23 January 2008 - Final Public Agenda with attachments january 2008 - ordinary... · 9/11/2007...

Ordinary Council Meeting

23 January 2008

Council Chamber, Town Hall, Sturt Street, Ballarat

AGENDA

Public Copy

Council Meeting Agenda 23 January 2008

2

NOTICE IS HEREBY GIVEN THAT A MEETING OF BALLARAT CITY COUNCIL WILL BE HELD IN THE COUNCIL CHAMBER, TOWN HALL, STURT STREET,

BALLARAT ON WEDNESDAY 23 JANUARY 2008 AT 7:00 P.M.

Anthony Schinck Chief Executive Officer

AFFIRMATION “We truly declare and affirm that we will carry out all our duties in the best interest of the people of the municipal district and support each other in all our endeavours.” ORDER OF BUSINESS:

1. OPENING DECLARATION

2. APOLOGIES FOR ABSENCE

3. DECLARATION OF INTERESTS

3.1. INTERESTS

3.2. CONFLICTS OF INTERESTS

3.3. PECUNIARY INTERESTS

4. CONFIRMATION OF MINUTES

5. PUBLIC QUESTION TIME & REPRESENTATIONS ON AGENDA ITEMS ....4

5.1. QUESTION TIME

5.2. PUBLIC REPRESENTATIONS

6. GENERAL BUSINESS WITHOUT NOTICE

7. PETITIONS (Nil)

8. PLANNING AND RELATED REPORTS (Nil)

9. MAYORS REPORT...........................................................................................5

9.1. MAYOR'S REPORT - NOVEMBER 2007...............................................5

9.2. MAYOR'S REPORT - DECEMBER 2007 ...............................................8

10. CHIEF EXECUTIVES REPORTS (Nil)

11. COUNCILLOR/DELEGATES REPORTS

12. FINANCIAL REPORT.....................................................................................10

12.1. FINANCIAL REPORT FOR MONTH ENDING 31 DECEMBER 2007......................................................................................................10

AGENDA


3

13. COMMITTEE REPORTS ................................................................................27

13.1. SECTION 86 COMMITTEE REPORTS - ARCH OF VICTORY/AVENUE OF HONOUR COMMITTEE ................................27

14. OFFICERS REPORTS....................................................................................34

14.1. 2008 INAGAWA OFFICER EXCHANGE REVIEW ..............................34

14.2. COUNTRY FOOTBALL NETBALL PROGRAM 2007/2008..................39

14.3. GENETICALLY MODIFIED CROPS VICTORIAN GOVERNMENT

MORATORIUM.....................................................................................45

14.4. INTERNATIONAL INVESTMENT AND TRADE MISSIONS.................49

14.5. REQUEST FOR EXPENDITURE OF ACCOUNT - CR G. HAYES ......61

14.6. CONDUCT OF COUNCIL BY-ELECTIONS .........................................63

14.7. BALLARAT LIVESTOCK SELLING CENTRE EXPRESSION OF

INTEREST ASSESSMENT FRAMEWORK..........................................66

15. MOTIONS ON NOTICE (Nil)

16. GENERAL BUSINESS - MATTERS ARISING FROM THE AGENDA

17. ITEMS IN CAMERA - CONFIDENTIAL REPORTS........................................71

17.1. CROWN LAND - BALLARAT GOLF CLUB ..........................................71

(Contractual matters)

The next Ordinary Meeting of Ballarat City Council will be held on 13 February 2008.


4

• Question Time will be for a period of 30 minutes.

• Questions submitted must begin with the submitters name and address.

• No person may submit more than 2 questions at any 1 meeting.

• If 2 questions are submitted, the second question may be deferred until all other questions have been asked, or may not be asked if the time allotted for public question time has expired.

• A question may be disallowed if the Chairperson determines that it:

• Relates to a matter outside of Councils responsibility; • Is defamatory, indecent, abusive, offensive, irrelevant, trivial or

objectionable in language or substance; • Deals with a subject matter already answered; • Is aimed at embarrassing a Councillor or a member of Council staff; • Relates to personnel matters; • Relates to the personal hardship of any resident or ratepayer; • Relates to industrial matters; • Relates to contractual matters; • Relates to proposed developments; • Relates to legal advice; • Relates to matters affecting the security of Council property; or • Relates to any other matter which Council considers would prejudice

Council or any other person. • A Councillor or the Chief Executive Officer may require a question to be put on

notice. If a question is put on notice, the answer to it must be incorporated in the minutes of the meeting at which it was asked and a written copy of the answer sent to the person who asked the question.

• A Councillor or the Chief Executive Officer may advise Council that an answer should be given in a meeting closed to members of the public and why.

• Representatives must register by 4.30pm on the day of a Council Meeting by

contacting the City of Ballarat Governance Unit on 5320 5543 or 5320 5535. No unregistered public representative will be allowed to speak.

• The representative will be given three to five minutes to address the meeting, with extension of time at the discretion of the Chair;

• Any councillor can ask questions of the representative;

• The Chair may limit the number of representatives on any particular agenda item;

• All representatives must relate to items on the agenda and will be heard prior to each respective agenda item

QUESTION TIME

PUBLIC REPRESENTATIONS


5

9.1 MAYOR'S REPORT - NOVEMBER 2007 Division: Executive Unit GM Responsible: Anthony Schinck Author/Position: Sandra Siniawski - Mayor & Councillors Support Officer

SUMMARY Mayor’s Report for the period 1 November to 30 November 2007. DELEGATIONS

13/11/2007 CR RUYG: City of Ballarat Municipal Brass Band AGM 23/11/2007 CR RUYG: Lunch & Opening of 42nd Aust Rotary Institute 30/11/2007 CR RUYG: Victoria Bowling Club Centenary Dinner MAYORAL ACTIVITIES 1/11/2007 Eureka Dinner - Ballarat Grammar 1/11/2007 MAV Conference 1/11/2007 VICSES Meeting 2/11/2007 Meeting with constituent re dog issue 2/11/2007 Farewell to CEO 2/11/2007 MAV State Council Annual Meeting 3/11/2007 Open Sudanese Community Conference 4/11/2007 Royal South Street "Showcase 2007" 4/11/2007 3BA Christmas Appeal Launch 5/11/2007 Meeting re Eureka Celebrations 5/11/2007 Civic Reception - Supt Paul Murnane Retirement 5/11/2007 Opening of Ballarat Secondary College's Building & Construction Skills Centre 5/11/2007 Business Lunch - Lateral Plains 6/11/2007 Meeting re BGT Sudanese Apprenticeships 6/11/2007 Discussions with Minerdome Basketball Club 7/11/2007 Meeting with Ballarat Hospice 7/11/2007 Meeting re Rezoning Application 7/11/2007 Latrobe Street Water 7/11/2007 Launch of Regional Skills Package 7/11/2007 Photo Opp: Christmas Decorations 7/11/2007 Announcement by Minister for Rural & Regional Development re Rail Trail 7/11/2007 Briefing re Mayoral Ball 7/11/2007 Meeting re Mosque 7/11/2007 Announcement by Minister for Regional & Rural Development re Ballarat ICT Cluster 7/11/2007 Launch of Youth Bus 7/11/2007 CEO and Councillor Update 7/11/2007 Council Dinner and Forum 8/11/2007 Dinner VLGA 8/11/2007 RCV Strategy Meeting 8/11/2007 VLGA Rights & Remuneration Working Group Meeting 9/11/2007 Regional Infrastructure Development Fund Announcement 9/11/2007 Meeting re Pioneer Lane 9/11/2007 Meeting re Establishment of Emmaus Catholic Primary School 9/11/2007 Meeting re Community gathering at Scotsburn 9/11/2007 Meeting with Delacombe Neighbourhood Renewal 9/11/2007 Discussion re Muslim Place of Worship


6

9/11/2007 Mayoral Ball 10/11/2007 Ballarat Agricultural & Pastoral Society Show 10/11/2007 Buninyong & District Tennis Assoc - 75th Anniversary Reunion Dinner 11/11/2007 Meeting Re POW Memorial 11/11/2007 Ballarat RSL - Wreath Laying and Memorial Service 11/11/2007 Laying of Wreath - POW Memorial 12/11/2007 20th Anniversary Japan Delegation 2008 12/11/2007 Discussion re Ballart 4 Watoto 12/11/2007 Ballarat ICT Board Meeting 12/11/2007 Meeting with GM Finance & Shared Services 12/11/2007 Preliminary discussion: Visit by Inagawa delegation to Ballarat 2008 12/11/2007 Meeting re CEO Recruitment 12/11/2007 Meeting re Parking - Wendouree Performing Arts Centre 12/11/2007

Councillor Briefing - Heritage, Ballarat West Local Structure Plan and Development Contributions in Strategic Planning

13/11/2007 Meeting with Shire of Moorabool 13/11/2007 Ballarat Regional Multicultural Council AGM 13/11/2007 Meeting re Multicultural Summit 13/11/2007 Briefing re constituent's complaint 13/11/2007 Meeting for Committee for Ballarat re Awards for Excellence 13/11/2007 Photo Opp with Citizen of the Year 2004 & Federal Member for Ballarat 13/11/2007 White Ribbon Day Evening 13/11/2007 Ballarat Foundation 2007 Grants Round - Morning Tea 14/11/2007 Meeting re filming in Ballarat 14/11/2007 Launch of 2007 Kmart Wishing Tree 14/11/2007 Ordinary Council Dinner & Meeting 15/11/2007 Launch of Official Visitor's Guide 15/11/2007 Opening of Stockland Wendouree Extension 18/11/2007 Carmel Welsh Presbyterian Church - Presentation of Certificates 19/11/2007 Media Interviews re Gold Mine Collapse 19/11/2007 Meeting re Global Human Rights Torch Relay 19/11/2007 Ballarat Turf Club Members & Sponsors Cocktail Evening 19/11/2007 Meeting with Member for Western Victoria MLC 19/11/2007 Highlands Regional Waste Management Group Board Meeting 19/11/2007 Friends of the Botanic Gardens Afternoon Tea 19/11/2007 Ballarat Woodworkers Guild - 3BA Xmas Toy Making Presentation Night 19/11/2007 Ballarat Friends of Ainaro End of Year Social Night 20/11/2007 National Policy Launch by Simon Crean 20/11/2007 Site Meeting re Planning Permit Application 20/11/2007 Eureka Commemorative Advisory Committee Meeting 20/11/2007 Council Dinner and Forum 21/11/2007 Meet Minister James Merlino - Aquatic Centre re Funding Announcement 21/11/2007 James & Son Ballarat Cup Committee Luncheon 22/11/2007 Meeting re Eureka Commemorative Program 22/11/2007 VLGA Remuneration End of Panel Hearings 22/11/2007 Meeting with Motor Cycle Riders Association 22/11/2007 Conservation Volunteers & Lake Esmond Drought Relief Project Graduation 22/11/2007 St Aloysius Primary School - Opening of New Classrooms & Grounds 23/11/2007 Meeting with Constituent 23/11/2007 Wendouree Urban Fire Brigade Opening of multi-purpose room 23/11/2007 Meeting re CEO Recruitment 23/11/2007 Rotary International Institute - Civic Reception 26/11/2007 Regional Cities Victoria - Pre-Meeting with Minister Allan 26/11/2007 Trends in Toponymy Conference Welcome 26/11/2007 Wendouree Senior Citizens Club Birthday 26/11/2007 Regional Cities Victoria - Meeting with Premier & Min for Regional Development


