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Agenda – Finance and Operations Committee 16 May 2018

Finance & Operations Committee

Agenda

Date: Wednesday 16 May 2018

Time: 6pm

Venue: Civic Centre (Council Meeting Room)

13 Mair Street, Benalla Members of the community are welcome to attend the Meeting.

In accordance with the Governance Local Law 2016 clause 4.6.4 an audio recording will be made of the proceedings of Council / Special Committee meetings.

PO Box 227 1 Bridge Street East Benalla Victoria 3672

Tel: 03 5760 2600 Fax: 03 5762 5537 [email protected]

mailto:[email protected]


BENALLA RURAL CITY COUNCIL 2

Contents

Acknowledgement of Country ............................................................................... 3

Apologies ................................................................................................................ 3

Confirmation of the Minutes of previous Meeting ............................................... 3

Disclosures of Conflict of Interest ........................................................................ 5

Business .................................................................................................................. 5

1. Public submissions on any matter ............................................................................ 5 2. Nunn Street, Benalla – Proposed changes to disabled car parking .......................... 6 3. Benalla Airport Leases ............................................................................................. 9 4. 2017/2018 Community Sponsorship Program ........................................................ 11 5. 2017/18 Community Support Program ................................................................... 13 6. 2017/2018 Major Event Funding ............................................................................ 23 7. Capital Projects Status as at 31 March 2018 .......................................................... 27 8. Financial Report for the quarter ended 31 March 2018 .......................................... 30 9. People and Performance Department – activity report for the quarter ended 31

March 2018 ........................................................................................................... 40 10. Arts, Communications, Tourism and Events Department - activity report for the

quarter ended 31 March 2018................................................................................ 52 11. Community Development Department - activity report for the quarter ended 31

March 2018 ........................................................................................................... 76 12. Business Development – activity report for the quarter ended 31 March 2018 ..... 84

13. Community Services Department - activity report for the quarter ended 31 March2018 ...................................................................................................................... 94

14. Finance Department - activity report for the quarter ended 31 March 2018 ............ 99 15. Councillors’ Attendance at Conferences and Seminars and Reimbursement of

Councillors’ Expenses ......................................................................................... 103 16. Councillors’ Mobile Telephone Usage - activity report for the quarter ended 31

March 2018 ......................................................................................................... 104

Closure of meeting ............................................................................................. 104

Agenda – Finance and Operations Committee 7 March 2017


Agenda Chair Councillor Alexander Councillors Councillor Claridge

Councillor Davis Councillor Firth (Mayor) Councillor Hearn Councillor Upston Councillor van Wersch

In attendance Chief Executive Officer Tony McIlroy General Manager Corporate and Community Robert Barber Manager Finance Cathy Fitzpatrick Manager Capital Projects Gerard Komen Manager Arts Communications Tourism and Events Jilian Mulally Manager Community Development Jane Archbold Business Development Coordinator Catherine Macmillan Community and Government Advocacy Coordinator Sheree Brown Governance Coordinator Jane Still

Acknowledgement of Country

We acknowledge the traditional custodians of this land and pay respect to their elders and the elders from other communities who may be here today.

We also acknowledge all other peoples who have contributed to the rich diversity of this Country.

Apologies

Confirmation of the Minutes of previous Meeting

The minutes have been circulated to Councillors and posted on the Council website www.benalla.vic.gov.au pending confirmation at this meeting.

Recommendation:

That the Minutes of the Finance and Operations Committee meeting held on Wednesday 11 April 2018, as circulated, be confirmed.



Governance Matters

This Committee Meeting is conducted in accordance with the Local Government Act 1989 and the Benalla Rural City Governance Local Law 2016.

Recording of Council and Special Committee Meetings All Council and Special Committee meetings will be audio recorded and made available for public access, with the exception of matters identified as confidential items in the agenda. This includes the public participation sections of the meetings.

These recordings are taken to facilitate:

the preparation and accuracy of the minutes of open Council and SpecialCommittee meetings

broader access to open Council and Special Committee meetings, and the accuracy of submitter details (where relevant).

By participating in open Council and Special Committee meetings, individuals consent to the use and disclosure of the information that they share at the meeting (including any personal/sensitive information) for the purposes of Council carrying out its functions. Individuals also consent to the disclosure of that information to any person(s) who access those recordings.

Individuals may request, prior to presenting to Council, they be identified only by their first name. Any statements made or questions asked will still be captured on the recording.

Any queries about these recordings can be directed to the Council by calling 03 5760 2600

Behaviour at meetings It is an offence for any person to engage in improper or disorderly conduct at the meeting. Members of the public present at a meeting must remain silent during the proceedings other than when specifically invited to address the Committee.

The Chair may order and cause the removal of any person, not being a Councillor, who disrupts any meeting or fails to comply with a direction. A person removed from a Meeting must leave the premises or move to a public area of the premises where they can no longer disrupt the meeting.

If the Chair is of the opinion that disorder in the gallery makes it desirable to adjourn the meeting, the Chair may adjourn the meeting to a later time on the same day or to some later day as the Chair thinks proper.



Disclosures of Conflict of Interest

Pursuant to Sections 77, 78 and 79 of the Local Government Act 1989 direct and indirect conflict of interest must be disclosed prior to debate on specific items within the agenda; or in writing to the Chief Executive Officer before the meeting.

Disclosure of indirect interests must also include the classification of the interest (in circumstances where a Councillor has made a disclosure in writing, the classification of the interest must still be declared at the meeting):

(a) direct financial interest(b) indirect interest by close association(c) indirect interest that is an indirect financial interest(d) indirect interest because of conflicting duties(e) indirect interest because of receipt of an applicable gift(f) indirect interest as a consequence of becoming an interested party(g) indirect interest as a result of impact on residential amenity(h) conflicting personal interest.

A Councillor who has declared a conflict of interest, must leave the meeting and remain outside the room while the matter is being considered, or any vote is taken. Councillors are also encouraged to declare circumstances where there may be a perceived conflict of interest.

Business

1. Public submissions on any matter

A total of 12 minutes will be allocated with a maximum of three minutes to each speaker. A person wishing to address the Committee on a matter not listed on the agenda must submit a ‘Request to be heard’ form by 10am on the day of the meeting. At the time of registering to speak persons must provide a summary of the matter on which they will be speaking. It must not be in contravention of the Governance Local Law 2016.

Requests to speak will be registered strictly in the order of receipt of the request at the Customer Service Centre.

Recommendation:

That the submission(s) be received.



2. Nunn Street, Benalla – Proposed changes to disabled car parkingSF/201

Don Spokes – Operations Coordinator Tony McIlroy – Chief Executive Officer

PURPOSE OF REPORT

The report assesses submissions received in relation to the proposed disabled car parking changes for Nunn Street, Benalla.

BACKGROUND

The proposal is to remove two of the disabled parking spaces and replace with compliant spaces mid-block on each side of the street. A map is provided in Appendix 1.

The Council resolved on 14 March 2018 to endorse the consultation process for the proposal.

The following schedule details the consultation that has been undertaken to provide feedback on the proposed parking changes.

Format Publication date Community connect - Benalla Ensign April edition Advertisement – Benalla Ensign 4 April 2018

Direct mail to Owners/occupiers/sample of 100 disabled parking permit holders

26 March 2018

Web page 27 March 2018

Facebook and Twitter 27 March 2018

The Facebook post below reached 375 people.



DISCUSSION

Written submissions on the proposal were received from 16 respondents:

Mr Brian Howe Ms Frances Caplehorn

Ms Elizabeth Grant Mr Ian Grace

Ms Jenny Jackson Ms Christie Young

Mr Keith Menere Ms Patricia Kolodziedjcyk

Ms Tracey Lord Anonymous

Mrs Joy Aldridge Ms Betty Hodson

The Rev’d David S. Nichols Mr Wayne Lewis

Mr Lawrence Stolz Mr Con Giannakis

The submissions were provided in full to the Planning and Development Committee meeting on 9 May 2018. There were 16 public submissions made to the meeting on the matter.

There were eight written submissions supportive of the proposal. Comments included:

It needs to be checked from time to who parks in these allocated disabledcarparks

Happy for the two parks to be removed in Nunn Street, but would like to seeat least another one or two parks in Denny Street carpark.

Seven submissions objected to the proposal. Comments included:

We propose that the existing disabled car park be made compliant A disabled park be made outside the education building at 90-94 Nunn

Street, which is rarely used and has a ramp close by The town needs all the disabled spaces it can get That the Benalla RSL Sub-Branch disabled parking bay at the front of the

Soldiers Memorial Hall in Nunn Street be retained and altered to comply withDDA standards

Two disabled bays is not enough I would expect the Council, in view of our aging population, to increase not

decrease disabled parking spaces Not enough information as to what you are doing.

