quarterly report...2020/11/25 · cash and cash equivalents 11,291 14,607 3,316 trade and other...

Quarterly Report – October to December 2018

Quarterly Report1 July to 30 September 2020

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CC.2 ATTACHMENT

Quarterly Report – July to September 2020

The Quarterly Report is presented for Council’s consideration and information. The Quarterly Report presents summary financial statements and a series of other progress reports on matters that will inform both Council and the Community on the organisational and governance performance of Council in the preceding three months.

The Quarterly Report comprises the following sections.

SECTION 1 Financial Statements Page 3

SECTION 2 Capital Works Progress Report Page 10

SECTION 3 Council Plan Actions - Progress Report Page 14

SECTION 4 People Culture & Performance Report Page 33

SECTION 5 Risk Management Report Page 45

SECTION 6 Implementation of Council Resolutions Page 47

SECTION 7 Governance Schedule Page 55

SECTION 8 Councillor Expenditure Page 60

SECTION 9 Councillor Activities in the Community Page 62

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SECTION 1

Financial Statements

Included in this section are the following financial statements:

Summary of Financial Results

Income Statement

Balance Sheet

Capital Works Statement

Financial Reserves

Investments

Commentary on budget variances for operational revenue and expenditure and capital revenue and expenditure

Summary of year to date financial performance against budget

Balance of assets, liabilities and equity as at the reporting date

Summary of year to date capital expenditure by asset type

Summary of balances and movement in Council reserves

Summary of investments by institution with rate and maturity date

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Section 1 - Financial Statements

Summary of Financial Results3 months ended 30 September 2020

Key budget variances:


Infrastructure: Capital expenditure of $1.8m is below budget of $2.4m at this stage of the year due to timing of expenditure.

Plant and equipment: Plant purchases of $0.3m lower than budget of $0.6m due to timing of delivery.

Property: expenditure of $1.2m is under budget of $2m due to timing of project expenditure.

The Income Statement shows that an adjusted operating surplus of $40.4m, as budgeted, was recorded for financial year to 30 September. In accordance with accounting standards, all rate income is recognised at the start of the financial year when the rates are struck. This results in Council having a large surplus at the start of the year which reduces as the year progresses, as expenditure is incurred more evenly throughout the year. Overall the operating surplus for the quarter is $0.4m favourable to budget - operating income is $1.18m lower than budget and operating expenses are $1.55m below budget. Capital expenditure totalled $3.3m for the first quarter of the year which was $1.6m under budget.

The Council remains in a strong financial position for the financial year to 30 September. Impacts on Council's financial position due to COVID-19 pandemic are being recorded as they become known. To date the 2020/21 budget revenue impact is $1.3m unfavourable and the expenditure impact is $0.16m favourable.

Below is a summary of the income and capital works statements compared to budget. Please see the financial statements on the following pages for further information on Council's financial performance.

Rates: actual income of $52.4m is in line with budget for the year to date.

Grants & Contributions: overall this income is $0.1m higher than budget. This is predominantly the result of several grants having been received earlier in the year than anticipated.

Other: the unfavourable variance to budget is mainly due to the closure of the Kyneton Town Hall and the Aquatics and Leisure facilities of $1.3m.


Employee costs: expenditure of $9.4m is in line with budget for the year to date comparison.

Materials and supplies: total expenditure of $6.2m is tracking under budget at this stage of the year due to the closure of the Kyneton Town Hall and the Aquatics and Leisure facilities ($0.16m) and the timing of operational project spend ($0.57k).

Depreciation: total depreciation of $4.1m tracking higher than budget due to higher revaluations in 2019/20 than anticipated. Impact on annual depreciation will be $1.5m.

Other: tracking lower than budget by $1.2m due to the MoveIt project timing of expenditure.

52.5

6.13.4

52.4

6.2

2.2

-

10.0

20.0

30.0

40.0

50.0

60.0

Rates Grants & contributions Other

Mill

ions

Operational Revenue

Budget YTD Actual YTD

9.4

7.1

3.6

1.8

9.4

6.2

4.1

0.6

-

1.0

2.0

3.0

4.0

5.0

6.0

7.0

8.0

9.0

10.0

Employee Costs Materials and services Depreciation Other

Mill

ions

Operational Expenditure


2.0

0.6

2.4

1.2

0.3

1.8

-

0.5

1.0

1.5

2.0

2.5

Property Plant & equipment Infrastructure

Mill

ions

Capital expenditure


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INCOME STATEMENT3 months ended 30 September 2020

2020/21 2020/21 2020/21September YTD September YTD September YTD

Adjusted Budget* Actuals Variance$'000 $'000 $'000

Income

Rates and charges 52,497 52,398 (99)Statutory fees and fines 855 1,058 203 User fees 2,017 629 (1,388)Grants - operating 3,926 3,848 (78)Grants - capital 2,128 2,165 37 Contributions - monetary 41 195 154 Other income 512 501 (11)

-

Total income 61,976 60,794 (1,182)

Expenses

Employee costs 9,415 9,435 (20)Materials and services 7,070 6,203 867 Depreciation and amortisation 3,633 4,106 (473)Borrowing costs 21 22 (1)Other expenses 1,738 561 1,177

Total expenses 21,877 20,327 1,550

Surplus/(deficit) Ex other adjustments 40,099 40,467 368

Other adjustments

Contributions - non monetary - - - Fair value adjustments for investment property - - - Share of net profits/(losses) of Regional Library - - - Net gain/(loss) on disposal of property, infrastructure, plant and equipment

(100) (63) 37

(Increase)/decrease in provision for landfill liability - - -

Total surplus/(deficit) 39,999 40,404 405

The Income Statement includes all sources of Council revenue and expenditure incurred in its day-to-day operations. It should be noted that expenditure listed in the Income Statement does not include the cost of asset purchases or sales, loan repayments, capital works expenditure or reserve funds. It does however, include depreciation as an expense.

Overall the operating surplus of $40.4m is only 1% different to budget. There are a number of variances which make up this total. The financial summary provides an explanation of key variances to budget. * This column represents the adjusted budget which is the adopted budget plus Council approved budget carry forwards from 2019/20.

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BALANCE SHEETAs at 30 September 2020

2020/21 2020/21 2020/21September September September


Current assetsCash and cash equivalents 11,291 14,607 3,316 Trade and other receivables 50,035 50,621 586 Other financial assets 24,011 17,704 (6,307)Non-current assets classified as held for sale - - - Right of use assets 1,296 1,296 - Other assets 12 528 516 Total current assets 86,645 84,756 (1,889)

Non-current assetsOther financial assets 21 21 - Investment in Regional Library 1,223 1,280 57 Property, infrastructure, plant and equipment 1,097,104 1,130,255 33,151 Investment property 2,856 2,584 (272)Intangible assets 354 576 222

Total non-current assets 1,101,558 1,134,716 33,158

Total assets 1,188,203 1,219,472 31,269

Current liabilitiesTrade and other payables 4,700 4,087 613 Trust funds and deposits 8,057 7,878 179 Provisions 6,223 7,498 (1,275)Interest-bearing loans and borrowings 485 485 - Total current liabilities 19,465 19,948 (483)

Non-current liabilitiesProvisions 5,012 5,848 (836)Interest-bearing loans and borrowings 5,094 3,904 1,190 Total non-current liabilities 10,106 9,752 354

Total liabilities 29,571 29,700 (129)

Net assets 1,158,632 1,189,772 31,140

EquityAccumulated surplus 677,260 692,781 (15,521)Reserves 481,372 496,991 (15,619)

Total Equity 1,158,632 1,189,772 (31,140)

The Balance Sheet is a snapshot of the financial situation of the organisation. It shows what Council owns and controls as assets and what it owes as liabilities.

The total equity at 30 September 2020 is $1,190m which is $31.1m higher than budget. This favourable variance is predominantly due revaluation of Buildings, Footpaths and Drainage assets in 2019/20 completed after the budget was prepared.

* This column represents the adjusted budget which is the adopted budget plus Council approved budget carryforwards from 2019/20. Also opening balances have been adjusted for the actual 30 June 2020 closing net assetposition.

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CAPITAL WORKS STATEMENT3 months ended 30 September 2020

2020/21 2020/21 2020/21September 2020 September 2020 September 2020


PropertyLand and land improvements 0 0 0Buildings and building improvements 2,023 1,238 785Total property 2,023 1,238 785

Plant and equipmentPlant, machinery and equipment 400 142 258Fixtures, fittings and furniture 0 0 0Computers and telecommunications 167 172 (5)Total plant and equipment 567 314 253

InfrastructureRoads 1,156 976 180Bridges 40 41 (1)Footpaths and Cycleways 232 112 120Drainage 0 32 (32)Recreational, leisure and community facilities 476 382 94Parks, open space and streetscapes 290 172 118Other infrastructure 161 42 119Total infrastructure 2,355 1,757 598

Total capital works expenditure 4,945 3,309 1,636

* This column represents the adjusted budget which is the adopted budget plus Council approved budget carry forwards from 2019/20.

Capital works expenditure is under budget by $1.6m at the end of September 2020. Please refer to section 2 (page 10) for more detail on individual projects.

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FINANCIAL RESERVESAs at 30 September 2020

Balance 01/07/2020

Transfers to Reserve

Transfer from Reserve

Balance 30/09/2020

Discretionary ReservesPlant Replacement 257,207 279,528 59,326 477,409 Asset Conversion 864,372 864,372 Commercial Development 3,599,239 3,599,239 Gravel Pit Operations 545,422 545,422 Hanging Rock 612,250 612,250 Maintenance Senior Citizens Accommodation 252,999 252,999 Debt Repayment 91,470 400,000 491,470 Total Discretionary Reserves 6,222,960 679,528 59,326 6,843,162

Statutory ReservesPublic Open Space - South 1,350,212 160,000 1,510,212 Public Open Space - East 1,120,585 44,000 1,164,585 Public Open Space - Central 1,040,082 115,700 1,155,782 Public Open Space - West 184,843 184,843 Public Open Space 3,695,721 319,700 - 4,015,421

Community Facilities - South - - Community Facilities - East 222,041 222,041 Community Facilities - Central 17,697 17,697 Community Facilities - West 178,306 178,306 Community Facilities 418,044 - - 418,044 Car Parking 135,600 135,600 Planning Roadworks 426,580 426,580 Drainage 445,883 22,374 468,257 Gisborne Development Contributions Plan 758,709 16,300 775,009 Romsey Development Contributions Plan 112,734 1,120 113,854 Planning Footpath Works 128,257 8,058 136,315 Total Statutory Reserves 6,121,528 367,552 - 6,489,081

GRAND TOTAL 12,344,488 1,047,080 59,326 13,332,242

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INVESTMENTS HELDAs at 30 September 2020

InstitutionNon

Fossil fuel *

Percentage of Total

investmentsInvestment

Type Investment

Amount Interest

RateCommencement

DateMaturity

Date

Short Term InvestmentsAMP BANK LTD No 11.30% Term Deposit 2,000,000$ 0.80% 29/07/2020 25/01/2021ANZ BANK LTD No 33.96% Term Deposit 6,011,836$ 0.55% 20/08/2020 25/11/2020ANZ BANK LTD No 11.30% Term Deposit 2,000,000$ 0.75% 5/06/2020 3/10/2020MEMBERS EQUITY BANK Yes 11.30% Term Deposit 2,000,000$ 0.60% 29/07/2020 25/01/2021MEMBERS EQUITY BANK Yes 5.65% Term Deposit 1,000,000$ 1.55% 26/02/2020 6/10/2020NATIONAL AUSTRALIA BANK LTD No 15.21% At Call Account 2,692,035$ 0.12%NATIONAL AUSTRALIA BANK LTD No 11.30% Term Deposit 2,000,000$ 0.86% 5/06/2020 2/10/2020

Total Investments 17,703,871$

Total % of Non Fossil Fuel Lending Institutions 17%

* The Council's Investment Policy requires that preference will be given to investing its funds in banks and financial institutions that do not invest in or finance the fossil fuel industry, providing that they meet the other policy criteria of safeguarding council’s investments and maximising investment returns.

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SECTION 2

Capital Works Progress Report

Capital works are the financial investments that Council makes in the assets and infrastructure that it controls and provides for use by

the community. Capital works primarily include public buildings, transport infrastructure, public space, recreational facilities and

environmental infrastructure.

Annually in conjunction with the adoption of the budget, Council adopts its Capital Works Program that sets out the projects that will

be delivered in the next year.

This section provides an update on our progress towards achieving each project.

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Section 2 1

Capital Works Progress Report September 2020

Project Name Full Year Budget* YTD Budget YTD Actual Variance Comments

PROPERTY - LandGisborne Open Space purchase 250,000 - - - Purchase of new open space land in Gisborne.TOTAL PROPERTY - Land 250,000 - - -

PROPERTY - Buildings

Council building demolition 146,000 - 800 (800)This is the parent program consisting of eight building demolition projects.

Council building renewal program 3,196,959 400,000 258,509 141,491 This is the parent project for 28 building renewal projects. Projects are in various stages of scoping, project briefs, tender process and construction.

Dixon Field pavilion no2 292,577 - 2,809 (2,809)

Building works underway. Demolition, concreting and cladding works completed. Plumbing and electrical works have been prepared. Project remains on track for completion early November 2020 as planned.

Gardiner Reserve female changerooms 35,537 35,537 24,746 10,791 Contracted design and construct building works completed. Minor builders defects identified and being attended to.

Gardiner Reserve football changerooms 979,265 979,265 436,471 542,794

Contracted design and construct works progress. Off site modular pavilions reaching completion ready for delivery. Onsite works progress with recent delays associated with existing inground services.

Kyneton Museum renewal 309,886 - 5,864 (5,864)Works to timber shed complete. Awaiting announcement of Living Heritage Grant before commencing Main Bluestone Building Roof works.

