council meeting minutes - ararat

COUNCIL MEETING MINUTES

TUESDAY 20 SEPTEMBER 2016

MINUTES OF THE ARARAT RURAL CITY COUNCIL MEETING HELD ON 20 SEPTEMBER 2016 IN THE COUNCIL CHAMBER, SHIRE HALL, BARKLY STREET, ARARAT, WHICH COMMENCED AT 6.01PM

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PRESENT The Mayor, Cr PA Hooper Chairperson, Crs GM Allgood, F Deutsch, DF Hull, GD Hull, CR McKenzie and GI McLean. Mrs Colleen White, Acting Chief Executive Officer, Mr Neil Manning, Director Council Services, Mr Glenn Carman, Acting Director Assets, Finance and Corporate Services, Mr Matthew Wood, Acting Corporate Strategy, Risk and Governance, and Mrs Jenny Woolcock, Manager Executive Services and Governance

1 TRADITIONAL ACKNOWLEDGEMENT The Prayers were read out by Mayor Cr Paul Hooper. WE ACKNOWLEDGE THE TRADITIONAL OWNERS OF THE LAND ON WHICH

WE MEET TODAY, AND PAY OUR RESPECTS TO THEIR ELDERS, PAST AND PRESENT.

OPENING PRAYER ALMIGHTY GOD, WE HUMBLY ASK YOU TO HELP US, AS ELECTED

COUNCILLORS OF THE ARARAT RURAL CITY COUNCIL. GUIDE OUR DELIBERATIONS. PROSPER WHAT IS YOUR WILL FOR US, TO YOUR HONOUR AND GLORY AND FOR THE WELFARE AND BENEFIT OF THE PEOPLE WHOM WE SERVE IN THE ARARAT RURAL CITY.

THE LORD'S PRAYER OUR FATHER WHICH ART IN HEAVEN, HALLOWED BE THY NAME, THY

KINGDOM COME, THY WILL BE DONE ON EARTH, AS IT IS IN HEAVEN. GIVE US THIS DAY OUR DAILY BREAD AND FORGIVE US OUR TRESPASSES AS WE FORGIVE THEM THAT TRESPASS AGAINST US, AND LEAD US NOT INTO TEMPTATION, BUT DELIVER US FROM EVIL, FOR THINE IS THE KINGDOM, THE POWER, AND THE GLORY, FOREVER AND EVER. AMEN.

2 APOLOGIES

MOVED CR McKENZIE SECONDED CR F HULL That the apology of Mr Andrew Evans, Chief Executive Officer and Mr Don Cole, Director, Assets, Finances and Corporate Services be accepted. CARRIED 3239/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 3 – CONFIRMATION OF MINUTES

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MOVED CR F HULL SECONDED CR DEUTSCH That the Minutes of the 1 Council Meeting held on 16 August 2016; and 2 Special Council Meeting of 9 September 2016, be confirmed. CARRIED 3240/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 4 – REQUEST TO ADDRESS COUNCIL

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A written request to address Council must be received before 12noon on the Monday prior to the Council meeting. Written requests must be in relation to an item listed on the current Council Meeting Agenda. If a request is not accepted by the Mayor or Chief Executive Officer, a written advice will be provided to the requester outlining the reasons for this decision. Approved requests to address Council Meetings will be heard at the commencement of the Council Meeting. The presenter will be allocated a maximum of three (3) minutes to present his or her address to the Council. An extension of time may be granted by the Mayor. During the presentation, the presenter may not address questions to Councillors or officers. Two minutes will be allocated for Councillors to ask questions of the presenter, if required. Council may request a further report on the matter from officers. Members of the public gallery are not allowed to communicate with Councillors and officers whilst the meeting is in progress.

No requests received from the gallery.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 5 – DISCLOSURE OF INTERESTS

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Disclosure of Interests are to be made immediately prior to any relevant item being discussed. Local Government Act 1989 Section 79 (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 paragraph (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.

Local Government Act 1989 Section 80C) A person who is providing advice or a report to a meeting of the Council or a special committee, and who has a conflict of interest in a matter to which the advice or report relates, must disclose the constituting the conflict of interest when providing the advice or report and before the advice or report is considered by the Council or the committee.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 6 - PETITIONS

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Clause 15 of Council’s Meeting Procedure states: 1 A petition presented to Council must lay on the table until the next Ordinary Meeting of

Council and no motion, other than to receive the petition or joint letter may be accepted by the Chair, unless the Council agrees to deal with it earlier.

2 Petitions received by Ararat Rural City Council will be tabled under “Petitions” in the Order of Business.

3 At the meeting the petition will be formally received by Council and referred to the relevant area of Council for consideration and action which will be reported to the next ordinary meeting of Council for decision if one is required.

4 When a petition relates to an item already on the agenda at the meeting at which the petition is tabled, the matter will be dealt with at that meeting.

5 Any Councillor presenting a petition will be responsible for ensuring that he or she is familiar with the contents and purpose of the petition and that the petition is not derogatory or defamatory.

6 Any person who fraudulently signs a petition or joint letter which is presented to the Council is guilty of an offence.

No petitions received.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 7 - INFORMATION REPORTS

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ITEM 7.1.1 BUSINESS ARISING 13039071 CORPORATE STRATEGY, RISK AND GOVERNANCE

Council plan reference 5.1 Good governance through leadership

Introduction Information only item. Discussion Please note the following schedule listing actions taken on the resolutions from the last Council Meeting and outstanding items from previous meetings. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure.


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Attachments There are no attachments relating to this item.

MOVED CR McKENZIE SECONDED CR G HULL That the Business Arising Report be received. CARRIED 3241/16


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ITEM 7.1.2 COUNCIL COMMITTEES 13039075

CORPORATE STRATEGY, RISK AND GOVERNANCE


Introduction Information only item. This report contains the records of Council Committee meetings minutes received since the last Council Meeting. Committees Councillor

representative Current meeting (as presented)

Next scheduled meeting

Council Committees

Audit Committee Cr Fay Hull Audit Committee Report presented separately.

Ararat Regional Art Gallery Advisory Committee

Cr Fay Hull - 15 September 2016

Environmental Sustainability Advisory Group

Cr Fay Hull 4 August 2016 and

2 September 2016 (extraordinary

meeting)

12 October 2016

McDonald Centre Re-use Committee Cr Allgood - 14 September 2016

Municipal Emergency Management Planning Committee

Cr Deutsch 8 August 2016 9 November 2016

Community Road Safety Steering Committee

Cr Allgood - Yearly in August/September

Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments Further information regarding this item is provided in Attachment 7.1.2.

MOVED CR F HULL SECONDED CR G HULL That the Council Committees Report be received. CARRIED 3242/16


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ITEM 7.1.3 ASSEMBLY OF COUNCILLORS 13039074



Introduction Information only item. The Local Government Act 1989 (Section 80A) requires that the record of an assembly of Councillors is to be reported to the next practicable Council meeting and be included in the minutes of that meeting. Discussion The following records of meetings of the Assembly of Councillors since the last Council Meeting are attached. Note: Any disclosures of interest, relevant to these items, are recorded in the Assembly of Councillors record. 1 Assembly of Councillors held on 04 August 2016 – Environmental Sustainability

Advisory Committee; 2 Assembly of Councillors held on 16 August 2016; 3 Assembly of Councillors held on 02 September 2016 – Environmental Sustainability

Advisory Committee; 4 Assembly of Councillors held on 6 September 2016; 5 Assembly of Councillors held on 9 September 2016; and 6 Assembly of Councillors held on 13 September 2016. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments The six Assembly of Councillor records listed above are provided in Attachment 7.1.3.

MOVED CR ALLGOOD SECONDED CR DEUTSCH That the Assembly of Councillors Reports be received. CARRIED 3243/16


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Cr Gwenda Allgood disclosed an indirect interest (close association) to Item 7.1.4 – Grant Applications (No 466), due to her daughter and grandchildren being employed at the Ararat Fitness Centre. Cr Allgood left the Council Chamber at 6.05pm ITEM 7.1.4 GRANT APPLICATIONS 13039073


Council plan reference 1.1 Assist communities to develop and prosper

Introduction Information item only. Discussion Please note the following schedule updating grant applications. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure.


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Attachments There are no attachments relating to this item.

MOVED CR DEUTSCH SECONDED CR G HULL That the Grant Applications Report be received. CARRIED 3244/16

Cr Allgood returned to the Council Chamber at 6.05pm


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ITEM 7.1.5 COUNCILLORS EXPENSES 15065324 CORPORATE STRATEGY, RISK AND GOVERNANCE


Introduction Council resolved at the 21 July 2015 Council Meeting to publish, at each Council Meeting, the monthly expenditure and year to date amounts of Councillors Expenses, which will include accommodation, meals, mileage allowance, training and development, conferences and communication. Discussion To assist Councillors in meeting their obligations, they are provided with general support such as mobile phones, computers and reimbursement of official travel and meal costs. The following graph and table outlines the Councillors expenses up until 9 September 2016. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

$-

$100.00

$200.00

$300.00

$400.00

$500.00

$600.00

$700.00

Cr Allgood Cr Deutsch Cr Hooper Cr F Hull Cr G Hull Cr McKenzie Cr McLean

Councillors Expenses - August/September 2016

Sep-16 Y-T-D


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MOVED CR ALLGOOD SECONDED CR McLEAN That the Councillors Expenses Report be received. CARRIED 3245/16


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ITEM 7.1.6 COUNCIL TERM 2012/2016 ACHIEVEMENTS 16077091 CORPORATE STRATEGY, RISK AND GOVERNANCE

Council plan reference 1.1 Assist communities to develop and prosper 1.2 Community services that are accessible, inclusive and responsive to the community’s needs 1.3 Community safety 1.4 Participation in diverse sport, recreation and leisure activities 1.5 Ararat Active City Strategy 2.1 Community and cultural connectedness 2.2 Respect our Sister City and Friendship Cities international relationships 2.3 Advocacy for regional living 2.4 Strong performing and visual art program 3.1 A strong and diverse local economy 3.2 Economic growth within the municipality 3.3 Effective and safe transport networks 3.4 Effective and efficient land use planning and building control 4.1 Attractive streetscapes, town entrances, parks and gardens 4.2 Effective management of municipal waste and safe and effective disposal of domestic

wastewater/stormwater 4.3 Community facilities that are developed and maintained 4.4 Protected and enhanced natural environment 4.5 Long term asset management 5.1 Good governance through leadership 5.2 Services and infrastructure that meets the municipality’s existing and future needs 5.3 Organisational risk 5.4 Professional and skilled staff in a safe and supportive environment 5.5 Sustainable, long term financial management

Introduction Information only item. Discussion As suggested by Councillors at the recent Performance Review of the CEO, it is important to celebrate the wonderful achievements of the Council organisation over the term of the current Council. Report Card 2012-2016 Ararat Rural City Council Achievements. Community Engagement

Community Consultation and Engagements sessions were held for:

Ararat and townships revision 2013-2017 Council Plan

Council Annual Budgets

Council Community Vision 2030

Joint Council/Community Project Committee Ararat Olympic Pool Redevelopment


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Joint Council/Community/Government Grant Projects including $1.867m Grant (LGIF) for Halls, theatres, sporting grounds, pools and libraries etc.

Community Action Plans

Council Achievements Ararat -

Alexandra Gardens linked pathway and Exercise points

Alexandra Gardens - replica Front Gates installed

Alexandra Oval Community and Recreation Facility Construction (on time/within budget)

Jailhouse Rock Festival Revival – under risk of closure

Olympic Pool, Kiosk and Change Rooms Redevelopment

Performing Arts Centre Air-conditioning

Town Hall Complex –PAC and Gallery Redevelopment project planning Townships -

Exercise equipment installed in rural townships

New Mobile Library Van Outreach Library services to townships

Elmhurst Recreation Reserve Pavilion Upgrade $315,000

Lake Bolac Branch Library, Construction

Lake Bolac – Family Day Care approved and supported by Council

Moyston Community provided with support following the 2015 bushfires

Moyston Hall 100 year Celebrations and commencement of major hall renovations

Moyston Recreation Reserve multi-use courts constructed

Pomonal, new Pomonal Hall constructed

Wickliffe Reserve Pavilion and Toilets Upgrade $54,293

Willaura Bowls Club Council financial support for Synthetic surface – funded by State Government

Lifestyle/Social -

Disability Inclusion Plan adopted

Strategies and Activities to reduce Violence against Women and support for affected women and children. White Ribbon event participation and Act@Work Program

Member of the Grampians Community of Respect and Equality Alliance

Signed the ‘Refugee Welcome Zone‘, declaration.

Organised/supported Collingwood Training Camps in Ararat

Men’s Shed Funding Grant received

‘Save a Pet’ agreement/s to ensure unwanted animals are not unnecessarily euthanised.

Ararat Active City Launched, Municipal Health Plan adopted to promote a healthy, active community.

Services/Economy -

Partnerships with neighbouring Councils to achieve economy of scale and reduced costs in procurement and provision of services.

Advocacy successful for municipality to be included in Drought Funding

Ararat Wind Farm construction commenced, with lobby/support from council.


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Barkly Street Streetscape works completed.

Eversley/Crowlands/Griffin Bridge Reconstruction/Replacement

Freight Hub study funding commitment from State Government

Grampians Pyrenees Business Awards Hosted by Council in 2015/2016

Maryborough/Ararat railway line to be re-opened - lobbied by council

Mininera East/Mininera/South Beach Traffic Safety Installations funding $1,080,393

Wickliffe Flood Study completed and Planning Scheme amended to implement findings. Environment -

Keep Australia Beautiful – Grant – Recycle Bins at Recreation Reserves

LED Signs Lake Bolac Information and Business Centre/Municipal Offices

LED Street lighting installed

Councillors issued IPads for council communications/agendas/policies in lieu of large volumes of printed material

Solar for Low Income Households Project supported by Council

Paperless office initiatives in council offices

Vehicle fleet replacements to be based on smaller fuel/emissions vehicles

New and ongoing waste management initiatives to prevent waste and protect the environment.

Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

MOVED CR F HULL SECONDED CR ALLGOOD That the Council Term 2012/2016 Achievements Report be received. CARRIED 3246/16


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ITEM 7.1.7 CORPORATE STRATEGY, RISK AND GOVERNANCE QUARTERLY REPORT 14050699 CORPORATE STRATEGY, RISK AND GOVERNANCE

Council plan reference 1.1 Assist communities to develop and prosper 1.3 Community Safety 2.1 Community and cultural connectedness 3.1 A Strong and diverse local economy 5.1 Good governance through leadership 5.4 Professional and skilled staff in a safe and supportive environment

This is an information report on the activities of the Corporate Strategy, Risk and Governance Directorate for the months of June, July and August 2016. LOCAL LAWS Resources The Local Laws team is now resourced with part time administration support and the use of two casual officers which are used to back fill when Officers are on leave or training. There is an emphasis on community engagement and animal compliance duties. Training The Local Laws Team Leader has now commenced a Certificate IV in Statutory Compliance and Animal Control. This formal qualification will complement the practical learning and increase technical skills required within the role of the Team Leader of Local Laws. RSPCA Local Laws Officers have attended to two reports of possible livestock cruelty (numbers of sheep lying in a paddock deceased). In one case the Agriculture Victoria Veterinary Doctor was briefed on the complaint and was making enquiries with the land owner. Pound Works are being conducted on the storm water drainage surrounding the pound. Water from ground run off after rain is entering the cat area of the pound, flooding the floor. Ararat Local Laws have now taken up a membership to an online Animal Rescue forum website; this will actively promote the animals that Ararat have as surrendered and unclaimed that are suitable for rehousing by reaching an Australia wide audience. Cat and Dog Registrations In this period there has been a substantial uplift which can be attributed to an increased media and public awareness campaign. A reminder mail out was conducted to residents who had not renewed their registration.


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During the past quarter the following cat and dog registrations have been received:

Dogs 309. Of these 224 are renewals and 85 are new registrations

Cats 79. Of these 54 are renewals and 25 are new registrations

Dog Attacks There were two dog attacks reported to Local Laws in the period with the following summaries:

On the 28 July 2016 a Husky dog attacked a lady’s chickens in her backyard in Banfield Street, Ararat. Two chickens were killed and two went missing. An investigation was conducted and the owner of the chickens did not want compensation or for the dog to be punished. The dog was surrendered by its owner and rehomed with the Husky Rescue Group for rehabilitation.

On the 31 July 2016 a lady discovered her cat had been attacked by two dogs in Blake Street, Ararat. The cat survived but incurred some injuries and was treated by the Vet. The owner of the two dogs was identified and two infringements were issued for dog at large during the daytime and two infringements for non-serious injury caused by dog attack.

Compliance and Enforcement Compliance and enforcement activities are outlined below:

Parking Infringements for the period 4 /$50. 0/$72. 0/$152 200.00

Animal Management infringements for the period: 24 6606.00

Road Management Act infringements:

Infringement Notices Total: (including Animal Control) 28 $ 6806.00

Meter takings for the period: Ext GST $ 24,389.70

Pound fees for the period: $ 1,920.00

Total revenue June - August 2016 Total $ 33,115.70

During the period a total of 28 infringement notices were written out; of that total:

9 infringements were for unregistered animals

13 infringement were for dog at large during the daytime

2 Non serious injury caused by a dog attack

4 Fail to pay parking meter

Prosecution Council has one outstanding matter where the defendant has appealed against the sentence. This matter will be listed for the County Court in Ballarat later in 2016. Domestic Animal Management Plan The 2016 review of the Domestic Animal Management Plan was completed and presented to Council at the August meeting. The reviewed plan was adopted by Council and has been sent to the Secretary, Domestic Animals Branch, Department of Economic Development, Jobs, Transport and Resources (DEDJTR). Domestic Animal Management During the period eleven dogs were rehoused through statewide rescue groups. This has been timely due to an increase of impounded animals during the period.


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A new 84Y Agreement has been established with the Victorian Siberian Husky Group which facilitated one specific breed of dog being rehoused. Requests of Assistance There were 248 customer requests for assistance from the Local Laws Team during the period. Meter Takings

Meter maintenance is ongoing however steady revenue is being received. Easy Park EasyPark has been available to motorists in the city of Ararat from December 2014. Transaction and usage data show increasing uptake the past quarter. The revenue from Easy Park has been included in the overall parking meter takings amount. Future plans with Easy Park include a promotional push to use the Easy Park App rather than use coins. The more uptake of Easy Park the more efficiencies to Council with reduced coin collection, counting and banking activities.


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Easy Park transaction data

Easy Park revenue data

Disabled Parking Permits This quarter the Local Laws team has issued 30 Disabled Parking Permits.

Blue Permits (27)

Green Permits (3) Local Laws Permits

General 6

Permit to Burn 20

Street Furniture 37

Multi Animal Permit 12

Domestic Animal Business 1 Total Permits Issued 76


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Animal Control

NUMBER

June 2016 – August 2016 DOGS CATS LIVESTOCK

In Pound at start of period 2 2

Impounded – Seized 40 36

Impounded - Surrendered 1

Released to owner 31 1

Euthanased 26

Rehoused 11 7

In Pound at end of period 1 4

All cats euthanased were deemed feral or diseased and unsuitable for rehousing. One dog was euthanized after receiving written advice from a veterinary surgeon that due to the dog’s age and disease, his quality of life was suffering. Local Laws Officers are continuing to support and work with Animal Rescue Organisations. A wider reach with social media resulted in some animals being adopted directly from the pound, rather than being rehomed with rescue organisations. After Hours Requests Local Laws after hour’s call-outs for the period June to August 2016: 2 Callouts After hours phone calls for the period June to August 2016: 7 Phone Calls SAFETY AND EMERGENCY SERVICES Occupational Health and Safety Worksafe claims are being managed in accordance with policy and legislation. Employers Mutual (EML) is the new Worksafe insurer for Council taking over from QBE as of the 1 July. The manager of Risk, Emergency Services & Local Laws and return to work coordinator met with EML case managers allocated to Council claims. The Safety Committee identified risks with access and movement of materials into and within the Vincent St office. An access audit has been conducted to determine existing access barriers and limitations of the building when compared against the current disability access provisions of the Building Code of Australia (BCA), Premises Standards and appropriate Australian Standards. The results are due in early September and this will enable Council to consider appropriate future upgrade works to meet the intent of the Disability Discrimination Act and improve workplace safety. Emergency Preparedness Council’s Municipal Emergency Resource Officer (MERO) & Municipal Fire Prevention Officer (MFPO) coordinated emergency and fire management planning meetings in August, reviewing strategic fire breaks and roadside vegetation management in the Municipal Fire Management Plan (MFMP).


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The six Neighbourhood Safer Places (NSP’s) identified last year have been audited and found suitable. These NSP’s were the subject of a separate report that went to Council in July 2016. Council facilitated a multi-agency emergency table top exercise. The ‘Exercise’ involved a Heavy vehicle collision between two B Double trucks, one was gas tanker containing 60,000 litres of gas and the other a stock truck with 500 sheep. The accident occurs at a busy intersection of Vincent St

and High St (Western Hwy) in the centre of Ararat.

The exercise debrief identified areas for improvement around immediate capacity and capability of different agencies and long term response capacity. It also identified how agencies collaborated in the planning process supporting and sharing ideas in the Incident Management Team (IMT). This provided a greater understanding of the broader community impacts and acknowledged the need for strong collaboration across the emergency management (EM) sector at a local level. Emergency Planning Council has been working in collaboration with the CFA and DELWP identifying high risk fire areas in our rural communities and areas with high vegetation on the north west interface of towns. A private land and public land planned burn in Pomonal is being developed with community consultation meetings to be held in October. The Municipal Fire Management Planning Committee (MFMPC) met in August. The Municipal Emergency Management Planning Committee (MEMPC) also met in August. Council participated in the State level Municipal Emergency Management Enhancement Group (MEMEG), representing the Grampians Region. MEMEG forums are the latest conduit into Local Government Victoria and Emergency Management Victoria, and provide opportunities to influence the EM sector. Other forums and planning meetings attended include:

Victorian Flood Plain Management planning

Community Resilience Forum

Water Replacement Policy Review

Municipal Emergency Resource Funding Program BUSINESS COMPLIANCE General Insurance Portfolio On 1 March 2016, the Manager Business Compliance & Performance delivered a brief presentation on Council’s Insurance Portfolio to the Assembly of Councillors in anticipation of the impending 2016/2017 renewal year. The basis of the presentation was to seek in-principal approval to negotiate with (at the time) the current insurance brokers, underwriters and syndicates with a view to seek aggressive reductions in the overall premiums for General Insurance. While the option to take Council’s portfolio to the market place existed through formal tendering, the ability to obtain a like for like premium result was difficult to forecast. As a result of significant continuous improvement activities within Council’s asset management space and the ongoing nature


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of those activities at the time, it was felt that Council would not be in a position to provide enough clarity of the Council asset portfolio to a third party broker to influence a positive reduction in premium when compared to previous premium years. With in-principal approval to negotiate with the existing brokers, Jardine Lloyd Thompson (JLT), the Manager, Business Compliance & Performance commenced an aggressive negotiation with JLT representatives during the March to June period. The result of negotiations and the in-principal approval of Council to do so has resulted in a very positive outcome of premium reduction for Council within the specific General Insurance portfolio with cumulative savings of $32, 311.43 (see table 1.1)

Table 1.1

Class of Insurance 2015/2016 Premium 2016/2017 Premium Cost variation Decrease

Increase

Public & Products Liability

$21,156.41 $18,786.90 $2,369.51

Councillors and Officers Liability

$16,546.31 $14,685.00 $1,861.31

Motor Vehicle $44,953.48 $44,980.98 $27.50 Major Airport Owners & Operators Liability

$2,678.50 $2,585.00 $93.50

Personal Accident – Corporate Travel

$1,981.54 $1,916.84 $64.70

Fee $19,800.00 $18,150.00 $1,650.00 JLT Discretionary Trust $105,257.11 $78,957.20 $26,299.91

Total Cost saving across portfolio of $32,311.43

Public Liability Insurance Portfolio Prior to the presentation to the Assembly on 1 March 2016, Council had engaged a third party broker (AON Limited) to provide an benchmarking estimate of premium across Council’s Public Liability insurance portfolio, seeking a like for like terms and conditions policy structure. Historically, Council has engaged the Municipal Association of Victoria (MAV), Limited Mutual Insurance (LMI) Scheme for the provision of this line of insurance. The scheme itself offers a degree of protection which cannot be matched in a non-sector specific market, however, Council has been vocal in its concern that the premium burden of this Council is largely informed by the claims performance of all scheme members across the sector both within and outside the state of Victoria and inclusive of regional and metropolitan customers. With a sense of anticipated success (at the time) as a result of negotiations within the General Insurance portfolio, the Manager Business Compliance & Performance with the support of the Director Corporate Strategy, Risk & Governance, began an equally aggressive negotiation with LMI representatives within the MAV. The result of those negotiations taken to the conclusion of the June 2016 period resulted in a $13,813.80 reduction in premium when compared to the previous premium year and a potential $68,415.80 saving when compared against the bench mark estimate provided to Council by AON Limited for the same insurance. Conclusion As a result of proactively negotiating Council’s exposure realities and leveraging our historic broker relationships, Council has been able to achieve an overall saving of $46,125.23 across both the


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General and Public Liability Insurance portfolios without the risk of diluting policy coverage and structure. ECONOMIC STRATEGY & CULTURAL DEVELOPMENT Economic Performance The Economic Strategy team continues to proactively implement the Ararat Economic Strategy 2014–2030 by leveraging our regional strengths to attract major infrastructure projects, attract new business investment to Ararat Rural City and assist our local businesses and industries grow. The major infrastructure project focus for the team has really started to ramp up. Murray Basin Rail Freight Project The Murray Basin Rail Project involves standardising and increasing the axle loading of the rail freight lines servicing the Murray Basin region in Victoria’s north east. Delivering these transformational upgrades will revatilise the regional freight industry in the Murray Basin region to deliver increasing export volumes to Victoria's ports as cost competitively as possible. The Victorian Government has committed $220 million to deliver the $440 million project, partnering with the Commonwealth Government to deliver the nationally significant project.

Stage one works on the Mildura and Hopetoun rail line are complete. These essential works involved installing more than 175,000 sleepers and replacing 3,400 metres of rail across North Western Victoria.

Stage two works will involve the upgrading and reopening of the Maryborough to Ararat rail line which has been closed for more than a decade. The reopening of the rail line will provide a connection for freight to the Australian Rail Track Corporation’s interstate line at Ararat, and open up rail connection to the Port of Portland. A number of level crossings along the Maryborough to Ararat line will be closed as a critical safety measure. Each crossing will be individually assessed against safety criteria. Vegetation removal will commence in September 2016 in preparation for construction works in July 2017.

Senior management from ARCC have been meeting regularly with PTV, VicRail and RDV to ensure smooth project management of the re-commissioning of the Maryborough to Ararat line with safety being of utmost importance.

