Minutes

 

 

 

                                                       Council

 

 

 

                                       22 February 2017

 

 

 

 

 

 

 

 

 

 

 

                                                                                                  www.bawbawshire.vic.gov.au

 


  Council

Meeting Minutes - 22 February 2017

 

 

1.        Opening and Recognition of Traditional Custodians. 4

2.        Reading of Affirmation and Prayer. 4

3.        Apologies. 5

4.        Civic Ceremonies. 5

5.        Confirmation of Previous Meeting Minutes. 5

6.        Councillors Declarations of Interest/Conflict of Interest 5

7.        Meeting Closed to the Public: Release of Information to the Public. 6

8.        Community Participation Time. 7

8.1     Questions on Notice. 7

8.2     Submissions. 9

9.        Petitions. 10

9.1     Petition for street lamps in Millennium Court Drouin.. 10

11.     Council Leadership and Management 12

11.1  Section 223 Submissions Proposed Land Sales. 12

11.2  Proposed Road Closure and Transfer To Baw Baw Developments. 18

11.3  Response to petition relating to Lapidary Club rent 31

11.4  Visit Baw Baw Campaign and the Baw Baw Tourism Strategy Update  34

11.5  Extension to provision of banking, customer payment processing and related services contract 21334CT. 226

12.     Infrastructure and Community Assets. 230

12.1  Roads and Drainage Advisory Committee - Replacement of Committee Members and review Terms of Reference. 230

12.2  Drouin Car Parking Petitions - Update. 238

12.3  Land Acquisition Agreement - Tarwin Street Retardation Basin.. 245

12.4  West Gippsland Arts Centre Upgrade - Staff and Council Chambers Relocation Sites  248

13.     Growth and Prosperity. 251

13.1  Urban Design Frameworks - Longwarry, Trafalgar and Neerim South.. 251

13.2  Alpine Resorts Governace Reform Discussion Paper Submission.. 375

14.     The Environment 430

15.     Notices of Motion.. 431

15.1  Notice of Motion Call for a report into the reintroduction of the FReeZA Program   431

15.2  Notice of Motion Call for a peer review of the Vist Baw Baw Campaign   432

16.     Committee and Delegates Reports. 433

16.1  South eastern transport strategy. 433

16.1  PERI urrban group of councils. 433

17.     Assembly of Councillors. 434

17.1  Assembly of Councillors Report 434

18.     Mayoral Minute. 440

19.     General Business. 440


  Council

Meeting Minutes - 22 February 2017

 

   Baw Baw Shire Council

Council Meeting

22 February 2017

Minutes

 

Minutes of the Ordinary Meeting of the Baw Baw Shire Council held in the

Council Chambers, Civic Place Warragul, commenced at the conclusion of the Special Council Meeting on 22 February 2017 and opened at 5.36pm.

 

 

Present

Cr M Leaney, Cr M Power, Cr K Cook, Cr D Wallace, Cr J Gauci, Cr D Goss, Cr P Kostos, Cr J O’Donnell and Cr T Jones

 

In Attendance

Mr P Cantillon     Interim Chief Executive Officer

Mr D Dunstan      Acting Director Community Assets

Mr M Cripps         Director Planning and Economic Development

Mr M Lewis           Acting Director Corporate and Community Services

Ms J Oakley         Executive Manager, Community Information and Advocacy

Mr P Harris          Manager Council Business

Ms K Evans         Governance Advisor

 

 

 

1.      Opening and Recognition of Traditional Custodians

Cr Gauci opened the meeting with recognition of the traditional custodians being, I acknowledge the traditional custodians of the land on which we are meeting and pay my respects to their Elders both past and present.

 

2.      Reading of Affirmation and Prayer

Cr Gauci read the Councillors affirmation, being, ‘We now pause to reflect upon the solemn responsibilities conferred on us by the Parliament of Victoria through the Local Government Act (1989). 

We acknowledge that it is the responsibility of local government to ensure the peace, order and good governance of our Shire. 

We are to be responsible and accountable to our community here in Baw Baw Shire through good governance and leadership. 

 Almighty God,

Give wisdom and understanding to the members of this Baw Baw Shire Council.

In all our deliberations help each of us to listen carefully, perceive the best course of action have courage to pursue it and grace to accomplish it.

Amen

 

3.      Apologies 

   

 

4.      Civic Ceremonies

 A civic ceremony was held to present the Baw Baw Shire Council with a certificate of appreciation for Council support to the 2017 Ficifolia Arts Show and Art Exhibition on behalf of the Baw Baw Arts Alliance and Ficifolia Arts Show . This was presented to the Mayor by Cr O’Donnell.

 

5.      Confirmation of Previous Meeting Minutes

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr D Wallace

 

 

That the minutes of the Ordinary Council Meeting held on 8 February 2017 be confirmed.

 

CARRIED

 

6.      Councillors Declarations of Interest/Conflict of Interest

 Cr Jones declared a conflict of interest at agenda item 12.4 and 11.1and left the chamber when these items were discussed. Cr Jones also declared a conflict of interest and left the Chamber at Community Participation Time – Agenda Item 8 - responses to Questions on Notice and left the Chamber accordingly.

 

Cr Power declared a conflict of interest at item 12.3 and left the chamber when this item was discussed. Cr Power also declared a conflict of interest at Community Participation Time – Agenda Item 8. and left the Chamber accordingly.

 

   

 

7.      Meeting Closed to the Public: Release of Information to the Public

Council met in a Closed Confidential  Council Meeting at 5.00pm in order to deal with contractual and personnel matters in line with provisions outlined in Section 89 (2) of the Local Government Act 1989.

 

Council have resolved to release the following information to the public.

 

7.2 TENDER RECOMMENDATION REPORT 21757CT - NEW WESTERN PARK OVAL CONSTRUCTION

RECOMMENDATION

That Council:           

1. Accepts the tender submitted by Depan Group Pty Ltd (ABN  95 606 158 454) for Tender No. 21757CT  New Western Park Oval Construction for the total sum of  $1,014,325.97 (excluding GST);

2. Delegates the Interim Chief Executive Officer to sign and authorise the contract documents after they have been prepared; and

3. Releases this information to the public.  

 

7.3 TENDER RECOMMENDATION REPORT 21756CT - PROVISION OF VALUATION SERVICES

RECOMMENDATION

That Council:

1. Awards the Valuation Services Contract Number 21756CT to Gippsland Property Valuations to complete valuation services for the 2018 General Valuation and related services as per tender specifications with the option to extend for a further period of two years in order to complete the 2020 General Valuation; and

2. Accepts the tender price of $220,000 (excluding GST) for the 2018 General Valuation plus schedule of fees (excluding GST) for additional services comprising:

a.    Supplementary valuations $35 per assessment

b.    Objection valuations $120 per assessment

c.    Inquiries / VCAT appeals $150 per hour

d.    Public Open Space Valuations $150 per hour; and 

3. Delegates the Interim Chief Executive Officer to sign and authorise the contract documents after they have been prepared; and

4. Release this information to the public.

 

 

8.      Community Participation Time

8.1       Questions on Notice

Two community members submitted Questions on Notice.

 

Questions on Notice received from Helen Case and Sharon Jordan.

 

Cr M Power left the Chamber at 5.44pm

 

Question on Notice submitted by Sharon Jordan:

 

In relation to the outflow capacity of the expansion of Longwarry Town.

Any expansion (rezoning) must consider on-site water retention and drainage and Melbourne Water requirements.

How many litres per second will the total 4 new basins in Stockman Wood Housing Estate?

There’s one basin in the existing Stockman Wood Housing Estate. Runoff from this basin is designed to be the same as the pre-development rate of runoff. When the basin capacity is exceeded in a storm event larger than 1 in 100 years, runoff from the basin is estimated to exceed 2m³/sec. The proposed basin to the south will also discharge runoff at the pre-development rate, estimated to be approx 500L/sec in a 100 year storm.

Will Longwarry be capable of discharge in a flood event?  Would there be 200 litres per second?

In a flood event, runoff from Longwarry will flow in the open drains as well as over farmland. Runoff in a flood event is several m³ per second, well in excess of 200 L/sec.