47 Victoria Street Macedon renewal 324,630 - - -

Local Road and Community Infrastructure grant successful. Additional funding means that the contract can be awarded in full (including Tender Option 1). Contract documents being prepared.

Macedon netball & umpires changerooms 125,000 - - -

This project did not receive funding through Sport and Recreation Victoria. As a result officers are reviewing the project scope to determine potential improvements based on the budget provided.

Seniors units renewal 80,000 20,000 4,836 15,164 Renewal works on units undertaken as required.Woodend kindergarten renewal 6,703 6,703 10,260 (3,557) Works from 2019/20 now complete.

Kyneton early learning centre 1,800,000 - - -

Discussions have occurred with Department of Education and Training and the Victorian School Building Authority. The first Design Reference Group has been held, with further meetings scheduled to progress project.

Swinburne Kindergarten Extension 581,412 581,412 494,031 87,381 Project completed - under defects warranty. Some invoices still to be received.

Woodend Buffalo Reserve Toilet Block 150,000 - - - Scoping works.Kyneton Town Hall renewal 892,712 - - - In the detailed design phase.TOTAL PROPERTY - Buildings 8,920,681 2,022,917 1,238,328 784,589

TOTAL LAND AND BUILDINGS 9,170,681 2,022,917 1,238,328 784,589

INFRASTRUCTURE - Roads

Bitumen resurfacing program 1,757,500 - 10,406 (10,406)Program commenced and currently undertaking spray seal inspections.

Black Spot road funding 1,088,096 300,000 291,123 8,877 Detailed design complete, waiting on permit from Department of Environment, Land, Water and Planning (DELWP) for tree removal. Contract has been awarded.

Disabled parking renewal - - 809 (809) Additional expenditure from prior year.

Gisborne Business Park roads upgrade 762,761 10,000 1,800 8,200 Detailed design completed, waiting on Planning permit for tree removal. Works to be done internally.

Gravel road renewal program 862,000 215,500 214,970 530 Program in progress.

Guardrail program 99,711 35,136 16,116 19,020 Guardrail condition inspections for the entire Municipality have been completed. Scope of works will now be determined.

Intersection upgrade and renewal program 123,900 - 6,160 (6,160) Program commenced.Kerb and channel program 169,400 42,350 561 41,789 Program commenced.

Kyneton bluestone heritage kerb renewal program 101,616 - - - Tenders have come in over budget. Scope of works currently being reviewed.

Minor road stabilisation program 257,250 64,313 11,292 53,020 Inspections required to scope works for tender.Minor roadworks program 69,000 17,250 4,037 13,213 Works currently being scoped.Minor traffic management works 47,380 11,845 15,739 (3,894) Inspections carried out and signs ordered.

Road construction program 4,236,575 250,000 225,831 24,169 This is the parent project for eight road construction projects which are in various stages of construction, procurement or design.

Victoria Street Kyneton pedestrian crossing 96,391 96,391 119,972 (23,581) Works Complete.

Woodend pedestrian crossing 113,892 113,892 44,972 68,920 Works have been completed, however there are several defects which the contractor is required to fix.

Road Design Program - - 10,610 (10,610) Costs for the design of future road projects.TOTAL INFRASTRUCTURE - Roads 9,785,472 1,156,676 974,399 182,278

INFRASTRUCTURE - FootpathsCampaspe River Trail - - 1,851 (1,851) Additional expenditure from prior year.

Footpath construction program 1,435,301 50,000 26,612 23,388 This is the parent program for 19 footpath construction projects. Most projects are currently in the procurement or design phase.

Footpath renewal program 326,500 81,625 22,471 59,154 Some projects have been tendered with others currently being scoped.

Woodend to Hepburn rail trail - Stage 1 500,000 - - - Feasibility study adopted by Council. Advocacy materials to be developed to use in representations to government.

Black Hill Reserve 122,393 - - - Contract about to be awarded.

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Section 2 2



Macedon Ranges Shared Trail 4,926,991 100,000 60,790 39,210

Project planning has been completed and project management team has been established. Funding agreement has been executed. Early project delivery activities are underway, including assessment of environmental, cultural heritage and planning constraints. The preferred trail alignment is under investigation. Engagement has commenced with land owners. Stage 1 construction works to the northern part of the trail are scheduled to commence November 2020. Stage 2 design and construction award is targeted by end February.

TOTAL INFRASTRUCTURE - Footpaths 7,311,185 231,625 111,724 119,901

INFRASTRUCTURE - Bridges

Bridge Renewal Program 674,925 10,000 14,377 (4,377)This is the parent project for four Bridge projects which are currently in the planning stage.

Gisborne to Bullengarook footbridge 182,364 30,000 27,083 2,917 Bridge and footpath works to commence end of November 2020.

TOTOAL INFRASTRUCTURE - Bridges 857,289 40,000 41,459 (1,459)

INFRASTRUCTURE - DrainageMinor drainage works 753,287 - 32,362 (32,362)Fersfield Road drainage contribution 103,984 - - - TOTAL INFRASTRUCTURE - Drainage 857,271 - 32,362 (32,362)

INFRASTRUCTURE - Recreational, Leisure and Community Facilities

Gardiner Reserve lighting 139,447 139,447 98,000 41,447

Project is pending completion. Once Melbourne Metro COVID-19 restrictions are eased to allow travel to Regional Victoria, lighting engineer will be booking a time to complete LUX level testing.

Gardiner Reserve netball court 17,500 17,500 800 16,700 Works have been completed. Awaiting documentation and certification before final completion.

Gisborne Tennis Club lighting and court redevelopment 1,060 1,060 - 1,060 Project completed including reconstruction of two courts, new synthetic surface on two courts and new lighting on two courts.

Minor capital works program at recreational facilities 47,381 - - -

Replacement of cricket pitches at Tony Clarke Reserve and JD Clifford Reserve currently being quoted, which will require 75% of funds. Remaining 25% of funds require scoping of works.

Playground renewal 45,000 - - - Works currently in planning stage and priorities being identified. Works to commence February 2021.

Sports ground drainage adjacent to ground 40,000 - - - Works currently being scoped.

Howey Reserve Gisborne irrigation 94,409 - - - Irrigation design completed and approval granted by Western Water to commence. Project out to tender, works to commence in 2021.

Woodend and Macedon cricket nets 317,665 317,665 282,214 35,451 Works completed. Victorian Government funding acquittal underway.

Riddells Creek Football/Cricket Change Room Showers 350,000 - 700 (700)

Architect has been appointed and plans are expected by mid October 2020. Works are anticipated to be tendered in November enabling works to be undertaken between January and March 2021.

Aquatic and Leisure equipment renewal 40,000 - - - First renewal, the replacement of vinyl flooring at the KSAC has been completed, invoice to come.

Kyneton Barkly Square Field 750,000 - - -

State Government funding application was not successful therefore project will not be proceeding. Officers will be seeking approval to resubmit funding application for the 2021/22 financial year.

Lancefield Park Lighting 342,000 - - -

State Government funding application was not successful therefore project will not be proceeding. Officers will be seeking approval to resubmit funding application for the 2021/22 financial year.

Gilbert Gordon Netball Court Woodend 420,000 - - - State Government funding application was not successful therefore project will not be proceeding.

Macedon Ranges Regional Sports Precinct 3,066,941 - - -

Concept design has been completed. Concept phase communication consultation has been completed and the feedback is being considered in the preparation of schematic design. Schematic design is underway and scheduled to be completed in December 2020. Schematic communication consultation is scheduled for November. A value management and staging review is underway. The reduced scope for stage 1 construction and staging strategy is targeted for presentation to Councillors at the February 2021 Ordinary Council Meeting. Construction documentation, for the stage 1 scope, is targeted for completion at end June 2021.

TOTAL INFRASTRUCTURE - Recreational, Leisure and Community Facilities 5,671,403 475,672 381,714 93,958

INFRASTRUCTURE - Parks, Open Space and Streetscapes

Ash Wednesday park landscaping 50,000 - - - Landscape plan adopted by Council in May 2020. Delivery of first stage being planned for first half of 2021.

Botanical Gardens improvements 23,500 - - -

Funds have been allocated towards The Growing Victoria’s Botanic Gardens grants program for the Installation of automatic irrigation systems for Malmsbury and Gisborne Botanic Gardens. Awaiting results of the grant application.

Fitness Equipment - regional 125,438 125,438 101,706 23,732 Works completed. State Government funding acquittal underway.

Gisborne Fields open space development 263,750 - - - Works currently being planned.Hanging Rock DELWP funding 107,248 - 23,713 (23,713) Works currently underway.Hanging Rock projects 78,834 - - - Works being scoped.

Healthy heart of Victoria 496,293 50,000 24,234 25,766

Site audits and plans for upgrades to all outdoor exercise sites complete, project manager assigned and works underway. With the exception of signage at Romsey Five Mile Creek site, all other works are on track for delivery by December 2020.

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Section 2 3



Parks infrastructure renewal 80,000 - - - Works have commence upgrading bollards around the shire. Works will be ongoing through out the year.

Romsey CBD improvements 10,557 10,557 - 10,557

Streetscape works completed including installation of heritage lamp posts and garden beds along Main Road, Romsey.

Tourist Information Bay signage currently being manufactured and scheduled to be installed November 2020.

Wyralla Crescent landscaping 36,267 - - - Project is in planning stage.

Romsey Ecotherapy Park Stage 2 415,500 103,875 22,720 81,155

Memorandum of Understanding (MOU) signed. Funding agreement signed. Project Brief complete. Communications Plan complete. Landscape Architect engaged. First funding milestone complete. Schematic Design complete.

Romsey Five Mile Creek Stage 1 165,000 - - -

Pathway design underway. Cultural Heritage Management Plan contract about to be awarded. Scope of weed control and revegetation confirmed, subject to discussions with neighbouring land owner which are underway. Works to commence in summer.

TOTAL INFRASTRUCTURE - Parks, Open Space and Streetscapes 1,852,387 289,870 172,373 117,497

INFRASTRUCTURE - Other Infrastructure

Kerbside bin replacement 370,000 92,500 17,997 74,503 Planning has commenced for the kerbside bin replacement program which will be undertaken in the second half of the financial year.

Kyneton Landfill rehabilitation 200,000 50,000 7,495 42,505 Landfill leachate extraction plan has been prepared.

Kyneton Livestock Exchange 1,169,969 - 1,000 (1,000)Documenting design in preparation for tender. Works rescoped as per Council resolution and stakeholder requests.

RV disposal site 38,494 - - - Pending further Council and community consultations before final location determined.

Solar compactor for waste and recycling trial 3,783 3,783 - 3,783 Solar compactor has been ordered and proposed to be installed by end November 2020.

Street/park bin renewal program 33,500 8,375 15,745 (7,370)Street and Park bin renewal program has commenced.

Kyneton Pound - Dog Holding Facility 25,000 6,250 - 6,250 Project brief and architect request for quotation in progress.

Hobbs Road Bushland Reserve and Bullengarook Closed Landfill Security Upgrade 77,000 - - - Request for quote nearly ready to send out.

Kyneton Saleyards Gantry 450,000 - - - Preparing design documentation for tender.TOTAL INFRASTRUCTURE - Other Infrastructure 2,367,746 160,908 42,237 118,671

TOTAL INFRASTRUCTURE 28,702,753 2,354,751 1,756,268 598,484

PLANT AND EQUIPMENT - Plant and Equipment

Plant replacement program 1,600,000 400,000 142,145 257,855 Plant replacement program has started and will be undertaken throughout the year.

TOTAL PLANT AND EQUIPMENT - Plant and Equipment 1,600,000 400,000 142,145 257,855

PLANT AND EQUIPMENT - Computers and Telecommunications

Accounts Payable procurement 4,260 4,260 7,000 (2,740)Project near completion. Discussions with vendor concerning some functionality. Implementation expected November 2020.

Agenda Management system 6,046 6,046 7,894 (1,848)Implementation phase underway. Template design currently being finalised and agreed upon.

Cultural venue system 16,000 - - - Integration with Council financial systems is in progress. Venue seating maps are in development to ensure patron spacing requirements.

Fleet Management system 6,419 6,419 - 6,419

Stage 1 - Fleet Management System implementation in TechOne completed. Stage 2 - Liaise with end users, Lift and Shift OneCouncil work system into MRSC Environment, setup supply chain management integration, populate Work Order templates, maintenance scheduling and training.

ICT Server generator 39,040 39,040 17,882 21,158 Works completed pending compliance sign off by engineer.

IT infrastructure renewal 633,000 111,250 139,582 (28,332) Renewal slightly ahead of plan.Kyneton Town Hall equipment renewal 25,500 - - - Evaluation of suitable equipment is in progress.TOTAL PLANT AND EQUIPMENT - Computers and Telecommunications, furniture 730,265 167,015 172,359 (5,344)

TOTAL PLANT & EQUIPMENT 2,330,265 567,015 314,504 252,511

Total 40,203,699 4,944,683 3,309,100 1,635,584

* This column represents the adjusted budget which is the adopted budget plus Council approved budget carry forwards from 2019/20.

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SECTION 3

Council Plan Actions – Progress Report

Council reviews the Council Plan 2017-27 annually and establishes actions across its five priority areas:

Promote health and wellbeing;

Protect the natural environment;

Improve the built environment;

Enhance the social and economic environment; and

Deliver strong and reliable government.

The actions are individual and specific activities that will be undertaken within the financial year to support the achievement of the

priority areas.

This section provides a quarterly update on progress towards achieving the actions.

