Bass Coast Shire Council Minutes for Ordinary Meeting Wednesday, 15 August 2018 Council Chamber Bass Coast Civic Centre Baillieu Street East Wonthaggi 5.00pm
1. These minutes are due to be confirmed on 19 September 2018 2. Any decision included in these minutes is subject to change resulting from a rescission motion passed by Council.
Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
TABLE OF CONTENTS
A Present and Apologies ...... 4 B Declarations of Interest ...... 5 C Confirmation of Minutes...... 6 C.1 Ordinary Meeting held on 18 July 2018 ...... 6 D Public Question Time ...... 7 E Petitions, Joint Letters, Deputations and Correspondence ...... 8 F Notices of Motion ...... 10 F.1 201/18 Seek Co-operation with VicRoads for bike paths between Cape Paterson and Inverloch, Cr Les Larke ...... 10 F.2 202/18 Live Streaming Council Meetings, Cr Les Larke ...... 12 G Mayor and Councillors Reports ...... 15 G.1 Mayoral Report - Cr Pamela Rothfield ...... 15 G.2 Councillors Report - Cr Brett Tessari ...... 17 G.3 Councillor Report - Cr Julian Brown ...... 17 G.4 Councillor Report - Cr Geoff Ellis ...... 17 G.5 Councillor Report - Cr Les Larke ...... 18 G.6 Councillor Report - Cr Michael Whelan ...... 18 G.7 Councillor Report - Cr Bruce Kent ...... 18 G.8 Councillor Report - Cr Clare Le Serve ...... 18 G.9 Councillor Report - Cr Stephen Fullarton ...... 18 H Reports Requiring Council Decision ...... 20 H.1 Planning permit application 170327 - Buildings and works associated with the Cape Paterson Surf Lifesaving Club ...... 20 H.2 Summer Kerbside Waste Collection Services Review ...... 35 H.3 Natural Environment Strategy - Annual Snapshot Report 2018 ...... 46 H.4 Cowes Main Beach Foreshore Reserve and Cowes East Foreshore Reserve Erosion Management Options ...... 52 H.5 Relocation of Coels Shed - Cowes ...... 59 H.6 Phillip Island Community and Learning Centre (PICAL) Purpose Built Facility ...... 65 H.7 Phillip Island and San Remo Visitor Economy Strategy 2035, Growing Tourism - Annual Snapshot 2017 - 18 ...... 71 H.8 Economic Development Strategy Year 2 Action Plan Review ...... 77 H.9 Wonthaggi Public Art Contributions ...... 83 H.10 Section 86 Special Committees of Council, Appointment and Delegation amendments ...... 87 I Statutory Reports ...... 93 I.1 CEO's Report for August 2018 ...... 93 I.2 Assembly of Councillors Report ...... 95 I.3 Planning and Building statistics - June 2018 ...... 98 I.4 Contracts Awarded Register ...... 102 J Urgent Business ...... 104 K Confirmation of Closed Minutes ...... 107 K.1 Minutes of Closed Ordinary Meeting held on 18 July 2018 ...... 107 L Reports Requiring Council Decision Closed to the Public ...... 107
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L.1 WGRLC ...... 107
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Meeting commenced The meeting commenced at 5.00pm
Acknowledgement: Cr Geoff Ellis read the acknowledgement. Statement: Cr Michael Whelan read the Councillor Statement.
A Present and Apologies
Councillors: Cr Pamela Rothfield, Island Ward (Mayor) Cr Brett Tessari, Bunurong Ward (Deputy Mayor) Cr Julian Brown, Bunurong Ward Cr Les Larke, Bunurong Ward Cr Stephen Fullarton, Island Ward Cr Michael Whelan, Island Ward Cr Geoff Ellis, Western Port Ward Cr Bruce Kent, Western Port Ward Cr Clare Le Serve, Western Port Ward
Officers in Attendance: Mr Paul Buckley, Chief Executive Officer Mr Mark Brady, General Manager Corporate and Community Ms Felicity Sist, General Manager Infrastructure and Environment Ms Allison Jones, General Manager Advocacy, Economy and Liveability Ms Tess Moore, Governance Officer
Apologies: Nil
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B Declarations of Interest
There were no Declarations of Interest.
Page 5 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
C Confirmation of Minutes
C.1 Ordinary Meeting held on 18 July 2018
Council Decision Moved: Cr. Geoff Ellis / Seconded: Cr. Clare Le Serve That the minutes of the Ordinary Meeting held on 18 July 2018 be confirmed. CARRIED
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D Public Question Time
There were no Public Questions.
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E Petitions, Joint Letters, Deputations and Correspondence
There were no Petitions, Joint Letters, Deputations and Correspondence.
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Notices of Motion
Bass Coast Shire Council Page 9 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
F Notices of Motion
F.1 201/18 Seek Co-operation with VicRoads for bike paths between Cape Paterson and Inverloch, Cr Les Larke
I, Cr Les Larke, hereby give notice that I intend to move a motion at the Ordinary Meeting on 15 August 2018, which reads as follows:
SEEK CO-OPERATION WITH VICROADS FOR ONROAD BIKE PATHS BETWEEN CAPE PATERSON AND INVERLOCH
Motion That Council formally write to VicRoads to advocate for on road bike lanes between Cape Paterson and Inverloch. The Bunurong Road between Cape Paterson and Inverloch is a popular road cycling route and on road cycling lanes are required to improve safety.
Background by Councillor Nil
Officers Comments Bunurong Road between Cape Paterson and Wonthaggi is approximately 8km in length and part of popular road cycling routes. The Responsible Road Authority for the section of coastal road is VicRoads. The route is receiving high use from local cycling groups and events. Visiting cyclists join well established local groups on weekends and during holidays which see large groups of up to 50 cyclists at a time riding the route. There is no shoulder on the Bunurong Road between Cape Paterson and Inverloch and it is a narrow, winding alignment with limited overtaking opportunities. The speed limit is 80kmph. The route is incorporated into many larger local riding routes on Council and VicRoads roads. Cycling groups are comfortable on most roads, however have contacted VicRoads to request safety improvements on Bunurong Road, citing many near misses. Cycling groups are requesting that Council contacts VicRoads to support their request. The Bass Coast Aspirational Network Pathways Plan 2016 shows an aspirational network of paths that provide strategic connections to and within settlements. The Bunurong Road between Cape Paterson and Inverloch is shown on the aspirational pathways map as proposed Principal Bike Network (PBN) for on road proposed path.
………………………………………….. Cr Les Larke, Bunurong Ward Dated: 15 August 2018
Bass Coast Shire Council Page 10 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Attachments There are no attachments for this report.
Council Decision Moved: Cr. Les Larke / Seconded: Cr. Julian Brown That the motion be adopted. LOST
Bass Coast Shire Council Page 11 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
F.2 202/18 Live Streaming Council Meetings, Cr Les Larke
I, Cr Les Larke, hereby give notice that I intend to move a motion at the Ordinary Meeting on 15 August 2018, which reads as follows:
LIVE STREAMING COUNCIL MEETINGS
Motion That Council: 1. Invests in the purchase of suitable equipment and software up to the value of $2,500 to conduct live streaming of Council Meetings. 2. Develops a draft Live Streaming Council Meeting Policy and Statement to be considered by Council at their Ordinary Meeting in December 2018 3. Commences live streaming of Council Meetings as a six-month trial across its Meeting venues from February 2019, subject to a Live Streaming Policy and Statement being adopted 4. Receives a report on the effectiveness of live streaming following the six-month trial period
Background by Councillor Nil
Officers Comments At the Ordinary Meeting 20 June 2018 Council resolved agenda item H.9 - Live Streaming Council Meetings: That Council: 1. Invests in the purchase of suitable equipment and software up to the value of $2,500 to conduct live streaming of Council Meetings. 2. Develops a draft Live Streaming Council Meeting Policy and Statement to be considered by Council at their Ordinary Meeting in August 2018 3. Commences live streaming of Council Meetings as a six-month trial across its Meeting venues from September 2018, subject to a Live Streaming Policy and Statement being adopted 4. Receives a report on the effectiveness of live streaming following the six-month trial period
At the Ordinary Meeting 18 July 2018 Council resolved agenda item F.2 12/18 Rescind resolution passed at the Ordinary Council Meeting on 20 June 2018 relating to H.9 - Live Streaming Council Meetings.
That Council, rescind the resolution passed at the Ordinary Council Meeting on 20 June 2018 relating to H.9 - Live Streaming Council Meetings Bass Coast Shire Council Page 12 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Vis: That Council: 1. Invests in the purchase of suitable equipment and software up to the value of $2,500 to conduct live streaming of Council Meetings. 2. Develops a draft Live Streaming Council Meeting Policy and Statement to be considered by Council at their Ordinary Meeting in August 2018 3. Commences live streaming of Council Meetings as a six-month trial across its Meeting venues from September 2018, subject to a Live Streaming Policy and Statement being adopted 4. Receives a report on the effectiveness of live streaming following the six-month trial period
………………………………………….. Cr Les Larke, Bunurong Ward Dated: 15 August 2018
Attachments There are no attachments for this report.
Council Decision Moved: Cr. Les Larke The motion lapsed for want of a seconder.
Bass Coast Shire Council Page 13 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Mayor and Councillors Reports
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G Mayor and Councillors Reports
G.1 Mayoral Report - Cr Pamela Rothfield The Mayor acknowledged: I would like to acknowledge the loss of John Curren, also known as JC in our community. He established the Winter Sunshine Festival on Phillip island and was a prime mover in supporting those with PTSD and especially those first responders and military personal. John’s funeral will take place on Friday at the Phillip Island RSL and will also feature a large contingent of Bikers who will ride in his honour.
I would also like to acknowledge the loss of Barney Noonan. Barney was Phillip Island born & bred. Very much a part of the community – playing Football and the like. Barney joined the Federal Police and worked in the Northern Territory and then moved into Fisheries and Wildlife. Despite being away from the Island for many years, he kept a close connection and maintained many friendships as evidenced by his Funeral saw around 300 people paying their respects.
