Minutes

 

 

 

                                                       Council

 

 

 

                                              28 June 2017

 

 

 

 

 

 

 

 

 

 

 

                                                                                                  www.bawbawshire.vic.gov.au

 


  Council

Meeting Minutes - 28 June 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

Three community members submitted Questions on Notice. 7

Questions on Notice received from Don McLean, Helen Case and Irene Broadbent. 7

http://www.bawbawshire.vic.gov.au/About-Council/Publications-and-Policies/A-Z-Policies-and-Documents#M.. 8

8.2     Submissions. 10

9.        Petitions. 11

10.     Our Community. 12

10.1  Recreation Reserve and Public Hall Maintenance Allocations 2017/2018  12

10.2  Maternal and Child Health Service Update and Referral Pathways. 17

11.     Council Leadership and Management 38

11.1  Adoption Council Plan 2017 - 2021. 38

11.2  Long Term Financial Strategy and 10 Year Infrastructure Plan.. 92

11.3  Rating Strategy 2017/18. 341

11.4  Annual Budget 2017/18. 378

11.5  Declaration of Rates and Charges 2017/18. 507

11.6  Financial Report for the Year To Date Ended 30 April 2017. 517

11.7  Councillor Allowances. 525

11.8  Results of the Community Satisfaction Survey 2017. 533

12.     Infrastructure and Community Assets. 536

13.     Growth and Prosperity. 537

13.1  Arts, Culture and Events Strategic Plan. 537

13.2  PLA0153/16.A - 245 Main South Road, Drouin.. 555

13.3  May Statutory Planning Progress Report 575

14.     The Environment 590

14.1  Appointment of Environmental Voice Advisory Committee. 590

14.2  Environment Policy. 594

15.     Notices of Motion.. 599

16.     Committee and Delegates Reports. 600

17.     Assembly of Councillors. 601

17.1  Assembly of Councillors Report 601

18.     Mayoral Minute. 608

19.     General Business. 608


  Council

Meeting Minutes - 28 June 2017

 

   Baw Baw Shire Council

Council Meeting

28 June 2017

Minutes

 

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

Trafalgar Council Chambers, commencing at 5.30pm on 28 June 2017.

 

 

Present

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

 

In Attendance

Mr P Cantillon     Interim Chief Executive Officer

Mr M Lewis         Acting Director Corporate and Community Services

Mr D Dunstan     Acting Director Community Assets

Mr M Cripps        Director Planning and Economic Development

Ms S Schimleck  Acting Executive Manager, Community Information and Advocacy

Mr P Harris          Manager Council Business

Ms K Evans         Governance Advisor

Ms D Foenander Executive Assistant, Director Corporate and Community Services

Ms A Lisle           Finance Manager

Ms L Christy        Team Leader Revenue Services

 

 

 

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 

 NIL  

 

4.      Civic Ceremonies

 No Civic Ceremonies were held.         

 

5.      Confirmation of Previous Meeting Minutes

 

COUNCIL MOTION

 

Moved:              Cr D Wallace

Seconded:        Cr P Kostos

 

 

That the minutes of the Ordinary Council Meeting held on 14 June 2017 be confirmed.

 

CARRIED

 

6.      Councillors Declarations of Interest/Conflict of Interest

 Cr Wallace declared a conflict of interest at item 13.2 and left the chamber when this item was discussed.

 

Cr Power declared a conflict of interest at item 14.2 and left the chamber when this item was discussed.  

 

 

 

  

 

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 a matter which is considered to be confidential under Section 89(2) (a) of the Local Government Act, as it deals with personnel matters.  

 

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

 

purpose

The purpose of this report is for Council to formally appoint the successful candidate to the position of Chief Executive Officer in accordance with Section 94 of The Local Government Act 1989.

REcommendation

That Council:

 

1. In accordance with Section 94 of The Local Government Act 1989, resolves to appoint Alison Leighton as its Chief Executive Officer  commencing on 21 August 2017 for a period of 5 years expiring on 19 August 2022;

 

2. Endorses Mayor Gauci and a second Councillor to Sign and Seal the agreed contract of employment;  and

 

3. That Council publicly release the decision to appoint Alison Leighton to the position of Chief Executive Officer for a period of five years with the total commencement remuneration package of $320,000 per annum, which includes the superannuation contribution, salary and motor vehicle value.

 

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr G Goss

 

 

CARRIED

 

 

 

 

 

 

 

 

 

 

8.      Community Participation Time

8.1       Questions on Notice

Three community members submitted Questions on Notice.

Questions on Notice received from Don McLean, Helen Case and Irene Broadbent.

Response to Question on Notice received from Don Mclean    

1. Please advise the section of the media policy under which the Mayors' letter was lodged and published in the Warragul and Drouin Gazette issue 27 June?

Elected officials have the right to communicate with the media to express individual viewpoint. The Media Policy outlines protocol around responding to media enquiries on Council matters, however does not address Councillors submitting letters to the editor. Submitting a letter to the editor is done so by individual prerogative and not as a Council matter.

2. Did the Mayor consult with any other Councillor, the Acting CEO, Communications Team or any other staff member prior to lodging his letter with the Gazette?

No. Joe Gauci did not submit the letter to the editor in his capacity as Mayor and did not sign off on his letter as Mayor Gauci of the Baw Baw Shire Council. I have a copy of the original letter that was sent here as a reference and it was sent on behalf of Joe Gauci, with his private postal address and email address. 

3. Does the Council consider it appropriate for the Mayor in his letter to the Gazette issue 27 June to insult a resident by calling the author of a letter from the previous weeks issue a bully and a person who makes derogatory comments?

Council does not have a view on the nature of the letter. Council does not condone bullying of any nature.

4. Will the Council undertake a review of the Mayors letter to the Gazette published in issue 27 June?

No.

5. Will the Council minutes of the meeting 24 May item 12.1 Appendix be presented on the Council website so that the final position of the policy adopted is readable and all the changes properly incorporated?

No changes are being made to the meeting minutes; however the adopted Media Policy is available on Council’s website via the following link:

 

http://www.bawbawshire.vic.gov.au/About-Council/Publications-and-Policies/A-Z-Policies-and-Documents#M

 

Helen Case   

1.         Would you please advise who actually determined the present pre-existing use rights that are now cited by Gippsland Field Days t/a Lardner Park Events. 

Council has acknowledged for some time that Lardner Park is a site used to stage major events, including Farmworld, which has been operating from the site since and for this purpose since 1967.

The use of the land for that purpose has been carried on, and continues pursuant to existing use rights provided in Clause 63 of the Baw Baw Planning Scheme and Section 6(3) of the Planning and Environment Act 1987.

The current Baw Baw Planning Scheme contains provisions where existing use rights for use of the land, can be established.  This is pursuant to the so called “15 year rule” found in Clause63.01 and Clause 63.11 of the Baw Baw Planning Scheme. Under this 15 year rule land can acquire existing use rights if the use has been carried on for 15 years.  So far as this rule is concerned, it does not matter whether the use was commenced lawfully, or unlawfully, provided that the commencement was more than 15 years ago, or at any rate that the use has continued for 15 years.  

Therefore it is accepted  that the use undertaken at 155 Burnt Road, Lardner Park is understood to be in accordance with the requirements set out at Clause 63.01 of the Baw Baw Planning Scheme an existing use right is established in relation to use of land. This is based on this element alone, there is a clear history of activities conducted on the property for well in excess of the 15 years.

The Planning Scheme sets out a test for what is determined to be existing use rights and VCAT can provide a declaration regarding these matters. However, given that Lardner Park have and established use of their site Council does not see any reason to challenge this designation.

 

 

 

 

2.         Was it Baw Baw Shire?  Was it the EPA as custodians of the Planning & Environment Act?  Was it Lardner Park Events themselves?

As indicated above, the use is established where there has been a continual use for greater than 15 years or has operated in accordance with the planning controls prior to and changes. The site has operated on the site since 1967 and has therefore been using the site for a range of uses including ‘place of assembly’ since that time.

The Responsible Authority (Council) does not issue retrospective planning permits for the use of the site or impose conditions under the Planning and Environment Act 1987 where there is clear evidence the site has operated for greater than the 15 year timeframe. Notwithstanding this, any proposal to undertake additional buildings and works on the site may be subject to further planning approvals for the development only.  

The Planning and Environment Act 1987 establishes a framework for the use, development and protection of all land in Victoria. In this instance the provisions of the Baw Baw Planning Scheme apply to decisions on the use and development of land in Baw Baw Shire.  Under the Act  Baw Baw Shire Council is the Responsible Authority for the administration and enforcement of the Baw Baw Planning Scheme, in which the Minister for Planning is ultimately responsible.

 

Irene Broadbent

1. Did the Baw Baw Shire pay for food and beverages served at the meeting held at Frankie's on 27.6.2017?

Baw Baw Shire Council did not pay for the food and beverages served at the meeting held at Frankie's on 27/6/2017.  Baw Baw Shire Council was invited to attend as guests and the meeting was hosted by an external group.

2. What was the total cost for the food etc?

As Baw Baw Shire Council was a guest at this meeting, we cannot confirm the cost of catering.

