Monday 3 August 2026

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

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

1. Opening Prayer & Original Custodians Statement

2. Apologies

None

3. Confirmation of Minutes

That the Minutes of the Scheduled Meeting of Council and the Hearings Meeting held on 6 July 2026, be confirmed. (7-0)

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

Cr Edis Declared a Conflict in Item 7.2

5. Mayoral Presentation

6. Public Question Time

7.1. Sponsorship Policy 2026

This report presents the revised Sponsorship Policy for Council consideration.

The proposed Policy establishes a governance framework for the solicitation, assessment, acceptance, management and reporting of sponsorship received by Council from external organisations. It provides clear principles to ensure sponsorship arrangements are transparent, ethical, consistent and aligned with Council's strategic objectives and community values.

The Policy introduces defined eligibility and assessment criteria, approval and governance requirements, roles and responsibilities, documentation standards, conflict of interest requirements and annual reporting obligations.

It also clarifies the management of sponsorship arrangements to protect Council's integrity, independence and reputation.

The proposed Policy aims to ensure sponsorship opportunities are managed consistently, deliver mutual benefit to Council and sponsors, and comply with the principles of good governance, the Local Government Act 2020, and Council's broader governance.

Cr Benter Moved an Amendment to the Recommendations, to the effect that the manufacture, distribution, wholesaling or retailing of alcohol products be added to the list of excluded sponsorship arrangements under Clause 3.2.1. This Amendment is an addition to the following Recommendations:

That Council:

1. Revoke the Sponsorship Policy 2015.

2. Adopt the Sponsorship Policy 2026.

3. Authorises the Chief Executive Officer to make minor administrative and editorial amendments to the Policy that do not materially alter its intent or operation.

Council supported the recommendations (7-0).

7.2. Roundabout Banner Policy 2026

The Events and Promotions Branch is responsible for the Roundabout Banner Policy with the latest version approved in April 2025. A report went to a recent Council briefing to remove the fee on the policy, see below (1), however there was a request to investigate whether it was appropriate for references to gambling on Roundabout banners.

(1) A booking fee in dollar terms is currently listed within the policy which is proposed to be replaced with a generic statement referring to Council’s Fees and Charges schedule for specific booking costs.

After further research, the following inclusion is also recommended.

(2) References to gambling are prohibited from banners. This includes the display of gambling operator names, logos, trademarks, betting agency branding, promotional messages, websites, QR codes, sponsorship acknowledgements, or any other content that promotes or identifies gambling products or services. Banners containing such references will not be approved for display.

Council officers have spoken with the Warrnambool Racing Club (WRC) regarding the potential removal of TAB logos from the banners displayed for the May Racing Carnival and Jericho Cup. Whilst it is their preference for the logos to remain and support a major sponsor, it is not a contractual obligation. WRC is the only user group displaying banners with a betting agency logo.

Council supported the following recommendations (6-0):

That Council:

1. Revoke the Roundabout Banner Policy 2025.

2. Adopt the Roundabout Banner Policy 2026.

7.3. Planning Scheme Amendment C220warr – Adoption

The C220warr amendment proposes to apply the Heritage Overlay (HO382) to 2 Mortlake Road, Warrnambool on a permanent basis and to reduce the extent of the Heritage Overlay (HO145) as it applies to 1A Reginald Grove, 83 Raglan Parade and 71 Raglan Parade, Warrnambool.

The Amendment was formally exhibited according to the requirements of Planning and Environment Act 1987.

Council received no submissions from neighbouring property owners and occupiers. The two government agencies that were notified of the amendment, including Environment Protection Authority and Transport for Victoria, advised that they had no issues with the amendment (See Attachment 2).

It is recommended that Council adopt the Amendment and submit the Amendment to the Minister for Planning, for approval.

Council supported the following recommendations (7-0):

That Council:

1. Adopts Amendment C220Warr to the Warrnambool Planning Scheme in accordance with Section 29(1) of the Planning and Environment Act 1987 without changes.

2. Submits Amendment C220Warr to the Minister for Planning for approval in accordance with Section 31(1) of the Planning and Environment Act 1987.