How many litres per second will each basin discharge into Martin Drain?

(Answered above)

Will all the basins now be 1.6 each? X 4?

There will be 2 basins in the Stockman’s Wood subdivision and 1 in the industrial development

How many litres per second will the discharge of the water from the new Industrial site at Corduroy Road, into the Mackey Drain be?  Would there be 200 litres per second?

The estimated pre-development rate of runoff from the development at 95 Longwarry – Drouin Road varies from very low flow in small storm events to 1.4m³/sec in severe storm events. This development is designed to allow the same rate of discharge as the pre development rate of runoff, i.e up to a maximum of 1.4m³/sec from the retarding basin.

Will the outflow water from the new industrial site enter Mackey Drain via the new basin at First Street Longwarry?

It will run into Mackeys drain which runs along the eastern town boundary.

What is the capacity per litres of the combined outflow given the expansion of the Stockman Wood Housing Estate and the new Industrial site at Corduroy Road Longwarry?

Runoff from development is restricted to pre-development flow. In an 100 year ARI, the combined flow rate will be several m³ per second.

What is the current research proposals for effect on the downstream farmers please?

We are not aware of any such research, but runoff from development is restricted to pre-development flows.

Cr M Power returned to the Chamber at 5.46pm

Helen Case:

 1.       Given that the redevelopment of the WGAC has been on Council’s radar for quite some time, why were new Council chambers not factored into the redesign and construction of the Drouin Council complex?

Council chamber relocation was dependent upon the approval of the WGAC project that was only approved by Council at its meeting of 8 February 2017.

2.   Would Council confirm that tenders that have, or will be, accepted for all goods and services required for the redevelopment of the WGAC will exclude any entities related to current Councillors given that no conflict of interest was stated by any of the voting Councillors?

Councils related party disclosure requirements and conflict of interest provisions are designed to ensure appropriate disclosure regarding Councillor relationships with tenderers and suppliers of goods and services.

Cr M Power left the Chambers at 5.47pm

3.  Is Council able to confirm whether Beyond the Valley have followed through on the pledged donation of 1% of all ticket sales to the local indigenous mentoring group?

No information has been provided to Council regarding the commitments that the Beyond the Valley organiser has made to the community. 

 

4. One of the Councillors raised at the last Council meeting that there could possibly be restrictions placed on persons applying for roadside trading permits in Warragul.  If this is the case, why is Warragul being singled out and such a (discriminatory) restriction not consistently extended over the whole of Baw Baw Shire?

Officers undertake assessment of every application for road side trading in a consistent manner. Decision on each application is made based on the relevant Local Law requirements. Different sites will have different considerations and may result in different requirements or restrictions being imposed on a permit where issued. 

 

Cr T Jones left Chamber at 5.49pm

 

Cr M Power returned to the Chamber at 5.49pm

 

5. If the intent of formalising the pedestrian crossings in Smith Street, Warragul, was to direct pedestrians to cross the road at these specific points, why are there breaks in the median strips that allow pedestrian access and the design of said median strips now encourages and protects pedestrian traffic for the length of the Smith Street from Palmerston to Albert Streets?

The main objective to provide breaks in the median strip on Smith Street between Albert and Palmerston Street was to provide a pedestrian refuge for any able bodied person wanting to cross the road other than at the formalised pedestrian crossings.

The median break proposal was finalised after extensive discussions at the past Project Reference Group meetings and community feedback received.

The current informal crossings on Smith Street are more than 20 meter from the new pedestrian crossings.  As per the road rules, pedestrians are not allowed to cross the road within 20 metres of a pedestrian crossing - they must use the crossing.

 

Cr T Jones returned to the Chamber at 5.50pm

 

 

8.2       Submissions

No submissions were heard.     

 


  Council

Meeting Minutes - 22 February 2017

 

9.      Petitions

9.1       Petition for street lamps in Millennium Court Drouin

Governance Advisor

Directorate:  Corporate and Community Services

 

Ward:          West Ward

 

Appendix:    

       

 

1.         Summary

A petition was received requesting street lighting in Millennium Court, Drouin.

The Petition contains a total of 14 signatures. The petition reads:

“As rate payers we are requesting lighting”.

 

RECOMMENDATION

That Council:

·    Table and receive the petition

·    Instruct Council officers to provide a report back to Council within the next three scheduled ordinary council meetings, or provide a response directly to the lead petition writer, relating Council’s position relating to the matter.

 

COUNCIL MOTION

 

Moved:              Cr T Jones

Seconded:        Cr K Cook

CARRIED

 

 

 


  Council

Meeting Minutes - 22 February 2017

 

 

 

 

 


  Council

Meeting Minutes - 22 February 2017

 

11.    Council Leadership and Management

11.1    Section 223 Submissions Proposed Land Sales

Property Management Coordinator

Directorate:  Corporate and Community Services

 

Ward:          All

 

Appendix:     4 attachments

 

CR JONES DECLARED A CONFLICT OF INTEREST AND LEFT THE CHAMBER AT 5.51PM

 

purpose

For Council to consider submissions received from one submitter on each of the following land sales;

o Buln Buln: former Road abutting 6 Dwyerstead Street

o Mountain View: Unmade Road to former Mountain View Hall

o Warragul: Freehold land incorporated into units 2 and 4, 22 Kent Street

REcommendation

That Council:

1.   Notes that each proposed land sale has been publicly advertised and submissions received as required by Section 223 of the Local Government Act 1989.

2.   Authorises the Interim Chief Executive Officer to execute the Transfer of Land and associated documents for the sale of;

a.                the former Road abutting 6 Dwyerstead Street, Buln Buln to the owner of 6 Dwyerstead Street, Buln Buln, and

b.    the section of unmade road abutting Lot 1 Plan of Subdivision 729606, Mountain View Road, Mountain View to the abutting owner, and

c.     the land known as Lot 3, Title Plan 12879 to the owners of Unit 2/22 Kent Street

d.    the land known as Lot 1, Title Plan 12879 to the owners of Unit 4/22 Kent Street, Warragul; and

3.   Provides a written response to the submitter of this Resolution.

 

 

 ALTERNATE RECOMMENDATION

That Council:

  1. Notes that each proposed land sale has been publicly advertised and submissions received as required by Section 223 of the Local Government Act 1989;
  2. Agrees to defer the council decision on the proposed land sales until a subsequent Council Meeting scheduled in the 2017 meeting calendar year to consider the matter further; and
  3. Provides a written response to the submitter of this resolution.  

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr J  O’Donnell

CARRIED

 

cR jONES RETURNED TO THE CHAMBER AT 5.54PM.

Key POINTS/Issues

·    At its 23 November 2016 meeting, Council Resolved to publicly advertise its intent to sell the following four parcels of land;

o   Former Road abutting 6 Dwyerstead Street, Buln Buln

o   Unmade Road off Mountain View Road, Mountain View

o   Lot 1 Title Plan 12879 abutting Unit 4, 22 Kent Street, Warragul

o   Lot 3 Title Plan 12879 abutting Unit 2, 22 Kent Street, Warragul

·    Following the required public advertising period, Council received one submission for each proposed sale from the same author. This was the same submission for each proposed sale and will be treated through this report as such.

·    The submission relates to Native Title and presents a position that Council must negotiate with Kurnai native title holders in reaching an agreement to sell each of the above properties.

·    Council has sought legal advice in relation to this submission. The advice clearly articulates that Native Title does not apply to any of the proposed sales. Each of these land parcels was freehold land, or the result of a valid public work, before 1 January 1994 and as such the Native Title Act 1993 does not apply.

·    With respect to the Traditional Owners Settlement Act and notification of  the proposed sales and reaching agreement with the Kurnai to proceed with the sales, again as the land is freehold there is no need to notify. The Traditional Owners Settlement Act relates to undeveloped Crown Land within the Gippsland Region.

Triple Bottom Line Implications

COMMUNITY IMPACT

There is no community impact with this report.

ENVIRONMENTAL IMPACT

There is no environmental impact with this report. 

FINANCIAL IMPACT

There have been costs in obtaining the legal advice in relation to this submission.

