Minutes

 

 

 

                                                       Council

 

 

 

                                    27 September 2017

 

 

 

 

 

 

 

 

 

 

 

                                                                                                  www.bawbawshire.vic.gov.au

 


  Council

Meeting Minutes - 27 September 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. 5

8.        Community Participation Time. 6

8.1     Questions on Notice. 6

Two Questions on Notice were received from Don McLean and Maxine McLean. 6

Submitted by Don McLean: 6

Submitted by Maxine Mclean.. 7

8.2     Submissions. 9

9.        Petitions. 10

10.     Vibrant Communities. 11

10.1  Provision of Immunisation Services in Baw Baw Shire. 11

10.2  Trafalgar Recreation Precinct - Committee of Management Review.. 14

10.3  Recreation Reserve and Public Hall Section 86 Delegation Review.. 20

10.4  Proposed Re-naming of section of Lillico Road, Warragul 70

11.     Thriving Economy. 75

12.     Safe and Sustainable Environments. 75

13.     Organisational Excellence. 75

14.     Notices of Motion.. 75

15.     Committee and Delegates Reports. 76

15.1  Update on rail freight alliance. 76

15.2 update on the american argibusiness. 76

16.     Assembly of Councillors. 77

16.1  Assembly of Councillors Report 77

17.     Mayoral Minute. 84

18.     General Business. 84


  Council

Meeting Minutes - 27 September 2017

 

   Baw Baw Shire Council

Council Meeting

27 September 2017

Minutes

 

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

Trafalgar Council Chambers, commencing at 5.30pm on 27 September 2017.

 

 

Present

Cr J Gauci, Cr M Leaney, Cr M Power, Cr K Cook, Cr D Goss, Cr P Kostos and Cr J O’Donnell.

 

In Attendance

Ms A Leighton    Chief Executive Officer

Mr M Dupe          Director Corporate and Community Services

Mr P Cantillon     Director Community Assets

Mr M Cripps        Director Planning and Economic Development

Ms J Oakley        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

 

 

 

 

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 

Cr D Wallace and Cr T Jones.   

 

4.      Civic Ceremonies

No Civic Ceremonies were held.          

 

5.      Confirmation of Previous Meeting Minutes

 

COUNCIL MOTION

 

Moved:              Cr D Goss

Seconded:        Cr K Cook

 

 

That the minutes of the Ordinary Council Meeting held on Wednesday 13 September 2017 and the Special Council Meeting held on Wednesday 20 September 2017 be confirmed.

 

CARRIED

 

 

6.      Councillors Declarations of Interest/Conflict of Interest

No conflicts of interest were declared.   

 

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

There was no Confidential Council Meeting held on Wednesday 27 September therefore there was no information to be released to the public.

 

 

 

 

8.      Community Participation Time

8.1       Questions on Notice

Two Questions on Notice were received from Don McLean and Maxine McLean.

Submitted by Don McLean: 

1. The Council Meeting snapshot web page has a summary of key topics covered at meetings

·         Vibrant Community

·         Thriving Economy

·         Safe and Sustainable Environments

·         Organisational Excellence

·         Advocacy

·         Consultation and Engagement

·         Policies and Documents

 

Having searched minutes of Council meetings back to commencement of 2017 I cannot see a single “Advocacy” item.

 

What does Council see as its’ advocacy role in the following issues;

 

a) Australia is a net exporter of energy, including being the largest exporter of coal in the world, yet we have the highest energy prices in the world – with Victoria near the top of the pile – what is Council doing to assist those in our community who cannot afford to pay their power bills and may die this summer as a result of not being able to afford to turn on their cooling systems or from the blackout and brown outs that have been predicted?

 

Baw Baw Shire Council promotes the Latrobe Valley Home Energy Upgrade Program which is a program designed for those who may have difficulty in affording household energy bills.

The Latrobe Valley Home Energy Upgrade program is a Victorian Government solar and energy efficiency initiative. The program delivers, at no cost to eligible households, solar installations and energy efficiency upgrades for up to 1,000 vulnerable households in the Latrobe City, Wellington & Baw Baw local government areas to help them save money on energy bills. The program has been promoted in the Aged and Disability Winter newsletter (July 2017), Council’s Social Media channels, the Economic Development newsletter (Monthly distribution).

Whilst Council has and will continue to do what it can to support the community on these issues it is important to note that it in of itself a local government responsibility.

