index []...social networking sites (e.g. facebook, myspace, bebo, friendster, linkedin) video and...

Warrnambool City Council 30 May 2011 Agenda for Ordinary Meeting

INDEX

Page No.

1. OPENING PRAYER & ORIGINAL CUSTODIANS STATEMENT ......................................... 2

2. APOLOGIES ......................................................................................................................... 2

3. CONFIRMATION OF MINUTES ............................................................................................ 2

4. DECLARATION BY COUNCILLORS & OFFICERS OF ANY CONFLICT OF INTEREST IN ANY ITEM ON THE AGENDA .......................................................................................... 2

5. REPORTS

5.1 Warrnambool Entertainment Centre Redevelopment ................................................. 3

5.2 Social Media Policy .................................................................................................... 4

5.3 Corporate Strategies Operations Report .................................................................. 13

5.4 Permits Issued Under Delegate Authority 29 April 2011 – 13 May 2011 .................. 25

5.5 Declaration of a Special Charge Scheme for the Footpath Along the West Side of Manifold Street, Warrnambool ................................................................................ 28

5.6 Alterations to Parking in Banyan Street (Merri to Timor Street) and at the Archie Graham Community Centre .................................................................................... 40

5.7 AquaZone Strategy Project Control Group – Community Membership ..................... 49

5.8 2011 Fun4Kids Festival – Temporary Road Closures & Parking Alterations ............ 52

5.9 Advisory Committee Reports ................................................................................... 55

5.10 Assembly of Councillors Record .............................................................................. 68

5.11 Council Activities – Summary Report ....................................................................... 76

7. PUBLIC QUESTION TIME .................................................................................................. 77

8. REPORTS BY MAYOR AND COUNCILLORS ................................................................... 77

9. CLOSE OF MEETING. ....................................................................................................... 77


1. OPENING PRAYER

Almighty God Grant to this Council Wisdom, understanding and Sincerity of purpose For the Good Governance of this City Amen.

ORIGINAL CUSTODIANS STATEMENT

I wish to acknowledge the traditional owners of the land on which we stand and pay my respects to their Elders past and present.

2. APOLOGIES

3. CONFIRMATION OF MINUTES

3.1 Ordinary Meeting of Council held on 9 May 2011. 3.2 Special Meeting of Council held on 11 May 2011.

4. DECLARATION BY COUNCILLORS & OFFICERS OF ANY CONFLICT OF INTEREST IN

ANY ITEM ON THE AGENDA 5. REPORTS


5.1 WARRNAMBOOL ENTERTAINMENT CENTRE REDEVELOPMENT PURPOSE To advise Council of a donation to the Warrnambool Entertainment Centre redevelopment

Discussions have been ongoing between Council and a local philanthropic trust regarding the redevelopment of the Warrnambool Entertainment Centre. Advice has been received from the owners of 3YB/Coast FM Geoff Handbury and Rowly and Judy Paterson of a donation of $100,000 towards the project. This generous donation will be allocated towards the seating in the black box theatre. The community of Warrnambool and South West Victoria is fortunate that strong philanthropy exists as it provides significant community infrastructure. RECOMMENDATION That Geoff Handbury and Rowly and Judy Paterson be thanked for their generous donation to the Warrnambool Entertainment Centre Redevelopment project.


5.2 SOCIAL MEDIA POLICY PURPOSE This report presents the Social Media Policy for adoption by Council

1. BACKGROUND Council‟s Social Media policy was developed through an MAV initiative involving 37 Victorian Councils utilising the professional services of expert companies Engage ORM, Norton Rose and Maddocks. 2. ISSUES

The policy (attached as Appendix A) was developed in response to a recognition that social media provides new and improved opportunities for two-way communications with the community. Council is utilising social media to conduct community engagement and to keep the community informed of Council activities and events via Facebook and Twitter. The Youth Council is also utilising Facebook to connect with their peers. The intent of the policy is to provide understanding and guidance for the appropriate use of social media platforms and tools by council staff, councillors and contractors for the purpose of conducting Council business. This policy applies to all councillors, employees, contractors, agents and volunteers of Warrnambool City Council who purport to use social media on behalf of Warrnambool City Council. The policy also applies to agencies and individuals who provide services to Warrnambool City Council and will be included in all relevant external supplier contracts. 3. IMPLEMENTATION

The policy will be implemented throughout the organisation through training sessions to be conducted by the company that developed the policy (Engage ORM). 4. FINANCIAL IMPACT The contribution to the MAV initiative and the costs of training are provided for in the current years budget. 5. RISK IMPACT If a policy is not adopted and training provided there is a risk that a lack of clarity around the use of social media will result in inappropriate use of this growing medium. RECOMMENDATION

That Council adopt the Warrnambool City Council Social Media Policy.


5.2 Social Media Policy

APPENDIX A

SOCIAL MEDIA POLICY



DOCUMENT CONTROL Document Title: Social Media Policy Applicable To: All staff Responsible Branch: Communications Responsible Officer: Communications manager Document Status: Approved By: Approved Date: Review Date:



Purpose Warrnambool City Council recognises that social media provides new opportunities for dynamic and interactive two-way communications which can complement existing communication and further improve information, access and delivery of key services. The intent of this policy is to provide understanding and guidance for the appropriate use of social media platforms and tools by council staff, councillors and contractors for the purpose of conducting Council business.

Scope This policy applies to all councillors, employees, contractors, agents and volunteers of Warrnambool City Council who purport to use social media on behalf of Warrnambool City Council. This policy will also apply to agencies and individuals who provide services to Warrnambool City Council, and will be included in all relevant external supplier contracts. The policy outlines requirements for compliance with confidentiality, governance, legal, privacy and regulatory parameters when using social media to conduct council business. It aims to: Inform appropriate use of social media tools for Warrnambool City Council Promote effective and productive community engagement through social media Minimise miscommunication or mischievous communications Help Warrnambool City Council manage the inherent challenges of speed and immediacy The policy applies to those digital spaces where people may comment, contribute, create, forward, post, upload and share content, including:

Blogs Bulletin boards Citizen journalism and news sites Forums and discussion boards Instant messaging facilities Microblogging sites (e.g. Twitter) Online encyclopaedias (e.g. Wikipedia) Podcasts Social networking sites (e.g. Facebook, MySpace, Bebo, Friendster, LinkedIn) Video and photo sharing sites (e.g. Flickr, YouTube) Video podcasts Wikis Any other websites that allow individuals to use simple publishing tools or new technologies

emerging from the digital environment. As it is not possible to expressly refer to or list the specific sites or kinds of social media outlets, the absence of a reference to a particular site or kind of social media activity does not limit the application of this policy. This policy is not intended to cover personal use of social media where: the author publishes information in their personal capacity and not on behalf of, or in

association with Warrnambool City Council; and no reference is made to Warrnambool City Council, its councillors, staff, policies and services,

suppliers or other stakeholders or council related issues.



Individuals should use discretion and keep personal use of social media to a minimum during work hours. For guidance on acceptable levels of personal use of social media during work hours see your manager. This policy should be read in conjunction with other relevant policies and procedures of Warrnambool City Council.

Legislative & Policy Framework Councillors and staff of Warrnambool City Council are expected to demonstrate standards of conduct and behaviour that are consistent with relevant legislation, regulations and policies. A list of relevant legislation which may be used as a guide is included in Annexure A. Council policies and guideline provisions which must be adhered to in relation to the use of social media include the following: Warrnambool City Council acceptable use policies for email, internet, digital equipment,

electronic communications Warrnambool City Council Code of Conduct Warrnambool City Council employment contracts Warrnambool City Council Human Resource Policy Warrnambool City Council Information and Communications Technology Policy Warrnambool City Council Media Policy Warrnambool City Council Online Privacy and Security Policy Warrnambool City Council Privacy and Personal Information Policy Warrnambool City Council Public Engagement Policy Warrnambool City Council Sponsorship Policy

Social Media Policy

When using social media, council staff and contractors are expected to: Seek prior authorisation from the Communications Branch Adhere to Warrnambool City Council codes of conduct, policies and procedures Behave with caution, courtesy, honesty and respect Comply with relevant laws and regulations Reinforce the integrity, reputation and values of Warrnambool City Council. The following content is not permitted under any circumstances: Abusive, profane or sexual language Content not relating to the subject matter of that blog, board, forum or site Content which is false or misleading Confidential information about Council or third parties Copyright or Trade Mark protected materials Discriminatory material in relation to a person or group based on age, colour, creed, disability,

family status, gender, nationality, marital status, parental status, political opinion/affiliation, pregnancy or potential pregnancy, race or social origin, religious beliefs/activity, responsibilities, sex or sexual orientation

Illegal material or materials designed to encourage law breaking Materials that could compromise council, employee or system safety Materials which would breach applicable laws (defamation, privacy, trade practices, financial

rules and regulations, fair use, trademarks) Material that would offend contemporary standards of taste and decency Material which would bring the Council into disrepute



Personal details or references to councillors, council staff or third parties, which may breach

privacy laws Spam, meaning the distribution of unsolicited bulk electronic messages Statements which may be considered to be bullying or harassment If you have any doubt about applying the provisions of this policy, check with the Communications Branch before using social media to communicate. Depending upon the nature of the issue and potential risk, it may also be appropriate to consider seeking legal advice. Authorisation Ensure appropriate authorisation has been obtained before using social media including but not limited to uploading content and acting as a spokesperson on behalf of Council. Expertise Do not comment outside your area of expertise. Do not commit Council to actions or undertakings. Disclosure Only discuss publicly available information. Do not disclose confidential information, internal discussions or decisions of Council, employees or third parties. This includes publishing confidential, personal or private information where there is sufficient detail for potential identification of councillors, Council staff or third parties. Accuracy Be accurate, constructive, helpful and informative. Correct any errors as soon as practicable. Do not publish information or make statements which you know to be false or may reasonably be taken to be misleading or deceptive. Identity Be clear about professional identity or any vested interests. Do not use fictitious names or identities that deliberately intend to deceive, mislead or lie. Do not participate anonymously or covertly via a third party or agency. Opinion Clearly separate personal opinions from professional ones and be mindful of Council‟s Code of Conduct when discussing or commenting on council matters. In general, don't express personal opinions using Council tags or other identifications. Only where this is not possible, consider using a formal disclaimer to separate official council positions from personal opinions and distance council from comments made by public and other outside interests. Privacy Be sensitive to the privacy of others. Seek permission from anyone who appears in any photographs, video or other footage before sharing these via any form of social media. If asked to remove materials do so as soon as practicable. Intellectual Property Seek permission from the creator or copyright owner to use or reproduce copyright material including applications, audio tracks (speeches, songs), footage (video), graphics (graphs, charts and logos), images, artwork, photographs, publications or music. Also seek permission before publishing or uploading material in which the intellectual property rights, such as Trademarks, are owned by a third party e.g. company logos. Seek permission from the website‟s owner wherever possible before linking to another site (including a social media application). Defamation Do not comment, contribute, create, forward, post, upload or share content that is malicious or defamatory. This includes statements which may negatively impact the reputation of another.



