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Council chambers

Council meeting summary August 6, 2018

News Article Date: 
Tuesday, 7 August 2018

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

The below summary is unconfirmed until the Minutes of the August 6 Meeting are accepted by Council.
1. Opening Prayer & Original Custodians Statement

2. Apologies


3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting of Council held on July 2, 2018 (7-0).

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


5.1 Chief Executive Officer Recruitment

Council‘s Chief Executive Officer, Mr Bruce Anson has announced he will not be seeking renewal of his employment when his current contract term expires on 3 January 2019.

In accordance with the Local Government Act 1989 Council must undertake a publically advertised, merit based recruitment process to select and appoint a natural person to fill the vacancy as soon as practicable after the vacancy occurs.

Council’s Chief Executive Employment Matters Advisory Committee comprising the Mayor, two Councillors and an independent Chairperson was established for the purposes of making recommendations to the full Council on the appointment, performance review and remuneration of the Chief Executive Officer. The Committee’s role is to oversee the recruitment process on behalf of Council.

It is common practice for Councils to engage Executive Recruitment consultants/agencies to assist with the process of recruiting a Chief Executive Officer.

Given the ample notice, Council is well placed to undertake a thorough recruitment process and ensure a smooth leadership transition early in the New Year.

Council supported the following recommendations (7-0):

That Council:

1. Notes that the Chief Executive Officer's existing employment expires on 3 January 2019;

2. Thanks Mr Anson and acknowledges his leadership and contribution to the Warrnambool City Council and staff, the community and broader local government sector.

3. Resolves to advertise the Chief Executive Officer’s position in accordance with the requirements of the Local Government Act;

4. Resolves to appoint a suitably qualified recruitment consultant/s to assist with all relevant aspects of the recruitment and selection process;

5 Confirms Council’s Chief Executive Employment Matters Advisory Committee’s role is to oversee, coordinate and make recommendations to Council on the procurement, recruitment and appointment processes.

5.2 Update of Council Delegations

Instruments of Delegation enable day to day matters to be delegated to members of Council staff in accordance with a variety of legislation under which Council operates including the Local Government Act 1989, the Planning & Environment Act 1987 and many other Acts and Regulations.

As amendments are made to legislation it is necessary for changes to be reflected in Council’s Instruments of Delegation.

This report takes into account recent legislative amendments and seeks Council’s approval for the revised Instrument of Delegation attached (Appendix A).

Council supported the following recommendations (7-0):

In the exercise of the powers conferred by section 98(1) of the Local Government Act 1989 (“the Act”) and the other legislation referred to in the Instrument of Delegation to Members of Council Staff as in Appendix A to this report, (“the Instrument”) Council resolves that:-

1. There be delegated to the members of Council staff holding, acting in or performing the duties of the offices or positions referred to in the attached Instrument, the powers, duties and functions set out in that Instrument, subject to the conditions and limitations specified in that Instrument.

2. The Instrument comes into force immediately once the common seal of Council is affixed to the Instrument.

3. On the coming into force of the Instrument all previous delegations to members of Council staff (other than the Chief Executive Officer) are revoked.

4. The duties and functions set out in the Instrument must be performed, and the powers set out in the Instrument must be executed, in accordance with any guidelines or policies of Council that it may from time to time adopt.

5.3 Activities and Initiatives 2017-2018 – End of Year

In order to achieve the objectives established in the Council Plan, a set of Activities and Initiatives is developed for each year of the four-year plan.

Funding allocations to deliver the Activities and Initiatives are outlined in the Council Budget. In 2017-2018 there were 143 Activities and Initiatives identified. These actions and initiatives are representative of the broad range of the work undertaken by Council on behalf of the community.

The 143 Activities and Initiatives outlined are the tip of the iceberg of the work undertaken and represent a snapshot in time of works underway.

Council supported the following recommendation (7-0):

That the report be received.

5.4 Funding Announcements – Economic Development and Investment

The following funding announcements have recently occurred and/or funding agreements have been entered into relating to economic development initiatives in the Great South Coast region.

