ordinary council meeting wednesday 28 june 2017 at 7.01pm ... · council meeting minutes ordinary...

Council Meeting Minutes Ordinary Council Meeting Wednesday 28 June 2017 at 7.01pm Gisborne Administration Centre 40 Robertson Street, Gisborne

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO.

1.

Prayer 1

2.

Present 1

3. Apologies 1

4. Declaration of Conflicts of Interest

1

5. Mayor’s Report

2

6. Petitions

3

7. Adoption of Minutes

4

8. Record of Assemblies of Councillors

4

9. Deputations and Presentations to Council

10

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

10. Director Planning and Environment PE.1 Application for Planning Permit

PLN/2017/141 Waiver of 34 car parking spaces for a 100 seat restaurant at 10 Robertson Street, Gisborne

PE.2 2017/18 Events and Festivals Grant

Program PE.3 Climate Change Action Plan (2017-2027)

10

13

14

11. Chief Executive Officer’s Reports CX.1 Community Satisfaction Survey results for

2017 CX.2 Small Community Grant Scheme –

Consideration of grant applications CX.3 Hanging Rock Strategic Advisory

Committee – Report to Council from meeting on 29 May 2017

15

16

17

CX.4 2017-2018 Community Funding Scheme –

Recommended funding allocations CX.5 Adoption of 2017/18 Budget CX.6 Adoption of 2017/18 Strategic Resource

Plan

17

18

23

12. Director Corporate Services CS.1 Contracts to be awarded as at 28 June 2017

24

13. Director Community Wellbeing CW.1 Dissolving Section 86 Committees

25

14.

Director Assets and Operations AO.1 Draft 2017-2021 Domestic Animal

Management Plan AO.2 Proposed closure of McKim Road,

Gisborne AO.3 McDonalds, Howard and Sundowner Lane, Riddells Creek Special Charge Scheme AO.4 Priority listing Calder Highway

improvements

26

27

28

29

15. Notices of Motion No. 29/2016-17 – Councillor Bleeck No. 30/2016-17 – Councillor Anderson

29

30

16. Urgent or Other Business

30

17. Confidential Reports

30

Questions from the Public 31

Ordinary Council Meeting – Wednesday, 28 June 2017 MINUTES

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1. PRAYER: 7.01pm The Mayor read the prayer

2. PRESENT:

Cr Jennifer Anderson (Mayor) West Ward Cr Henry Bleeck East Ward Cr Natasha Gayfer East Ward Cr Bill West East Ward

Cr Mandi Mees South Ward Cr Helen Radnedge South Ward Cr Andrew Twaits South Ward

Cr Roger Jukes West Ward Cr Janet Pearce West Ward In Attendance: Mr Peter Johnston Chief Executive Officer Ms Anne-Louise Lindner Acting Director Assets and Operations Mr John Hausler Director Corporate Services Ms Karen Stevens Director Community Wellbeing Ms Sophie Segafredo Director Planning and Environment Mr Stephen Mahon Manager Council and Customer Services

3. APOLOGIES:

An apology from the Director Assets and Operations Mr Dale Thornton was noted.

4. DECLARATION OF CONFLICTS OF INTEREST:

Cr Pearce declared an indirect conflict of interest in Item CX.4 2017-2018 Community Funding Scheme – specifically the application from the Suicide Prevention Group due to a conflicting duty arising from her membership of the Suicide Prevention Walk Committee.

Cr Radnedge declared an indirect conflict of interest in Item CW.1 Dissolving Section 86 Committees item due to a conflicting duty created by her past position on the Stanley Park Committee which she relinquished upon her appointment to Council

The Acting Director Assets and Operations declared a indirect conflict of interest in the Community Funding Scheme matter specifically with the Hesket Woodend Football / Netball Club application due to a conflicting duty created through her membership of this club.

5. MAYORS REPORT

The Mayor highlighted a few of the most recent happenings around the shire including: Community sessions on Draft Strategic Framework Plan for Kyneton South Along with individual sessions for land owners and other interested parties 2 community sessions were held in Kyneton to discuss infrastructure


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requirements of the current population, and known population projections based on currently zoned land, along with considering what would need to be considered should the current area South of Kyneton marked in the planning scheme as for future investigation for residential living was to occur. Submissions have now closed, and I would like to thank everyone for feedback recieved so far.

Fundraising for The Cancer Council Many events were held across the shire by numerous community groups to raise funds for cancer research. Cr. Natasha Gayfer and I attended an afternoon tea organised by the Malmsbury Town Hall Management Committee on Saturday 27th of May. The spread was terrific, as was the entertainment. Well done Malmsbury.

Loddon Mallee Local Government Waste Forum This month Macedon Ranges hosted this important forum where Council officers and councillor representatives get together to discuss what local government is doing in the Waste and resource recovery area. The forum was followed by a trip to the Woodend transfer station to see how we do it.

100 years of Lions Clubs Cr. Janet Pearce and I attended a celebration at the Gisborne Golf Club of 100 years of Lions. All the Lions club’s in our region were represented.

Loddon Campaspe Councils meeting, including regional MAV update The Chief Executive Officer Peter Johnston and I took a bus trip to discover more about issues facing Mt Alexander shire, followed by the regular catch up of Mayors and CEOs of the region to discuss common areas of interest and learn about each other’s shires.

Wine growth fund round 2 launch Councillors and wine producers joined MP Mary-Anne Thomas at Granite Hills Winery, Baynton to launch the second round of this fund, recognising the importance of the wine industry not only to this region but to the State of Victoria.

Woodend Winter Arts Festival Another successful Queens Birthday long weekend in Woodend filled with music, art, craft and literature for everyone. The sun shone and the town was full of people walking around enjoying the atmosphere. Congratulations to the organising team.

Kyneton and District Poultry Club Show Young or old, local or from a far, another successful show. The hospitality of this club is always commented upon each year, and the birds being exhibited were beautiful. It was pleasure to attend to assist in giving out the prizes.

In the Farming Zone

Council has commenced information sessions with Landcare groups and Farming organisations about work on looking at land use in the Farming Zones in the Macedon Ranges.

Community group presentations to Council This month in our briefings we had presentations from Bike Safe Macedon Ranges, who are always on the look out for new members, and work tirelessly


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to keep our roads safe for cyclists, and Macedon Ranges Rural Australians for Refugees, who also had a film night the following week to raise awareness of how communities can assist refugees to feel more welcome.

Rural Challenge Work On the evening of Wednesday 14th of June representatives of those involved in our initial Rural Challenge Project met to celebrate their achievements.

The pilot Rural Challenge Project was rolled out across parts of the Macedon Ranges and City of Greater Bendigo earlier this year focussing on creating more gender equitable CFA brigades and football/netball clubs.

Council in partnership with City of Greater Bendigo will receive $140,000 from the Victorian Government to continue this leadership program to work with more local community organisations to promote gender equality and the prevention of violence against women.

The funding boost is great news and will assist Council to empower other local clubs and brigades to be more female and family-friendly.