7

28/11/2007 Regional Tennis Centre Issues 28/11/2007 Meeting re Parking - Geoff Sewell Real Estate 28/11/2007 Meeting with VicSES re funding strategy 28/11/2007 Ordinary Council Dinner and Meeting 29/11/2007 Photo Opp: Flag Raising - St Alipius Primary School 29/11/2007 Minerdome Car Parking 29/11/2007 Ballarat Secondary Schools Leadership Thankyou 29/11/2007 Official Launch of Eureka 153 and special screening of "The Eureka Stockade" 30/11/2007 Community Partnership Afternoon Tea - Sebastopol College 30/11/2007 Civic Welcome for Irish Ambassador to Australia 30/11/2007 Welcome to Japanese Visitors 30/11/2007 Opening of Team Poly/Hills Company 30/11/2007 Buninyong RSL Annual Dinner

ATTACHMENTS There are no attachments for this report. RECOMMENDATION That the report be received and noted.


8

9.2 MAYOR'S REPORT - DECEMBER 2007 Division: Executive Unit GM Responsible: Anthony Schinck Author/Position: Sandra Siniawski - Mayor & Councillors Support Officer

SUMMARY Mayor’s Report for the period 1 December to 31 December 2007 DELEGATIONS

21/12/2007 CR HUDSON: 100th Birthday Celebrations Nellie Malcolm MAYORAL ACTIVITIES

Cr Vendy 1/12/2007 Eureka Commemorative Day - Old Cemetery 1/12/2007 Eureka Diggers March 1/12/2007 Eureka Commemorative Day - Afternoon Tea 2/12/2007 "Eureka Sunday" Luncheon 3/12/2007 Ballot for Election of Mayor & Deputy Mayor 3/12/2007 Committee for Ballarat Water Task Team Meeting 3/12/2007 Citizenship Ceremony 3/12/2007 Central Highlands Regional Library Corporation Board Meeting 4/12/2007 Arch of Victory/Avenue of Honour Committee 5/12/2007 Meeting re Eastern Oval 5/12/2007 Audit Special Committee Meeting 5/12/2007 Australian Red Cross Volunteers Afternoon Tea 6/12/2007 Ballarat Sports Foundation - Presentation funding round 6/12/2007 Victorian Local Government Association Dinner (VLGA) 6/12/2007 VLGA - Chairs of Working Groups Presentation to Board Meeting 6/12/2007 VICSES Meeting 6/12/2007 Strategic Environment Advisory Group Meeting 7/12/2007 Photo Opp: Ballarat Aust Cycling Grand Prix 7/12/2007 Discussions with HMAS Ballarat Cr Jones 10/12/2007 Ballarat Heritage Advisory Committee 10/12/2007 Discussion re Statutory Meeting 10/12/2007 Statutory Meeting & Election of Mayor 11/12/2007 Ballarat ICT Board Meeting 11/12/2007 Protocol Meeting 11/12/2007 Telstra Country Wide Community Fund 11/12/2007 Civic Reception to thank Youth Services Volunteers 12/12/2007 Meeting re Loretto Car Parking 13/12/2007 Photo Opp: New Traffic Signals 13/12/2007 Discussions with Committee for Ballarat 13/12/2007 Launch of Large Scale Portrait of Ballarat 13/12/2007 Committee for Ballarat Round Table Dinner 13/12/2007 Committee for Ballarat Board Meeting 13/12/2007 ABC Radio Interview 14/12/2007 Asbestos Working Party Meeting 14/12/2007 Central Highlands CEO's & Mayors Forum


9

15/12/2007 Brown Hill Pool Season Opening 16/12/2007 CEO Interviews 17/12/2007 Discussions with Mt Xavier Golf Club 17/12/2007 Mayor & CEO Update 17/12/2007 Brown Hill Senior Citizens Christmas Lunch 17/12/2007 Judging of Christmas Lights Competition 17/12/2007 Disadvantaged Young Mums' Christmas Party 18/12/2007 Meeting with Begonia Festival 18/12/2007 Meeting re Paddle Steamer 18/12/2007 Discussion with Cr Anderson 18/12/2007 Waste Wise Certificate Presentation 18/12/2007 MAV Mayors & Partners Reception –Minister for Local Government 19/12/2007 MAV Meeting Melbourne 19/12/2007 Photo Opp: Presentation of laptop to winner of Eureka prize 19/12/2007 Discussion with Cr Ruyg 19/12/2007 Discussion with Cr Innes 19/12/2007 Meeting with BEST - Community Development 19/12/2007 Meeting with Lascorp 19/12/2007 Special Council Meeting to Appoint CEO 19/12/2007 Discussions with Cr Rigg 19/12/2007 Blueprint Ballarat discussion 19/12/2007 Meeting re Community Hothouse Program 19/12/2007 Media Update 20/12/2007 Discussion with GM Finance 20/12/2007 Eureka Stage 2 Presentation 20/12/2007 Waste Wise Presentation 20/12/2007 Delacombe Primary School - Opening of "The Patch" 21/12/2007 Media discussions 21/12/2007 Discussion re Christmas Carols 21/12/2007 Works Depot 27/12/2007 Meeting with Cr Hayes 31/12/2007 Mayor & CEO Update

ATTACHMENTS There are no attachments for this report. RECOMMENDATION That the report be received and noted.


10

12.1 FINANCIAL REPORT FOR MONTH ENDING 31 DECEMBER 2007 Division: Finance & Shared Services GM Responsible: Glenn Kallio Author/Position: Glenn Kallio - GM - Finance & Shared Services

SUMMARY This report sets out the financial performance of the City of Ballarat for the 2007/2008 financial year for the month ending 31st December 2007. BACKGROUND Each month a summary financial report is presented to Council summarising the financial position for the City of Ballarat. The monthly reports summarise the City of Ballarat’s financial position using four main financial indicators. These indicators are in the form of a graph with a written explanation detailing the trend of the indicator with the actual result for the period. The indicators are:-

• Operating result; • Cash levels; • Capital expenditure; and • Receivables.

RELEVANT POLICIES It is considered that there are no relevant policies. SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS As contained in the report.


11

ATTACHMENTS 1 Financial Summary RECOMMENDATION That Council; 1. That Council receive and note the financial report for the period ending

the 31st December 2007.

Attachment 1

Financial Summary

Attachment 1 - Financial Summary


27

13.1 SECTION 86 COMMITTEE REPORTS - ARCH OF VICTORY/AVENUE OF HONOUR COMMITTEE Division: Finance & Shared Services GM Responsible: Glenn Kallio Author/Position: Rebecca Grumley - Team Leader Governance

SUMMARY The purpose of this report is to provide Council with copies of minutes of Councils Section 86 Special Committees in accordance with the Local Government Act 1989 (as amended.) BACKGROUND Section 93 of the Local Government 1989 requires that copies of minutes of meetings of the Special Committees of Council are to be kept. Part 5 of the Act also lists minutes of section 86 committees as a prescribed matter and therefore should be made available to the public. This report advises that minutes of 4th December 2007 are attached to this report as detailed below for Councillors information:

• Minutes of the Arch of Victory/Avenue of Honour Committee Meeting, held on 4th December 2007.

ISSUES 1. The Local Government Act 1989 (as amended) requires that minutes of

committees established under section 86 are kept. 2. The Local Government Act 1989 (as amended) requires that minutes of

committees established under section 86 are made available to the public. RELEVANT POLICIES Local Government Act 1989 (as amended) Blueprint Ballarat Council Plan OPTIONS 1. Minutes of 4th December 2007 are attached for Councillors information. SOCIAL IMPLICATIONS The inclusion of the attached minutes in the Council agenda and their availability to the public will increase awareness of the activities of the Arch of Victory/Avenue of Honour Committee and could increase community involvement in decision making at Council level.


28

ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS There are implications with regards to Council’s compliance with the Local Government Act 1989 (as amended) if minutes of special committees are not presented to Council. FINANCIAL IMPLICATIONS It is considered that there are no financial implications within this report. IMPLEMENTATION AND MARKETING PLAN It is considered that an implementation and marketing plan is not required. CONSULTATION

Public Participation Goal

Promise To The Public

Methods

INFORM To provide the public with balanced and

objective information to assist them in

understanding the problem, alternatives, opportunities and/or

solutions.

We will keep you informed.

Council Agenda Statutory Register

ATTACHMENTS 1 Arch of Victory/Avenue of Honour Committee Minutes 4th December 2007 RECOMMENDATION Councils resolves that the minutes be received and noted.

Attachment 1

Arch of Victory/Avenue of Honour Committee Minutes 4th December 2007

Attachment 1 - Arch of Victory/Avenue of Honour Committee Minutes 4th December 2007

Minutes of the Meeting of the ARCH OF VICTORY/AVENUE OF HONOUR COMMITTEE INC.

held in Committee Room 1, Town Hall, City of Ballarat at 12:30pm on Tuesday, 4 December, 2007

1. PRESENT

Messrs. J. Gribble (Chair), J. Johnson (Hon. Secretary/Treasurer), V. Bradley, R. Squire, T. Lynes, P. Forbes, Mrs E. Dixon, R. Carland, D. Baird AM, T. Jobling, G. Donald, K. Bartlett, D. Grant, Mrs L. Singleton, Jane Verdoorn (Minutes).

2. APOLOGIES An apology was received from Mr B. Price (President).

3. WELCOME Mr Jack Gribble extended a warm welcome to new committee member, Mr Grant Donald . 4. CONFIRMATION OF MINUTES

The minutes of the meeting held on Tuesday 4th September, 2007 as circulated, were confirmed as a true and correct record. Moved: D. Baird / Seconded: V. Bradley Carried

5. BUSINESS ARISING FROM THE MINUTES

8.1 Use of the Arch of Victory Logo

Peter Forbes reported that Council’s Legal Officer, Mr Steve Millard has advised that as we do not own the image, we cannot legally prevent appropriate use of the logo by other organisations. The term appropriate use was discussed and Jeremy Johnson outlined the various issues surrounding this issue.