One submission neither specifically supported nor objected to all aspects of the changes: It would be a great help to those who find it hard to walk any distance if there

were two disabled bays on the north side of Bridge Street and one more onthe south side between Nunn and Carriers Streets



COUNCIL PLAN 2017-2021 IMPLICATIONS

Engaging and Accessible Places and Spaces

We will provide community places and spaces to meet the needs of ourcommunity and focus on thoughtfully planned growth to maintain and enhancethe high amenity and character of our Rural City.

Beautify open spaces and places throughout the municipality. Develop and maintain infrastructure so that it meets community need. Enhance, develop and care for key places of significance. Improve accessibility and use of community spaces and places.

Recommendation:

1. That the Council endorse the removal of two disabled bays in front of81-85 Nunn Street, Benalla.

2. That the Council endorse the creation of compliant disabled parkingbays in front of 58 Nunn Street and 67 Nunn Street, Benalla.

3. That the persons who made submissions be advised of the decision.

1

APPENDIX 1



3. Benalla Airport LeasesSF/3327

Greg Robertson – Manager Facilities

PURPOSE OF REPORT

The report details submissions received in response to the advertising of hangar leases for the Benalla Airport.

BACKGROUND

The Council at its Meeting on 14 February 2018 resolved:

1. That the Council at its meeting on 14 February 2018 offer leases to thefollowing entities effective from 1 January 2018 as outlined in Appendix 1, 2and 3 for an initial term of five years with four options of a further five years:a) Gliding Club of Victoria Incb) the State Gliding Centre Committee of Managementc) the Benalla Aeropark Club Incd) all known hangar owners.

Consultation

Lease documents were provided to all known hangar owners and all sites chose to take up a lease of over 10 years. In accordance with the Local Government Act 1989 the leases were advertised on 28 March 2018 as follows:

Name Hangar number(s) / description of premises

Floor Area (m2)

Gliding Club Victoria GCV 1, GCV2, GCV3, GCV4, 1,4,5,6,7,8,9,20,23, 24 and 27 7,159

Mr Reginald Flanigan 3 173 Mr Peter Champion de Crespigny 10 185 Estate of the late John B Hilton-Wood 12 478 Mr Ken Mentiplay 11 134 Mr Greg Lovett/Blue Range Aviation 22 189 State Gilding Centre Administrative Facility/club

rooms NA Benalla Aeropark Members only accommodation

facility NA



DISCUSSION

One written submission was received on the proposed Aeropark lease. The submission is attached to the report in Appendix 1.

The person making the submission has been advised there will be an opportunity at this meeting to be heard.

A report on submissions will be tabled at the Council Meeting on 23 May 2016.


Connected and Vibrant Community

Encourage community members to be healthy, safe and active.

Engaging and Accessible Places and Spaces

Develop and maintain infrastructure so that it meets community need.

Thriving and Progressive Economy

Attract, support and strengthen local business.

High Performing Organisation

Strengthen community and stakeholder engagement in planning anddecision making.

Provide good governance and responsible management and planning.

Demonstrate strong leadership and advocacy on key local issues on behalfof our community.

We are compliant with our legislative and risk management responsibilities.

Recommendation:

1. That the submission regarding the proposed lease to BenallaAeropark be received.

2. That the submissions be considered at the Council Meeting on 23May 2018.

1 Attachment

Dear Tony,

I would like to make a submission AGAINST the proposal for a new lease for what is described as Aeropark at Benalla Airport – featured in the public notice on Page 24 of the Benalla Ensign on March 29th.

We are specifically against any new leases for Aeropark being signed before the Conservation Management Plan, which partly applies to the land in question, is adopted by Council at its meeting on Wednesday 18th July 2018. The reason for being against the lease is that clear recommendations will be made within the CMP as to how the state heritage listed area occupied by Aeropark is to be managed : no lease should go ahead without being informed by this.

I am currently involved in the Benalla Rural City CMP Steering Group on behalf of Benalla Migrant Camp Inc. I consider this lease as a cross reference point to the plan, and am therefore copying Veronica Schilling and Nilesh Singh, who coordinate the CMP for council, into this email. Also the Councilors who are part of this group, Crs Alexander and Van Wersch.

Added concerns are:

1. The heritage consultant employed by council to develop the ConservationManagement Plan for the site (Deb Kemp) was unaware of the above mentionedAeropark lease proposals when I mentioned it to her last week. This could leadto errors and omissions in the wording of the leases that are to the detriment ofthe heritage of the site.

2. A lease that does not point out the obligations of the leasee in terms of theHeritage Act will leave the site vulnerable and this, in turn may leave the Council(as the owner of the site) liable for any unlawful damages carried out to StateHeritage Listed buildings and area.

3. Without a map or a clear definition of where the Aeropark begins and ends,which buildings are included and which are not, the lease has little value to thecommunity (and the many former residents who fought for State Heritage

Proposal for New Lease for AeroparkSabine Smyth to:tony.mcilroy, Gail.Brown17/04/18 02:52 PMCc:nilesh.singh, Veronica.Schilling, "Barbara Alexander", willie.vanwerschHide Details From: "Sabine Smyth"

History: This message has been replied to.

image001.jpg

Page 1 of 2

APPENDIX 1

Listing) as a protector of heritage values.

I hope that my submission is duly considered.

I have misplaced the Ensign public notice, so if I have not followed the right protocol or made the submission in the right format would you please let me know?

Regards

Sabine Smyth

Sabine Smyth

Sabine SmythChair, Benalla Migrant Camp Inc.

Hut 11, Benalla Airport - off Samaria RoadBenalla VIC 3672

Come and visit us – check our blog for open days and visitor photos.http://benallamigrantcampexhibition.blogspot.com.auLike us on Facebook www.facebook.com/benallamigrantcampexhibition

CONFIDENTIALITY and PRIVACY NOTICEThe information contained in this email message and any attached files may be confidential information, and may also be the subject of legal professional privilege. If you are not the intended recipient, any use, disclosure or copying of this email is unauthorised. If you have received this email in error, please notify the sender immediately by reply email and delete all copies of this transmission together with any attachments.

Page 2 of 2

10/05/18file:///C:/Users/jstill/AppData/Local/Temp/30/notes37C56D/~web6188.htm



4. 2017/2018 Community Sponsorship ProgramSF/1355

Sheree Brown - Community and Government Advocacy Coordinator Jane Archbold – Manager Community Development

PURPOSE OF REPORT

The report presents funding applications under the 2017/18 Community Sponsorship Program.

BACKGROUND

The Community Sponsorship Program enables local community groups, clubs and organisations to seek funding to increase their capacity to work in partnership with the Council and others to address local needs and enhance the local community.

The Community Sponsorship Program distributes grants up to $500 on a monthly basis, allowing local clubs, groups and organisations the opportunity to seek funds when the need arises.

PROPOSAL

Applications under the 2017/18 Community Sponsorship Program are detailed in the table below.

Applicant Details Amount Requested

Proposed Assistance

Benalla Heavy Horse Driving Day auspiced by the Commonwealth Clydesdale Horse Society (Victorian Branch) Inc.

Seeking funding to assist with advertising, banners, P.A. and marquee hire as part of the Benalla Heavy Horse Driving Day to be held on Saturday 5 May 2018 at the Benalla Sports & Equestrian Centre. $500 $500

Benalla Rose City Band Inc.

Seeking funding to assist with conducting a joint annual concert with the Benalla Theatre Company. Funding will assist with costs associated with catering and the hire of the Benalla Town Hall for rehearsal and the performance to be held in September 2018. $500 $500



Applicant Details Amount Requested

Proposed Assistance

Benalla Camera Club Inc.

Seeking funding to assist with a joint venture between Benalla Camera Club and the Sir Edward “Weary” Dunlop Learning Centre entitled “A day in the Life of the Library”. Funding will assist with catering, promotion, printing and mounting of images. $500 $500

Total $1,500 $1,500


Connected and Vibrant Community Strengthen community capacity, emergency management preparedness,

resilience and participation. Improve community connectedness and respect for diversity. Encourage community members to be healthy, safe and active.

FINANCIAL IMPLICATIONS

The 2017/18 Budget allocates $15,000 to the Community Sponsorship Program; $12,576 has been allocated to date.

To ensure transparency and accountability, where assistance is provided in meeting the cost of Council facility hire, the payment is reflected in relevant ledger accounts via an internal transaction. For example, if the Council agrees to meet the hire cost of the Benalla Town Hall a credit would be made to the Town Hall income ledger account and a debit made to the Community Support Program expense ledger account.

In addition, recipients of support throughout the financial year are detailed in the Annual Report.

