minutes - · control of the valuation information belonging to council will be an important part...

MINUTES Ordinary Meeting of Warrnambool City Council 5.45pm Monday 11 February 2013

VENUE: Reception Room Civic Centre 25 Liebig Street Warrnambool

COUNCILLORS Cr. Michael Neoh (Mayor/Chairman) Cr. Rob Askew Cr. Jacinta Ermacora Cr. Kylie Gaston Cr. Peter Hulin Cr. Brian Kelson Cr. Peter Sycopoulis

Copies of the Warrnambool City Council’s Agendas & Minutes can be obtained online at www.warrnambool.vic.gov.au

Warrnambool City Council 11 February 2013 Minutes for Ordinary Meeting

ORDER OF BUSINESS

Page No.

1. OPENING PRAYER & ORIGINAL CUSTODIANS STATEMENT ......................................................... 3

2. APOLOGIES ........................................................................................................................................... 3

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

4. DECLARATION BY COUNCILLORS & OFFICERS OF ANY CONFLICT OF INTEREST IN ANY ITEM ON THE AGENDA ........................................................................................................................ 3

5. REPORTS

5.1 Council Plan - Strategic Indicators - December Quarter ........................................................ 4

5.2 Land Exchange – Kings College............................................................................................. 11

5.3 General Revaluation Warrnambool City Council .................................................................. 11

5.4 Petition for Garbage and Recycling Collection for Residents of Anchor Point Village, Aberline Road, Warrnambool ............................................................ 14

5.5 Community Development Operations Report ....................................................................... 17

5.6 2012/13 Country Football Netball Program ........................................................................... 43

5.7 Warrnambool BMX Club Relocation Project ......................................................................... 45

5.8 Advisory Committee Reports .................................................................................................. 51

5.9 Assembly of Councillors Records.......................................................................................... 55

5.10 Council Activities – Summary Report .................................................................................... 60

6. NOTICE OF MOTION

6.1 Notice of Motion No. 2092 ....................................................................................................... 60

7. PUBLIC QUESTION TIME ................................................................................................................... 61

8. REPORTS BY MAYOR AND COUNCILLORS .................................................................................... 62

9. CLOSE OF MEETING. ........................................................................................................................ 63


MINUTES OF THE ORDINARY MEETING OF THE WARRNAMBOOL CITY COUNCIL HELD IN THE RECEPTION ROOM, CIVIC CENTRE, 25 LIEBIG STREET, WARRNAMBOOL

MONDAY 11 FEBRUARY 2013 COMMENCING AT 5.45 PM

PRESENT: Cr. Michael Neoh (Mayor/Chairman) Cr. Rob Askew Cr. Jacinta Ermacora Cr. Kylie Gaston Cr. Peter Hulin Cr. Brian Kelson Cr. Peter Sycopoulis

IN ATTENDANCE: Mr Bruce Anson, Chief Executive Mr Kevin Leddin, Director Corporate Strategies

Mr Bill Millard, Director City Growth Mr Peter Robertson, Director City Infrastructure M. Vicky Mason, Director Community Development Ms. Wendy Clark, Executive Assistant 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

Nil. 3. CONFIRMATION OF MINUTES

MOVED: CR. KELSON SECONDED: CR. GASTON That the Minutes of the Ordinary Meeting of Council held on 21 January 2013 be received.

CARRIED - 7:0

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

ITEM ON THE AGENDA

Chief Executive - Item 6 - Notice of Motion - No. 2092 5. REPORTS


5.1 COUNCIL PLAN - STRATEGIC INDICATORS – DECEMBER QUARTER PURPOSE This report provides information on progress in achieving the Council Plan Strategic Indicators during 2012/13. BACKGROUND The 2009-2013 Council Plan is the principle planning and directional document of the Council and details the Councils strategic objectives and strategies over a 4 year period. The purpose of the Strategic Indicators is to monitor the achievement of the Council Plan Objectives. The report details progress in achieving the Strategic Indicators for the first six months of 2012/13. Each indicator has a quick update of the current status.

On Schedule Behind Schedule Completed Withdrawn Summary comments are provided on the status of progress of the 2009/13 Council Plan Strategic Indicators. A copy of the 86 Strategic Indicators, as at 31 December 2012, is attached as Appendix A to this report. Some of the more significant achievements to date include: • Planning finalised for the introduction of 15 hours of Kindergarten (universal access) from 2012 • Youth Services Review completed • Municipal Fire Prevention Plan implemented • Municipal Road Safety Strategy prepared and exhibited • Reviews of the Municipal Early Years Plan, Community Access Plan and Active Ageing Plan completed • Youth in2 Council Program completed • 2012/13 Public Art Program • Review of Road Management Plan completed • Asset Management Strategy reviewed and updated • Second round consultation completed for the AquaZone Strategy • Brierly Reserve Masterplan completed • Successfully conducted Municipal elections including caretaker period arrangements • Low risk financial sustainability ranking achieved • Major IT software implementation progressing in accordance with the project plan • South West Transport Plan completed As the graph below indicates 9.3% have been completed, 1.2% are behind schedule, 66.3% are on schedule and 23.3% have not been reported on.


MOVED: CR. HULIN SECONDED: CR. KELSON That the report be received.

CARRIED - 7:0


5.2 LAND EXCHANGE – KINGS COLLEGE PURPOSE This report updates Council in relation to a land exchange between Council and Kings College. 1. BACKGROUND In 2009 council entered into a Memorandum of Understanding (MOU) with the Warrnambool Presbyterian School Ltd (Kings College) to exchange council land for Kings College land to facilitate the extension of the shared footpath network in this area. The land being transferred to the school from council is in fact land that was vested in council by the developers of the Marrakai and Toohey Estates. The land exchange was negotiated as part of these developments with the intent of providing improved linkage of the shared footpath network in this neighbourhood. As discussed at Council briefing on November 19 2012 the land transfer to council from the developers has been completed and in accordance with the MOU it was necessary for council to advertise its intension to exchange the land and allow for public submissions in accordance with Sections 189 and 223 of the Local Government Act. 2. ISSUES The advertising and submission process has been completed and no submissions were lodged in relation to the proposed land exchange. It is now appropriate for council to formally resolve to proceed with the land exchange 3. CONSULTATION/COMMUNICATION Statutory process completed. 4. FINANCIAL IMPACT (include whole of life costs) The exchange will be at no cost to council. 5. ENVIRONMENTAL/RISK IMPACT The intent of the agreement is to improve the amenity of the area by improving the pedestrian and bicycle network. MOVED: CR. ASKEW SECODNED: CR. ERMACORA That Council proceed with the land exchange with Warrnambool Presbyterian School Ltd (Kings College) in accordance with the Memorandum of Understanding.

CARRIED - 7:0 5.3 GENERAL REVALUATION WARRNAMBOOL CITY COUNCIL PURPOSE This report is to brief Councillors of the statutory requirements placed on it within Section 11 and Section 6 (1) Valuation of Land Act 1960 (The Act). It is also to provide information on the schedule for the return of the 2014 general revaluation 1. BACKGROUND The Valuation of Land Act requires Councils to undertake a general revaluation of all rateable land within the municipality every two years and provide information to every other rating authority interested of its intention to do so.


In addition the municipal valuation systems used to conduct general revaluations have seen significant improvements over the past twelve years following amendments to the Valuation of Land Act and the introduction of Valuation Best Practice principals. Each revaluation has been undertaken and completed in accordance with strict scheduling to ensure accurate valuations are available for budget projections of rate income to be generated. 2. ISSUES In order to meet its requirements under the Valuation of Land Act Council must formally resolve to undertake a general revaluation of all rateable property within the municipality as well as land now subject to the State Fire Service Levy. Control of the valuation information belonging to Council will be an important part of the process as well as the re-inspection of the common data elements for each property within the municipality. This is a requirement under the valuation contract let by Council in 2012 for the provision of Valuation Services and the supply of the 2014 and 2016 general revaluations. Contract management of the valuation process for the 2014 general revaluation has again been placed with the Manager Revenue and Property Mr Glendon Dickinson as contract supervisor. All payments associated with the general revaluation are tied to performance criteria and this assists with contract supervision Section 7A of the Act restricts Council from making any payment for works associated with the general revaluation until it has been audited by the Valuer General Victoria. Detailed guidelines have been produced to provide clear directions to the contract valuer on the requirements to be met to have a Section 7A Certificate issued which allows payment to be made. Set stages of the valuation process however must be completed before progress payments are made - refer Appendix A. This will also support the substantiation of valuations before the final product is produced, the return of the general revaluation. MOVED: CR. ERMACORA SECONDED: CR. GASTON 1. That pursuant to Section 11 of the Valuation of Land Act the Council cause a revaluation of the

Warrnambool City Council to be carried out, as from February 2013 and to be based on the effective level of value date of 1 January 2014.

2. That pursuant to Section 6 (1) of the Valuation of Land Act the Council gives notice of the

resolution for a revaluation of the City to be undertaken to the following rating authorities:

Valuer General Victoria The Commissioner of Land Tax The Moyne Shire Council

3. Pursuant to Section 7 of the Valuation of Land Act the Valuer-General Victoria be advised that

Western District Valuation Services, as valuer for the Warrnambool City Council as been authorised to carry out the valuation.

4. That the Valuer-General be requested to confer with Western District Valuation Services to

ensure that the appropriate declarations are made as part of the valuation return, and consistent with the Warrnambool City Council Planning Scheme, for such properties:-

Eligible for commercial use rating Eligible of Industrial use rating Eligible for Farm Land rating

5. Further, that the valuation be returned in sufficient time for the new valuations to come into

operation for use in the 2014/2015 financial year. CARRIED - 7:0


APPENDIX A

TIMETABLE FOR 2014 GENERAL VALUATION

STAGES TIMETABLE OF STAGES PROPERTY CATEGORY COMPLETION DATE

STAGE ONE PREPARATION STAGE

1 Review of Council Database and Review of IT requirements Determination of Inspection requirements. Modification of Project Plan, if required. Statistical Analysis 2012 level of values to current sales data.

All properties (28 February 2013)

STAGE TWO ANALYSIS and APPLICATION STAGE

2 Preliminary Sales and Rental analysis, Inspections and valuations

Residential and rural properties

(31 October 2013)

STAGE THREE ANALYSIS and APPLICATION STAGE

3a Specialist Properties Sales and rental analysis, inspections and valuations

Specialist properties various (31 August 2013)

3b Final Valuations

Commercial & Industrial properties (31 January 2014)

STAGE FOUR REVIEW STAGE

4 Revision of Valuations Residential and rural properties (28 February 2014)

STAGE FIVE REPORTING and VALUATION RETURN

5 Exception reporting, corrections, Valuation Return, and preparation of reports.

All properties (31 March 2014).


5.4 PETITION FOR GARBAGE AND RECYCLING COLLECTION FOR RESIDENTS OF ANCHOR

POINT VILLAGE, ABERLINE ROAD, WARRNAMBOOL PURPOSE To report on a petition requesting petition for garbage and recycling collection for residents of Anchor Point Village, Aberline Road, Warrnambool. 1. BACKGROUND Council has received a petition signed by 18 residents of Anchor Point Village, Aberline Road, Warrnambool requesting a regular rubbish and recycling service - refer Appendix A. In accordance with Council’s Local Law No. 1 – “Local Law L1.8.55 "Petition and Joint Letters" state’s "a petition or joint letter presented to the Council must lay on the table until the next Ordinary meeting of the Council and no motion, other than a motion to receive the petition or joint letter may be accepted by the Chairperson, unless the Council agrees to deal with it earlier." MOVED: CR. ASKEW SECONDED: CR. ERMACORA 1. That in accordance with Local Law L.1.8.55, that the petition lay on the table until the next

ordinary meeting of the Council.

2. That Council supports further investigation into the matters raised, the findings of which will then be reported back to Council.