After discussion, the following motion was moved:

That no further action be taken in regard to this matter. Moved: T. Lynes / Seconded: L. Singleton Carried

6.1 Department of the Environment and Heritage

Jeremy Johnson advised that Michael Ronaldson has invited Dr Robert Bruce to address this Committee however, due to the election and the restructure of the Government, the invitation to Dr Bruce will need to be re-issued.

Action: Jeremy Johnson

Attachment 1



6.2 TGM Ibis Gardens Subdivision

David Grant advised that Heritage Victoria have received an application from TGM to construct a service road and an entry in the vicinity of the Windmill Caravan Park . No further information is available at this time.

7.3 Annual Maintenance Budget

David Grant advised that he will convene a meeting as soon as posisble, between Vic Roads, Ross Squire, Daryl Wallis and Bill Cook to consider preparing an annual contract for the annual maintenance of the Avenue. David will report further to the next meeting.

Action: David Grant 8.2 Mr Michael Chambers

David Grant advised that a letter of response was sent to Mr Michael Chambers, grandson of Sgt. F. Fiscalini, 8th LH – 1266 on 10th September, 2007 in response to his request to craft the wood from his grandfathers tree (no 789).

7.4 Remembrance Day Report

Ted Lynes reported that it was pleasing to see the increase in numbers and the excellent reaction from the public to the service at the Arch. All present at today’s meeting agreed it was a very good location and an excellent service.

Report on meeting with John Hawker & Robyn Mullens from Heritage Victoria

David Grant tabled notes from the meeting (copy attached) and discussed John Hawker’s response to the nine questions presented.

David advised that the requirement to monitor the conditions in the permit for the Sturt Street Upgrade will create a resource issue for both Council and this Committee.

It was also suggested that Council, VicRoads and Heritage Victoria should formalise a “Memorandum of Understanding” to ensure consultation is held before any applications are determined or decisions made. The following motion was then moved:

That contact be made with VicRoads, Heritage Victoria and the Arch of Victory/Avenue of Honour Committee to formalise a Memorandum of Understanding between these three organisations. Moved: D. Grant / Seconded: R. Squire Carried

Action: Jeremy Johnson

6. REPORTS

6.1 Hon Secretary/Treasurer

Jeremy Johnson presented the Financial Report which was circulated with the agenda.

Jeremy advised that the rattle-tin collection which Clive Norton has carried out on behalf of the Committee has now come to an end and a letter of thanks has been sent to Clive thanking him for his tireless efforts on behalf of the Arch of Victory/Avenue of Honour Committee.

The following motion was then moved:

That the Financial Statement (as circulated) be accepted.

Moved: J. Johnson/ Seconded: E. Dixon Carried

Attachment 1



1.00pm Tom Jobling arrived at the meeting.

6.2 Tree Advisory Committee

David Grant advised that the watering program was commenced some weeks ago and is being carried out by a contractor. He also advised that the young trees in the Avenue are looking good, as are the mature trees with good spring growth.

Regular checks are being undertaken for any signs of elm leaf beetle. To date none have been detected.

David then provided updates on the grass and spraying program, the replacement program to fill in gaps from the railway line to Learmonth and said that clean up and levelling works will commence early next year.

Careful thought will need to be given to the replantings in the area adjacent to the Burrumbeet Caravan Park and discussions will be required to be held with Heritage Victoria.

A detailed review of all new plantings will be undertaken to assess how the various species have progressed and if any additional replantings are required. Mature trees will also be assessed to determine priorities for the next ten years.

Ross Squire then reported that he believes at least 5 – 10% of the trees need replacing . He also raised an issue regarding the ineffective watering practices by the contractor which he had witnessed. This was discussed and David Grant will investigate this concern with the contractor.

Action: David Grant

7. INWARDS CORRESPONDENCE

7.1 Errol & Jan Harwood, Western Australia

Enclosing a photograph of the Arch of Victory taken in 1966 for the Committee’s archives. Jane advised that a letter of thanks was sent to Mr & Mrs Harwood on 26th September, 2007.

8. PRESENTATION BY RICHARD HOWELL, ROADCON The Chair, Mr Jack Gribble welcomed Richard Howell and Lucinda Scott from Roadcon to today’s meeting. Richard provided an update on the progress to date of the Sturt Street re-alignment project and advised that they are now waiting on the decision from Heritage Victoria which will determine the future direction of the project.

Richard discussed the current issues and advised that he is working closely with Heritage Victoria on a number of matters, one of which is to determine an appropriate financial contribution for the ongoing maintenance of the Arch and the Avenue for the upkeep of a heritage place. He said that this will result in determining a precedent for any other developments which may occur in the precinct. Richard responded to various questions from Committee members throughout the presentation.

Richard then outlined the next steps of the project in anticipation of receiving a positive response from Heritage Victoria. This will include finalising detailed designs and preparing contracts for

Attachment 1



the work. The project will be supervised by VicRoads and stringent measures will be in place to protect the trees.

Richard also advised that a full arboricultural assessment of the trees will be undertaken for inclusion in the Management Plan. A Conservation Management Plan for the Arch is now well progressed and includes a full assessment of the condition of the Arch. Full scale drawings of the Arch have been completed and recommendations of the work required will be provided to this Committee for discussion and to help determine future management actions. Richard also confirmed that the term of the maintenance requirements will be for ten years.

Mr Vic Bradley then moved the following motion:

That a vote of thanks be extended to Richard Howell for his outstanding work on this project.

Moved: V. Bradley/ Seconded: L. Singleton Carried

9. GENERAL BUSINESS

9.1 Rotary – Paul Haris Fellow Award (PHFA)

Keith Bartlett tabled information relating to the nomination of the Dawn Fleming for a Paul Haris Fellow Award. Keith suggested that as it is both Dawn & Wes Fleming who donate the trees to the Committee, it is not appropriate that only Dawn is awarded the PHFA. Keith also advised that under Rotary guidelines, it is not possible to award a PHFA to a company or an organisation.

The question was then raised of the possibility of this Committee making a presentation to both Dawn & Wes Fleming, and if so, what type of award would be appropriate.

Various ideas were put forward and Jeremy Johnson suggested one of the four trees planted near the memorial wall be dedicated with a plaque to the Fleming’s company, acknowledging their contribution to the Avenue.

Further discussion followed and it was suggested that a Community Service plaque recognising the contribution of the Ballarat South and Wendouree Rotary Clubs and the Civil Contractors could be dedicated at another of the trees. Currently, the contribution of the Lucas girls is acknowledged with a plaque at one of the four trees.

This matter to be made an Order of the Day for the next meeting. Committee members are asked to consider appropriate wording for the plaque and bring their suggestions to the next meeting which will be held on 4th March. It is hoped that this will then enable sign off at this meeting and it is hoped that it may be possible to unveil the new plaque on Anzac Day.

The following motion was then moved:

That the suggestion of placing a plaque at one of the trees at the Memorial Wall precinct to recognise the contribution of exceptional community and voluntary service to the Avenue Restoration Project, be approved in principle. The wording of this plaque to be made an Order of the Day for the next meeting.

Moved: T. Jobling / Seconded: V. Bradley Carried

9.2 Recognition of Peace Keepers post 1975 on the Arch of Victory

Mr Tom Jobling raised the issue of recognising the service of the Peace Keepers post 1975 with a plaque on the Arch of Victory. Currently the service of men and women from

Attachment 1



WW1, WW2, Korea, Malaya, Borneo and Vietnam is recognised on the Arch and the Peace Keepers are not.

Jeremy Johnson said that this is an excellent suggestion and said that consideration will need to be given to the site and the wording for a plaque determined. David Grant added that Heritage Victoria will also need to be informed.

10. NEXT MEETING

The next meeting of the Committee will be held at 12.30pm on Tuesday 4 March, 2008 in Committee Room 1 at the Town Hall.

The meeting concluded at 2.00 pm.

CONFIRMED ---------------------------------

President 04/03/2008


34

14.1 2008 INAGAWA OFFICER EXCHANGE REVIEW Division: City Well-Being GM Responsible: Anne Scott Manager Responsible/ Jen Pollard - Business Unit: Manager - Community Strengthening & Services Author/Position: Elizabeth Wood - International Relations Officer

SUMMARY The purpose of this report is to outline the reasons for sending a Council delegation to Inagawa, Japan in February 2008 for the following purposes:

1. To formally review the Sister City Officer Exchange program to ensure its ongoing relevance and optimisation of resources

2. To provide a draft schedule relating to the upcoming 20th Anniversary celebrations of the signing of the Sister City agreement between Inagawa and Ballarat

BACKGROUND The City of Ballarat has enjoyed an active Sister City relationship with Inagawa since August 1988. The purpose of the agreement was to organise and facilitate educational and cultural exchanges, as well as to investigate economic development opportunities between the 2 municipalities. The historic link was based on the rich gold mining deposits found in Ballarat, and the extensive silver ore deposits that were located in the Inagawa-cho region. This Sister City relationship is viewed as one of the strongest in Australia, attracting significant acknowledgement and reaffirmation during key milestones and anniversaries. Inagawa is noted for its historic buildings and stone statues, terraced rice-fields, fresh vegetables, saki, chestnuts, mushrooms and high-tech audio industry. Inagawa was represented by its Mayor, Mr. Yasuo Sanada, at the ‘League of Historical Cities’ conference hosted by Ballarat in 2006. The Ballarat Japan Community Committee (BJCC) has been operational for 20 years - to support the Sister City relationship with Inagawa in Japan. In 2001, the BJCC officially became a Section 86 Committee of Council. Membership includes one Councillor - Mayor, Cr Stephen Jones, various community representatives and 1 Council officer. Meetings are held on the first Monday of each month. ISSUES

• The reciprocal staff exchange program was established in 2001 as part of our Sister City relationship with Inagawa in Japan and is now conducted annually (Ballarat Council sending a representative every alternate year).

• Discussions leading up to the 20th anniversary celebrations are considered an important factor in promoting the cultural aspects of Ballarat to our overseas counterparts. It will also be the ideal timing for a ‘re-signing’ of the Sister City Agreement – 20 years on.

• The 2008 exchange is a good opportunity to create greater interest in, and re-invigorate the program.


35

• Previous participants from Ballarat have included Tim Hellsten (past Manager Planning) and Mark Wilson (horticulturist, Parks & Environment) and Lea Dixon (Customer Service Systems Support Co-Ordinator). All of the previous participants have remarked how fantastic an opportunity this has been, and have actively shared their experiences upon their return to Ballarat.

• Council has hosted three officers from Inagawa in the area of finance, community development and office management.

• It is considered appropriate that after several years, this program requires a review to ensure the ongoing relevance and optimization of resources.