Consultation

The public advertising was conducted in accordance with Section 189 of the Local Government Act 1989. One submission was received in relation to each proposed sale.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This proposal assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Council Leadership and Management

‘Council is community focused, engaged and accountable’.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This report has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

Council must comply with S223 of the Local Government Act 1989 to consider any submissions received in relation to a proposed sale of Council land.

POLICY IMPACTS

This report is consistent with Council’s Property Policy.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 


  Council

Meeting Minutes - 22 February 2017

 

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11.2    Proposed Road Closure and Transfer To Baw Baw Developments

Property Management Coordinator

Directorate:  Corporate and Community Services

 

Ward:          Central

 

Appendix:     3 attachments

       

 

purpose

For Council to consider the closure and transfer at no cost of two small Road Extensions within the Waterford Rise development to Baw Baw Developments Pty Ltd.

REcommendation

That Council;

1.      Commence the statutory procedures to discontinue the two sections of road denoted as “road to be closed” on the plan prepared by Ross & Worth Pty Ltd (ref 11509, version 1) (“Road”) pursuant to Schedule 10, Clause 3 of the Local Government Act 1989 (“Act”) and transfer the Road to Baw Baw Development Pty Ltd (“Developer”);

2.      Give public notice of the proposed discontinuance and transfer the Road to the Developer in accordance with sections 189, 207A and 223 of the Act;

3.      Resolves, if no submissions are received, that:

a.    The Road is not reasonably required for public use and is to be discontinued;

b.    A notice pursuant to the provisions of Clause 3 (a) of Schedule 10 of the Act be published in the Victorian Government Gazette;

c.    Any rights, powers or interests held by Council or any other public authority in the Road in connection with any sewers, drains, pipes, wires or cables under the control of the authority in or near the Road are saved pursuant to section 207C of the Act;

d.    The Road be transferred to the Developer in consideration of the construction of road reinstatement works by the Developer on terms acceptable to the Interim CEO, provided that the Developer pays all of Council’s costs relating to the discontinuance and transfer of the Road to the Developer;

e.    The Interim CEO is authorised to sign any documents required to be signed in connection with the discontinuance and transfer of the Road to the Developer.

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr M Power

 

CARRIED

Key POINTS/Issues

·    Two small road extensions were created when Fieldstone Avenue was constructed. The two extensions were for planned future Roads. They are both 57m2 and shown on the attached ‘road closure plan’.

·    Council has accepted subsequent plans for a future subdivision stage which no longer requires the two roads to be constructed. This leaves the road extensions as redundant and part of Fieldstone Avenue. Refer to the attached ‘Title Plan Road R1’.

·    Baw Baw Developments have requested that the two 57ms sections are formally closed and transferred back to themselves. Baw Baw Developments will pay the costs for the closure and transfer which will involve surveying, consolidation and lodgement fees.

·    The request for the transfer at no cost is deemed to be reasonable as the land was given by Baw Baw Developments and is no longer required. Council is essentially returning the land to them. The land will become part of the lot frontage of the future Titles for this part of the subdivision.

·    Council’s Statutory Planning department have advised that the change in the subdivision plans have been approved and certified. Council’s Community Assets team are agreeable to the closure and reinstatement of services, infrastructure and footpath.

·    When the Road Extensions were constructed, all the services including footpaths were installed following the alignment around the Road Extensions. Baw Baw Developments will reinstate, to Council’s satisfaction all services, associated infrastructure and the footpath along the road alignment.

·    As a Road in a new subdivision the Title for the Road is in the name of Council. To close and Transfer these small sections of Road requires a formal road closure and Council Resolution.

·    The Road Closure will need to be published in the Government Gazette. In order to comply with the Local Government Act 1989, this and the transfer will also require public advertising.

Triple Bottom Line Implications

COMMUNITY IMPACT

It is not considered that there will be any impact on the community with this proposal. 

ENVIRONMENTAL IMPACT

There is no environmental impact with this proposed Road closure and transfer.

FINANCIAL IMPACT

·    Baw Baw Developments will be required to consolidate the land into the abutting property and pay the consolidation, transfer and reinstatement costs.

·    The transfer of each 57m2 parcel of land is proposed to be at no cost.

Consultation

The community will have opportunity to comment on the proposal through the advertising and submission process.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This proposal assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Council Leadership and Management

‘Financial responsibility and responsible management of Council resources and people’.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This report has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        In order to Discontinue the two sections of Road, Council must comply with Schedule 10, Clause 3 of the Local Government Act 1989.

·        Council must comply with Sections 189 and 223 of the Local Government Act 1989. These sections include requirements to obtain valuations, public advertising allowing submissions (in writing and person).

POLICY IMPACTS

This report is consistent with the Property Policy endorsed by Council.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 

 

 


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Meeting Minutes - 22 February 2017

 

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11.3    Response to petition relating to Lapidary Club rent

Recreation Officer

Directorate:  Community Assets

 

Ward:          Central

 

Appendix:     2 attachments

       

 

purpose

For Council to note the withdrawal of the petition submitted by Warragul and District Lapidary Club in relation to their user fee.

REcommendation

That Council:

1.   Notes the petition tabled on 12 October 2016; and

2.   Accepts the withdrawal of this petition by Warragul and District Lapidary Club on 11 January 2017.

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr D Wallace

CARRIED

Key POINTS/Issues

·        On 21September 2016 Council received a petition from the Warragul and District Lapidary Club for Council to consider changing their user fee (see Attachment 1).

·        The petition was tabled with Council on 12 October 2016.

·        On Wednesday 11 January 2017Council received written confirmation (see Attachment 2) that the Club wanted to withdraw their petition and remain on their current fee agreement as this would be more financially viable for the Club.

Triple Bottom Line Implications

COMMUNITY IMPACT

Nil.

ENVIRONMENTAL IMPACT

Nil.

FINANCIAL IMPACT

·        The Warragul and District Lapidary Club is currently charged an annual subsidised lease fee of $558 plus any CPI increases.

·        The Club is responsible for electricity charges to their clubroom and Council are currently investigating the installation of a water check meter to establish direct charging for water used by the club as currently the club are not charged for water usage.

·        Building maintenance cost responsibilities are set out in the tenancy agreement.

Consultation

·        Officers held a meeting to discuss the petition with the Warragul and District Lapidary Club on 12 October 2016.

·        The Club was provided detailed information to assist their understanding of their tenancy agreement; user fee, Council’s Pricing Policy and situation as a co-tenant at a Council managed reserve.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This report assists with the achievement of key strategic objectives as set out in the Council Plan 2013-2017.

Our Community

1.2       Communities which are dynamic, vibrant and inclusive.

1.3       Enhanced community quality of life.

 

Council Leadership and Management

2.2       Council is community focused, engaged and accountable.

Infrastructure and Community Assets

3.2      Investing in quality and affordable community assets which are balanced against the growing needs of the community.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This report has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

“Planning for and providing facilities for the local community” is listed as a core role/responsibility of Council in the Local Government Act 1989.

POLICY IMPACTS

The Baw Baw Shire Recreation Strategy 2005-2015 has key recommendations:

·    “To acknowledge the important role played by Committees of Management in the municipality and to provide the necessary support for these committees”; and

·    “Work in partnership with local sport and recreation organisations and the broader community to support the development of a wide range of readily accessible facilities across the Shire”.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.


  Council

Meeting Minutes - 22 February 2017

 

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Meeting Minutes - 22 February 2017

 

11.4    Visit Baw Baw Campaign and the Baw Baw Tourism Strategy Update

Business Development Officer

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     5 attachments

       

 

purpose

To provide Council with an update on the implementation and associated expenditure connected with the Council adopted Branding Strategy and those Tourism related actions within the Economic Development Strategy.

REcommendation

That Council receives and notes the report.

 

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr J O’Donnell

CARRIED

Key POINTS/Issues

·    At the Council Meeting on 14 December 2016, at the request of Cr Leaney it was resolved by Council that:

 

“Council Officers prepare a report for Council on the Visit Baw Baw Campaign and the Baw Baw Tourism Strategy by February, 2017.