Finally, a few weeks ago, our tight-knit community was left devastated by the tragic passing of a beautiful young mother of three, Samantha Fraser. With great respect for Samantha, and her family, I also wish to acknowledge her tonight and what her death has meant for me, fellow Councillors, Council staff and for many in our community, especially on Phillip Island. Firstly, it has shown me how much a community can rally together and care for one another. The response has been tremendous. Inspiring to say the least. It has also shown me how much a community can collectively grieve and feel angered about what has happened. One can only feel cheated when something like this occurs. Unfortunately, this is another reminder for us; another sad and inexcusable example of violence against women. This shocking incident has affected so many of us. I have been privileged to be able to discuss this issue with service providers and survivors of domestic violence. It all reaffirms to me that urgent action is needed. Activities: Attended GWRRG Board Meeting Attended Amendment C151 Pop-Up Session Attended and spoke at Official Opening of The Caribou Classroom at NVVM
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Attended and officiated Citizenship Ceremony Attended Cowes Community Meal and officially opened the new kitchen Attended Totally Renewable Phillip Island Planning Workshop Attended funding announcement Russell Broadbent – Cape Paterson Surf Life Saving Club Attended and officially opened Literary Festival of Phillip Island Attended the Newhaven College Deb Rehearsal Attended the Wonthaggi Power Ball Attended Draft Active Bass Coast Plan – Public Exhibition Drop In Session Attended Phillip Island 150th Celebration Committee Meeting Attended Business Breakfast with Gus Balbontin Attended Swell Mamas Ten Year Party Attended and officially launched Searchable Database for PI & District Genealogical Society Attended Ministerial Launch of Rural Council Transformation Program Attended Bass Coast Facebook Q & A Attended Council Workshops and Briefings Attended Community Connection Sessions Chaired Council Meeting Chaired Councillor Only Meetings Weekly meetings with CEO, Council Support and Communications
Meetings Meeting – Jeff Floyd – PINP Chair Meeting – Cowes East Foreshore Action Group Meeting – BUG Group – Level One Advocacy Priority - Pathways Meeting – Phillip Island Entrance Concept Discussion Meeting – GLGN Group Meeting – Natalie Hutchins MP
Other Media Enquiries; Phone calls, emails and letters Event briefings
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Meeting with constituents Radio Interviews
G.2 Councillors Report - Cr Brett Tessari Reiterated Mayor’s comments regarding family violence Australian Citizenship Ceremony Q&A Active Bass Coast Attended Small Business Festival Breakfast
G.3 Councillor Report - Cr Julian Brown Attended Active Bass Coast Expo
G.4 Councillor Report - Cr Geoff Ellis J Attended VCAT Melbourne - Pioneer Bay Drainage & Roads Scheme – challenged state government to conduct regional VCAT hearings July Council Meeting. Meeting of Bass Coast South Gippsland Reconciliation Group Coffee with a constituent x5 Coronet Bay RRA AGM Corinella RRA AGM Attended opening of Community Kitchen, St John's Church Cowes Attended meeting of Cowes Rotary Club Attended Citizenship Ceremony, Wonthaggi Place Names Committee meeting Councillor workshops (25/7) Announcement of funding for Cape Paterson SLSC Phillip Island Literary Festival (all three days) Memorial service - Cowes PPWCMA Cape Woolamai Tree Planting Bass Valley Community Centre Volunteer Lunch Council workshops (1/8) Corinella RRA AGM 'Fight Against Ice' - Killy Bass footy club Active Bass Coast consultation - Grantville
Page 17 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Chaired Access and Inclusion training with Bass Coast and South Gippsland Access and Inclusion Group South Coast Inclusion Network (LGBTIQ) meeting Working breakfast with Chair of South Gippsland Access and Inclusion Committee Inverloch Library Shadow Cabinet - North Pier Hotel Cowes Council workshops and General Meeting(15/8)
G.5 Councillor Report - Cr Les Larke Australian Citizenship Ceremony Cape Paterson Surf Life Saving club – beach access (stairs) project Wonthaggi Art Space – Sculpture Park Committee Powlett Darts Club 2018 Coal Miners Cup Active Bass Coast Plan – Public Exhibition Cowes and Facebook Q&A Wonthaggi Bass Coast Business Forum – Newhaven
G.6 Councillor Report - Cr Michael Whelan Reiterated Mayor’s comments regarding family violence Encouraged the community to get on board with the Pick my Project initiative Attended Literary Festival Attended Total Renewable Energy – Phillip Island
G.7 Councillor Report - Cr Bruce Kent Reiterated Mayors acknowledgement of John Curren
G.8 Councillor Report - Cr Clare Le Serve Attended Red Cross Breakfast
G.9 Councillor Report - Cr Stephen Fullarton Attended the opening of the Literacy Festival
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Reports Requiring Council Decision
Bass Coast Shire Council Page 19 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H Reports Requiring Council Decision
H.1 Planning permit application 170327 - Buildings and works associated with the Cape Paterson Surf Lifesaving Club
File No: CM18/464 Division: Advocacy, Economy & Liveability Council Plan Strategic Objective: Our Character Celebrating the uniqueness of our townships
Application Details Use/Development Sought: Buildings and works associated with leisure and recreation (surf lifesaving club) The Land: 15 Legge Way, Cape Paterson Planning Scheme: Bass Coast Planning Scheme Zoning: Public Conservation and Resource Zone (PCRZ) Overlays: Bushfire Management Overlay (BMO)
Declaration The author has no direct or indirect interests in relation to this report.
Executive Summary The purpose of this report is to seek Council’s determination of planning permit application 170327 for buildings and works associated with leisure and recreation (surf lifesaving club) at 15 Legge Way, Cape Paterson. The proposal triggers the need for a planning permit under Clause 36.03-2 (Public Conservation Resource Zone) and Clause 44.06-2 (Bushfire Management Overlay) of the Bass Coast Planning Scheme. This report addresses the planning merits of the proposal and concludes that the proposal accords with the relevant provisions of the Planning Scheme. The report recommends Council resolve to issue a planning permit for application 170327.
Strategic Basis Council Plan Objective: Our Character – Celebrating the uniqueness of our townships Strategic Outcome: Partnering with our community to protect and enhance the unique character of our townships, open spaces and rural landscape Ensure the review of the Municipal Strategic Statement improves the controls within our townships to ensure that the character is protected
Bass Coast Shire Council Page 20 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Strengthen the role of Wonthaggi as our regional centre Manage the sensitivities of development and growth pressures Be proud of, and share, our history and cultural life Strategic Indicators: Strategic Indicators Measures Build capacity in community planning Host quarterly community building events and networking opportunities each year Overall Community Satisfaction Rating Achieve the top quartile of Large Rural Councils Advocate on behalf of the community on Make representation to state and federal key planning issues * government on key planning matters Review the Municipal Strategic Statement Completed by June 2018 Develop a strategic vision/plan for Implement actions identified in Wonthaggi Wonthaggi as regional centre Dalyston Structure Plan review Strategic vision developed and adopted Wonthaggi North East Precinct Structure Implement into Planning Scheme by June Plan 2018 Sites and Theme Plan 2014-24 Action Plan completed annually Incorporate the Phillip Island and San Remo Planning Scheme updated by June 2018 Visitor Economy Strategy 2035 – Growing Tourism in the Planning Scheme as a reference document
Application Details This application proposes buildings and works in accordance with the plans prepared by Adapt Design Group, revision G dated 25 May 2018. A copy of the plan is provided as AT-1.
Figure one: Proposed surf lifesaving club
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Reason a Council Decision is required Council’s delegations require that applications for developments of more than $3 million be received by Council for determination. The application form states the development value is $4.9 million.
Background Subject site Following is a description of the subject site and other relevant information pertaining to the allotment.
Site Dimensions The site is irregular shape, measuring approximately 2000 square metres. It is noted that the lease area is yet to be formalised with Council and DELWP.
Site Frontage The site fronts an informal bitumen road known as Legge Way.
Topography The development area is generally flat.
Vegetation Cover The development area is devoid of any mature shrubs or trees.
Current Use Leisure and recreation, specifically a surf lifesaving club.
Easements None apply to this land.
Restrictive Covenants None apply to this land.
Aboriginal Cultural Heritage The site is in an area of Aboriginal Cultural Sensitivity Heritage Significance. The proposed use is considered a high impact activity. However, as the activity is associated with a purpose for which the land was being lawfully used prior to 28 May 2007 a Cultural Heritage Management Plan is not required to be prepared.
Planning Permit History The site is not subject to any other planning permits.
Surrounds The subject site is located within the township of Cape Paterson, along the coastal foreshore reserve. Cape Paterson is located near the southern tip of the municipality, traditionally a holiday/recreational coastal village; it now has an increasing permanent population.
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The townships character is largely derived from the natural coastal setting including that of the foreshore reserves and its high presence of vegetation. This stretch of foreshore reserve and coastline has regional significance as the coastline and view corridors in this area are what make Cape Paterson a popular place to live and visit.
Figure 2 – Subject within its context
Figure 3 – Zone map
Notice Notice of the application was not given in accordance with Section 52 of the Planning & Environment Act 1987 as the responsible authority was satisfied that the grant of the permit would not cause material detriment to any person.
Bass Coast Shire Council Page 23 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
The planning controls which trigger permits for buildings and works are the Public Conservation and Resource Zone (PCRZ) and Bushfire Management Overlay (BMO). Whilst the BMO considerations are specifically exempt from notification by the planning scheme, refer to Clause 44.06-7, the works within the PCRZ do not benefit from the same exemption because the works are not being undertaken by or on behalf of the public land manager. Despite this, the responsible authority can decide not to advertise an application; this application was not required to be advertised for the following reasons: Development is consistent with the purpose of the PCRZ which include to provide facilities which assist in public education and interpretation of the natural environment Development will be located within the existing cleared area, and will not result in any vegetation removal. The established and existing use rights for the site to be used as a surf lifesaving club This is a use and development that will ensure community safety. The use will not cause material detriment to the surrounding landowners.
Referrals The following table outlines the referral requirements of this application. Table two: Referral requirements and their comments Referral Authority Comments External (Section 55 of the Planning and Environment Act 1987) Department of The application was required to be referred to DELWP in Land Water accordance with Clause 66.03 of the Bass Coast Planning Environment and Scheme, as they are the relevant fire authority for public land. Planning (DELWP) DELWP are a determining referral authority. DELWP provided conditional consent to the application. Internal (Section 52 of the Planning and Environment Act 1987) Asset Management No objection subject to standard conditions. Environment No objection Environmental No objection subject to permit notes being placed on the Health permit.
