ordinary council meeting wednesday 28 march 2018 at …...planning and environment directorate...

Council Meeting Minutes Ordinary Council Meeting Wednesday 28 March 2018 at 7.00pm Gisborne Administration Centre 40 Robertson Street, Gisborne

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO.

1.

Prayer 1

2.

Recording and Live Streaming of this Council Meeting 1

3.

Present and Apologies 1

4.

Declaration of Conflicts of Interest 1

5. Mayor’s Report

2

6. Petitions

5

7. Adoption of Minutes

5

8. Record of Assemblies of Councillors

6

9. Deputations and Presentations to Council

9

Persons (applicant and objectors) who have made a submission on a land use and development application to be considered at this meeting may address the Council. The Chairperson will call for submissions in order of the items listed below and submitters will have three minutes only. At the conclusion of each submission, Councillors may wish to ask questions of the submitter. Question from the Public

9

10. Planning and Environment Directorate Reports Nil

11. Chief Executive Officer’s Reports CX.1 Complaints Handling Policy

CX.2 Place naming – Romsey Community Park CX.3 Small Community Grant Scheme –

Consideration of grant applications CX.4 Appointment of Acting Mayor CX.5 Chief Executive Officer’s quarterly review

10

11

11

12

13

12. Director Corporate Services CS.1 Contracts to be awarded as at 28 March

2018

14

CS.2 Environmental tendering benefit CS.3 Report from the Audit Committee meeting

held on 14 February 2018

14

15

13. Director Community Wellbeing

CW.1 Macedon Ranges Regional Sports Hub Feasibility Study

CW.2 Country Football Netball Funding Program

16

17

14.

Director Assets and Operations AO.1 Sealing of Crombie Road, Macedon AO.2 Farrell Street, New Gisborne – Traffic

calming AO.3 Recycling services – Interim arrangements

18

19

19

15. Notices of Motion and Rescission No. 9/2017-18: Councillor Jennifer Anderson

20

16. Urgent or Other Business

21

17. Confidential Reports 17.1 Chief Executive Officer’s quarterly review 17.2 Recycling services – Interim arrangements

22

22

Ordinary Council Meeting – Wednesday, 28 March 2018 MINUTES

Page 1

1. PRAYER

7.00pm The Mayor read the prayer

2. RECORDING AND LIVE STREAMING OF THIS COUNCIL MEETING

Please note that this meeting was recorded and streamed live on the internet in accordance with Council's ‘Live Streaming and Publishing Recording of Meetings’ Protocol, which can be viewed on Council’s website. The recording was bookmarked, archived and made available on Council's website 48 hours after the meeting. All care was taken to maintain privacy however as a visitor in the public gallery presence may have be recorded. By remaining in the public gallery, it was assumed that consent was given if images were inadvertently broadcast. Those present at the Council Meeting were reminded that Local Government decision making, unlike State and Federal Government, does not afford the benefit of parliamentary privilege and hence no protection is afforded to Councillors, Council officers and the public for comments made during meetings which are subsequently challenged in a court of law and determined to be slanderous.

3. PRESENT

Cr Jennifer Anderson (Mayor) West Ward Cr Henry Bleeck East Ward Cr Natasha Gayfer East Ward Cr Bill West East Ward Cr Mandi Mees South Ward Cr Helen Radnedge South Ward Cr Andrew Twaits South Ward Cr Roger Jukes West Ward Cr Janet Pearce West Ward

In Attendance

Ms Margot Stork Chief Executive Officer Mr Dale Thornton Director Assets and Operations Mr John Hausler Director Corporate Services Ms Jill Karena Acting Director Community Wellbeing Mr Rod Clough Manager Recreation & Sport Mr Stephen Mahon Manager Council and Customer Services

APOLOGIES

An apology from Karen Stevens Director Community Wellbeing was noted. 4. DECLARATION OF CONFLICTS OF INTEREST

Nil


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5. MAYOR’S REPORT

I would like to take this opportunity to thank councillors, staff and the community who put so much work in to creating everything that occurs in the shire each month.

I have followed a few themes in my report.

Celebrations and congratulations Across the shire many events were held to celebrate a variety of things

Barker Trailers 10,000th trailer celebration was held on 1 March, with the refurbishment of the first trailer, a visit from the Premier and a spectacular lunch at Macedon Spa and Lodge. Congratulations

Melissa Connors, founder of This Farm Needs a Farmer has been awarded the Victorian Rural Woman of the Year award. All this only two days after launching the Inaugural This Farm Needs a Farmer field day at Kyneton show ground This initiative continues to grow every year. Congratulations and we look forward to seeing future projects.

Live4Life Launch The official 2018 Live4Life celebration was held at Sacred Heart College, Kyneton on 27 March. Prizes were awarded to participants, while enjoying the live entertainment, as well as showcasing Live4Life. 2018 is the ninth year that Live4Life has been delivered in the partner schools across the Macedon Ranges Shire.