Cobaw Community Health 30th Anniversary Celebrations The Kyneton Town Hall looked amazing as attendees learnt about not only the 30 year history of Cobaw, but also the organisation’s hopes and aspirations for the future.

Loddon Mallee Community Leadership Programme

Cr. Pearce, as a former graduate, Mary-Anne Thomas and I were invited to be panel members discussing the human side of politics. Macedon Ranges currently has 5 participants, and we were made to feel extremely welcome at the Kerrie Hall.

New Trial Macedon Ranges Shire Council is one of two Victorian councils participating in a website trial with The Lost Dogs’ Home that lists stray pets online to help reunite them with their owners faster.

The new initiative is an important tool in helping Macedon Ranges owners find their missing dogs. The Lost Dogs’ Home provides our dog pound and shelter service so it makes perfect sense to participate in this trial as we are all about reuniting lost pets with their owners as quickly as we can.

Where possible, our officers will organise to return lost pets to their owners if they are registered and microchipped.

Arts and Culture June served up a sizzling program of arts and culture at the Kyneton Town Hall with musical performances taking centre stage and many residents and visitors of the shire enjoying what was on offer.

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

be received. CARRIED

6. PETITIONS Nil


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7. ADOPTION OF MINUTES Ordinary Council Meeting: Wednesday 24 May 2017 Special Council Meetings: Wednesday 7 June 2017 and Wednesday 21

June 2017 Officer Recommendation:

That the minutes of the Ordinary Meeting of the Macedon Ranges Shire Council held on Wednesday 24 May 2017 and the minutes of the Special Meetings of the Macedon Ranges Shire Council held on Wednesday 7 June 2017 and Wednesday 21 June 2017 as circulated be confirmed.

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

CARRIED 8. RECORD OF ASSEMBLIES OF COUNCILLORS – JUNE 2017

1. Summary / Purpose The purpose of this report is to provide the record of any assembly of Councillors, which has been held since the last Council Meeting, so that it can be recorded in the minutes of the formal Council Meeting. 2. Policy Context An amendment to the Local Government Act 1989, which came into effect on 24 September 2010 requires the record of any assembly of Councillors to be reported to the next practicable Council Meeting and recorded in the minutes (Refer Local Government and Planning Legislation Amendment Act 2010 – No. 58 of 2010 – Section 17). 3. Background Information The Local Government Act provides a definition of an assembly of Councillors where conflicts of interest must be disclosed. A meeting will be an assembly of Councillors if it considers matters that are likely to be the subject of a Council decision, or the exercise of a Council delegation and the meeting is: 1. A planned or scheduled meeting that includes at least half the Councillors (5) and a member of Council staff; or 2. Is an Advisory Committee of the Council where one or more Councillors are present. Note: Advisory Committee means any committee established by the Council, other than a special committee, that provides advice to (a) the Council, or (b) a special committee, or (c) a member of Council staff who has been delegated a power, duty or function of the Council under Section 98. Note: Only matters that are the subject of discussion and consideration at an Assembly will be listed. Incidental updates and information on matters will not be recorded. This requirement for reporting provides increased transparency and the opportunity for Councillors to check the record, particularly the declarations of conflict of interest.


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4. Report Outlined below are the details of assemblies of Councillors held since the last meeting.

1. Date / Time Type of Assembly

22 May 2017 9.30am Councillor Briefing

Venue Gisborne Administration Centre

Present – Councillors Anderson, West, Radnedge, Twaits, Pearce

Present – Officers Sophie Segafredo, Rick Traficante, Robert Szymanski

Items Discussed Briefing by Applicants on the Old Kyneton Hospital Redevelopment

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

Nil Did they leave the assembly? N/A

Conflicts of Interest declared by officers



24 May 2017 2.30pm Councillor Briefing


Present – Councillors Bleeck, Gayfer, West, Radnedge, Twaits, Anderson, Pearce Mees (arrived 5.12pm) Jukes (arrived 5.35pm)

Present – Officers Peter Johnston, Sophie Segafredo, Karen Stevens, John Hausler, Dale Thornton, Stephen Mahon, Gareth Hately, Jill Karena

Items Discussed Loddon Campaspe Regional Partnership In the Framing Zone Strategy Presentation by RMCG Presentation by Macedon Ranges Network of Neighbourhood Houses Section 86 Community Halls Planning Matters

- Old Kyneton Hospital - 5-50 Aitken Street, Gisborne - 426 Kerrie Road, Romsey - Green Avenue, Macedon

Councillor Items/Officer Updates - Delegates Reports - Monitoring and Evaluation of Strategies

Hanging Rock Strategic Advisory Committee Update


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Cr Radnedge declared a potential conflict of interest in the item associated with Section 86 Community Halls due to her past position on the Stanley Park Committee which she relinquished upon her appointment to Council Did they leave the assembly? Yes




31 May 2017 Councillor Briefing


Present – Councillors Anderson, Gayfer, Radnedge, West, Pearce

Present – Officers Dale Thornton, Shane Power

Items Discussed Kyneton Airfield Matters - Planning permit requirements for hangar construction - Service Agreement with Aero club - Noise Study - Classifications of airspace - CASA regulations - Master Plan






7 June 2017 1.00pm Councillor Briefing


Present – Councillors West, Radnedge, Anderson, Pearce Twaits (arrived 1.09pm) Jukes (arrived 1.20pm) Bleeck (arrived 1.28pm) Gayfer (arrived 1.55pm) Mees (arrived 3.11pm)

Present – Officers Peter Johnston, Sophie Segafredo, Karen Stevens, John Hausler, Dale Thornton, Stephen Mahon, Anne-Louise Lindner, Althea Jalbert, Rick Traficante, Michelle Wyatt, Kylie Lethbridge, Shane Caruana

Items Discussed Community Satisfaction Survey Draft Domestic Animal Management Plan Gisborne South NBN Fixed Wireless Tower


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Macedon Ranges Tourism Plan Review of Delegations Planning Matters including

- 89a Piper Street, Kyneton - VicSmart

Councillor Items / Officer Update - Community Funding Scheme & Events and Festivals

Procedure / Small Community Grants - Kyneton Primary School - Regional Partnerships - Calder Highway Improvement Committee Priority

Listing




Nil Did they leave the assembly? n/a


14 June 2017 9.00 am Meeting Procedure Local Law Working Group


Present – Councillors West, Gayfer and Anderson

Present – Officers Stephen Mahon

Items Discussed Draft Meeting Procedure Local Law


Nil Did they leave the assembly? No




14 June 2017 10.15am Councillor Briefing


Present – Councillors Pearce, Bleeck, West Gayfer (arrived 10.23am) Radnedge (arrived 12.08pm) Jukes (arrived 1.20pm) Mees (arrived 2.45pm)

Present – Officers Peter Johnston, Dale Thornton, Karen Stevens, Shane Power, Matt Irving, Stephen Mahon, John Hausler, Sophie Segafredo, Rick Traficante, Kylie Lethbridge, Shane


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Caruana, Kerry Haby, Leon den Dryver

Items Discussed Road Management Plan Black Forest Sawmill Update Planning Matters (1st Session)