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Quarterly Review

July 2020 - September 2020

Macedon Ranges Shire Council

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Macedon Ranges Shire Council Quarterly Review Report

Council Plan Actions

0

10

20

30

4050

60

70

80

90

100

Quarterly Progress Against Council Plan Actions

Description Indicator

54 Council Plan Actions reported on

51 Council Plan Actions at least 90% of quarterly target

1 Council Plan Actions between 70 and 90% of quarterly target

2 Council Plan Actions less than 70% of quarterly target

Council Plan Actions with no target set0

October 28, 2020 Page 2 of 18

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0

10

20

3040 50 60

70

80

90

100Assets and Operations

0

10

20

3040 50 60

70

80

90

100Chief Executive

0

10

20

3040 50 60

70

80

90

100Corporate and Community

0

10

20

3040 50 60

70

80

90

100Planning andEnvironment

Progress Against Council Plan Actions Per Directorate

DIRECTORATE NO. OF COUNCIL PLAN

ACTIONS REPORTED ON

NO. OF ACTIONS AT LEAST

90% OF QUARTERLY TARGET

NO. OF ACTIONS BETWEEN 70

& 90% OF QUARTERLY TARGET

NO. OF ACTIONS LESS THAN

70% OF QUARTERLY TARGET

NO. OF ACTIONS

WITH NO TARGET

10 10 0 0 0Assets and Operations

15 14 1 0 0Chief Executive

10 10 0 0 0Corporate and Community

19 17 0 2 0Planning and Environment

Total number of Council Plan actions 54


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Council Plan ActionsPROGRESS COMMENTS COMP. DATESTATUSACTION PROGRESSKey

Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

1 PROMOTE HEALTH AND WELLBEING

Outcome: 1.1 We want Macedon Ranges residents to be mentally and physically healthy and active.

Strategy: 1.1.1 We will contribute to positive health and wellbeing in our community by proactively supporting mental health , the prevention of violence against women, healthy

lifestyles for all ages and abilities, social connection/inclusion, volunteers, community safety, and arts and culture.

30/06/2021 25 Discussions continue between Victorian Schools Building Authority ,

Department of Education and Training, and Macedon Ranges Shire

Council in relation to capacity to support roll out of three-year old

kinder.

Manager

Children and

Family Services

1.1.1.1 YEAR FOUR ACTION

PLAN

Work with the Victorian School

Building Authority to create

additional capacity to support the

roll-out of three year old

kindergarten.

25In

Progress

30/06/2021 15 Project planning has been completed and project management team

has been established. Funding agreement has been executed. Early

project delivery activities are underway, including assessment of

environmental, cultural heritage and planning constraints. The

preferred trail alignment is under investigation. Engagement has

commenced with land owners. Stage 1 construction works to the

northern part of the trail are scheduled to commence November

2020. Stage 2 design and construction award is targeted by end

February.

Manager Major

Project

Management

Office


PLAN

Commence delivery of the

Macedon Ranges Shared Trail

Experience that will see the

development of three shared trails

linking rural landscapes, towns

and heritage places from

Woodend to Riddells Creek.

15In

Progress

30/06/2021 10 Council officers will continue to advocate for funding to commence

construction of the rail trail from Woodend to Hanging Rock as

opportunities arise.

Manager Open

Space and

Recreation


PLAN

Advocate for funding to

commence construction of a rail

trail and off road cycling and

walking track from Woodend to

Hanging Rock

10In

Progress

31/03/2021 25 Site audits and plans for upgrades to all outdoor exercise sites

complete, project manager assigned and works underway. With the

exception of signage at Romsey Five Mile Creek site, all other works

are on track for delivery by December 2020.

Manager Open

Space and

Recreation


PLAN

Through the Healthy Heart of

Victoria initiative, implement the

Free Inclusive Training (FIT)

project to get more people more

active more often

25In

Progress


of 65


PROGRESS COMMENTS COMP. DATESTATUSACTION PROGRESSKey

Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 The draft Reconciliation Action Plan was made available for public

comment before being received at the Ordinary Council meeting

September 2020. Council resolved to submit the draft plan to

Reconciliation Victoria.

Manager

Community &

Economic

Development,

Arts & Events


PLAN

Advance Indigenous

reconciliation through working with

Recognised Aboriginal Parties on

the implementation of Council’s

Reconciliation Action Plan

25In

Progress

30/06/2021 75 Draft Gender Equality Action Plan Complete. Now being reviewed

against the new Act for impact on implementation.

Manager People

Culture and

Performance


PLAN

Continue to demonstrate

leadership in advancing gender

equality through the

implementation of MRSC Gender

Equality Action Plan

75In

Progress

30/06/2021 25 Council has prioritised the distribution and education of staff and key

stakeholders on the key outcomes of the Active Living Census to

support future decisions based on documented evidence of poor

equity and health outcomes in the Macedon Ranges. To ensure these

priorities are prioritised when considering future funding across

Council the Health Broker has worked with the Grants teams to

strengthen and inform possible grant applications moving forward.

Council departments have continued to prioritise the importance of

strong governance and planning through the endorsement of key

strategic documents which impact on residents health and wellbeing;

Reconciliation Action Plan, Positive Aging Plan and Early Years Plan.

Manager Open

Space and

Recreation


PLAN

Building on the work of the Healthy

Heart of Victoria initiative, continue

to embed health and wellbeing in

Council’s policies and

decision-making processes

25In

Progress

30/06/2021 50 Working For Victoria photographers have been working to refresh our

photo library. Many of these new photographs have been used in the

2019/20 Annual Report.

Manager

Communications


PLAN

Continue to increase visibility of

diversity in our community across

our publications and

communications through a refresh

of Council’s photo and video

library

25In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 The Loddon Mallee Move It project continues with ‘on the ground’

activities paused due to COVID-19. The multiagency steering group

continues to guide project implementation across the region in

consultation with Sport Australia.

Manager

Community Care


PLAN

Leadership of Move It Aus – Better

Ageing Program across Loddon

Mallee Region, seeking to engage

more older people in regular

physical activity

25In

Progress

30/06/2021 25 Royal Commission activities and related communication continue to

be monitored. Note extended timeframes for the Royal Commission

into Aged Care Quality and Safety, with the Final Report due to the

Australian Government by 26 February 2021.

Manager

Community Care


PLAN

Continue to monitor the implication

of aged care reform on Council’s

role supporting older people

25In

Progress

30/06/2021 25 Due to COVID-19 restrictions, delivery of Mental Health First Aid to

youth and wider community groups was suspended this quarter.

Alternative online wellbeing sessions and engagement has occurred

with local schools this quarter. Meetings of the Macedon Ranges

Suicide Prevention Action Group have continued in an online format ,

which Council has attended.

Manager

Children and

Family Services


PLAN

Continue to increase community

awareness and resilience in

relation to mental health including

by supporting the activities of the

Macedon Ranges Suicide

Prevention Action Group

25In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

2 PROTECT THE NATURAL ENVIRONMENT

Outcome: 2.1 We want to lead by example and improve environmental outcomes in all aspects of life.

Strategy: 2.1.1 We will protect our natural environment through proactive environmental planning , advocacy and policy to address climate change, support biodiversity, enhance

water catchment quality, and manage waste as a resource.

30/06/2021 25 First suite of property inspections and audits have been completed,

including most kindergartens /Maternal Child Health Centre's

(MCHC's). Second suite of audits expected to be completed in the

second quarter subject to resolving access to facilities. This work is

being enabled by Working for Victoria staff.

Manager -

Strategic

Planning &

Environment


PLAN

Undertake Emissions Reduction

Energy Audits of Council buildings

to inform preparation of a Zero Net

Emissions Strategy and Action

Plan and to inform future building

upgrades and retrofitting works

25In

Progress

30/06/2021 50 Stage 2 and 3 of the Food Organics Garden Organics (FOGO)

kerbside collection will be combined due to the reform being rolled

out by the Victorian Government. The operational planning for the

roll out is complete, along with revised education and

communications plan. It is anticipated that the roll out will occur in

June 2021 to align with the financial year.

Manager

Engineering and

Resource

Recovery


PLAN

Roll out Stage 2 of Food Organics

Garden Organics (FOGO)

kerbside collection and continue to

reduce waste to landfill

25In

Progress

30/06/2021 25 Survey work completed and design plans in preparation for the

Pohlmon Street pathway. Quote received for the environmental

works.

Manager -

Strategic

Planning &

Environment


PLAN

Implement the first stage of works

from the Romsey Five Mile Creek

Masterplan including upgrading

the Pohlman Street footpath and

associated landscaping to improve

the visitor experience of the creek

corridor

25In

Progress

30/06/2021 10 The process to engage a consultant to undertake the asset condition

assessments in early 2021 is in progress.

Manager

Engineering and

Resource

Recovery


PLAN

Commence an asset management

condition assessment of existing

Council Water Sensitive Urban

Design (WSUD) assets

10In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 10 Background review commenced. Project inception meeting

completed.

Manager -

Strategic

Planning &

Environment


PLAN

Continue review of Vegetation

Protection Overlays with Stage 2

completed by 30 June 2021

10In

Progress

30/06/2021 5 Planning Scheme Amendment C133macr has been lodged for

authorisation with the Minister for Planning. The Department of

Land, Water, Environment and Planning is currently assessing the

amendment.

Manager -

Strategic

Planning &

Environment


PLAN

Work toward amending the

Planning Scheme to introduce

new policy and planning controls

to implement the Significant

Landscapes Study

5In

Progress

30/06/2021 40 Draft plan for Woodend has been prepared in collaboration with the

community and community consultation on the Woodend plan is

expected to occur following the election period.

Delays to the completion of the Woodend Cool Changes project as a

result of COVID-19 has delayed the commencement of the project

for the next town in the program.

Manager -

Strategic

Planning &

Environment


PLAN

Continue delivery of a program of

community climate change action

plans across the shire’s

townships, building on the success

of the previous program in

Malmsbury and the current project

in Woodend

25In

Progress

30/06/2021 20 Action plan has been developed and Councillors briefed in

September 2020. Some actions identified in the action plan are

impacted by COVID-19 and are currently not able to be undertaken.

Manager

Engineering and

Resource

Recovery


PLAN

Commence phase 2 of Council’s

Single Use Plastics Project and

implement a range of actions to

phase out single use plastics,

based on the audit findings and

action plan completed in Year 3

(2019/20)

20In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 Delivery of three webinars as well as the first session of the

Regenerative Grazing Short Course has been completed. A series of

fact sheets completed in draft form. Delivery of individual on-farm

advice postponed due to COVID-19 restrictions, however these are

expected to be run in 2nd quarter

Manager -

Strategic

Planning &

Environment


PLAN

Deliver the second round of

regenerative agriculture

workshops and speaker nights,

and continue to provide individual

sustainable farming advice to land

owners as a part of Council’s

Healthy Landscapes for Healthy

Livestock project funded by

through the Commonwealth

Government’s National Landcare

Program

25In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

3 IMPROVE THE BUILT ENVIRONMENT

Outcome: 3.1 We want to manage infrastructure in a sustainable and efficient way that supports the delivery of services to our residents and visitors, now and into the future.

Strategy: 3.1.1 We will maintain our built environment – including roads, paths, buildings, open space and other assets – in a fiscally, environmentally and socially sustainable way.

This includes effective land use planning, which has a direct impact on the liveability of our shire.

30/06/2021 0 Works are yet to commence in relation to opportunities to purchase

open space land along Bunjil Creek in Gisborne.

Manager Finance

and Reporting


PLAN

Pursue opportunities to purchase

open space land along Bunjil

Creek in Gisborne

0Not

Started

30/06/2021 25 Concept design has been completed. Concept phase communication

consultation has been completed and the feedback is being

considered in the preparation of schematic design. Schematic design

is underway and scheduled to be completed in December 2020.

Schematic communication consultation is scheduled for November. A

value management and staging review is underway. The reduced

scope for stage 1 construction and staging strategy is targeted for

presentation to Councillors at the February 2021 Ordinary Council

Meeting. Construction documentation, for the stage 1 scope, is

targeted for completion at end June 2021.

Manager Major

Project

Management

Office


PLAN

Complete design for the Macedon

Ranges Sports Precinct Project

25In

Progress

30/06/2021 15 Planning for delivery of Council’s building renewal program is

underway, with some works commenced.

Manager

Facilities and

Operations


PLAN

Continue to maintain and renew

community building assets through

the delivery of the building renewal

capital works program

15In

Progress

30/06/2021 10 Footpath improvement works approved in Council's Capital Works

program are currently in the planning and consultation phase. The

provision of these pathways will enable Council to continuously

improve its accessible paths of travel to key destinations.

Manager

Engineering and

Resource

Recovery


PLAN

Continue to improve continuous

accessible paths of travel to key

destinations such as recreation,

community facilities, schools and

business areas

10In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 Following the Ordinary June 24 2020 Council Meeting Gisborne

Futures was released for public consultation for seven weeks from 27

July to 14 September 2020. A total of 647 people completed the

online survey, and more than 200 lodged written submissions and 80

people attended online webinars on the project.

Manager -

Strategic

Planning &

Environment


PLAN

Progress the Gisborne Structure

Plan incorporating Neighbourhood

Character Study and Town Centre

Urban Design Framework Plan to

Council for decision and consider

implementation into the Macedon

Ranges Planning Scheme

25In

Progress

30/06/2021 10 Draft tender documents have been prepared to engage a consultant

to commence the project.

Manager -

Strategic

Planning &

Environment


PLAN

Progress the Romsey Structure

Plan to Council for decision and

consider implementation into the

Macedon Ranges Planning

Scheme

0In

Progress

30/06/2021 10 In February 2020 traffic surveys were undertaken to support the

project. The first stage of this project is initial consultation with

businesses within the Kyneton Town Centre, which has been delayed

due to COVID-19. Further project planning and scoping has

occurred during this quarter.