CARRIED - 7:0


APPENDIX A


5.5 COMMUNITY DEVELOPMENT OPERATIONS REPORT PURPOSE This report provides information related to activities currently undertaken by the Community Development Directorate of the period October – December 2012. 1. HIGHLIGHTS The number of Family Day Care Educators has risen to 29 allowing the program to now provide services

to over 224 children

Currently Centre based childcare is providing services to over 307 families caring for over 400 children

475 children enrolled for 15 hours of kindergarten in 2013

Matron Swinton and Allansford Kindergarten both received accreditation against the National Quality Standards

The Rural Access “One & All Inclusive Events Program” won the LGPro Aged & Disability Award for Outstanding Program or Project

269 people attended to recent training coordinated by Council on “Changes to the Incorporations Act”

Aquazone won the Health & Wellbeing category at the 2012 Annual Warrnambool Business Excellence Awards

Member entry at Aquazone increased by 7.7% for the quarter whilst Learn to Swim attendance rose by 25%

The Payne Reserve Playground Project was completed in November 2012

The official opening of the re-located Warrnambool BMX track took place in November 2012

The Guardians sculptures donated by Professor Barbara van Ernst were unveiled

Attendance at the WAG was up by over 60% on the same time last year

Council was successful in receiving 3 year FReeZA funding of over $73,000

2. COMMUNITY PLANNING AND POLICY Warrnambool Health and Wellbeing Plan As Councillors will be aware the development of one of Council’s key strategic documents, the new iteration of the Health and Wellbeing Plan 2013-17, has commenced. This new plan will include the integration of three other key community development plans – Early Years, Community Access and Active Ageing.

The project plan includes a briefing session for Councillors regarding the process to prepare the new plan during February and training for Councillors regarding the municipal health planning framework during March.


The Warrnambool Community Profile (which is available at warrnambool.vic.gov.au/healthandwellbeing) which publishes data on the health and wellbeing of the City’s residents will be updated to include the 2011 Census and new health indicators which were published in late 2012. An extensive community engagement process is proposed for the first half of 2013. Warrnambool Community Services and Infrastructure Plan and Brierly Community Hub Feasibility Study

K2 Planning has been engaged to assist Council prepare these important strategic documents which will: 1) guide the provision of Council’s community services and community infrastructure across the city

until 2026 2) explore the identified opportunity to develop a community hub in the North East 3) provide a business case to support external funding of the projects.

Councillors were briefed on these projects in January. Funding Application – Swan Reserve Upgrade Council allocated funds for the design and construction of an extension to the kindergarten play space at Swan Reserve on Raglan Parade. This play space will provide additional outdoor play areas for children attending City Kinder. As previously reported an opportunity was identified to extend this project to a broader upgrade of Swan Reserve by leveraging Council’s funds to apply for additional funding from DPCD. A funding application has been submitted to the Putting Local’s First Infrastructure Fund in an attempt to secure sufficient funds to enable improvement of Swan Reserve for the community, CBD workers and visitors, with both public and dedicated kinder play spaces to be created. The application is currently being assessed and advice as to the outcome of the funding application is expected by March.

White Ribbon Day – November 25th 2012 The White Ribbon Campaign is the largest global male-led movement to stop men’s violence against women. For the first time in 2012, Warrnambool City Council, with the support of Department of Human Services, Department of Justice and Women’s Health and Wellbeing Barwon South West, developed a local awareness campaign supported by the local media (ACE Radio & Warrnambool Standard). In addition, WCC staff participated in a video campaign (see photos below), and hosted a morning tea for staff and community leaders in the foyer of the Lighthouse Theatre.


The local White Ribbon campaign culminated on Friday 23rd November with the community organised “Reclaim the Night “ walk in Liebig Street. It is intended that Council’s involvement in the White Ribbon Day campaign will become an annual commitment. Great South Coast Prevention of Violence against Women and Children

Warrnambool City Council is partnering with Great South Coast Councils and Women’s Health & Wellbeing Barwon South West Inc. to develop a Prevention of Violence against Women and Children Strategy. This will include a set of evidence based opportunities for working with the community to prevent this significant health and wellbeing issue. Expert consultants have been appointed and a Project Reference Group established which includes a wide variety of stakeholders including Victoria Police, local service providers and a number of State Government departments. The Strategy will be finalised by July 2013. Funding for this initiative has come from Regional Development Australia and Womens Health and Wellbeing Barwon South West Inc.

Baby Makes 3 Plus Project

Warrnambool City Council in partnership with Great South Coast Councils, Women’s Health and Wellbeing Barwon South West and Whitehorse Community Health are implementing a three year project – Baby Makes 3 Plus. Baby Makes 3 is an evidence based, primary prevention program to prevent violence against women. Its aim is to promote equal and respectful relationships between men and women during the transition to parenthood. It includes a 3 week program for first-time parents, fathers nights and staff capacity building. The “Plus” component of the program focuses on the early identification and appropriate referral of women at risk or experiencing family violence.

A Project Manager has been appointed to coordinate the program and is currently in the process of recruiting program facilitators. Eat Well Be Active – Southwest Victoria This obesity prevention program is now moving into its final year. Over 200 people with a disability or their carers are participating in program activities which include Heart Foundation Walking, Heartmoves and Austcycle across the three local government catchments of Warrnambool, Moyne and Corangamite. In November the program undertook an evaluation snapshot from both participants and disability agency staff. The following findings are of note: When partner agency staff were asked what was useful about Heartmoves / the Walking group that enabled them to support participants to eat well/be more active: 52% responded that the program/s improved healthy behaviours (physical activity and/or healthy eating) 33% indicated weight loss of participants 33% noted positive social engagement and/or increased self-confidence of participants. When participants were asked what was enjoyable about Heartmoves / the Walking group:


67% indicated the social component of the program 42% indicated a positive impact on levels of healthy behaviour (physical activity and/or healthy eating) 17% enjoyed being in the natural environment 12% indicated weight loss and/or other health benefits 10% indicated other reasons linked to personal well-being 6% enjoyed learning new skills

COMMUNITY SERVICES Early Years Intervention and Support Parent Assessment & Skill Development (PASDS) PASDS is contracted by the Department of Human Services to provide specialized assessment of the parenting capacity of parents of high risk infants (0-2yrs). Subsequent skill development and further assessment is provided as required. The catchment for this service covers Warrnambool, Moyne, Glenelg, Corangamite and Southern Grampians. Referrals are now received directly from Child Protection Services. PASDS Total

No. new PASDS Referrals in this period 2

Active cases during this period 5

Progressive Total of PASDS Clients in 2012/13 (Target 13)

2

Referrals to PASDS can fluctuate significantly depending on demand. However, due to changes in staff (at the DHS due to their restructure and in Council’s staff) coinciding with very few referrals received in 2012/13, Council’s staff have proactively worked with the DHS Child Protection team to increase awareness and communication relating to the program to ensure new referrals were coming through as appropriate.

Integrated Family Services (IFS) IFS provide support to disadvantaged and vulnerable families. Support is family focussed and may include assistance with food and housing or providing links to other community support services such as family violence, mental health and drug and alcohol support services. Integrated Family Services (IFS) Total No. of cases active at start of quarter 9 No. new referrals 3 No. cases closed 2 No. of currently active cases 10 A review of case documentation has taken place with ‘best practice’ processes identified and implementation of processes continuing. Parenting Advice and Education Services (PAES) The Parenting Advice and Education Services aims to support parents experiencing difficulties coping with challenging childhood behaviors. The service provides parenting information, advice, education resources and referrals to support services where required, as well as training and consultancy to parenting service professionals. The focus is on prevention and early intervention initiatives to build parental confidence and skills. In this financial year, the service has been delivered through the Triple P program and supported playgroup.


Parenting and Education Services (PAES)

Triple P Total

No. Triple P programs held 1

No. Families attended 10

No. Triple P level 5 consultations 9

No. Targeted education sessions 2

No. Participants at targeted education sessions 10

Parenting support consultations 0

Professional Development consultations 0

Supported Playgroup

No. Support playgroups 7

No families enrolled 17 families

No. children enrolled 25 children

Total Number of PAES Interventions (2012/13 Target 166)

83

In relation to supported playgroup: • 8 of the 17 families referred this quarter were referred by professionals • The referrals were from a range of services, including:

Maternal Child Health Enhanced Home Visiting Brophy Family and Youth Services MPower

• The 2013 supported playgroup has 14 families registered to attend. • Due to two kindergarten groups running at City Kindergarten in 2013, supported playgroups can no

longer be held there. Arrangements are in place for the playgroup to be conducted at the Aquazone crèche in 2013.

In addition to the PAES interventions already listed, Parenting and Children’s Services staff are involved in the delivery of 2 sessions for the MPower Totally Awesome Parents Group (TAPS). Early Years Regional Projects • The Early Childhood Development project was extended to end of December, with a final report and

sustainability plan being provided to the South West Child and Family Services Alliance and DHS in January 2013

• The Regional Innovations Disadvantage project concludes in February 2013 and has been working intensively on processes relating to early start kindergarten placements for vulnerable children.

• The Baby Makes 3 project has commenced. This project aims to reduce levels of family violence in the community. It focusses on increasing awareness of gender equity issues at the time of the birth of a first baby through working with first parents groups.

• The Great South Coast Early Years Network facilitator has a reviewed action plan in place. This quarter a forum was held to explore collaboration amongst maternal child health services within the region. In addition, recruitment has commenced for the Victorian Curriculum and Assessment Authority’s Inquiry to Implementation professional development program for early years staff.

Maternal and Child Health Service (MCH) Universal MCH Service There were 88 birth notifications to the Warrnambool City Council this quarter. This is a decrease of 11.1 % on last quarter and a 15.4% decrease on the same quarter last year. The total number of enrolments into the service was 79, with a further 8 anticipated and 1 non-enrolment for transfer outside the municipality.


Participation in the Maternal and Child Health Service remains generally in line with performance data across Victoria. At the 18 month, 2 year and 3.5 year checks participation rates generally decline however for Warrnambool City Council, the number of 2 year checks has increased by 14.2% and 3.5 year checks have increased by 11.1 % on the last quarter. Warrnambool City Council has again offered a scholarship for appropriately trained nurses to complete post graduate/masters study leading to endorsement as Maternal and Child Health Nurses. The successful applicant has accepted the offer and will commence study in 2013. The MCH Service continues to support our current MCH student with clinical placements as she completes her second and final year of study. Enhanced MCH service The Enhanced MCH Service responds assertively to the needs of children and families at risk of poor outcomes, in particular where there are multiple risk factors. Referral sources for vulnerable families engaged with the Enhanced MCH Service have come predominantly from the Universal MCH Service. Other referral sources for this quarter have been the hospital and Child Protection. Cases open at the beginning of the quarter 67 New cases opened during this quarter 7 Cases closed during this quarter 2 Cases currently open at the end of this quarter 72 Enhanced MCH Nurses continue to participate in the following support groups to deliver parenting education and occasionally opportunistic Key Ages and Stages consultations. • Totally Awesome Parents (TAPS). This is a support group for intellectually disabled parents and is

facilitated by Mpower. • Younger Aged Parents (YAP) which has been an initiative and is facilitated by Brophy Family and Youth

Services. • Younger Aged Parents with Complex Social Issues (YAP CSI). This is an antenatal identification network

which has representation and participation from the MCH service. Other agencies represented are Raphael, Perinatal Emotional Health Program, SWHC, and Brophy.

Early Years Administration Support In September 2012 an early year’s administration support team was established amalgamating existing administration staff from across all early years services. This provides a central point of intake for all Early Years’ service enquiries, which streamlines processes for families. One of the key roles of the administration support team is to provide a centralised booking and reminder service for the Maternal Child Health (MCH) service (previously undertaken by each MCH nurse). This commenced on the 19th November 2012. Client appointments with MCH nurses are co-ordinated by a single contact person within the Administration Support Team. Birth Notifications are received into Council via this service and are now being provided electronically. The administration team also sends appointment reminders via text message to improve the participation rates across the service but particularly in the least attended age groups. December statistics

MCH Centralized Booking Service Total Birth Notifications received (BN) 30 Average No. of days from birth to receipt of notice 5.2 Average days from BN to Home visit 6.3 Client did not attend 6 New bookings via central intake 44 SMS reminders sent 231 Rescheduled appointments 8


It is difficult to record a reduction in clients that did not attend as data was not previously collected. However, anecdotally the nurses have reported a significant decrease in non-attendance at appointments since the introduction of the reminder text messages. Parents have responded well to the reminder system when asked if staff can text reminders for the service. Early Years Learning and Development Unit

Family Day Care (FDC) Service Jan – March April - June July – Sept Oct - Dec Total no. of Family Day Care Educators

24 26 27 29

Average number of children cared for each week

250 203 203 224

Number of play sessions provided

13 17 18 16

No. of families on the waiting list 59 77 89

A number of professional development opportunities have been provided to the FDC Coordination team in this quarter including the Foundations of Leadership, FDC Regional Meetings, Writing for the Work Place, Emergency Asthma Management, Victorian Curriculum and Assessment Authority ALD project, Fire Safety Training

28 Educators have a current childcare qualification and 1 is working towards this.

Centre Based Childcare Childcare Centre

Number of Children Number of Families Jan - March

April- June

July- Sept

Oct- Dec

Jan - March

April- June

Jul- Sept

Oct-Dec

Florence Collins

240 236 246 245 165 176 180 179

Matron Swinton

98 83 83 82 81 65 66 64

Sherwood Park

87 74 74 73 70 65 65 64

The greatest demand for childcare currently is for children up to the age of 3 years old. To address this, Florence Collins Child care centre has been able to accommodate 2-3 more children through reducing the number of 3-5 year old places. Services currently still have vacancies in the 3-5 age groups.