Officer’s Considerations State and Local Planning Policy Framework Assessment The state and local planning policy as relevant to the assessment of this application includes: Clause 11.03-4S (Planning for distinctive areas and landscapes – Coastal settlements) Clause 12.02-1S (Coastal Areas – protection of coastal areas) Clause 12.02-2S (Coastal Areas – appropriate development of coastal areas) Clause 12.02-2S (Coastal Areas – coastal crown land) Bass Coast Shire Council Page 24 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Clause 12.05 – 1S(Significant Environments and landscapes - Environmentally sensitive areas) Clause 12.05 – 2S (Significant Environments and landscapes - landscapes) Clause 13 (Environmental Risks) Clause 13.02 – 1S (Environmental Risks – Bushfire Risk) Clause 21.04 – (Environment) Clause 21.05 – (Landscape and built form) Clause 21.09 – (Low growth settlements) The key consideration for this application is the impacts of the development on the coastal landscape and how well the development manages the bushfire risk. Coastal landscape This application proposes the replacement of the existing surf lifesaving club with a building that has been designed to accommodate the club’s anticipated growth into the future. This growth is anticipated to be significant as Cape Paterson is designated by the Bass Coast Planning Scheme and the Gippsland Regional Growth Plan as a place where population growth will be absorbed. Investing in community infrastructure to support the current and future population is a supported by the Bass Coast Planning Scheme. The facility is proposed to be located within the foreshore coastal reserve, the development area would be contained within the clearing that is currently available for, and used by, the surf lifesaving club. This area is located within a significant area of coastal vegetation and coastline, which the Bass Coast Planning Scheme recognises as forming an important part of the cultural and environmental assets of the region. The vegetation surrounding the site can be described as coastal banksia/coastal dune scrub. Clause 21.05 recognises this as a landscape of regional significance where development is to be subordinate to the natural, visual and environmental landscape character and significance of the region. A strategy to achieve this is to ensure that the scale, height and form of new development at the coastal edge is sensitive and responsive to the surrounding landform and visual setting of the landscape, particularly when viewed from the foreshore. It is acknowledged that the purpose of this building is for it to overlook and be seen from the beach, any building within this location will have a high degree of unavoidable visual impact. The Applicant has worked to mitigate this impact by doing the following: Utilising a simplistic built form with a materials pallet and recessive colour scheme to blend the built form into the existing landscape Amended the proposal to increase the bushfire attack level to ensure that vegetation surrounding the development including within the escarpment can be retained to screen the built form. Increased setback from the existing vegetation to ensure it is retained to partially screen the development.
Bass Coast Shire Council Page 25 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Bushfire The Bass Coast Planning Scheme at Clause 13.02-1S and 21.04 seeks that planning adopt a best practice environmental management and risk management approach which aims to avoid or minimise environmental hazards, with regard to bushfire it is a clear object ‘to strengthen the resilience of settlements and communities to bushfire through risk-based planning that prioritises the protection of human life’ It is policy that when assessing an application for a development that will result in people congregating in large numbers, planning must consider the risk of bushfire to people, property and community infrastructure, require the implementation of appropriate bushfire protection measures to address the identified risk and ensure new development can implement bushfire protection measures without unacceptable biodiversity impacts. As part of the application material the applicant supplied a Bushfire Management Statement and a Bushfire Emergency Management Plan. These documents balance the environmental significance of the site by adopting an integrated approach to managing bushfire risk and the consideration of emergency management procedures that can be established in association with the use of the land. In fact the preparation of the Bushfire Emergency Management Plan is central to reducing the risk to an acceptable level. It is noted that DELWP, the relevant fire authority, have provided conditional consent to this application which indicates they are satisfied the bushfire risk can be reduced to an acceptable level. Zone Assessment The land in included in Clause 36.03, Public Conservation Resource Zone(PCRZ). The purpose of the zone include: To implement the State Planning Policy Framework and the Local Planning Policy Framework, including the Municipal Strategic Statement and local planning policies. To protect and conserve the natural environment and natural processes for their historic, scientific, landscape, habitat or cultural values. To provide facilities which assist in public education and interpretation of the natural environment with minimal degradation of the natural environment or natural processes. To provide for appropriate resource based uses. The use of the land for a surf club does not require a planning permit as the use benefits from existing use rights. However, in accordance with Clause 36.03-2 a planning permit is required to construct a building, none of the exemptions are applicable. In accordance with Clause 36.03-3 the application was accompanied by a letter from the public land manager consenting to the application being lodged. The application has been assessed against the decision guidelines of Clause 36.03-6 and can be supported for the following reasons: Consistent with the state and local planning policy framework
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Council as the surrounding public land manager and DELWP have considered the application and have no objection. DELWP have provided consent under the Coastal Management Act 1995. Should Council approve this application it is proposed that a permit condition be included to require the Cape Paterson surf lifesaving club enter in to a lease or licence agreement with Council and DELWP to occupy the site. The development has been designed to reduce the high degree of visibility from the beach zone view corridor. Overlays The land is affected by Clause 44.06, Bushfire Management Overlay. The purpose of the Bushfire Management Overlay includes: To implement the State Planning Policy Framework and the Local Planning Policy Framework, including the Municipal Strategic Statement and local planning policies. To ensure that the development of land prioritises the protection of human life and strengthens community resilience to bushfire. To identify areas where the bushfire hazard warrants bushfire protection measures to be implemented. To ensure development is only permitted where the risk to life and property from bushfire can be reduced to an acceptable level. In accordance with Clause 44.06-2 a planning permit is required for buildings and works associated with Leisure and Recreation, for which a surf lifesaving club sits within. The Applicant has sought to balance the issue of native vegetation retention, bushfire management, and visual impact issues by implementing an alternative measure to ensure defendable space will not result in the loss of all surrounding vegetation within the escarpment and foreshore. To design the building to BAL 12.5 would have resulted in all vegetation within 27 metres of the building being removed, including the removal of vegetation from the escarpment. To address this, the applicant adopted an integrated approach to risk management that allows less defendable space and a higher construction standard. The application has been referred to DELWP who are the relevant fire authority and have no objection to the approach taken to bushfire risk management as evident by their consent to this application.
Conclusion The application has been assessed against the Bass Coast Planning Scheme and is considered that it can be supported as the design responds favourably to the coastal context whilst reducing the risk of bushfire to life and property. It is recommended that Council resolve to issue a planning permit for application 170327 subject to conditions.
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Recommendation That in relation to planning permit application 170327 for buildings and works (associated with a surf lifesaving club) in the PCRZ and BMO located at 15 Legge Way, Cape Paterson, Council resolves to issue a Planning Permit subject to the following conditions: CONDITIONS General Conditions 1 The development as shown on the endorsed plans must not be altered without the written consent of the Responsible Authority 2 The bushfire protection measures forming part of this permit or shown on the endorsed plans, including those relating to construction standards, defendable space, water supply and access, must be maintained to the satisfaction of the responsible authority on a continuing basis. This condition continues to have force and effect after the development authorised by this permit has been completed. 3 Drainage of the development shall be to the satisfaction of the Responsible Authority and the issuing Building Surveyor 4 The exterior colour and cladding of the development must not result in any adverse visual impact on the environment of the area and all external cladding and trim of the building, including the roof, must be of a non-reflective nature. 5 All pipes, fixtures, fittings and vents servicing any building on the subject land must be concealed in service ducts or otherwise hidden from view to the satisfaction of the Responsible Authority. 6 No plant, equipment, services or architectural features other than those shown on the endorsed plans are permitted above the roof level of the building/s without the written consent of the Responsible Authority. 7 All waste and waste storage bins must be stored within the building or placed in a suitable location outside that is screened from public view. The waste material must be regularly removed from the land. All vehicles removing waste must have fully secured and contained loads so that no waste material is spilled and no dust or odour is created to the satisfaction of the Responsible Authority. Prior to the occupation of the development 8 Prior to the occupation of the development hereby approved a formal agreement in the form of a licence or lease must be entered into with the responsible authority and DELWP to allow the Cape Paterson Surf live Saving Club to legally occupy the land.
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Amenity 9 The use and development must be managed so that the amenity of the area is not detrimentally impacted through the: a) Transport of materials, goods or commodities to or from the land. b) Appearance of any building, works or materials. c) Emission of noise, artificial light, vibration, smell, fumes, smoke, vapour, steam, soot, ash, dust, waste water, waste products, grit or oil. d) Presence of vermin. 10 No mud, dirt, sand, soil, clay, stones, oil, grease, scum, litter, chemicals, sediments, gross pollutants, animal waste or domestic waste shall be washed into, allowed to enter or discharged to the stormwater drainage system, receiving waters or surrounding land and road reserves, during the construction works hereby approved to the satisfaction of the Responsible Authority 11 Upon completion of the buidling, the land must be cleared of all excess and unused building materials and debris to the satisfaction of the Responsible Authority. DELWP 12 Before works start, the permit holder must advise all persons undertaking the works of all relevant permit conditions and associated statutory requirements or approvals. 13 Before works start, amended plans to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plans will be endorsed and will form part of this permit. The plans must include: a) a detailed description of the measures to be implemented to protect the native vegetation to be retained during and after construction works, and the person/s responsible for implementation and compliance. These measures must include the erection and maintenance of a native vegetation protection fence around all native vegetation tree protection zones of all native trees to be retained on site to the satisfaction of the responsible authority, All tree protection zones must comply with AS 4970-2009 Protection of Trees on Development Sites, to the satisfaction of the responsible authority. 14 Before the development starts, an amended Bushfire Emergency Management plan to the satisfaction of the Department of Environment, Land, Water and Planning and the responsible authority must be submitted to the Department of Environment, Land, Water and Planning and the responsible authority. Once approved the plan will be endorsed by the responsible authority and form part of this permit. Actions and activities described in the plan must be implemented in accordance with the endorsed plan. The Bass Coast Shire Council Page 29 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
plan must be prepared by a suitably qualified emergency management consultant/specialist and satisfy all applicable requirements of AS3745-2010, including: a) Identification of structural fire risks b) Details of the risk treatments/actions that will be undertaken before and during the Fire Danger Period, including (i) An amended evacuation plan (ii) Staff training schedule and training requirements (iii)Roles and responsibilities and contact details, and (iv)That the Cape Paterson Surf Lifesaving Club must be closed on days with a forecast Fire Danger Rating of Code Red 15 The construction of the building must generally be in accordance with the plans provided being 17-040 TOWN PLANNING PLANS (RevH) (Adapt Design Group, 22 June 2018), to the satisfaction of the responsible authority. 16 Before the development starts, a bushfire management plan must be submitted to and endorsed by the Responsible Authority. The plan must show the following bushfire mitigation measures, unless otherwise agreed in writing by the Department of Environment, Land, Water and Environment and the responsible authority: a) Defendable space and vegetation management (i) Show an area of defendable space to the property where vegetation and other flammable materials will be modified and managed in accordance with the following requirements: (1) Grass must be short cropped and maintained during the declared fire danger period. (2) All leaves and vegetation debris must be removed at regular intervals during the declared fire danger period. (3) Within 10 metres of a building, flammable objects must not be located close to the vulnerable parts of the building. (4) Plants greater than 10 centimetres in height must not be placed within 3m of a window or glass feature of the building. (5) Shrubs must not be located under the canopy of trees. (6) Individual and clumps of shrubs must not exceed 5 sq. metres in area and must be separated by at least 5 metres.