1) Great South Coast LaunchVic $285,000

2) Great South Coast China Host Program $150,000

3) Great South Coast Small Business Festival $15,000

4) Great South Coast Food and Fibre Strategy $500,000

The four State Government funding applications totalling $950,000 have been developed and auspiced through Warrnambool City Council’s Economic Development & Investment branch and represent initiatives being undertaken for the participation and benefit of businesses in the Great South Coast region.

The $950,000 State Government grant funding has been further leveraged through financial contributions from a wide range of stakeholders (both local government and private sector) and a cash contribution from Warrnambool City Council totalling $27,000.

Council supported the following recommendation (7-0):

That the report be received.

5.5 Warrnambool Manufacturing Cluster

The State Government has announced the creation of the Warrnambool Manufacturing Cluster to boost the capability of regional manufacturers.

The program is a part of a $5 million state-wide scheme across regions in Ballarat-Warrnambool, Bendigo-Mildura, Shepparton-Echuca, Traralgon-Morwell and Wodonga-Wangaratta.

The initiative will give local manufacturers access to programs that boost productivity and competitiveness, and help them embrace innovation, adopt new skills and develop trade and supply chain opportunities.

Participating businesses will receive tailored support for: improved business processes; new market exploration; skills development; business to business and business to research organisation collaboration; and development of organisational culture which fosters innovation and continuous improvement.

Participation in the clusters is open to SME manufacturing businesses located in and around the Warrnambool region. This initiative is being majority funded in support of the Victorian Government’s Advancing Victorian Manufacturing statement. A small co-contribution is required from participating businesses.

The program will be delivered by the State Government in partnership with the Australian Industry Group, and will be overseen by a committee made up of relevant local stakeholders.

Council’s Economic Development branch will assist with industry engagement in the region and ensure relevant manufacturing businesses are made aware of the opportunity to participate.

A copy of the application form detailing key benefits, eligibility criteria and costs to participate are shown at Appendix A.

Council supported the following recommendation (7-0):

That the report be received.

5.6 Great South Coast Small Business Festival 2018

Council’s Economic Development & Investment branch is coordinating the Great South Coast Small Business Festival with support from the Victorian Government and Moyne Shire Council.

The event marks the seventh year Warrnambool City Council has coordinated a festival of free or low cost business support programs.

Sixteen events will be held across Warrnambool and Moyne municipalities through the month of August. This year the Festival will also launch two major Great South Coast business support programs - the China Host Program and the Unearthed Project which will roll out through 2018/19.

Council supported the following recommendation (7-0):

That Council note the program of events scheduled as part of the Great South Coast Small Business Festival 2018.

Petition for Council to Review Parking Arrangements in Fairy Street South of Koroit Street

A petition has been received with 54 signatures asking Council to review the parking arrangements in the southern blocks of Fairy Street.

In accordance with Local Law L.1 Governance the petition is to be received, and referred to the Chief Executive for consideration and response.

Council supported the following recommendation (7-0):

In accordance with Local Law L1 Governance, the petition is received and referred to the Chief Executive for consideration and response.

5.8 Waste Management – FOGO Pilot Survey and Audit Results

In March this year Council commenced a FOGO kerbside collection pilot in one of its 10 collection areas.

Surveys were distributed to the 1,680 participating households in May and 427 responses were received, representing a 25% response rate to the survey.

99% or respondents indicated that they used the FOGO service.

93% of respondents noticed a reduction in the amount of general waste they were placing in their garbage bin.

87% of respondents reported using the kitchen caddy for food scraps.

96% of feedback showed that participants felt the education material outlined clearly how to use the service.

88% of residents responded that they were willing to pay for the service with 36% prepared to pay up to $0.75 per week, 42% prepared to pay up to $1.00 per week, 5% prepared to pay up to $1.25 per week, and 6% prepared to pay up to $1.50 per week. The remaining 11% of residents thought that the service should be free.

In conjunction with the FOGO pilot, a bin audit was conducted on one night’s collection in the pilot area consisting of 88 sample garbage, recycling and FOGO bins.

Before the pilot, the average garbage bin weight was 9.49 kg, post audit the average garbage bin weight was 8.21 kg. This reduction equated to 1.28 kg per bin.

