20160913 Council minutes - open - campaspe.vic.gov.au · as well as to identify the most...

Shire of Campaspe - Minutes i 13 September 2016

CONTENTS 1. APOLOGIES ............................................................................................................................................ 803

2. CONFIRMATION OF MINUTES & ATTACHMENTS ............................................................................... 804

3. DECLARATION OF INTERESTS ............................................................................................................ 805

4. RESPONSIBLE AUTHORITY DECISIONS ............................................................................................. 806

5. PLANNING AUTHORITY DECISIONS .................................................................................................... 807

6. COUNCIL DECISIONS ............................................................................................................................ 808

6.1. Campaspe Advocacy Priorities 2016-2018 .............................................................................................. 808

6.2. Submission to the Local Government Act Review ................................................................................... 812

6.3. Echuca Commercial Strategy – Background Research and Analysis Report .......................................... 814

6.4. Echuca Marketing and Business Development Fund Special Charge ..................................................... 818

6.5. Council Policy Review ............................................................................................................................. 823

6.6. Staff Years of Service - Staff Recognition Program, Policy 62 ................................................................ 825

6.7. Change of December Ordinary Council Meeting Date ............................................................................. 828

6.8. Policy 132 – Private Water Assets in Roads Reserves ........................................................................... 830

6.9. Place of Public Entertainment (POPE) .................................................................................................... 833

6.10. Planning & Building Manager Instrument of Appointment and Authorisation .......................................... 836

6.11. A Tactical Approach to Toilets Strategy Implementation Plan ................................................................. 839

6.12. Service Agreement – Kyabram Fauna Park 2016 - 2019 ........................................................................ 843

6.13. Winter Blues Festival Inc & Steam Rally Echuca Multi-Year Agreements ............................................... 846

6.14. Submission to Working Holiday Visa Review .......................................................................................... 849

6.15. Instrument of Delegation to Chief Executive Officer ................................................................................ 852

6.16. Instrument of Delegation S6, Council to Staff .......................................................................................... 855

6.17. Advocacy Re: Petition Proposed Bus Route Bynan and Crescent Streets, Echuca ................................ 858

6.18. Sale of Land – 540 Webb Road Kyabram (Volume 8347 / Folio 258) ..................................................... 860

6.19. Authority to Sign Financial Statements .................................................................................................... 865

6.20. Capital Works Budget Transfer and Project Closures Report .................................................................. 867

7. COUNCIL INFORMATION ...................................................................................................................... 870

7.1. Receiving of Open Assembly of Councillors Records .............................................................................. 870

7.2. Letters of Appreciation ............................................................................................................................. 873

7.3. Responsive Grants Program ................................................................................................................... 874

7.4. Strategic Initiatives Update ...................................................................................................................... 876

8. COUNCILLOR REPORTS ....................................................................................................................... 878

9. CHIEF EXECUTIVE OFFICER’S REPORT ............................................................................................. 880

10. NOTICES OF MOTION ........................................................................................................................... 881

Shire of Campaspe - Minutes ii 13 September 2016

11. URGENT BUSINESS .............................................................................................................................. 881

12. QUESTION TIME .................................................................................................................................... 881

13. CLOSED SESSION OF THE MEETING TO THE PUBLIC ..................................................................... 881

14. CONFIRMATION OF CONFIDENTIAL MINUTES & ATTACHMENTS ................................................... 882

15. CONFIDENTIAL COUNCIL INFORMATION ........................................................................................... 882

15.1. Receiving of Confidential Assembly of Councillors Records ................................................................... 882

15.2. Receiving of Confidential Communication Reports & Attachments ......................................................... 882

16. CONFIDENTIAL BUSINESS ................................................................................................................... 882

16.1 89(2)(h) Any other matter which the Council or Special Committee considers would prejudice the Council or any person ............................................................................................................................................... 882

16.2. 89(2)(D) Contractual Matters ................................................................................................................... 882

16.3. 89(2)(D) Contractual Matters ................................................................................................................... 882

16.4. 89(2)(D) Contractual Matters and (E) Proposed Developments .............................................................. 882

17. CONFIDENTIAL COUNCIL MEETING CLOSE ....................................................................................... 882

18. ITEMS DETERMINED TO BE NO LONGER CONFIDENTIAL ............................................................... 882

19. OPEN MEETING TO THE PUBLIC ......................................................................................................... 883

20. MEETING CLOSE ................................................................................................................................... 883

Shire of Campaspe - Minutes 803 13 September 2016

MINUTES Minutes of the Open Section of the Meeting of the Shire of Campaspe Council, held in the Echuca Civic Centre, on Tuesday, 13 September 2016 commencing at 4:03pm.

PRESENT Councillors: Leigh Wilson (Mayor), Carol Howell (Deputy Mayor), Emma Bradbury, Paul Jarman, Ian Maddison,

Leanne Pentreath, Adrian Weston, John Zobec

OFFICERS Jason Russell – Chief Executive Officer

Diane Hood – General Manager Corporate Services

Emma Dalton –General Manager Infrastructure Services

Paul McKenzie – General Manager Regulatory & Community Services

Keith Oberin – General Manager Economic & Community Development

Frank Crawley – Governance Manager

Janine Caiolfa – Commercial Operations Manager

Sandra Ennis – Communications & Public Affairs Manager

Kristen Brehaut – Communications Officer

Sharolyn Taylor – Council Support Officer

1. APOLOGIES

Cr Neil Pankhurst – leave of absence


2. CONFIRMATION OF MINUTES & ATTACHMENTS

For the:

Open section of the Council Meeting held on 16 August 2016

Open section of the Campaspe Briefing Session held on 2 August 2016

Open section of the Campaspe Briefing Session held on 16 August 2016

COUNCILLORS ZOBEC/BRADBURY

That the following minutes be accepted as true and accurate records:

The open section of the Council Meeting held on 16 August 2016

The open section of the Campaspe Briefing Session held on 2 August 2016

The open section of the Campaspe Briefing Session held on 16 August 2016

CARRIED


3. DECLARATION OF INTERESTS

Disclosure of Conflict of Interests are to be made immediately prior to any relevant item being discussed.

Local Government Act 1989 Section 79

(1) If a Councillor or member of a special committee has a conflict of interest in a matter which is to be considered or discussed at a meeting of the Council or the special committee, the Councillor or member must, if he or she is attending the meeting, disclose the conflict of interest in accordance with subsection (2).

(2) A Councillor or member of a special committee who has a conflict of interest and is attending the meeting of the Council or special committee must make a full disclosure of that interest:

(a) by either

(i) advising the Council or special committee at the meeting of the details required under paragraphs (b) and (c) immediately before the matter is considered at the meeting; or

(ii) advising the Chief Executive Officer in writing of the details required under paragraphs (b) and (c) before the meeting; and

(b) classifying the type of interest that has given rise to the conflict as either:

(i) a direct interest; or

(ii) an indirect interest and specifying the particular kind of indirect interest under section 78, 78A, 78B, 78C, 78D or 78E; and

(c) describing the nature of the interest; and

(d) if the Councillor or member advised the Chief Executive Officer of the details under paragraph (a)(ii), the Councillor or member must make a disclosure of the class of interest only to the meeting immediately before the matter is considered at the meeting.

Cr Paul Jarman declared an indirect conflict of interest in item 6.4 by way of conflicting duty


4. RESPONSIBLE AUTHORITY DECISIONS


5. PLANNING AUTHORITY DECISIONS


6. COUNCIL DECISIONS

6.1. CAMPASPE ADVOCACY PRIORITIES 2016-2018

Author:

Andrew Cowin, Corporate Planning Manager

Attachments:

6.1. Draft document: Campaspe Advocacy Priorities 2016-2018

1. Purpose

To seek Council’s endorsement of the draft document Campaspe Advocacy Priorities 2016-2018.

2. COUNCILLORS MADDISON/BRADBURY

That Council:

1. Endorse the document Campaspe Advocacy Priorities 2016-2018: Infrastructure and Policy Needs for a Diverse Rural Community.

2. Note that copies of the document will be made available to the public and will be used to advise governments and decision-makers of Council’s advocacy priorities for the coming period.

3. Request that copies of the document be forwarded to the following State and Federal political representatives whose electorates or interests include Campaspe:

Member for Murray Plains (Vic)

Member for Euroa (Vic)

Member for Murray (Fed)

Senator Bridget McKenzie (Fed)

4. Request that officers commence a review process for the document by March 2018.

CARRIED

3. Conflict of Interest

In accordance with Section 80B of the Local Government Act 1989, the officer preparing this report declares no conflict of interest in regards to this matter.

4. Charter of Human Rights

This report has considered and complies with the Human Rights and Responsibilities contained in the Victorian Charter of Human Rights and Responsibilities Act 2006.


5. Instrument of Delegation

This report has considered and complies with the Instrument of Sub-Delegation by the Chief Executive Officer in so far as this report is not contrary to the existing policy or strategy previously adopted by Council.

6. Background

The Shire of Campaspe has been undertaking the development of improved communication materials in connection with its program of advocacy.

Advocacy is an important role for local government in Victoria, and to this extent it is specified in the Victorian Local Government Act as one of the key functions of councils. Local government advocacy is about stepping up to speak out on issues that matter to the local community so as to seek positive outcomes from decision-makers. This may include issues such as new infrastructure, funding for programs, or changes to policy or legislation. Funding and support from government also allows councils to progress key local projects and continue to deliver high-quality services to the community.

In recent years, the Shire of Campaspe has stood up on a broad range of issues on behalf of the local community, including national water reform, improved public transport, support for the local agricultural sector, improved telecommunications infrastructure, and funding for local schools and healthcare.

Given the broad range of advocacy issues across the municipality, it is considered valuable to bring together the highest priority issues into a single document that provides clarity to decision-makers and the community on Council’s proposed advocacy program for the upcoming period.

7. Content

A comprehensive process has been undertaken to capture the broad range of advocacy issues across the municipality, as well as to identify the most appropriate format for the document. This process has included a review of similar documentation from other councils, and consultation with Councillors, managers and other council staff.

The draft document, provided at Attachment 6.1, has been entitled ‘Campaspe Advocacy Priorities 2016-2018: Infrastructure and Policy Needs for a Diverse Rural Community.’ It has been constructed to provide the reader with an understanding of the municipality, its strengths and challenges, and the key advocacy issues that the organisation intends to pursue over the coming period.

The specific advocacy issues are brought to light across two areas of the document:

Advocacy themes – which provides a ‘snapshot’ of key themes and individual topics

Advocacy campaigns – which provides more detailed information on a small number of the highest priority issues

The table below provides further detail on the specific content.

Advocacy themes Issues included

Healthy local communities

Low-cost housing Universal access to early childhood education Substance abuse Domestic violence Infrastructure renewal for schools, including Kyabram P-12 Co-location of kindergartens with local schools Co-location/upgrade of the Waranga Hospital and Aged Care Hostel

A prosperous region Policy for agriculture/processing sectors Water supply for agriculture Investment in renewable energy Temporary workforce issues (backpacker tax; temporary housing)


Connected communities

Second bridge for Echuca Moama NBN and mobile phone infrastructure Train services and public transport Highway funding, including Northern Hwy and GV Bypass Waranga Trail Heygarth Street/Hare Street intersection upgrade Rail crossing upgrade, Oglivie Avenue East-west pedestrian crossing (Eyre St, Echuca) Town entrance highway upgrades

A healthy natural environment

Blue-green algae Fruit fly Crown land waste management Roadside weeds

Effective governance Rural council funding model Financial Assistance Grants Regional infrastructure planning State Emergency Service funding Water management issues (rural drainage; flood monitoring; fire-fighting

assets; channel decommissioning)

Targeted advocacy campaigns

Train services / public transport (‘Effective Public Transport for Campaspe’) Agricultural policy (‘Support for the Campaspe Food Sector’) Telecommunications infrastructure (‘Securing Campaspe’s Digital Future’) The second bridge (‘A Second Bridge for Echuca Moama’) Local Government funding (‘Sustainable Funding for Local Government’) Rural water / the Basin Plan (‘A Balanced Basin Plan’)

In developing the draft document, consideration was given to including an issue based on criteria such as:

The profile of the issue within the community

The spread of benefit that would be derived from implementation

Council’s ability to influence the issue

Whether opportunities exist to partner with other organisations or agencies to increase effectiveness

Many of these are issues in which Council has been active for a number of years. These will likely continue to remain prominent on Council’s advocacy agenda until a satisfactory level of resolution is observed.

8. Options

Option 1: Endorse the document as provided

This option is recommended by officers.

Considerable work has been undertaken to ensure that the priority issues affecting Campaspe have been appropriately captured. The document is effectively a compilation of issues in which Council has been active for some time, and in this regard it can be seen as a restatement of Council’s previously-endorsed advocacy positions.

The document layout has been carefully considered by adopting the best approaches taken with similar documents from other Victorian councils.

Option 2: Modify the document

This option is not recommended by officers.


It remains open to Council to modify the document to add or remove particular advocacy issues. Given the consultation undertaken to date and the intended review of the document in 18 months’ time, further modification is not considered essential at this stage.

Option 3: Not endorse the document


Advocacy is a key role for local government and it is vital that Council and decision-makers have clarity on the key issues affecting Campaspe communities. Given this fact, coupled with the comprehensive process undertaken to ensure the validity of the document’s contents, not endorsing the document is not recommended.

9. Strategic Planning Environments

Prosperity: The clear articulation of Council’s advocacy priorities directly supports a number of strategies under Strategic Directions #1, #2, and #4 including ‘Advocate for infrastructure that support business establishment and development’.

Place: The document supports a broad range of Place strategies relating to local infrastructure needs including ‘Advocate for transport links between local and regional destinations’ and ‘Enable effective decisions regarding long term use of and investment in community facilities.’

People: The document supports a broad range of People strategies including ‘Advocate for, and partner with providers to offer improved health and social services that best match communities’ needs’ under Strategic Direction #1.