3. Why does the shire continually serve sandwiches at council meetings?

Given the length of time Councillors are present for meetings the provision of light food is deemed necessary. In order to reduce costs, sandwiches rather than hot food or meals are provided for Councillors. Sandwiches are considered appropriate and economical sustenance.

4. What does it cost to provide this food per meeting night?

The sandwiches are provided at an average cost of $126 per meeting.

5. Considering council sometimes sits for an hour or less, is it necessary to provide food at council meetings and at every other get-together the council has?

Although the formal Council meeting begins at 5:30pm Councillors regularly have Community Briefings prior to the commencement of the Council Meeting. Community Briefings generally commence at 3pm and Councillors often do not get a break prior to the ordinary meeting commencing at 5.30pm.

The food provided for Council related meetings is a cost effective option and it is unreasonable for Councillors to be in attendance during the afternoon, for community briefings, as well as continue into the evening without some relatively light form of sustenance during this period.

Food provided at other Council events is determined by a number of factors such as the length and purpose of the event and the number of attendees, and whether these attendees are external guests of Council.

 

8.2       Submissions

The following persons spoke on an item on the agenda.

 

Submitter:

Agenda Item:

Kirsten Finger

10.2

Carmel Riley

10.2

Don Mclean             

11.1

11.3

11.7

 

 


  Council

Meeting Minutes - 28 June 2017

 

9.      Petitions

9.1        Petition: Request from residents in Support of Roadside Trading.

A petition was received by Council on 26 June 2017 that reads:

“Petition in support of Roadside Trading:

The petition includes 681 signatures.

PURPOSE

 

For Council to consider tabling a petition that was received from residents on 22 May 2017.

 

RECOMMENDATION

 

That Council:

 

1. Council receive and note the petition signed by 681 signatories;

  And

 

2. 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 decision relating to the matter.

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr P Kostos

 

CARRIED

 

 

 

 

 

 

 


  Council

Meeting Minutes - 28 June 2017

 

10.    Our Community

10.1    Recreation Reserve and Public Hall Maintenance Allocations 2017/2018

Recreation Officer

Directorate:  Community Assets

 

Ward:          All

 

Appendix:     2 attachments

       

 

purpose

For Council to adopt the proposed distribution of funds for the 2017/2018 maintenance allocations for public halls and recreation reserves.

REcommendation

That Council adopts the proposed 2017/2018 allocations for public halls and recreation reserves and authorises officers to commence distribution.

 

COUNCIL MOTION

 

Moved:              Cr T Jones

Seconded:        Cr D Wallace

 

CARRIED

Key POINTS/Issues

·    Council makes an annual financial allocation to hall and recreation reserve committees/ groups as a contribution towards maintenance of these community facilities. From the 2016/17 budget, $234,900 was allocated and distributed.

·    The attached documents reflect the proposed distribution of funding for the 2017/2018 financial year (Attachments 1and 2).

·    Other stand-alone recreation facilities such as lawn bowls, croquet greens, golf and other sports that operate at indoor facilities that Council directly manages such as gymnastics have not been included. Sports at recreation reserves that Council also directly manage such as Eastern Park, Logan Park and Burke Street Park in Warragul and the Drouin Recreation Reserve have also not been included.

TRIPLEBOTTOMLINE IMPLICATIONS

Financial Impact

·    The budget for the 2017/2018 maintenance allocations is $241,947 and Attachments 1 and 2 show the proposed distributions.

·    The 2015/2016 and 2016/2017 allocation budgets were $234,900, meaning halls and reserves have received the same allocation for the past two financial years.

·    In order to receive their annual allocation, committees must submit to Council their annual financial return and a current bank statement for the previous year.

·    The Online Smartygrants process has been a successful initiative, streamlining the application and payment process.

·    The Online Smartygrants process will be implemented again in 2017/2018.

Environmental Impact

Nil.

Community Impact

The maintenance allocations enable local community committees and groups to undertake basic maintenance on the community facilities that they manage, building local ownership and civic pride.

Consultation

No consultation has been undertaken regarding the allocations.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The recreation reserve and public hall maintenance allocations assist 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’ and

Council Leadership and Management

2.2 ‘Council is community focused, engaged and accountable.’

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The recreation reserve and public hall maintenance allocations have been reviewed under the Charter of Human Rights and Responsibilities and are considered compatible.

LEGAL

Both Council and Crown Committees of Management are appointed under the relevant Acts and are provided with Good Practice Guidelines which cover items such as risk management, procurement, conflicts of interest, reporting requirements and where approvals are necessary.

POLICY IMPACTS

The Baw Baw Shire Recreation Strategy 2005-2015 has a key recommendation “To acknowledge the important role played by Committees of Management in the municipality and to provide the necessary support for these Committees.”

CONFLICT OF INTEREST DECLARATION

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


  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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Meeting Minutes - 28 June 2017

 

10.2    Maternal and Child Health Service Update and Referral Pathways

Human Services Manager, Family and Children Services Coordinator

Directorate:  Corporate and Community Services, Corporate and Community Services

 

Ward:         

 

Appendix:     2 attachments

       

 

purpose

To update Councillors on the Maternal and Child Health (MCH) service and referral pathways.

 

To provide information requested following Olivia's Place closed community briefing on 12 April 2017.

REcommendation

That this report regarding the Maternal and Child Health (MCH) service and referral pathways be noted.

 

COUNCIL MOTION

 

Moved:              Cr J O'Donnell

Seconded:        Cr M Power

 

CARRIED

Key POINTS/Issues

·     This year celebrates 100 years of operation for Victoria’s Maternal and Child Health Nursing Service.  The MCH service was first established in June 1917.  The MAV centenary MCH celebration on Friday 30 June is to be hosted by the City of Yarra, which is home to the first Maternal and Child Health Centre in the state.

·     The MCH Service is a free, universally accessible, state-wide health, wellbeing and development service provided for all families with children aged from birth to school age. The MCH Service supports families and their children with an emphasis on parenting, prevention and health promotion, developmental and psychosocial screening, early detection and intervention, and referral and social support.

·     The universal MCH Service provides a schedule of at least 10 Key Ages and Stages (KAS) consultations between an MCH Nurse and the child and family from birth to school entry age; these consist of an initial home visit, consultations at two, four and eight weeks; four, eight, twelve and eighteen months; and at two and three and a half years of age.

·     The Enhanced MCH Service responds assertively to the needs of children and families at risk of poor outcomes, in particular where there are multiple risk factors, by providing a more intensive level of support in addition to the suite of services offered universally.

·     Group sessions delivered through the MCH program include parent groups inclusive of, but not limited to, first-time parents.  Parent groups provide health education, build parenting capacity, offer parenting support and foster community connections.

·     There has been a steadily increasing demand pressure on the MCH service over the past 10 years as a result of Baw Baw’s population growth.  The numbers of birth notifications received by the service is shown below:

·     Year

·     Birth Notifications

·     2005/06

·     428

·     2011/12

·     546

·     2012/13

·     544

·     2013/14

·     566

·     2014/15

·     558

·     2015/16

·     572

·     2016/17

·     600 estimated

·     The MCH Service is delivered by a workforce of MCH nurses and other professionals with an agreed skill set to achieve service outcomes as specified in the MCH Service Guidelines.  To practise in Victoria, Maternal and Child Health nurses must have the following qualifications:

·    Division 1 Registered Nurse

·    Registered Midwife

·    Family and Child Health nursing qualification (minimum Graduate Diploma level)

·     In order to maintain currency of practice as an MCH nurse in Victoria, 40 hours of professional education must be completed annually.  This is the minimum requirement of the Australian Health Practitioner Regulation Agency.

·     The MCH Service recognises the importance of an integrated and flexible approach to service planning and delivery. MCH services strive to link with and collaborate with other early years and family services including parenting services, playgroups, and specialist and tertiary services.

·     Council’s MCH service is connected to the following networks and formal referral pathways:

·    Hospitals, both local and metropolitan

·    General Practitioners

·    Paediatricians

·    Allied Health Services- physiotherapy, occupational therapy, dietetics, speech pathology, optometry, audiology

·    Early Childhood Intervention Services (ECIS)

·    Child First- a community based referral point into Family Services for families experiencing vulnerability and at risk of entering the Child Protection System

·    Department of Health and Human Services- Child Protection

·    High risk infant network

·    Aboriginal Best Start Program

·    Agnes Unit- Parent/Infant Unit at Latrobe Regional Hospital (LRH)

·    Day Stay and residential programs for families dealing with sleep and settling issues

·    Mental Health Services through Latrobe Regional Hospital (LRH)

·    Alcohol and drug support services

·    Family Violence agencies, including Quantum Support Services

·    Baw Baw Shire’s Family and Children’s Services, including Supported Playgroups, Family Day Care, Preschool Field Officer Program, Kindergarten Enrolments.

·     Referrals to community based agencies are assessed on an individual, as needed basis.  Whilst some agencies, including Child First and Child Protection, require direct referral by the MCH nurse, referrals to community agencies are typically informal.  This would involve the nurse providing the contact details of the agency to the family for follow up as per MCH practice guidelines 2009. 

·     Council currently supports Olivia’s Place through the dissemination of the Olive Guide at both the Drouin and Warragul Customer Service Centre.  There is an agreement in place that Olivia’s Place staff provide copies of the Olive Guide to Council, for community members to access.   Physical space limitations at the MCH consulting rooms in Warragul and Drouin dictates that only Council program information is made available in the public space.  No program or agency material is on display beyond this.