 

2   What is the estimated increase in Council outlays for electricity and gas charges expressed as a percentage and dollar value over the 17/18 budget period and as a result of soaring energy prices what change has been estimated since the budget was prepared?

 

There are no anticipated price rises for the 17/18 budget period as Council is currently under Contract for its Retail Electricity services which are current until 30 June 2018. Therefore, no changes are required to be made to the 2017/18 budget for electricity or gas costs.

 

3   What back up power generation does Council have for the blackouts that will occur this summer?

 

Council has an in-situ generator located at the Drouin Office which enables Council to maintain core business functions. Council has also completed Business Continuity Plans which detail actions and responses in the event of an extended period without power.

 

4. Our community is facing unprecedented higher utility prices and flat line wages, a likely consequence is fewer people going away for holidays this Christmas break - many people will want to contact Council over this period for any number of reasons. If past practise is followed, the last Council business day this year will be 21st December 2017 and not reopen till 3rd January 2018 – a period of thirteen days, with a phone number to call during this period, but only in the event of an emergency – will Council respond to my concern, first raised with the former CEO in January 2011, and consider keeping the offices open on all non-public holidays with a small number of staff available to answer and deal with resident enquiries?

 

It is Councils commitment to meet the needs of our Community, and as such a review took place to look at Council’s Christmas/New Year period staffing levels and hours of operation. It is Council’s priority that our customers have access to staff who can answer their enquiries during the Christmas/New Year period.

 

As per Councils Enterprise Agreement Part B Clause 41.8 Annual Close Down, Council will continue with its annual shut down period between Christmas and New Year’s (December 27, 28 and 29 December 2017).

 

Customer Service will open at the Warragul Office during the hours of 10am – 3pm during this period. After hours service will continue to operate as normal.

 

5. Did Council make or consider making a submission to the Crime Statistics Agency Incident-based Collection Public Consultation Paper?

 

Council did not consider or make a submission on this matter.

 

Submitted by Maxine Mclean

The Council Meeting snapshot web page has a summary of key topics covered at meetings including Advocacy.

 

There are only five remaining Council meetings listed for 2017 and so far this year I cannot identify a single “Advocacy” item.

 

Has Council considered its’ advocacy role in any of the following issues;

1. Representations to have new clean coal fired power stations or nuclear power stations constructed?

 

Over the last two years the advocacy priorities for Baw Baw Shire have been:

•           New hospital – West Gippsland Healthcare Group

•           Sealing South Face Road – Economic stimulus particularly in the tourism sector

•           Routes to market – Product to market

•           Managing growth – Advocating for infrastructure such as roads, bridges etc

•           West Gippsland Regional Arts Centre - Upgrade

 

Baw Baw Shire has made representations to Government on new energy solutions as a member of GLGN (Gippsland Local Government Network);  the Regional Partnerships and the Gippsland Regional Plan (GRP) working group.

 

2. Consultation with small business across the municipality to gain an understanding of the impact of soaring energy prices and determine what

 representations Council can make on behalf of the business community for some relief?

Council is very aware of the impact that increasing power prices are having on small businesses across the municipality. The issue is one which is being discussed at the federal, state and local level. Council will seek to support small businesses by working with the state government through a range of different initiatives as well as seek the advice of its own Business Advisory Board as to how Council can best add value in this space.

 

3. Working with the Committee for Gippsland to generate jobs in our area and support their advocacy roles for freight and infrastructure, education and training, industry, health, community, tourism, connectivity and promoting “Brand Gippsland”?

 

Council has a very strong working relationship with Committee for Gippsland. Committee for Gippsland is a valued member of the Gippsland Regional Plan working group, this group is responsible for identifying regional strategic priorities and determining what evidence base is required to strengthen the proposition. The GRP working group supported by Regional Development Victoria and Regional Development Australia (Gippsland) also evaluates whether there is sufficient evidence to provide the region with the best chance of securing state and/or federal government funding.

Council recognises the value of a collective approach to advocacy with strong partners like Committee for Gippsland.

 

4. Given the number of criminal offences recorded in Victoria rising by more than 50,000 in the year ending March 2017 — an 8 per cent rise in the per-capita crime rate, (Senator Hinch said in parliament earlier this year Victoria will soon need to change its number plates to “The Crime State”) with an ever increasing incidence of robbery, theft (up 27.7%), property damage (up 22.9%), deception (up14.4%), cultivate and manufacture of drugs (up 41.7%), assault and related offences, violence, smash and grab, armed robbery, home invasions, carjacking, drug related offences and knife carrying; all coming closer and closer to our Shire, (figures in brackets are Baw Baw Shire increases for the period) what advocacy is being pursued by Council to make our streets safe?

