Ordinary Council Meeting - City of Hobsons Bay · 3/14/2017 · Cr Angela Altair Strand Ward Cr...

HOBSONS BAY CITY COUNCIL Ordinary Council Meeting Minutes 14 March 2017

Ordinary Council Meeting Minutes Tuesday 14 March 2017


THE COUNCIL’S MISSION

Working with our community to plan, deliver and advocate for the services and infrastructure that will achieve a healthy, connected and sustainable future in Hobsons Bay.

OUR VALUES

Honesty

Trust

Integrity

Collaboration

Respect

Accountability

Council acknowledges the people of Yalukit Willam of the Boon Wurrung Country that makes up the Greater Kulin Nation as the traditional owner of these municipal lands.

Chairperson:

Cr Sandra Wilson (Mayor) Cherry Lake Ward

Councillors:

Cr Tony Briffa Cherry Lake Ward

Cr Angela Altair Strand Ward

Cr Peter Hemphill Strand Ward

Cr Jonathon Marsden Strand Ward

Cr Colleen Gates (Deputy Mayor) Wetlands Ward

Cr Michael Grech Wetlands Ward

Chris Eddy Chief Executive Officer Hobsons Bay City Council


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CONTENTS

Agenda .................................................................................................................................... 2

1 Council Welcome ............................................................................................................ 2

2 Apologies ........................................................................................................................ 2

3 Disclosure of Interests ................................................................................................... 2

4 Minutes Confirmation ..................................................................................................... 2

4.1 Ordinary Council Meeting .................................................................................. 2

5 Councillors’ Questions .................................................................................................. 3

6 Public Question Time ..................................................................................................... 4

7 Petitions/Joint Letters .................................................................................................... 4

8 Business .......................................................................................................................... 5

8.1 Office of the Chief Executive ............................................................................. 5

8.1.1 Chief Executive Officer - Report on Operations .................................................... 5

8.2 Corporate Services ............................................................................................. 6

8.2.1 Review of Councillor and Mayoral Allowance ....................................................... 6

8.2.2 Instrument of Appointment and Authorisation – Planning Officers ........................ 8

8.3 Infrastructure and City Services ...................................................................... 10

8.3.1 Contract No. 2016.81 J K Grant Sports Pavilion Redevelopment Project .......... 10

8.4 Strategic Development ..................................................................................... 13

8.4.1 Exhibition of the draft Biodiversity Strategy 2017-22 .......................................... 13

8.4.2 Progress Report Year One - Hobsons Bay Events and Festivals Plan 2016-21 16

8.4.3 Mid-Year Council Plan and Local Government Performance Reporting Framework Indicators Progress Report .............................................................. 19

9 Delegates Report .......................................................................................................... 21

10 Supplementary Public Question Time ........................................................................ 24

11 Urgent and Other Business ......................................................................................... 24

Hobsons Bay City Council 14 March 2017 Ordinary Council Meeting Minutes

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Agenda

1 Council Welcome The Chairperson welcomed members of the gallery and acknowledged the people of the Kulin Nation as the traditional owners of this land.

2 Apologies

Motion

Moved Cr Grech, seconded Cr Peter Hemphill that an apology be accepted on behalf of Cr Tony Briffa.

Carried

3 Disclosure of Interests In accordance with sections 77A, 77B, 78 and 79 of the Local Government Act 1989 Councillors are required to disclose a "conflict of interest" in a decision if they would receive, or could be reasonably perceived as receiving a direct or indirect financial or non-financial benefit or detriment (other than as a voter, resident or ratepayer) from the decision.

In accordance with section 79B of the Local Government Act 1989 Councillors who consider that they have a personal interest that is in conflict with their public duty in relation to a matter may, if they do not have a conflict of interest as described above, apply to Council to be exempted from voting on the matter.

Disclosure must occur immediately before the matter is considered or discussed.

Cr Sandra Wilson declared an interest in item 8.3.1 - Contract No. 2016.81 J K Grant Sports Pavilion Redevelopment Project as she is a board member of the Western Region Football League and the League has held its finals at the ground for a number of years.

4 Minutes Confirmation

4.1 Ordinary Council Meeting Confirmation of the minutes of the Ordinary Council meeting of the Hobsons Bay City Council held on 28 February 2017 (copy previously circulated).

Motion

Moved Cr Angela Altair, seconded Cr Michael Grech:

That the minutes of the Ordinary Council Meeting of the Hobsons Bay City Council held on 28 February 2017 be confirmed.

Carried


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5 Councillors’ Questions Cr Jonathon Marsden enquired about the level crossings proposed for Aviation Road and Kororoit Creek Road, in particular the governance model for a public consultation group to feed into discussions with the Level Crossing Removal Authority (LXRA). Cr Marsden noted that there is some concern in the community regarding the proposed consultation model, and asked what Council has in mind when developing this body o in order to alleviate any concerns?