Manager -

Strategic

Planning &

Environment


PLAN

Progress the Kyneton Town

Centre Urban Design Framework

to Council for decision and

consider implementation into the

Macedon Ranges Planning

Scheme

10In

Progress

30/06/2021 10 Planning Scheme Amendment C127macr has been authorised with

eight conditions. These conditions must be met to the satisfaction of

the Department of Land, Water, Environment and Planning (DELWP)

prior to exhibition of the Amendment. Correspondence was provided

to DELWP in the quarter to reflect Council's understanding that these

conditions have been met to the best of our ability at this time and the

matter should proceed to exhibition.

Manager -

Strategic

Planning &

Environment


PLAN

Progress the Planning Scheme

Amendment to incorporate the

heritage study for Woodend,

Lancefield, Macedon and Mount

Macedon into the Macedon


10In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 Planning is underway for the design of stage two of the park and

public updates regarding the start of this next stage will be issued in

late October.

Manager

Communications


PLAN

Continue to implement the funded

Romsey Ecotherapy Park Stage 2

project with Regional

Development Victoria and the

community

25In

Progress

30/06/2021 0 The consultation necessary for the completion of the feasibility study

was impacted by restrictions associated with COVID-19. An

extension to the feasibility study project funding agreement until 30

April 2021 has been agreed by the Department of Jobs, Precincts

and Regions. This action will commence once the feasibility study is

complete.

Manager

Community &

Economic

Development,

Arts & Events


PLAN

Following completion of the

feasibility study in 2019-20, work

with the community and seek

funding for resourcing to revitalise

the Woodend Library and

community centre and associated

land area

25Not

Started


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

4 ENHANCE THE SOCIAL AND ECONOMIC ENVIRONMENT

Outcome: 4.1 We want to encourage and support the social and economic development of the shire.

Strategy: 4.1.1 We will foster economic vitality in a way that promotes positive individual and community health outcomes , including business diversity; housing, transport and

employment options. Investment attracted to the shire will be consistent with Council’s vision .

30/06/2021 0 Planned community engagement and consultation to develop the

Economic Development Strategy was cancelled in March 2020 due

to the restrictions associated with the COVID-19 pandemic.

Once the engagement has taken place the Economic Development

Strategy will be developed for endorsement by Council. An action

plan will be developed at that time.

Manager

Community &

Economic

Development,

Arts & Events


PLAN

Subject to Council adoption and

within existing resources,

commence implementation of

actions contained in year one of

Council’s Economic Development

Strategy

25Not

Started

30/06/2021 25 Following the Ordinary June 24 2020 Council Meeting Gisborne

Futures (which includes the expansion of the Gisborne Business

Park) was released for public consultation for seven weeks from 27

July to 14 September 2020. A total of 647 people completed the

online survey, and more than 200 lodged written submissions, and 80

people attended online webinars on the project.

Manager -

Strategic

Planning &

Environment


PLAN

Progress the Gisborne Business

Park Development Plan through

the Gisborne Structure Plan

25In

Progress

30/06/2021 10 A draft of the Rural Land Use Strategy has been prepared and will be

considered for public consultation by the new Council.

Manager -

Strategic

Planning &

Environment


PLAN

Progress the Rural Land Use

Strategy (incorporating the ‘In the

Farming Zone Strategy’) to

Council for decision and consider

implementation into the Macedon


10In

Progress

30/06/2021 25 Business and Tourism Associations and the Agribusiness Forum

meet bi-monthly to coordinate activities across the municipality.

Councils Economic Development Unit has begun discussions with

businesses in Gisborne interested in re-establishing an association.

This then directly refers to the bi-monthly meeting of the BATAs and the Agribusiness Forum where representatives from each group meet and discuss activities. Individual BATAs (or the Agribusiness Forum) meeting schedules may differ.

Manager

Community &

Economic

Development,

Arts & Events


PLAN

Continue to support local Business

and Tourism Associations (BATAs)

and the Agribusiness Forum, and

look to re-establish a BATA in

Gisborne

25In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 The Lancefield Megafauna Interpretation Centre feasibility study will

be resubmitted for consideration of Council following the October

2020 election.

Manager

Community &

Economic

Development,

Arts & Events


PLAN

Work with community and other

stakeholders in considering the

recommendations outlined in the

Lancefield Megafauna

Interpretation Centre feasibility

study

25In

Progress

30/06/2021 25 The 2020 business awards were cancelled due to restrictions

associated with the COVID-19 pandemic. To increase engagement

with businesses, Councils Economic Development Unit implemented

a buy local campaign in association with Business and Tourism

Associations.

Manager

Community &

Economic

Development,

Arts & Events


PLAN

To continue to increase the

engagement of the business

community, refresh the annual

Macedon Ranges Shire Council

Business Awards, including by

making changes to the award

categories

25In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

5 DELIVER STRONG AND RELIABLE GOVERNMENT

Outcome: 5.1 We want our community to have confidence in the way we govern and make decisions.

Strategy: 5.1.1 We will demonstrate the qualities of good governance including a clear vision and culture, transparency, respect, consistency, accountability and responsiveness.

30/06/2021 25 The Health and Wellbeing Advisory Committee meeting was held on

19 August 2020. Work is underway to provide capacity to ensure a

disability perspective is provided in its considerations including

preliminary consideration of the committee’s aspirations for the future

of the Macedon Ranges Shire to be incorporated in a future Council

Vision.

Manager Finance

and Reporting


PLAN

Support and implement initiatives

that will strengthen the Health and

Wellbeing Advisory Committee’s

capacity to ensure a disability

perspective in its considerations

25In

Progress

30/06/2021 25 This has been added to the program of work of the Online

Communications Officer and the Working For Victoria Web

development and support officers reporting to this role .

Manager

Communications


PLAN

Investigate improvement to

Council’s online information,

including options to increase the

use of HTML-based content and

increasing the accessibility of

online forms

25In

Progress

30/06/2021 25 This package continues to provide relief to the community and local

business to assist the shire's recovery from the COVID-19 pandemic.

As at 30 September 2020 Council has deferred penalties and

interest, supported tenants and provided emergency relief support to

assist the Community. Support has also been provided for the waiver

of Goods on Footpath Local Law permit renewals, along with a

waiver provided on health permits. Funding has been provided to the

Go Local's First promotion.

Manager Finance

and Reporting


PLAN

Provide a package of support

measures for the community and

local businesses to assist the

shire’s recovery from the

COVID-19 pandemic

25In

Progress

30/06/2021 25 The Statutory Planning team continues to monitor statutory

timeframes and focus on performance improvements. The

percentage of applications decided within 60 days has increased

from 56% in the 2018/19 financial year to 67% in 2019/20,

approaching the target of 70%.

Manager

Statutory

Planning


PLAN

Monitor statutory planning

services processing / decision

times to ensure we achieve the

statutory timeframes set by the

Planning & Environment Act 1987.

Target to be achieved is 70% of

applications determined within 60

statutory days

25In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 20 Review of policy started and new version drafted. Manager Legal

and Corporate

Governance


PLAN

Review Council’s Complaints

Handling Policy to ensure a

flexible approach that assists

people with varying abilities to

outline their concerns in a variety

of ways

25In

Progress

30/06/2021 25 Extension provided by Local Government Victoria for the submission

of Council's financial and performance statements due to COVID-19.

Financial and performance statements submission date extended

from 30 September to 30 November 2020. Officers have engaged

with the Victorian-Auditor General's representative to prepare

information to meet reporting and disclosure obligations and ensure

transparency to the community.

Manager Finance

and Reporting


PLAN

Ensure compliance with legislative

external reporting and disclosure

obligations and ensure internal

reporting frameworks are

delivered to demonstrate

transparency to the community

25In

Progress

30/06/2021 10 Officers are currently preparing the project plan for the new

Community Vision, in line with the requirements of the new Local

Government Act 2020.

Manager Finance

and Reporting


PLAN

Draft and begin consultation on, a

new Community Vision (for

adoption by or before 31 October

2021)

10In

Progress

30/06/2021 10 Officers are currently preparing the project plan for the new Council

Plan in line with the requirements of the new Local Government Act

2020.

Manager Finance

and Reporting


PLAN

Draft, and begin consultation on, a

new Council Plan (for adoption by

or before 31 October 2021)

10In

Progress

30/06/2021 100 Governance Rules drafted and adopted by Council on 26 August

2020.

Manager Legal

and Corporate

Governance


PLAN

Develop Governance Rules for

adoption by Council by 1

September 2020

100Completed


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 25 Community Engagement Policy - in progress - draft policy endorsed

by Council for public consultation on 16 September 2020.

Public Transparency Policy - completed - developed and adopted by

Council on 26 August 2020.

Chief Executive Officer Employment and Remuneration Policy - not

yet commenced. Required under section 45 LGA 2020, which

commences 1 July 2021. Policy required to be adopted within six

months of commencement, that is, by 31 December 2021.

Manager Legal

and Corporate

Governance


PLAN

Develop and adopt a suite of new

governance-related policies and

procedures as required by the new

Act, including a Community

Engagement Policy, Public

Transparency Policy, and Chief

Executive Officer Employment and

Remuneration Policy

25In

Progress

30/06/2021 100 Delegations reviewed and new instruments adopted at Council

Meeting 26 August 2020

Manager Legal

and Corporate

Governance


PLAN

Review and adopt revised

Instruments of Delegation to

delegate Council powers, duties

and functions to Council staff

100Completed

30/06/2021 100 Completed. Special Committees reviewed July 2020.

Instrument of Delegation for Submitters Delegated Committee of

Council developed and adopted 26 August 2020 (revoking previous

Special Committee instrument of delegation).

Instruments of Delegation for remaining special committees lapsed.

Future work will continue regarding management of Stanley Park

Reserve.

Manager Legal

and Corporate

Governance


PLAN

Review and adopt revised

Instruments of Delegation, and

implement any required transition

processes, for delegated

committees of Council

100Completed

30/06/2021 50 In progress. Election Period commenced 22 September (12pm).

Councillors and Staff briefed on requirements before and after

commencement. All VEC election office arrangements completed

prior to opening to public on 16 September. Letters to all nominated

candidates sent 23 September following close of nominations. Staff

approval to publish arrangements and Information Request Register

in place.

Manager Legal

and Corporate

Governance


PLAN

Support the delivery of a robust

general election on 24 October

2020 in accordance with VEC

service plan requirements,

including through the

implementation of appropriate

election (caretaker) period

arrangements

50In

Progress


of 65



Responsibilities

ACTUAL

% COMP.

TARGET

% COMP.

30/06/2021 30 Victorian Local Governance Association (VLGA) and Municipal

Association of Victoria (MAV) candidate information sessions

conducted August 2020; website election information pages regularly

updated. Media releases, community newsletters and social media

posts promoted prior to nomination period. Councillor induction

program in development.

Manager Legal

and Corporate

Governance


PLAN

Implement initiatives to support

local government election

candidates, and deliver a

comprehensive induction program

for new councillors, to support the

continuation of strong governance

in the shire

30In

Progress

30/06/2021 75 Framework has been completed however work to operationalise is

dependent on securing additional resource allocation

Manager People

Culture and

Performance


PLAN

Continue to develop a whole of

organisation process mapping and

framework

75In

Progress

30/06/2021 25 Actions against the 2019 survey complete and plans for launch of

2020 survey finalised at end of Quarter 1.

Manager People

Culture and

Performance


PLAN

Continue to identify and implement

agreed actions from employee

surveys

25In

Progress

30/06/2021 75 Values have been embedded in key documents and are updated as

policies expire. Staff Consultative Committee has completed updated

Terms of Reference which allows additional review of values against

key organisational documents.

Manager People

Culture and

Performance


PLAN

Continue to progress initiatives to

embed organisational values into

policies and processes of the

organisation

75In

Progress

30/06/2021 25 Engagement re: disability training has occurred but the impact of

COVID-19 has delayed the face-to-face training calendar delivery.

Options for remote training are being investigated.

Manager People

Culture and

Performance


PLAN

Include disability training in the

development of a

whole-of-organisation training

calendar

25In

Progress


of 65


SECTION 4

People Culture & Performance Report

The People, Culture and Performance department has undergone change as a result of the Organisational Restructure in 2020. The department now comprises of three units; People and Wellbeing, Customer Service and, the newly created, Transformation unit. The restructure process resulted in risk being separated from the People, Culture and Performance team and moving to the Legal and Corporate Governance department.

This summary provides an overview of Council’s People, Culture and Performance operations in relation to risk management and potential impact on Council. The statistical information supporting areas such as Worker’s Compensation, Council’s Pandemic response (internal), Customer Service responsiveness and Transformation’s Service delivery update.

of 65

Pandemic Management Action Plan Macedon Ranges Shire Council has continued to adapt to the challenges caused by the current pandemic taking place globally. The workshops completed in the last quarter provided the foundation for Council to make decisions on the closure and reduction of services and facilities.

As the restrictions have eased across Victoria, the OHS team implemented a risk assessment and inspection process for any facility or service planned to recommence. This process has involved detailed planning and approval procedures followed by an inspection of the site and risk management measures by our team with expertise in Building, Risk and OHS.

The OHS team have been integral to the management and implementation of Alternative Work arrangements for staff, centralisation ordering of required Personal Protective Equipment (PPE) and the management of staff undergoing COVID-19 testing.

In addition to the processes implemented in the last quarter, the OHS team have adapted to the changing restrictions with providing Permitted Worker documentation, creating the COVID Safe plans as per the DHHS directive and continuing to support our remote workforce.

As Council continue working towards standing up services and reopening facilities, the OHS team are assisting Managers with an assessment of the original reopening plan adapting to our learnings when the first reopening process was delivered.

of 65

Workers Compensation and Wellbeing Nine new claims were received during the quarter. Of these, six claims were accepted, two claims were rejected and liability is pending on one claim.

Four claims were for mental injuries (one claim was accepted, two claims were rejected and one claim is pending), three claims were for shoulder injuries, one was for a knee injury and one was for a hand injury.