- Kyneton South Framework Update - In the Framing Zone Strategy Update - Statutory Planning Advertising Process

Presentation by Macedon Ranges Rural Australians for Refugees Presentation by Bike Safe Debrief of Management of Increased Autumn Visitation in Macedon and Mt Macedon Daylesford Macedon Ranges Tourism (DMR Representative) Budget / Strategic Resource Plan / Council Plan / Councillor Allowances Community Funding Scheme Events & Festival Grants Program Councillor Items / Officer Updates Reports to be presented to the June Ordinary Council Meeting Three Chain Road (Roadside Management) Gilbert Gordon Oval Clubroom Plan Romsey Five Mile Creek Willows Calder Highway Improvement Committee Priority Listing


Cr Pearce declared a conflict of interest in the Events and Festivals Grant Program specifically an application from the Suicide Prevention Group of which she is a member thus creating a conflicting duty, Did they leave the assembly? No




21 June 2017 10.15am Councillor Briefing


Present – Councillors Gayfer, West, Radnedge, Anderson, Pearce Twaits (arrived 11.15am) Jukes (arrived 12.30pm) Mees (arrived 1.30pm) Bleeck (arrived 1.51pm)

Present – Officers Peter Johnston, Anne-Louise Lindner, Karen Stevens, Sophie Segafredo, John Hausler, Stephen Mahon, Rick Traficante, Kylie Lethbridge, Bridgette O’Brien, Shane Caruana, Michael Dyt, Gareth Hately, Leanne Manton, Elon McCormick, Michelle Wyatt, Silvana Predebon, Matt Irving, Kerry Haby, Fiona Alexander


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Items Discussed Council Meeting Agenda Items / Questions Council Website Redevelopment Update DELWP Consultation Localised Planning Statement presentation New Tobacco Reforms – Smoke Free Outdoor Dining Intersection Main Road (Melbourne-Lancefield Road) and Barry Street, Romsey Report on Gender Assessment of Policies Due for Review Review of Occasional Care Program Council Plan and Budget Planning Matters

- Stevens Street, Gisborne - Mt Macedon Road Tree Removal


Cr Radnedge declared a potential conflict of interest in the Ordinary Council Meeting agenda item associated with the Stanley Reserve Section 86 Committee due to her past position on the Stanley Park Committee which she relinquished upon her appointment to Council Did they leave the assembly? Yes


Anne-Louise Lindner declared a direct conflict of interest in the Ordinary Council Meeting – Community Funding Scheme grants matter specifically with the Hesket Woodend Football / Netball Club application due to a conflicting duty created through her membership of this club. Did they leave the assembly? No

The Manager Council & Customer Services advised Council of the following amendments to the assemblies – At the 14 June 2017 Assembly Cr Pearce declared a conflict of interest in the Events and Festivals Grant Program specifically an application from the Suicide Prevention Group of which she is a member thus creating a conflicting duty, and At the 21 June 2017 Assembly the Meeting Procedure Local Law Working Group should not be listed rather a separate Assembly be recorded with Cr’s Anderson, Gayfer and West along with the Manager Council and Customer Services discussing the development of a Meeting Procedure Local Law. The Assembly Reports above have been amended accordingly.

Officer Recommendation:

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

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

CARRIED


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9. DEPUTATIONS AND PRESENTATIONS TO COUNCIL

RECOGNITION OF QUEEN’S BIRTHDAY HONOUR RECIPIENTS In recognition of their achievements and service to the community the following two Macedon Range Shire residents were recently presented with 2017 Queen’s Birthday Honours Awards:

Frank Bell from Kyneton was recognised for service to the Mount Macedon Memorial Cross Trust Committee and duties at Anzac House being a trustee and providing assistance to veterans and widows in the community; and

Frank Donovan from Woodend was recognised for his significant contribution to veterans by establishing a counselling service together with his role in the Anzac Day Dawn Service at Mount Macedon.

The 2017 Queen’s Birthday Honours Award recipients have been invited to attend this meeting to receive a letter under the Common Seal of Council in recognition of their awards. Officer Recommendation: That a letter under the Common Seal of Council be presented to Frank Bell OAM and Frank Donovan OAM in recognition of their 2017 Queen’s Birthday Honour Awards.

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

CARRIED Suspension of Standing Orders

It was moved by Cr Jukes seconded by Cr Gayfer that standing orders be suspended and the Mayor present Mr Frank Bell OAM with a letter under the common seal of Council recognising his 2017 Queens Birthday Honours Award.

CARRIED The Mayor presented Mr Frank Bell OAM with a letter under the common seal of Council Deputations and Presentations Item Submitter

PE.1 One Resumption of Standing Orders

It was moved by Cr Pearce seconded by Cr Bleeck that standing orders be resumed

CARRIED 10. PLANNING AND ENVIRONMENT REPORTS: Report No: Report Title: PE.1 Application for Planning Permit PLN/2017/141 Waiver of 34

car parking spaces for a 100 seat restaurant at 10 Robertson Street, Gisborne


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Synopsis: The site is located on the north eastern corner of Robertson Street and Brantome Street in Gisborne within the northern edge of the business area. The building has a frontage of 15.24m to Robertson Street and 31.09m to Brantome Street. The site contains a new single storey building that was approved as a retail tenancy (shop) but has been unoccupied since construction. The subject building has a floor area of approximately 354m². There is existing 90 degree parking provided along the Brantome Street frontage as well as parallel parking on Robertson Street. The building is part of the larger Coles supermarket complex and parking is also available within the complex.

The land is zoned Commercial 1 and is affected by a Land Subject to Inundation Overlay (LSIO) and Development Contribution Plan Overlay Schedule 2 (DCPO2). The surrounding land is occupied by various business uses such as retail, restaurant, veterinary clinic and medical uses.

The application is for the waiver of 34 car parking spaces for a 100 seat restaurant. No external works are proposed and only internal shop fitting is required. A restaurant is a Section 1 use in the Commercial 1 Zone (no permit required), however under Clause 52.06 of the Macedon Ranges Planning Scheme, a new use may not commence until the required parking has been provided or a permit has been issued to reduce the required number of parking spaces. Car parking for a restaurant has been set at 0.4 car spaces per patron in Clause 52.06 of the Planning Scheme. The proposal is for a 100 seat restaurant and the parking requirement theoretically is therefore 40 spaces. It is noted that the previously permit granted for the building as a shop also granted a parking waiver for 8 parking spaces. The existing approved building, has based on floor area, a credit of 14 spaces but minus the previously approved waiver of 8 spaces the existing building therefore has only a credit of 6 spaces. Therefore 34 spaces are proposed to be waived in consideration of the change of use. Provisions in the Planning Scheme provide for a reduction or a total waiving of the requirements in specified circumstances, so long as the applicant can justify the waiver. The applicant has provided a Traffic Engineering Assessment that suggests sufficient parking spaces are available in the locality to adequately accommodate the expected demand of the 100 seat restaurant. Officers agree with the assessment in the Traffic Engineering Assessment that a restaurant land use typically generates its peak car parking demand during the dinner time evening period, with a lesser demand of approximately 50% of the peak demand during the lunchtime period. Lunchtime demand is typically lower as patrons attending a restaurant often walk to the site from the nearby area either as local employees on their lunch break or as part of another visit to the area, such as for shopping. In addition, restaurants typically do not attract the same number of patrons at lunch time periods compared to evening meals. Ample opportunity exists for on street parking after normal business hours. In addition the Complex car parking area (which contains the Coles supermarket) also provides opportunity for parking which is connected to this building via a


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covered walkway. It is noted that the Council’s engineering section is also satisfied with the proposal in respect to the car parking waiver. In summary, the proposal responds to the strategic land use objectives contained within the Macedon Ranges Planning Scheme. The proposal is further considered acceptable given the zoning of the site and the need to strike a reasonable balance between the expectations and interests of residents and those of commercial activities. The proposed restaurant will assist in strengthening the retail base of Gisborne’s primary trade area and provide additional services and employment. The proposal for the waiver of the car parking requirement for the proposed 100 seat restaurant is considered appropriate and in light of the above it is recommended that the application be supported subject to the relevant conditions being included.

