- Meeting agenda attachments, April 7, 2025 (14.13 MB)
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 3 February 2025 be confirmed. (7-0)
4. Declaration by Councillors and Officers of any Conflict of Interest in any Item on the Agenda
None.
5. Mayoral Presentation
6. Public Question Time
7.1. Council Expenses Policy 2025
This report presents an updated Council Expenses Policy 2025 for adoption. The policy consolidates three existing policies—Council Expenses Policy 2020, Councillors Resources & Facilities Policy, and Councillors IT Equipment – Conditions of Use Policy—into a single document to streamline processes and improve clarity.
The updated policy retains most provisions from the previous versions while incorporating key changes to align with legislative updates and operational efficiencies, including:
• Removal of Council’s ability to indemnify legal costs for internal arbitration and Councillor Conduct Panel matters, per legislative amendments.
• Adjustment of the training budget cap from $3,000 per annum to an overall $14,000 per Councillor per term for greater flexibility.
• Modification of travel approval requirements, removing the need for a Council resolution for interstate travel, replacing it with CEO approval, while maintaining approval for international travel.
Council supported the following recommendations (7-0):
That Council:
1. Adopt the attached Council Expenses Policy 2025.
2. Revoke the attached Council Expenses Policy 2020.
3. Revoke the attached Councillors Resources & Facilities Policy
4. Revoke the attached Councillors IT Equipment – Conditions of Use Policy.
7.2. Revised Community Engagement Policy
Under the Local Government Act 2020, all Victorian Councils must have a Community Engagement Policy.
Council’s existing Community Engagement Policy has been reviewed and draft policy prepared which requires community review.
The Policy describes when and how the Council will engage with the community on key processes including the development of the Council Plan, Community Vision (plan), annual Budget, Financial Plan and Asset Plan.
The most significant change to the policy is the acknowledgement of the Gender Equality Act and how consultations must address any obligations under this Act.
Following internal feedback, the policy purpose was also simplified and made more direct.
An internal community engagement template to help guide staff in delivering consultations has also been prepared.
Council supported the following recommendation (7-0):
That Council release the Draft Community Engagement Policy 2025 for community feedback.
7.3. Promotional Roundabout Banner Policy
This report provides information on the review and changes to the Promotional Roundabout Banner Policy.
Note: The Promotional Roundabout Banner Policy is being tabled as the policy document attached to the February Council meeting was the incorrect version. The written report submitted outlining the recommended changes from the review to the policy was correct.
Council supported the following recommendation (7-0):
That Council adopt the Promotional Roundabout Banner Policy 2025, and it is made publicly available to user groups and placed on the WCC website.
7.4. Use of Artificial Intelligence Policy
The Use of Artificial Intelligence Policy adopted in February 2024 has undergone its scheduled annual review. The rapid evolution of AI technology necessitates regular policy updates to ensure the ongoing responsible, ethical, and effective use of AI by Council staff, contractors, and Councillors.
The attached Use of Artificial Intelligence Policy 2025 reflects changes made to address emerging practices, enhance clarity, and introduce provisions for internal AI systems. The updated policy continues to balance the transformative potential of AI with Council’s commitment to legal compliance, ethical standards, and community expectations.
Council supported the following recommendation (7-0):
That Council adopt the attached Use of Artificial Intelligence Policy 2025.
7.5. Planning Scheme Amendment C219warr - North of the Merri Development Contributions Plan
The C219warr amendment:
- updates the North of the Merri River Structure Plan (Mesh Pty Ltd, September 2011) and North of the Merri River Development Contributions Plan (Mesh, September 2011) to delete reference to the undergrounding of the existing high voltage powerlines;
- extends the life of the Development Contributions Plan from ten (10) years to (25) years; and
- updates the Structure Plan and Development Contributions Plan version reference to May 2024.
The amendment was exempt from certain notice requirements under Section 19(1)(b) of the Act and was subject to a reduced notice period from one month to two weeks.
The Amendment was formally exhibited in accordance with the reduced notice provisions authorised by the Department of Transport and Planning, which included a notice in the
Warrnambool Standard, notice to Powercor and to the Prescribed Ministers.
The exhibition period for the amendment was from 13 February to 27th of February 2025 (2 weeks). Council received no submissions from either government agencies or Prescribed Ministers.
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 C219Warr to the Warrnambool Planning Scheme in accordance with Section 29(1) of the Planning and Environment Act 1987 without changes.
2. Submits Amendment C219Warr to the Minister for Planning for approval in accordance with Section 31(1) of the Planning and Environment Act 1987.
7.6. Planning Advisory Committee Terms of Reference
The Planning Advisory Committee has reached the end of the 4 year term for current members.
The Planning Advisory Committee Terms of Reference is due to be reviewed by June 2025. The Terms of Reference has been reviewed and Attachment 1 includes the Terms of Reference for adoption, and a version with track changes is included as Attachment 2.
The review has attempted to focus on improving engagement with members, and seeks to result in clearer expectations and improved outcomes.
Expressions of interest for the next term of community members is planned for May 2025, and the Terms of Reference will be included in the EOI.
Council supported the following recommendation (7-0):
That Council adopt the revised Terms of Reference for the Planning Advisory Committee.
7.7. Advisory Committee and Reference Group Reports
This report relates to the Cycling Reference Group meeting, held Wednesday 5 March 2025, with a range of items discussed.
Key items from the meeting include the East Local Area Traffic Management Plan development process, Active Warrnambool and cycling related infrastructure, along with recent safety items.
Council supported the following recommendation (7-0):
That the record of the Cycling Reference Group meeting held on 5 March 2025, be received.
7.8. 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 record of the following Informal Meetings of Council are enclosed:
a) Tuesday 11 March 2025 – refer Attachment 1.
b) Monday 17 March 2025 – refer Attachment 2.
c) Monday 24 March 2025 – refer Attachment 3.
d) Monday 31 March 2025 – refer Attachment 4.
Council supported the following recommendation (7-0):
That the record of the Informal Meetings of Council held on 11, 17, 24 and 31 March 2025 be received.
7.9. 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