During this period staff have undertaken training in First Aid, Foundations of Leadership and Educational Leadership. There are also staff up-skilling including: • 2 staff studying Bachelor of Early Childhood • 3 staff completing a traineeship in Certificate III in Children’s Services • 2 staff completing a traineeship in Diploma of Children’s Services • 3 staff studying Diploma in Children’s Services • 2 staff members completed Diploma Children’s Services • 1 staff members completed Bachelor of Early Childhood Sherwood Park Childcare achieved compliance with the National Quality Standards in its recent National Quality Assessment Review. Florence Collins Childcare Service is due to be reviewed in February 2013.


Kindergartens 4 Year Old Enrolments - 2012

Name

Enrolments Jan - March

Enrolments April - June

Enrolments July - Sept

Enrolments Oct - Dec

Allansford 48 48 49 49 Beamish 42 40 50 50 Central 53 50 47 47 Children’s Services Centre

18 18 17 16

Dennington 54 53 52 52 East 110 107 107 107 Lions Hopkins 52 52 52 51

South 55 53 53 53 Florence Collins 15 23 14

Waiting List TOTAL 447 444 427 439 3 Year Old Enrolments – 2012 20 Children were enrolled in the 3 Year Old program at Allansford Kindergarten. Allansford Kinder received a ratings of exceeding the National Quality Standards through its recent National Quality Assessment Review. Kindergarten in 2013

All Council kindergartens are implementing universal access to 15 hours of kindergarten in 2013. A total of 475 children are currently enrolled in 4 year old kindergarten for 2013. This includes a total of 23 children who are undertaking a second year of kindergarten. There is an increasing number of children with additional needs enrolled in kindergarten: 73 in 2013 as compared to 51 in 2012. There are also an additional 6 families accessing kinder via the Early Start Kindergarten Program compared with last year. Due to the new room established through the Allansford kindergarten refurbishment, two 3 year old kindergarten groups have been offered at Allansford in 2013 and currently 37 children are enrolled. A total of 73 families have enrolled for After Kinder Care for 2013 at 6 sites across the WCC kindergartens. Only one appeal was received as a result of the new kindergarten policy. An alternate offer has been made to this family which hopefully will meet their requirements. Pre-School Field Officers Preschool Field Officers provide assistance to children, their families and kindergarten staff to promote inclusion within the kindergarten setting. Preschool Field Officers have a target of providing assistance to 81 children per calendar year, though due to significant demand, the Preschool Field Officers significantly exceed their targets each year, particularly in 2012. This service covers Warrnambool, Corangamite and Moyne. The demand has increased as families are unable to be seen by other professionals due to long waiting lists. In addition, families are increasingly waiting until the Kindergarten year before addressing concerns with their child’s development.


Jan-March Apr-June July - Sept Oct – Dec

Referrals carried over from last quarter 27 69 62 66

Total Referrals at the end of this quarter 69 124 186 193

Family Support Meetings Attended 6 8 7 6

Visits to Kindergarten groups 44 99 80 50

One of the ways of addressing this demand has been to develop the EXPRESS program that works with children within a kindergarten in a group. A total of 124 EXPRESS Program sessions were conducted in 2012, with reports on these sessions distributed to both teachers and parents.

Contact with children other than the EXPRESS program over the year was 369. A total of 35 developmental screenings were also completed this year.

Home and Community Care (HACC) Unit

Home and Community Care Services - Overall In the October to December quarter, a total of 8532 service visits were delivered by the HACC program, an increase of 311 visits. These visits serviced a total of 867 clients in the municipality. There was a slight decrease in the clients aged 75 years and over, but an increase in the number of clients in the 60-75 year age group. Current demographics; 24% clients aged 85+ 32% aged 75+ 30% aged 55+ 14% aged less than 55

The living arrangements of clients serviced in the quarter are as follows: 40% lived alone, 33% with a spouse and 17% with family, 5% are recorded as other 67% of clients serviced were female and 33% male

Fewer clients were admitted to the service than last quarter (30%) but there were fewer clients leaving the service than last quarter (10%). 303 rostered services were suspended for the quarter, an increase of 12%. The majority of suspensions occur due to hospitalisations The program does not currently have a waitlist. A review of the client information booklet was undertaken and has been finalized to meet Community Care Common Standards and updated information


Key Service Data Statistics Service Type Hours Delivered Number Clients/

Households Year to Date Hours Delivered

Change from previous quarter

Assessment & Care Coordination

515 hours 72% assessment 19% Coordination 8% Reviews

1048 hours Decrease of 10%

Home Care 3879 hours 521 clients 7528 hours ↑ 4% Personal Care 1107 hours 67 clients 2099 hours ↑ 10% Respite Care 355 hours 38 clients 672 hours ↑ 3% Veteran’s Homecare, Personal Care & respite

1290 hours 139 clients 2646 hours ↓ 7%

CACP and PAC 1065 hours 76 clients 2187 hours ↓ 5%

Home Maintenance 886 hours 347 clients 1781 hours ↑ 1% Meals On Wheels 8497 meals 203 clients 17167 meals ↓ 2%

Customer Requests 260 calls through Customer Service main desk a 15% reduction

95% requests completed on time

NA No change

HACC Assessment Services Primary referral sources for HACC Assessments The top four sources of referral were: Hospital (public & private) Self Family/friends General practitioner

There have been Increases in GP, OT and Hospital referrals which are due to recent proactive networking and awareness raising undertaken by HACC staff with these services such as:

A number of The Assessment team and HACC Service Manager met with the Aged Care Assessment Team Manager to foster referral and assessment arrangements between the two organisations.

HACC Service Manager provided an information session to three large Warrnambool medical clinics at staff meetings regarding referral to the HACC Assessment Service

Formulating a draft Memorandum of Understanding with the South West Healthcare District Nursing service regarding client sharing and referral.

A review of HACC assessment procedures is being undertaken to improve client prioritization and care planning in line with Community Care Common Standards.

Meals on Wheels An extensive review was undertaken of the Meals On Wheels (MOW) program prior to the formulation of the new specifications for the next MOW tender which was advertised in December. Client and volunteer engagement, benchmarking of other MOW services and an analysis of existing food safety was undertaken. The revised specification includes the option of volunteer management and service coordination that may be undertaken by the tenderer. The tender closed on the 18th January with the outcome of the tender to be provided to Council for endorsement in February.


Staff Training

Care planning and goal setting training was undertaken by 2 assessment staff and HACC Service

Manager 2 Community Care Workers continue their Certificate 1V in Aged Care (Community Services) for 12

months with the Warner Institute of Business under the Australian Apprenticeship Scheme in Warrnambool

4 TAFE students undertaking their Certificate 3 in Aged Care and Home and Community Care were hosted for a work placement with excellent feedback from staff and students regarding the experience.

TAFE Community Services 1st year student hosted for 8 weeks. Contributed towards client service evaluation and Health Promotion programs. Excellent feedback from the staff and student about her work placement.

Cultural training ‘Asking the Question – Are you Aboriginal and Torres Strait Islander?’ with Gary Wingrove, Aboriginal HACC Development Officer, Assessment and Management staff.

First Aid and CPR update for HACC staff Leadership Course ongoing for HACC Coordination Team Leaders Online training commenced, Equal Opportunity through Learning Seat, Warrnambool City Council

Vulnerable Clients

Systems have been established for identifying and contacting vulnerable clients

The South-West phone outages resulted in staff identifying 3 clients who had no apparent contacts/supports available to them. Mobile phones were offered to those clients during the period of the outage. Meals on Wheels volunteers checked daily on client welfare and reported back and welfare checks were put in place for a client over the weekend until his phone was available.

Active Ageing & Inclusion Unit South West Carer Respite (SWCR) Program

Jul – Sep 2012 Oct – Dec 2012 2012/13 Financial Year No. hours provided 4757 5395 10,152 Total number of carers 119 195 314 New Carers that quarter

20 19 39

Note: The above figures do not include the Dementia Café Style Support Pilot Program Hours.

The Dementia Café Style Support Pilot Program

The fourth and final program sessions commenced in Portland on 19th September and were completed on 24 October 2012. Six sessions where held in Portland during this period with between 12 – 21 people attending each session. The Café Style Support program has been a resounding success with positive feedback from local service providers and more importantly the participants themselves. The Department of Health has notified Council that funding for the Cafe Style Support program will continue with recurrent flexible service response funding effective 1 January 2013. Over the next 12 months South West Carer respite in partnership with the Department and other pilot service providers will be developing practice guidelines for this new flexible service Carer Support Groups The SWCR Program continues to assist in the facilitation of Carer Support Groups in Terang, Hamilton and Camperdown. Adult Day Program, Planned Activity Groups (PAG) Client groups for the Adult Day Program include frail aged, people with an intellectual disability and acquired brain injury (ABI). Program participants are directly involved in the design of all program activities and outings.


The Adult Day Program provided 6,098 hours of planned activities for 85 clients this quarter, which is down from 6,329 hours and 96 clients last quarter. This decrease in activity was due a number of clients moving into permanent residential care arrangements and a number of clients unable to attend the program due to illness. To meet this shortfall the program has been processing new referrals and working with the HACC Assessment team to further promote the program to new and existing HACC eligible clients. Rural Access Program The Rural Access Program has continued to facilitate an extensive range of partnerships to develop and implement projects that promote inclusive communities for people with a disability.

One & All Inclusive Events Program Rural Access has continued to work with event organisers to promote access to festivals and events for people with a disability. Eleven Inclusive Events have been held this quarter, and the One & All Inclusive Events information kit has been updated. In October the One & All Inclusive Events Program won the Award for Outstanding Program or Project (Non Grant Based) in the annual LGPro (local Government Professionals) Aged & Disability Services Awards, ahead of 15 other nominations in the State-wide competition.

Welcoming Business Program Through the Welcoming Business Program, Rural Access works with local businesses to promote the message that “good access is good business”. An additional 90 Warrnambool businesses have been assessed as satisfying the criteria which relate to physical access, communication and customer service, bringing the total number of Warrnambool Welcoming Businesses to 290.

Disability Awareness Training

Disability Awareness training was delivered to 11 WCC staff in November. The training aimed to provide information about disability, to explore ways of thinking about and understanding disability and to develop strategies to provide an inclusive and accessible service to all community members.

Business Accessibility Award

Rural Access again sponsored the Business Accessibility Award as part of the 2012 Warrnambool Business Excellence Awards. Winner of the Award was Monaghan’s Pharmacy, with National Hearing Care being runner-up.

Forum on Disability Access Standards

Rural Access organised a forum in October on changes to the Australian Disability Access Standards, and links between these Standards and the Access to Premises Standard. Together, these Standards prescribe the disability access requirements for new and redeveloped buildings. The forum, which was held in Warrnambool, was attended by 35 local government and private professionals involved in the regulation, design and construction of buildings in southwest Victoria.

Occupational Therapy Students Placement

Rural Access supervised two Occupational Therapy students from Deakin University during their two week placement with WCC. The students’ major project involved conducting access audits of 13 playgrounds and presenting a report on their findings. Their report will assist in the development of a WCC playgrounds strategy.

Community Inclusion Network

Rural Access has established a Community Inclusion Network with representatives of south west disability agencies to discuss strategies for supporting people with a disability to take part in public life. A successful forum was held in November and the Network will meet quarterly in 2013.

