines of enquiry which may arise during the process. Implementation models:

1. Behind the meter; Term used when, in a grid connected solar PV system the energy generated is first consumed by the site i.e. it is not charged as incoming energy, ‘in front of the meter’. Energy not consumed by the site is fed onto the grid, known as feed-in. In a community with a large number of such systems, worthwhile aggregation value options and propositions exist, energy storage may also be a component part.

2. Centralised generation; Term used when, a central generator is provided as the sole energy source for an aggregated demand or community. It may have more than one generation technology and energy storage may also be a component part.

3. Hybrid generation; Term used when, a combination of behind the meter and centralised generation options are used, energy storage may also be a component part. All of the above models maintain connection to the grid, the degree is determined by various factors within each model and its local attributes.

4. Off grid generation; As the name implies, a complete disconnect from the existing grid. Whilst Kimba District Council representatives at the August 24th meeting were clear in saying grid disconnect was not an option to be pursued; we think, in keeping with the comprehensiveness and integrity of the study as worthwhile to identify the data based case for this proposition.

29


Page 3 of 6


Each implementation model will respond to the following; 1. Capacity study:

Through community questionnaire, interval data analysis and site visits; a. Population demographic

i. Town ii. SWER

iii. Investment and uptake sentiment b. Energy demographic

i. Town ii. SWER

iii. Industrial – Light iv. Industrial – heavy v. Future consumption and development

2. Revenue models: Impacting-informing factors;

a. Distributed Network Service Providers (DNSPs) b. Regulatory and statutory obligations and factors:

i. NEM National Energy Market ii. AER Australian Energy Regulator

iii. AEMO Australian Energy Market Operator iv. AEMC Australian Energy Market Commission v. ESCOSA Emergency Services Commission Of South Australia

vi. SAEP South Australian Government Energy Plan vii. LGA Local Government Association

3. Ownership and Retail: a. Applicable models b. Consumer protection c. Statutory compliance

4. Funding: a. Models and streams b. Separate rates charge c. Building upgrade funding d. SA Government support and grants e. Community and private equity f. ARENA and Federal

30


Page 4 of 6


5. Technologies: a. Generation b. Storage c. Switching d. Metering e. Management f. Distribution

6. Generation Assets: a. Roof top b. Council c. Strategic agricultural

7. Cost: Return on Investment, Payback;

a. Community b. Financial c. Non financial d. Variables

8. Evaluation: a. Risks b. Rewards c. Comments d. Business case and procurement path

9. Reporting: a. A reporting protocol will be developed in consultation with the Council and

community b. This will involve face to face and distance technologies

10. Implementation Strategy: Pre Implementation, Attend Kimba District Council;

a. Take in; Council thoughts, ideas and suggestions b. Present; the proposal, and answer questions

Post Implementation, Develop and Coordinate with Kimba District Council; c. Appropriate stake holder questionnaire(s) d. Site visits to maximise Council and Community participation, input and progressive

information uptake and input

31


Page 5 of 6


Fee Proposal: In developing our fee proposal we have sought to maximise the value of the budget by optimising the onsite investigation with the offsite investigation and reporting functions across the various disciplines and skill sets;

a. Engineering b. Data collection c. Data analysis and modeling d. Research/trades

Aggregating the various disciplines, we estimate time required to undertake and report as 405 hours, delivered in 4-6months from agreement to proceed. Total Cost: $48,600.00 ex GST We are very confident in having the required skills in the complex analytics required to undertake the study and to assess and make recommendations accordingly. Sol Energy has a lot of experience in assessing solar feasibility and undertaking energy audits. Eye Energy Systems has experience in systems integration and off grid solutions and a permanent presence on The Eyre Peninsula. As we are both consultants and contractors, we are uniquely placed to provide quality advice on the appropriate technologies available, pricing and most importantly the cost and practicalities of implementation. We look forward to working with the District Council of Kimba on this very important project. Following is our core team which will be utilised to deliver the project. Whilst the core team has significant depth of knowledge and skills for undertaking this detailed and complex assessment, we will also utilise other external specialists as appropriate throughout the project. This has been a very successful strategy for us when undertaking complex energy audits.

32


Page 6 of 6


Our Team: Simon McKay - Sol Energy Position: Director Qualifications: Master in Science - Architecture, Energy and Sustainability and a Bachelor of Built Environment – Architectural Design Skills: Passive design, energy efficiency, renewable energy and general sustainability advice; Energy Audits, Monitoring and Demand Management; sustainable building design. Relevant Work Experience: Director at Smart Energy Hub, Director at Sol Energy, Project Manager – Energy and Water at Sustainable Focus; Senior Consultant at AECOM (Sustainable Development Group)

Alfredo Nistico - Eye Energy Systems Position: Director Qualifications: Bachelor of Education, Diploma of Teaching, Electrical Contractor, Certified Clean Energy Council, Grid and off Grid Designer and Installer Skills: systems management and maintenance, renewable energy generation, storage and distribution focus; project analysis, implementation and management and large scale solar generation projects Relevant Work Experience: control systems, communications and power supply and maintenance and coordination, Large Scale Generation implementation

Ben Stephens - Sol Energy Position: Engineer Qualifications: Bachelor Electrical/Electronic Engineering Skills: Solar solution designs, storage/generator modeling, coding, electrical wiring and design, feasibility studies and reporting Previous Work Experience: Engineer at Lucid Consulting Engineers

Nelson Manonella - Sol Energy Position: Energy Consultant Qualifications: Diploma of Sustainability, Sustainable Business Practices. Skills: Project Management, Solar Scoping, Energy Efficiency, Climate Change Previous Work Experience: Consultant at Sustainable Focus

Andres Rodriguez – Sol Energy Position: Renewable Energy Analyst Qualifications: Bachelor of Industrial Engineering Skills: Data Analysis for feasibility studies, maximum demand, cost / saving analysis, solar grid and off-grid connected, network tariff structure optimisation (B2R, Agreed, Actual Demand), storage modeling

33

6.6 Committees of Council

Issued :

November 2018

Action For Decision


GDS File 9.14.01.01


Terms of Reference – Audit Committee, Works Committee, Tourism Committee, Bushfire Management Advisory Committee & Australia Day & Other State Awards Committee

Introduction: In accordance with Section 41 of the Local Government Act Council may establish committees to assist in the performance of its functions. In addition Council may also choose to provide representation on committees of various organisations within the Local Government Area as well as other Local Government bodies.

Officer’s Report: Section 41 committees are an integral part of the Council process and are essential to the work that Council undertakes and the role it performs. Current Council has 5 Section 41 Committees: Audit Committee, Works Committee, Tourism Committee, Bushfire Management Advisory Committee and Australia Day & Other State Awards Selection Committee. Of committees the Audit Committee and the Works Committee are prescribed committees which for the purposes of the “Determination of the Remuneration Tribal – Allowances for Members of Local Government Council” is interpreted as follows: - A committee that endures, irrespective of whether the council has assigned any particular work for the

committee to perform and assists the Council or provides advice to the Council in any of the following area or any combination thereof:

· Audit · Chief Executive Officer performance review · Corporate Services · Finance · Governance · Infrastructure and Works · Risk Management · Strategic planning and development

The allowance for a presiding member of a prescribed committee/s established by Council who is not the principal member or deputy principal member will be equal to one and a quarter (1.25) times the annual allowance for councillors of that Council. An additional allowance in the form of a sitting fee is payable to a councillor (other than the principal member, deputy principal member or a presiding member of a prescribed committee) who is the presiding member of a committee, that is not a prescribed committee at the rate of $110 per meeting limited to an aggregate amount of allowance of $660 per annum.

34


Issued :

November 2018

Section 41 Committees:

Audit Committee – Prescribed Committee The purpose of the committee is the monitoring of financial reporting, reviewing of internal controls and risk management systems, reviewing whistle blowing avenues and developing and implementing external audits. The Committee shall monitor the integrity of the financial statements of the Council, reviewing significant financial reporting, issues and judgements which they contain. It is recommended that the committee consists of two independent members one of which holds the position of independent chair and three elected members and that the principal member of Council is not a member of the committee. The current independent chair is now an elected member of Council and as a result a new independent chair will be sourced and presented to the December 2018 meeting of Council. The committee is required to meet four times per year. The Audit Committee Terms of Reference is included in the agenda for consideration and adoption by Council. The current Auditor of Council is Dean Newbery and Partners who have just completed three years of a five year contract. In accordance with Section 128 (6) of the Local Government Act 1999 ”A person’s ability to hold office as an Auditor of Council, and to be reappointed to that office, is subject to the qualification that if the person has held the office of auditor for at least 5 successive years , or for 5 out of 6 successive years” – that person may only continue if they meet the criteria of Section 128 (6) (a) or Section 128 (6) (b)of the Act. Recommendations: That _______________________________________ be appointed as members of Council’s Audit Committee. That the Audit Committee Terms of Reference be adopted as reviewed.

Works Committee – Prescribed Committee The purpose of this committee is to discuss and consider works related matters, prepare forward programs for machinery, plan and implement techniques of operation for Councils waste management and enforce and improve safe operation of the Kimba Aerodrome. Currently Committee membership is three elected members and non-voting members: Chief Executive Officer/Manager Corporate Services, Works Manager, Works Representatives (as required to assist the committee) and the Depot Administration Officer (committee secretary). The committee is required to meet at least two (2) times during any one year. It is the belief of Senior Management that this committee is no longer required. Over the past several years the role of the committee has diminished, the frequency of the meetings reduced and the outcomes achieved minimal. It is felt that the committee has become unproductive and much of the reporting undertaken in the agenda is doubled up with information presented to Council. Should the expertise be required as provided by the committee previously the opportunity exists for an appropriate member of Council to be appointed to assist based on their knowledge and level of expertise in the area required.

Recommendation: That the Works Committee be dissolved as a Section 41 Committee of Council.

35


Issued :

November 2018

Tourism Committee – Committee of Council The purposes of this committee is to discuss, consider and prepare tourism related matters/programs as required and referred to by Council. Membership consists of two elected members, three community representatives (minimum) and one representative of the Kimba Community Development Group. Currently the community representative positions are vacant and will be advertised following the appointment of the elected members to the committee. The principal member of council is an ex officio member of the committee and will not be taken to be included in the membership of the committee unless actually present at a meeting of the committee. It is recommended that meetings be held bi-monthly in the last week of the month commencing in January of each calendar year. In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. Discussions has been held as to whether an amalgamation should occur between the Tourism Committee and the Kimba Community Development Group. Advice identifies that should this occur the resultant committee would need to be a Section 41 Committee of Council to enable the Council to facilitate the use of Council resources and staff time. I would suggest that the Kimba Community Development Group would not be in favour of this occurring however, further investigation can be undertaken at the request of members. Recommendations: That _______________________________________ be appointed as members of Council’s Tourism Committee. That the Tourism Committee Terms of Reference be adopted as reviewed.

Bushfire Management Advisory Committee – Committee of Council The purpose of this committee is to provide advice to Council on all matters relating to Bushfire Management and to provide guidance to the Fire Prevention Officer in relation to his/her duties. Membership currently consists of two elected members; Fire Prevention Officer, CFS Caralue Group Officer, Kimba Brigade Representative, Buckleboo Brigade Representative, Kimba Brigade Representative, Waddikee Brigade Representative, Yalanda James Brigade Representative, CFS Region 6 Representative and National Parks representative. The principal member of council is an ex officio member of the committee and will not be taken to be included in the membership of the committee unless actually present at a meeting of the committee. Meetings must held at least once during any one year (typically 2 meetings per year). In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. Recommendations: That _______________________________________ be appointed as members of Council’s Bushfire Management Advisory Committee. That the Bushfire Management Advisory Committee Terms of Reference be adopted as reviewed.

36


Issued :

November 2018

Australia Day & Other State Awards Selection Committee – Committee of Council The purpose of the committee is to provide guidance to the Australia Day & Other State Awards Committee when considering the various nominations received for the Annual Australia Day Awards & other State awards. Membership consists of two elected members or proxies, one representative from the Kimba Community Development Group, one representative from the Kimba Area School Governing Council, one representative from the Apex Club and 2 former winners (Citizen and Young Citizen of the Year). The principal member of council is an ex officio member of the committee and will not be taken to be included in the membership of the committee unless actually present at a meeting of the committee. The committee must meet at least once during any one year (typically 2 meetings a year). In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. Recommendations: That _______________________________________ be appointed as members of Council’s Australia Day & Other State Awards Selection Committee. That the Australia Day & Other State Awards Selection Committee Terms of Reference be adopted as reviewed. Other Committees:

Kimba Area School Library Committee One elected member and the CEO suggested to be representatives on the committee as previously provided. Recommendation: That ___________________________be appointed as Council’s representatives on the Kimba Area School Library Committee.

Kimba Community Development Group One elected member suggested to be a representative on the committee as previously provided. That ___________________________be appointed as Council’s representative on the Kimba Community Development Group.

Kimba Area School Governing Council One elected member suggested to be a representative on the committee as previously provided.

That ___________________________be appointed as Council’s representative on the Kimba Area School Governing Council.

Local Government Association of South Australia The Local Government Association (LGA) of South Australia is a membership organisation which provides quality service and leadership relevant to the needs of member Councils. Traditionally the Mayor is appointed to the LGA with the Deputy Mayor as proxy.

37


Issued :

November 2018

Recommendation: That the Mayor be appointed as Council’s representative on the Local Government Association of South Australia with the Deputy Mayor as proxy.

Risk/Liability: This risk to Council is that if the appropriate representation is not appointed to the relevant committees these committees will not achieve the outcomes desired.


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5



38

DISTRICT COUNCIL OF KIMBA

5.8 Audit Committee Terms of Reference

39

Audit Committee Terms of Reference

Version: 12

Adopted: March 2018

Next review: March 2019

P a g e | 2

DOCUMENT APPROVAL This document has been endorsed and approved for use by:

March 14, 2018

Debra Larwood Date Chief Executive Officer District Council of Kimba Document Version Control Document Name: 5.8 – Audit Committee Terms of Reference Version Number: 12 Author: Lyndon Keane Authorised By Debra Larwood Change History Version Issue Date Author Reasons for Change 4 October 2010 D Larwood 5 November 2010 D Larwood 6 February 2011 D Larwood Amendment 7 September 2012 D Larwood Reviewed 8 September 2013 D Larwood Reviewed 9 October 2014 D Larwood Reviewed 10 September, 2015 D Larwood Reviewed 11 October, 2016 D Larwood Reviewed 12 March 14, 2018 L Keane Amendment for Audit Committee composition

change (Council resolution 33.2018) 13 November, 2018 D Larwood Local Government Elections 2018

40


Version: 12

Adopted: March 2018


P a g e | 3

1. Membership 1.1 Members of the committee are appointed by the Council. The committee shall consist of

two independent members and three Elected Members of Council. 1.2 The independent members of the committee shall have recent and relevant financial

experience. The Principal Member of the Council shall not be a member of the committee.

1.3 Only members of the committee are entitled to vote in committee meetings. Unless

otherwise required by the conflict of interest provisions pursuant to the Local Government Act 1999 (the Act) not to vote, each member must vote on every matter that is before the committee for decision. Other Council staff (such as the Chief Executive Officer or Manager Corporate Services) would normally attend meetings as observers and be responsible for preparing papers for the committee. In accordance with the principles of open, transparent and informed decision making, committee meetings must be conducted in a place open to the public. The agenda and minutes of the committee meetings, subject to any items that are discussed in confidence under section 90 of the Act and subsequently retained as confidential under s91 of the Act are also required to be made available to the public.

1.4 The Council’s external auditors may be invited to attend meetings of the committee. 1.5 The Council shall appoint a Presiding Member of the committee, who must be one of the

two independent members appointed under s1.1. 1.6 An Audit Committee advisor will be appointed to provide Council staff with support in drafting

and maintaining the Audit Committee Work Program, meeting agendas and reports. The advisor will also provide technical support to the Presiding Member prior to and during committee meetings.

1.7 Appointments to the committee from Elected Members shall be for the period until the

end of the term of Council. Independent members of the committee shall be appointed for a period of up to four years, commencing partway thorugh an election cycle. Independent members may be reappointed by Council for a subsequent term.

2. Secretariat resources 2.1 The Chief Executive Officer shall provide sufficient administrative resources to the committee to enable it to adequately carry out its functions. 3 Quorum 3.1 The quorum necessary for the transaction of business shall be three members of the committee. A duly convened meeting of the committee at which a quorum is present shall be competent to exercise all or any of the authorities, powers and discretions vested in or exercisable by the committee.

41


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Adopted: March 2018


P a g e | 4

4 Frequency of meetings 4.1 The committee shall meet four times per year and otherwise as required. 5 Notice of meetings 5.1 Ordinary meetings of the committee will be held at times and places determined by Council or, subject to a decision of Council, the committee. A special meeting of the committee may be called pursuant to s82 of the Act. 5.2 Notice of each meeting confirming the venue, time and date, together with an agenda of items to be discussed, shall be forwarded to each member of the committee and observers, no later than three clear days before the date of the meeting. Supporting papers shall be sent to committee members (and to other attendees as appropriate) at the same time. 6 Minutes of meetings 6.1 The Chief Executive Officer shall ensure that the proceedings and resolutions of all

meetings of the committee, including recording the names of those in attendance, are minuted and that the minutes otherwise comply with the requirements of the Local Government (Procedures at Meetings) Regulations 2013.

6.2 Minutes of committee meetings shall be circulated within five days after a meeting to

all members of the committee and all Elected Members, as well as being made publicly available.

7 Role of the committee 7.1 Financial reporting 7.1.1 The Committee shall monitor the integrity of the financial statements of the Council, including its annual report, reviewing significant financial reporting, issues and judgements which they contain. 7.1.2 The committee shall review and challenge where necessary: 7.1.2.1 the consistency of, and/or any changes to, accounting policies; 7.1.2.2 the methods used to account for significant or unusual transactions where different approaches are possible; 7.1.2.3 whether the Council has followed appropriate accounting standards and made appropriate estimates and judgements, taking into account the views of the external auditor; 7.1.2.4 the clarity of disclosure in the Council’s financial reports and the context in which statements are made; and 7.1.2.5 all material information presented with the financial statements.

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Adopted: March 2018


P a g e | 5

7.2 Internal controls and risk management systems The committee shall: 7.2.1 keep under review the effectiveness of the Council’s internal controls and risk management systems; and 7.2.2 review and recommend the approval, where appropriate, of any material to be included in the annual report concerning internal controls and risk management. 7.3 Whistleblowing The committee shall review the Council’s arrangements for its employees to raise concerns, in confidence, about possible wrongdoing in financial recording or reporting or other matters. The committee shall ensure these arrangements allow independent investigation of such matters and appropriate follow-up action. 7.4 External audit The committee shall: 7.4.1 develop and implement a policy on the supply of non-audit services by the external auditor, taking into account any relevant ethical guidance on the matter; 7.4.2 consider and make recommendations to the Council, in relation to the appointment, reappointment and removal of the Council’s external auditor. The Committee shall oversee the selection process for new auditors and if an auditor resigns the Committee shall investigate the issues leading to this and decide whether any action is required; 7.4.3 oversee the Council’s relationship with the external auditor including, but not limited to: 7.4.3.1 recommending the approval of the external auditor’s remuneration,

covering fees for both audit or non-audit services, and recommending whether the level of fees is appropriate to enable an adequate audit to be conducted;

7.4.3.2 recommending the approval of the external auditor’s terms of engagement, including any engagement letter issued at the commencement of each audit and the scope of the audit;

7.4.3.3 assessing the external auditor’s independence and objectivity taking into account relevant professional and regulatory requirements and the extent of the Council’s relationship with the auditor, including the provision of any non-audit services;

7.4.3.4 satisfying itself that there are no relationships (such as family, employment, investment, financial or business) between the external auditor and the Council (other than in the ordinary course of business);

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7.4.3.5 monitoring the external auditor’s compliance with legislative requirements on the rotation of audit partners; and

7.4.3.6 assessing the external auditor’s qualifications, expertise and resources and the effectiveness of the audit process, which shall include a report from the external auditor on the Audit Committee’s own internal quality procedures;

7.4.4 meet as needed with the external auditor. The committee shall meet the external auditor at least once a year, without management being present, to discuss the external auditor’s report and any issues arising from the audit; 7.4.5 review and make recommendations on the annual audit plan, and in particular its consistency with the scope of the external audit engagement 7.4.6 review the findings of the audit with the external auditor. This shall include, but not be limited to, the following; 7.4.6.1 a discussion of any major issues which arose during the external audit; 7.4.6.2 any accounting and audit judgements; and 7.4.6.3 levels of errors identified during the external audit. 7.4.7 review the effectiveness of the external audit 7.4.8 review any representation letter(s) requested by the external auditor before they are signed by management; 7.4.9 review the subsequent audit management letter from the external auditor and management’s proposed response, by the Council, to the external auditor’s findings and recommendations in that audit management letter. 8 Reporting responsibilities

8.1 The committee shall make whatever recommendations to the Council it deems appropriate on any area within its terms of reference where in its view action or improvement is needed.

9 Other matters

The committee shall: 9.1 have access to reasonable resources in order to carry out its duties; 9.2 be provided with appropriate and timely training, both in the form of an induction

program for new members and on an ongoing basis for all members; 9.3 give due consideration to the Act; and regulations made under the Act; 9.4 make recommendations on co-ordination of the external auditors; 9.5 oversee any investigation of activities which are within its terms of reference;

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9.6 oversee action to follow up on matters raised by the external auditors; and 9.7 at least once a year, review its own performance, constitution and Terms of Reference to ensure it is operating at maximum effectiveness and recommend changes it

considers necessary to the Council for approval 10. Adoption of Terms of Reference

6.1 The Terms of Reference for the District Council of Kimba Audit Committee were adopted at the Ordinary Meeting of Council held on Wednesday, 14 March, 2018.

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5.5 Works Committee Terms of Reference

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2

DOCUMENT APPROVAL This document has been endorsed and approved for use by: _______________________________ _______________________________ Debra Larwood Date CEO District Council Kimba Document Version Control Document Name: 5.5 Works Committee Terms of Reference

Document Status: Draft

Version Number: 6

Author: Michael Inglis Change History Version Issue Date Author Reasons for Change

1 April 2006 D. Cearns

2 January 2011 D. Cearns Review

3 February 2011 D. Cearns Review

4 October 2012 D Cearns Review

5 July 2014 D Cearns Review

6 April 2017 M.Inglis Review

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3

Works Committee Terms of Reference

Version No: 6

Adopted: April 2017

Next Review: May 2018

TERMS OF REFERENCE

Established pursuant to Section 41 of the Local Government Act 1999

Official Title: District Council of Kimba Works Committee Date of Establishment: 12th April, 2006. Purpose of Committee, Roles and Functions: The purpose, role and functions of the Committee is to:

WORKS:

· Discuss and consider Works related matters as required or referred to by Council.

MACHINERY:

· Review forward programs for the replacement of plant and machinery.

· Review tenders for the replacement of plant and machinery and forward reports and recommendations to Council on the tenders received.

Membership:

· Three Members of Council · Non voting members:

· Chief Executive Officer · Works Manager · Works Representatives (as requested to assist the committee) · Depot Administration Officer (committee secretary

Chairperson:

In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. In this case, the Chairperson shall be so elected at the first ordinary meeting of the Committee held in April each year. The Chairperson will hold office for the term of Council.

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4


Version No: 6

Adopted: April 2017


The process for electing the Chairperson shall be as follows:

· Chief Executive Officer shall call for nominations for the position of Chairperson, which does not require a seconder.

· In the event of two or more nominations being received, a secret ballot must be conducted. The ballot process must continue, eliminating the nominee with the least number of votes each time. When one nominee is remaining, that nominee is duly elected to the position of Chairperson.

· In the event of an equal number of votes being received by a nominee during the ballot process, lots will be drawn to determine the nominee to be eliminated. The nominee drawn will thus be eliminated.

· In the event of only one nomination being received after the call for nominations, then the nominee will be appointed to the position of Chairperson.

Role of Chairperson:

The role of the Chairperson of the Committee is to:

· Chair all ordinary, special and other meetings of the Committee. · Liaise with the Chief Executive Officer and Works Manager as to the functions, meetings and other

issues of the Committee.

· Act in conjunction with the Chief Executive Officer as the Committee spokesperson to the Council on any issues or dealings of the Committee as and when required.

Deputy Chairperson: Pursuant to Section 41 (4) of the Local Government Act 1999, the Council grants the power to the Committee to elect a Deputy Chairperson. If this power is exercised, the Deputy Chairperson shall be so elected at the first ordinary meeting of the Committee held in April each year, for the term of Council. The election process for the Deputy Chairperson shall be the same as that for the election of Chairperson as set out in the terms of reference. In the absence of the Chairperson, the Deputy Chairperson shall assume the powers and responsibilities of the Chairperson. Secretary The Depot Administration Officer, or in their absence the CEO, shall be the secretary of the Committee. The Secretary shall: · Arrange for the calling of all meetings of the Committee and provide all members with an agenda. · Maintain minutes of all meetings of the Committee.

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5


Version No: 6

Adopted: April 2017


Ordinary Meetings 1. Due to the nature of the Committee, its purpose, role and functions, the Committee should meet at least

two (2) times during any one year, with its first meeting of the Committee to include the making of relevant appointments if so required.

2. The secretary shall give three (3) clear days notice of all ordinary meetings and such notice shall be

accompanied by an agenda for the meeting along with supporting documentation and reports for consideration at the meeting.

3. In the event of the absence of the Chairperson and Deputy Chairperson, the members present at the

meeting may elect an Acting Chairperson for the sole purpose of chairing the ordinary meeting. Special Meetings 1. Special meetings of the Committee may be called at any time by the Secretary with the approval of the

Chairperson or Acting Chairperson. 2. At least four (4) hours prior notice in writing is required to hold a special meeting, and such notice shall

set out explicitly the nature of the business to be conducted at the special meeting and whether any resolution of the Committee is required to be made.

Meeting Procedures The procedure to be observed in relation to the meetings of the Committee shall be in accordance with the Local Government (procedures of Meetings) Regulations 2000 as set out under the Local Government Act 1999. However, Part 2 “Meetings of Councils and Key Committees” of the Regulations does not apply to the Committee. Quorum The quorum for all meetings of the Committee shall be two (half plus one excluding any fraction), as per Regulation 26 of the Local Government (Proceedings of Meetings) Regulations 2000. Voting The voting of the Committee meetings shall be in accordance with Regulation 27 of the Local Government (Proceedings of Meetings) Regulations 2000, which provides for the following: 1. A question arising for decision at a meeting of the Committee will be decided by a majority of the votes

cast by the members present at the meeting and entitled to vote on the question. 2. Each member of the Committee and who is present at a meeting of the Committee must, subject to a

provision of the Act to the contrary, vote on a question arising for decision at that meeting.

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6

3. The Chairperson of the Committee has a deliberative vote on a question arising for decision at the meeting but does not, in the event of an equality of votes, have a casting vote.


Version No: 6

Adopted: April 2017


Absence Any member of the Committee who is unable to attend any meeting shall advise the Secretary of their absence prior to the commencement of the meeting. If any member of the Committee appointed is absent for three or more consecutive meetings, the Council may seek nominations for another person to be a member of the Committee, either representing the Council of the relevant community organisation from which the Committee member represented. Minutes of Committee Meetings The minutes of the Committee must be made available to all committee members within 5 days of the date of the meeting. The minutes of the committee meetings need to be reported to the next meeting of Council following the Committee meeting for authorisation and adoption. Register of Interest Pursuant to section 72(1) of the Local Government Act 1999, the register of interest provisions as described in Division 2 “Register of Interest” do not apply to the committee members. Amendments to the Terms of Reference The Council may change the terms of reference of the Committee in part or in whole at any time as it sees fit by resolution at an ordinary special meeting of Council. The Committee may from time to time at an ordinary or special meeting pass resolution to recommend to Council to alter any part of the terms of reference. Adoption of Terms of Reference The Terms of Reference for the District Council of Kimba Works Committee were adopted at the Ordinary Council Meeting held on 10th May 2017.

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5.7 Tourism Committee Terms of Reference

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Tourism Committee Terms of Reference

Version No: 8 Adopted: October 2017

Next Review: October 2018


2

DOCUMENT APPROVAL This document has been endorsed and approved for use by: _______________________________ _______________________________ Deb Larwood Date CEO District Council Kimba Document Version Control

Document Name: Tourism Committee Terms of Reference Document Status: Final Version Number: 8 Author: D. Larwood Authorised By D. Larwood

Change History

Version Issue Date Author Reasons for Change 1 November 2006 2 June 2008 D. Larwood 3 January 2010 D. Larwood 4 April 2011 D. Larwood Review 5 April 2012 D. Larwood Review 6 June 2014 D. Larwood Review 7 July 2016 D. Larwood Review 8 October 2017 D. Larwood Review 9 November 2018 D. Larwood Local Government Elections 2018

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3

TERMS OF REFERENCE


Official Title District Council of Kimba Tourism Committee Date of Establishment 8th November, 2006 Purpose of Committee, Roles and Functions The purpose, role and functions of the Committee are to: · Discuss and consider Tourism related matters as required and referred to by Council. · Prepare forward work programs and management plans related to Tourism for consideration by Council. · Review Council’s Tourism budget during each year and forward recommendations to Council. · Assist with the preparation of budget items relating to Tourism for inclusion within the draft budget for

consideration of Council. · Prepare forward programs for undertaking Tourism activities. · Assess tenders for the replacement of Tourism related equipment, marketing and advertising activities and

forward reports and recommendations to Council on the tenders received. · Liaise with Council regarding budget requirements and budget reviews. · Review the operations and resources, including volunteers, of Tourism activities on an annual basis. Membership · Two (2) elected members · Three (3) community representatives (minimum) · 1 representative of Kimba Community Development Group The principal member of council is an ex officio member of the committee and will not be taken to be included in the membership of the committee unless actually present at a meeting of the committee. The Chief Executive Officer, or proxy, to provide the role of secretarial support only with no voting rights. Nominations for community representatives shall be called for in early December following an election of Council and will be appointed for a term of 2 years. Further nominations will be called for prior to the conclusion of this 2 year term. Chairperson In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. In this case, the Chairperson shall be so elected at the first ordinary meeting of a new Committee to be held in January of the relevant year. The Chairperson will hold office for a two year term.

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The process for electing the Chairperson shall be as follows: · Chief Executive Officer, or proxy, shall call for nominations for the position of Chairperson, which does not

require a seconder. · In the event of two or more nominations being received, a secret ballot must be conducted. The ballot

process must continue, eliminating the nominee with the least number of votes each time. When one nominee is remaining, that nominee is duly elected to the position of Chairperson.



Role of Chairperson The role of the Chairperson of the Committee is to: · Chair all ordinary, special and other meetings of the Committee. · Liaise with the Chief Executive Officer and Office Manager as to the functions, meetings and other issues of

the Committee. · Act in conjunction with the Chief Executive Officer as the Committee spokesperson to the Council on any

issues or dealings of the Committee as and when required. Deputy Chairperson Pursuant to Section 41 (4) of the Local Government Act 1999, the Council grants the power to the Committee to elect a Deputy Chairperson. If this power is exercised, the Deputy Chairperson shall be so elected at the first ordinary meeting of a new Committee to be held in January, for a two year term.

The election process for the Deputy Chairperson shall be the same as that for the election of Chairperson as set out in the terms of reference. In the absence of the Chairperson, the Deputy Chairperson shall assume the powers and responsibilities of the Chairperson. Secretary The Chief Executive Officer, or proxy, shall be the secretary of the Committee. The Secretary shall: · Arrange for the calling of all meetings of the Committee and provide all members with an agenda. · Maintain minutes of all meetings of the Committee. Ordinary Meetings 1. Due to the nature of the Committee, its purpose, role and functions, the Committee must meet at least once

during any one year, with its first meeting of the calendar year of the Committee to include the making of relevant appointments if so required. It is recommended that meetings be held bi-monthly in the last week of the month commencing in January of each calendar year.

2. The secretary shall give three (3) clear days notice of all ordinary meetings and such notice shall be accompanied by an agenda for the meeting along with supporting documentation and reports for consideration at the meeting.

3. In the event of the absence of the Chairperson and Deputy Chairperson, the members present at the meeting may elect an Acting Chairperson for the sole purpose of chairing the ordinary meeting.

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Special Meetings 1. Special meetings of the Committee may be called at any time by the Secretary with the approval of the

Chairperson or Acting Chairperson. 2. At least four (4) hours prior notice in writing is required to hold a special meeting, and such notice shall set out

explicitly the nature of the business to be conducted at the special meeting and whether any resolution of the Committee is required to be made.

Meeting Procedures The procedure to be observed in relation to the meetings of the Committee shall be in accordance with the Local Government (procedures of Meetings) Regulations 2000 as set out under the Local Government Act 1999. However, Part 2 “Meetings of Councils and Key Committees” of the Regulations does not apply to the Committee. Quorum The quorum for all meetings of the Committee shall be three, as per Regulation 26 of the Local Government (Proceedings of Meetings) Regulations 2000. Voting The voting of the Committee meetings shall be in accordance with Regulation 27 of the Local Government (Proceedings of Meetings) Regulations 2000, which provides for the following: 1. A question arising for decision at a meeting of the Committee will be decided by a majority of the votes cast

by the members present at the meeting and entitled to vote on the question (observers not entitled to vote). 2. Each member of the Committee and who is present at a meeting of the Committee must, subject to a provision

of the Act to the contrary, vote on a question arising for decision at that meeting. 3. The Chairperson of the Committee has a deliberative vote on a question arising for decision at the meeting but

does not, in the event of an equality of votes, have a casting vote. Absence Any member of the Committee who is unable to attend any meeting shall advise the Secretary of their absence prior to the commencement of the meeting. If any member of the Committee appointed is absent for three or more consecutive meetings, the Council may seek nominations for another person to be a member of the Committee, either representing the Council or the relevant community organisation from which the Committee member represented. Resignation Any member of the Committee who wishes to resign from their position on the committee must do so in writing to Council. If this committee member is an appointee of Council a new appointment to this role will be made by Council. If the committee member is a representative from the Kimba Community Development Group a new representative is to be appointed by this group. In the event of a community member resigning Council will call for nominations for a replacement for this position. Minutes of Committee Meetings The minutes of the Committee must be made available to all committee members within 5 days of the date of the meeting. The minutes of the committee meetings must to be reported to the next meeting of Council following the Committee meeting for authorisation and adoption.

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Register of Interest Pursuant to section 72(1) of the Local Government Act 1999, the register of interest provisions as described in Division 2 “Register of Interest” do not apply to the committee members. Amendments to the Terms of Reference The Council may change the terms of reference of the Committee in part or in whole at any time as it sees fit by resolution at an ordinary or special meeting of Council. The Committee may from time to time at an ordinary or special meeting pass resolution to recommend to Council to alter any part of the terms of reference. Adoption of Terms of Reference The Terms of Reference were adopted at the Ordinary Council meeting held on 11th October 2017.

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5.6 Bushfire Management Advisory Committee Terms of Reference

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Bushfire Prevention Advisory Committee Terms of Reference



DOCUMENT APPROVAL This document has been endorsed and approved for use by: _______________________________ _______________________________ Deb Larwood Date CEO District Council Kimba Document Version Control Document Name: 5.6 – Bushfire Management Advisory Committee Document Status: Final Version Number: 6 Author: Michael Inglis Authorised By Deb Larwood Change History Version Issue Date Author Reasons for Change 1 December 2009 D Larwood 2 October 2012 D Cearns Review 3 October 2013 D Cearns Review 4 October 2014 D Larwood Review 5 October 2016 P Rogers Review 6 October 2017 M Inglis Review 7 November 2018 D Larwood Local Government Elections 2018

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TERMS OF REFERENCE

Established pursuant to Sections 41 (1) & (2) and 44 of the Local Government Act 1999

Official Title: District Council of Kimba Bushfire Management Advisory Committee Date of Establishment: 12th July, 2006. Purpose of Committee, Roles and Functions

· Generally to provide advice to Council on all matters relating to Bushfire Management and to provide guidance to the Bushfire Prevention Officer in relation to his/her duties as may be required from time to time while acting under Sections 105B, 105C, 105D and 105E of the Fire and Emergency Services Act 2005 as Council’s representative on the applicable Bushfire Management Advisory Committee.