Annual events and festivals Macedon Ranges Sustainability Living Festival Coupled with the Woodend Farmers Market another successful year of the sustainability living festival from the Macedon Ranges Sustainability Group. From giant lobsters, to Garbo Girl there was something to inspire everyone to look after the planet for future generations in everything we do. Macedon Ranges Music Festival Kyneton Horticultural society Autumn Flower Show

Relay for Life Council’s Relay for Life team raised $7,830 for the event in the fight against Cancer, it was held on the weekend of 3 and 4 March at Lancefield Park. Cr Radnedge took part as part of the Council team.

International Women’s Day Community Lunch Many locals enjoyed celebrating International Women’s Day at the Kyneton Community Lunch on 7 March. Our Chief Executive Officer, Margot Stork was guest speaker and inspired all in attendance with her words of encouragement.

Kyneton Zonta International Women’s Day Dinner Council was represented by all five female Councillors and our CEO, Margot Stork, at the Kyneton Zonta International Women's day dinner. We heard of its history and Tracey Spicer’s story of her journey in a male dominated world of journalism. Another great year of celebration.


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Woodend Neighbourhood House AGM Once again it was my pleasure to attend the Woodend Neighbourhood house AGM. This organisation really shows what volunteer organisations can do to make every dollar Council or the Victorian Government spends on them go further.

Arts and Culture Big Town Little Town Two performances of this show where local residents shared their touching stories of their journeys to where they are today. Many do not normally take to the stage and to open up and show their vulnerabilities was appreciated by all.

Annual Lions Art show What can I say? Another successful year of this show with high quality entrants, showcasing the talent and beauty of our region.

Council’s annual Arts and Culture Events launch at Kyneton Town hall on 16 March went without a hitch this year, as we were entertained by short previews of some of the acts on the programme and a viewing of the too many Mirandas flash mob dance held at Hanging rock last month. We are extremely fortunate to be able to offer a diverse annual program of performances, exhibitions and workshops for the residents and visitors of Macedon Ranges Shire to enjoy and complement our own home grown talent. Part of the program this year includes workshops for local artists, in response to feedback received on previous year’s programs.

New exhibition Residents and visitors are encouraged to visit the latest exhibition at the Kyneton Museum which explores the stories of colonial Chinese Australians on the goldfields and the rich diversity of Chinese-Australian history leading up to Federation. The exhibition runs from 20 March to 24 June.

Consultation: VicRoads held a session in Macedon on people’s ideas to improve the safety on Black Forest Drive. Well run and a great turn out from the community. Planning Scheme Review Community Reference Group met for the second time to discuss where potential gaps may be in the planning scheme. A diverse range of views. Thank you Cr Mees for chairing.

Feedback on Council project Everyone was invited to share their feedback on the proposed Barkly Square Sports Field lighting upgrade, Council’s new Youth Strategy, and the new Roadside and Footpath Trading Policy.

Kyneton Whole of Town visioning project On Thursday 2 March all three West ward councillors and Economic Development staff attended a community run session about a shared vision for Kyneton. This work takes time and it was great to see such enthusiastic people present to start off the process.


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Protect the natural environmental

Citizen Science Launch Upper Campaspe Landcare Network and Council combined to hold a seminar on threatened species at Newham Hall on 10 March.

The hall was packed out with people eager to learn about how to look out for powerful owls, phascogales and, my favourite the greater glider.

Biolinks Biolink Alliance Public Address at Kyneton Mechanics Institute (KMI) on 20 March. Connectivity (not about telecommunications, but kinship with other animals) is the key to survival and genetic diversity for wildlife, and connectivity of habitat is the best thing we can do. Cr Radnedge and myself attended and the KMI was packed out.

Rivers of the West Workshop 1 and Melbourne Water’s Healthy Waterways Maribyrnong Catchment Collaboration Workshop 6 were held in March, both are working for the best outcomes for our precious waterways. Thanks Cr. Radnedge for attending.

Our relationship with Japan On Friday 16 March I was joined by Cr Gayfer and Council staff in hosting the Consul General of Japan as he toured the Macedon Ranges on a beautiful autumn day. We visited Malmsbury Moto Bean and the botanical gardens, Braemar College, where students from Tokai were visiting, and Hanging Rock finishing the day in the newly-opened Japanese restaurant in Woodend, Kuzu Izakaya. Japan has many sister cities in Victorian councils, and Tokai is ours. Through this relationship we aim to open up exchange in the areas or education, arts and culture, sport and recreation, and economic development.

Cr. Henry Bleeck attended the assembly to welcome exchange students from Japan to Braemar College, and I will ask him now to give a brief report. Cr Bleeck advised Council that on Friday 16 March he attended (on behalf of the Mayor) the welcoming assembly at Braemar College to greet a delegation of 30 students from Tokai and Kamaishi in Japan. He congratulated Braemar on this initiative and presented gifts from the visiting delegation to the Mayor and Councillors.

Strengthening our economy

Cr. Henry Bleeck attended the Workspace strategic planning meeting to set out the direction for the next five years. Gisborne Business Park is where they have a site in the Macedon Ranges with one of the highest start up ongoing success rates.

Brand and Communication Strategy Workshop Numerous Macedon Ranges business owners and operators attended the Brand and Communication Strategy Workshop on 20 March. The three hour workshop covered the fundamentals of building a unique and powerful brand and assisted local businesses with their promotion and branding.