Reward Do not publish content in exchange for reward of any kind. Transparency Do not seek to buy or recompense favourable social media commentary. Encourage online publishers to be open and transparent in how they engage with, or review council personnel, services or wares. Political bias Do not endorse any political affinity or allegiance. Respect Always be courteous, patient and respectful of others‟ opinions, including detractors. Discrimination Be mindful of anti-discrimination laws and do not publish statements or information which may be discriminatory. Language Be mindful of language and expression. State of Mind Do not use social media when inebriated, irritated, upset or tired. Be safe Protect your personal privacy and guard against identity theft. Media

Do not issue statements or make announcements through social media channels unless authorised. Do not respond directly if approached by media for comment through social media. Refer the inquiry to the Communications Branch as per Council‟s media policy. Modification and moderation

Ensure that any social media sites created or contributed to can be readily edited, improved or removed and appropriately moderated. Access

Be mindful of the requisite government web standards for accessibility. Information made available via non-compliant platforms should be made accessible in another form where practical. Be responsive Specify the type of comments and feedback that will receive a response and clearly communicate a target response time. Make it easy for audiences to reach Council via other methods by publishing Council‟s phone number, generic email, Facebook, Skype and Twitter accounts.



Roles & Responsibilities Role Responsibilities

Councillors Seek approval for council branding of social media Register social media account/tools/site with the Communications

Department Understand and comply with the provisions in this policy Seek training and development for using social media Seek advice from the Legal or Communications Department if unsure

about applying the provisions of this policy

Staff and contractors

Seek approval from relevant manager for business strategy incorporating social media

Seek advice and authorisation from Communications Department on using social media and developing a communications plan to support business strategy

Seek approval for council branding of social media Register social media account/tools/site with the Communications

Department Seek training and development for using social media Understand and comply with the provisions in this policy Maintain records of email addresses, comments, „friends‟, followers and

printed copies or electronic „screen grabs‟ when using externally hosted sites to the extent practicable

Seek advice from the Legal or Communications Department if unsure about applying the provisions of this policy

Ensure relevant contractors are provided with a copy of this policy Familiarise self with the End User Licence Agreements of any external

social media tools being used

Business Unit Managers

Approve business strategy incorporating use of social media Ensure staff consult and obtain authorisation from the Communications

branch on their planned use of social media Ensure contractors are provided with a copy of the social media policy Offer training for staff using social media Advise IT of approval to access social media for business purposes

IT Department Facilitate secure access to support delivery of council business via social media

Regularly back up and archive internally hosted social media sites

Communications Department

Authorise use of social media tools for conducting Council business Provide advice and assist with the development of communication plans

using social media Educate councillors, staff and contractors about this policy and their

responsibilities when using social media Advise appropriate precautions eg disclaimers Maintain a register of social media being used for conducting Council

business including records of the business case for using social media, its strategic imperative, the intended administrator, URL, login, password and audience

Assist staff to retain some record explaining the context or purpose of social media, and a sample of posts where it is impractical to retain large volumes of screen grabs

Monitor social media accounts/tools/sites registered for conducting Council business

Monitor social media for references to Warrnambool City Council Seek legal advice as appropriate where an issue is likely to be contentious

or may create legal risk for Council.



Enforcement Warrnambool City Council actively monitors social media for relevant contributions that impact on the municipality, its operations and reputation. Warrnambool City Council will be able to find – and act upon – contributions made by councillors and staff if deemed necessary. This policy will be published and promoted to councillors and staff of Warrnambool City Council. Breaching this policy may result in disciplinary action, performance management and review. Serious breaches may result in suspension or termination of employment or association. Warrnambool City Council reserves the right to remove, where possible, content that violates this policy or any associated policies.

Annexure A Relevant legislation Copyright Act 1968 (Cth) Crimes Act 1958 (Vic) Defamation Act 2005 (Vic) Fair Trading Act 1999 (Vic) Fair Work Act 2009 (Cth) Freedom of Information Act 1982 (Vic) Local Government Act 1989 (Vic) Equal Opportunity Act 2010 (Vic) Australian Human Rights Commission Act 1986 (Cth) Information Privacy Act 2000 (Vic) Spam Act 2003 (Cth) Privacy Act 1988 (Cth) Public Records Act 1973 (Vic) Racial and Religious Tolerance Act 2001 (Vic) Wrongs Act 1958 (Vic)


5.3 CORPORATE STRATEGIES OPERATIONS REPORT PURPOSE This report provides information related to activities currently undertaken by the Corporate Strategies Directorate.

1. DIRECTORATE – SUMMARY The Corporate Strategies Directorate is largely an internal service provider to all parts of the organisation and provides a wide range of services which are outlined in this report. Some major issues highlighted within the directorate include: Ongoing provision of staff training. Year of Women in Local Government initiatives. Re-insurance program – all classes of insurance. Bi-annual insurance audits. Preparation of the 2011/12 Budget. Over 65,000 customer contacts. Ongoing municipal revaluation process. Advancement of Procurement Roadmap. Internal and external communications. “Shaping Your Future” Community Forum. 2. ORGANISATION DEVELOPMENT a) Human Resources Recruitment & Selection From 1 February 2011 to 30 April 2011, 23 positions were advertised (July 2010 to April 2011 – 107 positions) with 157 applications received (142 external and 15 internal). 29 new employees having participated in the Corporate Induction program for the period. Staff Performance Management The staff performance review process is scheduled to commence in June, and conclude in July. In order to maximise the benefit of this process, a training program was developed to educate staff on the importance of the review process, and equip staff with the necessary skills to conduct an effective performance review. This training will be rolled out during the month of May. b) Organisation Development Staff Development & Training

Training Event (1/02/2011 – 30/04/2011)

No of Participants Training Time

(Hrs) Total Participant

(Hrs)

Q1 YTD Q1 Q1 YTD

Corporate Induction 32 53 4 128 212

MS Office (2010) 162 162 32 662 662

MS Excel/Word/PowerPoint/Project 52 52 12 174 174

Customer Request System 4 4 1.5 6 6

Property.Gov 4 4 2 8 8

Latitude 7 7 1 7 7

Power Budget / Finesse 14 14 3 21 21

Total 275 296 55.5 1006 1090


5.3 Corporate Strategies Operations Report (Cont.)

Work Experience/Internships/Work Placements From February to April 2011, 23 students have participated in work experience, internships and work placements with Council. This is made up of 18 students completing a 1 week placement, and 5 students that attend work 1 day per week over the course of the year (excluding school holidays) as part of their Victorian Certificate of Applied Learning (VCAL). Business Excellence Business Excellence is scheduled to occur late 2011, and to maximise the benefits of this program, it is critical participants are equipped with the necessary skills to effectively lead and manage. Consequently, a „project leaders‟ training program has been developed and participants that undergo this training will create the selection pool for Business Excellence Project Leaders for the next round of projects. The program is scheduled to commence in August, 2011. Policy Development Framework The Organisation Development Branch has been responsible for the ongoing coordination and facilitating awareness of the recently developed Policy Development framework. As part of this effort, the OD branch has also been responsible for developing a centralised Policy Register - where staff will able to locate a copy of any adopted Council or Organisational policy. The register will also identify which branch is responsible for the document, the adopted date and the next scheduled review date. Staff Health + Wellbeing Committee The Staff Health and Wellbeing Committee developed a calendar of events for 2011. The committee aims to have at least one health & wellbeing „event‟ per month. All worksites are encouraged to participate wherever possible, and consideration has been given to ensure a variety of activities are coordinated to maximise staff involvement across the organisation. Year of Women in Local Government Given the success of the “Great South Coast Councils - Year of Women in Local Government” event in November 2010, the working group reconvened in February 2011 to consider options for continuation of a regional approach to supporting the ongoing commitment to the Charter and Local Government career development opportunities for women. In May, Council endorsed support for the continuation of a Great South Coast Councils Women in Local Government Steering Committee and considered the proposed draft Terms of Reference and Action Plan. c) Risk Management Insurance Program - Update Council‟s insurance policies and asset valuations are currently being reviewed in the lead up to the Annual Insurance Renewal program for the 2011/2012 period with 12 policies due for renewal. Councils‟ Insurance brokers have advised that whilst the insurance market remains stable there is pressure for increases in some classes of insurance, particularly with recent disasters, nationally and internationally having an impact on premiums. Premium increases between 7 – 10% have been factored into the 2011/12 budget estimates.

External Compliance Audit/s – Update Council‟s biannual audits for Property and the Fidelity Guarantee insurance programs were conducted by Council‟s Insurer in March 2011 and the following scores have now been indicated by our insurers. State and Regional rankings are yet to be advised.

WCC Audit Scores 2009 2011

JMAPP 84.5% 81.7%

Fidelity Guarantee 66.0% 78.0%



The final report is currently being reviewed and Council‟s Risk Management Coordinator will be working with relevant officers to develop an action plan to effectively deal with any recommendations made by the Auditors/Insurer. Public Incident Reports – Analysis 34 Public Incident reports were received/investigated in the quarter. With a total 128 Public Incident reports received/investigated for the period from 1 July 2010 to 30 April 2011. For all reports received, preliminary investigations were completed by the Organisation Development (Risk Services) Branch and where appropriate have been referred for follow up investigation and corrective actions e.g. to Asset Management, Park & Garden‟s etc. 6 Public Liability claims were received in the quarter of which 3 were denied and 3 claims settled. d) Occupational Health & Safety (OH&S) OH&S Management System - Update A number of actions have been undertaken in the last quarter against Council‟s OH&S Strategic Plan 2010-2013, including: Work Place Hazard procedures are being reviewed/ updated. Commenced review of Council‟s OHS Policy. OHS Branch Action Plans developed, with Infrastructure Services developing safe work

method statements for the Branch. Incident software has been investigated. Currently reviewing OHS contractor management procedures in line with new WHS Act. Report formats are being restructured with enhanced reporting to the Audit & Risk Committee

and Management Executive Team. Manual Handling for new employees completed during regular Corporate Induction Program

sessions. Purchase of a video library subscription which will give Council unlimited access to 62 health

and safety training videos.

Review of Incident/Hazard Reporting Processes In line with the OH&S Strategy to “review the hazard management system” a new incident software application has been investigated to replace the many current (manual/electronic) processes. The aim of a new system is to streamline the whole incident reporting process and assist in increasing awareness and encourage a greater level of hazards/near miss reporting. OHS Incident Reports – Analysis For the period from 1 February 2011 to 30 April 2011 a total of 17 staff health & safety reports were received and investigate (14 Injuries, 1 Near Miss and 2 Hazard reports). New Health & Safety Legislative Framework (2012). The new Work Health and Safety Act (WHS Act) and accompanying regulations are due to commence across Australia in January 2012. The Act will replace all existing state and territory OHS laws, including Victoria‟s current OHS Act. The New WHS laws will bring change and new opportunities and although some months away the Organisation Development (OHS) Branch are busy preparing and reviewing new draft regulations as they are published. Over the next few months we will be working with the OHS Committee, Staff Representatives and Management on preparing WCC for the changes – which will affect everyone who undertakes WCC work related activities.