Five claims are currently being managed with the workers returning to work on modified duties, two of the workers have left the organisation and one worker has received a full clearance. The worker whose claim is pending has no current work capacity.

During this quarter, one pre-existing claim was closed.

Table 1 – New Claims Status Q1 2020-2021

Table 2 - Worker Compensation Claims Cost Data as at 30/09/2020

ARD FY Paid Amt SCE Amt Total Incurred Paid Day Ct No. of Claims 2016/2017 $93,715.00 $262,160.00 $355,116.67 197 9

2017/2018 $351,830.19 $49,298.00 $400,407.19 1810 11

2018/2019 $94,663.74 $69,595.00 $164,258.74 183 12

2019/2020 $170,656.78 $646,180.00 $816,636.78 674 17

2020/2021 $22,432.40 $0 $22,412.99 88 9

New Claims Q1 - 2020-2021

Open Closed Rejected Pending

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Wellbeing Staff wellbeing continues to be a key focus as the impact of COVID-19 continues. Council have responded to the requirement of greater focus with several measures including employing a Wellbeing and Engagement Officer through the Working for Victoria program. This position provides one on one communication with employees working in different environments or dealing with additional pressures.

Council have provided Wellbeing Kits including Sanitiser and Reusable Masks to all employees to promote strong wellbeing and support.

During September 2020, Council initiated Wellbeing Week. Wellbeing Week incorporated several optional events for staff to connect to remotely such as games and informative sessions. HALT (Hope Assistance Local Tradies) held two information sessions related to Suicide Prevention titled “Save your Bacon”.

Council have provided regular reminders to staff in relation to the Employee Assistance Program (EAP). Converge continue to indicate that calls directly relating to COVID-19 are reducing but Council remain vigilant.

De-identified EAP access statistics for the quarter listed below.

Table 3 - Employee Assistance – Access Statistics Q1 – 2020/2021

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Safety & Wellbeing Incident reporting for the first quarter of 2020 (19 incidents) has decreased significantly compared to the same quarter in 2019 (43 incidents) mostly likely due to lockdowns and decreased office attendance.

Table 4: Comparative Incident Reporting Data July to September 2019 and July to September 2020

0

5

10

15

20

25

30

35

40

45

Employee Injury/Illness Near Miss/Hazard Public Injury/Illness

COMPARATIVE INCIDENT REPORTINGJUL TO SEP 2020

Jul-Sep 2020 Jul - Sep 2019

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Table 5: Employee Incident Reporting Data July to September 2020

Sprains and strains (4) were the highest number of reported incidents followed by bruise and swelling (1).

Table 6: Public Incident Reporting Data July to September 2020

There has been only one public injury/illness reported this quarter due to shutdown of aquatics and other sports locations.

0 1 2 3 4 5 6 7

Sprain/Strain

No injury sustained

Bruise/Swelling

Unknown

Abrasion/Laceration

Open Wound

EMPLOYEE INJURY/ILLNESSJUL TO SEP 2020

0 1 2 3 4 5 6 7 8 9 10

Unknown

PUBLIC INJURY/ILNESSJul-Sep 2020

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Test and Tag The test and tag schedule will resume in October 2020 after a long hiatus due to COVID-19 and office/site shutdowns.

COVID-19 response The Safety and Wellbeing unit continues to work collaboratively with many programs and units, including Buildings and Maintenance and Risk to address OHS issues associated with re-opening plans across the organisation. This continues to include supporting MRSC staff who oversee/manage these sites, assisting with risk assessments and cleaning checklists to help reduce the risk of transmission across the organisation.

Sites (such as Aquatics, Leisure, Sports Clubs etc) are being supported to review their plans, risk assessments from when they previously were opened and to consider any changes they might like to consider for this round of re-openings.

Our approach is consistent with risk assessment development and review principles, aiming to improvement on our work and therefore, enhance our capacity to respond to new and shifting circumstances.

Notifiable Incidents There have been two (2) Worksafe Notifiable Incidents this quarter and both have been actioned.

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Transformation

Three initiatives currently underway.

1. Service Delivery Review

Currently in “gathering existing information phase” of review. To date 24 Service Models have been drafted to identify all services and subservices provided by Council. These models provide:

• An overview of the types of services that the Council offers • A representation of core aspects of Council Services including Legislation, Strategies, Policies, Procedures, infrastructure, Key

Stakeholders, Channels and associated Service Domains, and • A picture of the organisation from a high-level perspective

We are now delving further into Council services and gathering further information on:

• Quality and importance of the service • Income/Expenditure • Net Cost of the service • Staff involved in delivering the service • Key issues for service delivery

Once all data is collected, we will move into the “Analyse Services Phase”. In this phase, we will collate the information for each service to identify future opportunities.

2. Council Agenda System (Infocouncil)

Council purchased an Agenda Management System (Infocouncil) to manage all processes related to Council Meeting documents. This tool will enhance the streamlining of the business process through an intuitive and straightforward to use report production process providing standardisation of all report types and will deliver and improve the efficiency and the effectiveness of the Council Meeting business process.

This project is completing the Application Exploration Phase and is entering into the System Design Phase to configure the system as per Council needs.

The next phase of the project will be to conduct Systems and User Acceptance Testing.

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3. Pathway Support Services

Pathway is the vendor-supplied Property and Rating System used by Council for application submissions, debtors, licencing, infringements, customer requests and rates. The Transformation team provides first and second level support and analysis mainly for application, licencing and infringement modules of Pathway. The Transformation Team is in the process of working with Councils IT Department to align all support requests to go via Councils centralised IT Service

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Customer Service Standards - Responsiveness Customer Service Standards

Customer service standards are used to measure the quality of customer service, and are defined in Council’s Customer Service Charter. Our customer service standards set the timeframes (standard of responsiveness) for responding to phone calls, emails, requests for service, correspondence and complaints. The time frames are:

Method of contact Response time

Telephone Calls to 5422 0333 all calls answered within 30 seconds

Mail (including fax) Respond within 10 working days

Request for service Respond within 10 working days

Complaints Respond within 10 working days

Measuring our performance—mail, complaints and requests for service

To help Council staff meet this standard of responsiveness, council software systems which register mail and record requests for service have been configured to measure how we respond to customers.

Standard of responsiveness

The following table and charts record our standard of responsiveness for the quarter. Any reference to time (actioned on time, actioned late, not actioned - not due and not actioned - overdue) refer to the respond within 10 working days standard.

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Overview of the number of requests for service received and responsiveness against Council’s Customer Service Standards for period 1 July 2020 to 30 September 2020.

REQUESTS RECEIVED Total Requests Received

Actioned Completed On

Time

Actioned Completed Late

Not Completed & Not Due

Not Completed & Overdue

1 July 2020 to 30 September 2020 No. % No. % No. % No. % No. %

TOTAL 7,114 100 6,161 86.60 648 9.11 27 0.38 278 3.91

Note: The new category ‘Not Completed & Not Due’ has been introduced to distinguish incomplete items that are not yet due from items that are overdue. Overdue’ refers to service requests greater than 10 days and not actioned. There is a comparative decline in the Actioned on Time Trend in March due to disruption caused by the pandemic and the subsequent adjustments. Percentages do not equate to 100% due to the natural rounding to two decimal places.

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Overview of the number of phone calls received for period 1 July 2020 to 30 September 2020.

PHONE CALLS - QUEUES Total Calls Received Total Calls Answered Total Calls –

Customer Abandoned**

Customer Service Team 17,793 94.83% 16,863 94.77% 837 4.70%

Other Departments 970 5.17% 886 93.66% 125 12.88%

TOTAL 18,763 17,749 962

** Customer Abandoned refers to calls where a customer chooses to end the call before being answered from the queue by a staff member.

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SECTION 5

Risk Management Report

The Risk Management Committee has adopted a conservative attitude to risk, seeking to minimise risk to the lowest level reasonably possible having regard to Council resolutions, policies and decisions.

Council’s Risk Management Policy and Framework was endorsed on 27 November 2019 and forms part of a suite of risk management documents which guide Council’s risk management, including Corporate Risk and Business Continuity. The Risk Management Framework is implemented through a dedicated Risk & OHS Management system.

This section provides a high level overview of key risk matters for the quarter.

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Insurance During quarter 1, Council received over 30 notifications of potential insurance claims. Upon investigating these, some were declined, resolved or referred on to the appropriate insurer.

Some noteworthy incidents; one involving a backhoe fire and impact damage to a third party vehicle at the Woodend and Kyneton transfer stations. These two claims have been settled but have generated a proactive OHS review. This is an ongoing matter.

Public Liability and Professional Indemnity Insurance One other noteworthy incident involves a nuisance water claim where storm water from a council subdivision has been redirected on to a resident’s property. This has been raised as a serious matter requiring action. This is also an ongoing matter.

Process Review In line with the Council’s recent reorganisation, the Risk unit is working on a process which defines its role and the processes surrounding organisational claims. This process is in draft format and continues to be in development.

Risk Register and Workshop The Risk Register and Workshop roll out has been flagged for quarter 4. Workshops and risk registers will be aligned to reflect council’s new structure and will need to be delivered in a COVID safe way. Workshops and planning are in their early stages.

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SECTION 6

Implementation of Council Resolutions

The implementation of Council decisions without undue delay is a fundamental function and responsibility of the Chief Executive Officer.

In practical terms this responsibility is delegated to the relevant Council Officers.

This report provides a progress report on the actions undertaken by staff to implement the decisions made by Council at Ordinary and Special

Council Meetings during the quarter and includes any previous decisions of Council that are yet to be completely implemented.

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Council Resolutions—Quarterly Report July–September 2020 as at 30 September 2020

Directorate Date Meeting type

Report link Request number

Comment (Council resolution update) Actioning officer

Status description

% completed

AO 23-May-18 Ordinary AO.2 Discontinuance and sale of an unmade Government road between Bruce Street and Elliot Street, Macedon

153191 Transfer documents with titles office pending settlement. Coordinator Property and Valuations

In Progress 95%

27-Feb-19 Ordinary Notice of Motion No. 10/2018-19 – Councillor Jennifer Anderson It was moved by Cr Anderson seconded by Cr Gayfer that Council refer to the budget process the development of a policy for management of bluestone assets owned and/or managed by Council.

171041 Draft guidelines have been developed and internal consultation has been undertaken. Feedback received will be incorporated into the draft guidelines and they will be re-circulated internally for further comment.

Manager Engineering and Resource Recovery

In Progress 90%

AO 27-Mar-19 Ordinary AO.2 Discontinuance of Council road reserve in Newry Drive, New Gisborne 172885 Property and Valuations currently reviewing valuation to finalise sale price and will then finalise agreement with purchaser.

Coordinator Property and Valuations

In Progress 60%

AO 24-Apr-19 Ordinary AO.1 Waste Management Strategy progress report 174834 A review of the Waste Management Strategy has commenced. Community issues and opportunities process complete. Councillors briefed in August 2020 and an update report provided to Councillors at the 16 September 2020 Ordinary Council Meeting. Resolution 1 - CompleteResolution 2 - CompleteResolution 3 - Refer to Council Resolution of 16 September 2020 for action related to this Strategy.

Coordinator Resource Recovery

Completed 100%

AO 24-Apr-19 Ordinary AO.2 Introducing Food Organics Garden Organics (FOGO) service 174836 Resolution endorsing a staged implementation of a Food Organics Garden Organics (FOGO) service over the next five years noted by officers. Stage 1 of FOGO preparation and rollout complete, with first bins collected in February 2020. Planning for Stage 2 has commenced and will be incorporated and combined with Stage 3 to align with the kerbside reform being rolled out by the Victorian Government.

Resolution 1 - CompleteResolution 2 - OpenResolution 3 - OpenResolution 4 - OpenResolution 5 - Open


In Progress 70%

AO 26-Jun-19 Ordinary Notice of Motion No. 24/2018-19 – Councillor Jennifer Anderson It was moved by Cr Anderson seconded by Cr Radnedge that officers provide information to Councillors at a future Councillor Briefing regarding: 1. The current use of recycled products in construction projects (including the purchase of materials and equipment) and current involvement in trial projects for the use of recycled material; and 2. Additional resources that may be required to: a. understand current industry recommendations, practices and cost implications of implementation of an increase in use of the recycled products; and b. participate in or undertake trial projects in the use of recycled products. with a view to this information being used to help inform future policy and budget decisions about the use of recycled products in Council projects.

178619 Council will be submitting a proposal to the Sustainability Victoria Infrastructure fund to investigate the application of locally sourced material with the use of recycled materials. The overall project will take place over a 12 month period and following the application of recycled material mixed with road construction material, Council will develop guidelines on the adequate use of recycled materials.


In Progress 80%

PE 24-Jul-19 Ordinary PE.2 Consideration of Statement of Planning Policy (SoPP) and implementation guidelines

182128 Met with Department of Environment, Land, Water and Planning representatives on 6 February 2020 to discuss implementation of SoPP and requested that they confirm governance arrangements, develop a work plan and outline funding available to implement the SoPP.

Manager Strategic Planning and Environment

Completed 100%

PE 28-Aug-19 Ordinary PE.5 Proposed changes to flood mapping in Kyneton – Request to proceed with a Planning Scheme Amendment

183347 Officers still waiting for provision of document. Executive Assistant, Planning and Environment

In Progress 66%

CS 28-Aug-19 Ordinary CS.6 Proposed land swap and boundary realignment at Walshes Road, Woodend 183362 Transfer in progress. Land transferred and plans certified. Final agreement to be signed by new property owner.

Executive Assistant, Corporate and Community

In Progress 80%

AO 28-Aug-19 Ordinary AO.1 Review of Nature Strip Landscaping Policy Amended 183366 Resolution 1 - CompleteResolution 2 - CompleteResolution 3 - Open, bulletin item prepared and will be published after the Caretaker period.Resolution 4 - Complete.