RELEVANT POLICIES Council Plan 2005-2009 7.5 Maintain existing, and continually develop new, value-adding relationships with businesses and organisations nationally and internationally

7.5.1 Develop sister city and other relationships with Inagawa, Japan and Timor Leste Blueprint Ballarat Our Connections Strategic Priorities:

• To support and develop community cultural projects that work with various individuals and groups from various backgrounds within the community, including the activities of Council's cultural units and many other community arts organisations in Ballarat, including through assistance in funding and coordinating community arts programs which are seen to benefit the whole community.

Arts & Cultural Development Strategy Acknowledging Diversity: “Council will support projects and programs that recognise stories from a range of backgrounds. Such stories will celebrate a range of ethnic, cultural, gender and generational perspectives.” Health & Wellbeing Plan 2007-2009 Priority Issues: Community Connectedness & Strength Cultural Diversity Participation in Arts & Cultural Activities Migrant Attraction and Retention Population Strategy OPTIONS

1. Council approves a Senior Manger to travel to Inagawa in February 2008, to discuss and review the Officer Exchange Program.

2. Council does not approve Senior Manager’s travel to Inagawa in February

2008 - deferring discussions and reviews to take place at a later date.


36

SOCIAL IMPLICATIONS Many schools, community groups, organisations and individuals have all benefited culturally from Ballarat’s relationship with Japan. Some examples of key activities and commitments have been:

• Japanese Speech Contests • In-bound Junior High School delegations • Japanese Art and Cultural Competitions • Reciprocal Officer Exchanges • Involvement in various festivals including Australia Day events and the

Begonia Festival • Japanese Social Nights • Participation in the League of Historical Cities conference • Successful con-ordination and hosting of numerous delegations, including the

major 10 year celebrations in Ballarat in 1998 and the 15th anniversary in Inagawa in 2003

• Establishment of the Sister City Garden, Ballarat Town Hall (2003) Through our long-standing relationship with Inagawa, and support for the continuation of these strong links, Council are seen to be actively contributing to the ongoing cultural development of this city. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS Participation in an officer exchange program is likely to be of great cultural benefit for the officer and City of Ballarat in the following ways:

• Increased awareness of cultures, resulting in a capacity to contribute to matters requiring diversity management.

• Exposure to different approaches and thinking in dealing with matters, leading to increased innovation and creativity.

• Significant recognition and responsibility, leading to increased self esteem and employee engagement.

• Improved personal and public awareness of the sister city relationship, and interest in the exchange officer program.

RISK MANAGEMENT IMPLICATIONS

1. Community expectations have been raised through the Ballarat Japan Community Committee (BJCC), and Council needs to demonstrate and maintain its commitment. It would be highly complex for Council to extricate from this commitment.

2. Some members of the BJCC have indicated they may withdraw support of this exchange should the opportunity be seen to be ‘given’ to a member of staff, rather than the usual expression of interest process. Clear communication and Change Management skills are needed to be expertly


37

employed. Whilst there are risks involved with ‘change’, there are also risks associated with no ‘change’.

3. A negative response to Inagawa could have an impact on the perceived value we place on the Sister City relationship.

FINANCIAL IMPLICATIONS There will be costs associated with flights to Japan, and accommodation whilst there. These costs will be approximately $2000. The cost of the 2008 Officer Exchange has already been budgeted for in the International Relations 2007 – 2008 budget. CONSULTATION The following City of Ballarat Councillors and officers have been consulted for advice and feedback:

• Mayor, and BJCC member – Cr Stephen Jones • CEO, City of Ballarat – Anthony Schinck • Acting General Manager, City Wellbeing – Anne Scott • Manager, Community Strengthening and Services – Jen Pollard • General Manager, Organisational Development – Garry Davis

Public Participation

Goal Promise To The

Public Methods




solutions.


CoB Web Site CoB Internal

Communication ie. Team Ballarat

Media Releases

INVOLVE

To work directly with the public throughout the

process to ensure that public concerns and

aspirations are consistently understood

and considered.

We will work with you to ensure that your

concerns and aspirations are directly

reflected in the alternatives developed and provide feedback on how public input

influenced the decision.

Through Council’s Ballarat Japan Community Committee

IMPLEMENTATION AND MARKETING PLAN The following activities are planned:

• Prepare Media Releases and make public announcement for proposed visit as soon as possible.

• Article in Team Ballarat for internal staff members.


38

• Media opportunity before departure of delegation involving the Mayor and CEO. Emphasise benefits of Officer Cultural Exchange, and preparations for 20th Anniversary celebrations later this year.

• Include a feature article within the April edition of “myBallarat”. CONCLUSION The proposed review is integral to Council’s aims of further contributing to Ballarat’s cultural development, through the opportunity for an officer of the City of Ballarat to experience Japanese work and lifestyle culture in the spirit of reciprocal exchange. The timeliness of this visit and review is considered appropriate in the lead up to the 20th anniversary celebrations in July / August this year. ATTACHMENTS There are no attachments for this report. RECOMMENDATION That Council;

1. Approves a Senior Manager to travel to Inagawa in February 2008, to discuss and review the Officer Exchange Program.


39

14.2 COUNTRY FOOTBALL NETBALL PROGRAM 2007/2008 Division: City Sustainability GM Responsible: Ian Rossiter Manager Responsible/ Ashley Pittard - Business Unit: Manager Recreation & Open Space Planning Author/Position: David Ronaldson - Recreation Development Officer

SUMMARY Sport and Recreation Victoria’s (SRV) Country Football and Netball Program provides a significant opportunity for Council to secure much needed funding for Australian Rules Football and Netball projects in the municipality. This report outlines a number of projects considered by the City Sustainability Division for possible funding under the Country Football and Netball Program. The details of the projects that have been forwarded to Council via a Club Expressions of Interest process are included in the report. Considerations regarding the preferred projects for submission to SRV are provided. BACKGROUND The Country Football Netball Program (CFNP), administered by Sport and Recreation Victoria, is a response to the Rural and Regional Services and Development Committee’s Inquiry into Country Football report, tabled in State Parliament in December 2004. In 2005/06, the Victorian Government created a partnership with the Australian Football League and each committed $2 million to the CFNP. As part of the Moving Forward – Provincial Victoria Statement the Victorian State Government tripled its funding to the CFNP, investing a further $6 million that will be allocated to rural and regional councils. Improving football and netball sports facilities in rural, regional and outer metropolitan areas will contribute to community strengthening and ensures the sustainability of country football and netball into the future. The CFNP will provide funding to assist country football and netball clubs to develop facilities in particular areas of need including football, netball and umpire facilities, shared community, club and social facilities, multi-use facilities or lighting. Councils are able to submit up to three applications in any given financial year. These may consist of:

• Two applications that each seek $20,000 or less towards each project • One application that seeks up to and including $60,000 towards a single

project This program is scheduled to operate for one more year in 2008/09, however in order for projects to be considered for funding in this financial year, Club Expressions of Interest had to be received by the City by 1st November 2007. Council is required to determine priorities for applications for the CFNP. On November 28th 2007, the City Sustainability Unit and Cr Hudson investigated potential projects that fit this Program. These have been identified following an Expression of Interest process involving local clubs and are detailed later in the report.


40

A number of potential projects exist for funding consideration under this Program, however the City of Ballarat can only submit three (3) applications each financial year. Thus consideration must be given to the application that is of most benefit to the community, best meets the adjudication criteria and the amount of funding available. The City of Ballarat has already made one CFNP submission to SRV this financial year to the value of $60,000 for Oval Lighting at the Buninyong Community Facility. The next review of submissions by the SRV panel will need to be lodged by February 1st 2008. In determining the recommendations SRV’s funding guidelines and criteria and the likelihood of success have been considered. Some of the key SRV evaluation criteria for the CFNP include:

• Responds to identified community needs and issues, is based on broad consultation and support, community building initiatives and processes.

• Meets a gap in the local and/or regional provision of facilities. • Is supported by council’s corporate planning, feasibility studies, master plans,

etc. • Addresses issues around safety and risk management and compliance with

relevant anti-discrimination legislation such as the Disability Discrimination Act. Particular reference should be made to the recommendations in the Sport and Recreation Access for All handbook.

• Considers or promotes innovative, environmentally friendly practice. • Has strategies to increase skill and opportunities for community members. • Considers sub-regional and inter-municipal linkages and issues where

appropriate. • Increases, or in certain cases maintains, participation in football and netball. • Improves the quality and range of formal and/or informal football and netball

opportunities. • Maximises the use or multi-use of the facility. • Improves the capacity for football and netball organisations to deliver activities

to the community. • Improves access to those groups traditionally disadvantaged, e.g. people with

disabilities, women, young people, older adults, people from non-English speaking backgrounds, Indigenous people and those rurally isolated.

• Involves the participation of volunteers in planning, implementation and usage Additional information regarding the Country Football and Netball Program can be obtained from the Department of Planning and Community Development website www.grants.dpcd.vic.gov.au or can be provided to Councillors upon request.

The following projects have been considered for possible CFNP funding: Option 1: Redan Football Netball Club – Netball Court, City Oval Option 2: Ballarat Football Netball Club – Upgraded Oval Lighting, Alfredton Recreation Reserve Option 3: East Ballarat Junior Football Club – Upgraded Lighting, Russell Square Preferred Applications Applications to SRV need to be supported by well documented feasibility assessments and / or detailed concept plans. It is considered that extensive


41

investigation and preplanning has been undertaken for the following projects to be well placed for funding under this grant program. Final grant submissions may be further refined to have an optimal chance at funding success. The panel recommends that Council support the following applications be presented to SRV for funding consideration in the 07/08 CFNP; RECOMMENDED SUBMISSION COUNTRY FOOTBALL & NETBALL PROGRAM Project / Grant Name Venue Project

Cost Grant Amount Requested from SRV

Projected Council Contribution

Projected Community Contribution

Ballarat Football Netball Club – Upgraded Oval Lighting

Alfredton Recreation Reserve

$32,500 $19,500 $0 $2,500 cash $10,500 in kind

Comments: The Alfredton Recreation Reserve is a significant community recreation asset that is located in a significant growth area as has been determined to become the premier sporting facility servicing the Ballarat West Structure Plan area. The Ballarat Football Netball Club are limited in the space available to train at this venue due to the lighting not meeting the Australian Standards requirements. The project is to install one additional light tower and associated sports lights to increase floodlighting intensity to the ground. Redan Football Netball Club – Netball Court Development

City Oval $32,500 $19,500 $0 $4,875 cash $8,125 in kind

Comments: The Redan Football Netball Club currently play on netball courts at school venues which do not meet the playing standards set by Netball Australia and are located some distance from the City Oval. The City Oval project provides an excellent opportunity to consolidate activities at the one site. The project is to construct a single asphalt netball court The final location of the netball court is being determined through a Planning Permit process. Given that the final location of this project at the reserve is yet to be resolved, it is to be noted that any increase in the project cost, caused by resolution of the project location, will be borne solely by the club. ISSUES

1. This funding program is very competitive for the available funds. Council needs to be aware that many football/netball groups will be seeking support for these funds and needs to consider the broader benefit of all proposed projects.

