Monday 3 November 2025

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 held on 6 October 2025 be confirmed. (7-0)

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

Cr Benter Declared a Conflict in Item 7.5.

5. Mayoral Presentation

6. Public Question Time

7.1. Advocacy Priorities 2025-2026

Advocating on behalf of the community continues to be a vital – and legislated – function of Council.

Strong, effective advocacy can bring about positive outcomes for communities and help realise community aspirations.

In recent years Council has successfully lobbied for the redevelopment of the city centre, Reid Oval, building of a new library, the Key Worker and Affordable Housing Project in Harrington Road and the key worker cabins for Shipwreck Bay Holiday Park.

Advocacy outcomes are not limited to funding outcomes but can be about decision-making to benefit the community. As an example, it is likely that collective pressure from local councils contributed to the Victorian Government’s decision to pause the introduction of the Emergency Services and Volunteer Fund tax for primary producers.

Over the past 18 months Councillors and senior staff have met regularly with a range of politicians and senior Victorian and Australian government department officers. A range of Warrnambool priorities have been discussed at these meetings to ensure that Warrnambool’s needs and aspirations are known as state and federal budgets are prepared.

In addition to advocating for Warrnambool-specific needs, Council also lobbies on regional issues as a member of the South West Victoria Alliance. The alliance comprises the municipalities of Warrnambool, Moyne, Corangamite, Southern Grampians and Glenelg along with Deakin University and Wannon Water.

Council also lends support to community organisations – such as WRAD Health and the Warrnambool Surf Lifesaving Club – that are working on projects that provide important community or health services.

Council supported the following recommendation (7-0):

Council endorses the following advocacy priorities for the 2025-2026 financial year:

Council priorities:

• Brierly Wellbeing and Recreation Hub.

• A redeveloped aquatic centre.

• Merri River revegetation and pathways.

• Implementation of Flagstaff Hill Reimagined.

• A new art gallery building at the Civic Green.

• An upgraded whale viewing platform at Logans Beach.

• Lake Pertobe Stage III.

Regional priorities:

• Establishment of a Victorian Government $1 billion regional projects fund (with Regional Cities Victoria and the South West Victoria Alliance).

• Better road and rail. More passing lanes along the western section of the Princes Highway and greater investment in maintenance and renewal of Victorian Government regional roads. An improved rail service with greater passenger capacity at peak times (with South West Victoria Alliance).

Community-led projects Council supports:

• A residential rehabilitation facility within the South West to reduce the harm caused by alcohol and other drugs (with WRAD Health).

• A new surf club building (with Warrnambool Surf Lifesaving Club).

7.2. Privacy Policy 2025

Council manages substantial volumes of personal and sensitive information through its day-to-day operations. This information is protected under the Privacy and Data Protection Act 2014 and Health Records Act 2001. To ensure compliance, Council maintains a Privacy Policy that guides staff in handling personal information appropriately.

Although the Privacy Policy was last reviewed in 2023 and not due again until 2026, an external audit conducted by a state government data partner requested document changes relating to data incident management. As a result, Council has undertaken an out-of-cycle policy review to incorporate a dedicated Data Security Incident Process to the document.

This change outlines existing internal practices for identifying, containing, assessing, reporting, and remediating data incidents in line with guidance from the Office of the Victorian Information Commissioner (OVIC). No operational or financial changes arise from this amendment.

Council supported the following recommendations (7-0):

That Council:

1. Revokes the Privacy Policy 2023.

2. Adopts the Privacy Policy 2025.

7.3. Annual Action Plan 2025-2026: July - September Q1

This report provides information on the progress in achieving the items in the Annual Action Plan for 2025-2026 as part of the Council Plan and Budget process. This report provides Council and the community with an update on the progress of actions across Councils' functional areas.

Council supported the following recommendation (7-0):

At its ordinary meeting held on 1 July 2024, Council resolved to proceed with the Key Worker Accommodation and Affordable Housing (KWAAH) project and pursue planning and funding pathways in collaboration with Haven Home Safe and its consortium partners – Formflow Living and Urbis. It also resolved to delegate the authority to the Chief Executive Officer to sign a lease agreement with Haven Home Safe for the housing project to be developed and operated for a period of up to 25 years.