· Assist the new Regional Board in developing forward work programs and management plans related to area for consideration by Council.

Membership

· Two Elected Members of Council · Fire Prevention Officer · CFS Caralue Group Officer · Kimba Brigade Representative · Buckleboo Brigade Representative · Kimba Brigade Representative · Waddikee Brigade Representative · Yalanda James Brigade Representative · CFS Region 6 Representative · National Parks representative

Advisory:

· CEO or proxy · Works Manager or proxy

The principal member of council is an ex officio member of the committee and will not be taken to be included in the membership of the committee unless actually present at a meeting of the committee. Chairperson In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. In this case, the Chairperson shall be so elected at the first ordinary meeting of the Committee held in February each year. The Chairperson will hold office for the full twelve month term.

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The process for electing the Chairperson shall be as follows: · Chief Executive Officer shall call for nominations for the position of Chairperson, which does not

require a seconder. · In the event of two or more nominations being received, a secret ballot must be conducted. The ballot

process must continue, eliminating the nominee with the least number of votes each time. When one nominee is remaining, that nominee is duly elected to the position of Chairperson.



Role of Chairperson The role of the Chairperson of the Committee is to: · Chair all ordinary, special and other meetings of the Committee. · Liaise with the Chief Executive Officer and Deputy Chief Executive Officer as to the functions,

meetings and other issues of the Committee. · Act in conjunction with the Chief Executive Officer as the Committee spokesperson to the Council on

any issues or dealings of the Committee as and when required. Deputy Chairperson Pursuant to Section 41 (4) of the Local Government Act 1999, the Council grants the power to the Committee to elect a Deputy Chairman. If this power is exercised, the Deputy Chairman shall be so elected at the first ordinary meeting of the Committee held in April each year, for a twelve monthly term. The election process for the Deputy Chairman shall be the same as that for the election of Chairman as set out in the terms of reference. In the absence of the Chairman, the Deputy Chairperson shall assume the powers and responsibilities of the Chairperson. Secretary An appointee shall be the secretary of the Committee. The Secretary shall: · Arrange for the calling of all meetings of the Committee and provide all members with an agenda. · Maintain minutes of all meetings of the Committee. · Minutes of any meetings of the Committee to be made available to the Council and members of the

Committee within five days of the meeting. Ordinary Meetings 1. Due to the nature of the Committee, its purpose, role and functions, the Committee must meet at least

once during any one year, with its first meeting of the Committee to include the making of relevant appointments if so required.


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3. In the event of the absence of the Chairman and Deputy Chairman, the members present at the meeting may elect an Acting Chairman for the sole purpose of chairing the ordinary meeting.

4. Proceedings of meetings of the Kimba Bushfire Management Advisory Committee to be conducted in accordance with the Country Fires Regulations 1989 as varied from time to time and in as much as they apply to the Committee.

Special Meetings 1. Special meetings of the Committee may be called at any time by the Secretary with the approval of the

Chairman or Acting Chairman. 2. At least four (4) hours prior notice in writing is required to hold a special meeting, and such notice shall


Meeting Procedures The procedure to be observed in relation to the meetings of the Committee shall be in accordance with the Local Government (procedures of Meetings) Regulations 2000 as set out under the Local Government Act 1999. However, Part 2 “Meetings of Councils and Key Committees” of the Regulations does not apply to the Committee. Quorum The quorum for all meetings of the Committee shall be six, as per Regulation 26 of the Local Government (Proceedings of Meetings) Regulations 2000. Voting The voting of the Committee meetings shall be in accordance with Regulation 27 of the Local Government (Proceedings of Meetings) Regulations 2000, which provides for the following: 1. A question arising for decision at a meeting of the Committee will be decided by a majority of the votes

cast by the members present at the meeting and entitled to vote on the question. 2. Each member of the Committee and who is present at a meeting of the Committee must, subject to a

provision of the Act to the contrary, vote on a question arising for decision at that meeting. 3. The Chairman of the Committee has a deliberative vote on a question arising for decision at the meeting

but does not, in the event of an equality of votes, have a casting vote. Absence Any member of the Committee who is unable to attend any meeting shall advise the Secretary of their absence prior to the commencement of the meeting. If any member of the Committee appointed is absent for three or more consecutive meetings, the Council may seek nominations for another person to be a member of the Committee, either representing the Council of the relevant community organisation from which the Committee member represented. Minutes of Committee Meetings The minutes of the Committee must be made available to all committee members within 5 days of the date of the meeting. The minutes of the committee meetings need to be reported to the next meeting of Council following the Committee meeting for authorisation and adoption. Register of Interest Pursuant to section 72(1) of the Local Government Act 1999, the register of interest provisions as described in Division 2 “Register of Interest” do not apply to the committee members.

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Amendments to the Terms of Reference The Council may change the Terms of Reference of the Committee in part or in whole at any time as it sees fit by resolution at an ordinary special meeting of Council. The Committee may from time to time at an ordinary or special meeting pass resolution to recommend to Council to alter any part of the terms of reference. Adoption of Terms of Reference This District Council of Kimba Bushfire Management Advisory Committee Terms of Reference was reviewed and re-adopted at the Council Meeting held on 11th October, 2017.

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5.2 Australia Day & Other State Awards Selection Committee

Terms of Reference

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DOCUMENT APPROVAL This document has been endorsed and approved for use by: _______________________________ _______________________________ Deb Larwood Date CEO Document Version Control

Document Name: 5.2 Australia Day & Other State Awards Selection Committee Terms of Reference

Document Status: Final Version Number: 12 Author: Chloe Hanan Authorised By Deb Larwood

Change History

Version Issue Date Author Reasons for Change 5 October 2009 D. Cearns Committee Review 6 Oct 2010 D. Cearns Adopted by Council 7 Oct 2011 D. Cearns Adopted by Council 8 Oct 2012 D. Cearns Adopted by Council 9 Oct 2013 D. Cearns Committee Review 10 Oct 2014 D. Cearns Committee Review 11 Oct 2016 D Larwood Committee Review 12 Oct 2017 D Larwood Committee Review 13 Nov 2018 D Larwood Committee Review and Local Government Elections

2018

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TERMS OF REFERENCE


1. Official Title District Council of Kimba Australia Day & other State Awards Selection Committee 2. Date of Establishment

February, 2005. 3. Purpose of Committee, Roles and Functions

This policy has been prepared by the District Council of Kimba in order to provide guidance to the Australia Day & other State Awards Committee when considering the various nominations received for the Annual Australia Day Awards & other State awards.

4. Membership

- Two (2) Council Representatives or proxy (Elected Member or Officer) - 1 x Apex Representative - 2 x former winners (Citizen and Young Citizen of the Year) - One (1) Representative from the Kimba Community Development Group - One (1) Representative from the Kimba Area School Governing Council

The principal member of council is an ex officio member of the committee and will not be taken to be included in the membership of the committee unless actually present at a meeting of the committee. Council’s Chief Executive Officer will provide the Administrative Support function of the advisory Group. 5. Chairperson

In the event that the Mayor of the Council is represented on the Committee, the Mayor will automatically be appointed to the position of Chairperson of the Committee. If the Mayor of the Council is not represented on the Committee, then Council grants the Committee power pursuant to Section 41(4) of the Local Government Act 1999, to elect a Chairperson. In this case, the Chairperson shall be so elected at the first ordinary meeting of the Committee each year. The Chairperson will hold office for the full twelve month term. The process for electing the Chairperson shall be as follows:

· Chief Executive Officer shall call for nominations for the position of Chairperson, which does not require a seconder.

· In the event of two or more nominations being received, a secret ballot must be conducted. The ballot process must continue, eliminating the nominee with the least number of votes each time. When one nominee is remaining, that nominee is duly elected to the position of Chairperson.



5.1 Role of Chairperson The role of the Chairperson of the Committee is to:

· Chair all ordinary, special and other meetings of the Committee. · Liaise with the Chief Executive Officer and Manager Administration Services as to the functions,

meetings and other issues of the Committee.

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· Act in conjunction with the Chief Executive Officer as the Committee spokesperson to the Council on any issues or dealings of the Committee as and when required.

5.2 Deputy Chairperson Pursuant to Section 41 (4) of the Local Government Act 1999, the Council grants the power to the Committee to elect a Deputy Chairperson. If this power is exercised, the Deputy Chairperson shall be so elected at the first ordinary meeting of the Committee each year, for a twelve monthly term. The election process for the Deputy Chairperson shall be the same as that for the election of Chairperson as set out in the terms of reference. In the absence of the Chairperson, the Deputy Chairperson shall assume the powers and responsibilities of the Chairperson. 6. Secretary An appointee shall be the secretary of the Committee. The Secretary shall: · Arrange for the calling of all meetings of the Committee and provide all members with an agenda. · Maintain minutes of all meetings of the Committee. 7. Ordinary Meetings

1. Due to the nature of the Committee, its purpose, role and functions, the Committee must meet at least once during any one year, with its first meeting of the Committee to include the making of relevant appointments if so required.

2. The Committee meet as and when required to discuss other state awards received to discuss possible nominations


4. In the event of the absence of the Chairperson and Deputy Chairperson, the members present at the meeting may elect an Acting Chairperson for the sole purpose of chairing the ordinary meeting.

8. Special Meetings

1. Special meetings of the Committee may be called at any time by the Secretary with the approval of the Chairperson or Acting Chairperson.

2. At least four (4) hours prior notice in writing is required to hold a special meeting, and such notice shall


9. Meeting Procedures The procedure to be observed in relation to the meetings of the Committee shall be in accordance with the Local Government (procedures of Meetings) Regulations 2000 as set out under the Local Government Act 1999. However, Part 2 “Meetings of Councils and Key Committees” of the Regulations does not apply to the Committee. 10. Quorum The quorum for all meetings of the Committee shall be three, as per Regulation 26 of the Local Government (Proceedings of Meetings) Regulations 2000. 11. Voting The voting of the Committee meetings shall be in accordance with Regulation 27 of the Local Government (Proceedings of Meetings) Regulations 2000, which provides for the following:

1. A question arising for decision at a meeting of the Committee will be decided by a majority of the votes

cast by the members present at the meeting and entitled to vote on the question.

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2. Each member of the Committee and who is present at a meeting of the Committee must, subject to a provision of the Act to the contrary, vote on a question arising for decision at that meeting.

3. The Chairman of the Committee has a deliberative vote on a question arising for decision at the meeting but does not, in the event of an equality of votes, have a casting vote.

12. Absence Any member of the Committee who is unable to attend any meeting shall advise the Secretary of their absence prior to the commencement of the meeting. If any member of the Committee appointed is absent for three or more consecutive meetings, the Council may seek nominations for another person to be a member of the Committee, either representing the Council or the relevant community organisation from which the Committee member represented. 13. Minutes of Committee Meetings The minutes of the Committee must be made available to members of council and committee members within 5 days of the date of the meeting. The minutes of the committee meetings need to be reported to the next meeting of Council following the Committee meeting for authorisation and adoption. 14. Register of Interest Pursuant to section 72(1) of the Local Government Act 1999, the register of interest provisions as described in Division 2 “Register of Interest” do not apply to the committee members. 15. Amendments to the Terms of Reference The Council may change the terms of reference of the Committee in part or in whole at any time as it sees fit by resolution at an ordinary special meeting of Council. The Committee may from time to time at an ordinary or special meeting pass resolution to recommend to Council to alter any part of the terms of reference. 16. Adoption of Terms of Reference

The terms of reference are to be adopted at Council. 17. Review of Policy

The Council may review this policy from time to time, however it is anticipated that an annual review of the policy will be undertaken in October of each year. Council has the right to review this policy at any time, if considered desirable.

18. Guidelines for Kimba’s Australia Day Awards:

· Australia Day Awards will be given in the categories of: o Citizen of the Year; o Young Citizen of the Year; o Community Event of the Year; o Employee of the Year; o Outstanding Achievement

· Nominees must be Australian citizens · Recipients of the Citizen of the Year and the Young Citizen of the Year must be residents, or former

residents, of the District Council of Kimba. · Awards will not be granted posthumously · Nominees must be at least 16 years of age in the year of the award presentation · Nominees for the category of Young Citizen of the Year must be 30 years of age or less on 26 January in

the year of the award presentation · The ‘Employee of the Year’ Award must be submitted by co-workers or employer, or committee

must seek approval of co-workers or employer. · Sitting state and federal politicians, current vice-regal officers are not eligible

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· Nomination by a family member will not be accepted (family member defined as parent, sibling, child, spouse or family of spouse).

· Retired politicians, vice-regal officers will be considered for work undertaken in addition to their official duties

· Unsuccessful nominees may be re-nominated in subsequent years · Groups of people, organisations or couples will not normally be eligible for Citizen of the Year and Young

Citizen of the Year, though in exceptional cases the selection panels reserve the right to consider such nominations

· Both individuals and organisations should be considered for the Community Event of the Year as this recognises the organising body or committee responsible for the event

· Absolutely NO weight is given to the number of times a person or organisation is nominated · Previous recipients of the award categories may receive the award in the future; however, the work that

this person or organisation made in receiving the original award may not be considered · Nomination Form and opening & closing dates to comply with the recommendations by the Australia

Day Council of SA). · The selection process associated with the awards be during November, allowing ample time for

deliberations to occur. · The Australia Day & other Awards Selection Committee make recommendations to the December

Ordinary Meeting of Council on the Australia Day Award recipients in that year. · That the various Australia Day Awards shall be presented on Australia Day, or as near as practicably

possible to Australia Day. · That no announcement of the successful nominee(s) shall be made public until the Chairperson of

the Advisory Group has notified the nominee(s). · All unsuccessful nominees shall remain confidential. · If Council does not accept any of the recommendations of the Advisory Group, then elected members

should read and consider the supporting documentation for the nominations before making its final decision.

Criteria for selection and comparison of nominations:

· Personal, academic and professional achievements · Contribution in the relevant field (how has the nominee or event ‘put back’ into their field to benefit

others) · Demonstrated leadership, innovation and creativity · Contribution to development of regional community and/or economy · Future goals and likely impact · Degree of difficulty of the achievement and sacrifices made · Previous awards and recognition · Voluntary work beyond paid employment · Nature and length of activity or service · Achievements as an individual or as part of a group or organisation · Availability and commitment to promote community pride and active citizenship throughout the year of

the recipient’s appointment · Outstanding community service · Outstanding contribution to sport · Outstanding service to youth · Where the Committee feels that no nominations for an Award Category satisfactorily meet the criteria,

no Award will be given in that Award Category for that year. 19. Adoption of the Policy Australia Day & other State Awards Policy was reviewed and re-adopted by Council at its meeting on 11th October 2017.

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District Council of Kimba

246022/SAH W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.24.01.03 Agendas & Minutes of Council Meetings\Council Agendas\2018\11. November\6.8.1 Draft Elected Members Allowances and Support Policy.doc _____________________ 0


1.16 Elected Members Allowance and Support Policy

1.16 Draft Elected Members Allowances and Support Policy

2018

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1 W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.63.01.1.2 Council Policies\1. Statutory Policies\Current 2018 Policies\1.16 Elected Members Allowances & Support Policy.doc

DOCUMENT APPROVAL This document has been endorsed and approved for use by: _______________________________ _______________________________ Deb Larwood Date CEO District Council Kimba Document Version Control Document Name: 1.16 Elected Members Allowances and Support Policy Document Status: Final Version Number: 8 Author: Lyndon Keane Authorised By Deb Larwood Change History Version Issue Date Author Reasons for Change 1 February 2010 D Cearns 2 December 2011 D Cearns Review 3 12/12/2012 D Cearns Review 4 10/07/2013 D Cearns Review 5 November 2014 D Larwood Review 6 11/05/2016 D Cearns Review 7 10/05/2017 D Larwood Review 8 09/05/2018 L Keane Review 9 36/11/2018 D Larwood Local Government Elections Review

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1. Introduction The District Council of Kimba will ensure that the payment of Council Members’ allowances, the reimbursement of expenses and the provision of benefits by the Council is accountable and transparent and in accordance with the Local Government Act 1999 (“the LG Act”) and the Local Government (Members Allowances and Benefits) Regulations 2010 (“the Regulations”). This Policy sets out the provisions of the LG Act and Regulations in respect of Council Member allowances, expenses and support. This Policy is also provided in accordance with Section 77(1)(b) of the LG Act by specifying the types of expenses that will be reimbursed without the need for specific approval of Council every time a claim is made. Council Members are paid an allowance for performing and discharging their functions and duties on Council. Section 59 of the LG Act provides (in part) that the role of a Council Member, as a member of the governing body of the Council, is to:

(i) participate in the deliberations and civic activities of the Council;

(ii) keep the Council’s objectives and policies under review to ensure that they are appropriate and effective; and

(iii) keep the Council’s resource allocation, expenditure and activities, and the efficiency and effectiveness of its service delivery, under review.

This Policy also explains the information that must be recorded within the Council’s Register of Allowances and Benefits to ensure compliance with section 79 of the LG Act. This Policy, in its entirety, will automatically lapse at the next general election of this Council. 2. Elected Members Expenses and Support Policy To ensure Council Member allowances, the reimbursement of expenses and the provision of benefits, facilities and support by the Council are compliant with the Local Government Act 1999 and Local Government (Members Allowances and Benefits) Regulations 2010. This Policy applies to all Council Members, who each have an obligation to abide by this Policy. The Council’s Chief Executive Officer has the duty to: 1. maintain the Register of Allowances and Benefits; 2. initiate a Consumer Price Index (‘CPI’) review of allowances paid to Council Members (to be adjusted on

the first, second and third anniversaries of the relevant periodic elections to reflect changes in the CPI under the scheme prescribed by the Regulations); and

3. ensure copies of this Policy are available for inspection by the public at the principal office of the Council.

In addition, the Chief Executive Officer is responsible for:

4. implementing and monitoring expense reimbursement procedures in accordance with the LG Act, the Regulations this Policy and any associated procedure; and

5. ensuring a copy of this Policy is provided to all Council Members.

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THE DISTRICT COUNCIL OF KIMBA’S CHARTER - THE PRINCIPLES This policy is underpinned by the following principles:

· Elected Members should not be out-of-pocket as result of performing and discharging their Council functions and duties.

· To assist Elected Members in performing or discharging their official functions and duties they are entitled to be provided with a range of necessary facilities and support and to be re-imbursed for expenses as specified in this policy.

· Any reimbursements claimed by Elected Members must be expenses actually and necessarily incurred in performing and discharging their official Council functions and duties, which will be assessed according to the role of an Elected Member under the LG Act.

· Council encourages continued professional training and development for Elected Members. This is seen as being necessary in terms of good governance and to the improved performance of their functions and duties.

· The accountability of Council to its community for the use of public monies. 3. Allowances Council Member allowances are determined by the Remuneration Tribunal on a 4 yearly basis before the designated day in relation to each set of periodic elections held under the Local Government (Elections) Act 1999. An allowance determined by the Remuneration Tribunal will take effect from the first ordinary meeting of the Council held after the conclusion of the relevant periodic election. Council Member allowances are to be adjusted on the first, second and third anniversaries of the relevant periodic elections to reflect changes in the Consumer Price Index (“CPI”) under a scheme prescribed by the Regulations. In accordance with regulation 4 of the Regulations, (and for the purposes of section 76 of the LG Act), an allowance may be paid in instalments up to 3 months in advance or 3 months in arrears of each month in respect of which an instalment is payable. The annual allowance for a Council Member is determined according to the relevant Council group. There are six Council Groups which are each explained within the determination of the Remuneration Tribunal. The annual allowance for:

· principal members, is equal to four times the annual allowances for Council Members of that council;

· deputy mayor or deputy chairperson or a Council Member who is the presiding member of one or more prescribed committees is equal to one and a quarter (1.25) times the annual allowances for Council Members of that Council;

An additional allowance in the form of a sitting fee is also payable for Councillors who are presiding members of other committees (who are not Mayors, Deputy Mayors or presiding members of prescribed committees). Allowances for all Elected Members are to be paid in quarterly in arrears. * Note: A member of a council who holds office for part only of the period in respect of which an allowance is payable is entitled to the proportion of the allowance that the period for which the member held the office bears to the total period (section 76(11) of the LG Act). An allowance under this section is to be paid in accordance with any requirement set out in the Regulations (unless the member declines to accept payment of an allowance section 76(12) of the LG Act).

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Council Members finishing their term of office should receive their allowances until their term expires – this is at the conclusion of the elections (i.e. when the Electoral Commissioner of South Australia makes the final declaration of the results of the elections). Following a periodic election the allowance will take effect, as specified under section 76(8) of the LG Act, from the date of the first ordinary meeting of the "new" Council. *Note: [(76 91) ‘Subject to this section, a Member of Council is entitled to the allowance determined by the Remuneration Tribunal in relation to the Members Office and indexed annually in accordance with this section.’ 4. Mandatory Reimbursements Travel Council Members are entitled to receive reimbursement for travelling expenses actually and necessarily incurred by the Council Member for travel within the Council area and associated with attendance at a “prescribed meeting” (section 77(1)(a) of the LG Act). A “prescribed meeting” is defined under the Regulations to mean a meeting of the Council or Council committee, or an informal gathering, discussion, workshop, briefing, training course or similar activity which is directly or closely related to the performance or discharge of the roles or duties of the member:

· reimbursement for travel expenses is restricted to ‘eligible journeys’ (as defined in Regulation 3) provided the journey is by the shortest or most practicable route and to that part of the journey within the Council area i.e. any travelling outside the Council area in order to attend Council or Council committee meetings is not reimbursable under section 77(1)(a) of the LG Act. For reimbursement for travel outside the Council area refer to “Additional Re-imbursement and Support” below.

· an ‘eligible’ journey means a journey (in either direction) between the principal place of residence, or a place of work, of a Council Member, and the place of a prescribed meeting.

· where a Council Member travels by private motor vehicle, the rate of reimbursement is at a rate equal to the appropriate rate per kilometre (determined according to the engine capacity of the vehicle) prescribed for the purposes of calculating deductions for car expenses under section 28.25 of the Income Tax Assessment Act 1997 of the Commonwealth.

· travelling by taxi, bus or other means of public transport is reimbursed on the basis of expenses ‘actually and necessarily incurred’, but is still limited to ‘eligible journeys’ by the shortest or most practical route and to the part of the journey that is within the Council area.

· the Council may aggregate claims for reimbursement of expenses that relate to journeys that do not exceed 20 kilometres and then pay them on either a quarterly or monthly basis.

Child/Dependant Care Council Members are entitled to reimbursement for child/dependant care expenses actually or necessarily incurred by the Council Member as a consequence of the Council Member’s attendance at a prescribed meeting. Child/dependant care is not reimbursed if the care is provided by a person who ordinarily resides with the Council Member. To receive reimbursement for such prescribed expenses (travel and child/dependant care) each Council Member is required to complete a Form 1 and submit it to the Chief Executive Officer. For the purposes of administrative efficiency Council Members are requested to submit these forms on a monthly basis. 5. Prescribed and Approved Reimbursement

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There are additional prescribed expenses incurred by Council Members, that can be reimbursed by the Council that do not fall within the category of mandatory reimbursement outlined above. Section 77(1)(b) of the LG Act provides that the Council (meaning the Council as the governing body) may approve the reimbursement of additional expenses as set out in the Regulations incurred by Council Members, either on a case-by-case basis or under a policy adopted by Council. This Policy sets out the types of approved expenses that may be reimbursed. These additional types of reimbursed expenses are distinguished from the payment of allowances and from the mandatory reimbursement of travel and child/dependent care expenses associated with attendance at a prescribed meeting. Regulation 6 of the Regulations sets out the types of additional expenses that may be reimbursed under section 77(1)(b) with the approval of the Council. These are: · an expense incurred in the use of a telephone, facsimile or other telecommunications device, or in the

use of a form of electronic communication, on the business of the Council; · travelling expenses incurred by the Council Member as a consequence of the Member’s attendance at a

function or activity on the business of the Council (other than for which the member is reimbursed under section 77(1)(a) of the LG Act);

· travelling expenses incurred by the Member in undertaking an eligible journey to the extent that those expenses are attributable to travel outside the area of the Council;

· expenses for the care of: (i) a child of the Member; or (ii) a dependant of the Member requiring full-time care incurred by the Member as a consequence of the Member’s attendance at a function or activity on the business of the Council (other than for which the member is reimbursed under section 77(1)(a) of the LG Act); and

· expenses incurred by the Member as a consequence of the Member’s attendance at a conference, seminar, training course or other similar activity which is directly or closely related to the performance or discharge of the roles and duties of a Council Member (other than for which the member is reimbursed under section 77(1)(a) of the LG Act).

For the purposes of this Policy, and pursuant to section 77(1)(b) of the LG Act, the Council approves the reimbursement of additional expenses of Council Members as described below. Travelling expenses Elected Members are entitled to receive reimbursement for expenses incurred in travelling to a function or activity on the business of Council. The following conditions apply to these expenses

· Travel both within and outside the Council area must be incurred by the Elected Member as a consequence of attendance at a function or activity on the business of Council. A “function or activity of Council” means official Council functions including Mayoral receptions, opening ceremonies, dinners, citizenship ceremonies, official visits, training etc.; inspection of sites within the Council area which relate to Council or Committee agenda items; attendance at meetings of community groups and organizations when fulfilling the role of Council representative, - but not to attend meetings of community groups or organisations when fulfilling the role as a member of the Board of any such community group or organisation.

· Reimbursement is restricted to the shortest or most practical route. · Where an Elected Member travels by private motor vehicle, the rate of reimbursement is at a rate

equal to the appropriate rate per kilometre (determined according to the engine capacity of the vehicle) prescribed for the purpose of calculating deductions for car expenses under section 28.25 of the Income Tax Assessment Act 1997 of the Commonwealth.

· Car parking fees will be reimbursed (where they are a consequence of a Elected Member attending a function or activity on the business of Council).

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· Travel by taxi, bus, plane or other means of public transport will be reimbursed on the basis of being expenses where they are incurred as a consequence of member’s attendance at a function or activity on the business of Council; however, such travel must still be by the shortest or most practical route.

Travel Time Payment Pursuant to the determination made by the Remuneration Tribunal, Council Members (excluding Principal Members) of non-metropolitan Councils are eligible for payment for a travel time payment where the Council Member’s:

a) usual place of residence is within the relevant Council area and is located at least 30kms but less than 50km distance from their Council’s principal office, via the nearest route by road - $336 per annum

b) usual place of residence is within the relevant Council area and is located at least 50km but less than 100km distance from their Council’s principal office, via the nearest route by road - $560 per annum;

c) usual place of residence is within the relevant Council area and is located 100km or more distance from their Council’s principal office, via the nearest route by road - $1120 per annum;

If eligible, this payment is made to a Council Member in addition to any entitlement to reimbursement of expenses incurred. Other Expenses Pursuant to Section 77(1)(b) of the Local Government Act 1999 the Council approves reimbursement of:

· expenses incurred for the care of a child of a Council Member or a dependant of the Council Member requiring full time care as a consequence of the Council Member’s attendance at a function or activity on the business of Council (other than expenses for which the Member is reimbursed under section 77 (1)(a) of the LG Act).

· expenses incurred by the Council Member as a consequence of the Council Member’s attendance at a conference, seminar, training course or other similar activity that is directly or closely related to the performance or discharge of the roles or duties of the Council Member (other than expenses for which the Member is reimbursed under section 77(1)(a) of the LG Act). Expenses will only be reimbursed for attendance at conferences, seminars, etc which have been approved by Council or under delegation/policy, e.g. under Council’s “Council Member Training and Development Policy”. Where attendance at the conference, seminar etc is approved the following types of expenses can be reimbursed: airfares, registration fees, accommodation, meals, taxi fares, car parking and incidentals.

· expenses incurred in the use of internet or other communication device on the business of the Council, e.g. Internet connection costs for iPad, applications for iPad.

Note: Supporting receipts must be provided in order to validate the claimed reimbursement. Facilities and Support In addition to allowances and the reimbursement of expenses, the LG Act provides that the Council can provide facilities and forms of support for use by its Council Members to assist them to perform or discharge their official functions and duties (section 78). The Council must consider and specifically approve the particular facility and support as necessary or expedient to the performance or discharge of all Council Members’ official functions or duties. In approving the provision of facilities and support section 78 requires that any such services and facilities must be made available to all Council Members on a uniform basis, other than those facilities or support specifically provided to the Principal Member set out below (if any).

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The provision of these facilities and support are made available to all Council Members (including the Principal Member) under the LG Act on the following basis:

· they are necessary or expedient for the Council member to perform or discharge his/her official functions or duties;

· the facilities remain the Council’s property regardless of whether they are used off site or not; and · they are not to be used for a private purpose or any other purpose unrelated to official Council

functions and duties, unless such usage has been specifically pre-approved by the Council and the Council Member has agreed to reimburse the Council for any additional cost or expenses associated with that usage.

Council has resolved to make available to all Council Members the following additional facilities and support to assist them in performing and discharging their official functions and duties:

· An iPad has been made available to all council members.

Council has resolved to make available to the Principal Member (and to any acting Principal Member appointed during the Principal Member’s absence) the following additional facilities and support to assist them in performing and discharging their official functions and duties:

· A tablet or laptop has been made available to the Principle Member. In addition, although not required by the LG Act, the Council has determined that the provision of the above facilities and support are made available to Council Members on the following terms: · each Council Member is solely responsible for those facilities released into their care and/or control for

the duration of their term in office; · all facilities must be returned to the Council at the end of each term in office, upon the office of a

Member of a Council becoming vacant, or earlier at the request of the Chief Executive Officer; · if the facilities provided to the Council Member are damaged or lost the Council Member must lodge a

written report with the Council officer responsible for this Policy (whose name is detailed at the end of this Policy).

The use of Council facilities, support and/or services by Council Members for campaign or election purposes is not permitted under any circumstances on the basis it is not necessary or expedient to the performance or discharge of a Council Member’s official functions or duties under the LG Act. The use of such facilities for electoral purposes during the election period would be a breach of section 78(3) of the LG Act. Expenses and Support Requiring Council Approval Any additional reimbursements and facilities and support not detailed in this Policy will require the specific approval of Council prior to any reimbursements being paid, benefits being received and facilities and/or support being provided. Claims for Reimbursement Elected Members are required to provide details of kilometres travelled and/or evidence of expenses incurred to support all reimbursements claimed. Procedures have been established which require evidence of expenses incurred to support reimbursements claimed. Details are not required of expenses paid out of the Elected Members allowance. All claims for reimbursement must be submitted to the Chief Executive Officer (or other delegated officer). 6. Register of Allowances and Benefits Pursuant to section 79(1) and (2) of the LG Act, the Chief Executive Officer must maintain a Register in which he or she shall ensure that a record is kept of—

(a) the annual allowance payable to a Council Member (in the case of section 79 (1)(a)); and (b) any expenses reimbursed under section 77(1)(b) of the LG Act (in the case of section

79(1)(b)); and

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(c) other benefits paid or provided for the benefit of the Member by the Council (in the case of section 79(1)(c)); or

(d) to make a record of the provision of a reimbursement or benefit not previously recorded in the Register (in the case of section 79(2)(b)), on a quarterly basis (see regulation 7 of the Regulations). Reimbursements paid under section 77(1)(a) of the LG Act are not required to be recorded in the Register. The Chief Executive Officer is required to record in the Register any changes in the allowance or a benefit payable to, or provided for the benefit of, Council Members. Accordingly, the Chief Executive Officer will update the Register each quarter. Each Council Member is required to provide his or her claim form for reimbursement to the Chief Executive Officer on the last business day of each month. The Register of Allowances and Benefits is available for inspection by members of the public, free of charge, at the Council’s Administration Office during ordinary business hours. Copies or extracts of the Register are available for purchase upon payment of a fixed fee. Pursuant to Section 79 of the Act, the Chief Executive Officer will maintain a record of the annual allowances paid to Elected Members under Section 76 of the Act, any expenses reimbursed to a Member under Section 77(1)(b) of the Act and any other benefits paid or provided to a Member, with the exception of reimbursements paid under Section 77(1)(a) of the Act. 7. Review and Evaluation The effectiveness of the policy will be reviewed and evaluated annually. The Chief Executive Officer will report to Council on the outcome of the evaluation, and make recommendations for amendment, alteration or substitution of a new Policy. Council has the right to review this policy at any time, if considered desirable. This Policy however will lapse at the next general election at which time the newly elected Council will be required to adopt a new policy dealing with Council Member’s allowances, reimbursements and benefits for their term in office (section 77(2) LG Act). 8. Availability of the Elected Members’ Allowances and Support Policy This policy will be available for inspection at the Council’s principal office during ordinary business hours at no charge and published on Councils website www.kimba.sa.gov.au. Copies of this policy will be provided to interested parties upon request. Further enquiries in relation to the policy should be directed to the Chief Executive Officer, telephone 8627 2026.

9. Adoption of the Policy The policy was adopted by Council on

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No. 6 of 2018

DETERMINATION OF THE REMUNERATION TRIBUNAL ALLOWANCES FOR MEMBERS OF LOCAL GOVERNMENT COUNCILS

SCOPE OF DETERMINATION 1. The Remuneration Tribunal has jurisdiction under section 76 of the Local Government Act

1999 (“the Act”), to determine the allowance payable to elected members of Local Government Councils constituted under that Act.

2. This Determination applies to the members of Councils constituted under the Act, but does not apply to members of the Adelaide City Council.

INTERPRETATION 3. In this Determination, unless the contrary appears:

“Committee” means a committee established by a council in terms of section 41 of the Act.

“Councillor” means a person appointed or elected as a member of a local government council under the Act.

“Principal Member” means a principal member under the Act.

“Prescribed Committee” means for the purposes of this determination, a committee that endures, irrespective of whether the council has assigned any particular work for the committee to perform and assists the council or provides advice to the council in any of the following areas or any combination thereof:

• Audit • Chief Executive Officer performance review • Corporate services • Finance • Governance • Infrastructure and works • Risk management • Strategic planning and development

ALLOWANCES 4. Councillors

The annual allowance for a councillor who is not a principal member, deputy mayor, deputy chairperson or presiding member of a prescribed committee shall be as follows:

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Council Group $ per annum Group 1A

Group 1A

$23,350

Group 1B $20,630 Group 2 $17,270

Group 3 $13,900 Group 4 $9,900 Group 5 $6,500

Council Groups are provided in Appendix 1.

5. Principal Members The annual allowance for principal members of a local government councils constituted under the Act will be equal to four (4) times the annual allowance for councillors of that council.

6. Deputy Mayor, Deputy Chairperson or Presiding Member of a Committee The annual allowance for a councillor who is a deputy mayor or deputy chairperson, or the presiding member of a prescribed committee or more than one prescribed committees established by a council, will be equal to one and a quarter (1.25) times the annual allowance for councillors of that council.

7. An additional allowance in the form of a sitting fee is payable to a councillor (other than the principal member or deputy principal member, chairperson or deputy chairperson or a presiding member of a prescribed committee) who is the presiding member of a committee, that is not a prescribed committee, at the following rates:

a. Where the councillor is a member of a council in Group 1A or Group 1B; an allowance of $230 per meeting limited to an aggregate amount of allowance of $1,380 per annum;

b. Where the councillor is a member of a council in Group 2 or Group 3; an allowance of $170 per meeting limited to an aggregate amount of allowance of $1,020 per annum;

c. Where the councillor is a member of a council in Group 4 or Group 5; an allowance of $110 per meeting limited to an aggregate amount of allowance of $660 per annum.

