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Council chambers

Council meeting summary December 4, 2017

News Article Date: 
Wednesday, 6 December 2017

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

The below summary is unconfirmed until the Minutes of the December 4 Meeting are accepted by Council.
1. Opening Prayer & Original Custodians Statement

2. Apologies

Cr Gaston had advised that she would be late to the meeting.

Cr Neoh moved and Cr Anderson seconded that item 5.4 be moved to the end of the agenda in order to allow all councillors to be present for the item.

Council supported the motion (6-0).

3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting of Council held on November 6 2017 (6-0).

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

Cr Herbert declared a Conflict of Interest in items 5.13, 5.14 and 5.15. Cr Neoh declared a Conflict of Interest in items 5.12 and 5.18. Director Infrastructure Services Scott Cavanagh declared a Conflict of Interest in item 5.9.

5.1 Appointment of Council Representatives on Advisory Bodies and Other External Committees for 2017/2018

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

Whilst the majority of these committees tend to be ongoing they may also be subject to evolutionary change and in some cases may be established for a specific project ie; with “sunset” provisions.

For various committees, members of Council staff are already members and/or may attend to assist a Councillor representative. Generally, for committees of a more technical/operational nature, it is suggested that members of Council staff can best assist in sharing the overall representation workload, with appropriate reporting mechanisms to Council and/or briefing of Councillors according to representation or special interest areas.

Council supported the following recommendation (5-1):

That Council representatives and delegates to the advisory bodies and external committees for the 2017/2018 Council Year be approved as per Appendix A to this report, and that relevant advisory bodies and external committees be advised accordingly.

5.2 Communications Strategy

The Communications Strategy – refer Appendix A helps ensure Council adheres to its policies on community engagement, interacting with the media and its commitment to informing the community about Council activities and projects.

The strategy supports the vision, theme and objectives in the Council Plan 2017-2021.

The Strategy also references Council’s enterprise/business units (Lighthouse Theatre, AquaZone, Flagstaff Hill Museum and Maritime Village) and the communications support required by each.

The communications strategy describes how Council will:

- Maximise its communications resources

- Provide consistency across communications

- Increase community awareness of its operations

- Maximise community engagement

- Deliver effective internal communications

Council supported the following recommendation (6-0):

That the draft Communications Strategy be adopted.

5.3 Activities and Initiatives 2017-2018 September Quarter

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.

Council is so far on track across all key objectives with 83.9% of the program on schedule. Of the residual actions 13.3% have been completed and 1.4% being withdrawn due to changes in circumstances or funding.

Highlights include:

• Maintaining child immunization rates above 95 per cent

• The extended hours trial at Warrnambool Library

• The Flagstaff Hill Maritime Village upgrade

• Progress on the East Warrnambool Re-engagement Program involving Warrnambool College, Youth Services and the Western Bulldogs Football Club

• Delivery of the new smart parking system

Council supported the following recommendation (6-0):

That in accordance with Local Law L1 Governance, the joint letter is received and referred to the Chief Executive for consideration and response.

5.5 Corporate Strategies Operations Report

This report provides information related to activities undertaken by the Corporate Strategies Directorate over the past quarter and, where relevant, the past financial year.

The Corporate Strategies Directorate is a largely an internal service provider to all parts of the organisation.

The directorate comprises Organisation Development, Revenue and Property Services, Information Services, Communications and the South-West Victorian Livestock Exchange.

Council supported the following recommendation (6-0):

That the Corporate Strategies Operations Report be received.

5.6 North Warrnambool Floodplain  - Most Mitigation Flood Modelling

Cr Gaston joins the meeting

The $4 million mitigation works were funded through the Federal and State Government Natural Disaster programs, and successfully completed by November 2016.

All planned mitigation works have been completed, with the subsequent report “Russell Creek Flood Mitigation – As Constructed Flood Modelling” prepared and attached – refer separate attachment (Appendix A) for endorsement.

The Average Annual Damages (AAD) from the updated modelling (inclusive of the flood mitigation works) is estimated at approximately $69,571. The previous existing conditions modelling determine an AAD of $491,783, demonstrating a reduction in the AAD of $422,212.