Bill Millard, Director Infrastructure and City Services advised that Council will receive a briefing from the LXRA on 21 March 2017 regarding the level crossing removals, including opportunities for community liaison. This is a time related issue and the LXRA is not signalling their intent to establish a community liaison group for approximately 18 months. Council will hear further from the LXRA relating to the proposed consultation models.

Cr Peter Hemphill tabled a plaque acknowledging Council’s involvement in the 75th Anniversary of the HMAS Yarra II, which sunk on 4 March 1942. The commemoration event was attended by the crew of the HMAS Yarra IV and the navy band. The event also corresponded with the internment of the ashes of Angus Walsh OAM which are now located at the site along with the ashes of Geoff Bromilow who was the last surving Victorian crew member of HMAS Yarra II. Councillor Hemphill acknowledged the work of the committee and Council’s refurbishment of the tiles on the memorial.

Cr Angela Altair referred to the earlier question from Cr Marsden and sought clarification in relation to how the community consultation group will be set up, asking whether the Council consultation process will be completely independent of LXRA process?

Bill Millard, Director Infrastructure and City Services, explained that in his previous response he was trying to alert Council to the general timelines for consultation. If Council feels it best to establish its own consultation committee and process, then that is what Council can do. Next week’s briefing from the LXRA is an opportunity to hear about the types of liaison and consultation groups they have previously conducted.

Cr Angela Altair referred to a recent ABC investigation into where e-waste ends up, noting a Westpac monitor which was found in the worst toxic dump in Ghana in Africa. Cr Altair asked how confident we are that our recycled waste does not end up in a third world toxic dump?

Janet Dawes, Acting Director Strategic Development, advised that Council’s e-waste recycling services include the collection of televisions as part of the weekly hard waste collection service and the annual e-waste events. The collections require compliance with the national television and computer recycling scheme and the Australian and New Zealand Standard ASNZS53772013 for the collection, storage, transport and treatment of end of life electronic equipment. Council relies on regulation of the scheme and the Standard on a national level to ensure compliance with e-waste and exports. The government’s publicly available reports indicate that e-waste collected from Hobsons Bay from its hard waste collection from February 2014, through 2014-15 and the 2012 and 2014 e-waste events were recycled to their full potential and did not impact negatively on third world countries. Reports for 2015 and 2016 are not yet available, and reports for the 2016-17 financial year which will include the results of the 2016 e-waste event will not be available for some time. Officers will raise the matter with the supplier in planning for the next e-waste collection event in November 2017.

Cr Angela Altair requested that the suppliers be asked for more detail earlier, rather than waiting for the next e-waste collection.


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Janet Dawes, Acting Director Strategic Development, advised that Council can write a letter to the supplier and advocate on that issue.

Cr Angela Altair referred to trailers and caravans that are parked in the same location for an extensive period, and asked whether there are any laws or regulations that prohibit the parking of cars and other vehicles for an extended or indefinite period?

Tammi Rose, Director Corporate Services, advised that as long as a trailer or caravan is parked legally and is registered there is no enforcement activity that can be carried out by Council officers. Council may be able to assist by inquiring with the resident if there is an opportunity to park the vehicle elsewhere.

6 Public Question Time Nil.

7 Petitions/Joint Letters Nil.


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8 Business

8.1 Office of the Chief Executive

8.1.1 Chief Executive Officer - Report on Operations Directorate: CEO’s office Appendix: 1 1st Pink

Purpose

To provide Council with a regular update from the Chief Executive Officer (CEO) on the recent initiatives, projects and performance undertaken.

Motion

Moved Cr Jonathon Marsden, seconded Cr Angela Altair:

That Council:

1. Receive and note the Chief Executive Officer’s Report on Operations, including details of recent issues and initiatives undertaken by the organisation; and

2. In accordance with section 80A(2) of the Local Government Act 1989 incorporate into the minutes of this meeting the written records of Assemblies of Councillors held on 1, 13, 14, 21, 22, 28 February and 7 March 2017.

Carried

Summary

The attached CEO’s Report on Operations provides Councillors and community a regular update from the Chief Executive Officer on key initiatives, projects and performance.

Discussion

Each month at an Ordinary Council Meeting, Council receives and notes a series of service reports from across the organisation. In an effort to improve information sharing and reporting, these service reports have been collated into one report on operations prepared by the CEO. It is anticipated that this report will evolve over coming months to ensure it remains relevant and adds value to Council and community members.


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8.2 Corporate Services

8.2.1 Review of Councillor and Mayoral Allowance Directorate: Corporate Services

Purpose

To review the level of the Councillor and Mayoral allowance in accordance with section 74 of the Local Government Act 1989 (the Act).