Since this time, Haven Home Safe has advised Council that they do not want to take on the development risk of the project because they will not own the property (land) and are only willing to be the property and tenancy manager. With the withdrawal of Haven Home Safe as a partner, previously made resolutions in relation to procurement of a project partner must be revoked.

The resolution endorsing the Chief Executive Officer to pursue fast-tracked planning pathways from the Minister of Planning for the project has been implemented.

Council’s Procurement Policy must be observed whilst procuring an investor, construction and management operators. Council will undertake an Expression of Interest process (EOI) which is the first stage of a multi-stage tender process to gauge interest from the market in tendering for investment, construction, management and dismantling services of the housing project.

7.4. Key Worker and Affordable Housing - Harrington Road, Dennington Revoke Resolution

The resolution endorsing the Chief Executive Officer to pursue fast-tracked planning pathways from the Minister of Planning for the project has been implemented.

Council supported the following recommendation (7-0):

That Council:

1. Revoke part of the resolution made on the 1 July 2024 for Item 7.01 specifically

a. Endorses to proceed with the project and pursue planning and funding pathways for the delivery of up to a maximum of 50 homes to be used for Key Worker Accommodation and Affordable Housing in the buffer zone of the former saleyards site abutting Harrington Road – using Option 2 as the preferred Option, in collaboration with Haven Home Safe and its consortium partners – Formflow Living and Urbis.

b. Pursuant to obtaining a planning permit exemption from the Victorian Minister of Planning for the project, delegates the authority to the Chief Executive Officer to sign a lease agreement with Haven Home Safe for the housing project to be developed and operated at Council owned land in the Former Saleyards buffer zone abutting Harrington Road for a period of up to 25 years.

c. Receives a report from officers on the results from the pursuit of planning and funding pathways, including a finalised design of the project.

7.5. Contract No. 2026015D - Lava Street Road Rehabilitation (Liebig Street - Banyan Street)

The Lava Street Road Rehabilitation Project is proposed as part of Council's 2025/26 Capital Works Program. This project will deliver a renewed road surface on Lava Street between Liebig Street and approximately 40m west of Banyan Street (approx. 2500m2), accompanying the Safe Local Roads and Street Program project, the Lava Street CBD Bus Interchange Upgrade, to improve safety for all road users.

The newly formed Municipal Association of Victoria (MAV) procurement panel ensures value-based and prompt completion of required works with greater access to suitably qualified and experienced suppliers.

A tender evaluation was completed by the Tender Evaluation Panel and determined that Fulton Hogan Industries Pty Ltd is the recommended tenderer to be awarded the Contract as they are considered to be the best value for money and had the highest weighted score.

Council supported the following recommendation (6-0):

That Council:

1. Award Contract No. 2026015D to Fulton Hogan Industries Pty Ltd, for the tendered amount of $516,456.86 excluding GST, with a total award value of $568,102.55 including GST.

2. Accept Provisional Item value rates for additional material supply, to the value of $25,000 (excl GST) as directed by Superintendent to undertake any extra work if required.

3. That Council delegates financial authority to the Chief Executive Officer to approve contract costs provided that additional works can be accommodated within the Project budget.

4. Authorise the CEO to sign, seal and vary the contract as required.

7.6. Contract No. 2026008 Early Years Services Cleaning Contract

This report provides Council with an overview of the tender assessment process undertaken for the Early Years Services Cleaning Contract. The report seeks endorsement to appoint the most suitable contractor for a three-year term, with the option of two additional one-year extensions, subject to satisfactory performance.

A comprehensive assessment was completed to identify the most advantageous tenderer, ensuring the selected contractor has the capability to deliver high-quality cleaning services within the required timeframes across all Early Years sites.

Council supported the following recommendations (7-0):

That Council:

1. Award Contract No. 2026008 Early Years Services Cleaning contract to RP Facility Services Pty Ltd for the tendered amount of $495,138.00 for the period 1 December 2025 to 31 October 2028.

2. That the CEO within delegation limits enters any further contract options as determined at the time.

3. That a letter of acceptance be forwarded to the successful tenderer.

4. That a letter of thanks be sent to the unsuccessful tenderers.

5. That the tender be awarded under delegated authority.

7.7. 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:

• Monday 13 October 2025.

• Monday 20 October 2025.

• Monday 27 October 2025.

Council supported the following recommendation (7-0):

That the record of the Informal Meetings of Council held on 13, 20 and 27 October 2025, be received.

7.8. 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