2. A number of projects continue to be presented with poor levels of detail to the

proposed project. Clubs still need a great deal of assistance in developing funding applications for consideration and support, and this process is time consuming for Council Officers.

3. Many Clubs are seeking upgrades to lighting on reserves. Whilst for training

purposes this is not an issue for Council, it does become problematic in relation to how many sporting fields that can accommodate night matches.

RELEVANT POLICIES In assessing the applications for this project considered Council’s 2005 Recreation Strategy’s five key principles:

• Access and Equity • Health and Wellbeing • Building Strong Communities


42

• Sustainable Development • Multi Use and Flexibility

The Council Plan 2007 – 2012 themes of ‘Our People’, ‘Our Health and Resilience’ and ‘Our Connections’, actively support these community projects and the recommended submissions. OPTIONS

1. Council support the panel’s recommendations to submit the two identified applications to the Council Football Netball Program.

2. Council not submit any applications to the program in the current round. SOCIAL IMPLICATIONS The Victorian State Government and the AFL provide $4m each year to support grass roots country football and netball clubs in developing facilities through which it is intended, overall levels of participation and sustainability are enhanced. In light of the escalating operating costs and associated cash flow issues experienced by many sporting clubs, this grant scheme is considered particularly valuable in its support for clubs to upgrade/improve their facilities that otherwise may have not been possible. The recommended projects are needed community sport and leisure facilities. The expected population growth necessitates the increased and improved provision of community sport facilities that provide a social outlet for the local community. Participation in sport and recreational activities has long been recognised as an important contributor to community health and well being. Benefits of physical exercise and recreation are well documented and include improved health and fitness, development of social skills, increased community connectedness and enhanced self esteem. Thus an application for SRV funding for any community recreation project has significant social benefits. ENVIRONMENTAL IMPLICATIONS There are no foreseeable environmental implications associated with this report, however during the assessment process, projects that included environmentally sustainable design initiatives were highly regarded. Given that the CFNP clearly supports sustainable and responsible sports infrastructure development in communities, it is highly probable that projects located on venues that as yet are unable to demonstrate a long term solution to the provision of water, will be considered of lower priority for funding. CULTURAL IMPLICATIONS In determining those projects to be presented to SRV for funding consideration, the panel has remained cognisant of the principles of: access and equity, sustainable development and multi use and flexibility which are paramount to the implementation of Council’s 2005 Recreation Strategy.


43

RISK MANAGEMENT IMPLICATIONS There are no immediate risks associated with this report. A component of the application for some of the projects may entail relevant risk management matters pertaining to the project. In providing approval for tenant clubs to undertake construction projects on behalf of Council (i.e.: Crown Land or freehold) there is an element of risk involved, in particular if volunteer labour is involved. It therefore remains incumbent upon Council to both actively project manage and provide ongoing support to clubs and associations through responsible and accountable tenancy agreements. Therefore the appropriate involvement of Council Officers in project steering committees for each of the successful applications, is essential. FINANCIAL IMPLICATIONS Should any or all of the submissions be successful, Council shall have to honour a commitment to administer relevant projects but has no obligation to contribute financially to any of the projects. CONSULTATION Significant consultation with community football and netball organisations has occurred throughout the preparation of the relevant Expressions of Interest. All clubs who have presented an Expression of Interest to Council shall be advised of the outcomes of their relevant submissions. Council Officers shall work closely with successful clubs to develop final grants submissions to SRV. The 2007/2008 applications have been presented to the internal Recreation Planning Group which in turn has endorsed the review panel’s decision. Initial discussions have been held with the Regional Office of Sport and Recreation Victoria and the proposed projects are considered appropriate for submission to SRV.



Methods

INFORM To provide the public with balanced and objective information to assist them in understanding the problem, alternatives, opportunities and/or solutions.


Initial meetings with peak sporting bodies re grant scheme.

Updates of projects have been successfully funded and reminders of next round of reviews /applications.

COLLABORATE SRV and Applicants To partner with the public in each aspect of the decision including the development of alternatives and the identification of the

We will look to you for direct advice and innovation in formulating solutions and incorporate your advice and recommendations into

Meetings Receipt of

Applications Council Officer

involvement in each successfully funded project.


44

preferred solution. the decisions to the maximum extent possible.

IMPLEMENTATION AND MARKETING PLAN Subject to SRV approval for the two nominated projects, Council Officers will commence work with the successful clubs and associations to promote these outcomes to the wider community. Through this work it is envisaged that the level of interest and calibre of future proposed projects for funding consideration will be more actively encouraged. Each project shall be marketed to the public via a range of media including Council publications, websites and signage. CONCLUSION The Country Football Netball Program provides a targeted opportunity for football and associated netball groups to access funds for well planned and strategically important venue improvements. In reviewing the applications for the 2007/2008 round and recommending those for submission to SRV, the assessment panel has identified projects that best meet both the requirements of the program and identified priorities within Council’s 2005 Recreation Strategy. ATTACHMENTS There are no attachments for this report RECOMMENDATION That Council endorse the development of the following submissions for Sport and Recreation Victoria’s 2007/2008 Country Football Netball Program; 1. Ballarat Football Netball Club – Upgraded Oval Lighting at the Alfredton

Recreation Reserve – Seeking $19,500 from SRV 2. Redan Football Netball Club – Development of a Netball Court at the

City Oval – Seeking $19,500 from SRV.


45

14.3 GENETICALLY MODIFIED CROPS VICTORIAN GOVERNMENT MORATORIUM Division: City Sustainability GM Responsible: Ian Rossiter Author/Position: Ian Rossiter - General Manager City Sustainability

SUMMARY The Victorian Government announced in late 2007 that its moratorium on the introduction of large scale planting of genetically modified canola crops would end. The report identifies concerns raised in relation to this issue and recommends a regional forum be convened to develop a position. BACKGROUND The Victorian Government Minister for Agriculture issued an order declaring a four year moratorium in Victoria on the commercial scale planting of genetically modified canola which was to be in place until 29th February 2008. The moratorium was reviewed by a panel of experts and on 27th November 2007, the Premier of Victoria, the Hon John Brumby MP, announced that the Victorian Government would allow the moratorium on GM canola to expire on 29 February 2008 The role of regulating the releases of Genetically Modified Organisms (GMOs) sits with the Federal Office of the Gene Technology Regulator (OGTR). It is the OGTR that has the responsibility for assessing the potential human health and environmental risks associated with genetically modified crops. In order for a GMO to be released into the environment , the grower must obtain a licence from the OGTR and adhere to the conditions. There are two categories of licence, one for limited and controlled releases such as experimental trials and one for commercial or general releases. There are 2 strains of canola currently approved for commercial release:

1. “Round-Up Ready” canola (owned by Nufarm on Licence from Monsanto) which is resistant to Round-up (glyphosate) herbicide.

2. “InVigor Hybrid” Canola (owned by Bayer Crop Science) which is resistant to the herbicide Glufosinate.

Local Government has been involved in the GMO debate since its inception. The Municipal Association of Victoria passed a resolution at its 2003 state Council to participate in the reviews of on the commercialisation of GM canola and to support the moratorium. Several Councils have passed their own resolutions. These are many and varied and include endorsement of a moratorium banning the growth of GM crops in the municipality, calls for greater consultation with the community, lobbying for improved labelling of GM products and banning the use of all GM products in all Council activities (eg catering). Councils have no statutory authority to regulate cropping activities of primary producers or enforcing bans on commercialisation of GMOs in their area. A variety of methods exist where councils can express support or opposition to the introduction of the GM crops through symbolic declarations, education and mobilisation of the local


46

community, encouraging contractors to remove GM products from their services and or supplies to Council. Other GM crops presently being trialled in Victoria include:

• ornamental rose – Yarra Ranges Shire • white clover – Southern Grampians • canola – Hindmarsh, Glenelg, Horsham and Northern Grampians Shires • grapevines – Mildura • Indian mustard, Hindmarsh, Horsham, Glenelg, Yarriambiack and Northern

Grampians Shires ISSUES As representatives of our local community Council needs to consider the following issues and potential impacts on the Central Highlands region:

• Prices for canola and canola derived products for export (GM crops vs. non-GM demand by other markets)

• Rate of adoption of GM technology by farmers • Production costs and productivity of canola farmers • Export market access • Effect on the markets for primary producers that use canola as feed, such as

dairy industry • Reputation of the local area in its markets (will growing GM canola have a

positive or negative affect on its reputation?) • Quality assurance and documentation behind GM status • Costs of separate handling of GM and non GM canola • Safeguards against contamination of non GM crops, including organic farms • Liability for contamination, effects on the community and economic

development of the area if contamination occurs • Autonomy of farmers – how will growing GM crops affect seed saving and the

decisions of what crops to produce. A number of bodies need to be involved in the investigation of these matters at a regional level. RELEVANT POLICIES It is considered that there are no relevant policies. OPTIONS

• Council could lead a forum with regional stakeholders to determine the pros and cons of GM canola commercial cropping in the region

• Council could chose to not become involved SOCIAL IMPLICATIONS The issue has the potential to divide interest groups in our rural communities. It would be preferable to see facilitated debate about the impacts, benefits and risks associated with GM commercial cropping.


47

ENVIRONMENTAL IMPLICATIONS Concerns are raised about the proliferation of herbicide resistant strains becoming weeds, and the large scale monoculture crops potentially becoming more prone to disease and pest attack. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS If Council does not evaluate the impacts at a regional level, it exposes itself to criticism if adverse outcomes eventuate and reasonable steps to investigate mitigation measures were not put in place. FINANCIAL IMPLICATIONS It is considered that there are no financial implications within this report. CONSULTATION



Methods

INVOLVE To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.

We will work with you to ensure that your concerns and aspirations are directly reflected in the alternatives developed and provide feedback on how public input influenced the decision.

i.e. Workshops Deliberate Polling

IMPLEMENTATION AND MARKETING PLAN It is suggested that the issue be raised through the Central Highlands Regional Mayors and CEOs Forum and the Central Highlands Agribusiness Forum. With positive commitments for further involvement, seek a public forum to be conducted which allows stakeholders from across the region to provide advice and express concerns and aspirations. If there is a general consensus, seek a position from the participating Councils to put a case to State and Federal Governments.


48

CONCLUSION Until Council partners with other Councils and key stakeholders in the agribusiness and environment interest areas, it would be presumptuous to form a position at the municipality level. Council should use existing networks that can work effectively across the Central Highlands Region to facilitate informed discussion to determine the benefits and risks of GMO cropping within our area. ATTACHMENTS There are no attachments for this report. RECOMMENDATION That Council; 1. Seeks that the Central Highlands Regional Mayor’s and CEO’s Forum

receive a briefing on the issues and seek commitment to participate in a regional forum on GM cropping impacts.

