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Council chambers

Council meeting summary July 1, 2019

News Article Date: 
Tuesday, 2 July 2019

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

The below summary is unconfirmed until the Minutes of the July 1 Meeting are accepted by Council.

1. Opening Prayer & Original Custodians Statement

2. Apologies

Cr. Hulin – Leave of Absence

3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting of Council held on June 3 and the Minutes of the Special Meeting of Council held on June 24, 2019 (6-0).

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

Cr Herbert declared a Conflict of Interest in Item 5.4.

5.1 Great South Coast Regional AFL, Cricket and Netball Strategy

The Great South Coast Local Government Authorities, State and Regional sporting associations partnered to undertake a project to support the future development, governance and growth of the three sports in the region over the next fifteen years.

The draft Strategy was made available for public comment from October 2018 to February 2019 and a moderate level of feedback was received from ten respondents, including six clubs.

Amendments to the final Strategy were made in response to the feedback including increasing its term (from ten to fifteen years).

Local feedback acknowledged and generally supported the draft Strategy.

An estimated $77.4 million worth of investment across the region has been identified to address existing facility gaps, meet agreed facility standards and improve facility capacity. This includes 18 Warrnambool facilities with an estimated of $16.8 million worth of investment.

Key considerations from the Strategy for Warrnambool include redevelopment of Reid Oval, provision of female friendly facilities, facility renewal, improved regional collaboration and alignment to the Active Warrnambool Strategy.

Council supported the following recommendations (6-0):

That Council receives the Great South Coast Regional AFL, Cricket and Netball Strategy.

5.2 Active Warrnambool Strategy Draft Final Report

The Warrnambool Recreation Plan 2007-17 has concluded.

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

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

Development of the new Strategy was underpinned by a significant level of community engagement.

The draft final report for the Strategy – titled Active Warrnambool - has been completed incorporating 23 objectives and 72 actions.

It is recommended that Council receives the draft final report from the Active Warrnambool Strategy, and approves its release for public comment.

Council supported the following recommendations (6-0):

That Council receives the draft final report from the Active Warrnambool Strategy, and approves its release for public comment as outlined in the report below.

5.3 Great Ocean Road Regional Tourism Ltd

In 2013 Warrnambool City Council (‘Council’) supported the establishment of the Great

Ocean Road Regional Tourism Board (GORRTB). GORRTB was established to lead the development, marketing, advocacy and management of tourism for the Great Ocean Road region. It takes in the geographical area from Torquay to the South Australian border, including the local government areas of Surf Coast, Colac Otway, Corangamite, Warrnambool, Moyne, and Glenelg.

Regional Tourism Boards are now in place across other regions of Victoria – Grampians, Murray, Alpine and High Country, Gippsland, and Daylesford-Macedon.

The Great Ocean Road region attracts in excess of 6 million visitors per annum comprising 5.2 million Domestic visitors and 959,000 International visitors. Visitor growth continues to track ahead of projection with visitation and visitors nights forecast to increase by a third by 2027.

The GORRT Strategic Plan 2019-2022 (attached) details key achievements over the past five years, visitation data and the key strategic priorities to be implemented over the next three years.

The existing three year Funding Agreement between GORRT Ltd and Council ends 30 June 2019. GORRTB are seeking Council’s commitment to a further three year funding commitment. The proposed Memorandum of Understanding between GORRT Limited and the six municipalities is attached.

Previous Local Government Partner contributions to GORRT have been based on historical budgeted contributions to the previous regional tourism associations Geelong Otway Tourism and Shipwreck Coast Tourism.

In a move towards establishing an equity based model GORRTB explored a number of funding allocation methods such as population, visitor numbers, overnight visitors, tourism employment, Gross Regional Product and Council Budgets.

There is no agreed and consistent formula for determining Local Government funding of Regional Tourism Boards across Victoria and all methodologies result in increases and decreases in funding contributions for each Local Government partner dependent on which method is applied.

GORRTB have proposed a methodology for Local Government financial contributions based on population. The impact for Warrnambool City Council is a reduction in financial support to GORRT from $180,000 per annum to $149,555 per annum. Warrnambool City Council’s financial contribution remains the largest amongst the six Local Government partners.

Council supported the following amended recommendation (6-0):

That Council

  • Renew its financial support for Great Ocean Road Regional Tourism Limited with a contribution of $149,555 (excl GST) in the 2019/20 Financial Year; and
  • Write to the GORRT Board requesting a further review of the methodology that determines Local

5.4 East of Aberline Growth Area

Cr Neoh was elected Acting Chair (5-0) while Cr Herbert left the chamber.

Council is currently partnering with the Victorian Planning Authority on the East of Aberline

Precinct Structure Plan (PSP) in Warrnambool;

The current stage of the PSP is nearing completion and current funding is due to expire;

So that Council and the VPA may continue with the East of Aberline PSP project, the VPA have outlined an option for Council to request the Minister for Planning to appoint the VPA as Planning Authority for the implementation of the PSP;

Implementation of the Growth Area Precinct Structure Plan includes:

- development of a Development Contributions Plan;

- completion of the back ground technical reports;

- finalisation of the Precinct Structure Plan;

- preparation of planning scheme amendment documentation – this includes rezoning, and embedding the aspirations of the structure plan into the planning scheme;

- planning panel representation, legal advice and peer review of documentation, expert witnesses at panel;

The VPA will aim to unlock the statutory process associated with planning scheme

amendments through expertise and direction from the Minister for Planning;

It is estimated that the next stage in this growth area planning will cost approximately $500,000;

A funding application has been submitted to the VPA for the next stage of work.