 

The safety of our community is recognised in the Council Plan 2017-2021. This was highlighted by members of the community as an important issue and more work is required to ensure our streets are safe. Council has activated programs such as: No to violence against women; Child Safety Policy; Gender Equity; and the  Municipal Public Health and Wellbeing Plan. We welcome the opportunity to work with the community and key stakeholders to determine the best advocacy program to make our streets safe. Council has also secured funding for the installation of CCTV cameras in Queen Street Warragul, between Smith and Mason Streets.

 

5. Supporting the CFA position on the Andrews government fire services restructure proposal?

 

Council does not have position in relation into the current matters between the CFA, MFB and State Government. 

 

 

8.2       Submissions

The following persons spoke on an item on the agenda.

 

Submitter Name     

Agenda Item                       

Stuart Mann

 

 

 

10.4

 

Lorraine Hamilton

Joy Marriott

Joey Whitehead

Wally McKenzie

Colleen Crookston

Kym Coote

    

 


  Council

Meeting Minutes - 27 September 2017

 

9.      Petitions

Nil Reports

 

 

 

 


  Council

Meeting Minutes - 27 September 2017

 

10.    Vibrant Communities

10.1    Provision of Immunisation Services in Baw Baw Shire

Family and Children Services Coordinator

Directorate:  Corporate and Community Services

 

Ward:         

 

Appendix:    

       

 

purpose

To consider the extension of the immunisation contract with Kernow Environmental Services Pty Ltd at the end of the current three year contract ending January 2018.  

REcommendation

That Council extends the contract with Kernow Environmental Services Pty Ltd for a further two years from February 2018 to January 2020 at a total cost of $337,629 (ex GST).  

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr J O'Donnell

CARRIED

Key POINTS/Issues

·        The Public Health and Wellbeing Act 2008 requires Councils to provide immunisation services.  The provision of immunisation services involves at least three public immunisation sessions per month for infants and pre-school children and the school immunisation program.

·        Council’s contract for immunisation services is currently provided by Kernow Environmental Services Pty Ltd (“Kernow”) under a three year contract ending January 2018.  

·        Kernow has run the immunisation service on behalf of Baw Baw Shire Council since January 2015, at a total cost of $492,000. This represents a saving to Council of more than $100,000 over the three years of the contract when compared to in-house management of the service.

Current performance

·        In 2016, Kernow conducted 34 Council infant immunisation sessions and 24 secondary school immunisation sessions.  These have been conducted in accordance with the National Health and Medical Research Centre Schedule. 

·        When compared with 2015, coverage rates recorded in 2016 show an increase in all age cohorts.  The coverage rates are now approaching Gippsland average figures for the first two age groups, with a significantly higher rate observed in the 60-63 month cohort.

·        The immunisation contract is managed by the Family and Children’s Services Coordinator.  Kernow operates the service with minimal support from Council officers.

·        This contract is operating effectively and efficiently. All contract specifications are being met, including service deliverables and reporting requirements. 

Triple Bottom Line Implications

COMMUNITY IMPACT

The continued delivery of Immunisation Services provides ongoing community benefit through the increased health and wellbeing of the population. An important feature of immunisation is that it brings benefits not only for the individual who receives the vaccine, but also for the entire population through what is known as ‘herd immunity’. The underlying principle of this concept is that once enough people are protected, they help to protect vulnerable members of the community by reducing the spread of disease.

ENVIRONMENTAL IMPACT

Nil

FINANCIAL IMPACT

·        The first three year contract with Kernow Environmental Services was provided at a total cost of $492,000.

·        The total cost for two year contract extension is $337,629.

·        This represents a 2.0% increase between the final year of the existing contract, and between years one and two of this extension period.  

·        Council officers have confirmed that these costs have been calculated in accordance with contract clause 5.2: “Financial Arrangement if a Further 2 year Contract Extension is Granted”

Consultation

·        In October 2016, a service satisfaction survey was conducted at each immunisation venue (Drouin Council Offices, Warragul Senior Citizens Centre and Trafalgar Community Centre).