2. Seeks involvement from the Central Highlands Agribusiness Forum and other key stakeholders to participate in a public forum on GM cropping

3. Receives a recommendation from the public engagement process outlined in 1 and 2 above for consideration as soon as practical.


49

14.4 INTERNATIONAL INVESTMENT AND TRADE MISSIONS Division: City Marketing & Business Development GM Responsible: George Sossi Author/Position: Fiona Davey - Manager - Economic Development

SUMMARY To provide details of a proposed International Investment and Trade Mission for February 2008 and an Investment and Trade Mission framework for FY2009 to further capitalise on outcomes from the successful City of Ballarat November 2007 Mission to India. BACKGROUND The Economic Development Unit continues to capitalise on and identify investment and business opportunities arising from the successful November 2007 Investment and Trade Mission to India – reference should be made to the “India Trade and Investment Delegation – November 2007” report adopted by Council on 12th December 2007. With strategic business alliances being forged by recent international investment announcements and strong continued enquiries from India-based industry and business, the Economic Development Unit proposed to undertake a targeted Investment and Trade Mission to Singapore and India in mid-February 2008. This Mission will also finalise and confirm investment and business participants from India for inward buyer missions from India to Ballarat prior to June 2008. Further Missions post June 2008 would form part of the Economic Development Unit’s FY2009 budget and business planning submissions with an anticipated four (4) targeted inward and outward Missions to occur in FY2009. ISSUES The February 2008 Mission would comprise of the following delegates and potential activity schedule:

1. Mr George Sossi, General Manager City Marketing and Business Development and Ms Fiona Davey, Manager Economic Development to attend the 2008 Singapore Airshow from Tuesday 19th to Thursday 21st February 2008, to support the business development and marketing activities of ST ATAA, the company undertaking the commercial air pilot training academy development at Ballarat Airport at this important trade event.

2. From Thursday 21st February 2008, Ms Fiona Davey and Mr Vijay Susarla, Executive Advisor for Trade to Council to undertake an ensuing Mission to India with the following draft activity schedule:

a. New Delhi i. New Delhi 2010 Commonwealth Games organising committee. ii. Confederation of India Industry (CII) International Division and

associated 1on1 business meetings. iii.Indian National Trust for Art and Cultural Heritage (INTACH) to further develop up the “Restoration and Tourism

Development Proposals for Heritage Sites – Chanderi – a Revival Proposal”.


50

b. State of Punjab i. State Government of Punjab to discuss the development of a

mutually beneficial Memorandum of Understanding between the Punjab Government and the City of Ballarat. It is understood that the Punjab Government does not currently have an economically-based MOU with any State or Local Government in Victoria. Major industry sectors with significant growth potential include Agribusiness, IT and Electronics, Infrastructure Development and Biotechnology.

ii. Meet with Punjab Infotech, an agency of the Punjab State Government with a mandate towards the growth and development of the information technology sector.

iii.1on1 business meetings with current potential business investors.

iv.1on1 business meetings facilitated by the State Government of Punjab.

c. State of Gujurat i. Meet with current potential business investor in the

agribusiness sector. ii. 1on1 business meetings.

d. Bangalore

i. Victorian State Government Commissioner to India and key staff at their investment office.

ii. Investment opportunities meeting with the Export-Import Bank of India

iii.1on1 business meetings with current potential business investors

iv.1on1 business meetings

3. Discussions are also currently underway with the Commissioner to India and the Export-Import Bank of India to identify potential speaking and presentation opportunities to business and industry in India.

RELEVANT POLICIES • MOU with the CII signed March 2006 • MOU with the Australia India Business Council (AIBC) signed March 2006 • Blueprint Ballarat • Ballarat Economic Development Strategy September 2006 • India Trade and Investment Delegation – November 2007” report adopted by

Council on 12th December 2007 OPTIONS 1. The City of Ballarat does not undertake the February 2008 Investment and

Trade Mission to progress current investment discussions and to identify further strategic investment partnerships and opportunities.

2. The City of Ballarat undertakes the February 2008 Investment and Trade Mission to progress current investment discussions and to identify further strategic investment partnerships and opportunities.


51

SOCIAL IMPLICATIONS See Cultural Implications below. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS Through the strategic partnerships already identified within this report, the City of Ballarat remains in a strong position to attract skilled migrants from India and to facilitate ongoing cultural exchanges and improve multi-cultural understanding and acceptance within the community. In addition, businesses who participate in inward and outward Trade Missions are also developing a greater understanding and knowledge of business practices and protocols within international markets which in turn, will develop their competitive advantages over the longer term. RISK MANAGEMENT IMPLICATIONS Council must actively pursue all opportunities for new investment and develop international relationships that contribute to Ballarat’s sustainability. FINANCIAL IMPLICATIONS The 2007/08 budget includes provision for the Trade Mission. IMPLEMENTATION AND MARKETING PLAN The Economic Development Unit will work closely with the City Marketing and Business Development Division to develop and implement a communications plan for pre and post mission. This will include communicating the expected economic benefits to Ballarat and the participating business and organisations, progression of investment and development outcomes and the continuing liaison with Local, State and Federal Governments in Australia and India. CONCLUSION The City of Ballarat International Investment and Trade activities are creating significant economic development opportunities for Ballarat. As the Economic Development Unit continues to forge strategic partnerships both in Australia, India and other key global markets and regions, the February 2008 Mission is a timely opportunity to reinforce the discussions and business investment opportunities identified during the November 2007 Mission. In addition, it is important to finalise participants and structure of inward buyer missions from India pre June 2008.


52

It is further anticipated that the February 2008 Mission will refine the final development of the a strategic framework to cover international investment and trade activities for a period of two years in partnership with key stakeholders. ATTACHMENTS 1 India Trade and Investment Delegation - November 2007 8 Pages RECOMMENDATION That Council; Undertakes the February 2008 Investment and Trade Mission to progress current investment discussions and to identify further strategic investment partnerships and opportunities.

Attachment 1

India Trade and Investment Delegation - November 2007

Attachment 1 - India Trade and Investment Delegation - November 2007

13.8 INDIA TRADE AND INVESTMENT DELEGATION - NOVEMBER 2007 Division: City Marketing & Business Development GM Responsible: George Sossi Author/Position: Fiona Davey - Manager - Economic Development

SUMMARY To detail the activities of the City of Ballarat’s Trade and Investment Delegation to India during late October and early November 2007, and to report on outcomes and identify the strategic development of Trade and Investment opportunities. BACKGROUND The City of Ballarat has forged significant strategic partnerships with business associations and individuals based here in Australia and India particularly over the past 2 years. These relationships have been formalised through the signing of economically-based Memoranda of Understanding (MOU) with the Confederation of India Industry (CII) and the Victorian Chapter of the Australia India Business Council (AIBC) and a cultural, social and economic based MOU with the Indian National Trust for Arts and Cultural Heritage based in Delhi. The strength and value of these relationships has been clearly demonstrated with the recent announcement of the Indo Global Spices (IGS) investment into Ballarat incorporating an $8M facility and 15 – 20 jobs during construction and 15 – 20 new jobs in operation. The IGS investment also includes the establishment of a research facility and pilot plant and ongoing research and development with the University of Ballarat. The City of Ballarat is now widely seen (regionally, nationally and internationally), as a leader within Local Government in Australia by pursuing and developing these economic links. In order to strengthen and leverage off these relationships and outcomes, a delegation from the City of Ballarat visited India to pursue further investment and trade opportunities. The delegation consisted of Mr. George Sossi, General Manager City Marketing and Business Development, Ms. Fiona Davey, Manager Economic Development and Mr Vijay Susarla, Executive Advisor for Trade to Council. The delegation visited Chennai, Bangalore and Delhi between Monday 29th October and Wednesday 7th November 2007. This delegation was endorsed by Council at the 17th October meeting. ISSUES It has become evident that there is a need for a more formal strategic direction to better identify industry opportunities from the global marketplace and the trends emanating from them. Therefore, it is important for the City of Ballarat to pro-actively seek economic based partnerships both here in Australia and overseas to support business development through trade and export activities. Building on the work of previous investment missions, the intention of this Trade Mission was to identify Indian businesses that are considering investment into Australia and to commence arrangements to bring them to an Inward Buyer and Investment Mission in Ballarat in early/mid 2008.

Attachment 1



The schedule of meetings and activities undertaken by the November delegation and meeting actions/outcomes are as follows:

CHENNAI – TUESDAY 30TH AND WEDNESDAY 31ST OCTOBER • Meeting with Dr. K. Manivasan

Director of Social Welfare – Government of Tamil Nadu. Dr Manivasan is responsible for the delivery of a state-wide school meals and welfare program and aged care programs with a staff of over 10,000 and a budget of $10m. Expressed significant interest in developing a sustainable project with the City of Ballarat that contained clear mutual learning processes in these areas of service delivery. He indicated that he would like to progress this through an MOU with the City of Ballarat.

Through Dr Manivasan’s other areas of knowledge and expertise, discussion items also included potential for Bio-Diesel projects and investment, cold storage and distribution for the food sector, pedigree livestock breeding, renewing correspondence and partnership regarding tourism opportunities and the exchange of strategic documentation in relation to Family and Childcare services.

• Meeting with Dr C. Chandramouli

Secretary to Tamil Nadu Government – IT Dept Courtesy call made to Dr. Chandramouli who has supported and participated in previous inward and outward delegations with Ballarat. Discussions regarding opportunities to further promote Ballarat’s ICT capability through targeted expos and events in India.

• Meeting with Mr. Ashok Parmar and Mr R. Shankar

Vaisak Industries Meeting requested with Ballarat delegation in response to advertorial placed in the CII monthly newsletter. Vaisak Industries have a range manufacturing activities including chemical processing, food processing machinery manufacturing and agribusiness related manufacturing and processing. Opportunities to further explore inward or outward investment and partnering arrangements with Ballarat companies. In current email contact.

• Meeting with Ms. Kakarla Usha

Joint Commissioner – Education – Corporation of Chennai Follow-up visit to the Corporation of Chennai to identify the level of interest for pursuing the draft MOU that has been with the Corporation for over 12 months. Original meeting was to be with Mr Rajesh Lakhoni, Commissioner with the Corporation of Chennai who was unavailable to due flooding in Chennai associated with the monsoon rains. Ms Karkarla Usha was interested in the MOU but at this time there seems limited benefit to either parties to progress this initiative further.