The Manager Planning introduced the report and advised Council that he wished to change part 3 of the Officer Recommendation to read

3. This permit will expire and no longer have effect if the use is not commenced with 2 years of the date of this permit and or the use of the site for a Food & Drink Premise ( restaurant ) cease to operate from the site. The Responsible Authority may extent this permit if a request is made in writing before the permit expire, or within 6 months afterwards

The Officer Recommendation below has been amended accordingly

Officer Recommendation: That a planning permit is granted for a car parking waiver of 34 spaces for a 100 seat restaurant for the land at 10 Robertson Street Gisborne, Lot 1 on TP111604K subject to the following conditions: 1. The layout of the use on the endorsed plans must not be altered

unless with the prior written consent of the Responsible Authority. 2. No more than 100 seats shall be made available to the public at any

one time, unless with the prior written consent of the Responsible Authority.

3. This permit will expire and no longer have effect if the use is not

commenced with 2 years of the date of this permit and or the use of the site for a Food & Drink Premise ( restaurant ) cease to operate from the site. The Responsible Authority may extent this permit if a request is made in writing before the permit expire, or within 6 months afterwards

It was moved by Cr Mees seconded by Cr Jukes That a planning permit is granted for a car parking waiver of 34 spaces for a 100 seat restaurant for the land at 10 Robertson Street, Gisborne, Lot 1 on TP111604K, subject to the following conditions:

1. The layout of the use on the endorsed plans must not be altered unless

with the prior written consent of the Responsible Authority.


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2. No more than 100 seats shall be made available to the public at any one

time, unless with the prior written consent of the Responsible Authority.

3. Prior to the use of the building for the purpose of a Food and Drink

premises (restaurant) commences the provisions of a minimum of 4

bicycle parking facilities/hoops shall be constructed near the Brantome

Street entrance of the building in a location to the requirements and

satisfaction of the Responsible Authority. Once constructed these

facilities shall become the ownership and responsibility of the

Responsible Authority.

4. This permit will expire and no longer have effect if the use is not

commenced within 2 years of the date of this permit and or the use of the

site for a Food & Drink Premises (restaurant) ceases to operate from the

site. The Responsible Authority may extend this permit if a request is

made in writing before the permit expires, or within 6 months afterwards.

CARRIED

Declaration of Conflict of Interest

7.44 pm Cr Pearce declared an indirect conflict of interest in the following Item – specifically the application from the Suicide Prevention Group due to a conflicting duty arising from her membership of the Suicide Prevention Walk Committee. Cr Pearce left the Council Chamber prior to Council commencing its determination on this matter

Report No: Report Title: PE.2 2017/18 Events and Festivals Grant Program

Synopsis: The 2017/18 Events and Festivals Grant Program was adopted at the Ordinary

Council Meeting on 22 March 2017.

This is the second year of the Events & Festivals Grant Program after being successfully introduced in 2016/17. The total budget for this year’s program is $75,000, $10,000 of which is already committed through a multi-year agreement approved from the 2016/2017 Events & Festivals Grant Program. The remaining $65,000 and in-kind support was available to the 35 applications received this year. All applications were reviewed, assessed and scored against the criteria by a cross-organisational panel with 27 applications recommended for funding and/or in-kind support. The cash awarded in excess of the $75,000 budget represents contributions from the Small Community Grants Scheme.


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This report outlines the process undertaken and details the applications recommended for support. Officer Recommendation:

That Council:

1. Approves the events and festivals identified in this report for

funding and in kind support.

2. Approves the transfer of $4,385 from the Small Community Grants Scheme to the Events and Festivals Grant Program.

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

CARRIED 7.45 pm Cr Pearce returned to the meeting Report No: Report Title: PE.3 Climate Change Action Plan (2017-2027)

Synopsis:

The Climate Change Action Plan (2017-2021) was developed to guide Council works and activities to meet Council’s adopted emissions reduction target of 25% by 2020-2021 from 2014-2015 baseline levels. The development of the Action Plan was informed by data analysis and discussions with relevant internal staff and key community stakeholders including Council’s Health and Wellbeing Committee and Agribusiness Forum. Investigations into potential works for reducing emissions undertaken in late 2016 indicated that a total investment of approximately $2.2M between 2015 and 2021 would achieve the reduction target and deliver ongoing savings to Council of approximately $250,000 per year. The draft Action Plan was placed on public exhibition from 18 April to 9 May 2017. Feedback was received as 122 responses to an online survey and ten written submissions. Feedback from the community generally indicated a high level of support for proposed actions regarding Council infrastructure and for working more closely with the community in climate change action. A key theme from written submissions was for Council to adopt a more ambitious emissions reduction target for its operations. In response, it is recommended that in addition to the existing adopted target, Council adopt a further target to reduce greenhouse emissions by 50% by 2026-2027 from the 2014-2015 baseline year. This timeframe is consistent with the ten year outlook of the Council Plan.

The final Climate Change Action Plan (2017-2027) is now presented to Council

for adoption. It has been amended from the draft Action Plan in response to community feedback and external drivers facilitating climate change action, and includes an indicative works program to meet the increased emissions reduction target.


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That Council:

1. Acknowledge the input received from the community during the development of the Climate Change Action Plan and write to submitters to thank them for their input and suggestions.

2. Adopt the Climate Change Action Plan presented as Attachment 1 to this report, acknowledging that formatting and graphical changes may be made as well as corrections to typographical errors after adoption.

3. Progress with implementation of the Climate Change Action Plan (2017-2027).

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

1. Acknowledge the input received from the community during the

development of the Climate Change Action Plan and write to submitters to thank them for their input and suggestions.

2. Adopt the Climate Change Action Plan presented as Attachment 1

with the following changes:

a. Plan to amend the Plans target from 50% by 2026-27 to zero net carbon emissions by 2030-31.

b. Update Action 3.4 Refining fleet management to reflect that this action will be completed in 2017-2018.

c. Add a list of environmental and sustainability community groups to be consulted in the development of the plan, as an appendix to the plan.