·     Within the current Municipal Early Years Plan (2015-2018), one of Council’s Priority Areas is ‘Relationships and Partnerships to Support Families and Communities’.  One strategy under this area is the establishment of a listing of services available to children and families in Baw Baw.  This will be made available online.    

·     MCH nursing schedules, Council’s EBA and increasing demands on the service does not allow capacity for staff to work directly with external agencies, however staff may choose to offer their service and expertise in a volunteer capacity.

·     Maternal and Child Health, along with other Family and Children’s Services team members have been involved in the recent Department of Education and Training (DET) program ‘First 1000 Days’.  This program sought to address the question:  How might we enable parents to provide the thriving environment they want for their children in their 1st 1000 days?   This project was run in four municipalities in Inner Gippsland, with the focus area for Baw Baw being on ‘Family Violence’.  Partners for this project were Anglicare, West Gippsland Healthcare Group, Quantum Support Services, DET, and Olivia’s Place. 

·     The Family and Children’s Services Coordinator has taken on the role as Team Sponsor for the Baw Baw 1000 days project.  This role will involve working and supporting all partners, including Olivia’s Place, to further refine and develop their project design an accessible BawBawKids Mobile Phone App and Family Friendly Places. 

Triple Bottom Line Implications

COMMUNITY IMPACT

·    Access to a free wellbeing and development service provided for all families with children aged from birth to school age. The MCH Service supports families and their children with an emphasis on parenting, prevention and health promotion, developmental and psychosocial screening, early detection and intervention, and referral and social support.

ENVIRONMENTAL IMPACT

·    None

FINANCIAL IMPACT

·    The Victorian Maternal and Child Health service is jointly funded (50:50) by the Department of Education and Training and Local Government. Council receives recurrent funding $340,065 per annum to provide Universal Maternal and Child Health Services.

·    Council receives recurrent funding of $147,730 per annum from Department of Education and Training to provide Enhanced Maternal and Child Health Service (fully funded).

Consultation

·    No community consultation has been undertaken in relation to this report

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The MCH Service assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:  Our Community

1.1       Delivering affordable and quality services to the community

1.2       Dynamic, vibrant and inclusive communities

1.3       Enhanced quality of life    

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The MCH Service has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·    Local government has a statutory and social responsibility for planning for its local community.

·    Councils are responsible for the delivery and monitoring of the Universal and Enhanced MCH Service either through direct service delivery or by contracting the service.

POLICY IMPACTS

·     A Memorandum of Understanding exists between Department of Education and Training and the Municipal Association of Victoria in relation to the Maternal and Child Health Service 2017-2020 (attached).

·     Early Years Compact 2017-2027: The Compact is a high level, overarching commitment between the Department of Education and Training (DET), the Department of Health and Human Services (DHHS) and local government represented by the MAV that aims to lift outcomes for young children and families by improving the joint planning, coordination and data and information sharing processes between the three parties (attached).

·     Department of Education and Early Childhood Development - Maternal and Child Health Service: Practice Guidelines 2009 which includes guidelines for recording referrals and recommended contacts.

·     Employee Enterprise Bargaining Agreement – Schedule G.

·     Municipal Early Years Plan 2015-2018.

CONFLICT OF INTEREST DECLARATION

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

 

 

 


  Council

Meeting Minutes - 28 June 2017

 

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Meeting Minutes - 28 June 2017

 

11.    Council Leadership and Management

11.1    Adoption Council Plan 2017 - 2021

Corporate Planner

Directorate:  Chief Executive Officer

 

Ward:         

 

Appendix:     2 attachments

       

 

purpose

To present the revised Council Plan 2017 - 2021 and the results of the recent public consultation under section 223 of the Local Government Act 1989 (Act).

REcommendation

That Council:

1.         Adopts the revised Council Plan 2017 - 2021, and

2.   Submits the revised Council Plan to the Minister for Local Government within 30 days.     

 

COUNCIL MOTION

 

Moved:              Cr J O'Donnell

Seconded:        Cr D Wallace

 

CARRIED

Key POINTS/Issues

·    The Council Plan represents a four year road map for the Council, and describes the key priorities that Council will focus on over the four year term of the elected Council. It describes a number of goals, what we want to achieve and our key priorities for the next four years.

·    This in turn guides Council’s financial planning, the annual budget, service delivery priorities and the capital works projects over the Council's four year term.

·    In developing the Draft Council Plan, Council has considered its long-term infrastructure and financial plans, community aspirations and views for the future, emerging challenges and issues, and Council’s role, capacity and capabilities. We also conducted two community workshops (including one focused on local youth), and a community survey which involved approximately 300 people in the development of the Plan.

·    Council has identified four objectives for the new Council Plan, which together will drive Council’s planning, major projects and service delivery over the four years 2017 - 2021:

o Vibrant communities

o Thriving economy

o Safe and sustainable environments

o Organisational excellence

·    Under each of these objectives, the draft Council Plan identifies the services it will deliver and a number of four-year strategies to achieve the objectives and the outcomes that council wants to achieve.

·    The Budget 2017/18 identifies the specific activities or initiatives that Council will carry out over the next 12 months against the Council Plan objectives and strategies.

·    Council publically exhibited the draft Council Plan and Annual Budget between 27 April and 26 May 2017.  A summary of the key issues raised in submissions, and the changes made to the Council Plan in response is attached.

Triple Bottom Line Implications

Financial Impact

The Council Plan sets out Council’s objectives and directs the Capital and Operational Budget presented in the 2017/18 proposed Budget and the Strategic Resource Plan.

Environmental Impact

The Council Plan includes an objective in relation to safe and sustainable environments, with associated four year priority strategies for the organisation.

Community Impact

The Council Plan and Budget strongly focuses on delivering quality services, facilities and infrastructure to meet community needs.  

Consultation

The consultation process was in accordance with Section 223 of the Act. Consultation on both the Council Plan and Budget is occurred from Thursday 27 April to Friday 26 May 2017.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The draft Council Plan 2017 – 2021 will replace the current Council Plan once adopted.  It will establish the new key strategic objectives for the organisation to deliver.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The draft Council Plan and Budget has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

The Council Plan is a requirement of the Local Government Act, which requires a new Plan be prepared following Council elections, and then revised annually.  The Plan is required to be adopted and submitted to the Minister for Local Government by 30 June 2017 in order to comply with the requirements of the Act.

CONFLICT OF INTEREST DECLARATION

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

 


  Council

Meeting Minutes - 28 June 2017

 

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Meeting Minutes - 28 June 2017

 

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Meeting Minutes - 28 June 2017

 

11.2    Long Term Financial Strategy and 10 Year Infrastructure Plan

Finance Manager  

Directorate:  Corporate and Community Services

 

Ward:         

 

Appendix:     2 attachments

       

 

purpose

To present to Council the Long Term Financial Strategy and 10 Year Infrastructure Plan that that aligns to the proposed 2017/18 Budget for Council adoption.

 

 REcommendation

That Council resolves to adopt the Long Term Financial Strategy 2017/18 to 2026/27 and the 10 Year Infrastructure Plan 2017-2027.

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr D Goss

 

CARRIED

Key POINTS/Issues

·    The Long Term Financial Strategy:

Ø  Provides a ten year financial framework against which Council’s strategies, policies and financial performance may be measured,

Ø  Establishes a prudent and sound financial framework, combining and integrating financial strategies as expressed in the Council Plan,

Ø  Provides an assessment of the resources required to accomplish the objectives and strategies included in the Council Plan,

Ø  Ensures that Council complies with sound financial management principles, as required by the Local Government Act (1989) and plan for the long term financial sustainability of Council.

·    The 10 Year Infrastructure Plan:

Ø  Prioritises capita; projects that have the greatest impact in the shortest timeframe.

Ø  Prioritises investment that benefits the greatest number of people.

Ø  Maximises use of existing assets before investing in new projects – this is cost effective and can deliver quick improvements.

Ø  Enables delivery and management of capital projects of all scales in the best way possible.

Ø  Establishes a pipeline of projects consistent with our:

o Long-Term Financial Strategy

o Township Settlement Plans

o Strategies and Master Plans

o Asset Management Plans

·    The 2017-18 capital works program is $28.95 million (excluding carryovers) includes renewal, upgrade and expansion works. The program is supported by potential $14.44 million of external income mainly comprised of Federal and State Grants.