·        30 completed surveys were received:

·    100% of respondents indicated their overall satisfaction with the service as being either excellent or above average;

·    97% of respondents advised the venues, facilities and parking were found to be satisfactory; and

·    100% of respondents found the administration and clinical staff to be courteous and helpful and indicated information was clearly communicated to them.

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 2017-2021:

Strategic Objective 1: Vibrant Communities

1.1       Quality community focused services, facilities and infrastructure to support a growing community.

1.3       A vibrant, healthy and inclusive community.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

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

LEGAL

In Victoria, immunisation services are a function of local government according to the Public Health and Wellbeing Act 2008(PHWA), Part 3, Division 3, s.24. (Annex 2). This section states ‘the function of every council under this Act is to seek to protect, improve and promote public health and wellbeing within the municipal district by…(f) co-ordinating and providing immunisation services to children living or being educated within the municipal district;

POLICY IMPACTS

The management of the Provision of Immunisation Services Contract (CT21527) falls within Baw Baw Shire Council’s Procurement Policy, which is in accordance with the requirements of Section 186A of the Local Government Act 1989.

CONFLICT OF INTEREST DECLARATION

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

 

 


  Council

Meeting Minutes - 27 September 2017

 

10.2    Trafalgar Recreation Precinct - Committee of Management Review

Recreation Officer

Directorate:  Community Assets

 

Ward:          East

 

Appendix:     1 attachment

       

 

purpose

Council to formally rescind the Section 86 Trafalgar Recreation Precinct Committee of Management.

REcommendation

That Council:

1.   Rescinds the Section 86 Trafalgar Recreation Precinct Committee of Management; and

2.   Assumes the management of the Trafalgar Recreation Precinct.

COUNCIL MOTION

 

Moved:              Cr P Kostos

Seconded:        Cr M Leaney

CARRIED

Key POINTS/Issues

·        On 9 March 2016 Council resolved to disband the Trafalgar Recreation Precinct Committee of Management and in the interim Council worked in consultation with the former Committee for the management of the user groups pending the appointment of an Independent Chair.

·        An Expression of Interest (EOI) for the appointment of an Independent Chair was advertised in May/June 2016 with applications closing on 1 July 2016. 

·        Council received one application. During the evaluation process and detailed assessment discussions the applicant withdrew the application.

·        Council officers provided an update of the outcomes of the EOI for the appointment of the Independent Chair at the 1 August 2016 meeting. At the meeting the former committee and user groups resolved to have Council continues to manage the reserve in the interim.

·        The current user groups of the Trafalgar Recreation Precinct include:

Ø  Trafalgar Boxing Gym

Ø  Trafalgar Cricket Club

Ø  Trafalgar Football Netball Club

Ø  Gippsland Football Club

Ø  Trafalgar Lions Club

Ø  Trafalgar Victory Football Club

·        Since March 2016 Council officers have managed the reserve and feedback from the former committee and user groups have been positive:

Ø  Council Officers have chaired eight meetings with user group representatives from each club plus community representatives. These have been well attended and well received by the representatives.

Ø  Council’s Customer Request Management System (CRMs) to log user group maintenance requests.

Ø  A Ready Reckoner was developed to provide a transparent communication platform and facilities management system for the reserve including; maps of buildings and ancillary items, club and Council contact details, meeting dates, key project initiatives, capital works projects, minor maintenance works, utilities breakdown and a list of Council registered contractors. The implementation of this vital management tool has helped to increase communication and transparency for the site.

·        Councillors were briefed on this matter on the 2 August 2017. At this point the feedback from the 6 user groups expressed differing views on the best management model for the Trafalgar Recreation Precinct.

·        Further consultation with the Trafalgar Cricket Club and Trafalgar Football Netball Club has been completed. A meeting was held with these clubs to present and further discuss the various management options available. Attachment 1 outlines the management models.

·        Feedback has been received from the Trafalgar Cricket Club and Trafalgar Football Netball Club advising that their preferred management model is for Council to manage the reserve directly with the Football and Cricket Clubs continuing to maintain the oval and oval surrounds (Management Option 1).

·        All clubs and user groups are in favour of Council managing the reserve directly.

·        Council has successfully implemented similar management models and processes at other reserves.

TRIPLEBOTTOMLINE IMPLICATIONS

Financial Impact

·    Maintenance Allocation – Currently the disbanded Committee receives a maintenance allocation of $9,502 for maintenance of the reserve. This excludes the soccer precinct which Council maintains. Management Option 1 proposes that this allocation will be paid into a nominated club account to manage the maintenance of the oval and oval surrounds.