 

The report should include but not limited to:

          details of expenditure since 1 July, 2014;

          a list of completed actions;

          a list of outcomes/results achieved;

          details of engagement with the tourism industry;

          a list of any outstanding actions that may not have been completed;

          an officers assessment the effectiveness of these two Strategies together with appropriate industry standard benchmarking; and

          any projects underway or to be completed this financial year.”

 

·    Baw Baw Shire Council has adopted two key strategic documents and one sub-plan that relate to the above resolution, which include:

          The Baw Baw Shire Council Economic Development Strategy 2014-2018 adopted by Council in May 2014

          The Baw Baw Shire Council Destination Branding Strategy adopted by Council in March 2014

          The Baw Baw Shire Council Tourism Development Plan 2015-2018 adopted by Council in April 2015

·    The Baw Baw Shire Council Economic Development Strategy 2014-2018 contains three key pillars of focus:

          Business Attraction and Investment;

          Grow and Develop Local Business (Supportive Business Environment); and

          Promotion, Marketing and Networking

 

·    The Destination Branding Strategy was adopted to provide vision and leadership for the tourism industry and to provide strategic marketing for the region.

 

·    The Tourism Development Plan was adopted to provide clarity in the roles and responsibilities of those within the tourism industry and to provide priorities in the delivery of marketing and infrastructure.

 

·    Since July 2014 Council has expended the following budget in the implementation of the Destination Branding Strategy and the Tourism Development Plan:

          2014/15          $145,750

          2015/16          $136,922

          2016/17          $64,298

Details of the specific project expenditure has been provided at Attachment 1 to this report.

 

·    The bulk of the actions outlined in the Destination Branding Strategy and the Tourism Development Plan have been implemented. Details of the actions completed, ongoing, and/or outstanding has been provided at Attachment 2 to this report. In addition to those set out in the documentation Council also resolved to undertake additional promotional campaigns which have included Regional and Metropolitan TV advertising, Regional and Metropolitan Radio advertising, social media and print advertising.

 

·    The main goal of the strategy and plan and associated advertising was three fold. First Visit Baw Baw was to provide a unified brand that set Baw Baw apart from Gippsland under which council could advertise the region and all operators could use in their advertising. Second to create awareness and recognition of the Visit Baw Baw brand and the region it represents in the eyes of consumers and engaging with the brand via the website and social media channels, and third to encourage people to visit the region which would create increased revenue for businesses in the municipality.  

 

·    The Visit Baw Baw campaign is about providing a consistent marketing approach, and a single marketing brand which all businesses from across the Shire could be associated with. The purpose of the Visit Baw Baw campaign has been about promoting the visitation and business offerings in the shire, and driving interest to the Visit Baw Baw website which has acted primarily as a virtual visitor information centre.

 

·    The outcomes from the implementation of the strategy and plan and the various methods in undertaking advertising have all contained both pros and cons. Notwithstanding the above, the implementation of the strategies and associated advertising has increase the overall reach and traffic on both the Visit Baw Baw webpage and the Visit Baw Baw social media platforms. The success of the various marketing tools used have been assessed based on the traffic generated within the Visit Baw Baw website and/or social media pages with the use of Google Analytics and Facebook Insights data as well as using “likes”, “views”, and “shares”. Details of the outputs from the advertising campaigns is provided at attachment 3 to this report.

 

·    The implementation of the strategy and the Development Plan has consisted of both pros and cons. The ability to have the business community provide data or input information on the Visit Baw Baw website was difficult, not all Local Tourism Associations were prepared to support the strategies, and the implementation though various media options resulted in varied success. Return on investment is not been measureable with a dollar value as there is no tangible offer we are asking visitors to buy or book. Notwithstanding the challenges, the Visit Baw Baw campaign has resulted in increased traffic and interest with visitation to the web site increasing from zero (as a brand new website) to in excess of 40,000 visitors in addition to the increasing engagement with the social media platforms.

 

·    Based on the analysis of the analytics from the Visit Baw Baw website it has been established that while various parts of the implementation of the Strategy, the Development Plan, and the advertising have generated additional interest in the offering provided on the website, digital media and digital advertising has generated the most amount of traffic and interest. The analytics have also enabled officers to identify the key areas of interest to those visiting the website. The top three searched areas of interest are:

          Accommodation;

          Attractions; and

          Walking and Cycling.

 

·    Whilst the promotion has been successful in terms of gaining brand exposure to a wider market, the direct benefit has been difficult to quantify due to the product offering and the business and tourism engagement with the brand as well as data collection tools on the Visit Baw Baw website.

 

·    The cost benefit associated with the various marketing mediums has also highlighted that advertising in the digital environment provides the greatest value and reach. Printed media has provided the greatest difficulty in determining its effectiveness in drawing potential customers to our website or social media sites.

 

·    In 2016/17 a key focus of the Economic Development Team is to undertake a review of the Visit Baw Baw Website. This review is to ensure that it is more accessible and responsive to the user and has the ability to operate as a full online visitor information centre with the ability to consider online booking of accommodation and ticketing to venues. This will ensure that all future campaigns are able to be measured more accurately when there is a call to action.

 

·    In addition to the above, the work program for 2016/17 associated with the delivery of the Destination Branding Strategy and Tourism Development Plan are provided in detail at attachment 4 and 5 to this report.

 

·    Moving forward there is a need for a more planned approach to advertising campaigns for the Visit Baw Baw brand where there is potentially a marketing strategy and the opportunity for operators to buy into various campaigns.

Triple Bottom Line Implications

COMMUNITY IMPACT

Increased brand recognition and exposure through the various mediums used to promote Baw Baw with the intent to attract greater visitation and expenditure in the municipality.

ENVIRONMENTAL IMPACT

There are no environmental impacts associated with this report.

FINANCIAL IMPACT

The allocation of funds to the deliver the Branding Strategy and those Tourism related actions within the Economic Development Strategy have been allocated within the Economic Development Teams operational budget.

 CONSULTATION

·    The adopted Economic Development Strategy, the Branding Strategy and Tourism Development Plan were created in consultation and support of the Baw Baw Business Advisory Board (BAB). The Tourism Sub Committee to the BAB was involved directly in the development of the Tourism Development Plan.

·    Ongoing engagement with the Tourism Sub Committee to the BAB has been undertaken since the adoption of the above strategies and plan. Furthermore, officers have attended a number of Local Tourism Associations meetings where invited to engage on the above plans and other tourism related matters.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The Visit Baw Baw campaign assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Growth and Prosperity – 4.2 Prosperous local business and industry

Economic Development Strategy and Destination Branding Strategy.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This report has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

There are no legal issues associated with this report.

POLICY IMPACTS

There are no policy impacts associated with this report.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 

 

 

 


  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

11.5    Extension to provision of banking, customer payment processing and related services contract 21334CT

Finance Manager  

Directorate:  Corporate and Community Services

 

Ward:          ALL

 

Appendix:    

       

 

purpose

To seek Council approval to extend Contract 21334CT for the Provision of Banking, Customer Payment Processing and Related Services.

REcommendation

That Council:

1.   Approve the contract extension for the Provision of Banking, Customer Payment Processing and Related Services Contract Number 21334CT to the Commonwealth Bank until 30 June 2019 as per the terms and conditions of the original contract; and

2.   Authorises the Interim Chief Executive Officer to sign the prepared contract documents.

 

COUNCIL MOTION

 

Moved:              Cr T Jones

Seconded:        Cr M Leaney

 

CARRIED

Key POINTS/Issues

·        At the Council meeting of 5 June 2013, Council resolved to award the Provision of Banking, Customer Payment Processing and Related Services contract to the Commonwealth Bank of Australia from 1 July 2013 for a minimum term of two years with an option to extend to a maximum term of six years.

 

·        The Provision of Banking, Customer Payment Processing and Related Services Contract comprises of two parts:

 

o   Part A – Banking and Related Service

          This service comprises Council’s general banking services including account keeping, electronic funds processing, treasury functions, deposits and collections. The current service provider is the Commonwealth Bank of Australia (CBA).

o        Part B – Customer Payment Processing and Related Services

          This service comprises the collection of customer payments including over the counter payments, BPAY, telephone and internet payment transactions and is provided by the Commonwealth Bank of Australia (CBA), Australia Post and SecurePay.