Motion

Moved Cr Peter Hemphill, seconded Cr Angela Altair:

That Council:

1. Give notice under section 74 and section 223 of the Local Government Act 1989 of its intention to:

(a) Fix the Councillor allowance at $24,730 per annum.

(b) Fix the Mayoral allowance at $76,521 per annum.

(c) Provide the Mayor and Councillors an amount equivalent to the superannuation guarantee of 9.5 per cent of the relevant allowance.

2. Authorise the Manager Governance and Local Laws to carry out the administrative procedures necessary to enable Council to carry out its functions under section 223 of the Act in relation to the review of the Councillor and Mayoral allowance.

3. Consider and, if requested, hear any submissions received in accordance with section 223 of the Act at a meeting of the Council on a date to be determined.

Carried

Summary

This report notes the requirement to review the Mayoral and Councillor allowance and to consider any submissions to the review before determining the level of allowances.

Background

Section 74(1) of the Local Government Act 1989 requires that Councils must review and determine the level of Mayoral and Councillor allowances within six months after a general election or by the next 30 June, whichever is later. Under section 74(4) a person has the right to make a submission under section 223 to this review.

Discussion

The Victorian Government sets the upper and lower levels for allowances paid to Councillors. Councils are divided into three categories based on the income and population of each Council.


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In accordance with section 73B(4)(b) of the Local Government Act 1989, the current limits and ranges of Councillor and Mayoral allowances effective from 1 December 2016 are: Category Councillor Allowance Range Mayoral Allowance Range 1 $8,324 – $19,834 per annum up to $59,257 per annum 2 $10,284 – $24,730 per annum up to $76,521 per annum 3 $12,367 – $29,630 per annum up to $94,641 per annum

Hobsons Bay is classified as a category 2 Council and therefore the relevant allowance range limits that apply to Hobsons Bay City Council are:

an allowance paid to Councillors for performing their duties – minimum $10,284, maximum $24,730 per annum (subject to any amendments by Order in Council)

an allowance paid to the Mayor for performing their mayoral duties – maximum amount $76,521 per annum (subject to any amendments by Order in Council)

The current Councillor and Mayoral allowances applicable to Hobsons Bay are:

Councillor Allowance $24,730 per annum

Mayoral Allowance $76,521 per annum

In addition, Councillors are provided an amount equivalent to the superannuation guarantee of 9.5 per cent of the relevant allowance.

The proposed Councillor allowance and Mayoral allowance aim to reflect the responsibilities and duties associated with the roles. Councillors are required to deal with a complex range of issues, competing interests and increased community expectations, while providing direct representation to their community.


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8.2.2 Instrument of Appointment and Authorisation – Planning Officers

Directorate: Corporate Services Appendix: 2 1st Green

Purpose

For Council to update the Instrument of Appointment and Authorisation for planning officers in accordance with section 147(4) of the Planning and Environment Act 1987 and section 232 of the Local Government Act 1989.

Motion

Moved Cr Peter Hemphill, seconded Cr Colleen Gates:

That Council:

1. In accordance with section 147(4) of the Planning and Environment Act 1987 and section 232 of the Local Government Act 1989 authorise the officers named in the Instrument of Appointment and Authorisation (Planning and Environment Act 1987) as attached; and

2. Affix Council’s common seal to the instrument of Appointment and Authorisation.

Carried

Summary

Authorised officers under the Planning and Environment Act 1987 are required to be appointed by Council. The last authorisation of Council officers under the Planning and Environment Act 1987 was via a Council resolution on 22 March 2016. Since that date, there have been a number of changes to the officers that require authorisation. The attached Instrument of Appointment and Authorisation has been amended accordingly. Background

The Planning and Environment Act 1987 regulates enforcement and is reliant on authorised officers acting on behalf of the Responsible Authority. Council has received legal advice recommending that Council appoint authorised officers pursuant to section 147(4) of the Planning and Environment Act 1987 for matters relating to planning compliance and enforcement.

Discussion

Authorisation of Council officers for decision-making is essential to enable the smooth operation of the planning system and reasonable timeframes for decisions. It is important that Council’s Planning Officers can act as authorised officers under the Planning and Environment 1987 to ensure good governance and effective enforcement of the Hobsons Bay Planning scheme.


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The Chief Executive Officer, under authority delegated by Council, generally appoints authorised officers. Due to the particular provisions of the Planning and Environment Act 1987, authorised officers under that Act need to be appointed by a Council resolution. The updated Instrument of Appointment and Authorisation (Planning and Environment Act 1987) attached to this report, provides for Council to appoint authorised officers for the purposes of the Planning and Environment Act 1987 and authorises the officers under the Local Government Act 1989 to commence proceedings for breaches against the Acts and Regulations in Council’s name. The Instrument of Appointment and Authorisation comes into force immediately the common seal of the Council is affixed to the Instrument, and remains in force until Council determines to vary or revoke it, or until the authorised officer ceases to be a member of Council staff.