TRAVEL TIME ALLOWANCE FOR MEMBERS OF NON-METROPOLITAN COUNCILS 8. An allowance of $410 per annum will be payable to council members, excluding principal

members, whose usual place of residence is within the relevant council area and is located at least 30 kms but less than 50 kms from that council’s principal office, via the most direct road route.

9. An allowance of $700 per annum will be payable to council members, excluding principal members, whose usual place of residence is within the relevant council area and is located at least 50 kms but less than 75 kms from that council’s principal office, via the most direct road route.

10. An allowance of $1,050 per annum will be payable to council members, excluding principal members, whose usual place of residence is within the relevant council area and is located at least 75 kms but less than 100 kms from that council’s principal office, via the most direct road route.

11. An allowance of $1,490 per annum will be payable to council members, excluding principal members, whose usual place of residence is within the relevant council area and is located 100 kms or more from that council’s principal office, via the most direct road route.

12. The non-metropolitan council members travel time allowance will be payable in addition to any entitlement to reimbursement of expenses actually incurred.

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13. A list of the non-metropolitan councils to which this payment applies is provided in Appendix 2.

DATE OF OPERATION 14. As provided for by section 76(8) of the Act, this Determination will come into operation on

the conclusion of the 2018 Local Government Elections.

John Lewin

Peter Alexander

Pamela Martin PRESIDENT MEMBER MEMBER

Dated this 30th day of August 2018

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Appendix 1 – Council Groups

GROUP 1A City of Charles Sturt City of Onkaparinga City of Port Adelaide Enfield City of Salisbury GROUP 1B City of Holdfast Bay City of Marion City of Mitcham City of Playford City of Tea Tree Gully City of West Torrens GROUP 2 Adelaide Hills Council Alexandrina Council Barossa Council Campbelltown City Council City of Burnside City of Mount Gambier City of Prospect City of Norwood Payneham and St Peters City of Unley City of Whyalla District Council of Mount Barker Port Augusta City Council Rural City of Murray Bridge Town of Gawler GROUP 3 Berri Barmera Council City of Port Lincoln City of Victor Harbor Clare and Gilbert Valleys Council District Council of Loxton Waikerie District Council of The Copper Coast District Council of Yorke Peninsula Light Regional Council Mid Murray Council Naracoorte Lucindale Council Port Pirie Regional Council Tatiara District Council Wattle Range Council

GROUP 4 Adelaide Plains Council (formerly Mallala) Corporation of the Town of Walkerville District Council of Coorong District Council of Grant District Council of Lower Eyre Peninsula District Council of Yankalilla District Council of Renmark Paringa Kangaroo Island Council Northern Areas Council Regional Council of Goyder Wakefield Regional Council GROUP 5 District Council of Barunga West District Council of Ceduna District Council of Cleve District Council of Coober Pedy District Council of Elliston District Council of Franklin Harbour District Council of Karoonda East Murray District Council of Kimba District Council of Mount Remarkable District Council of Orroroo Carrieton District Council of Peterborough District Council of Robe District Council of Streaky Bay District Council of Tumby Bay Flinders Ranges Council Kingston District Council Southern Mallee District Council Wudinna District Council

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Appendix 2 – Non – Metropolitan Councils Adelaide Hills Council Adelaide Plains Council (formerly Mallala) Alexandrina Council Berri Barmera Council Barossa Council City of Whyalla Clare and Gilbert Valleys Council District Council of Barunga West District Council of Ceduna District Council of Cleve District Council of Coober Pedy District Council of Coorong District Council of Elliston District Council of Franklin Harbour District Council of Grant District Council of Karoonda East Murray District Council of Kimba District Council of Lower Eyre Peninsula District Council of Loxton Waikerie District Council of Mount Barker District Council of Mount Remarkable District Council of Orroroo Carrieton District Council of Peterborough

District Council of Renmark Paringa District Council of Robe District Council of Streaky Bay District Council of The Copper Coast District Council of Tumby Bay District Council of Yankalilla District Council of Yorke Peninsula Flinders Ranges Council Kangaroo Island Council Kingston District Council Light Regional Council Mid Murray Council Naracoorte Lucindale Council Northern Areas Council Port Augusta City Council Port Pirie Regional Council Regional Council of Goyder Rural City of Murray Bridge Southern Mallee District Council Tatiara District Council Wakefield Regional Council Wattle Range Council Wudinna District Council

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6.9 Regional Development Assessment Panel

Issued :

November 2018

Action For Decision


GDS File 3.85.01.02


Nil

Introduction: In accordance with Section 83 of the Planning Development and Infrastructure Act 2016 (PDI Act) Council is required to appoint an assessment panel for the purposes of making decisions on more complex developments an on those matters which may be prescribed by regulations. Officer’s Report:

On the 30th May 2017 many member councils received a letter from the Minister giving an update on the progress of the new Planning, Development and Infrastructure Act 2016 and a request for Panels to be re-established under the new Act. Council, as previously formed, decided to appoint a Regional Development Assessment Panel in conjunction with the District Council of Cleve and the District Council of Franklin Harbour. Councils went through a process of advertising for nominations and seeking advice from previous members of the RDAP if there was a desire to be a member of the new DAP. To that end four (4) community members and one (1) elected member were appointed as required in line with legislation. The current elected member appointed to the committee is Cr Brian Cant from the District Council of Kimba. The Regional Development Assessment Panel continues to exist post Council elections however the Council member may require to be re-appointed if Council believes this is the best course of action.

Recommendation:

That Council appoint Cr …………………. to the Regional Development Assessment Panel.

Risk/Liability: The risk to Council of not appointing a Regional Development Assessment Panel is the possibility of approvals under the relevant legislation being deemed contrary to legislative requirements.


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5


Legend: E: Extreme risk; immediate action required H: High risk; senior management attention needed M: Moderate risk; management responsibility must be specified

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6.9 Regional Development Assessment Panel

Issued :

November 2018

L: low risk; manage by routine procedures Extreme and High Risk Issues require a Risk Assessment to be undertaken.

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6.9 Eyre Peninsula Local Government Association

Issued :

November 2018

Action For Decision


GDS File 10.3.02.33


Nil

Introduction: The Eyre Peninsula Local Government Association (EPLGA) is a regional subsidiary established under the Local Government Act (1999) that is required to develop planning documents to assist in governance and reporting issues of the region as a whole. Member Councils include Ceduna, Whyalla, Wudinna. Streaky Bay, Cleve, Franklin Harbour, Elliston, Tumby Bay, Lower Eyre and Port Lincoln.

Officer’s Report: In respect to the membership and representative nature of the EPLGA an excerpt from the charter is provided as follows:

6.4 Membership

6.4.1 Each of the Constituent Councils will be entitled to appoint one person to the Board, with that person being either an elected member or an officer of the Constituent Council.

6.4.2 Each Constituent Council may appoint either an elected member or an officer as a Deputy Board Member who may attend Board meetings in the place of that Council’s Board Member who is absent.

6.4.3 If both the Board Member and the Deputy Board Member of a Constituent Council are unable to attend a Board meeting, the Constituent Council affected may appoint a representative with voting powers to attend that Board meeting in accordance with Clause 6.5

Traditionally the Mayor has been appointed as the Council representative on the Board with the Deputy Mayor as proxy. In the event neither member is unavailable then an alternate member of council or the CEO can be appointed with voting powers to attend the meeting. Cr D Johnson is currently the Vice President of the EPLGA Board. The next Board meeting of the EPLGA is scheduled for Friday 7th December 2018.

Recommendation:

That Council appoint the Mayor to the position of member, the Deputy Mayor to the position of Deputy Member and _____________ to the position of representative with powers (in the absence of both the Member and Deputy Member) to the Eyre Peninsula Local Government Association Board.

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6.9 Eyre Peninsula Local Government Association

Issued :

November 2018

Risk/Liability: The risk to Council of not appointing a representative on the EPLGA is that Council as no involvement in the planning and promotion of the region.


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5



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District Council of Kimba Major Project Reporting Plan November 2018

Completion Date Project Name Responsible

Officer Project Budget

To Date Expenditure Project Progress

Nov 2018 Local Government Elections

CEO $25,000 $14,708 The election has now been concluded and the new Council appointed. Final invoices have not yet been paid.

To be confirmed NRWMF Ballot CEO N/A N/A The Voter Roll and House of Assembly Roll are now closed and ballot question determined. AEC contract signed and implementation has commenced. Waiting on the outcomes of conciliation and legal proceedings. Costs are currently being re-imbursed by the Department of Industry, Innovation & Science.

Oct 2018 Fund My Neighbourhood

WM $220,000 $221,625 Jumping pillow installed, pad completed for all abilities playground. Play equipment ordered and installed. The shade sail has also been installed and the project is complete.

Feb 2019 Independent and Affordable Aged Accommodation

CEO/WM $385,361 $98,552 Original contract has been terminated and two new contracts signed with deposits paid. Colour schemes and fittings have been selected. Transportation costs and requirements have been sourced with A1 Transport engaged to deliver the units onsite. Both units have commenced construction and are well on the way to completion. Delivery is estimated for February 2019.

Sept 2018 Purchase of Loader WM $250,000 $248,440 The loader has been delivered and the purchase is complete.

Feb 2019 Upgrade of CWMS Manholes

WM $65,000 Nil Project not yet commenced. This work is being done in line with sponsorship associated with the 2019 EPLGA Conference. A practical demonstration of the work will be provided to the Works Managers and interested persons on the Monday of the conference.

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May 2019 NRWMF CBP Community Economic Development Strategy

CEO $79,080 $38,668 Peter Kenyon was in Kimba from 31st Jul – 2nd August 2018 to undertake an initial assessment of the project and identify key stakeholders. A stand was conducted at the show on 22nd September 2018 to introduce the process. Intensive consultation process to be undertaken from 25th February 2018 – 3rd March 2018.

March 2019 NRWMF CBP Skate Park Plans

CEO/MCS $25,000 $8,000 A meeting has been held with the Skate Park Group and Trinity Skate Parks for initial consultation to allow for the development of the initial draft plans. Craft concepts plans have been provided and a meeting held with the group to provide initial feedback.

June 2019 NRWMF CBP Institute Upgrade

WM $228,981 $181,247 Ceiling work, air conditioner, lighting and window installation and interior painting completed. The retaining wall at the rear of the supper room has been completed and the new fencing ordered. Exterior painting has commenced.

March 2019 NRWMF CBP Central Park Playground Upgrade

WM $139,555 $120,305 Shade sail delivered and erected. Retaining wall installed and the area levelled. Paving bricks and lawn has been laid and fencing erected. Solar lighting to be installed and additional shading for seating to be erected.

June 2019 NRWMF CBP Amenities Block

WM $194,739 $48,244 Building colours chosen and building ordered. Contractors advised in preparation for construction. Scheduled delivery in November 2018.

April 2019 NRWMF CBP WiFi Hot Spots

CEO/MCS $38,900 $10,000 Brad Lynch from In2uit as done the first installation of the project. Poles have been ordered and construction commenced. Brad scheduled to visit Kimba in December 2018.

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April 2019 Sealing at Recreation Reserve

WM $50,000 Nil Roundabout and further sealing to be undertaken at Recreation Reserve but not yet commenced.

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W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.24.01.03 Agendas & Minutes of Council Meetings\Council Agendas\2018\11. November\6.12.1 MembersTraining and Development Policy.doc

1.3 Members Training and Development Policy

Adopted: May 2018 | Review Date: May 2019

2018

91

1 W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.63.01.1.2 Council Policies\1. Statutory Policies\Current 2018 Policies\1.3 Members Training and Development Policy.doc

DOCUMENT APPROVAL This document has been endorsed and approved for use by: _____________________ _________________________ Deb Larwood Date CEO District Council Kimba Document Version Control Document Name: 1.3 Members Training and Development Policy Document Status: Final Version Number: 8 Author: Lyndon Keane, MCS Authorised By Deb Larwood, CEO Change History Version Issue Date Author Reasons for Change 1 9/9/2009 D. Cearns 2 13/4/2011 D. Cearns Review 3 11/4/2012 D. Cearns Review 4 10/07/2013 D. Cearns Review 5 11/02/2015 D. Cearns Review 6 11/05/2016 D. Cearns Review 7 10/05/2017 D. Larwood Review 8 09/05/2018 L. Keane Review 9 26/05/2018 D. Larwood Local Government Election 2018

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1. PURPOSE

The District Council of Kimba is committed to providing training and development activities for its Elected Members, including the mandatory training requirements under the LGA Training Standards, and recognises its responsibility to develop and adopt a policy for this purpose under section 80A of the Local Government Act 1999 (the Act).

Following the amendment to the Local Government Act and the Local Government (General) Regulations November 2014, this policy incorporates the new requirements for Elected Members to undertake mandatory training within the first year of election to office, which complies with the LGA Training Standards as defined in regulation 8AA of the Local Government (General) Regulations 2013.

2. POLICY OBJECTIVE

To ensure Elected Members are offered opportunities to undertake the required training in accordance with the LGA Training Standards and any other appropriate training and development activities relevant to their roles and functions.

3. SCOPE

This policy applies to all Elected Members, who each have an obligation to abide by this policy.

4. TRAINING AND DEVELOPMENT PLAN

Council will develop and adopt a Training and Development Plan so as to ensure that activities available to all Elected Members comply with the Regulations and contribute to the personal development of the individual and the achievement of the strategic and good governance objectives of Council.

Particular emphasis will be given in the Training and Development Plan to the participation of all Elected Members in the development of a new team following a general election as well as the orientation of first-time Elected Members.

In preparing its Training and Development Plan, the Council will utilise strategies to identify the needs of Council and match these needs against its strategic and good governance objectives. In particular, the Council, in consultation with Elected Members who have been re-elected for another term on Council, will undertake an analysis to identify the appropriate modules within the LGA Training Standards that should form the basis of the required training for returning Elected Members.

Council will need to determine whether this Training Plan will operate during the entire term of the Elected Member (and be reviewed annually), or developed and adopted on an annual basis.

Council recognises that in order to carry out their roles and responsibilities to the community Elected Members will need specific training and refresher courses about their legislative and governance roles and functions. The LGA Training Standards can be accessed on the LGA website at http://www.training.lga.sa.gov.au/index.cfm/council-member-training/lga-training-standard/.

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They consist of the following modules:

· Module 1 - Introduction to Local Government - Role and function of Elected Members · Module 2 - Legal Responsibilities · Module 3 - Council and committee meetings · Module 4 - Financial Management and Reporting

Elected Members who are new to Council will be required to undertake all four modules. Returning Elected Members will undertake the appropriate modules identified though a ‘gap analysis’ of their skills and training needs if required , however, it is encouraged for returning members to complete a review of all the mandatory training modules.

Other training issues will emerge that are directly related to specific service areas and other community issues and address environmental, social and economic challenges facing the community.

It is recognised that a range of delivery methods will be required to support the training needs of Elected Members, including:

· In-house workshops, seminars and briefing sessions conducted by the Council with appropriate staff, trainers and guest speakers;

· Attendance at workshops, seminars and conferences offered by training providers and industry bodies including the Local Government Association of SA, Local Government Managers Australia, other industry bodies and/or private providers offering courses for Members to gain new skills and knowledge and to network with other Elected Members;

· Printed material, including training booklets and discussion papers, that may be distributed for information;

· Online self-paced learning; and · CD Rom/DVD information.

Council’s Training and Development Plan will include the agreed delivery method to respond to the needs of Elected Members identified during the development of the training plan.

5. ANNUAL BUDGET ALLOCATION

A budget allocation will be provided to support the training and development activities undertaken by Council, and progress against expenditure of the budget allocation will be reported on a quarterly and annual basis.

All training undertaken by Elected Members will be recorded in the Council Training Register, which will be updated as required to reflect attendances.

6. OTHER RELEVANT POLICIES/PROCEDURES

Council will approve a minimum budget allocation of 1% of the rates raised in each financial year for Elected Members to attend training and development activities, Council delegate activities and conferences and seminars. The budget allocation will provide for associated travel and accommodation. Progress against expenditure of the budget allocation will be reported on a quarterly and annual basis.

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1. The budget allocation will comprise:

a) Elected Members Training and Development: An amount to be utilised for the purpose of training and development activities for the whole of Council. Funds from this allocation that are not spent do not accumulate and will return to the District Council of Kimba budget at the end of each financial year.

b) Council Delegated Activities: An amount to be utilised for the purpose of costs associated with Council Delegate activities, where Elected Members are required to vote, or otherwise conduct business, on behalf of the District Council of Kimba. Funds from this allocation that are not spent do not accumulate and will return to the District Council of Kimba budget at the end of each financial year.

c) Individual Elected Member Development: An amount for each Elected Member for the purpose of attending training and development activities and conferences and seminars (including associated travel and accommodation costs). Unspent allocations (up to the amount provided by this clause) may be carried forward for one year.

2. Any additional funding required for training and development activities, Council delegate activities or attendance at Conferences and Seminars must be approved by Council.

3. For all interstate activities, regardless of total costs, approval is required by Council.

4. Elected Members are encouraged to attend at least one professional

development activity each year. 7. ATTENDANCE AT TRAINING PROGRAMS AND RECORD KEEPING

The Training & Development Plan will determine the nature of training to be made available, however access to training programs not directly conducted by the Council, or where no budget allocation has been identified and approved under the plan for other specified local government related activities, will require Council approval upon application and must link to the training plan unless otherwise agreed by the Council.

Following attendance at a training program or activity, individual Elected Members are required to report on the training at the next Council meeting following attendance where appropriate outlining the nature of the training program/activity and the benefits gained through attendance along with feedback on ideas to enhance the program/activity.

The CEO will keep a record of all training attended, but particularly the mandatory training requirements. Failure to complete the mandatory training requirements in the relevant time frame amounts to a breach of the Elected Members Code of Conduct.

8. PAYMENTS/REIMBURSEMENTS

The reimbursement of expenses for training purposes must be approved by the Council consistent with its Training and Development Plan, or through a separate resolution endorsing attendance at the training program/activity.

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Where approval has been granted by Council for attendance at a training program/activity, an Elected Member may seek reimbursement of expenses in accordance with the relevant provisions of the Act and Regulations, and Council’s Travel and Accommodation Policy.

9. ANNUAL REPORTING

Council’s annual report will include a segment regarding the operation of this policy, the nature of matters raised in the Training and Development Plan, attendances by Elected Members and expenditure allocated and used for training of Elected Members.

10. STATEMENT OF ADOPTION AND REVIEW This policy was adopted on and will be reviewed annually in conjunction with the development of the budget and Annual Business Plan, and the Training and Development Plan.

11. REFERENCES

1. District Council of Kimba Induction Plan 2018

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1.11 Council Member Casual Vacancy Policy

1.11 Elected Member Casual Vacancies


2018

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W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.63.01.1.2 Council Policies\1. Statutory Policies\Current 2018 Policies\1.11 Council Member Casual Vacancy.doc 1

DOCUMENT APPROVAL

This document has been endorsed and approved for use by:

Deb Larwood Date Chief Executive Officer

Document Version Control

Document Name: 1.11 Elected Members Casual Vacancies Document Status: Final Version Number: 7 Author: Lyndon Keane, MCS Authorised By Deb Larwood, CEO

Change History

Version Issue Date Author Reasons for Change 2 13/06/2012 D. Cearns Review 3 10/07/2013 D Cearns Review 4 18/11/2014 D Cearns Review 5 11/05/2016 D Cearns Review 6 10/05/2017 D Larwood Review 7 09/05/2018 L Keane Review 8 26/11/2018 D Larwood Local Government Elections Review

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W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.63.01.1.2 Council Policies\1. Statutory Policies\Current 2018 Policies\1.11 Council Member Casual Vacancy.doc 2

1. PURPOSE The District Council of Kimba recognises that from time to time, a single casual vacancy may occur during a four-year term of government. This policy outlines the direction Council will take to fill a casual vacancy pursuant to section 6(2)(b)(iv) of the Local Government (Elections) Act 1999 (the Act).

2. POLICY OBJECTIVE To ensure the process undertaken by Council to fill a casual vacancy complies with the requirements of the Act, and represents an efficient allocation of Council resources in the event of a casual vacancy occurring.

3. SCOPE

This policy applies to all Elected Members and Council staff involved with filling a casual vacancy, who each have an obligation to abide by this policy.

4. POLICY DETAIL Council have agreed that should a single casual vacancy occur in the office of Councillor, that the position will be filled by a supplementary election, unless the supplementary election is unable to be held prior to January 1, 2022.

5. RELEVANT DELEGATED POWERS

Any actions or decisions made regarding this policy, will be enacted upon as per Council’s current delegations register.

6. REVIEW OF POLICY

This policy shall be reviewed within 12 months of a periodic election date, or upon changes to legislation relevant to this policy.

7. POLICY ADOPTION

This policy was reviewed and adopted by Council at its Ordinary Meeting on.

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Council Agenda January 2018

7.1.1 Report on activities

Strategic Plan - Objective 5.2 - Prudential and strategic financial management of Council resources Budget implications - Nil

An overview of activities undertaken by the Chief Executive Officer for the month will be provided to the meeting.

7.1.2 Office/Depot Closure – Christmas and New Year Period Strategic Plan - Objective 5.2 - Prudential and strategic financial management of Council resources Budget implications – Minimal impact on the budget with funds allocated for the grace days.

At this time of the each year it is necessary for Council to move a resolution for the closure of

the Office and Depot between the Christmas and New Year period. Both Administration and Works Enterprise Bargaining (EB) Agreements contain clauses that award staff 3 grace days off during this period. This year taking out public holidays and the 3 grace days (EB) it would mean that staff would commence the break on Tuesday 25th December 2018 and return to work on Tuesday 2nd January 2019. In addition, Council traditionally closes at 12 noon on Christmas Eve to allow for travel prior to Christmas Day however, in 2017 this did not occur given Christmas Eve was on a Sunday. This year Christmas Eve falls on a Monday and I believe it will be unproductive to open the Office and Depot until 12 noon. As this year has been an extremely busy and challenging year it is therefore my proposal, in acknowledgment of the exceptional performance of staff throughout the year, both the Depot and Administration Office close for the Christmas Break on Friday 21st October, 2018 at 5pm. It is important to note that there will be skeleton works staff kept on over the Christmas/New Year period. Recommendation: That

1. the Council Administration Office closes from 5pm Friday 21st December 2018 until 9am on Wednesday 2nd January 2019.

2. the Council Depot closes from 5pm Friday 21st December 2018 until 9am on Wednesday 2nd January 2019.

7.1.3 Acting Chief Executive Officer Strategic Plan - Objective 5.1 - Foster sound leadership in staff and elected members. Budget Implications: Nil It is my intent to take Annual Leave from Thursday 6th December 2018 until Tuesday 11th December, 2018 inclusive and from Thursday 13th December, 2018 until Friday 14th December, 2018 inclusive. In order to appoint an Acting Chief Executive Officer in my absence I am seeking approval from Council to allow the Works Manager, Michael Inglis, to be appointed by me.

7. Officers Reports –

7.1 Chief Executive Officer


100

Recommendation:

That: 1) the Works Manager, Michael Inglis, is suitable to act in the office of

Chief Executive Officer in her absence. 2) t h e Works Manager, Michael Inglis, shall act in the office of Chief Executive

Officer for the period from Thursday 6th December 2018 until Tuesday 11th December, 2018 inclusive and from Thursday 13th December, 2018 until Friday 14th December, 2018 inclusive.

7.1.4 State Local Government Infrastructure Partnership Strategic Plan - Objective 4.1 – Maximise & promote the use of Community Buildings. Cost: Funds have been allocated in the 2017-18 budget. The District Council of Kimba is currently building two new units for placement at the Kimba

Pioneer Memorial Village. Consideration is being given by the staff for the removal of unit 8 to allow for the new units to be situated comfortably. A report is incorporated in the agenda detailing this issue.

7.1.5 Review and Report on the Strategic Action Plan

Strategic objective 5.2 - Prudential and strategic financial management of Council resources Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications - Nil In line with the Chief Executive Officer’s Key Performance Indicators a report is required reviewing the Strategic Directions 2016-2020 February, May, August and November of each year. The review for November 2018 is included in the Agenda and an overview will be provided at the meeting.

7.1.6 Barngarla Determination Aboriginal Corporation v District Council of Kimba An update on the matter of Barngarla Determination Aboriginal Corporation v District Council of Kimba currently before the Federal Court will be provided to the meeting.


7.1 Chief Executive Officer


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7.1 State Local Government Infrastructure

Partnership

Issued:

November 2018

Action For Information


GDS File 10.50.05.03


Introduction: The District Council of Kimba submitted an application to the State Local Government Infrastructure Partnership (SGLIP) for funding to assist in the replacement and upgrade of two of the existing one-bedroom units at the Kimba Pioneer Memorial Village (independent aged accommodation) with two-bedroom purpose built units. Units will be aged care friendly with additional features to enhance this and residents will have access to a small garden area and other external amenities. The key stakeholders in this project are the older residents of the community, the current tenants of the KPMV and Eastern Eyre Health and Aged Care Inc. (which includes the Kimba Hospital, Hostel and Terraces (independent living units)). “The Independent & Affordable Aged Accommodation” Project will assist Council to further fill a gap in the community which allows aged residents in Kimba to live independently for an increased length of time through the provisions of units with aged friendly features and affordability allowing them to maintain a dignified and comfortable standard of living.

Previous Council Consideration:

The project was selected based on ongoing requests from rate payers for Council to install two bedroom units to facilitate greater comfort and room to residents. As part of the partnership 20% of the project was funded by a State Government contribution of $77,072 and $308,289 from Council with a total project cost of $385,362 (GST Excl.). Prior to signing building contracts with Sarah Homes to build the two units, some issues were experienced in respect to WHS which now form part of Council Confidential Agendas and Minutes under Section 90 of the Local Government Act 1999. These issues have now been resolved and the project is proceeding.

Officers Report:

The contracts have now been signed and building of the two units has commenced. Below is picture of the progress to date of the units taken on the 9th November, 2018.

102


Partnership

Issued:

November 2018

The company A1 Transport has been appointed to transport the units to Kimba and delivery is estimated to occur in February 2019. Attached is a site plan outlining the placement of the units within the KPMV site. It is also Council’s intent to erect a small enclosed yard at the rear of the units. Given the size of the units (approx. 74 sqm) and adjustments needed to their location, room at the rear of the units is restricted and will not be conducive to the yard. As such staff believe a viable solution is the sale and removal of Unit 8 to allow for the new units to be situated comfortably. The funds from the sale could then be used to source plans for the future replacement and location of the remaining units at the KPMV Site. This will also open up the frontage of Unit which is currently situated in a less than idea position and will lend to the opening up of this area. Previously units were sold at a fixed price which members may need to consider. If members chose to proceed with this method of sale discussion and a resolution will be required to enable the process to commence. In respect to the existing units Council has not experienced full occupancy for the past 12 years. At this time there is 3 units vacant, 2 occupied by allied health services and 1 occupied by a business. Is therefore suggested that the aesthetics and comfort of the units is more essential than maintaining the additional unit (unit 8). It may be beneficial for the members’ to undertake a site visit to the unit location prior to making a decision. Recommendation: That Council approves the removal and sale of Unit 8, Kimba Pioneer Memorial Village, at the fixed price of $15,000 (GST Excl.) to be advertised as soon as external fittings are removed and access is available with the resultant funds to be used in the further development of the Kimba Pioneer Memorial Village area. Risk/Liability: A risk to Council is that, should unit 8 not be removed, there will be insufficient space to “finish off” the units with a small enclosed yard impacting on the liveability of the units and the resultant comfort of the residents.

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Partnership

Issued:

November 2018


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5



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District Council of Kimba Strategic Action Plan 2016-2020 Implementation Plan

Issued :

November 2018

Introduction:

Under Section 122 of the Local Government Act 1999 Council is required to adopt a Strategic Management plan within 2 years after each general election of Council. The District Council of Kimba Strategic Management Plan 2016-2020 was adopted at a meeting of Council held on 8th June, 2016 and sets out Council’s priorities for the future years. As part of this process an implementation program is required to ensure the priorities of Council are progressed and the requirements of this Plan are met.

The purpose of this document is to assess all the objectives currently incorporated in the current Strategic Plan 2016-2020. Each objective is assigned with a priority. High Priority Objectives are anticipated to be completed in the next 12 – 18 months, medium priority in the next 2-4 years and low priorities 4 years and onwards. Strategies will then be assigned an individual numerical priority, to identify which strategy should be completed first. It is anticipated that these priorities will be used to assist in the preparation of future budgets and reviews of the Long term Financial Plan.

This document will be ongoing and subject to change as priorities are varied and is dependent on resources available, both, monetary and physical i.e. funds, time and employee levels. This document will also allow for reporting to Council on a regular basis on progress of the plan through the Council Agenda and Council meetings in the months of February, May, August and November of each year.

Some strategies may be identified as being able to be completed in-house. The costs associated with this work is anticipated to be staff time and some minor resources only. These strategies will be acknowledged throughout the implementation process.

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Issued :

November 2018

1. Infrastructure: Quality in construction & maintenance Example Priority

High (Objective) Extend the sealed road network Estimated Cost

Individual Priority

Person Responsible Comments

(Strategy) Seal Aerodrome road from Railway Terrace $100,000 2 M Inglis (Strategy) Review 10 year road sealing priorities plan $ 3 M Inglis / D Larwood

(Strategy) Ensure all future township subdivision roadways are sealed with kerbing

$ 1 M Inglis

Priority Objective

Estimated Cost

Individual Priority Person Responsible

Comments

Extend the sealed Road Network

High

Review 10 year road sealing priorities plan

1 Works Manager

Funds have been allocated in the 2018-19 financial year for Daryl Matters to undertake the review. Daryl is scheduled to visit in February 2019.

Ensure all future township subdivision roadways are sealed with kerbing Variable Ongoing Works Manager An ongoing consideration for

all future works.

To maintain all Council sealed road surfaces

High

Review road asset condition annually

In-house 1 Works Manager

Included as part of the end of financial year process. R Mooney assisted with a desktop analysis in conjunction

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Issued :

November 2018

with the Works Manager. undertaken in September 2018.

Budget for re-seal program

In-house 1 Completed through D Matters report

To be incorporated into the Budget process and Long Term Financial Plan Review. Re-sealing funds have been scheduled for inclusion in the 2018-19 budget. Further consideration will be given once Daryl Matters report is received.

Review road replacement unit rates annually


Included as part of the end of financial year process in conjunction with R Mooney. Undertaken in September 2018.

Sealed road surface conditions reviewed annually


Included as part of the end of financial year process on conjunction with R Mooney. Undertaken in September 2018.

Road network re-sheet priorities reviewed annually In-house 1 Works Manager Reviewed as part of the budget process.

All rural residential properties provided with all weather road access.

Ongoing Identify all future properties and develop construction program Variable Ongoing Works Manager An ongoing consideration for all future works.

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Issued :

November 2018

A sealed footpath program to be developed for residential streets.

High

Develop a 10 Year construction program In-house 1 Works Manager

Program has been developed. Currently being reviewed as part of the budget process.

Retail & commercial footpath condition & construction program developed


A review of current footpath condition and valuations was undertaken as part of the 2017-18 end of year process in conjunction with R Mooney. The construction program will be reviewed from there.

To improve the stormwater control, capture & re-use.

Low

Capture run-off from Schaefer Avenue to Recreation Reserve and installation of surface sheeting to direct water to Roora Dam

3 Management

Investigation to be undertaken. Surface sheeting at Roora Reserve is being costed as part of a water conservation project being considered as part of the Drought Communities Program.

Review opportunities to capture stormwater from grain storage facilities 3 Management Approach Viterra to explore

opportunities.

Council owned buildings maintained in for use condition and well utilised.

Medium

Maintenance & asset improvement program for community buildings developed from the fixed Asset Register

In-house 2 Management

External assistance may be required to assist. Funds budgeted in 2018-19. Current works being undertaken at the Institute and an amenities block is being erected at the Recreation reserve. Future

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Issued :

November 2018

works at the medical centre is being considered.

All residential properties with access to CWMS are connected.

High

Undertake property survey and develop connection strategy and timetable for CWMS program


Properties identified. Infrastructure revaluation undertaken. Unconnected properties identified. Connection strategy in progress.

Priority

Estimated Cost

Individual Priority

Person Responsible

Comments

Extend & develop walking & cycling trails.

Medium

Develop a district walking & cycling trail strategy and construction program

2 Tourism Committee

For consideration by the Tourism Committee and as part of the Community and Economic Development Strategy.

Quality playground equipment installed in all playgrounds

Medium

Playground equipment maintenance program implemented.

In-house Ongoing Works Manager

New playground installed as part of the Fund my Neighbourhood Program. Jumping pillow erected. Inspections undertaken by accredited personnel and maintenance required transferred to a request form.

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Issued :

November 2018

Investigate and develop plans for a natures play area.

In-house 2 Management

Possible location adjacent to Central Park. Further consideration to be given upon completion of existing playground projects.

Quality public toilets & visitor facilities constructed & maintained

Low

Public toilet building consolidation & new facilities site planning undertaken 3 Management

New amenities to be erected at the Recreation Reserve through the Community Benefits Programme.

Public toilet construction program adopted 3 Management To be developed. Public toilet maintenance program developed and actioned In-house Ongoing Works Manager Reviewed as part of the budget

process. Support swimming Pool Committee & Education Department in maintaining community pool access.

In-house 1 Council/Management

Repairs undertaken by the Education Department. Discussions have been held and will be ongoing. Upgrades to the Change rooms is being considered as part of the Drought Communities Program.

Improve Township Aesthetics.

Low

Redevelop High Street as per Urban Design & Precinct Masterplan. $65,000 for

concept plans

2 Council/Management

Outerspace appointed to develop plans. Progressing with final detailed concept plans to provide opportunities for grant funding applications.

Negotiate with property owners to remove derelict buildings. In-house 3 Management Identification of derelict buildings required.

Develop a township entrance road reserves beautification program, inclusive of tree planting. In-house 3 Management To be developed.

Develop a street tree removal & suitable species replacement program for footpaths and medium strips. Ongoing 2 Management Street tree plant identification

has been completed. More

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Issued :

November 2018

precise suitable species plan required for existing and future developments.

2. Economy: Dynamic, sustainable, diversified and growing.

Priority

Estimated Cost


Comments

Increased number of businesses & employment

High

Council develops a local business investment incentive policy to provide business development support.

1 CEO

Inclusion to be incorporated as part of the Community and Economic Development Strategy to be undertaken through the Community Benefit Programme.

Council’s rating policy reviewed to offer rate incentive for new or expanding businesses. In-house 1 CEO Rating Policy review completed and

will be undertaken on an annual basis. An economic development policy & strategy is drafted in partnership with RDA Whyalla & Eyre Peninsula.

$10,000 1 Council/CEO

Funded in the 2018-19 budget and through the Community Benefit Programme. Work commenced in August with further consultation being undertaken in February 2019. Consultation will be undertaken with RDA and consideration given to the Regional Plan.

Work with & support the Kimba Community Development Group

1 Council/CEO

Ongoing – undertaken through Silo Art Project and the KESAB Awards. CEO attendance at meetings. Inclusion in development of the Community and Economic Development Strategy.

Appropriate Township zoning within Development Plan

High Review Development Plan

$5,000 1 CEO/Masterplan To be undertaken following changes in legislation. Specifications still being rolled out through DPTI.

112


Issued :

November 2018

Increase Tourism visitation to town, district, National parks & reserves

High

Implement the Masterplan Urban Precinct visitor infrastructure strategy incorporating directional signage, a vehicle parking plan and facilities to divert visitors from highway to town centre.