3. REVENUE, PROPERTY & CUSTOMER SERVICE a) Revenue Services The third instalment 2010/2011 rates and charges notices was issued in the second week of February for councils budgeted income of $23.7 million which includes supplementary valuations processed up to 31 December 2010. The instalment fell due on 28 February 2011.

Notice Run No. of

Assessments Arrears

Balance $

Arrears Interest Balance

$

Notice Run Total

$

Net Charge Raised

$

Rebates $ Total Due

$

3rd

Instalment 2010/2011 Instalment Notices

14,050 569,658 54,676 5,813,229

2nd

Instalment 2010/2011 Reminder Notices

2,403 1,361,995 45,913 1,409,364

2nd Instalment 2010/2011 Instalment Notices *

14,171 576,114 48,840 5,823,249

1st Instalment 2010/2011 Reminder Notices

2,123 1,098,313 46,362 1,144,675

Rate Run for 2010/2011 15,544 400,957 49,454 23,845,205 -455587 23,389,619

4th Instalment 2009/2010 Reminder Notices

2269 1,213,054 43,846 1,256,900

4th Instalment 2009/2010 Instalment Notices

13650 492,008 46,772 5,228,195

3rd Instalment 2009/2010

Reminder Notices 1920 1,093,551 40,526 1,134,077

3rd

Instalment 2009/2010 Instalment Notices

13,752 465,442 42,551 5,265,604

2nd

Instalment 2009/2010 Reminder Notice

2086 1,067,724 41,088 1,108,810


13,844 434,948 39,811 5,242,712

1st Instalment 2009/2010 Reminder Notices

2,097 986,877 42,999 1,030,063

Rate Run for 2009/2010 15,453 342,923 43,488 21,961,043 -455,590 21,891,864

4th Instalment 2008/2009 Reminder Notices

2,207 1,058,941 44,282 1,103,223

4th Instalment 2008/2009 Instalment Notices

13,458 488,342 46,882 4,959,695

3rd Instalment 2008/2009 Reminder Notices

2,314 1,204,468 39,815 1,244,556

3rd Instalment 2008/2009 Instalment Notices

13,551 540,582 43,524 5,052,711


14,016 441,008 35,603 5,012,438

* Same time last year

b) Valuation Services Two objections remain incomplete as part of the objection process linked to the 2010 General Revaluation with documentation being exchanged between Council‟s contractor and representatives of the property owners. These objections are in respect of the level of the value returned against the respective properties. The objections are being processed in accordance with the requirements of the Valuation of Land Act. Council‟s Contract Valuer has completed work on the second supplementary valuation return of the 2010 General Revaluation cycle. Detail in respect of valuation movement is detailed in the table below.



MOVEMENT MOVEMENT

NO NO Property $ CHANGE % CHANGE

PROPERTY PROPS PROPS Inc SITE CAPITAL NET CAPITAL

TYPE 1/07/2010 31/12/2010 Dec VALUE IMPROVED ANNUAL IMPROVED

VALUE VALUE VALUE

RESIDENTIAL 13,873 14,023 150 14,543,000 51,573,000 2,585,000 1.25%

FARM LAND 181 180 -1 -86,000 431,000 21,550 0.22%

RECREATIONAL LAND 15 14 -1 0 406,000 20,300 2.77%

RESIDENTIAL USE 37 36 -1 -225,000 -225,000 -11,250 -1.65%

URBAN FARM LAND 58 58 0 2,380,000 2,347,000 117,350 3.28%

COMMERCIAL 938 956 18 2,659,200 8,707,000 862,150 1.15%

INDUSTRIAL 376 383 7 486,000 2,449,000 1,446,524 1.04%

TOTALS 15,478 15,650 172 19,757,200 65,688,000 5,041,624 1.21%

Activity Oct 10 Nov 10 Dec 10 2010/11

Total 2009/10

Total

No. of Acquisitions/Dispositions Notices 92 131 93 593 600

No. of Land Information Certificates 114 127 97 664 698

c) Property Management Council owned or controlled land Leases/licences are continuing to be negotiated or finalized for the following sites: RSPCA pound site. Warrnambool Foreshore Pavilion Offshore Light Game Fishing compound. d) Customer Services As Council‟s “one stop shop”, the Customer Service Unit aims to maximise service delivery at the one easy location. The following list reflects the variety of customer contacts for the Customer Service Unit, together with performance and responsiveness. The main topics that influenced customer enquiries this quarter have been. January 2011 Vacation Care enquiries. Kindergarten receipts for Centrelink. Summer Activities at Lake Pertobe. Traffic conditions to Warrnambool. Fire hazard. Missed rubbish bins. New dwelling bin deliveries. Building Permit enquiries. Business Award bookings. Ticket machine reports. School enrolment – Immunisation Certificates. February 2011 Disabled parking permit. School enrolment – Immunisation Certificates. Ticket machine reports. Missed rubbish bins. Rates – 3rd quarter enquiries. Parking enquiries: WEC redevelopment. New pedestrian crossing queries.



March 2011 Chemical Clean Up Day. Compost bin enquiries after text in paper. Rate notice reminders and Direct Debit queries. Vacation Care enquiries. Kindergarten receipts for Centrelink. Animal registrations. Missed rubbish bins. Total Customer Contact Summary

YTD

1/07/10 – 31/03/11

YTD 1/07/10 – 31/03/10

3rd QTR 1/1/11 – 31/03/11

3rd QTR 1/1/10 – 31/03/10

Total customer contacts for Customer Service Unit 65,694 73,867 22,096 24,065

Enquiries resolved at the first point of contact 64% 56% 64% 57%

Telephone Contact Summary

YTD

1/07/10 – 31/03/11

YTD 1/07/10 – 31/03/10

3rd QTR 1/1/11 – 31/03/11

3rd QTR 1/1/10 – 31/03/10

Total telephone calls answered in Customer Service Unit

41,996 49,366 14,438 15,552

Average phone calls answered per day 220 258 226 243

Average waiting time before speaking to a customer service officer

24 seconds 22 seconds 26 seconds 24 seconds

Percentage of calls answered within 20 seconds 78% 77% 77% 77%

Calls resolved at the first point of contact 46% 36% 46% 35%

Face to Face Contact Summary YTD

1/07/10 – 31/03/11

YTD 1/07/10 – 31/03/10

3rd QTR 1/1/11 – 31/03/11

3rd QTR 1/1/10 – 31/03/10

Total in-person contacts in Customer Service Unit 23,698 24,501 7,658 8,513

Payments made at front counter 12,965 12,900 4,426 4,565

Enquiries resolved at the first point of contact 97% 96% 97% 97%

e) Web Site Customers continue to visit Council‟s website to gather information on Council services. Introduction of the Customer Request System online provides further customer flexibility in contacting Council, with the ability to make a customer request to Council online. When a request is lodged online, it is allocated a password, which enables customers to revisit their request and view its progress, as it is actioned by Council staff. f) Web Site Contacts – Summary YTD

1/07/10 – 31/03/11

YTD 1/07/10 – 31/03/10

3rd QTR 1/1/11 – 31/03/11

3rd QTR 1/1/10 – 31/03/10

Customer Requests submitted online 134 40 70 23



g) Customer Request Management System The customer request system records, tracks and monitors requests from both internal and external customers Customer Requests - Summary YTD

1/07/10 – 31/03/11

YTD 1/07/10 – 31/03/10

3rd QTR 1/1/11 – 31/03/11

3rd QTR 1/1/10 – 31/03/10

Total Customer Requests logged 14,261 15,770 4,885 5,065

Most requested subject (excluding phone messages) for external customers

HACC General Message to HACC

IT

General Message

for Rubbish

Most requested subject (excluding phone messages) for internal customers

Software -Information

Services HACC

Software -Information

Services HACC

Enquires Resolved “in time” 92% 95% 91% 99%

4. FINANCIAL SERVICES a) Budget 2011/12 The budget process for 2011/12 has been the major focus for finance staff over recent months. Service Managers and Coordinators were required to review their year to date performance and forecast their end of financial year result prior to commencing their budgets for 2011/12. Once completed Finance commenced collation of the forecasts and budgets using Power Budget and worked through with the Management Group and Council to reach agreement on the content of the internal “cash” budget. The “cash” budget was then converted into the Model Budget document as issued by the sector including the 4 year standard statements comprising Income Statement, Balance Sheet, Cash Flow Statement and Statement of Capital Works. The budget is now out for public comment and is scheduled to be adopted by Council on 27 June 2011 to ensure lodgement of the SRP with the Minister by the 30 June deadline. b) Procurement Work has continued on Council‟s Procurement Roadmap in conjunction with our Barwon South West regional counterparts to investigate opportunities to improve practices. Healthy discussions and ideas were shared amongst the group on ways to improve and develop practices within Council to ensure continued compliance with procurement. c) Fringe Benefits Tax Council‟s annual Fringe Benefit Tax (FBT) return will be lodged by the 23 May deadline. This return is for the year ended 31 March and requires analysis and calculation of fringe benefits provided to employees that are mainly for vehicles and entertainment expenses. Internal processes to record this information are continuous and include FBT forms for all entertainment expenses and logbooks and odometer readings for all passenger vehicles.



Finance this year developed its own worksheets rather than purchasing specific software for the annual task. The time invested in developing these worksheets will mean external programs should not be required in the future and will result in some savings to Council. d) End of Financial Year The focus for finance is now turning towards the end of financial year and setting plans in place to ensure timely and accurate cut-offs occur, balances are in order and group certificates can be run. f) Accounts Payable, Accounts Receivable & Payroll These functions are essential in processing Council‟s financial transactions and during the three months to 30 April 2011 the following processing has taken place:

Payroll

Gross payroll processed $5,246,602

Ave total staff processed for the 3 months 559

EFT staff 370

Superannuation remitted $521,201

New and terminated staff processed 58

Accounts Payable

Purchase orders raised 2,431

Value of orders raised $3,947,065

Supplier tax invoices processed 9,983

Supplier payments : EFT $9,587,605

Cheque $949,416

Accounts Receivable

Debtor invoices raised 15,771

Value of debtor invoices $2,659,741

5. COMMUNICATIONS a) Media Media interest has focussed on a wide range of issues recently, including: Council‟s 2011/12 budget Volunteers Week Waste survey Entertainment Centre redevelopment Australia Post building b) Community Engagement Community engagement recently has focussed around development of the 2012 Council Plan and working with the Youth Council to improve communication with teenagers and to develop a plan for improved involvement with Council. Council Plan Engagement around the Council Plan started with a community workshop on April 13. Around 50 people attended the workshop and shared their ideas for the challenges and opportunities facing Warrnambool in the future. The workshop was followed by the establishment of a “drop-in centre” the following two days, where people could review information from the workshop and share their ideas. Around 30 people called in to the drop-in centre and added their thoughts to the comprehensive list provided at the workshop.