3. Request that Officers present a report to Council by October 2017

on the cost and resources required to develop a fully costed work program to achieve zero net emissions by 2030-31.

4. Progress the implementation of the Climate Change Action Plan (2017-2027)

CARRIED

11. CHIEF EXECUTIVE OFFICER’S REPORTS: Report No: Report Title: CX.1 Community Satisfaction Survey results for 2017 Synopsis:

The Local Government Community Satisfaction Survey measures residents’ perceptions about the performance of their Local Government Authority. The survey has been undertaken since 1998 with Local Government Victoria coordinating it on behalf of all participating councils.


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In 2011 Local Government Victoria reviewed the survey in consultation with the sector. As a consequence of the changes that came from the review, the 2012 survey was undertaken with a significantly different methodology and the results provide a new benchmark that cannot be compared to previous results. This year’s survey represents the sixth year of this new methodology and provides Council with the opportunity to make a comparative assessment against our 2012, 2013, 2014, 2015, 2016 and 2017 results.

Council recognises and accepts these findings as one of the numerous forms of community feedback, with results indicating the perceptions of the community during a specific period. The 2017 Macedon Ranges results are above or equal to all of the core performance indicators for Large Rural Councils.


That Council notes the 2017 Community Satisfaction Survey results.

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

CARRIED Cr Twaits sought leave of Council to address Council on the 2017 Community Satisfaction Survey results. Leave was granted and consent provided for Cr Twaits comments to be recorded in the minutes of the meeting. Cr Twaits noted that whilst the Community Satisfaction Survey represented one form of feedback the survey results based on community members perceptions and expectations do not necessarily accord with the reality of the service provision and standards. He identified two specific examples the first being the results in relation to town planning permit processes and noted the recent presentation to the Council’s Audit Committee which highlighted the significant improvements in town planning permit processing times which now comply with our legislative requirements. Secondly he noted Council’s performance in relation to the management of unsealed roads and made reference to the independent audit of these assets which placed Councils performance and the condition of these assets in the top bracket in Victoria, whilst noting the increasing risk the sealed road network presented to Council.

Report No: Report Title: CX.2 Small Community Grant Scheme – Consideration of grant

applications Synopsis:

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


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


That Council endorse the following applications for funding:

a. Kyneton Men’s Shed—equipment for test and tagging: $1,000 b. Bullengarook Adult Rider’s Club—showjumping equipment: $1,500 c. Malmsbury Town Hall—inaugural jazz and swing ball: $1,000 d. Young Voices of Macedon—Terra Australis concert: $500

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

CARRIED

Report No: Report Title:

CX.3 Hanging Rock Strategic Advisory Committee – Report to

Council from meeting on 29 May 2017 Synopsis:

The Hanging Rock Strategic Advisory Committee (HRSAC) is an Advisory Committee of the Macedon Ranges Shire Council. It was established by resolution of Council on 27 July 2016 to provide advice to Council in its capacity as the Committee of Management of the Hanging Rock Reserve, a State Government asset under the Crown Lands (Reserves) Act 1978. The charter and membership of the HRSAC was confirmed by resolution of Council on 23 November 2016. The minutes of all HRSAC meetings incorporating any recommendations to Council from the HRSAC will be formally presented to the next available Ordinary Council Meeting. Any such recommendations shall be presented to Council with a Council Management comment.


That the unendorsed minutes of the Hanging Rock Strategic Advisory Committee meeting of 29 May 2017 be received, and the recommendations to Council be accepted.

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

CARRIED Report No: Report Title:

CX.4 2017-2018 Community Funding Scheme – Recommended

funding allocations Synopsis:

At the 22 March 2017 Ordinary Meeting, Council endorsed the Community Funding Scheme guidelines for the 2017/2018 year.


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The total funds available for the Community Funding Scheme for 2017–2018 are $85,000 with a further $15,000 being contributed by the Victorian Tavern Trust towards appropriate applications. This report details the process of evaluation in accordance with the scheme guidelines and relative to standards recommended in the Administration of Grants, Better Practice Guide prepared by the Australian National Audit Office.


That Council:

1) Approve the transfer of $17,103 from the Small Community Grants

Scheme budget 2016/17 to the Community Funding Scheme

budget 2017/18; and

2) Adopt the 2017–2018 Community Funding Scheme allocations

detailed in the report.

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

CARRIED


CX.5 Adoption of 2017/18 Budget

Synopsis: Section 127 of the Local Government Act requires councils in Victoria to prepare a budget for each financial year. In 2014, the Victorian Government published the Better Practice Guide to Local Government Planning and Reporting. The Guide states that “the budget is a short-term plan which specifies the resources required to fund a council’s services and initiatives over the next 12 months...At the strategic level, the budget details how the services and initiatives to be funded will contribute to the achievement of the strategic objectives in the council plan...At the operational level it should express the funding of services and initiatives through financial statements”. At the Council Meeting on 7 June 2017, Council received 79 budget submissions, including late submissions and heard 20 submitters who made a verbal presentation in support of their budget submission and resolved to – 1. Note the budget submissions and verbal presentations. 2. Refer the submissions to this meeting. 3. Prepare recommendations for consideration and determination at this

meeting. Therefore, the purpose of this report is to (1) make a determination on the submissions and (2) adopt the Budget, with or without amendment. It should be noted that there was an administrative error with rate in the dollar declared when the draft budget was adopted 26 April 2017. The error was identified and the draft budget was re-advertised on Monday 8 May 2017. The


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public notice period was extended as a result of this change. The adjustment to rates and charges declared are included in this report.


(1) That, having prepared the Draft Budget Report 2017/18, having placed it on public display and having received and considered all submissions, Council adopts the Budget with the following amendments – a. That the Budget be amended to increase the Financial

Assistance Grant – general purpose funding income by $50,000 as a result of recent advice from the Federal Government.

b. That the Budget be amended to remove the contribution to the State Emergency Service (SES) of $28,668. The Victorian State Government has advised that they will make the contribution to the SES from 2017/18.

c. That the Budget be amended to reduce the School Crossing

grant income by $10,950 as a result of recent advice from the Victorian State Government.

d. That the Budget be amended to reduce the amount allocated to

the CEO recruitment by $15,000 due to some expenditure being brought forward to 2016/17.

e. That the Budget be amended to reduce the Club contribution

and increase the Council contribution to the Riddells Creek Tennis Court development by $20,000.

f. That the Budget be amended to allocate $5,000 to the Malmsbury

common project.

g. That the Budget be amended to increase the funding to support tourism services for the autumn leaves festival by $42,000.

h. That the Budget be amended to increase funding for the

Gisborne office window replacement by $60,000.

i. That the Budget be amended to allocate funding of $25,000 to support of the Equine Industry to provide for an economic development plan.

j. That the Budget be amended to allocate funding of $55,000 to

the IR Robertson Reserve pavilion development project.

k. That the Budget be amended to allocate funding of $80,000 from the Public Open Space – South financial reserve to the development of female change rooms at Gardiner Reserve.

l. That the Budget be amended to correct some minor

typographical errors identified.