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(7) Trees must not overhang or touch any elements of the building. (8) The canopy of trees must be separated by at least 5 metres (9) There must be a clearance of at least 2 metres between the lowest tree branches and ground level. b) Construction standards (i) Construction of the building must be to a minimum Bushfire Attack Level of Flame Zone (BAL-FZ) for all external walls, except for the exterior terrace walls, which will be constructed to BAL-40 in accordance with AS3959-2009. c) Water (i) Show a minimum of 10,000 litres of effective water supply solely for firefighting purposes that meets the following requirements: (1) The water supply must be stored in an above ground water tank constructed of concrete or metal. (2) All fixed above-ground water pipes and fittings required for firefighting purposes must be made of corrosive resistant metal. (3) Include a separate outlet for occupant use. (ii) The water supply must: (1) Incorporate a ball or gate valve (British Standard Pipe (BSP) 65mm) and coupling (64 mm CFA 3 thread per inch male fitting). (2) Be located within 60 metres of the outer edge of the approved building. (3) The outlet/s of the water tank must be within 4m of the accessway and be unobstructed. (4) Be readily identifiable from the building or with appropriate identification signage that must: (a) Have an arrow pointing to the location of the water supply (b) Have dimensions of not less that 310mm high and 400mm long (c) Be red in colour with a blue reflective marker attached, and (d) Is labelled with a ‘W’ that is at least 15cm high and 3cm thick.
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(e) Incorporate a vortex inhibitor in accordance with Section 5 of AS2419-2017 Fire hydrant installations system design, installation and commissioning, or additional water must be provided to ensure the volume of water is not restricted by a vortex. (5) Any pipework and fittings must be a minimum of 65 mm (excluding the CFA coupling). (6) The water supply outlet/s must be attached to the water tank and must face away from the building if located less than 20 metres from the building to enable access during emergencies. (7) All pipework between the water supply and the outlet/s must be a minimum of 64 mm nominal bore. (8) All fixed above-ground water pipelines and fittings must be of non-corrodible and non-combustible materials. d) Access Conditions (i) Show the access for firefighting purposes which meets the following requirements: (1) Curves must have a minimum inner radius of 10m (2) The average grade must be no more than 1 in 7 (14.4 per cent) (8.1 degrees) with a maximum of no more than 1 in 5 (20 per cent) (11.3 degrees) for no more than 50m. (3) Have a minimum trafficable width of 4 metres of all- weather construction. (4) Be clear of encroachments for at least 0.5m on each side and 4m above the accessway. (5) Dips must have no more than a 1 in 8 (12.5 per cent) (7.1 degrees) entry and exit angle. (6) Minimum load limit of at least 21 tonnes. (7) Pavement construction standards must meet all- weather use. Minimum pavement depth shall be 250mm. Minimum pavement shall consist of 150mm compacted depth sub base of roadmaking gravel from an approved source, and 100mm compacted depth of size 20 Class 3 FCR. (ii) The plans must not be altered unless otherwise agreed in writing by Department of Environment, Land, Water and Planning and the Responsible Authority.
Bass Coast Shire Council Page 32 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
17 The Bushfire Emergency Management Plan and the Bushfire Management Plan must be reviewed at least once every five years from the date this permit is issued. Any amendments to these plans must be to the satisfaction of and approved by the Department of Environment, Land, Water and Planning and the responsible authority. Permit Expiry 18 This permit will expire if one of the following circumstances applies: a) The development is not started within two years of the date of this permit; or b) The development is not completed within four years of the date of this permit. The responsible authority may extend the period in which to start the development if a request is made in writing before the permit expires or within six months afterwards. The responsible authority may extend the period in which to complete the development if a request is made in writing before the permit expires or within twelve months afterwards and the development or stage was lawfully started before the permit expired.
PERMIT NOTE Coastal Management Act 1995 All requirements of the coastal management act consent must be adhered too, including the requirement for a Construction Management Plan. Food Premises (Food Act 1984 & Tobacco Act 1987) A building or structure intended to be used for the production, manufacture, preparation, storage or sale of food must be registered with the Responsible Authority in compliance with the provisions of the Food Act 1984. A building or structure intended to be used for the production, manufacture, preparation, storage or sale of food that provides internal and/or external dining must comply with the provisions of the Tobacco Act 1987. Public Health Act Premises (Public Health & Wellbeing Act 2008) Buildings or structures intended to be used as: a) residential accommodation, or b) hotel and motel, or c) hostel, or d) student dormitory, or e) holiday camp
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are premises that must be registered under the provisions of the Public Health & Wellbeing Act 2008. Building Permit A building permit is required for the demolition of the existing building and construction of the new building.
Attachments AT-1 Proposed development plans 12 Pages
Council Decision Moved: Cr. Les Larke / Seconded: Cr. Brett Tessari That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 34 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.2 Summer Kerbside Waste Collection Services Review
File No: CM18/570 Division: Infrastructure & Environment Council Plan Strategic Objective: Environment Maintain and protect the natural environment
Declaration The author has no direct or indirect interests in relation to this report.
Summary The purpose of this report is to present to Council for consideration the outcomes of the 2017/18 Summer Waste Services Collection review and to provide options for future summer Waste Services Collection periods. As a result of the feedback from some residents and visitors over the 2017/18 summer visitation period (24 Dec – 26 Jan) Council undertook a review of the kerbside waste collection service, including collection frequencies in response to the feedback provided by the community and visitors. There were four findings and three recommendations resulting from the review, and five options explored and the rationale for each discussed. These recommendations have been formulated taking into consideration Council’s Waste Management Strategy 2015 – 25 and the principles that it tries to achieve, equity and the available budget. This report recommends that Council: 1. Notes the outcomes of the 2017/18 Summer Waste Services Collection review. 2. Retain the current budgeted kerbside waste collection service for the summer seasons, with: o A change of the Christmas Day collection service to Boxing Day o Extending the recycling collection services to conclude after the Australia Day Weekend o Undertaking further education focusing on holiday homes owners and real estate agents o Placing Waste Services staff at customer service counters between the Christmas and New Year period 3. Notes that other services currently available to the community to dispose of landfill waste include: o Increasing Landfill bin to 240L for an additional $55 per year o Using the local Transfer Stations to dispose of additional waste $3 for a bag up to 70L
Bass Coast Shire Council Page 35 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
$6 for a 120L bin as per adopted fees and charges o Use a private waste service operator.
Background In September 2017 Council introduced Food Organics and Garden Organics (FOGO) into its kerbside waste collection services, moving to a three bin system. Implementation of the three bin system involved the following bin collection frequency: 240L Organics FOGO bin (green lid) weekly 240L Recycling bin (yellow lid) fortnightly (weekly for six weeks in summer) 120L Landfill bin (red lid) fortnightly This was a change in service from the landfill bin being 240L bin and collected weekly. The three bin system has resulted in an increase in diversion of waste from landfill from 32% to 77%, with a contamination rate of <1% within the organics bin and an increase in tonnes of recycled material collected. The 2017/18 holiday summer period (Christmas Day to Australia Day) was the first high visitation period experience after the introduction of the three bin system. A higher than normal volume of calls and complaints were experienced across this period with people seeking information on how to use the system, or making a complaint regarding bins not being collected in line with the previous two bins system frequency, full landfill bins and odour issues.
