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Council chambers

Council Meeting summary December 1, 2014

News Article Date: 
Wednesday, 3 December 2014

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

The below summary is unconfirmed until the Minutes of the December 1 meeting are accepted by Council.

1. Opening Prayer & Original Custodians Statement

2. Apologies

None

3. Confirmation of Minutes

Council confirmed the Minutes of the November 4 Meeting. (4-3)

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

Cr Askew declared a conflict for item 5.1, Cr Hulin declared a conflict for item 5.7 and Cr Ermacora declared a conflict for items 5.7 and 5.10.

5.1 Proposed Special Rate – Commerce Warrnambool

Commerce Warrnambool (CW) has been operating as a volunteer representative group for business during the past 3-4 years. CW approached Council on several occasions during this time seeking funding support for their operations and projects. In electing not to directly fund CW, Council encouraged the group to review their approach and strategic business plan.

This work was undertaken and found that relying on a membership based organisation would jeopardise CW’s ability to be sustainable and influence business outcomes.

It was then proposed to Council that a Business Improvement District or commercial levy process be prepared and administered in accordance with the Local Government Act, by Council.

Council decided to run the notification process for the proposed special rate and thereby give the business community the opportunity to have their say on the matter.

Under the Local Government Act the special rate process is a system of notification and objection as well as providing the opportunity for any persons to make a submission.

As such the default for those who chose not to respond is a position of support for the proposal.

Council cannot make a declaration if it receives objections from a majority of persons who will be required to pay the special rate.

For this proposal a majority would be 666 objections.

Whilst the level of valid objections did not represent a majority it has been a very strong response.

When late and invalid objections are considered the overall response is 49.2% and given the overall level of objection it is recommended that Council not proceed with the proposal.

Council supported the following recommendation (6-0).

That Council not proceed with the proposal made on 1 September 2014 to declare a Special Rate pursuant to Section 163 of the Local Government Act for the purpose of raising funds to encourage business development and commerce in the City of Warrnambool.

5.2 Small Infrastructure Fund – 2014/15 Allocations

Councillors initiated the concept of a Small Infrastructure Fund (SIF) as part of the 2014/15 Budget process.

The intent of the concept was to create a fund to assist in the financing of projects that fail to gain capital works funding in the budget process and which may be smaller projects that improve the linkages and liveability of the local neighbourhood areas within the municipality.

The 2014/15 Budget contained a 0.5% rate increase to establish the SIF and combined with an underspend from 2013/14 capital works, the SIF has start-up funding of $395,943.

Council endorsed the SIF process and evaluation criteria at the Council meeting on 3 November 2014.

Three projects were put forward by councillors during the 2014/15 budget process for consideration and evaluation under the SIF:

- Wellington Street Pedestrian Bridge.
- Daltons Road Pedestrian Bridge.
- Dennington Footpath Linkage to Shopping Precinct.

The two bridge projects were premised on receiving grant funding however Council has now been informed that both applications for funding have been unsuccessful.

The grant outcome results in the Wellington Street pedestrian bridge becoming ineligible for funding through Councils SIF as the council contribution to the project would now exceed the maximum $200,000 criteria. Daltons Road remains eligible for SIF funding.

Cr Hulin moved and Cr Kelson seconded that the item be deferred. The motion was defeated (3-4).

Council supported the following recommendation (4-3):

That Council approves the funding of the Dennington pedestrian linkage for an estimated council contribution of $30,000 and the Daltons Road pedestrian bridge for an estimated contribution of $128,270 from the SIF.

5.3 Procurement Policy Annual Review

Council is required under Section 186(A)(1) of the Local Government Act to have a procurement policy and furthermore under S.186(A)(7) to review its procurement policy in each financial year and amend if necessary.

The changes are summarised as follows:

Quotation documentation

Various reference changes have been made to reflect changed Council practices with the installation of Councils new financial system (Technology One) including the capturing of quotations (documented proof).

1.1 Purpose

Council’s purpose has been amended to reflect the existing policy content to support:

- Transparency, accountability and risk management
- Social procurement
- Local suppliers

2.2 Best Value & Support of Local Business

Whenever practicable, Council shall give preference to contracts for the purchase of goods manufactured or produced in Australia or New Zealand.

2.16 Used Equipment

Where Council is acquiring used goods the equipment must meet Council’s OH&S standards.

4.2 Quotations

Council will endeavour to obtain at least one quotation from a local supplier for all purchases.

7. Sustainability

An additional section has been included around sustainability, covering social, environmental and economic sustainability. The sustainability section seeks to strengthen Councils position currently contained within the policy.

Council supported the following recommendation (7-0):

That Council endorse the review of the Procurement Policy and adopt the amended Procurement Policy as set out in this report.