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m. That the Budget be amended to adjust Fee no. 313 in relation to Kyneton town hall hire commercial to include the specification of event staff cost as being from $55 p/h.

(2) That the following amendments to the rates and charges declared at

its meeting on 26 April 2017 be adopted.

a. That the amount intended to be raised by rates, the municipal charge and various waste charges will be $45,262,672.

b. That five Differential Rates on the Capital Improved Value of

rateable land will be applied as follows – 1. General Rate of 0.2965 cents in the dollar. 2. Agricultural Land Rate of 0.2372 cents in the dollar. 3. Commercial/Industrial Rate of 0.3558 cents in the dollar. 4. Recreational Land Rate of 0.1482 cents in the dollar. 5. Not for Profit Housing Rate of 0.1482 cents in the dollar.

(3) That Council give public notice of its decision to adopt its 2017/18

Budget; place the adopted Budget on public display; and provide the Budget to the Minister.

(4) That Council endorse the officer responses as shown in section 6 of this report plus the modifications as shown in 1 above.

(5) That Council write to all the Submitters and –

a. thank them for providing their concerns, objections, support and requests;

b. provide them with the appropriate responses; and c. advise them that the Budget was adopted with the amendments

as shown in 1 above. (6) That, having declared its rates and charges at its meeting on 26 April

2017 with amendments as shown in 7 and given notice of those rates and charges, they be levied by sending a “rate and charges notice” to the persons who are liable to pay, in accordance with section 158 of the Local Government Act 1989.

It was moved by Cr Anderson seconded by Cr Bleeck That Council: (1) Having placed the Draft Budget Report 2017/18, on public display and having received and considered all submissions, adopts the Budget with the following amendments –

a. That the Budget be amended to increase the Financial Assistance Grant – general purpose funding income by $50,000 as a result of recent advice from the Federal Government.

b. That the Budget be amended to remove the contribution to the State Emergency Service (SES) of $28,668. The Victorian State Government has advised that they will make the contribution to the SES from 2017/18.

c. That the Budget be amended to reduce the School Crossing grant


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income by $10,950 as a result of recent advice from the Victorian State Government.

d. That the Budget be amended to reduce the amount allocated to the CEO operational budget by $15,000 due to some expenditure being brought forward to 2016/17.

e. That further consideration be given to any request from the Riddells Creek Tennis Club for Macedon Ranges Shire Council to act as guarantor for a loan of $40,000 to support the Riddells Creek Tennis Court development.

f. That the Budget be amended to allocate $5,000 to the Malmsbury common project.

g. That the Budget be amended to increase funding for the Gisborne office window replacement by $58,000.

h. That the Budget be amended to allocate funding of $65,000 to the IR Robertson Reserve pavilion development project, and consideration be given to any request by users of the facilities for Macedon Ranges Shire Council to act as guarantor for a loan should any shortfall in the project occur.

i. That the Budget be amended to allocate funding of $80,000 to the development of female change rooms at Gardiner Reserve, from general revenue, (not open space reserves), and subject to Council’s approval of design and location.

j. That Council work with the Kyneton Pony Club, and other relevant users of Rollinson Reserve, to develop a fully costed design for upgrade to the Kyneton Pony Club learning centre, to service their needs, in order to make future submissions for grants or to budgets.

k. That the currently allocated funding for planning resourcing(draft budget new initiative appendix b1 line item 12) deliver outcomes for: - heritage site assessments in the towns of Woodend, Macedon, Mount Macedon and Lancefield, in conjunction with these towns respective heritage societies; and - implementation of the principles of Ecologically Sustainable Development; and thus be coded as NP (new project) rather than NS (new staff)

l. That the relevant sections of the Budget be amended to reflect the endorsed changes above, and the Mayor’s introductory message be updated accordingly.

m. That the Budget be amended to adjust Fee no. 313 in relation to Kyneton town hall hire commercial to include the specification of event staff cost as being from $55 p/h.

(2) make the following amendments to the rates and charges declared at its meeting on 26 April 2017 be adopted.

a. That the amount intended to be raised by rates, the municipal charge


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and various waste charges will be $45,262,672. b . That five Differential Rates on the Capital Improved Value of rateable land will be applied as follows – 1. General Rate of 0.2965 cents in the dollar.

2. Agricultural Land Rate of 0.2372 cents in the dollar.

3. Commercial/Industrial Rate of 0.3558 cents in the dollar. 4. Recreational Land Rate of 0.1482 cents in the dollar.

5. Not for Profit Housing Rate of 0.1482 cents in the dollar.

(3) give public notice of its decision to adopt its 2017/18 Budget; place the adopted Budget on public display; and provide the Budget to the Minister.

(4) write to all the Submitters and – a. thank them for providing their concerns, objections, support and requests;

b. provide them with responses; and

c. advise them that the Budget was adopted with amendments.

(5) having declared its rates and charges at its meeting on 26 April 2017 with amendments as shown in point (2) of this resolution and given notice of those rates and charges, levy the charges by sending a “rate and charges notice” to the persons who are liable to pay, in accordance with section 158 of the Local Government Act 1989.

Balanced Draft Budget

$1,905

Increase in rates income as a result of the adjustment to the rate in the dollar

+124,000

Increase Financial Assistance Grants – general purpose

+$50,000

Saving in expenditure due to SES contribution being paid by the State Government

+$28,668

Decrease in budget for State Government School Crossing grant income

-$10,950

2017/18 CEO operational budget – Funding expended in 2016/17

+$15,000

Malmsbury Common Project

-$5,000

Gisborne Office Window Replacement Project

-$58,000

IR Robertson Reserve Pavilion Funding

-$65,000

Female change rooms at Gardiner Reserve -$80,000

Net change

-$1,282

Final 2017/18 Budget Position $623


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Amendment It was moved by Cr Twaits seconded by Cr Mees

That Council add the following 3 points to the motion ie

6. Amend the draft budget as endorsed above, as follows:

A. Reduce proposed expenditure allocated to Administration (within the "Materials and services” expense category) by $175,000;

B. Reduce proposed expenditure allocated to Consultants (within the "Materials and services” expense category) by $250,000;

C. Reduce proposed expenditure allocated to Employee costs by $500,000 as opportunities arise.

7. Note that these expense reductions as determined by the Chief Executive Officer are not to directly impact the nature and scope of - key services provided to the community, the delivery of new initiatives or the proposed capital works without further consultation with Council, notwithstanding they may be delivered:

at a lower value than outlined within the budget statements, consistent with the direction above to reduce costs; or

in a timeframe longer than originally intended.

8. That the resulting budget surplus in 2017/18 of $925,000, net of the costs to implement these resolutions, be separately reported to Council for their future consideration regarding investment in other community initiatives and works.