In Progress 90%

CW 25-Sep-19 Ordinary CW.1 Funding stage two of the Romsey Ecotherapy Park 184550 Resolutions implemented. Executive Assistant, Corporate and Community

Completed 100%

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http://www.mrsc.vic.gov.au/files/assets/public/council/our-council/meeting-agendas-amp-minutes/2018/2018-agendas-minutes/ordinary-council-meeting-2018-05-23-minutes.pdf

http://www.mrsc.vic.gov.au/files/assets/public/council/our-council/meeting-agendas-amp-minutes/2018/2018-agendas-minutes/ordinary-council-meeting-2018-05-23-minutes.pdf

https://www.mrsc.vic.gov.au/files/assets/public/council/our-council/meeting-agendas-amp-minutes/2019/2019-agendas-minutes/ordinary-council-meeting-2019-06-26-minutes.pdf



























Status description

% completed

PE 23-Oct-19 Ordinary PE.5 Recreation vehicle facilities 186425 Further work has been undertaken to assess the suitability of sites for an RV dump point. The Kyneton Saleyards has been removed from the list of possible sites as the location of the sewer infrastructure has been confirmed as over 170m from the possible site. An updated report will be brought to a further Councillor briefing.

Executive Assistant, Planning and Environment

In Progress 95%

AO 27-Nov-19 Ordinary AO.1 Proposed traffic alteration at Farrell and Station Street, New Gisborne 188633 1. Resolution of Council not to close Farrell Street New Gisborne noted.2. Officers will monitor traffic movements through Farrell Street New Gisborne before and after the Regional Roads Victoria intersection upgrade works. 3. The first named petitioner and submitters have been advised of Council's resolution and that Farrell Street New Gisborne will remain open. 4. The Farrell Street New Gisborne footpath has been listed as a high priority in the Shire-Wide Footpath Plan.

Resolution 1 - CompleteResolution 2 - OpenResolution 3 - CompleteResolution 4 - Complete


In Progress 80%

AO 27-Nov-19 Ordinary AO.4 Dog and cat control order 188637 Resolution 1. Dog and Cat Control Order including Schedule 2 updated to include Mount Gisborne Reserve. Resolution 2. Notice published in the Government Gazette and local papers in December 2019. Resolution 3. Referred to the Property Department of Council to commence the process with the Department of Land, Water and Planning (DELWP) to revoke and dissolve existing Government Gazetted regulations at the eight sites identified in this report, managed by Council and owned by DELWP; Resolution 4. Referred to the Property Department of Council to commence a process with DELWP to formally appoint Council as the Committee of Management for the sections of the Campaspe River Walk in Kyneton that are currently unreserved Crown land; Resolution 5. Receive a further report at a future Council meeting on the progress of recommendations 3 and 4. This has not commenced as yet as it is reliant on resolutions 3 and 4. Resolution 6. New initiative completed for consideration in the 2020/21 budget was not approved. The 2nd stage has therefore not progressed. This will be revisited at the mid-year budget review (or the 2021/22 budget). Resolution 7. This is not relevant until 2021 when the development of the new Domestic Animal Management Plan will commence.

Coordinator Local Laws In Progress 60%

AO 18-Dec-19 Ordinary AO.4 Kyneton Movement Network Study update 189843 Work on the Kyneton Movement Network Study has been suspended pending completion of the Kyneton Urban Design Framework. Engineering officers are working with strategic planning officers to identify suitable studies to assist in informing the development of the Kyneton Urban Design Framework.

Resolution 1 - Noted Resolution 2 - NotedResolution 3 - In progressResolution 4 - Noted


In Progress 40%

CS 1-May-20 Special CS.6 Flag Policy 200043 Resolution implemented. Executive Assistant, Corporate and Community

Completed 100%

CS 1-May-20 Special CS.9 Response to invitation for expressions of interest for the future management of the former Kyneton Primary School

200047 Expression of Interest (EOI) submitted to Department of Environment, Land, Water and Planning (DELWP) on 1 June 2020. The Chief Executive Officer will report back to Council on the outcome of the EOI Process.


In Progress 75%

AO 1-May-20 Special AO.1 Kerbside Collection and Associated Services Charge Policy 200048 Resolution noted. The Kerbside Collection and Associated Services Charge Policy has been exhibited for six weeks and a report incorporating the feedback was provided to Council at their 26 August 2020 Ordinary Council meeting. 100% complete.

Resolution 1 - NotedResolution 2 - NotedResolution 3 - Completed


Completed 100%

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Status description

% completed

AO 1-May-20 Special AO.4 Kyneton Saleyards – Feasibility update 200052 As per the Council resolution, works identified in the 2019/20 financial budget have ceased;Works are underway on OH&S and mandatory environmental items;Officers will continue to seek alternate sources of funding to assist in offsetting costs; andA further review of works planned at the Kyneton Saleyards, as per the Kyneton Saleyards Plan 2016 and Council resolution of 22 June 2016 are in progress.

Resolution 1 - CompleteResolution 2 - OpenResolution 3 - OpenResolution 4 - Open

Executive Assistant, Assets and Operations

In Progress 70%

CS 27-May-20 Ordinary CS.3 Draft Council Plan 2017-2027 (Year Four – 2020/21) for public display 201834 Resolution noted. Report presented to Ordinary Council Meeting on 22 July 2020. Executive Assistant, Corporate and Community

Completed 100%

CS 27-May-20 Ordinary CS.4 Draft Budget Report 2020/21 201836 Resolution noted. Report presented to Ordinary Council Meeting on 22 July 2020. Executive Assistant, Corporate and Community

Completed 100%

CS 27-May-20 Ordinary CS.5 Draft Strategic Resource Plan 2020/21 201838 Resolution noted. Report presented to Ordinary Council Meeting on 22 July 2020. Executive Assistant, Corporate and Community

Completed 100%

AO 27-May-20 Ordinary 15.1 Notice of Motion No. 13/2019-20 – Councillor Mandi Mees 201842 Council officers have spoken with the lead community member to confirm the roads in question. Traffic assessments are underway. A report will be provided to an Ordinary Council meeting no later than February 2021. Council's engineering team are providing quarterly updates to Councillors on speed and safety matters via the Councillor Bulletin.


In Progress 30%

PE 24-Jun-20 Ordinary PE.3 Draft Gisborne Futures Structure Plan, Urban Design Framework and Neighbourhood Character Study It was moved by Cr Mees, seconded by Cr Twaits

203577 Resolution 1 and 2 complete. Resolution 4 & 5 - Future action. Executive Assistant, Planning and Environment

In Progress 40%

PE 24-Jun-20 Ordinary PE.4 Peri Urban Group of Rural Councils Economic Development Strategy (Draft) review 203581 Resolution implemented. Executive Assistant, Planning and Environment

Completed 100%

CS 24-Jun-20 Ordinary CS.3 Procurement Policy 2020 203590 Resolution noted. Policy made available on Council's website. Executive Assistant, Corporate and Community

Completed 100%

CS 24-Jun-20 Ordinary CS.6 Revised Instrument of Delegation from Council to CEO (S5) 203596 Resolution implemented. Coordinator Governance Completed 100%

AO 24-Jun-20 Ordinary AO.1 Mobile Trading Guidelines 203597 Council meeting action reallocated to Planning and Environment Directorate so that they are aware of resolution.


In Progress 80%

AO 22-Jul-20 Ordinary 6. Petitions It was moved by Cr Pearce and seconded by Cr Anderson that the petition signed by approximately 37 persons requesting: Dear Mayor, last year Eucalypt trees were planted on the nature strips in Tylden. Several of these trees were planted directly under or near power lines particularly in Clowes Street. Objections were raised by residents including a letter from the Tylden CFA to object to planting under power lines. Last month another five trees were planted in Clowes Street and again directly under power lines. After the recent bushfire season, why is this practice allowed to continue? The undersigned residents of Tylden request that all trees under or near power lines be removed and replanted in an appropriate area be received and lay on the table until the next Council Meeting at which a report on the matter will be presented.

205266 A report in response to the petition was presented to the 26 August 2020 Ordinary Council meeting.

Coordinator Aquatics and Fitness

Completed 100%

CX 22-Jul-20 Ordinary 7. Adoption of minutes That the minutes of the Ordinary Meeting of the Macedon Ranges Shire Council held on Wednesday 24 June 2020 as circulated be confirmed, subject to the following alterations: 1. That a spelling error contained in Councillor Anderson’s Notice of Motion concerning the title of the Federal Member for McEwen, and replicated in the minutes of the meeting, be corrected; and 2. That the minutes reflect Councillor Anderson left the meeting at 7.35pm and returned to the meeting at 7.37pm. It was moved by Cr Mees seconded by Cr Bleeck that the Officer Recommendation be adopted.

205267 Minutes were revised. Executive Assistant, Chief Executive Office

Completed 100%

CS 22-Jul-20 Ordinary CS.1 Community Satisfaction Survey results for 2020 205269 Survey results have been noted. Executive Assistant, Corporate and Community

Completed 100%

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Status description

% completed

CS 22-Jul-20 Ordinary CS.2 Adoption of Council Plan 2017-2027 (Year four) 205270 Resolution noted. Provided to Minister for Local Government on 31 August 2020, also made available on Council's website.


Completed 100%

CS 22-Jul-20 Ordinary CS.3 Adoption of Final Budget 2020/21 205271 Resolution noted. Provided to Minister for Local Government on 31 August 2020, also made available on Council's website.


Completed 100%

CS 22-Jul-20 Ordinary CS.4 Adoption of Strategic Resource Plan 2020/21 205273 Resolution noted. Provided to Minister for Local Government on 31 August 2020, also made available on Council's website.


Completed 100%

CS 22-Jul-20 Ordinary CS.5 Response to tendering process for 47 Victoria Street, Macedon Recommendation 205275 Resolution noted. Executive Assistant, Corporate and Community

Completed 100%

CS 22-Jul-20 Ordinary CS.6 Flag Policy 205276 Resolution implemented. Executive Assistant, Corporate and Community

Completed 100%

CX 22-Jul-20 Ordinary CX.1 Draft Positive Ageing Plan PARTICIPATE 2020-2025 205277 Resolution noted. PARTICIPATE placed on public exhibition, considered by Council at Scheduled Council Meeting on 16 September 2020. The Council endorsed the final Positive Ageing Plan PARTCIPATE 2020-2025 at this meeting and this plan now supersedes the Council's Positive Ageing Plan 2016-2020.


Completed 100%

CX 22-Jul-20 Ordinary CX.2 Community Funding Scheme 2020 205279 Witten confirmation was sent to all applicants. Executive Assistant, Planning and Environment

Completed 100%

PE 22-Jul-20 Ordinary PE.1 Application to Planning Permit PLN/2019/274 – Use of the land for a retail premises (market, restaurant and bar), function centre and on office, liquor licence (on premise), removal of vegetation and waiver of car parking requirement – 30 Brooke Street, Woodend

205280 Notice of Refusal was issued on 29 July 2020. Executive Assistant, Planning and Environment

Completed 100%

PE 22-Jul-20 Ordinary PE.2 2020/21 Macedon Ranges Events and Festivals Grant Program Amended Officer Recommendation

205283 Written confirmation advising applicants of the outcome of their submission was sent 07 August 2020


Completed 100%

PE 22-Jul-20 Ordinary PE.3 Draft Macedon Ranges Event Strategy 2020-2025 205287 Nine responses were received from the consultation comprising of: - 1 individual anonymous - 3 individuals with details provided - 2 submissions on behalf associations/groups (Macedon Ranges Accommodation Association and Kyneton Daffodil and Arts Festival) - 3 individual responses from people connected to association/groups (2 x MRAA, 1 x Lancefield Neighbourhood House)

Officers are considering the responses and reviewing the strategy. The strategy will be brought back to Councillors for consideration with the following draft timetable:Final Event Strategy Reporting - Tuesday 24 November - Executive Briefing - Wednesday 16 December - Briefing with Councillors - Wednesday 24 February - Ordinary Council Meeting


In Progress 75%

AO 22-Jul-20 Ordinary AO.1 Kyneton Airfield 205288 As per the Council resolution the Kyneton Airfield Master Plan 2019 was updated to reflect the changes listed in resolution 1; Council officers have noted that delivery of any actions identified in the Kyneton Airfield Master Plan 2019 are subject to Council's budgetary processes; All persons who made a submission to the Draft Kyneton Airfield Master Plan 2019 are being advised of Council's resolution; and the Kyneton Airfield Advisory Committee have been thanked for their time and effort and advised of Council's resolution on this matter.

Resolution 1 - CompletedResolution 2 - NotedResolution 3 - UnderwayResolution 4 - Completed


In Progress 80%

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Status description

% completed

CX 22-Jul-20 Ordinary Notice of Motion No. 1/2020-21 – Councillor Anderson It was moved by Cr Anderson seconded by Cr Twaits that Council direct the Chief Executive Officer to: 1. Write to the Executive Officer of the Peri Urban Group of Rural Councils advising that Macedon Ranges Shire Council does not intend renewing its membership of the organisation following the expiration of the 2019/20 membership period; and 2. Thank the Peri Urban Group of Rural Councils for its ongoing work in furthering the interests of Peri Urban Councils and wish the organisation well for the future.

205289 Resolution implemented. Executive Assistant, Chief Executive Office

Completed 100%

CX 22-Jul-20 Ordinary Notice of Motion No. 2/2020-21 – Councillor Anderson It was moved by Cr Anderson seconded by Cr Twaits that Council direct the Chief Executive Officer to: 1. Consult with the Stanley Park Committee of Management to establish interim arrangements for the management of Stanley Park from 1 September 2020; 2. Develop an appropriate community consultation process to gauge community preferences for the management of Stanley Park; and 3. Following consultation prepare a report for Council recommending options for the ongoing management of Stanley Park.