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8.3 Infrastructure and City Services

8.3.1 Contract No. 2016.81 J K Grant Sports Pavilion Redevelopment Project

Directorate: Infrastructure and City Services

Purpose

To award Contract No. 2016.81 for the J K Grant Sports Pavilion Redevelopment Project.

Motion

Moved Cr Angela Altair, seconded Cr Colleen Gates:

That Council Award Contract No.2016.81 for the construction of the J K Grant Sports Pavilion Redevelopment Project to Loaram Constructions Pty. Ltd. for the lump sum price of $1,346,820.20 (including GST).

Carried

Summary

This report was generated from the Tender Evaluation Panel (TEP) Report dated 16 February 2017 which evaluated the tenders received for the construction of the J K Grant Sports Pavilion Redevelopment Project and determined the tender submitted by Loaram Constructions Pty Ltd represented best value for money to Council.

Background

The proposed works form part of Council’s 2016-17 Capital Works Program and includes funding from the State Government Community Sports Infrastructure Fund, the AFL’s Female Facility Fund, the Altona Junior Football Club, the Altona Football Club and the Altona Cricket Club.

Discussion

Documents were issued to the pre-qualified tenderers on 10 January 2017 and closed on 3 February 2017. Two tenders were received and evaluated as per the Tender Evaluation Report.

At the close of tenders, the two submissions included one from FIMMA Constructions and another from Loaram Constructions. Each tender was evaluated and the tenderer interviewed. Interviews were conducted on Tuesday, 7 February and Friday, 10 February, 2017.

The tenders were evaluated on three criteria;

1. Tender sum (50 per cent) 2. Understanding of the individual site specific requirements of the project (20 per cent) 3. Project implementation plan including a detailed construction program, resource plan,

machinery and equipment (30 per cent)


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Loaram Constructions Pty Ltd achieved the highest weighted score and is the lowest lump sum price. They were assessed to have demonstrated a better understanding of the site specific requirements. They were also assessed as having better resourcing as demonstrated by their construction program.

At interview Loaram Constructions Pty Ltd demonstrated a thorough understanding of the site requirements and skillfully identified a number of issues and options in order to achieve cost efficiencies and subsequent savings to Council. Referee checks have confirmed Loaram Construction’s ability to complete the projects within the timelines and within budget. On this basis, awarding the contract for these works to Loaram Constructions Pty Ltd represents best value to Council.

Scope

This project will redevelop the existing J K Grant Sports Pavilion including ancillary external works. The current buildings date from the 1960’s and require upgrading to current occupancy standards. The project encompasses a major upgrade of the social room, change facilities, toilets, a new external club store shed and bin store. It also includes the provision of power and data cabling and concrete footings, for the installation of a new electronic scoreboard to be supplied by the clubs.

Program

Loaram Constructions Pty Ltd has allowed for a 110 working day program to complete the works. The estimated Date for Practical Completion is mid-September 2017.

Project cost

The total project cost inclusive of the recommended construction contract award to Loaram Constructions Pty Ltd is shown below in Table 1:

Budget Item $ (excl.GST)

Construction Contract ($1,346,820.20 including GST) 1,224,382.00

Temporary Club Change Rooms & Ablution Facilities 75,000.00

Construction of External Club Store Shed 60,000.00

Asbestos Audit Part 5 2,000.00

Master Keying System 3,618.00

Power supply & relocation of single power pole 20,000.00

Contingency (5 per cent of total budget) 60,000.00

Grand Total 1,445,000.00


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Funding

The project cost is funded from a number of sources as outlined below in Table 2:

Funding Source $ (excl.GST)

Hobsons Bay City Council 2015-16 Carryover 385,000

Hobsons Bay City Council 2016-17 Budget 934,000

State Government (SRV) 100,000.00

AFL Victoria’s Female Facility Fund 25,000.00

Altona Junior Football Club 20,000.00

Altona Football Club 10,000.00

Altona Cricket Club 10,000.00

Grand Total 1,445,000.00

Stakeholder Management

The clubs are supportive of this project with financial contribution as indicated in table 2. The clubs located at J K Grant Reserve are as follows:

Altona Football Club Altona Junior Football Club Altona Auskick Centre Altona Cricket Club

A winter construction program will disrupt the use of the pavilion during the football season. To minimise the inconvenience for the club and allow for continued use of the oval temporary portable accommodation shall be provided as an alternative to the pavilion.


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8.4 Strategic Development

8.4.1 Exhibition of the draft Biodiversity Strategy 2017-22 Directorate: Strategic Development Appendix: 3 1st Yellow

Purpose

To present the draft Biodiversity Strategy 2017-22 for public exhibition.