 

·        The CBA has enabled Council to expand its payment options available to the community through BPay View and BPoint (online and email payment and rate notice facilities).  Council has implemented Albert/EFTPOS terminals improving customer interaction across Council’s Customer Service Centres.  These initiatives have resulted in some productivity improvements.   

·        The CBA have a dedicated local government team assisting Council with core transactional banking through access to day to day banking, online cheque/voucher images and bank statements, reporting and processing. They have a strong commitment to the Victorian local government sector that includes support to the peak body Victorian Local Government Finance Professionals (FinPro). 

·        In addition to the Commonwealth Bank contract, Council also utilise the services of Australia Post and SecurePay to complement Part B – Customer Payment Processing and Related Services.

·        The Australia Post payment option allows the payment of Council rates, Debtor Accounts and animal registrations either in person, by phone or online.  Council has a bill payment arrangement for with Australia Post through the Municipal Association of Victoria (MAV) that will expire on the 31 May 2017. 

·        SecurePay has enabled Council to expand its online payment options available to the Community for the following payments:

o        Animal Registration Renewal

o        Health Registration or Renewal

o        Debtor Accounts / Home and Community Care

o        Parking Infringement

o        Other Infringements

o        Permits

o        Rates

o        Tax/Invoice Statements (Public Open Space Contributions & Fire Hazard Notice)

·        Council has a three year bill payment arrangement with SecurePay that will expire on the 20 May 2017. 

·        In 2015/2016 Financial Year the following Customer Payment Processing channels were used for Council Rates and Charges:

o   50% collections were through BPay (CBA)

o   26% collections were through Australia Post

o   18% collections were through Council’s Customer Service Centres

o   3% collections through Direct Debit Arrangements (via CBA)

o   2% collections through SecurePay

o   1% collections through Locked Box (CBA)

Triple Bottom Line Implications

COMMUNITY IMPACT

·    There is no community impact as the Contract continues to provide a range of options available for the payment of Council rates, fees and charges.

ENVIRONMENTAL IMPACT

·    There is no environmental impact.

FINANCIAL IMPACT

·    An amount of $165,000 is included in the 2016/17 Budget for banking services and customer payment processing.

 

Consultation

·    There is no consultation required.

 

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The Contract and the extension of service provider(s) for Banking, Customer Payment Processing and Related Service assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Council Leadership and Management

‘Financial responsibility and responsible management of Council’.

 

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This Contract Extension has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        The original tender process was conducted pursuant to the provisions of section 186 of the Local Government Act 1989.

·        The extension terms are in line with the contract as per Clause 2.4.2 Extension of Contract Term.

POLICY IMPACTS

·        The Contract and the extension of service provider(s) Banking, Customer Payment Processing and Related Services support Council’s Investment Policy.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 

 

 

 

 

 


  Council

Meeting Minutes - 22 February 2017

 

12.    Infrastructure and Community Assets

12.1    Roads and Drainage Advisory Committee - Replacement of Committee Members and review Terms of Reference

Manager Assets and Recreation

Directorate:  Community Assets

 

Ward:          All

 

Appendix:     1 attachment

       

 

purpose

To notify Council of the forthcoming recruitment of committee members and the subsequent review of the Terms of Reference of the Roads and Drainage Advisory Committee.

REcommendation

That Council:

 

1. Authorise officers to undertake a recruitment campaign to recruit committee members to the Roads and Drainage Advisory Committee; and

 

2. Supports the review of the Roads and Drainage Advisory Committee Terms of Reference once committee members have been recruited.

 

COUNCIL MOTION

 

Moved:              Cr K Cook

Seconded:        Cr D Wallace

CARRIED

Key POINTS/Issues

·    The Roads and Drainage Advisory Committee is a committee of Council that works in collaboration with Council and staff to provide advice and recommendations on roads and drainage matters, share ideas and knowledge about how the management of the roads and drainage network within the Shire can be improved.

·    An Expression of Interest for the Roads and Drainage Advisory Committee will be placed in the local Warragul and Drouin Gazette as a public notice, as well as on Council’s website to encourage suitable community members to apply.

·    Once applications are received, there will be a formal interviewing process to select the suitable candidates. A report will be presented to Council with recommendations on the suitable candidates and their appointments.

·    The new Roads and Drainage Advisory Committee will review and update the Terms of Reference (current version attached) and subsequently report to Council for adoption.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The Roads and Drainage Advisory Committee provides community input into matters pertaining to the roads and drainage matters within the Shire.

·    Members are appointed from independent members of the community with relevant knowledge and experience in roads and drainage.

ENVIRONMENTAL IMPACT

The Committee is made aware of any issues or impact on the environment, in advance, due to programmed works on the roads and drains.

FINANCIAL IMPACT

·    The functions of the Committee are totally voluntary.

·    The financial impact includes costs associated with supporting the Roads and Drainage Advisory Committee and the associated monthly meeting costs.

Consultation

Expression of Interest for the Roads and Drainage Advisory Committee vacancy will be advertised using print media and Council’s website.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The Roads and Drainage Advisory Committee assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

2.1- Financial responsibility and responsible management of Council resources and people.

3.2 - Investing in quality and affordable community assets which are balanced against the growing needs of the community.

4.1- Planning to meet needs of the community today and in the future.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This Roads and Drainage Advisory Committee has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

There are no legal impacts.

POLICY IMPACTS

Council is the custodian of a broad range of community assets and the adopted Asset Management Policy supports its commitment.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.


  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

12.2    Drouin Car Parking Petitions - Update

Team Leader Infrastructure Planning & Growth

Directorate:  Community Assets

 

Ward:          west

 

Appendix:     3 attachments

       

 

purpose

To provide an update to Council in response to a petition tabled at the Council meeting on 23 November 2016 along with three further petitions tabled at the Council meeting on 14 December 2016, all of which request all day parking along Young Street, Drouin.

REcommendation

That Council:

1.   Note the update in relation to each of the petitions received by Council on the 23 November 2016 and 14 December 2016 regarding parking along Young Street in Drouin;

2.   Authorise Council officers to convert part of the existing 3P parking area along Young Street into all day parking, subject to consultation with local businesses; and 

3.   Establish a Project Reference Group to review parking matters in Drouin more broadly with an aim to identify further parking opportunities and specific improvements in the short to long term, which would be brought to Council for its consideration at a future time.

 

AMENDED RECOMMENDATION

That Council:

  1. Note the update in relation to each of the petitions received by Council on the 23 November 2016 and 14 December 2016 regarding parking along Young Street in Drouin;
  2. Approves to amend the meeting minutes record from the Ordinary Council Meeting on Wednesday 23 November 2016 at item 9.1 PETITION FOR ALL DAY PARKING AT YOUNG STREET, DROUIN  to reflect that Cr Cook, not Cr Kostos, moved the motion to table the Drouin Car Parking Petition;
  3. Authorise Council officers to convert part of the existing 3P parking area along Young Street into all day parking, subject to consultation with local businesses; and 
  4. Establish a Project Reference Group to review parking matters in Drouin more broadly with an aim to identify further parking opportunities and specific improvements in the short to long term, which would be brought to Council for its consideration at a future time.

 

COUNCIL MOTION

 

Moved:              Cr J O’Donnell

Seconded:        Cr K Cook

CARRIED

Key POINTS/Issues

·    Council at its meeting on the 23 November 2016 carried the following Motion moved by Cr Kostos in response to a petition signed by 39 signatories :

“That Council receives and tables the petition submitted by the lead petitioner written to Council and that Council officers prepare a report back to Council detailing a response to the lead petitioners concerns relating to all day parking on Young Street, Drouin within the next three scheduled Ordinary Council Meetings.”

·    Council at its meeting on the 14 December 2016 carried the following Motion moved by Cr O’Donnell in response to three separate petitions on the same subject matter signed by 25, 357 and 122 signatories respectively :

“That Council receives and tables the petition submitted to Council in relation to concerns of parking at Young Street, Drouin and that Council officers include this petition into the Council report requested at Council’s Ordinary Council Meeting on Wednesday 23 November 2016 in relation to the petition submitted at that meeting relating to all day parking on Young Street, Drouin within the next three scheduled Ordinary Council Meetings.”