New initiatives for the community Kyneton Tip Shop


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Residents can now find themselves a bargain at Council’s new tip shop at the Kyneton Transfer Station. This shop is being trialled as a way of reducing waste going to landfill. Items that are in good condition and deemed to be reusable are selected by staff and displayed at the shop. Most items will have a bargain-basement price tag to help cover some of the shop’s operating costs.

Funding for a new fire access track A new fire access track will be constructed in Benloch after Council successfully attained a Country Fire Authority grant. The track, which will provide improved access and response times for the brigade to both small and large fires, has been funded by the Fire Access Road Subsidy Scheme. The funding, combined with Council contributions, will see a significant investment across our region in projects that contribute to community safety, and which further enhance current partnerships between local government and the CFA.

New pilot program The Women’s Chainsaw Club Program is being piloted by Council in partnership with the Lancefield Neighbourhood House and Benloch CFA. It gives up to ten local women the opportunity to build skills in chainsaw use, safety, design and carving, and emergency preparedness.

It was moved by Cr Jukes seconded by Cr Mees that the Mayors Report

be received. CARRIED

6. PETITIONS Nil 7. ADOPTION OF MINUTES

The Manager Council & Customer Services advised Council that two minor amendments to the minutes of the Ordinary Council Meeting on 28 February had been brought to his attention, these being one—the seconder of the motion that leave be granted for Cr Radnedge to present the petition regarding Farrell Street, New Gisborne was Cr Gayfer not Cr Jukes, and two—the mover and seconder of the resumption of standing orders on page 22 was Cr Pearce and Twaits not Cr Mees and Gayfer.

Ordinary Council Meeting: Wednesday 28 February 2018 Officer Recommendation:

That the minutes of the Ordinary Council Meeting of the Macedon Ranges Shire Council held on Wednesday 28 February 2018 as circulated be confirmed

It was moved by Cr Pearce seconded by Cr Radnedge that the Officer Recommendation be adopted as amended.

CARRIED


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8. RECORD OF ASSEMBLIES OF COUNCILLORS – MARCH 2018

1. Summary/Purpose The purpose of this report is to provide the record of any assembly of Councillors, which has been held since the last Council Meeting, so that it can be recorded in the minutes of the formal Council Meeting. 2. Policy Context An amendment to the Local Government Act 1989, which came into effect on 24 September 2010 requires the record of any assembly of Councillors to be reported to the next practicable Council Meeting and recorded in the minutes (Refer Local Government and Planning Legislation Amendment Act 2010 – No. 58 of 2010 – Section 17). 3. Background Information The Local Government Act provides a definition of an assembly of Councillors where conflicts of interest must be disclosed. A meeting will be an assembly of Councillors if it considers matters that are likely to be the subject of a Council decision, or the exercise of a Council delegation and the meeting is: 1. A planned or scheduled meeting that includes at least half the Councillors

(5) and a member of Council staff; or 2. Is an Advisory Committee of the Council where one or more Councillors are

present. Note: Advisory Committee means any committee established by the Council, other than a special committee, that provides advice to (a) the Council, or (b) a special committee, or (c) a member of Council staff who has been delegated a power, duty or function of the Council under Section 98. Note: Only matters that are the subject of discussion and consideration at an Assembly will be listed. Incidental updates and information on matters will not be recorded. This requirement for reporting provides increased transparency and the opportunity for Councillors to check the record, particularly the declarations of conflict of interest. 4. Report Outlined below are the details of assemblies of Councillors held since the last meeting.

1. Date / Time Type of Assembly

28 February 2018 3.00pm Councillor Briefing

Venue Gisborne Administration Centre

Present – Councillors West, Twaits, Anderson, Pearce, Radnedge, Gayfer, Jukes Mees (arrived 3.40pm) Bleeck (arrived 3.53pm)

Present – Officers Margot Stork, John Hausler, Dale Thornton, Jill Karena, David Hale, Seb Antione, Kyle Hayes, Ren Wilson, Stephen Mahon, Gary Randhawa, Scott Gilchrist, Jodie Turner, Rick Traficante, Suzane Becker, Gareth Hately


Page 7

Items discussed Youth Strategy Consultations Draft Nature Strip Policy Community Consultation Framework Review Community Funding Scheme Councillor Items/Officer Updates Agenda Review – Ordinary Council Meeting 28 February 2018

Conflicts of interest declared by Councillors and record of them leaving the meeting when the matter about which they declared the conflict of interest was discussed.

Cr Radnedge declared an indirect conflict of interest in the discussion regarding the Small Community Grants item on the Council Agenda specifically the item concerning the Riddells Creek Fire Brigade – Female Fire Fighters Networking Event due to her daughter being a potential attendee of this event however as there was no discussion on the matter she did not leave the Assembly Did they leave the assembly? N/A

Conflicts of Interest declared by officers

Nil Did they leave the assembly? N/A


7 March 2018 2.15pm Councillor Briefing


Present – Councillors Gayfer, West, Radnedge, Pearce Anderson (arrived 2.15pm) Jukes (arrived 2.25pm) Bleeck (arrived 2.55pm)

Present – Officers John Hausler, Margot Stork, Rod Clough, Dean Frank, Stephen Mahon, Dale Thornton, Suzane Becker, Johanne Du Preez, Gareth Hately

Items discussed Country Football Netball Funding Program 2018/19 Leisure Strategy Waste Management Update Kyneton Primary School Master Plan Gisborne Planning Projects Update


Nil Did they leave the assembly? N/a

Conflicts of Interest declared by officers

Nil Did they leave the assembly?