This significant reduction is also reflected in the number of above floor flooded properties. During the 1% AEP flood event the number of properties expected to be flooded above floor has reduced from 146 to 14.

The depth of above floor flooding has reduced for all but one (1) of the 14 properties. The average depth of above floor flooding in the 13 properties has reduced by 100mm.

Council supported the following recommendations (7-0):

That Council:

1. Endorse the Russell Creek Flood Mitigation – As Constructed Flood Modelling report;

2. Refer the Russell Creek Flood Mitigation – As Constructed Flood Modelling report and supporting flood model information to the Glenelg Hopkins Catchment Management Authority (CMA) for declaration of flood levels;

3. Recommence planning scheme amendment C078 Part 2, to update the Urban Floodway Zone (UFZ) and Land Subject to Inundation Overlay (LSIO) throughout the catchment;

4. Prepare a Citywide Floodplain Management Plan to update and consolidate the currently separated North Warrnambool and South Warrnambool flood information;

5. Endorse the use of the Drainage Fund to undertake stormwater drainage planning projects which will identify and prioritise stormwater drainage risk mitigation projects; and

6. Notify the State Emergency Service (SES) that the Russell Creek Flood Mitigation Works are completed and that new flood level information will be referred to the CMA which is to be used in updating the Municipal Flood Emergency Plan (MFEP).

5.7 Domestic Animal Management Plan Adoption

The Domestic Animal Management Plan 2017-2021 (the Plan) details Councils approach to domestic animal management for the next 4 years.

The Plan recognises that animals, both domestic and agricultural, are part of the community and they contribute to the quality of life, whilst also recognising the needs of non-pet owners.

Warrnambool City Council has approximately 4100 dogs and 1500 cats registered.

Under Section 68A of the Domestic Animals Act 1994, every Council must prepare a domestic animal management plan (The Plan) – Refer separate attachment.

The Warrnambool City Council Domestic Animal Management Plan was released for public comment between 3rd October and 31st October 2017.

The Plan is reviewed internally each year, and every 4 years the plan must be advertised for public consultation.

One submission was received requesting an enclosed off lead dog park in Warrnambool. –Refer Appendix B – Included in separate attachment.

Council supported the following amended recommendation (7-0):

That Council having considered the submissions adopts the Warrnambool City Council Domestic Animal Management Plan 2017-2021.

5.8 Petition – To Reinstate Old Public Transport Bus Routes in Warrnambool

A petition has been received with 52 signatures requesting that the old public transport bus routes in Warrnambool be returned.

In accordance with Local Law L.1 Governance the petition was received by Council at its ordinary meeting of 2 October 2017, and referred to the Chief Executive for consideration and response.

Public Transport Victoria (PTV) is the authority responsible for public transport services including route determination.

Council Officers have sent a letter regarding the petition to PTV for their consideration and to action the matter.

Council’s letter supports a review in consultation with the community of the existing public transport bus network within Warrnambool.

Council supported the following amended recommendation (7-0):

That the letter sent to Public Transport Victoria is noted.

5.9 Contract 2017047 – Provision of Consultancy Services

The intent of this contract is to pre-approve a panel of consultants for the provision of a broad range of consultancy services related to the delivery of Council infrastructure and capital projects and programs over a two to three year period.

49 tender submissions were received before Close of Tenders and considered by the Tender Assessment Panel, details of which are attached to this report.

The Tender Assessment Panel has recommended that Deeds of Standing Offer be awarded to 49 of the Tenderers for the provision of the Services for which their Tenders were deemed to have passed the Tender Assessment.

Council supported the following amended recommendation (7-0):

1. That Council Award Deeds of Standing Offer for Contract No. 2017047 Provision of Consultancy Services Engineering / Technical to 49 of the Tenderers for the provision of the Services as recommended in the Panel Report – Refer Appendix A

2. That Deed of Standing Offer documents are executed under delegated authority pursuant to Local Law 1-2016 C11 of the Council.