·    The 2017-18 capital works program comprises the following major projects-

o West Gippsland Arts Centre Redevelopment – total project cost $13.4million (on-going from 2016/17)

o Warragul CBD Improvement Works $2.04million

§ Palmerston Street streetscape works between Victoria Street and Smith Street

§ Mason St Improvement Works between Albert Street and Queen Street

§ Napier Street- Queen Street Intersection construction

o Labertouche North Road Reconstruction $1.17million

o Western Park Oval development – total project cost $1.8million (on-going from 2016/17)

o New Footpath Works $0.71million

o Tarwin Street retarding basin construction $1.7million

o Gravel Road Resheet Program $1.1million

o Road Resealing Program $1.2million

o Major Pavement Repairs Program $1million

o Road Upgrade/Sealing Program $0.65million

o Craig Watts Skate Park Toilet Upgrade, Neerim South $0.2million

·    Over the financial year 2016/17 Council was successful in receiving the following project funding for 2017/18 :

o $4 million Federal and $4 million Regional Development Victoria funding for West Gippsland Arts Centre Redevelopment Works

o $0.58 million Agriculture Infrastructure Funding for Labertouche North Road Reconstruction, Labertouche

o $1.26 million Roads to Recovery for funding for the following road programs-

§ Major Pavement Repairs Program

§ Road Reconstruction Program

o $0.045 million Transport Investing in Regions funding for Intersection improvement of Kitchener Street and Contingent Street, Trafalgar

·    Further, Council is awaiting the funding outcome for the following projects listed for delivery in 2017/18:

o $0.98 million Shared Facilities Funding for New Early Learning Centre development in Warragul

o $0.2 million Blackspot funding for Labertouche Road- Safety Improvement works

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The Long Term Financial Strategy and the 10 Year Infrastructure Plan promotes the social, economic and environmental viability of municipal district and its role in maintaining the viability of Council to ensure that resources are managed in a responsible manner.

ENVIRONMENTAL IMPACT

·    The Long Term Financial Strategy and the 10 Year Infrastructure Plan promotes the social, economic and environmental viability of municipal district and its role in maintaining the viability of Council to ensure that resources are managed in a responsible manner.

FINANCIAL IMPACT

·    The Long Term Financial Strategy and the 10 Year Infrastructure Plan sets out Council’s ten year financial framework that aligns to the Capital and Operational Budget presented in the 2017/18 Budget and the Strategic Resource Plan.

Consultation

·    The consultation process was in accordance with Section 223 of the Act. Consultation on both the Council Plan and Budget occurred from Thursday 27 April to Friday 26 May 2017.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

Once adopted, the new Council Plan 2017 – 2021 will replace Council Plan 2013 – 2017.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

·    This Long Term Financial Strategy and 10 year Infrastructure Plan has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        Council complies with sound financial management principles, as required by the Local Government Act 1989 and plan for the long term financial sustainability of Council

POLICY IMPACTS

·        The Long Term Financial Strategy and the 10 Year Infrastructure Plan is consistent with Council’s Rating Strategy, Borrowing Policy and Investment Policy.

CONFLICT OF INTEREST DECLARATION

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

 

 

 


  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

11.3    Rating Strategy 2017/18

Finance Manager  

Directorate:  Corporate and Community Services

 

Ward:         

 

Appendix:     1 attachment

       

 

purpose

To present the Rating Strategy 2017/18 for approval following the public notice inviting submissions to the proposed Budget 2017/18.

REcommendation

That Council resolves to adopt the Rating Strategy for 2017/18.  

 

ALTERNATE MOTION

 

That Council resolves to adopt the Rating Strategy for 2017/18 with the following amendments to the differential rates:

a)    Commercial and Industrial Land with a surcharge of 30% on the general rate and

b)    Vacant Land with a surcharge of 60% on the general rate

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr D Goss

 

Cr Kostos called for a division.

 

For:                Councillors J Gauci, D Goss, P Kostos and J O'Donnell

Against:        Councillors T Jones, M Leaney, M Power, K Cook and D Wallace

 

LOST

REcommendation

That Council resolves to adopt the Rating Strategy for 2017/18.  

COUNCIL MOTION

 

Cr Kostos called for a division.

 

For:                Councillors T Jones, M Leaney, K Cook, M Power and D Wallace

Against:        Councillors J Gauci, D Goss, P Kostos and J O'Donnell.

 

Moved:              Cr M Power

Seconded:        Cr D Wallace

 

CARRIED

Key POINTS/Issues

·        As part of the development of the proposed Council Plan 2017-2021 and 2017/18 Budget, a review of the Council’s Rating Strategy has been completed.

·        The focus of the strategy is to assess whether the rates revenue raised by the Council is fairly and equitably distributed amongst Council’s ratepayers.

·        The key recommendations of the strategy suggest that Council:

Ø  Continues to apply differential rating as its rating system, and

Ø  Continues to apply the following differential rates, as a discount or a surcharge to the General (residential) rate:

o   Farms at a discount of 10%.

o   Urban Living Land at a discount of 10%.

o   Residential Development Land at a surcharge of 30%.

Ø  Amend the following differential rates, as a surcharge to the General (residential) rate:

o   Commercial and Industrial properties at a surcharge of 20% previously a surcharge of 30%.

o   Vacant Land differential to a surcharge of 80% previously a surcharge of 60%.

·        Continues to provide an additional eligible pensioner rebate of $50.00, in addition to the State Government rebate.

·        Does not implement a Municipal Charge.

·        Continues to apply a Waste Service charge as part of its rating strategy, based on full cost recovery of the waste function.

·        Continues to apply the legislated quarterly instalment payment option and does not reintroduce the February lump sum payment option that was abandoned during 2014/15.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The Rating Strategy focuses on the equitable distribution of rates amongst all Council’s ratepayers.

ENVIRONMENTAL IMPACT

·    The strategy has no impact on the environment .

FINANCIAL IMPACT

·    The Rating Strategy sets out recommendation on the fair and equitable distribution of rates and charges and has no financial impact on the quantum of rates required.

Consultation

·    The consultation process was in accordance with Section 223 of the Act. Consultation on both the Council Plan and Budget occurred from Thursday 27 April to Friday 26 May 2017.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

Once adopted, the new Council Plan 2017 – 2021 will replace Council Plan 2013 – 2017.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The Rating Strategy has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        Sections 154 to 166 of the Local Government Act 1989 set out the requirements for declaration of rates and charges including the application of differential rating (section 161).

POLICY IMPACTS

·        The Rating Strategy is reviewed on an annual basis as part of the budget process.

CONFLICT OF INTEREST DECLARATION

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

 

 


  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

11.4    Annual Budget 2017/18

Finance Manager  

Directorate:  Corporate and Community Services

 

Ward:         

 

Appendix:     2 attachments

       

 

purpose

To present the Annual Budget 2017/18 and Schedule of Fees and Charges for Council adoption.

REcommendation

That Council:

1.   Having prepared and published its Budget for 2017/18 and having considered any submissions received, hereby resolves to adopt the 2017/18 Budget;

2.   Gives public notice of its decision to adopt the Budget in accordance with Section 130(2) of the Local Government Act 1989 (Act);

3.   Notifies those who have lodged a written submission of Council’s decision and the reasons for the decision in accordance with Section 223(1) of the Act; and

4.   Submits a copy of the Budget to the Minister in accordance with Section 130(4) of the Act.

 

COUNCIL MOTION

 

Moved:              Cr D Goss

Seconded:        Cr J O'Donnell

 

CARRIED

Key POINTS/Issues

·        Council received a total of 66 submissions to the Council Plan 2017-2021, Budget 2017/18, Rating Strategy 2017/18, Long Term Financial Plan and Long Term Infrastructure Plan. A total of twelve (12) submitters spoke in support of their respective submissions at the Special Council Meeting on Wednesday 31 May 2017. Enclosed is an extract from each of the 66 submissions and the respective management responses (Submissions Summary).

·        Following receipt of all submissions, it is proposed to:

Ø  Note that the proposed 2017/18 Budget already includes funding for a number of submission proposals (refer Submissions Summary); and

 

Ø  Where relevant, identify submission proposals for future funding consideration and planning purposes. (Refer Submissions Summary)

 

·        The Annual Budget correlates to the aspirations and commitments of the Council Plan 2017-2021. The Budget is an integral part of Council’s overall strategic planning framework and endeavours to resource the directions that have been established in the Council Plan 2017-2021.

·        The Annual Budget is integrated with the Long Term Financial Strategy and the Long Term Financial Plan.

 

2017/18 Annual Budget

·        The 2017/18 Annual Budget focuses on delivering quality services to the community through a combination of existing programs, new initiatives and capital works.  The Budget is framed to deliver on the Council Plan 2017-2021 and is aligned with each of the themes and objectives of the Plan.

·        The 2017/18 Annual Budget focuses on improving Council’s financial status whilst at the same time delivering the objectives of the Council Plan.

·        The budget is based on the State Government rate cap of 2% while providing sufficient funding to maintain the current range of community programs and services and a capital works program of $33.3 million.

·        Service levels are to be maintained at 2016/17 levels with the aim to use less resources with an emphasis on innovation.

·        Higher level of capital expenditure planned from 2017/18 onwards to address infrastructure needs within the Shire.

·        The major challenges have been to meet the needs of the growing population of the Shire, improve Council’s overall financial position, while keeping rate rises as affordable as possible.  Highlights of the proposed Budget are:

Ø  The proposed budget represents income of $94.4 million and expenditure of $71.1 million resulting in a surplus of $23.3 million. 

Ø  Council’s annual expenses are expected to increase by 4.8% mainly due to expansion to current service levels as well as recruitment of a number of new positions to address compliance matters in the regulatory and building functions. By contrast revenue is expected to increase by a modest 2.1% mainly due to the impact of the 2.0% rate cap, nil increase to waste services charges and minor increase to grant and revenue from user charges.