205291 Memorandum of Understanding (MOU) drafted by Interim Manager Legal and Corporate Governance and provided to committee members for consideration and sign-off.

Coordinator Governance In Progress ?

PE 26-Aug-20 Ordinary PE.1 Application for Planning Permit PLN/2005/569/G – Use of the land for the purpose of a retirement village, the construction of buildings and the construction and the carrying out of works, and the removal of vegetation, generally in accordance with the endorsed plans (amendment requested for additional nineteen dwellings and removal of native vegetation) – 1849 Mount Macedon Road, Woodend

208401 Resolution implemented. Executive Assistant, Planning and Environment

Completed 100%

PE 26-Aug-20 Ordinary PE.2 Heritage update on Melbourne Road and Kilmore Road intersection 208402 Draft response prepared. Executive Assistant, Planning and Environment

In Progress 75%

PE 26-Aug-20 Ordinary PE.3 Submission to the parliamentary inquiry into ecosystem decline 208403 Resolution 1. Endorse the attached submission to the Parliamentary Inquiry into Ecosystem Decline noted. Resolution 2. Direct the CEO to forward the submission to the Environment and Planning Committee by 31 August 2020. Completed - Submitted on 28 August 2020


Completed 100%

CX 26-Aug-20 Ordinary 16.1 Chief Executive Officer’s biannual review 208404 Decision noted. Executive Assistant, Chief Executive Office

Completed 100%

CX 26-Aug-20 Ordinary CX.2 Small Project Grants – Consideration of grant application 208405 Letter has been signed. Waiting for election period to finish before sending. Governance Officer In Progress 95%

CX 26-Aug-20 Ordinary CX.3 Public Transparency Policy 208406 Resolution implemented. Executive Assistant, Chief Executive Office

Completed 100%

CX 26-Aug-20 Ordinary CX.4 Election Period (Caretaker) Policy and Governance Rules 208407 Resolution implemented. Coordinator Governance Completed 100%

CX 26-Aug-20 Ordinary CX.5 Establishment of Submitters Committee as a delegated committee of Council and related matters

208408 Items 1-4 and 6 are completed. Item 5 in progress (5. Notes that in accordance with a Council resolution made on 22 July 2020, interim arrangements are to be established with the Stanley Park Reserve Committee of Management for the management of this reserve from 1 September 2020, and that community consultation will be undertaken before a decision is made on future management arrangements for the reserve.)

Coordinator Governance Completed 80%

CX 26-Aug-20 Ordinary CX.6 Council Support and Expenses Policy 208409 Item 1: Adopted Policy on Council's website.Item 2: Work in progress.

Coordinator Governance In Progress 40%

CX 26-Aug-20 Ordinary CX.7 Revised Instrument of Delegation – Members of Council Staff (S6) 208410 Resolutions implemented. Coordinator Governance Completed 100%

CX 26-Aug-20 Ordinary CX.8 Revocation and amendment of instruments of appointment and authorisation to staff under the Planning and Environment Act 1987

208411 Resolutions implemented. Coordinator Governance Completed 100%

CX 26-Aug-20 Ordinary CX.9 Instrument of appointment and authorisation to staff under the Planning and Environment Act 1987

208412 Resolutions implemented. Coordinator Governance Completed 100%

CC 26-Aug-20 Ordinary CC.1 Report from the Audit Committee meeting held on 20 July 2020 208413 Resolution noted. Executive Assistant, Corporate and Community

Completed 100%

CC 26-Aug-20 Ordinary CC.2 Audit and Risk Committee Charter and membership 208414 Resolution noted. Executive Assistant, Corporate and Community

Completed 100%

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Status description

% completed

CC 26-Aug-20 Ordinary CC.3 Performance Statement for the year ended 30 June 2020 208415 Resolution in progress. Pending advice from Victorian Auditor-General's office. Executive Assistant, Corporate and Community

In Progress 70%

CC 26-Aug-20 Ordinary CC.4 Financial Statements for the year ended 30 June 2020 208416 Resolution in progress. Pending advice from Victorian Auditor-General's office. Executive Assistant, Corporate and Community

In Progress 70%

CC 26-Aug-20 Ordinary 26 August 2020 Ordinary Council Meeting Recommendation That Council: 1. Note the Quarterly Report for the period ended 30 June 2020. 2. Note the budget carry forwards as listed in Section 1 page 10 (items 1 to 50) and approve the carrying forward of their remaining budgets from 2019/20 to 2020/21. 3. Note the net budget result for 2019/20 after carry forwards is a balanced budget ($12 surplus) It was moved by Cr Twaits seconded by Cr Jukes that the Officer Recommendation be adopted. CARRIED

208417 Resolution noted. Executive Assistant, Corporate and Community

Completed 100%

CC 26-Aug-20 Ordinary CC.6 Amendments to the Loan Guarantee Policy and the Leasing and Licencing Policy 208418 Resolution noted. Executive Assistant, Corporate and Community

Completed 100%

CC 26-Aug-20 Ordinary CC.7 Proposal to sell 20 Jacobs Avenue, Kyneton 208419 Resolution in progress. Executive Assistant, Corporate and Community

In Progress 10%

AO 26-Aug-20 Ordinary AO.1 Macedon Ranges shared trails project update 208420 Resolution implemented. Director, Assets and Operations

Completed 100%

AO 26-Aug-20 Ordinary AO.2 Kerbside Collection and Associated Services Charge Policy 208421 Resolutions implemented. Executive Assistant, Assets and Operations

Completed 100%

AO 26-Aug-20 Ordinary AO.3 Response to petition – Trees, Tylden At the Ordinary Council Meeting on 26 July 2020, Council resolved: ‘That the petition signed by approximately 37 persons requesting “Dear Mayor, last year Eucalypt trees were planted on the nature strips in Tylden. Several of these trees were planted directly under or near power lines particularly in Clowes Street. Objections were raised by residents including a letter from the Tylden CFA to object to planting under power lines. Last month another five trees were planted in Clowes Street and again directly under power lines. After the recent bushfire season, why is this practice allowed to continue? The undersigned residents of Tylden request that all trees under or near power lines be removed and replanted in an appropriate area” be received and lay on the table until the next Council Meeting at which a report on the matter will be presented.’

208422 Resolution noted. A response has been provided to the first named petitioner together with a copy of the Council report.

Executive Assistant, Assets and Operations

Completed 100%

CX 26-Aug-20 Ordinary 26 August 2020 Ordinary Council Meeting Notice of Motion No. 3/2020-21 – Councillor Radnedge It was moved by Cr Radnedge seconded by Cr Mees that Council: 1. Direct the Chief Executive Officer to advocate, in writing by 10 September 2020, to the Victorian Government including Ms Mary-Anne Thomas, Member for Macedon, The Hon. James Merlino, Minister for Education, The Hon. Richard Wynne, Minister for Planning, The Hon. Lily D'Ambrosio, Minister for Energy, Environment and Climate Change, to retain and/or return the land at 120 Aitken Street, Gisborne, also known as the Gisborne Pine Plantation, to the community for the purpose of public open space, pedestrian linkage and a significant cultural heritage reflection site, along with (eventual) pine removal and replacement with indigenous vegetation.

208423 Letters sent. Executive Assistant, Chief Executive Office

Completed 100%

CX 16-Sep-20 Scheduled 7. Adoption of minutes Amended Officer Recommendation: That the minutes of the Ordinary Meeting of the Macedon Ranges Shire Council held on Wednesday 26 August 2020 and the minutes of the Unscheduled Meeting of the Macedon Ranges Shire Council held on Wednesday 9 September 2020 as circulated be confirmed, subject to the inclusion of additional information at two points on page 4 of the minutes of the Unscheduled Meeting held on Wednesday 9 September 2020.

209193 Minutes revised and published 25/9/2020. Coordinator Governance Completed 100%

PE 16-Sep-20 Scheduled 16 September 2020 Scheduled Council Meeting PE.1 Planning Scheme Amendment C126 – Submissions

209195 Resolution implemented. Executive Assistant, Planning and Environment

Completed 100%

PE 16-Sep-20 Scheduled PE.2 Application to amend a Development Plan DP/2020/1 – Amendment to Fersfield Road Development Plan 110-112 Willowbank Road, Gisborne

209196 Council has advised the applicant and submitters of Council's decision. A revised Development has not been submitted to Council. A planning application has not been received for the site.


In Progress 20%

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Status description

% completed

PE 16-Sep-20 Scheduled PE.3 Annual Environment Report 2019/20 209197 Resolution noted. Executive Assistant, Planning and Environment

Completed 100%

PE 16-Sep-20 Scheduled 16 September 2020 Scheduled Council Meeting PE.4 Exploration Licence application EL007260 (Lancefield)

209198 Council submission was made to Exploration Licence application EL007260 (Lancefield). It is noted that the application was later withdrawn by the applicant.


Completed 100%

PE 16-Sep-20 Scheduled PE.5 Draft Reconciliation Action Plan 209200 Draft Reconciliation Action Plan was adopted. Executive Assistant, Planning and Environment

Completed 25%

CX 16-Sep-20 Scheduled CX.1 Contracts to be awarded as at 16 September 2020 and related matters 209209 Resolution implemented. Coordinator Contracts Completed 100%

CX 16-Sep-20 Scheduled CX.2 Draft Community Engagement Policy 209210 Resolution implemented. Manager Communications Completed 100%

CC 16-Sep-20 Scheduled CC.1 Positive Ageing Plan PARTICIPATE 2020-2025 209211 Resolution noted. PARTCIPATE Plan made available on Council's website. Executive Assistant, Corporate and Community

Completed 100%

CC 16-Sep-20 Scheduled CC.2 Report from the Audit Committee meeting held on 13 August 2020 209212 Resolution noted. Executive Assistant, Corporate and Community

Completed 100%

AO 16-Sep-20 Scheduled AO.1 Waste Management Strategy update Recommendation 209213 Resolution noted. Community members who provided feedback during the prestrategy consultation period will be thanked for providing their input and feedback; and a final draft Waste Management and Resource Recovery Strategy 2021-2025 will be received at a future Ordinary Council meeting prior to public exhibition of the Strategy. Item 1 noted. Item 2 noted, Items 3 and 4 in progress.


In Progress 40%

AO 16-Sep-20 Scheduled 15. Urgent and other business It was moved by Cr Gayfer seconded by Cr Radnedge that an urgent matter regarding wildlife and speed limits be included on the agenda.

209215 Resolutions noted. Council's engineering department are looking at an overall approach to this, in conjunction with various other road sand safety matters. A comprehensive report with a proposal will be provided to 24 February 2021 Council meeting. Item 1 noted. Item 2 in progress.


In Progress 50%

AO 16-Sep-20 Scheduled 16 September 2020 Scheduled Council Meeting 15. Urgent and other business It was moved by Cr Pearce seconded by Cr Mees that an urgent matter regarding the administrative process for the future appointment of an Acting Chief Executive Officer and recruitment of a permanent Chief Executive Officer be included on the agenda.

209216 Resolution in progress. Conflict of Interest noted. Report is scheduled to be presented to the 21 October 2020 Council meeting.


In Progress 30%

AO 26-Aug-20 Ordinary 26 August 2020 Ordinary Council Meeting 6. PETITIONS Cr Pearce presented a petition. It was moved by Cr Pearce and seconded by Cr Anderson that a petition signed by approximately 38 persons requesting the sealing with bitumen of Mowbrays Road, Carlsruhe be received and lay on the table until a future meeting of Council at which a report on the matter will be presented.

210177 Resolution noted. A report will be prepared and is scheduled to be presented to the 16 December Council meeting.


In Progress 20%

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SECTION 7

Governance Schedule – Statutory Compliance Obligations

There are numerous statutory obligations imposed upon Councils, Councillors and staff under the Local Government Act 1989 and the Local Government Act 2020 (the ‘Act’) with varying frequency of actions and reporting requirements.

To ensure that Council fulfils its obligations under the Act, a ‘Governance Schedule’ has been developed as an internal monitoring

and reporting tool. The schedule acts as a reminder of key dates throughout the year of actions to be completed. The schedule will

also assist in a ‘whole of organisation’ approach to achieving and maintaining good governance and in supporting responsible

officers in completing the obligations.

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MACEDON RANGES SHIRE COUNCIL - STATUTORY OBLIGATIONS

Statutory Obligations are imposed upon Council, Councillors and Council Officers under the Local Government Act 1989. On 24 March 2020, the Local Government Act 2020 received Royal Assent. This report notes a number of the new provisions that took effect during the period.