This information has been collated and will be used, along with other information gathered in the next 12 months, to put together Council‟s 2012 – 2016 Council Plan. Youth Council Our community engagement team has also been working closely with the newly-installed Youth Council to create a Facebook Page for the group to improve communication with their peers. This Facebook page will promote activities and events organised by the Youth Council, and will seek feedback from peers about issues important to youth in Warrnambool. Development of a plan to involve the Youth Council in Council projects, like the development of the Council plan, have also been the focus of discussions. c) Connect2Council Council‟s Facebook and Twitter account continue to promote Council events and seek feedback from people. The most popular posts recently were about Warrnambool‟s Antique trail (we asked people via Facebook for information for a C2C article) the Shane Howard event at the Art Gallery, promotion of the Gnatannwarr Festival and promotion of a survey to vote about passing lanes on the Prices Highway. The May-June edition of C2C focused on Fun, with the main feature of the magazine being the Fun4Kids festival and our e-newsletter continues to be distributed, with the database continually growing. d) Website: Council staff have continued to find ways to improve our new website, which has delayed the launch date until the first week of June. Migration of data on Council‟s events calendar is the final step before the site will be live. 6. INFORMATION SERVICES a) Applications Training and review was conducted on Open Office applications. Telephone Call Centre administration training conducted. Vehicle booking system upgraded to latest version. Telephone and Unified Communications roadmap developed in conjunction with telephone

system supplier BTAS. Preparations for upgrade to Community 2011 progressing, site visit/audit conducted. Website redevelopment nearing completion. b) Records Records Management Policy revised and Records STEP program progressed. c) Other 32 Hour Community Challenge project complete – motivational speaker Brett Murray spoke to

Warrnambool College, Kings College and Warrnambool Primary school students and parents. IT advice has been provided to History House volunteers. Discussed telephony and data supply options with VicWest Community Telco.



d) Information Services Customer Requests – Internal Received Closed

In Time Closed

Overdue Open

In Time Open

Overdue

February 2011 157 136 12 6 3

March 2011 145 136 6 3 0

April 2011 88 74 5 3 2

7. WARRNAMBOOL LIVESTOCK EXCHANGE a) Throughput

Cattle numbers for 2010/2011 are down quite considerably on the same time last year. This is a disappointing result considering prices throughout 2010/2011 have been the best for a number of years but it must also be noted that last year was the first for 7 years WLE numbers have been below 100,000. The national herd has decreased in the past 10 years as Australia has had extreme seasonal conditions including long droughts and above average rainfall. The question has to be asked how big an impact direct selling is having. Our nearest competitors Camperdown, Colac, Hamilton and Mt Gambier are all running on a par or above last year. Lambs and sheep are almost a non-event and WLE is only supplying a market for a couple of local butchers at this point. WLE will continue to run lamb sales into the future as regulations stipulate that all sheep and lamps must be electronically read and transferred. It would not be in the best interests of WLE to outlay the capital necessary to achieve that implementation. An estimate is that this could take up to 18 months. Calves are also down for this time of year with no real explanation. Hopefully WLE will make up some ground over the autumn and early spring calving, however it looks like numbers will be down overall. Store cattle numbers for 2010/2011 are slightly up on the same time last year. Hopefully with the installation of rubber flooring, price outcomes over the last 6 months and with record prices set each month of up to around $2.60 per kg numbers should continue to increase. Dairy sales for 2010/2011 are also down on the same time last year. In 2009/2010 WLE completed 10 dairy sales compared to 7 this financial year. This is a result of a majority of dairy farmers who milked their cows through summer due to the wetter than usual season and therefore haven‟t culled dry cows.

YTD

April 2009/10 YTD

April 2010/11 Difference

Cattle 84,347 74,226 -10,121

Sheep 3,373 1,551 -1,822

Calves 8,432 7,110 -1,322

TOTAL 96,152 82,887 -13,265



0

20,000

40,000

60,000

80,000

100,000

120,000

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

No

. C

att

le Y

ea

r to

Da

te

No

. C

att

le

Month

Cattle Throughput 2010/11

09/10 Actual

10/11 Actual

09/10 Year to Date

10/11 Year to Date

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

0

100

200

300

400

500

600

700

800

No

. S

he

ep

Ye

ar

to D

ate

No

. S

he

ep

Month

Sheep Throughput 2010/11

09/10 Actual

10/11 Actual

09/10 Year to Date

10/11 Year to Date



RECOMMENDATION That this report be received.

10 Year Cattle Throughput

80,432

75,694

104,741

115,090

114,055

101,923

118,221

102,205

105,332

99,722

0 20,000 40,000 60,000 80,000 100,000 120,000

2000/01

2001/02

2002/03

2003/04

2004/05

2005/06

2006/07

2007/08

2008/09

2009/10


5.4 PERMITS ISSUED UNDER DELEGATE AUTHORITY 29 APRIL 2011 – 13 MAY 2001 App. No Applicant Site

Address

Proposal Decision Days Date of

Decision

Comments

P2010-309 Susan Walter 78 Shannon

Road;

Dennington

Two (2) Lot

Subdivision

NOD

Issued

147 12/05/2011 Two lot

subdivision by

excising the

dwelling from the

land. There is an

objection relating

to the right of

access to the

new lot over land

which is leased

to an adjoining

landowner. The

matter has been

resolved by DSE

ending the

licence portion

the road making

it available for

general public

use. There was

significant delay

in the negotiation

process.

P2011-048 Mathew Morse 2 Mclean

Lane;

Warrnambool

Consolidate two

(2) lots into one

(1); construction of

ten (10) multi-

storey units &

demolition of part

of existing

dwellings & all out

buildings.

Permit

Issued

82 9/05/2011 Application for

residential units.

Two sandstone

cottages on the

site are to be

retained are

refurbished.

Exempt from

notification.

P2011-086 Chris Steel 11 Cooper

Street;

Warrnambool

Construction of

Industrial Shed

Permit

Issued

49 4/05/2011 Application to

construct an

additional

industrial

building on the

land. Notification

was exempt.

P2011-087 Mark Dwyer 7 Flaxman

Street;

Warrnambool

Construction of

two (2) single

storey dwellings &

a two (2) lot

subdivision.

Permit

Issued

31 2/05/2011 Construction of

two dwellings

and two lot

subdivision.

Notification was

carried out and

no objection was

received.


5.4 Permits Issued Under Delegate Authority 29 April 2011 – 13 May 2011 (Cont.) App. No Applicant Site

Address


Decision

Comments

P2011-089 Clayton

Harrington

31 Princes

Highway;

Dennington

Extension of

Existing Shed

Permit

Issued

6 4/05/2011 Retrospective

permit for the

construction of

rural shed.

Notification and

referral was not

required.

P2011-093 Brent Saulitis 33 Grange

Road;

Warrnambool

Construction of

Dwelling over 7m

in height.

Permit

Issued

1 3/05/2011 Construction of a

two storey

dwelling.

Notification was

exempt under

DPO.

P2011-101 Carl McKenzie 2/37 Cherlin

Drive;

Warrnambool

Two (2) Lot

Subdivision

Permit

Issued

19 3/05/2011 Subdivision of

existing two

dwelling into two

lots. Notification

was exempt and

referral was not

required.

Ms Carley

Ahearn

4/4

Mcgennan

Street;

Warrnambool

Construction of a

two storey/split

level dwelling

exceeding 7m.

Amendment

Issued

18 13/05/2011 Minor changes

to approved

development.

Application was

notified and no

objection

received.

P2011-105 Barbara Porter 86 Banyan

Street;

Warrnambool

Construction of

boundary fence.

Permit

Issued

14 28/04/2011 Front fence at

1.5 metres high.

P2011-106 Pamela

Dubois

196 Liebig

Street;

Warrnambool

Signage and

removal of

outbuilding.

Permit

Issued

18 2/05/2011 Signage in

heritage

precinct.

Supported by

heritage adviser

Outhouse

demolished was

in extremely

poor repair.

P2011-107 Halina

Mckenzie

163 Liebig

Street;

Warrnambool

Rebrand existing

illuminated sign.

Permit

Issued

20 4/05/2011 Replacing

internally

illuminated signs

of St George

Bank to reflect

the business

name as Bank of

Melbourne.

Notification and

referral were not

required.


5.4 Permits Issued Under Delegate Authority 29 April 2011 – 13 May 2011 (Cont.) App. No Applicant Site

Address


Decision

Comments

P2010-151 Jayne

Shirtcliffe

60 Northcote

Drive;

Warrnambool

Removal of

Condition 1

Amendment

Issued

7 9/05/2011 The applicant

had met the

requirement of

the agreement

via alternative

means therefore

removal of the

agreement was

required to allow

the development

(two lot

subdivision) to

proceed.

Average Days 34

RECOMMENDATION

That the use of the delegation by the Town Planning officers as per Council policy in regard

to the planning applications listed in this report be noted.

NOTE: All number of days are indicated as the 'statutory number of days' as prescribed by the Planning & Environment Act 1987. „Statutory Days‟ does not include:

o days waiting for further information from applicants, o the notification period; and o time awaiting statutory referral authority responses.

It does however include o weekends, o public holidays; and o time spent in the consultative phase of an application where objections are received.

There is no statutory provision to „stop the clock‟ to consider objections or mediate with objectors to applications.

The Planning & Environment Act 1987 gives an allowance for appeal should a decision not be made within 60 statutory days.


5.5 DECLARATION OF A SPECIAL CHARGE SCHEME FOR THE FOOTPATH ALONG THE

WEST SIDE OF MANIFOLD STREET, WARRNAMBOOL PURPOSE This report reviews the submission process for the declaration of a Special Charge Scheme for the construction of footpath, along the west side of Manifold Street, Warrnambool.

1. BACKGROUND The project is identified in Council's 2010 - 2011 Capital Works Program for the construction of footpath along west side of Manifold Street, Warrnambool as part of the proposed parking and traffic calming works for the street. Currently there is no concrete footpath on the west side of Manifold Street. Residents abutting this section of Manifold Street have no direct footpath access to their properties. 2. PROJECT DESCRIPTION a) Project Scope To improve the footpath amenity in the area it is proposed that a 1.5 metre wide concrete footpath be constructed along the west side of Manifold Street - refer Appendix A Concept Plan.

The works to be undertaken will include the following- Construction of a 1.5 metre wide concrete footpath. Alterations to service pits where required. b) Project assumptions

Where an adjoining property would receive a special benefit from a footpath, with improved access to footpath networks and improved amenity of an area, Council would consider the development and implementation of a special charge scheme in accordance with the Local Government Act, other relevant legislation, and Council policy for Special Rates and Charges. The construction of this section of footpath will provide special benefits to the adjoining property owners. The footpath will be in close proximity to their property with improved access and amenity. It is proposed that this section of footpath be constructed under a special charge scheme with shared funding contributions from both Council and property owners determined from Section 163 of the Local Government Act and Ministerial Guidelines. The apportionment on the special charge scheme will be based on property frontage. 3. PROJECT PROCESSES The process of inviting submissions on the proposed declaration of special charge scheme has closed. The following processes have occurred to date. 5 October 2010 Community meetings were held on 5 October at 6 pm and 7pm and at the Civic Centre. 21 October 2010 A letter was sent to local residents with the minutes of the meetings on 5 October, and a survey questionnaire.


5.5 Declaration of a Special Charge Scheme for the Footpath Along the West Side of Manifold Street, Warrnambool (Cont.)

12 November 2010 Closing of survey questionnaires and comments. A total of 7 surveys with comments were received by Council. 24 January 2011 Council considered a report on the proposed declaration of the special charge scheme, where the following recommendation was carried.