Recommendation

That the Council approve the following grants to be funded from the 2017/18 Community Sponsorship Program:

Commonwealth Clydesdale Horse Society (Victorian Branch) Inc. $500 Benalla Rose City Band Inc. $500 Benalla Camera Club Inc. $500



5. 2017/18 Community Support ProgramSF/3121

Sheree Brown – Community Government Advocacy Coordinator Jane Archbold – Manager Community Development

PURPOSE

The report presents applications received under the 2017/18 Community Support Program.

BACKGROUND

The 2017/18 Budget allocates $79,666 to the Community Support Program. Up to $64,666 of this is allocated for the Community Grants Program and the Youth Participation Grant. The $15,000 balance is directed toward the Community Sponsorship Program.

The Community Grants Program is an annual funding allocation designed to encourage not-for-profit community based organisations to seek funding up to $2,500 for projects and activities to assist in building healthy, vibrant and sustainable communities across the Benalla Rural City. The Youth Participation Grants Program provides an opportunity for youth led projects to seek funding of up to $1,000 to help support eligible projects and events which are planned, driven and delivered by young people for young people.

In February 2018, the Council invited interested community groups and not-for-profit organisations to apply for assistance under the Community Grants Program, Major Events and the Youth Participation Grants Program. A Grant Information and Writing Session was held in partnership with the Foundation for Rural and Regional Renewal (FRRR), Valley Sport and the Tomorrow Today Foundation (TTF) on Monday 28 February at the Sir Edward ‘Weary’ Dunlop Learning Centre.

The information session was an opportunity for organisations to learn more about the grant application process and to access grant writing tips. Approximately 52 people attended the session. The Community Support Program including the Community Grants, Major Events, Community Sponsorship Grants and Youth Participation Grants were also promoted in the local media, on the Council’s website and Facebook page and through local networks and Community newsletters.

There were 35 applications received under the Community Grants Program, which closed on Wednesday 22 March. A total of $71,168 has been sought in funding, with total project costs valued at $236,897. Three applications were also received under the Youth Participation Grants Program, which also closed on Wednesday 22 March. A total of $2,500 has been sought in funding, with total project costs valued at $10,098.



DISCUSSION

All applications were assessed against criteria detailed in the 2018 Community Grant Program Guidelines and the 2018 Youth Participation Grants Program Guidelines.

The recommendations for funding are presented below.

Proposed funding for 2018 Community Grants program and 2018 Youth Participation Grants Program.

CSP – Community Sponsorship Program CG – Community Grant YPG – Youth Participation Grant

2018 Community Grants Program applications

Organisation Funding request

Project Details Previous Council Support

(past three years)

Proposed Funding

Benalla Agricultural Pastoral Society Inc. $2,200

Purchase of three marquees, bollards and bunting for the annual Benalla Agriculture Show.

2017 CG $2,000 2017 CSP $500 $2,200

Benalla Bushrangers Cricket Club Inc.

$2,349

Replacement of worn practice cricket pitch surface at cricket nets with synthetic turf at the Benalla Gardens oval.

2016 CG $2,223 2016 CSP $450 2017 CG $600 $2,343

Benalla Camera Club Inc.

$1,845

Purchase of studio lights, equipment and light painting tools to assist Club members in conducting portable photography sessions and exhibitions. 2015 CG $2,499 $1,845

Benalla & District Pre School Partnership Inc.

$1,500

Purchase of new educational play equipment for both Bernard Briggs Kindergarten and Munro Avenue Pre School.

2016 CG $ 856 Bernard Briggs

2016 CG $2,500 Munro Ave

2018 CSP $500 $1,450






(past three years)

Proposed Funding

Benalla Gymnastics Club Inc.

$3,000

Removal of existing asbestos cladding and installation of three roller doors at the Chiswell pavilion located at the Showgrounds Recreation Reserve.

2015 CG $1,980 2016 CSP $292 2017 CSP $500 $2,500

Benalla Hockey Association Inc.

$2,600

Purchase, replacement and installation of electrical sewerage pump at Churchill Reserve, Benalla.

2016 CG $1,090 2017 CG $1,000 $2,500

Benalla Indoor Recreation Club Inc. (BIRC)

$2,500

Purchase of an Access Control System for the BIRC to adopt an accurate user pay system and document appropriate usage at the facility.

2016 CG $1,000 2017 CSP $ 500 2017 CG $1,000

$2.500 Benalla Lawn Tennis & Croquet Club Inc.

$2,500

Purchase and installation of new evaporative air conditioning for the clubrooms at the Benalla Lawn Tennis Club. 2016 CG $2,500 $2,500

Benalla Migrant Camp Inc.

$2,500

Launch of the Benalla Migrant Camp 1949 – 67 Digital Story Telling project as part of the 2018 Benalla Festival. 2016 CSP $500 $2,500

Benalla Netball Association Inc. $2,500

Purchase and installation of plumbed water cooler at the Churchill Reserve netball club rooms.

2016 CG $2,500 2017 CG $2,000 $2,460

Benalla Saints Sports Club Inc.

$1,500

Purchase of gym equipment to cater for two new Junior U18 Young Women’s Football teams. 2017 CG $700 $800






(past three years)

Proposed Funding

Benalla Senior Citizens Inc.

$977

Funding to purchase TV mounting bracket equipment and overhead lighting for pool table located at Senior Citizens, Fawkner Drive, Benalla Nil $977

Benalla Sustainable Futures Group Inc.

$926

Purchase of digital projector to support presentations and education and capacity building initiatives such as Benalla Net Zero Stationary Energy town community information forums.

2015 CG $1,969 2016 CSP $500

2016 CG $1,750 2017 CSP $500

2017 CG $1,000 $925

Benalla Theatre Company Inc.

$2,000

Funding to assist with the hire of BPACC, advertising and promotion of the 2018 Theatre production of “Nunsense 2”.

2016 CSP $500 2017 CG $2,000 $2,000

Benalla Triathlon Club Inc.

$2,340

Funding to assist with costs associated with conducting the 2018 Benalla Triathlon including race timing, commentator, hire of toilet and cool room, affiliation fees, accommodation and event technical fees. Nil

Nil – Applicatio

n also submitted to BRCC

Major Events

Benalla Young Sportspersons Trust auspiced by Benalla Saints Sports Club Past Players & Officials Association $2,000

Funding to assist local young sportspersons to compete at Regional, State, National and International level sporting competition and events.

2015 CG $2,500 (BSSPCPP&O)

2016 CG $1,000 2017 CG $500

(B&DJFL) $1,000






(past three years)

Proposed Funding

Big Valley Quarter Horse Association Inc.

$2,300

Purchase and installation of one power mushroom (including water outlet) at the Benalla Sports & Equestrian Centre

2015 CG $2,500 2017 CSP $500 $2,300

Broken River Potters Inc.

$2,500

Purchase and installation of new pottery kiln including Bartlett thermostat controller and Ventmaster System for extracting fumes at Hut 66, Hangar Lane, Airport Complex Benalla Nil $2,500

Cooinda Village Inc.

$1,500

Funding to assist with promotion and advertising of the Walk and Wake Up to Dementia Community Walk to be held in September 2018.

2015 CG $2,500 2017 CSP $500

2017 CG $1,500 2018 CSP $500 $1,500

Devenish Memorial Sports Club Inc. $1,600

Purchase and installation of five celling fans for the Devenish Sports Pavilion. Nil $1,600

Devenish Silo Art Committee auspiced by the Devenish Public Hall Inc. $2,500

Funding to support the hire of a Scissor Lift for the construction of the third silo as part of the Devenish Silo Art project.

2015 CG $2,000 2016 CG $2,500 2017 CG $1,500 $2,500

For the Good of Devenish

$1,500

Refurbishment of the BBQ in the Devenish Bicentennial Park by replacing the top with a stainless steel cover and hot plate. 2017 CG $650 $1,500

Goorambat Football Netball Club Inc.

$2,500

Replacement and construction of two football interchange/coaching box shelters at the Goorambat Football oval to comply with Australian Rules Football OH & S requirements.

2017 CSP $500 2017 CG $2,500

2017 YPG $1,000 $2,500






(past three years)

Proposed Funding

LG Boxing Club Inc.

$2,500

Purchase of carpet tiles to upgrade gym area to assist with safety and accessibility to facility. 2017 CSP $400 $2,500

Life Saving Victoria Inc.

$2,315

Practical classroom activities to deliver Life Saving Victoria’s Sink or Swim program which aims to empower students of all ages to keep themselves and others safe in the water. Nil

Nil-Applicatio

n withdrawn

Lima South Public Hall Reserve Committee of Management Inc. $2,500

Purchase and replacement of glass louvre windows at the Lima South Hall.

Nil $2,500 Marketplace Ministries International Inc.

$1,850

Funding to assist with costs associated with Carols by the Lake event including candles, hire of venue, marquee and stage to be held on 21 December 2018. Nil

Nil - ineligible –

religious group

(as per guidelines

) Moira Benalla Club Inc.