5.4 September 2014 Financial Performance Report

The Financial Performance Report September 2014 compares Council’s actual financial performance against seasonalised budgets for the 3 months from 1 July 2014 to 30 September 2014. The finance report breaks Council’s financial results into Recurrent, Projects, Capital, Rates and Loans.

All Managers have now had the opportunity to seasonalise their budgets, and this process will be tightly controlled.

Councils recurrent budget is $376,326 favourable to budget at the end of September.

The Saleyards are ahead of budget with cattle sales up due to the dry conditions. Grant funding to cover storm damage expenditure incurred at the start of the financial year is yet to be received. Income in the early years areas for Childcare and preschool are up off the back of enrolments. Aquazone has started the year well with income exceeding early budgets. HACC is currently tracking $53k over budget due to decreased revenues.
Projects and Capital are currently tracking to budgets with only minor timing differences.

Council received the report (7-0).

5.5 Council Plan 2013-2017 Strategic Indicators – September Quarter 2014

The 2013-2017 Council Plan is the principle planning and directional document of the Council and details the Council strategic objectives and strategies over a 4 year period.

The purpose of the Strategic Indicators is to monitor the achievement of the Council Plan objectives.

78.8% have been completed, 18.8% are on schedule and 2.4% of the Strategic Indicators are behind schedule.

Council received the report (7-0).

5.6 Appointment of Council Representatives on Advisory Bodies and Other External Committees for 2014/2015

This report is to assist the nomination of Council representatives on advisory bodies and external committees for the 2014/2015 Council Year.

There is a significant range of advisory, semi-external and external committees and organisations where the constituted membership includes representation from Warrnambool City Council.

Appendix A shows the various bodies/committees under various headings according to the “function” of the body or committee, from Council’s perspective.

The report recommended that Council representatives and delegates to the advisory bodies and external committees for the 2014/2015 Council Year be approved as per Appendix A to this report, and that relevant advisory bodies and external committees be advised accordingly.

Cr Ermacora moved and Cr Gaston seconded an amended motion in which the status quo of Council Representatives on Advisory Bodies and Other External Committees remain for 2014/15.

The amended motion was supported by Council (4-3).

5.7 Councillor Requests for Leave of Absence

The following requests for leave of absence have been received:-

a) Cr. Peter Hulin
1 June 2015 to 31 July 2015, inclusive.

b) Cr. Jacinta Ermacora
5 December 2014 to 6 February 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 Peter Hulin and Councillor Jacinta Ermacora as set out in this report.

5.8 94 Kepler Street Warrnambool (Warrnambool Club) – Planning Application (Animated Electronic Promotional Panel Sign)

The application proposes the display of an animated electronic promotional panel sign.

The sign is proposed to be located on a mobile trailer and positioned in the south-east corner of the site.

The sign consists of a single sided LED screen and is proposed to be positioned to face the Coles-Youngers Car Park.

The LED screen has a height of 2.4 metres and a width of 4.8m. The trailer has a length of 6.43 metres and a width of 1.82 meters. Combined the screen and trailer will have a maximum height above ground level of 5.01 meters

The LED screen is has a hydraulic lifting and support system and has a brightness of approximately 6500 cd/m2.

Council supported the following recommendation (4-3):

That a Refusal to Grant a Permit be issued under Section 65 of the Planning and Environment Act 1987 for the display of an animated electronic promotional panel sign for the following reasons:

1. The proposed sign is not integrated into the building design, has no relationship with the streetscape and setting, will result in excessive visual clutter and does not meet the purpose of Clause 52.05 of the Warrnambool Planning Scheme which provides for signage that is compatible with the amenity and visual appearance of the area.

2. The proposed sign does not achieve a high visual standard appropriate to the heritage place and does not conserve or enhance the significance of the heritage place as specified in Clause 43.01 of the Warrnambool Planning Scheme.

5.9 Adoption of Warrnambool Planning Scheme Amendment C90 - North Dennington Growth Area

On 21 November 2013, Council exhibited Warrnambool Planning Scheme Amendment C90 to facilitate the development of the North Dennington Growth Area in accordance with the North Dennington Structure Plan 2013.

The North Dennington Growth Area includes 126 hectares of rural zoned land located approximately three (3) kilometres from central Warrnambool. The area generally includes all land west of Harrington Road, south and east of the Merri River and north of the former railway line and existing developed residential areas.

Amendment C90 makes changes to the Warrnambool Planning Scheme to enable the residential development of the North Dennington Growth area via incorporation of the North Dennington Structure Plan and the North Dennington Development Contributions Plan into the planning scheme.

Council supported the following recommendations (7-0):

That Council:

1. Pursuant to Section 29(1) of the Planning and Environment Act 1987, adopt Warrnambool Planning Scheme Amendment C90 with changes (as described in Appendix B).