Ø  Total capital expenditure program is $33.3 million comprising $28.9 million (excluding carryovers) new works plus $4.4 million carry over projects from the prior 2016/17 year. The $28.9 million new works include:

o   Building investment of $10.9 million that includes $8 million for the West Gippsland Arts Centre Redevelopment and $1.5 million to develop a New Early Learning Centre in Warragul

o   Roads investment of $10.1 million including $2.04million for Warragul CBD Improvement Works, $1.0 million for Shirewide road reconstruction works, $1.1 million for Shirewide gravel road resheet works, $1.2 million for Shirewide road resealing works, $1 million for Shirewide major pavement repairs, $0.65 million for Shirewide road upgrade/sealing works.

o   Drainage investment of $2.7 million that mainly includes $1.7 million for Tarwin Street retarding basin construction and $0.4 million for rural road roadside drainage works.

o   Bridges and major culverts investment of $0.5 million comprising of $0.3 million for Neerim East Road Culvert replacement works and $0.15million for shirewide minor bridge renewal works.

o   Open Space investment of $2.4 million mainly comprising of $1.1 million for Western Park Oval development (part of works ongoing from 2016/17), $0.18million for Ellinbank Reserve Lighting upgrade works and $0.18million for expansion of cricket facilities at Bellbird Park.

o   Footpaths investment of $0.9 million comprising $0.7 million for Shirewide new footpath works and $0.2 million for footpath renewal works across the shire.

 

2017/18 Rates and charges

·        The total rates revenue for 2017/18 year is $45.4 million.

·        The 2017/18 Budget includes an increase in rates of 2.0% based on the State Government imposed rate cap. The budget amount of $45.4million comprises the 2.0% rate increase that will provide $45.1 million revenue plus an additional $0.35 million from supplementary valuations (new property additions).

·        The Rating Strategy recommends that Council continues to apply the following differential rates for:

Ø  Residential Land, including flats and units; and

Ø  Farm Land, at a discount of 10% to the general rate; and

Ø  Urban Living Land at a discount of 10% to the general rate in order to ease the rate burden on properties within the Urban Growth Zone with a Precinct Structure Plan in place under the Baw Baw Planning Scheme;

Ø  Residential Development Land with a surcharge 30% in respect of properties within the Urban Growth Zone with a Precinct Structure Plan

·        Amend the following differential rates, as a surcharge to the General (residential) rate:

Ø  Commercial and Industrial properties at a surcharge of 20% previously a surcharge of 30%.

Ø  Vacant Land differential to a surcharge of 80% previously a surcharge of 60%.

·        The waste service charges (garbage charges) will remain unchanged following a review of the 2017/18 costs to operate the waste services.  Waste service charges are designed to fully recover the cost of operating the various components of the waste service including kerbside collection, recycling waste organics, street litter, landfill costs, and transfer stations. For residential properties, the garbage charges will remain at $376.

·        A total of $7.6 million is included for waste service charges.

·        Total revenue from rates and service charges, including supplementary rates and charges (growth), for 2017/18 is $53.1 million. This amount comprises $45.4 million rates plus $7.7 million waste charges.

·        The 2017/18 rates for each rateable property is based on the 2016 revaluation (Capital Improved Valuation).

 

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The Council Plan and Budget focuses on delivering quality services, facilities and infrastructure to meet community needs.  

ENVIRONMENTAL IMPACT

·    The draft Council Plan includes an objective with regards to ‘safe and sustainable environments’, which includes sustainable natural resource management.

FINANCIAL IMPACT

·    The Council Plan sets out Council’s objectives and directs the Capital and Operational Budget presented in the 2017/18 Budget and the Strategic Resource Plan.

Consultation

·    The consultation process was in accordance with Section 223 of the Act. Consultation on both the Council Plan and Budget occurred from Thursday 27 April to Friday 26 May 2017.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The draft Council Plan 2017 – 2021 will replace the current Council Plan once adopted.  It will establish the new key strategic objectives for the organisation to deliver.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The draft Council Plan and Budget has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        Council is required to prepare a budget pursuant to section 127 of the Local Government Act 1989

POLICY IMPACTS

·        The Budget is consistent with Council’s Rating Strategy, Borrowing Policy and Investment Policy.

CONFLICT OF INTEREST DECLARATION

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

 


  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

11.5    Declaration of Rates and Charges 2017/18

Finance Manager  

Directorate:  Corporate and Community Services

 

Ward:         

 

Appendix:     1 attachment

       

 

purpose

To formally declare the applicable rates and charges for the 2017/18 financial year.

REcommendation

That Council:

1.   Adopts the Declaration of Rates and Charges for 2017/18 as per the attachment; and

2.   Declares the provision of a $1,000 incentive for the early payment of rates in full by 30 September 2017.

 

 

ALTERNATE MOTION

 

That Council:

1.   Adopts the Declaration of Rates and Charges for 2017/18 as per the attachment; and

2.   Runs a competition to provide for a $1,000 incentive for the early payment of rates in full by 30 September 2017.

 

 

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr M Power

 

CARRIED

Key POINTS/Issues

·    The Declaration of Rates and Charges finalises the budget process. The Declaration establishes the rate in the dollar of Capital Improved Value to enable the levying of rates and the value of charges applicable for the 2017/18 financial year. Refer attachment 1.

·    A total of $53.1 million is to be raised from rates and charges comprising $45.1 million rates, $7.6 million charges plus $0.4 million from supplementary rates and charges.

·    Ratepayers who pay all rates and charges outstanding on or before 30 September 2017 (eligible ratepayers) will be entered into a draw to win $1,000. Only one winner will be selected to win the $1,000 from the list of eligible ratepayers.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The declaration of rates and charges is the major funding source of the Budget that focuses on delivering quality services, facilities and infrastructure to meet community needs.  

ENVIRONMENTAL IMPACT

·    The declaration of rates and charges has no impact on the environment .

FINANCIAL IMPACT

·    The Council Plan sets out Council’s objectives and directs the Capital and Operational Budget presented in the 2017/18 Budget, which is funded by rates and charges.

Consultation

·    The consultation process was in accordance with Section 223 of the Act. Consultation on both the Council Plan and Budget occurred from Thursday 27 April to Friday 26 May 2017.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

Once adopted, the new Council Plan 2017 – 2021 will replace Council Plan 2013 – 2017.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The Declaration of Rates and Charges has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        Council is required to declare rates and charges pursuant to section 158 of the Local Government Act 1989.

POLICY IMPACTS

·        The Budget as well as rates and charges are consistent with Council’s Rating Strategy, Borrowing Policy and Investment Policy.

CONFLICT OF INTEREST DECLARATION

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


  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

11.6    Financial Report for the Year To Date Ended 30 April 2017

Finance Manager  

Directorate:  Corporate and Community Services

 

Ward:         

 

Appendix:     1 attachment

       

 

purpose

To advise Council of the financial position for the ten months to 30 April 2017.

REcommendation

That Council notes the Financial Report for the ten months to 30 April 2017.

 

COUNCIL MOTION

 

Moved:              Cr D Wallace

Seconded:        Cr M Power

 

CARRIED

Key POINTS/Issues

The enclosed financial report reflects the status after completion of ten months of the financial year as well as the forecast financial result at 30 June 2017 for both operating and capital budgets. 

 

·    The Income Statement reports a year to date surplus of $8.940 million that is a $2.523 million favourable variance when compared to the amended budget (adopted budget plus carryover).

·    The projected year-end surplus of $20.197 million is a $0.644 million unfavourable result when compared to the amended budget (adopted budget plus carryover).  The unfavourable variance mainly comprises depreciation variance of $1.239 million as well as lower than budget capital grants of $0.927 million.

·    The Capital Works Statement reports year to date expenditure of $16.293 million that is a $9.094 million favourable variance when compared to the amended budget (adopted budget plus carryover).

·    The projected year-end capital works expenditure of $26.584 million represents a $6.662 million reduction when compared to the amended budget (adopted budget plus carryover)It should be noted that of this $6.662 million variance includes $3.9 million of capital projects expected to be completed in the ensuing 2017/18 financial year.

·    The Balance Sheet reports forecast net assets of $641.819 million that represents a $8.217 million unfavourable variance when compared to the amended budget (adopted budget plus carryover). The variance relates to the reduction in capital spend and depreciation adjustment.

·    The Cash Flow Statement for Council reports forecast cash at the end of the financial year as $23.930 million that represents an increase in cash of $13.828 million. This favourable cash position mainly comprises the $2.3 million cash savings, as well as the $3.9 million capital works to be carried over and expended in the next financial year. 

 

Cash Savings – Nine Months Budget Review

 

·    The nine month review has identified forecasted cash savings of $2.3 million comprising $1.1 million operating and $1.2 million capital. This forecast result is a $1.1million increase from the mid-year forecast of $1.2 million that comprised $0.7 million operating savings and $0.5 million capital savings.

·    The operating budget savings of $1.1 million mainly comprises:

o Rates & charges $0.5 million - Supplementary rates have increased due to rates and waste charges for new properties and/or extensions to dwellings.

o Grants, User Fee & Other Income operating $1.0 million – increases across a number of services within Council 

o Employee costs $0.1 million – forecast overrun in salaries mainly relating to the acquisition of Utopia Pet Lodge and new compliance positions no approved until after adoption of the 2016/17 budget.

o Materials, services and contracts (non-salary expenses) $0.3 million – over expenditure primarily due to high risk works identified through risk assessment of the tree inspection program, additional legal advice for the continued dispute with former roads contractor and additional line marking works required in accordance with Road Management Plan.