$2,500

Funding to assist with purchase of 60 chairs for the Moira Bowls Club facility.

2015 CG $2,500 2016 CG $2,500 2017 CG $1,000 $2,450

North East Multicultural Association Inc.

$2,000

Funding to assist with costs associated with conducting a Harmony Day Event in March 2019. Nil $2,000

Ride Ave Preschool Inc.

$1,700

Purchase of new vanity unit and bathroom cabinet including bench top and doors, locks and installation, plus children’s toilet partitions to match.

2015 CG $1,546 2016 CG $1,695 2017 CG $1,729 2018 CSP $200 $1,650






(past three years)

Proposed Funding

Samaria Suns Sports Club Inc.

$988

Purchase of laptop computer, carry case, external hard drive and software for the Samaria Suns Sports Club Inc. to support committee meetings, game day events and relevant administrative responsibilities. 2017 CG $2,000 $988

Swanpool Bowling Club Inc.

$2,100

Purchase and installation of security screen doors on all entrances to building (two back doors & one front door) to ensure safe and secure access to facility.

2016 CSP $500 2017 CG $2,200 2017 CSP $500 2018 CSP $500 $2,100

Swanpool & District Community Development Association Inc.

$1,500

Seeking funding support to assist with promotion and marketing costs associated with the Swanpool Art Festival to be held in August 2018 which will include the inaugural Swanpool Creative Recycling Art Prize (SCRAP). Nil $1,500

Waminda Inc.

$2,500

Funding to assist with a variety of HOCUS youth activities and events such as Swim n Gym, Cooking, Dance Therapy, Employability Skills, Jewellery making, movie nights and community volunteering activities such as Benalla Festival.

2015 CSP $ 500 2016 CSP $ 440 2016 CG $1,440 2017 CG $1,000 2017 CSP $ 500 $2,500






(past three years)

Proposed Funding

Warrenbayne Recreation Reserve Committee of Management Inc.

$1,078 Purchase and installation of equipment to improve hall energy efficiency including installation of two ceiling fans, replacement of fluorescent light fittings with new LED lights and replacement of fly wire screens on the kitchen and supper room windows.

2015 CSP $500 2017 CG $1,252 $1,078

Total $71,168 $62,166

2017/18 Youth Participation grants Program allocations

Applicant Funding request


(past three years)

ProposedFunding

Leah Mafrici c/- Benalla Flexible Learning Centre

$1,000

Funding to assist with a “Tiny House” project which will include converting a container into a Tiny House. This project aims to assist young people to develop employability skills.

2015 CSP $500 2016 YPG $999 $1,000

Kobi Chapman c/- Goorambat Football Netball Club Inc.

$1,000

Funding to assist with purchase of a Gazebo and Junior Netball Training kit including equipment such as hoops, balls, pump, ropes and equipment bag 2017 YPG $1,000 $1,000

Damien Ambrose c/- Waminda Inc.

$500

Funding to assist with “Toe Tapping Beats” program which will involve downloading music onto Ipods to assist Cooinda residents to lift their spirits and to reconnect them to their favorite music.

2015 CSP $ 500 2016 CSP $ 440 2016 CG $1,440 2017 CG $1,000 2017 CSP $500 $500

Total $2,500 $2,500



2017/18 Youth Participation grants Program allocations

Applicant Funding request


(past three years)

ProposedFunding

Leah Mafrici c/- Benalla Flexible Learning Centre

$1,000

Funding to assist with a “Tiny House” project which will include converting a container into a Tiny House. This project aims to assist young people to develop employability skills.

2015 CSP $500 2016 YPG $999 $1,000

Kobi Chapman c/- Goorambat Football Netball Club Inc.

$1,000

Funding to assist with purchase of a Gazebo and Junior Netball Training kit including equipment such as hoops, balls, pump, ropes and equipment bag 2017 YPG $1,000 $1,000

Damien Ambrose c/- Waminda Inc.

$500

Funding to assist with “Toe Tapping Beats” program which will involve downloading music onto Ipods to assist Cooinda residents to lift their spirits and to reconnect them to their favorite music.

2015 CSP $ 500 2016 CSP $ 440 2016 CG $1,440 2017 CG $1,000 2017 CSP $500 $500

Total Funding $73,668 $64,666

COUNCIL PLAN 2017 - 2021 IMPLICATIONS

Connected and Vibrant Community Strengthen community capacity, emergency management preparedness,

resilience and participation. Improve community connectedness and respect for diversity Encourage community members to be healthy, safe and active.

FINANCIAL IMPLICATIONS The 2017/18 Budget allocates $79,666 to the Community Support Program - $64,666 of this is allocated to the Community Grants/Youth Participation Grants programs.



It is recommended that $62,166 in Community Grants and $2,500 in Youth Participation Grants be allocated totaling $64,666 with funding of $15,000 to be allocated to the Community Sponsorship Program.

COMMUNITY ENGAGEMENT

All applicants have been notified by email of the receipt of their application. All applicants will again be notified by email of the outcome of their application.

A media release will be prepared and distributed following the grants presentation ceremony to be held at the Sir Edward Weary Dunlop Learning Centre on Thursday 7 June 2018.

CONCLUSION

The Community Grants Program assists a broad range of community groups and organisations seeking funding for projects and events that will assist in building healthy, vibrant and sustainable communities across the Benalla Rural City. The Youth Participation Grants Program includes youth led projects, helping to support activities and events planned, driven and delivered by young people for young people.

The annual Community Grants Program has been successfully aligned with other funding opportunities available to community groups and organisations within Benalla through shared information sessions and assessments.

The Community Grants Program has been well received by the community and continues to be one of the Council’s most popular programs.

Recommendation

That the Council approve the allocation of grants to the value of $64,666 from the 2017/18 Community Grants Program.



6. 2017/2018 Major Event FundingSF/808-03

Jilian Mulally – Manager Arts, Communications, Tourism and Event

PURPOSE OF REPORT

The report presents funding applications under the Major Event Funding Program 2017/18.

BACKGROUND

The Major Event Funding Program enables local community groups, clubs, organisations and external event groups to seek funding to assist in the staging of events that will provide measurable economic benefit and enhance the image and liveability of the Rural City.

DISCUSSION

Applications are assessed against the criteria contained within the Major Event Funding Guidelines.

Applications are assessed and ranked against the following criteria set out in the funding guidelines as:

1. Have the potential to raise the awareness of Benalla Rural City as a destinationand showcase its facilities and attractions

2. Encourage overnight stays in the municipality, maximise visitor yield and/orpromote repeat visitation

3. Provide an opportunity for a significant injection of new money into themunicipality

4. Have the ability to provide economic benefit to local business5. Provide opportunities for social benefit to the local community.

The Major Event Funding Program guidelines allows a maximum request per event of $1,500. The following applications have been received:

Date Event Applicant Event description Intended use of funding

2 Nov 2018

Launch of Tatong Art Show

Tatong Memorial Hall

Art show from 2 – 11 November 2018 as part of the Benalla Festival. A fundraiser event which contributes to the maintenance of the hall.

Catering for Launch event



11 Nov 2018

Devenish Silo Art Remembrance

Devenish Public Hall

Launch the final silo and recognise Remembrance Day

Hire of chairs, BBQ, morning tea / merchandise

April / May 2019

U3A Benalla Lifeball Fund and Friendship Day

U3A Benalla Lifeball regional tournament with 50 – 100 expected participants at the Benalla Indoor Recreation Centre

Court hire, team shirt, catering

29 Dec 2018

Lake Benalla Triathlon

Benalla Triathlon Club

Triathlon attracting up to 100 participants

Traffic management and traffic control

Nov 2018 Street party “Look What’s in our backyard”

Goorambat & District Community Group

Rural village street party. 50 – 100 people

Lighting, hall hire, fencing, catering insurance

3 Nov 2018

Moorngag Mower Mania

Moorngag Hall and Recreation Reserve Committee

Lawn Mower racing event. 600 people.

Toilet, cool room, marquee and water cart hire

25 – 27 May 2018

Historic Winton Austin Seven Club Inc

Australia’s longest running all-historic race meeting. 500 people.

Advertising and Promotion

2 – 5 Nov 2018

Happy Wanderer

Wandering Collective Pty Ltd

Four-day music / arts / workshop festival on local rural property. 600 people.

Marketing

14 – 16 Sep 2018

Black Knight Rally

US and Them Tourers Inc

Open motorcycle rally with events, trivia competition and live band. 150 people.

Venue hire, permit fees, insurance

10 Nov 2018

Brass, Brass and Even More Brass

Friends of Benalla Art Gallery

Chamber Music Concert in Benalla town Hall. 100 people.

Free use of Town Hall. Guarantee against any loss.