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14 March 2018 11.30am Councillor Briefing


Present – Councillors Bleeck, Gayfer, West, Radnedge, Anderson Pearce (arrived 11.45am) Cr Twaits ( arrived 12.00 pm )

Present – Officers Margot Stork, John Hausler, Matthew Irving, Stephen Mahon, Luke Beattie, Rod Clough, Liane Stanton, Michelle Wyatt, Rick Traficante

Items discussed Presentation by Mr Junichi Ito – Tokai City Council Presentation by Central Victorian Greenhouse Alliance Planning Matters

- ‘Nankita’ Three Chain Road, Newham - 119 Main Street, Romsey - Mt Towrong Winery Event

Discussion with Victorian Grants Commission Romsey Park Naming Councillor Budget Workshop No. 2 Councillor Items / Officer Updates

- Reports to be Presented to Next Ordinary Council Meeting

- Small Community Grants



Conflicts of interest declared by officers



21 March 2018 11.30am Councillor Briefing

Venue Malmsbury Town Hall

Present – Councillors West, Radnedge, Anderson, Pearce Gayfer (arrived 11.55am) Jukes (arrived 1.00pm) Twaits (arrived 2.00pm)

Present – Officers Margot Stork, Stephen Mahon, Michelle Wyatt, Stephen Hiley, Jill Karena, Rick Traficante, Christo Crafford, Johann Du Preez, Suzane Becker, Gareth Hately, Dale Thornton, Jodie Turner, Matthew Irving, John Hausler, Rod Clough, Luke Beattie, Dean Frank

Items discussed Presentation and inspection of projects in and around Malmsbury by the Malmsbury Common Working Group Planning Matters

- Lancefield Planning Controls - 51 Brantome Street, Gisborne - 59 High Street, Woodend


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- Woodend Retirement Village Malmsbury Senior Citizens Woodend Clock Tower Proposal Ordinary Council Meeting Agenda 28 March 2018 Items – Question and Discussion Councillor Items/Officer Updates Meet Your Councillors Session


Cr Pearce declared a direct conflict of interest in the planning matter at 51 Brantome Street, Gisborne due to her part ownership of a medical practice in New Gisborne. Did they leave the assembly? Yes

Conflicts of interest declared by officers

Nil Did they leave the assembly?

It was noted that Cr Twaits was an attendee at the Assembly of Councillors held on 14 March 2018 and the Assembly Records above has been amended accordingly.

Officer Recommendation:

That Council endorse the record of assemblies of Councillors as outlined in this report.

It was moved by Cr Bleeck seconded by Cr West that the Officer Recommendation be adopted.

CARRIED Suspension of Standing Orders 7.24 pm It was moved by Cr Jukes seconded by Cr Mees that standing

orders be suspended to consider deputations and presentations to Council and any Questions from the Gallery

CARRIED 9. DEPUTATIONS AND PRESENTATIONS TO COUNCIL Item Submitters CX.2 1 Question from the Gallery Name Gillian Young Question Can you please explain what Council is even considering an easing of

the current 500 metre exclusion zone for recreational motorised vehicles (RMV). These RMVs are very noisy. Their noise violates an expectation we all have to live in peace and quiet on our own property. The inability


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to do so has an impact on our health and wellbeing. Noise is inescapable. The RMVs also destroy the natural environment we are supposed to appreciate by terrifying the wildlife, destroying vegetation, compacting the soil and causing a fire hazard (hot pipes). All in all environmental vandalism. If any change is to be made I propose a total ban on RMVs in this shire. This at least is easier to police.

Response The Chief Executive Officer advised that this matter was listed for

discussion later in this evening’s meeting and undertook to have a Council Officer contact Ms Young early next week to discuss the outcomes of the Council deliberations on the matter.

Resumption of Standing Orders 7.31 pm It was moved by Cr Mees seconded by Cr Gayfer that standing be

resumed CARRIED

10. PLANNING AND ENVIRONMENT DIRECTORATE REPORTS: Nil

11. CHIEF EXECUTIVE OFFICER’S REPORTS: Report No: Report Title:

CX.1 Complaints Handling Policy Synopsis:

In 2017 the Audit Committee requested the Policy be presented at its November 2017 meeting for review. A number of matters were highlighted by the committee for consideration by management. These matters included:

providing clarity regarding the process to deal with complaints made about the Chief Executive Officer (that are not covered by the Local Government Act 1989)

incorporating a flow chart to decision making

updating to comply with the latest IBAC provisions

clarifying the application of the policy in respect to Council volunteers. The amended policy was presented to the 14 February 2018 Audit Committee Meeting for consideration. The Audit Committee was given until 9 March 2018 to provide feedback. In 2015 the Victorian Ombudsman conducted a review of complaint handling processes in the local government sector. As a result of that review the Macedon Ranges Shire Council policy was renamed the “Complaint Handling Policy”, updated and formally presented to the 24 August 2016 Ordinary Council Meeting for adoption. This report incorporates Audit Committee suggested amendments to the policy and recommends that Council adopt a revised Complaints Handling Policy.