Disability Access Checklist

Rural Access has developed a Disability Access Checklist to assist Council settings to review and improve their inclusive practices and ensure a positive experience of services and facilities by people with a disability and their carers. The checklist can also be used by Council services to develop Disability Action Plans.


Archie Graham Community Centre

Public access to the facilities and activities offered through the Centre for the October - December 2012 period are as follows:

Activity: Total

Hydrotherapy Pool 1793 Room Hire charged – No. of groups, organisations or individuals who have made room bookings

Room Use – no charge groups, organisations or individuals No. of room bookings

55

Seniors Club Room Usage – No Charge 108 Strength Training 112

Heartmoves 127

Community Computer Centre 267

What’s on At Archie Programs 444 Celebrage Festival 618

Minor works have commenced in the Archie Graham Kitchen which will enable Tasty Plate to begin operations under Councils license agreement in February 2013. Once operational they will be providing coffee and light healthy snacks for users of the Archie Graham Centre as well as expanding their catering business and training program for young people. Split systems have been installed throughout the centre making it more pleasant for staff and users of the centre. The “What’s on @ Archie” program continues to grow and develop. The attendances in the iPad information sessions have remained strong and a social group is being developed as a result. It is hoped this social group will provide peer support amongst users and create greater independence and confidence in the use of iPads. Come and Try Boccia sessions were held during October and November and were well received. There was a good mix of Disability Agencies and community members participating in the sessions. During February a regular competition will be trialled, which will be open to all members of the community.

The out to lunch activities continue to attract good numbers with the participants enjoying the opportunity to socialise and meet new people.

Exercise Classes

The Heart Foundation Walking Group numbers continue to grow with numbers reaching 35 on a regular basis each week. It has a good mix of ages and abilities, with the participants taking ownership of the walk. The social coffee at the end of the month is enjoyed by all and Simon’s café generously donated morning tea for the final November session. During January the walk will try to also attract visitors who may wish to attend while on holidays. Celebrage Festival The 2012 Celebrage Festival was held in October and included a range of community events with the majority being organised by outside organisations and subsequently promoted through the ‘Celebrage’ program. This was a new concept and one which will be further developed for the 2013 Festival.


A total of 618 people attended the 11 events organised by Warrnambool City Council with many more attending the community events. The events that made up the festival this year were the Country series concert, Warrnambool F/N Vintage Car Rally, Coles Coaches Grampian Wild Flower Trip, Seniors Morning Tea, Southwest Health Care Supplies Senior of the Year, Community Bike Rides, Anchor Point Seniors Lunch, Walk for Wellness, and two Warrnambool Art Gallery Exhibitions. This year’s festival saw the development of a partnership with Southwest Health Care Supplies who sponsored the Warrnambool Senior of the Year. This built on the existing relationship Southwest Health Care have with the Community Centre and the What’s on @ Archie Program. During the early part of 2012 Southwest Health Care Supplies conducted several tours to the newly built hospital.

This year there were four nominees for Senior of the Year, with the event being held at the Lighthouse Theatre. Joan Grace was awarded the 2012 Southwest Health Care Supplies Senior of the Year for her tireless voluntary work with the Francis Foundation. Brauer College provided a student who played the piano prior to the event commencing.

Volunteering Warrnambool Warrnambool City Council has 463 registered volunteers, on average 75% of these are actively volunteering in Council work units and services1. For the period October 1st to December 30th 2012, a total of 991 instances of assistance were provided. These included: 62 face to face consultations, with 16 being referred to Council work units 27 web based enquiries, 10 of which were through the WCC website 55 instances of phone and email support 669 instances of support at a variety of expo’s and speaking engagements including:

- ‘Totally Awesome Parents - Parents with a Disability’ - “The Wellness Expo” at Deakin University promoting the benefits of volunteering - Business and Law students’ information night, Deakin University

- Promotion and marketing of Australia Day Awards Of those assisted: 6 people identified themselves as Culturally and Linguistically Diverse 7 people identified themselves as having a disability 8 people were referred from Centrelink or Job Service Assistance Agencies

1 This figure includes volunteers who may have multiple volunteer roles with Council.


Work with not for profit and community organisations in the South West included: 679 contacts that were assisted towards community volunteering opportunities 65 agencies were assisted 5 new organisations registered and 16 enquiries came from new organisations and corporate entities

including the Moyne Shire Council, the F Project, RoboBank and Coles 412 other instances of assistance to organisations including:

- recruitment of volunteers for the Cancer Council’s Daffodil Day, resulting in the largest number of recruits taking up the opportunity in the past 4 years,

- sourcing a volunteer on very short notice for a new Brophy Family and Youth Services program aimed at young parents,

- recruitment of volunteers for Penguin Monitoring

Student and work placements In October 2012, Volunteering Warrnambool provided a 10 week work placement position for a TAFE welfare student. The student used this time to conduct research and develop a project plan for Intergenerational Volunteering. In addition a temporary administration assistant has commenced via a WDEA subsidised program aimed at supporting people with a disability to gain experience and skills towards permanent employment. Hub Software Volunteering Warrnambool has purchased Volunteer2 Community HUB Software. This new software complements the existing Volunteer2 database and management system. It is an online registrations service, allowing volunteers direct access to register for volunteer opportunities. It streamlines the registration and referral process, providing checks and measures to ensure that follow up and matching is timely. It also significantly reduces paperwork and alleviates the need to enter volunteer details in multiple databases. South West Volunteers Network In December 2012, Volunteering Warrnambool renewed its existing MOU with the South West Volunteers Network. This Memorandum formalises an agreement whereby Volunteering Warrnambool provides financial auspice and secretariat support services to the Network. This mutually beneficial relationship ensures that the volunteer sector benefits from the sharing of information, training and resources. The network is also an additional layer of advocacy support for the volunteer sector in this region. Intergenerational Volunteering Volunteering Warrnambool strives to create opportunities of knowledge and skill sharing between volunteers from a diversity of backgrounds and experiences including different generations. A demonstration of this approach is where Volunteering Warrnambool is currently supporting Warrnambool’s Neighbourhood House after school activity program by providing and referring volunteers with a range of skills and experiences they can share with participants and their parents. Homework Club Warrnambool City Council was approached by a community member involved with a previous homework club run by an agency that no longer operates. He noted that the previous club had been very helpful, particularly to children of Culturally and Linguistically Diverse families. Volunteering Warrnambool and Archie Graham Community Programs will be trialling a homework club in the coming school year. Spontaneous Volunteering Warrnambool City Council is working with Volunteering Victoria, Volunteering Geelong and Surf Coast Shire to address spontaneous volunteering in times of emergency. Key considerations are: • How to register, refer and utilise spontaneous volunteers • Develop pre-registration or pre-training resources that will improve integration of spontaneous

volunteers during emergency events • Ensure spontaneous volunteering is considered in line with Municipal Emergency Management Plans


Volunteer Services Training In addition to one to one support and training for volunteer managers in the region, Volunteering Warrnambool provides or facilitates training for community organisations and volunteers. Training provided through Volunteering Warrnambool includes: • Incorporations Act Training

In September, Volunteering Warrnambool partnered with Consumer Affairs Victoria to offer training and information sessions on “Changes to the Incorporation Act”. A day time and evening session was offered. Both were heavily booked, requiring a move to a bigger venue. In total 269 people attended these sessions. Consumer Affairs Victoria noted that the attendance figures were the highest outside a metropolitan region and has asked for continued support in facilitating relevant training sessions through Consumer Affairs, including supporting delivery of sessions in the Great South Coast areas of Portland and Hamilton.

• Legal Issues for Volunteers

Volunteering Warrnambool in partnership with South West Community Transport Program (Western District Health Service) secured funding to deliver training by PilchConnect Public Interest Law Clearing House to volunteer managers on the topic of Legal issues involving volunteers. This training will be delivered in Corangamite Shire in February 2013.

RECREATION AND CULTURE

AquaZone AquaZone was successful in the Annual Warrnambool Business Excellence Awards for 2012, winning

the health and wellbeing category for its health club operations. AquaZone was also highly commended in the Green Business category for its energy saving initiatives. The success in the Business Excellence Awards, and the recent Life Saving Victoria award for Victorian Swim School of the Year, is testament to AquaZones commitment to providing the highest quality in aquatics and fitness programs to the Warrnambool community.

On Saturday 17 November, AquaZone celebrated the opening of the outdoor 50m pool for the summer

season with a free community open day. The day was sponsored by Energy Australia, who provided 3 Australian Swim Team members, including world champion and Olympic Silver medallist James Magnussen. Highlights of the day included the introduction of the centres latest piece of inflatable play equipment, the giant water walking barrel, as well as learn to swim lessons with the Australian Swim Team members. The day was a resounding success with over 1,500 patrons attending.


There was a strong interest from the community in the health club and learn to swim programs at

AquaZone during the period. 921 members in December 2012 was the highest level since December 2009. Learn to swim enrolments peaked at 807 students in November 2012, the highest level since November 2009.

St Joseph's Primary School students completed a 4 week block of Gecko children's fitness classes. Over

480 students attended the classes which introduced children to exercising in a fitness centre environment. St Joseph's Primary has indicated they wish to expand this program in 2013.

AquaZone facilitated the Life Saving Victoria’s School Open Water Awareness program on 5 December.

Over 200 children attended the program, which was originally scheduled for Warrnambool's main beach, but was moved at late notice to AquaZone due to inclement weather.

During the quarter a review was conducted of the menu at the café, to identify opportunities to provide

healthier food options for patrons. The review was conducted in conjunction with staff from councils Eat Well Be Active program. The new menu, which is being trialled over the Christmas period, has been modelled on the Victorian Governments Healthy Schools Canteen Initiative. The initiative utilises a traffic light system to classify the food items, with food labelled green classified as a healthy option and foods labelled red classified as energy rich food with minimal nutritional value. The system is designed to give patrons a greater level of information when making purchases from the café.

During the final weeks of term 4 in December, AquaZone conducted its Slide out of 2012 sessions. The

sessions provided local primary schools with the opportunity for an end of year break up activity, and included a sausage sizzle and the use of the centres inflatable play equipment. The program was a success, with over 870 students from 7 schools participating over the 2 week period.

Operations During the quarter AquaZone continued with the upgrading of the centres lights from traditional lighting

to energy efficient LED lights. The upgrade includes replacing lighting in the gymnasium and floodlights to the main entrance. An additional floodlight was also installed to further light the walkway from the car park in the evenings. AquaZone now has 70% of its lights changed over to the LED lamps.

Participation for the period October to December 2012:

Category 2011/12 2012/13

Variation +/- October - December October - December

Casual Swim 12,240 12,399 +159 Casual Health and Fitness 1,917 1,812 -105 General Admission 1,290 1,151 -139 Member Entry 18,519 19,946 +1,427 Wet & Dry Multi Pass 2,674 2,887 +213 Schools Wet & Dry 8,560 7,441 -1,119 Learn to Swim 5,541 6,952 +1,411 Crèche 1,112 1107 -5

Total 51,853 53,695 +1842


Membership entry and learn to swim attendances increased due to an increase in the centres membership and learn to swim enrolments, when compared with the previous year.

The variance for the schools wet and dry is due to schools scheduling their swimming programs at different times over the two periods.

Warrnambool Stadium Council’s Outside of School Hours Care programs - After School Care and Vacation Care - continue to

experience consistent growth in attendance, with the October 2012 Vacation Care program averaging 55 children per day.

As part of the National Quality Framework, the Department of Education and Early Childhood Development has commenced the assessment and rating cycle for the Vacation Care program. As part of this process, the Vacation Care Quality Improvement Plan was submitted early December 2012 with the inspection for assessment and rating due early January 2013. This inspection will determine our rating against the National Quality Standards and National Regulations.

Stadium sports user groups (Basketball, Volleyball & Badminton) seasonal competition attendance

increased from the same period last year, with Badminton participation a highlight. Participation at the Stadium was at consistently high levels in 2012 and, with initial strong participation in the 2012/13 summer season, it is likely high participation levels should continue.

Warrnambool Basketball Inc conducted a junior Super Saturday round robin competition before the

Christmas break. The gymnastics program held its end of year Display Day in December 2012, with over 400 people

attending the two sessions held. Ed Gym and recreational classes were held in the morning and all level classes in the afternoon session. Certificates and trophies were presented by the Mayor, as well as Christmas hampers made up from donations supplied by the parents and committee.