Strategic Basis Council Plan Objective: Environment – Maintain and protect the natural environment Strategic Outcome: Provide efficient and equitable waste management services and infrastructure Reduce the carbon footprint of the municipality Manage the balance between our natural environment, public access and use of our foreshores and waterways Enhance our environment and landscape with vegetation and native wildlife protection initiatives Partner with other land managers along coastal areas for consistent management Advocate for state and federal government support and assistance on coastal erosion*
Bass Coast Shire Council Page 36 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Strategic Indicator Strategic Indicators Measures Emission Reduction By 2025 achieve a 50% reduction in greenhouse gas levels per Bass Coast resident compared to 2009/10 Restore coastal and inland vegetation Complete Biolinks Plan and commence corridors in partnership with land implementation by June 2018 owners, land managers and land care groups Increase coverage of native vegetation Increase native vegetation cover by in the Shire minimum of 1.5% each year Implement the Waste Increase diversion of kerbside waste Management Strategy 2015-25 from landfill to 70% by 2021 to extend the life of our landfill Implement the Natural Environment Action Plan completed annually Strategy 2016-26
Strategies / Policies Waste Management Strategy 2015-25 Objective - Provision of waste management services and infrastructure to community, residents and businesses to meet their needs as efficiently and equitably as possible, in a financially, socially and environmentally responsible manner. Natural Environment Strategy 2016-26 Action 1.2.4 - Continue to ensure the social, environmental and economic responsible disposal of municipal waste. Statutory Requirements/Codes/Standards/Policies Local Government Act 2007 Environment Protection Act 1970 National Waste Policy: Less Waste, More Resources Getting Full Value: the Victorian Government Waste and Resource Recovery Policy Regional Waste and Resource Recovery Implementation Plan Bass Coast Procurement Policy, April 2017 Natural Environment Strategy 2016-2026 Waste Management Strategy 2015-25 Waste Contracts 2017- 2027
Bass Coast Shire Council Page 37 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Discussion As a result of the feedback from some residents and visitors over the 2017/18 summer Christmas visitation period (24 Dec – 26 Jan), Council undertook a review of the kerbside waste collection service, including collection frequencies in response to the feedback provided by the community and visitors. A number of recommendations have been formulated taking into consideration Council’s Waste Management Strategy 2015 – 25 and its principles, equity and the available budget. The findings and recommendations are discussed below: Finding 1: There was a 17 days gap between the municipal waste service collection for some areas because the collection day was moved from Christmas Day, the 25th December to the 24th December (ie Christmas Eve). Recommendation: Move the Christmas Day (25th December) collection service to Boxing Day (26th December), to ensure waste is collected as soon as possible after Christmas Day Ensure the additional recycling collection continues until the week after Australia Day (26th January) Finding 2: Visitors to the area were not familiar with the changes to the kerbside waste services collection (ie three bin system). Recommendation: Increase the education campaign in the lead up and over the holiday period to ensure that visitors are aware of the three bin system. This will include but not limited to: Improved information format on the waste calendar Easy to read pictorial stickers available for bins so those using the bins can understand what should go in each bin and how to use it Working with holiday homes owners and real estate agents so they ensure that information is available to tenants Additional information through council’s various communication channels Pop-ups information stands at events Placing Waste Services officers at customer service counters to assist with enquiries and education Finding 3: Kerbside waste collection services caters for the average household waste volume – not necessarily for large rentals or large families Recommendation: For issues of managing waste over the holiday period, the following options are available to residents and visitors: Using the local Transfer Stations to dispose of additional waste o $3 for a bag up to 70L o $6 for a 120L bin as per adopted fees and charges
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For businesses, large rentals, or large families that find a 120L bin for waste does not meet their needs the following options are available: Increasing the Landfill bin to 240L for an additional $55 per year Holiday home operators and business may like to consider using a private waste service operator Finding 4: Council’s kerbside waste collection services caters for the average household waste volume, with options available to supplement this services through the use of Council transfer station facilities and private waste services. Anecdotally, the area where the majority of complaints originated was Phillip Island Outside of the Christmas visitation period (24 Dec – 26 Jan), the three bin system has functioned effectively for the majority of households since introduction, ie for the 10 months outside this period, year to date. The three bin system has resulted in an increase in diversion of waste from landfill from 32% to 77%, with a contamination rate of <1% within the organics bin and an increase in tonnes of recycled material collected.
Finances Based on the findings above, there are a range of options available to Council. These are outlined fully in the Other Options section of this report. Changes to the kerbside waste collection frequency during the next summer holiday period would have financial implications that have not been included in the 2018/19 budget. Estimated financial impacts for the options outlined below are based on current market rates. The current waste services collection contract includes kerbside collection and processing of landfill, recyclable and organic waste materials, public litter bins, and hard waste services. Economies of scale are achieved through this competitive contract and rates for Options 1 – 3 may be tested through a public tender process. A public tender process is estimated to take four months. Through the recent recycling industry adjustments Council was advised by Local Government Victoria that variations to existing waste service contracts of over $150,000 required Ministerial approval under section186(5)(c) of the Local Government Act 2007.
Stakeholders The following stakeholders have been identified: Bass Coast Shire Council Bass Coast Shire residents Visitors to Bass Coast Shire Wonthaggi Recyclers Gippsland Waste and Resource Recovery Group Bass Coast Shire Council Page 39 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
EPA Victoria Private waste service operators
Other Options A number of options were then considered resulting from the review and the rationale explored: 1. Council could reduce or waive the cost for households to upsizing their 120L bin to a 240L bin for the remainder of the rateable year. Additional 240L landfill bin charge would be implemented for those wishing to continue this service in 2019/20. o This option would be inconsistent with Council’s Waste Management Strategy 2015 – 25, and the “polluter pay principle” objective of the EPA Victoria landfill levy, meaning that all rateable properties within the Shire would incur this cost in 2018/19, not only those creating the waste and using the service o This is inconsistent with Council’s adopted fees and charges with the cost being equally distributed amongst all rateable properties, including those outside of the service area o To rely and put an estimate of the cost of this option, Councils Contractor consulted others in the waste industry on the likely uptake. It is estimated by contractors involved in the waste industry and previous bin roll-outs in Bass Coast Shire that there could be an uptake of up to 20% of residents, potentially 5250 upgrades o The current contractor has advised that they are unable to service this option with existing resources, and this could be implemented by a sub- contractor under the existing Waste Service contract as a special service across a two week period, not as an ‘on demand’ continuous service o Costs for this service would include a sub-contractor hourly rate plus the cost of the 240L bin, potentially estimated above $220,000 on current market rates o Procurement of the service would either require a Ministerial approval section186(5)(c) of the Local Government Act 2007, or be by a public tender process as it is estimated based on current market rates at above $220,000 as per Council’s Procurement Policy. A public tender process is estimated to take four months o Based on an estimate of 20% of properties (5250 properties) upgrading their landfill bin, if utilised at full potential, could result in an increase of 5.2 tonne of landfill waste per fortnight, equating in 136 tonne per year, and $21,080 gate fee cost to Council o Potentially additional resources would be required to service the additional landfill waste collection (ie garbage truck, labour, technology) for the remainder of the contract period. This cost (to be confirmed) would be directly passed through to Council
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o At the conclusion of the rateable year where residents chose not to continue the service as the service would no longer be free, then Council would incur costs to exchange the landfill bin for a second time o The cost of this option is upward of $ 241,000 2. Council provides one additional kerbside collection service across the period between Boxing Day and 7 January (ie all three bins collected every week for two weeks across the Shire, 26 December – 7 Jan). o This service cannot be delivered from within the existing waste contractor fleet and resources. Due to lead time to source additional fleet (7-8 months) this option is not logistically possible under the current contract o Procurement of the service would either require a Ministerial approval section186(5)(c) of the Local Government Act 2007, or be by a public tender process as it is estimated based on current market rates at above $290,000 as per Council’s Procurement Policy. A public tender process is estimated to take four months. In addition to this would be the lead time for the successful Contractor to be able to deliver the service o This option would be inconsistent with Council’s Waste Management Strategy 2015 – 25, and the “polluter pay principle” objective of the EPA Victoria landfill levy, meaning that all rateable properties within the Shire would incur this cost, not only those creating the waste and using the service o This is inconsistent with Council’s adopted fees and charges with the cost being equally distributed amongst all rateable properties, including those outside of the service area o Additional resources would be required to service the additional landfill waste collections (ie garbage truck, labour, technology). All costs for this service would be ameliorated across the remainder of the contract period o The cost of this option is upward of $290,000 3. Council provides three additional kerbside collection services across the period Boxing Day to the week post Australia Day (ie all three bins collected every week for six weeks across the Shire) o This service cannot be delivered from within the existing waste contractor fleet and resources. Due to lead time to source additional fleet (7-8 months) this option is not logistically possible under the current contract o Procurement of the service would either require a Ministerial approval section186(5)(c) of the Local Government Act 2007, or be by a public tender process as it is estimated based on current market rates at above $350,000 as per Council’s Procurement Policy. A public tender process is estimated to take four months. In addition to this would be the lead time for the successful Contractor to be able to deliver the service o This option would be inconsistent with Council’s Waste Management Strategy 2015 – 25, and the “polluter pay principle” objective of the EPA Victoria landfill levy, meaning that all rateable properties within the Shire Bass Coast Shire Council Page 41 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
would incur this cost, not only those creating the waste and using the service o This is inconsistent with Council’s adopted fees and charges with the cost being equally distributed amongst all rateable properties, including those outside of the service area o Additional resources would be required to service the additional landfill waste collections (ie garbage truck, labour, technology). All costs for this service would be ameliorated across the remainder of the contract period o The cost of this option is upward of $350,000
4. The collection frequency of the organics and landfill bin is swapped across the 6 week summer period Boxing Day to the week post Australia Day. (i.e. weekly landfill collection, fortnightly organics collection) o Council’s waste services contractor has advised that they are not able to deliver this service due to occupational health and safety issues for staff collecting, sorting and loading putrescible organic material under the current processes (as the organics would only be collected fortnightly) o This option would be inconsistent with Council’s Waste Management Strategy 2015 – 25, and the “polluter pay principle” objective of the EPA Victoria landfill levy. o The cost of this option has not been calculated as it cannot be delivered.
5. The service remains as currently planned and budgeted for the summer seasons, with the change to Christmas Day collection to Boxing Day and increased education with focus on holiday home owners/real estate o This option is consistent with Council’s Waste Management Strategy 2015 – 25, and the “polluter pay principle” objective of the EPA Victoria landfill levy o This is consistent with Council’s adopted fees and charges, with the cost being apportioned to those using the service. This option is within Council’s adopted 2018/19 budget o The cost for the change of kerbside collection from Christmas Day to Boxing Day is based on current market rates is less than $10,000 per annum, and can be delivered within current waste services contractor resources (penalty rates apply for public holidays) o Council is able to utilise its holiday home register for targeted education material, “polluter pay” options, and information that holiday home businesses may use a private waste services operator in their business model o Council will need to develop an intensive education campaign leading into the summer holiday period, and across the period, within its existing resources, including service at the customer service centres
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o Residents and return visitors will have previous exposure to the three bin system and access to further information through landlords and real estate agents o The cost of this option is within current budget Option 5 is the recommended option. The recommendation aligns with the “polluter pay principle” within Council’s Waste Management Strategy 2015 -25, and would be consistent with the reason Council introduced the organics bin, three bin system. Council may choose not to adopt the recommendation, and seek another alternative option. The financial and resourcing implications, and procurement process would need to be explored and the effect of this on the objectives Council wish to achieve through its Waste Management Strategy 2015 -25.