Organisation: The recommendation upholds Council’s commitment to advocacy as a core service of the organisation to support Campaspe communities.

10. Consultation

Consultation has taken place across the organisation as follows:

Briefings with Councillors to understand key community issues affecting the Shire and within various communities.

Consultation with the CEO and General Managers as to the document’s structure and contents.

Direct discussions with Managers as to key issues within specific Council service areas.


6.2. SUBMISSION TO THE LOCAL GOVERNMENT ACT REVIEW

Author:

Frank Crawley, Governance Manager

Attachments:

6.2 Draft submission

1. Purpose

To seek Council’s endorsement of the attached submission to the State Government’s review of the Local Government Act.

2. COUNCILLORS BRADBURY/HOWELL

That Council endorse the Shire of Campaspe submission to the Local Government Act Review as detailed in Attachment 6.2.

CARRIED







6. Background

The Victorian Government is conducting the first comprehensive review of the Local Government Act since its creation in 1989. The government has three main aims of the Local Government Act Review:

Consistent and democratic council structures and voting rules

Freeing up councils to be innovative, collaborative and efficient as possible

Greater autonomy

Key new reforms proposed in the Local Government Act Review Discussion Paper include:

Stronger role for Mayors

Consistency in wards


Simpler electoral rules

Improved Community Engagement

Improved Accountability

Greater Autonomy

Simpler Rating system

The timeline for the new Local Government Act is consultation in 2016, an exposure draft and further consultation in 2017 and commencement in 2018.

The Victorian Government has invited submissions which close on 16 September 2016.

7. Issues

Issue 1: Reduction in red tape

The directions paper argues for a principle based act, however there is enough commentary in the paper to suggest that there may still be a large amount of prescriptive legislation that could possibly be transferred into regulations or guidelines. If this is the case it would mitigate against the goal of having principle based legislation with implementation and methodology being left to council. This may become clearer later on in the process.

8. Options

Option 1: Endorse the attached submission


Option 2: Endorse the attached submission with some changes


Option 3: Not endorse the attached submission



Prosperity: No direct impact

Place: No direct impact

People: No direct impact

Organisation: The recommendation upholds Council’s commitment to advocacy as a core service of the organisation, in particular when government policy affects our organisation, compliance with the Act and mechanism to provide community services.

10. Consultation

Consultation has taken place with the Chief Executive Officer, Executive Management Group, and Mayor and Councillors at the 16 August Briefing session.

11. Officer Comment

It is important that Council’s views on the review be known as this is the legislation Council must comply with.


6.3. ECHUCA COMMERCIAL STRATEGY – BACKGROUND RESEARCH AND ANALYSIS REPORT

Author:

Andrew Cowin, Corporate Strategy Manager

Attachments:

6.3. Echuca Commercial Strategy – Background Research and Analysis Report

1. Purpose

To seek Council’s endorsement of the Echuca Commercial Strategy, Background research and analysis report.

2. COUNCILLORS JARMAN/MADDISON

That Council:

1. Endorse the Echuca Commercial Strategy, Background research and analysis report (Background Report) as outlined in Attachment 6.3 as providing the key implications and questions upon which the Echuca Commercial Strategy will be based.

2. Approve the public release of the Background Report.

CARRIED







6. Background

Council at its meeting on the 17 February 2015 endorsed the following scope to support the development of an Echuca Commercial Strategy:

Examine and define the role and function of the CBD including its interaction with surrounding residential areas.

Examine and define the role and function of the outlying commercial area of the town, particularly along the highway entrances to the town and in proximity to identified growth corridors.

Establish a retail hierarchy for Echuca.

Examine strategies to ensure the retention of the primacy and function of the CBD area as the main retail centre.


Examine floor space constraints in the Central Business District (CBD) and possible expansion opportunities.

Review the adequacy of existing Echuca CBD and Heritage Port Precinct car parking strategy.

Examine and identify appropriate planning tools to achieve recommended outcomes.

The development of this Background Report provides the analysis and discussion upon which the Echuca Commercial Strategy will be based. The draft background report was initially prepared by consultants Essential Economics and Spiire in 2015. Further consultation and analysis was then carried out by Campaspe Shire Council in July, 2016. The background report has been updated with the outcomes of this additional work, although some sections of the original report are largely unchanged.

7. Content

The Echuca Commercial Strategy will provide a detailed assessment of the demand and supply for retail and commercial development in Echuca, and present recommendations to guide the future development of Echuca’s commercial areas. The strategy will provide the strategic planning basis for promoting the long‐term sustainability of current and future commercial development in the township.

The Background Report provides the analysis and discussion upon which the Echuca Commercial Strategy will be based.

The Background Report is structured to provide:

1. Context Analysis: Describes the context with which Echuca’s commercial centres are situated, including background on a number of the key considerations to be addressed in the Strategy.

2. Planning and Policy Context: Provides an overview of the Campaspe Planning Scheme and how it relates to Echuca’s commercial centres.

3. Echuca CBD: Provides an overview of the existing role and land use patterns in the CBD including the availability of development or re-development sites within the CBD.

4. Echuca’s Other Commercial Centre: Describes the other commercial centres in Echuca.

5. Overview of Consultation: Presents the main findings and implications arising from consultation undertaken as part of the Strategy.

6. Retail Economic Analysis: Presents an analysis of the future retail floorspace requirements in Echuca’s commercial centres.

7. Non‐retail Development Trends and Opportunities: Identifies other development opportunities suitable for Echuca’s commercial centres, including tourism, office, restricted retailing, community, etc.

8. Future Options for the Echuca CBD: Describes the future options for the consolidation and expansion of the CBD.

9. Summary of Issues and Opportunities: Presents a visual summary of the issues and opportunities identified in the report.

Importantly the Background Report at the end of each discussion identifies the key implications and key questions for the strategy.

The key questions identified in the Background Report include:

What trends in retailing and consumer behaviour will affect Echuca the most?

What are the greatest threats and opportunities for commercial land in Echuca, in your opinion?


What improvements need to be made to the strategic directions in the MSS?

What are the implications of more flexible zoning arrangements in the Commercial 2 Zone on the highway entrances in Echuca? Is there a risk that large retail or office uses could establish in these areas?

Are the current Design and Development overlays that apply along the highways achieving their design objectives?

Are there any locations where additional Design and Development overlays are needed?

Are there any zoning anomalies or inconsistencies that require further investigation?

What conditions will be required to stimulate the re‐development of sites within the existing CBD?

Should the Echuca CBD be expanded to accommodate commercial growth?

What parts of the Echuca CBD are most constrained by old drainage infrastructure?

Is the current planning framework for the Rice Mills site appropriate?

What uses should be encouraged to locate on the Northern Highway, Murray Valley Highway and Ogilvie Avenue? Should each highway play a different role?

How can the planning system help to maintain the viability of smaller centres such as Haverfield Street Neighbourhood Centre and Crossenvale Local Centre?’

Where should a new supermarket be located in Echuca/Moama?

Where should new, smaller shops be located in Echuca/Moama?

How could the retail and hospitality role of the Port Precinct be enhanced through the planning system?

How can the planning system encourage more mixed use and residential uses in the Echuca CBD?

Are there any preferred areas for accommodation within the Echuca CBD? How can the planning system provide for these uses?

Should the Echuca CBD be expanded or consolidated?

If the CBD is to be expanded, should this occur to the east or south?

How can good design outcomes be encouraged through the development of the Echuca Commercial Strategy?

What broad principles should guide new commercial development in Echuca?

8. Options

Option 1: Endorse the Background Report


The Echuca Commercial Strategy will provide the strategic planning basis for promoting the long‐term sustainability of current and future commercial development in Echuca. The Background Report is the first step in the development of the strategy. The Background Report has been developed following extensive research and consultation and discussion and provides the key implications and questions upon which the Echuca Commercial Strategy will be based.

Option 2: Not endorse the Background Report



Not endorsing the Background Paper will not allow the Echuca Commercial Strategy to progress. Consequently leaving Echuca without a clear strategic direction in relation to future commercial development.


Prosperity: The development of the Echuca Commercial Strategy supports Strategic Objective #1 Industry and businesses are supported and attracted to invest, grow and diversify, Strategic Objective #2: Our primary and secondary agricultural sectors are strong and viable, Strategic Objective #3: Campaspe is a desired tourist destination, Strategic Objective #4: Campaspe attracts and retains new residents. Without the appropriate planning for future commercial and retail development these objectives would not be achieved.

Place: Strategic Objective #2 Land use planning meets current and future needs. The completion of the Echuca Commercial Strategy will ensure current and future needs are catered for.

People: No impact.

Organisation: The finalisation of the Echuca Commercial Strategy is currently unfunded.

10. Consultation

The development of the Background Report has been informed by extensive consultation with individual’s, landowners, businesses, servicing authorities, developers and Council officers. The consultation has occurred through workshops, surveys and individual meetings. Copies of the survey results are located at appendix B & C of the report. The outcomes of these consultation sessions have informed the Background Report.


Cr Jarman declared a conflict of interest in item 6.4 and left the Chamber at 4:12pm

COUNCILLORS MADDISON/HOWELL

That Council suspend standing orders at 4:13pm

CARRIED

Mr Geoff Kelly addressed Council in relation to item 6.4

Mr Tom Smith addressed Council in relation to item 6.4

Mr Daniel Mackrell addressed Council in relation to item 6.4

COUNCILLORS WESTON/BRADBURY

That Council resume standing orders at 4:46pm

CARRIED

6.4. ECHUCA MARKETING AND BUSINESS DEVELOPMENT FUND SPECIAL CHARGE

Author:

Keith Oberin, Economic & Community Development General Manager

Diane Hood, Corporate Services General Manager

Attachments:

6.4.1. Echuca Marketing and Business Development Fund Submission

6.4.2 Special Rates and Charges, Ministerial Guidelines

6.4.3 July 2016 Council Report

1. Purpose

To provide information, results of the statutory period and associated data to enable Council to determine whether to proceed with a declaration a special rate and charge to establish the Echuca Moama Marketing and Business Development Fund.

2. Recommendation

That Council:

1. Note the feedback from the commercial and industrial rated properties in Echuca.

2. Determine not to proceed with the proposed Marketing and Business Development Fund Special Charge Scheme.


COUNCILLORS MADDISON/BRADBURY

That Council:

1. Note the feedback from the commercial and industrial rated properties in Echuca.

2. Determine not to proceed with this proposed Marketing and Business Development Fund Special Charge Scheme.

3. Consider there is merit in further considering the establishment of a fund for the promotion of tourism and economic development in Echuca and request the proponents develop a further proposal on various funding options to be presented to a future meeting of council, taking into account the appropriate contributions of class of ratepayers, the boundaries of the proposed area, business plan elements, consultation requirements, and the governance arrangements.

CARRIED


In accordance with Section 80B of the Local Government Act 1989, the officers preparing this report declares no conflict of interest in regards to this matter.





6. Background

Echuca Moama Regional Tourism (EMT) and the Committee for Echuca Moama Inc., (C4EM) have made a formal joint submission to Council to undertake the statutory process to put in place a marketing and business development fund for Echuca through the establishment of a five year special rate and charge scheme under Section 163 of the Victorian Local Government Act 1989. This is part of the development of a wider marketing and business development fund for Echuca Moama that would also involve contributions from Moama (including the possibility of a special rate fund for the commercial and industrial rateable properties in that area) as well as from other nearby areas in Victoria and New South Wales

Echuca Moama is recognised as a major tourist, retail, commercial, industrial and community hub in regional Australia. The success of the area has been generated by a group of local businesses and individuals prepared to commit their energies and finances to ensure the destination is top of mind for potential visitors as well as new business investment. The Shire of Campaspe and the former Murray Shire have worked with industry and business representatives over a long period of time, contributing funding support to preserve historic assets and to support the Visitor Information Centre and visitor services.

Similar special rate and charge schemes to that proposed operate in Mildura City Heart, Swan Hill, Shepparton, Central Geelong and numerous other centres in Victoria.

A report came to Council at its July 2016 Ordinary meeting and Council resolved to give notice of its intention to declare a special rate and charge for the Echuca Commercial and Industrial Area and to instruct the CEO to commence the advertisement of the proposal to all affected property owners and businesses for a period of 28 days.


7. Content

In summary, the responses from the affected ratepayers as a result of the statutory process seeking feedback are 51 in support (16%) and 266 objecting (84%). Percentages in the table are versus the total affected properties (877). The sample size (36%) is significant and indicates the statistics can be trusted as an indicator of support/objection.

The comments (from the submissions and made verbally to officers) from those in support of the special charge scheme cover:

the need to promote tourism and commercial development,

the importance of business owners sharing the cost of promotions

potential economic benefits from promotional activities.

The comments from those objecting to the special charge scheme include:

Limited benefits and/or unequal benefits to different areas of Echuca;

Concerns that Moama is not more formally included in the scheme as they were seen as a main benefactor;

Lack of clarity as to the proposed outcomes / objectives / metrics;

Concerns that funds would be spent disproportionately on the wharf area;

No perceived benefit to industrial businesses (94% of submissions from industrial businesses were against the proposal); and

SUPPORT OBJECT TOTAL RESPONSES

% of all % of all % of all

Number affected props Number affected props Number affected props

COMMERCIAL

627 properties

Owner 32 4% 105 12% 137 16%

Occupier 11 1% 29 3% 40 5%

Total 43 5% 134 15% 177 20%

INDUSTRIAL

250 properties

Owner 7 1% 118 14% 125 14%

Occupier 1 0% 14 2% 15 2%

Total 8 1% 132 15% 140 16%

Grand Total 51 6% 266 30% 317 36%

Owner 39 4% 223 25% 262 30%

Occupier 12 1% 43 5% 55 6%


No formal business case being undertaken prior to the scheme being proposed.

A number of comments were made about businesses not having any advance notice about the proposal.