2 February & 5 February 2011 Letters sent on 2 February to property owners within the scheme and a Public Notice advertised in the Warrnambool Standard on Saturday 5 February 2011of the Proposed Declaration and inviting submissions – refer Appendix C 7 March 2011 Closing of Special Charge Footpath Scheme Submissions.



4. COMMUNITY IMPACT / CONSULTATION The community consultation for this project has included the following as detailed in the project history: 1. Community meetings - Community meetings were held with affected people to discuss

Council‟s preliminary plans and to determine issues that need to be considered in detailed planning of this project. Stakeholders at this meeting included residents and business owners of Manifold St and surrounding streets.

1. Community survey – A survey was sent out to residents seeking comments on the options

presented at the community meeting. 2. Site meetings – A number of site meetings have been held with local residents with concerns

related to their properties. Following the Council Report on 24 January 2011, the proposed Declaration of the Special Charge Scheme was advertised, where submissions were invited in accordance with S223 of the Local Government Act 1989. The public submission period for the statutory consultation process closed at 4:00 PM on 7 March 2011. During this process one letter was received making comment of the car park and footpath proposed for Manifold Street. The following key issues were raised in the letter.

Issues Raised Response

1. Disagree that the car park will not remove the current streetscape aspects of the street.

Streetscape and Street trees could be added as part of the project

2. Parking in the street reduces safety of children crossing the street. With the footpath on the kerb and the parking removed this would be safer and provide better sight to oncoming traffic.

The driveway of No 20 has no parking on each side in the approved layout, where children can use this location to cross the road safety not between cars. With the proposed works traffic calming and the street width will be reduced, which will make the street a safer environment for children to cross. The 3 proposed parking bays in front if the property could be removed from the proposed works.

3. Proposed that the parking layout and footpath in front of 20 Spence Street be removed to secure privacy of property.

The parking was altered from option 1 to accommodate this request. The proposed footpath is now 3 metres from the property Boundary. Screening planting could be provided along the fence. The 3 proposed parking bays in front if the property could be removed from the proposed works.

Following the submission Council Officers have meet with the owners of 20 Spence Street on a number of occasions to explain the project and the location of the footpath and parking bays in front of this property. The owners have expressed their concerns with the project and would prefer that either the footpath or parking proposed along the frontage of 20 Spence Street not be provided.



An option of removing the 3 parking bays could be considered, which the owners have agreed would be a satisfactory outcome to their concerns. 5. FINANCIAL IMPACT The total cost of the project is estimated to be $45,652 of which Council's contribution will be $39,946. Based on an 87.5 / 12.5 share, the property owner contributions will be in the order of $85 to $1,339 depending on frontage – refer Appendix B. 6. ENVIRONMENTAL / RISK IMPACT Improved walking paths and trails reduce the occurrence of trips and falls in our community, particularly for the elderly. This results in an improved outcome for our community and Council in the long term. Improved walking paths and trails will reduce Council's exposure to injuries related to trips and falls. 7. SUMMARY

One submission was received to the proposed Special Charge Footpath Scheme. The main concern raised in the submission was in relation to the 3 parking bays outside the property of 20 Spence Street. An option of removing the 3 parking bays outside the property could be considered, which the owners have agreed would be a satisfactory outcome to their concerns. If this alteration was adopted there would be no impact on the estimated cost of the footpath proposed under the proposed special charge scheme, resulting in no alterations to the costs or apportionments under the proposed declaration. The next step is for Council to make a decision on the future of the project. The options available to Council are:-

1. Proceed with a special charge scheme based on the current costing and apportionment. 2. Abandon the proposal to construct the footpath and the scheme. 3. Alter or modify the scheme proposal

If Council move forward and declare the scheme the following process applies:- Notices be sent to all submitters of Council‟s Decisions Issue Notice of Levy, based on Council‟s decision to declare scheme. Submissions to VCAT (30 Days from Notice of Levy) VCAT appeal process and review of Council decision. (4 months) If a VCAT appeal is made,

Council may wish to reconsider the scheme at this time. Finalise detail design and tender project. Construction of project. Review actual project costs and issue rate charges. If Council abandons the scheme, the footpath will remain unconstructed; the risk of personal injury from walking over a nature strip will remain unchanged. If the scheme is abandoned this year it could be several years before Council again considers the construction of this section of footpath.



If Council decided to alter and modify the scheme proposal, the advertising and submission process carried out to date will need to be repeated. This will result in delays in the project, and may add additional costs to the project. RECOMMENDATIONS 1. That Council resolves to give notice for the declaration of a Special Charge Scheme in

accordance with Section 163 of the Local Government Act of 1989 as amended, as follows:

a. The Special Charge is declared for the purpose of defraying the expenses to be

incurred by Council in relation to the construction of a footpath along the west side of Manifold Street, Warrnambool, as described in Schedule A. Council considers that the construction of the works will be of Special Benefit to those persons required to pay the Special Charge.

b. The Special Charge would be declared for a period of all charges and interest paid in

full.

c. The Special Charge is declared for all the properties described in Schedule C – Refer Appendix B, and the area shown shaded on the attached plan – refer Appendix A.

d. A Benefit Ratio of 12.5%, calculated in accordance with Section 163 (2A) of the Act,

is considered to reflect the Special Benefits to the properties in the Scheme.

e. The basis of the apportionment of the Special Charge reflects the benefits derived from improvements to amenity and access to each property in the Scheme. The costs of the scheme are distributed according to the effective length of the frontage of each property as detailed in Schedule C – refer Appendix B.

f. The Special Charge so declared will be assessed and levied by sending a notice to

the persons who is liable to pay, pursuant to Section 163 (4) of the Act. g. Having regard to the preceding parts of this resolution but subject to Section 166 (1)

of the Act, it is recorded that:-

i) the owners of the properties listed in Schedule C – refer Appendix B are estimated to be liable for the respective amounts as set out in the Schedule; and

ii) such owners may, subject to any further resolutions of Council, pay the Special

Charge in the following manner:

a. The Charge shall become due and payable at a date not less than 28 days from the issue of the notice requesting payment pursuant to Section 167 (3) of the Act and may be paid in instalments from that date subject to agreement.

b. Sections 167(4), (5) and (6) of the Act require a Council to provide or a special

rate or charge to be paid in instalments over at least 4 years if it substantially relates to capital works. Interest costs included in the instalments must not exceed the borrowing costs of Council by more than 1%. Council’s may not impose penalty interest rates on instalments.



APPENDIX A



APPENDIX B



APPENDIX C



APPENDIX D - SUBMISSION RE FOOTPATH SCHEME


5.6 ALTERATIONS TO PARKING IN BANYAN STREET (MERRI TO TIMOR STREET) AND

AT THE ARCHIE GRAHAM COMMUNITY CENTRE PURPOSE This report reviews the community consultation process undertaken to improve parking for residents and business operators in the section of Banyan Street, between Merri Street and Timor Street, and for clients of the Archie Graham Community Centre, following concerns of a lack of available parking.

1. BACKGROUND Two issues prompted this review of parking. A petition with 93 signatories raised concern about the lack of close available parking for Archie Graham Centre (AGCC) clients. Secondly, the gradual influx of all-day parkers has resulted in increasing difficulties for both the residents and business operators to provide parking for their visitors or customers. A report to Council on 25 October 2010 - refer Appendix A recommended that:- MOVED: CR. ERMACORA SECONDED: CR. FAWCETT 1. That a consultation process be undertaken with the residents and business proprietors

located in Banyan Street (Merri to Timor Street section) regarding a proposal to convert the 19 parking bays on the west side from “P” (all day) to “3P” (3 hour) parking, with residential parking permits to be offered where applicable, and that a further report be submitted to Council.

2. That a proposal is investigated for the possible creation of additional bays for Council

vehicle parking on west side of the Archie Graham Community Centre, and that the investigations include consultation with the adjacent property owner.

3. That a copy of this report be forwarded to the Senior Citizen's Club for the information

of their members. 4. That the Senior Citizen's Club be requested to suggest to their members that they also

consider additional options to increase access by members to the Archie Graham Community Centre, where possible through public transport, car pooling and the use of nearby parking.

CARRIED

VOTING : 5 in favour, 1 against 2. ISSUE The proposal to residents of that section of Banyan Street, was to convert the current all-day parking on the west side to 3 hour (3P), with all-day parking on the east side to remain. Several respondents on the east side raised concern that this proposal would further reduce the availability of short-term parking for the residents and business operators on the east side. Following consideration of the comments received it is now proposed to recommend that both sides of the road become 3 hour parking (3P). AGCC client parking at the rear of the building has also been increased by 5 bays following the transfer of an equal number of bays into the adjacent Cramond & Dickson car park, which have been allocated for AGCC Permit Parking.


5.6 Alterations to Parking in Banyan Street (Merri to Timor Street) and at the Archie Graham Community Centre (Cont.)

3. COMMUNITY IMPACT / CONSULTATION Letters were sent to all property owners in the section of Banyan Street (Merri to Timor Street) on 16 November 2010 - refer Appendix B. From this community consultation process, Council received 12 responses, summarised as follows:

Comments Response

Fully support the proposal and also limiting parking on the East side to 3 hours. (x3 respondents)

Recommendation is for 3 hour parking on both sides of Banyan Street (Merri to Timor Street).

Parking is an issue on week-day office hours and restrictions not necessary on weekends. Should consider changes to both sides rather than moving the problem to the east side of Banyan Street (x2 respondents).

Recommendation is for the new limits to apply Monday – Friday, 9am to 5.00pm, on both sides.

Strongly support changes as residents are inconvenienced but both sides should be 3 hour limited parking (x3 respondents)

As above

Parking restrictions on both sides of street are necessary, with permits for residents enabling unlimited parking. Restrictions should be for 2 hours, for uniformity along Banyan Street. Archie Graham clients could park at Flagstaff Hill. During summer and holiday periods, parking is almost impossible during daytime, with little turnover during the daytime.

Each property would receive one residential permit, with another available if justified. A 2 hour limit would result in uniformity in Banyan Street (to Raglan Parade) however, this would not assist parking by Archie Graham clients as their programs often run for up to 3 hours. Parking at Flagstaff Hill for Archie Graham clients is considered too distant.

I am OK with a 3 hour limit on west side of Banyan Street, in this block.

As recommended.

Propose 2 hours, on both sides (for consistency in Banyan Street) with 2 Residential Permits available to each property(x2 respondents). Client parking at Archie Graham Centre is very difficult.

Two hour limits are inadequate for Archie Graham Centre programs. Availability for parking by AGC clients will increase and the pedestrian crossing will facilitate access.