The amendment was put and carried. CARRIED

The amendment become the motion before the Council was put and carried. CARRIED UNANIMOUSLY


CX.6 Adoption of 2017/18 Strategic Resource Plan

Synopsis:

The purpose of the Strategic Resource Plan is to outline the financial resources and non-financial resources that are required to maintain the financial sustainability of the Council. Section 126 of the Local Government Act requires councils in Victoria to adopt a Strategic Resource Plan each year. In 2014, the Victorian Government published the Better Practice Guide to Local Government Planning and Reporting. The Guide states that “the strategic resource plan is the key medium-term financial plan produced by councils, on a rolling basis, that summarises the resourcing forecasts for at least four years...it summarises the financial and non-financial resources required to achieve the strategic objectives and strategies in the council plan and expresses these


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through financial statements…and it should also describe the key assumptions underlying the forecasts”. The draft Strategic Resource Plan complements the Council Plan and it has been written in a manner that ensures Council meets it legal obligations.

At the Council Meeting on 26 April 2017, Council resolved to approve the draft Strategic Resource Plan for public display. Public notice was given in all local newspapers and any person who wished to make a submission was invited to do so. No submissions were specifically received in relation to the Strategic Resource Plan. The Director Corporate Services introduced the report and advised Council of a minor amendment to the Officer Recommendation to read 1. That, having prepared its Draft Strategic Resource Plan 2017/18 and having

placed it on public display, Council adopts it with the proposed adjustments for changes to the 2017/18 budget outlined in Report CX.5 Adoption of 2017/18 Budget report in this agenda;

2. That Council give public notice of its decision to adopt the Strategic Resource Plan 2017/18 and place the adopted Plan on public display;

3. That the Plan be provided to the Minister; and 4. That the Plan be made available to the public at the Council Offices and

Service Centres and on Council's website. The Officer Recommendation below has been amended accordingly Officer Recommendation:

1. That, having prepared its Draft Strategic Resource Plan 2017/18 and having placed it on public display, Council adopts it with the proposed adjustments for changes to the 2017/18 budget outlined in Report CX.5 Adoption of 2017/18 Budget report in this agenda;

2. That Council give public notice of its decision to adopt the Strategic Resource Plan 2017/18 and place the adopted Plan on public display;

3. That the Plan be provided to the Minister; and 4. That the Plan be made available to the public at the Council Offices

and Service Centres and on Council's website. It was moved by Cr Twaits seconded by Cr Bleeck that the Officer Recommendation be adopted.

CARRIED 12. CORPORATE SERVICES REPORTS: Report No: Report Title: CS.1 Contracts to be awarded as at 28 June 2017

Synopsis:

Council’s delegated authority to its officers to award a contract is controlled by the financial value of the contract. The various financial limits of the authority are specified in Appendix 1 of the Procurement Policy.


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

C17.865 Public Toilet Upgrade Hanging Rock Reserve

Q17.870 Sports Hub Feasibility It was moved by Cr Gayfer seconded by Cr Pearce that the Officer Recommendation be adopted.

CARRIED Declaration of Conflict of Interest

8.16 pm Cr Radnedge declared an indirect conflict of interest in the following item due to a conflicting duty created by her past position on the Stanley Park Committee which she relinquished upon her appointment to Council. Cr Radnedge left the Council Chamber prior to Council commencing its determination on the matter.

13. COMMUNITY WELLBEING REPORTS: Report No: Report Title: CW.1 Dissolving Section 86 Committees

Synopsis: The purpose of this report is to seek Council agreement to dissolve 10 Section 86 committees following the establishment of Macedon Ranges Community Halls Incorporated (MRCH Inc.). The only remaining Section 86 Committee is for Stanley Park. This too has been identified through Council’s Internal Audit as being required to transition to a ‘Friends of Stanley Park’ group. Officer Recommendation: That Council: 1. Approves of the dissolving of 10 Section 86 Committees being-

Baynton Hall Bolinda Hall Bullengarook Hall & school building Clarkefield Hall Gisborne Community Hall Jubilee Hall Kerrie School Lauriston Hall Malmsbury Town Hall Tylden Hall


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2. Continues supporting Macedon Ranges Community Halls Inc. to ensure success for the new governance model.

3. Undertakes a process to transition the Stanley Park Committee to an alternative governance structure such as a ‘Friends of Stanley Park’ group.

4. Approves of the subsequent dissolving of the Stanley Park Section 86 Committee effective 31 October 2017.

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

1. Approves of the dissolving of the following Section 86 Committees

being- Baynton Hall Bolinda Hall Gisborne Community Hall Jubilee Hall Kerrie School Lauriston Hall Malmsbury Town Hall Tylden Hall

2. That Council continues to support Macedon Ranges Community Halls

Inc and agrees to recognise and support the ongoing valuable work by individual hall committees.

3. That the Bullengarook Recreation Reserve and Clarkefield Recreation Reserve Committees of Management be retained under section 86 of the Local Government Act pending further consultation and review with these committees regarding governance and management structures of these reserves.

4. Council exempt the following Section 86 Committees of Management from the requirements under section 81 (2A) to file Primary and Ordinary returns.

Bullengarook Recreation Reserve Clarkefield Recreation Reserve Stanley Park

5. That Council acknowledge the valuable contribution that the volunteers on each Committee of Management have made, and continue to make, to the Macedon Ranges community.

CARRIED 8.18 pm Cr Radnedge returned to the meeting 14. ASSETS AND OPERATIONS REPORTS: Report No: Report Title:

AO.1 Draft 2017-2021 Domestic Animal Management Plan


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Synopsis:

The purpose of this report is to seek endorsement for the attached Draft 2017-2021 Domestic Animal Management Plan (DAMP) for the purposes of consultation only. This report also responds to the Petition presented to the May Ordinary Council meeting requesting that Mount Gisborne Reserve be declared a “No dogs” reserve. All Victorian Councils are required by the Domestic Animals Act 1994 to prepare and implement a four year Domestic Animal Management Plan to guide decision making in relation to animal management.

This new four year plan builds on the previous plan (2012-2016) and provides the framework for the planning, development, and evaluation of animal management services and programs delivered by Council and complies with the requirements of the Domestic Animals Act 1994. Community consultation has been undertaken in line with council’s community consultation framework to inform the development of the draft plan. Additional consultation is now recommended to ensure the draft plan meets community needs. The petition that was received about Mount Gisborne Reserve has been considered in the development of activities in the plan. Officer Recommendation:

1. Endorse the release of the Draft Domestic Animal Management Plan

for the purposes of community consultation for a minimum period of four weeks.

2. Give consideration to any relevant feedback on the plan prior to adopting the final plan in October 2017, in accordance with the consultation matrix.

3. Inform the first named petitioner of the outcome of this report. It was moved by Cr Gayfer seconded by Cr Bleeck that the Officer Recommendation be adopted.