It should be noted that several of the objectors did note (either verbally or in writing) that they were generally supportive of the need to promote tourism as a major economic contributor to the town.

Council may wish to recommend to Echuca Moama Tourism and the Committee for Echuca Moama (or any other interested parties) that any future proposal should consider the above factors and that the proposal include consideration of these areas of concern.

There were 13 people who spoke at the submission hearing on 6 September 2016. All speakers objected to the Special Charge Scheme. The key points raised during the submission hearing covered the same themes identified above, and in particular highlighted:

Unfairness in relation to who received a special benefit. It was felt by most speakers that the benefits did not match with the distribution of payments in several ways – Moama businesses, businesses operating from residences and those outside of the defined zone not subject to the special charge; industrial businesses not receiving the same benefit as commercial businesses; highest portion of benefits to tourism based businesses.

There were numerous points raised around there being no defined business case at this point in time and no defined way to measure the success of the scheme.

It was felt there was a lack of information made available in terms of the scheme’s purpose.

It was broadly felt that the governance of the scheme should be better developed and defined before going to the statutory period for public submissions.

To support their proposal and prior to the submission process, Echuca Moama Tourism and the Committee for Echuca Moama advised that they had (signed) support from 198 businesses and property owners with an additional in principle support from “corporate” businesses (who would likely pay the rate through their property lease/levy to the building owner) of a further 62 businesses. That support, while not included in the submission process as it was prior to the development of full information sent to business has since been tabled by those corporations. There are 225 forms (some from the internet and some signed), approximately 160 (after removing multiple votes from the same property and those from outside of the Echuca area) indicate support from Echuca businesses.

8. Issues and Discussion

Further speakers may wish to speak at the Council Meeting on this item. Speakers in this instance can be any member of the public.

If Council resolves to proceed with the Special Charge Scheme, there are outstanding issues which would need to be resolved. The major one is the specific members, terms and deed of delegation for the S86 Committee. The July report to Council recommended “to accept the EMT and C4EM proposal of a Section 86 Committee, and as this does not need to be fully determined as part of the declaration that Council seeks further review and input from Officers as to the recommended formation of this Committee and its Deed of Delegation.”

From a statutory point of view, if Council received objections from over 50% (439 of the 877 affected ratepayers) then the Special Charge Scheme could not proceed. Council received 266 objections, therefore whether to proceed or not to proceed with the proposed Special Charge Scheme is a decision for Council.


9. Options

Option 1: Decide not to proceed with the proposed Special Charge Scheme.


Option 2: Declare the special rate and charge for the Echuca Commercial and Industrial Area as outlined in the July report to Council.


Option 3: Move a motion to amend the proposed Special Charge Scheme in one or more ways


Council may wish to amend the proposal in some way, this is not likely to be possible at this stage, however may be in the future. The main points is that if Council was to change that proposal in a (new) motion we should abandon the current process and commence a new process (new 28 day statutory period) as the components would have changed and therefore would change the proposed amount to be levied to individual rate payers and as a whole. As we are approaching the caretaker period, timing does not allow this.

It is further recommended that regardless of the outcome of the proposed scheme further analysis of the tourism and economic development expenditure in Echuca and of trends around tourism and commercial growth should be undertaken.


Prosperity: The actions that have been identified are aimed at increasing economic and tourism opportunities.

Place: No impact

People: Consultation and engagement of impacted persons is a pre-requisite under the statutory process

Organisation: There may be workload impacts to staff in the areas of Economic and Community Development as well as Finance.

11. Consultation

The consultation held prior to the statutory period seeking submissions was outlined in the July report.

Consultation followed the statutory process with a public notice, extensive advertising, articles in local papers, and individual letters to affected ratepayers.

There were numerous queries by email, phone and in-person to the office.

Council staff were invited to one external meeting organised by ratepayers to provide input as to the process and legislation covering special rate and charge schemes. Both authors of this report attended.


Cr Jarman re-entered the Chamber at 5:10pm

6.5. COUNCIL POLICY REVIEW

Author:

Christine Brady, Governance Compliance Officer

Responsible Manager:

Governance Manager

Attachments:

6.5. Council policies with amendments

1. Purpose

To present to Council for adoption policies that have been reviewed.


That Council:

1. Adopt reviewed policies as outlined in Attachment 6.5 for Council related policies.

2. Note Council policies will be reviewed annually commencing November 2017.

CARRIED







6. Background

Policies are critical to the strategic objectives of Council and provide a predetermined course of action to the community.

Council policies have been reviewed by the responsible officers, with amendments recommended due to change in legislation, process or procedure.


A further six policies have been reviewed since the August Council meeting in this year’s annual council policy review and summarised on Attachment 6.5.

The Executive Management Group recommend all Council policies be reviewed by Council on an annual basis commencing November 2017.

The policies reviewed and that are proposed to be adopted by Council are summarised below along with a proposed policy to be revoked:

AMENDED POLICIES TO BE ADOPTED AS COUNCIL POLICIES

POLICY NO.

NAME REVIEW COMMENTS

038 Annual Caravan Site Occupancy Update responsible officer title.

054 Improvements to the level of service of the road network

Improvement of readability in line with Council process and update responsible officer title

058 Councillor Support & Entitlements Improvement to readability and updated in line with Council process.

102 Cultural Diversity Access Policy Improvement to readability.

108 Naturestrip plantings and garden beds in urban areas

Update Local Law reference and responsible officer title

152 Election Period Policy Clarification in definition

Ongoing discussions with Councillors will take place as the review process continues. Council can accept further policies under review to be considered as further consultation is required for some policies.

POLICY NO.

NAME NOTES

POLICIES REMAINING UNDER REVIEW

028 Itinerant Trading Separate review being undertaken.

059 Community Engagement Policy Separate review being undertaken.

132 Private Water Assets in Road Reserves Separate Council report in September.

134 Rates and Charges Separate review being undertaken.


Prosperity: No impact.

Place: Council policy assist with establishing guidelines, effective decision making and being accountable to the community.

People: No impact.

Organisation: Policies improve delivery on services to the community and give clear direction to officers.

8. Consultation

Executive Management Group and staff have been consulted in relation to policies which have an effect on their area.

Councillors were consulted by Communication report and at the 5 July 2016 Briefing session.


6.6. STAFF YEARS OF SERVICE - STAFF RECOGNITION PROGRAM, POLICY 62

Author:

Bobbi Aitken, Civic Events & Grants Officer


Communications & Public Affairs Manager

1. Purpose

To acknowledge the completion of the number of years of service to the Shire of Campaspe by all permanent employees.

2. COUNCILLORS HOWELL/BRADBURY

That Council:

1. Recognise the significant milestones achieved by members of staff in line with Policy 62, Staff Recognition Program.

2. Authorise the Mayor to present the listed employees with their recognition certificates and gifts at a reception for staff and their families on Wednesday, 19 October 2016 at 5.30pm.

CARRIED







6. Background

Recognition of the following milestones employees have achieved.

Brad Stone 10 years 9 January 2016

Ross Bowles 10 years 29 May 2016

Janice Coventry 10 years 26 June 2016

Nicholas Curnow 10 years 10 July 2016


Elizabeth Perry 10 years 28 July 2016

Glenn Bradley 10 years 31 July 2016

Kaye Mason 10 years 7 August 2016

Tim Goulding 10 years 27 August 2016

Mark McGann 10 years 28 August 2016

Willem Badenhorst 10 years 4 September 2016

Gary Biddle 10 years 11 September 2016

John Robinson 10 years 2 October 2016

Valma Hancock 10 years 2 October 2016

Rodney O’Neill 10 years 9 October 2016

Tim Elliott 15 years 5 February 2016

Thelma Beale 15 years 16 February 2016

Daniel Clarke 15 years 24 April 2016

Gary Adams 15 years 28 May 2016

Linda Nielson 15 years 30 May 2016

Jenny Mustey 15 years 4 June 2016

Louisa Dean 15 years 25 June 2016

Debra Bramley 15 years 9 August 2016

Janelle Wheatley 15 years 27 August 2016

Paul Kuiper 15 years 3 September 2016

Robin Muller 15 years 1 October 2016

John McKenzie 15 years 8 October 2016

Gary George 15 years 15 October 2016

Victoria Green 20 years 12 August 2016

Sally Bruhn 20 years 27 September 2016

Stuart Stevens 20 years 14 October 2016

Stephen Waters 35 years 6 February 2016

Joan Chappel 40 years 17 August 2016

Eileen McKinley 40 years 14 September 2016

Bill Clee 45 years 4 October 2016

A reception has been arranged for Wednesday, 19 October 2016 for staff and families to attend for the presentation of recognition certificates and gifts.



Prosperity: No Impact

Place: No Impact

People: No Impact

Organisation: Recognised significant milestones and the individual’s contribution to service delivery by the Shire of Campaspe.

8. Consultation

Not applicable


6.7. CHANGE OF DECEMBER ORDINARY COUNCIL MEETING DATE

Author:

Frank Crawley, Governance Manager

1. Purpose

To seek Council approval to change the previously resolved meeting date for the December 2016 ordinary Council meeting.

2. COUNCILLORS BRADBURY/ZOBEC

That Council alter the December 2016 ordinary Council meeting date from 20 December to 6 December.

CARRIED







6. Background

Council resolved at its 2015 Statutory Meeting all meeting dates for the remainder of this Council’s term. However, upon review and consideration of the general council election in October and the requirement to complete councillor induction training in November and December, officers consider it appropriate to bring forward the date of the December ordinary Council meeting so that it is before the usually busy Christmas period. This will also enable council meeting decisions to be actioned in a timely manner prior to the Christmas break.

All other meeting dates remain the same with the Statutory meeting to be held on 8 November 2016.

7. Issues

Issue 1: December Council meeting date has been previously advertised

Council meeting dates are advertised in the annual calendar distributed to residents. However, with advertising and the use of Campaspe’s communication channels including website and social media the revised date can be communicated to the community well in advance of the proposed meeting date.


8. Options

Option 1: Council can agree to the change of date


Option 2: Council can retain the previously adopted date



Prosperity: No impact

Place: No impact

People: No impact

Organisation: No impact

10. Consultation

Consultation has taken place with Chief Executive Officer, Executive Management Group, Councillor Support Officer, and the Mayor.


6.8. POLICY 132 – PRIVATE WATER ASSETS IN ROADS RESERVES

Author:

Emma Dalton, General Manager Infrastructure Services

Attachments:

6.8. Policy 132 – Private Water Assets in Road Reserves

1. Purpose

This report has been prepared in response to a Notice of Motion at the 28 June 2016 Council Meeting, requesting that:

The CEO review Policy 132 – Private Water Assets in Road Reserves, with a view to allowing greater flexibility to officers in setting an annual licence fee for longitudinal pipes in road reserves.

The CEO instruct officers to return to Council the 2016/17 Fees and Charges for review of the annual fee for longitudinal assets in road reserves.

2. COUNCILLORS MADDISON/ZOBEC

That Council:

1. Adopt reviewed Policy 132 – Private Water Assets in Road Reserves.

2. As of 30 September 2016, adopt the following Fee and Charge for Private Water Assets in Road Reserves:

Establishment Fees $0.00

Annual Fees (per 100m)

A. Stock & Domestic - Minimum Fee $500 for up to 100m then $500 for every 100m after that (pipes less than or equal to 50mm diameter)

$500.00

B. Irrigation - Minimum Fee $500 for up to 100m then $500 for every 100m after that (pipes greater than 50mm diameter)

$500.00

Cr Weston foreshadowed an alternate motion should the motion be lost

The motion was put to a vote and was CARRIED

A division was called for

Those in favour of the motion

Crs Maddison, Pentreath, Howell, Jarman, Wilson, Bradbury

Those against the motion

Crs Weston, Zobec








6. Background

Policy 132 – Private Water Assets in Road Reserves was established in 2011. The objective of the policy is to provide a framework:

1. That establishes clear requirements to support the processing of applications for private water assets in roads reserves in an expedient manner.

2. That prescribes the maintenance, inspection, renewal, decommissioning and public liability obligations of the water asset owner.

3. That establishes the legal framework under which Council will consent to allowing privately owned water assets within the road reserve.

This framework ultimately ensures Council, the community and the asset owner are protected through an unambiguous understanding of rights and obligations associated with privately owned assets in road reserves.

Feedback from the community regarding the Policy has indicated that the annual fees and charges are prohibitive.

At the 28 June 2016 Council Meeting, a Notice of Motion was passed to:

i. Request the CEO to review Policy 132 – Private Water Assets in Road Reserves, with a view to allowing greater flexibility to officers in setting an annual licence fee for longitudinal pipes in road reserves.

ii. Request the CEO to instruct officers to return to Council the 2016/17 Fees and Charges for review of the annual fee for longitudinal assets in road reserves.

7. Content

The content of Policy 132 has been reviewed and is considered to be appropriate, with only minor changes required regarding the nominated responsible officer. The updated Policy is included as Attachment 6.8.

The 2016/17 fees and charges associated with Policy 132 - Private Water Assets in Road Reserves (relating to longitudinal assets only) are currently:


Annual Fees (per Km)

A. Stock & Domestic - Minimum Fee $5,000 for up to 1km then $5,000 for every 1km after that (pipes less than or equal to 50mm diameter)

$5,000.00

B. Irrigation - Minimum Fee $5,000 for up to 1km then $5,000 for every 1km after that (pipes greater than 50mm diameter)

$5,000.00


Feedback from the community suggests that the minimum $5,000 fee is excessive, as a number of potential users of the Policy propose to install assets that are less than 1km in length.

8. Options

Option 1 New Fee and Charge:


Agree to a new fee and charge as follows:


Annual Fees (per 100m)

A. Stock & Domestic - Minimum Fee $500 for up to 100m then $500 for every 100m after that (pipes less than or equal to 50mm diameter)

$500.00

B. Irrigation - Minimum Fee $500 for up to 100m then $500 for every 100m after that (pipes greater than 50mm diameter)

$500.00

Option 2 Retain Existing Fee and Charge:


Retain adopted 2016/17 fees and charges in relation to Policy 132 - Private Water Assets in Road Reserves.


