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Council Chambers

Council meeting summary October 7, 2019

News Article Date: 
Tuesday, 8 October 2019

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

The below summary is unconfirmed until the Minutes of the October 7 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 September 2, 2019 (7-0).

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


6.1 Notice of Motion NO. 2155

Notice is given that at the Ordinary Meeting of Council to be held on Monday 7 October 2019, I propose to move:-

“That the Warrnambool City Council:

1. Recognises that we are in a state of climate emergency that requires urgent action by all levels of government, including local council;

2. Notes the link between this motion and strategies in our Council’s W2040 and Green plan

3. Notes the successful motion to the Municipal Association Victoria (MAV) May 2017 to recognise that we are in a state of “climate emergency” that requires urgent action by all levels of government, including local councils;

4. Acknowledges that our region will be further affected this climate emergency, including extreme weather events, bushfires and sea level rise;

5. Writes to the State Premier and Prime Minister including information to do with Warrnambool City Council’s climate action record to date, urging them and their Governments to;

(a) declare a climate emergency and

(b) back this up with legislated programs to drive emergency action to reduce greenhouse gas emissions and meet or exceed the Paris Agreement targets and facilitate urgent action on coastal management and climate change adaptation.”


Council supported the Motion (6-1).

5.1 Warrnambool City Council 2018-2019 Annual Report

This report presents the 2018-2019 Annual Report to Council, which includes a Report of Operations, Council Profile, Governance and Compliance details, audited Financial Statements, Performance Statements and other matters required by legislation.

This year’s annual report again describes the diverse nature of services provided by this Council for the community.

Council remains committed to a sustainable financial future.

Council supported the following recommendation (7-0):

That Council considers the Warrnambool City Council 2018-2019 Annual Report in accordance with Section 134 of the Local Government Act 1989.

5.2 South West Victorian Livestock Exchange – Proposal for Roof Construction

Officers are continuing to seek further funding opportunities for the saleyards roof.

At a preliminary meeting with Bolden to inform them of the preferred tender status and outline to them situation in relation to the funding of the project and possible timing, Mr Leigh Dufty, a director of Bolden in attendance at the meeting, put forward a suggestion to separate out the design element of the contract to enable the project to remain on track in relation to timing of the construction, should funding be resolved.

Council supported the following recommendation (7-0):

That Council accepts the letting of a separable portion of Tender No. 2019041 for the amount $72,079.70 exc. GST for the preparation of detailed design documents for the construction of a saleyards roof as outlined in the Bolden Construction response to Tender No. 2019041.

5.3 Planning Scheme Amendment C103 – Eastern Activity Precinct Structure Plan Implementation

Planning Scheme Amendment C103warr proposes to implement the policy direction of the Eastern Activity Precinct Structure Plan, adopted by Council in September 2016.

The Amendment was placed on public exhibition and 6 submissions have been received.

It is appropriate to refer the submissions to an independent planning panel, appointed by the Minister for Planning.

The Structure Plan creates a framework to guide future land use, development, urban design, vehicle and pedestrian movement, in the Eastern Activity Precinct.

Key aspects of this Amendment are to make changes to the Local Planning Policy Framework to reflect the strategic directions within the Structure Plan.

The Amendment does not include rezoning at this stage but sets the framework for future rezonings in accordance with the Structure Plan.

A shared infrastructure plan will ensure that appropriate development contributions are paid at the time land is developed or subdivided.

Council supported the following recommendations (7-0):

That Council:

1. Receives and considers the submissions made to Amendment C103warr to the Warrnambool Planning Scheme, in accordance with Attachment 2.

2. Pursuant to Section 23(1)(b) of the Planning and Environment Act 1987, requests the Minister for Planning to appoint an Independent Panel under Section 153 of the Act to review the submissions received to Amendment C103warr.

3. Refers all submissions to the Planning Panel to be appointed by the Minister for Planning.

4. Endorses the response to issues raised by submissions outlined in Attachment 2, as the basis for Council’s submission to the Planning Panel.

5. Writes to all submitters to inform them of Council’s decision to proceed to the Planning Panel stage.

5.4 Energy Procurement 2020

Council currently receives its retail electricity, natural gas and associated services through a committed volume tender, administered by Procurement Australia.

Council’s current Procurement Australia energy contract will expire on 30 June 2020.

Procurement Australia are undertaking an Expression of Interest (EOI) process for electricity and natural gas commencing 1 July 2020.

Participation requires Council to commit to appoint Procurement Australia as its sole agent.

Commitment to the EOI is by signing a letter of commitment to participate for the duration of a further 3-year contract.

Council supported the following amended recommendations (5-2):

That Council

1. Agree to appoint Procurement Australia to act as the sole agent for Warrnambool City Council to a committed volume tender for Councils electricity and natural gas and resultant contract for all sites.

2. Note that this is a binding commitment and that it is obligated to enter into the resultant contract with the successful energy retailer.

3. Note that we are selecting the three-year contract option.

4. Authorises the CEO to sign and seal any tender, EOI or contract related documents.

5.5 Asset Management Policy 2019

Council’s Asset Management Policy has been reviewed and is now ready to be circulated for public comment prior to being adopted.

This policy provides a framework and guiding principles for the processes involved in managing Council assets.

