Geelong Saleyards Advisory Committee (GSAC) Meeting No: 1

CITY OF GREATER GEELONG

MINUTES

Geelong Saleyards Advisory Committee (GSAC) Meeting No: 1

DATE:Thursday 23 March2017

VENUE:City Hall, 30 Gheringhap Street, Geelong | Room No.1

Meeting opened at 4:00 pm

Attendees

Committee representatives:

Fiona Conroy, Ian Kelly, Donald Bowden, Stuart McLean, Russell Coad, William Richardson

Council representatives:

William Tieppo, Vicki Shelton, Melinda McKenzie – City of Greater Geelong Simon Loone – Surf Coast Shire

Apologies

Ray Goodman, Ramon Clark, Helena Charles – Golden Plains Shire

Quorum

A quorum was present

Subject / Notes / Action
1.0Introductions &Welcome
Members gave a brief introduction of their current roles and experience in relation to Saleyards operations.
2.0Declaration of Conflict ofInterest
There were no declarations of conflict of interest
3.0Terms ofReference
The terms of reference were outlined. Discussion regarding role of Council officers and if members can send a delegate if unable to attend.
3.1 / To confirm that CEO has delegated William Tieppo to Chair the meeting and has no voting rights. / WT
3.2 / Media items to be circulated to GSAC when issued. / Admin
3.3 / Action list to be prepared after each meeting for circulation. / Admin
3.4 / Members to advise on an apology and delegate prior to meetings. / All
4.0Background Reports
The Council resolutions were reviewed and noted.
The Saleyards reports are available on the City of Greater Geelong website.

• Feasibility Study2014
• Conservation ManagementPlan
• Yttrup StructuralReport
• OHS report – City of GreaterGeelong
• Scope of Works on sheepyards
• Kismetreport
• OHS report – Safety Zone Additional reports to beadded.

4.1 / Table of Council Meeting Resolutions and status to be distributed to GSAC / Admin
4.2 / Survey Data report to be uploaded to website / Admin
4.3 / Surfcoast Shire Council reports to be uploaded to website / Admin
4.4 / Meeting Folders to be prepared for each GSAC member / Admin
5.0Current Operations - Sheep Sales, Truck Wash & PoultrySales
Sales are continuing fortnightly. The sheep pens have been altered to now include half pens with gates to allow for more small lots to be sold.
Discussion regarding access after hours for late pick ups. Noting truck wash shuts at 9pm and gates close at 9.30 pm. Noting noise complaints have been received.
Note break-ins to buildings 2 weeks ago.
OHS plan outlines induction to site. Even people with industry cards are required to complete the site specific induction at the Geelong Saleyards. This applies to those people conducting their business ie agents, buyers, transporters.
Discussion regarding the operation of the truck wash and operational costs. Rate per minute ($1.00) does this cover the costs. Noting water from the recycling facility is used across the yards and topped up by potable when storage is low.
5.1 / Send throughput data to GSAC for sheep sales. / Admin
5.2 / Check Permit conditions and legal regulations regarding curfews and operation times / Admin
5.3 / Monitor operational demands for access to site after hours / Admin
5.4 / (OHS plan) From the OHS plan there is a need to check traffic management around trucks and separation of Stock and Public in walkways, amend as required / Admin
5.5 / Check operational costs on truck wash – water usage / electricity (if possible) / Admin
5.6 / Consider restricting access to livestock only related users for any new applications for Avdata for the Truck Wash / Admin
6.0Support for Cattle Producers - Temporary Holding Pens / Otheroptions
8 metal pens will be provided with stock to be delivered between 12 noon and 3:00pm for transport to Ballarat ready for sale on the 2nd of April. Producers to book transporter. No fee charged for use. Producers must advise their Agent that they are bringing in stock to ensure there is a spot available on the truck doing the pickup. Unplanned cattle will be turned away. Agents will need to advise producers to complete their NVD to reflect the drop off atGeelong.
The Freight subsidy option was discussed noting it will be difficult to administer. City suggested an option where it could also contract a transporter – Committee members suggested this may not be supported by other transporters, already in operation.
6.1 / Media release and update Website for the new cattle hub support / Admin
6.2 / Monitor demand for cattle hub / Admin
6.3 / Agents to advise next sale dates given Easter is coming up and normal sale on the 17 April is Easter Monday / Agents
7.0Market Analysis / AgribusinessStrategy