7.4. Warrnambool Open Space Project

This report relates to Part 2 of the Warrnambool Open Space project, the Warrnambool Open Space Contributions Report.

As Council is aware, the project includes three (3) parts:

Part 1: Warrnambool Open Space Strategy 2041 (adopted by Council 1 June 2026);

Part 2: Warrnambool Open Space Contributions Report; and

Part 3: Warrnambool planning scheme amendment (tba).

The Warrnambool Open Space Contributions Report is now complete and is recommended for adoption. (refer to Attachment 1). The independent analysis prepared by SGS Economics and Planning considers:

- Current policy

- Population, housing capacity, and development capacity

- Current state of open space

- Contribution rate

- Implementation

The ‘inclusionary provision’ methodology has been applied and is based upon the municipality being considered a single community with a single public open space (POS) system.

It recommends changes to the open space contribution rates from currently up to 5% to 5.17% for employment and residential land, and from up to 5% to 4.65% land zoned Rural Living and Low Density Residential (through the Subdivision Act 1988).

The public consultation is now completed with Council receiving only two submissions from an external party and the Department of Transport and Planning (DTP). Details are discussed further in the report.

Upon adoption of the Open Space Contributions report, the Open Space Strategy and Open Space Contributions Report will proceed to Part 3 planning scheme amendment.

Ultimately, the revenue raised through the Open Space Contributions policy will enable the implementation of actions in the Open Space Strategy to improve public open space and is of net community benefit. The introduction of an Open Space Contributions policy will also alleviate third party appeals against planning permit conditions regarding contribution rates.

Council supported the following recommendations (7-0):

That Council:

1. Adopt the Open Space Contributions Report (Refer to Attachment 1).

2. Pursuant to Section 16F of the Planning and Environment Act 1987, request authorisation from the Minister for Planning to prepare a planning scheme amendment to implement the Open Space Strategy and the Open Space Contributions report into the Warrnambool Planning Scheme.

3. Following authorisation from the Minister for Planning under Section 16G of the Planning and Environment Act 1987, prepare an amendment to the Warrnambool Planning Scheme to implement the Open Space Strategy and the Open Space Contributions report into the planning scheme, and exhibit the amendment in accordance Sections 17, 18 and 19 of the Planning and Environment Act 1987.

7.5. Annual Action Plan 2025-2026 Status Update Q4

The Annual Action Plan outlines the key initiatives funded through Council's Budget to deliver on the strategic priorities contained within the Council Plan 2025-2029. The year-end report shows strong performance across all five strategic pillars, with the majority of actions completed or substantially progressed.

The report reflects a broad range of completed projects, services, advocacy initiatives and strategic planning activities undertaken during 2025-2026 for the benefit of the community. A final comprehensive summary of financial and operational performance will be presented through the Annual Report and audited financial statements in October 2026.

Council supported the following recommendations (7-0):

That the Annual Action Plan 2025 – 2026: April – June (Quarter 4) be received.

7.6. Festivals And Events Fund - Allocated Funding Report

The Events and Promotions Branch has allocated funding and administers the Festivals and Events Grant Program in support of events in Warrnambool that deliver upon the strategic priorities of the Warrnambool Event Strategy. The total funding allocation for 2026/2027 is $200,000.

Council received thirty-seven (37) applications, 9 more than last round, with a total of

$335,639 requested, an increase of $104,361 from last round.

Of the 37 applications, 9 were deemed ineligible and did not meet the funding criteria, 10 are recommended to be fully funded and 18 are recommended to be partially funded.

Out of the 28 recommended events, 6 have not received event funding previously.

The 28 recommended events total $196,632. The remaining $3,368 will be reserved for eligible events taking place in July, as July events fall outside the current funding round.

Should any funds still remain, they will be distributed to eligible ad hoc events that arise throughout the year.

Of the recommended events to support, 7 will take place in Summer, 11.5 Autumn, 1 Winter and 8.5 in Spring.

It was agreed that the Warrnambool RSL could apply for the Partnership stream, previously has funded under the Large Community Event stream prior to submitting an application.

The Festivals and Events Grant Program process, managed through the Smartygrant system, within transparent and equitable guidelines and processes, provides a mechanism for the allocation of the funding to be allocated across the various funding streams.