Freight and Logistics Study Ararat Rural City Council has received funding from Regional Development Victoria to undertake a feasibility study to identify Ararat’s role and function in the freight network and the potential of developing a freight and logistics hub in Ararat. Ararat is located on a major road freight route from Adelaide to Melbourne at the junction of the Western and Pyrenees Highways. Ararat also has an existing rail service and direct rail access to Victoria’s major ports. The Murray Basin Rail Project will reactivate the Maryborough to Ararat rail freight line and open up the Port of Portland to the entire state for rail freight. This represents an excellent opportunity for Ararat Rural City's economic growth as well as potentially moving more freight by rail rather than by trucks on our roads. The study will provide accurate data and analysis about the need for a freight and logistics hub and analyse its potential benefits, including:


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Reduced costs due to improve efficiency

A centralised point for North- South and East-West interchange

The ability to off load onto larger or smaller vehicles

The ability for transport firms to use Ararat as a logistics centre

The ability to backfill loads, reducing costs

Access for High Productivity Freight Vehicles. Strategic consulting firm WSP Parsons Brinckerhoff has been appointed to undertake the study. An ARCC Project Control Group has been established and have been meeting with the consultants and key industry stakeholders in the freight and logistics industry. East Grampians Rural Water Infrastructure Study In order to assist in addressing long term planning measures for water supply and drought proofing the region, the Andrews Government are providing funding of $1 million to investigate the feasibility of extending the Wimmera Mallee Pipeline further into West Wimmera Shire and Ararat Rural City. The study will investigate the feasibility of extending the pipeline network to cover an area of more than 300,000 hectares as well as replacing the open channel between Rocklands Reservoir and Taylors Lake with pipeline. The investigation is being led by Grampians Wimmera Mallee Water and includes hydrological assessments of water resources, design concepts for pipe supply and stakeholder and community consultation. The Project Steering Committee (with 2 representatives from ARCC) has commenced meeting and the technical analysis tender has been distributed with a tender close date of 21 September 2016. Discussions are also underway with the Minerals Department regarding the potential of sourcing under-ground water as part of the supply solution. Ararat Wind Farm The construction of the Ararat Wind Farm is on schedule with 25 turbines already built and 5 turbines generating 23 megawatt hours of power into the grid each day. Construction has seen all 21.5 kilometres of transmission line and connection works to the grid via a transformer installed at Elmhurst by PowerCor Network Services. Construction partner GE Downer has completed more than half of the 52 kilometres of internal access tracks. The Ararat Wind Farm will be a world class project that will play a key part in Australia’s renewable energy future powering over 120,000 homes. The project is expected to inject more than $10-million into the local economy and currently employs more than 200 full time workers.


Page 2727


Page 2728

Wine Industry Manager Economic Strategy has been working with Grampians Winemakers Incorporated (GWI) to develop a regional Grampians wine brand and marketing strategy that will raise the profile and increase visitation to the wineries in the Grampians region. The Victorian Government recently announced a Wine Growth Fund that will provide financial assistance for the preparation and implementation of wine tourism marketing studies. ARCC assisted GWI with their application by modelling the positive economic impact of increased visitation to the region. The application was successful and GWI will receive approximately $20,000 to complete a branding strategy and implement the marketing plan. Business Networking and Economic Strategy Breakfast – 17 August 2016 In conjunction with the Victorian Government’s Small Business week more than 60 People attended the ARCC/ARBA business breakfast at Alexandra Oval Community Centre on 17 August. It was a great opportunity to showcase this magnificent venue and the excellent catering was provided by Sarah’s Kitchen. The theme of the presentations centred on the infrastructure boom that Ararat Rural City is experiencing as well as the importance of regional collaboration. Speakers included Melanie Robertson, CEO of Committee for Ballarat, Graham Soawyer, NBN Community Engagement Manager and ARCC Manger Economic Strategy. As well as the information, education and inspiration provided by the speakers, it was an excellent business networking opportunity for those that attended. Small Business Victoria – Business Support Bus

Small Business Victoria’s Business Support Bus visited Ararat for a day on 18 August. Over 16 small businesses were provided with advice, mentoring and publications to assist them grow their businesses. The bus will be back again on 19 September and they will be taking up their usual station on the PAC forecourt. ARBA Annual General Meeting The ARBA AGM was held in August where outgoing President Graham Foster paid tribute to the work done by the Committee and membership over the previous 12 months as well as thanking Council for its support. Guest Speaker Nick Bush-CEO of East Grampians Health Service spoke well of the region and its assets along with the great work the Hospital is doing in the area.


Page 2729

The new President elected was Jodie Wells of Saines-Lucas, who thanked Graham and the previous committee for their work and welcomed the new committee: revealing an exciting year ahead with a strategic review and implementation planned for the next 12 months. Gum San Chinese Heritage Centre 1,392 people visited Gum San during the period June-August 2016, which was up from 1,178 for the same period in the previous year. There were 15 booked groups in the period. Entry revenue was $7,233. They were made up of the following categories:

Free = Carers, Teachers, Group Leaders, Bus Drivers

288

23

28

68

140

206

285

370

0 50 100 150 200 250 300 350 400

CASUAL VISITORS

U5 NO-CHARGE

CHILD ENTRY

FREE

FAMILY ENTRY

ADULT ENTRY

CONCESSION ENTRY

GROUPS

Visitation NumbersJun-Aug 2016

24%

5%

6%

16%

19%

30%

0% 5% 10% 15% 20% 25% 30% 35%

UNKNOWN

INTERNATIONAL

ARARAT LOCAL

INTERSTATE

METROPOLITAN

VIC REGIONAL

Visitor OriginsJun-Aug 2016


Page 2730

The Gift Shop revenue for the same period was $3,740.06 at an average 68.15% gross profit. This equates to $2.69 per visitor.

TOURISM AND COMMUNITY INFORMATION Ararat & Grampians Visitor Information Centre Visitation through the Visitor Information Centre showed an overall increase, incorporating a 14% increase YOY in July and 8% decrease in August YOY. The centre is showing growth and awareness as a local hub with local visitation increasing significantly. Vic country visitation also produced good numbers demonstrating that Ararat is a beacon for Western Victorian weekenders.

Month (June)

Visits June 16 June 15 % change

Local 746 554 34.6%

VIC Country

719 723 -0.5%

Melbourne 660 811 -18%

Interstate 162 191 -15%

International 37 45 -17%

Total 2324 2324 0%

Month (July)

Visits July 16 July 15 % change

Local 810 564 43.6%

VIC Country

881 700 25%


Interstate 173 129 34%

International 49 45 8%

Total 2723 2373 14%

56%62%

59%78%

68%68%

73%65%

84%59%

57%58%

50%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Books

Ceramics

Figurines

Gifts

Paper

Teasets

Wind

Gross Profit % by Product GroupJun-Aug 2016


Page 2731

Month (August)

Visits Aug 16 Aug 15 % change

Local 634 730 -13%

VIC Country

709 672 5.5%


Interstate 126 143 -11%

International 37 46 -19%

Total 2147 2338 -8%

June, July and August received a 2.2% increase YOY

Although international visitation was low in June, positive numbers from America showed an increase of 27% of the total visitation.

JuneInternational Visitors Total: 37

AMERICA CANADA CHINA ENGLAND

GERMANY Hong Kong JAPAN NEW ZEALAND


Page 2732

In excess of twelve counties were recorded in the July statistics with China the highest at 10% of the total visitation.

New Zealand topped the charts for August’s international visitation with an increase of 18% YOY.

JulyInternational Visitors Total: 83

AMERICA CHINA ENGLAND

FRANCE GERMANY HOLLAND

Hong Kong India JAPAN

NEW ZEALAND OTHER INTERNATIONAL TAIWAN

AugustInternational Visitors Total: 43

CANADA CHINA ENGLAND

FRANCE GERMANY HOLLAND


Page 2733

Tasmania received a spike in interstate travel to our region hitting their heights in July and August.

SA received 54% of the total interstate visitation for the quarter and continues to be our number one for interstate travel.

Stage one of a VIC upgrade has been completed with the centre receiving a fresh coat of paint. The next stage will see a review of the brochures policy and the floor plan including local produce within the centre. A new charging station has also been installed offering visitors a comfortable place to charge their devices whilst exploring further information for the region.

0

80

2440

153 0

0

50

100

ACT SA QLD NSW WA TAS NT

June 2016 Interstate Visitation

2

109

541

13 17 20

100

200


July 2016 Interstate Visitation

0

61

21 219 14

00

50

100


August 2016Interstate Visitation


Page 2734

Seniors Festival 2016 has been finalised with bookings already taking place at the Information Centre for the popular tours. The calendar of events has increased from last year with over 70 events and activities for the month. The Ararat Regional Art Gallery will once again hold their Wisdom Wednesday’s, Performing Arts Centre will host Colleen Hewitt which is sure to attract a large crowd. This year the Ararat Fitness Centre will offer free aquatics for non-existing members that hold a seniors card for the month of October. The Visitor Information Centre will expect to see over 300 seniors take part in this year’s tours. New options for both local and visiting seniors include a local Narrapumelap tour, arts tour and an ‘explore the Grampians’ tour which is already booked out. Lee Albert has featured in the official guide and will also feature as an official ambassador for our local festival. Event Development

Moyston Endurance Ride

Another great event on the calendar, this event attracts more than 100 riders, plus support crews to Moyston, raising funds for the Moyston CFA. This year’s event saw new features added to best complement the statewide competition calendar and give development avenues for new and less experienced riders. The great turnout was assisted by the event being granted qualifying status for the upcoming Tom Quilty Cup.

One Tree Hill Climb

Held over the long weekend in June, this was one of the biggest Hill Climbs in recent years, with many drivers turning out to compete in this round of the state championships. Combining with the long weekend was a success for the group, and they’re now working with Parks Victoria to further upgrade the facilities at One Tree Hill to further develop the climb and other safety improvements.

Ararat Endurance Ride

As with the Moyston ride, Ararat has a dedicated group who coordinate this event each year. With the committee changing over, a relationship between the pony club and Moyston was established, using the experience and wealth of knowledge from Moyston to guide a new Ararat Pony Club committee to hold a successful event.

Pomonal Primary School Art Show

The first event for the new Pomonal Hall, the Art Show brought the new space to life, with fabulous art, things to do and a fabulous sense of community. The Hall Opening was combined with the opening of the Art Show, with approx. 170 people attending – a fantastic number. Gayle Tierny MP facilitated the opening of the Hall, and the higher than normal turn out ensured a successful fundraiser for the Pomonal Primary School.

Upcoming Events

Ararat Eisteddfod

With competitors coming from around Western Victoria, the Ararat Eisteddfod estimates around 2,000 people will attend the 2016 event at the Performing Arts Centre. The great work by this committee is fast seeing it become one of the premier dance eisteddfods in Victoria.


Page 2735

GORBA Rally More than 150 competitors are expected to take part in this year’s Moyston Off Road buggy challenge. The group has been liaising closely with CAMS to ensure that safety requirements are met. Pomonal Native Flower Show The second major event to take place in the hall, the flower show this year will again be a fabulous showcase of native flora. Combining with the Pomonal Market across the weekend, the show is expected to welcome hundreds of visitors from around the state. Viva Multicultural Festival The Viva Multicultural Festival is back. This year’s event will showcase the cultural diversity and harmony that exists in the municipality, celebrating our multicultural community through food, activities, music, dance and performance. This year's festival is again being co-ordinated in collaboration with Victoria Police and various local community groups. For the first time, this event will also include a family outdoor cinema screening from 9pm. There’s been a great response from food trucks and stallholders, entertainment is being confirmed and a full scale marketing campaign will commence mid-September, taking in radio, mail, posters, ads and more. Vintage Rally Streatham Another changeover of committee sees yet another group taking on the Vintage Rally at Streatham. The significant work done over the years sees a streamlined hand over of organisation of this event and it is sure to be a success yet again. Garage Sale Trail Marketing has commenced for this year’s Garage Sale Trail with community groups, schools and business being contacted with an explanation of what the GST is and how to get involved. Word of mouth has seen an organic growth of this initiative, with steady increases in participation over the past two years. Contact will be targeted to new and previous participants in an advertising campaign to register their sale to receive a free sellers pack by 23 September. Spring/Summer Events Guide The tourism and events team have collated a list of all the regions existing and developing events to draft an events guide booklet taking in the peak season of October – April. This guide will be printed to compliment the Ararat Visitor Guide. Website Development Development of the new website is proceeding well, with the majority of content now in the new CMS system. Basic pages are almost complete, with departments looking to imagery that best represent their amended and updated information. Map The new map feature is now complete and ready to be populated. This interacts with Google maps to define places and locations. Additional information such as opening times, contacts and facilities can be added. This will also be fully compatible with mobile devices, meaning things can always be found wherever you are. Categories will ensure places can be filtered by type, for example


Page 2736

community halls, or location and groups will be able to list their places of interest with a full moderation process to ensure accuracy of information. Populating this feature is the next big phase of this project. Events Calendar The events module has also been built, with similar features. Tags and filters can be applied to events, there is an ability for community to input their own events and information and filters by location. Further tweaks are taking place, and upon launch will be populated with what’s coming up in the foreseeable future. News The news feature is almost complete, which will ensure we can put out all the media releases we have been producing via a central source. This will ensure we’re not waiting on local media to print the information and the community has a central source of truth for updates and information. This will also link directly to an electronic mail system which will enable email newsletters to be sent out. Community members can sign up to receive updates on what interests them and can be easily populated regularly. Links with social media will allow for seamless distribution of information via a variety of channels. Community Consultation The Have Your Say portal is also complete, creating a platform for community engagement across anything and everything. Each topic can include downloadable documents, links to other areas on the site, images, information and a discussion board for people to ask questions or seek clarification. A survey feature will also allow for real time feedback via polls, questions or multiple choice surveys. This will be a significant development in our community engagement practice, with a reliance on availability of documents at few locations no longer an issue. A strict moderation process will apply to the discussion boards, with a basic sign in required to participate. Services Integration There will be 5 key services shifted to the new website upon launch which will be fully integrated with Council’s systems. A partnership between our software providers, Council and web developers has commenced to ensure all technical information is exchanged as developments take place and commands interact seamlessly, with the correct and necessary information obtained at each transaction point.