Motion

Moved Cr Jonathon Marsden, seconded Cr Angela Altair,

That Council exhibit the draft Biodiversity Strategy 2017-22 for six weeks and receive a further report considering submissions.

Carried

Summary

Hobsons Bay City Council is fortunate to have a natural environment rich in diversity. This includes rare and unique flora and fauna, the Ramsar listed Cheetham wetlands, major waterways, large coastal and marine areas, open spaces, wetlands and grasslands that provide important habitat to native plants and animals, including migratory birds, and are places of rich biodiversity. In an effort to further protect these assets Council has commenced the preparation of a Biodiversity Strategy as a key action in Council Annual Action Plan.

The draft Biodiversity Strategy supports the protection and enhancement of the natural environment, waterways and coastline within Hobsons Bay. It provides the strategic direction to guide Council’s conservation management works whilst ensuring alignment with Council operations, particularly conservation, land use planning and open space planning.

This is Council’s first draft Biodiversity Strategy. It was developed in consultation with key stakeholders and the wider community. It identifies a number of significant pieces of strategic work required to enhance Council’s existing conservation works program and increase the protection of biodiversity throughout the municipality. The strategy will be implemented via an action plan and an ongoing monitoring and evaluation process.

Background

Council has a strong commitment to the management of its environmental assets. This commitment is supported by the community who have consistently told Council that they place a high value on the natural environment, waterways and the coastline of Hobsons Bay. This is identified in the Hobsons Bay 2030 Community Vision; the Community Health and Wellbeing Plan 2013-17; the Integrated Water Management Plan 2014-19; initial community consultation to develop the draft Biodiversity Strategy; and through Council’s Annual Community Surveys.

Hobsons Bay City Council is fortunate to have a natural environment rich in diversity. A Biodiversity Strategy is needed to provide guidance on the ongoing management and protection of these important assets.

On 10 June 2014, Council noted the recommendations of the Biodiversity Discussion Paper and referred the preparation of a Biodiversity Strategy to the 2015-16 budget. The development of a Biodiversity Strategy and associated actions included the following work:


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surveys of key species at Council conservation reserves in 2014-15 a technical report, including an independent review of the condition of biodiversity within

the municipality, developed in 2015-16 consultation with community, industry and government agencies, undertaken in late 2015

Discussion

Hobsons Bay is an established urban municipality. As such only 15 per cent of the native vegetation that once existed within the municipality is present today. Valuing and protecting our unique biodiversity for current and future generations was the primary message from the community consultation and as such is the strategic vision for the draft Biodiversity Strategy. The draft strategy recognises the importance of the natural environment to traditional owners. A number of significant pieces of work have been identified as priorities to achieve this vision, they include:

Land use planning

Accurate mapping of native vegetation and different types of grasslands is critical to inform land use planning decision making. This information will help determine the appropriate tools, such as Environmental Significance Overlays, required to protect local biodiversity within the planning scheme as well as balance residential and economic development.

Native vegetation offsets

When native vegetation is cleared for development a native vegetation offset must be provided to make up for the loss of vegetation. These offsets can be located inside or outside the municipality. The developer pays to manage the offset for the first 10 years then, in the event that Council agrees to take on the offset, Council pays for the management of the offset in perpetuity. This can be very costly. The benefits to Hobsons Bay depends on whether the offset has good connectivity with other native vegetation, the quality of the offset and the weed threats from neighbouring properties. A key action of the strategy is to develop a procedure to determine when and under what conditions Council will accept the management of offsets.

Weeds

Weeds are arguably the biggest threat to local biodiversity. Each year Council invests significant resources in managing weed threats in conservation reserves. An independent review has found Council is effectively prioritising its weed control program. However, monitoring is a gap which, if resourced, would improve both weed management and conservation management generally. Using Council’s Geographic Information System (GIS) to monitor conservation areas and conservation works is a key action in the strategy.

Pest animals

While local government has a pest management role, resourcing for pest animal management on Council managed land is often opportunistic and dependent on grants. State Government agencies and industry support a coordinated pest animal management process therefore a key action in the strategy is to develop a collaborative pest animal management plan to understand the risks to local biodiversity from rabbits, foxes, cats and Indian Mynas. This plan will inform a works program to manage pest animals and resourcing requirements.

Biolinks and Connectivity

Biolinks and connectivity is an important factor for the health of natural ecosystems, creating opportunities for biolinks and biodiversity corridors. It enables animals to move from site to site to forage for food and plants, spread seeds and cross pollinate. Priority areas for


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connectivity within Hobsons Bay are along Kororoit Creek, Laverton Creek and the rail corridor. Mapping opportunities for connectivity will assist Council to prioritise its revegetation works and help inform open space planning.

Recreation and biodiversity

Clearly defining areas for protection of high biodiversity value will help to inform open space planning and advocate for biodiversity values to be protected. There are a number of high value biodiversity areas with dog off lead areas abutting them. Clear delineation between these areas will assist responsible dog ownership and protect biodiversity.