Prosperity: The recommendations of this report indirectly support Council's strategic objective that 'our primary and secondary agricultural sectors are strong and viable'.

Place: The recommendations of this report indirectly support Council's strategic objective that ‘community infrastructure contributes to our long term social and economic fabric'.

People: The recommendations of this report indirectly support Council's strategic objective that 'services support our communities' health and wellbeing'.

Organisation: The recommendations of this report align to Council's Strategic Objective that 'service delivery reflects community need and is efficient and effective'.

10. Consultation

In preparing this report, a review of neighbouring Council fees and charges was undertaken. Consultation has also been undertaken with the Acting Assets Manager.


6.9. PLACE OF PUBLIC ENTERTAINMENT (POPE)

Author:

Andrew Fletcher, Planning & Building Manager

Attachments:

6.9. Conditions of POPE

1. Purpose

To advise Council of a new building service to be offered (Place of Public Entertainment, multi-year permit) and to set an appropriate fee.

2. COUNCILLORS JARMAN/PENTREATH

That Council:

1. Agree to the Building Department providing a multiyear Place of Public Entertainment (POPE) permit where deemed appropriate.

2. Set the fee for multiyear POPE permits at $1,000 for three years.

CARRIED







6. Background

Council looks at the risks that events might pose when there are gatherings of people, which as a consequence of generating large crowds, increases public safety risks. Local Government is given this responsibility under the Building Act and Regulations.

A Place of Public Entertainment (POPE) is defined as an area greater than 500m2 which is used for Public Entertainment and is either enclosed or substantially enclosed or to which admission is gained by giving of money or other consideration. Examples of POPE’s could include drive-in theatres, open air concerts, festivals, circus, fair, sporting events, etc. POPE’s are required as they help ensure the health, safety and the amenity of the people using the venue.


Under the Building Act, a person must not conduct a POPE unless an Occupancy Permit has been issued by the Municipal Building Surveyor (MBS) for the venue. A community based organisation (which is defined) can be exempt from a POPE, but subject to not exceeding 5,000 people.

7. Content

Council issues approximately 15-20 Place of Public Entertainment (POPE) occupancy permits each year, with some being for the same event at the same place and at the same time each year. Sites or premises that are established for holding events have to apply each time for a POPE which can become time consuming, costly and create uncertainty with establishing additional events.

Rather than these established venues or event organisers applying each year for a POPE it is considered appropriate to allow POPEs to be issued for up to three years (subject to conditions). This will create greater certainty and reduce the overall cost for the event organisers. The additional time frame associated with certain POPEs may also help stimulate additional events within the Shire.

8. Issues

The first objective of the Building Act is to protect the health and safety of people who use buildings and places of public entertainment. In allowing for an extended timeframe for a POPE the following matters need to be carefully considered:

Issue 1: Establishing guidelines to determine which venues should be considered for extended POPE’s

To aid officers in relation to which events can be considered and to ensure that this process is not abused, the requirement for a POPE of up to three years is only applicable to places which are established to run events or the same event is being held in the same location annually. All other forms of POPE’s will be assessed and determined on a case by case basis.

Issue 2: Inspecting the site, notification to the relevant authorities and ensuring compliance with the conditions

Council officers will inspect every event prior to commencement to ensure compliance with the POPE and approved plan(s). The operator will also have to ensure that the relevant authorities are notified prior to the event. The inspection and notification is required under the Act, ensures safety and will enable the conditions of the POPE to be enforced.

There are both mandatory and discretionary conditions within the building regulations that must be considered for inclusion within the permit. These conditions consider the safety, fire, evacuation procedures, public toilets, structural safety, essential safety measures any other conditions considered appropriate by the MBS. The conditions which will be included within the POPE’s is attached.

Issue 3: Determining an appropriate fee and benchmarking against other Councils

The fees for POPEs was developed with a rationale that balances the need for cost recovery of service delivery and the impact this can have on the affordability of the events. To determine the fee officers have not been able to benchmark against other Councils, as it appears that Council maybe the first to promote this level of service in relation to POPE’s.

The fee set has been determined based on the one off fee already established (which has been previously benchmarked), the cost to the event organiser and the value a multiyear POPE will bring to the organisers.

Existing Fees

Fee Category POPE (per event)

Pay for Entry Events $590

Free Entry Events $295

Additional Fee

Fee Category POPE ( valid for three years)

Pay for Entry Events $1,000



Prosperity: The recommendation enables local businesses to make growth decisions, accord with the relevant legislation and adopt practices that enable greater flexibility.

Place: The proposed change will enhance the use of outdoor spaces while ensuring appropriate, accessible and safe facilities.

People: The recommendation will facilitate the delivery of events, support and allow facilities to plan events that enrich our towns.


10. Consultation

The intention of changing the time frame associated with POPE’s has arisen due to numerous discussions with Elmore Events Centre and the Echuca Discovery Centre. Both facilities have outlined their desire to plan for the future and provide greater certainty to potential users and organisations.

Consolation has also been undertaken with the Regulatory and Community Services General Manager, the Economic and Community Development General Manager, Economic Development, the Event Support Officer and the relevant event organisers.

11. Officer Comment

The timeframe outlined in the report and fee structure can be reviewed each year as part of the budget process. This will ensure consistency with the Building Act and Regulations and allow Council to determine if the change is achieving its desired aim.


6.10. PLANNING & BUILDING MANAGER INSTRUMENT OF APPOINTMENT AND AUTHORISATION


General Manager Regulatory & Community Services

Attachments:

6.10. Instrument of Appointment and Authorisation for Andrew Fletcher

1. Purpose

For Council to approve amendments to the instrument of appointment and authorisation for the Planning and Building Manager under the Planning and Environment Act 1987.

2. COUNCILLORS BRADBURY/JARMAN

That Council:

1. Revoke the Instrument of Appointment and Authorisation established under the powers of Section 224 of the Local Government Act 1989, authorising Andrew Michael Fletcher dated 17 July 2012.

2. In the exercise of the powers conferred by section 224 of the Local Government Act 1989 and the other legislation referred to in the attached instruments of appointment and authorisation (the instrument), Campaspe Shire Council (Council) resolves that:

The member of Council staff referred to in the instrument Andrew Michael Fletcher appointed and authorised as set out in the instrument.

a. Under Section 147(4) Planning & Environment Act 1987

b. Under Section 4(1) and Section 48A Environment Protection Act 1987

c. Under Section 525(2) Residential Tenancies Act 1997

d. Housing Act 1983

e. Building Act 1993

f. Summary Offences Act 1966

3. The instrument comes into force immediately the common seal of Council is affixed to the instrument, and remains in force until Council determines to vary or revoke it.

CARRIED








6. Background

Planning officers require delegated authority as authorised officers under various legislation to undertake statutory obligations. Tasks include entering sites, gathering evidence or serving of legal notices, if required, appropriate to their level of experience and qualifications.

7. Content

Section 14 of the Planning and Environment Act 1987, required Council to efficiently administer and enforce the planning scheme. The duty must be carried out by a delegated officer of Council.

Section 224 of the Local Government Act 1989 provides for the appointment of authorised officers.

Authorisation under the following legislation is required for Council's Planning and Building Manager.

i. Planning and Environment Act 1987

ii. Environment Protection Act 1987

iii. Residential Tenancies Act 1997

iv. Housing Act 1983

v. Building Act 1993

vi. Summary Offences Act 1966

vii. Section 224 of the Local Government Act 1989

And the regulations and local laws made under each of the above Acts.


Prosperity: Officers need to be correctly authorised to be able to deliver to the community the services required.

Place: Regulatory work has wide application in maintaining and ensuring an appropriate built environment.

People: No impact

Organisation: Officer authorisations are a requirement for effective service delivery and to ensure Council is acting in accordance with statutory requirements.


9. Consultation

Maddocks Delegations and Authorisations

10. Officer Comment

The correct authorisation of officers is a statutory matter necessary for Council to carry out its functions.


6.11. A TACTICAL APPROACH TO TOILETS STRATEGY IMPLEMENTATION PLAN

Author:

Shane Stacey, Community Places Project Officer


General Manager Economic and Community Development

Attachments:

6.11.1 Shire Public Toilet Strategy Implementation Plan

6.11.2 A Tactical Approach to Toilets Strategy

6.11.3 Shire Public Toilet Status Summary

1. Purpose

To seek Council’s consideration of the Implementation Plan to action the Tactical Approach to Toilets Strategy.

2. COUNCILLORS PENTREATH/HOWELL

That Council:

1. Endorse the Shire Public Toilet Implementation Plan.

2. Note that:

a. Officers will initiate tasks identified in the Implementation Plan as soon as practical.

b. Where future upgrades are indicated, they will be funded as per renewal through the Capital Works Program.

c. Savings from decommissioning and transition of facilities will be used to action minor works such as the installation of automatic locking systems.

d. Funding for extraordinary works identified during the Implementation Plan will be presented to Council for funding consideration within the appropriate budget process.

CARRIED








6. Background

In June 2014, Council adopted the Public Toilet Priority Principles as identified in the Tactical Approach to Toilets Report. This report was developed as part of the Financial Sustainability Review being conducted by Council to identify and implement initiatives within the organisation to increase Council’s long term financial sustainability.

The adoption of the public toilet strategy also included future development of an implementation plan for Council’s consideration.

7. Content

The Implementation Plan has been developed in line with the Public Toilet Priority Principles previously adopted by Council. A detailed investigation into the location, condition rating, existing facilities and DDA compliance was conducted in late 2014.

A matrix was compiled to identify priority opportunities to initiate recommendations relating to the review and rationalisation of public toilets to meet the established service level. A summary of the toilet investigation is provided in Attachment 6.11.3.

It has been determined that a number of toilets are being operated by Council which are above service for the location and are not situated on Council owned or managed land. These toilets may readily be retired from Council’s Asset list and removed from operation and maintenance responsibilities of the relevant service managers.

A number of toilets have been identified as above service which may be transitioned to the organisations in the adjoining buildings. This action will require consultation with the relevant organisations.

It has also been recognised that Council is operating and maintaining toilets which are on Crown Land and for which Council is not the delegated land manager. Initiating the transition of these toilets will be actioned through further investigation into the steps to allow the delegated land manager to assume responsibility.

Please noted, that all the toilets referred to above are surplus to service levels based on the principles of the Strategy.

Further recommendations for toilets which are above service have been made based on location, condition, compliance and best fit for the community. In some locations retirement or decommissioning of these toilets will be undertaken strategically as renewal or upgrade has been completed on nearby toilets which are to be retained.

A snap shot of the anticipated savings estimated from the Implementation Plan recommendations are shown in the following table.

Year Operation* Savings

Maintenance* Savings

Depreciation Savings

Capital Cost** Savings

1 $50,500 $75,500 $5,500 $240,000

2 $34,000 $8,500 $3,000 $810,000

3 $12,000 $2,500 $3,500 $360,000

Totals $96,500 $86,500 $12,000 $1,410,000


Notes:

*Operational and maintenance cost savings have been calculated on 2014 spends for each site. They are indicative only.

**Capital Cost Savings have been calculated on preliminary estimates for renewal and upgrade of assets nearing intervention within the next one to three years. Retiring or transitioning to land owner/managers of these assets will eliminate the need to renew or upgrade surplus assets. Base estimates used are $90,000 for fit out, $120,000 for new 2 x unisex DDA cubicles; Condition Rating between 7 and 5. Figures are indicative only.

The Implementation Plan also recommends the retrofitting of Automatic Locking Systems on a number of toilets. This recommendation will require a relatively minor capital expenditure but will generate significant savings as Council currently engage Security Companies to lock toilets in a number of towns and allocates staff to open them.

Inquiries into costs in 2014 indicated a capital expenditure of approximately $5,000 per site would be necessary to fit automatic locking system. There are presently five toilets locked by security companies across the Shire at an annual cost of approximately $10,000. Total cost to retrofit locking systems is approximately $25,000, therefore cost recovery would be achieved in 2.5 years. Consultation will be undertaken to identify the most appropriate source to fund this recommendation which may require a Capital Works budget request in 2017 however it is anticipated that funds for these works could be provided through savings generated via the decommissioning and transition of toilets currently maintained and managed by Council.

Capital Works allocations for toilets which are nearing renewal or requiring an upgrade and are to be retained to meet service levels are to be progressed based on Condition Rating and needs as per Council’s Asset Management Strategy. The Shire Public Toilet Implementation Plan does not recommend accelerating renewal or upgrade works on toilets.

8. Issues

Issue 1: Community Acceptance of Closures

A number of sites in CBDs in towns currently available to the public are to be closed. This may trigger a level of community concern. Although community consultation was undertaken in formulating the Strategy, Officers will revisit consultation and mediate with individual communities where required to facilitate the implementation of the Strategy.

Issue 2: Projected Schedule

The time frame to complete the Implementation Plan has been estimated based on the anticipated workloads and degree of consultation required. This time frame may alter due to circumstances beyond the control of officers. For example, transition of facilities on Crown Land to Parks Victoria may be delayed due to the roll out recommendations in the Victorian Environmental Assessment Council (VEAC) Report in relation to the Murray River National Park.

Officers will adjust time frames accordingly with the objective to initiate savings as soon as practical.

9. Options

Option 1: Endorse the Shire Public Toilet Implementation Plan

This is recommended by officers.

It will allow a strategic approach to action the principles adopted by Council for the provision of this service. It will also initiate the generation of budget savings in the immediate future.

Option 2: Modify the Shire Public Toilet Implementation Plan

This is not recommended by officers.


The Implementation Plan has been developed based on the principles and recommendations of the Strategy adopted by Council. Further investigation has been undertaken to ensure the recommendations are achievable and will have no impact on service delivery and the community.

Option 3: Not Endorse the Shire Public Toilet Implementation Plan

This is not recommended by officers.