Page 2737

Next Steps With a lot of the front facing features now built and only a few tweaks required, focus is now on integrating the front line facing forms with the back end systems, to ensure automated processing of basic services. Filling gaps in imagery will also become a priority with photos of events, businesses and scenery needing a review. Alexandra Oval Community Centre and Fiscalini Pavilion

Bookings at the Alexandra Oval Community Centre remained steady during the quarter, with more than 30 bookings from individual hirers taking place. Some of the highlights in June included the Ararat Regional Business Association Trivia Night, with approximately 150 people attending and the District 16 CFA hosting a conference with guest speaker being former chief commissioner of Victoria Police, Christine Nixon. In July the Ararat Eagles Football Netball Club hosted a successful Sportsmans night, with high profile footballers Patrick Dangerfield and Luke Hodge attracting a capacity crowd. August also saw the Community Centre host the Ararat Rural City Council Business Breakfast for the first time, with positive feedback from the large crowd of 70 in attendance. Council’s Function and Promotions Officer and Manager Tourism and Community Information worked closely with the football-netball clubs throughout the quarter, meeting regularly with both club presidents to exchange feedback on operations. Both parties found this to be of high benefit in building and maintaining the relationship between Council and the Seasonal Users of the reserve.

External Bookings Attendees

June Lions Club of Ararat Cabinet Meetings 70

Grampians Giants All Abilities Football Team training 30 Prison Officer Information Session 25 Ararat and District Junior Football Association match 100 ARBA Trivia Night 150 National Disability Services Seminar/Workshop 35 Ararat Fire Brigade Brigade Dinner 100 Ararat Storm Youth Girls Football Club match 80 Workshop for DH&HS 30 RSA Training 15 VicHealth Road Show 50 Greater Western Region Girls Football/Boys Netball 100 CFA Conference 85 Ararat Eagles Football Netball Club Security Course 16


Page 2738

July Ararat Eagles Football Netball Club Sportsmans night 180

Funeral 150 Grampians Giants All Abilities Football Team training 30 Ararat Rural City Council Finance Meeting 25 Grampians Partners in Recovery Training 30

August Ararat Prison Officers Social Club Function 170 Disability Insurance Agency Vic West Community Forum 30 Grampians Giants All Abilities Football Team training 30 Grampians Central West Waste and Resource Recovery Community Consultation 40 Marian College VCE Formal 150 Business Breakfast 70 RSM Australia Pty Ltd Seminar 10 Regional Passenger Service Feasibility Study 35 Ararat Football Netball Club Premiership Reunion 160 Central Grampians LLEN Workshop 50 National Disability Services NDIS Readiness Network 30 Department of Health and Human Services Grampians Prevention Exchange 60

Wimmera and Mininera Football Finals

After correspondence with the Wimmera Football League, Mininera and District Football League during and prior to the commence of the football season, Alexandra Oval was chosen as the venue for the WFL preliminary final (hosted by Ararat Football-Netball Club), MDFL first semi-final (hosted by Great Western Football-Netball Club) and MDFL preliminary final (hosted by Ararat Eagles Football-Netball Club). Council’s Manager Tourism and Community Information and the Function and Promotions Officer coordinated these three events through a series of meetings with league commissioners, club committees and ARCC Parks and Gardens and Work’s department staff. All parties were extremely cooperative and worked hard to ensure improvements were made on the two finals from the previous year.

Parking was identified as a high priority to ensure it was organised properly to maximise the amount of vehicles that could fit into the reserve. In the week’s leading up to the first final Council’s Depot staff graded the eastern dirt area and painted guidelines for the volunteer parking attendants on the day. The feedback from this system was very positive, with AFNC estimating 420 cars at peak during their final.

Additional cleaning of the Fiscalini Pavilion and Community Centre was undertaken each week of the finals, including window cleans and pressure washing of the terrace to ensure the venue was at its best for the users and spectators.

Both Wimmera and Mininera representatives have been very complimentary and the hope is now the leagues will consider the Alexandra Oval Reserve a genuine viable option to host the respective grand finals in 2017.

Maintenance and improvements

A number of maintenance and improvements have been made in the past quarter including:


Page 2739

- Additional lighting has been installed in the car park of the reserve to improve visibility during night functions at the Community Centre. There has been some conjecture as to the positioning of the lighting and this is still being looked into.

- Ararat Active City signage has been installed at various spots on the oval fencing and scoreboard to improve branding, while the signs have been reinstalled on the back of the interchange benches following the conclusion of the football season.

- Council’s Manager Tourism and Community Information, Function and Promotions Officer met with Sectrol Security Ballarat to commence discussions on increasing a number of security measures around the Community Centre and Fiscalini Pavilion, which are expected to be installed in the coming months.

Media

Press releases continue to be a major source of how Council distributes information to the community. The number of news items submitted by Council which appeared in The Ararat Advertiser was constant during the quarter, demonstrating our consistency in keeping the community informed on key messages and projects. A number of press releases also featured in The Weekly Advertiser.

In August The Weekly Advertiser was generous in running a full page of animals that were up for adoption at the Ararat Rural City Pound, including information provided through collaboration between Council’s Media Team and Local Laws. This feature led to several successful adoptions and will now become an ongoing feature.

Ararat Rural City Focus and the monthly Mayor’s Column continue to be strong mediums for delivering messages to the community via the press, with the latter beginning to be focused on more current issues rather than a snapshot of various topics.


Page 2740

GOVERNANCE Delegation to Parliament House, Melbourne In August 2016 a delegation from Council visited Parliament House for two days and met with 16 Members of Parliament, Parliamentary Secretaries and Advisers to discuss a range of topics and initiatives specific to the region. This is the third year that Council has sent a delegation to Melbourne. Council Election Update MAV Stand for Council Campaign: A Municipal Association of Victoria Community and Candidates Information Session was held on 10 August 2016 at Shire Hall, Barkly Street, Ararat. It was an opportunity for anyone interested in standing for Council to attend to learn more about this important role. Information was provided by the Municipal Association of Victoria, Ararat Rural City Council Chief Executive Officer Mr Andrew Evans presented an overview of the municipality and Pyrenees Shire Council Chief Executive Officer Mr Jim Nolan spoke about what is expected of a Councillor. VEC Information Session: The Victorian Electoral Commission held an information session on Monday 12 September 2016 at the Visitor Information Centre, High Street, Ararat. The session outlined the process of nominating and becoming a candidate in the upcoming elections. Caretaker Period – Election 2016 The Election Caretaker Period is exactly 32 days, commencing at 12.01am 21 September 2016 and concluding at 6pm on Election Day, 22 October 2016. The Caretaker Period affects Council decision-making processes and communication issues such as publications, media relations and promotions. Council adopted the Caretaker Period – Election 2016 Policy on 15 March 2016. Council employees were updated on the Caretaker Period requirements at various Compliance Workshops held in late June and July. A Guide and Frequently Asked Questions (FAQs) documents have been developed to assist both Councillors and employees to understand the requirements of the policy. The policy is available at the Municipal Offices and on Council’s website. 2016 Councillor Induction Planning and preparation of the induction program for the incoming Council is progressing well. This will include the development of information sessions, briefings from internal and external sources and a comprehensive suite of information. This program will ensure legislative compliance, education and organisational knowledge is a priority for the incoming Council.


Page 2741

Local Government Performance Reporting Framework (LGPRF) and Annual Report Council officers have been working diligently to collect the data for the annual reporting phase of the LGPRF. These figures will be uploaded by Local Government Victoria onto the knowyourcouncil website over the next few months. The Annual Report is currently being prepared for presentation to a Special Council Meeting in October. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

MOVED CR McLEAN SECONDED CR F HULL That the Corporate Strategy, Risk and Governance Quarterly Report be received. CARRIED 3247/16


Page 2742

ITEM 7.2.1 BUILDING APPROVALS 13038442 COUNCIL SERVICES

Council plan reference 3.4 Effective and efficient land use planning and building controls.

Introduction Information only item. Discussion This report outlines the monthly building permit approvals issued by Ararat Rural City Council and by private building surveyors for building works within Ararat Rural City for the month of August 2016. Approvals by Ararat Rural City Municipal Building Surveyor.

Permit No.

Application Date

Approval Date Building Address

Nature of Works Use of Building

151253/0 4/05/2015 2/08/2016 83 Lot 1, High Street, Elmhurst New Building Shed

161358/0 18/07/2016 15/08/2016 62 Walker Street, Wickliffe New Building Shed

161371/0 28/06/2016 30/08/2016 294 Railway Road, Ararat New Building Dwelling, Verandah, Deck

161373/0 7/07/2016 17/08/2016 87 Lot 1, Port Fairy Road, Ararat Demolition Dwelling

161375/0 25/07/2016 8/08/2016 128 Moore Street, Ararat Addition Carport

161377/0 3/08/2016 11/08/2016 286 Webbs Road, Ballyrogan Alteration Dwelling, Deck

161379/0 12/08/2016 15/08/2016 366 Mafeking Road, Mafeking New Building Other

TOTAL VALUE $ 427,683


Page 2743

Approvals by private surveyors. Private Surveyor Approvals

Permit No. Date Received by Council

Date Approved

Building Address Description of Building Works or Use of Building

Surveyor

1337/160091/0 12/08/2016 08/08/2016 2994 Moyston – Dunkeld Road, Willaura

Swimming Pool and Safety Barrier

Southern Grampians Shire Council

36971/20160097/0 18/08/2016 14/08/2016 89 Moore Street, Ararat (Proposed Childcare Centre)

Demolition of Dwelling, Verandah, Porch, Shed, Carport & Garages

Provic Building Approvals

36971/20160098/0 18/08/2016 14/08/2016 91 Moore Street, Ararat (Proposed Childcare Centre)

Demolition of Dwelling, Bungalow, Carport & Sheds

Provic Building Approvals

1009/008206/0 19/08/2016 15/08/2016 9 – 29 Girdlestone Street, Ararat

(Ararat Hospital)

Ararat Hospital – Fire Services Upgrade (Remedial & Outstanding Works)

BSA Building Surveyors

30656 201603292/0 05/08/2016 05/08/2016 149 Grano Street, Ararat Shed Provic Building Approvals

30656 20160393/0 08/08/2016 08/08/2016 149 Moore Street, Ararat Restump of Dwelling

Lighthouse Building Permits

TOTAL VALUE $ 249,833 Impact on Value-Added From a direct increase in output of $677,516 the corresponding increase in direct value-added is estimated at $194,318. From this direct expansion in the economy, flow-on industrial effects in terms of local purchases of goods and services are anticipated, and it is estimated that these indirect impacts would result in a further increase to value-added of $132,354. This represents a Type 1 Value-added multiplier of 1.681. The increase in direct and indirect output and the corresponding boost to jobs in the economy are expected to result in an increase in the wages and salaries paid to employees. A proportion of these wages and salaries are typically spent on consumption and a proportion of this expenditure is captured in the local economy. The consumption effects under this scenario are expected to further boost value-added by $77,315. Total value-added, including all direct, industrial and consumption effects is estimated to increase by up to $403,988. This represents a Type 2 Value-added multiplier of 2.079.


Page 2744


MOVED CR F HULL SECONDED CR McKENZIE That the Building Approvals Report be received. CARRIED 3248/16


Page 2745

ITEM 7.2.2 PLANNING MATTERS APPROVED UNDER DELEGATION PLANNING PERMITS AND CERTIFICATION OF SUBDIVISION PLANS 13038445 COUNCIL SERVICES

Council plan reference 3.4 Effective and efficient land use planning and building controls.

Introduction Information only item. Discussion Planning permits, certification of subdivision plans and liquor license applications are approved under delegated authority by relevant Council officers each month, where possible. This report outlines the various approvals for Council’s information. Planning permit approvals under delegated authority. ARARAT PLANNING SCHEME Application No.

Date Lodged

Applicant Location Proposed Use of Development

Date of Delegated Approval

2559 30/03/2016 Ferguson Perry Surveying P/L

93 Pomonal East Road, Pomonal being Lot 1 PS

634029, Parish of Jallukar

2 Lot Subdivision; Creation of a Carriage Easement

05/08/2016 Delegate: Paul Melenhorst

2561 24/08/2016 Timothy Perks, Morton Dunn

Architects

300 Barkly Street, Ararat being Lots 4

& 5 TP899745, Township & Parish

of Ararat

Demolition of a Building and Parts of a Building; Construction of an Educational Facility; Construction of Landscaping and Fencing; Car Parking Dispensation for 3 Cars Parking Spaces

Amended Plans Approved 31/08/2016 Delegate: Paul Melenhorst

2563 31/03/2016 Adam Atchison 2079 Pomonal Road, Pomonal

being Lot 1 PS520316, Parish of

Jallukar

Winery and Vineyard, Fruit Orchid, Tourist Accommodation, Licensed Premises



Page 2746

ARARAT PLANNING SCHEME Application No.

Date Lodged


Date of Delegated Approval

2574 18/05/2016 Michael Smith, Kings Cars

Ararat

182 High Street, Ararat being Crown Allotments 3, 4, 5, 6

& 7, Section 19, Township & Parish

of Ararat

Building and Works: Showroom Extension, Offices and Workshop


2577 25/08/2016 Mark Dore, Brayley & Hayes

1629 Astons Road, Narrapumelap

South, Being Crown Allotment 32

Section A1, Parish of Buckeran Yarrack

2 Lot Subdivision


2579 09/06/2016 Robin L Barber Design

Consultant

Sawpit Flat Road, Ararat being Lot 3 PS 640145, Parish

of Ararat

Use & Development: Dwelling & Outbuilding


2598 17/08/2016 Hamish Hamilton

118 Barkly Street, Ararat being Crown Allotment 1 Section

C, Township & Parish of Ararat

External Painting of the Building Facade


VCAT

Application No.