Dumping, mowing native grasses and extending gardens into native grasslands are all activities that degrade the quality of native grasslands. Improved monitoring, place making and community awareness raising will assist the reduction of inappropriate behaviours and increase appreciation of native grasslands.

Community events

Council runs an extensive program of over 50 friends-of-group events and over 80 community, industry and school events each year. Consultation indicated the continuation of these events is very important to the community. A key action of the strategy is to review the promotion of these events and strengthen alignment with community objectives.

The implementation and evaluation of the strategy will be achieved via an action plan and reporting through the Annual Sustainability Report.


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8.4.2 Progress Report Year One - Hobsons Bay Events and Festivals Plan 2016-21

Directorate: Strategic Development Appendix: 4 1st Blue

Cr Angela Altair declared an interest in this item as she is a member of the Williamstown Literary Festival.

Cr Peter Hemphill declared an interest in this item as he is a board member of Seaworks which ran the Pier to Plate event.

Purpose

To report on the progress and outcomes of the first year of the Hobsons Bay Events and Festivals Plan 2016-21 and to note priorities for 2017.

Motion

Moved Cr Colleen Gates, seconded Cr Peter Hemphill:

That Council note the progress and outcomes of the first year of the Hobsons Bay Events and Festivals Plan 2016-21 and the proposed priorities for 2017.

Carried

Summary

Through the Hobsons Bay Events and Festivals Plan 2016-21, (the Plan) Council enables a strong and diverse events program. This report highlights the achievements of the first year of the Plan, with actions undertaken across a spectrum of work in line with its goals, values and themes.

Background

Successful events can build cultural identity, social cohesion and connection and can enable a celebration of sense of place, providing a greater understanding of where we live. Events can support the local economy, especially where local business and organisations can leverage benefits. Council has several roles in relation to events and festivals that take place in the city. These include assessment and approvals of events that take place on public or Council managed land, providing advice on requirements, appropriate use of land, compliance information and coordinating stakeholders and authorities; it has an advisory and facilitation role, provides a central point of contact for event organisers, monitors and evaluates event impacts and provides support and capacity building to the community. It provides funding support and/or in kind support to events which help meet Council goals, and is sometimes an event producer.

Discussion

Hobsons Bay is home to a diverse and expanding calendar of events that contribute to making the city a great place to live and to visit. The Plan was developed following extensive community and event producer consultation and was endorsed by Council in December 2015. The Plan provides direction for the support, management and development of events and festivals in Hobsons Bay, and is established across three goals Goal One - To strengthen and support events that enhance our community

Goal Two – To strengthen tourism and economic outcomes


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Goal Three – To effectively manage event impacts

Council supports events and festivals that relate to the arts, cultural programming, community celebration, major sporting events, and special events that showcase the city and some of its defining characteristics. Events can range from local initiatives like the annual Carols by Candlelight productions to major events of regional and state significance such as the Mitchelton Bay Series cycling which brings participants from around the world and sometimes national and international events, such as the Para World International Sailing Championships hosted in Hobsons Bay in December 2015.

More than 90 events were supported, assessed or produced in the period December 2015 to December 2016. See Appendix for a summary of actions that helped deliver on the Plan.

New funding processes

The Plan outlined the principles which help prioritise event funding decision making. One of the key actions in Year One was to implement a consistent funding application process to replace ongoing and ad hoc funding requests during any given year. An undertaking was given to transition all event producers including those with recurrent and annually funded events to an online application process using Council’s SmartyGrants system. In the pilot year, this was done in two rounds, so as not to disadvantage existing event plans and dates too greatly. The funding supported the three new categories that were established in the Plan. Small / Short Lead

Local Events and Festivals

Major Events

Application details were promoted widely including to cultural, community and sporting groups including recurrent producers and other interested groups. Information sessions to provide advice on funding criteria and guidelines on how to complete the application forms were well attended with 25 event organisers or representatives in attendance. Forty-eight applications for funding support were processed.

Applications were assessed by representatives of various areas across Council on criteria of capacity and capability, community benefits and outcomes, dispersion (location and/or time of year) and contribution to a diverse events calendar for the city. An additional category of Special Events was established for one-off or major new partnership proposals, on application and for Council referral to enable effective budget planning review, as additional to Council’s funding allocations and categories. Examples of events that would fit this category, although they were already in development when the Plan was adopted, are Para World Sailing Championships and Art and Industry.

See appendix for a listing of funded events December 2015-December 2016.