Participation for the period October to December 2012: Category 2011/12 2012/13

Variation +/- October - December October - December Basketball 5,932 6,197 +265 Badminton 434 521 +87 Volleyball 585 544 -41 School Use 986 1,099 +113 Training 1,030 1,679 +649 Spectator/ Tournament 4,585 4,808 +223 After School Care 1,761 1,929 +168 Vacation Care 370 402 +32 Gymnastics 3,796 3,977 +181 Total 19,479 21,156 +1,677 Recreation Planning and Development Sports grounds Management A range of events have been held at sports grounds during the period including:

o Cricket Victoria T20 Blast Cup sessions at Albert Park with over 300 school children attending three sessions held during October and November.

o Warrnambool and District Drag Racing Club annual swap meet at Friendlies Society Park.

o Harris Street Reserve hosted the South West Games Soccer competitions and the Warrnambool Dog Training School’s Dog Agility Trials in November.

o Nine casual ground use hire requests were processed during the quarter.


Funding Three individual applications were processed under Council’s Policy for Assistance to Individuals or

Groups Participating in National or International Events or Activities, with a total $750 provided. The State Government announced funding of $100,000 through its Putting Local First program for the

Dennington Bowls Club Clubrooms Redevelopment project. Officer’s held the project inception meeting with the Club in December and works are anticipated to commence in April 2013.

Recreation Plan Implementation The Dennington Community Association finalised construction of the new sheltered barbecue at Payne

Reserve in late November, completing the Payne Reserve Playspace project. An official opening of the project will be held in February.

The official opening of the Warrnambool BMX track took place on Sunday 4 November prior to the

commencement of the Club’s annual BMX Victoria endorsed event, the Warrnambool BMX Classic. The Club continues to complete remaining development works including fencing, site clean-up, and clean-up of the Queens Road site, with works due for completion by the end of February 2013. The landscaping of the track has been deferred until April/May when planting conditions are more suitable.

Following the State Government’s successful announcement of funding for the Reid Oval Netball

Pavilion and Electronic Score Board Project the Project Control Group met regularly during the period to finalise the concept design for the multipurpose netball pavilion. The concept design was forwarded to the Department of Planning and Community Development on 24 December for endorsement.

Officers commenced work with the South West District Rifle Association to finalise planning

requirements for the construction of a new 50/90 metre range and veranda extension at the Lake Gillear facility, funded by the State Government and the Club. Works are anticipated to commence in February 2013.

Work on the South Warrnambool Crown Land Management Precinct Planning project is in progress. An

existing conditions report has been completed and the Consultants are currently working on the issues and opportunities paper.

Officers are assisting the Allansford Recreation Reserve Committee of Management in its development

of plans for new netball facilities at the Reserve. The project is a high priority from the recently completed Reserve Master Plan. The project is being considered for funding under the State Government’s Country Football Netball Program and will presented to Council for consideration in January.

Cultural Planning and Development The Cultural Development Plan project is in progress, with current activity incorporating the first round of

community consultation. Initial focus group sessions have been held with key stakeholders, and a community survey will be undertaken in October.

Lighthouse Theatre Program The Theatre’s entrepreneurial program continued throughout the period with performances from:

o The Lights Up theatre season presented Simon Tedeschi & Ian Cooper (214 patrons), o The Fuse Fringe season presented Josh Earl versus the Australian Women’s Weekly Birthday Cake

Book (98 patrons). o The Morning Music program presented - Mikado (222 patrons) and Dennis Walter Christmas Cheer

(417 patrons). o Treasure Island (201 patrons) was presented in the Studio for 2 performances as a holiday special

event in October


The 2013 Morning Music program was launched by 3yb presenters Jon Vertigan and Lois Chislett at the

Christmas morning music concert. The program will present 6 daytime music events in 2013. Programming included significant activity in the Lighthouse Studio for drama, music and comedy. The

venue has been successfully used with very positive results and feedback from both professional and community users and patrons on its flexibility, acoustics and intimacy.

Commercial hires of the venue included Shannon Noll, Carl Barron (2 performances), The Russian

National Ballet, Jon English – Rock Revolution, Kasey Chambers and the Johnny Cash Show. Positive feedback was received from all hirers with particularly favourable comments from returning users.

Community use of the venue for performances included concerts and productions in both the theatre and

the studio by Warrnambool Theatre Company, Warrnambool Symphony Orchestra, Dance 101, Melissa’s Dance Elements, Danceworx Dynamix and Four Seasons. The new community rates charged for the Studio based on a percentage of income were welcomed by all community users.

Lighthouse Theatre delivered an intensive technical theatre workshop for community theatre groups in

November. This was designed to build skills in the community prior to the production of Hairspray by Holiday Actors in January 2013.

Functions & Events Lighthouse Theatre hosted a variety of events including:

o SW TAFE Graduation ceremonies o Warrnambool Cheese & Butter Christmas Dinner o Warrnambool College House Assembly o South West Games dinner o Telstra outage meetings o FreeZa Concert o Bell Shakespeare education workshop

The meeting room, foyer and studio were venues for many council events including:

o White Ribbon Morning Tea o Council Christmas drinks (Advisory Committees) o Senior of the Year ceremony o Regional Access Workshop o Volunteering Warrnambool Workshop

Attendance figures for the period October to December 2012:

Note Attendance figures for this quarter reflect three months of operation and include Fun4Kids. Attendance figures for 2011/12 incorporate small town touring, shows presented at other local venues and Fun4Kids ticketing while the centre was closed for the redevelopment project. WAG Presented 10 exhibitions at the Gallery over the period.

A further 4 outreach exhibitions were curated at the Lighthouse Theatre and the Archie Graham Centre.

General attendance for the period increased by 66% over the same period the previous year.

Category 2011/12 2012/13 Variation +/- October - December October - December

Theatre 2,206 9,751 7,545 Ticket Sales 835 3,661 2,826 Civic Hall 0 1,506 1,506 Green Room & Foyer 0 373 373 Total 3,041 15,291 12,250


Collection Development WAG acquired 5 artworks for the Permanent Collection worth $95,000.

Carmel Wallace Forests to have and to hold, 2012 mixed media Purchased John Dermer Terra sigillata pot, 2012 salt glazed bowl Gift of the Artist Shona Nunan Guardians, 2012 patina bronze Gift of the Artist and the Warrnambool Art Gallery Foundation through a donation by Professor Barbara van Ernst

Bill Moseley Angry Penguins, 2012 copperplate photogravure Gift of the Print Council of Australia Deanna Hill The Green Line, 2012 photographic plate Gift of the Print Council of Australia

Projects and Partnerships WAG in partnership with the Events & Promotions Branch presented the ‘Invasion’ exhibition as part of

Council’s Summer Activities Program.

WAG presented a busy public program included a series of Life Drawing and Painting Classes, Deakin University Seminars with Prof Paul Carter and Paul Venzo: floor talks by artist Karen Richards and the Warrnambool Standard along with Sunday Music.

WAG in conjunction with the Communications Branch and the F-Project presented the 2nd Annual Arts on the Grass Program with 6 music groups and 12 artists selected to perform over the December-January period.

To celebrate the 140th anniversary of The Standard, a Special Lift Out ‘fictional’ edition of the paper by artist Peter Burke was published on Saturday November 10 2012.

Deakin University Intern Emily Palmer completed her month long placement on 29/11.

SW TAFE lecturers Karen Richards and Jude Stewart completed their industry placements on 29/11.

WDEA clients Geordie Aldardice and Greg Lane are on placement until 29/01/2013.

Jeff Woodger was artist in residence in the Permanent Gallery (05/11/ – 12/11/2012).

Education Service The Gallery and the Lighthouse Theatre presented a seminar / discussion to local teachers in October,

with quality programs from the current year shown and discussed.


Attendance for the period October – December 2012: Category 2011/12 2012/13

Variation +/- October - December October - December Adult 3,644 6,810 +3,166

Youth 636 683 +47

Education Service 1,560 1,133 -427

Public Program 1,538 3,654 +2,116 Total

7,378

12,280

+4,902

Youth Service Twenty skate, scooter and BMX enthusiasts from across the Barwon South West learnt new tricks of the

trade at a coaching, officiating and event-management workshop conducted by the YMCA in partnership with Great South Coast Councils in December. Four young people from Warrnambool participated in the program which was funded by FReeZA. The participants will gain a coaching and officiating accreditation and will help run the seven events scheduled as part of the inaugural 2013 Barwon South Western League Skate, BMX and Scoot Competition Series, with the first event to be held in Warrnambool on Saturday 2 February, in conjunction with Wunta.

During this period, Youth Councillors were involved in the following activities:

o Invited by the Manager Tourism Services to conduct a site visit of Flagstaff Hill to provide feedback on the Master Plan for the facility. Youth Council’s role included the development of a report and presentation of their findings to the Manger Tourism Services and Service Manger Marketing and Operations.

o Participated in implementing actions of the Youth In2 Council initiative, including rebranding of the Youth Council Facebook Page and participation in training on conducting radio shows.


o Collaborated with key stakeholders in the review the Youth Discount Card, including engaging with their peers and assisting in the development of recommendations to the Project Steering Committee.

o Continued planning for the 2012 Warrnambool/Moyne Youth Achiever Awards. 199 nominations have been received, exceeding the previous year’s nominations by 25%. The Youth Councils will be holding their voting of category, runner-up and overall achievers in January. A new initiative in the voting process has been introduced which will involve Youth Councillors being supported by adult mentors.

Council has been successful in its application for funding through the State Government’s FReeZA program. The program, which will be delivered through a partnership between Council and Brophy Family and Youth Services (Kulcha Shift), will provide $24,500 per year over the next three years to provide young people with opportunities to participate in the planning and delivery of music, cultural and recreational events.

The Council and Kulcha Shift partnership was enhanced through the development of a new exciting

music competition. Nine acoustic acts from across the region went head to head in the FReeZA Disc-Covered ‘Like a Version’ competition at Lighthouse Theatre in November. Young people aged from 12 to 25 years performed one designated cover version as well as two other songs of their choice. Prizes on offer provided pathways for musicians to further develop and promote their acts, including performing at the 2013 Australia Day Awards, recording time, music magazine subscriptions and Dale Cleves vouchers.

• The Learn to Drive Program (L2P) finished 2012 on high note with the announcement of its 24

successful Probationary licence, 12 of which were achieved in 2012. Through the new partnership with Mortlake College a further six new Learner Drivers were inducted into the program from October, ensuring that L2P reached its target of 40 active matches throughout Warrnambool and Moyne. An Awards Night was held in December which recognised the contribution of all the program volunteers who have dedicated many hours to supporting young learner drivers in Warrnambool and Moyne.

Following the completion of Council’s Youth Service Review in August work commenced on the

development of the review implementation plan. Concluding December 2012, The Youth In2 Council program delivered a range of pilot initiatives

designed to increase opportunities for young people to have a say and get involved in Council, and increase employee capacity to engage with young people. Young people from the Voice Committee, Youth Council, Council Trainees, Kulcha Shift Events Crew, local secondary schools, South West TAFE, VCAL, Warrnambool Alternative VCAL Education School and youth living or spending time in Warrnambool have been involved in the development and delivery of the following initiatives:

o Facilitated consultations and/or ongoing projects with Youth Council on Council planning projects, including the Flagstaff Hill Redevelopment, Cultural Development Plan and Mad for Merri project.

o Undertook a ‘youth re-write’ of the Youth Services Section on Council’s website and began rebranding of South West Area Youth Facebook page.

o Delivered work place tours for youth experiencing marginalisation.

o Co-drafted a tool kit containing principles of youth participation and engagement strategies, useful forms and youth network contacts for Council use.

o Completing a short promotional film highlighting opportunities for youth to get involved in Council.

o Supported 10 young people to undertake the training and development of a youth-based radio show scheduled to air on 3 Way FM Autumn season 2013.

o Reviewed and implemented changes to Council’s current Youth Committees and key events, including creation of an award to recognise youth overcoming adversity as part of the Youth Achievers event.


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Library visits increased by 382 when compared to the same quarter last year, despite being affected by the Telstra outage (wireless internet sessions dropped from 337 in November to only 78 in December). Library loans also dropped in December, which again is in part due to Telstra as the library had two weeks without catalogues.