The benefits identified through the Strategy will not be achieved unless implementation of the recommendations is actioned.



Place: Strategic Objective #3: Community infrastructure contributes to our long-term social and economic fabric. Strategy to “maintain, enhance and maximise use of community facilities and outdoor spaces that are prioritised by our communities in the long-term” and “provide appropriate, accessible and safe facilities”.

Strategic Objective #4: Towns are attractive, with future requirements and unique features clearly understood by Council. Strategy to “understand the needs of each town and plan for these”.

People: No Impact

Organisation: A number of policies and strategies are addressed by the Implementation Plan which will benefit Council. These include Policy 118 and 91; Asset Management Strategy and the Tactical Approach to Toilets Strategy.

11. Consultation

General Manager Economic and Community Development (former Service Review Manager – for history of the Strategy and confirmation on the application of the principles.

Recreation Manager – the key service manager for many of the facilities to gauge the impact and ability to achieve the recommendations of the Implementation Plan.

Public Environments Manager – for input on current costs and implications of the recommendations in the Implementation Plan.

Strategic Asset Manager – application of the principles and recommendations in line with Asset Management processes.

Asset Analysist – asset condition ratings, property details and background data to formulate recommendations.


6.12. SERVICE AGREEMENT – KYABRAM FAUNA PARK 2016 - 2019

Author:

Rachel Turnbull, Tourism Support Officer


General Manager Economic & Community Development

Attachments:

6.12. Service Agreement – Kyabram Fauna Park 2016 -2019

1. Purpose

To seek Council approval to enter into a Service Agreement with Kyabram Fauna Park Committee of Management for the period July 2016 - June 2019 for its operation of a tourist attraction.

2. COUNCILLORS HOWELL/ZOBEC

That Council provide approval to enter into a three year Service Agreement with the Kyabram Fauna Park Committee of Management for the period of July 2016–June 2019 as outlined in Attachment 6.12.

CARRIED







6. Background

Council currently provides an annual tourism contribution to the Kyabram Fauna Park for its operation as a regional tourism attraction in accordance with a Service Agreement.

For the 2016/17 financial year this contribution has been budgeted as $27,637. A further $10,927 contribution is budgeted annually for an environmental grant towards retardation basin maintenance and $10,000 for product development of the Fauna Park operation which is to be used for targeting growth programs and product development initiatives.


The 2013-2016 Service Agreement was amended in 2014 to remove a Council contribution to building insurance that had previously been shown separately. This was incorporated into the overall amount provided for the operation of the Fauna Park’s tourism related activities.

Contributions are provided to the Kyabram Fauna Park annually upon invoice and the Committee of Management’s provision of a number of reporting requirements, including visitor statistics, annual report, current business plan, summary of works conducted on Councils owned land including any records of weed spraying.

7. Content

The proposed 2016-19 agreement outlines responsibilities and obligations between the Kyabram Fauna Park and Council in relation to contributions for tourism operations and is attached to this report for Council’s consideration.

Under this agreement, Council will contribute $48,564 plus GST over the 2016/17 financial year and increase further contributions in line with CPI annually for the remaining term of the agreement. The amount of $48,564 is unchanged from that contribution provided in the 2015/16 financial year.

The 2016-2019 agreement contains a small number of amendments from the previous standard service agreement.

These clauses are:

9.3 Council may nominate a representative to the Board to act in an observer/advisory capacity

11.6 A marketing strategy outlining specific actions and anticipated budget expenditure should be prepared and implemented annually and provided to Council. This should include regular updating of the Fauna Park website and a social media strategy.

11.8 The Fauna Park will provide general visitor information as an additional service to its visitors. All information should be relevant, correct and up-to-date.

Additional reporting agreements have been added into the attached agreement. These reporting requirements are:

12..3 The Fauna Park will provide a statement of professional development programs attended annually.

12..5 During the period of this agreement the Fauna Park will develop a five year Master Plan focusing on the following:

12.5.1 Identify growth strategies for visitation, membership retention, community engagement, fundraising priorities and enhancement of visitor satisfaction.

12.5.2 Reporting of long term income and expenditure, identifying past trends and plotting forecasts.

Conditions including reporting requirements specified in the previous agreement have been met and fulfilled.

8. Options

Option 1: Enter into a Three Year Agreement


Council agrees to enter into the attached service agreement with the Kyabram Fauna Park Committee of Management to provide annual contributions towards tourism operations.

Option 2: Not to Enter into an Agreement

This option in not recommended by officers.

Council decides not to continue funding the Kyabram Fauna Park Committee of Management beyond 30 June 2016.


Option 3: Modify the Agreement


Council provides a reduced funding amount in the service agreement.


Prosperity: The implementation of this service agreement aligns with Council’s strategic objectives to see “Campaspe as a desired visitor destination”.

Place: The Kyabram Fauna Park supports the maintenance of Council’s drainage in Kyabram and utilises the site to its advantage. The implementation of this service agreement aligns with Council’s strategic objective “the natural environment is protected, respected and enhanced”.

People: The Kyabram Fauna Park is highly valued by the Kyabram community and is an important tourism asset for the township of Kyabram. The implementation of this service agreement aligns with Council’s strategic objective “communities are vibrant, happy and proud with strong arts, culture and heritage”.

Organisation: The financial contribution is included annually in Council’s budget process.

10. Consultation

External

Management and Chair of the Kyabram Fauna Park Committee of Management have been involved in the development of this agreement.

Internal

Business Network Officer was consulted in the development of this report and attached Service Agreement.

General Manager Economic and Community Development was consulted in the development of this report and attached Service Agreement.

Risk Management Officer was consulted regarding insurance requirements.


6.13. WINTER BLUES FESTIVAL INC & STEAM RALLY ECHUCA MULTI-YEAR AGREEMENTS

Author:

Belinda Owen, Event Support Officer


General Manager Economic and Community Development

Attachments:

6.13.1 Winter Blues Festival Inc Draft MOU

6.13.2 Rotary Club of Echuca Moama Inc Draft MOU

1. Purpose

To seek Council’s approval to enter into a three year funding agreement with:

Winter Blues Festival Inc (A0055720T) for a cash contribution of $5,000 (GST inclusive) per year to support the marketing and growth of the Echuca Moama Winter Blues Festival.

Rotary Club of Echuca Moama Inc (A0009467A) for a cash contribution of $5,000 (GST inclusive) per year, to support the marketing and growth of Steam Rally Echuca.

2. COUNCILLORS JARMAN/ZOBEC

That Council:

1. Agree to enter into a three year funding agreement with the Winter Blues Festival Inc (A0055720T), commencing 2017, with a cash contribution of $5,000 (GST inclusive) per annum, to support the marketing and growth of the Echuca Moama Winter Blues Festival.

2. Agree to enter into a three year funding agreement with Rotary Club of Echuca Moama Inc (A0009467A) commencing 2017, with a cash contribution of $5,000 (GST inclusive) per annum, to support the marketing and growth of the Steam Rally Echuca.

CARRIED








6. Background

Previously both the Winter Blues Festival Inc and Rotary Club of Echuca Moama Inc have applied annually for Council funding under the Community Grant Program- Major Event category (recognised as Iconic), successfully receiving the maximum amount of $5,000.

Council annually budgets an allocation of $30,000 for Iconic Events. Applications for this budget are received and assessed through the Community Grants Program.

7. Content

Council’s current Events Strategy notes in Appendix D that for regional and iconic events it is recommended that Council consider entering a multi-year funding agreement under the following conditions:

a) A two year agreement for Return on Investment of 1:10 or better

b) A three year agreement for Return on Investment of 1:20 or better.

Under this condition both the Echuca Moama Winter Blues Festival and Steam Rally Echuca would be eligible for a three year funding agreement. Both events greatly exceed the required return on investment.

Steam Rally Echuca- ROI = 1:78 including cash and in-kind support

Winter Blues Festival- ROI = 1:714 including cash and in-kind support.

It is estimated that the total economic contribution the local economy of these two events is over $7million.

The report recommendation would provide financial stability and security to event organisers allowing future event planning. This will enable plans to be made earlier therefore facilitating options for the development of the event and greater ability to attract increased visitation to the region. The three year agreement would also highlight Councils commitment to the growth of these iconic annual events.

Should a three year agreement be approved, a Memorandum of Understanding (MOU) will be developed for both parties, and event organisers will continue to be required to acquit the funds on an annual basis. To increase visitation and destination awareness the MOU will request that a marketing plan be prepared highlighting where funds are to be spent on regional or metro marketing.

8. Issues

Issue 1: Budget Allocation

Council annually budgets an allocation of $30,000 for Iconic Events.


9. Options

Option 1: Enter into a Three Year Agreement


Agree to: Enter into a three year funding agreement with the Winter Blues Festival Inc (A0055720T) commencing in 2017, with a cash contribution of $5,000 (GST inclusive) per annum, to support the marketing and growth of the Echuca Moama Winter Blues Festival; and

Enter into a three year funding agreement with the Rotary Club of Echuca Moama Inc (A0009467A) commencing in 2017, with a cash contribution of $5,000 (GST inclusive) per annum, to support the marketing and growth of the Steam Rally Echuca.

Option 2: Retain Existing Funding Option

This option is not recommended by officers as it fails to provide security to the event organisers.

Continue to support both the Echuca Moama Winter Blues Festival and Steam Rally Echuca through the Community Grant process on an annual basis.


Prosperity: Council has a strategic objective to develop initiatives that increase tourism numbers, dollar spend, length of stay and repeat visitation. Retaining and growing iconic events provides direct economic benefits to the region. Events are also a catalyst for repeat visitation to the region.

Place: Steam Rally Echuca takes place in a key recreation space within Campaspe, with its strengths highlighted whilst protecting our biodiversity and land.

Echuca Moama Winter Blues Festival is held within the historic port precinct highlighting our historic built environment.

Both are waste wise events.

People: Both events provide an opportunity for all community members to enjoy a relaxed time with friends and family. Steam Rally Echuca provides a glimpse into the yesteryear, educating youth on the past generation. Echuca Moama Winter Blues Festival is a free event.

Organisation: The event will contribute to Council’s objective of ‘Building Our Reputation,’ and ‘Enhance Our Delivery.’ Council annually budgets an allocation of $30,000 for Iconic Events.

11. Consultation

Winter Blues Festival Inc - Chair

Rotary Club of Echuca Moama Inc - Rally Director


6.14. SUBMISSION TO WORKING HOLIDAY VISA REVIEW

Author:

Keith Oberin, General Manager Economic and Community Development

Attachments:

6.14. Copy of Council submission

1. Purpose

To advise Council of the Federal Government’s review into working holiday visas and to seek Council’s formal ratification of the submission recently lodged with the government.

2. COUNCILLORS MADDISON/PENTREATH

That Council:

1. Ratify the Campaspe Shire Council submission to the Federal Government’s Working Holiday Visa Review.

2. Note that Council’s submission will be made publically available on Council’s website and copies provided to relevant government agencies and political representatives as required.

CARRIED







6. Background

Officers have been requested to prepare a submission to the Federal Government review into the working holiday visa program. The Inquiry is being conducted through the Department of Agriculture and Water Resources.

The terms of reference for review covers five key themes:

relative international competitiveness

visa labour needs of the agricultural and tourism sectors


relevant unemployment policies

tax treatments for visa holders

protections for vulnerable workers.

The fourth of these themes – tax treatments for visa holders – is the component that has attracted the most attention within the media and wider community, being commonly referred to as the ‘backpacker tax’. This proposal seeks to replace the existing tax regime for working holiday makers (the same tax rates as for Australian residents) with a 32.5% tax that would apply from the first dollar earned.

The issue of working holiday visas is of interest to the Campaspe community given the role played by seasonal workers in supporting a range of local industries, in particular working in agriculture. ‘Support for the Campaspe Food Sector’ is one of the targeted advocacy campaigns within Council’s (draft) document ‘2016-2018 Advocacy Priorities’, with the ‘backpacker tax’ specifically highlighted as an issue meriting Council advocacy. The government’s Working Holiday Visa Review is therefore a ready opportunity for Council to advocate on the issue on behalf of the local community.

It should be noted that Council’s submission has already been lodged due to the tight timeframes involved, with the consultation period being only three weeks in duration. The submission is provided here for Council’s formal ratification. The Options section of this report outlines the options for Council given the current status of the submission.

7. Content

In preparing for the submission, officers undertook research into the background to the review and the prevailing issues, also carrying out a small number of targeted discussions with affected local stakeholders.

Of the review’s Terms of Reference themes, Council’s submission has sought to focus on the themes of ‘visa labour needs of the agricultural and tourism sectors’ and ‘tax treatments for visa holders’.

The key arguments presented in the submission against introducing the new tax rates for working holiday makers can be summarised as follows:

Labour supply - Increasing the rate of taxation to 32.5% will act as a disincentive to undertaking a working holiday in Australia, and in doing so will substantially reduce the pool of available labour. This would have a negative impact in this region through limiting the supply of labour to the agriculture sector, directly affecting local industries including tomatoes, fruit, vegetables and viticulture.

Labour shortages - Working holiday makers assist in supplying labour to industries that have traditionally found it difficult to fill positions, particularly seasonal agricultural work.

Competition for workers - Australia is just one country in a competitive marketplace for international backpackers and workers, with direct competition from countries like New Zealand and Canada. Australia must remain competitive to ensure that prospective working holiday makers continue to visit Australia.

Local and regional spending - The income earned by working holiday-makers in Australia is typically intended for spending within Australia, including for living expenses while working or for undertaking further travel within Australia. Many businesses in Campaspe currently benefit from the increased spending of working holiday makers in the region, including in smaller towns and communities.

Regional promotion - The ability to readily work in the regions brings international tourists to locations that they would not normally go, helping to foster international friendships and promote further travel to regional Australia.