2017-18

Work in 2017 will build on the achievements to date, and refine the structures that are in place for event applications and assessments and the funding application process following the pilot year. These include the following elements:

opportunities for funded events to provide feedback to the new system


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it is expected that funding rounds will be further refined to transition to a once a year calendar with an annual notification, and work towards assessing events that can fit a triennial round, to enable better planning for the city’s core events

opportunities for Council to provide stronger marketing for the city and its events profile, from developing and reinforcing an identity to publishing an annual calendar

a focus on establishing consistent and meaningful evaluation and measurement of event impacts, so that the return on investment can be reported in economic as well as social and community value. Several event producers already provide useful post code data, bring additional funding, business investment and opportunities for local businesses. Using tourism and economic modelling as part of our reporting will be a practical next step

inclusion of cultural programming in events reporting, so that the benefits and impacts of programs like Art in Public Places, some of The Substation program, Scienceworks events, and Seaworks events can be assessed and assist in event calendar planning and managing demands on event funding


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8.4.3 Mid-Year Council Plan and Local Government Performance Reporting Framework Indicators Progress Report

Directorate: Strategic Development Appendix: 5 2nd Pink

Purpose

To update Council on the progress of the Council Plan major initiatives and initiatives for the second quarter (October, November, December 2016) and the half yearly results for the Local Government Performance Reporting Framework (LGPRF).

Motion

Moved Cr Angela Altair, seconded Cr Jonathon Marsden:

That Council note the progress of the second quarter Council Plan progress report and the mid-year results for the LGPRF indicators.

Carried

Summary

This second quarter report (1 October to 31 December 2016) indicates Council’s progress against the Council Plan’s major initiatives and initiatives. Reporting on the progress of these initiatives is a legislative requirement and also assists Council to ensure progress against achieving the Council Plan is on track. The report also includes the half yearly results of the LGPRF indicators. The second quarter progress report has identified that: of the 10 major initiatives, one is behind schedule, six are progressing on schedule and

three have been completed

of the 19 initiatives, 16 are progressing on schedule, two have been completed and one has not started

In relation to the LGPRF indicators, the mid-year results indicate that, on the whole, Council is placed to achieve similar results to last financial year across the majority of indicators.

Background

In order to accomplish its responsibilities, Council’s strategic framework allows the organisation to identify community needs and aspirations over the long term (via the Community Health and Wellbeing Plan 2013-17) and operationalise these via the Council Plan 2013-17.

The Council Plan 2013-17 articulates Council’s strategic direction for the next four years. It is prepared in accordance with legislative requirements in the Local Government Act 1989 and is based on a planning framework that aligns the community’s vision to Council strategies, activities and financial resources.

The Council Plan 2013-17 is structured around four key goals, which describe how Council will serve the community to deliver on the community’s vision for Hobsons Bay. Each goal area identifies the objectives that, the organisation, will work towards achieving from 2013 to 2017.


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The LGPRF is a mandatory system of reporting requiring all councils to report their performance information consistently in their annual reports, and to benchmark council performance through the ‘Know My Council’ website. The LGPRF consists of four indicator sets; service performance, financial performance, sustainable capacity, and the governance and management checklist.

Discussion

In 2016-17 the Council Plan and annual budget included 10 major initiatives and 19 initiatives. Overall, at the end of Quarter two (31 October 2016), 77 per cent of all initiatives were progressing on schedule. A further 17 per cent have already been completed.

Out of the 10 major initiatives, one is behind schedule, six are progressing on schedule and three have been completed.

Out of the 19 initiatives, 16 are progressing on schedule, two have been completed and one has not started.

Initiatives completed this quarter included:

finalisation of the Learning Communities Strategy which was launched in December 2016

Further details on the progress of these initiatives can be found in the appendix.

In relation to the LGPRF indicators, the mid-year results indicate that on the whole Hobsons Bay is placed to achieve similar results to last financial year across the majority of indicators. However when interpreting the results care should be taken with the data provided in this report, as it only pertains to half of the financial year, particularly when interpreting results for financials, as the timing of revenue or expenditure recognition may not be uniform throughout the year.


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9 Delegates Report Directorate: Corporate Services

Purpose

To consider reports by Councillors who have been appointed as delegates to Council and community committees.

Motion

Moved Cr Peter Hemphill, seconded Cr Colleen Gates:

That Council receive and note the recent Delegates Report.

Carried

RoadSafe Westgate Community Road Safety Council Inc. Councillor Delegate: Cr Sandra Wilson 16 November 2016

A copy of the final report for the 2015-2016 Wyndham Fit2Drive program was distributed to members on 31 October 2016. The report highlights that the Wyndham F2D Year 11 Workshop was conducted in 13 secondary schools. Approximately 2,000 students gained valuable experience and knowledge from this best practice VicRoads approved program. The experience gained aims to help students make good decisions when faced with various driving situations.

On 26 November 2016 Hobsons Bay hosted the RoadSafe Westgate’s Senior Drivers Expo. The program updated participants on important Road Safety information including the Road Rules, safe driving and car maintenance. Other valuable learnings included the impact of health conditions and medicines that may affect safe driving and the importance of reporting serious and/or chronic medical conditions and disabilities.