That Council adopt the attached Complaints Handling Policy.


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It was moved by Cr Mees seconded by Cr Pearce that the Officer Recommendation be adopted.

CARRIED Report No: Report Title:

CX.2 Place naming – Romsey Community Park Synopsis:

Council is the naming authority under the Naming Rules for Places in Victoria - Statutory Requirements for Naming Roads, Features and Localities 2016 (the naming rules). The naming rules are provided for under s. 5 of the Geographic Place Names Act 1998 (the Act). Compliance with the naming rules is mandatory for all local governments in accordance with s23 of the Act

Naming authorities are responsible for coordinating a naming process and submitting naming proposals that comply with the naming rules to the Registrar of Geographic Names for gazettal and registration. Council has coordinated a public naming process in response to a naming proposal received from Greater Romsey All Abilities Park (GRAAP) Inc to name a new community park located at the former Romsey Primary School site, 142 Main Street, Romsey.


That Council: 1. Endorse the name of the new community park located at the former

Romsey Primary School site, 142 Main Street, Romsey “Romsey Sensory Discovery Park”;

2. Refer to the Registrar of Geographic Names (the Registrar) for official registration and/or gazettal.

It was moved by Cr West seconded by Cr Gayfer That Council:

1. Endorse the name of the new community park located at the former Romsey Primary School site, 142 Main Street, Romsey “Romsey Ecotherapy Park”;

2. Refer to the Registrar of Geographic Names (the Registrar) for official registration and/or gazettal.

CARRIED Report No: Report Title: CX.3 Small Community Grant Scheme – Consideration of grant

applications Synopsis:

Council at its March 2013 Ordinary Council Meeting endorsed the guidelines which govern the Small Community Grant Scheme. Not-for-profit community groups can apply for small financial donations via this scheme. Applications are evaluated and presented to Council as they are received.

https://www.propertyandlandtitles.vic.gov.au/naming-places-features-and-roads/naming-rules-for-places-in-victoria

https://www.propertyandlandtitles.vic.gov.au/naming-places-features-and-roads/naming-rules-for-places-in-victoria


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The grants are offered to assist projects/initiatives that are unlikely to be funded through existing funding schemes. Applications can be made at any time of year1 and generally are processed within 3–4 weeks.

Officer Recommendation: That Council endorse the following applications for funding:

a. Kyneton Lions Club—Marquee: $649 b. Romsey Lancefield Districts Historical Society—Contribution

towards a pictorial guide to the long lost Lancefield and Kilmore Railway: $1,500

c. Macedon Ranges Art Group—Contribution towards art show: $500 d. Macedon and Mount Macedon Business and Tourism

Association—Support for initiative associated with the Macedon autumn period: $1,000

It was moved by Cr Mees seconded by Cr Jukes that the Officer Recommendation be adopted with the amendment to part (d) as follows

(d) Macedon and Mount Macedon Business and Tourism Association—Support for initiative associated with the Macedon autumn period: $1,500


CX.4 Appointment of Acting Mayor Synopsis:

The Mayor of Macedon Ranges Shire Council, Councillor Jennifer Anderson, will be on leave from the evening of Friday 20 April 2018 to Tuesday 15 May 2018. In accordance with Section 73 (3) of the Local Government Act 1989, if the Mayor is absent the Council must appoint one of the Councillors to be the acting Mayor. Section 73(4) of the Local Government Act 1989 states that “An acting Mayor may perform any function or exercise any power conferred on the Mayor.” It is appropriate that Council appoint an acting Mayor for the period of the Mayor’s absence.


That Council appoint: 1) Councillor Mandi Mees from 5pm Friday 20 April 2018 to 5pm Friday

27 April 2018; 2) Councillor Janet Pearce from 5pm Friday 27 April 2018 to 5pm Friday 4

May 2018; and 3) Councillor Natasha Gayfer from 5pm Friday 4 May 2018 to 5pm

Tuesday 15 May 2018


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to be acting Mayor for the Macedon Ranges Shire Council for the periods outlined above.

It was moved by Cr Twaits seconded by Cr Jukes that the Officer Recommendation be adopted.


CX.5 Chief Executive Officer’s quarterly review Synopsis:

Section 97A (1) of the Local Government Act 1989 requires an annual review of a Chief Executive Officer’s (CEO) performance. Margot Stork was appointed CEO of the Macedon Ranges Shire Council and commenced in the role on Monday 13 November 2017. As part of the CEO’s contract Key Performance Indicators (KPIs) were set for the first year, with input from all Councillors and the incoming CEO. This report is a quarterly review of her performance against the KPIs set. The Chief Executive Officer Performance Appraisal Advisory Group consisting of Cr Jennifer Anderson, Cr Mandi Mees and Cr Natasha Gayfer met on two occasions: once just as the sub committee and then on a second occasion with the CEO present to discuss her progress against her KPIs. All Councillors were given an opportunity to view the CEO's self-assessment against her KPIs and provide feedback to the Advisory Group. The Chief Executive Officer Performance Appraisal Advisory Group’s assessment and recommendation has been provided to all Councillors for their consideration.