4. FINANCIAL IMPACT The estimated cost of signage would be approximately $1200. Adequate all-day parking is available in the Art Gallery carpark at 70 cents/hour or $4 per day. Parking in Banyan Street would remain as free-parking. 5. ENVIRONMENTAL / RISK IMPACT No applicable. RECOMMENDATIONS 1. That parking in the section of Banyan Street (Merri to Timor Street) be altered as soon

as practicable, from all-day (P) to a 3 hour limit (3P) on both sides, applicable Monday – Friday 9am to 5.00pm

2. That residential permits (allowing time-unlimited parking) be available to property

owners (maximum 2 per property), in that section of Banyan Street, with one permit issued following the erection of signage, and a further Permit issued on request, if justified



3. That all residents be advised of the changes and thanked for their input 4. That Archie Graham Centre staff and clients be advised of the changes

5. That Council endorse the transfer of 5 bays for AGCC permit parking from the AGCC

rear carpark, into the Cramond & Dickson car park 6. That alternative, all-day parking locations be advised in Council’s Noticeboard



APPENDIX A



APPENDIX B

DATE NAME ADDRESS ADDRESS Dear Owner/Resident Re: Parking Review - Banyan Street I am writing to advise that Council is conducting a review of the suitability of current parking arrangements in the section of Banyan Street, between Merri Street and Timor Street (refer attached). Parking on both sides of the street is currently unlimited and Council requires your comments on a proposal to limit parking to 3 hours (3P), on the west side only of that section, commencing early 2011. The unlimited parking allows cars to park all day and makes it difficult for clients and visitors to access short-term parking. This review has been prompted by a number of factors, including:-

the lack of customer parking for the 3 businesses poor access to off-street parking for two residences the need for shorter term parking for other people using the area, including visitors.

If this change were to be approved by Council, residents would be entitled to Residential Parking Permits allowing unlimited parking. Council would appreciate your written comments, addressed to me, by Friday 3rd December 2010. Please contact me on (03) 55594 825 after 21st November if further discussion is required Yours faithfully Murray Murfett Manager Health & Local Laws


5.7 AQUAZONE STRATEGY PROJECT CONTROL GROUP – COMMUNITY MEMBERSHIP PURPOSE This report presents nominations received for community representative positions on the AquaZone Strategy Project Control Group, and recommended appointments.

1. BACKGROUND Council at its meeting on 18 April 2011 agreed to establish a Project Control Group (PCG) to oversee the development of the AquaZone Strategy. Membership of the PCG is as follows: Director Community Development. Manager Recreation and Culture. Manager Community Planning and Policy. AquaZone Service Manager. Manager Infrastructure Services. Manager Communications. Councillor (Cr Askew). Two user group representatives. Accordingly, nominations for the two user group positions were sought through invitation via public advertisement, Council‟s web-site and notices displayed at the centre. 2. PROPOSED COMMUNITY REPRESENTATION a) Nominations received Nominations were received from the following: Dennis Fitzpatrick. Peter Sycopoulis. Maurice Molan. Peter Logan. Rob Wallis. Adrian Jacobs. Paul Jones. Allan Davis. Details on the nominations received are attached as Appendix A. b) Comment The PCG was established by Council with a membership of nine, including the two community representatives. Including all nominations received would result in a PCG of fifteen members. This is considered too unwieldy to function effectively. It is recommended that Council continue with the approved membership structure for the PCG that includes two community representative positions. Two of the nominees received should be appointed to the PCG, and the other six invited to act as an informal project reference group. This group can be provided with specific engagement opportunities during each stage of the project to provide information and feedback to the PCG. This allows the PCG to maintain its project governance and oversight role, while retaining the skills and knowledge of all nominees to the project.


5.7 AquaZone Strategy Project Control Group – Community Membership (Cont.)

Selection criterion for the community representatives for the PCG includes connection to the centre (as a user/member/user group representative), skills and experience with strategic planning, and other community involvement. It is suggested that Rob Wallis and Peter Logan best fit the above criteria, and are recommended for appointment to the PCG. The remaining six nominees would be invited to participate in a project reference group. 3. CONSULTATION The PCG, and the project reference group if approved by Council, will be key mechanisms to allow for community engagement during the development of the AquaZone Strategy. 4. FINANCIAL IMPACT Council has allocated funds in its 2009/10 Budget for the development of the Strategy. 5. RISK N/A RECOMMENDATIONS 1. That Rob Wallis and Peter Logan be appointed to the AquaZone Strategy Project Control

Group.

2. That Council establish an informal reference group for the AquaZone Strategy, and invite Dennis Fitzpatrick, Peter Sycopoulis, Maurice Molan, Adrian Jacobs, Paul Jones and Allan Davis to participate.


5.7 AquaZone Strategy Project Control Group – Community Membership (Cont.)

Name Dennis

Fitzpatrick

Peter Sycopoulis

Maurice Molan Peter Logan Rob Wallis Adrian Jacobs Paul Jones Allan Davis

Centre involvement Casual user Casual user Member Casual user Member Member Casual user Member

Strategic Planning experience

Background in education and member of Hospital Board

Small business experience

Current role as Executive Manager at SWTAFE includes strategic planning component

Current role as Manager at SWHC includes strategic planning component

Former role at Deakin University and current role as Director Wannon Water

Experience gained when serving as Councillor

Not evident Not evident

Other comments President Warrnambool Masters Swimming Club

Advocate for improved facilities at AquaZone

Former Moyne Shire Councillor

President Warrnambool Swimming Club

Member Council‟s Audit Committee/ Former executive on various local clubs

Experience as a school user of the facility

Treasurer Warrnambool Swimming Club

Has events/ sponsorship employment role

Recommendation Appoint to project reference group

Appoint to project reference group


Appoint to PCG Appoint to PCG Appoint to project reference group



AP

PE

ND

IX A


5.8 2011 FUN4KIDS FESTIVAL - TEMPORARY ROAD CLOSURES & PARKING

ALTERATIONS PURPOSE This report relates to proposed temporary road closures and parking alterations for the 2011 Fun4Kids Festival.

The 2011 Fun4Kids Festival will be held between Sunday 3 July - Sunday 10 July. (a) Temporary Road Closures

In order to conduct construction of the Fun4Kids Festival Village safely, the following temporary road closures are proposed: Closure of Liebig Street • Smith Avenue to Timor Street • Closure – 6.00am Friday 17 June 2011 • Reopening – 5.00pm Wednesday 20 July 2011 Closure of Timor Street • Liebig Street/Timor Street roundabout to Archie Graham Pedestrian Crossing • Closure – 6:00am Wednesday 29 June 2011 • Reopening – 5:00pm Tuesday12 July 2011

(b) Alterations to Parking and Traffic Conditions

As result of changed traffic conditions and increased traffic from festival patrons, the following alterations to parking and traffic conditions are proposed: Liebig Street from Smith Avenue to Merri Street 1. Construction period / Saturday 18 June – Saturday 2 July 2. Pack up period / Monday 11 July – Wednesday 20 July

• 6 x parking bays designated 30mins short term parking • 2 x parking bays designated 30mins Fun4Kids loading bays • 3 x parking bays designated 30mins disabled parking

3. Festival period / Sunday 3 July – Sunday 10 July

• Liebig Street from Smith Avenue to Merri Street • 2 x parking bays designated 30mins Fun4Kids loading bays • 3 x parking bays designated 30mins disabled parking • All remaining parking bays designated 30mins short term parking

Timor St Parking Alterations • Timor Street Road Closure period / Thursday 30 June – Wednesday 13 July • Southern side – 5 x parking bays designated 30mins short term parking • Southern side – All remaining parks West of the pedestrian crossing closed • Northern side – 2 x parking bays designated 30min disabled parking • Northern side – 2 x parking bays closed for temporary roundabout Closure of the Art Gallery / Regal Café Carpark • Southern end closure – 6:00am Sunday 19 June • Entire carpark closure – 6:00am Wednesday 22 June • Northern end reopening – 5:00pm Wednesday 13 June • Entire carpark reopening – 5:00pm Monday 18 July • WEC construction contractors to be notified of alternative parking during closure.


5.8 2011 Fun4Kids Festival – Temporary Road Closures & Parking Alterations (Cont.)

Banyan St Road Parking – Merri St to Timor St • Festival period / Sunday 3rd July – Sunday 10 July • 6 x parking bays eastern side designated 2 hour short term parking • 6 x parking bays western side designated 2 hour short term parking Temporary Bus Stop – Banyan Street • Timor Street Road Closure period / Thursday 30 June – Wednesday 13 July • Western side of Banyan Street • First 4 carparks from corner of Timor & Banyan Streets • Regular City Loop bus service – Warrnambool Bus Lines • Fun4Kids Park & Ride service – Warrnambool Bus Lines Cramond & Dickson Carpark • Timor Street Road Closure period / Thursday 30 June – Wednesday 13 July • Entire southern end parking bay allocated for associated Timor Street traders • Issue permits to Taco Bill‟s, Skinfit and Centacare Stringer Clark Rear Carpark • Timor Street Road Closure period / Thursday 30 June – Wednesday 13 July • Signage for no public parking & possibility to issue passes for relevant users Australian Hearing – St Laurence Rear Carpark • Timor Street Road Closure period / Thursday 30 June – Wednesday 13 July • Signage for no public parking & possibility to issue passes for relevant users 2. COMMUNITY CONSULTATION Business operators within the Festival Village precinct and Smith Street residents will receive notification relating to the above by Friday 3 June. Warrnambool Police, Warrnambool Ambulance, Warrnambool Fire Station, Warrnambool SES, Warrnambool Bus Lines, Warrnambool Taxi Company, Quest Apartments, and CBD Warrnambool Inc will also receive relevant information by Friday 3 June. The details of road closures and traffic alterations have also been discussed with the relevant officers of the following units / branches within Council‟s organisation: Local Laws Infrastructure Services Archie Graham Centre Library Warrnambool Art Gallery Warrnambool Entertainment Centre – Construction Contractors

A detailed notice outlining changes to traffic conditions will be published in the Warrnambool Standard on Saturday 4une, 2011. Details will also be posted on the Warrnambool City Council and Fun4Kids websites. 3. CONSTRUCTION TIMELINES In 2005 changes were made to construction and pack up times of the Festival which led to a reduction by 4 days for set up and 1 day for pack up. The same construction timelines were applied in following years. It was deemed not feasible to further reduce construction times without an extensive increase in labour charges.


5.8 2011 Fun4Kids Festival – Temporary Road Closures & Parking Alterations (Cont.)

In 2010 the site management team proposed that construction work start earlier than in previous years. It is proposed that Liebig St - Smith Avenue to Timor St once again close at 6:00am on the first day of construction, Friday 17th June. This will enable a full day‟s work and provide flexibility to site management. It is hoped that being ahead of schedule will assist with the additional building requirements required as a result of using Timor Street due to replacement of the Warrnambool Entertainment Centre in 2011. RECOMMENDATIONS

1. That Council, pursuant to Clauses 1(a) and 10(1) b of Schedule 11 of the Local

Government Act 1989 approve the temporary road closures for the 2011 Fun4Kids Festival as set out in Part 1(a) of this report.

2. That Council approve additional parking and traffic alterations as set out in Part 1(b) of this report.

3. That information relating to the above temporary road closures and parking alterations

be advised via the local press and in writing to occupiers of the adjoining properties, stakeholders, partners and emergency services.


