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Council chambers

Council meeting summary September 3, 2018

News Article Date: 
Tuesday, 4 September 2018

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

The below summary is unconfirmed until the Minutes of the September 3 Meeting are accepted by Council.
 
1. Opening Prayer & Original Custodians Statement

2. Apologies

Cr Herbert.

3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting of Council held on August 6, 2018 (6-0).

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

None.

5.1 Financial Statements and Performance Statement 2017-2018

The Auditor-General is responsible under the Audit Act for the audit of Council’s general purpose financial reports and performance statement. These audits are conducted by contractors as agents of the Auditor-General. RSD Audit is the appointed Auditor-General’s agent.

Sections 131-134 of the Local Government Act 1989 (LGA) and the Local Government (Planning and Reporting) Regulations 2014 deal with statutory procedures that govern the preparation of an Annual Report inclusive of financial statements, performance statement, report of operations and auditor’s reports.

Council has a statutorily set period in which to submit its audited annual statements to the Minister of Local Government which is 30 September each year.

Council is then required to formally consider the report at Council meeting, the intention is that this would be at the meeting of October 1 2018.

Council supported the following recommendations (6-0):

1. That Council, pursuant to Section 132(2) of the Local Government Act 1989 (“the Act”) approve in principle the 2017-2018 financial statements which have been subject to external audit by the Auditor-General’s agent, with the outcomes also having been reviewed by the Audit & Risk Committee.

2. That Council, pursuant to Section 132(2) of the Act, approve in-principle the 2017-2018 performance statement which has been subject to external audit by the Auditor-General’s agent, with the outcomes also having been reviewed by the Audit & Risk Committee.

3. That Councillor Michael Neoh and Councillor Sue Cassidy be authorised to certify the 2017-2018 financial statements pursuant to Section 132(5) of the Act, after any changes recommended by audit have been made.

4. That Councillor Michael Neoh and Councillor Sue Cassidy be authorised to certify the 2017-2018 performance statement pursuant to Section 132(5) of the Act, after any changes recommended by audit have been made.

5. That the Council pursuant to Section 134(b) of the Local Government Act put out for public advertisement, no later than Saturday September 15, 2018

5.2 Corporate Strategies Directorate Operations Report

This report provides summary information related to activities undertaken by the Corporate Strategies Directorate over the 12 month period for the financial year 2017 – 2018.

The Corporate Strategies Directorate is a largely an internal service provider to all parts of the organisation. The Directorate comprises Finance, Organisation Development, Rate 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 – refer Appendix A, for the financial year 2017 – February 2018 be received.

5.3 North Wangoom Road – Land Use Options Summary

The North Wangoom Road Land Use Options report has been prepared by Insight Planning Consultants.

Public consultation on the draft report has been undertaken and the majority of submissions do not support residential growth in the area.

The report is underpinned by a range of expert technical reports of flood modelling and drainage, traffic impact and assessment, land capability and infrastructure servicing.

The report recommends that further development not be supported at this point in time, however can be reviewed at a later date in conjunction with the next planning scheme audit.

Council supported the following recommendation (6-0):

That Council endorse the Wangoom Road North Land Use Options Summary Report, Insight Planning, 2018.

5.4 Green Warrnambool

Green Warrnambool provides strategic direction to guide environment and sustainability programs and initiatives to 2040.

Green Warrnambool sets the vision that Warrnambool will be the most environmentally sustainable regional city in Australia.

The final consultation phase of the strategy has resulted in 125 survey responses plus 3 submissions received during consultation on the draft strategy.

The majority of the results of the consultation support the aspiration and direction of the strategy, therefore minor changes to the strategy are recommended.

Council supported the following recommendation (6-0):

That Council adopt the Green Warrnambool strategy.

5.5 Proposed New Enclosed Dog Park – Community Consultation Survey and Feedback

Council asked that a community consultation survey be undertaken to gain feedback from the community as to the most popular site for a proposed new enclosed dog park in Warrnambool. The survey results are attached -Refer Appendix A.

The intent behind the dog park project is for it to be a community led initiative with interested members of the community being involved in the design, planning and construction of the project, overseen by relevant Council staff. Once constructed the dog park will be a Council asset.

The survey generated a strong response in favour from the community with 550 on-line responses, 199 on-line comments and 4 written objection responses. The written responses are attached- Refer Appendix B. The detailed survey comments are available upon request.

From the responses, Victoria Park received the most support with 246 responses in favour (44.73%) followed by Queens Road with 216 (39.27%) and Harris Street the least popular with 88 in favour (16%).

Council received 8 survey comments suggesting Albert Park be considered as a location for the dog park and 3 suggesting Brierly Reserve.

Council also received feedback in relation to the infrastructure requested for the dog park including lighting, signage, toilets, dog bag dispensers, water, shade, fencing types to be considered through the design and budget process.

Each site selected for the survey has individual strengths and weaknesses as highlighted by the survey responses. On balance, Victoria Park is considered the recommended option with adequate accessibility, space and distance from residences to protect the amenity of the area.

It is recommended that a community based working group be established through an expression of interest process. The working group should have terms of reference and should be made up of volunteers with requisite skills and experience to design, provide labour and equipment and to assist in the construction of the dog park, under Council supervision.

Council will need to carefully consider the design and scope of the dog park in how it is to be funded and maintained for the life of the asset.

Feedback from the community should be noted in the design of the dog park in terms of the exact location in Victoria Park and the community expectations of the scope of works and facilities provided.

There is no current budget allocation to fund the dog park. If external funding is not received, Council must decide if the project is to proceed and make funding available through the budget process.