Council supported the following recommendations (5-0):

That Council:

  • Resolve to seek support from the Minister for Planning to appoint the Victorian Planning Authority as Planning Authority for completion of the East of Aberline Precinct Structure Plan; and
  • Request the Minister for Planning to allocate appropriate funding to the Victorian Planning Authority for the completion of the project.

5.5 Itinerant Trading Policy Post Consultation

The Itinerant Trading Policy (the Policy) is founded on the principal that where organisations or individuals use public land to generate a profit, like fixed traders, they should contribute to infrastructure and service provision.

There is no current Council Policy to set out Councils approach to applications to use public land for commercial purposes, nor is there a consistent fee structure to cover Councils costs to oversee and administer itinerant trading activities.

The amended Itinerant trading Policy 2019 with track changes showing the amendments (refer Attachment 1).

The Policy has been developed to provide business opportunities and to activate areas where people congregate.

The Policy is intended to provide a framework for certainty and direction for the community and Council staff in assessing applications, to ensure they are assessed equitably and do not adversely impact on the character and amenity of the area.

The Policy does not apply to footpath trading, promotional activities, free community services, registered charity fundraising, individual market stall holders who operate as part of an approved market or activities which are covered by a Council lease or license.

The draft Policy was advertised for public comment from February 7th until March 22nd, 2019 with a total of 264 submissions received from the community during the consultation process.

Any fees collected through itinerant trading charges will be used to offset the costs of maintaining the areas used for itinerant trading, including but not limited to, excess waste and litter removal, administration, on ground inspections required by Council staff to ensure permit conditions/licenses are being adhered to and for Local Laws Officers attendance at certain times.

Council supported the following recommendation (6-0):

That Council:

1. Notes the revised Itinerant Trading Policy and submissions arising from community feedback.

2. Adopts the revised Policy.

5.6 Warrnambool Art Gallery HVAC Renewal

Council has sought tenders for Contract 2019035 Design and Construct a Replacement

HVAC System for Warrnambool Art Gallery.

A single tender was received and following some clarifications and negotiations a final contract sum was determined.

The proposed system will operate within The American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) recommendations for air quality to an AA+ class of control within the limitations of the existing building.

In addition to upgrade of all 4 HVAC units, the project scope includes controlled access to a compliant plant room in the ceiling space, installation of a thermal break at the workshop roller door and installation of an air curtain in-lieu of an airlock.

An air curtain has been tendered in-lieu of an airlock at the front entry at the request of Gallery management under the understanding that it will provide improved thermal control, accepting that fluctuations and gradients will exceed maximum requirements for key controlled spaces.

The proposed chiller is not a stock item in Australia, availability will be 12 – 15 weeks from order.

Council supported the following recommendations (6-0):

That Council:

1. Accept the tender submission for Tender 2019035 Design and Construct a

Replacement HVAC System for Warrnambool Art Gallery from West Fridge Pty Ltd for no more than $531,015.00 (ex. GST).

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

5.7 Joint Reseal Contract

Both Corangamite Shire Council (CSC) and Warrnambool City Council (Council) have programs to undertake bitumen sealing works each year, as part of our road asset management plans and annual road maintenance activities.

Both CSC and Council’s programs contain very similar scopes and are typically undertaken by specialist contractors. Accordingly, a collaborative approach to the procurement of these works provides a greater opportunity to achieve efficiencies through an ‘economy of scale’.

Council resolved on 2 July 2018 to enter into its 4th Infrastructure Contributions Agreement for 2018/2019 Bitumen sealing works with Corangamite Shire Council.

CSC entered into a contract with Inroads Pty Ltd on behalf of Warrnambool City Council to deliver sealing works for the 2018/2019 season.

It is proposed that a Bitumen Sealing Works Agreement is made with Corangamite Shire Council, for the management and delivery of the 2019/2020 and 2020/2021 Bitumen Sealing Program. A two-year contract is preferred as it will encourage more competition in the tender due to increased size, as well as a better contractor relationship and security.

The total expenditure expected under the two-year resealling contract to Council is approximately $1.5 million.

Council supported the following recommendation (6-0):

1. That Warrnambool City Council enters into a Joint Infrastructure Agreement with

Corangamite Shire Council for the 2019/2020 & 2020/2021 bitumen sealing works.

2. That Corangamite Shire Council is appointed as an agent of Warrnambool City Council for the purpose of tendering the works under the 2019/2020 & 2020/2021 agreement.

3. That the Chief Executive Officer is delegated authority to sign and seal (execute) documents for the 2019/2020 and 2020/2021 bitumen sealing Joint infrastructure Agreement.

4. That the Chief Executive Officer is delegated authority to accept or reject the tender recommendations from Corangamite Shire Council for bitumen sealing works.

5.8 Assembly of Councillors Reports

Section 80A(2) of the Local Government Act 1989 requires the record of an Assembly of

Councillors be reported to the next practicable Ordinary Meeting of Council.

The records of the following Assembly of Councillors is enclosed:

- Tuesday 11 June 2019

- Thursday 20 June 2019

- Monday 24 June 2019

Council received the report (6-0).

5.9 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (6-0).

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