5.10 Ziegler Parade Bridge Allansford – Future Management

A detailed condition inspection has been completed on the Ziegler Parade Bridge by an independent Bridge Specialist.

A report has been prepared to provide Council with the full understanding of the upgrade options and risks associated with the Ziegler Parade Bridge at Allansford.

The report reviews 4 options to achieve a range of load capacities, with expected serviceable lives, initial capital cost estimates, ongoing annual maintenance/management costs, and risks for each option.

The existing bridge cannot be upgraded to a 42.5t capacity.

A new bridge with no load limit would cost approximately $2.40 million.

Approximately $150,000 (including consultant’s fees) has been spent to date to install concrete barriers, a temporary approach chicane and new pedestrian fencing to open the bridge to traffic up to pedestrians, cyclists and vehicular traffic up to 14 tonne loads.

Council had a total budget of $1.20 million, including a Federal Government Grant of $600,000 to upgrade the bridge to allow trucks use. As the bridge cannot be upgraded to allow 42.5t heavy vehicles to use the bridge, the federal funding will need to be returned.

Wannon Water assets are located on the existing bridge.

An alternative state government managed bridge over the Hopkins River is located in close proximity to the current bridge. Access to the VicRoads bridge via Garabaldi Lane is less than ideal due to - un-protected turning lanes and lack of acceleration/merge lane.

Ownership and maintenance responsibilities for the bridge need to be confirmed with VicRoads in accordance with the Road Management Act 2004 Code of Practice for the Operational Responsibility for Public Roads.

Council supported the following amended recommendations (6-1):

That Council:

1. Adopt “Option 2” in this report for future management of the Ziegler Parade Bridge which involves:

a) Leave the recently installed concrete barriers on the bridge in their current location;

b) Retain the 14 tonne load limit;

c) Make the temporary approach chicane permanent by replacing the chicane barriers with kerb and channel outstands, timber bollards, signage and landscaping;

d) Provide an increase to annual bridge maintenance budget to carry out annual condition monitoring and any required concrete repairs to the bridge of $20,000 per year;

e) Plan to review the bridge condition and management plan within 10 years, at which time all options again will be considered by a future Council;

2. Continue to lobby VicRoads for upgrade improvements to the design layout of the Garabaldi Lane/Princes Highway intersection.

3. Seek VicRoads clarification on the operational responsibilities for the Ziegler Parade / Princes Highway intersection including the bridge;

4. Request VicRoads to improve street lighting at the Princes Highway/Grauer Road intersection; and

5. That this recommendation be incorporated into Council’s Bridge Asset Management Plan for implementation.

6. Acknowledge that the Federal Government Bridge Renewal grant of $600,000 will be returned.

5.11 Resource Recovery, Waste Minimisation and Management Strategy – Adoption

The Resource Recovery, Waste Minimisation and Management Strategy (The Strategy) seeks to consolidate existing information, provide a holistic overview and set a future direction for resource recovery and waste management within the City of Warrnambool. The updated Strategy is attached – refer separate attachment.

The draft document has been reviewed and has been amended in response to feedback from the public consultation period and is submitted to Council for adoption.

Community consultation occurred via media releases, Council’s website, C2C, social media, newspaper advertisement, radio advertisements, presentations to groups, phone discussions and an online survey. A total of 75 submissions were received during the consultation period - (refer Appendix A).

The adopted Strategy will inform the new kerbside collection service and contract which is due to be advertised by public tender in 2018.

Respondents to the online survey were asked to nominate their top five priorities.

Responses to the question ‘What does Council do well?’ included efficient and reliable kerbside service, clean streets and little litter, amazingly clean streets and public places and the flexibility of staff providing extra public place bin empties during peak periods.

Through the consultation process, no gaps in the Strategy were identified. Any other comments/ submissions made were already covered in the strategy, and did not warrant a significant change to the document.

The Strategy has been formatted and updated to include the amended drivers for change noting the consultation submissions and responses.