CARRIED Report No: Report Title: AO.2 Proposed closure of McKim Road, Gisborne

Synopsis

This report recommends that Council commences the process to permanently close to traffic McKim Road, Gisborne between the property boundaries of number 3 and 7 under Section 207 and Schedule 11 of the Local Government Act 1989 (the Act). The permanent road closure is to be undertaken to meet a planning permit condition for Planning Permit P99-0607 Jacksons Creek Estate Subdivision (Attachment 1) and improve road safety at the intersection of McKim and Station Road. In accordance with Section 207A and 223 of the Act, the closure is to be publicly advertised and written submissions and/or objections in relation to the closure of McKim Road which are received within 28 days of the date of this notice, must be considered and heard by Council or, a Committee of Council, if


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requested. A letter advising all adjoining residents will be sent out on the same day. An initial temporary road closure will be installed under delegated authority so as to restrict recent increased vehicle traffic volumes generated on McKim Road by the subdivision of Jacksons Creek Estate. Officer recommendation That Council:

1. Gives notice of its intention to undertake the permanent road closure

of McKim Road, Gisborne between the property boundaries of number 3 and 7 in accordance with Section 207, 223 and Schedule 11 of the Act;

2. In accordance with Section 207A of the Act, advises in the notice that written submissions and/or objections in relation to the closure of McKim Road which are received with 28 days of the date of the notice will be considered and heard by Council or, a Committee of Council if requested; and

3. Endorse the temporary road closure of McKim Road at said location under delegated authority.

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

CARRIED Report No: Report Title: AO.3 McDonalds, Howard and Sundowner Lane, Riddells Creek

Special Charge Scheme

Synopsis:

A recent survey process identified that 71% of benefiting property owners supported a proposal to instigate a special charge scheme for the sealing of McDonalds, Howard and Sundowner Lane, Riddells Creek. This is 5% above the minimum requirement for Council to consider the possible implementation of a special charge scheme.

This special charge scheme would have very localised community benefit with the majority being received by the affected property owners as there is no through traffic present on these roads. This type of scenario would normally require affected property owners to contribute 90% of the total costs of the project. However the current policy limits the amount any one property owner can be charged for a special charge scheme to a maximum of $11,070 exc GST per lot. This results in Council taking on 82% of the costs to the amount of $1.18 million exc GST. Given the localised benefit it is considered unreasonable for the broader community to subsidise $1.18 million exc GST for the upgrade of McDonalds, Howard and Sundowner Lane from an annual shire wide roads program of $3.55 million. It is recommended that a special charge scheme is not commenced by Council at this stage.


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That Council:

1. Does not proceed with the development of a special charge scheme for the upgrade of McDonalds, Howard and Sundowner Lane to a rural sealed standard; and

2. Advises all property owners in writing of the decision.

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

CARRIED Report No: Report Title: AO.4 Priority listing Calder Highway improvements

Synopsis:

The Calder Highway Improvement Committee (CHIC) has requested for Council to provide a list of priorities for possible improvements on this road. This report provides the recommended priority listing of Council for upgrade works on the Calder Highway. Officer Recommendation:

That:

1. Council endorse the following listing of Calder Highway improvements for further consideration by the Calder Highway Improvement Committee: a. Interchange at Burton Avenue, Kyneton; b. Completion of Sunbury Road Bulla By Pass, Bulla; c. Additional Traffic Lanes – Melton Highway to Keilor Park Drive,

Keilor; d. Additional Interchange at Calder Park Drive, Taylors Lake; and e. Interchange at Sunshine Avenue, Keilor.

2. Council officers write to VicRoads Regional Officers seeking guidance

on how their design and project delivery systems protect wildlife, address environmental impacts and consider the wider impacts on the surrounding road network.

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

CARRIED 15. NOTICES OF MOTION

Notice of Motion No. 29/2016-17 – Councillor Bleeck That Council resolve to allow the annual budget allowance for Councillor development funds to be pooled by all Councillors, rather than only for an individual Councillor’s use, until such time as the Councillor Support Policy is reviewed.


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It was moved by Cr Bleeck seconded by Cr Gayfer that Council resolve to allow the annual budget allowance for Councillor development funds to be pooled by all Councillors, rather than only for an individual Councillor’s use, until such time as the Councillor Support Policy is reviewed. CARRIED UNANIMOUSLY

Notice of Motion No. 30/2016-17 – Councillor Anderson That Council:

1. Establish a Community Reference Group (CRG) to assist with and

inform the planning scheme review, as outlined in Appendix B1 Summary of New initiatives in the 2017/18 MRSC Budget;

2. Determine the CRG Terms of Reference and application process and assessment via a report to Council at the July Ordinary Council Meeting;

3. Discuss the proposed process with the Department of Environment, Land, Water and Planning (DELWP) and work in conjunction with DELWP to ensure the planning scheme review work aligns with the recommendations of the Macedon Ranges Protection Advisory Committee recommendations;

4. Following expressions of interest, determine the make up of the CRG at the September Ordinary Council Meeting; and

5. Following development of a brief with Councillors and DELWP employ an independent expert to facilitate the planning scheme review in conjunction with the CRG.

It was moved by Cr Anderson seconded by Cr Mees That Council: 1. Establish a Community Reference Group (CRG) to assist with and

inform the planning scheme review, as outlined in Appendix B1 Summary of New initiatives in the 2017/18 MRSC Budget;

2. Determine the CRG Terms of Reference and application process and assessment via a report to Council at the July Ordinary Council Meeting;

3. Discuss the proposed process with the Department of Environment, Land, Water and Planning (DELWP) and work in conjunction with DELWP to ensure the planning scheme review work aligns with the recommendations of the Macedon Ranges Protection Advisory Committee recommendations;

4. Following expressions of interest, determine the make up of the CRG at the September Ordinary Council Meeting; and

5. Following development of a brief with Councillors and DELWP employ an independent expert to facilitate the planning scheme review in conjunction with the CRG.

CARRIED 16. URGENT AND OTHER BUSINESS

Nil 17. CONFIDENTIAL REPORTS

Nil


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Suspension of Standing Orders

8.28 pm It was moved by Cr Twaits seconded by Cr Pearce that standing orders be suspended to consider questions from the public.

CARRIED Questions from the Public Name Russell Mowatt Question What are your short and long term strategic plans and visions for the

Gisborne CBD in terms of providing more parking spaces over the next 2-5 years, and have you approached our local MP Mary-Anne Thomas for an equal funding agreement for future parking provisions to offset the future financial burden on ratepayers

Response The Chief Executive Officer advised that in February 2017 Council

endorsed the revised Gisborne Network Movement Study to use as a planning document regarding a range of transport issues including parking. Council will use this document as means of planning for future parking in Gisborne both in the short and long term. He noted that whilst Council had not to date met with our local member on this issue, we will when looking for funding assistance for projects.

Name John Letchford Question Why have the Councillors decided to give themselves a pay rise from

the public purse ( rate payers ) whilst at the same time expecting savings from the operational side of Councils administration in this climate of arte capping and financial uncertainty, and at the last Council election, ratepayers voted Councillors in on the pretext of expecting more from their Councillors. What did this translate to a quick pay rise?

Response The Chief Executive Officer advised that Council resolved upon the

Councillor Allowances at the Special Council Meeting held on 21 June 2017 and that Mr Letchford may wish to pursue his questions directly with individual Councillors.

Resumption of Standing Orders

8.35 pm It was moved by Cr Mees seconded by Cr Gayfer that standing orders be resumed.

CARRIED Closure of Meeting The meeting closed at 8.36 pm

Councillor Jennifer Anderson Mayor

ordinary council meeting wednesday 28 june 2017 at 7.01pm ... · council meeting minutes ordinary...

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