Recommendation:

That as this report concerns matters regarding personnel then pursuant to Section 89(2)(a) of the Local Government Act 1989, it be considered by Council together with any other confidential matters at the conclusion of that part of this meeting open to the public.

It was moved by Cr Bleeck seconded by Cr Pearce that the Officer Recommendation as contained in the confidential report be adopted viz 1. That Council notes the responses provided by the Chief Executive

Officer in the confidential report with regards to her first quarter performance against her KPIs;

2. That Council notes the Performance Appraisal Advisory Group’s

comments in the confidential report that have been shared with the CEO


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3. That Council note that the CEO has met her first quarter Key Performance Indicators.

4. That Council adjust the KPI section 1 Strategic Objectives (iii)

Leadership section (a) regarding evaluation of systems, policies and processes underpinning service delivery from only being required in quarter one and two to across the entire year.

CARRIED

12. DIRECTOR CORPORATE SERVICES REPORTS: Report No: Report Title: CS.1 Contracts to be awarded as at 28 March 2018

Synopsis:

The following report indicates whether or not delegated authority to award the contract exists. It also presents Council with the opportunity to: (a) specifically grant delegated authority to the Chief Executive Officer; and/or (b) specifically review delegated authority in any instance where Council deems it appropriate. Officer Recommendation: That Council note that the following contracts will be awarded by Council officers under delegated authority:

C18.937 Supply Panel Bluestone Modifications

C18.939 Supply Panel Traffic Management

C18.940 Security Services Council Facilities

C18.941 Design and Construct Footbridge Fisher Street Gisborne

That Council grant delegated authority to the Chief Executive Officer to award contract:

A18.942 Retail Electricity Large and Small Markets, Public Lighting and Natural Gas

It was moved by Cr Bleeck seconded by Cr Twaits that the Officer Recommendation be adopted.

CARRIED

Report No: Report Title: CS.2 Environmental tendering benefit

At the May 2017 Council meeting it was resolved that officers should: 1. Establish a way of measuring and reporting on the influence the tendering

mandatory environment criteria has in selecting tender proponents and any associated varying outcomes for the environment; and

2. Report back in 6 months on the impact that the current 2017 Procurement Policy environmental benefit tender criteria is having on tendering decisions.


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An analysis of tenders conducted since the introduction of the environmental benefit criteria has been completed to establish a way of measuring and reporting on the influence the environment mandatory criteria has had on selecting tender proponents. A sample of 10 tenders since the introduction of the criteria has been evaluated using a common template. This review suggests that the current environmental benefit criteria contributes to achieving a higher level of environmental outcome. In order to guide future thinking and understanding of different approaches, some further research has been conducted. More sophisticated and differential approaches of assessing environmental benefit are occurring in the local government setting, noting that adopting a higher level of sophistication in assessment would require changes to Councils current approach. Officer Recommendation: 1. That Council note the report provided responding to the 24 May 2017

resolution (Item CS.2); and 2. That future review of the Procurement Policy include consideration of

the environmental benefit evaluation criteria and opportunities to improve environmental outcomes.

It was moved by Cr Gayfer seconded by Cr Mees that the Officer Recommendation be adopted.


CS.3 Report from the Audit Committee meeting held on 14 February 2018

Synopsis: An Audit Committee meeting was held on 14 February 2018 and the Minutes from that meeting have been distributed to all Councillors. The Committee discussed:

three internal audits on the tendering process, library facilities and waste management

proposed changes to Council’s Complaints Handling Policy

a draft annual and multi-year Audit Committee plan; and

completed a review of the Audit Committee Charter.

Officer Recommendation: 1. That Council note the report together with the minutes from the Audit

Committee meeting held on 14 February 2018; and 2. The Council endorse the attached Audit Committee Charter as

recommended by the Audit Committee at its 14 February 2018 meeting.

It was moved by Cr Mees seconded by Cr Gayfer that the Officer Recommendation be adopted.

CARRIED


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13. DIRECTOR COMMUNITY WELLBEING REPORTS: Report No: Report Title: CW.1 Macedon Ranges Regional Sports Hub Feasibility Study Synopsis:

During 2016 community groups successfully advocated to gain a Federal funding commitment to develop a business plan for a multi-court sports hub in the Macedon Ranges. The study was commissioned in 2017 and has now been completed. The study examined the demand and projections for indoor sports court provision across the shire and potential development of current indoor sports court facilities. The study supported the development of a multi-court sports hub and identifies the most suitable location as being New Gisborne. The estimated capital cost, potential staging, estimated operational costs and other details are outlined in the study which also provides detail on potential development of existing facilities.


That Council:

1. Formally thank clubs, groups, submitters and the reference group for their input into the process;

2. Adopt the attached Macedon Ranges Regional Sports Hub Feasibility Study; and

3. Merge the Macedon Ranges Regional Sports Hub project with the New Gisborne Regional Sportsfields project to create a single Macedon Ranges Regional Sports Precinct project and:

i. Package and refer funding requirements to Council’s budgetary and advocacy processes as follows:

Component Total Cost Source Share

Sports fields

$14.2M

Council $4.7M committed including land ($800,000)

Federal $3.9M applied for through Building Better Regions Fund

State $5.6M sought

Indoor sports courts (stage 1)

$18M

Council $6M to be considered

Federal $6M sought

State $6M sought

Indoor sports courts (stage 2)

$10M

Sources and funding to be identified.