9 Apr 2018

Benalla–Mokoan Discovery Trail Launch 1

Winton Wetlands COM

Launch of the Benalla / Mokoan Bike Path

Catering

21 Sep 2018

Walk and Wake Up to Dementia 2

Cooinda Village Inc

Community event to raise awareness of dementia. 450 participants from schools and community.

Marketing, catering, bring Dementia Australia simulator to Benalla



8 – 10 Jun 2018

Benalla Lantern Festival 3

Buddhist Association of the Goulburn Valley Inc

Decorative lantern display of 100 coloured lanterns in the CBD.

Materials, advertising, electricians, transport, catering for volunteers

Notes:

1. Application ineligible due to being retrospective2. Application does not meet criteria as a community event, not a tourism event.

Referred to Community Grants for consideration3. Application ineligible as from a religious organisation. Applicant contacted to

resubmit.

Previous Support under the Major Event Funding program

2015/16 2016/17 2017/18 Request

Launch of Tatong Art Show In-kind support under Benalla Festival plus $2000 sponsorship from GMCU secured by Benalla Festival organisers

$1419

Devenish Silo Art Remembrance - - $1,500 U3A Benalla Lifeball Fund and Friendship Day - - $960

Lake Benalla Triathlon - $1,000 $1,500 Street party “Look What’s in our backyard” - - $1,500 Moorngag Mower Mania - $1,200 $1,500 Historic Winton $1,500 $1,500 $1,500 Happy Wanderer $1,000 $1,500 $1,500 Black Knight Rally - - $1,000 Brass, Brass and Even More Brass - - $1,000

COUNCIL PLAN 2017 - 2021 IMPLICATIONS

Thriving and Progressive Economy We will support, promote and encourage the long-term growth, diversification

and strengthening of our economy as a key contributor to a healthier and moresustainable community.

Strengthen and grow tourism across Benalla Rural City.



High Performing Organisation We will be a high performing, efficient and innovative organisation based on

sound financial management, accountability and good governance to providebest value service to our whole community.

Provide quality customer service focused on continuous improvement.


The 2017/18 Budget allocates $12,000 to the Major Event Funding program.

Recommendation:

That the Council approve the following grants under the 2017/18 Major Event Funding program:

Launch of the Tatong Art Show Devenish Silo Art Remembrance U3A Benalla Lifeball Fund and Friendship Day Lake Benalla Triathlon Street party “Look What’s in our backyard” Moorngag Mower Mania Historic Winton Happy Wanderer Black Knight Rally Brass, Brass and Even More Brass

$1327 $1400

$900 $1400 $1400 $1400 $1500 $1500 $1000

$173



7. Capital Projects Status as at 31 March 2018SF/2483-02

Gerard Komen – Manager Capital Projects

PURPOSE OF REPORT

The report details the current capital projects activity, a summary of the Capital Projects Program and a summary of the 2017/18 Capital budget including a forecast as at the end of March 2018.

BACKGROUND

Capital projects are funded from general revenue and capital grant funding.

DISCUSSION

The Capital Works Project Schedule as at 31 March 2018 is attached as Appendix 1. Shoulder Resheeting

Shoulder resheeting of Boxwood Road 5.91 to 8.56 will commence in early May. This equates to 2.56 km from the Tocumwal Road to the bridge crossing the Broken Creek.

Gravel Resheeting

Gravel resheeting has been completed apart from the installation of guide posts.

Creamery Lane Midland Highway Intersection Upgrade

Vicroads will be upgrading the intersection between the Midland Highway and Gandini Lane, with joint funding from the Council for the project.

Bridges

Creamery Lane Culvert Replacement Works on the culvert replacement are nearing completion with the final road profiling and rock beaching outstanding. The Road has been opened to traffic.

Airport

Detention Basin Stage 1 A contractor has been engaged to complete the drainage works and to re-establish the fencing. Works should be completed in early May 2018.



Airport Parallel Taxiway Works on the parallel taxiway have been completed and the facility is open for service. Sowing of grass seed on the shoulders has been completed.

Devenish Drainage

The planning permit for the removal of two trees has been approved and negotiations are continuing to identify the location for the offset trees. Contractors will complete the drainage structure when the trees have been removed.

Enterprise Park - Lot 25

Earthworks are nearing completion and the installation of underground stormwater is continuing with completion expected in mid-April 2018.

Plant and Machinery

The latest advice has the grader being delivered in April 2018.

Landfill Cell 2 Construction

The earthworks contract is progressing well and earth works are on schedule with 80 per cent complete to date and completion by the end of May 2018.

Tenders for the supply and installation of the liner will be issued in early May. Subject to the construction program of the successful tenderer, the Council will be responsible for maintaining Cell 2 in a suitable condition for the liner installation. Liner installation may take place in September/October 2018 subject to weather and test results of the liner, and therefore contingency planning will be necessary to ensure sufficient capacity is available in the current cell until February 2019.


Places and Spaces Community infrastructure is maintained in accordance with best practice asset

management principles including roads, bridges, drains, footpaths, buildingsand facilities.

New and expanded community assets are planned and provided to meetcommunity needs and expectations, and infrastructure performance standards.

Community infrastructure and services in rural areas are planned and providedon the basis of a strategy developed in conjunction with local residents.

Land uses in urban and rural areas are well planned and appropriatedevelopment is managed to meet community needs and to maintain andenhance the high amenity and character of our Rural City.

Recreation and open space developments across our Rural City are plannedand prioritised to maximise the health and enjoyment of our community.




A summary of the Capital budget is attached as Appendix 2. The carry forward of $700,000 is represented by:

$000

Removal of family pool and reinstate public open area 50

Landfill Cell supervision 110

Transfer Station 420

Emergency Animal Shelter 20

Single Point Asset Management 100

Total 700

Recommendation:

That the report be noted.

2017/18 Capital Projects Program as at 31 March 2018

2017/18FullYear

Budget $'000

2017/18YTD

Budgets $'000

2017/18YTD

Actuals $'000

2017/18FullYear

Forecast $'000

2017/18Budget

v ForecastVariance

$'000

Bridges - Capital 410 168 185 364 46

Roads - Capital 1,917 1,917 1,633 1,813 103

Footpaths - Capital 100 75 7 217 -117

Drainage - Capital 309 309 225 409 -100

Buildings - Capital 162 77 33 152 10

Plant, Machinery & Equipment - Capital 505 505 19 425 80

Fixtures, IT, Fittings & Furniture, Artworks 24 13 6 24 0

Computers, Software And Telecomms - Capital 308 168 111 208 100

Library - Capital 90 68 66 101 -11

Waste Management - Capital 1,625 535 187 1,090 535

Recreational, Leisure, Community - Capital 68 61 92 98 -30

Parks, Open Spaces & Streetscapes 29 20 39 58 -29

Aerodromes - Capital 1,154 1,120 469 566 588

Other Infrastructure - Capital 79 65 10 59 20

6,778 5,100 3,082 5,583 1,196Less Carried Forward items to 2018/19 Capital Projects 700 700

Total 6,078 5,100 3,082 5,583 496

APPENDIX 2



8. Financial Report for the quarter ended 31 March 2018SF/1519

Cathy Fitzpatrick – Manager Finance Robert Barber – General Manager Corporate and Community

PURPOSE OF REPORT

The report presents the financial result compared to budget for the quarter ended 31 March 2018 and presents outcomes from the 2017/18 Third Quarter Budget Review.

BACKGROUND

Section 138 of the Local Government Act 1989 requires that at least every three months the Chief Executive Officer must ensure that a statement comparing the budgeted revenue and expenditure for the financial year with the actual revenue and expenditure to date is presented to the Council.

OPERATING RESULT

Year to date 31 March 2018 operating result compared to budget

The report contains the Standard Income Statement and Statement of Capital Projects. The operating result for the quarter ended 31 March 2018 was a surplus of $4.072 million which was $0.829 million more favourable than the budgeted surplus of $3.243 million as shown in Table 1 below.



Table 1 – Net Operating Result for the period ended 31 March 2018

Income Statement Notes 2017/18 YTD

Actuals $'000

2017/18 YTD

Budget $'000

2017/18 YTD

Variance $'000

Variance %

Revenue Rates and Charges 1 16,800 16,602 198 1% User Charges - Statutory Fees and Fines 2 409 262 147 56%

User Charges 3 3,000 2,905 95 3% Operating Grants – Recurring/Non Recurring 4 3,373 3,114 259 8% Capital Grants - Recurring/Non Recurring 1,532 1,550 -18 -9%

Contributions 5 97 73 24 32%Proceeds on Sale of Assets 6 0 25 -25 -100%Other Income 7 215 141 74 53%Total Revenue 25,426 24,671 755 3%

Expenses Employee Costs 8 8,404 8,755 351 4% Materials and Services 9 8,795 8,558 -237 -3%Doubtful Debts 0 0 0 0Finance Costs 134 141 7 6%Other Expenses 235 232 -3 -1%Depreciation 3,783 3,742 -41 -1%Recognition of Asset – High Country Library Corporation 3 0 -3 -100%

Total Expenses 21,354 21,429 74 1%

Net Operating Surplus/(Deficit) 4,072 3,243 829 26%



Financial Overview

Revenue

1. Favourable variance as additional funds received for: supplementary rates and charges $108,759

penalty interest $20,795

revenue in lieu of rates $68,764

2. Favourable variance as Statutory Fees and Fines (permit fees for severallarge major planning applications projects occurring in first six months)exceeding previously budgeted targets by $172,000, other small negativevariances offset reduce positive variance to $147,000.