Administration and compliance - Earnings for working holiday makers are currently taxed at the normal rate, making it simple for employers to administer. Higher tax rates could also increase the likelihood of tax evasion and create a ‘black market’ in agricultural labour.


8. Options

Option 1: Ratify the submission as lodged

This option is recommended by officers. This issue has been identified as a specific area for Council advocacy and it is clear that there is sufficient concern within the Campaspe community to warrant Council’s lodgement of a submission.

The position raised within the submission is not inconsistent with any previous decision or position of Council.

Option 2: Withdraw the submission

This option is not recommended by officers as the submission seeks to support the prevailing views of the broader Campaspe community on the issue, and the matter is strategically recognised as meriting Council advocacy.


Prosperity: The provision of a formal submission to the Inquiry directly supports a number of strategies under Strategic Direction #1 and Strategic Direction #2, including ‘assist the development of the farming and rural sector’.

Place: No direct impact

People: No direct impact

Organisation: The recommendation upholds Council’s commitment to advocacy as a core service of the organisation to support Campaspe communities and businesses.

10. Consultation

In preparation of this report the following have been consulted:

External:

Discussions have been held with a number of local businesses that may be affected by the introduction of the changes, one of which has been featured in the Council submission.

Internal:

Investment Attraction Manager

Business Networking Officer

Corporate Strategy Manager


6.15. INSTRUMENT OF DELEGATION TO CHIEF EXECUTIVE OFFICER

Author:



Governance Manager

Attachments:

6.15. S5 Instrument of Delegation to Chief Executive Officer

1. Purpose

To seek Council's agreement to sign and seal the S5 Instrument of Delegation to Chief Executive Officer in order to delegate powers, duties and functions in relation to various Acts and Regulations.


That Council in the exercise of the powers conferred by section 98(1) of the Local Government Act 1989 and the other legislation referred to in the attached instrument of delegation, Campaspe Shire Council (Council) resolves that:

1. There be delegated to the person holding the position, acting in or performing the duties of Chief Executive Officer, subject to the conditions and limitations specified in that instrument.

2. The instrument comes into force immediately the common seal of Council is affixed to the instrument.

3. On the coming into force of the instrument all previous delegations to the Chief Executive Officer are revoked.

4. The duties and functions set out in the instrument must be performed, and the powers set out in the instruments must be executed, in accordance with any guidelines or policies of Council that it may from time to time adopt.

5. Note that the instrument includes a power of delegation to members of Council staff, in accordance with section 98(3) of the Local Government Act 1989.

6. Sign and seal the Instrument of Delegation to Chief Executive Officer (S5) and affix the Common Seal to this instrument.

CARRIED








6. Background

Council engages the Chief Executive Officer and provides broad delegations to facilitate that role.

The Chief Executive Officer then sub-delegates operational matters to staff to carry out duties relevant to their position.

Consideration is given to the appropriate level of delegation for the position and whether conditions and limitations should be applied.

Under Section 98 of the Local Government Act 1989:

1. Council may delegate any of its staff any power, duty or function of the Council under any Act other than:

a. this power of delegation; and

b. the power to declare a rate or charge; and

c. the power to borrow money; and

d. the power to approve any expenditure not contained in a budget approved by the Council; and

e. any power, duty or function of the Council under Section 223; and

f. any prescribed power.

2. The Chief Executive Office may by instrument of delegation delegate to a member of the Council staff any power, duty or function of his or her office other than this power of delegation unless subsection (3) applies.

3. The instrument of delegation to the Chief Executive Officer may empower the Chief Executive Officer to delegate a power, duty or function of the Council other than the power of delegation to a member of the Council staff.

7. Content

The previous Instrument of Delegation from Council to the Chief Executive Officer was authorised by resolution at a Council meeting on 15 March 2016.

Council subscribes to the delegations and authorisation service provided by Maddocks lawyers, which is used across local government in Victoria. The service includes a range of templates for instruments of resolutions, advice, and legislation updates twice a year.

Maddocks recommend council re-make all delegations on a regular basis to ensure that they remain up to date and cover all relevant provisions including the S5 Instrument of Delegation from Council to the CEO.



Prosperity: The Delegation will ensure continued efficient delivery in relation to Council services and assets.

Place: The Delegation will ensure continued efficient delivery in relation to Council services and assets.

People: Proper delegations are critical so that both individuals and the community are assured that decisions are made in accordance with appropriate authority levels.

Organisation: The Delegation will ensure continued efficient delivery in relation to Council services and assets.

9. Consultation

Executive Management Group


6.16. INSTRUMENT OF DELEGATION S6, COUNCIL TO STAFF

Author:



Governance Manager

Attachments:

6.16. S6 Instrument of Delegation to Members of Council Staff

1. Purpose

To seek Council's agreement to sign and seal the S6 Instrument of Delegation to Members of Council Staff in order to delegate its powers, duties or functions in relation to various Acts and Regulations.

2. COUNCILLORS BRADBURY/ZOBEC

That Council in the exercise of the powers conferred by section 98(1) of the Local Government Act 1989 (the Act), and the other legislation referred to in the attached instrument of delegation, Campaspe Shire Council (Council) resolves that:

1. There be delegated to the members of Council staff holding, acting in or performing the duties of the offices or positions referred to in the attached Instrument of Delegation to members of Council staff, the powers, duties and functions set out in that instrument, subject to the conditions and limitations specified in that Instrument.

2. The instrument comes into forces immediately the common seal of Council is affixed to the instrument.

3. On the coming into force of the instrument, all previous delegations (S6) from Council to members of Council staff (other than the Chief Executive Officer) are revoked.

4. The duties and functions set out in the instrument must be performed, and powers set out in the instruments must be executed, in accordance with any guidelines or policies of Council that it may from time to time adopt.

5. To sign and seal the Instrument of Delegation from Council to members of Council Staff (S6) and affix the Common Seal to this Instrument.

CARRIED








6. Background

Council subscribes to the delegations and authorisation service provided by Maddocks lawyers, which is used across local government in Victoria. Advice is received after each sitting of Parliament on the changes to legislation affecting Local Government and includes a range of templates for instruments of resolutions, advice and legislation updates twice a year.

This Instrument can be used by Council to delegate powers to members of its staff pursuant to Section 98(1) of the Local Government Act 1989 and other legislation referred to in the attached Schedule.

The delegation relates to the following Acts:

a. Domestic Animals Act 1994

b. Environment Protection Act 1970

c. Food Act 1984

d. Heritage Act 1995

e. Planning and Environment Act 1987

f. Planning and Environment Regulations 2015

g. Planning and Environment (Fees) Interim Regulations 2015

h. Rail Safety (Local Operations) Act 2006

i. Residential Tenancies Act 1997

j. Residential Tenancies (Caravan Parks and Movable Dwellings Registration and Standards) Regulations 2010

k. Road Management Act 2004

l. Road Management (General) Regulations 2016

m. Road Management (Works and Infrastructure) Regulations 2015

Council last reviewed and adopted the Instrument of Delegation to members of Council staff (S6) on 16 April 2016.

7. Content

Delegated officer titles have been updated to reflect Council's organisational structure.

Maddocks recommendations included in this update are:

a. The Planning and Environment (Fees) Interim Regulations 2015 have replaced the Planning and Environment Regulations (Fees) Interim Regulations 2014; and

c. The Road Management (General) Regulations 2016 have replaced the Road Management (General) Regulations 2005 with minor amendments to numbering and within the regulations.

New duties and powers have been inserted into the Road Management (General) Regulations 2016 including r.9(3), r.13(1) and r.23(4) to council duties where it is the coordinating road authority.



Prosperity: This Delegation will ensure continued efficient delivery in relation to Council services and assets.

Place: This Delegation will ensure continued efficient delivery in relation to Council services and assets.

People: Proper delegations are critical so that both individuals and the community are assured that decisions are made in accordance with appropriate authority levels.

Organisation: This Delegation will ensure continued efficient delivery in relation to Council services and assets.

9. Consultation

All Managers have confirmed the specific changes relating to their areas of responsibility and this has been endorsed by the Executive Management Group.


6.17. ADVOCACY RE: PETITION PROPOSED BUS ROUTE BYNAN AND CRESCENT STREETS, ECHUCA

Author:

Danny Moloney, Acting Assets Manager

Attachments:

6.17. Petition Proposed Bus Route Bynan and Crescent Streets, Echuca

1. Purpose

To inform Council of a petition received from L. Walsh and M. Dyer and signed by 105 signatories requesting that the proposed trial of bus route through Crescent Street, Pakenham Street and Bynan Street be abandoned.

2. COUNCILLORS BRADBURY/JARMAN

That Council:

1. Write to the first named petitioner and the 24 affected landowners and advise that Council has communicated the communities concerns to Public Transport Victoria (PTV) and the proposed trial of bus route through Crescent Street, Pakenham Street and Bynan Street be abandoned.

2. Note that Council officers are working with PTV on alternate solutions and a further report will be presented to Council at a later date.

CARRIED







6. Background

This matter was brought to Council officer’s attention in August 2015 as a bus operator made a request for additional crushed rock to be spread on the shoulders of Goulburn Road, Echuca. The crushed rock was to fill potholes in an area that buses have historically used to undertake U-turns prior to returning to the township.


Council officers commenced discussions with PTV regarding buses undertaking U-turns at this location. It was determined that U-turns by buses at this location is an unsafe action due to increased traffic volume following residential development east of Echuca.

Council and PTV officers considered a number of alternatives to facilitate the turning of the buses. The recommendation was to trial the route of Crescent Street, Pakenham Street and Bynan Street to turn the buses. This was the preferred trial solution as it required little to no works for this to occur.

Council officers sent a letter to the 24 affected land owners of Crescent, Pakenham and Bynan Streets. The letter outlined the trial proposal and sought community feedback (closing 15 August 2016). The trial was proposed to run for one wet season and one dry season to understand the impact on the subject roads. There are currently 10 bus services each week day and 3 services each Saturday.

Below is a summary of the feedback received.

105 signatories on a petition objecting to the proposal.

1 individual email response objecting to the proposal.

1 email response on behalf of the management and residents of Rich River Holiday Village objecting to the proposal.

1 individual phone call objecting to the proposal.

1 individual in person at a Service Centre objecting to the proposal.

The objections received from the community outlined their concerns relating to the perceived poor condition of the gravel surfaced roads, the additional dust in the dry months and the damage the buses would cause to the road surface in the wet months.

7. Content

Council officers are currently working with PTV officers to scope alternative solutions.

Further discussions regarding the funding of any works would have to be completed with PTV as the provision of buses (and any special road related treatments) is not considered to be a Council service.



Place: No impact

People: No impact


9. Consultation

In preparing this report the following people were consulted:

Infrastructure Services General Manager

Design Technical Officer

Public Transport Victoria’s Regional Bus Services Contract Manager


6.18. SALE OF LAND – 540 WEBB ROAD KYABRAM (VOLUME 8347 / FOLIO 258)

Author:

Peter Beaumont, Property Manager

Attachments:

6.18.1 Location map – 540 Webb Road, Kyabram

6.18.2 This attachment been prepared for consideration by Council in a meeting closed to the public, in accordance with the following section within the Local Government Act 1989.

89(2) A Council or special committee may resolve that the meeting be closed to members of the public if the meeting is discussing any of the following: (d) contractual matter

1. Purpose

To consider the sale of 540 Webb Road, Kyabram (Lot 1 Title plan 327160R, Volume 8347 / Folio 258).

2. Recommendation

That Council:

1. Agree to the sale of land to Lewis Watson and/or;

a) a natural person or corporation if that person or corporation is connected with the Purchaser. A person or corporation is "connected" for the purposes of this resolution if:

(i) that person or corporation is a trustee of a trust under which the Purchaser is capable of benefitting, or

(ii) the Purchaser has the capacity to determine the outcome of decisions about the corporation's financial and operating policies and exercise that capacity for the benefit of the Purchaser;

b) a natural person who is a closely related party to the Purchaser. A person is a "closely related party" to the Purchaser for the purposes of this resolution if that person is a spouse, child, parent, brother, sister of the Purchaser or in a de facto relationship with the Purchaser;

For the land described as 540 Webb Road, Kyabram (Lot 1 Title plan 327160R, Volume 8347 / Folio 258) for $500.00 plus GST with a 60 day settlement or earlier by mutual agreement and otherwise on terms and conditions satisfactory to Council's Governance Manager.

If, prior to Council publishing a notice under Section 223 of the Local Government Act, the Purchaser seeks to rely upon conditions 1a) or 1b), Council's Governance Manager must be satisfied that including or substituting a purchaser of the land does not result in a situation where a relevant consideration has not been brought to Council's attention.

subject to:

2. The land being rezoned to Farming Zone schedule 1, which will be undertaken in the next combined planning scheme amendment.

3. The giving of public notice under Section 189 of the Local Government Act 1989; and


4. Consideration of submissions received pursuant to Section 223 of the Local Government Act 1989, which will be returned to Council for consideration if submissions are received.

5. Authorise the CEO to sign the Contract of Sale and associated documents subject to the satisfactory outcome of the statutory requirements of Section 189 of the Local Government Act 1989 and if no submissions are received.

COUNCILLORS WESTON/HOWELL

That Council:

1. Agree to the sale of land to Lewis Watson and/or;

a) a natural person or corporation if that person or corporation is connected with the Purchaser. A person or corporation is "connected" for the purposes of this resolution if:

(i) that person or corporation is a trustee of a trust under which the Purchaser is capable of benefitting, or

(ii) the Purchaser has the capacity to determine the outcome of decisions about the corporation's financial and operating policies and exercise that capacity for the benefit of the Purchaser;

b) a natural person who is a closely related party to the Purchaser. A person is a "closely related party" to the Purchaser for the purposes of this resolution if that person is a spouse, child, parent, brother, sister of the Purchaser or in a de facto relationship with the Purchaser;

For the land described as 540 Webb Road, Kyabram (Lot 1 Title plan 327160R, Volume 8347 / Folio 258) for $500.00 plus GST with a 60 day settlement or earlier by mutual agreement and otherwise on terms and conditions satisfactory to Council's Governance Manager.