Council supported the following recommendations (7-0):

That Council:

1. Adopt the Resource Recovery, Waste Minimisation and Management Strategy.

2. Consider priority actions as part of the 2018/2019 budget process.

5.12 Petition – City Centre Off Street Free Parking

A petition has been received with 37 signatures requesting that Council provide free 90 minute car parking in Parkers and Ozone car parks for the next 2 years up to midday to entice shoppers back to the CBD.

In accordance with Local Law L.1 Governance, the petition should be received and referred to the Chief Executive for a report to a future Council meeting.

Council supported the following recommendation (6-0):

That in accordance with Local Law L1 Governance, the petition be referred to the Chief Executive for a report to a future Council meeting.

5.13 Petition – Huntingfield Drive – Request for Second Access Road

A petition has been received with 62 signatures requesting that Council ‘urgently consider the importance, and act on, providing a second access Road from Huntingfield Drive onto the Prince Highway’

In accordance with Local Law L.1 Governance the petition was received by Council on 6 November 2017 and referred to the Chief Executive for consideration and response.

Huntingfield Drive was created as part of the Huntingfield Development Plan (as amended).

At present there is limited opportunity for the creation of a second access to Huntingfield Drive, due to adjoining land being within private ownership.

Before adjoining land is subdivided a Development Plan will be required. When considering these Development Plans Council will be able to consider the need for alternative access arrangements.

Council supported the following recommendation (3-3):

That the enclosed report is provided for information.

5.14 Amendment to the Logans Beach Coastal Village Development Plan

A proposal to amend the Logans Beach Coastal Development Plan has been received from Urbanomics.

The existing Development Plan was approved by Council in March 2015.

This amendment seeks to include two new stages (4 and 5) as part of the overall subdivision which would create an additional nine (9) lots within the Coastal Village Development.

The amendment was exhibited for a two week period. No submissions have been received.

The amendment appropriately responds to the Development Plan Overlay (DPO12) requirements and is suitable for endorsement by Council.

Council supported the following recommendation (6-0):

That Council endorse the amendment to the Logans Beach Coastal Village Development Plan, in accordance with the requirements of Clause 43.04 (Schedule to DPO12) of the Warrnambool Planning Scheme.

5.15 Logans Beach Strategic Framework Plan

The Logans Beach Strategic Framework Plan has been prepared by Insight Planning Consultants.

Public consultation on the draft Plan has been undertaken over a four (4) week period.

32 submissions have been received. The draft framework plan has been amended to respond to the submissions, where appropriate.

The draft plan has been underpinned by a range of reports prepared by technical experts in the fields of flood modelling and drainage; traffic impact assessment; infrastructure servicing; and coastal acid sulfate soil assessment.

The plan anticipates a low to medium growth scenario resulting in an increase of approximately 200-250 lots across the framework plan area.

It is recommended the revised Plan be adopted.

Council supported the following recommendation (6-0):

That Council adopt the Logans Beach Strategic Framework Plan, Insight Planning, 2017.

5.16 Warrnambool – A Healthy City 2017-2021

Under the Public Health and Wellbeing Act 2008, Councils have a legislative responsibility to protect, improve and promote public health and wellbeing within their municipal district.

To achieve this, the Act requires Councils to prepare a Municipal Health and Wellbeing (MHWB) Plan and support the plan by developing and implementing public health policies and programs.

The Municipal Health and Wellbeing Plan (Warrnambool - a Healthy City) for 2017-2021 has now been prepared. The goals and objectives in this Plan must be consistent with and supported by the Council Plan and Municipal Strategic Statement (ie the Planning Scheme).

The MHWB plan for 2017 – 2021 has been informed by extensive community engagement undertaken as part of the W2040 process between April and June this year. This process resulted in 1289 surveys being completed to inform Council of resident’s views on health and wellbeing matters.

In July, ‘Partners in Health Forum’ and the first meeting of the City Health and Wellbeing Advisory Committee reviewed health data and these community engagement learnings to confirm the priority issues to be included in the draft plan for 2017-2021.

The draft plan was made available for comment in August. Nine responses were received.

Revisions were made to the draft plan in response to stakeholder feedback and Warrnambool- a Healthy City 2017-2021 is now presented to Council for consideration.