1 Tourism Committee Signage Plan Implemented with erection of new signage. Vehicle parking to be addressed next.

Encourage and support local tourist visitor businesses.

In-house Ongoing Council/Management

Will be included as part of the Community and Economic Engagement Strategy funded through the Community Benefit Programme.

Develop a broad district tourism infrastructure development strategy with adjoining councils, RDA Whyalla & Eyre Peninsula and DEWNR.

1 Council/Management RDAWEP Plan currently under development.

Continue to develop infrastructure at Recreation Reserve for short stay visitors. 2 Management

Amenities block to be erected as part of the Community Benefit Programme. Round—bout and further re-sealing incorporated in 2018-19 budget.

Develop signage and mapping strategy for the Gawler Ranges 2 Tourism Committee Use of Map Info for mapping

information. Utilise borrowings for future major capital programs and

projects.

High

Establish a Funds Borrowing Policy.

In-house 1 CEO

Develop in line with existing financial policies and Long Term Financial Plan. Draft plan currently under development.

Develop a cost/benefit and risk analysis strategy to all significant capital programs & projects. In-house 1

Develop in line with existing financial policies. Risk analysis strategy has been completed.

113


Issued :

November 2018

National Highway Heavy Vehicle parking area established

in township.

N/A National Highway Heavy Vehicle parking area established in township. N/A Complete

d Completed in 2016 by DPTI.

Enhanced Economic Development partnership with RDA Whyalla & Eyre Peninsula

High

Council maintains annual financial membership of RDAWEP. $20,000

pa Ongoing Council Manage contract process effectively. A workshop with RDAWEP and the EPLGA is scheduled for 28th November 2018.

Develop economic policy & strategy with RDAWEP

$10,000 1 Council/Management

Funded in the 2018-19 budget and through the Community Benefit Programme. Commenced in August 2018. Anticipated completion April 2019.

Engage RDAWEP expertise in project development and delivery. Ongoing CEO Ensure full utilisation of RDA services.

Establish regional business partnerships

Ongoing

Seek mutually beneficial business support opportunities with local & district businesses. Ongoing Council/CEO

Ongoing awareness of available opportunities. Involvement in Community and Economic Development Strategy.

Investigate shared service opportunities with local & regional local government entities

Ongoing CEO

Development of a resource sharing document. Continue meetings with neighbouring councils. Current programs being investigated through the EPLGA CEO’s Group.

Investigate partnership opportunities with EPNRM Board to support project delivery outcomes. Ongoing CEO Concerns raised with lack of local

content in EPNRM planning.

114


Issued :

November 2018

3. Built & Natural Environment: Enhanced appreciation & management

Priority Estimated Cost

Individual Priority

Person Responsible

Comments

Develop EPNRM project partnerships.

3

Establish compatible projects register and development timetable. 3 CEO/EPNRM Liaise with EPNRM.

Support Community education programs Ongoing Council/CEO

Have advised EPNRM of interest in promoting these opportunities.

Township fire prevention strategies are in place

High/Ongoing

Council maintains annual fire prevention works program.

$30,000 Ongoing Fire Prevention Officer

Allocation included in budget annually. Maintaining of Bushfire Advisory Committee

Review fire prevention strategies and policies to ensure relevance. In-house Ongoing Bushfire Advisory

Committee

Reviewed as per governance procedures and as part of Bushfire Advisory Committee.

Liaise with DEWNR regarding fire burn off Policy and fire prevention strategies. In-house Ongoing Bushfire Advisory

Committee

Relevant persons included in membership of Bushfire Advisory Committee.

Liaise with CFS Groups re fire prevention strategies and plant & equipment use in emergency situations.

In-house Ongoing Bushfire Advisory

Committee/Works Manager

Relevant persons included in membership of Bushfire Advisory Committee. Also included in I-Responda Program.

Continue to support emergency services when requested In-house Ongoing Works Manager Ongoing utilising of I-Responda Framework.

115


Issued :

November 2018

Create a practical and workable approach to Native Vegetation management.

High

Liaise with Native Vegetation Council & Directorate to develop a strategic partnership to manage Native Vegetation on roadsides.

Funded through the

EPLGA. 1 EPLGA

Development of Native Vegetation Management Plan through the EPLGA is complete.

Reduce Council’s carbon footprint.

High

Investigate alternate energy sources for Council & Community infrastructure. 1 Management

Solar alternatives investigated with the small scale solar feasibility study completed.

Continue to develop strategies to reduce waste to landfill. Ongoing Management Dependent on outcome of situation with China.

Completed

Investigate regional opportunities to reduce cost of recycling waste materials and freight component. 1 Management

EPLGA Initiatives. Investigate further opportunities for an E-Waste Program.

4. Community & Culture: Vibrant, cohesive and diverse participation.



Comments

Maximise and promote the use of Community Buildings

Ongoing

Support local & regional community Arts & History interest groups.

In-house Ongoing CEO

Support of the silo art project. The Tourism Committee is considering an art festival at this time. Representation on the Igniting Kimba Working Group.

Liaise with school students re facilities and arts options and requirements. In-house Ongoing CEO

Meeting to be held with School Principal re moving forward.

116


Issued :

November 2018

Kimba Community Library – continue participation in the Library Programs through the State Government and Local Government of Association of South Australia and provide ongoing support of the Kimba Community Library facilities.

$12,000 p.a. Ongoing CEO/Council

Continued participation on school library board. Continued funding for training purposes.

Enhanced Sporting & Recreation facilities

Medium

Consolidate and replace disused buildings and infrastructure on Recreation Grounds. 3 Management Develop Plan to

implement. Support all community user groups accessing infrastructure and facilities. 1 CEO Ongoing

Improved community health & fitness & social participation

Ongoing

Incorporate disability access requirements in facilities design and construction and walking & cycling trail strategy.

Ongoing Management

To be included in future development considerations. Incorporated in new amenities block and new playground.

Support less able bodied community members to participate in social and physical activities. Ongoing Council/Management Policy consideration.

Create an inclusive youth culture of participation in community activities

High

Dedicate Council staff time and budget to developing youth culture, programs and activities. 1 CEO/Office Manager

Allocations to be considered in future budgets.

Sponsor student & youth forum to discuss future opportunities & strategies.

1 CEO/Office Manager

Organise meetings in February 2019 based on SRC representatives. Inclusion in development of Community and Economic Development Strategy.

Engage with youth to develop music, film, arts, social events, volunteerism and community leadership. 1 CEO/Office Manager

Consider youth components in future planning. Inclusion in

117


Issued :

November 2018

development of Community and Economic Development Strategy.

Provide opportunities to incorporate local artists work in recreational areas.

1 CEO/Office Manager

Consider existing recreation areas and possibilities to display art work. Develop implementation plan.

5. Business Governance: Excellence in leadership and financial management.


Individual Priority

Person Responsible

Comments

Fostering sound leadership in staff and elected members.

High

Appropriate delegations and authority are allocated to staff.

In-house Ongoing CEO

Ongoing. Undertaken on a yearly basis In August/September as part of the governance checklist.

Staff position statements reflect the job & skill requirements, Council’s strategic direction and service provision requirements.

In-house 1 CEO

Updates of position statements inclusive of KPI’s for Management positions. Review of Job Descriptions undertaken. Staff review process to be re-assessed in January 2019.

Maintaining an annual staff appraisal process and training needs analysis suitably budgeted. In-house 1 CEO

Training analysis undertaken annually to allow for budget allocations for the upcoming financial year.

Conducting an annual review of Elected Member training requirements. In-house 1 CEO

Training program to be put in place for elected members following elections in November.

118


Issued :

November 2018

Prudential & strategic financial management of Council resources.

High

Investigating opportunities to enhance council’s financial capacity to support services. 1 CEO

Ongoing opportunities to be investigated. Monitoring of grants available.

Ensuring Council’s financial governance policies and procedures meet all Statutory requirements. 1 CEO

Utilisation of Rex Mooney to undertake finance review. Governance policies reviewed as per schedule developed.

Developing financial policies and procedures that consistently apply prudential analysis to: project management, asset acquisition and divestment, risk management, revenue sources and cash control at all times.

1 CEO

To be considered in all reviews and development of Council Policy. Rex Mooney is currently undertaking a review.

Maximise Council engagement with community.

High

Seek independent, appropriately skilled members for council committees.

Ongoing CEO

Reflect in committee’s Terms of Reference. Re-assessment of committee members to be undertaken following elections.

Develop & implement an Engagement & Media strategy. 2 CEO Has been commenced.

Develop an orientation strategy to attract interested persons to nominate for future councils. 1 CEO Local Government Elections

have ocncluded. Enhance council business documentation and reporting to the community. 1 CEO

Incorporate in Engagement strategy with regular community updates through appropriate channels.

Develop a protocol to invite community group representatives to address council meetings on strategic issues.

1 CEO Develop presentation plan and initiate contact with local MP’s.

119

7.2.1 Report on activities Strategic objective 5.1 – Fostering sound leadership in staff and Elected Members Budget implications – Nil

An overview of activities undertaken by the Manager Corporate Services (MCS) for the month will be provided to Elected Members at the meeting.

7.2.2 Bank summaries Strategic objective 5.2 – Prudential and strategic financial management of Council resources The Bank Reconciliation, Consolidated Reconciliation Comparisons, Reserve Accounts Report and Account Balances will be provided to Elected Members at the meeting.

Operating account $ 179,728.45

24-hour at-call account $ 1,457,911.69 Reserve accounts $ 1,541,490.97

7.2.3 October 2018 Income and Expenditure Report

Strategic objective 5.2 – Prudential and strategic financial management of Council resources

A report is attached for the reference of Elected Members. 7.2.4 Adoption of 2017-18 Annual Report A report is attached for the reference of Elected Members. 7.2.5 2018-19 Community Grants Program Round 2 update

Strategic objective 5.2 – Prudential and strategic financial management of Council resources Strategic objective 5.3 – Maximise Council engagement with community Budget implications – Included in 2018-19 budget

Pursuant to resolution 138.2018, Council at its June 13, 2018 Ordinary Meeting of Council voted to implement Round 2 of the 2018-19 Community Grants Program due to an undersubscription of applications in Round 1. Of the $25,000 allocated to the program for the 2018-19 financial year, $12,925 is available for Round 2. Applications are currently open until 5pm on November 30, 2018, and it is anticipated that Council will be asked to endorse the successful applications at the December 2018 Ordinary Meeting of Council. The program guidelines for Round 2 are attached to this report for the reference of Elected Members.

7.2.6 Eastern Eyre Peninsula Drought Community Action Group


A verbal report on the Eastern Eyre Peninsula Drought Community Action Group meeting held in Cleve on November 12, 2018 will be provided to Elected Members at the meeting.


7.2 Manager Corporate Services


120

7.2.3 October 2018 Income and Expenditure Report 1/07/2018 – 31/10/2018

Issued :

October 2018

Introduction This report is presented to provide Elected Members with information relating to the financial management of financial resources under its control and to assist in monitoring Council’s financial performances as at October 31, 2018. Officer’s Report The purpose of this report is to undertake a comparison between budgeted figures and current year-to-date figures. Those budget lines that may be in danger of exceeding budgeted targets will be monitored closely and cost-cutting measures implemented where possible. The Senior Management Team is aware that some of these budgeted figures may be exceeded, but savings in other areas will offset these. It is felt this will help in monitoring the budget more closely and providing data of a greater accuracy for future budget deliberations. Recommendation: That Council receive and note the Monthly Income and Expenditure Report for the period July 1, 2017 to October 31, 2018.

Action For information

Officer Manager Corporate Services

GDS File 7.1.01.02

Strategic Plan Objective 5.2 – Prudential and strategic financial management of Council resources

Associated Reports and Documents Nil

121


Issued :

October 2018

Adopted Budget 2018-19

$

2018-19 BR 1

(Dec 2018) $

Actual YTD 30th Sept

2018 $

Actual YTD 31st Oct

2018 $

Note

OPERATING REVENUE Rates 1,815,961 924,977 992,731 Grants 1,541,040 301,300 348,829 Admin & Governance - Administration 112,767 90,492 338,104 Includes reimbursement of litigation expenditure Community Services – Health Services 0 0 0 Community Services – Community Amenities

12,000 2,156 3,241

Culture 11,300 2,560 3,394 Economic Services 70,040 44,220 45,095 Environment – Waste Management 61,500 15,121 25,762 Environment – Other Environment 2,587 0 0 Recreation 12,200 12,718 13,879 Includes NBN lease Regulatory Services – Dog & Cat Control 5,000 1,685 3,944 Regulatory Services – Building Control 22,000 8,196 11,937 Transport & Communications 1,100 100 100 Other Revenue NEC – Plant Operations 420,000 131,738 189,018 Other Revenue NEC – Indirects 390,000 94,520 155,562

Other Revenue NEC – Other NEC 167,525 52,266 117,535 Includes private works of $46,714

4,645,020 1,682,049 2,249,131

122


Issued :

October 2018


$

2018-19 BR 1

Dec 2018 $


2018 $

Actual YTD 31st Oct

2018 $

Note

OPERATING EXPENDITURE Admin & Governance – Elected Members 162,744 27,984 57,313 Admin & Governance - Organisational 241,300 57,429 76,925 Admin & Governance – Support Services 380,000 88,431 151,654 Admin & Governance – Corporate Governance 489,650 197,934 352,440 Includes litigation expenditure Business Undertakings – CWMS 32,000 16,942 23,422 Community Services – Public Order & Safety 20,000 9,623 21,550 Community Services – Health Services 44,000 10,204 12,225 Community Services – Community Support 14,000 2,302 3,204 Community Services – Community Amenities 75,500 14,858 21,309 Culture 110,061 5,610 12,893 Economic Development 232,020 29,095 114,442 Environment – Roora Water Reserve 5,000 470 3,965 Environment – Waste Management 164,000 39,892 67,124 Environment – Other Environment 157,245 30,272 49,092 Recreation 115,000 45,168 122,008 Regulatory Services – Dog & Cat Control 5,000 2,618 3,834 Regulatory Services – Building Control 24,500 3,144 6,846 Transport & Communication 678,000 136,825 257,920 Other Expenses NEC – Plant Operations 420,000 100,328 169,457 Other Expenses NEC – Indirects 461,000 121,792 195,347 Other Expenses NEC – Other NEC 58,500 36,616 48,089 Depreciation 952,000 238,000 317,333 4,874,020 1,215,537 2,088,392 Operating Surplus/(Deficit) (229,000) 466,512 160,739

123


Issued :

October 2018


$

2018-19 BR 1

Dec 2018 $


2018 $

Actual YTD 31st Oct

2018 $

add Depreciation 952,000 238,000 317,333 Funding Available for Capital Investment 723,000 704,512 478,072 Capital Income add Loan Infrastructure Partnership add Community Benefit Program

0 139,696

0 0

0 0

862,696 704,512 478,072

Capital Expenditure less Admin & Governance – Corporate Governance

20,000 0 0

less Community Services – Health Services 0 0 0 less Economic Development 780,920 204,980 380,271 less Recreation 139,555 138,766 133,661 less Transport & Communication 612,599 107,999 101,154 less Other Expenses NEC – Plant Operations less Business Undertakings

300,000 65,000

26,695 0

275,135 0

(1,055,378) 226,072 (412,149) less Loan Payments 24,350 0 0

Net Overall Lending/(Borrowing) (1,079,728) 226,072 (412,149)

124


Issued :

October 2018


$

2018-19 BR 1

Dec 2018 $

Actual YTD 31st August

2018 $


2018 $

Movement of Funds add Amounts Transferred from Reserves 626,272 250,000 250,000 less Amounts Transferred to Reserves 190,000 0 0 Add Amounts Carried Forward 395,717 395,717 395,717 (247,739) 871,789 233,568

125


Issued :

October 2018

Risk/Liability Current operating and capital expenditure and income falls within budgetary limits. Careful monitoring will be required to ensure this continues to occur to avoid additional risk.


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5


Legend: E: Extreme risk; immediate action required H: High risk; senior management attention needed M: Moderate risk; management responsibility must be specified L: low risk; manage by routine procedures Extreme and High Risk Issues require a Risk Assessment to be undertake

126

127

KIMBA DISTRICT COUNCILBank & General Reconciliations/Reserve Funds Comparisons 2018-19

July August September October November December January February March April May June Total18-19 18-19 18-19 18-19 18-19 18-19 18-19 18-19 18-19 18-19 18-19 18-19

Bank StatementBalance Statement 120,533.83 232,201.45 182,061.89 179,728.45Cash in Transit 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

120,533.83 232,201.45 182,061.89 179,728.45 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00Less O/S Cheques & Visa 16,292.20 8,236.02 2,637.60 2,603.20

104,241.63 223,965.43 179,424.29 177,125.25 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.0024H Call 1,400,058.89 1,853,465.15 1,955,449.54 1,457,911.69 Total 1,504,300.52 2,077,430.58 2,134,873.83 1,635,036.94 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

General ReconciliationCarried Forward 2,028,483.06 1,504,300.52 2,077,430.58 2,134,873.83 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 2,028,483.06Operating Income 599,157.79 487,176.01 113,155.59 1,199,489.39FAGS Grants/Rd to Recovery/Auslink 301,300.00 301,300.00Other Grants/Disaster Funds 47,528.78 47,528.78From Reserves 0.00Loans 0.00

Total Income 2,028,483.06 2,404,758.31 2,564,606.59 2,295,558.20 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 3,576,801.23Less Operating Exp. 325,371.17 427,774.07 658,623.17 1,411,768.41Loan Principal 0.00To Reserves 1956.56 1958.69 1,898.09 5,813.34Cash Advance Repayment 0.00

Total Expenditure 0.00 327,327.73 429,732.76 660,521.26 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1,417,581.75

Total 2,028,483.06 2,077,430.58 2,134,873.83 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 2,159,219.48

RESERVES 1,535,677.63 1,537,634.19 1,539,592.88 1,541,490.97

Total Cash Available 3,564,160.69 3,615,064.77 3,674,466.71 3,176,527.91 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94 1,635,036.94

13.2.1.2

W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.24.01.03 Agendas & Minutes of Council Meetings\Council Agendas\2018\11. November\7.2.3.2 Consolidated Reconciliation Comparison Oct 2018 128

RESERVE NAME Balance July Aug Sept Oct Nov Dec Jan Feb March April May June1/07/2018 2018 2018 2018 2018 2018 2018 2019 2019 2019 2019 2019 2019

1 CWMS 277169.56 278328.15 278682.75 279037.74 279381.792 Deferred Works 464222.74 464732.44 465324.54 465917.30 466491.753 People for Places Program 37171.39 37171.39 37218.78 37266.21 37312.114 Community Bus Reserve 6198.23 6221.14 6229.16 6237.18 6244.935 Section 224 Development 179800.33 180407.59 180637.34 180867.40 181090.356 I.T. Reserve 86550.86 86874.67 86985.34 87096.05 87203.45

TOTAL OF RESERVES - SPECIFIC ALLOCATIONS 1051113.11 1053735.38 1055077.91 1056421.88 1057724.38 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

TOTAL OF UNSEPCIFIED RESERVES 480264.13 481942.25 482556.28 483171.00 483766.59 169611.85 169611.85 169941.05 169941.05 369941.05 370264.13 370264.13 483766.59

TOTAL 1531377.24 1535677.63 1537634.19 1539592.88 1541490.97 169611.85 169611.85 169941.05 169941.05 369941.05 370264.13 370264.13 483766.59

Deferred Works Summary

Replacement loader 250,000.00 Kimbe Pioneer Memorial Village 107,072.00Assert Management Software 30,000.00 Unspecified Reserves Include the following: R2R funding 22,500.00 Future Infrastructure Fund 37614.16Purchase of generator 17,000.00 Sealed Road Reserve 3830.72Economic Development Project 20,000.00 General Reserves 395469.76Carpet-CEO Residence 15,000.00 Plant & Equipment Reserve 46851.95Interest (Deferrred Works interest only) 2,650.74 TOTAL $483,766.59

TOTAL 464,222.74 In line with Audit Committee Resolution A04.2014 the minimum amount held in Reserves excluding the CWMS Reserve, DeferredWorks Reserve and General Reserve - Specific Allocations at 30th June each year should be no less than $250,000 in total.

13.2.1.3

27/06/2018 Current DW Reserve balance $42,650.74; need to TRTF $389,572 to = above figure240,000.00$ GST Exclusive Fund My Neighbourhood Grant received

22/03/2018 200,000.00$ Transferred to General Reserves

74,650.74

KIMBA DISTRICT COUNCIL

BALANCES OF RESERVES

General Reserve: Includes $10,000 for the upgrade of the playing courts.

W:\Council Documents GDS20 Feb.2012\9. GOVERNANCE\9.24.01.03 Agendas & Minutes of Council Meetings\Council Agendas\2018\11. November\7.2.3.3 Balance of Reserves Oct 2018

129

Bank Reconciliation as at the 31/10/2018

BANK A/CBalance as per Bank Statement 179,728.45 Plus cash in transit -

179,728.45 Less outstanding cheques 2,603.20

177,125.25 24hr at call a/c 1,457,911.69

Balance 1,635,036.94

GENERAL RECONCILIATIONBalance c/f as at 30/09/2018 2,134,873.83

Income Sept 2018 160,684.37

2,295,558.20 Less Expenditure Sept 2018 660,521.26

Balance 1,635,036.94

Income BreakupDog Registration 45.00 Rates 23,816.42 Financial Assistance Grants - NRW Community Benefits Grant 47,528.78 Local Roads - Transfer from ReservesInterest 4,377.42 Debtors 68,498.95 Miscellaneous 13,809.90 Waste Booklets 280.00 Recreation Reserve 2,327.90

160,684.37

Expenditure BreakupPayment by Cheque No 18788-18794 5,469.79 Payment by EFT No's 7734-7907 518,994.80 Payroll 108,275.29 Visa Cards 9,322.92 Bank Charges 337.83 Transfer to Reserves 1,898.09

DebenturesSuperannuation 15,863.54 Miscellaneous 359.00

660,521.26

Outstanding Debtors as at 30/09/2018 TOTAL $28,361.81C & N Humphries $3,439.74

Cavpower CAT Loader 273,284.00 Kelledy Jones Lawyers Barngala vs DC Kimba 42,861.87 RDAWEP Member Council Funding 23,390.40 LGA Asset Mutual Fund Insurance 15,894.18 Pitney Bowes Map Info 10,308.10 LG Systems Support charges 13,901.25 Direct Fuels Fuel 22,793.20

Major Expenditure for Reconciliation Period

KIMBA DISTRICT COUNCIL

130

7.2.4 Adoption of 2017-18 Annual Report

Issued :

November 2018

Introduction This report is presented to provide Elected Members with the draft District Council of Kimba 2017-18 Annual Report for consideration and adoption. Officer’s Report The draft report is attached for the reference of Elected Members, and includes the information prescribed by the Local Government Act 1999 and Local Government (General) Regulations 2013. Due to the timing of recent election and requirement to have the document adopted by Council by November 30, 2018, prior to presenting it to Parliament and the Minister for Local Government, the report has been set out in a basic format for the 2017-18 financial year. It is anticipated that a graphic designed will be engaged for subsequent reports, with a view to producing a high-quality, visual document that more accurately reflects the vision and values of Council. Recommendation: That Council:

(a) adopt the District Council of Kimba 2017-18 Annual Report as presented; and

(b) authorise the Manager Corporate Services to submit the District Council of Kimba 2017-18 Annual Report to the Presiding Members of both Houses of Parliament, and prescribed persons and bodies pursuant to sections 131(5)(a), (b) of the Local Government Act 1999 and regulation 10(1) of the Local Government (General) Regulations 2013.

Action For decision

Officer Manager Corporate Services

GDS File 18.68.01

Strategic Plan Objective 5.1 - Fostering sound leadership in staff and elected members

Associated Reports and Documents District Council of Kimba 2017-18 Annual Report and Audited Financial Statements

131

7.2.4 Adoption of 2017-18 Annual Report

Issued :

November 2018

Risk/Liability Pursuant to section 131(1) of the Local Government Act 1999, Council must, on or before November 30 each year, prepare and adopt an Annual Report relating to the operations of Council for the financial year ending on the preceding 30 June. The report must include specific material as prescribed in Schedule 4 to the Act, and regulation 35 of the Local Government (General) Regulations 2013. As complying with this requirement – and the consequences for failing to do so – is a statutory obligation under the Act, failing to do so represents a rare-yet-major governance risk to Council, in addition to a moderate reputational risk within the local government sector and Kimba community.


Insignificant 1

Minor 2

Moderate 3

Major 4

Catastrophic 5


Legend: E: Extreme risk; immediate action required

H: High risk; senior management attention needed M: Moderate risk; management responsibility must be specified

L: low risk; manage by routine procedures Extreme and High Risk Issues require a Risk Assessment to be undertaken

132

133


2017-18 Annual ReportAND AUDITED FINANCIAL STATEMENTS

134


DISTRICT COUNCIL OF KIMBA 2017‐18 ANNUAL REPORT 1

TABLE OF CONTENTS

Message from the Mayor ………………………………………………………………………………………………………………………… 2 Chief Execu ve Officer Report ……………………………………………………………………………………………………………….… 3 Manager Corporate Services Report ………….................................................................................................. 4 Works Manager Report ................................................................................................................................. 5 Our Strategic Direc on ……………………………………………………………………………………………………………………………. 6

Our Vision

Our Mission

Our Values Our Elected Members ……………………………………………………………………………………………………………………………… 7 Council Representa on ……………………………………………………………………………………………………………………….….. 8

Training and Development for Elected Members

Council Representa on on Other Bodies

Representa on on Council Commi ees Our People ………………………………………………………………………………………………………………………………………………. 9

District Council of Kimba Organisa onal Structure Corporate Services and Works Func ons ………………………………………….…………………………………………………. 10

Corporate Services Department

Works Department Governance Informa on ………………………………………………………………………………………………………………………. 11

Electoral Representa on

Compe ve Tender Arrangements

Council Audit Arrangements

Council Travel Costs

Freedom of Informa on Applica ons …………………………………………………………………………………………… 12

Internal Review of Ac ons Applica ons

Community Land Management Plans

Na onal Compe on Policy

Public Access to Council Registers ……………………..…………………………………………………………………………. 13

Complaint/Service Request Levels

Regional Subsidiaries of Council

Budget and Financial Reports

Council Use of Confiden ality Orders …………………………………………………………………………………………… 14

Management and Staffing ……………………………………………………………………………………………………………. 15

Human Resources and Equal Opportunity

Strategic Achievements for 2017‐18 …………………………………………………………………………………………….. 16 Appendix 1—District Council of Kimba Audited Financial Statements 2017‐18 Appendix 2—Eyre Peninsula Local Government Associa on Audited Financial Statements 2017‐18 Appendix 3—District Council of Kimba Freedom of Informa on Statement 2018

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MESSAGE FROM THE MAYOR

What a flurry of ac vity the 2017‐18 financial year was for Council. The past 12 months have flown by, but not without us managing to ck off some major achieve‐ments along the way. Strong financial performance demonstrates our commitment to balancing our available income against expenditure on services and projects that ex‐ceed community expecta on. How to best u lise limited income streams to maximise the bang‐for‐buck is a ques on that small, rural councils find themselves asking every budget prepara on period, but we were lucky in 2017‐18 that five significant projects were able to be delivered with minimal impost on ratepayers. Through the $2 million Community Benefit Programme offered as part of the Na onal Radioac ve Waste Management Facility site selec on process, Council received funding for:

Upgrades to the Kimba Soldiers Memorial Ins tute;

The construc on of a new ameni es block for the free camping area;

Free Wi‐Fi for the town centre and iden fied tourism hotspots;

Upgrades to Lions/Apex Central Park;

The development of a Kimba Community and Economic Development Strategy; and

Plans for a youth ac vity park. Further to this, Council was fortunate enough to secure $220,000 through the South Australian Govern‐ment’s Fund My Neighbourhood ini a ve, funding which was used to construct the ever‐popular jumping pillow and all‐abili es playground, infrastructure which has transformed Lions/Apex Central Park into the envy of the Eyre Peninsula. One area in which Council has been most ac ve in the la er stages of 2017‐18 is advoca ng for a perma‐nent general prac oner for our town. It is disappoin ng that Kimba residents have seemingly been asked by those responsible for the Commonwealth and State public health por olios to accept it as part and par‐cel of living in a rural area, however, I know I speak for all Elected Members when I say that it is a situa on that is unacceptable, untenable and one that Council will refuse to back away from. A lack of con nuity of care is something metropolitan South Australians would be up in arms about, and Council is working proac‐vely to do all we can to a ract and retain quality healthcare professionals who are commi ed to becoming

part of the Kimba community. On a posi ve note, Kimba added a swag of gongs to the trophy cabinet in 2017‐18, most notable of which was being crowned the SA Overall Winner of the KESAB Sustainable Communi es Awards, with addi onal awards and commenda ons being received for Environmental Educa on, Community Ac on and Wellbeing, and Waste Management and Resource Recovery at the na onal awards in Barmera in April this year. For a district with li le more than 1000 residents, it’s a phenomenal effort and reflects the collabora on between Council, community groups and individuals that is evident in everything we do. Congratula ons to everyone who played a role. Successfully leading a community is a team effort, with many hands making light work of Kimba’s social and economic growth, and delivery of myriad services and programs. Thank you to my Deputy Mayor, Graeme Baldock, the Senior Management Team and every member of staff for going above and beyond to make our town a great place to call home. With the South Australian Local Government elec ons being held in November 2018, this will be the last Annual Report endorsed by the current cohort of Elected Members. To that end, I would like to wholeheart‐edly thank them for their impassioned efforts over the past four years, and wish the incoming Council all the best for strong, ongoing stewardship of our fantas c community.

MAYOR DEAN JOHNSON

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CHIEF EXECUTIVE OFFICER REPORT They say the numbers don’t lie, and that expression rings true when we look at Coun‐cil’s audited financial statements for the year ending June 30, 2018. Balancing a mod‐est budget in an environment of substan al infrastructure development is never an easy feat, but an opera ng surplus of $328,258 for the 2017‐18 financial year repre‐sents strong fiscal leadership, also taking into the account the $1.42 million invested in capital upgrades and renewals. A net financial liabili es ra o of ‐76% demonstrates Council’s commitment to responsible lending, and puts us in an enviable posi on when it comes to funding op ons for future major projects, with either drawing down on cash reserves or financing through the Local Government Finance Authority both viable courses of ac on.

The past 12 months have been a challenging me for Local Government as a sector, with an emphasis from both sides of Government on reform, and increasing transparency. Rate capping has been the buzzword on everyone’s lips recently, and while Council remains philosophically opposed to this concept because of the addi onal burden adhering to the proposed process would put on already‐limited resources, it is in absolute agreeance that work needs to be done across the state to regain the trust of the public. That said, I believe on an individual level, our Council has maintained strong, posi ve rela onships with ratepayers and resi‐dents through open communica on and accountable leadership.

We had a change in the Senior Management Team midway through 2017‐18, with Office Manager Georgie

Shirley making the decision to move on a er more than two years with the organisa on. I wish to convey

my gra tude to Georgie for her support during my first year as CEO, and the significant contribu on she

made to the smooth running of the administra ve side of Council opera ons, par cularly in the tourism and

economic development sphere. Following Georgie’s departure, Council appointed Lyndon Keane to the

Manager Corporate Services role, a posi on he has had to hit the ground running with and performed well.

Council staff have the met challenges delivered to them throughout an extremely busy year and I would like

to thank them for their hard work and commitment. In par cular I would like to thank the senior manage‐

ment team. Their ongoing support and dedica on has been invaluable to both myself and the organisa on

as a whole and without them Council’s achievements in 2017‐18 would not have been possible.

Speaking of change, by the me this Annual Report is published, we will know which seven individuals will lead Council for the coming four years following the 2018 South Australian Local Government elec ons. The four years since Kimba last went to the polls has been a period of immense change, with several key chal‐lenges forcing Council to think outside the box in order to deliver outcomes in the best interests of our com‐munity. It goes without saying that our Elected Members have gone above and beyond during the current term of government, o en under intense scru ny from the community and media, and I wish to congratu‐late them wholeheartedly on their commi ed representa on.

DEBRA LARWOOD

LEAPS AND BOUNDS: Council invested $1.42 million on capital works projects

during the 2017‐18 financial year, including the ever‐popular jumping pillow.

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MANAGER CORPORATE SERVICES REPORT

The 2017‐18 financial year was one of transi on for the Corporate Services depart‐ment, with several well‐known faces bidding farewell to Council and others joining the team. Among the departees was the irrepressible Jo Schaefer, calling stumps on her Council career a er 15 years as an integral member of the team. Thanks to Jo, Chloe Hanan and Georgie Shirley for your respec ve contribu ons to Council’s suc‐cess over the years, and all the best for the next steps in your careers, or in some cas‐es, your “not re rement”. Two of the four new faces in the Council office – Keely Westhoff and Hayley Jericho – are a result of the success of the Local Government Associa on of South Australia’s Regional Youth Trainee Program, which aims to give those living in rural and remote areas an opportunity to experience a career in local government while undertaking study and learning new skills to prepare them for the workforce at the con‐clusion of their 12‐month traineeship. Council has had resounding success with the program, with former trainee Keely being appointed a Senior Administra on Officer in early 2018, a staff movement that allowed Council to make the most of the RYTP by hos ng Hayley, who has taken the challenge in her stride as she completes a tourism‐focused course. Senior Depot Administra on Officer Kate Francis also joined the team in November 2017, and has been invaluable in assis ng both the Corporate Services and Works depart‐ments with the smooth delivery of services and programs to the Kimba community. The commitment of long‐serving Council staff to the community is something o en overlooked in small towns, but I believe it is a contribu on that should be celebrated due to the posi ve effect that combined skill and knowledge has on the liveability of our town. More than seven decades of such dedica on was rec‐ognised at the July 2018 Ordinary Mee ng of Council when six staff – Jo Schaefer, Peter Adler, Michael Kemp, Shylie Harris, Michael Inglis and Deb Larwood – received Local Government Service Awards. From an opera onal perspec ve, the past 12 months have presented a number of challenges for the Corpo‐rate Services team, including the state‐wide introduc on of Dogs and Cats Online, which allows pet owners to register their animals via a web portal administered by the Dog and Cat Management Board, a shi away from councils managing their individual management processes. The transi on has not been without its teething problems, but the launch of DACO means Council resources once ed up by animal management are now free to be redirected to other projects. Some of those resources have been diverted to a project to implement new business paper management so ware that will streamline and modernise how Council pre‐sents is mee ng agendas and minutes. The project is scheduled to be completed by February 2019, and while it is by no means a headline‐grabbing change, it is set to save Corporate Services staff more than six weeks’ work every year once completed – a factor cri cal when it comes to alloca ng what are extremely limited human resources in an incredibly busy organisa on. On a personal note, I would like to thank staff, Elected Members and the Kimba community for welcoming me with open arms a er arriving from the Northern Territory 11 months ago. I’m s ll coming to terms with owning a jumper for the first me in five years, but it has been a privilege to be part of a proac ve, innova‐ve organisa on commi ed to strong leadership and the be erment of the community it leads.

LYNDON KEANE

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WORKS MANAGER REPORT

The 2017‐18 financial year proved to be another busy and produc ve year for our Works team. Our staff con nue to meet all the demands placed on them that are faced by Local Government, and I congratulate them across the board for their dili‐gence and commitment in making Kimba a be er place by providing well‐kept facili‐es and infrastructure.