Conclusion As a result of feedback from some residents and visitors over the 2017/18 summer visitation period (24 Dec – 26 Jan) Council undertook a review of the kerbside waste collection service, including collection frequencies in response to the feedback provided by the community and visitors. There were four findings and three recommendations resulting from the review, and five options explored and the rationale for each discussed. These recommendations have been formulated taking into consideration Council’s Waste Management Strategy 2015 – 25 and the principles that it tries to achieve, equity and the available budget. The review identifies factors that contributed to a negative experience for some residents and visitors, particularly in the Phillip Island area. Remaining with the currently planned and budgeted kerbside waste collection service for the summer seasons, with the change from Christmas Day collection to Boxing Day and increased education with focus on holiday home owners and real estate agents is consistent with Councils Waste Management Strategy 2015-25, and the objective Council is wanting to achieve: Reduce waste to landfill That those that generate the waste pay for its disposal, (ie “polluter pays principle”) The three bin system has resulted in an increase in diversion of waste from landfill from 32% to 77%, with a contamination rate of <1% within the organics bin and an increase in tonnes of recycled material collected. Other services available to the community to dispose of landfill waste include: Increasing your Landfill bin to 240L for an additional $55 per year Using the local Transfer Stations to dispose of additional waste o $3 for a bag up to 70L o $6 for a 120L bin as per adopted fees and charges Use a private waste service operator
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The recommendations include actions to mitigate the risk of the same issues arising as previously experienced, and are consistent with the Waste Management Strategy 2015 – 25 and within the current budget allocation for this service.
Recommendation That Council: 1. Notes the outcomes of the 2017/18 Summer Waste Services Collection review. 2. Retain the current budgeted kerbside waste collection service level for the summer seasons, with: a. A change of the Christmas Day collection service to Boxing Day each year. b. Extending the recycling collection services to conclude after the Australia Day Weekend each year. c. Undertaking further education focusing on holiday homes owners and real estate agents. d. Placing Waste Services staff at customer service counters between the Christmas and New Year period. 3. Notes that other services currently available to the community to dispose of landfill waste include: a. Increasing Landfill bin to 240L for an additional $55 per year. b. Using the local Transfer Stations to dispose of additional waste: o $3 for a bag up to 70L o $6 for a 120L bin as per adopted fees and charges c. Use a private waste service operator.
Attachments There are no attachments for this report.
Council Decision Moved: Cr. Brett Tessari / Seconded: Cr. Michael Whelan That Council: 1. Notes the outcomes of the 2017/18 Summer Waste Services Collection review. 2. Retain the current budgeted kerbside waste collection service level for the summer seasons, with:
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a. A change of the Christmas Day collection service to Boxing Day each year. b. Extending the recycling collection services to conclude after the Australia Day Weekend each year. c. Undertaking further education focusing on holiday homes owners and real estate agents. d. Placing Waste Services staff at customer service counters between the Christmas and New Year period. e. The option for holiday homes registered with Bass Coast Shire Council as prescribed accommodation (holiday home, existing or new) to take up a 240l landfill bin at no additional cost for 2018/19 subject to the following: o the owner of the registered “holiday home” attending a Council waste education program on the use of the three bin system; o the owner of the “holiday home” being responsible for the return of the current 120l landfill bin (cleaned) and pick up of the 240l replacement landfill bin at their cost; and o the owner of the “Holiday Home” agreeing that from 1 July 2019, they will pay the appropriate 240l landfill bin fee if they decide to continue to use that bin. 2. Notes that other services currently available to the community to dispose of landfill waste include: a. Increasing Landfill bin to 240L for an additional $55 per year. b. Using the local Transfer Stations to dispose of additional waste: o $3 for a bag up to 70L o $6 for a 120L bin as per adopted fees and charges c. Use a private waste service operator. CARRIED Cr Les Larke called for a division For Against Cr Le Serve Cr Brown Cr Rothfield Cr Larke Cr Tessari Cr Fullarton Cr Whelan Cr Ellis Cr Kent
Bass Coast Shire Council Page 45 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.3 Natural Environment Strategy - Annual Snapshot Report 2018
File No: CM18/451 Division: Infrastructure & Environment Council Plan Strategic Objective: Environment Maintain and protect the natural environment
Declaration The author has no direct or indirect interests in relation to this report.
Summary This report provides Council with the Annual Snapshot Report for the 2017/2018 year achievements against the Natural Environment Strategy 2016-26 (AT-1); The Natural Environment Strategy 2016-26 provides a framework and strong, clear direction for Bass Coast Shire Council and its community regarding sustainability of the natural environment over 10 years. The Annual Snapshot Report 2018 presents the actions and activities, highlights and achievements that have commenced, progressed and/or have been completed against the Strategy strategic directions, and legislative and regulatory requirements. The Natural Environment Advisory Working Group is operating with a full complement of members. Council has fulfilled its commitment to develop separate natural environment plans for local areas to restore vegetation and wildlife corridors through the adoption of the Biodiversity Biolinks Plan 2018. This report recommends that Council receives the attached Natural Environment Strategy – Annual Snapshot Report 2018.
Background At its Ordinary Council meeting of 20 April 2016 Council adopted the Natural Environment Strategy 2016-2026, and resolved that Council: Invites community representatives including, but not limited to, South Gippsland Conservation Society, Phillip Island Conservation Society, Bass Coast Landcare Network, Phillip Island Nature Parks, The Energy Innovation Cooperative, submitters to the Strategy, Councilors and Council officers to develop an on-going Working Group to: a. Assist Council in developing a Natural Environment Action Plan as part of the Natural Environment Strategy 2016-2026 that clearly articulates the actions and measures for years 1-3 of the ten year strategy. b. Develop natural environment plans for local areas to restore vegetation and wildlife corridors. These plans to be combined and inform the Natural Environment Action Plan.
Bass Coast Shire Council Page 46 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
The Strategy states that ‘Progress of this Strategy will be reviewed and presented to Council, and the community, in an annual snapshot report to highlight the major achievements and activities against the strategic objectives.’
Strategic Basis Council Plan Objective: Environment – Maintain and protect the natural environment Strategic Outcome: Provide efficient and equitable waste management services and infrastructure Reduce the carbon footprint of the municipality Manage the balance between our natural environment, public access and use of our foreshores and waterways Enhance our environment and landscape with vegetation and native wildlife protection initiatives Partner with other land managers along coastal areas for consistent management Advocate for state and federal government support and assistance on coastal erosion* Strategic Indicator Strategic Indicators Measures Emission Reduction By 2025 achieve a 50% reduction in greenhouse gas levels per Bass Coast resident compared to 2009/10 Restore coastal and inland vegetation Complete Biolinks Plan and corridors in partnership with land commence implementation by June owners, land managers and land care 2018 groups Increase coverage of native Increase native vegetation cover by vegetation in the Shire minimum of 1.5% each year Implement the Waste Management Increase diversion of kerbside waste from Strategy 2015-25 landfill to 70% by 2021 to extend the life of our landfill Implement the Natural Environment Action Plan completed annually Strategy 2016-26
Major Initiative / Initiative Implement priority actions of the Natural Environment Strategy. Strategies / Policies Bass Coast Shire Council Natural Environment Strategy 2016-26.
Bass Coast Shire Council Page 47 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Statutory Requirements/Codes/Standards/Policies Some of the objectives within the Natural Environment Strategy 2016-2026 are statutory requirements of local government; these have been included as priorities within the Natural Environment Action Plan. The primary requirements that govern the Strategy and actions are: Crown Land (Reserves) Act 1978 Coastal Management Act 1995 Planning and Environment Act 1987 Aboriginal Heritage Act 2006 Catchment and Land Protection Act 1994 Climate Change Act 2017 Environment Protection and Biodiversity Conservation Act 1999 National Greenhouse and Energy Reporting Act 2007 Environment Protection Act 2006 Flora and Fauna Guarantee Act 1988 Conservation, Forrest and Lands Act 1987 Native Vegetation Framework 2003 Bass Coast Planning Scheme Infrastructure Codes and Practices
Discussion Natural Environment Strategy - Annual Snapshot Report 2017 The Natural Environment Strategy 2016-26 requires an annual snapshot report to be presented to Council. The report highlights the major achievements, actions and activities in each of the four strategic directions, for the first year of the Strategy. Details are provided on major initiatives to give further insight into the work undertaken. Measures/indicators are also provided. Key Highlights achieved in 2017/18 include: Completion of the Biodiversity Biolinks Plan 2018 and mapping with project commencing immediately on public and private land Participate in the Western Port Integrated Water Management Forum and the Central and South Gippsland Integrated Water Management Forum, and associated workshops to develop Strategic Directions Statement’s (SDS’s) for the Minister. These SDS’s include six projects in the Shire. Administered Council’s Rural Land Management Scheme with changes to the online system. A total of 692 properties were accepted into the scheme, which is an increase of 61 (631 in previous year). An increase of 9% in the second year of the online system.
Bass Coast Shire Council Page 48 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Council announced as finalist in the Victorian Coastal Awards for Inverloch Surf Beach Erosion Response. Completion of Scenic Estate Stage 2 works with a new viewing platform and boardwalk through the reserve. The enthusiasm from the Friends of Scenic Estate Reserve group to look after the area and continue improving it Council adoption of the Foreshore and Bushland Reserve Use Policy (2017) Council adoption of the Foreshore and Bushland Encroachment Policy (2018) Completion of detailed studies into the management of coastal erosion at Cowes Main Beach, Cowes East and Silverleaves foreshores; Coastal Management Options: Cowes main Beach Foreshore Reserve, and Cowes East Foreshore: Erosion Management Options reports The removal of the last of the mature Pine Trees at the Cape Woolamai (Safety Beach) foreshore Council adoption of the Environmentally Sustainable Design (ESD) Policy for Council Buildings (2017) Securing State Government funding through the Local Government Energy Saver Program (Local Government Owned Facility Energy Audits) to develop accurate business cases for energy efficiency and renewable energy projects for Council’s highest energy consuming buildings, and completing the project Upgrade the irrigation water pumps at the Wonthaggi Recreation Reserve to achieve energy and water savings identified through a water efficiency audit. Implement Council’s Food Organic Green Organic (FOGO) kerbside three bin system, resulting in diverting 70% of household waste from landfill (2017/18) Successful capture and flaring of landfill gas to reduce greenhouse gases to commence carbon trading The installation of a 39kw solar system on the Wonthaggi Union Community Arts Centre Continued partnership and support to Hooded Plover Working Groups with 34 fledgings in Bass Coast Shire Made or contributed to over seven formal submissions to government policy/position papers on the Marine and Coastal Act, Federal Review of the Product Stewardship Act, State Environment Protection Policy (Water), Management and storage of combustible recyclable and waste material, E-waste landfill ban, Reducing the Impact of Plastics on the Victorian Environment, and Improving Stormwater Management 397,500 plants put in the ground across the Shire as part of the revegetation program by all groups (Council, PINP, Landcare). Bass Coast Natural Environment Advisory Working Group The Natural Environment Strategy Advisory Working Group (the Working Group) is chaired by Cr Michael Whelan and has met on two occasions in 2017/18; 18 December 2017 and 27 March 2018.