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ii. Proceed to develop a traffic management plan for the integrated precinct funded by remaining 2017/18 Council budget allocations for planning of the sports fields and the sports hub.

It was moved by Cr Pearce seconded by Cr Twaits That Council: 1. Formally thank clubs, groups, submitters and the reference group

for their input into the process;

2. Adopt the concept of a Sports Hub, as outlined in the Macedon Ranges Regional Sports Hub Feasibility Study;

3. Endorse the Sports Hub concept being integrated into the Macedon

Ranges Regional Sports Precinct;

4. Seek all funding opportunities, including grant opportunities, to fund the proposal;

5. Continue to work with the community to refine the concept, having regard to;

- Councils financial priorities and budget imperatives and directions; - the development of a staged approach to delivery should funding opportunities require it.

CARRIED Report No: Report Title: CW.2 Country Football Netball Funding Program

Synopsis:

The Country Football Netball Program (CFNP) is a State Government and Australian Football League (AFL) program established to provide funding to Council’s for capital improvements to football and netball facilities. The next round of this program is open and the State Government has provided very short timelines for the process with applications due on 12 April 2018. This does not allow Council time to undertake a community club expression of interest process and assess any applications in order to provide a recommendation to a formal Council meeting as is normal practice. As such after consideration of a number of potential projects and options it is recommended that application be made to provide behind the goal netting to all senior ovals across the shire. This will enhance training and playing participation and safety. Officer Recommendation:

That Council: 1. Submit an application to the Country Football Netball Program to

install goal post netting at Gisborne, Kyneton, Woodend, Riddells


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Creek, Romsey and Lancefield ovals at an estimated cost of $190,000; and

2. Refer for consideration to the 2018/19 budget process the required $90,000 Council contribution to the project.

It was moved by Cr Anderson seconded by Cr Mees That Council:

1. Submit an application to the Country Football Netball Program to install goal post netting at Council managed and maintained senior ovals at an estimated cost of $150,000; and

2. Refer for consideration to the 2018/19 budget process the required

$50,000 Council contribution to the project. CARRIED

14. DIRECTOR ASSETS AND OPERATIONS REPORTS: Report No: Report Title:

AO.1 Sealing of Crombie Road, Macedon Synopsis:

A petition was presented to Council on 28 February 2018 signed by 23 residents requesting Council seal Crombie Road between Mount Macedon Road and Norton Road, Macedon. Council resolved at that meeting “that the petition be received and lay on the table and that a report be presented to the 28 March 2018 Ordinary Council meeting”. This report recommends that Council notes the proposed investigation and consultation work to respond to this petition and that a report with the outcome of this work will be presented to the July 2018 Council meeting. Officer Recommendation: That:

1. Council note the proposed actions to be undertaken by Council

Officers in responding to the issues detailed within the petition; and 2. Council officers provide a report to Council at the July 2018 meeting

with the results of the investigation and survey work; and 3. Council responds to the first named petitioner regarding the proposed

actions. It was moved by Cr Mees seconded by Cr Jukes that the Officer Recommendation be adopted.

CARRIED


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Report No: Report Title: AO.2 Farrell Street, New Gisborne – Traffic calming

Synopsis A petition was presented to Council on 28 February 2018 signed by 43 residents identifying concerns with the volume of through traffic on Farrell Street New Gisborne as a result of motorists using this road as short cut instead of the Saunders and Station Road intersection. Council resolved at that meeting “that the petition be received and lay on the table and that a report be presented to the 28 March ordinary Council meeting”.

This report recommends that Council notes the proposed investigation and consultation work to respond to this petition and that a report with the outcome of this work will be presented to the Council at the August 2018 Council meeting. Officer Recommendation That:

1. Council note the proposed actions to be undertaken by Council

Officers in responding to the issues detailed within the petition; 2. Council Officers provide a report to Council at the August 2018

meeting with the outcome of the investigation work in relation to the petition concerns; and

3. Council respond to the first named petitioner about the proposed

actions.

It was moved by Cr Jukes seconded by Cr Bleeck that the Officer Recommendation be adopted.

CARRIED

Report No: Report Title: AO.3 Recycling services – Interim arrangements Synopsis:

This report is to update Council regarding increased recycling charges due to the local and global recycling crisis.

Council has delegated authority primarily to the Chief Executive, Directors and Managers across a wide variety of areas including capital works expenditure, capital asset expenditure and the awarding of contracts subject to the delegated authority not exceeding prescribed values and parameters, within Council’s Procurement Policy.

As this report relates to contractual matters a confidential report is included in the confidential section of this agenda.


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Officer Recommendation: That as this report concerns matters which Council considers would prejudice the Council or any person, then pursuant to Section 89(2)(h) of the Local Government Act 1989, it be considered by Council together with any other confidential matters at the conclusion of that part of this meeting open to the public.