• Meeting with Mr K. Chaudhary

Secretary to the Tamil Nadu Government - Agriculture This meeting was cancelled due to the monsoon flooding

• Meeting with Mr Virendra Gupta

Regional Director - CII This meeting was cancelled due to the monsoon flooding

Attachment 1



• Business dinner hosted by Dr. K. Manivasan Director of Social Welfare – Government of Tamil Nadu

• City of Ballarat Presentation and Business Roundtable Indo Australian Chamber of Commerce (IACC) Delegation The IACC requested a presentation from the City of Ballarat in relation to live, work and invest information. Approximately twelve companies in attendance. Participants were part of a buyer mission that visited Australia in mid-November 2007 and a commitment was made to meet up with them when they were in Melbourne. Areas of potential interest from ICT companies and manufacturing. Met delegation in Melbourne at a dinner for the Indian Consul General followed by a business networking event hosted by AIBC and VECCI the following day. Ongoing email contact being maintained.

• Meeting with Mr Gowri Shankar and Ms Neera Baburaj

ICT Company- Chennai Met with Directors of a Chennai based ICT company who provide records and supply chain management services. Interested in potential joint ventures and/or investment and business opportunities in Ballarat. Email contact being maintained.

BANGALORE – THURSDAY 1ST AND FRIDAY 2ND NOVEMBER

• Meeting with Mr Winfred Nelson Managing Director - Indo Global Spices Morning site visit to Indo Global Spices manufacturing facility on outskirts of Bangalore. Afternoon presentation from business associates of Indo Global Spices on opportunities for crops, raw products and processing for BioFuels. Presentation by City of Ballarat on live, work and investment opportunities. Email contact ongoing.

• Meeting with Senior Management

BEML,Bangalore. BEML is one of India’s largest manufacturer of heavy plant and equipment predominantly for the mining and construction sectors. Presentation on the live, work and invest opportunities in Ballarat and presentation by BEML on their company. Discussions held on major project opportunities in Australia, avenues for joint ventures on distribution for BEML and equipment assembly and finishing.

• Meeting with Mr Manish Bagadia

Agribusiness - Gujurat Meeting held at the State Government offices with major business in the agri-processing and trading sector. Interest in establishing a canola processing facility in Ballarat. Requirements of company received and information collated and sent to head office in Gujurat.

• Meeting with State Government’s Trade Office Staff- Bangalore

Mr Wayne Lewis – Commissioner to India Presentation to State Government’s Commissioner to India and officers on the investment opportunities in Ballarat. Discussions also held in relation to skilled migration, tourism, ICT and the City of Ballarat’s international trade and investment initiatives. Wayne Lewis confirmed his commitment to work with the Economic Development Unit on building a targeted investment strategy and to provide advice and mentoring support as required.

Attachment 1



• Site visit and meeting with major ICT-based company Site visit to major business process outsourcing company based in Bangalore – facility employs 3,500 staff. Presentation on company services, operations and systems. Teleconference held with Australia-based senior managers prior to the delegation leaving for India to discuss their investment intentions for Ballarat. Met with senior partners in Ballarat after Council’s delegation returned to Ballarat which included site visits to existing similar organisations and visits to potential commercial premises. Regular contact being maintained.

• Business Dinner hosted by Mr Wayne Lewis

Commissioner to India, Victorian State Government.

• Business Lunch hosted by Mr Winfred Nelson Indo Global Spices.

DELHI – MONDAY 5TH AND TUESDAY 6TH NOVEMBER

• Meeting with Mr Misra and senior personnel Indian National Trust for Arts and Cultural Heritage (INTACH) Discussions held on potential projects to be undertaken under the MOU between Council and INTACH. Key areas of interest for INTACH are:

o Architectural

o Heritage

o Training

o Cultural

o Restoration

o Heritage Tourism

Main discussion items focused on: o Heritage Tourism and Heritage Interpretation o Funding heritage – how is heritage sustained o Urban renewal and development and its links with heritage o The process for INTACH to gain membership to the League of Historic

Cities o Heritage preservation o Schools programs o Development of business models for building management

o Protection of IP rights in the field of heritage o Management of heritage cities – how to be accepted UNESCO o Heritage art conservation and associated ethics o Development of the INTACH website and functionality

INTACH described a project currently underway for a small town in north-central India – “Restoration and Tourism Development Proposals for Heritage

Attachment 1



Sites – Chanderi – a Revival Proposal. The key projects listed under the Chanderi Revival Proposal are:

o Listing of Heritage Buildings and Sites and the identification of heritage trails and walks linking these sites;

o Development of a tourist information desk/centre; o Heritage interpretation centre and museum; o Development of a heritage hotel to provide accommodation for visitors

and other investment opportunities; o Crafts promotion and marketing centre; o Adaptive reuse of ‘havelis’ (historic mansions of wealthy merchants); o Development controls and management plans; o Handloom weaving cluster – Chanderi is regarded as a centre of

excellence for weaving gold embellished fabrics and is a major economic development and export opportunity;

o Development of a tourist circuit; o Heritage Festivals; and o Local participation workshops.

Discussions were held on the possibility of entering into a trilateral relationship between Council, INTACH and the City fo Chanderi to take a ‘whole of organisation’ approach to work with this project. This would include a range of business divisions within Council including City Marketing and Business Development, City Sustainability and City Infrastructure and Development with a draft agreement to be developed to progress this partnership.

• Meeting with Ms Aparna Dutt Sharma Ms Indrayani Mulay

Senior Executives with the Confederation of Indian Industry. Discussions held on the key sectors of investment interest both in India and Australia (Ballarat). Ms Mulay is the responsible for International Division of the CII covering Australia. Opportunities exist within ICT, Agribusiness, food processing, cold storage and logistics/distribution, specialised manufacturing. Opportunities for Ballarat to showcase investment opportunities and capacity and targeted events and expos across India. Very important to continue to actively and regularly build upon current partnerships and relationships already established in India and Australia. Recognition was given on the work that the City has undertaken to establish a profile in India and this was regarded as a unique and proactive approach that was gaining increased awareness and industry appreciation in India. The CII also committed to assist the Economic Development on building a targeted investment strategy and to provide advice and mentoring support as required. Agreed publication of Ballarat’s India activities in CII Newsletter regularly, and CII activities in Ballarat publication/s, for mutual benefit.

Attachment 1



• Meeting with Mr S. Agarwal, Managing Director- Stevia Biotech

Discussions held on the key sectors of investment interest both in India and Australia (Ballarat). Ms Mulay is the responsible for International Division of the CII covering Australia. Opportunities exist within ICT, Agribusiness, food

• Teleconference with Australian based senior executive with Bangalore

ICT company as described earlier in this report. • Teleconference with Calcutta based HR management and recruitment

company to discuss partnerships and business investment opportunities into Ballarat.

• Proposed meeting with Delhi 2010 Commonwealth Games committee

did not take place due to unavailability of key personnel in Delhi. Email contact initiated.

RELEVANT POLICIES • MOU with the CII signed March 2006 • MOU with the AIBC signed March 2006 • Blueprint Ballarat • Ballarat Economic Development Strategy September 2006 OPTIONS Based on the activities and meetings described in the report, the following options are presented:

1. Progress a MOU with the Social Welfare Department of the Tamil Nadu State Government to identify sustainable projects with clear mutual learning outcomes.

2. Identify appropriate expos and events within India to showcase Ballarat’s business and industry capabilities and to promote Ballarat as an investment and business location.

3. Progress potential and current investment opportunities and business partnerships as identified in the report.

4. Review the status and feasibility of pursuing the MOU with the Corporation of Chennai.

5. Progress stronger alliances with the IACC and their participation on the proposed inward buyer mission from India to Ballarat in 2008.

6. Provide ongoing investment and business facilitation to Indo Global Spices. 7. Develop improved linkages and information flows with State Government’s

Trade Office in Bangalore. 8. Develop improved linkages and information flows with relevant State

Government departments and officers and Ballarat and Melbourne. 9. Develop improved linkages and information flows with Federal Government

departments and officers both in India and Australia. 10. Develop up project framework and trilateral agreement for the Chanderi

project with INTACH.

Attachment 1



11. Develop improved linkages and information flows with the CII. 12. Pursue New Delhi 2010 Commonwealth Games opportunities. 13. Develop a strategic framework to cover international investment and trade

activities for a period of two years in partnership with key stakeholders. 14. Select priority projects from the above list to pursue. 15. Reduce or discontinue trade and investment activities by the Economic

Development Unit. SOCIAL IMPLICATIONS See Cultural Implications below. ENVIRONMENTAL IMPLICATIONS Refer to Cultural Implications below. CULTURAL IMPLICATIONS Through the strategic partnerships already identified within this report, the City of Ballarat remains in a strong position to attract skilled migrants from India and to facilitate ongoing cultural exchanges and improve multi-cultural understanding and acceptance within the community. In addition, businesses who participate in inward and outward Trade Missions are also developing a greater understanding and knowledge of business practices and protocols within international markets which in turn, will develop their competitive advantages over the longer term. RISK MANAGEMENT IMPLICATIONS Council must actively pursue all opportunities for new investment and develop international relationships that contribute to Ballarat’s sustainability. FINANCIAL IMPLICATIONS The City of Ballarat has secured $25,000 in funding from the State Government to contribute towards the costs of the Inward Buyer Mission from India proposed for early/mid 2008. Allocations have also been made in the Economic Development budget to support trade and investment programs and initiatives funded through both the Tourism and Economic Development Special Charge and the recurrent budget. Costings for projects identified in the ‘Options’ section will be finalised once Council recommendations have been made in relation to these activities and will be incorporated into the strategic framework as detailed in ‘Options’ item 13.

Attachment 1



IMPLEMENTATION AND MARKETING PLAN The Economic Development Unit will work closely with key officers in the City Marketing and Business Development Division to develop a communications plan associated with Council’s recommended actions. This will include communicating the expected economic benefits to Ballarat and the participating business and organisations, progression of investment and development outcomes and the continuing liaison with Local, State and Federal Governments and key organisations and partners in both Australia and in India. This communications plan will be incorporated into the strategic framework as detailed in ‘Options’ item 13. CONCLUSION The City of Ballarat is seen, both domestically and internationally, as taking a uniquely pro-active and strategic approach to developing inward and outward economically based export and trade opportunities, particularly with the growing economy of India. The City has demonstrated a commitment to pursuing partnerships and opportunities to attract investment to Ballarat and to support Ballarat based business and industry to increase their international market share and to diversify and improve their export-based business development activities. The importance that a major industry organisation like the CII places on their relationship with the City of Ballarat, provides tangible opportunities for the City and the business community to have unique access to new markets and investment opportunities currently not widely available to other local government authorities and regional businesses in Australia. These unique partnerships and opportunities will make an important contribution to the longer term competitiveness of Ballarat business and industry and provide short, medium and long term opportunities to commercially share knowledge, expertise and technologies with emerging and growing communities in India. ATTACHMENTS There are no attachments for this report. RECOMMENDATION That Council;

1. Endorses the outcomes of the India Trade and Investment Delegation – November 2007

2. Approves the development and implementation of the key activities detailed in the ‘Options’ section of the report to deliver economic and social benefits to Ballarat.