It also provides clarity on what is expected from those areas of Council involved in planning, creating, maintaining/operating and reviewing Council’s Assets.

Certainty of the key principles that underpin asset management and supports Council’s strategic objectives through the development and implementation of a corporate asset management framework.

Council supported the following recommendations (7-0):

That Council;

1. Authorises the draft Asset Management Policy 2019 to be released for public consultation, for a minimum period of 28 days.

2. Consider any submissions on the draft Asset Management Policy at a future Ordinary Council Meeting prior to the adoption of the revised policy.

5.6 Consideration of Tender Submissions for Tender 2020007 – Footpath Renewal Program

The intent of this contract is to engage the services of a suitably qualified and experienced construction contractor for the renewal (removal and construction) of footpath across various locations in Warrnambool.

The overall budget for this project is $404,000, which has been funded via the Rate Cap Variation.

Two tender submissions were received in response to the request for tender. One tender submission was subsequently withdrawn following a request for additional information which identified an inconsistency in the submission.

The Tender Assessment Panel assessed the remaining tender against known rates and determined that it met a value for money proposition.

Council supported the following recommendations (7-0):

That Council:

1. Accept the tender submission from Brendan Simmons Concrete Constructions for Tender No. 2020007 – Footpath Renewal Program for the amount of $340,375.50 exclusive of GST ($374,413.05 inclusive of GST).

2. Authorise the Director of City Infrastructure to allocate additional renewal works, provided that the additional works are within the project budget, and the rates for the additional works are in line with the rates nominated in the lump sum schedule.

3. Authorise the CEO to sign and seal the contract documents.

5.7 Glass Only Recycling Bin Trial

Council has passed a series of resolutions regarding initiatives to investigate a separate glass only kerbside recycling collection. These Council resolutions include:

  • March 5th 2018, ‘That Council support initiatives to identify new recycling processing options
  • November 5th 2018, ‘That Council agree to investigate the non-conforming tender submitted by Wheelie Waste Pty Ltd for a separate and additional kerbside glass collection service
  • April 1st 2019, ‘That council agree to consult with the community on glass diversion or separation options

The kerbside collection contract has provision for a separate glass collection option.

Council has consulted the community prior to taking up the glass option to test the community appetite for a fourth bin.

The survey results were strongly in favour of a fourth bin combined with a fortnightly garbage collection. The survey results and analysis are attached and are contained in Attachments 1 and 2.

This report recommends Council undertakes a glass collection trial in 2 collection areas and monitors the collection on a rolling 4 weekly basis to determine the future of the collection.

Should Council resolve to conduct the glass only collection trial, the fourth bin proposed will be the existing 80 litre garbage bin which will be fitted with purple stickers to denote it as a glass only bin.

Residents in the trial area will be supplied with a new 140 litre garbage bin which will be emptied on a fortnightly basis along with the remaining 3 bins (FOGO, glass only, and recycling) on a rotating fortnightly basis.

A further report will be presented to Council on the findings from the trial to inform and enable Council to determine the future of the glass collection service.

Council supported the following recommendations (7-0):

That Council:

1. Acknowledges the strong community support for a separate glass only kerbside collection with a fortnightly waste collection;

2. Approves a glass only collection trial in 2 collection areas and monitors the progress of the trial;

3. Receives a further report on the trial outcomes including recommendations for a broader rollout if applicable; and

4. Notes that a recycling processing tender with options for glass processing has been prepared in readiness for advertising.

5.8 Active Warrnambool Strategy

The Warrnambool Recreation Plan 2007-17 has concluded.

Council received funding from Sport and Recreation Victoria to undertake a new sport, recreation and physical activity strategy for Warrnambool.

The Strategy was developed by a combination of in-house work and consultants and overseen by a Project Control Group.

Development of the new Strategy, titled Active Warrnambool, was underpinned by a significant level of community engagement.

The third stage of consultation, the public comment period on the draft Strategy, occurred from 2 July to 9 August 2019. 19 submissions were received.

Majority of the responses are addressed by recommendation of the Strategy.

Five minor amendments to the final Strategy were made in response to the submissions.

The final report for the Strategy has been completed incorporating 23 objectives and 71 actions.

The first stage of implementation will involve the development of a detailed action plan including the objectives, actions, goals, prioritisation/timing, lead responsibility, partners and resourcing requirements, to be presented to Council in 2019/20.

Council supported the following recommendation (7-0):

That Council adopts the Active Warrnambool Strategy 2019-30.

5.9 Advisory Committee Reports

This report contains the record of two Advisory Committee meetings:

Environment & Planning Advisory Committee – 18 September 2019

Australia Day Advisory Committee – 19 September 2019

Council supported the following recommendation (7-0):

That the records of the Environment & Planning Advisory Committee held on 18 September

2019 and Australia Day Advisory Committee held on 19 September 2019 be received.

5.10 Assembly of Councillors Reports

Section 80A(2) of the Local Government Act 1989 requires the record of an Assembly of Councillors be reported to the next practicable Ordinary Meeting of Council.

The records of the following Assembly of Councillors is enclosed:

  • Monday 9 September 2019
  • Monday 16 September 2019
  • Monday 23 September 2019
  • Monday 30 September 2019

Council received the report, with the record of the September 16 meeting being held over (7-0).

5.11 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (7-0).

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