NO. RESPONSIBLE OFFICER OBLIGATIONLGA 1989

LGA2020

REQUIREMENTS TIMELINE COMPLETED NEXT DUE BY

1 Coordinator Governance Reimbursement of expenses of Councillors and members of a delegated committee

75 40(1) A Council must reimburse a Councillor or a member of a delegated committee for out-of-pocket expenses Council must provide details of reimbursements to the Audit and Risk Committee

Ongoing Ongoing Ongoing

2 Coordinator Governance Adopt Expenses Policy 75B 41(1) Council must adopt a Council expenses policy to replace the current policy adopted under the LGA 1989

By 1 September 2020 26-Aug-20 30-Jun-24

3 Coordinator Governance Register of Interests 81 Primary Returns: A person who becomes a Councillor or Member of a Special Committee must submit a Primary Return to the CEO

Councillor: 30 days after election or 7 days after oath of office Committee Member: 30 days after membership

As required As required

4 Coordinator Governance Register of Interests 81 Nominated Officer: must submit a primary return to the CEO

Nominated Officer: Within 30 days of becoming an Officer


5 Coordinator Governance Register of Interests 81 Ordinary Returns: Councillor, Member of Special Committee or Nominated Officer must submit an Ordinary Return to the CEO

Ordinary Returns: By 9 February & 9 August of each year

10-Sep-20 Will be superceded by new personal interest return obligations under LGA 2020 on 24-Oct-20

6 Coordinator Governance Inspection of Register of Interests

81 (13A) The CEO must maintain a record of all persons who inspect the register of interests

Ongoing As requested Ongoing

7 Coordinator Governance Removal of returns from Register

81(16) After a person ceases to be a Councillor, Member of a Special Committee or Nominated Officer, the CEO must remove all returns from the register

As soon as practicable As required As required

8 Coordinator Governance Keeping Register of Interests

81(9) The CEO must keep a register of interests containing the last 3 returns required to be submitted by Councillors, Members of Special Committees and Officers

Ongoing 09-Aug-20 Will be superceded by new personal interest return obligations under LGA 2020 on 24-Oct-20

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LGA2020


9 Coordinator Governance Adopt Governance Rules 91 60 Council must adopt the first Governance Rules

By 1 September 2020 26-Aug-20 As required

10 Coordinator Governance Adopt an election period policy which forms part of the Governance Rules

69 Council must adopt an Election Period Policy

By 1 September 2020 26-Aug-20 23-Sep-23

11 Coordinator Governance Renew delegation to CEO

11 Council must renew the delegation to the CEO as the current delegation under the LGA 1989 will expire on 1 September 2020

By 1 September 2020 14-Jul-20 As required

12 Coordinator Governance Keep delegations register

11(8) The Council must keep a register of its delegations


13 Coordinator Governance Conduct delegations review

11(7) Council must review all delegations in force within 12 months after a general election

Review within 12 months after a general election

26-Aug-20 23-Oct-21

14 Coordinator Governance Keep register of delegations

47 The CEO must keep a register of delegations


15 Coordinator Governance Adopt and maintain public transparency policy

222 57 Council must adopt and maintain a public transparency policy

By 1 September 2020 26-Aug-20 26-Oct-24

16 Coordinator Governance Right to make Submission

223 Where a person is given a right to make a submission Council must publish a public notice specifying the matter, prescribed details, submission date and the right to be heard in person

Council should provide not less than 28 days for submissions to be received


17 Coordinator GovernanceManager Communications

Preparation and adoption of Annual Report

131 A Council must prepare an annual report in respect of each financial year.

as soon as possible afterthe end of the financial year

30-Sep-19 30-Nov-20

18 Manager Finance Performance Statement 132(1) Council must submit the performance statement and financial statements to the auditor

As soon as is reasonably practicable after each financial year

Completed As required

19 Manager Finance Performance Statement 132(2) Council must submit the statement to its auditor for reporting on the audit

After passing a resolution giving approval to the performance statement and financial statements

29-Aug-19 30-Nov-20

20 Manager Finance Performance Statement 132(3) The auditor must prepare a report on the performance statement

Once every financial year 27-Sep-19 30-Nov-20

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LGA2020


21 Manager Finance Performance Statement 132(5) Council must ensure that the performance statement and financial statements, in their final form, after any changes have been made, are certified by two Councillors authorised by the Council

After changes recommended or agreed by the auditor have been made

25-Sep-19 30-Nov-20

22 Manager Finance Performance Statement 132(6) The auditor must provide the Council and the Minister with a copy of the report on the performance statement

As soon as is reasonably practicable (the auditor is required to report on the financial statements to the Council within 4 weeks and give a copy of the report to the Minister)

27-Sep-19 30-Nov-20

23 Manager Finance CEO to present Quarterly Statements

138 CEO must ensure that a statement comparing budgeted and actual revenue and expenditure is presented at an open Council meeting

At least every 3 months 26-Aug-20 Following completion of quarterly results

24 CEO to present quarterly budget report

138 CEO to ensure that quarterly budget report is presented to the Council at a Council meeting open to the public

26-Aug-20 25-Nov-20

25 Director Corporate Services Establish Audit and Risk Committee and prepare and approve an Audit and Risk Committee Charter

139 53 & 54 Council must expand the title of the current Audit Committee and adopt an Audit and Risk Committee Charter

By 1 September 2020 26-Aug-20 01-Sep-22

26 Manager Finance Land Valuation 157(2) Council must publish public notice of a decision to change its system of valuation

Promptly As required As required

27 Manager Finance Rates & Charges 158(1) Council must declare the amount it intends to raise by general rates, municipal charges, service rates and charges

At least once every financial year declare by 30 June

27-May-20 30-Jun-21

28 Manager Finance Rates & Charges Part 8A Under Section 10E(1)(a) of the Essential Services Commission Act 2001, the Essential Services Commission (ESC) has a responsibility to monitor and review Councils compliance with the caps set under Part 8A of the Local Government Act 1989.

Annually 04-Oct-19 30-Oct-20

29 Coordinator Contracts Procurement 186(2) Council must register any expressions of interest


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LGA2020


30 Manager Finance Procurement Policy 186A(9) Council must comply with its Procurement Policy

Ongoing

Under the Local Government (Planning and Reporting) Regulations 2014 it is an annual reporting requirement to disclose contracts entered into above legislated values that did not engage in a competitive process.

30-Jun-20 30-Jun-21

31 Manager Finance Restriction on power to sell land

189 Before selling or exchanging land Council must ensure that public notice of intention to do so is given. Council must also obtain a valuation of the land

At least 4 weeks prior to sale/exchange of the land, valuation must be made not more than 6 months prior to the sale/exchange


32 Manager Finance Restriction on power to lease land

190 Council must publish notice and receive submission under s.223 in certain circumstances

Where circumstances are applicable, at least 4 weeks before the lease is made, Council must publish a public notice of the proposed lease. Note - this for leases that need to be advertised under s190.

A person has a right to make a submission within the associated timeframes.


33 Coordinator Governance Register of Authorised Officers

224(1A) Maintain a register that shows all people appointed as authorised officers


34 Coordinator Governance Authorised Officers 224(2) Council must issue an identity card to each authorised officer

Ongoing As required As required

Note

1. Next general election is assumed to be held on October 24 2020.

2. Dates reflect the statutory timeframe for completion of the outcome.

3. Since the end of the quarter on 31 March 2020 the Victorian Government has extended the timeframe for the completion of the Budget and Strategic Resource plan to 31 August 2020 and for the Annual Report to 30 November 2020.

4. The audited Financial Statement and Performance Statement submission date to the Minister was extended from 30-Sep-20 to 30-Nov-20.

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SECTION 8

Councillor Expenditure

The Councils’ Councillor Support Policy defines the level of resources that shall be provided to Councillors to assist in the

performance of their roles.

In the interest of transparency and accountability the policy requires that the collective Councillor expenses incurred via

reimbursement or paid directly by Council be reported on a quarterly basis in relation to:

travel and accommodation

car mileage

family care

information, communication and technology

conference and training (individual and collective)

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Councillor expenses excluding allowances and mayoral vehicle

1st quarter Travel /accom

Car mileage

Family care I&CT

Events & Conferences

(Representative)

Training & Development (Individual)

Training & Development (Collective)

Cr Jennifer Anderson $0 $0 $0 $147 $0 $0 $0 Cr Roger Jukes $0 $0 $0 $156 $0 $0 $0 Cr Janet Pearce $0 $0 $0 $147 $0 $0 $0 Cr Henry Bleeck $0 $0 $0 $147 $0 $0 $0

Cr Natasha Gayfer $0 $0 $0 $147 $0 $0 $0 Cr Bill West $0 $0 $0 $147 $0 $0 $0

Cr Mandi Mees $0 $0 $0 $156 $0 $0 $0 Cr Helen Radnedge $0 $0 $0 $147 $0 $0 $0 Cr Andrew Twaits $0 $0 $0 $104 $0 $0 $0

$0 $0 $0 $1,296 $0 $0 $0

Note: Total may not add due to rounding.

2020/2021 YTD Travel /accom

Car mileage

Family care I&CT

Events & Conferences

(Representative)

Training & Development (Individual)

Training & Development (Collective)

Cr Jennifer Anderson $0 $0 $0 $147 $0 $0 $0 Cr Roger Jukes $0 $0 $0 $156 $0 $0 $0 Cr Janet Pearce $0 $0 $0 $147 $0 $0 $0 Cr Henry Bleeck $0 $0 $0 $147 $0 $0 $0

Cr Natasha Gayfer $0 $0 $0 $147 $0 $0 $0 Cr Bill West $0 $0 $0 $147 $0 $0 $0

Cr Mandi Mees $0 $0 $0 $156 $0 $0 $0 Cr Helen Radnedge $0 $0 $0 $147 $0 $0 $0 Cr Andrew Twaits $0 $0 $0 $104 $0 $0 $0

$0 $0 $0 $1,296 $0 $0 $0

Note: Total may not add due to rounding.

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SECTION 9

Councillor Activities in the Community

Councils’ Councillor Support Policy defines the level of resources that shall be provided to Councillors to assist in the performance

of their roles.

In conjunction with the reporting to Council on Councillor Expenses the policy requires that Councillors be provided the opportunity

to submit a summary of their activities in the community over the preceding quarter and this be incorporated in to the quarterly

reporting regime.

The following report includes the attendances of Councillors at Ordinary and Special Council Meeting and Assemblies of Councillors

during the preceding quarter. The report additional lists the external and internal committees / working groups and organisations to

which each Councillor is currently appointed.

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1

1

Councillor activity report: 1 July–30 September 2020 Cr Jennifer Anderson West Ward Council meetings attended: 7 Assemblies of Councillors attended: 15

Appointments to internal/external committees and groups: Health and Wellbeing Advisory Committee (Chair), Macedon Ranges Heritage Council, Municipal Association of Victoria (MAV), Local Government Waste Forum, Submitters Committee

Specific activities highlighted by Councillors: Meet your Councillor Community Forum online; meeting up with people thinking of Running for Council to explain more about the role; attending the regional sports precinct advocacy session; hosting the Rural North Central Municipal Association of Victoria representatives meeting; attending the Cool Changes 3442 Community Workshop.

Cr Roger Jukes West Ward Council meetings attended: 4 Assemblies of Councillors attended: 8

Appointments to internal/external committees and groups: Macedon Ranges Agribusiness Forum, Submitters Committee

Specific activities highlighted by Councillors: Not submitted.

Cr Janet Pearce West Ward Council meetings attended: 7 Assemblies of Councillors attended: 14

Appointments to internal/external committees and groups: Airfield Advisory Committee, Audit Committee, Central Victorian Greenhouse Alliance (CVGA) (sub), Central Ranges Local Learning and Employment Network (LLEN) Board, CEO Performance Appraisal Advisory Group, Health and Wellbeing Advisory Committee, Municipal Association of Victoria (MAV) (sub), Macedon Ranges Agribusiness Forum, Peri Urban Councils Group (sub), Rural Councils Victoria Inc (RCV), Submitters Committee Specific activities highlighted by Councillors: Cool Changes 3442 Community Workshop online; Kyneton Community House Annual General Meeting (AGM) online; Meet your Councillor Community Forum online; Attended multiple community forums for Gisborne Futures online; Macedon Ranges Veg Action group Winter Veg Recipe Challenge Judging event online; Women’s Health Loddon Mallee Strategic Plan Workshop online; Live4Life launch of six videos on key mental health messages for schools online.

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2

2

Cr Henry Bleeck East Ward Council meetings attended: 7 Assemblies of Councillors attended: 6

Appointments to internal/external committees and groups: Annual meeting of Braemar College Ltd (Sub), Macedon Ranges Local Safety Committee, Municipal Emergency Management Planning Committee (MEMPC), Municipal Fire Management Planning Committee (MFMPC), Workspace Australia, Submitters Committee


Cr Natasha Gayfer East Ward Council meetings attended: 7 Assemblies of Councillors attended: 13

Appointments to internal/external committees and groups: Audit Committee, Central Victorian Greenhouse Alliance (CVGA), CEO Performance Appraisal Advisory Group, Peri Urban Councils Group, Submitters Committee


Cr Bill West East Ward Council meetings attended: 7 Assemblies of Councillors attended: 13

Appointments to internal/external committees and groups: Goldfields Library Corporation Board, Calder Highway Improvement Committee, Central Ranges Local Learning and Employment Network (LLEN) Board (sub), Submitters Committee


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3

3

Cr Mandi Mees South Ward Council Meetings attended: 5 Assemblies of Councillors attended: 2

Appointments to internal/external committees and groups: Airfield Advisory Committee (Chair), Gisborne Futures Council Project Group, Macedon Ranges Agribusiness Forum, Rural Councils Victoria Inc (RCV) (sub), Submitters Committee


Cr Helen Radnedge South Ward Council Meetings attended: 7 Assemblies of Councillors attended: 15

Appointments to internal/external committees and groups: Gisborne Futures Council Project Group, Health and Wellbeing Advisory Committee, Macedon Ranges Heritage Council, Macedon Ranges Local Safety Committee (sub), Municipal Emergency Management Planning Committee (MEMPC), Municipal Fire Management Planning Committee (MFMPC), Submitters Committee

Specific activities highlighted by Councillors: Hearing from the community at five of the Gisborne Futures webinars; joining in the Gisborne Men’s Shed anniversary celebration; participating in the Central Victorian Greenhouse Alliance webinar on Climate Change; meeting with 1st Gisborne Scouts; attending the Gisborne Botanic Gardens Annual General Meeting.

Cr Andrew Twaits South Ward Council Meetings attended: 7 Assemblies of Councillors attended: 12

Appointments to internal/external committees and groups: Airfield Advisory Committee, Annual meeting of Braemar College Ltd, Calder Highway Improvement Committee (sub), CEO Performance Appraisal Advisory Group, Gisborne Futures Council Project Group, Submitters Committee


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quarterly report...2020/11/25 · cash and cash equivalents 11,291 14,607 3,316 trade and other...

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