61

14.5 REQUEST FOR EXPENDITURE OF ACCOUNT - CR G. HAYES Division: Finance & Shared Services GM Responsible: Glenn Kallio Author/Position: Lorraine Sendall - Executive Assistant - Finance

SUMMARY An account has been received from Committee for Ballarat in the amount of $135.00 being for Cr Hayes attendance at the Round Table Dinner on 13th December, 2007. As Cr Hayes has exceeded his allowance for payment of such item Council’s approval of the account is sought. BACKGROUND Cr Hayes has expended all allocated funds for the 07/08 year with the exception of his $20k Discretionary Allowance in which he has expended $5080. In compliance with the policy adopted by Council, this expenditure must be approved by Council prior to it being committed/expended. RELEVANT POLICIES Councillor Expenses Entitlement Policy OPTIONS 1. That Council approve the payment of the invoice for $135-00 to Committee for

Ballarat. 2. That Council not approve the payment of the invoice for $135-00 to Committee

for Ballarat. SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report.


62

FINANCIAL IMPLICATIONS Unbudgetted expenditure of $135-00. IMPLEMENTATION AND MARKETING PLAN It is considered that an implementation and marketing plan is not required. ATTACHMENTS There are no attachments for this report. RECOMMENDATION That Council; 1. Consider the request by Cr Hayes to pay the invoice for $135.00 to

Committee for Ballarat.


63

14.6 CONDUCT OF COUNCIL BY-ELECTIONS Division: Finance & Shared Services GM Responsible: Glenn Kallio Author/Position: Rod Leith - Manager Finance Operations

SUMMARY The purpose of this report is to formally resolve to conduct the forthcoming by-elections for the Learmonth and Alfredton Wards by means of postal voting. BACKGROUND In June 2004, the Victorian Electoral Commission (VEC) were appointed to conduct the November 2004 General Election and any by-elections that may occur between November 2004 and the next council election in November 2008. The VEC has already commenced the process for conducting by-elections for the Learmonth and Alfredton Wards. Under Schedule 2 of the Local Government Act 1989, an election must be held before a Returning Officer. Having been appointed to conduct the by-elections, the VEC are required to appoint, in writing, a person to be the Returning Officer. ISSUES The Local Government Act 1989 allows for voting at elections to be by attendance or postal. Since Council amalgamations in 1994, all General Elections and By-elections for the Ballarat City Council have been conducted by postal voting. The Minister for Local Government has set the election date for both by-elections as Saturday 22nd March 2008, Easter Saturday, making attendance voting on that day an undesirable option. Under postal voting, voting closes at 6 pm on the last working day before election day, Thursday 20th March 2008. RELEVANT POLICIES Section 41A(1) of the Local Government Act 1989 permits Council to decide that all voting at an election or poll of voters is to be by means of postal voting. OPTIONS

1. Decide to conduct both by-elections by postal voting. 2. Decide not to conduct both by-elections by postal voting, thereby

requiring attendance voting.


64

SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS A decision to hold attendance voting is likely to have a negative cultural impact given the religious significance of the Easter period. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS The VEC has estimated that the total cost of running both By-elections by postal voting to be $52,844. No estimate has been provided for attendance voting. CONSULTATION The process and timelines for conducting an election are stringently controlled by the provisions of the Local Government Act 1989. As part of this process, various advertisements will appear in the local media to inform voters’ and potential candidates of their rights and responsibilities. IMPLEMENTATION AND MARKETING PLAN The VEC will ensure that required notices and advertisements are given. CONCLUSION The VEC has conducted previous elections on behalf of the City of Ballarat by Postal Voting. Considering that the election date for the Learmonth and Alfredton by-elections has been set as Easter Saturday, it is appropriate to conduct the voting by postal voting. ATTACHMENTS There are no attachments for this report.


65

RECOMMENDATION That Council; 1. Resolve to conduct voting at the by-elections for the Learmonth and

Alfredton Wards, to be held on Saturday 22nd March 2008, by means of postal voting.


66

14.7 BALLARAT LIVESTOCK SELLING CENTRE EXPRESSION OF INTEREST ASSESSMENT FRAMEWORK Division: Executive Unit GM Responsible: Anthony Schinck Author/Position: Anthony Schinck - Chief Executive Officer

SUMMARY The purpose of this report is to inform Council and the community of the assessment framework proposed to be used for the evaluation of the expressions of interest for the redevelopment of the Ballarat Livestock Selling Centre (BLSC). It is critical that Council undertakes a rigorous and transparent process. As such, a highly structured assessment framework has been developed with the approval of Council’s Probity Auditor. BACKGROUND Council late in 2007 resolved to call for expressions of interest (EOI) for the redevelopment and management of the existing BLSC and/or the development of a new facility on a new and suitable site. Subject to receiving submissions that meet Council’s objectives and satisfy the evaluation criteria as set out in the EOI documentation, a Request for Tender (RFT) process would be developed for either the redevelopment of the existing site or the development of a facility on a new suitable site. This would also include the ongoing management of the saleyards operation. Council’s objectives, as established at the commencement of the process are:

1. To protect and enhance the role of Ballarat as a regional centre for

livestock sale and exchange. 2. To ensure that livestock sale facilities provided in Ballarat meet or

exceed best practice for the care of animals and the operation of such facilities

3. To secure for the Ballarat community the combination of ownership, operating and siting arrangements that offer the optimum return at the least risk, assessed in social, economic and environmental terms.

Submissions closed on 28 December 2007 and four (4) submissions have been received. During the Christmas period Council has also appointed a Probity Auditor to oversee the whole EOI process. ISSUES Evaluation Framework In the documentation and analysis of EOI’s it is recommended that the following framework be applied to distil the key information from submissions and provide a consistent summary base for the evaluation panel. 1 Name of applicant


67

2 Corporate details/Structure • Details of corporate structure • Ownership of company • Details of other parties • Role of parties other than applicant • Qualifications of key personnel

3 Skills/Experience

• Previous experience with Saleyards • Qualifications/experience in animal management • Qualifications/experience in other land and building development

projects 4 Capacity to Deliver

• Assets and financial capability • Experience as a project manager on projects of similar scale • Existence of quality systems • Staff and qualifications

5 The Proposal

• Features • Site – Location, merit, capacity to control, ownership • Costs - Overall cost • Operations - Who, How • Timing of the project

6 Appreciation of the Brief - Understanding of Council’s expectations in terms of :

• Scale of the proposal • Nature of operations • Timing of delivery • Responsibility for delivery and operations

7 Innovations – Distinctive Features and best practice operation Evaluation Criteria Four evaluation criteria and weighting were detailed in the EOI.

• Capacity to implement the project (40%) • Understanding of the project and site recommendations (35%) • Developing quality relationships (20%) • Compliance with EOI requirements (5%)

Evaluation Panel The Probity Auditor has recommended a five person panel as shown in the table below. Based on the advice from the Probity Auditor it would not appropriate for a Councillor to be involved in the panel in order to maintain objectivity when considering the Panel’s recommendations and advice.

Chief Executive Officer • To act as Chair

• To report to Council General Manager Finance and Shared Services

• To provide advice on aspects of the proposal that impact upon Council’s responsibilities under the


68

Local Government Act and other legislation. • To provide other technical, and organisational

advice. Representative from Council’s Internal Audit Committee

• To provide expertise on the corporate governance and financial capabilities of the applicants.

BLSC Manager • To provide advice and comment on the experience of the applicants in saleyards;

• To provide advice and comment on the saleyards proposals and other matters associated with animal welfare

Coomes Consulting (Urban Planners)

• To provide comment on the merit of the site selection and use and development concept.

Methodology The evaluation framework and evaluation panel have now been established by the Probity Auditor. Under the supervision of the Probity Auditor the four submissions have now been opened and recorded. The next steps are:

• Councillors, officers and external consultants to complete a declaration of interest form before any evaluation process commences

• Panel members individually complete an evaluation matrix based on the evaluation criteria listed earlier in this report

• Workshop to form consensus view to establish ranking of the proposals against criteria

• Make recommendation to Council on who will be invited to tender. Based on the advice of the Panel, there is a clear and fundamental role for the Council to consider the development of a new site or the redevelopment of the existing site. This will guide the development of the Request for Tender. This is Council’s choice and will be informed by the Panel’s professional recommendations as to the viability of the proposals received. Should proposals not meet Council’s objectives or fail to meet the criteria, then Council may choose to abandon the process or undertake a fresh EOI stage to attract viable proposals. RELEVANT POLICIES There are clear economic imperatives to maintain a viable saleyard facility in Ballarat as noted in Council’s objective:

• To protect and enhance the role of Ballarat as a regional centre for livestock sale and exchange.

OPTIONS

1. Note the report and endorse the Assessment Framework. 2. Abandon the EOI process and reconsider the Council’s objectives and

assessment framework for this project.


69

SOCIAL IMPLICATIONS The economic benefits of maintaining a viable saleyard operation are consitent with Council’s objective:

• To secure for the Ballarat community the combination of ownership, operating and siting arrangements that offer the optimum return at the least risk, assessed in social, economic and environmental terms.

ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. Environmental considerations will be considered as part of the evaluation process of each EOI submission and developed further together with the Request for Tender (RFT). CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. However a complete risk analysis will be conducted should the project progress beyond the EOI stage. FINANCIAL IMPLICATIONS The expenditure relating to undertaking the EOI and RFT process, consulting and legal advice have been budgeted for in the 2007/08 Budget. CONSULTATION



Methods




solutions.


Council will continue to keep the public informed as it completes each stage of the process via: • Media releases • Myballarat • Website


70

CONSULT

To obtain public feedback on analysis,

alternatives and/or decisions.

We will keep you informed, listen to and

acknowledge concerns and

aspirations, and provide feedback on

how public input influenced the

decision.

Consultation with the community will be required as part of the statutory planning process that would be required should the project proceed.

IMPLEMENTATION AND MARKETING PLAN A communication plan will be developed to ensure the community is effectively kept informed of progress. CONCLUSION This is a significant project for the City and there is a need to ensure it is managed in a method that delivers economic, environmental and social benefits. To ensure complete transparency, the process proposed will be coordinated under the supervision of Council’s Probity Auditor. It is therefore recommended that Council note this report and proceed with the EOI evaluation. ATTACHMENTS There are no attachments for this report. RECOMMENDATION That Council; 1. Note the report and EOI Methodology Framework and proceed with the

EOI evaluation.

23 January 2008 - Final Public Agenda with attachments january 2008 - ordinary... · 9/11/2007...

Documents

Transcript of 23 January 2008 - Final Public Agenda with attachments january 2008 - ordinary... · 9/11/2007...