Status

2219 Ararat Survey Pty Ltd for Heard

18 Brewster Road, Ararat

Subdivision Staged Application for Extension of Time

VCAT Hearing held awaiting outcome 01/09/2016

2534 Wes Randerson, Total Outdoor Media Pty Ltd

174 – 176 High Street, Ararat

Major Promotional Sign

VCAT Hearing 21/10/2016

2529 Darren Ford 16 Barkly Street West, Ararat

2 Lot Subdivision VCAT Hearing 29/11/2016

Certification of subdivision plans under delegated authority.

CERTIFICATION OF SUBDIVISION PLAN

Application No.

Date Lodged

Applicant Location Procedure Date of Decision


Page 2747

Liquor License Applications

LIQUOR LICENCING COMMISSION

Applicant Location Application Consent


MOVED CR F HULL SECONDED CR McLEAN That the Building Planning Matters Approved under Delegation – Planning Permits and Certification of Subdivision Plans and Liquor License Applications be received. CARRIED 3249/16


Page 2748

ITEM 7.2.3 RITCHIES BRIDGE UPDATE 16074558

COUNCIL SERVICES

Council plan reference 3.3 Effective and safe transport networks.

Introduction Information only item. Discussion Council recently awarded the contract to replace Ritchies Road Bridge with funding received through the Federal Government Bridges Renewal Program. Contractor Civil Bridge and Wharf started works in late July and are nearing completion. At the time of writing this report the concrete deck was ready to be poured and the road works to the approaches scheduled for mid-September. The existing timber trestle from the old bridge has been kept to recognise the local historic significance of one of the last timber bridges in our Municipality. Ritchies Road Bridge has been operating under a load limit for some time and with the proposed opening of the new bridge scheduled for early October locals will be able to enjoy the benefits of a bridge capable of supporting larger and wider vehicles. The new bridge has a clear width of 7.3 m which will cater for large farm machinery in the area. Locals were consulted to ensure the width was adequate for farm operations. The bridge is a two span bridge with a single central pier. Concrete T Beams and concrete deck make up the superstructure. Approximately 8 tonne of reinforcement has been placed in the form work of the bridge deck which can be seen in the photos attached and a further 80 tonne of concrete is used for the final deck. The concrete T Beams (which are concrete beams in the shape of a ‘T’ that run parallel with the length of the bridge) weigh 12.2 tonne each and there are 6 in total which equates to 73.2 tonne of concrete in the beams only.


Page 2749

T Beams prior to placement of reinforcement for the final bridge deck

Reinforcement prior to concrete pour.


Page 2750

Preserving the existing timber trestle from the old bridge


MOVED CR ALLGOOD SECONDED CR F HULL That the Ritchies Road Bridge Report be received. CARRIED 3250/16


Page 2751

ITEM 7.2.4 FORMER SCHOOL SITES 16076753

COUNCIL SERVICES

Council plan reference 2.1 Community and cultural connectedness.

Introduction Information only item. Discussion Council officers were requested to investigate the number and locations of former schools throughout the Municipality with the intention of placing a plaque at each site to record the history. With assistance from the Ararat Genealogical Society, officers have identified 51 rural localities for government schools and approximately 10 school sites within the township of Ararat including denominational and private schools. Government schools are registered by the Education Department of Victoria, with a Name, and School Number. In answer to Councils request to identify all the former school sites in the municipality: It is complicated. Many schools were relocated without a change of number or name, and some were renamed or renumbered without a change of site. This means a number of schools occupied multiple sites. Some were relocated to suit population demand and other schools were relocated to more appropriate buildings and sites. For example the Morella School 3320 (formerly known as Mullock Bank School 3320) was moved from the highway site, to a 3 acre site on Morella Road. The first school building was leased from the Presbyterian Church on the site now occupied by the showroom of McAdie and Sons. Below is a table listing the known Common and State schools sourced from: Vision and realisation : a centenary history of state education in Victoria / general editor: L.J. Blake, Melbourne : Education Department of Victoria, 1973 (3 Volumes).

SCHOOL NO.

SCHOOL YEAR OPENED

DATE CLOSED

133 MOYSTON 1863 30th June 1874

replaced next day by SS1263 MOYSTON

289 GORRIN 1865 Established by Church of England. It received no aid. Struck off in 1863, and closed in 1865

553 STREATHAM 1866

747 GORRIN 1865 20th April 1877

Replaced by SS1873 BURRUMBEEP


Page 2752

SCHOOL NO.

SCHOOL YEAR OPENED

DATE CLOSED

784 ARMSTRONG 1865 Prior to March 1949

834 WARRAK 1866 Formerly Mount Cole

844 STREATHAM 1866 School No. 553 until 1866. R. Stevenson replaced F. Ross after 2 months

854 LAKE BOLAC 1868

854 LAKE BOLAC 1866 When opened was known as Parupa Common School

948 WICKLIFFE 1870

959 ELMHURST 1867

1068 NORVAL 1871 Prior to March 1949

formerly Opossum Gully

1069 ROSS BRIDGE 1872

1092 GLENPATRICK 1871 31st January 1877

Replaced by a new school SS1831

1119 CATHCART 1872 1950

1168 CHAPMAN 1875 26th November 1893

In 1884 Chapman became part-time with SS2066 BARTON

1203 BUANGOR 1873 30th June 1878

School conducted in the public hall until the new school was built 1878

1261 COLVINSBY 1874 1892 Worked part-time with SS1350 BALLYROGAN from 1896

1263 MOYSTON 1874 Daniel Sullivan was HT for 6 years at SS133 MOYSTON

1292 MOUNT COLE 1874 9th July 1894

1298 DUNNEWORTHY 1873 5th November 1880

1299 EVERSLEY 1874 Prior March 1949

Became half time school with Mount Cole


Page 2753

SCHOOL NO.

SCHOOL YEAR OPENED

DATE CLOSED

1305 MOUNT COLE CREEK

1874 1949 May The school closed early 1900's for a few years and reopened in 1907 or 1908. Operated until 1933 and closed for 10 years. Reopened in 1943 closed May 1949. Last teacher Mrs Habour, wife of local farmer

1344 TATYOON (Rural 146)

1874 31st March 1876

Reopened as SS1812 TATYOON 16th November 1876

1348 WATGANIA 1874 During or before 1913

Also known as Mt. William SS and possibly Kiora SS situated on the Watgania Road. Worked part-time with several other schools

1468 DOBIE 1874 19th June 1946

Name changed from Dobie's Bridge to Dobie 1937

1530 BALLYROGAN 1875 14th October 1895

1530 BALLYROGAN 1919 1928 December

1606 RHYMNEY 1875 1949

1633 JACKSON’S CREEK

1875 Prior to second World War

1633 JACKSON’S CREEK

1947 Late 1960's

1699 BULGANA 1876 12th August 1892

1812 TATYOON 1877

1831 GLENPATRICK 1877 1st January 1941

1873 BURRUMBEEP 1877 26th May 1899

In 1887 the name changed to SS1873 KANGAROO POINT

1873 KANGAROO POINT

1887 26th May 1899

Name change from SS1873 BURRUMBEEP

1943 MAROONA 1877 1896 Operated part-time with SS2338 Kiora. A. Ball head teacher at both schools

1943 MAROONA 1913 From 1896 until 1912 children attended Ross Bridge. School re-opened on the present site


Page 2754

SCHOOL NO.

SCHOOL YEAR OPENED

DATE CLOSED

2066 BARTON 1878 3rd July 1914 First closed 1894 reopened 14th February 1902 It worked part-time with SS2559 JALLUKAR from 1910

2072 BUANGOR 1878

2338 KIORA 1873 23rd May 1929

Kiora rural school No. 35 opened August 1869. Worked part-time with SS1943 MAROONA

2402 DOCTORS CREEK NORTH

1881 Renamed to SS2402 WATTA WELLA on 30th April 1887

2402 WATTA WELLA 1887 31st December 1913

Closed 3rd June 1903, re-opened 4th April 1905. Situated on the Joel Vineyard Road

2559 JALLUKAR 1893 1st July 1914 Operated part-time with SS2066 BARTON

2662 WILLAURA 1885 Part-time with SS1648 WATGANIA until becoming fulltime 1889.

2859 POMONAL 1887 Name changed from Pomona to Pomonal 1927. Was called Bellellen before Pomona

3320 MORELLA 1924 31st August 1956

Replaced by SS4720 ARARAT WEST

3320 MULLOCK BANK 1895 31st December 1916

Closed 1910 and re-opened 28th September 1914 across the road. Re-opened as SS3320 MORELLA 1924

3388 MAFEKING 1901 1965 Closed 1910, reopened in 1939, closed 1944 and re-opened in 1948 and closed 1965. Records kept at Willaura SS.

3417 ROCKY POINT 1902 1927

3472 LALKALDARNO 1904 1905 Reopened as SS3472 STAVELY

3472 STAVELY 1940 19th May 1949

Formerly SS3472 LALKALDARNO

3562 LANGI LOGAN 1908 1949 School worked on part-time basis with Rossbridge for 2 years before closing.

3587 BULGANA 1908 1945 Closed in 1912. Re-opened half-time with SS2234 Salt Creek.


Page 2755

SCHOOL NO.

SCHOOL YEAR OPENED

DATE CLOSED

3833 WESTMERE 1914

3851 MININERA 1914

3869 STRATHALLAN 1913 1914 4 miles from Ararat on Pyrenees Highway (Shea/Williams families)

3949 TATYOON NORTH

1917 30th September 1917

Closed due to low attendance

4088 BAYINDEEN 1922 still open 1956

Was a subsidised school 1920 HT Mary Baker

4113 BELLELLEN 1922 1960 Opened and closed several times. Stawell Moyston road

4756 YALLA-Y-POORA 1956

Current and former schools, so far identified within the township of Ararat include:

Ararat 800 Pathfinders school - Jessica Norman Bales

Ararat West C of E Grammar school

Ararat North Ararat Tech (Gordon St)

St Marys (old schoolhouse in Princes St) TAFE in Laby St

Ararat High (Community College) Marian College

The exact location of these schools will require further and more detailed investigation. It is understood a vast majority of these sites are now privately owned property. With the permission of current owners a bronze plaque recognising each location as a former school site could be manufactured to state variations of the following:


Page 2756

Former location of the Armstrong Primary School

1865 - 1949 Permission from current owners may not always be possible if they don’t wish interested people to access their property to read the plaque. As a result consideration may need to be given to placing the plaque on the property boundary of the nearest road. The cost estimate to purchase and install a small plaque approximately 300 mm x 200 mm in size on a boulder, rock or similar with a concrete foundation is $1,000 each. The cost of research is $150 per site (10 hours at $15 per hour for research and report). It would be estimated that the total cost for placing plaques would exceed $60,000 if all sites identified were covered. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

MOVED CR McKENZIE SECONDED CR ALLGOOD That the Former School Sites Report be received. CARRIED 3251/16


Page 2757

ITEM 7.2.5 REDGUM DRIVE AND MACLEAN STREET, ARARAT SPEED CUSHIONS 16074558

COUNCIL SERVICES

Council plan reference 3.3 Effective and safe transport networks.

Introduction Information only item. Discussion Council has received concerns about the speeds at which motorists have been travelling along Redgum Drive and MacLean Streets. Following a detailed investigation and discussions with the local Police and Christians Bus Company, a traffic calming treatment was designed to install speed cushions at two locations prior to the central bends in both directions.


Page 2758

Example of proposed treatment

This proposal was sent to residents and they were asked to indicate if they agreed with the proposal or not and provide comment. A total of 36 homes were sent details of the proposal with 70% responding. A total of 88% of respondents are in favour of the proposal. Some comments received from respondents were:

This has been required for a long time. Been here over 10 years, always speeding has always been an issue

Yes good idea. Let’s hope it works. Makes it safer for us to walk our dogs as well

Very much needed

Maybe another option would be to add another speed cushion to further up Maclean street as well. There are

many young children that live in Maclean Street and the school bus drops young students off, we are always

concerned and vigilant about these speeding cars and the safety of children.

Is there any chance of widening the bend near our property as this is rather narrow and is a danger as we

cannot see traffic coming around it as we back out of our driveway. This is a blind spot and is extremely

dangerous. We have resided in our property for nineteen years now and both myself and my husband have had

many near misses, due to speeding cars flying around this corner and us not being able to see oncoming traffic.

As long as the sign out front of our house doesn’t impede our access on the nature strip. We frequently park

cars there - many thanks

Agree with proposal but concerned there may be an increase in fast take offs between speed cushions causing

burnouts, fishtails and other hoon behaviour


Page 2759

The proposed treatment has been designed in accordance with the VicRoads Traffic Engineering Manual Volume 1 – Traffic Management and AUSROAD Design guidelines, which stipulate the distances from bends and intersections these treatments can be installed. It is proposed that the speed cushion installation proceed as a trial for a 6 month period at which time residents will be contacted again to ascertain the effectiveness of the treatment. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

MOVED CR F HULL SECONDED CR DEUTSCH That the Red Gum Drive and MacLean Street, Ararat Speed Cushions Report be received. CARRIED 3252/16


Page 2760

ITEM 7.2.6 POMONAL HALL REDEVELOPMENT 15064550

COUNCIL SERVICES

Council plan reference 1.3 Community facilities that are developed and maintained.