 

·    The capital budget savings of $1.2 million mainly comprises:

o Trafalgar Landfill  - $0.4 million

o Warragul Leisure Centre  (external walls) - $0.23 million

o Ellinbank change rooms  - $0.2 million

o Road – Localised Pavement Repairs - $0.2 million

o Eastern Park training lights - $0.12 million

o Eastern Park toilets - $0.1 million

o 61 Main Neerim Road Drainage Upgrade Works - $0.1 million

o Queen St Promenade and Smith St Design works $0.1million

o Tarwin St Retarding Basin - ($0.06 million)

o Animal Pound  - ($0.35 million)

 

·    The additional $1.1 million savings as a result of the nine months budget review ($2.3 million nine months review less $1.2 million mid-year review) comprises:

o Sealing of gravel roads (draft 2017/18 Budget)       $0.3 million

o Savings for future years allocation                            $0.8 million

 

Triple Bottom Line Implications

COMMUNITY IMPACT

·        The Financial Report provides financial information to the community regarding Council’s financial position. 

ENVIRONMENTAL IMPACT

·        There is no environmental impact.

FINANCIAL IMPACT

·    Council’s financial results are reflected in the enclosed Financial Report.

Consultation

·    There is no consultation required.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

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

LEGAL

·        The Local Government (Planning and Reporting) Regulations 2014 applies to the preparation of both the Performance Statement and the Financial Report.

POLICY IMPACTS

·        Nil

CONFLICT OF INTEREST DECLARATION

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


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11.7    Councillor Allowances

Governance Advisor

Directorate:  Corporate and Community Services

 

Ward:          ALL

 

Appendix:     2 attachments

       

 

purpose

The purpose of this report is to provide Council with the opportunity to consider the submissions received in relation to the Councillor Allowances   under section 223 of The Local Government Act and set the allowance for both the Mayor and Councillors of the Baw Baw Shire Council.

REcommendation

That Council:

 

1. Considers the Submissions received under Section 223 of The Local Government Act 1989 in relation to the Councillor Allowances; and

 

2. In line with submissions received, resolve to maintain the current set allowance for Councillors that is currently set (adjusted as per the Ministers adjusted factor of 2.5%), being Mayoral Allowance of $76,521.69 and Councillor Allowance of $24,730.80.

 

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr D Wallace

 

CARRIED

Key POINTS/Issues

·    Section 74(1) of the Local Government Act 1989 requires that Council’s must review and determine the level of mayoral and Councillor allowances within the period of six months after a general election or by next 30 June 2017, whichever is later.

·    As a result of the review, a Council may determine to either retain its current allowances or vary them to different amounts within the range and limit applicable to its category.

·    The current Councillor Allowance for Baw Baw Shire Councillors is $24,127.61 and the Mayoral Allowance is $74,655.31.

·    Allowances levels are subject to annual automatic adjustment that is announced in the Victoria Government Gazette by the Minister for Local Government. The Minister for Local Government determined an annual adjustment under section 73B of the Local Government Act 1989 which increases the adjustment factor by 2.5% effective from 1 December 2016. 

·    As at 1 December 2016 the allowances were adjusted with a 2.5% increase becoming:  Mayoral Allowance $76, 521.69 & Councillor Allowance $24,730.80

·    A Council does not have to pay an allowance to a Councillor or Mayor who does not want to receive an allowance.

Superannuation Guarantee

·    Mayoral and Councillor Allowances for most Councils are also subject to the addition of the equivalent of the superannuation guarantee (9.5%). Councillors receiving this equivalent amount can decide to put the 9.5% into superannuation or not. All Councillors can sacrifice any amount of their allowances into a complying superannuation fund.

Expenses, Resources and Facilities Support

·    Councillors are entitled to be reimbursed for any necessary out-of-pocket expenses they incur while performing their duties as a councillor. Councils are required to have policies and procedures regarding the reimbursement of Councillor expenses. Resources and facilities support are also to be provided according to at least the minimum mandatory toolkit of support that all councillors are entitled to receive under Government policy or guidelines (and additionally under regulations).

·    The allowance determined by the Council remains in place until the next review after the 2020 general elections, subject to any adjustments applied by the Minister under section 73B of the Local Government Act 1989.  

Triple Bottom Line Implications

COMMUNITY IMPACT

·    Councillor Allowances per annum are published on Council’s website in the interest of transparency and accountability to the cost to Councils budget. They can also be reviewed by request from the community who can come into a Council office and view the individual allowances and expenses incurred by individual councillors.

·    Councillor Allowances and entitlements incurred per quarter are also published on Councils website for the community to view the cost incurred to Council from Councillor Entitlements.  

ENVIRONMENTAL IMPACT

There are no environmental implications relating to Councillor Allowances and Expenses.

FINANCIAL IMPACT

The Ministers determined increase of 2.5% for Mayor and Councillor Allowances has been factored into Councils 2017-2018Annual Budget.

Consultation

·    Persons have the right to make submissions under section 223 of the Local Government Act 1989 in respect of a review of allowances. Provisions would be ensured that allowed this process to happen.

·    All public notice required to be given by the Councillors must be published on its website. Under Section 74(4) of the Local Government, a public notice must be given if a proposed undertaking of a review of the Mayoral and Councillor Allowances takes place.

 

Legal/Council Plan/Policy Impact

COUNCIL PLAN

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

Strategic Objective 2. Council Leadership and Management.  

2.1 Financial responsibility and responsible management of Councils 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

The allowance and expenses determined by Council is in line with the Local Government Act 1989 and the increased adjustment factor determined by the Minister for Local Government.

POLICY IMPACTS

The current Council and Audit Committee Allowances and Entitlements policy will need to be amended as required based on any determined changes via a Council Resolution and published on Councils website accordingly. 

CONFLICT OF INTEREST DECLARATION

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


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11.8    Results of the Community Satisfaction Survey 2017

Corporate Planner

Directorate:  Chief Executive Officer

 

Ward:         

 

Appendix:    

       

 

purpose

To present the results of the 2017 Community Satisfaction Survey.

REcommendation

That Council receives the results of the Community Satisfaction Survey.

 

 

COUNCIL MOTION

 

Moved:              Cr T Jones

Seconded:        Cr J O'Donnell

 

CARRIED

Key POINTS/Issues

·        The Community Satisfaction Survey is an annual survey of Local Government performance carried out by JWS Research on behalf of the Department of Environment, Land, Water and Planning.

·        The survey was conducted over the period 1 February - 30 March 2017 and involved a random telephone survey of 400 residents aged 18 years+. Minimum quotas for gender and age groups were applied.

·        Council’s performance has remained relatively stable across four of the seven measures, with the exception of customer service, lobbying and making community decisions are down slightly (but not significantly) since 2016.

·        Customer service remains Council’s strongest performing area, with the highest result in 2017.

·        Council’s performance continues to improve for sealed local roads condition, improving across all years since 2014. However it still remains Council’s lowest performing area.

Community Satisfaction performance measure

State-wide 2017

Large Rural 2017

Baw Baw 2016

Baw Baw 2017

Overall performance

59

54

48

50

Community consultation and engagement

55

52

48

48

Lobbying on behalf of the community

54

51

50

48

Decisions made in the interest of the community

54

51

47

46

Condition of sealed local roads in your area

53

43

38

42

Contact customer service

69

66

66

61

Overall Council direction

53

52

46

48

 

 

·        The results of the survey will be considered by all teams as part of their business planning activities, to determine appropriate responses to the survey results.

·        The survey results for ‘community consultation’, ‘decisions made in the interest of the community’ and ‘condition of sealed local roads’ form part of the Local Government Performance Reporting Framework and will be reported in Council’s Annual Report (Report of Operations).

kTriple Bottom Line Implications

COMMUNITY IMPACT

The survey provides guidance to Council as to community perception of performance.

ENVIRONMENTAL IMPACT

N/a

FINANCIAL IMPACT

Council was charged a fee of $11,800 to participate in the 2017 Survey.

Consultation

The survey is carried out via telephone to a random survey of 400 residents aged 18 years+. 

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The Community Satisfaction Survey assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Strategic Objective 2. Council Leadership and Management:

2.2 Council is community focused, engaged and accountable.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The results of the Community Satisfaction Survey will be considered under the Charter of Human Rights and Responsibilities. Amendments will be recommended to ensure compatibility if required.

LEGAL

Council requires the results of several of the results from the Community Satisfaction Survey for completion of its annual reporting under the Local Government (Planning and Reporting) Regulations 2014.

CONFLICT OF INTEREST DECLARATION

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

 

 


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12.    Infrastructure and Community Assets

Nil Reports

 

 

 


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13.    Growth and Prosperity

13.1    Arts, Culture and Events Strategic Plan.

Manager Arts Centre

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     1 attachment

       

 

purpose

For Councillors to consider the Baw Baw Shire Arts, Culture and Events Strategic Plan 2017-2021

REcommendation

That Council endorses in principle the Baw Baw Shire Arts, Culture and Events Strategic Plan 2017-2021 and refers it to Community consultation.