5.9 ADVISORY COMMITTEE REPORTS PURPOSE This report contains the record of three Advisory Committee meetings.

REPORT 1. Community Support Advisory Committee

Wednesday 20 April 2011 – refer Appendix A. 2. City Development Advisory Committee Wednesday 11 May 2011 – refer Appendix B. 3. Flagstaff Hill Advisory Committee Thursday 12 May 2011 – refer Appendix C. RECOMMENDATION That the record of three Advisory Committee meetings as in Appendices A, B and C be received.


5.9 Advisory Committee Reports (Cont.)

APPENDIX A

Community Support Advisory Committee Minutes of meeting held at 4.00 pm on Wednesday 20 April 2011

Archie Graham Community Centre

1. PRESENT Dr Jan Stewart (Chair), Dawn Mace, Ray Ahearn, Diana Young, Cr Michael Neoh, Helen Ridgwell, Rose Egerton, Erica Smith, Anne Waters, Richard Stone (Minutes). WELCOME Dr Jan Stewart welcomed all to the meeting. 2. APOLOGIES Rob Dick, Helen Bayne, Kevin Leddin, Vicky Mason, Neil Ballard. 3. DECLARATION OF ANY CONFLICT OF INTEREST IN ANY ITEM ON THE AGENDA. Nil.

4. CONFIRMATION OF MINUTES OF PREVIOUS MEETING

Moved: Ray Ahearn Seconded: Dawn Mace That the minutes of the Community Support Advisory Committee Meeting held on 16 February 2011 be confirmed. CARRIED

5. BUSINESS ARISING 5.1 Capitol Theatre Rural Access has contacted Andrew Sanderson, Village Roadshow Access Consultant, and Village Roadshow is still to respond to the Action Plan feedback. Some Committee members noted that movies are now being rotated to accommodate downstairs screenings and that the accessible toilet facilities have been improved. The issue of captioning of films was discussed and further clarification is sought on this.

Action: Deafaccess to check availability of a hearing loop at film screenings and the percentage of films that are captioned.

5.2 WCC Website The Manager Active Ageing and Inclusion reported that the website is close to being finalised, with the end of June being the scheduled completion date.

Action: An update on progress to be provided to the next meeting.

5.3 Civic Centre Customer Service Counter Rural Access submitted a report to Council‟s Management Executive Group and subsequently a meeting has been held with Corporate Strategies. As a result of that meeting the service counter at Customer Service will be modified to ensure low height access along with the installation of assistive hearing technology. Erica Smith discussed her role with Deafaccess and the importance of understanding the application and availability of hearing augmentation.

Action: Deafaccess to contact the Community Programs Coordinator to discuss running a community session on hearing loss and support.



5.4 Accessible Communities Grant A $100,000 application was submitted to the Federal Government‟s Accessible Communities Grant funding round, seeking an access upgrade to walking paths and the installation of an accessible toilet in the Warrnambool Botanic Gardens. Council is due to receive notification of the outcome of the application by June 2011. 5.5 Terms of Reference Held over until General Business. 5.6 Post Office Centralisation Council has supported a petition and community concerns regarding parking at the displacement site. Council has written to Australia Post offering a business/ retail centre at the current site. To date Council has not had a response to its offer.

Action: To be carried over to next meeting for a progress report.

5.7 Other 5.7.1 Draft Coastal Management Plan Committee members enquired as to the due date of the Draft Coastal Management Plan as there is a particular interest in the issue of beach access.

Action: Due date for Draft Coastal Management Plan to be forwarded with the minutes.

5.7.2 Accessible Accommodation Project Rural Access reported that they have engaged a consultant to assist with this project which will now involve contacting accommodation providers directly to assist in the identification of the accessible features they currently provide. This information will then form part of Visit Warrnambool website‟s accommodation section so visitors can easily identify the accessible features within the various accommodation options. 5.7.2 Accessible Hearing Kit Erica Smith reported on the Accessible Hearing Kit that is designed to assist accommodation providers with up to date information on how they can improve their business to be accessible for people who are deaf or hard of hearing. 5.7.3 Walking Maps Council officers from different sections of Council are working jointly on the development of walking and recreation maps.

Action: An update on the progress of this project to be presented at the next meeting.

5.7.4 Council Plan Council held a community forum regarding its 4 year plan. Some Committee members indicated they would like the opportunity to provide feedback on the Plan and the areas it covers.

Action: The Manager Ageing and Inclusion to contact the Manager Communications on the process and timelines for providing feedback on the Plan and for this information to be provided to Committee members.



6. GENERAL BUSINESS

6.1 Breakwater Photographic Exhibition at Harbor Pavilion Erica Smith raised concerns over the auditory presentation conducted by Council staff at this exhibition and questioned why assistive hearing technology was not provided to assist people who are hard of hearing.

Action: Deafaccess to raise this issue directly with Director City Infrastructure and the Manager Communications Warrnambool City Council.

6.2 Accessible Meeting Venues Concerns were raised over access to meetings organised by Council. It was noted that this includes both physical and hearing access during Council‟s community engagement processes.

Action: The Manager Communications to be invited to the next meeting to discuss access to Council’s communication mediums and community engagement processes.

6.3 CSAC Terms of Reference Members discussed the Terms of Reference and the process and need for review in terms of the Committee‟s purpose, scope and membership.

Action: That an extraordinary meeting be convened to review the current Terms of Reference. That the matter be referred to the Director Community Development seeking input in to the review process.

7. NEXT MEETING Wednesday 15th June 2011, 4.00 pm, Archie Graham Community Centre.

8. CLOSE OF MEETING The meeting closed at 5.40 pm. CHAIR – Dr Jan Stewart



APPENDIX B

RECORD OF THE CITY DEVELOPMENT ADVISORY COMMITTEE MEETING HELD IN COMMITTEE ROOM 1 AT THE WARRNAMBOOL

CIVIC CENTRE ON WEDNESDAY 11 MAY 2011 AT 12.00 NOON

Present: Cr. Jacinta Ermacora (Chairperson)

Gordon Forth Neil Holland Jane Chislett Lisa McLeod, Manager Community Policy & Planning, WCC Kirsty Miller, Manager City Strategy & Development, WCC

Andrina Mitchell Bill Millard, Director City Growth, WCC James Tait Les Ryan (observer)

1. Apologies

John Dwyer Julie Eagles Lisa Gervasoni, Coordinator City Strategy, WCC David Harris Donna Monaghan Seona Taylor, City Growth Support Officer, WCC

2. Previous Minutes Minutes of the meeting held 2 March 2011 were accepted as a fair and correct record of the meeting. 3. Conflict of Interest Gordon Forth noted an interest in Item 5, C72 Industrial Land. James Tait noted an interest in Item 5, C72 Industrial Land. Given the item was of a general nature and all information was available and in the public realm, Mr Tait & Mr Forth remained in the meeting. 4. Committee Discussion on “Community Visioning” advice provided by Julie Eagles &

David Harris The Chair, Cr Ermacora facilitated a discussion on community visioning and engagement. Many points were discussed. A document relating to the City of Vincent in Western Australia had been read by committee members. The work on a „community vision‟ in this case had occurred in 2004 and was quite strategic in approach. It was based around community desires for;

Town centres

Housing density

Character and Heritage

Traffic and Transport

Safety and Security

Environment and Sustainability

Parks and community facilities

Community culture and Arts



The outcomes provided a set of reasonably clear guiding principles. The discussion covered the Council Planning process, the legislative requirements for a review of the Municipal Strategic Statement (MSS) and other Victorian municipalities which had undertaken community planning. Lisa McLeod who also has responsibility for reviewing the Municipal Health Plan also noted a significant engagement process. Committee members spoke of the challenges in identifying a „community‟ view and the difficulty of knowing when you had achieved that. The Chair, Cr Ermacora proposed that the discussion be continued next meeting and that Communication Manager Kim Sweetnam be invited to give the Committee advice on the Council Planning cycle leading up to a new Council Plan 2010-16. Agreed Action: Refer to next meeting. 5. C72 – Industrial Land Manager City Strategy & Development Kirsty Miller gave a presentation to the Committee on C72 Amendment documentation which is currently on exhibition. A discussion occurred relating to the strategic justification for site selection and many of the issues which have been canvassed in the public arena. Director City Growth, Bill Millard indicated that Committee members either as a group or individuals may wish to lodge a submission to the Amendment. Kirsty Miller provided details on how submissions are lodged and treated. A question was asked of the Chair; “What would happen if the Committee held a different view to the Council?” The Chair responded that diversity of opinion was valued by the Council and would be considered on its merit. Divergent views are encouraged. Agreed Action: Committee members to consider whether a submission to C72 should be prepared. 6. Priorities for City Development Advisory Committee for 2011 The following major projects are planned for 2011;

Hopkin‟s Point Growth area

Eastern Activity Precinct Plan Review

Brierly Master Plan

City Wide Structure Plan

Heritage Study Individual Places Stage 3B

Review of North Dennington Structure Plan and Developer Contribution Plan

Committee Members individually expressed interest in the following;

Easter Activity Precinct and the balance between the East & the CBD

Affordable Housing

Community Visioning

Transport/accommodation issues (in a strategic planning sense)

Brierly Master Plan

Fletcher Jones and its future

Development Plans



Reporting back from officers; for example, input occurred by the Committee on St James Park Plan but no follow up

The Warrnambool sandstone area

Ring Road – again transport and development issues. Members agreed that they wish to be informed well enough to either consider advice and recommendations to Council or strategic matters, to be an effective committee. 7. Affordable Housing The Chair reported that the regional cities grouping (Bendigo, Ballarat, Wodonga, Warrnambool, Shepparton, Latrobe) had completed a draft report/options paper exploring regional city housing needs. Lisa McLeod indicated that housing was a critical element of „health and well being‟ and would be a key factor in a review of the Municipal Health Plan. Agreed Action: Progress reports to be reported to the City Development Advisory Committee. 8. Advice on Heritage Precincts & Individual Places Agreed Action: Deferred to next meeting. 9. Other Business

a. Brierly master Plan Lisa McLeod provided a short briefing on the framework for developing the Brierly Master Plan. Committee Members were positive about ongoing input into the plan. Agreed Action: Lisa McLeod invited to attend City Development Advisory Committee.

b. C69 & C72 Panel Hearings Bill Millard indicated to Committee members that the Panel proceedings were now set for the above amendments. C69 – Directions Hearing – 24 May 11am, La Bella Function Room, Harbour Pavilion. C69 – Panel Hearing – 26 June – 28 June, La Bella Function Room, Harbour Pavilion, time to be advised.

C72- Panel Hearing – 25 July – 29 July, South West TAFE, time to be advised. Meeting Closed: 2pm Next Meeting: Wednesday 6 July, 12pm – 2pm



APPENDIX C


5.10 ASSEMBLY OF COUNCILLORS RECORD PURPOSE This report contains the record of three Assembly of Councillors Records.

REPORT Section 90A(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 record of the following Assembly of Councillors record is enclosed:- 1. Councillor/Officer Discussion Wednesday 27 April 2011 – refer Appendix A. 2. Councillor/Officer Discussion

Monday 2 May 2011 – refer Appendix B.