2. Pursuant to Section 31(1) of the Planning and Environment Act 1987, submit Warrnambool Planning Scheme Amendment C90 to the Minister for Planning for approval.

5.10 29 Timor Street Warrnambool – Planning Permit Application

The planning application proposes the construction of two (2) double storey dwellings – Refer Appendix A – Proposed Plans. The plans were amended and re-notified following the onsite consultation meeting. The revised plans are the version under assessment and included in Appendix A.

Each dwelling proposes to front Japan Street and have three (3) bedrooms plus a study, double car garage and private open space areas. Dwelling 1 has a height of 6.745 metres above natural ground level and Dwelling 2 has a height of 6.860 metres above natural ground level.

Council supported the following recommendation (3-3, Cr Neoh used his casting vote):

That a Notice of Decision to Grant a Permit be issued for the construction of two (2) dwellings at 29 Timor Street in accordance with Section 64 of the Planning and Environment Act 1987 subject to conditions (see agenda).

5.11 26 Alison Avenue Warrnambool – Planning Permit Application

The planning application proposes the construction of a second (2nd) dwelling and two (2) lot subdivision. Refer Appendix A – Proposed Plans.

It is proposed that the existing dwelling remain, the existing garage be demolished and a second dwelling constructed to the rear of the site.

The proposed two storey dwelling has a maximum height of 7 metres and comprises three (3) bedrooms, two (2) located on ground level and one (1) located at first floor. A study, family room, bathroom and laundry are located at ground floor and living room, dining room and kitchen located at first floor.

Private open space is provided for each dwelling and will incorporate landscaping. Two (2) carparking spaces have been provided within the two (2) car garage of the proposed dwelling and two (2) carparking spaces have been provided for the existing dwelling. One (1) within the proposed carport to the rear of the existing dwelling and a visitor car park located at the front of the existing dwelling.

Proposed Lot 1 will contain the existing dwelling and comprise an area of 405m2. Lot 2 will contain the proposed dwelling and comprise an area of approximately 300m2. Vehicle access to both lots will be provided via common property with an area of 138m2.

The subject site is located at 26 Alison Avenue, in East Warrnambool. The site is located on the north side of Alison Avenue.

The report recommends that a notice of decision to grant a permit be issued in accordance with Section 64 of the Planning and Environment Act 1987 subject to conditions (see agenda).

Cr Gaston moved and Cr Ermacora seconded an amended motion in which the permit is refused.

The amended motion was supported by Council (5-2).

5.12 A Position Paper – Unconventional Gas

Warrnambool City Council is committed to protecting the valuable and unique assets of our natural environment within Warrnambool’s municipal boundaries and across the Great South Coast (GSC) Region.

Council has consulted with the Department of State Development and Business Innovation and the Warrnambool ‘Lock the Gate’ branch known as the “Unfrackabools” to assist in forming its position.

Council supported the following recommendations (7-0):

That Council:

1. Is opposed to exploration and mining of coal, and unconventional gas within Warrnambool and the Great South Coast Region.

2. Remains informed on this issue and any changes to the State Government moratorium of Coal Seam Gas exploration licences.

3. And that if there are any changes to the current State Government moratorium of Coal Seam Gas exploration licences that Council respond to State Government without delay generally in line with the points listed in section 2 of this report.

5.13 Asset Management Policy and Strategy Review

In 2008, Council adopted the current Asset Management Policy (the Policy) and the Asset Management Strategy was drafted.

The Policy has now been reviewed and required refinement to keep pace with Council’s current asset management practices and economic climate. The revision of these documents has attempted to reduce the volume of the documents and to remove the operational aspects into individual asset management plans for each asset class.

Whilst the Strategy was drafted, it has never been adopted by Council. It is recommended that the Policy and Strategy be read in conjunction with each other therefore it is prudent for Council to adopt both updated documents.

Council supported the following recommendation (7-0):

That Council formally resolves to adopt the revised Asset Management Policy 2014 and Asset Management Strategy 2014.

5.14 Community Development Quarterly Report - July - September 2014

This report outlines the activities and achievements of the Community Development Directorate over the July-September quarter.

Highlights include increased participation in fitness programs at the Archie Graham Centre, the work done by the Warrnambool Local Action Group on the Beyond the Bell education attainment project and the Warrnambool Art Gallery, Lighthouse Theatre, AquaZone and the Warrnambool Stadium all exceeding their patronage targets.

Council received the report (7-0).

5.15 Advisory Committee Reports

This report contains the record of one Advisory Committee meeting.

1. Flagstaff Hill Advisory Committee - refer Appendix A.

Council received the report (7-0).

5.16 Assembly of Councillors Records

Council received the report (6-1).

5.17 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (7-0).
 

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