 

 

COUNCIL MOTION

 

Moved:              Cr J O'Donnell

Seconded:        Cr M Power

 

CARRIED

Key POINTS/Issues

·    Council’s previous Arts and Culture Policy statement (2002) and resulting Arts and Culture Strategy (2003 – 2008) required renewal.

·    Council endorsed the Arts, Culture and Events Policy in March 2016 and called for officers to use this direction and to consult  with the community in order to develop an Arts, Culture and Events Strategy.

·    Council flagged the development of a new Arts, Culture and Events Strategy as a specific action in the Council Plan 2013 – 2017.

·    This strategy has been developed over the past nine months, without use of external consultancy.

·    The strategy has been aligned to respond to the most recently developed Council Plan (2017 – 2021) and Council’s decision to proceed with upgrade of West Gippsland Arts Centre.

·    This strategy goes beyond the previous 2003-2008 ‘Arts and Culture Strategy’ and incorporates the broader range of services of this expanded department and reflects its new position as part of the Planning and Economic Development Directorate.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The Baw Baw Shire Arts, Culture and Events Strategy 2017- 2021 enables Council to be proactive in providing services and to be responsive to Community aspirations as expressed in input to the Baw Baw Shire Council Plan and a changing community environment.

·    It enables decisions on future directions for delivery of related services, to be based on a considered, strategic approach.

 ENVIRONMENTAL IMPACT

·    There is no environmental impact.

FINANCIAL IMPACT

·        Preparation and outcomes of the strategy have no new Capital budget implications.

·        Preparation and outcomes of the strategy have no new Operational budget implications

Consultation

·    Consultation has been through officers attending a variety of community organisations’ meetings and events, giving presentations and receiving feedback about the community’s priorities and aspirations in terms of services and facilities.

·    Council’s Arts and Cultural Advisory Committee members represent a wide range of community stakeholders and they have been integral to broadening the consultation, and to bringing the views of their constituent groups to bear in the development of this strategy.

·    Councillors, in their role as Chair of the Arts and Cultural Advisory Committee have been able to see the consultation process and the resulting development of this strategy.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The Baw Baw Shire Arts, Culture and Events Strategic Plan 2017 - 2021 assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017:

Strategic Objective 1. Our Community

 

1.2 Communities which are dynamic, vibrant and inclusive.

 

Strategic Objective 1. Our Community

 

1.3 Enhanced community quality of life.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

·    The Arts, Culture and Events Strategic Plan 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 issues to be considered here.

POLICY IMPACTS

·    This policy should be read in conjunction with Council’s Public Art Policy (2007) and Council’s Arts and Culture Policy (2016)

CONFLICT OF INTEREST DECLARATION

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

 

 

 


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Meeting Minutes - 28 June 2017

 

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13.2    PLA0153/16.A - 245 Main South Road, Drouin

Statutory Planning Officer  

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     4 attachments

       

CR WALLACE  DECLARED A CONFLICT OF INTEREST AND LEFT THE CHAMBER AT 7.41PM.        

 

purpose

The purpose of this report is to determine Planning Permit Application PLA0153/16.A.  The application seeks to amend Planning Permit PLA0153/16 by amending Condition 2 regarding the connection of proposed Lot 1 and Lot 2 to reticulated sewerage prior to the issue of a statement of compliance.  The permit was issued on 13 December 2016 for a two lot subdivision at 245 Main South Road, Drouin (Lot 1 TP 892269).

REcommendation

That Council refuse Planning Permit Application PLA0153/16.A to amend Condition 2 of Planning Permit PLA0153/16 for a two lot subdivision at 245 Main South Road, Drouin (Lot 1 TP 892269).

 

 

COUNCIL MOTION

 

Moved:              Cr J O'Donnell

Seconded:        Cr P Kostos

 

Cr Goss called for a division

 

For:                Councillors J Gauci, M Power, T Jones, J O'Donnell and P Kostos

Against:        Councillors M Leaney, D Goss, K Cook

 

 

CARRIED

Cr wallace returned to the chamber at 7.52pm.

Key Issues

·        Planning Permit PLA0153/16 was issued on 13 December 2016 for a two lot subdivision of 245 Main South Road, Drouin.

·        Condition 2 of the permit requires that prior to the issue of Statement of Compliance, proposed lots 1 and 2 must be connected to reticulated sewer to the satisfaction of the Responsible Authority.  This condition is in accordance with Council’s resolution of 22 July 2016 to: “Not support two lot subdivisions of existing dwellings and properties without the required services in the General Residential Zone of the Drouin and Warragul Precinct Structure Plan (PSPs) as they are not ‘generally in accordance with’ the PSPs”.

·        The application seeks to amend Condition 2 by requiring the applicant to enter into a section 173 agreement with Council which will require connection to reticulated sewer to occur prior to the occupation of any building on Lot 1 or Lot 2.

·        The effect of the amended condition is that it will defer connection to reticulated sewerage.

·        A planning permit is required to amend a planning permit pursuant to section 72 of the Planning & Environment Act 1987.

·        The subject land is 26.14 hectares and contains an existing dwelling at its western end.  The remainder of the site contains pasture grass.

·        The site is located in the Drouin PSP area.

·        The Drouin Precinct Structure Plan (Requirement 66) directs development to be sequenced as determined by the ability to appropriately access and service the land.  This requirements states that each new lot must be sewered unless the lot exceeds 4000m2 and is approved by Gippsland Water and the Responsible Authority.

·        Although R66 allows the consideration of a lot above 4,000m2 without reticulated sewerage, the intention of this control was to be consistent with the Victorian Planning Provisions and the Low Density Residential Zone which anticipates unsewered lots.  The site is subject to General Residential Zoning and as such this exception is not considered appropriate to this subdivision.

·        The proposal is contrary to the Council resolution of 22 July 2015 for two lot subdivisions in precinct structure plans.  The resolution does “not support two lot subdivisions of existing dwellings and properties without the required services in the General Residential Zone of the Drouin and Warragul Precinct Structure Plan (PSPs) as they are not ‘generally in accordance with’ the PSPs”.

·        The proposal will not allow for an equitable and coordinated approach to the delivery of infrastructure to the Drouin PSP area.

·        Clause 56.07-3 (Residential Subdivision) states that “Reticulated waste water systems must be provided to the boundary of all lots in the subdivision where required by the relevant water authority”. Gippsland Water’s condition on the planning permit states that the owner/developer/design consultant must arrange a meeting with Gippsland Water due to “large infrastructure requirements associated with servicing the development”.

·        The proposal is not in accordance with the State and Local Planning Policy Frameworks, the Urban Growth Zone Schedule 2 – Drouin Precinct Structure Plan, and Decision Guidelines of the Baw Baw Planning Scheme.

·        The applicant has also applied to VCAT for a review of conditions of Planning Permit PLA0153/16.  Conditions 2, 3 and 4 of the permit are being contested by the applicant.

TRIPLEBOTTOMLINE IMPLICATIONS

Financial Impact

·        Additional resources or financial cost will be incurred should be the planning permit application require determination at the Victorian Civil and Administrative Tribunal (VCAT).

Environmental Impact

·        The proposal will have no environmental impact.

Community Impact

·        The proposal will have no community impact.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

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

 

Strategic Objective 4. Growth and Prosperity

 

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

 

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

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

 

CONFLICT OF INTEREST DECLARATION

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

 

 

 

 

 


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13.3    May Statutory Planning Progress Report

Acting Manager Sustainable Development , Coordinator Statutory Planning  

Directorate:  Planning and Economic Development, Planning and Economic Development

 

Ward:         

 

Appendix:     7 attachments

       

 

purpose

To provide Council with an update on the excise of planning delegations by Council officers for the month of May 2017.

REcommendation

That Council receives and notes the report.

 

 

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr T Jones

 

CARRIED

Key POINTS/Issues

·    This report provides Council with an update on the exercise of planning delegations by Council officers on the following items:

o Planning applications received (Attachment 1);

o Planning decision (Attachment 2);

o Applications to Amend Planning Permits received (Attachment 3);

o Amended Planning Permits decisions (Attachment 4);

o VCAT Appeal register (Attachment 5); and

o PPARS data and Comparison to Latrobe and Wellington (Attachment 6).

o PPARS data for Baw Baw Shire in May 2017 (Attachment 7)

·    In May 2017, 36 applications were received with 33 applications determined.  A total of 58% of decisions were made within 60 days.

·    There are 57 outstanding applications for Written Planning Advice with 48 being issued for the month.

·    In May Council received $22,824 in planning application fees compared to $7,820 for Latrobe and $42,825 for Wellington.

·    In May Council the average gross days to determine was 144 compared to 67 for Latrobe and 80 for Wellington.

·    It is estimated that the total value and cost of works for the permits approved during May 2017 are $2,868,084.00. This takes the annual estimation of works approved up to $117,461,689.00 in the financial year to date.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    This report will not result in any identified community impacts

ENVIRONMENTAL IMPACT

·    This report will not result in any identified environmental impacts.

FINANCIAL IMPACT

·    The costs to be incurred at VCAT by legal representation, planning consultants and officers representing Council are included in the 2016/17 Growth and Economic Development budget.

Consultation

·    This report provides details of all planning applications and decisions that are required to be considered in accordance with the Baw Baw Planning Scheme and the Planning and Environment Act 1987.