Introduction Information only item. Discussion The new Pomonal Hall has now been completed and the official opening was held on Saturday 3 September in conjunction with the Pomonal Art Show. The new Hall was officially opened by the Hon Gayle Tierney, Member for Western Victoria, Mayor Cr Paul Hooper and President of the Pomonal Hall and Recreation Reserve Committee David Handscombe. The Art Show was the first community event to be held in the new hall. This project was delivered by Council with funding from the Victorian State Government Putting Locals First Program of $485,000, Ararat Rural City Council of $400,000 and the Pomonal Community of $100,000 in cash and in-kind works. Council established a Project Control Group to deliver this project in November 2013 with Architect Simon Whibley. The commitment from all stakeholders and members of this team was realised on the opening weekend with the hall being used to its full potential and over 1300 people attending over the course of the two day event. The old hall was demolished to make way for the new building. That occasion was marked just short of a year ago with the ‘turning of the first sod’ event with local Matilda Venn and Richard Harrison using the ceremonial golden shovel. This shovel along with photos of the event has been framed and now hangs in the new Pomonal Hall. Users of the new hall will benefit from the accessible nature of the spaces and seamless connections between the indoor and outdoor areas. The Hall accommodates a separate meeting room area, large kitchen, multiple storage areas and a north facing deck. External landscape works are to be undertaken by the Pomonal Hall and Recreation Reserve Committee as their in-kind contribution over the coming months, which will complete the works and vision for this new community facility and the Pomonal Community.


Page 2761


Page 2762


Page 2763


MOVED CR F HULL SECONDED CR McLEAN That the Pomonal Hall Redevelopment Report be received. CARRIED 3253/16


Page 2764

ITEM 7.2.7 BUANGOR TOWNSHIP PLAN 16076951 COUNCIL SERVICES – PLANNING AND DEVELOPMENT

Council plan reference 1.1 Assist communities develop and prosper. 3.4 Effective and efficient land use planning and building control. 3.2 A strong and diverse local economy. 2.1 Attractive streetscapes, tow entrances, parks and gardens. 4.3 Community Facilities that are developed and maintained.

Introduction The Buangor Township Plan has recently been completed and provides a vision and action plan for Buangor following the bypass of the town as part of the Western Highway duplication. The bypass is major milestone for the township which has seen all forms of traffic along the Western Hwy for over 100 years since the days of the Cobb and Co station which proudly sits in the town. The Bypass provides an opportunity to re-imagine the future of the township and the Buangor Township Plan has been prepared in consultation with the community to identify economic and social opportunities for it future

Discussion The Buangor Township Plan has been prepared to respond to the opportunities that will arise following completion of the Western Highway duplication and bypass of Buangor. It has been developed by Ararat Rural City Council in collaboration with VicRoads through consultation with the community.


Page 2765

The Bypass provides an opportunity to re-imagine the future of the township and a brief was established to:

Provide a future vision for the town

Identify economic and tourism opportunities

Strengthen community facilities

Plan streetscape improvements

Build on Buangor’s landscape and heritage character

Build on the urban design elements outlined in the Ararat Sustainable Growth Future (2014), and on the actions identified in the Community Action Plan (2015-2018).

Community consultation was held together with VicRoads and BMD at a community event in December 2015 and was well attended with many ideas and suggestions identified. A draft report was prepared and presented to the project control group and exhibited to the community in March 2016 identifying a range of opportunities Tourism, Economic, Landuse, Recreation Reserve, Streetscape and Access and Transport.


Page 2766

The Buangor Bypass was opened for traffic by Minister for Roads and Road Safety, the Hon Luke Donnellan and Senator Bridget McKenzie on April 21st since this date the community have been busy working on priority projects for action including:

Township Entry Signage

Reconnection of reserve to town and new link

Information board in Town Centre

Scenic route thought to Warrak, Pyrenees and Ararat

Buangor Pavilion Upgrade.


Page 2767

The Buangor Recreation Reserve committee, particularly Damian Ferrari and Secretary Kerrilee Burns together with community representatives Sandy Audsley and Damien Sheehan have showed strong leadership for the preparation of the Buangor Township Plan and should be commended for their work on the plan. There is a close alignment between the goals of the Community Action Plan and the Buangor Township Plan. Both will be implemented through collaboration between community groups, Ararat Rural City Council and relevant State Government agencies and authorities. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments Attachment 1 - Buangor Township Plan.

MOVED CR ALLGOOD SECONDED CR F HULL That the Buangor Township Plan Report be received. CARRIED 3254/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 8 – SECTION 86 COMMITTEES

Page 2806

ITEM 8.1 SECTION 86 COMMITTEES OF MANAGEMENT 13039110/16076518/16076841/16076591/16076981/s16076380


Introduction Section 86 Special Committees are established to assist Council with executing specific functions or duties. By instrument of delegation, Council has delegated to the Special Committees such functions and powers of the Council that it deems appropriate, utilising provisions of the Local Government Act 1989. Discussion Section 86 Special Committees are required to report to Council at intervals determined by the Council. A review of the process of receiving and presenting Section 86 Committees minutes is currently being carried out. Summary of Committee Meetings The following table updates Council on the meetings held by Council’s Section 86 Committees since the last Council Meeting. Please note that due to the timing of meetings some minutes may not have been confirmed at the time they have been presented to Council. Special Committee Councillor

representative

Current meeting (as presented)

Next proposed meeting/s

Minutes last presented to Council

Alexandra Hall Committee of Management

Cr Fay Hull - 19 May 2016 21 July 2016

Buangor Community Sports Centre Committee (including Cobb & Co Building)

Cr Fay Hull - 23 June 2016 28 April 2016

Elmhurst Public Hall Committee Cr G Hull - 11 August 2016 AGM 8 September 2016 13 October 2016

6 8 December 2016

9 June 2016

Lake Bolac Complex Committee Cr Deutsch - 12 October 2016 15 June 2016

Lake Bolac Memorial Hall Committee

Cr Deutsch - Meeting dates not provided

30 September 2014

Maroona Recreation Reserve Committee

Cr McLean 22 February 2016, 18 April 2016,

Ordinary and AGM 22 August 2016

Meeting dates not provided.

17 August 2015

Mininera Recreation Reserve Committee

Cr McKenzie 21 July 2016 20 October 2016 AGM

22 October 2015

Moyston Public Hall Committee Cr Hooper Ordinary and AGM 22 August 2016

26 September 2016

6 June 2016

Pomonal Hall & Reserve Committee

Cr F Hull Ordinary AGM 3 August 2016

Meetings held 1st Wednesday of each month AGM 3 August 2016

6 July 2016


Page 2807

Special Committee Councillor representative

Current meeting (as presented)

Next proposed meeting/s

Minutes last presented to Council

Streatham Memorial Hall Committee

Cr McKenzie - Meeting dates not provided

20 May 2016

SMW Community Development Committee (former Streatham Primary School)

- - - -

Tatyoon Hall and Recreation Reserve Committee

Cr McLean Ordinary and AGM 8 August 2016

17 March 2016 1 June 2016

Warrak Public Hall Committee Cr Allgood - 13 September 2016

7 June 2016

Westmere Progress Association Committee (Westmere Hall and Recreation Reserve)


17 October 2015

Wickliffe Action Group Wickliffe Common Committee

Cr Deutsch - Advised no formal meetings held

-

Wickliffe Recreation Reserve Committee

Cr Deutsch - Meeting dates not provided

26 June 2012

Willaura Golf Club


13 June 2012

Willaura Memorial Hall Cr G Hull - 3 December 2015 Meeting minutes not received (1st Thursday every even month)

1 October 2015

Willaura Recreation Reserve Cr McLean - Meeting dates not provided

21 October 2015

Yalla-Y-Poora Community Centre Cr McKenzie - Meeting dates not provided

8 September 2014

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.1 Assist communities to develop and prosper. 5.1 Good governance through leadership Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications None identified. Risk implications None identified. Statutory Implications Council’s Section 86 Committee Instrument of Delegation states that Committees must “Adhere to the Section 86 Committee Governance Manual (Governance) in relation to all reporting requirements.”


Page 2808

Section 86 Committee Minutes must be forwarded to Council within 14 days after the meeting. Community Implications None identified. Environmental Implications None identified. Internal/external consultation None identified.

Attachments Five Section 86 Committee have provided minutes, which are included in Agenda Attachment 8.1.1. Conclusion Under the Local Government Regulations 2004 Part 5, 11(i) requires that minutes from Special Committees of Council are available to the public.

MOVED CR F HULL SECONDED CR G HULL That Council: 1 Receives the Ordinary Meeting minutes of the Maroona Recreation Reserve

Committee of Management held on 22 July 2016 and 18 April 2016; 2 Receives the Annual General Meeting minutes of the Maroona Recreation Reserve

held on and 22 August 2016; 3 Appoints the nominated candidates to the Maroona Recreation Reserve Committee

of Management as nominated at the Annual General Meeting held on 22 August 2016;

4 Receives the Ordinary Meeting minutes of the Mininera Recreation Reserve Committee of Management held on 21 July 2016;

5 Receives the Ordinary Meeting and Annual General Meeting minutes of the Moyston Public Hall Committee of Management held on 22 August 2016;

6 Appoints the nominated candidates to the Moyston Public Hall Committee of Management as nominated at the Annual General Meeting held on 22 August 2016;

7 Receives the Ordinary Meeting and Annual General Meeting minutes of the Pomonal Hall and Recreation Reserve Committee of Management held on 3 August 2016;

8 Appoints the nominated candidates to the Pomonal Hall and Recreation Reserve Committee of Management as nominated at the Annual General Meeting held on 3 August 2016;

9 Receives the Ordinary Meeting and Annual General Meeting minutes of the Tatyoon Hall and Recreation Reserve Committee of Management held on 8 August 2016; and

10 Appoints the nominated candidates to the Tatyoon Hall and Recreation Reserve Committee of Management as nominated at the Annual General Meeting held on 8 August 2016.

CARRIED 3255/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 9 - OFFICERS REPORTS

Page 2838

ITEM 9.1.1 2016 HOLIDAY CLOSURE PERIOD 13045767 CORPORATE STRATEGY RISK & GOVERNANCE

Introduction The 2016 Holiday period begins with Christmas Day on Sunday 25 December 2016 (Public Holiday Tuesday 26 December 2016) and Boxing Day on Monday 26 December 2016. Last year Christmas Day and Boxing Day fell on Friday and Saturday and Council adopted to close the Municipal Administration Office and Depot from 1.00pm on Thursday 24 December 2015 to Monday 4 January 2016. Discussion It is proposed to Council that the Municipal Administration Office and Operations Depot will remain operational until 1.00pm Friday 23 December 2016 and then be closed for the Christmas and New Year period – reopening on Tuesday 3 January 2017. Note The Operations Depot will be operating a small maintenance crew between Christmas and New Year to undertake emergency and road maintenance duties. It is also proposed that the Municipal Administration Office and Operations Depot close at 1pm on Friday 16 December 2016 for the annual Holiday break-up celebration.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.4 Professional and skilled staff in a safe and supportive environment. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications Staff will be utilising their leave entitlements during this period, which will reduce Council’s leave liability. Risk implications Low. Council operates with an emergency crew of employees to attend to any emergency situations. Statutory Implications It is a requirement to provide our workforce with notice of any periods of time where Council wishes to close down all of part of its operations. Community Implications None identified.


Page 2839

Environmental Implications None identified. Internal/external consultation The Community will be advised of the proposed closure through advertising in the local media.

Attachments There are no attachments relating to this item. Options Council could: 1 Approve the closure of the Municipal Administration Office and Operations Depot from

1pm on Friday 23 December 2016 and reopen on Tuesday 3 January 2017. 2 Not approve the closure of the office during this period other than for the listed Public

Holidays. Conclusion There are no rate instalments due over the Christmas period and the community will be notified of the closure in advance.

MOVED CR F HULL SECONDED CR McKENZIE That Council: 1 Approve the closure of the Municipal Administration Office and Operations Depot

from 1pm on Friday 23 December 2016 and reopen on Tuesday 3 January 2017; and 2 Approve the closure of the Municipal Administration Office and Operations Depot at

1pm on Friday 16 December 2016 for the annual Holiday break-up celebration. CARRIED 3256/16


Page 2840

ITEM 9.2.1 WILLAURA RAILWAY STATION HEADS OF AGREEMENT AND LEASE

16075480 COUNCIL SERVICES

Introduction Council has leased the Willaura Railway Station building for a nominal sum on behalf of the community since the closure of the station. The Willaura Historical Society has sub-leased the property from Council and has been the principal tenant. The Willaura Historical Society has gradually lost members and are no longer in a position to be able to continue sub-leasing the Station. The Station complex has gradually deteriorated and is currently in poor condition. Council has the option to relinquish the lease and return the station to VicTrack but would be required to undertake major repairs to bring it to a similar condition as when first leased. Members of the Willaura Development Association applied to VicTrack for grants to restore the Station complex including the Main Station Building, Goods Shed and toilets. This grant has been approved and VicTrack have engaged an Architect to restore and modify the buildings for community use. A considerable budget has been allocated to undertake repairs and renovation of the Station, Goods Shed and the building of new toilets. A group of Community members, as individuals, and from several community groups have come together to form a new group (Willaura Modern) that will become incorporated and are prepared to take on the sub-lease and maintenance of the Station complex. The station building will be renovated by VicTrack to incorporate the requirements of the Community for community use. Heritage buildings need contemporary uses to ensure their long term survival and maintenance. Fencing to ensure safety of users from the active rail line will be erected by VicTrack. VicTrack have been undertaking restoration of Railway Stations throughout western Victoria and a nearby example is the Dunkeld Station. This gives an indication of the quality and extent of the proposal for Willaura. Discussion In order to continue the lease arrangement and the renovation Council is required to sign a Heads of Agreement document and enter into a new lease arrangement. The terms of the lease agreement (see attachment) are generally similar to the existing (expired) lease with a 5 year term (extendable) but with an annual rental of $500. The first year rental is waived. A 4% per annum increase is built into the agreement, with a lease review at the end of each 5 years. There will be a requirement for Council to insure the complex. It is envisaged that the Community Group sub-leasing the Station will cover the lease costs and any utility and incidental costs. The provision of new toilets will allow public toilets to be available in the main street of Willaura if the community so desires and is prepared to undertake cleaning.