Council supported the following recommendations (7-0):

That Council:

1. Approves the allocation of $196,632 to be allocated to the 28 eligible events under the Festivals and Events Grants and Partnerships Program 2026/2027 program as per the table below.

2. The remaining $3,368 will be allocated to events that take place in July. If the allocation isn’t exhausted for July events the money will be distributed to ad hoc events throughout the year.

3. Requests that all applicants be advised of the outcome of the assessment process and the Council guidelines associated with the grant.

Applications recommended to be supported as per the amount allocated column:

7.7. Community Development Fund 2026-2027

The 2026-2027 Community Development Fund attracted exceptionally strong interest from the community, with applications exceeding the funding available. This level of demand highlights both the value of the program and the important role it plays in supporting local initiatives that strengthen community participation, wellbeing, and social connectedness.

Council received forty-seven (47) applications for the Community Development Fund 2026-2027 program, requesting $229,206.

Of the forty-seven applications, one (1) was withdrawn before assessment (resubmitted to Festivals and Events Fund), eleven (11) applications were not supported, nineteen (19) have been partially funded (received funding in previous year), and sixteen (16) have been recommended to be fully funded.

This report recommends $141,222.20 to be allocated to thirty-five (35) eligible groups under the Community Development Fund 2026-2027 program.

Council supported the following recommendations (7-0):

That Council

1. Approve funding of $141,222.20 to thirty-five groups under the Community Development Fund 2026-2027 Program as follows:

2. Advise all applicants of the outcome of the assessment process and where applicable, any conditions associated with the grant.

7.8. Contract Award 2025033 - Design & Construction Of Shipwreck Bay Key Worker Accommodation

Council publicly advertised a tender for the Design & Construction of Shipwreck Bay Key Worker Accommodation on Friday, 15 May 2026, and was open to submission for a period of five (5) weeks.

A total of nine (9) tender submissions received in the electronic tender box at the close of tenders.

One late tender was received, therefore not considered in accordance with the Procurement Policy.

A tender evaluation was completed by the Tender Evaluation Panel and determined that Craftflex Pty Ltd is the preferred tenderer and is recommended to be awarded the Contract as they presented the best value for money submission and had the highest weighted score.

7.9. Contract Award 2026058 - Civil Infrastructure Construction – Shipwreck Bay Key Worker Accommodation

Council publicly advertised a tender for the Civil Infrastructure Construction – Shipwreck Bay Key Worker Accommodation on Friday 26 May 2026 and was open to submission for a period of three and a half (3.5) weeks.

A total of six (6) tender submissions were received in the electronic tender box at the close of tenders.

A tender evaluation was completed by the Tender Evaluation Panel and determined that Duggan Civil Pty Ltd is the recommended tenderer to be awarded the Contract as they presented the best value for money submission and had the highest weighted score.

Council supported the following recommendations (7-0):

That Council:

1. Awards Contract No. 2026058 - Civil Infrastructure Construction- Shipwreck Bay Key Worker accommodation project to Duggan Civil Pty Ltd for the tendered amount of $663,522.05 excl GST & $729,874.26 Incl GST.

2. Authorises the CEO to sign, seal and vary the contract as required.

7.10. Outside Of School Hours Care (OSHC) Service Increase

A review of Council's OSHC Service (OSHC) was completed in 2025. Engagement with families and St Josephs Primary School identified demand for Before School Care (BSC) and Pupil Free Day Care (PFDC) to be offered at the school in addition to the existing After School Care (ASC) program.

These additional OSHC programs will provide school aged childcare to families currently without access to care at these times.

Investigation into the viability of operating the two additional programs concluded they were projected to both operate at a modest profit to Council in the first year and income will increase as the number of children in care increases. The change to programing at the school to include Before School Care and Pupil Free Day Care means Council will also be able to continue to run the OSHC Service and as ongoing revenue raising programs. The additional programs will support the sustainability and resourcing of Council’s OSHC Service.

Council recently finalised negotiations with St Josephs Primary School regarding the expansion of existing OSHC programs and have developed the new programs for implementation by the end of Term 3 this year.

The Victorian Early Childhood Regulatory Authority (VECRA) has approved the implementation of the additional OSHC programs under the existing service approval at the school.