·    Management Option 1 proposes that the Trafalgar Cricket Club and Trafalgar Football Netball Club will not pay a fee under the pricing policy as they will be responsible for the maintenance of the oval and oval surrounds. Other clubs at the facility will pay a fee as per the pricing policy.

Environmental Impact

Clubs are encouraged to adopt practices that care for the environment. Council’s “Good Practice Guide” provides good environmental practices.

Community Impact

·        Section 86 Committees may perceive that they would lose their ‘voice’ if Council was to take on management of a reserve.

·        However, the management process and system implemented by Council has successfully managed those recreation reserves with positive feedback and well received by the user groups. It allows for clubs and volunteers to focus more on their sports.

Consultation

·    Written correspondence was sent to all user groups seeking comments and feedback on the management of the precinct as part of the review. Follow-up phone calls have also been conducted. All comments and feedback have been considered.

·    A meeting was held with the Trafalgar Cricket Club and Trafalgar Football Netball Club to present and further discuss the various management options available.

·    Feedback received from all clubs and user groups at the facility is in support of Council managing the reserve.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This Committee of Management review assists with the achievement of the key strategic objective as set out in the Council Plan 2017-2021:

Strategic Objective 1: Vibrant Communities

1.2       Managing Baw Baw’s growth and development.

1.3       A vibrant, healthy and inclusive community.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This review of the Trafalgar Recreation Precinct Committee of Management has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

Officers will work with user groups to implement individual club tenancy agreements.

POLICY IMPACTS

·    Council has prepared a “Good Practice Guide” to help Committees and Clubs with their roles and responsibilities.

·    Council implements tenancy agreements with user groups and sporting clubs to assists with facility management. The tenancy agreements outline the management and maintenance responsibilities of the user group or club and council.

·    Fees to clubs or user groups at Council owned or managed recreation reserve are determined by Council’s Pricing Policy.

CONFLICT OF INTEREST DECLARATION

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

 

 

 

 


  Council

Meeting Minutes - 27 September 2017

 

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  Council

Meeting Minutes - 27 September 2017

 

10.3    Recreation Reserve and Public Hall Section 86 Delegation Review

Recreation Officer

Directorate:  Community Assets

 

Ward:          All

 

Appendix:     2 attachments

       

 

purpose

For Council to adopt the amended Section 86 Instrument of Delegation for Recreation Reserve and Public Hall Committees.

REcommendation

That Council:

1.   Adopts the amendments made to the Recreation Reserve and Public Hall Section 86 Instrument of Delegations (IODs).

 

2.   Delegates the Chief Executive Officer and Mayor to sign the Instrument of Delegation for each Section 86 Committee.

COUNCIL MOTION

 

Moved:              Cr M Leaney

Seconded:        Cr M Power

 

CARRIED

Key POINTS/Issues

·    A Section 86 Committee is a committee of Council established under section 86 of the Local Government Act 1989.

·    Council currently delegates some of its powers to Section 86 Committees and the Chief Executive Officer. The Chief Executive Officer then sub-delegates the powers to individual teams and officers. These powers are captured through an Instrument of Delegation (IOD) document.

·    Council is required to review the IODs it has in place within 12 months of a Council election, therefore Council must complete the statutory delegation review by 22 October 2017 in order to comply with legislative requirements.

·    Council has the following Public Hall and Recreation Reserve Section 86 Committees of Management (CoM) in place:

o Bellbird Park Recreation Reserve CoM

o Bellbird Park Synthetic and Grass Fields CoM

o Buln Buln Recreation Reserve CoM

o Dowton Park CoM

o Ellinbank Recreation Reserve CoM

o Neerim South Recreation Reserve CoM

o Trafalgar Recreation Precinct CoM (Currently disbanded with a separate report on management going to Council)

o Western Park Recreation Reserve CoM

o Athlone Hall and Recreation Reserve CoM

o Crossover School Site CoM

o Darnum Memorial Hall CoM

o Ellinbank Public Hall CoM

o Erica Community Facilities CoM

o Lardner Hall and Recreation Reserve CoM

o Narracan Public Hall CoM

o Nilma North and Lillico Memorial Hall CoM

o Tetoora Road Community Centre CoM

·    The IOD for the Trafalgar Recreation Precinct CoM has been included in this report. However the future management of this facility is subject to a separate Council report recommending that Council rescinds the Section 86 Trafalgar Recreation Precinct Committee of Management.