During the year, we have received many favourable comments from tourists and visi‐tors alike on the presenta on and neatness of our town and facili es. This was evi‐dent in the number of awards that Kimba was presented during the year. Our tourism area is a growth industry, and Council con nues to maintain and expand facili es to accommodate this need. Council completed a number of projects last year including the following:

High Street kerbing and paving;

High Street paving;

Silo art viewing area;

Kimba Recrea on Reserve road sealing;

Road maintenance and construc on; and

Town road resealing. Along with major projects completed, staff con nue to provide a wide range of ongoing maintenance ser‐vices to the community. These include waste collec on and disposal, common effluent drainage mainte‐nance, parks and gardens services, and upkeep of the Kimba Recrea on Reserve to name a few. I commend our current Council and management for their con nued support within our community, and with a new elec on year ahead, we look forward to this con nued resul ng in such a produc ve environ‐ment.

MICHAEL INGLIS

ROAD PRIORITY: Elected Members and the Senior Management Team look on as road resealing

works are carried out at the intersec on of Schaefer Avenue and Stephens Street.

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OUR STRATEGIC DIRECTION

A sustainable, progressive and viable Council commi ed to building the prosperity and vitality of the Kimba community in a quality environment.

COMMUNITY COHESION: Council is commi ed to working with community groups to ensure

Kimba remains a must‐see for tourists through innova ve projects, such as the silo art.

As a legislated business, the District Council of Kimba aims to provide leadership, representa on, advocacy and prudent management for its communi es and visitors, and to work with them to iden fy asset needs and improve services.

The values and principles which guide all decisions of Council and which are reflected in the Strategic Man‐agement Plan can be summarised as follows

We will deliver quality and progressive Council services and programs;

We will facilitate a growing and sustainable economy and employment base to ensure the long‐term survival and prosperity of the community;

We promote a cohesive and dynamic rural community;

We promote a stable and cohesive Council and organisa on;

We will maintain excellent rela onships with the community through open communica on and consulta on;

We preserve and enhance our heritage and the environment; and

We will ensure the long‐term financial security of the Council through excellent forward planning and management.

OUR VISION

OUR MISSION

OUR VALUES

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OUR ELECTED MEMBERS

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Elected Members were provided with the opportunity to undertake a number of training and development opportuni es during the 2017‐18 financial year. The majority of the training opportuni es were provided through the Local Government Associa on of South Australia. Elected Members also had opportuni es to a end conferences and other professional development subject to approval by Council.

TRAINING AND DEVELOPMENT FOR ELECTED MEMBERS

COUNCIL REPRESENTATION

COUNCIL REPRESENTATION ON OTHER BODIES

Local Government Associa on of South Australia Mayor DN Johnson, Deputy Mayor GJ Baldock and Councillor AL Lienert (proxies)

Eyre Peninsula Local Government Associa on Mayor DN Johnson

Regional Development Assessment Panel Councillor BS Cant

Kimba Area School Community Library board Mayor DN Johnson

Kimba Area School Governing Council Councillor AM Lienert

Kimba Community Development Group Councillor PT Arcus

REPRESENTATION ON COUNCIL COMMITTEES

The following Council commi ees operated during the 2017‐18 financial year pursuant to sec ons 41 and 126 of the Local Government Act 1999.

Audit Commi ee Mayor DN Johnson, Councillor AM Lienert, Councillor PT Arcus, Mr J Ewen (Independent Member), D Larwood (advisory staff), G Shirley (advisory staff un l November 2017) and L Keane (advisory staff from January 2018) NB: Independent Member paid retainer of $2,000 per annum to a end minimum of four Audit Commi ee mee ngs.

Kimba Tourism Commi ee Councillor GJ Churche , Councillor PT Arcus, Mrs K Cliff, Mrs P Beinke, Mrs H Baldock, Mrs S Woolford, Mrs M Stutley (un l June 2018), Mrs M Lienert (from June 2018), D Larwood (advisory staff), G Shirley (advisory staff un l November 2017), L Keane (advisory staff from January 2018)

Australia Day Awards Selec on Commi ee Councillor GJ Churche , Councillor PT Arcus, Mr C Powell, Mrs M Stutley, Mr T Rowe, Mr H Whitwell, D Larwood (advisory staff)

Bushfire Preven on Advisory Commi ee Councillor BS Cant, Councillor GJ Baldock, Mr T Baldock (Caralue Deputy Group Officer), Mr A Cant

(Waddikee Brigade Captain), Mr R Dart (Yalanda James Captain), Mr D Hunt (Buckleboo Brigade Captain), Mr T Clifford (Kimba Brigade Captain), Mr I Davey (Caralue Deputy Group Officer), Mr G Kosminski (Regional Preven on Officer), M Inglis (Fire Preven on Officer) and D Larwood (CEO)

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OUR PEOPLE

DISTRICT COUNCIL OF KIMBA ORGANISATIONAL STRUCTURE

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Council’s Corporate Services and Works departments are responsible for the management of a diverse range of opera onal func ons to ensure that the organisa on’s statutory responsibili es are met, and that the Kimba community has uninterrupted access to Council programs and services.

CORPORATE SERVICES AND WORKS FUNCTIONS

CORPORATE SERVICES DEPARTMENT

Governance

Elected Member Support

Accoun ng

Rates and Proper es

Policy and Decision Implementa on

Health Inspec on and Public Health

Work, Health and Safety

Risk Management

Legisla on and Legal

Research and Records Management

Elec ons

Aged Accommoda on Rentals

Public Rela ons

Insurance

Emergency Services

Sport and Recrea on

Asset Management

Payroll

Cemetery

Building and Planning Applica ons, Approvals and Inspec ons

Customer Service Centre

Animal Management Registra ons (via Dogs and Cats Online)

Kerbside Recycling Program

Kimba Waste Management Facility

Aerodrome

Cemetery

Fire Protec on

Sport and Recrea on

Plant and Machinery Control

Building Inspec ons

Road Construc on and Maintenance

Street Ligh ng

Stormwater Drainage

Common Effluent Drainage

Parking and Traffic Control

Parks and Reserves

Refuse Collec on

Kimba Pioneer Memorial Village

Animal Control

WORKS DEPARTMENT

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GOVERNANCE INFORMATION

ELECTORAL REPRESENTATION

Council is a democra cally elected body comprising seven Elected Members, with the Principal Member being the Mayor, who is elected by Council. As there are no wards within the Local Government Area, all Elected Members represent the interests of the whole community when making decisions as the corporate body of Council. Council currently has 796 electors on the House of Assembly and Voters Rolls. Elector rep‐resenta on quotas for the 2017‐18 financial year, as supplied by the Local Government Associa on of South Australia, for like councils for the period are: COUNCIL ELEGIBLE ELECTORS ELECTED MEMBERS QUOTA Cleve 1,265 8 158 Elliston 722 8 90 The Flinders Ranges 1,174 9 130 Franklin Harbour 911 6 151 Karoonda East Murray 771 7 110 Kimba 796 7 113 Orroroo Carrieton 708 7 101 Peterborough 1,220 9 135 Robe 1,277 7 182 Wudinna 847 7 121 Pursuant to sec on 12(4) of the Local Government Act 1999, a review of Council composi on and wards will be undertaken prior to November 2022 at a me to be determined by the Minister and published in the South Australian Government Gaze e.

Council is provided with independent audit services by Dean Newbery and Partners, which has been ap‐pointed un l the conclusion of the 2019‐20 financial year. Audit expenditure incurred by Council for the 2017‐18 financial year was $17,640.

COMPETITIVE TENDER ARRANGEMENTS

Pursuant to sec on 49 of the Local Government Act 1999, Council has a Contracts, Tenders and Purchasing Policy which was reviewed and adopted at the Ordinary Mee ng of Council on August 9, 2017. This policy is available for viewing or purchase at the Council office during business hours, and is scheduled for review in December 2018.

COUNCIL AUDIT ARRANGEMENTS

At the Ordinary Mee ng of Council on February 14, 2018 it was resolved to publish the costs incurred for Elected Members and Senior Management during the past 12 months on overseas and interstate travel, and intrastate travel for events such as professional development and conferences in the 2017‐18 Annual Re‐port. While there is currently no statutory obliga on to do so, Council believes that publishing the infor‐ma on promotes transparent, accountable leadership and open communica on with ratepayers. For the 2017‐18 financial year, this expenditure was $22,174.64, which included nil overseas travel, and one inter‐state trip for the Mayor and Chief Execu ve Officer to a end the 2018 Na onal General Assembly of Local Government.

COUNCIL TRAVEL COSTS

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FREEDOM OF INFORMATION APPLICATIONS

Pursuant to clause 1(gb) of Schedule 4 to the Local Government Act 1999, Council each year must provide a report on the applica ons made under the Freedom of Informa on Act 1991 for the relevant financial year. During the financial year ending June 30, 2018, Council received no applica ons. Council’s current Freedom of Informa on Statement (Appendix 3) was adopted on March 14, 2018 and is available for inspec on at the Council office during business hours, or at www.kimba.sa.gov.au.

All land except roads held as at January 1, 2000, is classified as community land unless Council resolves to exclude it from that classifica on. The inten on behind the legisla on is that Council, in consulta on with the community, should determine which land should or should not be classified as community land. Where the land is under the care, control and management of Council, but is not owned by Council, it cannot re‐solve to exclude the land from classifica on as community land without the approval of the relevant Minis‐ter. A person must not use community land for a business purpose unless the use is approved by Council. Coun‐cil cannot approve the use of community land for a business purpose contrary to the provisions of the man‐agement plan. Council’s management plans for community land are constantly monitored for required changes, and the next review will be undertaken in 2019.

INTERNAL REVIEW OF ACTIONS APPLICATIONS

Sec on 270(8) of the Local Government Act 1999 specifies that Council must, on an annual basis, ini ate and consider a report that relates to: (a) the number of applica ons for review made under this sec on; (b) the kinds of ma ers to which the applica ons relate; (c) the outcome of applica ons under this sec on; and (d) such other ma ers as may be prescribed by the regula ons. During the financial year ending June 30, 2018, Council received one applica on for an internal review of decision in regard to resolu on 108.2018, the decision for Council to facilitate a ballot on behalf of the Minister for Resources and Northern Australia as part of the Na onal Radioac ve Waste Management Facil‐ity site selec on process. The independent panel that inves gated the request presented its final report at a Special Mee ng of Council on October 31, 2018, and found “Council’s decision was reasonable and appro‐priate in the circumstances in which it was made”.

Principles of compe ve neutrality are designed to neutralise any net compe ve advantage a government or local government agency engaged in significant business ac vi es would otherwise have, by virtue of its control by the government or local government, over private businesses opera ng in the same market. Council has a complaints mechanism in place and in 2017‐18, received no complaints pertaining to com‐pe ve neutrality. There have been no changes in the significant business ac vi es controlled by Council in the 12 months to June 30, 2018, and compe ve neutrality principles relevant to each significant business ac vity con nues to apply. Council has no Category 1 business ac vi es (annual revenue in excess of $2 million or employing assets with a value in excess of $20m), but con nues to undertake Category 2 business ac vi es (all other significant business ac vi es) in the form of private works.

COMMUNITY LAND MANAGEMENT PLANS

NATIONAL COMPETITION POLICY

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PUBLIC ACCESS TO COUNCIL REGISTERS

Clauses 1(b), (c) of Schedule 4 to the Local Government Act 1999 require Council to provide in its Annual Report a list of registers to be kept, and codes of conduct or prac ce required, under this Act or the Local Government (Elec ons) Act 1999. LIST OF REGISTERS

Elected Members Register of Interests;

Elected Members Register of Allowances and Benefits;

Officers Register of Remunera on, Salaries and Benefits (Register of Salaries);

Officers Register of Interests;

Elected Members and Officers Register of Gi s and Benefits;

Campaign Dona ons and Expenses Returns;

Schedule of Fees and Charges;

Register of Community Land; and

Register of Public Roads. LIST OF CODES OF CONDUCT AND PRACTICES

Code of Conduct for Council Members;

Code of Conduct for Council Employees; and

Code of Prac ce for Access to Mee ngs and Documents.

During the 2017‐18 financial year, Council received 219 complaints and service requests from the communi‐ty, all of which had been ac oned and completed by November 13, 2018. While the overwhelming majority of these were service requests, eight pertained to animal management complaints.

Council received zero complaints about local nuisance and li er control for the 12 months ending June 30, 2018.

REGIONAL SUBSIDIARIES OF COUNCIL

COMPLAINT/SERVICE REQUEST LEVELS

Council is currently a member of a regional subsidiary that falls within defini on and provisions of sec on 43 of the Local Government Act 1999, being the Eyre Peninsula Local Government Associa on. This regional subsidiary has produced its own Annual Report for the 2017‐18 financial year, which is appended (Appendix 2) to this report pursuant to clause 1(ha) of Schedule 4 of the Local Government Act 1999. This document is also available for inspec on at the Council office.

Pursuant to clause 1(a) of Schedule 4 of the Local Government Act 1999, Council is required to publish in its Annual Report a copy of its audited financial statements of the council for the relevant financial year. As such, Council’s audited financial statements for the period July 1, 2017 to June 30, 2018 is appended to this report as Appendix 1.

BUDGET AND FINANCIAL REPORTS

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COUNCIL USE OF CONFIDENTIALITY ORDERS

Sec on 90(2) of the Local Government Act 1999 allows a mee ng of Council or a commi ee to determine an order that the public be excluded from a endance at so much of a mee ng as is necessary to receive and discuss, or consider in confidence, any informa on or ma er as prescribed in s 90(3) of the Act. Clause 1(ga) of Schedule 4 to the Act requires a report to be included in the Annual Report about Council’s use of ss 90(2), 91(7), namely: Report on the use of sec ons 90(2), (3) of the Act:

Total number of orders made under s 90(2) of the Act in the financial year;

The date and subject of each order within the ambit of s 90(2); and

In rela on to s 90(3) paragraphs (a) – (na), the number of mes in the financial year that an order was made under s 92.

Report on the use of sec on 91(7) of the Act:

The total number of orders made under the subsec on in the financial year;

The number of orders made in the financial year that expired, ceased to apply or were revoked during the financial year;

The number of orders that remained opera ve at the end of the financial year (not including orders made before 15 November 2010); and

Date and subject of each order with the ambit of the above under s 91(7).

RESOLUTION NUMBER

RESOLUTION DATE

TOPIC/BASIS FOR CONFIDENTIALITY

DECISION STATUS

204.2017 11/10/2017 CEO Package ss 90(3)(a), (e)

Reviewed in April 2018 (6 months) and to be reviewed in March 2019 (12 months) and at least annually therea er in accordance with the Act.

74.2018 14/03/2018

State Local Government Infrastructure Partnership ss 90(3)(d)(i)

To be reviewed in March 2019 (12 months) and at least annually therea er in accordance with the Act.

98.2018 99.2018 100.2018

11/04/2018 CEO Package ss 90(3)(a), (e)

To be reviewed in March 2019 (12 months) and at least annually therea er in accordance with the Act.

213.2018 08/08/2018

State Local Government Infrastructure Partnership ss 90(3)(d)(i), (h)

To be reviewed in August 2019 (12 months) and at least annually therea er in accordance with the Act.

216.2018 217.2018

29/08/2018

Barngarla Aboriginal Determina on Corpora on v District Council of Kimba ss 90(3)(g), (h)

To be reviewed in August 2019 (12 months) and at least annually therea er in accordance with the Act.

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MANAGEMENT AND STAFFING

Clause 1(g) of Schedule 4 to the Local Government Act 1999 requires Council to provide in its Annual Report informa on on the number of senior execu ve officers and informa on on the kinds of allowances, bonuses and benefits that are made available to those officers as part of a salary package. For the purpose of this requirement, the relevant senior execu ve officers are the Chief Execu ve Officer, Manager Corporate Ser‐vices and Works Manager. Chief Execu ve Officer (contract) Salary: $138,528.37 Telephone: Up to $2,000 per annum Annual clothing allowance: $450 Use of motor vehicle: value $15,000 per annum Membership of professional body: $300 per annum Professional development: $5,000 per annum 100% subsidised rental Works Manager (contract) Salary: $107,869.84 Telephone: Up to $2,000 per annum Annual clothing allowance: $450 Use of motor vehicle: value $15,000 per annum Membership of professional body: $300 per annum Professional development: $5,000 per annum Manager Corporate Services (contract) Salary: $102,277.76 Telephone: Up to $2,000 per annum Annual clothing allowance: $450 Membership of professional body: $300 per annum Professional development: $5,000 per annum Rental subsidy: $5,200 per annum

Council believes it has a responsibility to all staff to create an employment environment which is free of discrimina on and which reflects the diversity and needs of the community it serves. Council is firmly com‐mi ed to the principle of equal opportunity for all employees and poten al employees. As part of its acknowledgement of its legisla ve obliga ons, Council has:

Incorporated an Equal Opportunity Program into the Strategic Management Plan;

Consulted the CEO/ relevant workplace representa ves;

Ensured that recruitment, selec on, promo on, transfer and training are based solely on the merit principle. This means that selec on is based on skills, knowledge, qualifica ons and experience (including community experience) relevant to the job or situa on;

Appointed Mrs Deb Larwood in the posi on of Equal Employment Opportunity Officer;

Reviewed exis ng training programs;

Ensured that services provided to residents will be delivered in a fair and equitable manner;

Provided all new and exis ng employees with equal employment opportunity awareness training and any other training relevant to their posi on or responsibili es; and

Ensured that all employees have received copies of Council’s EEO policy.

HUMAN RESOURCES AND EQUAL OPPORTUNITY

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STRATEGIC ACHIEVEMENTS FOR 2017‐18

Council’s 2016‐20 Strategic Management Plan sets out five major goals that underpin the way forward for Council, being Infrastructure, Economy, Built and Natural Environment, Community and Culture, and Busi‐ness Governance. The goals in the plan contain several strategies which have been kept deliberately broad so that Council can generally operate without regularly changing its five main goals. However, Council will, from me to me, change its focus for a specified period and s ll remain within its goals. Pursuant to sec on 122(4)(b) of the Local Government Act 1999, Council is required undertake a compre‐hensive review of the plan within two years a er each general elec on. It is envisaged that this review will take place during the 2018‐19 financial year, following the November 2018 South Australian Council elec‐ons.

In working towards its strategic goals, Council takes a longer‐term view into its financial planning. Council is commi ed to ensuring its long‐term financial sustainability, which is dependent on ensuring that, on aver‐age over me, Council’s expenses are at least matched by its revenue. In addi on, Council seeks to op mise both the ming and level of capital expenditure on exis ng infrastructure and other assets (in accordance with its Infrastructure and Asset Management Plan) so as to minimise whole‐of‐life‐cycle costs of assets. During the 2017‐18 financial year, Council achieved the following outcomes rela ng directly to the five thema c areas and objec ves iden fied in the Strategic Management Plan for the period:

Investment in Waste Pickup, Recycling and Refuse Depot $166,000

Con nued beau fica on of Memorial Gardens and maintenance of Hall $20,000

Maintenance of Parks, Gardens and Playgrounds $55,000

Maintenance of Recrea on Reserve and Oval $45,000

Kerb and Water Table and Footways Maintenance $64,000

Road Maintenance $570,000

Cost of Maintaining Plant $414,000

Maintenance of Kimba Pioneer Memorial Village Units and surrounding grounds $45,000

Road Re‐shee ng and Road Resealing $417,000

High Street Kerbing Upgrade Stage 2 $90,000

Sealing of Recrea on Reserve Road $50,000

Footways Construc on $43,000

Projector and Screen for Ins tute $15,000

Community Wastewater Management Scheme – Upgrade to Manholes $75,000

JOINT EFFORT: The Mayors of Tumby Bay, Cleve and Kimba

celebrate with Member for Grey Rowan Ramsay at the opening

of the Balumbah‐Kinnaird Road in March 2018.

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APPENDIX 1

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157

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163

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166

167

168

169

170

171

172

173

174

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181

182

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184

185

186

187

188

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Liability limited by a scheme approved under Professional Standard Legislation

INDEPENDENT AUDITOR’S REPORT

To the members of the District Council of Kimba

Report on the Audit of the Financial Report

Opinion

We have audited the accompanying financial report, being a general purpose financial report, of the District Council

of Kimba (the Council), which comprises the Certification of Financial Statements on the annual statements giving a

true and fair view of the financial position and performance, the Statement of Comprehensive Income, the Statement

of Financial Position, the Statements of Changes in Equity, the Statement of Cash Flows for the year then ended 30

June 2018 and the notes comprising a summary of significant accounting policies and other explanatory information.

In our opinion, the accompanying financial report of the Council is in accordance with the requirements of the Local

Government Act 1999 and the Local Government (Financial Management) Regulation 2011, including;

(i) giving a true and fair view of the Council’s financial position as at 30 June 2018 and of its performance

and cash flows for the year then ended; and

(ii) that the financial records kept by the Council are such as to enable financial statements to be prepared

in accordance with Australian Accounting Standards.

Basis for Opinion

We conducted our audit in accordance with Australian Auditing Standards. Our responsibilities under those standards

are further described as in the Auditor’s Responsibilities for the Audit of the Financial Report section of our report.

We are independent of the Council in accordance with the auditor independence requirements of the ethical

requirements of the Accounting Professional and Ethical Standards Board’s APES 110 Code of Ethics for Professional

Accountants (the Code) that are relevant to our audit of the financial report in Australia. We have also fulfilled our

other ethical responsibilities in accordance with the Code.

We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.

Responsibilities of the Chief Executive Officer for the Financial Report

The Chief Executive Officer is responsible for the preparation and fair presentation of the financial report in

accordance with the Australian Accounting Standards (including the Australian Accounting Interpretations), the Local

Government Act 1999 and the Local Government (Financial Management) Regulations 2011. This responsibility

includes determining that the basis of preparation described in Note 1 is appropriate to meet the need of the

members. The Chief Executive Officer’s responsibility also includes designing, implementing and maintaining internal

controls relevant to enable the preparation of the financial report to be free from material misstatement, whether

due to fraud or error.

In preparing the financial report, the Chief Executive Officer is responsible for assessing the Council’s ability to

continue as a going concern, disclosing, as applicable, matters relating to going concern and using the going concern

basis of accounting unless management either intends to liquidate the Council or to cease operations, or has no

realistic alternative but to do so.

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The Chief Executive Officer of the Council is responsible for overseeing the Council’s financial reporting process.

Auditor’s Responsibilities for the Audit of the Financial Report

Our objectives are to obtain reasonable assurance about whether the financial report as a whole is free from material

misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable

assurance is a high level of assurance, but is not a guarantee that the audit conducted in accordance with the Australian

Auditing Standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or

error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence

the economic decisions of users taken on the basis of financial report.

As part of an audit in accordance with the Australian Auditing Standards, we exercise professional judgement and

maintain professional scepticism throughout the audit. We also:

· Identify and assess the risks of material misstatement of the financial report, whether due to fraud or error,

design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient

and appropriate to provide a basis for our opinion. The risk of not detecting a material misstatement resulting

from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional

omissions, misrepresentations, or the override of internal control.

· Obtain an understanding of internal control relevant to the audit in order to design audit procedures that

are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness

of the Council’s internal control.

· Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates

and related disclosures made by management.

· Conclude on the appropriateness of the management’s use of the going concern basis of accounting and,

based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions

that may cast significant doubt on the Council’s ability to continue as a going concern. If we conclude that a

material uncertainty exists, we are required to draw attention in our auditor’s report to the related

disclosures in the financial report or, if such disclosures are inadequate, to modify our opinion. Our

conclusions are based on the audit evidence obtained up to the date of our auditor’s report. However, future

events or conditions may cause the Council to cease to continue as a going concern.

· Evaluate the overall presentation, structure and content of the financial report, including the disclosures,

and whether the financial report represents the underlying transactions and events in a manner that

achieves fair presentation.

We communicate with those charged with governance regarding, among other matters, the planned scope and timing

of the audit and significant audit findings, including any significant deficiencies in internal control that we identify

during our audit.

DEAN NEWBERY & PARTNERS

CHARTERED ACCOUNTANTS

SAMANTHA CRETEN

PARTNER

Signed on the 16th day of October 2018,

at 214 Melbourne Street, North Adelaide

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Liability limited by a scheme approved under Professional Standard Legislation

INDEPENDENT ASSURANCE REPORT ON THE INTERNAL CONTROLS OF THE DISTRICT COUNCIL OF KIMBA

We have audited the Internal Controls of the District Council of Kimba (Council) under the requirements of

Section 129(1)(b) of the Local Government Act 1999 in relation only to the Internal Controls established by the

Council to ensure that financial transactions relating to the receipt, expenditure and investment of money,

acquisition and disposal of property and incurring of liabilities for the period 1 July 2017 to 30 June 2018 have

been conducted properly and in accordance with law.

The Council’s Responsibility for the Internal Controls

The Council is responsible for implementing and maintaining an adequate system of internal controls, in

accordance with Section 125 of the Local Government Act 1999 to ensure that the receipt, expenditure and

investment of money, the acquisition and disposal of property, and incurring of liabilities have been conducted

properly and in accordance with law.

Auditor’s Responsibility

Our responsibility is to express an opinion on the Council’s compliance with Section 129(1)(b) of the Local

Government Act 1999 in relation only to the Internal Controls established by the Council to ensure that financial

transactions relating to the receipt, expenditure and investment of money, acquisition and disposal of property

and incurring of liabilities, based on our procedures have been conducted properly and in accordance with law.

Our engagement has been conducted in accordance with applicable Australian Standards on Assurance

Engagements ASAE 3100 Compliance Engagements, issued by the Australian Auditing and Assurance Standards

Board, in order to state whether, in all material respects, the Council has complied with Section 125 of the Local

Government Act 1999 in relation only to the Internal Controls specified above for the period 1 July 2017 to 30

June 2018. ASAE 3100 also requires us to comply with the relevant ethical requirements of the Australian

professional accounting bodies.

Our procedures included obtaining an understanding of controls in relation to the receipt, expenditure and

investment of money, the acquisition and disposal of property and the incurring of liabilities, evaluating

management's assessment of these controls, assessing the risk that a material weakness exists, and testing and

evaluating the design of controls on a sample basis based on the assessed risks.

Limitation on Use

This report has been prepared for the members of the Council in accordance with Section 129(1)(b) of the Local

Government Act 1999 in relation to the Internal Controls specified above. We disclaim any assumption of

responsibility for any reliance on this report to any persons or users other than the members of the Council, or

for any purpose other than that for which it was prepared.

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Limitations of Controls

Because of the inherent limitations of any internal control structure it is possible that, even if the controls are

suitably designed and operating effectively, the control objectives may not be achieved so that fraud, error, or

non-compliance with laws and regulations may occur and not be detected.

An assurance engagement on internal controls is not designed to detect all instances of controls operating

ineffectively as it is not performed continuously throughout the period and the tests performed are on a sample

basis. Any projection of the outcome of the evaluation of controls to future periods is subject to the risk that the

controls may become inadequate because of changes in conditions, or that the degree of compliance with them

may deteriorate.

Independence

In conducting our engagement, we have complied with the independence requirements of the Australian

professional accounting bodies.

Opinion

In our opinion, the Council has complied, in all material respects, with Section 129(1)(b) of the Local Government

Act 1999 in relation to Internal Controls established by the Council relating to the receipt, expenditure and

investment of money, acquisition and disposal of property and incurring of liabilities so as to provide reasonable

assurance that the financial transactions of the Council have been conducted properly and in accordance with

law for the period 1 July 2017 to 30 June 2018.

DEAN NEWBERY & PARTNERS

CHARTERED ACCOUNTANTS

SAMANTHA CRETEN

PARTNER

Signed on the 16th day of October 2018

at 214 Melbourne Street, North Adelaide, South Australia, 5006

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APPENDIX 2

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1.11 Council Member CasualVacancy Policy

1.26 Freedomof Information

Statement


2018APPENDIX 3

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Debra Larwood DateChief Executive Officer

Document Version Control

Document Name 1.26 Freedom of Information StatementDocument Status FinalVersion Number 1Author Lyndon Keane, MCSAuthorised By Debra Larwood, CEO

Change History

Version Issue Date Author Reasons for Change Review Due1 14/03/2018 L Keane New policy March 2019

14/03/2018

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FREEDOM OF INFORMATION STATEMENT

2018This Freedom of Information Statement is published by the District Council of Kimba (Council) inaccordance with the Freedom of Information Act 1991 (FOI Act) and Schedule 4 1(gb) of the LocalGovernment Act 1999.

Subject to certain restrictions, the FOI Act gives members of the public a legally enforceable right toaccess information held by South Australian (Local) Government agencies such as Councils. Thepurpose of this statement is to assist members of the public to identify the functions and decisionmaking processes of Council, detail the type of information held by Council and advise how it can beaccessed by the public.

An updated Information Statement will be published on the Council’s website each financial year.This statement was released on March 14, 2018.

1 Structure and Functions of Council

1.1 Full Council and provisions for meeting proceduresThe Council consists of the Principal Member, a Mayor, and six Elected Members who representresidents and ratepayers within the District of Kimba Local Government Area boundary. “Council” isthe body corporate consisting of Elected Members as constituted under the Local Government Act1999. Council is established to provide for the government and management of its area at the locallevel and, in particular:

a) to act as a representative, informed and responsible decision‐makers in the interest of itscommunity; and

b) to provide and coordinate various public services and facilities and to develop its communityand resource in a socially just and ecologically sustainable manner; and

c) to encourage and develop initiatives within its community for improving the quality of life ofthe community; and

d) to represent the interests of its community to the wider community; ande) to exercise, perform and discharge the powers, functions and duties of Local Government

under the Local Government Act 1999 and other acts in relation to the area for which it isconstituted. [section 6 of the Local Government Act 1999].

Ordinary meetings of the Council are held in the chambers of the District Council of Kimba at 9 CrossStreet, Kimba, and commence at 2pm on the second Wednesday of each month. All meetings areopen to the public, with the exception of any matters subject to an order of confidentiality pursuant tos90 of the Local Government Act 1999. Notices of all meetings of Council and its committees areavailable on the website and from the Council office.

One of the main opportunities for the community to gain information about the business of Council isit agendas and associated reports prepared for Council and committee meetings. Agendas,including minutes of the previous meetings and supporting documentation, are placed on publicdisplay no less than three clear days prior to meetings. They are available on Council’s website atwww.kimba.sa.gov.au and at each office of the Council that is open to the public for the generaladministration of Council business.

Notice of a meeting and the agenda are kept on public display and continue to be published on thewebsite until the completion of the relevant meeting.

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1.2 Council committees and subsidiariesSchedule 1 of this statement lists the various committees of Council. Committees streamline Councilbusiness and assist in the performance of its functions. The membership of committees and theirterms of reference are determined by the Council.

Committees meet at intervals determined in their terms of reference (available on Council’s websiteand at the Council office) and make recommendations to Council. Meetings of committees are opento the public with the exception of any matters subject to an order of confidentiality pursuant to s90 ofthe Local Government Act 1999, and are publicly notified in the same way as Council meetings.(See 1.1 above)

Chapter 6 of the Local Government Act 1999 and the Local Government (Procedures at Meetings)Regulations 2013 prescribe the way meetings of a Council and its committees are to be conducted.

1.3 External committees/boards/associationsCouncil participates in a number of external committees, boards and associations, comprisingElected Members, staff, and the public, and these are listed in Schedule 1. The minutes of meetingsof external Committees, Boards and Associations are included in the agenda for the meetings of thefull Council (or appropriate committee).

1.4 DelegationsThe Development Assessment Panel, the Chief Executive Officer and Manager DevelopmentServices have delegated authority from Council to make decisions on specified administrative andpolicy matters. The Chief Executive Officer may subdelegate to an employee or a Committee.Council’s Delegations Register reflects the delegated authority from the Council to the CEO (andsubsequently any further subdelegations). The Delegations Register is reviewed annually by Counciland is available to be viewed by the public at the Council Administration Office during ordinaryworking hours.

1.5 Functions of CouncilThe functions of Council, set out in s7 of the Local Government Act 1999, include:

a) to plan at the local and regional level for the development and future requirements of its area;b) to provide services and facilities that benefit its area, its ratepayers and residents, and visitors

to its area;c) to provide for the welfare, well‐being and interests of individuals and groups within its

community;d) to take measures to protect its area from natural and other hazards and to mitigate the effects

of such hazards;e) to manage, develop, protect, restore, enhance and conserve the environment in an

ecologically sustainable manner, and to improve amenity;f) to provide infrastructure for its community and for development within its area;g) to promote its area and to provide an attractive climate and locations for the development of

business, commerce, industry and tourism;h) to establish or support organisations or programs that benefit people in its area or Local

Government generally;i) to manage and, if appropriate, develop, public areas vested in, or occupied by, the Council;j) to manage, improve and develop resources available to the Council;k) to undertake other functions and activities conferred by or under the Act. [s6 of the Local

Government Act 1999]

Section 41 of the Local Government Act 1999 empowers a Council to establish committees:

To assist the Council in the performance of its functions;

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To enquire into and report to the Council on matters within the ambit of the Council’sresponsibilities;

To provide advice to the Council; and To exercise, perform or discharge delegated powers, functions or duties.

1.6 Services for the CommunityCouncil is required by legislation to:

Determine policies to be applied by the Council; Develop and adopt Strategic Management Plans; Prepare and adopt Annual Business Plans and Budgets; Establish an Audit Committee; Develop appropriate policies, practices and processes of internal control; Set performance objectives; Establish policies and processes for dealing with complaints, requests for service, and

internal review of Council decisions; Determine the type, range and scope of projects to be undertaken by the Council; Deliver planning and development, dog and cat management, fire prevention and certain

public health services; and Provide the necessary administrative services to support Council’s functions.

Other services and activities are provided through the decision making processes of Council inresponse to local needs, interests and aspirations of individuals and groups within the community toensure that Council resources are used equitably.

Other core services provided by Council include the provision of waste management and recyclingservices within the District of Kimba Local Government Area, and the management and maintenanceof Council-controlled roads.

2 Public Participation

Members of the public have a number of opportunities to express their views on particular issuesbefore Council. These include:

Deputations to Council – With the written permission of the Presiding Member of the committee orthe Mayor, a member of the public can address a committee or the Council personally or on behalf ofa group of residents for up to 15 minutes on any item that is relevant to that committee or theCouncil, depending on the number of deputations scheduled for a particular meeting.

Petitions – Written petitions can be addressed to the Council on any issue within the Council’sjurisdiction.

Presentations – Presentations provide an opportunity for an organisation, Council officer(s) ormember of the public to provide a committee or the Council with information relevant to a mattercurrently under consideration. The duration is up to 15 minutes and generally is limited to onepresentation per meeting.

Council Members – Members of the public can contact Elected Members to discuss any issuerelevant to Council. The contact details for all Elected Members are available on Council’s website.

Written requests – Members of the public can write to Council on any Council policy, activity orservice.

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Community consultation - The District Council of Kimba is committed to open, honest, accountableand responsible decision making. Council’s Public Consultation Policy facilitates effectivecommunication between Council and the community, encouraging community involvement andpartnerships in planning and decision making. The policy sets out the steps Council will take inrelation to public consultation and ensures that the most cost effective methods of informing andinvolving the community, which are appropriate for specific circumstances and consultation topics,are used. The policy is available on Council’s website.

3 Access to Council Documents

3.1 Documents held by CouncilMost information and documentation held by Council is available for public viewing and is readilyavailable without recourse to the Freedom of Information Act 1991 and we invite you to discuss yourinformation needs with us.

Records system: Council operates an electronic records and document management system for theeffective management of Council’s records.

Land and property information system: Council’s land and property information system containsproperty‐related information (valuation, rates, ownership details) on each property in the DistrictCouncil of Kimba area.

3.2 Policy documents available for inspectionAt the time of publishing this statement, the following documents can be accessed from Council’swebsite and are available for public inspection at the office of Council during ordinary businesshours. Any new policy adopted by Council after publication of this statement will be similarlyavailable.