Council supported the following recommendations (7-0):

1. Council adopt “Warrnambool - A Healthy City” as the Municipal Health and Wellbeing Plan for 2017 – 2021.

2. The goals, objectives and strategies of the municipal health and wellbeing plan be integrated in the Council Plan and funds allocated to ensure Council policies, programs and initiatives to support the health and wellbeing of residents continue to be supported and funded.

3. Council acknowledges the significant value of the community engagement data collected using the W2040/Health and Wellbeing Survey tool and commit to funding and using the survey again in 2020/2021 to assist in tracking progress of this and other Council strategic plans and to inform the next iteration of the municipal health and wellbeing plan.

5.17 Warrnambool Art Gallery Update

Representation on the WAG Industry Panel needs to be updated to allow for the next meeting of the panel to be convened.

Additional documentation is to be submitted by WAG as part of the Museum Accreditation Program (MAP) requirements, and Council endorsement is sought for the updated Collection Policy that incorporates a revised Gallery Mission Statement, and for the Gallery’s Code of Ethics.

WAG is proposing to develop a new Strategic Plan for the service that, as well as being good practice in service development, will also meet longer term requirements from MAP and Creative Victoria.

WAG is developing a range of programming initiatives, all of which will require significant amounts of external grant funding to be realised.

Council supported the following recommendations (7-0):

1. That Council endorse the updated WAG Collection Policy as attached as Appendix A to this report.

2. That Council endorse WAG’s Code of Ethics being the International Council of Museums Code of Ethics for Museums 2014 as attached as Appendix B to this report.

5.18 Reid Oval Redevelopment Project – Design and Development Process Inception Report

Council and the Reid Oval User Groups completed Stage 1 of the Reid Oval Redevelopment Project in 2015.

A Development Plan, incorporating priority projects for the three future stages of redevelopment at Reid Oval, was completed and endorsed by Council in January 2017.

$200,000 is currently available, through funding from Council ($100,000) and the State Government ($100,000), to undertake a design and development process for the next stages of Reid Oval Redevelopment project.

The design and development process is proposed to incorporate seven stages that, subject to funding, will progress the next stages of the redevelopment project from concept design to construction.

Once governance arrangements are confirmed, the design and development process can commence.

Council supported the following recommendation, nominating Cr Cassidy (6-0):

That a Councillor be nominated to the Project Control Group for the Reid Oval Design and Development process.

5.4 Notification to Essential Services Commission of Intention to Seek Rate Cap Variation

This report proposes Council seeks to apply for a variation to the rate cap as part of maintaining service levels and ensuring the provision of appropriate asset renewal into the future.

Council flagged to the community within its Strategic Resource Plan of the 2017 – 2018 Budget the need for a variation above the Government rate cap of CPI in order to retain the breadth and level of services offered to the community and to remain financially sustainable.

Warrnambool Council has historically maintained its rating strategy at about the average of Benchmark Regional Council rates, for the average rateable property.

Council has continually sought to operate efficiently with last year achieving a controlled 1.2% rise in the operating costs and a rise of 3% for the preceding 2 years.

The provision of regional services not supported by other levels of government contributes to the pressure on Councils recurrent budget.

A reliance on increasing user fees is a fraught alternative with a disproportionate effect on many of the most vulnerable in our community. This cohort is the target of many of our services.

Many fees and charges for services delivered on behalf of the state are capped.

The consequence of not being successful in a rate cap variation application is a very real possibility for the reduction of services to the community or the reducing condition of our assets.

Council did not support the following recommendation (3-4):

That Council notifies the Essential Services Commission in writing of its intention to apply for a variation to the rate cap.

5.19 Advisory Committee Report

This report contains the record of one Advisory Committee and one Reference Group meeting.

1. Warrnambool City Council Cycling Reference Group

Wednesday 11 October 2017 - refer Appendix A

2. Warrnambool Livestock Exchange Advisory Committee

Friday 17 November 20`17 – refer Appendix B

Council received the report (7-0).

5.20 Assembly of Councillors Records

Council received the report (7-0).

5.21 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (7-0).

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