The FOGO component in the general waste stream reduced from 3.6kg per bin pre pilot to 2.08kg per bin post pilot. Extrapolated across the service this could represent an initial reduction in landfilling costs of $122,512 per year.

If all food waste was correctly allocated into the FOGO bin a further saving of between $127,488 and $167,488 could be achieved.

Contaminants accounted for just 1.5% of the FOGO stream by weight.

Council supported the following recommendation (7-0):

That Council notes the results of the FOGO pilot survey and bin audits.

Waste Update and Budget Recommendations

Council is currently in the process of re-tendering its suite of waste services contracts.

Concerns persist in relation to the viability of the kerbside comingled collection service in its current form. This has been reflected in Council’s recent Expression of Interest process which has shown that the industry is actively looking at opportunities to improve product quality and to find new domestic markets.

Investigations into waste options and innovative practices has resulted in Council identifying an opportunity to work with Deakin University’s Centre for Regional and Rural Futures. Under the proposal that has been developed Council would engage Deakin to undertake research on next practice waste opportunities with a focus on waste to energy approaches.

Prior to 10 February 2018 kerbside comingled recycling was accepted and processed by Visy with a rebate of $70.00 per tonne which covered the cost of handling and transporting the material to Melbourne. Since that time the cost to recycle kerbside comingled streams has increased with costs models showing prices up to $160 per tonne.

Council has now formalised an interim arrangement with its collection contractor in which we have agreed to pay reasonable costs to continue the comingled recycling collection service for the duration of the contract (30 June 2019). The negotiated price point was below the budgeted allowance for this service.

An Auditor General’s Report has been released into the State Government's use of the Sustainability Fund which has shown that that over the past three years, payments to state agencies have increased by 71 per cent—from $76.1 million in 2015–16 to a forecasted $130.5 million in 2017–18.

The FOGO pilot success has placed pressure on Council to identify options to expedite the introduction of the service.

Council is continuing its strong advocacy on waste issues and has recently written to all local members and relevant ministers in the state government seeking an inquiry into the recycling sector.

Council supported the following recommendations (7-0):

That Council agree to direct savings in the Waste Management Program to fund:

1. The collaboration with Deakin University for research into best practice waste management;

2. Additional FOGO roll out tranches once the processing contract has been finalised.

5.10 Advisory Committee Reports

This report contains the record of three Advisory Committee meetings.

1. Warrnambool Livestock Exchange Advisory Committee, 13 July 2018 – refer Appendix A.

2. Environment & Planning Advisory Committee, 18 July 2018 – refer Appendix B.

3. Visitor Economy Advisory Committee, 19 July 2018 – refer Appendix C.

Council received the report (7-0).

5.7 Assembly of Councillors Records

Council received the report (7-0).

5.8 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (7-0).

6. Notice of Motion – NO. 2151

Notice is given that at the Ordinary Meeting of Council to be held on Monday 2 July 2018, I proposed to move the following:-

“Part A. - Unless Warrnambool City Council is provided with:

(i) Funding support, from the State Government, to implement the safer launching and retrieval project; and

(ii) A State Government short, medium and long term works schedule and funding plan to maintain, renew, upgrade, secure and protect the Breakwater inclusive of actions to address the deficiencies as identified in the Port of Warrnambool Asset Management Plan

by the 1st October 2018, then Warrnambool City Council will ask the relevant State Government Ministers to commence the process for Council to be removed as the Waterway Manager under the Marine Safety Act 2010 and then as the Port Manager under the Port Management Act 1995.

Part B. -Warrnambool City Council to convey to the State Government, that due to Council’s likely position ‘to be removed as the Waterway Manager under the Marine Safety Act 2010 and then as the Port Manager under the Port Management Act 1995’:

i) The responsibility for the facilitation of the $330,000 study, announced by Mr James Purcell (MP Western Victoria Region), and any subsequent identified projects (including a potential enclosed harbour) arising from the study to sit with the State Government.

Part C. -The Warrnambool City Council to convey to the State Government and Mr Purcell (MP Western Victoria Region) that Council’s current position and priority is to apply for State funding to:

i) Finalise the design for the safer launching & retrieval project; and

ii) Implement the works of the safer launching & retrieval project.”


Council did not support the Notice of Motion (3-4).

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