Page 2841

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.2 Assist communities to develop and prosper. 2.1 Community and cultural connectedness. 4.3 Community facilities that are developed and maintained. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications The potential costs are summarised above and laid out in the lease agreement. If Council was to cease the lease of the Railway complex and hand the building back to VicTrack it would be required to undertake extensive works to return the buildings to the condition as first leased. VicTrack have agreed to restore the Railway Station at no cost to Council and make it fit for community use. Risk implications Low. There is a risk of the community group formed to take on the sub-lease not being able to continue. If this was the case Council would be limited to the cost of the lease for the five year period. This would equate to a dollar figure of around $2500 exposure. Statutory Implications None identified. Community Implications The Willaura community are in support of the project and prepared through a newly formed group to sub-lease from Council. Environmental Implication None identified. Internal/external consultation The Willaura community have driven the project to restore the Railway Station complex.

Options Council could: 1 Sign and seal the Heads of Agreement and the Lease document. 2 Not sign and seal the Heads of Agreement and the Lease document. Attachments

1. Heads of Agreement. 2. Lease document. 3. Plan of Leased area.


Page 2842

Conclusion Council has been asked to support the restoration, redevelopment and continue the lease arrangement of the Willaura Railway Station and sub-lease to a new Willaura community group.

MOVED CR McLEAN SECONDED CR F HULL That Council authorises the Mayor and Chief Executive Officer to sign and seal the Heads of Agreement and the Lease of the Willaura Railway Station complex with VicTrack. CARRIED 3257/16


Page 2900

ITEM 9.2.2 REQUESTS FOR SPONSORSHIPS REPORT 16076692, 16076879, 16076863 COUNCIL SERVICES

Introduction Council's sponsorship procedure requires groups and organisations to apply in writing requesting sponsorship for their event for amounts up to $600. The guidelines allow for this to occur throughout the year with no opening and closing dates. Three sponsorships requests have been sent to Council for consideration. The Council’s Sponsorship Program is enabling small groups and organisations to develop new community events and activities across the municipality and an opportunity for Council to continue to connect and support their community. The current budget for sponsorship for the 2016/2017 financial year is $9,353.83. Discussion Wickliffe Action Group Council has received a request for sponsorship in the sum of $600.00 from The Wickliffe Action Group to hold a community event in the style of a facilitated forum to develop a project called ‘The Yarn’ where various elders from the district come together and have their memories recorded. The event will be photographed and an audio visual recording made. The documentation will be made available on disc, DVD format and possibly YouTube or VIMEO. The group have requested sponsorship to assist with hall hire, audio recording expenses and catering. Pomonal Progress Association The Pomonal Progress Association have requested a sponsorship opportunity from Council to hold a Community Resilience event on 6 November 2016 at the new Pomonal Hall. Last year members of the Pomonal community joined with Red Cross to undertake an Emergency Resilience Project focusing on preparing communities for emergencies. Bushfire was the main focus. One of the events held was a series of ‘street’ gatherings with a shared meal. The aim being for neighbours to meet and greet each other and share their ideas on how to approach the fire season. The community was divided into five areas and each area hosted their own party. Red Cross and Grampians Community Health funded this event with in-kind support from Ararat Rural City Council. The community response and participation was excellent with 250 residents taking part. As a result the Resilience Group decided that another event this year would be very worthwhile. This year the event will be held in conjunction with the Pomonal CFA who will provide some of the catering together with community contributions, as the Red Cross Project is no longer funded. This event will include the launching of the Pomonal Community Directory, Pomonal Resilience Plan and Residents Pack. Pomonal CFA will hold an Open Day at the station plus a Fire Ready presentation at the Pomonal Hall later.


Page 2901

To ensure the success of this event Pomonal Progress Association are requesting sponsorship from Council in the sum of $600 towards the hiring of the hall and advertising the event (which will include invitations to the residents), and towards the costs of providing a local musician. It is a credit to the community of Pomonal who have sustained and continued to progress the Red Cross Resilience Project after the project ceased at the start of 2016. Eastern Grampians Tourism Association East Grampians Tourism Association has requested sponsorship to assist with the updating and reprinting of brochures which is distributed through all the Tourism avenues for promotion of the areas services and attractions. The cost of the brochures is $1,438.80. Northern Grampians Shire have previously contributed 50/50 with Ararat Rural City Council which features both Shire logos on the brochure. The group has a diverse membership of 12 accommodation and 12 attraction businesses. Eastern Grampians Tourism Association is supported by Grampians Tourism and the Ararat Rural City Tourism department working in collaboration in the promotion of tourism into Ararat Rural City and the Grampians Region. Council in the past have supported the development of tourism collateral to better position Pomonal, Moyston and the surrounding areas and therefore see this has a partnership opportunity.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.1 Assist communities to develop and prosper. 2.1 Community and cultural connectedness. 3.1 A strong and diverse local economy. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications Council Sponsorship Program is available to groups for a maximum of $600. The balance for the Sponsorship Program is $9,353.83. Risk implications None identified. Statutory Implications None identified. Community Implications None identified.


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Environmental Implications None identified. Internal/external consultation Council’s Community Development Officer has been involved with the Red Cross Resilience Project and commends the work that was achieved in the townships of Pomonal and Elmhurst. Both communities have sustained the project and continue to support their communities with strengthening community resilience. Council’s Tourism and Community Information Manager has recommended that the Eastern Grampians Tourism Associations request be directed to Council’s Sponsorship Program.

Options

Council could:

1. Approve the request from the Wickliffe Action Group amount of $600.00 for their community event to develop the project ‘the Yarn’ to assist with hall hire, audio recording expenses and catering.

or

2. Not approve the request for sponsorship from the Wickliffe Action Group community event and project.

and

3. Approve the request for sponsorship from the Pomonal Progress Association for their community resilience event to be held on 6 November at the Pomonal Hall for the amount of $600.00 towards hall hire, advertising and costs of providing a local musician

or

4. Not approve the request for sponsorship for the Pomonal Progress Association’s community resilience event.

and

5. Approve the request the Eastern Grampians Tourism Association in the sum of $600.00 towards the updating and reprinting of their tourism brochure.

or

6. Not approve the request from Eastern Grampians Tourism Association request for sponsorship for their updating and reprinting of their tourism brochure.

Attachments There are no attachments relating to this item. Conclusion The Sponsorship Programs continues to be an important source of support from Council to community clubs, groups and committees.


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MOVED CR F HULL SECONDED CR G HULL That Council: 1 Approve the request for sponsorship from the Wickliffe Action Group for the sum of

$600; 2 Approve the request for sponsorship from the Pomonal Progress Association for the sum

of $600; and 3 Approve the request for sponsorship from the Eastern Grampians Tourism Association

for the sum of $600. CARRIED 3258/16


Page 2904

ITEM 9.2.3 ARARAT REGIONAL ART GALLERY ADVISORY COMMITTEE COMMUNITY REPRESENTATIVE APPOINTMENTS 2016-19


Introduction Ararat Regional Art Gallery Advisory Committee is an advisory committee to Council comprising the following members: One (1) Councillor (Chair) One (1) Director Council Services One (1) Council Officer - Manager Cultural Services Four (4) Community Representatives. The role of Ararat Regional Art Gallery Advisory Committee is to act as an advisory committee to Council by providing advice to Council on any matter referred from Council to the Advisory Committee relevant to art gallery matters. These include providing strategic advice and guidance in the formation and development of strategies, policies and procedures. Two three year community representative terms became vacant on 30 June 2016. A call for expressions of interest (EOI) for the vacant positions was made through a public notice in the Ararat Advertiser on Friday 29 July 2016, with a closing date of Friday 19 August 2016. An article about the opportunity to join the advisory committee appeared in the Ararat Advertiser and was also promoted through social media, including the Ararat Regional Art Gallery Facebook page and Twitter feed and the Ararat Active Facebook page. Discussion Three expressions of interest were received by the 19 August 2016 closing date for the two vacant positions. The Councillor (Cr Fay Hull) and staff representatives on the Advisory Committee (Director Council Services, Mr Neil Manning and Manager Cultural Services, Mr Anthony Camm) considered the three EOIs received. The three EOIs were assessed and marked against the EOI criteria to determine the applicants most suited for appointment to the committee. The assessment panel recommends the appointment of Ms Debbie Herd and Ms Carole Mules to the vacant community representative positions on the committee for three year terms retrospective from 1 July 2016 and continuing until 30 June 2019. A brief summary of the two recommended applicants follows: Debbie Herd Ms Herd is a Stawell-based tapestry weaver and volunteer at the Ararat Regional Art Gallery. She is engaged with international tapestry and textile arts networks. She has written about and promoted Ararat Regional Art Gallery exhibitions through these networks, including the American Tapestry Alliance. She is the founder the Australian Tapestry Network and manages its Facebook page to share information about tapestry related events in Australia. She has had a long involvement with the gallery as a supporter and exhibiting artist and continues to contribute as a volunteer today. She has been a community representative on the advisory committee since 2012.


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Carole Mules Ms Mules was born in Willaura, attended Lake Bolac High School and studied Art at the former Ballarat School of Mines. She lived in Queensland for many years, but recently returned to Victoria to live in Ararat. She has a history of interest and involvement in the arts stretching back to the 1970’s and has experience in the development of community events, including as a committee member and organiser. She is a founding member and the secretary of the Kurilpa Art Collecting group in Brisbane. This is a 10 year project (2007 to 2017) involving the collecting works by contemporary Australian artists.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.1 Assist communities to develop and prosper. 1.2 Community services that are accessible, inclusive and responsive to the community’s needs. 1.3 Community and cultural connectedness. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications Limited and manageable staff hours are directed to administering four to five meetings of the advisory committee annually. Meetings are held on Council premises. Risk implications The community representatives on the committee have limited jurisdiction in gallery management, procurement or other such areas where compliance is required to ensure that actual or perceived conflicts of interest is declared and managed. Statutory Implications None identified. Community Implications The inclusion of community representatives on the advisory committee brings an important community perspective to the art gallery’s strategic planning. Environmental Implications None identified. Internal/external consultation The selection process, as per the advisory committee Terms of Reference, was conducted by Cr Fay Hull, Director Council Services, Mr Neil Manning and Manager Cultural Services, Mr Anthony Camm. Recommendations are presented to Council through this report.


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Options Council could: 1 Approve the recommendation of Ms Herd and Ms Mules for three year terms on the

advisory committee from 1 July 2016 to 30 June 2019 2 Reject the recommendation and call for further EOIs. Attachments There are no attachments relating to this item. Conclusion The advisory committee plays an important role in guiding the strategic direction of the Ararat Regional Art Gallery. The involvement of community representatives is especially important at this time as the gallery moves into a period of growth and consolidation through the Ararat Arts Precinct Redevelopment project.

MOVED CR F HULL SECONDED CR McLEAN That Council approves the appointment of Ms Debbie Herd and Ms Carole Mules as community representatives on the Ararat Regional Art Gallery Advisory Committee for three year terms from 1 July 2016 to 30 June 2019. CARRIED 3259/16


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ITEM 9.2.4 GORDON STREET MANAGEMENT OPTIONS 16073711 COUNCIL SERVICES

Introduction With the resolution to make an offer on Gordon Street Oval carried by Council on 16 August, Council needs to consider options for the ongoing management of the facility. This report looks at options for management models, pricing, and potential policies. Discussion Previous reports have identified Gordon St as an important recreation asset in Ararat, due to its size, infrastructure, and access to lighting and water. Current users include St. Andrews Cricket Club, Chalambar Cricket Club, and Grampians Hockey. Potential users, such as Ararat Little Athletics and the Ararat Storm girls’ football team have also been identified. Gordon St is a facility which will provide smaller, less financial clubs with a fit-for-purpose base whilst fulfilling overflow needs from Alexandra Oval. The sports field will be considered a “B” class facility in the Park’s and Gardens Service Delivery Plan and will be maintained according to this standard. As this is a new asset for Council which contains no extra budget at this time, maintenance and development expectations will need to be carefully managed. Management Structures Four potential options for the management structure of Gordon Street Oval have been identified, and the positives and negatives are outlined below. Solely Ararat Rural City Council Managed Council staff already undertakes some aspects of maintenance, which includes managing the oval and ad hoc repairs to the building and infrastructure. A Council managed model would mean Council can claim some income from users and decide infrastructure upgrades. Operations Ararat Rural City Council Managed with Reference Group This model will allow Council to continue its maintenance operations, receive income and implement policy. Engagement from stakeholders will be made much easier with a formal reference group built in to the management model. Section 86 Committee of Management with Council Maintenance A Section 86 Committee of Management is formed to manage bookings and collect income. Council staff continue to maintain the building infrastructure and oval. Upgrades undertaken in conjunction with the Committee of Management. Policies passed on through Council to Committee of Management.


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Section 86 Committee of Management A Section 86 Committee of Management is formed to manage bookings and collect income. Council staff no longer maintain the building and oval. The Committee of Management are responsible for upgrades and maintenance.