Bass Coast Shire Council Page 49 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
The Working Group is operating under the adopted Terms of Reference and all 12 positions are filled. Officers from the Sustainable Environment Department provide administrative support to the Working Group (eg agenda preparation, minutes, distribution of materials, action agreed meeting outcomes). The Working Group agreed to meet quarterly, the last Tuesday of every third month, 9.30am – 11.00am. The minutes of the previous meeting are attached (AT-2 and AT- 3). Biodiversity Biolinks Plan At its 18 April 2018 Ordinary Meeting, Council adopted its Biodiversity Biolinks Plan 2018. The Biodiversity Biolinks Plan 2018 (Biolinks Plan) is a strategic document to provide direction for Council and the community to increase native vegetation across the Shire. The Biolinks Plan and the associated Biolinks maps outline the plan for on- ground works to meet the target to increase native vegetation across the Shire by 1.5% each year (mimimum180 hectares per annum). The Biolinks Plan was developed collaboratively with government agencies, organisations and the community within Bass Coast. State Government consider each identified biolinks project to be “shovel ready” with significant beneficial outcomes for the environment and the community. This places Council in a favourable position to attract grant funding. This meets the requirement to develop separate natural environment plans for local areas to restore vegetation and wildlife corridors. Completing the Biodiversity Biolinks Plan 2018 was an action within the Strategy, and is an initiative within the Council Plan and 2017/18 budget.
Finances Actions to meet the objectives within the Natural Environment Strategy Action Plan Year 2 are funded from the 2018/2019 Council budget. Years three actions will be subject to Councils future budget process. Where identified, external funding sources will be pursued.
Stakeholders Bass Coast Shire residents and ratepayers. Members of the Natural Environment Advisory Working Group. Government organisations (for example Parks Victoria, Department of Environment Land Water and Planning, West Gippsland Catchment Management Authority, water authorities). Partner organisations (for example Landcare, Phillip Island Nature Parks).
Other Options Council may choose to receive the report noting the work done to meet the year two objectives in the Strategy as outlined in the Annual Snapshot Report 2018, and the operations of the ongoing Working Group. This would demonstrate a commitment to protecting and enhancing the natural environment and being inclusive of the ongoing community interest in this area.
Bass Coast Shire Council Page 50 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Conclusion The Natural Environment Strategy 2016-26 provides a framework and strong, clear direction for Bass Coast Shire Council and its community regarding sustainability of the natural environment over 10 years. The Annual Snapshot Report 2018 presents the actions and activities, highlights and achievements that have commenced, progressed and/or have been completed against the Strategy strategic directions, and legislative and regulatory requirements. The Natural Environment Advisory Working Group is operating with a full complement of members. Council has fulfilled its commitment to develop separate natural environment plans for local areas to restore vegetation and wildlife corridors through the adoption of the Biodiversity Biolinks Plan 2018.
Recommendation That Council: 1. Receive the Natural Environment Strategy 2016-26 - Annual Snapshot Report 2018; and 2. Notes the operation of the Natural Environment Advisory Working Group.
Attachments AT- Natural Environment Strategy 2016-26 Annual Snapshot Report 2018 39 1 Pages AT- Natural Environment Advisory Working Group Meeting - Minutes 18 2 Pages 2 December 2017 AT- Natural Environment Advisory Working Group Meeting - Minutes 27 3 Pages 3 March 2018
Council Decision Moved: Cr. Michael Whelan / Seconded: Cr. Brett Tessari That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 51 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.4 Cowes Main Beach Foreshore Reserve and Cowes East Foreshore Reserve Erosion Management Options
File No: CM18/531 Division: Infrastructure & Environment Council Plan Strategic Objective: Environment Maintain and protect the natural environment
Declaration The author has no direct or indirect interests in relation to this report.
Summary The purpose of this report is to present to Council two technical reports that have been completed regarding ongoing erosion issues at the Cowes Main Beach and the Cowes East Foreshore area. The reports, Coastal Erosion Management Options Cowes Main Beach Foreshore Reserve (April 2018) (AT-1) and Cowes East Foreshore: Erosion Management Options (July 2018) (AT-2), present historic information, technical and analytical data on erosion and sand movement, recommendations for intervention and approximate costs for these. This report recommends that Council: 1. Endorses the Coastal Erosion Management Options Cowes Main Beach Foreshore Reserve report and the Cowes East Foreshore: Erosion Management Options report. 2. Supports its advocacy to the State government for funding and resources to protect coastal assets and manage foreshore erosion, using these reports as a basis to the discussions.
Background The Cowes Main Beach Foreshore Reserve and Cowes East Foreshore are experiencing coastal recession which is impacting the amenity of the foreshore areas for both residents and tourists. These foreshores provide an area of public value within the township area of Cowes. Council engaged Water Technologies Pty Ltd to undertake two technical studies to undertake a coastal processes analysis of the Cowes Main Beach Foreshore Reserve, and the Cowes East Foreshore area to determine the best approach for mitigating the erosion issue and ensuring the areas maintain their recreational amenity and natural value. Both short and long-term erosion management options for the foreshore reserves have been investigated, and estimated costs identified. The design life of the erosion management options is 20-25 years.
Bass Coast Shire Council Page 52 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Strategic Basis Council Plan Objective: Environment – Maintain and protect the natural environment Strategic Outcome: Provide efficient and equitable waste management services and infrastructure Reduce the carbon footprint of the municipality Manage the balance between our natural environment, public access and use of our foreshores and waterways Enhance our environment and landscape with vegetation and native wildlife protection initiatives Partner with other land managers along coastal areas for consistent management Advocate for state and federal government support and assistance on coastal erosion* Strategic Indicator Strategic Indicators Measures Emission Reduction By 2025 achieve a 50% reduction in greenhouse gas levels per Bass Coast resident compared to 2009/10 Restore coastal and inland vegetation Complete Biolinks Plan and commence corridors in partnership with land implementation by June 2018 owners, land managers and land care groups Increase coverage of native vegetation Increase native vegetation cover by in the Shire minimum of 1.5% each year Implement the Waste Management Increase diversion of kerbside waste Strategy 2015-25 from landfill to 70% by 2021 to extend the life of our landfill Implement the Natural Action Plan completed annually Environment Strategy 2016-26 Strategies / Policies Council Plan 2017-21 Environment Strategic outcome – Advocate for state and federal government support and assistance on coastal erosion. Natural Environment Sustainability Strategy 2016 – 26 Strategic Objective 2.2.7 - Implement actions to retreat or protect public infrastructure from foreshore erosion whilst working with the natural coastal processes.
Bass Coast Shire Council Page 53 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Advocacy Strategy 2018 – 21 At the 20 June 2018 Ordinary Meeting it was resolved that Council: 1. Adopts the Bass Coast Shire Council Advocacy Strategy 2018-21 2. Endorses the following list of advocacy priorities to be submitted for funding and policy support to other levels of government: …… Bass Coast Foreshore Management and Erosion Control – Funding for erosion control infrastructure and consistent approach to the management of foreshore reserves across the Shire …… Statutory Requirements/Codes/Standards/Policies Crown Land (Reserves) Act 1978 Planning and Environment Act 1987 Coastal Management Act 1995 Coastal Management Act 1995 Victorian Coastal Strategy 2014
Discussion Cowes Main Beach Foreshore Reserve The beach is currently experiencing high rates of erosion during storm events. In an unmodified beach system, the primary dune acts as a natural buffer for erosion events. The dune face is eroded, and over time, is built back up again naturally. In this area, as the dune has been converted to recreational space, erosion events have a greater impact as the system has little tolerance to the erosion / accretion cycle. To date, erosion events have been mitigated with renourishment in the form of beach scraping. In addition to storm events, human foot traffic and stormwater run-off are also significant contributors to erosion. Some measures have been implemented to reduce the impact of foot traffic. Some revegetation has also been carried out, which aids stabilisation of the system. A summary of the key coastal processes impacting the recession rates can be found below: Extreme Water Levels Extreme water levels play a significant role in erosion to the beach face. Storm tides which focus the wave energy on the scarp of the Cowes Main Beach are a key factor to take into consideration when designing any mitigation measure. Wave Environment Though the Cowes Main Beach is in a relatively sheltered bay, there is a large fetch to the north which, during winter, can result in relatively large waves to break on the beach. It is the combination of these waves with the elevated water levels that lead to erosion.