Members Training and Development Policy Contracts, Tenders and Purchasing PolicyInternal Review of Council Decisions Policy Order Making PolicyPublic Consultation Policy Informal Gatherings PolicyBuilding Inspection Policy Aerodrome Drug and Alcohol Management PolicyCouncil Member Casual Vacancy Policy Code of Conduct for EmployeesCode of Conduct for Elected Members Access to Council Meetings, Council Committees and

Council Documents PolicyElected Members Allowances and SupportPolicy

Selection of Road Names Policy

Customer Complaints, Service andComments Policy

Internal Financial Control Policy

Caretaker Policy Swimming Pool Inspection PolicyPrudential Management Policy Fair Treatment PolicyRisk Management Policy Whistleblowers PolicyFraud and Corruption Prevention Policy Hardship PolicyRating Policy Outdoor Business PolicyTree Management Policy Waste Management PolicySafe Environment Policy Social Media PolicyUnsealed Roads Policy

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3.3 Other Council documentsOther documents which can be accessed on Council’s website include:

Animal Management Plan Annual Business PlansAnnual Reports Asset Management Long-Term ProgramCouncil By-laws Council and Committee AgendasCouncil and Committee Minutes Development PlanEnvironmental Health Management Plan Fees and Charges ScheduleInfrastructure and Asset Management Plans Long-Term Financial PlanStrategic Plan Audit Committee terms of referenceRegister of Salaries Annual Budget

3.4 Other information requestsRequests for other information not publicly available will be considered in accordance with the FOIAct. Under this legislation, applicants seeking access to documents held by Council need to providesufficient information to enable the correct documents to be identified and must complete therequired application form and lodge it at the Council offices.

Applications must be in writing and must specify that it is made under s13 of the FOI Act.

If the documents relate to the applicant’s personal affairs, proof of identity may be requested.Requests will be dealt with as soon as practicable (and in any case, within 30 days) after receipt. Ifdocuments are being sought on behalf of another person relating to their personal affairs, Councilmay ask for a consent form signed by that person.

Forms of access may include inspection or copies (subject to copyright laws) of documents, hearingand/or viewing of audio and/or video tapes, transcripts of recorded documents, transcripts of wordsrecorded in shorthand or encoded form, or the reproduction of documents from digitised information.

Council, on receiving a FOI application, may assist the applicant to direct the application to anotheragency or transfer the application to another agency if appropriate.

If Council refuses access to a document, the District Council of Kimba must issue a certificate statingwhy the document is a restricted document.

In rare cases, retrieving the requested information involves considerable staff time. It is important tospecify what is required as clearly as possible so staff can assist quickly and efficiently. Ifextraordinary staff time is required to comply with an information request, charges may apply.

All general enquiries on FOI Act issues should be directed to Council’s Freedom of InformationOfficers, which are the Chief Executive Officer and Manager Corporate Services.

4 Freedom of Information Application Fees and Processing Charges

Approved application fees are set in the FOI (Fees and Charges) Regulations 2003. Acheque/money order/cash for the appropriate amount must be forwarded to Council with theFreedom of Information Application. Processing charges may also apply for dealing with theapplication. These are set in the Freedom of Information Regulations and may include some freetime when the request relates to the personal affairs of the applicant.

Schedule Fees and Charges as at 1July 2013

On application for access to an agency's documents(section 13(c))

$31.50

For dealing with an application for access to an agency'sdocuments and in respect of the giving of access to thedocument (section 19(1)(b) and (c))—(a) In the case of a document that contains information

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concerning the personal affairs of the applicant—(i) for up to the first 2 hours spent by the agency in

dealing with the application and giving access no charge(ii) for each subsequent 15 minutes so spent by the

agency

No charge

$11.70

Where access is to be given in the form of a photocopy ofthe document (per page)

20 cents

Where access is to be given in the form of a writtentranscript of words recorded or contained in the document(per page)

$7.00

Where access is to be given in the form of a copy of aphotograph, x-ray, video tape, computer tape or computerdisk the actual cost incurred by the agency in producingthe copy

The actual cost incurred by theagency in producing the copy

Postage or delivery charges The actual cost incurred by theagency

An application for review by an agency of a determinationmade by the agency under Part 3 of the Act

$31.50

Fees will be waived for disadvantaged persons, as set in the Freedom of Information Regulations.i.e. No fee is required for current concession holders or if payment of the fee would cause financialhardship. At all times Council retains a discretion to waive, reduce or remit a fee for any reason itthinks fit.

If, in the Council’s opinion, the cost of dealing with an application is likely to exceed the applicationfee, an advance deposit may be requested. The request will be accompanied by a notice that setsout the basis on which the amount of the deposit has been calculated. The Freedom of InformationOfficer will endeavour to work with the applicant to define the scope of the request and the costsinvolved.

Freedom of Information requests to the District Council of Kimba are to be addressed to:Freedom of Information OfficerDistrict Council of KimbaPO Box 189Kimba SA 5641

An FOI application form is available on Council’s website. Alternatively, the form is available to bedownloaded from the State Records of South Australia by clicking here.

5 Amendment to Council records

Under the Freedom of Information Act 1991, persons may request a correction to any informationabout themselves that is incomplete, incorrect, misleading or out of date.

To gain access to these Council records, a person must complete and lodge with Council anapplication form as indicated above outlining the records that he/she wishes to inspect.

If it is found that these require amendment, details of the necessary changes are to be lodged withCouncil’s Freedom of Information Officer. There are no fees or charges for the lodgement, or thefirst two hours of processing of this type of application and where there is a significant correction ofpersonal records and the mistakes were not the applicant’s, any fees and charges paid for theoriginal application will be fully refunded.

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Schedule 1 Committees of Council

Council committees and subsidiaries

Audit CommitteeAustralia Day and Other State Awards Selection CommitteeBushfire Management Advisory CommitteeEmergency Management TeamWork Health and Safety CommitteeKimba Tourism CommitteeWorks Committee

External committees/boards/associations

Eyre Peninsula Local Government Association

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OFFICE ADDRESS: 9 CROSS STREET, KIMBA SA 5641 POSTAL ADDRESS: PO BOX 189, KIMBA SA 5641

PHONE: (08) 8627 2026 FAX: (08) 8627 2382

EMAIL: [email protected]

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Community Grants Program

2018-19 (Round 2) Guidelines and Application

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DOCUMENT APPROVAL


20/04/2018

_______________________________ _______________________________ Debra Larwood Date Chief Executive Officer Document Version Control Document Name: Community Grants Program 2018-19 Guidelines and Application Document Status: Draft Version Number: 4 Author: Lyndon Keane, MCS Authorised By Deb Larwood, CEO Change History Version Issue Date Author Reasons for Change 1 09/09/2015 D Larwood Document Development 2 08/06/2016 D Larwood Round 2 Grants Review 3 12/04/2017 D Larwood Round 3 Grants Review 4 20/04/2018 L Keane Round 4 Grants Review

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Introduction The District Council of Kimba Community Grants Program has been established to assist not-for-profit community groups and non-government organisations to undertake projects and activities that are beneficial to the community and the residents within the Kimba Local Government Area. These grants are distributed in accordance with Council’s Strategic Plan 2016-2020. Eligibility Criteria The community grants are open to the following bodies:

• Non-government organisations • Not-for-profit community organisations • Voluntary associations • Community groups and organisations • Sporting Clubs

Groups that are unincorporated are still eligible to apply provided applications are made through an appropriate incorporated body that is willing to sponsor the project (i.e. accept responsibility for funding). Eligible organisations must be:

• Located within the District Council of Kimba area. • Demonstrate their own contribution to the project, whether financial, in-kind or by

some other means and must match the amount of the grant with cash, material or other in kind support towards the program council has the authority to wave this required for all applicants than can demonstrate a genuine financial hardship (the dollar value for volunteer support is $30.00 per hour times by the number of volunteer hours).

• Have limited capacity to raise funds of their own. Ineligible Projects The following projects have been deemed ineligible to access the community grant funding:

• Projects that have commenced • Projects that already have Council funding mechanisms in place • Projects in which funds will be used for the following

o Payment of salaries o Recurrent operational costs o Fundraising or sponsorship o Commercial or political activities o Academic or conference costs o Interstate or overseas travel o Individual, private or commercial enterprise

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Available Funding Grants of up to $3,000 are available. Applications will be accepted from groups that have received funding assistance from Council in previous years, however, if the total number of applications received exceeds the amount of funds available, priority will be given to organisations that have not received funding within the previous 3 years. How to apply Applications are available at the Council office or via Council’s website – www.kimba.sa.gov.au. Completed applications should be forwarded via email to [email protected], by post to PO Box 189, Kimba SA 5641, or in person to the Council office by the application closing date of 10am on Wednesday, June 13, 2018. Current Grant Round Round opens: November 6, 2018 at 9am Round closes: November 30, 2018 at 5pm Assessment date: Prior to the December 2018 Ordinary Meeting of Council Outcomes advised: By mid-December 2018 Project Completion: All successful projects must be completed by June 30, 2019 Funding Acquittal: Must be completed within 3 months of project completion. Assessment of Applications Applications for Community Grants will be assessed according to the criteria and presented to Council for consideration following the closure of the funding round. Further Information Please contact the Manager Corporate Services if you require further information, further assistance with completing your application, or if you would like to discuss any aspect of your project on 8627 2026 or email: [email protected]. Funding Acquittal A funding acquittal form is required to be completed upon finalisation of the project. This form verifies that the funds have been use in accordance with these guidelines and the project budget in the application from. It also provides Council with valuable feedback on how your project and the community have benefited from the Community Grants Program. In addition any unspent funds are required to be returned to Council.

Organisation Information of the Applicant

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http://www.kimba.sa.gov.au/




1. GROUP / ORGANISATION DETAILS

Legal Entity Name:

Address:

Suburb: Postcode:

2. CONTACT PERSON DETAILS (this is the address that all correspondence will be sent)

Name: (first Name and Surname)

Mr ☐ Mrs ☐ Ms ☐ Dr ☐ Other ☐:

Title (your role with the group/organisation):

Address:

Phone: Home/Work:

Mobile:

Email:

3. COMMUNITY GRANT RESPONSIBILITY

Name of Person Responsible for the Grant: (First Name and Surname)

Mr ☐ Mrs ☐ Ms ☐ Dr ☐ Other ☐:

Title (role with the group/organisation):

4. GROUP / ORGANISATION MANAGEMENT DETAILS

Is your organisation:

a) Incorporated:

Incorporation Number:

b) Operated under a parent organisation:

Parent Organisation

Name:

c) Community/Not-for-profit and non-government entity:

Yes

☐

No

☐

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Organisation Information (continued)

5. ORGANISATION FINANCIAL DETAILS

Balance of Accounts: $

$

Outstanding Loans: $

$

What is your organisations estimated annual operating budget? $

Please include a copy of your organisations most recent Balance Sheet and Profit/Loss Statement.

6. BANKING INFORMATION

Your organisation must have its own Bank/Credit Union Account or similar

Full Account Name:

Financial Institution Name:

Branch Location:

7. INSURANCE DETAILS

Type of Cover Insurer Expiry Date Amount of Cover

GST Declaration

I agree upon signing of this document that I will provide Council with the following information in regards to my Australian Business Number and Goods and Services Tax registration status.

Does your group/organisation have an ABN

ABN Number _ _ _ _ _ _ _ _ _ _ _

Yes ☐

No ☐

Is your group/organisation registered for GST

Yes ☐ No ☐

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What resources will you and your group contribute to the project e.g. in-kind donations, labour, time etc.?

EXPENSES (specify the proposed expense budget by item and includes quotes available:)

$ AMOUNT to the nearest whole dollars

Item $

Item $

Item $

Item $

Item $

Item $

Item $

TOTAL (including GST): $

Project Budget Information

Will you receive any other income for this project?

Yes ☐ No ☐

If Yes, provide details:

INCOME $ AMOUNT to the nearest whole dollar

Organisation’s contribution: $

Income received from other Grants: (list organisation(s) providing Grant funding and their contribution)

$

Donations: (please specify the source, product or service and estimated amount of funding requested)

$

Have you sought any other funding for the project: (please specify the source and amount of funding requested)

$

TOTAL (including GST): $

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Project Information

Name of Project Requiring Funding

Estimated commencement date of Project.

Estimated completion date of Project.

Total cost of Project $

Amount of Community Grant Funding Requested

$

Project Summary or Description

The description should describe concisely what the project will do and how it will be undertaken:

Attachments

☐ There are no attachments relating to the Project or Event Scope.

☐ The following documents are attached relating to the Project or Event Scope:

1. Document Name

2. Document Name

3. Document Name

Location of Project: Number/Street: Suburb: Postcode:

223


Benefits and Outcomes of the Project or Event

Provide a description of the benefits and outcomes of the proposed project to the District Council of Kimba and/or the wider community:

224


Application Declaration

Please note that this declaration must be signed by two current senior office holders of the

group/organisation (ie President, Secretary, Treasurer)

Please read, tick the boxes and sign:

S1 S2

☐ ☐ I acknowledge that I am authorised to make this application on behalf of the Organisation.

☐ ☐ I acknowledge that the information provided in this application is true and correct.

☐ ☐ I acknowledge that our Organisation may be required to supply further information prior to consideration of this application by the District Council of Kimba Community Grants Program.

☐ ☐ I acknowledge that, should this Application be successful in obtaining Community Grant funding, our Organisation must complete the acquittal and reporting requirements.

☐ ☐ I acknowledge that any changes in circumstances with regard to this Application must be notified in writing and the District Council of Kimba Community Grants Program may request further information.

☐ ☐ By signing this form this organisation gives the District Council of Kimba permission to use details of this project and photos in any media or publicity pertaining to the Community Grants Program

On behalf of (Group/Organisation) and (Name/Position) (Name/Position) ______________________________ ______________________________ (Signature 1) (Signature 2) ______________________________ ______________________________ (Date) (Date)

225


226

7.3.1 Oval Watering Strategic Objective Budget – Depending on action taken Risk/Liability – Medium Our stored water sources are very depleted. Roora catchment has been empty for a while and the CWMS ponds will be below a useful level by end of December. Currently we are using approximately 900KL per week to maintain the 2 ovals. This equates to a cost of $3,150 per week if mains water was to be used in the event that we have no considerable rain fall in the next month or so to replenish the Roora catchment in particular. In the past this lack of water has been experienced before and does have an obvious impact on the budget. Recommendation There are three potential courses of action for Council, being:

1. Limit the amount of water to the ovals to half of what is currently being used. Impact: both ovals will deteriorate, major concern being the main oval which then will not come back prior to the winter season.

2. Cease watering the lower oval immediately and preserve water for the main oval. Impact: Bottom oval will deteriorate. Only used in summer season and will not impact winter sports. Predominately Ki-ku-ya grass which is much hardier.

3. Take no action, and hope that we get a significant rainfall event to replenish catchment. Impact: Increased expenditure required in the 2018/19 budget if a rainfall event does occur.

It is my recommendation that option 2 be put in place and reviewed early in the New Year. If catchment replenishment occurs in the interim, the Works Manger can revert to the normal watering regime.

7.3.2 Drought Communities Program Strategic Objective

Budget – minimal in kind works Risk/liability - Low Following the meeting held on Wednesday 31st October 2018 one of the suggestions that may fit the criteria for funding was to provide information back to council in relation to upgrading the water catchment opportunities of the Roora Reserve. Since that time a lot of work has been undertaken to design and develop a catchment area that would provide 12 megalitres of water based on an average rainfall of 330 millimetres per year. The estimated value of this water would be in the vicinity of $42,000/year to council. With a reliable source of water collection, this water could also be used at the KPMV as well as Central Park, and still be the main source for the ovals.

7. Officers Reports – 7.3 Works Manager


227

To summarize, the project the following will be required:

1. Level site, and complete earthworks. 2. Lay approximately 40,000m2 of GeoGuard EPDM membrane. 3. Install outlet pipes. 4. Erect animal proof fence.

A breakdown of estimated costs is as follows: 1. Level site and complete earthworks $ 88,400 2. Supply and install 40,000m2 GeoGuard EPDM $600,000 3. Install outlet pipes $ 9,600 4. Animal proof fence approximately 1000 metres $ 20,000 5. Contingency fee $ 18,000

Total project cost $736,000 excluding GST Attached is a copy of working drawings for the project developed by Gayher Professional Engineering with assistance from the District Council of Kimba staff. This would be a valuable project to the community that appears to fit the guidelines. The only supplier of this material in South Australia has indicated he would supply the product using a local agency and would employ up to 4 locals during the project. Fencing would also be sourced locally and erection completed using local contractors. Additional works that could be provided locally include, scraper work, laser levelling and additional employment opportunities within the District Council of Kimba.

7.3.3 Drought Communities Program Strategic Objective Budget – Grant allocation Risk/liability - Low A smaller project that may be worth considering is the provision of a community generator. This would consist of a locally built trailer by one of the engineering firms and a generator supplied by a local machinery dealer. This again ticks the boxes in regards to using local providers in the supply of equipment. Such a unit would have many uses, to name a few.

· Emergency power to clubs, town hall, etc. · Backup power to Telstra sites · Available for community events · Backup power to emergency services if required including the hospital if its generator

failed. A 45Kva Kubota powered unit, with a locally made trailer the cost will be approximately $30,000. A quote will be provided to Elected Members for consideration at the meeting.



228

7.3.4 Drought Communities Program Strategic Objective Budget – Grant funding. Consideration for Council to contribute as well dependant on cost. Risk/liability – Low Another project identified at the October meeting was an upgrade to the change rooms at the Kimba Swimming Pool. The change rooms are owned by the District Council of Kimba and have had minimal upgrades since the building was completed in 1977. Council engaged Penna Planning and design to assist in presenting members some information at very short notice due to the programme expiry dates. Attached are some preliminary plans for members’ consideration. A lot more work needs to be done in regards to costing however the figures of $250,000 to $300,000 have been indicated.



229

230

231

LOWER CROSS-SECTION

232

233

FLOOR LEVEL

10.000

CEILING LEVEL

12.410

2410

14 °ROOF

PITCH (CO

S)

EXISTING CONTINUOUS GAS HOT WATER UNIT

EXISTING GAS CAGE & CYLINDERS

EXISTING BUILDING

NEW VERANDAH

NEW 125mm COLORBOND 'D' GUTTER AS SELECTED TO MATCH EXISTING (COS)

FLOOR LEVEL

10.000

CEILING LEVEL

12.410

2410 (COS)

EXISTING METERBOX

4.5mm FIBRE CEMENT LININGS TO EXTERIOR CEILING & SOFFIT FRAMING

NEW VERANDAH

EXISTING BUILDING

STEEL BARGE TO MATCH EXISTING FASCIAS

FLOOR LEVEL

10.000

CEILING LEVEL

12.410

970h x 1560w ROLLER DOORS AS SPECIFIED

STEEL FASCIA TO MATCH EXISTING (COS)

NEW TIMBER DOORS AS SCHEDULED

90x90 (CCA-H3) TIMBER COLUMNS AS DETAILED

EXISTING BUILDING

2410

D1 D5 D6D7

ADJOINING EXISTING VERANDAH HIDDEN FOR CLARITY

NEW BRICKWORK TO SUIT

EXISTING METER BOX

EXISTING CONTINUOUS GAS HOT WATER UNIT (BEYOND)


D4

EX EAVES600

FLOOR LEVEL

10.000

CEILING LEVEL

12.410

0.42 BMT COLORBOND ROOF CLADDING AS SPECIFIED (RE-CLAD EXISTING BUILDING)

2410

EXISTING BUILDING

EXISTING BRICK VENTS

EXISTING METERBOX

SCALES: DATE:

Project:

Owner:

Date: Details:Revision:

Drawn By:

AMENDMENTS:

Location:

SHEET NO: ISSUE:

THESE DRAWINGS ARE THE COPYRIGHT PROPERTY OF THE DESIGNER AND ARE NOT TO BE REPRODUCED OR COPIED WITHOUT PRIOR WRITTEN LICENCE OF THE DESIGNER ©

PROJECT REF. NO:

THESE DOCUMENTS SHALL BE READ IN CONJUCTION WITH THE SCHEDULE, ENGINEER'S DETAILS, COUNCIL PLANNING REGULATIONS & CONDITIONS OF APPROVAL. ANY DISCREPANCIES SHALL BE REPORTED TO THE DESIGNERS IMMEDIATELY. IF IN DOUBT ASK !!!

BUILDING DESIGNERS

ABN 74 435 976 302EMAIL: [email protected]

12 DUBLIN STREETPO BOX 1170PORT LINCOLN SA 5606PHONE: (08) 8683 3355FAX: (08) 8683 4533

1 : 100 NOV 2018

2 PRELIM 1

MARK PENNA / ALEX PATRICK

PROPOSED SWIMMING POOL CHANGE ROOMUPGRADE


18 - 791879P012

36 PARK TERRACEKIMBA

OF 2

1 : 100SOUTH WEST ELEVATION

1 : 100NORTH EAST ELEVATION

1 : 100NORTH WEST ELEVATION

NOTE !!!!!PERSPECTIVES & 3D VIEWS ARE INDICATIVE ONLY.NOT ALL BUILDING ELEMENTS ARE SHOWN

MODEL VIEW

1 : 100SOUTH EAST ELEVATION

234

4.1

3.4

6.0

6.2

3.6

10.5

0.90.9

1.7

0.9

0.9

1.6

6.0

DE9DE6

DE3

DE10

4.0

0.9

1.7

DE5

DE4

2.3

6.0

6.0

DE2

0.9

1.7

1.8

1.6

1.6

0.9

REPLACE EXISTING TOILET(EXISTING PLUMBING TO REMAIN)

EXISTING URINAL TO BE REPLACED(INFILL EXISTING FLOOR OUTLET)

EXISTING SHOWER

REPLACE EXISTING PRIVACY SCREEN

EXISTING DIST'BD

DE1DE7 DE8

REPLACE EXISTING PRIVACY SCREEN

2.7 2.8 2.7 2.7 2.7 2.7 2.8

REPLACE EXISTING SHELF

REPLACE EXISTING CUPBOARD & SINK(EXISTING PLUMBING TO REMAIN)

EXISTING MALE CHANGEROOM

EXISTING CANTEEN FEMALE CHANGEROOM

STORAGE

EXISTING VERANDAH

EXISTING STAIRS



EXISTING HANDRAIL

EXISTING METER BOX

0.9

EXISTING BRICK VENTS EXISTING BRICK VENTS

REMOVE EXISTING INTERNAL BRICK WALLS

5.0

REPLACE EXISTING BENCH SEAT


0.5

0.6

0.6

0.6

0.6

2.0

REPLACE EXISTING INTERNAL BRICK WALL

REPLACE EXISTING BENCH SEATS

REPLACE EXISTING DOOR & FRAMING

(REPLACE EXISTING ROUND STEEL COLUMNS)

EXISTING GATE

EX WC

REPLACE EXISTING CABINETS


EXISTING BREEZE W

AY

6.6

6.6 2.3 10.5REPLACE EXISTING

ROLLER DOOR

REPLA

CE EXISTING

ROLLER DOOR


(EXISTING CEILING TO BE REPLACED)

(REMOVE EXISTING BULL NOSE ROOF CLADDING)

REPLACE EXISTING BENCH SEATS

REPLACE EXISTING EAVE LINING

EXISTING SHOWER

EXISTING SHOWER

REMOVE EXISTING INTERNAL BRICK WALL

EX WC

EX WC

REPLACE EXISTING TOILETS

(EXISTING FLOOR TO BE REPLACED)

EXISTING CONTINUOUS GAS HOW WATER UNIT

REPLA

CE EXISTING BENCH SEATS

REPLA

CE EXISTING BENCH SEATS

REPLACE EXISTING DOUBLE DOOREX STORE

RELOCATE EXISTING SHOWER TAPS & PIPES IN

THE WALL TO SUIT

NORTH

NORTH

NORTH

NORTH


EXISTING LATTICE WALL

EXISTING GATE

NOTE!!!- RE-ROOF ENTIRE EXISTING BUILDING- EXISTING LIGHTING TO BE REPLACED WITH NEW LIGHTING AS SCHEDULED- EXISTING CEILING & SOFFIT LINING TO BE REPLACED (ASBESTOS (COS))

REMOVE EXISTING PAPER DISPENSER & HAND BASIN

EXISTING BULLETIN BOARD

(REPLACE EXISTING CONCRETE STEPS)

REMOVE EXISTING PAPER DISPENSER & HAND BASIN

4.1

3.4

4.5

6.2

3.6

10.5

6.0

2.3

6.0

6.0

EXISTING DIST'BD (COS)

EXISTING MALE CHANGEROOM

EXISTING CANTEEN

FEMALE CHANGEROOM

DISABLED WC

EXISTING VERANDAH

EXISTING STAIRS


EXISTING HANDRAIL

EXISTING

METER BOX

EXISTING BRICK VENTS EXISTING BRICK VENTS


2.0

EXISTING GATE

WC

EXISTING BREEZE W

AY

6.6

6.6 2.3 10.5

(EXISTING FLOOR TO BE REPLACED)

EXISTING CONTINUOUS GAS HOW WATER UNIT

EXISTING GATE

EXISTING LATTICE WALL

EX STORE

0.9

1.6

PAN U

0.6

NEW PRIVACY SCREEN

NEW BENCH

NEW BENCH

3.82.2

BENCH

FRZ

REF

NEW ROLLER DOOR

NEW ROLLER DOOR

WC

1.2

1.6

PAN

WC

0.9

1.6

PAN

NEW BENCH

NEW SINK

NEW PRIVACY SCREEN

PAN

NEW BENCH

NEW BENCH

HB

D2

D1

D3

D5

D7

D6

TYPICAL LAYOUT ONLY REFER CABINET MAKER

TOILET PARTITIONS & 600w DOORS AS PER MANUFACTURE'S DETAILS

TOILET PARTITIONS & 600w DOORS AS PER MANUFACTURE'S DETAILS

NEW BRICKWORK TO SUIT

NORTH

NORTH

NORTH

NORTH


SHOWER

SEAT

BABY CHANGE TABLE

EXISTING BULLETIN BOARD


1.2

1.2

D4

HB HBHB

0.4

3.2

(REPLACE EXISTING CONCRETE STEPS)

U U SHW

SEAT

0.9

1.0

0.6

SEAT

1.0

SHW SHW

SEAT

0.9

1.0

0.6

SEAT

SHW

SL

SL

1.0

SL

SL

SL

SL - RECESSED SHAFTLESS SKYLIGHT AS SPECIFIED

SL

NEW HOOKS AS SPECIFIED

PRELIMINARY ONLY

SCALES: DATE:

Project:

Owner:

Date: Details:Revision:

Drawn By:

AMENDMENTS:

Location:

SHEET NO: ISSUE:

THESE DRAWINGS ARE THE COPYRIGHT PROPERTY OF THE DESIGNER AND ARE NOT TO BE REPRODUCED OR COPIED WITHOUT PRIOR WRITTEN LICENCE OF THE DESIGNER ©

PROJECT REF. NO:

THESE DOCUMENTS SHALL BE READ IN CONJUCTION WITH THE SCHEDULE, ENGINEER'S DETAILS, COUNCIL PLANNING REGULATIONS & CONDITIONS OF APPROVAL. ANY DISCREPANCIES SHALL BE REPORTED TO THE DESIGNERS IMMEDIATELY. IF IN DOUBT ASK !!!

BUILDING DESIGNERS

ABN 74 435 976 302EMAIL: [email protected]

12 DUBLIN STREETPO BOX 1170PORT LINCOLN SA 5606PHONE: (08) 8683 3355FAX: (08) 8683 4533

1 : 50 NOV 2018

1 PRELIM 1

MARK PENNA / ALEX PATRICK

PROPOSED SWIMMING POOL CHANGE ROOMUPGRADE


18 - 791879P011

36 PARK TERRACEKIMBA

OF 2

1 : 50DEMOLITION PLAN

1 : 50FLOOR PLAN

STAIRS 54.4 m²

VERANDAH & BREEZE WAY 53.0 m²

MALE CHANGE ROOMS 43.4 m²

FEMALE CHANGE ROOMS 42.4 m²

CANTEEN 26.0 m²

DISABLE CHANGEROOM 18.1 m²

EXISTING DOOR SCHEDULE

MARK

DOOR or OPENING

HEIGHT WIDTH

E1 2040 820

E2 2040 820

E3 2040 820

E4 985 1620

E5 985 1620

E6 2040 820

E7 2040 820

E8 2040 820

E9 2040 820

E10 2040 620

Grand total: 10

NEW DOOR SCHEDULE

MARK

DOOR or OPENING

HEIGHT WIDTH

1 2040 820

2 2040 820

3 985 1620

4 985 1620

5 2040 820

6 2040 820

7 2040 920

Grand total: 7

NEW WINDOW SCHEDULE

MARK HEIGHT WIDTH

235

Version - October 2018

Drought Communities Programme - Extension Opening date: September 2018

Closing date: 30 June 2019

Commonwealth policy entity: Department of Infrastructure, Regional Development and Cities

Administering entity Department of Industry, Innovation and Science

Enquiries: If you have any questions, contact us at business.gov.au.

Date guidelines released: September 2018 and updated October 2018

Type of grant opportunity: Closed non-competitive

236

Drought Communities Programme - grant opportunity guidelines October 2018 Page 2 of 19

Contents 1. Drought Communities Programme processes ..................................................................... 5

2. About the grant program ....................................................................................................... 6

2.1. Grant amount and grant period .................................................................................... 7

3. Grants available ..................................................................................................................... 7

3.1. Project duration ........................................................................................................... 7

4. Eligibility criteria .................................................................................................................... 7

4.1. Who is eligible? ........................................................................................................... 7

4.2. Eligible Councils .......................................................................................................... 8

4.3. Additional eligibility requirements ................................................................................. 8

5. Eligible grant activities .......................................................................................................... 8

5.1. Eligible projects ........................................................................................................... 8

5.2. Eligible activities .......................................................................................................... 8

5.3. Eligible expenditure ..................................................................................................... 9

5.4. Ineligible expenditure................................................................................................... 9

6. Project requirements ............................................................................................................. 9

7. How to apply ........................................................................................................................ 10

7.1. Attachments to the application ................................................................................... 10

7.2. Timing of grant opportunity ........................................................................................ 11

8. The selection process ......................................................................................................... 11

8.1. Final decision ............................................................................................................ 11

9. Notification of application outcomes .................................................................................. 11

10. If your application is successful ......................................................................................... 11

10.1. Grant agreement ....................................................................................................... 11

10.2. Simple grant agreement ............................................................................................ 12

10.3. Project specific legislation, policies and industry standards ........................................ 12

10.4. How we pay the grant ................................................................................................ 12

10.5. How we monitor your project ..................................................................................... 13

10.6. Final report ................................................................................................................ 13

10.7. Ad-hoc report ............................................................................................................ 13

10.8. Independent audit report............................................................................................ 13

10.9. Compliance visits ...................................................................................................... 14

10.10. Grant agreement variations ....................................................................................... 14

10.11. Keeping us informed.................................................................................................. 14

10.12. Evaluation ................................................................................................................. 14

10.13. Tax obligations .......................................................................................................... 15

10.14. Grant acknowledgement ............................................................................................ 15

10.15. Events ....................................................................................................................... 15

11. Conflicts of interest ............................................................................................................. 15

237


11.1. Your conflict of interest responsibilities ...................................................................... 15

11.2. Our conflict of interest responsibilities ........................................................................ 15

12. How we use your information ............................................................................................. 16

12.1. How we handle your confidential information ............................................................. 16

12.2. When we may disclose confidential information ......................................................... 16

12.3. How we use your personal information ...................................................................... 17

12.4. Public announcement ................................................................................................ 17

12.5. Freedom of information ............................................................................................. 17

13. Enquiries and feedback ....................................................................................................... 18

Appendix A. Definitions of key terms .................................................................................... 19

238


A message from the Minister

There are a number of communities that are currently suffering through drought. The Government is focused on supporting communities that are currently affected by the drought to help them remain living and working on the land and in their towns.

Local government is the closest tier of government to the community, and plays an essential role in delivering services and infrastructure for all Australians.

The Australian Government is standing shoulder to shoulder with farmers in rural, regional and remote communities across Australia to ensure they can survive the severe and widespread drought that has affected so many.

As part of our $1.8 billion drought support package, we have provided an $81 million extension to the Drought Communities Programme to support communities in the most drought-affected regions of Australia.

This program will provide 81 Councils with up to $1 million each to support regional communities through the drought. This funding is intended to provide immediate short-term support to communities facing hardship arising from drought. It will fund projects that provide local employment, keep money flowing through local shops and suppliers and support drought-relief activities.

The Drought Communities Programme has a track record of getting it done, with 150 projects funded to date. This is another way the Australian Government is tackling drought, and working together with local communities.

These guidelines for the Drought Communities Programme – Extension have been broadened to allow for a range of additional drought-relief activities to be funded, including drought relief events and other drought relief related activities. This gives councils the flexibility to choose projects that will have the biggest impact in their community.

The Government looks forward to partnering with communities in regional Australia to tackle the effects of the drought.

Senator the Hon Bridget McKenzie

Minister for Regional Services, Sport, Local Government and Decentralisation

239


1. Drought Communities Programme processes The Drought Communities Programme is designed to achieve Australian Government

objectives

This grant opportunity is part of the above Grant Programme which contributes to the Department of Infrastructure, Regional Development and Cities Outcome 3.

The Department works with stakeholders to plan and design the grant programme according to the Commonwealth Grants Rules and Guidelines.

The grant opportunity opens

Eligible Councils are invited to submit project proposals via an online application on business.gov.au.

We will publish grant guidelines and applicant information on business.gov.au and GrantConnect.

Invited Eligible Councils complete and submit a grant application

We assess all grant applications We assess the applications for completeness and against all the eligibility criteria.

We make grant recommendations

We provide advice to the decision maker on the merits of each application.

Grant decisions are made

The Program Delegate decides which applications are successful taking into consideration the proper use of public resources.

We notify you of the outcome

We advise you of the outcome of your application.

We enter into a grant agreement

We will enter into a grant agreement with successful Eligible Councils.

Delivery of grant

You undertake the grant activity as set out in your grant agreement. We manage the grant by working with you, monitoring your progress and making payments.

Evaluation of the Drought Communities Programme grant opportunity

We evaluate the specific grant activity and Drought Communities Programme as a whole. We base this on information you provide to us and that we collect from various sources.

240

https://www.business.gov.au/assistance/stronger-communities-programme

https://www.business.gov.au/assistance/drought-communities-programme

http://www.grants.gov.au/


2. About the grant program The extension of the Drought Communities Programme (the program) will provide funding of $81 million in 2018-19 to Eligible Councils to deliver benefits to targeted drought-affected regions of Australia. The program will support local community infrastructure and other drought relief projects for communities who have been impacted by drought.

The objectives of the program are to deliver support to targeted drought-affected regions of Australia by funding:

local community infrastructure and

other drought relief projects.

Funding will target infrastructure and other projects that:

provide employment for people whose work opportunities have been impacted by drought

stimulate local community spending

use local resources, businesses and suppliers

provide a long-lasting benefit to communities and the agricultural industries on which they depend.

The intended outcomes of the program are to:

increase employment in regions by providing work for locals and/or farmers and farm labourers/staff/contractors whose employment opportunities have been affected by drought

improve levels of economic activity in regions

increase productivity in regions

enable better retention of businesses, services and facilities.

The Department of Industry, Innovation and Science (the department/we) is responsible for administering the grant opportunity on behalf of the Department of Infrastructure, Regional Development and Cities.

We will publish the opening and closing dates and any other relevant information on business.gov.au1 and GrantConnect2.

We administer the program according to the Commonwealth Grants Rules and Guidelines (CGRGs)3.

This document sets out:

the eligibility criteria

how we consider and assess grant applications

how we monitor and evaluate grantees

responsibilities and expectations in relation to the grant opportunity.