Positives Negatives

Council Only Council has full control of building and maintenance

Council has full control of policy and operations

Council has full control of all planning and upgrades

Council receives income from bookings

Greater control in managing risk elements such as oval surface

Extra work required for bookings and receiving income

No community engagement within model

Risk of heightened expectations of infrastructure upgrades

No formal communication with users

Council with a user reference group formed

Council has full control of building and maintenance

Council has full control of policy and operations

Council receives income from bookings

Engagement within model fosters user buy-in to planning and upgrades

Greater control in managing risk elements such as oval surface

Expectation management for upgrades

Extra work required for bookings and receiving income

S.86 Committee of Management with

Council maintenance

No Council staff time put into bookings

Council has indirect control of policy and operations through s.86 arrangements

Committee of Management drives infrastructure and planning

No guaranteed sustainability of Committee of Management (increased volunteer burden)

No income received from maintenance

Limited opportunity to manage user expectations

Potential for impression that Council staff are answerable to Committee of Management

Limited control in managing risk elements such as oval surface

S.86 Committee of Management only

No Council staff time put into bookings or operations

Council has indirect control

No guaranteed sustainability of Committee of Management

No guarantee of facility


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Management Recommendation It is recommended that Gordon St be managed by Council with a User Reference Group in place. Casual bookings of the facility will be minimal, so little extra work will be required beyond yearly agreements. Coordinated use between grounds (i.e. moving activities from Alexandra Oval to Gordon Street Oval, or vice-versa) will be much easier. Council will be able to recoup some income from seasonal and casual use. A user group allows club volunteers a formal means of input without being burdened with operations which Council staff is capable of doing. Council will also be able to drive planning and infrastructure with user input. The user group model mirrors the Alexandra Oval operations model. Pricing As with Alexandra Oval, Council should aim to recoup 15% of the previous financial year total maintenance cost from the combined seasonal users. This would mean clubs will have a season to prepare for change in management, and then always be paying in arrears. Council can also set fees based on a market value. As many clubs are cash poor, Council should consider giving these clubs the option to supply in-kind support for facility works in lieu of cash. For instance, a club may do $500 worth of painting. Alcohol It is recommended that the facility be declared an alcohol free area. Given a number of interested users are junior sport participants, making Gordon St alcohol free will create a safe and family friendly environment to encourage junior participation. This policy will also help avoid conflicts between user groups (reduce the burden on Council to ensure Liquor Licensing rules are followed, reduce the likelihood of criminal activity as many break ins at sports grounds involve theft of alcohol), and reduce the need for associated infrastructure such as fridges.

of policy and operations through s.86 arrangement.

standard

No income received from maintenance

Limited opportunity to manage user expectations

Limited control in managing risk elements such as oval surface

Limited control in managing risk related to other club activities such as liquor sales


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POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.1 Assist communities to develop and prosper. 1.4 Participation in diverse sport, recreation and leisure activities. 4.3 Community facilities that are developed and maintained. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications Council may decide to gain income from use of Gordon Street Oval. Risk implications As per table, Risk implications include Liquor supply, sustainability of governance, volunteer burden and infrastructure (building and playing surface) risk management, depending on what committee model council chooses. Statutory Implications Amendment to Local Laws item 56- Consumption and possession on Municipal Reserves, adding Gordon Street Reserve to the list of municipal recreation reserves in subclause (2). Community Implications Volunteer burden, potential use, health, wellbeing and participation outcomes. Environmental Implications None Identified. Internal/external consultation None Identified.

Options

Council could:

1 Adopt Council Management with a User Reference Group as a management model,

or

2 Adopt a different model, as described above or otherwise;

and

3 Adopt a pricing structure for seasonal users which will recover 15% of maintenance costs from the previous financial year.

or

4 Adopt a pricing structure to recoup a greater or lower percentage of annual maintenance costs determined by Councillors.


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or

5 Set at no cost to users

and

6 Ban alcohol at the facility

or

7 Allow alcohol at the facility

Attachments There are no attachments relating to this item. Conclusion The Gordon Street Recreation Reserve is a facility which will be fit-for-purpose for smaller clubs. An analysis of four different management models reveals that Council managing with a user reference group is recommended. Pricing structures should be in line with Alexandra Oval. Creating an alcohol free area will encourage participation in the area whilst mitigating potential risk and management burdens on Council.

Recommendation That Council: 1 Adopt a management model for the Gordon Street Reserve, where Council runs the

facility and a user reference group is established; 2 Set a combined seasonal user price at 15% of maintenance cost derived from the

previous financial year; and 3 Develop an alcohol-free policy at the Gordon Street Reserve.

MOVED CR G HULL SECONDED CR DEUTSCH That the Gordon Street Reserve Report be deferred. CARRIED 3260/16


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ITEM 9.3.1 COUNCIL POLICIES REVIEW 16076663 ASSETS, FINANCE AND CORPORATE SERVICES

Introduction Council Policies are being updated as part of an ongoing review process. Discussion The following Council Policy has now been reviewed as per the Policy – Procedure Review Process, and is now ready to be adopted by Council. The Privacy and Data Protection Act 2014 (the Act) repeals the Information Privacy Act 2000. Many of the provisions in the Act mirror those of the Information Privacy Act 2000, including preserving the Information Privacy Principles. (IPPS). Adopting the new Policy does not alter any processes Council currently has in place.

No Name of Policy

C.2.1 Privacy and Data Protection and Health Records Policy.

Options 1 The Policy will be adopted by Council. 2 The Policy will not be adopted by Council.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.1 Good governance through leadership. 5.4 Professional and skilled staff in a safe and supportive environment. Financial and resource implications None identified. Risk implications Endorsing the policy will allow Council to comply with the Privacy and Data Protection Act 2014 and Health Records Act 2001. Statutory Implications Under the Privacy and Data Protection Act 2014 and Health Records Act 2001, Council is responsible for the collection and handling of personal information and have an obligation to follow the Privacy Principles and take reasonable steps to protect the personal information that they hold from misuse, interference and loss, and from unauthorised access, modification or disclosure. Community Implications The policy allows for measures to be put in place to ensure that the Privacy of data and health records collected by Council from the Community are collected, used and stored in the proper manner.


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Environmental Implications None identified. Internal/external consultation The Privacy and Data Protection and Health Records Policy and all other relative policies and procedures are produced, endorsed and communicated through Council’s Policy Manual and reviewed by the Manager of Corporate Support.

Attachments Further information regarding this item is provided as an attachment. Conclusion The adoption of the ‘Privacy and Data Protection and Health Records Policy by Council will ensure that Council continues to work in accordance with the Privacy and Data Protection Act 2014 and the Health Records Act 2001.

MOVED CR F HULL SECONDED CR DEUTSCH That the Privacy and Data Protection and Health Records Policy C.2.1 be adopted by Council. CARRIED 3261/16


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ITEM 9.3.2 AUDIT COMMITTEE 13041023 ASSETS, FINANCE AND CORPORATE SERVICES


Introduction The Audit Committee met on 6 September and the unconfirmed minutes are included in the attachments to the agenda. Discussion The Audit Committee passed 2 recommendations for Council’s consideration at the meeting: 1. That the Audit Committee recommends that:

Council authorises Cr Paul Hooper and Cr Fay Hull (Audit Committee Members) and Ararat Rural City Council’s Chief Executive Officer to certify the Financial Statements in their final form, and

Council authorises Cr Paul Hooper, Cr Fay Hull and the Chief Executive Officer to certify the Performance Statement in its final form.

2. That Council receives the annual report of the Audit Committee.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.1 Good governance through leadership Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications The Audit program is included in the current budget. Human resources will need to be allocated to implement some of the recommendations. Risk implications None identified. Statutory Implications None identified. Community Implications None identified.


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Environmental Implications None identified. Internal/external consultation None identified.

Options Council could: 1 Adopt the Audit Committee’s recommendations 2 Adopt none of the Audit Committee’s recommendations Attachments Further information regarding this item is provided as an attachment.

MOVED CR F HULL SECONDED CR G HULL That: 1 Council authorises Cr Paul Hooper and Cr Fay Hull (Audit Committee Members)

and Council’s Chief Executive Officer to certify the Financial Statements in their final form;

2 Council authorises Cr Paul Hooper, Cr Fay Hull and the Chief Executive Officer to certify the Performance Statement in its final form; and

3 Council receives the Annual Report of the Audit Committee. CARRIED 3262/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 10 - NOTICES OF MOTION

Page 3014

Notice of Motions must be in writing and lodged with the Chief Executive Officer no later than 5pm on the Wednesday which is at least four (4) business days before the meeting at which it is intended to be considered, unless a public holiday falls within that four days, as per Clause 18(4) of the Ararat Rural City Council Meeting Procedure.

No Notices of Motion

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 11 – COUNCILLORS REPORTS

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At each Council Meeting, all Councillors will have the opportunity to provide an overview of any meetings attended. If a Councillor chooses to provide details, the name of the conference/event and the Councillor attending will be noted in the Minutes of the meeting. If a Councillor requires additional information on the conference/event to be included in the Minutes, the Councillor must submit in writing to the Chief Executive Officer by no later than 12pm (noon) the day following the meeting.

This meeting was the last for the 2012/2016 Council Term, and Cr Colin McKenzie was not standing for Council for the 2016/2020 Council Term. Crs Allgood, Gary Hull, Fay Hull, McLean and Hooper spoke about Cr McKenzie’s commitment to Council and the support he had given them. Councillors wished Cr McKenzie all the best for the future. Cr Fay Hull thanked the Councillors who she had served with over the term and wished them all the best for the future. Cr Hull thanked the Chief Executive Officer for his leadership along with Executive Leadership Group, and noted the work of the Council employees and their commitment to Council. Cr Hull thanked the Mayor and acknowledged his advocacy work. Cr Hull wished everyone standing for Council the very best.

Cr McLean noted the changes she had seen over the past 2½ years. Cr McLean thanked the Executive Leadership Group for their support. Cr McLean thanked the Mayor for this leadership. Mayor Cr Paul Hooper presented Cr Fay Hull with her Municipal Association of Victoria 10 year service pin and certificate. Cr McKenzie spoke about his time with Council since first being elected in March 2002. Cr McKenzie noted changes made by administration over the period. Cr Hooper also presented Cr Colin McKenzie with a certificate of service from the Ararat Rural City Council for his commitment and dedication to the community from March 2002 to October 2016. Cr Hooper also thanked the Chief Executive Officer and Executive Leadership Group for their support and advice throughout the term.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 20 SEPTEMBER 2016 12 – URGENT BUSINESS

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Ararat Rural City Council Meeting Procedure, Clause 17 Urgent Business states:

(1) Items proposed as urgent business must not be submitted to the meeting other than by resolution of the Council and only if it relates to or arises out of a matter which has arisen since distribution of the Agenda or which cannot be reasonably deferred for inclusion in the agenda of the next meeting

(2) The nature of the urgency must be stated by the Councillor and outlined in the minute of the meeting.

ARARAT RURAL CITY COUNCIL MEETING - TUESDAY 20 SEPTEMBER 2016 13 – OFFICERS REPORTS – CONFIDENTIAL ITEMS

Page 3017

6.47PM CLOSURE OF MEETING TO THE PUBLIC The Open Council Meeting will now be closed, but members of the public are welcome to rejoin the Council Meeting following the recommencement of the meeting.

MOVED CR DEUTSCH SECONDED CR F HULL That the meeting be closed to members of the public to discuss the items listed in the confidential agenda: (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 matters. CARRIED 3263/16

6.53PM OPEN COUNCIL MEETING RECOMMENCEMENT

MOVED CR G HULL SECONDED CR DEUTSCH That the Open Council Meeting recommence. CARRIED 3272/16

LIFTING OF CONFIDENTIALITY OF CLOSED SESSION RESOLUTIONS

MOVED CR DEUTSCH SECONDED CR F HULL That the Confidentiality of the: 1 Report and decision in relation to Items 13.1.2, 13.1.3, 13.1.4, 13.1.5 and 13.3.2 of the

Confidential Agenda not be lifted; 2 Decision in relation to Items 13.1.1 and 13.2.1 of the Confidential Agenda be lifted;

and 3 Report and decision in relation to Item 13.3.1 of the Confidential Agenda be lifted. CARRIED 3273/16

ARARAT RURAL CITY COUNCIL MEETING - TUESDAY 20 SEPTEMBER 2016 13 – OFFICERS REPORTS – CONFIDENTIAL ITEMS

Page 3018

The following resolutions are extracted from the minutes of the Ararat Rural City Council Meeting In Camera Session held on 20 September 2016. Any disclosures of interest, relevant to these items, are recorded in the Council Meeting In Camera minutes. ITEM 13.1.1 ASSEMBLY OF COUNCILLORS 13039074


MOVED CR McKENZIE SECONDED CR G HULL That the: 1 Confidential Assembly of Councillors Report be received; and 2 Confidentiality of the decision be lifted. CARRIED 3264/16

ITEM 13.2.1 CONTRACT NO. T494 – CONSTRUCTION OF DEAN STREET


MOVED CR F HULL SECONDED CR McLEAN That: 1 Council award the Contract for the construction of Dean Street, Ararat, (Contract No.

T494) to Millers Civil Contractors Pty Ltd for the conforming tender price of $426,486.22 (excluding GST);

2 The Chief Executive Officer and Mayor sign and seal the Contract Deed; and 3 The confidentiality of the decision be lifted on adoption of motion. CARRIED 3269/16

Meeting closed at 6.53pm. I HEREBY CERTIFY THAT PAGES 2674 TO 3018 INCLUDING PAGES 168 TO 279 OF THE CLOSED SESSION ARE CONFIRMED AND ARE A TRUE AND CORRECT RECORD. MAYOR – CR PAUL HOOPER

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