• Market Analysis – Mercado commissioned– due EndMarch.
• Presentation to Administrators 4April
• Agribusiness Strategy – brief issued, closes 24 March, evaluation and award by 31 March. Due end ofJune
• Surf Coast commented regarding outputs to match their resolution. To check brief and if additional work required contact consultants toadvise.

7.1 / Copy of Briefs for Market Analysis and Agribusiness strategy to be issued to GSAC / Admin
7.2 / Market Analysis report to be issued to GSAC when available – consultant to present to next meeting / Admin
7.3 / Discuss additional actions with consultants re Surfcoast resolutions / Admin
8.0General Business-
Financial Review
Audit review found all finances (income and expenditure) in accordance with policy. A copy of the review to be provided to GSAC.
Staff
Peter Bohling currently on leave as he transitions to retirement. Laurie Fitton will be the onsite supervisor with support from contractors on sale days and other days as required for clean up and maintenance.
NLIS
Mel is meeting LSAV rep regarding the scanning of sheep.
Q-Fever
A Provisional Improvement Notice (PIN) was served on Council in respect to Q- Fever at the Geelong Saleyards. The City is undertaking a risk assessment in accordance with Worksafe Guidelines. Controls include – Vaccination, OHS Management Plan, PPE, signage, induction, engage contractor, limit exposure. The potential risk to areas outside the facility was discussed.
8.1 / Q-Fever Risk Assessment to be distributed to Stuart McLean LSAV to review and provide further advice in regard to saleyards operations at other sites and general farming activities / Admin / LSAV
Agenda
Standing items –

• Operations;
• Throughput figures / financials / currentbudget;
• Cattle producerssupport;
• Market Analysis and AgribusinessStrategy

Meeting closed at 6:00 pm Next Meeting: 10 April 4-6pm

Item / ACTIONS - Meeting 23/3/2017 / Who
3.1 / To confirm that CEO has delegated William Tieppo to Chair the meeting and has no voting rights. / WT
3.2 / Media items to be circulated to GSAC as released. / Admin
3.3 / Action list to be prepared after each meeting for circulation. / Admin
3.4 / Members to advise on any apology and delegate prior to meetings. / All
4.1 / Table of Council Meeting Resolutions and status to be distributed to GSAC. / Admin
4.2 / Survey Data report to be uploaded to website. / Admin
4.3 / Surfcoast Shire Council reports to be uploaded to website. / Admin
4.4 / Meeting Folders to be prepared for each GSAC member. / Admin
5.1 / Send sales data to GSAC.
5.2 / Check Permit conditions regarding curfews and operation times. / Admin
5.3 / Monitor operational demands for access to site after hours. / Admin
5.4 / OHS plan check traffic management around trucks and separation of Stock and Public in walkways, amend as required. / Admin
5.5 / Check operational costs on truck wash – water usage / electricity if possible. / Admin
5.6 / Consider restricting access to livestock only related users for any new applications for Avdata. / Admin
6.1 / Media release and update Website cattle hub option. / Admin
6.2 / Monitor demand. / Admin
6.3 / Agents to advise next sale dates. / Agents
7.1 / Copy of Briefs for Market Analysis and Agribusiness strategy to be issued to GSAC. / Admin
7.2 / Market Analysis report to be issued to GSAC when available – consultant to present to next meeting. / Admin
7.3 / Discuss additional actions with consultants re Surfcoast resolutions. / Admin
8.1 / Q-Fever Risk Assessment to be distributed to Stuart McLean LSA to review and provide further advice in regard to saleyards operations at other sites and general farming activities. / Admin
/ LSA