We have defined key terms used in these guidelines in Appendix A.

You should read this document carefully before you fill out an application.

1 https://www.business.gov.au/assistance/drought-communities-programme

2 http://www.grants.gov.au/

3 https://www.finance.gov.au/sites/default/files/commonwealth-grants-rules-and-guidelines.pdf

241




https://www.finance.gov.au/sites/default/files/commonwealth-grants-rules-and-guidelines-July2014.pdf

https://www.finance.gov.au/sites/default/files/commonwealth-grants-rules-and-guidelines-July2014.pdf



https://www.finance.gov.au/sites/default/files/commonwealth-grants-rules-and-guidelines.pdf


2.1. Grant amount and grant period

The Australian Government has announced a total of $81 million in 2018-19 to provide up to $1 million in each Eligible Council.

3. Grants available Each Eligible Council can receive funding for projects up to $1 million.

The grant amount will be up to 100 per cent of eligible project costs (grant percentage).

The minimum grant amount per application is $25,000.

Applications can include multiple unrelated activities up to the total funding amount of $1 million per Eligible Council.

Co-funding from Eligible Councils is not mandatory, but you may access other funding for the project. Cash funding or in-kind support can be provided by any organisation including, but not limited to, the Eligible Council, state government, not-for-profit organisations and private sector companies.

Funding can also form one component of a larger package of Australian Government funding, noting that other funding needs to meet the eligibility criteria of the program from under which it is funded. For example, eligible fencing projects may be part funded under the Pest Animal and Weed Management Program4, and eligible road projects may be part funded under the Roads to Recovery Program5.

Funding under this grant opportunity cannot be considered to be part of, or all of, a Council’s contribution to projects under the Bridges Renewal Programme, the National Stronger Regions Fund, the Building Better Regions Fund, the Regional Growth Fund or the Heavy Vehicle Safety and Productivity Programme.

If your project is dependent on funding from other sources you must identify these sources and include their level of agreed support.

3.1. Project duration

You may start your project from 19 August 2018.

You must complete your project by 30 June 2019.

4. Eligibility criteria We cannot consider your application if you do not satisfy all eligibility criteria.

4.1. Who is eligible?

To be eligible you must

have an Australian Business Number (ABN) and

be an Eligible Council, listed on business.gov.au and GrantConnect; or

be invited to apply by the Minister.

4 http://www.agriculture.gov.au/

5 https://infrastructure.gov.au/

242




For the purposes of the program, we consider an incorporated organisation that provides council-like services and functions in Far West New South Wales, for example, the Silverton and Tibooburra villages, to be Eligible Councils, although funding will be limited to $1 million across all projects in that unincorporated area.

4.2. Eligible Councils

Eligible Councils that can receive funding under the program are those specified by the Minister responsible for Local Government.

Eligible Councils are listed on business.gov.au and GrantConnect.

The Minister reponsible for Local Government in consultation with the Prime Minister and the Minister for Agriculture and Water Resources, can consider approving further Eligible Councils under the program, at their discretion.

The program does not create an entitlement for all drought-affected Councils to receive funding under the program. Program funding is capped at $81 million, and once that ceiling is reached through additional councils being added to the list of Eligible Councils then no other approvals are possible, without a further consideration of the program parameters by the Australian Government.

4.3. Additional eligibility requirements

We can only accept applications:

submitted by the Chief Executive Officer of an Eligible Council or other council officer authorised to sign a grant agreement.

that include a declaration that you will comply with specific regulatory requirements as outlined in section 10.3.

5. Eligible grant activities

5.1. Eligible projects

To be eligible your project must:

be located in an Eligible Council area

meet project requirements, see section 6

include eligible activities and eligible expenditure

have at least $25,000 per application in eligible expenditure

be undertaken in the project period and completed by 30 June 2019.

5.2. Eligible activities

Eligible activities must directly relate to the project and can include:

repairs, maintenance, upgrading or building new community facilities

repairs, maintenance, upgrades, construction and fit-out of community spaces

employing local contractors to undertake repairs and maintenance

holding events and

undertaking other drought relief activities (including water carting for human consumption).

We may also approve other drought relief activities that benefit the community.

243




5.3. Eligible expenditure

You can only spend grant funds on eligible expenditure you have incurred on an agreed project as defined in your grant agreement.

Eligible expenditure items may include the cost of:

suppliers, consultants and contracted labour undertaking eligible project activities

materials required to deliver eligible project activities

purchasing, leasing or hiring equipment required to deliver eligible project activities

holding events and

other drought relief activities (including water carting for human consumption)

Not all expenditure on your project may be eligible for grant funding. The Program Delegate makes the final decision on what is eligible expenditure and may give additional guidance on eligible expenditure if required.

You must incur the project expenditure between the project start and end date for it to be eligible unless stated otherwise. You may commence your project from 19 August 2018, but we will not be responsible for any expenditure you incur until a grant agreement is executed.

5.4. Ineligible expenditure

Examples of ineligible expenditure include:

payment of salaries for existing staff or contractors, although projects may be carried out by existing workforces

computer software or hardware that is not an integral part of the funded capital project

a council’s core or business-as-usual operations, which council rates and other government funding usually funds

purchases of land, buildings, vehicles or mobile capital equipment (e.g. trucks and earthmoving equipment)

expenditure incurred prior to 19 August 2018

undertaking studies or investigations, or

the development of private or commercial ventures, including licensed areas of registered clubs.

This list is not exhaustive and applies only to the expenditure of the grant funds. Other costs may be ineligible where we decide that they do not directly support the achievement of the planned outcomes for the project or that they are contrary to the objective of the program.

You must ensure you have adequate funds to meet the costs of any ineligible expenditure associated with the project.

6. Project requirements Each project must meet at least one of the following project requirements.

The project is expected to lead to the employment of locals

the extent to which farmers and/or farm labourers/staff/contractors are expected to be employed

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how the project is expected to lead to the employment of locals and over what period of time they are expected to be employed

the employment expected to be created beyond the immediate construction phase of the project and into the longer-term

the indirect employment expected to be created through the potential flow-on effects to local businesses, suppliers, and services.

The project is expected to contribute to the economic activity of communities/regions

local businesses, suppliers and services are expected to be used to complete the projects

the project will encourage investment, business activities and other economic benefits to communities/regions.

The project is expected to lead to the retention of businesses, services and facilities

the benefits that should be delivered as a result of the project, such as increased tourism, increased trade for local businesses, improved services resulting from enhanced facilities

the number of people that are expected to benefit from the approved project.

7. How to apply Before applying, you should read and understand these guidelines, the sample application form and the sample grant agreement published on business.gov.au and GrantConnect.

You will need to set up a user account to access our online portal. The portal allows you to apply for and manage grants in secure online environment.

To apply, you must:

be listed as an Eligible Council or invited by the Minister to submit an application

complete the online application form through the portal

provide all the information requested

address all eligibility criteria

include all necessary attachments.

We may ask you to justify your project costs. You should have evidence for the costs that you include in your project budget that you can provide on request.

You are responsible for making sure your application is complete and accurate. Giving false or misleading information is a serious offence under the Criminal Code 1995 (Cth). If we consider that you have provided false or misleading information we may not progress your application. If you find an error in your application after submitting it, you should call us immediately on 13 28 46.

If we find an error or information that is missing, we may ask for clarification or additional information from you that will not change the nature of your application. However, we can refuse to accept any additional information from you that would change your submission after the application closing time.

If you need further guidance around the application process or if you are unable to submit an application online contact us at business.gov.au or by calling 13 28 46.

7.1. Attachments to the application

You must attach supporting documentation to the application form in line with the instructions provided within the form. You should only attach requested documents. We will not consider information in attachments that we do not request.

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7.2. Timing of grant opportunity

You can only submit an application between the published opening and closing dates.

Table 1: Expected timing for this grant opportunity

Activity Timeframe

Earliest start date of project 19 August 2018

End date of grant commitment 30 June 2019

8. The selection process We will assess your application for completeness and against all the eligibility criteria. To be recommended for funding, your project must meet all eligibility criteria as these projects provide the best value for money.

If the selection process identifies unintentional errors in your application, we may contact you to correct or clarify the errors. You may be asked to submit an updated proposal.

You may withdraw your application at any time.

8.1. Final decision

The Program Delegate (an AusIndustry senior responsible officer with responsibility for the program), decides which grants to approve taking into account the application assessment and the availability of grant funds.

The Program Delegate’s decision is final in all matters, including:

the approval of applications for funding

the amount of grant funding awarded

the terms and conditions of funding.

We cannot review decisions about the merits of your application.

9. Notification of application outcomes If you are successful, you will receive a written offer, including any specific conditions attached to the grant.

If you are unsuccessful, we will notify you in writing and give you an opportunity to discuss the outcome with us.

10. If your application is successful

10.1. Grant agreement

You must enter into a grant agreement with the Commonwealth. We will use the Commonwealth simple grant agreement for this program. A sample grant agreement is available on business.gov.au and GrantConnect.

We will manage the grant agreement through the portal. Accepting the grant agreement through the portal is the equivalent of signing a grant agreement. After you have accepted it, we will execute the agreement. Execute means both you and the Commonwealth Government have entered into the grant agreement. We will notify you when this happens and a copy of the executed

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grant agreement will be available through the portal. The grant agreement will not become binding until it is executed.

We must execute a grant agreement with you before we can make any payments. We are not responsible for any expenditure you incur before a grant agreement is executed.

The approval of your grant may have specific conditions determined by the assessment process or other considerations made by the Program Delegate. We will identify these in the offer of funding.

The Commonwealth may recover grant funds if there is a breach of the grant agreement.

10.2. Simple grant agreement

You will have 30 days from the date of a written offer to execute this grant agreement with the Commonwealth (‘execute’ means both you and the Commonwealth have signed the agreement). During this time, we will work with you to finalise details. The offer may lapse if both parties do not sign the grant agreement within this time. Under certain circumstances, we may extend this period. We base the approval of your grant on the information you provide in your application. We will review any required changes to these details to ensure they do not impact the project as approved by the Program Delegate.

10.3. Project specific legislation, policies and industry standards

You are required to be compliant with all relevant laws and regulations.

Under State and Territory legislation, it is a requirement for people in roles that have direct, unsupervised contact with children to undertake a working with children/vulnerable people check.

You are responsible for ensuring that you have met relevant State or Territory legislation obligations related to working with children and/or vulnerable people, and that any person that has direct, unsupervised contact with children as part of a project under this program, has undertaken and passed a working with children/vulnerable people check, if required under relevant State or Territory legislation. You are also responsible for assessing the suitability of the people you engage as part of your project to ensure children are kept safe.

We do not provide advice on working with children/vulnerable people legislation, and you are responsible for seeking your own advice from the authority in your relevant State or Territory.

In addition, you will need to complete a risk assessment to identify the level of responsibility for children and the level of risk of harm or abuse, and put appropriate strategies in place to manage those risks. You will also need to establish a training and compliance regime to ensure staff are aware of, and comply with, the risk assessment requirements as well as relevant legislation.

To be eligible, you must declare in your application that you comply with these requirements. You will need to declare you can meet these requirements in your grant agreement with the Commonwealth.

10.4. How we pay the grant

The grant agreement will state the:

maximum grant amount we will pay

proportion of eligible expenditure covered by the grant (grant percentage)

any in-kind contributions you will make

any additional financial contribution provided by you or a third party.

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We will not exceed the maximum grant amount under any circumstances. If you incur extra costs, you must meet them yourself.

We will make an initial payment on execution of the grant agreement. We will make subsequent payments in advance, based on your forecast eligible expenditure as you achieve agreed milestones and adjusted for unspent amounts from previous payments. Payments are subject to satisfactory progress on the project.

We set aside 10 per cent of the total grant funding for the final payment. We will pay this when you submit a satisfactory final report demonstrating you have completed outstanding obligations for the project. We may need to adjust your progress payments to align with available program funds across financial years and/or to ensure we retain a minimum 10 per cent of grant funding for the final payment.

The Program Delegate may approve alternative arrangements on a discretionary basis.

10.5. How we monitor your project

You must submit reports through the portal in line with the grant agreement. We will provide sample templates for these reports as appendices in the grant agreement. You will also be able to download them from business.gov.au and GrantConnect. We will remind you of your reporting obligations before a report is due. We will expect you to report on:

progress against agreed project milestones

project expenditure, including expenditure of grant funds.

The amount of detail you provide in your reports should be relative to the project size, complexity and grant amount.

We will monitor the progress of your project by assessing reports you submit and may conduct site visits to confirm details of your reports if necessary. Occasionally we may need to re-examine claims, seek further information or request an independent audit of claims and payments.

10.6. Final report

When you complete the project, you must submit a final report.

Final reports must:

include the agreed evidence as specified in the grant agreement

identify the total eligible expenditure incurred for the project

be submitted by the report due date

be in the format provided in the grant agreement.

10.7. Ad-hoc report

We may ask you for ad-hoc reports on your project. This may be to provide an update on progress, or any significant delays or difficulties in completing the project.

10.8. Independent audit report

We may ask you to provide an independent audit report. An audit report will verify that you spent the grant in accordance with the grant agreement. The audit report requires you to prepare a statement of grant income and expenditure. The report template is attached to the sample grant agreement.

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10.9. Compliance visits

We may visit you during the project period, or at the completion of your project, to review your compliance with the grant agreement. We may also inspect the records you are required to keep under the grant agreement. For large or complex projects, we may visit you after you finish your project. We will provide you with reasonable notice of any compliance visit.

10.10. Grant agreement variations

We recognise that unexpected events may affect project progress. In these circumstances, you can request a variation to your grant agreement through the portal, including:

changing project milestones

extending the timeframe for completing the project but within the maximum project period (i.e. no later than 30 June 2019) referred to in section 3.1.

changing project activities

Note the program does not allow for:

an increase of grant funds.

If you want to propose changes to the grant agreement, you must put them in writing before the grant agreement end date. We can provide you with a variation request template.

You should not assume that a variation request will be successful. We will consider your request based on factors such as:

how it affects the project outcome

consistency with the program policy objective, grant opportunity guidelines and any relevant policies of the department

changes to the timing of grant payments

availability of program funds.

10.11. Keeping us informed

You should let us know if anything is likely to affect your project or organisation.

We need to know of any key changes to your organisation or its business activities, particularly if they affect your ability to complete your project, carry on business and pay debts due.

You must also inform us of any changes to your:

name

addresses

nominated contact details

bank account details.

If you become aware of a breach of terms and conditions under the grant agreement you must contact us immediately.

You must notify us of events relating to your project and provide an opportunity for the Minister or their representative to attend.

10.12. Evaluation

We will evaluate the program to determine the extent to which the funded activity is contributing to the program objectives and outcomes. We may use information from your application and project

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reports for this purpose. We may also interview you, or ask you for more information to help us understand how the grant impacted you and to evaluate how effective the program was in achieving its outcomes. We may contact you up to one year after you finish your project for more information to assist with this evaluation.

10.13. Tax obligations

In accordance with the terms of Australian Taxation Office ruling GSTR 2012/2, payments made under the program, which are payments made by a government related entity to another government related entity, do not attract GST. Consequently, funding sought by Eligible Councils in their proposal(s) must exclude the GST component on goods and services and the payments made to Eligible Councils will not include GST.

10.14. Grant acknowledgement

If you make a public statement about a project funded under the program we require you, at a minimum, to acknowledge the grant by using the following:

‘This project received grant funding from the Australian Government.’

If you erect signage in relation to the project, the signage must contain an acknowledgement of the grant. These details will be outlined in the grant agreement.

10.15. Events

We will require you to notify us of events relating to your project and provide opportunity for the Minister or their representative to attend. These requirements will be outlined in your grant agreement.

11. Conflicts of interest

11.1. Your conflict of interest responsibilities

A conflict of interest will occur if your private interests conflict with your obligations under the grant. Conflicts of interest could affect the awarding or performance of your grant. A conflict of interest can be:

real (or actual)

apparent (or perceived)

potential.

We will ask you to declare, as part of your application, any perceived or existing conflicts of interests or that, to the best of your knowledge, there is no conflict of interest.

If you later identify that there is an actual, apparent, or potential conflict of interest or that one might arise in relation to your grant, you must inform us in writing immediately.

11.2. Our conflict of interest responsibilities

We recognise that conflicts of interest may arise with our staff, technical experts, and others delivering the program between:

their program duties, roles and responsibilities and

their private interests.

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We manage our conflicts of interest according to the APS Code of Conduct (section 13 (7) of the Public Service Act 1999 (Cth)). We publish our conflict of interest policy6 on the department's website.

Program officials must declare any conflicts of interest. If we consider a conflict of interest is a cause for concern, that official will not take part in the assessment of relevant applications under the program.

12. How we use your information Unless the information you provide to us is:

confidential information as per 12.1, or

personal information as per 12.3,

We may share the information with other government agencies for a relevant Commonwealth purpose such as:

to improve the effective administration, monitoring and evaluation of Australian Government programs

for research

to announce the awarding of grants.

12.1. How we handle your confidential information

We will treat the information you give us as sensitive and therefore confidential if it meets all of the following conditions:

you clearly identify the information as confidential and explain why we should treat it as confidential

the information is commercially sensitive

disclosing the information would cause unreasonable harm to you or someone else

you provide the information with an understanding that it will stay confidential.

12.2. When we may disclose confidential information

We may disclose confidential information:

to our Commonwealth employees and contractors, to help us manage the program effectively

to the Auditor-General, Ombudsman or Privacy Commissioner

to the responsible Minister or Assistant Minister

to a House or a Committee of the Australian Parliament.

We may also disclose confidential information if

we are required or authorised by law to disclose it

you agree to the information being disclosed, or

someone other than us has made the confidential information public.

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12.3. How we use your personal information

We must treat your personal information according to the Australian Privacy Principles (APPs) and the Privacy Act 1988 (Cth). This includes letting you know:

what personal information we collect

why we collect your personal information

to whom we give your personal information.

We may give the personal information we collect from you to our employees and contractors, other Commonwealth employees and contractors, so we can:

manage the program

research, assess, monitor and analyse our programs and activities.

We, or the Minister, may:

announce the names of successful applicants to the public

publish personal information on the department’s websites.

You may read our Privacy Policy7 on the department’s website for more information on:

what is personal information

how we collect, use, disclose and store your personal information

how you can access and correct your personal information.

12.4. Public announcement

We will publish non-sensitive details of successful projects on GrantConnect and business.gov.au. We are required to do this by the Commonwealth Grants Rules and Guidelines and the Australian Government Public Data Policy Statement8, unless otherwise prohibited by law. This information may include:

name of your organisation

title of the project

description of the project and its aims

amount of grant funding awarded

Australian Business Number

business location

your organisation’s industry sector.

We publish this information to ensure open access to non-sensitive data within Australian Government agencies to enable greater innovation and productivity across all sectors of the Australian economy.

12.5. Freedom of information

All documents in the possession of the Australian Government, including those about the program, are subject to the Freedom of Information Act 1982 (Cth) (FOI Act).

7 http://www.industry.gov.au/Pages/PrivacyPolicy.aspx

8 http://www.dpmc.gov.au/resource-centre/data/australian-government-public-data-policy-statement

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http://www.industry.gov.au/Pages/PrivacyPolicy.aspx

http://www.dpmc.gov.au/resource-centre/data/australian-government-public-data-policy-statement

http://www.dpmc.gov.au/resource-centre/data/australian-government-public-data-policy-statement


The purpose of the FOI Act is to give members of the public rights of access to information held by the Australian Government and its entities. Under the FOI Act, members of the public can seek access to documents held by the Australian Government. This right of access is limited only by the exceptions and exemptions necessary to protect essential public interests and private and business affairs of persons in respect of whom the information relates.

If someone requests a document under the FOI Act, we will release it (though we may need to consult with you and/or other parties first) unless it meets one of the exemptions set out in the FOI Act.

13. Enquiries and feedback For further information or clarification, you can contact us on 13 28 46 or by web chat or through our online enquiry form on business.gov.au.

We may publish answers to your questions on our website as Frequently Asked Questions.

Our Customer Service Charter is available at business.gov.au. We use customer satisfaction surveys to improve our business operations and service.

If you have a complaint, call us on 13 28 46. We will refer your complaint to the appropriate manager.

If you are not satisfied with the way we handle your complaint, you can contact:

Head of Division AusIndustry - Support for Business Department of Industry, Innovation and Science GPO Box 2013 CANBERRA ACT 2601

You can also contact the Commonwealth Ombudsman9 with your complaint (call 1300 362 072). There is no fee for making a complaint, and the Ombudsman may conduct an independent investigation.

9 http://www.ombudsman.gov.au/

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https://www.business.gov.au/contact-us

http://www.business.gov.au/contact-us/Pages/default.aspx

https://www.business.gov.au/about/customer-service-charter

http://www.business.gov.au/

http://www.ombudsman.gov.au/


Appendix A. Definitions of key terms

Term Definition

Application form The details that applicants provide in the online portal to apply for funding under the grant opportunity.

AusIndustry The division of the same name within the department.

Eligible Council A council that is eligible to apply for funding under the program as published on business.gov.au and GrantConnect.

Department The Department of Industry, Innovation and Science.

Eligible activities The activities undertaken by a grantee in relation to a project that are eligible for funding support as set out in 5.2.

Eligible application An application or proposal for grant funding under the program that the Program Delegate has determined is eligible for assessment in accordance with these guidelines.

Eligible expenditure The expenditure incurred by a grantee on a project and which is eligible for funding support as set out in 5.3.

Grant agreement A legally binding contract between the Commonwealth and a grantee for the grant funding

Grant funding or grant funds The funding made available by the Commonwealth to grantees under the program.

Grantee The recipient of grant funding under a grant agreement.

Guidelines Guidelines that the Minister gives to the department to provide the framework for the administration of the program, as in force from time to time.

Minister The Commonwealth Minister responsible for Local Government.

Personal information Has the same meaning as in the Privacy Act 1988 (Cth) which is:

Information or an opinion about an identified individual, or an individual who is reasonably identifiable: a. whether the information or opinion is true or not;

and b. whether the information or opinion is recorded in a

material form or not.

Program Delegate An AusIndustry senior responsible officer within the department with responsibility for the program.

Program funding or Program funds

The funding made available by the Commonwealth for the program.

Project A project described in an application for grant funding under the program.

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Drought Communities Programme - Extension1. What types of local community infrastructure/facilities/spaces will the programme

support?

Examples of local community infrastructure/facilities/spaces include:

- bike paths- skate parks- foot paths- street scapes- community centres - health centres- recreational facilities- parks- sporting facilities- stadiums, arenas- libraries - showgrounds- caravan parks- men’s sheds- roads.

This list is not exhaustive.

2. What types of projects could be undertaken at these local community infrastructure/facilities/spaces?

Example activities to repair, maintain, upgrade, construct and fit-out local community infrastructure/facilities/spaces include:

- lighting upgrades or new lighting- fencing - around facilities, swimming pools- solar panels - drainage and watering systems - amenities - drinking fountains, BBQs areas, park furniture, shelters, footpath renewal- sport and recreational facilities - tennis courts, gymnasiums, scoreboards, medical

equipment, golf clubs- kitchen upgrades and/or repairs- power connections at caravan sites - improved disability access- purchase of equipment - computers, televisions, furniture, fixture and fittings- purchase of vehicles and trailers for community transport services, surf lifesaving, medical - purchase of equipment for local State Emergency Service- foot path renewal and beautification.

This list is not exhaustive.

Projects are expected to lead to the employment of locals.

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3. What types of community events are supported under the programme?

A community event brings the community together in some way. For this programme the emphasis is around how locals will benefit from the event especially through employment opportunities and supporting mental health.

4. Can an eligible council work together with another eligible council to complete a project?

Yes. Provided both councils are eligible for the program. Each council would submit a separate application and reference the other council/s in their application. A project could be undertaken in partnership where each council would specify in their application their role in the project and their requested funding. If successful, each council would be contracted separately and required to report on their project.

The guidelines do not allow for joint applications (i.e. one application from multiple councils).

5. Are councils required to follow standard tendering and procurement processes?

Yes. Councils are required to be compliant with all relevant laws and regulations under this programme.

If the project requires a tender process to be completed, councils must adhere to that process. The timing available for the programme may restrict the types of projects that can be submitted.

6. Can councils replenish water tanks on private properties for human consumption?

No. Projects under this program are to provide relief and benefits to the wider community, not just individuals. Councils seeking funding for water carting or other water related projects would need to devise a strategy to allow the whole community to benefit - for example, a plan to allow a group of community members to replenish their water tanks.

7. Can councils establish new and/or expand bore holes on public properties?

Yes. This activity would be considered eligible. The bores holes would provide a benefit to the local community and locals/contractors can be employment and equipment sourced from local businesses to complete the work. An example would be the construction of a new bore water hole for the local park’s amenities block.

8. Can councils use the grant funding to refurbish and/or revamp shop fronts located in the main town centre with the work being carried out by local workers?

Yes. This would be eligible. This project would lead to the employment of local people in the area and could encourage more visitors to the town to contribute to the economic activity of the region.

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9. Can grant funds be used towards an Undergraduate Scholarship Programme? For example, targeting talented students from rural / farm backgrounds who otherwise will not be able to pursue their academic studies as a consequence of the drought.

Maybe. This activity does not meet project requirements unless it: leads to the employment of locals, contributes to the economic activity of the community, and/or leads to the retention of businesses, services and facilities. Councils would need to put forward a detailed description as to how the project benefits the broader community.

10. What is covered in the definition “community facilities”, would employee or community housing be classed a community facilities? For example, a remote council that provides housing to in order to attract new employees or provide community housing for rent to community members.

No. This activity does not meet project requirements unless it: leads to the employment of locals, contributes to the economic activity of the community, and/or leads to the retention of businesses, services and facilities.

The programme will not fund the purchase of existing buildings. The programme will not fund projects that benefit the council and not the community.

11. The impact of the drought has caused additional sedimentation loads resulting in water treatment issues, with existing filtration equipment being unable to cope. Would a project to improve the filtration process be considered eligible?

Maybe. Councils would need to put forward a detailed description on how the project benefits the broader community. This activity does not meet project requirements unless it; leads to employment of locals, contribute to the economic activity of the community, and/or lead to the retention of businesses, services and facilities.

12. Can councils, through a planned community initiative, provide `voucher/gift cards’ to spend within the local region? These programs allow cards (e.g. eftpos or other types of cards) to be loaded with funds and then utilised solely within the local community/shire?

No. The intent of the Drought Communities Programme - Extension is to support local community infrastructure and other drought relief projects.

Support of this type (vouchers/gift cards) for communities impacted by drought will be directly addressed through one of the measures recently announced at the National Drought Summit. This particular measure will deliver $30 million to selected charities to support 10,000 households in drought affected regions. The measure will involve cash payments and vouchers to meet basic needs such as food and utility bills, so this support is utilized in the local community. Refer to the Prime Minister’s announcement. More details on this measure will be available shortly.

If a council is considering a voucher/gift card project, the Drought Communities Programme - Extension can support activities that would assist with the design and implementation of the voucher/gift card project but not the funding for the vouchers/gift cards. For instance, funding

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could be sought for a marketing campaign to ‘buy local’, and for the costs of the design and coordination of such a project.

13. Can councils provide funding to the local community to subsidise payment of council and water rates?

No. Providing rate relief is not eligible under the programme. The intent of the programme is to provide funding for projects expected to: lead to the employment of locals, contribute to the economic activity of communities/regions, or lead to the retention of business, services and facilities.

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13.4.1 Applications Approved, Currently in System and Values

Year to Date (calendar year) value of Development Applications:

Deb Larwood Chief Executive Officer

Application No. Applicant Description APPLICATIONS APPROVED UNDER DELEGATED AUTHORITY

900/015/2018 PART B B & S Shipard New Dwelling & Shed – PART B

APPLICATIONS CURRENTLY IN SYSTEM - PENDING APPROVAL

Zone No. New Dev. Alt. or Add. Total Primary Production 0

Residential 6 $180,787.80 $26,607.00 $207,394.80

Recreation 4 $268,853.42 - $268,853.42

Industrial 1 $50,000.00 $50,000.00

Commercial 1 $200,000.00 $200,000.00

Town Centre 0

Rural 6 $1,322,000.00 $220,00.00 $1,542,000.00

TOTAL : 18 $2,021,641.22 $246,607.00 $2,268,248.22

Land Divisions Application No. Applicant Location

Nil since previous meeting

7.4 Development Report


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8.1 For Discussion/Decision 8.1.1 .Kimba Christmas Tree Committee

A letter has been received from the Kimba Christmas Tree Committee requesting the closure of High Street and support for the 2018 Christmas Pageant.

That the District Council of Kimba exercise the power subject to Section

33 of the Road Traffic Act 1961 and clause F of the instrument of general approval of the Minister dated 22nd August 2013 to make an order that High Street from Martin Terrace to the southern side of North Terrace be closed between 4.00 pm and 8.30 pm and that High Street between Cross Street and the southern side of North Terrace remain closed between 8.30 pm and 12 midnight on Friday 21st December 2018 for the purpose of holding Kimba’s Christmas pageant and festivities.

That pursuant to Section 33(1)(b) of the Road Traffic Act 1961, make an

order directing that persons taking part in the event be exempted, in relation to roads, from the duty to observe the Australian Road Rules specified and attached to the exemption: Rule 230 – Crossing a Road – General Rule 298 – Driving with a person in a trailer provided the speed of the vehicle does not exceed 25 km/h.

8.2 For Information 8.2.1 LGA Circulars

- Weekly Summary Report 42 – October 18, 2018 - Weekly Summary Report 43 – October 25, 2018 - Weekly Summary Report 44 – November 2, 2018 - Weekly Summary Report 45 – November 9, 2018 - Weekly Summary Report 46 – November 15, 2018

8.2.2 Electoral Commission of South Australia

Correspondence from ECSA was received declaring the results for the 2018 Local Government Elections.

8.2.3 Letter from Senator the Hon. Matthew Canavan

Correspondence from Senator the Hon. Matthew Canavan pledging support to Council through the current legal proceedings.

8.2.4 Regional Development Australia Whyalla and Eyre Peninsula Regional News for November 2018.

8.2.5 Age Friendly SA Grants 2018-19

Included with the Agenda is guidelines for the Aged Friendly SA Grants for 2018-19 eligible to Local Government for grants up to $25,000. Applications do not close until February 2019 but this item has been included in the agenda to allow time for members’ to consider any potential projects Council may wish to apply for.

8. Correspondence


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8.2.6 Rowan Ramsey MP – Ministerial visit to Eyre Peninsula A letter was sent to Rowan Ramsey MP in respect to a recent visit by Senator the Hon. Bridget McKenzie to the Eyre Peninsula an Council’s disappointment at not being extended and invitation. A response has been received and both letters are included for members’ information.

8. Correspondence


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‘70TH YEAR OF THE KIMBA CHRISTMAS TREE’

KIMBA CHRISTMAS TREE PO Box 249

Kimba SA 5641 [email protected]

Ph: 0427 151 199

29th October 2018 District Council of Kimba PO Box KIMBA SA 5641 Dear Deb, It is nearing that time of the year again, and the Kimba Christmas Tree committee are eagerly organising the 70th annual Christmas Pageant. This year’s date has been set for Friday the 21st of December 2018. I had previously spoken to you about being our contact person for accepting nominations for our Community Hamper. This hamper is available to be donated to local families who might be experiencing a difficult time or financial hardship during the festive season, with vouchers at IGA and Chestwood Meats to help with the costs of Christmas. This recipient remains anonymous, which is why we seek an independent community figure to accept the nominations. Some years there are no nominations and some years we have had multiple, and we ask you to judge these nominations on your knowledge of the family’s circumstances. We will advertise this in the coming weeks so can you please confirm that you are willing to receive these nominations. Further to this, I am writing the ask permission for the Christmas Tree Committee to once again have use of the Institute for the night of the Pageant, for the present distribution and also for some entertainment for the children after Father Christmas has visited. In the last couple years we have run the Pageant through the Main Street twice, and if we have enough floats we would like to do the same this year with your permission. We would like to start on the block on Jacob’s Way (behind the Terraces), turn right onto Martin Terrace and left onto High Street through to the Landmark corner. We will then turn left onto Buckleboo Rd, and left again to go around two blocks on West Terrace, turning back onto High Street at the old dentist surgery, then back along High Street to Landmark. With the Pageant starting at 6:30pm, we would like to ask permission to close High Street to traffic from 5:30pm until midnight on the night of the Pageant. Finally, we would like to ask if Council would kindly donate paper and photocopying for our annual Christmas tree newsletter as per previous years? We’d also like to invite the Council Staff to consider entering a float in the Pageant, as a good Pageant is the highlight of the night. We have plenty of ideas and costumes to create a great float, so please sing out if we can help.