If, prior to Council publishing a notice under Section 223 of the Local Government Act, the Purchaser seeks to rely upon conditions 1a) or 1b), Council's Governance Manager must be satisfied that including or substituting a purchaser of the land does not result in a situation where a relevant consideration has not been brought to Council's attention.

subject to:

2. The land being rezoned to Farming Zone schedule 1, which will be undertaken in the next combined planning scheme amendment.

3. The giving of public notice under Section 189 of the Local Government Act 1989; and

4. Consideration of submissions received pursuant to Section 223 of the Local Government Act 1989, which will be returned to Council for consideration if submissions are received.

5. Authorise the CEO to sign the Contract of Sale and associated documents subject to the satisfactory outcome of the statutory requirements of Section 189 of the Local Government Act 1989 and if no submissions are received.

6. That a condition of sale be that the property title be consolidated with the purchasers adjoining property title.

CARRIED








6. Background

The Property Review project was undertaken in 2015 which identified particular Council owned properties as surplus with the intention to sell these properties to generate income and /or reduce Council’s maintenance responsibilities.

Once such property is 540 Webb Road, Kyabram and is presented to Council to commence the process for sale to the adjoining landowner who has expressed an interest in purchasing the property. The offer is for $500.00 and is in line with the valuation obtained for the property.

7. Content

The property known as 540 Webb Road, Kyabram is owned by Council due to it being identified for the possible construction of a residence for the quarry manager by the former Shire of Deakin. This is due to its location being adjacent to the Mount Scobie quarry.

The land is currently zoned Public Use Zone– Local Government (PUZ6) due to the adjacent quarry with the underlying zone considered as farm zone. The land is of little value to Council and a direct sale to the adjoining owner to consolidate with their surrounding farm is recommended. Due to the size the property no dwelling entitlement is likely under the planning scheme.

In line with previous reports to Council, when considering the disposal of land Council has a number of requirements to adhere to under the Local Government Act 1989, Environment Protection Act 1970 and Subdivision Act 1988. This includes:

giving public notice of proposed disposals

acquiring of valuations

appropriate allocation of monies received.

In support of the above Act requirements the State Government through the former Department of Planning and Community Development has developed a Local Government Best Practice Guideline for the Sale, Exchange & Transfer of Land (June 2009), which has been used to define the process and recommendations used throughout the reports for the disposal of assets.

Council adopted a standard process for the sale of property at its meeting held on 17 February 2015 however this process is recommended to be amended to reflect a direct sale to the adjoining land owner. In this regard the process for the sale is as follows:


Transfer of Land process

Process Task Action

1. Gain Council endorsement to dispose of property Subject of this report

2. Identify a purchaser Subject of this report

3. Give notice to the community of Council’s intentions Officers to action following this report

4. Consider submissions (if any) Future report to be presented to Council

5. Complete settlement Projected outcome of this report

Next Steps

For further clarity, the next steps in the process are set out below.

Step 3 - Public notice (Officers to action following Council’s decision regarding this report)

Section 189 and section 223 of the Local Government Act 1989 require Council to gain a current valuation and to give public notice of the proposed sale.

The valuation has been obtained in line with the requirements of the Act. Valuations are to be considered at the time of sale or exchange.

Council’s intentions to sell the property must be issued as public notice for a minimum of 28 days. The notice will include the exchange process, property details, purchaser details, consideration and opportunity to make submissions. Following the period of notice, submissions may be received from the public which will be presented to Council for consideration. This may include alternative offers for the land, although in this case highly unlikely.

Step 4 - Consider submissions (If submissions are received, a report will be presented to Council)

If submissions are received during the public notice period, they will be presented to Council via report for consideration prior to proceeding. If submissions are not received the property will not be returned to Council for further consideration unless contract exchange cannot be completed.

Step 5 - Complete settlement (Projected outcome of this report)

Following Steps 3 and 4 above, contracts will be exchanged for the sale of land. The Chief Executive Officer customarily executes contracts including all terms and conditions endorsed. Internally, a number of departments will be notified of land disposals so that Council’s records can reflect the changes. Proceeds from the sale of land, that is the sale price less any costs associated with the sale of the land, will be directed as resolved by Council.

8. Issues

Zoning

The land is currently zoned Public Use zone – Local Government (PUZ6) due to the adjacent quarry with the underlying zone considered as Farming Zone Schedule 1 (FZ1).

A condition of sale will include a clause in the contract of sale requiring the land to be rezoned to Farming (FZ1), which can be undertaken as a combined amendment for all additional/surplus land which is to be sold by Council. Public Use Zone land is not encouraged to be sold by private treaty in accordance with the planning advisory notes from the Department. A combined planning scheme amendment is proposed in the near future.

Due to the size of the land no dwelling entitlement is likely under the planning scheme.


9. Options

Option 1: Council agree to the sale of the property.

Officers recommend this option for the following reasons:

Sale of the property reduces property management requirements and consolidates the land to the adjoining land owner to enable use of the property for farming purposes.

The offer is in line with the valuation for the property.



Place: Strategic objective #3: Community infrastructure contributes to our long-term social and economic fabric. A balance of properties enable’s effective decisions regarding long term use of and investment in community facilities, rationalising Council’s property assets allows focus and resources to be directed towards contributing community facilities.

People: Strategic objective #1: Services support our community’s health and wellbeing. Disposing of unneeded assets will allow Council funding to be used to improve the services that benefit the communities, allowing focus and resources to be directed towards contributing to required community facilities.

Organisation: As part of the financial services review and Asset Rationalisation Policy property assets are reviewed in line with need to ensure the service level is met and not over or under serviced.

11. Consultation

Prior consultation for the property review project and the surplus properties for sale has been undertaken with the Executive Management Group, Road Services Manager, Governance Manager, Planning and Building Manager and Legal Officer to affirm process and ensure compliance with Council’s statutory obligations.


6.19. AUTHORITY TO SIGN FINANCIAL STATEMENTS

Author:

Ailsa Box, Finance Manager

Attachments:

6.19. Draft Financial Report and Performance Statement

1. Purpose

To authorise two Councillors to sign the 2015/16 Financial Statements.

2. COUNCILLORS MADDISON/ZOBEC

That Council:

1. Approve ‘in principle’ the financial statements and performance statements.

2. Authorise the Mayor and an Audit Committee Councillor to sign the annual financial and performance statements on behalf of Council.

CARRIED







6. Background

Under Sections 131(7) and 131(8) of the Local Government Act 1989, Council cannot submit its financial or performance statements to the Auditor-General until Council has signed them off.

Council must pass two resolutions, the first gives ‘in principle’ approval for the financial statements and performance statements and the second authorises two councillors, on behalf of Council, to certify the statements once amendments or changes requested by the Auditor-General have been made.


The Department of Transport, Planning & Local Infrastructure suggests the following process:

The Audit Committee reviews the draft financial report and performance statement and makes any required changes.

Council formally meet to review the draft financial statements and performance statement. These are attached as Attachment 6.19. Council is required to pass a resolution giving its ‘in principle approval’ to the statements and to authorise two councillors to sign the ‘statements’ in their final form before they can be forwarded to the Auditor-General for final sign off.

The statements and other documentation are provided to the audit contractor who forwards them to the Auditor- General.

The Auditor-General reviews the statements and other documentation, and requests changes where appropriate.

The Principal Accounting Officer considers the Auditor-General’s changes and incorporates them into the statement as agreed.

The authorised, CEO and Principal Accounting Officer sign off the financial statements and submit a final signed copy of the statements to the Auditor-General.

The Auditor-General then issues the audit report for both the financial report and the performance statement.

7. Content

Council’s external auditors have worked with officers to ensure the statements reflect the appropriate financial position. These statements were provided to the Internal Audit Committee and discussed at 7 September 2016 meeting. The Audit Committee have referred these statements to Council for the necessary approvals.



Place: No impact

People: No impact

Organisation: The Financial Statements portray the actual financial result for 2015/16 year and are an important component of Council’s performance reporting framework.

9. Consultation

Internal Audit Committee, External Auditor (Crowe Horwath)


6.20. CAPITAL WORKS BUDGET TRANSFER AND PROJECT CLOSURES REPORT

Author:

Pushpa Gunawardhana, Program Office Manager


Strategic Asset Manager

1. Purpose

To seek Council approval for the transfer of Capital Works budgets and related Cash Reserve transfers, to correct prior reports where required and to note closure of selected projects.

2. COUNCILLORS PENTREATH/ZOBEC

That Council:

1. Approve the following budget transfers as reported in Table A:

Nil

2. Note the projects reported in Table B as closed and approve the final budget transfers:

$9.47 to be transferred from 100064 Shire, Outdoor Pools Plant Room Renewal to 100261 Asset Renewal Unallocated Funds (Non Roads)

3. Approve the following corrections as reported in Table C:

Nil

4. Note the following budget adjustments as reported in Table D:

Nil

CARRIED








6. Background

Council allocates project funding to an array of projects on the Capital Works Program through its annual Program Budget or through specific resolution.

From time to time, situations arise whereby initial budgets need to be reconsidered to achieve their planned objectives and project scope. It is important that Council’s decisions to adjust project budgets from the originally approved allocations are open and transparent to the community. Therefore any changes to initially approved project budgets are reported in a manner that demonstrates the diligence and transparency of the organisation’s project management processes.

Closure of projects is another important process for maintaining a well-managed program and involves financial review, asset management and project review activities. Projects reported herein for closure have been through Council’s project review and closure process and will not appear on the current Capital Works Program reporting after this period.

7. Content

The following budget transfers, detailed in Table A, are required where it has been identified that active or planned projects require adjustments to their approved budgets to allow ongoing management of projects and achievement of project scope and objectives. Project funds that are consistent with the scope and budget approved by Council through its Capital Works Program are not reported herein until the project is ready for closure and savings are identified. Projects with approved scope and budget that are managed across multiple accounts are only reported in Table A if there is a request to Council to adjust scope or budget.

TABLE A – NEW OR ACTIVE PROJECTS THAT NEED BUDGET ADJUSTMENT

Division requesting transfer

Account From Account To Amount Reason

Nil

The following budget transfers, detailed in Table B, represent projects that have been successfully completed and are presented to Council for acknowledgement. Where unexpended funds remain they are returned to the most appropriate source as per Council’s approved business practices.

TABLE B – PROJECTS TO BE CLOSED



Community and Regulatory Services Division

100064 Shire, Outdoor Plant Room Renewal

100261 Asset Renewal Unallocated Funds (Non Roads)

$9.47 Council’s total budget allocation to this project was $157,500.00.

All project works are complete, $9.47 in savings to be returned to 100261 Asset renewal Unallocated Funds (Non Roads)

TABLE C – CORRECTIONS TO PRIOR REPORTS



Nil


TABLE D – EXISTING PROJECT BUDGET ADJUSTMENTS

The following budget transfers, detailed in Table D, are required where it has been identified that active or planned projects require adjustments to their approved budgets to allow ongoing management of projects and achievement of project scope and objectives. In this case the funds being transferred have already been approved as available for the required purpose (such as DDA funding) by Council and this table serves to inform Councillors of transactions that have been processed by officers.



Nil



Place: No impact

People: No impact

Organisation No impact

9. Consultation

Consultation has taken place with:

General Manager Infrastructure Services

Relevant Project Sponsors


7. COUNCIL INFORMATION

7.1. RECEIVING OF OPEN ASSEMBLY OF COUNCILLORS RECORDS

Author:

Sharolyn Taylor, Council Support Officer


Governance Manager

1. Purpose

To present to Council the open records for the Assemblies of Councillors held in the month of August 2016.

2. COUNCILLORS WESTON/PENTREATH

That Council receive the open records of Assemblies of Councillors as outlined in this report.

CARRIED







6. Background

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:

i. An advisory committee of the Council that includes at least one Councillor; or

ii. A planned or scheduled meeting that includes at least half the Councillors (5) and one member of Council staff.

The requirement for reporting provides increased transparency and the opportunity for Councillors to check the record, particularly the declaration of conflict of interest.


7. Content

The following Assemblies of Councillors were held in the month of August 2016:

Meeting Information

Meeting Name/Type Campaspe Briefing Session

Meeting Date 2 August 2016

Matters Discussed 1. Welcome, present & apologies 2. Declaration of Interests 3. Future Meetings 4. Briefing Issues Review 5. Mayor’s Report 5.1. Road Conditions 5.2. MAV State Council Meeting 5.3. Rochester Flood Study 5.4. Regional Flood Plain Strategy for Loddon Mallee 5.5. Koondrook Wharf Celebrations 5.6. Regional Partnerships 5.7. Yorta Yorta MOU 5.8. Dja Dja Wurrung 5.9 Regional Tourism Awards 5.10 Local Government Act Review 5.11 Campaspe’s Advocacy Plan 5.12 State Water Plan 5.13 GMW Connections project 6. Communication Reports 7. Review Briefing Minutes – Open

Attendees

Councillors Cr Leigh Wilson (Mayor), Cr Carol Howell (Deputy Mayor), Cr Emma Bradbury (11:07am – 4:45pm), Cr Paul Jarman (9:39pm – 2:45pm), Cr Ian Maddison, Cr Leanne Pentreath, Cr Neil Pankhurst, Cr Adrian Weston, Cr John Zobec

Staff Jason Russell, Diane Hood, Keith Oberin (9:39am – 2:53pm) (4:06pm – 4:45pm), Paul McKenzie, Emma Dalton (9:39am – 4:43pm), Frank Crawley, Sharolyn Taylor

Apologies

Councillors

Staff

Conflict of Interest disclosures

Matter No. Councillor/officer making disclosure Left meeting: Yes/No

Nil


Meeting Information

Meeting Name/Type Campaspe Briefing Session

Meeting Date 16 August 2016

Matters Discussed 1. Welcome, present & apologies 2. Declaration of Interests 3. Future Meetings 5. Delegation – Murray Darling Association (MDA) 6. August Council Meeting Agenda Review – Open 15. Local Government Investigations and Compliance Inspectorate

Attendees

Councillors Cr Leigh Wilson (Mayor), Cr Carol Howell (Deputy Mayor) Cr Emma Bradbury, Cr Paul Jarman, Cr Ian Maddison, Cr Neil Pankhurst, Cr Leanne Pentreath, Cr Adrian Weston, Cr John Zobec

Staff Jason Russell, Diane Hood, Keith Oberin, Emma Dalton, Frank Crawley, Peter Beaumont (Duty Manager), Sharolyn Taylor

Apologies

Councillors

Staff Paul McKenzie

Conflict of Interest disclosures

Matter No. Councillor/officer making disclosure Left meeting: Yes/No

Nil



Place: No impact

People: No impact

Organisation No impact

9. Consultation

Nil.