3. Favourable variance in User Charges in the following areas:

BPACC Cinema $47,270 Art Gallery Income Shop sales and public

programs $32,409

Compliance and Registration Fees $32,329

Benalla Visitor Information Centre Sales $17,176.

Unfavourable variance in Waste Management fees and several timing variances. $31,636

4. Additional recurring funding not budgeted in 2017/18 year for: Favourable non-recurring funding variance due to

additional grant received for Family Services longresponse and intensive family services (additionalservices)

$111,891

Art Gallery funding received earlier than forecast $51,120 Roadside Weeds and Pest Management Program $32,888 Small Business Festival - NE Victoria Digital

Innovation Grant part received in 2016/17 and2017/18

$12,500

Municipal Emergency Resourcing Program $10,000

Operating grant non-recurring income unfavourable variance grants not proceeding as budgeted for: Aged and Disability Services $81,159 2016 October Flood Event – National Disaster

Fund Grant (reduced amount approved) $35,000



5. Favourable variance unbudgeted contributions towards Youth Programs: Live for Life $7,200 L2P sponsorship of new car $3,000

6. Unfavourable variance: sale of second grader now planned for fourth

quarter. $25,000

7. Favourable variances: reimbursement of replacement costs for staff

secondment to Australian Defence Force $65,600

settlement of Saleyards utilities account $16,937

Unfavourable variances: risk management reimbursements and several

insurance and WorkCover costs andreimbursements $9,701

Expenditure

8. Favourable variance due to vacancies in various areas: Several positions in Community Services - Aged

Care and Family Support areas have beenrecruited throughout this period. Unspent to date.These positions are tied to grant funding withunexpended funds to be acquitted in 2018/19. $148,106

Several temporary vacancies due to extended sickleave and maternity leave and delayed approvalfor recruitment of replacements:- Infrastructure Services $104,443 - Development $93,036 - Parks and Gardens $32,243 - Arts Communications Tourism and Events $46,256

Contract staff used to temporarily replace vacantpositions in Benalla Community Services andWaste Management areas higher than budgeted. $20,813

Utilisation of employees on capital works projects.These costs will be capitalised and not included inoperational expenditure. $24,395



9. Unfavourable variances: Grader and water truck with operators hire $91,149

Emergency events (storm 19 December 2017) $248,598

Landfill - Machine Hire $30,000

Contract Staff (see Note 8) $46,284

Performing Fees $20,307

Telephone IT operations $19,056

Electricity $31,519

Staff training $20,225

Favourable variances due to timing variances: Lease Payments IT infrastructure $46,981 Corporate and Community consultancy allocations

for several projects across Council, includingInfrastructure Safety Audits, Domestic WasteWater Program and Infrastructure Designstotalling $176,000

Contract Payments - Library Services - HubAgreement $50,622

Council - Project Investigation and Planning $25,000

A breakdown of Materials and Services expenditure for the period ending 31 March 2018 is attached as Appendix 1.



CAPITAL PROJECTS PROGRAM

Year to date 31 March 2018 Capital Projects Program compared to budget As at 31 March 2018 total capital works expenditure was $3.082 million which was $2.019 million less than budgeted. Most of the variations are due to project delivery timing and associated carried forward projects $0.700 million as detailed in the 2018/2019 Proposed Budget.

Table 3 – Capital Projects Program Statement as at 31 March 2018

Asset Type as at 31 March 2018 2017/18 YTD

Actuals

2017/18 YTD

Budgets

2017/18 YTD

Variance Bridges 185 168 -17Roads 1,633 1,917 284Footpaths 7 75 68 Drainage 225 309 84 Buildings - Capital 33 77 44 Plant, Machinery and Equipment 19 505 486 Fixtures, IT, Fittings and Furniture, Artworks 6 13 8 Computers and Telecommunications 111 168 56 Library Books 66 68 2 Waste Management 187 535 348 Recreational, Leisure, Community 92 61 -31Parks, Open Spaces and Streetscapes 39 20 -19Aerodromes 469 1,120 651Other Infrastructure - Capital 10 65 55 Total Capital Works 3,082 5,101 2,019

Represented by: YTD Actual $'000

YTD Budget $'000

YTD Variance

$'000 New 507 979 472 Renewal 1,836 2,693 857 Upgrade 739 1,429 690

Total Capital Works 3,082 5,101 2,019



Full Year 30 June 2018 Forecast Operating Result compared to budget

The forecast operating result for the year ending 30 June 2018 has been updated to reflect the third quarter budget review.

The forecast operating result for the year ended 30 June 2018 is a deficit of $1.134 million which is an unfavourable variance of $0.122 million compared to the budgeted deficit of $1.012 million as shown in Table 2 below.

Table 2 – Forecast Operating Result for the year ended 30 June 2018

Notes Full Year

Forecast'000

Full Year Budget $'000

Variance $'000

Variance %

Revenue Rates and Charges 1 16,807 16,613 194 1% User Charges - Statutory Fees and Fines 2 520 350 171 49%

User Charges 2 3,979 3,869 110 3% Operating Grants (recurrent /non recurrent) 3 4,424 4,111 313 8%

Capital Grants (recurrent /non recurrent) 1,719 1,729 -10 0%

Contributions 4 190 120 69 58% Proceeds on sale of assets 5 305 705 -400 -57%Other revenue 6 225 171 53 31% Total Revenue 28,169 27,667 502 2%

Expenses Employee costs 7 11,634 11,695 61 0% Materials and services 8 12,033 11,431 -602 -5%Doubtful Debts 10 10 0 0% Depreciation 9 5,053 4,979 -74 -1%Finance costs 196 196 0 0% Other expenses 376 366 -9 0% Total Expenses 29,303 28,679 -624 -2%

Net Result 1,134 1,012 -122 -1%Other Items Recognition of assets 0 0 0 WDV of asset disposals 0 0 0 Net Other Items 0 0 0 0 Net Operating Surplus/(Deficit) (1,134) (1,012) -122 -1%



Notes 1. Rates and Charges additional income from:

penalty interest $20,000

receipt of supplementary rates charges $91,056 garbage charges $14,500

2. Favourable User Charges - Statutory Fees and Fines(increased planning permit fees) offset by other smallvariances. $180,827

Favourable variance in User Charges in the followingareas: BPACC Cinema $29,505 Art Gallery Income Shop sales and public programs $28,620

Compliance and Registration Fees $70,348

Benalla Visitors Information Centre income $21,000 Offset by numerous small variances.

3. Additional grant funding not budgeted in 2017/18 year forspecifically in the following areas: Roadside Weeds and Pest Management Program $32,888 Small Business Festival - NE Victoria Digital

Innovation Grant part received in 2016/17 and2017/18 $12,500

Municipal Emergency Resourcing Program $10,000 Favourable non-recurring funding variance due to

additional grant received for Family Services longresponse and intensive family services (additionalservices) $111,891

Building our Regions - Midland Highway Cowan StreetLighting $55,000

Live4Life $40,100

Victorian Recycling Market Temporary Relief Funding $33,840 Supported Parent Groups And Playgroups - Early

Childhood Reform Plan $41,250 Benalla Art Gallery - Creative Arts Victoria $22,600

Operating Grants non-recurring income unfavourable variance due to grants not proceeding as budgeted for:



Aged and Disability Services $81,159 2016 October Flood Event – National Disaster Fund

Grant (reduced amount approved) $35,000

4. Favourable unbudgeted contributions towards:

Benalla Art Gallery public contributions $27,000 Boweya Community Hall - contribution to capital

project $27,125

Live for Life community contributions/schools $7,200

L2P sponsorship of new car $3,000

5. Unfavourable timing variance - delayed land sale (partaerodrome land). $400,000

6. Favourable variances unbudgeted:

reimbursement of replacement costs for staffsecondment to Australian Defence Force $65,600

settlement of Saleyards utilities account $16,937

7. Favourable variance due to several positions inCommunity Services - Aged Care and Family Supportareas being recruited throughout the year that will berequired to be acquitted in 2018/19.