The OSHC Service 2026-2027 budget and fees will need to be amended to include the operation of the new programs. These changes are summarised for Council’s endorsement within this report.

Council supported the following recommendations (7-0):

That Council:

1. Increase the program offering of the Outside of School Hours Care service, to include Before School Care and Pupil Free Day Care at St Joseph’s Primary School.

2. Adopt the revised fees and charges for the 2026-2027 financial year for Outside of School Hours Care service, noting the addition of new fees for Before School Care and Pupil Free Day Care and the adjusted fees for the programs in accordance with the retention grant maximum increase of 5.8%.

7.11. CEO Employment Matters Advisory Committee Chairperson Reappointment

Steve Davies was appointed as the Independent Chair of the CEO Employment Matters Advisory Committee (CEEMAC) in December 2023 following a formal recruitment process. His current three year term of appointment is nearing its conclusion, and this report recommends his reappointment for a further period of three (3) years.

Over his current term, Committee members have reported that Steve has provided effective and impartial leadership to the Committee and has supported Council in discharging its responsibilities in relation to the employment, performance management and remuneration of the CEO. Given his demonstrated performance, the continuity his reappointment would provide, and the value of retaining his corporate knowledge and familiarity with the CEO performance cycle, it is recommended that Council reappoint Mr Davies rather than undertake a further recruitment process.

This report also seeks Council's endorsement of a revised sitting fee for the Independent Chair. The Chair has previously been remunerated at $698 per meeting. In line with the rates set out in the Victorian Government's Appointment and Remuneration Guidelines, it is proposed that the sitting fee be revised to $741 per meeting, plus reimbursement of reasonable travel expenses.

Council supported the following recommendations (7-0):

That Council:

1. Reappoint Steve Davies to the position of Independent Chair of Warrnambool City Council's CEO Employment Matters Advisory Committee for a further period of three (3) years commencing from the date of this resolution.

2. Endorse the payment of a sitting fee to the Independent Chair of $741 per meeting, plus reimbursement of reasonable travel expenses, consistent with the rates set out in the Victorian Government's Appointment and Remuneration Guidelines.

7.12. Cycling Reference Group Minutes - 24 June 2026

This report relates to the Cycling Reference Group meeting, held Wednesday 24 June 2026, with a range of items discussed.

Key items from the meeting include discussion on the endorsed work plan, Council strategy tie-in and the review of upcoming capital projects.

Council supported the following recommendation (7-0):

That the record of the Cycling Reference Group meeting held on Wednesday 24 June 2026, be received.

7.13. Advisory Committee Report

This report contains the record of one Advisory Committee meeting.

Minutes of Planning Advisory Committee meeting held on 16 June 2026 – refer Attachment 1.

Council supported the following recommendation (7-0):

That the Minutes of the Planning Advisory Committee meeting held on 16 June 2026, be received.

7.14. Informal Meetings of Council Reports

Section 80A(2) of the Local Government Act 1989 required the record of an Assembly of Councillors to be reported at an ordinary Council meeting.

Assembly of Councillor Records are no longer a requirement in the Local Government Act 2020 as of 24 October 2020. However, under Council’s Governance Rules, a summary of the matters discussed at the meeting are required to be tabled at the next convenient Council meeting and recorded in the minutes of that Council meeting.

The records of the following Informal Meetings of Council are enclosed:

1. Monday 13 July 2026 – refer Attachment 1.

2. Monday 20 July 2026 – refer Attachment 2.

3. Monday 27 July 2026 – refer Attachment 3.

Council supported the following recommendation (7-0):

That the record of the Informal Meetings of Council held on 9, 15, 22 and 29 June 2026, be received. 

7.15. Mayoral & Chief Executive Officer Council Activities - Summary Report

This report summarises Mayoral and Chief Executive Officer Council activities since the last Ordinary Meeting which particularly relate to key social, economic and environmental issues of direct relevance to the Warrnambool community.

Council supported the following recommendation (7-0):

That the Mayoral & Chief Executive Officer Council Activities – Summary Report be received.

8. Notice of Motion

9. General Business

10. Urgent Business

11. Close Of Meeting