·    In November 2016 Council undertook an Internal Audit Review of Section 86 Committees. The above CoMs were involved in the audit process via questionnaires and some CoMs via phone interviews. The objective of the Internal Audit was to review compliance with the Local Government Act 1989, processes and monitoring and comparing strengths and weaknesses of Section 86 Committees to Council managed facilities. The report also made recommendations on amendments to the Instrument of Delegation.

·    Amendments to the IOD documents have been made utilising the feedback from the internal audit plus additional feedback received through consultation with the CoMs.

·    The final IOD template is provided as attachment 1.

·    Schedules 2 and 3 for each Reserve and Hall CoM is provided as attachment 2.

·    Each delegation will be updated by officers, affixed with the common seal of Baw Baw Shire and signed by the Mayor and the Chief Executive Officer.

Triple Bottom Line Implications

COMMUNITY IMPACT

·        Delegation facilitates the achievement of good governance for the community by empowering appropriate members of staff to make decisions on behalf of Council and the Chief Executive Officer.

·        When delegation is utilised correctly, red tape and processing time can be reduced.

·        Volunteering and management through a Section 86 Committee helps to create ownership at community facilities and helps to create a socially inclusive environment for user groups.

ENVIRONMENTAL IMPACT

·    Nil

FINANCIAL IMPACT

·        The use of delegation can assist in shortening processing time and perceived ‘red tape’.

·        Volunteers help reduce the cost to Council of management of these facilities.

·        Council provides an annual maintenance allocation to help Committees. The budget allocation as adopted by Council for the 2017/18 financial year is $241,947.

Consultation

·    Internal Audit questionnaires’.  As part of the Internal Audit conducted in November 2016 Committees were sent a questionnaire and some were given the opportunity to do a phone interview.

·    Written correspondence was sent to all Committees to seek feedback on their delegation and how their Committee was going. Follow up phone calls were made to those who did not respond.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This Recreation Reserve and Public Hall Section 86 delegation review assists with the achievement of the key strategic objective as set out in the Council Plan 2017-2021:

Strategic Objective 1: Vibrant Communities

1.2       Managing Baw Baw’s growth and development.

1.3       A vibrant, healthy and inclusive community.

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

This Recreation Reserve and Public Hall Section 86 delegation review report has been reviewed under the Charter of Human Rights and Responsibilities and is considered compatible.

LEGAL

·        Council has a statutory requirement under the Local Government Act 1989 to ensure that it reviews its delegations within twelve months of a new Council being elected.

·        A decision of a delegation is for all legal purposes, a decision of the Council or Chief Executive Officer.

POLICY IMPACTS

·        The review identified that further work is required in the next twelve months, particularly in reviewing and monitoring compliance of Committees and reviewing the most appropriate management model for each facility.

·        Further consultation with Committees is needed to update the Good Practice Guide (GPG) this will improve Committee effectiveness by providing better processes and guidance for Committees.

CONFLICT OF INTEREST DECLARATION

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

 


  Council

Meeting Minutes - 27 September 2017

 

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  Council

Meeting Minutes - 27 September 2017

 

10.4    Proposed Re-naming of section of Lillico Road, Warragul

Subdivision Officer

Directorate:  Planning and Economic Development

 

Ward:         

 

Appendix:     1 attachment

       

 

purpose

For Council to consider the proposed renaming of a section of Lillico Road, Warragul.

REcommendation

That Council:

 

1.   Undertake community consultation with the residents of the Northern section of Lillico Road to consider the potential renumbering of properties in accordance with the Australian Standard (AS4819:2011 Urban & Rural Addressing) and potential renaming of the road; and

 

2.   Consider a further report on the feedback from the both consultation processes, including:

a.   The renaming of the Southern section of Lillico Road; and

b.   The renumbering and renaming of the Northern section of Lillico Road

to determine which of the options will be supported.

 

amended REcommendation

1.    Undertake community consultation with the residents of Lillico Road to consider the potential renumbering of properties in accordance with the Australian Standard (AS4819:2011 Urban and Rural Addressing) and potential renaming of the road; and

 

2.    Consider a further report on the feedback from the consultation processes, including:

a)    The renaming of the Southern section of Lillico Road;

b)    The renumbering and renaming of the Northern section of Lillico Road to determine which of the options will be supported; and

c)    Any other relevant matters raised during the consultation period.