8. Unfavourable variance - increase in expenses notbudgeted:

Street lighting - electricity $9,000 Walk to School Project costs (grant funds received in

2016/17) $11,062

Pop Up Cinema and Wall to Wall sponsorship $12,500

Small Business Festival – hosting grant expenses $19,025

Performing Fees – Cinema $30,100

Grant funded - Cowan Street Lighting project $55,000 Compliance – animal management RSPCA contract

payment $60,000 Waste Management -recycling additional costs (half

grant funded) $69,507



Grader and water truck hire trial $91,149

Emergency events (storm 19 December 2017) $248,598

9. Unfavourable variance due to increased depreciation/amortisation costs for several capital projects finalised in 2016/17.

Recommendation:

That the report be noted

Materials and Services expenditure as at 31 March 20182017/18

YTDActuals

05: Contract Staff $75,998

06: Catering & Refreshments $20,876

07: Materials $1,249,032

08: Contract Payments $2,390,163

09: Merchandise $44,873

10: Functions & Receptions $21,058

11: Stores Issues $106,253

12: Repairs & Maintenance $197,195

18: Lease Payments $32,671

20: Bank Charges $38,056

21: Advertising & Promotion $118,313

23: Exhibitions $68,873

24: Insurance $359,877

25: Legal Expenses $109,054

26: Consultants General $207,302

27: Membership & Subscriptions $124,805

28: Security Expenses $32,573

29: Postage & Freight $39,331

30: Printing, Copying & Stationery $46,383

31: Rent $23,515

32: Computer Support/Software $279,463

33: Internal Plant Hire Expense -$9,257

35: Travel Expenses $17,591

36: Meeting Expenses $2,743

37: Staff Training / Courses $76,403

38: Vehicle Expenses $5,547

39: Electricity $276,697

40: Water Consumption $40,522

41: Gas $14,712

42: Telephone $140,124

43: Contributions & Reimbursements $21,210

47: Green Waste Mulching $11,603

49: Machine Hire $266,785

51: E.P.A. Levy $311,076

53: Management Committees $102,561

54: Cleaning Expenses $124,046

103: Vehicle Fuel $147,930

104: Vehicle Repairs $158,934

105: Vehicle Lease Payments $244,217

109: Canteen Trading Purchases $21,895

110: Performing Fees $80,676

16: Services (Non Contract) To Council $711,197

160: Audit / Monitoring costs Landfill $80,890

170: Museum Fees $4,369

199: Internal Charge - Expense $247,135

34: Goods Delivered (Contractual) $110,349

Total $8,795,620

APPENDIX 1



9. People and Performance Department – activity report for the quarterended 31 March 2018

SF/1538 Janine McMaster – Manager People and Performance

PURPOSE OF REPORT

The report presents an overview of the functions of the People and Performance Department for the quarter ended 31 March 2018.

CUSTOMER RELATIONS

The Customer Relations Coordinator continues to provide ongoing support tothe organisation through her participation in the Shared Leadership SupportGroup.

The second service station at the Customer Service Centre has been utilisedduring late February and March due to Dog Registration renewals being postedmid-February.

The Customer Relations Coordinator has reviewed Customer Lost/FoundProperty Policy, Dealing with Difficult Customers Policy and TelephoneProtocol.

Customer Relations Coordinator participated in the Community GrantsAssessment Panel in March 2018.

Ongoing administration and maintenance duties, including assistance to wastecollection enquiries and requests, taking bookings for council facilities, andanimal registration renewal changes.

Customer contacts January to March 2018

2017/18 2016/17

Month Phone Counter Total contacts

Phone Counter Total contacts

January 1,932 1,384 3,316 1,741 1,356 3,097 February 2,081 2,242 4,323 2,090 1,773 3,863 March 1,869 2,027 3,896 2,316 2,483 4,799 Total 5,882 5,653 11,535 6,147 5,612 11,759



Resolved by Customer Relations

Referred CRMS Request referred

January 2,317 875 124

February 3,213 955 125

March 2,910 865 119

Total 8,440 2,695 368

Result of Customer Contacts

Customer requests

Customer contacts often result in a customer request – the need for Council to take some form of action, for example, to repair a damaged footpath or road.

Quarter 2017/2018 2016/17

January-March 528 907

The request statistics have almost halved from last year due to no longer placing requests for Cleanaway through the Customer Request Management System (CRMS). These requests are now emailed directly to Cleanaway then recorded in the records management system. Please see table below to reflect these changes.



Bin Request Applications lodged

2017/2018

Emails to Cleanaway regarding Bins missed/partially emptied 74 New/Replacement Bin applications 137 Special needs 246 Total 457

After hours messages received

2017/18 2016/17

Quarter Messages received

Messages referred

to officers

Messages received

Messages referred

to officers

Jan-Mar 758 259 671 181

Land Information Certificates issued

Land Information Certificates provide prospective property purchases with information such as parcel descriptions, valuations and rate amounts. The Customer Relations team produce, record and send these certificates to customers on behalf of the Rates Department.

Quarter 2017/18 2016/17

Jan-March 173 169

COUNCIL FACILITIES

Benalla Town Hall auditorium bookings There are fewer Town Hall auditorium venue bookings compared to last year due to a regular dance not being booked this quarter, as well as the user group LUEY (Let Us Entertain You) not having as many bookings as last year.

2017/18 2016/17

January 0 2

February 2 3

March 3 20

Total 5 25



Benalla Town Hall meeting room bookings

There are also fewer meeting room bookings compared to last year due to user group LUEY.

First Floor 2017/18

Downstairs 2017/18

First Floor 2016/17

Downstairs 2016/17

January 8 1 0 9

February 4 0 6 8

March 5 5 3 0

Total 17 6 9 17

Benalla Drill Hall Community Activity Centre bookings

The Community Development team continue to use all of the Drill Hall with youth and FReeZA events and workshops, including using meeting rooms for storage.

Auditorium 2017/18

Meeting Rooms 2017/18

Auditorium 2016/17

Meeting Rooms 2016/17

January 1 3 3 0

February 4 2 5 0

March 9 2 10 0

Total 14 7 18 0

Benalla Senior Citizens Community Centre bookings

The Senior Citizens Community Centre continues to be utilised by the Senior Citizens and U3A, U3A now have a greater amount of regular bookings.

2017/18 2016/17 Jan-Mar 317

Line Dancers, Bridge and Cards, Bowls, Tai Chi, Meals on Wheels, Computer Club, Table Tennis, Ballroom Dancers, Old Time Dancers, U3A, Training and Meetings, Writing Workshop, Politics and Current Affairs, Music Appreciation

184 Line Dancers, Bridge Club, Bowls, Tai Chi, Meals on Wheels, Singers, Computer Club, Cards, Table Tennis, Ballroom Dancers, Old Time Dancers, U3A



HUMAN RESOURCES

Ongoing maintenance and administration of the Human Resources functions,which include the following areas; recruitment, interview and inductionprocesses, organisational wide training and monitoring training budget,WorkCover claims process including database update, WorkCover annualpremium compilation.

Coordination of first aid training to be conducted in May 2018. Compilation of the comments database from the quarter three Staff

Performance and Development Reviews in relation to Our Culture Our Story. Finalised the new E-Learning portal to enable online training for all staff.

Human Resources activities January to March 2018

Quarter 3 2017

Quarter 3 2018

Variance

Recruitment 3 3 0

Turnover 3 2 -1

Training Applications 46 35 -11

Workplace incidents 4 10 6

Work Cover claims 1 2 1

PAYROLL

Ongoing maintenance and administration of payroll processes, includingresponse to staff enquiries and employee issues.

Attended comprehensive training in the operation of the ADP Payforcesystems.

Responding to all employee and external agency payroll enquiries andEmployee Self Service issues.

Review and adjust contributions for Vision Defined Benefit members as a resultof staff resignations, including updating the secure Vision Employer site.

Preparation of the payroll/costing reports for management on a fortnightly andon request basis and action to managers in RM8 (records managementsystem).



INFORMATION SYSTEMS

Coordination of the Help Desk in consort with DWM to resolve tickets, attendmeetings and working with staff.

Coordination of vendors and contractors (Electricians, Viatek, DWM, Pitt andSherry, INtelephony, Kapish).

Providing support to staff over the phone, email and face to face.

Projects

Commenced the OpenOffice migration from old Lotus Notes to a new webbased system. Communicated the process to staff and provided ademonstration of the OpenOffice CRMS product.

Setup new servers to run OpenOffice.

Completed the ongoing issues with AssetAsyst and improved the outdatedhardware by providing new “Toughbooks”.

Completed the shared data plan service agreement with Telstra. Staff now haveaccess to a shared data plan which has reduced the cost of data significantly.

Replaced networking hardware at the Landfill. This has improved network usageand monitoring.

Provided new laptops to most managers.