Once again, thank you for your ongoing support of this event, it is very much appreciated by our committee and the whole community. I look forward to hearing from you soon. Kind regards,

Shenae Mayfield

President: Ashleigh Inglis Secretary: Shenae Mayfield Treasurer: Erin Johnson

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From: [email protected]: Lyndon KeaneSubject: LGA Circulars - Weekly Summary Report 42 - 18 October 2018Date: Friday, 19 October 2018 2:50:44 PM

This is your weekly Circulars report. To adjust the topics you are subscribed to

Elected Member Mandatory Training - bookings filling fastThe ‘Elected Member Leadership Development Program’ was launched inSeptember 2018 (Circular 40.1 and 41.14). Included in this program are thefour modules that constitute South Australia’s elected member mandatorytraining requirements. The LGA’s Education and Training Service (E&T) ispleased to advise that the fee schedule for ‘per person’, ‘in-house and ‘hub’sessions are now available. Further details can be found in this circular.View Circular

Smart Cities Project Officer appointmentFrom the City of Adelaide Alfredo Veron has been appointed Smart CitiesProject Officer. Councils will be aware that the LGA SA called for anexpression of interest, Circular 32 (9 August 2018), for one of your officersresponsible for smart cities to be nominated as a secondee for the position ofSmart Cities Project Officer. This position is funded by the MLGG and he willwork across the nineteen metropolitan councils.View Circular

Remembrance Day: centenary of the armisticeAre you hosting a community event? Do you wish to co-brand and use theArmistice logo?View Circular

Local Health Network Board positions availableThe State Government is implementing reforms to the governance of our publichealth system. Local Health Network (LHN) Governing Boards are beingestablished and SA Health are currently seeking five to seven members foreach of these boards.View Circular

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From: [email protected]: Lyndon KeaneSubject: LGA Circulars - Weekly Summary Report 43 - 25 October 2018Date: Friday, 26 October 2018 11:10:29 AM


Local Government (Fixed Charges) Amendment Bill 2018 andValuation of Land (Separate Valuations) Amendment Bill 2018On 17 October 2018, the Hon John Darley MLC introduced two amendmentsBills into the Legislative Council. Council feedback on the proposedamendments is sought by 16 November 2018.View Circular

Consultation on Murray-Darling Basin water efficiency initiativeCommunity meetings will be held throughout the Murray-Darling Basin todiscuss the Australian Government’s new water efficiency initiative, theMurray–Darling Basin Water Infrastructure Program. This Circular containsfurther information.View Circular

Supported Residential Facilities and the role of local governmentThe LGA is seeking feedback from members on the role of local government inadministering the Supported Residential Facilities Act 1992 and associatedRegulations.View Circular

Native vegetation interim guidelinesFollowing changes to the Native Vegetation Regulations in 2017, the NativeVegetation Council (NVC) has released Interim Guidelines under section 25 ofthe Native Vegetation Act 1991. The guidelines aim to improve themanagement of roadside native vegetation in accordance with NativeVegetation Regulation 11(23).View Circular

GISA “Women in Waste” Leadership Award – nominations soughtWomen working in South Australia’s waste management sector are encouragedto nominate for the 2018 “Women in Waste” Leadership Award. Nominationsfor the award close on Monday, 19 November 2018.View Circular

Better Together Showcase – designing public services in a digitalageThe State Government’s Better Together Showcase will be held on Wednesday7 November 2018 at the Adelaide Convention Centre. This event will showcaseexamples of innovative, best practice engagement to share new ideas and waysof working in an age of digital disruption.View Circular

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LG Professionals, SA – Conversations that Matter Short Program &Failing by designThere are two courses listed in this circular and they will cover these contentareas: Learn useful skills and strategies to lead conversation that buildrelationships and improve performance and the second one is Learn how failurewill help you and your council be successful and sustainable in an increasinglycomplex environment.View Circular




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From: [email protected]: Lyndon KeaneSubject: LGA Circulars - Weekly Summary Report 44 - 1 November 2018Date: Friday, 2 November 2018 2:31:02 PM


CEO Advisory GroupFollowing the adoption of the new LGA Constitution and Ancillary Documentsby members, we are now implementing our new governance structureincluding the CEO Advisory Group. This circular is calling for nominationsfrom interested council CEOs to be a member of the inaugural Group toprovide expert advice on a range of issues to the LGA Board of Directors andthe LGA more generally.View Circular

2018 LGA Annual General Meeting - Draft Minutes availableThe draft minutes of the LGA Annual General Meeting held on Friday 26October 2018 are available to download from the LGA website.View Circular

Project Management Training for Council StaffThis full day workshop will provide you with an understanding of the basicprinciples of project management. Please see further details in circular.View Circular

National Arts and Disability Strategy Discussion Paper – LGAsubmissionCouncils are invited to provide input to the LGA’s submission to the NationalArts and Disability Discussion Paper. This Circular provides further details.View Circular

Expressions of Interest Sought – Building Upgrade FinanceReference GroupA Building Upgrade Finance Central Facilitator for South Australia has nowbeen appointed and central facilitation processes are being put in place. Thisincludes the appointment of positions to the Building Upgrade FinanceReference Group.View Circular

Alcohol and Drug Foundation's Good Sports ProgramThe Alcohol and Drug Foundation’s Good Sports Program is offering localsporting clubs the opportunity to win $500!View Circular

Digital Literacy for Older Australians – BE CONNECTED programThe Commonwealth Government’s Be Connected Program aims to ensure thatall Australians have somewhere close to them, where they can access and learn

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computer skills. Councils may wish to consider grant funding opportunitiesavailable through this program.View Circular

WMAA WasteSA conference – 14-15 November 2018 at AdelaideConvention CentreThere is still time to register for the Waste Management Association ofAustralia (WMAA) WasteSA conference being held from 14-15 November2018 at the Adelaide Convention Centre.View Circular

Zone Emergency Management Symposium RegistrationThe South Australian State Emergency Service invites all interested zonerepresentatives to its 2018 Zone Emergency Management Symposium onFriday 7 December 2018 at Morphettville Junction at 470 Anzac Highway inCamden Park (near Morphettville Racecourse).View Circular




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From: [email protected]: Lyndon KeaneSubject: LGA Circulars - Weekly Summary Report 45 - 8 November 2018Date: Friday, 9 November 2018 1:20:16 PM


Enrolments open for Mayor\Chairperson and Elected MemberLeadership Programs in November 2018The LGA’s Education and Training Service has scheduled its Mayors’ andChairpersons’ Leadership Program and Elected Members’ Leadership Programthis month. Further details about these programs can be found in this circular.View Circular

Preferred supplier for CMS replacementThe LGA is entering into exclusive negotiations with Squiz as the preferredsupplier for the new local government content management system (CMS) thatwill replace Unity.View Circular




Suggestions for priority areas of Local Government research in2019-2020Councils are invited to suggest priority areas of research for the 2019-20Annual Business Plan of the Local Government Research & DevelopmentScheme.View Circular

South Australia’s Disaster Resilience Strategy 2019-2024SAFECOM (South Australian Fire and Emergency Services Commission) has

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developed South Australia’s Disaster Resilience Strategy 2019-24 with thepurpose of building South Australia’s resilience in the event of emergency.SAFECOM welcomes feedback on the Strategy.View Circular

Tourism Local Government Area ProfilesUpdated Local Government Area profiles are now available. The profilesinclude visitor numbers, spend and length of stay, as well as information onpurpose of visit, accommodation type and number of tourism businesses in thearea.View Circular

Nation-wide Consultation on Vocational IT TrainingPwC are about to commence a new round of consultation focus groups that willallow IT workers and training providers an opportunity to share feedback onthe skills required to succeed in an IT job, that is then used to improve thenational curriculum in Information and Communications Technology (ICT)training for the vocational education sector.View Circular

SA Labor Local Government Reform BillSA Labor has introduced the Local Government (Ratepayer Protection andRelated Measures) Amendment Bill. The LGA invites feedback from Councilson the proposed reforms.View Circular

RDA Adelaide Metropolitan Chair, Deputy Chair and BoardApplications are invited for Chair, Deputy Chair and Board Member positionsof RDA Adelaide Metropolitan.View Circular

Zone Emergency Management Symposium RegistrationThe South Australian State Emergency Service invites all interested zonerepresentatives to its 2018 Zone Emergency Management Symposium onFriday 7 December 2018 at Morphettville Junction at 470 Anzac Highway inCamden Park (near Morphettville Racecourse).View Circular

Federal Inquiry into Automated Mass Transit - invitation to make asubmissionThe House of Representatives Standing Committee on Infrastructure, Transportand Cities has commenced a new inquiry into current and future developmentsin the use of automation and new energy sources in land-based mass transit.This Circular provides details of how to make a submissionView Circular

SA Power Networks’ Protocol for Vegetation Management nearPowerlinesSA Power Networks is seeking feedback from councils on a review of theVegetation Management near Powerlines Protocol, which outlines its approachto improving vegetation management practices and working morecollaboratively with councils.View Circular

Feedback invited on revisions to State Records GDS 20 for Local

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Government RecordsThe current edition of GDS 20 for Local Government Records is due to expirein June 2019. State Records invites feedback from councils on the early draft ofthe revised GDS 20 by 30 November 2018. Further information is available inthis Circular.View Circular

Webinar on the Murray-Darling Basin Water Infrastructure ProgramYou are invited to participate in the second webinar on the AustralianGovernment’s new water investment program, the Murray-Darling BasinWater Infrastructure Program.View Circular

Australian of the Year LuncheonProfessor Michelle Simmons (Australian of the Year 2018) is coming toAdelaide on Monday 26 November for a special luncheon where she will shareher vision, her passion for scientific research and education. ProfessorSimmons will be joined by the newly announced 2019 South Australians of theYear, including Dr Richard Harris SC OAM, and some wonderful performers.View Circular

LG Professionals, SA - Strategic Management Programcommencing 6 March 2019Registrations are now open for our Strategic Management Program (previouslyProfessional Leaders Program), developed in partnership with the University ofSouth Australia and local government experts. Commencing 6 March 2019,participants will build high-level leadership and management skills within alocal government context, and learn the technical skills required to managebusiness functions, enhancing innovation, strategic thinking, business acumenand operational excellence over three months.View Circular

LG Professionals, SA – 18th Annual Leadership ExcellenceAwardsLG Professionals, SA 18th Annual Leadership Excellence Awards – Nominatenow!View Circular




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From: [email protected]: Lyndon KeaneSubject: LGA Circulars - Weekly Summary Report 46 - 15 November 2018Date: Friday, 16 November 2018 11:51:04 AM


Showcase your council at the 2019 Best Practice ShowcaseDoes your council have a best practice project, service or initiative from whichother councils can learn? The LGA is calling for expressions of interest forcouncils to participate in the LGA’s 2019 Best Practice Showcase. Furtherinformation can be found in this Circular.View Circular

Discovery workshops for replacement CMS - register to attendThe LGA has scheduled two Discovery workshops in the coming weeks toinform the development of the new CMS to replace Unity. It’s crucial that oursector’s new CMS platform meets the needs of all members so I encourage youto attend the Workshops in person or participate via videoconference.View Circular

Important Date Change: Elected Members’ Leadership ProgramThe LGA’s Education and Training Service has rescheduled its ElectedMembers’ Leadership Program to Wednesday 5 December 2018. Furtherinformation can be found in this circular.View Circular




Transition of the Emergency Assessment Reporting System(EARS)

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The LGA has been working with the State Government on an alternative datacollection method to record the impact of emergencies on the community thatwill enable greater collaboration between State & Local Government. This hasresulted in the Emergency Assessment Reporting System (EARS) beingdecommissioned.View Circular

Upcoming Training Opportunities: Managing Roads & RoadOpening and Closure ProceduresThe LGA’s Education and Training Service has scheduled a ‘Managing Roads’& a ‘Road Opening and Closure Procedures’ session in the coming weeks.These sessions can be attended face to face at Local Government House andvia webinar. Further details can be found in this circular.View Circular

Consultation paper on council commercialisationThe LGA is seeking member feedback on a council commercialisationconsultation paper.View Circular

Opportunities for councils to partner in pilots for Heavy VehicleRoad ReformsCouncils are invited to consider being involved in two new key national roaddata pilots associated with progressing the COAG Heavy Vehicle RoadReforms already underway. This Circular provides further details.View Circular

National Industry Consultations for Business Services TrainingPackage projects: 'Business Enterprise Skills’ and ‘TechnicalSkills’.PwC Skilling for Australia has commenced the first stage of National IndustryConsultations for Business Services Training Package projects: 'BusinessEnterprise Skills’ and ‘Technical Skills’.View Circular

Updated Recycling Market Development Grants and pilot project totrial sustainable procurement targetsGreen Industries SA (GISA) is calling for applications for its updatedRecycling Market Development Grants program. Eligibility criteria have beenadjusted to make the grants more accessible to local government bodies andwill be accepted until 31 January 2019. The LGA will be submitting anapplication for a pilot project to trial sustainable procurement targets and isseeking expressions of interest from councils to participate in the project.View Circular

Ageing Well Community GrantsThe Office for the Ageing’s 2018/19 Age Friendly SA Grants are now open.Applications close on 18 February 2019View Circular

Dog and Cat Management Board seeking council feedback onpotential to discount DACO fees on a state-wide basisThe Dog and Cat Management Board (DCMB) is seeking council feedback onthe request made by prescribed accreditation bodies to waive fees on a state-wide basis for certain dogs. This Circular provides further information.

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View Circular

Tyre Stewardship Fund – grants availableTyre Stewardship Australia (TSA) has announced the re-opening of the TyreStewardship Fund. Councils should be aware that funding submissions close 30November 2018.View Circular

Matthew Flinders PlaquesThe Royal Geographical Society of South Australia has teamed with Local andState Government since 1902 to recognise significant exploration events alongour coastal and inland highways.View Circular

Launch of the 2019 LG Professionals, SA Annual State Conference– Communicate to Captivate: Conversations in Local GovernmentWe are excited to invite you to attend our 2019 State Conference –Communicate to Captivate: Conversations in Local GovernmentView Circular

Reminder to Register - SALGFMG 'The Labyrinth' Workshop &Conference – 29 & 30 November 2018Registrations close on 23 November for the SA Local Government FinancialManagement Group’s ‘The Labyrinth’ Workshop and Conference being held atAdelaide Oval on 29 and 30 November 2018. This Circular providesregistration and program information.View Circular




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Lyndon Keane

From: Regional Development Australia Whyalla and Eyre Peninsula <[email protected]>

Sent: Tuesday, 6 November 2018 4:18 PMTo: Keely WesthoffSubject: Regional News: November 2018

Enews November 2018 Can't see images? Click here to view

in your browser.

E-NEWS | NOVEMBER 2018

Welcome to our regional newsletter

The District Council of Cleve has been successful in obtaining funding through Natural

Resources Eyre Peninsula’s ‘sustainable coastal access for all’ grant program. The funding

will contribute to the development of a masterplan for a walking trail from the Arno Bay

marina to Turnbull's Beach, as well as a day use area at Redbanks. (Image: Robert Lang

Photography)

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Find out more

- RDAWEP

- Eyre Peninsula

- Seafood

- EP Business Builder

Economic and Business Development

RDAWEP a finalist for tackling climate change! Climate leaders in South Australia were celebrated

at the 2018 SA Climate Leaders Award event host

by the Premier’s Climate Change Council on 31

October 2018. RDAWEP were recognised for

attracting and promoting investment that

demonstrates that zero carbon industries can make

money, not cost money. The SA Climate Leaders

Awards recognise the achievements of […]

Fresh Salty Eyre Chef Tour 2018 On Sunday the 28th of October some of the

country’s best chefs travelled to the Eyre Peninsula

to experience firsthand the produce we have to

offer. In collaboration with Olsson’s Salt we helped

ensure our guests had a well-rounded two day tour,

showcasing regional producers and their products.

The group started their trip in Whyalla […]

Eyre Peninsula power solution ElectraNet has released a final report on its

investigation of electricity supply options to ensure

Eyre Peninsula has a safe, reliable and secure

electricity supply into the future. The recommended

option involves the construction of a new double-

circuit 132 kV transmission line from Cultana to Port

Lincoln via Yadnarie by the end of 2021, with […]

Drought Support

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Dry Conditions Working Group

Representatives from State Government and the

State’s agribusiness sectors attended the Dry

Conditions Working Group on 8 October, 2018

Minister for Primary Industries and Regional

Development, the Hon. Tim Whetstone chaired the

meeting and opened the meeting by

formally acknowledging that the season had

continued to worsen and drought was now affecting several regions […]

Telstra Elliston Mobile Base Station The Telstra Elliston Mobile Base Station which will

bring reliable landline and 4G coverage to the town

was launched on 4 October. The upgrade to the

overloaded radio link between Elliston and

Warramboo is great news for Elliston residents who

can now receive high speed telecommunications

services. RDAWEP provided substantial assistance

to the District Council […]

Regional Growth Fund On 21 October 2018, the Deputy Prime Minister and

Minister for Infrastructure, Transport and Regional

Development, the Hon Michael McCormack MP,

announced that 16 projects will progress to Stage

Two of the Regional Growth Fund (RGF). The

Department received 337 Initial Applications for

RGF funding and after conducting a rigorous assessment process, the Government

recommended […]

Disability Workforce Hub

Ability Awareness Festival On Saturday October 27 RDAWEP hosted our

Ability Awareness Festival, a community event to

raise awareness of the Disability Workforce Hub and

the Disability Service providers across the region.

The event included fantastic live music

performances featuring both local artists from within

the region and interstate special musical guests, as

well as food and beverage […]

Tourism Development

2030 State Tourism Plan Workshops held across EP

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RDAWEP, in collaboration with the South Australian

Tourism Commission (SATC) held workshops in

Ceduna, Whyalla and Port Lincoln last week as part

of consultation for the South Australian 2030

Tourism Plan. The workshops were the beginning of

the consultation process, and gave councils and

local tourism operators the chance to provide input into the plan. […]

2018 SA Tourism Awards – Eyre Peninsula Finalists Congratulations to the fabulous Eyre Peninsula

businesses that are finalists in the South Australian

Tourism Awards! The South Australian Tourism

Awards are presented by the South Australian

Tourism Industry Council (SATIC) and proudly

supported by the South Australian Tourism

Commission. The Awards celebrate and

acknowledge tourism businesses that have

demonstrated outstanding achievements and

success throughout […]

Your Community

2019 Australia Day Citizen of the Year Awards Council’s are calling for nominations for the 2019

Australia Day Citizen of the Year Awards. The public

are encouraged to nominate individuals and

organisations that have made outstanding

contributions to their community over the past 12

months and/or given outstanding service over a

number of years to our community, over and above

normal employment duties. […]

EPCF seeking new Directors The Eyre Peninsula Community Foundation is

actively seeking new Directors to join their Board.

The EPCF encourages Eyre Peninsula residents to

consider joining their existing Directors in helping

the Foundation reach its full potential. Amongst

other criteria, the EPCF would particularly welcome

a wide geographic spread of Directors across Eyre

Peninsula to ensure that Board […]

Training Opportunities

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TAFE SA - Pt Lincoln and Whyalla: Health and Safety Rep; Intermediate Word; I

improve Reading; Microsoft Office-Create Electronic Presentations; Searching the Internet

and Intro to Email using Outlook.

Pt Lincoln: Contractor's Licensing Unit-Plan Small Business Finances; Cert II in

Hospitality; Cert II in Kitchen Operations.

Streaky Bay: Food Safety

Provide First Aid - multiple dates and locations

CEG - Whyalla: Confined Space, Forklift, White Card, Working at Heights, First Aid,

Dogging, Excavator, Advanced Gaming.

Port Lincoln: Forklift, White Card, Confined Space, Working at Heights.

Click Here for more information and training dates

Award Opportunities 2019 Telstra Business Women's Awards - For women who are undoing traditional

approaches to business by taking a unique approach to success. Read more.....

Seven News Young Achiever Awards - recognise, encourage and reward the positive

achievements and community contributions of young South Australians. Read more......

2018 Regional Showcase Winners! Each year across South Australia, individuals,

groups and organisations are striving for greatness

in regional communities. The Regional Showcase is

a chance for us to reflect on the significant

contributions made to regional areas, and to

recognise those who are doing amazing work. The

best stories, written and shared by a team of journalists were […]

Upcoming Regional Events

2018 SA Tourism Awards Gala Dinner Experience the ‘Outback under the Stars’ at the

2018 South Australian Tourism Awards Gala Dinner.

Celebrate the State’s finest tourism operators and

be a part of Tourism’s Night of Nights. Network with

friends and colleagues while overlooking Adelaide’s

stunning Riverbank Precinct. Then indulge in a

sumptuous main course and dessert with premium wines and beers, highlighting […]

SA Water Community Open Days

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SA Water are holding Community Open Days on the

proposed seawater desalination plant at Sleaford .

Join SA Water to discuss the plan to ensure a safe

and reliable drinking water supply for the Eyre

Peninsula into the future, plus share what’s

important to you as they investigate a seawater

desalination plant at Sleaford. SA […]

Navigating Aged Care and Disability Services: Coffin

Bay and Cummins THE NAC-Ds EXPO – in your community Thursday

15th November 2018 – Coffin Bay Hall 10 – 12 noon

Thursday 15th November 2018 – Cummins

Community Hall – 2 sessions: 3 – 5 pm repeated 6 –

8pm Presentations will be given during each

session, about what is happening in Aged Care &

Disability service provision ..… […]

VISIBLE Streaky Bay The ‘Primal’: Ephemeral Eco Art Residency, an

initiative of the VISIBLE team and Streaky Bay

Tourism will bring together artists, thinkers and

community stimulating dialogue around the

environmental issues of our time from 1-7 December

2018. The art and culture project hopes to boost

cultural tourism visitation and create economies by producing an Ephemeral Eco […]

Cleve Christmas Markets 2018 The Cleve Christmas Markets are on again! From 5-

8pm on Friday December 7 get into the Christmas

spirit by heading down to the Cleve District Hall for

stalls, live music and plenty of food and drinks.

There are still spots open for stall holders so if you’d

like to register phone 8628 2004 or email […]

For more upcoming regional events visit www.rdawep.org.au/events

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Funding Opportunities

Featured Grants

National Science Week 2019 - to support the delivery of science engagement activities

during National Science Week.

Women's Leadership Development Scholarship - providing development opportunities

for women within the farming and agricultural sector.

The Ian Potter Foundation - Health and Disability Funding - to help improve quality of

life for those living with disability or illness and, for preventative medicine.

Sport and Recreation Development and Inclusion Program - to assist with projects

which will: grow a sport or activity; improve services; address barriers to inclusion.

Top 5 Government Grants for start-ups - Entrepreneurs' Programme, CSIRO Kick-Start,

Biomedical Translation Fund, Export Market Development Grant, Research and

Development Tax Incentive.

Grants SA - Grants for community organisations

Community Grants Hub - offers a simplified grant experience by improving how grants are

administered across Government for the benefit of stakeholders and the community.

Grant Connect - provides centralised publication of forecast and current Australian

Government grant opportunities.

CLICK HERE for more Grant Funding opportunities

SA Tenders and Contracts - Provides easy-to-use access to all publicly available bidding

opportunities within the South Australian Government.

CLICK HERE to view PIRSA's Premium Food and Wine e-newsletter.

Farming together - has news of grants, funding scholarships, jobs and other

opportunities. CLICK HERE to view their latest newsletter including - R&D offer for

emerging ag sectors; funding for meat field trials; hort ideas sought; food/agribusiness

funding; funds for red meat projects; and lots more...

To stay up to date, find us on

Facebook!

Regional Development Australia - Whyalla & Eyre Peninsula Inc.

Handy Links

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Port Lincoln Office

89 Liverpool Street,

Port Lincoln SA 5606

T: (08) 8682 6588

F: (08) 8682 5081

E: [email protected]

Whyalla Office

127 Nicolson Avenue,

Whyalla Norrie SA 5608

T: (08) 8645 7811

F: (08) 8645 1278

E: [email protected]

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Office for the Ageing

Age Friendly SA Grants 2018-19

Photo: courtesy of Dr Linda Vining, Through the Lens Competition 2018

Guidelines and

Frequently Asked Questions Apply online at www.sahealth.sa.gov.au/communitygrants

286

http://www.sahealth.sa.gov.au/communitygrants

Age Friendly SA Grants - Guidelines and Frequently Asked Questions 2

Contents

What are Age Friendly SA Grants? ......................................................................................................... 3

Age Friendly SA 2018-19 Grant Round Important Dates ...................................................................... 3

How to apply ........................................................................................................................................... 3

Age Friendly SA 2018-19 Grant Round priorities.................................................................................... 4

What project items can be funded? ........................................................................................................ 4

What will not be funded? ......................................................................................................................... 4

Who can submit an application? ............................................................................................................. 4

When can projects commence? .............................................................................................................. 5

Completing the project budget ................................................................................................................ 5

Selection Criteria ..................................................................................................................................... 5

Assessment of applications..................................................................................................................... 6

Accountability and reporting .................................................................................................................... 6

Publicity and information sharing ............................................................................................................ 6

Unsuccessful Applications ...................................................................................................................... 6

Declaration .............................................................................................................................................. 7

Submission process ................................................................................................................................ 7

Frequently Asked Questions ................................................................................................................... 8

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What are Age Friendly SA Grants?

Age Friendly SA Grants aim to realise the South Australian Government’s vision of creating all-ages-friendly communities that support older South Australians to be involved and active in their communities and contribute to an age friendly South Australia. Age Friendly SA Grants enable local governments across the state to apply for funding for projects that support older South Australians, including those from diverse communities and backgrounds, to age well, and be recognised for their valued contributions across their lifetime. The Age Friendly SA 2018-19 Grant Round will provide grants of up to $25,000, and $45,000 for regional partnerships of three or more local governments, for projects aligned to one or more of the following Age Friendly SA Strategy themes: Home, Community & Environment

Making a Contribution

Making it Easier to Get Around

Intergenerational Connectedness

Age Friendly Services.

Age Friendly SA Grant Round 2018-19 important dates

Grant Round opens: 12 November 2018

Applications close: 18 February 2019

Applicants notified: March 2019

Grant agreements finalised: April 2019

How to apply

To apply for an Age Friendly SA Grant, you need to complete and submit an online application form.

Further information, including the application form, is available from:

www.sahealth.sa.gov.au/communitygrants

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Age Friendly SA 2018-19 Grant Round priorities

Age Friendly SA Grants aim to provide grant funding to local governments for projects that encourage innovation and kick start sustainable, longer term initiatives that contribute to an age friendly South Australia.

Age Friendly SA grant applications should focus on important priorities for older South Australians and be inclusive of people from CALD, ATSI and LGBTI communities.

Age Friendly SA Grants will fund projects aligned to one or more of the key priorities set out in the Age Friendly SA Strategy:

Home, Community & Environment

Making a Contribution

Making it Easier to Get Around

Intergenerational Connectedness

Age Friendly Services.

What project items can be funded?

one-off salaries for project staff and labour

instructor fees, venue hire, rent

transport and travel

project administration costs, for example: phone, postage, stationery, photocopying, rental or leasing of office equipment or computers.

What will not be funded? capital works: construction costs, building repairs or alterations e.g. installation of physical

resources such as air conditioning systems, fences, toilets

motor vehicles

equipment-only projects - funding for equipment will be considered only as part of a project

grants that duplicate existing services or programs already available to the community

goods or beverages (unless required for the program/project e.g. ingredients for cooking classes is eligible)

grants established for financial gain by members

grants for which there are more appropriate funding sources eg Office for the Ageing Grants for Seniors or Positive Ageing Fellowship Grants, or from Grants SA through the Department for Human Services.

Who can submit an application?

Age Friendly SA Grant applications are only accepted from local governments. Local governments are encouraged to collaborate with non-government, non-profit community organisations, or other relevant partners to deliver projects that support age friendly innovation, partnerships and collaborations at the local level.

Applications are also encouraged from regional partnerships of three or more local governments.

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When can projects commence?

Successful and unsuccessful grant applicants will be notified by end of March 2019. Grant agreements are to be finalised in April and local governments then able to commence projects.

Estimated target dates and milestones submitted as part of grant applications may be adjusted through negotiation with the Office for the Ageing.

Completing the project budget

A complete budget outlining the expected grant expenditure must be included in the application. Local

governments will need to clearly indicate the amount of grant funding sought; all income from other

sources; and in-kind support.

Selection Criteria

Applications will be assessed on the following criteria:

alignment of project outcomes with the Age Friendly SA Strategy key priorities

anticipated benefits to enable older people and diverse communities to age well, and contribute to building an age friendly South Australia

approximate number of older South Australians to benefit from the project

capacity to deliver the project within a 12-month period from the grant agreement date that demonstrates a self-sustainable project model beyond the grant funding period

anticipated outcomes inclusive of diverse older South Australians and communities including:

Aboriginal and Torres Strait Islander(ATSI)

culturally and linguistically diverse (CALD)

lesbian, gay, bisexual, transgender, intersex (LGBTI)

regional, rural or remote

socially or economically or disadvantaged

carers

veterans

volunteers

people with disabilities.

Funds are limited, therefore projects that use existing infrastructure and demonstrate collaboration with other local governments or community organisations are encouraged.

Grants used for kick-start initiatives or establishment projects should be clearly short-term (maximum of 12 months duration) or demonstrate a self-sustainable project model beyond the grant-funded period. There should be no assumption of ongoing funding from the Office for the Ageing.

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Assessment of applications

Applications are assessed by a panel whose members may be drawn from within or outside of government and who have a broad spectrum of experience and knowledge relating to ageing policy and programs. Eligibility and selection criteria which grants will be assessed against are outlined on pages 4 and 5.

The Age Friendly SA Grant Round is highly competitive and only a small number of applications receive funding in any given year.

Accountability and reporting

Local government approved for funding are required to enter into a Grant Agreement with the Minister for Health and Wellbeing that outlines the agreed outputs and outcomes for the Grant Term.

Successful Grant Recipients are required to submit a project plan detailing key activities and outcomes within a month of the Grant Term commencing, and provide evidence in support of the progress of the purpose, application and expenditure of the Grant, to enable the Minister to be satisfied that the Grant is being used effectively and efficiently.

Grant Recipients are required to provide a final report, including a financial expenditure statement of grant funds expended, an evaluation of project outcomes, and opportunities for continued development associated with the delivery of the project.

Successful local governments are required to acknowledge the Office for the Ageing, SA Health as a funding body, and to notify it in advance of promotion, media, communication, marketing, or dissemination of project resources or publications arising from the project, to the media or the public. Office for the Ageing will provide public acknowledgement information and branding guidelines to Grant Recipients.

Amounts remitted may be reported to the ATO in a tax payments annual report on behalf of the Department for Health and Wellbeing. For further information, refer to the ATO’s website: www.ato.gov.au/Business/Third-party-reporting

Publicity and information sharing

It is a condition of funding that the Minister for Health and Wellbeing may promote or publically refer to any Age Friendly SA Grant project. This may be done directly or through the communication mechanisms of the Office for the Ageing, SA Health and the South Australian Government. Funded organisations are required if requested, to provide project-related information for the purpose of promotion by the Minister for Health and Wellbeing.

Grant Recipients are required to contribute at least one article for publication in Weekend Plus, Office for the Ageing’s digital magazine, an opportunity to promote the project or raise community awareness of opportunities for older people to participate in or benefit from project activities.

Unsuccessful Applications Unsuccessful applicants will be notified in writing and have the opportunity to seek feedback.

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Declaration

The on-line application form must be submitted by an authorised officer of the local government.

The Office for the Ageing must be notified immediately if funding for the same project has been approved by another funding body.

Submission process

Applications for the Age Friendly SA 2018-19 Grant Round are to be submitted online no later than 5.00pm on Monday, 18 February 2019.

For further information and support regarding applications or submissions please contact:

Office for the Ageing, SA Health

PO Box 196 Rundle Mall Adelaide SA 5000


Phone: (08) 8204 2420

Website: www.sahealth.sa.gov.au/communitygrants

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Frequently Asked Questions Below are answers to a number of frequently asked questions relating to the Age Friendly SA Grant Round application process.

Q: When does the Age Friendly SA 2018-19 Grant Round open? A: Monday, 12 November 2018.

Q: When does the Age Friendly SA Grant Round close? A: Monday, 18 February 2019.

Q: Can I have an extension to submit an application? A: No. Applications submitted after 5pm (ACDT) on the Grant Round closure date will not be accepted.

Q: Where do I find the Age Friendly SA Grant Round application form? A: At www.sahealth.sa.gov.au/communitygrants

Q: Are Grants available for community or non-government organisations? A: Age Friendly SA Grant applications are only accepted from local governments. Office for the Ageing has a number of community ageing grants that support the State Government’s vision to bring communities together to create an all-ages-friendly state.

Community groups and non-government organisations can apply for Office for the Ageing Grants for Seniors and Positive Ageing Fellowship Grants to fund projects that support activities for older South Australians to be active and involved. Further information about the Office for the Ageing Community Grants is available at: www.sahealth.sa.gov.au/communitygrants

Q: Can I apply for an Age Friendly SA Grant through a paper-based application? A: No. Applications for Age Friendly SA Grants can only be submitted online at:


Q: How are grant payments made? A: To receive grant payments, local governments are required to provide a tax invoice for the funding amount when requested by the Office for the Ageing. Grant Recipients are paid through electronic funds transfer (EFT) into their nominated financial institution account for the total amount funded and GST where a grant is deemed eligible.

Q: Who receives the grant payment? A: Grant funding is provided directly to successful local government applicants to be used to deliver agreed project and grant priorities, at the discretion of the local government recipient. More suitable grant opportunities may be available for other organisations through:

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http://www.grantassist.sa.gov.au/

Q: Who is the first point of contact? A: The local government representative lodging the application is the first point of contact during the application and grant approval process.

Q: Who should be the authorised person on your application? A: The authorised person is a nominated local government representative authorised to receive grant correspondence or to act on behalf of the grant recipient. They will be informed of the outcome of the grant application, and for successful applications, will receive subsequent correspondence e.g. the grant contract. The contact person and the authorised person can be the same.

Q: Can project dates be changed? A: The standard length of the Grant Term is up to 12 months. Estimated target dates and milestones submitted at the time of grant applications may be adjusted when Grant Agreements are finalised, in negotiation with the Office for the Ageing.

Q When will I be notified of the outcome of my application? A: Successful local governments will be notified by late March 2019. Projects are anticipated to commence in April 2019, subject to negotiation with the Office for the Ageing.

Q: What information is required for the organisation’s overview? A: Briefly describe the general business and activities or services provided by your organisation such as its purpose and long-range goals and how your existing programs meet the needs of your target group. It is important that you convey your organisation’s capacity to deliver the project.

Q: If there are changes to my project, can I still use the funds? A: Grant funding must be used in line with the project outlined in your application and the Grant Agreement. In some circumstances, changes to your project may still meet the criteria and you may be able to negotiate a variation to your agreement. You should contact the OFTA Policy Officer assigned to your project by phoning 8204 2420 or emailing [email protected] to discuss any changes to your project, as early as possible.

Q: What information is required for the ‘Project Description’? A: Describe your project and its purpose, including key project milestones and activities.

Q: What information is required for the ‘Project Outcomes’? A: Describe how your project will address key priorities for an Age Friendly SA, and deliver outcomes which assist older people living in the community and ongoing benefits if the project is funded.

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Q: Can a project address several target groups? A: Yes. Grant applications may address one or more target groups of older people who may benefit from the project.

Q: What if my project does not target one of the listed target groups? A: Your project is eligible even if it does not target a listed target group. However applications are particularly encouraged for projects which target at least one of the listed groups.

Q: What is in-kind support? A: In-kind support refers to support external to your organisation that is not financial. For example, a community organisation or association, or private business may be able to contribute expertise, advice or allow access to office facilities, volunteers or transport.

Q: How much detail should be included in my project budget? A: All applications require a budget that outlines the full cost of your project, and expenditure for project categories, for example: staffing costs, materials, promotion. Ensure correct source and balance of funds are provided; that is the difference between the total amount and the amount you are seeking a grant to cover.

Q: Is the requested amount of money GST exclusive or inclusive? A: All successful grants are individually assessed by Department for Health and Wellbeing Taxation Services for GST status. Frequently, Age Friendly SA Grants are assessed as not eligible for GST, and it is recommended that GST be included as a separate budget line to the grant funding amount requested. Grant Recipients for projects which are deemed eligible for GST will be notified by the Office for the Ageing at the time the tax invoice is requested.

Q. Should I round up the amount requested? A. Yes, round up to the nearest $100 amount.

Q: What is the process once the grant agreement is signed? A: Once your organisation has signed the grant agreement, an OFTA Policy Officer will make contact with you. The Policy Officer will be your OFTA contact and will support you throughout the grant period.

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For more information

Office for the Ageing SA Health Citi Centre 11 Hindmarsh Square Telephone: 8204 2420 Email: [email protected] Web: www.sahealth.sa.gov.au/communitygrants Public-I1-A1

© Department for Health and Wellbeing, Government of South Australia. All rights reserved

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Nil.

9 Late Items


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Date : Time : Committee/Group : Location : Councillor/staff :

November 2018

28th 9.30am Elected Members Induction Workshop Kimba Councillors, D Larwood,

L Keane, M Inglis

28th 2.00pm Ordinary Meeting of Council Kimba Councillors, D Larwood,

L Keane, M Inglis

28th 10.30am Regional Development Australia

Whyalla and Eyre Peninsula EPLGA Workshop

Wudinna Cr Lienert, D Larwood.

28th 3.00pm EPLGA CEO’s Meeting Wudinna D Larwood

29th 9.30am EPLGA Tourism Advisory Committee Meeting

Wudinna D Larwood

30th 6.00pm Council Christmas Show Kimba Councillors, staff

December 2018

TBC TBC Ordinary Meeting of Council Kimba Councillors, D Larwood,

L Keane, M Inglis

4th 4.30pm Australia Day/Other State Awards

Selection Committee Meeting Kimba

Council Representatives, D Larwood, L Keane

6th 1.00pm EPLGA Executive RDAWEP Workshop Wudinna Cr Johnson

6th 6.00pm Presentation on Water Demand and

Supply Statement Wudinna Mayor, L Keane

7th 10.00am EPLGA Board Meeting Wudinna Mayor, L Keane

17th 10.00am Audit Committee Meeting Kimba Council Representatives,

D Larwood, L Keane

19th 12noon GAROC/SAROC Workshop Adelaide Cr Johnson

January 2019

TBC Unknown Ordinary Meeting of Council Kimba Councillors, D Larwood,

L Keane, M Inglis

10. Upcoming M eetings/Conferences

Council Agenda October 2018

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To be confirmed at this meeting.

11. Next Meeting


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12. Closure


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