The Library’s adult book group concluded in December after another successful year. We have a regular attendance of around 20 adults who meet together monthly in the library after hours, with our staff leading the discussion on a given book or author. Unlike other book clubs, ours does not require regular attendance or commitment.

The Library held two successful holiday activities in the September/October holidays in conjunction with the CFA. Not only enjoyable, the activities helped to educate the children about fire safety in the lead up to the fire season. Rhyme Time sessions have proven so popular that some of the young mothers have commenced their own session in the library on alternate days. Nursery rhymes can now be heard throughout the library two days per week. The Home Library service continues to be popular with less mobile residents, ably supported by local volunteers.


EVENTS AND PROMOTION Promotions Warrnambool Visitor Guide The new edition of the guide was published in November and distributed across the region and into selected Visitor Information Centers (VIC) in early December. E&P staff coordinated the design, content, advertising, production and distribution of the 2013 edition. The guide continues to be a self-funding publication with substantial advertising revenue received. Council operations – Lighthouse Theatre, WAG, Aquazone and Flagstaff Hill – all advertised in the guide and benefitted from a continued subsidy designed to off-set the cost of inclusion. This ensures that visitors to the city are aware of all Council facilities and services which may enhance their visit. Council’s Events Database The Events & Promotion Branch (E&P) continues to update key events for the Warrnambool City Council and Warrnambool Visitor Information Centre websites. The information is also used to produce the monthly ‘What’s on in Warrnambool’ newsletter. Festivals & Events supported/hosted by Events & Promotions Branch Melbourne to Warrnambool Cycling Classic – 13 October 2012 Shipwreck Coast Classic – 14 October 2012 Council continued its support of the Melbourne to Warrnambool Cycling Classic (MWCC) and the Shipwreck Coast Classic in October. Support of these events included both financial and in-kind (officer hours) assistance. Council are currently working closely with the MWCC Committee with the development of a strategic plan to help secure the long-term future of the event. Wunta Fiesta & Gnatannwarr The Wunta Fiesta Committee are currently preparing for the 2013 event which will be delivered on the weekend of Friday 1st, Saturday 2nd, and Sunday 3rd February. Council staff will once again arrange for associated bookings of Council resources and venues, amenities cleaning and risk management support. Council will also work closely with the Wunta committee in relation to continuing the presentation of Gnatannwarr on the Friday night of the Fiesta. This concept was trialled in 2012 and has been agreed to continue in 2013. The ‘One & All’ festival will also be co-presented throughout the weekend as a trial in 2013. Complete Sports Marketing The Complete Sports Marketing (CSM) program will again involve the ‘Tour of the South-West’ (TSW) in April 2013. After a successful inaugural year, E&P are planning to grow and develop the 2013 event. The TSW is a two day, three stage cycling tour around Warrnambool & District and with estimated participant numbers has the ability to grow and become self-funded. E&P are also excited to be working on the inaugural ‘Sufferfest’ Triathlon - scheduled for Sunday March 3, 2013. The event will comprise of two triathlons running simultaneously - a long course event featuring a 2km swim, 80km bike ride and 20km run and an Olympic distance event of 1.5km swim, 40km bike ride and 10km run. E&P continue to enter in negotiations with CSM to secure key events for the City. Current events on the radar include:

1. Rowing Regatta – Rowing Victoria 2. IRB Championships – Lifesaving Victoria 3. Warrnambool Gift – Victorian Athletic League


General Event Support E&P continue to support various events for the local community. Currently the Branch is assisting with the following projects: CFA State Championships Seaside Carnival Clay Shooting Sustainable Living Festival Warrnambool & District Markets Warrnambool Fringe Waves Gala Ball Festivals & Events produced by Events & Promotions Branch Summer Activities The 2013 Summer Activity Program will be hosted from early December 2012 to late January 2013. E&P are currently planning an extensive listing of activities relevant to the busy peak summer period. The program will include the following highlights and partnerships: Alien Invasion – WAG/E&P art exhibition Summer Markets Beach Volleyball Surfing Activities Parks Victoria – Schedule of Events Deakin Summer Series Lighthouse Theatre – Summer Program Flagstaff Hill – Holiday Activities Aquazone – Holiday Highlights Australia Day Council's Events & Promotions Branch will once again produce the annual Australia Day celebrations held in the Botanic Gardens. Australia Day has developed into an extremely successful event with over 1,500 patrons attending in January 2012. Fun4Kids Festival Fun4Kids – 2013 Planning for the 2013 Fun4Kids Festival has commenced. A draft version of the new site layout is currently being compiled and marketing creative pitches are being assessed. MOVED: CR. ASKEW SECONDED: CR. ERMACORA That the report be received.

CARRIED - 7:0


5.6 2012/13 COUNTRY FOOTBALL NETBALL PROGRAM The purpose of this report is to seek Council endorsement of a funding submission to Sport and Recreation Victoria for the Allansford Recreation Reserve Netball Facilities Development. 1. BACKGROUND The Department of Planning and Community Development (DPCD) has invited applications to Sport and Recreation Victoria’s (SRV) 2012/13 Country Football Netball Program (CFNP). The CFNP Program is based around the following guidelines:

Detail Purpose To assist country football netball clubs, associations and umpiring organisations

to develop or upgrade facilities including change rooms, football playing fields, netball courts and lighting.

Funding Amount Maximum of $100,000 Funding Ratio $2:$1 (two State Government dollars for one local dollar). Scope Up to three projects per year. Application Process Council to approve submission of an application. Closing Date 31 January 2013

In recent years successful applications have resulted in the following projects; Bushfield Recreation Reserve Netball Change Rooms Redevelopment and Oval Drainage Merrivale Recreation Reserve Netball Change Rooms Development Mack Oval Kitchen Redevelopment and Umpire Change Rooms The most recent application was in 2011/12 for the Reid Oval Netball Pavilion Development, with detailed planning now underway to inform the project’s construction. Officers have been working with a number of local football netball clubs (FNCs) since April 2012 when an expression of interest process resulted in the submission of two applications (Allansford FNC and South Warrnambool FNC). The scope of the South Warrnambool FNC project is outside the funding guidelines for this program, and Officers are continuing to assist them with their plans. Over the past six months Officers have also fielded enquiries from three other Clubs (Dennington, South Rovers and Deakin University) all with projects at various stages of planning. Further planning work would be required before they could be considered by Council, and Officers will continue to assist them with their plans. 2. ALLANSFORD FOOTBALL NETBALL CLUB SUBMISSION One application, from the Allansford FNC, has been resubmitted for Council consideration with the project details summarised below. Project Description Estimated

Cost $

Proposed Contributions Local (cash/ in kind)

Council State Gov. Grant sought

Installation of two new netball courts with training standard lighting and a pavilion including change rooms, showers and toilets.

$250,000 $100,000 $50,000 $100,000

The Allansford Recreation Reserve is made up of Crown Land (east) and Council freehold (west), and is managed by a locally elected Committee of Management (COM) appointed by the Department of Sustainability and Environment. Council provides the COM with annual allocation of $15,000 to assist in maintaining the Reserve. The ongoing maintenance and management of the proposed new facilities would be the responsibility of the COM.


The following points summarise Officers assessment of the project: It is listed as a high priority in Allansford Recreation Reserve Master Plan. It supports increased participation outcomes for women and as a result of the establishment of two new

netball courts. The current court will be redeveloped as a tennis court and half court basketball area, providing an

increased range of unstructured recreation opportunities for Allansford and District residents. The application includes a high level of planning including a survey plan, preliminary concept design and

construction quotations for all components of the project. Preliminary feedback from the State Government indicates that the project could be eligible for a grant of

up to $100,000. The Recreation, Infrastructure and Planning Liaison group reviewed the project plans at its meeting on 10 January and supports the project. The project meets the program funding criteria and is recommended for submission. 3. CONSULTATION Refer above. 4. FINANCIAL IMPACT Council’s 2012/13 Capital Works budget includes an allocation of $50,000 for Country Football Netball projects. The allocation is provided to help lever funding from the State Government and local FNCs to implement priority projects. A grant of $100,000 (40% contribution) is recommended to be sought from the State Government. Local funding contributions for the project totalling $100,000 has been confirmed and include: Allansford Recreation Reserve COM $30,000 Allansford FNC $40,000 Inkind labour and donated materials $30,000 5. ENVIRONMENTAL/RISK IMPACT Since the completion of the Master Plan and appointment of the current COM in May 2010 its members have put significant effort into implementing priority recommendations from the Master Plan. In 2011/12 the cricket wicket tables were redeveloped with a new turf wicket installed on the Uebergang Oval along with oval surface and drainage improvements. As a result of the works and the purchase of new equipment to assist with oval maintenance, the Reserve was selected to host a Warrnambool and District Football Netball League elimination final in 2012. The COM is currently finalising its plans for the development of a new veranda on the pavilion, a picket fence around the Uebergang Oval and installation of a new ground water bore, with these projects to be funded locally and expected to be completed by mid year. Council’s support for this current proposal is integral to support the COMs work undertaken in the past three years and encourage the COM to continue it important role. MOVED: CR. HULIN SECONDED: CR. ASKEW That Council endorse the submission of the application for the Allansford Recreation Reserve Netball Facilities Development to the 2012/13 Sport and Recreation Victoria Country Football Netball Program.

CARRIED - 7:0


5.7 WARRNAMBOOL BMX CLUB RELOCATION PROJECT PURPOSE This report presents further information on the Warrnambool BMX Club Relocation project to assist Council with various issues raised. 1. BACKGROUND A report was presented to Councillor Officer Discussion on 14 January 2013 regarding the request from the Warrnambool BMX Club (Club) to permanently install a scorers and administration building at Jetty Flat Reserve (JFR). Advice was provided to the Club in response to the above matter and, as a result, it raised further issues associated with the request. Further information is provided below to provide new Councillors with some background information around the project, and to assist Council in responding to these issues. 2. THE PROJECT a) Master Plan In 2010, following agreement on the need to relocate their facility, the Club worked with Council to develop a project proposal incorporating the following elements - site identification, track design and a landscape plan for the proposed site. A Master Plan was prepared to guide the development of the new facility, incorporating two stages: Stage One - Development of the BMX track, starting hill, significant landscaping of the site, post and rail

fencing of the track and signage. Stage Two - A shared pathway connecting to the Rail Trail, spectator viewing area, shelter and car park. The Master Plan (refer Appendix A) was endorsed by Council on 19 July 2010. It is noted that although the Master Plan did include space for a judge’s facility into the future, it did not include an administration building as proposed by the Club. The first stage of the Master Plan, that allowed the relocation of the Club from Queens Road, is now largely complete. b) Project Budget The original project budget was $222,024 (cash). The table below outlines the project expenditure budget, including original allocations, year to date (YTD) actuals, forecast end result and forecast variance to budget. It is noted that Council, as required by State Government funding agreements, acts as “banker” for these types of community projects – ie all project expenses are paid through Council’s accounts and all project income is receipted by Council.


Expenditure Budget

$ YTD actual

$ Forecast

project end $

Forecast variance

$

Comment

Starting Hill 56,350 62,513 62,513 (6,163) Starting hill costs were above budget. The Club elected to increase the standard of this component to provide a higher quality facility and facilitate event attraction.

Start Gate deck 10,000 19,071 19,071 (9,071) A custom designed gate was imported from Europe after the Club determined that the structure could not be sourced locally. A higher standard/cost facility resulted.

Track development 66,090 120,101 120,101 (54,011) Whilst the track material was donated or utilised from the Queens Road site, cartage costs were not incorporated into the original budget.

Service connections 17,000 33,411 34,911 (17,411) Electrical connection and installation costs were over budget.

Approvals 2,000 21,452 21,452 (19,452) Soil testing requirements were higher than budgeted.

Landscaping & signage

59,300 4,519 24,089 +35,211 The Club has agreed to provide additional voluntary labour to assist with the revegetation works.

Contingencies 31,611 0 0 0 Design/technical support (1.)

6,322 1,995 1,995 (4,327) Technical Services support was over budgeted.