·    The petitions expressed concern with the perceived use of the existing 3-hour parking area along Young Street, Drouin (attachment 1) as all day parking by business owners and their staff over the last two years.

·    Council’s recent parking enforcement has resulted in the business owners and their staff now parking in alternate locations, which includes in front of Civic Park, Drouin.

·    In response to the petitioners concerns, Council officers have undertaken parking surveys for 3P parking areas along Young Street on 18 January and 2 February 2017 which consists of a total of 68 parking spaces.

·    The parking survey results show that both Parking Area A and Parking Area B (3P parking only) had a high turnover, with 79%-84% of stays less than 1 hour (attachment 2).

·    It was also found that the parking occupancy rate was generally low with an average of 43% total occupancy for the 22 spaces in Parking Area B and 47% for the 46 spaces in Parking Area A on 17 January 2017 (between 8am-6pm).

·    When school was back on 2 February 2017, the occupancy rates were slightly higher at 52% for Parking Area B and 56% for Parking Area A, however this was during peak times between 11am-3pm.

·    Given the low occupancy rates of this area it is proposed to convert 36 spaces to all day parking (attachment 3) in the western section, subject to consultation with local businesses. Parking in front of the shops will remain 3 hour.

·    It is also proposed that a Project Reference Group (PRG) consisting of members of Committee for Drouin, Drouin Business Group, Lead Petitioners, Ward Councillors, interested local community members and Council staff be established to review parking matters more broadly in Drouin with an aim to identify opportunities and specific improvements in the short to long term.

·    It is expected the PRG will focus on the following.

o Establishing current parking patterns for the Drouin CBD area in reference to the previous parking study completed in 2014.

o Investigate opportunities for improvements by reviewing existing parking restrictions across Drouin CBD area.

o Investigate the feasibility of additional car parking areas as per the recommendations of Drouin Parking Study. As an example, this could include the vacant VicTrack land on south side of Princes Way and/or any other vacant blocks suitable for provision of additional parking.

·    At the completion of proposed review of parking in consultation with PRG, a report will be presented to Council at a future time for its consideration.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The needs of both short term parking (for people visiting local businesses) and long term parking (for businesses and their staff) must be balanced for the successful operation of the town centre.

·    It is likely that the proposed review of parking in consultation with PRG will have a positive impact on the wider community.

ENVIRONMENTAL IMPACT

There are no environmental impacts anticipated from the proposed works.

FINANCIAL IMPACT

·    The proposed changes to existing 3P parking area are estimated around $500 - $1000.

·    The review will be undertaken by Council staff in consultation with the PRG and as such no additional upfront costs are expected. Subject to the recommendations of the review, funds will be required in the long term to implement the proposed changes.

Consultation

·    The Lead Petitioners and Local Businesses will be consulted on the proposed changes to 3P parking area.

·    The wider community will be consulted as part of broader review of parking in the Drouin CBD area in collaboration with the PRG.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This review of car parking assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Strategic Objective 3.2 - Investing in quality and affordable community assets which are balanced against the growing needs of the community.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

Nil.

POLICY IMPACTS

The proposed review will be undertaken with reference to the adopted Drouin Parking Study 2014.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.


  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

12.3    Land Acquisition Agreement - Tarwin Street Retardation Basin

Property Management Coordinator

Directorate:  Corporate and Community Services

 

Ward:          Central

 

Appendix:     1 attachment

       

CR POWER DECLARED A CONFLICT OF INTEREST LEFT THE CHAMBER AT 6.04PM

 

purpose

Following the Resolution of Council at the Closed Council Meeting on 14th December 2016, to notify Council of the successful negotiation and Memorandum of Understanding entered into for Council to purchase land from the Christian Family Church of Warragul & District Incorporated of 7 Tarwin Street, Warragul.

REcommendation

That Council;

1.    Notes that a Memorandum of Understanding has been executed between Council and the Christian Family Church of Warragul & District Incorporated for the Council Acquisition of an approximate 798m2 of land required for the Tarwin Street Retardation Basin Upgrade, and releases the following information to the public, in relation to matters considered at the Closed Council Meeting of December 14, 2016;

a) A contract for the Tarwin Street Retardation Basin Upgrade has been awarded  to Madcat Constructions (Vic) Pty Ltd ABN 63 112 970 359 for Tender No. 21738CT  for the sum of $1,225,880  (excluding GST); and,

b) The Interim Chief Executive Officer is delegated to sign and authorise the contract documents after they have been prepared; and,

c) The Interim Chief Executive Officer is authorised to sign the Transfer of Land and all associated documents to effect the purchase of the required land for the Tarwin Street Retardation Basin Upgrade from the Christian Family Church of Warragul & District Inc.

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr D Wallace

CARRIED

 

CR POWER RETURNED TO THE CHAMBER AT 6.06PM

 

Key POINTS/Issues

·    At a Closed Council Meeting on 14 December, 2016 Council considered the Officer Recommendation to award tender 21738CT – Construction of dam wall at Tarwin Street, Warragul.

·    The report noted the conforming tender submitted by Madcat Constructions (Vic) Pty Ltd ABN 63 112 970 359 for Tender No. 21738CT for the sum of $1,225,880 (excluding GST) as the preferred submission.

·    Council Resolved to award the contract and delegate the CEO to sign and authorise the contract documents subject to an agreement being in place with the Christian Family Church of Warragul & District for the Council acquisition of land required to undertake the works.

·    An agreement in the form of a Memorandum of Understanding (MOU) has now been executed by the Church and Council. This agreement includes the agreed purchase price of the land, Council to pay the Church costs for valuation, subdivision and legal expenses. The MOU also confirms that Council has immediate access to the site to begin works.

·    Following the signing of the MOU and award of the contract Council can, consistent with the Resolution received at its 14 December 2016 meeting make the information relating to the acquisition and tender publicly available.

·    Based on the successful negation and agreement to acquire the land, officers will now begin the process to subdivide the land and effect the formal transfer to Council.

Triple Bottom Line Implications

COMMUNITY IMPACT

The land acquisition and subsequent project will provide flood protection for downstream residents and significant public infrastructure.

ENVIRONMENTAL IMPACT

The contract specification requires the development and implementation of an environmental site management plan for the works.  This plan includes operational controls and procedures to manage all identified impacts and environmental protection actions to be undertaken. 

FINANCIAL IMPACT

·    Cost of the land will be fully funded from within the budgeted project funds.

·    Consistent with the Land Acquisition and Compensation Act 1986, Council will pay the Church valuation and legal costs. Council will also pay the costs, including any survey costs, to subdivide this parcel of land.

Consultation

Consultation is not required in relation to this acquisition of land.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This dam wall construction and related land acquisition will assist with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

3.2 - Investing in quality and affordable community assets which are balanced against the growing needs of the community.

4.1- Planning to meet the needs of the community today and in the future.

5.2- Building resilience and preparedness for climate and environmental impacts.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This report has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        Council is required to comply with the Procurement Policy made in accordance with the requirements of Section 186 A of the Local Government Act 1989.  Council is required to approve tender recommendations where the contract value is in excess of $250,000, including GST.

·        Section 187 of the Local Government Act 1989 provides direction to Council in relation to Land Acquisition and Compensation. Specifically that Council adheres to the Land Acquisition and Compensation Act 1986.

POLICY IMPACTS

·        This report is consistent with Council’s property policy, specifically in relation to acquisition of land.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 

 

 


  Council

Meeting Minutes - 22 February 2017

 

12.4    West Gippsland Arts Centre Upgrade - Staff and Council Chambers Relocation Sites

Manager Contract Services

Directorate:  Community Assets

 

Ward:          All

 

Appendix:     1 attachment

       

CR JONES DECLARED A CONFLICT OF LEFT THE CHAMBER AT 6.06PM

 

purpose

To seek Council approval for the temporary relocation of staff and the Council Chambers to enable site works for the West Gippsland Arts Centre Upgrade.