COUNCIL MOTION

 

Moved:              Cr M Power

Seconded:        Cr D Goss

 

CARRIED

Key Key POINTS/Issues

·    For any request to name, rename or change the boundaries of features, localities and roads within the municipality a decision must be made against the ‘Naming rules for places in Victoria – Statutory requirements for naming roads, features and localities - 2016’. These rules outlined in the Geographic Place Names Act 1998, are mandatory for naming authorities in Victoria.

·    The realignment of Lillico Road has occurred as a result of the local road network being reconfigured for subdivisions in this area. These road changes were foreshadowed by the Warragul Precinct Structure Plan.

·    As a result of the road realignment it has been necessary to review the naming extent of Lillico Road as per the Naming Rules from the Office of Geographic Names.

·    Advice has been sought from the Office of Geographic Names on potential solutions to this realignment and has been considered by Council officers and the Baw Baw Shire Council Place Naming Advisory Committee. These included:

1.         to submit a proposal to Office of Geographic Names to rename the northern section of Lillico Road to Dollarburn Road, and renumber the existing Dollarburn Road; or

2.         to submit a proposal to Office of Geographic Names to rename the southern section of Lillico Road to Carrington Road; or

3.         to submit a proposal to Office of Geographic Names to rename the northern section of Lillico Road to Carrington Road; or

4.         to amend the Precinct Structure Plan, to require the approved subdivision plan to be redesigned and retain the existing Lillico Road alignment.

Based on the options discussed it was identified the the only possible outcomes that could be entertained include 1, 2, or 3.

·    An assessment of the implications associated with each of the three (3) possible options is attached to the report.

·    The proposal by officers to rename this section of road has been made with consideration to;

o Affect the least amount of residents;

o The historical information regarding the name ‘Carrington’;

o Public safety

·    Given that Lillico Road is an established road, a full road renaming process in accordance with the Naming rules for places in Victoria needs to occur.

·    As a result of the approved road alignment there will be a section of Lillico Road that will no longer be required for access requirements and it is proposed to close this section for safety and practicality reasons.

Triple Bottom Line Implications

COMMUNITY IMPACT

·    Road network to gain an important strategic link which will service the growing Warragul community.

·    The road names provide easily identifiable sections of road which will assist residents and emergency services. 

·    Residents in the affected section will be required to change their addresses in accordance with the new road name.

ENVIRONMENTAL IMPACT

The proposal has no environmental impact

FINANCIAL IMPACT               

New street signage to be installed after road name changed but is a minor cost.

·    Council will provide $25 change of address pack from Australia Post for residents affected by address change.

·    Residents will have costs associated with changing addresses.

·    Council are not liable to compensate affected residents.

Consultation

·    The Place Names Advisory Committee was contacted with respect to the process who have guided and support the approach taken by officers.

·    Notification was given to the residents of the southern section of Lillico Road, in accordance with the processes required for road renaming.  As a result twenty six (26) affected property owners were surveyed for their views in the proposed road name changes. As a result of this process, Council has received:

o One (1) letter of support; and,

o Eighteen (18) opposing the proposal.

·    A community information session was held on 6th September, 2017, with affected residents from both south and north sections invited to attend.  Residents were shown a presentation explaining the reasons why the road renaming is required.  A robust question and answer session also occurred, where the majority of attendees took the opportunity to voice their opposition to the proposal to rename the southern section.

Legal/Council Plan/Policy Impact

COUNCIL PLAN

This road renaming assists with the achievement of the key strategic objective as set out in the Council Plan 2017-2021:

Strategic Objective 1: Vibrant Communities

1.2       Managing Baw Baw’s growth and development

CHARTER OF HUMAN RIGHTS AND RESPONSIBILITIES

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

LEGAL

The guidelines for place naming in Victoria are provided for under Section 5 of the Geographic Place Names Act 1998.

POLICY IMPACTS

This proposal has no policy impacts.