An application has been made, independently of Council, through the State Governments Pick My Project program to construct a dog park. If successful, the funding would be used to construct the dog park.

Council supported the following recommendation (6-0):

That Council:

1. Notes the community feedback which indicated Victoria Park as being the most popular choice of site for the dog park.

2. Establishes a community based working group to provide design advice on the dog park.

3. Considers funding options if no external funding is secured through the Pick my Project program.

5.6 Grant Funding Activities – City Infrastructure

The City Infrastructure actively pursues grant funding opportunities as they arise throughout the year.

This report provides a summary of grant activities and outcomes over the first 6 months of 2018.

A total of 27 grant applications have been actively pursued in this period with 14 successful totalling more than $1,731,248. There are a further 7 grant applications pending totalling more than $494,323.

Council supported the following recommendation (6-0):

That Council note the grant funding activities undertaken in the City Infrastructure Directorate over the last 6 months.

5.7 Draft Stock Underpass Policy

Council has allowed the construction of stock underpasses under Council roads; however it has no policy to guide the construction and responsibilities of underpasses. This report seeks endorsement to consult with the public and current stock underpass users on the draft policy (attached) that has been produced covering the construction, ownership and maintenance of these assets under Council roads, noting the following:

Council currently has a small number of stock underpasses which cross Council roads.

Council does not currently have a policy which defines roles, responsibilities, ownership and processes for stock underpasses.

A Draft Stock Underpass Policy has been drafted to ensure stock underpasses are developed to meet appropriate road safety and engineering standards as well as clearly define appropriate maintenance standards and responsibilities (Refer Appendix A).

The Draft Stock Underpass Policy will retrospectively apply to all underpasses which do not have an existing Deed of Agreement.

Council supported the following recommendation (6-0):

That Council:

1. Agrees to release the Draft Stock Underpass Policy for public comment for a period of 28 days and consider submissions in relation to the policy in a future Council meeting.

2. Acknowledges that all of the existing stock underpass owners will be contacted and advised of the Draft Stock Underpass Policy and consultation process.

3. Consider public submissions and make any appropriate amendments prior to adoption of the Policy at a future Council meeting.

5.8 Draft 2018-2026 Road Users Plan Update

The Warrnambool City Council Road Users Plan provides a Strategic approach to road safety issues within the Municipality. The current plan was adopted on 25 March 2013 and expires this year. A new plan covering 2018 – 2026 has been drafted for review and public comment including the following:

Council has been working with the community to implement a safe systems approach for people traveling to and within the city.

Update on the actions which have been completed and new crash statistics.

The updated 2018-2026 Road Users Plan consolidates priorities and objectives using stakeholder consultation, data trends, and alignment with current Council and Government Strategies (Refer Appendix A).

Council received funding to update the report through the TAC community Grants Program.

The Road Users Plan aligns with the Council Plan and contributes to the delivery of a number of the Council Plan strategies.

Council supported the following recommendations (6-0):

That Council:

1. Agree to release the Draft 2018 – 2026 Road Users Plan for public comment for a period of 6 weeks.

2. Consider public submissions and make any appropriate amendments prior to adoption of the 2018 – 2026 Road Users Plan at a future Council meeting.

5.9 Requests for Loan Guarantee – Dennington Football Netball Club and Old Collegians Football Netball Club

The Dennington Football Netball Club (DFNC) and Old Collegians Football Netball Club (OCFNC) have submitted written requests for Council to consider acting as Loan Guarantor for proposed loans to support construction of facilities to support their sport.

DFNC has submitted a written request in July 2018 for Council to act as loan guarantor for a proposed loan of $50,000.

OCFNC has submitted a written request in July 2018 for Council to act as loan guarantor for a proposed loan of $100,000.

Council needs to consider the impact of acting as loan guarantor and how this would affect its capacity to borrow for future projects. Based on the assessment undertaken by Council’s finance team, there would appear to be sufficient capacity for Council to agree to meet the two requests for loan guarantees.

Council supported the following recommendations (6-0):

1. That Warrnambool City Council, act as loan guarantor to the Dennington Football Netball Club for an amount of $50,000, which is the balance of the user groups financial contribution to the Pavilion Redevelopment project at the Dennington Recreation Reserve, and is conditional on the Club not being about to redraw on the loan for the 10 year term.

2. That Warrnambool City Council act as loan guarantor to the Old Collegians Football Netball Club for an amount of $100,000, which is the balance of the clubs financial contribution to the improvement works to the existing social facilities at Davidson Oval, and is conditional on the Club not being able to redraw on the loan for the 15 year term.

5.10 Community Development Fund

Council received forty-two applications of which thirty-four have been deemed eligible for assessment.

The Smartygrants system was continued for the fourth year to support more efficient administration of the Community Development Fund.

The report recommends $76,153 be allocated to thirty three local clubs and organisations.

Council supported the following recommendations (6-0):

1. That Council approve funding under the 2018/19 Community Development Fund to the value of $76,153 to thirty four clubs and organisations as outlined in this report.

2. That all applicant organisations be advised of the outcome of the assessment process.

5.11 WAG Industry Panel

WAG’s Industry Panel terms of reference should be updated to ensure appropriate representation.

The Industry Panel needs two new members given the departure of two previous representatives.

The two new members should reflect the updated requirements around representation on the IP.

Council supported the following recommendations (6-0):

1. That Council endorse Professor Robyn Sloggett and Dr Vicki Couzens as new members of WAG’s Industry Panel.

2. That Council endorse the updated IP Terms of Reference as attached as Appendix C to this report.

5.10 Assembly of Councillors Records

Council received the report (6-0).

5.8 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (6-0).

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