It was moved by Cr Bleeck seconded by Cr Mees that the Officer Recommendation as contained in the confidential report ( as amended ) be adopted viz That Council: 1. Approves additional expenditure with Wheelie Waste under existing

contract C11.542 to continue the comingled recycling services at an agreed additional charge by Visy Recycling of $136.00 inc GST per tonne from 1 March to 30 June 2018;

2. Authorises the additional expenditure to be funded from the 2017/18 budgeted operating surplus which incorporates $925,000 of identified savings; and

3. Notes that the application for Ministerial Approval under Section 186

(5) of the Local Government Act 1989 seeking Ministerial exemption from public tendering, to enable Council to negotiate a new recycling contract charge has been approved by Hon Marlene Kairouz MP,

Minister for Local Government. CARRIED

15. NOTICES OF MOTION AND RESCISSION

Notice of Rescission No. 9/2017-18 – Councillor Jennifer Anderson

That Council’s decision at its Ordinary Council Meeting on 28 February 2018 in relation to Notice of Motion 7/2017-18 viz:

That Council review the following part of Local Law # 10 being Part 3, Section 24 Motorised Recreational Vehicles, and allocate resources in the 2018/19 financial year to undertake this work. This review will be through consultation with the community to determine the best workable future direction of this section of the local law.

be rescinded.

It was moved by Cr Anderson seconded by Cr Gayfer That Council’s decision at its Ordinary Council Meeting on 28 February 2018 in relation to Notice of Motion 7/2017-18 viz:

That Council review the following part of Local Law # 10 being Part 3, Section 24 Motorised Recreational Vehicles, and allocate resources in the 2018/19 financial year to undertake this work. This review will be through consultation with the community to determine the best workable future direction of this section of the local law.

be rescinded.


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Procedural Motion

It was moved by Cr Jukes seconded by Cr Bleeck that the motion be put. The procedural motion was put and lost

LOST

The Notice of Rescission was put and lost Cr Anderson requested division For – Cr’s Anderson, Radnedge, Gayfer and Pearce (4) Against – Cr’s Jukes, Mees, Twaits, Bleeck and West (5)

LOST

16. URGENT AND OTHER BUSINESS

Cr Anderson sought leave to raise an item of Urgent and Other Business concerning the submission of a motion on telecommunications to the Australian Local Government Association National Assembly 2018 noting that motions are required to be lodged by 30 March 2018. Leave was granted. It was moved by Cr Anderson seconded by Cr Radnedge

That Council submit the following motion to the Australian Local Government Association National Assembly 2018 ‘That the Australian Local Government Association advocate the following ;

1. That the Federal Government demand and require greater coordination

in the planning and location of infrastructure required for NBN and telecommunications by requiring all carriers ensure that planned new infrastructure applications are supported by an integrated approach for black spot locations covering NBN and all telecommunications carriers.

2. That the Codes of Practice for Telecommunications Facilities be

reviewed and updated reflecting advancement in technology, alternatives to towers and requiring that all carriers demonstrate the merit of any new tower proposal having regard to an integrated strategic placement and merited multi co-location ability for any new tower. Alternatives to towers should also be proposed in any new tower application.

CARRIED

Cr Radnedge sought leave to raise an item of Urgent and Other Business concerning the submission of a motion on waste and recycling to the Australian Local Government Association National Assembly 2018 noting that motions are required to be lodged by 30 March 2018. Leave was granted.


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Declaration of Conflicts of Interest 8.31 pm The Mayor declared an indirect conflict of interest in this matter due to a conflicting duty created by her role of Chairperson of the Regional Waste Board and left the Council Chamber prior to Council commencing its determination of this matter.

Cr Gayfer declared an indirect conflict of interest in this matter due to a

conflicting duty created by her employment with State Government in a role associated with waste and resource recovery and left the Council Chamber prior to Council commencing its determination of this matter.

It was moved by Cr Jukes seconded by Cr Bleeck that Cr Mees assume

the Chair. CARRIED

Cr Mees assumed the Chair It was moved by Cr Radnedge seconded by Cr Pearce

That Council submit the following motion to the Australian Local Government Association National Assembly 2018 ‘That the Australian Local Government Association advocate the following ; 1. That the Federal Government commence an enquiry into the future of

the waste and recycling sector in Australia, to review the current practices of waste to landfill and recyclables being sent overseas which are no longer sustainable or viable.

2. That the Federal Government implement policy settings that support a philosophy that views waste as a resource and resets the waste and recycling industry to move towards establishing a sustainable and viable waste and recycling resource recovery industry.

3. That the Federal Government invest in supporting market development, technologies and the associated local industries in creating and expanding potential end market uses of recovered resources.

CARRIED 8.32 pm The Mayor and Cr Gayfer returned to the meeting.

17. CONFIDENTIAL REPORTS

17.1 Chief Executive Officer’s quarterly review (Dealt with earlier in the meeting)

17.2 Recycling services – Interim arrangements (Dealt with earlier in the meeting)

Closure of Meeting The meeting closed at 8.33pm

Councillor Jennifer Anderson Mayor

ordinary council meeting wednesday 28 march 2018 at …...planning and environment directorate...

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