3. Councillor/Officer Discussion Monday 16 May 2011 – refer Appendix C. RECOMMENDATION That the information be received.


5.10 Assembly of Councillors Record (Cont.)

APPENDIX A

RECORD OF ASSEMBLY OF COUNCILLORS

WEDNESDAY 27 APRIL 2011 AT 12PM

WARRNAMBOOL CIVIC CENTRE

PRESENT

Councillors: Cr J. Ermacora (Mayor), Cr A. Fawcett, Cr J. Harris, Cr P. Hulin, Cr J. Lowe, Cr M. Neoh.

Officers: Chief Executive, Bruce Anson, Director City Infrastructure, Director Community Development, Vicky Mason, Peter Robertson, Director City Growth, Bill Millard, Director Corporate Strategies, Kevin Leddin.

Apologies: Cr R. Askew.

1. BUDGET WORKSHOP – DAY 1

Cr J. Lowe left the meeting at 2.55pm. Day 1 of the workshop closed at 4.00pm.

2. BUDGET WORKSHOP – DAY 2

The workshop re-commenced at 12pm, Thursday 28 April 2011. Cr J. Lowe declared a conflict of interest and left the meeting at 12.55pm. Cr J. Lowe returned to the meeting at 1.35pm. The workshop closed at 2.15pm.

BRUCE ANSON

CHIEF EXECUTIVE



APPENDIX B

RECORD OF COUNCILLOR/OFFICER DISCUSSION HELD ON

MONDAY 2 MAY 2011 AT 4.30PM

PRESENT

Councillors: Cr J. Ermacora (Mayor), Cr R. Askew, Cr A. Fawcett, Cr J. Harris, Cr P. Hulin, Cr J. Lowe, Cr M. Neoh.

Officers: Chief Executive, Bruce Anson, Director Community Development, Vicky Mason, Director City Infrastructure, Peter Robertson, Director City Growth, Bill Millard (arrived at 5.00pm), Director Corporate Strategies, Kevin Leddin.

Apologies: Nil.

1. DISCLOSURE BY COUNCILLORS AND OFFICERS OF ANY CONFLICT OF INTEREST

IN ANY ITEM ON THE AGENDA

Cr J. Harris declared a conflict of interest in Item 5 on the agenda. Cr J. Ermacora and Cr J. Lowe declared a conflict of interest in Item 9 on the agenda.

2. RECORD OF SPECIAL COUNCILLOR/OFFICER DISCUSSION HELD ON 1 APRIL 2011

Accepted as a satisfactory record.

3. 2011-2012 BUDGET SUMMARY

Cr J. Lowe declared a conflict of interest and left the meeting at 5.36pm. Discussion of unresolved budget issues took place. Cr J. Lowe returned to the meeting at 5.38pm.

4. JUBILEE PARK WOODFORD – PROJECT UPDATE AND FURTHER ACTIONS

The information paper was noted.

5. WUNTA FIESTA POST EVENT ANALYSIS The information paper was noted.

6. HACC CUSTOMER SATISFACTION SURVEYS 2010/11 The information paper was noted.

7. FINANCIAL PERFORMANCE REPORT – MARCH 2011

The Manager Financial Services was in attendance for this item. The information paper was noted.



8. ACTIVITIES & INITIATIVES 2010/11 – MARCH QUARTER


9. WOMEN IN LOCAL GOVERNMENT NETWORK

The Manager Organisation Development was in attendance for this item. The discussion paper was noted.

10. PLANNING SCHEME AMENDMENT C69 – NORTH OF THE MERRI URBAN GROWTH

AREA

The Manager City Strategy & Development and the Senior Policy & Project Planner were in attendance for this item. The discussion paper was noted.

11. INTERSECTION OF KOROIT & RYOT STREETS


12. PROPOSED PARKING DEVELOPMENT FOR MANIFOLD STREET, WARRNAMBOOL

The preferred option for this development was discussed.

13. PORT OF WARRNAMBOOL – SAFER BOATING & HARBOUR FACILITIES STUDY AND

THE POTENTIAL IMPACTS OF THIS WORK ON LADY BAY

The discussion paper was noted.

14. GENERAL BUSINESS – ITEMS RAISED BY COUNCILLORS & OFFICERS

Cr P. Hulin Improvement of town entrance signs. Delineating right turns at highway crossings

Action: DCI advised the matter rested with VicRoads. Bus speed in Liebig Street.

Action: DCI to follow up the matter.

Cr J. Lowe Availability of RDA newsletter to Councillors. Rubbish collection – advice on Council‟s website. Decommissioning of Breakwater public toilets.

Action: DCI to arrange appropriate signage. Aberline Road Development Plan.

Action: DCG to provide Council position to Councillors. EPA advice regarding bin cleaning.

Action: CE to provide information to Councillors. Faded highway line-marking.

Action: DCI to refer matter to VicRoads. ANZAC Day Liebig Street closure.

Action: DCI to follow up street reopening processes. Successful Annual Meeting of Art Gallery and Foundation.



Cr R. Askew CMA funding for boxthorn removal.

Cr M. Neoh Success of ANZAC Day on the Civic Green.

Cr J. Ermacora CE appointed at Chair to RPAC.

The meeting closed at 6.28pm.

BRUCE ANSON

CHIEF EXECUTIVE



APPENDIX C

RECORD OF COUNCILLOR/OFFICER DISCUSSION HELD ON

MONDAY 16 MAY 2011 AT 4.30PM

PRESENT

Councillors: Cr J. Ermacora (Mayor), Cr A. Fawcett, Cr J. Harris, Cr P. Hulin, Cr J. Lowe, Cr M. Neoh.

Officers: Director Community Development, Vicky Mason, Director City Infrastructure, Peter Robertson, Director Corporate Strategies, Kevin Leddin.

Apologies: Cr R. Askew, Chief Executive, Bruce Anson, Director City Growth, Bill Millard.

1. DISCLOSURE BY COUNCILLORS AND OFFICERS OF ANY CONFLICT OF INTEREST

IN ANY ITEM ON THE AGENDA

Cr J. Ermacora declared a conflict of interest in Item 3 on the agenda.

2. RECORD OF COUNCILLOR/OFFICER DISCUSSION HELD ON 2 MAY 2011

Accepted as a satisfactory record.

3. WARRNAMBOOL LIVESTOCK EXCHANGE AND THE PROPOSED EXPRESSION OF

INTEREST PROCESS

Cr J. Ermacora left the meeting at 4.35pm. Mr Tom Lindsay from Tait Legal and Executive Research Officer, Andrew Paton were in attendance for this item. The discussion paper was noted and support for the medium option for Expression of Interest documentation, initial exclusion of the BOOT scheme option, support for all Expression of Interest registrants who meet the criteria and support for a probity officer. Cr J. Ermacora returned to the meeting at 5.10pm.

4. SOCIAL MEDIA POLICY & TRAINING

The Manager Communications, Kim Sweetnam was in attendance for this item. The discussion paper was noted.

5. RATING STRATEGY STRUCTURE & REVIEW The Manager Revenue & Property, Glendon Dickinson was in attendance for this item. The information paper was noted.

6. TOURISM SERVICES – REGIONAL TOURISM BOARD SHIPWRECK COAST

MARKETING The information paper was noted.



7. FINANCIAL PERFORMANCE REPORT – APRIL 2011

The Manager Financial Services, Stephen Kerr was in attendance for this item. The information paper was noted.

8. WARRNAMBOOL ENTERTAINMENT CENTRE REDEVELOPMENT PROJECT

The information paper was noted. Cr J. Harris left the meeting at 6.00pm.

9. COMPLETE SPORTS MARKETING PROGRAM – APRIL 2011


10. LACROSSE CLASSIC – APRIL 2011


11. ENGAGING VULNERABLE FAMILIES


12. NATIONAL DISABILITY INSURANCE SCHEME


13. PROPOSED ALTERATIONS TO PARKING IN BANYAN STREET (MERRI TO TIMOR

STREET)

The Manager Health & Local Laws, Murray Murfett was in attendance for this item. The discussion paper was noted.

14. CITY OF CHANGCHUN DELEGATION: 24 – 26 APRIL 2011


15. GENERAL BUSINESS – ITEMS RAISED BY COUNCILLORS & OFFICERS

Director Community Development Rafferty‟s Tavern Application for Gaming Machines.

Cr A. Fawcett Pedestrian crossings in supermarket carpark and at roundabouts.

Cr P. Hulin Status of business sign in laneway. General footpath deterioration in CBD. Drag strip relocation sites.



Cr J. Lowe Carpark works in cold temperature conditions. Update of meeting calendar for various committee meetings. Maintenance issues at Foreshore Pavilion. Meals on Wheels volunteer reliever initiative. Details of Community Development restructure. Clarification of post office parking arrangements. Lyndoch VCAT appeal hearing details.

Cr J. Ermacora Great Ocean Road marathon event. Japan Day fundraiser details. Great South Coast Regional Strategic Plan meeting.

Director City Infrastructure Distribution of updated plan for Manifold Street parking arrangements.

The meeting closed at 6.55pm.

BRUCE ANSON

CHIEF EXECUTIVE


5.11 COUNCIL ACTIVITIES – SUMMARY REPORT PURPOSE This report summarises Council activities since the last Ordinary Meeting which particularly relate to key social, economic and environmental issues of direct relevance to the Warrnambool community.

1. REPORT 8 May 2011 The Mayor welcomed visiting German tour wholesale operators to Warrnambool

on behalf of Council and Shipwreck Coast Marketing. 10 May 2011 The Mayor officially opened the Red Cross Region 5 Regional Conference held

in Warrnambool. 11 May 2011 The Mayor was the guest speaker at the Warrnambool Family History Group

meeting. 12 May 2011 The Mayor attended the Meals on Wheels volunteers luncheon held as part of

National Volunteers Week. The Mayor attended a dinner hosted by St. George Bank and attending by the CEO of the Bank of Melbourne held at Lady Bay Resort.

13 May 2011 The Mayor and Chief Executive attended a meeting of the Great South Coast

Municipalities Group held in Port Fairy. 16 May 2011 The Mayor and Councillors were hosted by Realise Enterprises at an afternoon

tea prepared by Tasty Plate Enterprises in appreciate for support of the program.

17 May 2011 The Mayor officially opened the Family Assorted Exhibition at Flagstaff Hill.

The Mayor was the guest speaker at the Warrnambool Rotary Club meeting.

20 May 2011 The Mayor officially opened the Allansford & District Primary School new multi-

purpose building which coincided with Education Week. 24 May 2011 The Mayor met with 14 mature age university students from the University of

Southern Maine, USA who were participating in a Leadership Study Abroad Program with the theme “Women in Leadership”. The student group interviewed the Mayor as part of their research. Warrnambool was part of a 15 day visit to Australia where the students were interviewing women living in Australia and specifically employed in positions of leadership.

25 May 2011 The Mayor and Councillors met with the Consul General of the United States of

America, Mr Michael Thurston during his visit to Warrnambool. 26 May 2011 The Mayor attended the Municipal Association of Victoria State Council meeting. RECOMMENDATION That this report be received.


7. PUBLIC QUESTION TIME

8. REPORTS BY MAYOR AND COUNCILLORS

9. CLOSE OF MEETING.

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