Bass Coast Shire Council Page 54 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Sediment Transport The sediment transport system is relatively closed with the two headlands at either end of the beach acting as barriers to sediment movement. The erosion observed at Cowes Main Beach is related to cross shore sediment transport initiated by storm events. The following mitigation measures are recommended to maintain the amenity of the beach and foreshore reserve into the future: Renourishment Two renourishment options have been provided with the aim of providing a natural buffer for Cowes Main Beach to storm erosion events. The aim of these management options is that they provide a solution without taking away from the natural feel of the beach or the amenity of the area which may not be the case with a seawall. Seawall A seawall could be required in the long-term in response to sea-level rise, if the present amenity of the Cowes Main Beach Foreshore Reserve is to be retained. It is suggested the stormwater drains be realigned at this time to exit through the rocky headlands in order to minimise their effect on erosion. Cowes East Foreshore Reserve A technical study was previously undertaken in November 2011 by Water Technology to analyse coastal processes of the Cowes East Foreshore, and to determine the best approach for mitigating the erosion issue and ensuring the area maintains its recreational amenity. In March 2018 Water Technology were engaged to review the 2012 report given the time that had elapsed, changes to policy and planning and new technical data. The key objectives of the Water Technology report are to: Determine the effectiveness of the existing shoreline protection works under current conditions and considering future climate change impacts Determine options to provide protection to adjacent public and private infrastructure and assets from shoreline erosion and storm tide inundation hazards under existing conditions and considering future climate change impacts Determine the requirements for repair, maintenance and/or replacement of existing infrastructure to provide a level of protection for current conditions and considering climate change impacts Provide recommendations on current and future coastal management options for inundation and erosion of the Cowes East and Silverleaves townships In the study area such public infrastructure assets include the Stradbroke Avenue road, the “Lovers Walk” pathway and pedestrian beach access infrastructure. The 2018 report identifies both short and long-term erosion management options for the Cowes East Foreshore Reserve in order to protect built public assets. These include: A gradual program of upgrades to existing boulder ramparts and timber walls Bass Coast Shire Council Page 55 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
A program to maintain or replace existing groynes for the primary purpose of maintaining a beach for recreation or amenity purposes, complimented with beach renourishment works Formalisation of beach access and fencing dune vegetation
Recommendations to address potential coastal inundation on private assets located inland from the foreshore reserve include: Continue to enforce planning controls and assess the vulnerability of new developments Consider the development of a properly formulated adaption plan considering the full range of social, economic and environmental factors
Finances Council has made provision within its 2018/19 budget of: $25,000 as a contribution to a pathway design investigation along the Cowes East foreshore area $81,000 to manage public risk across all Council-managed Coast and Bushland Reserves across the Shire. In previous years much of this allocation has been used to manage coastal erosion In response to recent storm surge erosion at Cowes East, Council has arranged works using an excavator to scrape sand from the intertidal beach face and use it to rebuild a sand dune above the normal high water mark in the area between Rose Avenue and Coghlan Road. This will provide short-term protection against further erosion at a cost of approximately $2,500. Council has applied to the Department of Environment, Land, Water and Planning (DELWP) Coastal Public Access and Risk Grants 2018-19 program, a competitive grants program, for the design of coastal protective structures and/or other works to provide a longer-term solution in the area between Rose Avenue and Coghlan Road. The short and long term actions in this report range from $5,000 to approximately $3 million. Costing provided in the reports are estimates only and would need to be refined through detailed design and market testing.
Stakeholders Identifies stakeholder include: Bass Coast Shire Council Foreshore Users Department of Environment, Land, Water and Planning Parks Victoria Phillip Island Nature Parks Phillip Island residents and community members Phillip Island Tourism and Business Association
Bass Coast Shire Council Page 56 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Destination Phillip Island Cowes East Foreshore Preventative Action Group
Other Options Council may choose to not endorse the reports Coastal Erosion Management Options Cowes Main Beach Foreshore Reserve and Cowes East Foreshore: Erosion Management Options however coast erosion is an advocacy priority, and these reports provide data and recommendations made by technical experts. These will also be of interest to the community. Endorsing the reports allows Council to make strategic decisions regarding any mitigation and adaption actions based on independent technical expertise. Council can then use this information when applying for funding assistance from the State Government strengthening its case.
Conclusion The completion of the investigations into coastal erosion management options for the Cowes Main Beach and Cowes East foreshore reserves allows for informed discussion and enables Council to make strategic decisions regarding any mitigation and adaption actions, and future infrastructure decisions. With the completion of this investigation Council is well placed to make funding requests to DELWP through their Coastal Public Access and Risk Grants program. This report also enables Council to discuss researched options with concerned community members regarding the amenity of the beach, and explain the natural processes. The report reinforced the need for Council to advocate to the State government for funding and resources to protect coastal assets and manage foreshore erosion.
Recommendation That Council: 1. Endorses the Coastal Erosion Management Options Cowes Main Beach Foreshore Reserve report and the Cowes East Foreshore: Erosion Management Options report. 2. Supports its advocacy to the State government for funding and resources to protect coastal assets and manage foreshore erosion, using these reports as a basis to the discussions.
Attachments AT- Coastal Erosion Management Options; Cowes Main Beach Foreshore 38 1 Reserve (April 2018) Pages AT- Cowes East Foreshore: Erosion Management Options (July 2018). 60 2 Pages
Bass Coast Shire Council Page 57 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Council Decision Moved: Cr. Michael Whelan / Seconded: Cr. Stephen Fullarton That the recommendation be adopted. CARRIED
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H.5 Relocation of Coels Shed - Cowes
File No: CM18/537 Division: Infrastructure & Environment Council Plan Strategic Objective: Liveability Enjoying the place we live
Declaration The author has no direct or indirect interests in relation to this report.
Summary At the Ordinary Meeting on 15 November 2017, as part of the report for the functional design of Cowes Transit Centre and All Day Car Park, Council resolved to: 6. Authorises relocation of Coel’s Shed from the Cowes Transit Centre site to Ventnor Reserve (Pony Club) at a cost of $25,000, subject to approval from the Reserve Committee. This report presents Council with the outcomes of recent investigations, and a subsequent recommendation with respect to the identification of potential sites to accommodate relocation of Coels Shed, from the footprint of the proposed Cowes Transit Centre and All Day Parking area. It is recommended that Coels Shed be relocated from the Cowes Transit Centre site to the adjacent Phillip Island Community and Learning Centre (PICAL) community garden, subject to a subject to agreement being formalised with the PICAL Committee of Management.
Background Coels Shed was built by a local community member Paul Rudolph (Rudi) Coels over 80 years ago. The building is classified by the National Trust of Australia as a “Historical Workshop”, however is not specifically listed on the Victorian Heritage Register or within the Bass Coast Planning Scheme (ie schedule to the Heritage Overlay). Coels Shed is currently located within the footprint of the proposed Transit Centre, at the rear of the Cowes Cultural and Community Centre. This shed will require relocation off site no later than November 2018, to facilitate delivery of civil earthworks in association with creation of the new Transit Centre.
Consultation regarding relocation of Coels Shed has been undertaken with an advisory group comprised of representatives from Council, Phillip Island Historical Society and the National Trust of Australia. This group identified a number of principles which were subsequently utilised in the course of identifying potential sites to house the relocated shed, namely: The shed needs to be accessible to most members of the community and have no entrance fees attached. It needs to be in a safe location that has less risk of being vandalised.
Bass Coast Shire Council Page 59 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
It needs to tell a story, that is, a storyboard which captures the history of Coels Shed. There will be a commitment from the custodian(s) of the shed, that it will be restored and maintained. This may be done by crowd funding or making an application for grant(s). Based upon preliminary discussions and investigations, at its Ordinary meeting in November 2017 Council resolved to pursue relocation of Coels Shed to the Ventnor Recreation Reserve (Pony Club) at an estimated cost of $25,000, subject to agreement being reached with the relevant Committee of Management (CoM). Negotiations commenced with the CoM, however agreement was unable to be reached with respect to responsibility for future operational and maintenance responsibilities. On 6 April 2018, officers received formal advice that the CoM did not wish to pursue custodianship of Coels Shed and that Council should explore alternative relocation options. Consequently officers have attempted to identify alternate sites which may be able to accommodate the shed whilst meeting notional siting requirements. The three previous alternate sites considered as part of the November 2017 report, namely: Ventnor Old Hall site Rhyll Reserve Phillip Island RSL have been excluded from this process, as their viability was previously considered and dismissed.
Strategic Basis Council Plan Objective: Liveability – Enjoying the place we live Strategic Outcome: Promote Bass Coast as an all year events destination whilst supporting the continuation and development of new events Facilitate opportunities for multi-purpose facilities to improve access to recreation and sporting activities Plan for and support a healthy, connected and active community Support youth recreation and learning activities in our community Support dynamic and diverse arts and cultural activities Protect our natural environment balanced with access for all to enjoy Ensure any road or drainage infrastructure projects consider safe and accessible crossings for pedestrians Plan and provide well maintained public amenities and facilities
Bass Coast Shire Council Page 60 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Strategic Indicators: Strategic Indicators Measures Community grants program supporting Funding contributed to community events events as identified in Annual Budget Develop Municipal Recreation Plan Developed by June 2018 Implement annual Health and Wellbeing Action Plan completed annually Action Plan Build community infrastructure that 90% of the projects included in the improves quality of life Capital Works program to be completed Implement Asset Management Policy and Action Plan completed annually Strategy Improvements Implementation of annual maintenance Annual program implemented programs Implement priorities identified in the Delivery of identified budgeted path Pathways Network Plan 2016 projects Grant opportunities identified and applied for Develop and Implement Domestic Animal Action Plan completed annually Management Plan 2017-20 Implement Arts and Culture Plan 2015-19 Action Plan completed annually New plan revised and adopted by 2019 Implement Youth Action Plan 2016-20 Action Plan completed annually New plan revised and adopted by 2020 Bass Valley Children’s Centre Construction completed and facility construction opened by February 2018
Discussion Officers have identified three new potential relocation sites (inclusive of purposing for the shed) for consideration, namely: Council land at 70 Chapel Street, Cowes (known as Olive Justice Place) – public and event use Blue Gum Reserve – Arts Society of Phillip Island (storage and studio area) Phillip Island Community and Learning Centre (PICAL) – community gardens.
Option 1: Council land – CA19~4 (70 Chapel Street, Cowes – Olive Justice Place) Provision has been made to develop a master plan for Olive Justice Place as part of the 2018/19 Council budget. Development of the master plan will involve a community consultation and stakeholder engagement process, consideration of land
Bass Coast Shire Council Page 61 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
use alternatives and the future use of the site in the context of the Cowes Activity Centre Plan. The relocation of Coels Shed to this site may also be considered, with potential to integrate the structure into any future strategic land use plans. Subject to its particular purpose (ie building classification), the structure may require upgrade to comply with contemporary building standards under the National Construction Code (NCC). In the absence of this consultation and overarching master plan for the site, immediate relocation of the shed is not considered desirable. The immediate relocation of the shed to this site would also impact upon the availability of existing parking spaces. If there was a desire to incorporate Coels Shed as part of the Master Plan for this site, temporary storage of the shed would need to be found in the interim. If redevelopment of Olive Justice Place does not proceed to construction, then alternative options would again need to be sought for the shed, with any subsequent delay further contributing to its progressive deterioration. Option 2: Blue Gum Reserve – Arts Society Phillip Island (ASPI) ASPI has no dedicated accommodation or storage facility. The society has more than 200 members and stages two exhibitions each year. Each of these exhibitions typically comprise approximately 200 exhibits and attract more than 1000 visitors. The ASPI maintain an inventory of exhibition stands as well as art equipment (easels, plinths), tables and chairs which are currently stored across four sites, some of which are not weather-proof, secure or readily available to access for use. Having equipment based in one location and accessible to ASPI, members will provide better security and operational efficiencies when engaging in ASPI activities. