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Council meeting summary July 6, 2015

Council meeting summary July 6, 2015

News Article Date: 
Tuesday, 7 July 2015

Ordinary Meeting of Warrnambool City Council

5.45pm  -  Monday June 1, 2015

For more information and appendices for each item, view the Council Meeting Agenda.

The below summary is unconfirmed until the Minutes of the July 6 Meeting are accepted by Council.

1. Opening Prayer & Original Custodians Statement

2. Apologies

Cr Hulin – Leave of Absence

3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting on June 1 and the Special Meeting on June 22 (4-2).

4. Declaration by Councillors and Officers of any Conflict of Interest in any Item on the Agenda

Cr Kelson in 5.1, Cr Neoh in 5.5 and Cr Ermacora in 5.7.

5.1 Councillor Requests for Leave of Absence

The following request for leave of absence has been received:

Cr. Brian Kelson: 3 August 2015 to 18 August 2015, inclusive.

Council supported the following recommendation (5-0):

That Council pursuant to Section 69(2) of the Local Government Act 1989 (“the Act”) grant leave of absence to Councillor Brian Kelson as set out in this report.

5.2 Local Government Community Satisfaction Survey 2015

Each year council participates in the Local Government Community Satisfaction Survey that is coordinated by Local Government Victoria.

400 residents are independently surveyed seeking responses on council’s performance in a range of functions and services.

Profiling occurs to ensure a representative sample is achieved taking account of gender, age etc.

Whilst council retains its position at or above state average in 16 of the 18 service areas there was a downward trend in results in governance areas over the past year.

Council received the report (6-0)

5.3 Audio Recording of Council Meetings Policy

Council at its 2 February 2015 meeting passed a resolution to audio record all ordinary meetings of Council and to upload the recordings to Council’s website.

Whilst audio recording/podcasting of meetings will present greater opportunities for Council to engage with the community, Council needs to consider the risk management, policy and procedural implications outlined in this report.

A draft Policy for ‘Audio Recording of Council Meetings’ has been prepared and is attached for Council’s consideration, and changes proposed as part of the current review of Council’s Local Law (Meeting Procedures).

It is important to note that Council meeting recordings posted on the Council website are for information purposes only. The official record of a Council meeting is the resolutions of the Council, with the minutes confirmed at the next available meeting of the Council as prescribed in the Act.

Cr Gaston moved an amendment to the recommendations to the effect of removing the reference to General Business Question Time in the second recommendation and adding a third recommendation stating that General Business questions be raised in Councillor Briefings and via the Customer Request System.

Council supported the amended recommendations (4-2):

1. That Council adopts the ‘Audio Recording of Council meetings’ Policy (Appendix A).

2. That the review of the Local Law (Meeting Procedures) currently in progress considers changes to the Public Question Time segment and the inclusion of clauses relating to recording notifications, venue signage and unauthorised recording of Council meetings.

3. That questions which would have previously been asked by Councillors during General Business instead be raised at Councillor Briefings or via Council’s Customer Request System.

5.4 Review of the Provision of Support and Resources Provided to Councillors

Council Policy documents regarding the provision of support and resources to Councillors were last updated in 2010.

Two Policies ‘Provision of Support and Resources to Councillors’ and the ‘Councillor IT Equipment – Condition of Use’ are proposed to replace the current policies which set out the current provisions for assistance, support and resources provided to the Councillors.

In summary, the Policies:
a) Detail the required support and resources provided to Councillors to assist them to carry out their duties as representatives of their communities, and communicate with each other, Council staff and the Warrnambool community;
b) Will assist Council staff in providing the necessary resources, equipment, and support to Councillors;
c) Detail the level of professional support available to Councillors;
d) Outline the boundaries for the acceptable use of Council provided equipment; and
e) Ensure the support and resources provided to Councillors is accountable and transparent to the community.

Council supported the following recommendation (4-2):

That Council adopt the ‘Provision of Support and Resources to Councillors’ Policy and the ‘Councillor IT Equipment – Condition of Use’ Policy as attached.

5.5 Warrnambool Business Delegation to Changchun 2015

In January 2015 the Sister Cities of Warrnambool and Changchun signed an Executive Agreement outlining areas of activity to pursue through the calendar year 2015. The focus of the activities extends to ‘mutual exchanges and friendly co-operation in the fields of economy and trade, education, tourism, sports and culture’.

With the support of a $225,000 State Government grant, a two year Changchun – Warrnambool Economic Development Demonstration Project commenced in late 2014. The material level of State Government funding support is recognition of the pilot nature of the Project for Local Government (led by the Mayor) to identify and facilitate sister city trade and investment opportunities on a region to region basis.

The State Government funding support for the project largely arose from the optimism and opportunities identified as part of the Warrnambool business delegation to Changchun in June 2013.

The first stage of this project is presently under way and includes an extensive range of local business and industry engagement to ascertain trade and investment opportunities between our two cities. This engagement also extends to the education and tourism sectors.

The Sister City relationship has also gathered additional momentum with the recent arrival in Warrnambool of Changchun Trade Co-ordinator, Li Xichun.

Li Xichun will live and work in Warrnambool through to December 2015 with the objective of promoting and facilitating trade and investment opportunities between our two cities.

Responses to an expression of interest process have revealed strong levels of interest from local and regional businesses to participate in a Warrnambool business delegation to Changchun in late August 2015.

The backgrounds of those expressing interest comprise a spread of sectors across producers, tourism, education and professional services.

Council approval is sought to proceed towards finalising the planning for the business delegation to Changchun in late August.

Council supported the following recommendation (5-0):

That Council lead a Warrnambool business delegation to Changchun in late August 2015.

5.6 Warrnambool Economic Development and Investment Strategy 2015-2020

Warrnambool City Council’s previous Economic Development and Investment Strategy was prepared in 2010 and undertaken in partnership with Moyne Shire Council.

The vast majority of projects from this 2010 Strategy have either been completed or require a review to determine whether they respond to the current structural changes and challenges in our local economy.

A draft Warrnambool Economic Development and Investment Strategy (refer Appendix A) for the next five year period (2015-2020) has been completed in-house.

The Strategy has been informed by a Councillor workshop undertaken in February 2015 and targeted consultation with local business and industry leaders.

The document is in draft form with the recommendation that the Strategy be further informed by a public submission process through the months of July and August with the view of returning to Council for endorsement in September.

The Strategy will be independently reviewed (through a consultancy engagement) prior to endorsement by Council.

An Annual Implementation Action Plan will sit below this Strategy which will detail specific actions, priorities, resources and responsibilities.

Council supported the following recommendation (6-0):

That Council seek public submissions to further inform the draft Warrnambool Economic Development and Investment Strategy 2015-2020.

5.7 North Warrnambool Floodplain Management Plan – Mitigation Works

Works completed to date include the culverts at Mortlake Road and floodplain improvements including weed removal and earthworks. A “design and construct” tender process was completed in 2014, where the minimum tender value of $1.7M was received. This process was abandoned as additional funding was required to fulfil the entire project costs.

Additional funding has been obtained from the Natural Disaster Resilience Grants Scheme with Federal, State and Local Governments to each contribute $1.3M to the project.

Flood wall works will be undertaken in the areas identified to protect the integrity of the wall structure and more importantly protect the greater community from adverse flooding on their properties.

Prior to advertising the flood wall works, letters will be sent to all adjoining property owners reconfirming the scope of works and the sequencing of works.

Council supported the following recommendations (3-2):

That Council implement the next stages of the works as outlined in this report.

1. Construct flood walls as part of a levee system to protect vulnerable properties as outlined in the North Warrnambool Floodplain management study.

2. Current access to properties from the Russell’s Creek Reserve where flood walls are to be constructed, will no longer have access to the Russell’s Creek Reserve.

3. No openings in the wall structure will be permitted to preserve the integrity of the wall design and to manage the risk involved in preventing properties being inundated in a flood event.

5.8 Jubilee Park Reserve Woodford Redevelopment Project

Council endorsed the Jubilee Park Reserve Woodford Master Plan in October 2009.

A range of actions, including the following, have been completed:
- Establishment of the Friends of Jubilee Park Woodford Group (Friends Group) (December 2009)
- Implementation of the first stage of the master plan completed (May 2011)
- Second term of the Friends Group endorsed (June 2013)

Implementation of the second stage of the master plan that includes a new play space and footbridge over the Merri River was funded by the State Government and Council in 2014.

Construction of the footbridge and its associated works is complete. Works on the play space will commence in July and are due for completion in September.

The total cost for the project is $564,000 and includes the following financial contributions:
- State Government (Putting Locals First Program) $274,000
- State Government (Sport and Recreation Victoria) $100,000
- Council $190,000

The project also includes $36,575 (equivalent to 133 hours) of Officer time and in kind contributions from the Woodford Primary School and the Friends Group members.

The Terms of Reference for the Friends Group expires on the 30 June 2015 and a six month extension to the current term, to support implementation of the second stage, is recommended.

Council supported the following recommendation (6-0):

That Council extend the current term for the Friends of Jubilee Park Group to 31 December 2015.

5.9 Advisory Committee Reports

This report contains the record of two Advisory Committee meetings: the Warrnambool Regional Airport Advisory Committee on Monday 25 May 2015 and the Flagstaff Hill Maritime Village Advisory Committee on Wednesday 3 June 2015.

Council received the report (6-0).

5.10 Assembly of Councillors Records

Council received the report (6-0).

5.10 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (6-0).

6. Notice of Motion
6.1 No. 2123 – Cr. Brian Kelson

Notice is given that at the Ordinary Meeting of Council to be held on Monday 6 July 2015, I propose to move that the resolution that was carried at the Ordinary Meeting of Council held on 1 June 2015 and which states:-
“1. That the dive pool at Aquazone be permanently decommissioned.
2. That Council commission detailed design and costs based on demolishing the dive pool structure and reinstating it with a zero depth splash pad with play equipment.
3. That the results from the design and costing work be reported back to Council to determine if the proposed project is affordable and sustainable.”
be rescinded.

Council did not support the Notice of Motion (2-4).

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