7.2. LETTERS OF APPRECIATION

The following have been received:

Echuca Moama Artists Inc – thank you for the generous support through the Community Grants Program towards to the annual exhibition.

WH Robertson, Ringwood North – expression of appreciation for the wonderful support received from the Campaspe Regional Library staff for the talk presented on his second book, Fox. The standard of excellence to which the facilities were prepared and the welcoming and friendly nature of everyone there made the visit a truly memorable event. The kindness and commitment of the local Friends of the Library was also much appreciated. They do a lot to create awareness of the library facilities.

MobileMuster – thank you for being part of the promise to keep old mobiles out of landfill. Between July 2015 and June 2016, the Shire of Campaspe – Kyabram Service Centre returned 6.1kg of mobile phones, their batteries and accessories, for recycling.

Kyabram RV Country Music Corral – thank you for the provision of a grant through the 2016/2017 Community Grants Program (Round one). The funds are very much appreciated by all committee members and will go towards the cost of artists and hire of marquees.

Echuca Moama Beacon Foundation Inc – thank you to Shane Stacey, Community Places Project Officer for conducting Mock Interviews on 18 August. The interviews gave a real life experience of the interview process to students and the support received from local organisations is appreciated.

Lorraine Griffiths – thank you to Victoria Green, Library Services for her one on one time assisting me with my ancestry. Victoria was enthusiastic and nothing was too much trouble.

Victorian State Emergency Service (VICSES) – thank you to Mayor, Cr Leigh Wilson for attending the meeting of the board of management of the VICSES. It was a very positive meeting which gave all an opportunity to discuss various issues that affect our communities when planning for and delivering emergency services.

COUNCILLORS BRADBURY/HOWELL

That Council receive and note letters of thanks and appreciation as listed.

CARRIED


7.3. RESPONSIVE GRANTS PROGRAM

Author:

Bobbi Aitken, Civic Events & Grants Officer


Communications & Public Affairs Manager

1. Purpose

To note Responsive Grants Program applications received and approved in line with grant guidelines and criteria.

2. COUNCILLORS JARMAN/ZOBEC

That Council note:

1. the following grant has been approved in accordance with Responsive Grants Program guidelines and criteria and applicant advised in writing:

Bamawm Extension Fire Brigade – to purchase a Print/Scan/Fax machine to enable the Secretary to operate the business side of the brigade, $750.

2. the following grant has not been approved in accordance with Responsive Grants Program guidelines and criteria and applicant advised in writing:

private individual.

CARRIED







6. Background

The Responsive Grants Program provides funding for community initiatives and has guidelines for applications submitted to Council.


This month, the following applications have been received:

Organisation Amount Amount Recommended

Purpose Comment

Private individual $300 $0 Towards costs associated with son’s selection to represent Victoria at the National Football Championships to be held in Western Australia in August

Not approved by CEO – individual does not reside in the Shire of Campaspe

Bamawm Extension Fire Brigade

$914.75 $750 Towards the purchase of a Print/Scan/Fax machine to enable the Secretary to operate the business side of the brigade

Approved by CEO

Fund Balance Prior to application approval: $45,371

Funding approved: $750

Fund Balance: (13 September 2016) $44,621


Prosperity: No Impact.

Place: No impact.

People: This funding source provides support to Responsive Grants Program requests for community initiatives.

Organisation: The annual budget allocates funding for Responsive Grants Program requests for community initiatives.

8. Consultation

Nil


7.4. STRATEGIC INITIATIVES UPDATE

Author:

Andrew Cowin, Corporate Strategy Manager

Attachments:

7.4. Campaspe Strategic Initiatives Update

1. Purpose

To provide Council with the fourth quarter update report on the progress of implementation of the key strategic initiatives.

2. COUNCILLORS BRADBURY/MADDISON

That Council note the progress towards implementation of the key strategic initiatives.

CARRIED







6. Background

Council has three key strategic plans:

Council Plan 2013-2017

Strategic Resource Plan 2015-2016

Municipal Health and Wellbeing Plan 2013-2017 (MPH&WP)

The Council Plan describes Council’s strategic objectives, strategies for achieving the objectives and how the outcomes will be measured. Supporting the delivery of the Council’s vision is the Strategic Resource Plan which describes the financial and non-financial resources required to implement the Council Plan over the four year period.

The MPH&WP highlights Councils priorities in working with service providers and the broader community to promote the health and wellbeing of all residents.


The MPH&WP addresses the key public health and well-being issues that affect the Shire of Campaspe, and aligns with other key strategic health plans e.g. Campaspe Primary Care Partnerships Integrated Health Promotion Plan.

The MPH&WP is strongly aligned with the Council Plan 2013-2017 and supports the three community outcomes that the Council Plan focuses on to ensure that the community is thriving, healthy and diverse. Supported by the Strategic Resource Plan to ensure the organisations resources are used wisely and strategically.

These three strategic plans are supported by implementation actions and identified initiatives in the 2015/16 Program Budget. A consolidated list of initiatives from across these plans has been reported to Council quarterly. This report is the final report of actions from the 2015/16 budget.

7. Content

The consolidated list incorporates a total of 88 initiatives. Across these initiatives

37 are completed;

32 are in progress;

6 are ongoing; and

13 not yet started.

Progress in relation to the implementation of these initiatives are to be reported to Council and the community quarterly. This represents the final progress update since the introduction of this initiative.

8. Options

Option 1: Council note the progress towards implementation of the key strategic initiatives


This report seeks to provide Council and the community with an update in relation to the progress of implementation of initiatives identified to support the delivery of Councils Vision.

Option 2: Council not note the progress towards implementation of the key strategic initiatives



Prosperity: The Action Plan activities support the delivery of the Community Outcome Prosperity.

Place: The Action Plan activities support the delivery of the Community Outcome Place.

People: The Action Plan activities support the delivery of the Community Outcome People.

Organisation: The Action Plan outlines the organisations commitment to the implementation of the Council Plan, Strategic Resource Plan and MPH&WP.

10. Consultation

General Managers and Department Managers from across the organisation have been consulted in relation to the progress on identified initiatives.


8. COUNCILLOR REPORTS

Cr Leigh Wilson

19 August 2016 Morning Tea with Shiroi Student Delegation

20 August 2016 Stanhope Football Netball Club Legendairy Farmer Day

20 August 2016 Echuca And District Historic Vehicle Club Rally Dinner

21 August 2016 Kyvalley Progress Association Annual Community Luncheon

22 August 2016 Public ICE forum "Knowledge is Power"

23 August 2016 Goulburn Broken Greenhouse Alliance - Implementation Forum meeting and AGM

24 August 2016 Safety Awareness in Commercial Buildings Information Session

25 August 2016 Let’s Read Campaspe Launch of the Let’s Read program

30 August 2016 Moama RSL - Official Sponsorship Presentation Morning Tea

30 August 2016 Keep Victoria Beautiful Tidy Town Regional Presentations

1 September 2016 Murray River Group of Councils Meeting

2 September 2016 Camilk Pty Ltd Meeting

5 September 2016 Stanhope Planning Committee Meeting

6 September 2016 Murray Goulburn Business Breakfast

7 September 2016 Rural Councils Victoria CEOs, Mayors and Councillors Forum

8 September 2016 MAV Annual Conference & State Council Meeting

9 September 2016 St Joseph’s Rochester Deb Ball

Cr Carol Howell



1 September 2016 Kyabram P12 College Lone Pine Ceremony

7 September 2016 Kyabram Melbourne Cup Tour Meeting

Cr Emma Bradbury

17 August 2016 EMFM Radio

Cr Paul Jarman

7 September 2016 Central Victorian Agribusiness Forum

Cr Ian Maddison

16 August 2016 2016 Annual Dungala Kaiela Oration


20 August 2016 Echuca Bowls Club Tournament Opening

22 & 23 August 2016 Public ICE forum "Knowledge is Power"

24 August 2016 Echuca Rail Station Precinct Master Plan - Workshop

29 August 2016 Revving the River Launch


5 September 2016 EMFM Monthly Radio


Cr Ian Maddison continued

13 September 2016 Crossenvale Community House AGM

Cr Neil Pankhurst

18 August 2016 St Augustine's College Kyabram Year 10 Beacon Foundation Charter Signing Ceremony


20 August 2016 "The Mudslingers" presented by the Nanneella Hall Committee

21 August 2016 Kyvalley Progress Association Annual Community Luncheon

25 August 2016 Australian Dairy Industry Symposium

28 August 2016 Tongala Aged Care Dinner

29 August 2016 Revving the River Launch

30 August 2016 St Pats Lone Pine ceremony


1 September 2016 Kyabram P12 College Lone Pine Ceremony

7 September 2016 VFF Water Forum

8 September 2016 Kyvalley Recreation Reserve AGM

Cr Leanne Pentreath


22 August 2016 Public ICE forum "Knowledge is Power"

24 August 2016 Safety Awareness in Commercial Buildings Information Session

Cr Adrian Weston


24 August 2016 Stanhope Girgarre Landcare AGM

30 August 2016 Rushworth Australia Day Committee Meeting

4 September 2016 Rushworth Historical Society Book Launch

5 September 2016 Stanhope Planning Committee Meeting

6 September 2016 Colbinabbin Memorial Centre Committee AGM

8 September 2016 Rushworth Shire Hall Committee of Management AGM

Cr John Zobec


18 August 2016 St Augustine's College Kyabram Year 10 Beacon Foundation Charter Signing Ceremony

COUNCILLORS PENTREATH/ZOBEC

That the above Councillor reports be received and noted.

CARRIED


9. CHIEF EXECUTIVE OFFICER’S REPORT

Activities and meetings since the 16 August Council Meeting:

Murray Regional Tourism Board meeting

Victorian State Emergency Service Authority meeting

VicRoads Regional Director

Community Living & Respite Services Sponsors Breakfast

Victoria Local Government Association teleconference

Regional Floodplain Management Strategy Steering Committee

Committee for Echuca Moama

Revving the River Launch

Keep Victoria Beautiful Tidy Town Regional Presentations

MAV Candidate Information Session

Colbinabbin Recreation Reserve Project meeting

Murray River Group of Councils meeting

Regional Development Victoria Chief Executive meeting

Victorian Farmers Federation local representatives meeting

Echuca Marketing & Business Development fund Special Charge Scheme Submission Hearing

GMW Connections Stakeholder Meeting

Rural Councils Victoria Executive Meeting and Mayors & CEOs forum.

MAV Annual Conference

Emergency Management CEO Engagement Forum

VEC Candidate Information Session

COUNCILLORS ZOBEC/HOWELL

That the above Chief Executive Officer's Report be received and noted.

CARRIED


10. NOTICES OF MOTION

11. URGENT BUSINESS

12. QUESTION TIME

Nil.

13. CLOSED SESSION OF THE MEETING TO THE PUBLIC

COUNCILLORS PENTREATH/BRADBURY

That pursuant to the provisions of the Local Government Act 1989, the meeting will now be closed to members of the public to enable the meeting to discuss matters in items 14, 15, 16 and 17 which the Council may, pursuant to the provisions of Section 89(2) of the Local Government Act 1989 (the Act) resolve to be considered in Closed Session, being a matter contemplated by Section 89(2) of the Act, as follows:

(a) personnel matters;

(b) the personal hardship of any resident or ratepayer;

(c) industrial matters;

(d) contractual matters;

(e) proposed developments;

(f) legal advice;

(g) matters affecting the security of Council property;

(h) any other matter which the Council or special committee considers would prejudice the Council or any person;

(i) a resolution to close the meeting to members of the public.

CARRIED


14. CONFIRMATION OF CONFIDENTIAL MINUTES & ATTACHMENTS

89(2)(h) Any other matter which the Council or Special Committee considers would prejudice the Council or any person.

15. CONFIDENTIAL COUNCIL INFORMATION

15.1. RECEIVING OF CONFIDENTIAL ASSEMBLY OF COUNCILLORS RECORDS


15.2. RECEIVING OF CONFIDENTIAL COMMUNICATION REPORTS & ATTACHMENTS


16. CONFIDENTIAL BUSINESS

16.1 89(2)(H) ANY OTHER MATTER WHICH THE COUNCIL OR SPECIAL COMMITTEE CONSIDERS WOULD PREJUDICE THE

COUNCIL OR ANY PERSON

16.2. 89(2)(D) CONTRACTUAL MATTERS

16.3. 89(2)(D) CONTRACTUAL MATTERS

16.4. 89(2)(D) CONTRACTUAL MATTERS AND (E) PROPOSED DEVELOPMENTS

17. CONFIDENTIAL COUNCIL MEETING CLOSE


18. ITEMS DETERMINED TO BE NO LONGER CONFIDENTIAL


19. OPEN MEETING TO THE PUBLIC

COUNCILLORS HOWELL/PENTREATH

That Council resolve to open the meeting to the public 6:17pm

CARRIED

20. MEETING CLOSE

There being no further business, the meeting concluded at 6:17pm.

………………………………….

CR LEIGH WILSON

MAYOR

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