·    Consultation occurs with the community as part of the planning process of each application that requires public advertising.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

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

Strategic Objective 4. Growth and Prosperity

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

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 identified legal impacts noted in relation to the preparation of this report.

POLICY IMPACTS

There are no identified policy impacts noted in relation to the preparation of this report.

CONFLICT OF INTEREST DECLARATION

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

 

 

 

 


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14.    The Environment

14.1    Appointment of Environmental Voice Advisory Committee

Environment Sustainability Officer  

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     1 attachment

 

purpose

For Council to appoint members to the Environmental Voice Advisory Committee for a period of two years.

REcommendation

That Council appoint 14 members to the Environmental Voice Advisory Committee and make slight changes to Terms of Reference to include quorum and co-opt opportunities.

 

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr J O'Donnell

 

CARRIED

 

Key POINTS/Issues

·    The Environmental Voice Advisory Committee is a committee of Council; its key role is to provide advice and recommendations on matters relating to the environment and sustainability. The Committee meets on a regular basis to consider, discuss and debate selected and arising environmental topics.

·    In accordance with the Terms of Reference, Council’s Environmental Voice Advisory Committee (EV) was to be reviewed in February 2017 after a two-year term.

·    The current EV Terms of Reference refers to the appointment of fourteen independent members and one Councillor.

·    The previous EV Advisory Committee informally recommended reducing members from 14 to 10. However, given this was not a formal recommendation it is considered that the EV membership should remain the same until such time as a formal review of the terms of reference is undertaken.

·    Council received seventeen applications for EV membership; all applicants were offered an invitation for interview. Fifteen applicants were interviewed.

·    The candidates were required to demonstrate their eligibility against set criteria. This was further explored during interviews which included questions regarding:

o Experience; applicants were asked to provide information on their education and/or experience in the environmental sustainability field and how that education and/or experience could benefit EV and Council.

o Community Involvement; applicants were advised that EV members are the voice of the community and members therefore needed to demonstrate good community links. Applicants were asked to provide examples of their involvement with community groups or the community and how they can utilise those groups or contacts to inform Council of community views.

o Passion; applicants were asked if they could give an example of when their passion and/or enthusiasm had delivered an environmental outcome.

o Council Priorities; applicants were asked to give their top three environment and/or sustainability priorities they believe Council should focus on over the next four years.

·    Additional selection criteria were also used to ensure that the final EV membership encompassed a broad range of the community.

·    The changes that are proposed to be made to the Terms of Reference are:

o Membership 4.1.4 - Additional representatives may be co-opted by the Board or Council to provide advice on particular issues or projects;

o Meetings 5.2.2 - Quorum will be 50 percent of members. Where a vote is required for recommendations, at least seven non-Council representatives must be present. If quorum is not met, it is possible to vote via email/mail. If it is not possible to vote via email/mail, the vote will be postponed until the next meeting.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    The Environmental Voice Advisory Committee provides community input into matters pertaining to environment and sustainability in Baw Baw Shire.

·    The Committee’s role is to report to the Council and provide appropriate advice and recommendations on matters relevant to the Terms of Reference in order to facilitate decision making by the Council in relation to the discharge of its responsibilities.

·    Members are appointed to represent a wide range of organisations and community members to collaboratively use their knowledge to reflect the broader community views on the environment.

ENVIRONMENTAL IMPACT

Information provided to Council by the Environmental Voice Advisory Committee enables Council to make decisions that are beneficial to the environment and to achieving sustainability outcomes.

FINANCIAL IMPACT

·    It is estimated that the EV membership review process involved 25 hours of officer time preparing advertising and interview documents, conducting interviews and processing interview results.

·    There are ongoing costs associated with supporting and facilitating the operation of the EV Advisory Committee.

Consultation

Expressions of interest were placed in print media, social media and on Council’s website for a period of four weeks prior to interviews.

·    Legal/Council Plan/Policy Impact

COUNCIL PLAN

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

Strategic Objective 5: The Environment

5.1 Protecting and sustainably managing the natural environment and resources.

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

This review of the Environmental Voice Advisory Committee membership follows Council’s requirement to review committee membership under the Victorian Local Government Act 1989.

POLICY IMPACTS

In December 2016, the former EV Advisory Committee was consulted on the environmental priorities for Councils draft Environmental Sustainability Policy and Strategy through a formal workshop.

CONFLICT OF INTEREST DECLARATION

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

·        Please note that whilst conducting interviews most applicants were known to at least one member of the interview panel.

 

 


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Meeting Minutes - 28 June 2017

 

14.2    Environment Policy

Environment Coordinator

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     1 attachment

CR POWER  DECLARED A CONFLICT OF INTEREST AND LEFT THE CHAMBER AT 7.58PM.               

 

purpose

To present to Council the Environmental Sustainability Policy for consideration and adoption.

REcommendation

That Council:

1.               adopt the Environmental Sustainability Policy; and

2.               use the adopted framework to frame the draft of the Environmental Sustainability Strategy which will be reported to Council in 2017/18.

 

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr J O'Donnell

 

CARRIED

Cr POWER returned to the chamber at 8.02pm.

 

Key POINTS/Issues

·   Council vision is to be one of the most environmentally sustainable Shire’s in Victoria.

·   The purpose of Baw Baw Shire Council’s Environmental Sustainability Policy is to provide a framework that outlines Council’s commitment to the environment and working towards a more sustainable future. It provides a strategic approach to the protection of the Shire’s environmental assets and to ensure that our resources are utilised in sustainable manner.  

·   The Environmental Sustainability Policy (see attachment) will support and provide a framework for the forthcoming revised Environmental Sustainability Strategy which will build on the achievements of Council’s previous Environment and Climate Change Strategy (2011).

·   Through the implementation of this Policy, Council aims to be a leader of sustainability and environmental best practice. Council will continue to engage with and inform our community on proposed and adopted environmental initiatives and strategies.

·   The Policy is an important document that applies to all operations and services delivered by Baw Baw Shire Council. It is expected that once adopted the organisation would be expected to implement the intent of the Policy.

·   The Policy addresses sustainability, continual environmental improvement, community involvement and engagement, environmental assets, climate change mitigation and adaptation, compliance and Environment Sustainable Development (ESD) themes and principles.

Triple Bottom Line Implications

COMMUNITY IMPACT

The Policy will guide how the Council works with the community and stakeholders to achieve a more sustainable future.

ENVIRONMENTAL IMPACT

The Policy will guide Council to achieve multiple environmental and sustainability outcomes within the organisation and to the Baw Baw community

FINANCIAL IMPACT

There are no direct financial impacts as a result of this Policy. However environmental sustainability programs and outcomes arising from the Policy will provide financial benefits to Council and the Community in a long term.

Consultation

·    In December 2016, Council staff facilitated a workshop with Council's Environmental Voice Advisory Committee (EV) to identify priority environmental sustainability themes to be included in a revised Environmental Sustainability Strategy. The results of this workshop are reflected in the Environmental Sustainability Policy.

·    Internal consultation was conducted with Council staff in March/April 2017 regarding the content and direction of the Policy.

·    An electronic copy of the Policy will be made available on Council’s website following approval.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

The Policy assists with the achievement of the key strategic objective as set out in the Council Plan 2013-2017: Strategic Objective 5 - The Environment.

5.1 Protecting and sustainably managing the natural environment and resources now and into the future.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

The Environmental Sustainability Policy has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

No legal impact.

POLICY IMPACTS

The Environmental Policy would apply to Councillors, the Executive Leadership Team and all staff including; full-time, part-time, contract, casual, work experience and trainees, contractors, and volunteers of Baw Baw Shire Council.

CONFLICT OF INTEREST DECLARATION

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


  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

15.    Notices of Motion

Nil Reports

 

 

 

 


16.    Committee and Delegates Reports

 

16.1    MAV Natural infrastructure and asset management conference.

Cr Wallace provided an update on the MAV National Infrastructure and Asset Management Conference that he attended on Monday June 26 and Tuesday June 27.

 

16.2    Peri Urban group of councils  

Cr Power provided an update on the meeting of the Peri Urban Group of Councils that she attended on Friday 9 June.

 

16.3    Drouin PARKING REVIEW COMMITTEE

Cr Cook provided an update on the meeting of the Drouin Parking Review Committee that he attended on Thursday 15 June.

 

16.4    National general assembly of local government

Cr Gauci Provided an update on the National General Assembly of Local Government that he attended in Canberra with Interim CEO Phil Cantillon, the conference which was held from Monday 19 June to Thursday 22 June.

 

16.5    cr power presentation to school students

Cr Gauci Power provided an update on a recent presentation to primary school students on the role of Local Government and Councillors.  


  Council

Meeting Minutes - 28 June 2017

 

17.    Assembly of Councillors

17.1    Assembly of Councillors Report

Governance Advisor

Directorate:  Corporate and Community Services

 

Ward:          All

 

Appendix:     5 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 9 June 2017– Friday 23 June 2017.

 

 

COUNCIL MOTION

 

Moved:              Cr T Jones

Seconded:        Cr K Cook

 

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 - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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  Council

Meeting Minutes - 28 June 2017

 

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18.    Mayoral Minute

 

19.    General Business

 NIL   

 

 

 

 


Meeting closed at 8.12pm.

 

Confirmed at this meeting 12 July 2017

 

 

Cr J Gauci

Mayor