REcommendation

That Council:

 

1. Notes that the redevelopment of the West Gippsland Arts Centre Project will require the relocation of the current services, staff and resources (including the Council Chambers) operating out of Councils Warragul Civic Place precinct to locations not affected by the works;

 

2. Notes and supports the locations  where these services, staff and resources will be relocated which include Council's Warragul Smith St Annex and Drouin Civic Place, including the establishment of a temporary Council Chambers at Council's Trafalgar Business Centre;

 

3. Notes that Council's Warragul Smith St Annex will include access to customer services; and

 

4. Notes that a further report will be taken to Council in due course to consider and decide a new permanent location for Council's Chambers.

 

COUNCIL MOTION

 

Moved:              Cr M Power 

Seconded:        Cr J O’Donnell

 

CARRIED

 

CR JONES RETURNED TO THE CHAMBER AT 6.10PM

 

Key POINTS/Issues

·    Council at its meeting on 8 February 2017 resolved to accept the tender 21747CT from Building Engineering Pty Ltd.

·    The upgrade works will directly impact and will require the relocation of the West Gippsland Arts Centre, Customer Service, Business Information and Information Technology functions to suitable accommodation. It will also require the temporary relocation of the Council Chambers.

·    The relocation of the Civic Offices, West Gippsland Arts Centre staff and Council Chambers will allow site works to commence.

·    The expected duration of the works is from March 2017 to July 2018.

·    The Smith Street Annex and Drouin Civic Offices were considered as being the most suitable temporary office sites to accommodate the functions which need to be relocated. The sites are also owned and controlled by Council.

·    Following an investigation into the advantages and disadvantages of a number of sites the Trafalgar Business Centre (former Narracan Council Chamber) was considered the best option for temporary relocation of the Council Chambers because it has all the facilities including audio visual and data access necessary; and the cost for the relocation and subsequent set up for each meeting will be minimal.

·    Plans of the Smith Street Annex and Trafalgar Business Centre are detailed in Attachment 1.

·    There will be a separate report on the permanent location of the Council

     Chambers.

 

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The temporary office at the Smith Street Annex will not pose any inconvenience to the community as it is still in the Civic Precinct adjacent to the Warragul CBD.

·    The Community will need to adapt to the temporary Council Chambers in Trafalgar.

ENVIRONMENTAL IMPACT

It is envisaged that there will not be an environmental impact with the temporary staff and Council Chambers relocation.

FINANCIAL IMPACT

The total project budget of $13.4 million includes a temporary office staff and Council Chambers relocation amount of $40,000. The cost of a permanent Council Chamber site is not included in this budget.

Consultation

·    Relevant staff have been consulted as to their relocation requirements.

·    The staff and community will be given notification and follow up reminders of the temporary change of office venues.

·    The Community will be notified of the temporary relocated Council Chambers for its first meeting in March 2017.

 

 

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The West Gippsland Arts Centre Upgrade project assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Our Community Objective:

1.1  Delivering affordable and quality services to the community.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The temporary relocation of staff and the Council Chambers has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

POLICY IMPACTS

Quotations as required by Council’s Procurement Policy will be sought for the staff and Council Chambers relocation activities.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 

 


  Council

Meeting Minutes - 22 February 2017

 

13.    Growth and Prosperity

13.1    Urban Design Frameworks - Longwarry, Trafalgar and Neerim South

Urban Designer  

Directorate:  Planning and Economic Development

 

Ward:          East and West Wards

 

Appendix:     4 attachments

       

 

purpose

For the consideration of the Draft Longwarry, Neerim South and Trafalgar Urban Design Frameworks and to endorse further consultation to inform the final document.

REcommendation

That Council proceed with the Urban Design Frameworks project and carry out further consultation to inform final changes to Frameworks.

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr D Wallace

 

CARRIED

Key POINTS/Issues

·    According to the Settlement Management Plan 2013, most of the predicted population growth that is likely to occur over the next 20 years in the Shire will be focused in the six main towns of Warragul, Drouin, Yarragon, Longwarry, Neerim South and Trafalgar. 

·    It is important that the role and function of the main town centres meet the needs of this growing population whilst recognising and protecting the significant features, historic rural character and pedestrian scale of these towns. The Settlement Management Plan 2013 recommends further strategic work is undertaken for the main towns which currently have little strategic planning guidance.

·    The Settlement Management Plan 2013 recommends an Urban Design Framework be prepared for the town centre of Longwarry and Neerim South. There is no existing strategic plan for the Longwarry town centre and the Neerim South Outline Development Plan 1994, is outdated and does not reflect the proposed land use changes identified in the Settlement Management Plan.

·    The Settlement Management Plan does not specifically recommend an Urban Design Framework be prepared for Trafalgar. However, the Trafalgar 2030 Land Use Strategy Plan Review April 2009 is outdated and does not reflect the recommended land use changes identified in the Settlement Management Plan.  It was therefore important to include Trafalgar town centre in this urban design project.

·    Strategic plans have previously been prepared and adopted for the town centres of Warragul, Drouin and Yarragon.  They include:

          Yarragon Structure Plan October 2010

          Warragul Town Centre Urban Design Framework and Station Precinct Masterplan April 2010; and

          Warragul Town Centre Masterplan – May 2011 and Drouin Town Centre Strategy November 2010

These plans are still considered to be relevant and whilst they will require updating to reflect increases in forecast population growth, the preparation of new Urban Design Frameworks for these towns is not warranted at this time.

·    The purpose of the Urban Design Framework project is to develop a long term vision and implementation framework for the Longwarry, Neerim South and Trafalgar town centres.  The project seeks to achieve the following:

          Rejuvenate the town centres and enhance the attractiveness of the towns, including recommendations for public realm improvements and main town entrances;

          Make the towns more liveable, including recommendations for improvements to public spaces, pedestrian and vehicle access and safety, landscaping, car parking and building design;

          Provide recommendations for change within the private realm and guide built form outcomes;

          Provide greater business opportunities to attract and retain business and customers through a clear vision for the role and function of the town centres; and

          Inform Council’s capital works program and provide opportunities to seek potential sources of funding for many of the initiatives identified in the Frameworks.

·    Consultation for the Urban Design Framework project has taken place in two phases, Phase 1 in May 2016 and Phase 2 in July/August 2016.

·    Twenty five (25) Submissions to the Urban Design Frameworks were received during Phase 2 Consultation. Following this second round of consultation, the Urban Design Frameworks reports for each town were modified. A full version of the draft Urban Design Frameworks for Longwarry, Neerim South and Trafalgar are provided as Attachments 1, 2 and 3.

·    It is proposed that a third phase of consultation be undertaken to obtain feedback on the Draft Urban Design Frameworks so final changes can be made. A Consultation Strategy is provided as Attachment 4.

·    Once changes have been completed, the final Draft Urban Design Frameworks will be presented to Council for adoption.

Triple Bottom Line Implications

COMMUNITY IMPACT

The Urban Design Frameworks provide local community with more certainty about the future function and appearance of the town centre.

ENVIRONMENTAL IMPACT

The Urban Design Frameworks give regard to environmental issues and will promote sustainable design in the town centre.

FINANCIAL IMPACT

·    An urban design project is included in the Council Plan 2013-2017.

·    The project has cost $75,000 to date.

·    The Urban Design Frameworks will identify actions which may require allocations in future capital works budgets across various Council departments and, where appropriate, provide the basis for Council applications for State and Federal government funding and grant opportunities.

Consultation

·    Consultation is a key element in the development of the Urban Design Framework to ensure community support for the strategic vision and any subsequent physical projects. 

·    Consultation with stakeholders, both community and referral authorities, is essential and their feedback will be incorporated into the design framework, where appropriate.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This Urban Design Framework will assist with the achievement of the key strategic objective as set out in the Council Plan 2013-2017: Growth and Prosperity – Planning to meet the needs of the community today and into the future.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This Urban Design Framework will be considered under the Charter of Human Rights and Responsibilities. Amendments will be recommended to ensure compatibility if required

LEGAL

There are no legal impacts to be considered as part of this report.