Total expenditure

222,024

263,062

284,132

(62,108)

Income

Budget $

YTD actual $

Forecast project end

$

Forecast variance

$

Comment

Council (140,000) (140,000) (140,000) 0 2011/12 budget State Government (60,000 54,000) (60,000) 0 Balance to be paid once evidence

of completed project is submitted Local philanthropic trust

0 0 (25,000) +25,000 Paid to Club, to be forwarded to Council

Club (2.) (22,024) 0 (22,024) 0 Not received Total income

(222,024)

(194,000)

(247,024)

+25,000

Net surplus/(deficit)

0

(69,062)

(37,108)

(37,108)

Notes (1.) Council design and technical support is provided by a Technical Services Officer throughout the detailed design and

construction phase. Recreation Unit hours are not generally costed directly to project budgets, although it is noted that over the past eighteen months an average of four hours per week has been allocated to the project.

(2.) The original income budget included a $5,000 cash contribution and pre-approval for loan borrowings of $17,024 from the Club. When the detailed design phase commenced the Club indicated that it did not wish to proceed with the loan guarantor request and it would make up the balance through increased fundraising and anticipated savings in the cost of the project.

(3.) It is noted that the Club has also contributed a significant amount of voluntary in kind labour to the project. Although the final figure is unknown at this point, it is estimated this will be in the $000,000’s once it is finalised.

(4.) Under the terms of the funding agreement with the State Government, all project income and expenditure needs to be finalised and acquitted by 30/6/2013.

c) Club Profile The Club was formed in July 1981 and was responsible for the design and development of the Queens Road BMX facility in November that year. In 2010, the Club’s membership included 36 registered riders. Today it has 80 registered riders, and continues to be a highly family oriented environment, attracting on average 100 riders, parents and siblings to Club training and local events on a bi-weekly basis.


The official opening of the track was held in conjunction with the Club's BMX Victoria sanctioned Open event in November 2012. The event attracted 150 riders aged from 5 to 50 years of age with 85% of attendees travelling from across the State and South Australia. Up to 500 people attended the event. BMX Victoria has selected the Club to host a round of the 2013 Junior State Series and PRA Pro Tour on 23-24 March this year. This series is usually held at Melbourne venues, however BMX Victoria has selected Warrnambool’s new facility to host one of the six rounds on an annual basis. A similar number of attendees to last November’s event are expected, with the large majority of participants travelling from outside of Warrnambool. 3. PROJECT ISSUES a) Scorers and Administration Building The Club’s proposal to install a portable structure approximately 12 metres long by 3 metres high and 3 metres wide was presented to Councillor Officer Discussion on 21 January 2013. Council did not make a decision on the long-term location of the structure but gave approval for it to remain in place until the conclusion of the Club’s March event. Officers have confirmed this with the Club. The rationale behind the Club’s request for a permanent structure is to ensure the sustainability of its operations in the short and long-term. Officers met with Club representatives on 29 January to confirm this and to determine whether any other options might be able to meet the Club’s needs. Following detailed discussions with Club representatives on the 29th, the Club’s facility needs are summarised as follows:

Need Proposed facility Requirements Day to day operations

Events

Canteen Proposed Club structure

Close proximity to, and facing the track

Provide catering for weekday training and Club events

Provide catering

Scoring Proposed Club structure

Immediate proximity to finish line

Timing, scoring and administration facilities

Registration Existing reserve pavilion

Access to office type space

Separation from track

Toilets and change amenities

Toilets and change amenities

Suitably sized undercover space for registration of event participants Toilets and change amenities

Viewing Space adjacent to proposed Club structure

Close proximity to, and facing the track

Undercover spectator viewing facilities in immediate proximity to track

Undercover spectator viewing facilities in immediate proximity to track

It is considered that there are a number of options available to respond to the Clubs request: 1. Approval – therefore the proposed structure remains on site and would be included in the Club’s license

agreement. The Club would be responsible for any refurbishment that is required, on-going maintenance and to ensure that operational requirements and standards ie food handling are met.

2. Time limited approval – provide a period of time (say three years) which the propose structure remains on site, subject to whatever requirements Council may impose, and to further work from the Club regarding a more permanent solution to its facility requirements for the site.

3. Denial – therefore the portable structure is removed post the March 2013 event. The Club has reiterated their view that the proposed structure is essential to their operations both functionally and financially. A summary of the Club’s comments from the meeting on the 29th follows: The existing pavilion is best used as a registration facility for events but remains impractical for Club use

for its day to day operations (other than toilets and change amenities).


The Club would be willing to undertake works such as recladding and painting to improve the

appearance of the proposed structure.

The proposed structure provides the capacity to host events and therefore bring income to the Club. The Club is proposing to bid for the 2014 State Championships. Submissions to host this event close 23 February 2013 and the Club has indicated it will only be able to lodge a submission if the proposed structure is likely to be in place for the event.

The Club is also interested in looking at a better more long term solution to their facility requirements, but

this would obviously take some time both in formulating what the solution might be and then how it might be implemented (and funded).

b) Project Budget The table in Section 2.b) shows that the project is forecast to finish at $37,108 above budget. To date, Council is yet to receive any of the Club’s cash contribution ($22,024) or the Philanthropic Trust contributions which have already been provided to the Club. Based on the forecast result, further discussions with the Club are required to determine how the over-expenditure in the project is to be funded. Council’s general approach for this type of community facility project is that the club involved is responsible for funding any cost over-runs. In this particular case, the discussion with the Club needs to be framed around:

That the Club has not yet provided their original cash contribution, or forwarded on the contribution they have received from the local philanthropic trusts.

That the Club will no doubt balance their capacity to provide any additional contribution to the project

with their capacity to raise funds ie from its point of view the need for the proposed structure to support their event based activities is further highlighted.

c) Project completion (Stage1) Following a meeting with the Club President/Project Manager in December 2012, a number of actions were confirmed for the Club and Council to finalise the project’s completion including: Completion of works including post and rail fencing, removal of tree stumps and completion of clean up

works at Queens Road, by end of February 2013.

Formalisation of a license agreement between Council and the Club.

Site revegetation by end of May 2013.

Finalise project budget and Club contribution by end of June 2013.

Confirmation of event operational procedures. 4. SUMMARY There is no doubt that implementing the Master Plan for the relocation of the Warrnambool BMX Club has been a complex and at times difficult project. However it is worth reiterating that stage one of the project is near completion, and a first class track has been developed and is already providing benefits for local and visiting participants. These benefits can be augmented, and the sustainability of the local sport and Club can be assured, with some careful further development and management from the Club and Council. At this stage, there are two priorities:

1. Finalise the first stage of works as outlined in 3.c) above, including the end of stage budget and funding arrangements. This should be achieved by 30 June 2013.


2. Determine an approach to provide the Club with satisfactory supporting facilities to ensure it can not

only conduct its activities and also allow for income generation through events. Based on the needs of the Club, it is suggested that approval to retain the proposed structure on-site post end March 2013 be provided for a three year period, subject to the following conditions: That the Club undertakes some external refurbishment to the structure to approve its

appearance with proposed works to be approved by Council before commencement.

That the Club provides $47,024 to Council (as its budgeted cash contribution to the project) by end March 2013 and undertakes to hold further discussions with Council regarding how the project cost-overrun is to be funded.

MOVED: CR. HULIN SECONDED: CR. ERMACORA That Council approve retention of the proposed structure on-site at the Warrnambool BMX Track post end March 2013 for a three year period, subject to the following conditions: 1. That the Warrnambool BMX Club provides $47,024 to Council (as its budgeted cash contribution

to the project) by end March 2013, and undertakes to participate in further discussions regarding how the project cost-overrun is to be funded.

2. That the Warrnambool BMX Club undertakes some external refurbishment to the structure to

approve its appearance with proposed works to be approved by Council before commencement. 3. That a further report is presented to Council prior to March 2016 regarding the provision of

facilities to support the operation of the Warrnambool BMX track.

CARRIED - 7:0


APPENDIX A


5.8 ADVISORY COMMITTEE REPORTS PURPOSE This report contains the records of one Advisory Committee meeting. REPORT 1. City Landscape Advisory Committee -

Thursday 24 January 2013 - refer Appendix A. MOVED: CR. ERMACORA SECONDED: CR. ASKEW That the record of one Advisory Committee meeting as in Appendix A be received.

CARRIED - 7:0


CITY LANDSCAPE ADVISORY GROUP MEETING ACTION AND AGREEMENT RECORD Date: 24 January, 2013 Time: 5.30pm Finish: 6.45pm Location: West Wing Oval Office Meeting Objective: Advice to Council on City Landscape Issues.

Attendees: Tricia Blakeslee (Chair) Kerri Worland (KW) Peter Carrucan (PC), Peter Robertson (PR),Terry OSullivan (TOS), Glenn Reddick (GR), Mark Mirtschin (MM), John Sheely (JS), Bianca Uwland (BU)

Apologies: Glenistair Hancock (GH) No

Live or Completed Actions Who When Complete

1. Welcome and apologies Chair 2. Confirmation of minutes from last meeting

Moved: Kerri Worland Seconded: Mark Mirtschin

Chair

3. Key elements of the Street Tree Policy and Guidelines: Background- GR provided a background to the group and confirmed that Council requested a Street Tree Policy be prepared. The working document be used as guidelines to implement the policy. GR continued, the policy has been prepared and guidelines have been amended to include sections on community engagement, landscape plans and general principles. If the Advisory Committee endorse the revised Policy and Guidelines, they will be presented to Council in February. General Discussion In relation to the Policy and Guidelines:

Landscape plan requirements A landscape plan will be required for high profile and broad acre areas.

Community engagement Will take place prior to major plantings/removals commencing. It will be discretionary for minor works. Chair: Provided an example and suggested signs be posted where tree works are to take place.

Group discussion

APPEN

DIX A


MM: It is more efficient for Council to write to affected landowners/occupiers.

Trees in the CBD will be planted in the road reserve not the footpath away from kerbs and powerlines. Added PR: Housing estates are still likely to have trees planted in the nature strips and roadside verges. A presentation was shown to the committee regarding the Morton Bay Figs on Koroit Street in the block in front of the police station. GR: Major road works are programmed for May 2013 which will include tree removal and re-landscaping. The figs are doing considerable damage to footpaths, roads and private property. JS: Confirmed the figs have been pruned to the point where there integrity and structural stability cannot be maintained. They pose a risk and contribute little the streetscape and are recommended for removal. Raised KW: Is it a thought of planting trees along the other side of the street? Responded MM: Both side of Koroit Street will be planted at the same time for consistency and to create a beautiful streetscape. General discussion:

Principles of how, what, when and why we plant trees in the CBD

Trees create significant outlooks in our streets; they provide shade, attraction and enhance the structure. General discussion: Appropriate species in Koroit Street (replacement of the Figs).


GR added: recommendation will be put to Council to replace the figs with Magnolias. General discussion: The group endorsed the choice of species (Magnolias) for a number of reasons including- Safety and visibility when reversing due to the shape of the tree, root barriers will be used to constrain growth and root spread to minimize pruning. Tree heights and tree shades will relate well to the streetscape and backdrop of the Norfolk Pines in Henna Street and Koroit Street West. Moved KW: That the Street Tree Policy and guidelines be endorsed by the committee and brought to Council for adoption. Seconded TB:

Carried unanimously.

4. General business General discussion regarding Plane Trees in the CBD, Wangoom Road trees, Marrakai Estate issues, Mortlake Road pine tree removal. Action BU:

Group To make agenda items for next meeting for further discussion.

NEXT MEETING: 28 February 2013


5.9 ASSEMBLY OF COUNCILLORS RECORDS PURPOSE This report contains the record of four 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 records of the following Assembly of Councillors is enclosed:-

1. Thursday 17 January 2013 - refer Appendix A. 2. Tuesday 29 January 2013 - refer Appendix B. 3. Wednesday 30 January 2013 - refer Appendix C. 4. Monday 4 February 2013 - refer Appendix D.

MOVED: CR. ERMCORA SECONDED: CR. GASTON That the information be received.