CONFLICT OF INTEREST DECLARATION

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


  Council

Meeting Minutes - 27 September 2017

 

Lillico Road re-naming

Options & Implications

 

Option

Implications

1.         Commence consultation process with the residents of the northern section, to submit proposal to Office of Geographic Names to rename the northern section of Lillico Road to Dollarburn Road, and renumber the existing Dollarburn Road and the norther section of Lillico Road; or

·    Probable delay to issuance of statement of compliance

·    18 properties on Lillico Road northern section to be re-named and re-numbered

·    25 properties on existing Dollarburn Road to be re-numbered

·    PSP identifies possible future link from Dollarburn Road to Lardners Track.  This may result in the need for the road name to be revisited as it would change the road alignment.

 

2.         Submit proposal to Office of Geographic Names to rename the southern section of Lillico Road to Carrington Road; or

·    26 properties effected by re-naming

·    18 properties effected by re-numbering

 

3.         Commence consultation with the residents of the northern section, to submit proposal to Office of Geographic Names to rename the northern section of Lillico Road to Carrington Road; or

·    Probable delay in issuance of statement of compliance

·    18 properties effected by re-naming and re-numbering

 

4.         Commence consultation with the residents of the northern section to rename Lillico Road, and reconvene after the consultation period has completed to make a decision about which section will be renamed. (Officer recommendation)

·    Probable delay in issuance of statement of compliance

·    44 properties would be affected by the consultation process.

·    Community may feel their concerns have been heard and Council are able to make a measured decision in direct response to submissions received within consultation process

 

 

 

 

 


  Council

Meeting Minutes - 27 September 2017

 

11.    Thriving Economy

Nil Reports

 

 

 

12.    Safe and Sustainable Environments

Nil Reports

 

 

 

13.    Organisational Excellence

Nil Reports

 

 

 

14.    Notices of Motion

Nil Reports

 

 

 

 


15.    Committee and Delegates Reports

15.1    Update on rail freight alliance

Cr Cook provided an update on the Rail Freight Alliance Conference that he recently attended on 15 September 2017.

 

15.2 update on the american argibusiness

Cr Kostos provided an update to Council on a recent visit to Neerim South from delegates of the American Agribusiness Association and spoke about how impressed they were of the beauty and landscape of Baw Baw Shire.

 

 


  Council

Meeting Minutes - 27 September 2017

 

16.    Assembly of Councillors

16.1    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 8 September– Friday 22 September.

 

amended REcommendation

That Council receives and notes the Assembly of Councillors records tabled for the period from Friday 8 September– Friday 22 September with an amendment to the Assembly of Councillors record tabled for Confidential Councillor Briefing Meeting on Wednesday 20 September 2017 to include Council Officer Stacey Clark.

COUNCIL MOTION

 

Moved:              Cr M Leaney

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 - 27 September 2017

 


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  Council

Meeting Minutes - 27 September 2017

 

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  Council

Meeting Minutes - 27 September 2017

 

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  Council

Meeting Minutes - 27 September 2017

 

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  Council

Meeting Minutes - 27 September 2017

 

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17.    Mayoral Minute

Cr Gauci utilised the Mayoral Minute to discuss the recent engagement that he had with the Morcombe Foundation and the Morcombe Family.

On Saturday the 23rd of September the Mayor met Billy Tindall as he commenced a marathon of over 2,000 kilometres, over a month and a half, starting at the Lionel Rose statue in Queen Street Park, Warragul and finishing at Woombye on the Sunshine Coast in Queensland. The run is in support of the Daniel Morcombe Foundation, named for Daniel Morcombe, a child who was abducted in December 2003 while waiting for a bus.

Although originally from Queensland, Tindall chose to commence the run at the Lionel Rose Statue as a show of respect, as Tindall also comes from a boxing background, and wanted to honour Rose’s achievements as the first Aboriginal world boxing champion, and Australian of the year.

Tindall hopes to raise $100,000 for the Foundation to aid in raising awareness of child safety across Australia, and plans to run between 50 - 60 kilometres per day.

 

Cr Gauci also informed the community that the Director Community Assets, Phil Cantillon, had resigned his position, to take up a new role at Frankston City Council. Wednesday 27 September was Mr Cantillon’s last Council Meeting.

Cr Gauci thanked Mr Cantillon for his work as a Director, and as the organisations Interim CEO. Cr Gauci highlighted that Mr Cantillon’s departure was a significant loss to the the community and the organisation. Cr Gauci wished Mr Cantillon well with his future endeavours.

 

18.    General Business

Nil Reports.    

 

 

 

 


Meeting closed at 6.37PM.

 

Confirmed at this meeting 11 October 2017

 

 

 

Cr J Gauci

Mayor