POLICY IMPACTS

A planning scheme amendment will be required if introducing new planning policy.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 


  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

 

13.2    Alpine Resorts Governace Reform Discussion Paper Submission

Business Development Officer

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     2 attachments

       

 

purpose

For Council to note the written submission to the State Government on the Alpine Resorts Governance Reform Discussion Paper and endorse officers to submit the proposed response.

REcommendation

That Council notes this report and endorses the submission to the State Government on the Alpine Resorts Governance Reform Discussion Paper.

 

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr P Kostos

CARRIED

Key POINTS/Issues

·    In February 2016 the Victorian Government announced that reform of alpine resorts governance arrangements is required to ensure the sector can effectively respond and adapt to current and future challenges, particularly the impacts of climate change.

·    The current governance structure is complex and fundamental structural reform is required to produce a simpler framework and to ensure the full potential of Victoria’s alpine resorts is realised.

·    There are six alpine resorts in Victoria, four in the north (Mt Hotham, Mt Buller, Falls Creek and Mt Stirling) and two in the south (Mt Baw Baw and Lake Mountain). The two regions have differing needs and impacts in relation to social, environmental and financial issues.

·    The Discussion Paper proposes two new governance models and is seeking submissions from invested parties as to which will be the more appropriate model. The first model would see a single Alpine Resorts Authority and the second model would see separate Northern and Southern Alpine Resorts Authorities. See the discussion paper in Attachment 1.

·    Baw Baw Shire Council is looking to submit a response advising that due to the financial unsustainability of the two southern mountains as well as more imminent impacts of climate change that there be separate Northern and Southern Alpine Resorts Authorities. See attachment 2 (the submission response).  

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The way in which the Alpine Resorts are ultimately governed will have flow on effects to the local and visitor community as there will decisions to be made about the running of and access to the mountains.

ENVIRONMENTAL IMPACT

·    Climate change is an important impact on the future of the southern mountains and further into the future the northern mountains. The impact to the environment is being considered in a separate report.

FINANCIAL IMPACT

·    The southern mountains are not financial sustainable and rely heavily on Government funding to cover their costs.  

Consultation

·    Consultation for the Alpine Resorts Governance Reform Discussion Paper has been far and wide with the Government calling on anyone with a stake or interest to provide a response submission.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This Alpine Resorts Governance Reform Discussion Paper Submission assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Growth and Prosperity – 4.1 Planning to meet the needs of the community today an in the future and 4.2 Prosperous local business and industry.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This Alpine Resorts Governance Reform Discussion Paper Submission has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        There are no legal impacts associated with this report.

POLICY IMPACTS

·        There are no current policy impacts associated with this report.

CONFLICT OF INTEREST DECLARATION

No officer involved in the preparation of this report has a disclosable interest.

 

 


  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

14.    The Environment

Nil Reports

 

 

 


  Council

Meeting Minutes - 22 February 2017

 

15.    Notices of Motion

15.1    Notice of Motion Call for a report into the reintroduction of the FReeZA Program

Submitted by: Councillor Jessica Odonnell     

 

To:                 Chief Executive Officer,

                        Baw Baw Shire Council

 

Date:              Wednesday 15 February 2017

 

I, Councillor Jessica O’Donnell hereby give notice of my intention to move the following motion at the Ordinary Council to be held on 22 February 2017.

 

That Council Officers prepare a report into the consideration reintroduction of the FReeZA Program that provides organised events for young people.

The report should include a cost benefit and detriment analysis if the Baw Baw Shire Council were to operate and manage the FReeZA Program internally and should include a reference to current FReeZA programs in the Gippsland region and opportunities for grant funding to supplement the program costs.

 

COUNCIL MOTION

 

Moved:              Cr J O’Donnell

Seconded:        Cr T Jones

CARRIED


  Council

Meeting Minutes - 22 February 2017

 

15.2    Notice of Motion Call for a peer review of the Vist Baw Baw Campaign  

Submitted by: Councillor Michael  Leaney      

 

To:                 Chief Executive Officer,

                        Baw Baw Shire Council

 

Date:              Wednesday 15 February 2017

 

I, Councillor Michael  Leaney  hereby give notice of my intention to move the following motion at the Ordinary Council to be held on 22 February 2017.

 

That Council request an external peer review of the Visit Baw Baw Campaign and the associated outcomes of the Campaign.

 

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr D Goss

CARRIED

 

 

 


16.    Committee and Delegates Reports

 

16.1    South eastern transport strategy

Cr Cook provided Council with an update on the conference for the South Eastern Transport Strategy (SEATS) Conference that he attended.

 

16.1    PERI urrban group of councils

Cr Power provided Council with an update on the Peri Urban Group of Councils meeting.


  Council

Meeting Minutes - 22 February 2017

 

17.    Assembly of Councillors

17.1    Assembly of Councillors Report

Governance Advisor

Directorate:  Corporate and Community Services

 

Ward:          All

 

Appendix:     4 attachments

       

 

purpose

To present the written records of Assemblies of Councillors that have occurred.

REcommendation

That Council receives and notes the Assembly of Councillors records tabled for the period from Friday 4 February 2017 – Friday 17 February 2017.

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr P Kostos

CARRIED

Key POINTS/Issues

The Local Government Act 1989 requires that the written record of an assembly of councillors be, as soon as practicable, reported at an ordinary meeting of the Council and incorporated into the minutes of that meeting.


  Council

Meeting Minutes - 22 February 2017

 

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  Council

Meeting Minutes - 22 February 2017

 

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Meeting Minutes - 22 February 2017

 

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Meeting Minutes - 22 February 2017

 

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18.    Mayoral Minute

Mayor Gauci utilised the Mayoral Minute to advise that Baw Baw Shire has been allocated $4m by the Federal Government towards the redevelopment of the West Gippsland Arts Centre project. This was announced on the  morning of Wednesday 22 February by Russell Broadbent MP in the presence of Gary Blackwood MP and the Hon. Darren Chester at the opening of the Sand Road Interchange at Longwarry.   

 

19.    General Business

 

19.1 REQUEST FOR A REPORT ON COUNCIL OWNED BUILDINGS

 

That Council Officers prepare a report advising Council of all Council owned buildings and who uses them.

 

COUNCIL MOTION

 

Moved:              Cr J O’Donnell

Seconded:        Cr M Leaney

 

CARRIED

 

19.2 REQUEST FOR LETTER TO BE ADDRESSED TO THE PERI URBAN GROUP OF RURAL COUNCILS

 

That Council write to the Peri Urban Group of Rural Council's to express its disappointment at Minister for Planning lack of interest in engaging with the group on key planning related issues which the group is currently dealing with.

 

This letter should also support the Peri Urban Group of Rural Council's continued advocacy with the Minister and reiterate the importance of the engagement given the growth and infrastructure issues that our region is dealing with. A copy of our letter should also be sent to the Minister and our local members.

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr P Kostos

 

CARRIED

 

 

 

 

 

 

 

 

 

 

 

 

 

 

19.3 CONDOLENCE MOTION

 

That Council:

  1. Extends its condolence to the family and friends of Noel McWilliams and notes his connection with the area as the 2nd Lieutenant in the Erica & District Fire Brigade, Deputy Group Officer for the Baw Baw Group, his 36 years as a member of the Country Fire Authority and his Life Membership of the CFA;
  2. Notes Noel was an active member of the Walhalla & Mountain Rivers Tourism Association and the operator of Silvertop Cottages with his wife Julie; and
  3. Further notes his passing on Sunday 19 February, 2017 after a battle with cancer is a loss for all of our community.

 

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr D Wallace

 

CARRIED

 

19.4 REVIEW OF THE BAW BAW SHIRE HAZELWOOD CLOSURE WORKING GROUP TERMS OF REFEENCE

 

That Council instruct Council officers to undertake a review of the Baw Baw Shire Hazelwood Closure Working Group Terms of Reference with a specific focus on the governance structure and providing the ability for an independent member to take up the role of the Chair.

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr J O’Donnell

 

CARRIED

 

 

 

Meeting closed at 6.42pm

 

Confirmed at this meeting 8 March 2017

 

 

Cr J Gauci

Mayor