CARRIED - 7:0


APPENDIX A

Assembly of Councillors Record This Form MUST be completed by the attending Council Officer and returned IMMEDIATELY to Executive Manager Governance for filing. Assembly details: Consultation Meeting re P2012-217 Warrnambool Timber Industries 1284-1304 Raglan Parade Date: 17/01/2013 Time: 5.00 p.m. Assembly Location: Warrnambool Timber Industries 1284-1304 Raglan Parade Warrnambool In Attendance: Councillors: Cr Michael Neoh (Chair)/Cr Kylie Gaston/Cr Brian Kelson Cr Peter Sycopoulis/Cr Rob Askew Apologies Cr Peter Hulin, Cr Jacinta Ermacora Officer/s: Jodie McNamara /Fiona Castley Matter/s Discussed Planning application for the extension of the existing buildings at 1284-1304 Raglan Parade Warrnambool (Warrnambool Timber Industries) Matters discussed related to the proposed extension and impacts on nearby residents. 14 Dennington residents were in attendance as well as representatives from Warrnambool Timber Industries. Conflict of Interest Disclosures: (refer 3 over page) Councillors: ……………………/……………………………/…………………………. Nil Officer/s: ……………………………/…………………………………………………….. Nil. Completed by: Fiona Castley


APPENDIX B

Assembly of Councillors Record Purpose of meeting: Councillors Briefing Meeting date: 29 January 2013 Start time: 5pm Councillors present:

Cr. M Neoh (Mayor) Cr. R Askew Cr. K Gaston Cr. P Hulin Cr. B Kelson Cr. P Sycopoulis Cr. J Ermacora

Council Officers present:

Chief Executive, Bruce Anson Director Corporate Strategies, Kevin Leddin (left briefing at 7.30pm) Director City Infrastructure, Peter Robertson (left briefing at 7.30pm) Director Community Development, Vicky Mason (left briefing at 7.30pm) Manager Tourism Services, Peter Abbott (left briefing at 7.30pm)

Other staff/persons present:

Manager Financial Services, Stephen Kerr Lisa McLeod, Manager Community Policy & Planning Glenn Reddick, Manager Infrastructure Services Kate Kerkin, K2 Planning

Apologies:

Director City Growth, Bill Millard

Conflict of Interest Disclosures

Nil

Items discussed: • Community Services & Infrastructure Plan and Brierly Hub feasibility study

• Safer Boating and Harbour facilities at the Port of Warrnambool • 2012/13 Country Football Netball Program • Noise from industry-Harrington Road area • CCTV • 2013/14 Budget Principles, process/timetable and Capital Works

and Projects evaluation criteria

Other items raised by Councillors & Officers:

• Australia Day Awards • Business cards • Foreshore bins • Parking • Intersections • Jamieson Street school crossing • Councillor access to buildings • Leave of absence • Pool fences • Stray dogs and cats • Wheelchair access to beach • Blocking of footpaths • Camping at the Speedway

Briefing closed at 8.25pm


APPENDIX C Assembly of Councillors Record Purpose of meeting: Councillors Briefing Meeting date: 30 January 2013 Start time: 9.30am Councillors present:

Cr. M Neoh (Mayor) Cr. R Askew (left the meeting at 1pm) Cr. K Gaston Cr. P Hulin (left the meeting at 9.36am) Cr. B Kelson (left the meeting at 9.35am) Cr. J Ermacora (arrived at 10.30am)


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


John Stephens, Facilitator

Apologies:

Cr. P Sycopoulis


Nil

Items discussed: • Council Planning and “Working Together” Workshop

Session closed at 4.15pm


APPENDIX D Assembly of Councillors Record Purpose of meeting: Councillors Briefing Meeting date: 4 February 2013 Start time: 5pm Councillors present:

Cr. M Neoh (Mayor) Cr. R Askew Cr. K Gaston Cr. P Hulin Cr. B Kelson Cr. P Sycopoulis Cr. J Ermacora


Director Corporate Strategies, Kevin Leddin Director City Infrastructure, Peter Robertson Director Community Development, Vicky Mason Director City Growth, Bill Millard


Duncan MacWhirter, Coffey Consulting Group Peter Abbott, Manager Tourism Services Russell Lineham, Manager Recreation & Culture Kirsty Miller, Manager City Strategy & Development

Apologies:

Chief Executive, Bruce Anson


Nil

Items discussed: • Flagstaff Hill Review • Warrnambool Draft Coastal Management Plan • Library Project • Children Services Demands • BMX Clubroom • Council Strategic Indicators • Tree Management Policy • Youth In2 Council Project • Bridge Works, Skuses Road

Other items raised by Councillors & Officers:

• Intermodal Freight Centre noise issues • Cheryl Court subdivision status • AquaZone Strategy final consultation • Independent survey of city residents • Notice of Motion • Army Regiment march

Briefing closed at 8.20pm


5.10 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

Date Location Function

23 January 2013 Warrnambool Mayor : Attended the Victoria Police Medal & Special Award Ceremony for Police members of the W/Bool/Moyne/Corangamite Police Service Areas.

26 January 2013 Warrnambool Mayor & Chief Executive : Attended the RSL Australia Day Lowering of the Flag Ceremony & Reception.

29 January 2013 Melbourne Chief Executive : Attending a presentation of the “Filling the Glass" project to senior management of Warrnambool Cheese & Butter, Murray Goulburn & Fonterra with representatives from UDV/VFF.

1 February 2013 Port Fairy Mayor & Director Corporate Strategies attended a meeting of the Great South Coast Board.

Warrnambool Mayor : Attended the Launch of the 2013 Leadership Great South Coast Program.

7 February 2013 Melbourne Chief Executive : Attended a meeting of the Barwon South West RDA.

MOVED: CR. ASKEW SECONDED: CR. HULIN That this report be received.

CARRIED - 7:0 6. NOTICE OF MOTION - NO. 2092

The Chief Executive declared an interest and left the meeting at 7.05pm. MOVED: CR. KELSON SECONDED: CR. HULIN That following the information that was received from the Local Government Inspectorate and noted at the meeting of the Council held on Monday 21 January 2013, that the Council seek information from the Local Government Inspectorate as follows:- Did the investigating officers seek statutory declarations from Mr Bruce Anson and Mr Jacob Anson regarding their respective actions in relation to a Letter to the Editor of the Warrnambool Standard that was published on October 20th, 2012 under the name of “Wilma Wright, Hopkins point Road, Warrnambool”, and commenting adversely on three candidates for the Council Elections that were held on 27th October 2012.

LOST - 4:3

Crs. Neoh, Gaston, Ermacora & Askew voting against the motion

Crs. Kelson, Hulin & Sycopoulis voting for the motion The Chief Executive returned to the meeting at 7.20pm.


7. PUBLIC QUESTION TIME 7.1 QUESTION FROM DAWN JONES, ANCHOR POINT VILLAGE, WARRNAMBOOL “If you are not prepared to provide a rubbish collection or any other service to Anchor Point Village can the garbage charge be dropped?” The Chief Executive advised that a report would be prepared on the matter and believed that there was an anomaly in the planning permit which relates to this property and hoped to meet with the residents prior to preparing the report. 7.2 QUESTION FROM JAN SADLER, UNIT 37, 55 ABERLINE ROAD, WARRNAMBOOL “What Council services does Anchor Point receive? Our Village has 23 ground level units at present, Martin Place estate advertises building a 20 apartment block. How is their status different from ours?” The Chief Executive advised that the difference is in the land ownership - this block is in one ownership, road surface areas are private roads, Martin Place is individually rated, happy to meet with Jan to go through the answer. 7.3 QUESTION FROM JAN NOREIKA, 120 HARRINGTON ROAD, WARRNAMBOOL “Is it true that Councillors and others are going on a two day ratepayer funded trip to Port Campbell? For what purpose? How many? What travel arrangements? What accommodation?” The Chief Executive advised that yes it was true, Council is required by legislation to have a Council Plan, a Strategic Resource Plan, adopt a Budget, a Code of Conduct, within 6 months of being elected. Travel arrangements will be by car and accommodation will be in shared units. 7.4 QUESTION FROM LES RYAN, 8 WIRILDA TRAIL, WARRNAMBOOL “Re: Temporary toilet in Gilles Street, Warrnambool. Has a decision been made for the removal of the temporary toilet in Gilles Street as it is dirty, un-kept and an eyesore. The Chief Executive advised that no decision had been made with replacement and that a report would be going to Council in next few months on a replacement proposal. 7.5 QUESTION FROM PAUL NOREIKA, 120 HARRINGTON ROAD, WARRNAMBOOL Here is an extract from a letter sent to Kirsty Miller in January 2012. The letter dealt with several of our concerns, and at a meeting with council officers, some of our concerns were addressed and the remaining concerns would be answered in a subsequent letter. There was one item that was unanswered. We are in possession of a letter written in May 2004 by the previous Strategic Planner dealing with the rezoning of 75 Rooneys Road from low density Residential to Industrial One, it says in part “it is considered that the Industrial 3 Zone is more appropriate given the purpose of the zone and proximity to neighbouring land zoned Low Density Residential.” Would you please tell us what changed between 2004 and the situation today? In 2004, Industrial 3 Zone was thought to be the better option because it was close to residential properties. Now, that same land has been rezoned Industrial 1, even though there are a lot more residences in Harrington Road and Baynes Street. The panel which recommended these changes agreed with the City Council Planning Department to make the land Industrial One. We are still unsure why the City Council Planning Department choose to change the amendment from Industrial Three to Industrial One. The origin of the change is not the Minister for Planning, nor the Planning Panel.


So our question is “Why did the City Council Planning Department recommend the change from Low Density Residential to Industrial 1 rather than Industrial 3?” The Chief Executive advised that it was not possible to provide an answer on this question at the meeting and that a reply in writing would be forwarded to Mr Noreika. 8. REPORTS BY MAYOR AND COUNCILLORS 8.1 CR. KELSON

Noise pollution in Dennington from industrial estate - have been told it is EPA problem - has copy of EPA letter that says WCC is responsible for noise. EPA saying ball is in WCC court.

Livestreaming - hope it is soon.

Expressed concern that the Minutes of the Council meeting did not record comments that he had made during meetings.

Queried the cost of security and Police over the summer holiday period

Advised that a disability advocacy service required accommodation and requested that Council staff provide assistance to the group.

8.2 CR. ERMACORA

Advised that some of the Norfolk Island pines look stressed and was enquiring whether Council has taken into account the potential impact of not watering the trees over summer. Asked if it was possible some of our more established trees are stressed because we have instituted water saving programs.

Enquired as to the ongoing funding status of the Skilled Migration program. Requested that the Mayor to present to the Great South Coast Councils on the importance of the service.

Enquired on the implementation of the online planning lodgement system.

The Director City Growth advised that the online planning lodgement scheme had been partially placed online.

8.3 CR. HULIN

Advised that he was pleased with the 10,000 people who visited the Invasion summer program at the WAG and was waiting to see the financial result for the exhibition.

Complimented the Warrnambool Speedway -on the long weekend event.

Requested that Council work with the Speedway to maximise the benefit to the community from the large number of people who visit the event and made suggestions in relation to opportunities for activities to coincide with the event.

Raised concerns regarding smoking on Council property and in particular the Civic Green and Art Gallery portico.

Requested that when improvement works are occurring to Lake Pertobe that additional equipment be included for children with disabilities.

Expressed concern at the traffic directional markings at the Highway crossings.

Advised of difficulties being experienced in Whiterock Road when trucks are using the water filling station.

Advised that he had found a koala in his backyard after planting 5000 trees in a 3 acres plot.

Expressed concern at the new security system that has been installed limiting access to various Council departments

Requested details of the annual costs of operating the Gilles Street toilets.

Advised that the Southern 80 at Echuca attracted 70,000 people for the weekend.


Requested that Harrington Road and Toohey Estate be workshopped.

Advised that people are jumping off the breakwater and Wollaston Road into the bridge and expressed concern about the danger that this was creating.

Advised that he supported Council’s hospitality tent at the May Races and suggested that Councillors should be able to invite citizens to accompany them to the race tent.

8.4 CR. SYCOPOULIS

Advised that he supported the reinstallation of the Aquazone diving board.

Expressed concern at the installation of the new security system within Council.

8.5 CR. GASTON

Harrington Road issues agree with previous comments.

Attended the Warrnambool Rowing Club new boat launch, great to see a small community group doing well.

8.6 CR. ASKEW

Represented the Mayor at the Warrnambool Legacy Club changeover dinner with a lot of visitors from other clubs attending and staying in Warrnambool.

8.7 CR. NEOH

Attended the Relay for Life, fantastic event met a couple who are involved with local group who have received a donation of a dragon boat and in need of a big shed to store it.

9. CLOSE OF MEETING. The meeting closed at 7.55pm. CHAIRMAN

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