Replaced BPACC computers with new updated computers.

Upgraded the Metrocount traffic counter hardware and software at theInfrastructure Depot.

Setup TV recording function in the Civic Centre meeting room. Continue to workthrough issues regarding the aerial. Presently it is not high enough to get asignal for some channels.

In collaboration with the Finance Department, the majority of InformationTechnology orders and invoices processed through the electronic system viaRM8 (Records System). This new process is streamlined and much easier tomanage and track invoices.

Implemented a backup process for all the physical computers which are locatedat the remote sites – such as Benalla Performing Arts and Convention Centre,Benalla Art Gallery, Sir Edward “Weary” Dunlop Learning Centre and theInfrastructure Depot. This now enables us to restore backups quickly should anyof these computers have a fault.



Help Desk Tickets

RISK MANAGEMENT

Ongoing maintenance and administration of the Risk Management function. Coordination of the monthly occupational health and safety inspections across

all worksites. Entering relevant workplace issues resulting from the workplace inspections,

into the Customer Request Management System to enable rectification of thesematters

Ongoing migration of all risk associated data into the risk managementdatabase (Elumina)

Coordination of the bi-monthly occupational health and safety meetings Review and implementation of a revised Risk Management Strategy, Risk

Management Procedures and Risk Management Policy in line with updatedlegislation.

INFORMATION MANAGEMENT

Ongoing participation in both the Administration Champion Group providingRM8 information and updates and the Shared Leadership support group todevelop a training program and agenda for future meetings.



Various meetings have been held with staff regarding the BusinessClassification System folders and RM8 guidance.

Attended the MAV Information Management National Conference in Melbourne.This was a great opportunity to seek insight into how other local governmentand private sector agencies handle the ever changing landscape of informationmanagement.

Documents captured and saved to HPE Records Manager (RM8)

Q4 2017 Q1 2018

Outwards Mail 393 325

E Documents 16,322 17,033 New Files Created 300 475 Boxes archived to Recall 0 34 Files retrieved from Recall 30 35 Cartons retrieved from Recall 2 0

Documents captured and saved to HPE Records Manager



VOLUNTEER DEVELOPMENT

Activity Year ending 2017

March 2018

Aged & Disability Services 95 95

Arts & Tourism 78 64

Events and Festivals 42 *16

Youth Programs (including L2P) 57 **39

Gardens maintenance and Litter Reduction

23 23

Specialist Committees & Steering Groups

91 91

RedB4 Bookshop Benalla Library

59 5

62 7

Friends of Groups 54 60

Total 504 457

* Australia Day and Wall to Wall Festival**Live4Life program (other programs such as FReeZA and YAC yet to commence)

Skills Development

Training Material for VIC As part of a program of ongoing skills development for Visitor Information Centre volunteers, suitable training material was sourced for presentation at meetings. Workbooks for the accredited training unit Provide Visitor Information ’will form the basis of monthly sessions.

Benalla HOCUS Youth group – Honoury Litter Gatherers Run by Wamiona Community house, the Hang out and Catch Up Sometimes (HOCUS) youth group provides skills and social development for teenagers not engaged in school or education. An induction session was organised for the group with games, a presentation from members of the Litter Gatherers group and OH&S induction. Over the course of the year, HOCUS members will be introduced to other Council volunteer programs.

Litter Gatherers – MIND With the implementation of the NDIS in Benalla Rural City, there has been an increased interest in volunteering opportunities for people with a disability. The Litter Gatherers project has proved suitable for a number of MIND clients who prefer to undertake activities at their own pace. Members of the Litter Gatherers group have taken the time to help with induction and training.



Ben and his carers with long term litter Gatherer, Max Tilbury

HOCUS youth with Litter Gatherers Anne Cresswell and Greg Clark

Volunteering Victoria Webinars The Council, through its membership of Volunteering Victoria, has access to a series of volunteering webinars. Members of staff and community are invited sit in on these webinars with the Volunteer Development Coordinator. The topic of the March webinar was ‘Privacy Law and the New Data Breach Requirements’.

Community Services Group Orientation In March a group induction session was trialled with Community Services volunteers. Topics covered included the Volunteer Code of Conduct. This is an effective way to offer induction training and will help build a sense of ‘team’ amongst the volunteers.

Jackie Brennan, Service Delivery Team Leader, Elisabet Pendavingh, Service Delivery Administration Officer and Tracey Hooper, Aged and Disability Services Coordinator welcome new Community Services volunteers.



Recruitment and Marketing

Promotional activities included:

Community News Litter Gatherers, Social Support Activities, Benalla Library

Online directories Community Skillsbank, GoVolunteer, Volunteer Victoria Portal

Facebook Litter Gatherers, Hocus Group visit

Council Website Social Activities Groups , Meals on Wheels (front page)

Information Packs Community Care Reception, Customer Service Centre, Sir Edward Weary Dunlop Learning Centre (Benalla Library)

Benalla Ensign Litter Gatherers

Marketing material Litter Gatherers flyer updated

Records

During February and March, all volunteers received a Volunteer Records Update form. The purpose of this survey was to make contact with all volunteers on the current database, ensure information for each volunteer was up to date and to collect information not already recorded for some volunteer programs, for example, years of service and emergency contact details.


Connected and Vibrant Community

Strengthen community capacity, emergency management preparedness,resilience and participation.

High Performance Organisation

Provide quality customer service focused on continuous improvement. Provide good governance and responsible management and planning. We are compliant with our legislative and risk management responsibilities.


A summary of the People and Performance Department actual performance against forecast for the year ended 30 March 2018:



Function YTD Actual ’000

YTD Forecast

’000

Variance ’000

Notes

Human Resources $524 $463 $61 1

Information Systems $713 $785 $45

Risk Management $363 $338 -$25

Customer Relations $229 $260 $31

Records Management $193 $208 $15

Volunteer Development $41 $40 $1

Total $2,063 $2,093 $17

Notes: 1 Depreciation

Recommendation:

That the report be noted.



10. Arts, Communications, Tourism and Events Department - activity reportfor the quarter ended 31 March 2018

SF/1462-02 Jilian Mulally –Manager Arts Communications Tourism and Events

PURPOSE OF REPORT

The report details the activities and functions of the Arts, Communications, Tourism and Events Department for the quarter ended 31 March 2018.

BACKGROUND

The Arts, Communications, Tourism and Events Department sits within the Chief Executive Officer Division and comprises: Communications Events Sir Edward Weary ‘Dunlop’ Learning Centre (Benalla Library) Tourism Benalla Art Gallery Benalla Performing Arts and Convention Centre

COMMUNICATIONS

Media releases issued

Q3 2017-18 Q3 2016-17 Q3 2015-16

Total 17 20 40

With the Council now publishing Council News each month, increased functionality of www.benalla.vic.gov.au and the increased engagement with the Council’s social media platforms, the reliance on traditional media releases has dropped.

Council website www.benalla.vic.gov.au

Q3 compared to Q2 Current Previous

http://www.benalla.vic.gov.au/http://www.benalla.vic.gov.au/



Q3 2018 compared to Q3 2017

There has been minimal change in the usage of the Council website in thisperiod compared to last period, with 24,301 sessions compared to 24,664sessions.

Compared to last year, there are fewer sessions (24,301 vs 28,117). Last yearthere were a high number of sessions in January, with a spike of more than athousand sessions on 27 January 2017. This was driven by a social mediacampaign for Australia Day award winners which lasted the month of January.

Last quarter, the data included a large proportion of visitors on the firstweekend in December, when the Rural City experienced a flood emergency.

27.5 percent of visitors were new to the site compared to 25.2 percent lastquarter and 21.1 percent for this quarter last year.

The average session duration is 2 minutes 31 seconds compared to 2 minutes51 seconds last quarter and compared to 2 mins 22 seconds in quarter three of2017.

BPACC Website www.bpacc.com.au Q3 2018 compared to Q3 2017

There was 2.21 per cent increase in traffic this quarter (10,376 sessions) incomparison to the 10,152 sessions this quarter had last year.

Art Gallery Website www.benallartgallery.com.au Q3 2018 compared to Q3 2017

The website had a 13.59 percent decrease in sessions this quarter, with 3,445sessions compared to 3,987 in the same quarter of last year. However 84.3%of this quarters visitors were new visitors.

The top page visited after the homepage, was Exhibitions, with 1,423 sessionscompared to the 2016 statistic of 1,731 sessions in the same quarter.

Enjoy Benalla www.enjoybenalla.com.au Q3 2018 compared to Q3 2017

http://www.bpacc.com.au/http://www.benallartgallery.com.au/



The website had a 149.20 per cent increase in traffic this quarter, with 7,045sessions compared to 2,827 sessions in the same quarter of last year.

Both 2016 and 2017 quarters have recorded 85 per ce

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