Hobsons Bay’s five VMS trailers have been repaired and are now fully operational. Currently, two are located in Simcock Avenue and Hall Street Spotswood during reconstruction works. Another VMS trailer was located in Millers Road to promote the Electronic Waste Recycling Day for free disposal of electronic type appliances.

Hobsons Bay Women’s Advisory Committee Councillor Delegate: Cr Sandra Wilson 1 February 2017 Cr Wilson welcomed everyone after a long break between meetings due to caretaker period during the local government elections. Council’s Community Health and Wellbeing Officer, Liz Smith, followed up on the Committee’s request to attend advocacy training. Liz presented a training outline from Non Profit Training and the Committee decided that they would like to go ahead with the advocacy training and invite other advisory committees to attend.

Cr Wilson took the opportunity to talk about the future of Council’s Advisory Committees. Councillors requested a review of current Advisory Groups. A decision still needs to be made


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about whether the current advisory committees will continue and the decision is likely to depend on the community health and wellbeing priorities outlined in the Community Vision. The current membership term of the Women’s Advisory Committee continues until 30 June 2017. Liz Smith presented the plans for the International Women’s Day Walk on Sunday 5 March 2017. The event included a yoga class, live music, food trucks and a community walk profiling inspirational women that have been nominated by members of the Committee.

Hobsons Bay Gay, Lesbian, Bisexual, Transgender, Intersex and Queer (GLBTIQ) Advisory Committee Councillor Delegate: Cr Tony Briffa and Cr Colleen Gates (proxy) 13 February 2017

The group debriefed the 2017 GOWEST program and made suggestions for 2018. The group revisited the idea of a GOWEST launch for 2018 and requested that the GLBTIQ Western Region Councils Working Group table this for discussion at their next meeting.

The group participated in preliminary planning for IDAHOBIT 2017. The general consensus was around engaging more participation from schools and young people.

Council’s Diversity Officer, Danielle Bero, provided an update on the draft GLBTIQ Action Plan which was well received.

Cr Briffa raised the issue of the community vision statement of the definition of ‘diversity’ in the Hobsons Bay 2030 document. The group were of the opinion that the definition was not inclusive or the group reflective of the diversity of community.

Cr Briffa spoke about the Sports and Recreation Victoria grant which sought to increase women’s participation in sport and stated that this project should be inclusive of LBTI women also.

The group shared information about upcoming events and highlights. Information about International Women’s Day celebrations and the Quick Response Community Grants was provided.

LeadWest Councillor Delegate: Cr Jonathon Marsden 15 February 2017

The first meeting of the board of LeadWest for 2017 took place on 15 February at Brimbank Civic and Community Centre in Sunshine. The board discussed the development of a new Western Agenda, the overarching strategic plan for Leadwest. It was agreed that the plan should be informed by the various Council Plans which are currently being developed by each member council.

Updates were also provided on plans to hold a budget briefing event in May, as well as a delegation to Canberra later in the year to further our advocacy aims with federal parliamentarians.


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Disability Advisory Committee (DAC) Councillor Delegate: Cr Colleen Gates 22 February 2017

The DAC was updated on the review of Council’s Advisory Committees and groups. The DAC considered the purpose of the committee, if it was meeting its purpose and recommendations for how the committee could be improved. In relation to the DAC’s purpose, committee member’s responses included being advocates, reviewing policy and strategic plans, providing a consumer perspective to Council and disseminating information amongst networks. Overall they felt that the DAC was meeting this purpose, however they were unsure how their feedback was being used as projects seem to take some time. Questions asked of the DAC will also be included in a survey which will go to all Council committees, including the DAC, to provide feedback. This feedback will be summarised and included in a report for Council with recommendations for future action.

An update on Council’s Accessible Beaches Project was provided. Feedback from community and stakeholders regarding the changes to the project since last year have been positive with 19 users of the beach wheelchairs to date surpassing last year’s total number of 16. The project is due for completion on 26 March 2017. Due to the success of the project, other councils are also looking to implement a similar service.

Brief updates were provided on upcoming events and training opportunities, access issues and, more specifically, ramped access points in pavement.


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10 Supplementary Public Question Time Nil.

11 Urgent and Other Business Nil.

There being no further business, the Chairperson declared the meeting closed at 8.26pm.

Chairperson – Cr Sandra Wilson

Signed and certified as having been confirmed.

11 April 2017.


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Ordinary Council Meeting - City of Hobsons Bay · 3/14/2017 · Cr Angela Altair Strand Ward Cr...

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Transcript of Ordinary Council Meeting - City of Hobsons Bay · 3/14/2017 · Cr Angela Altair Strand Ward Cr...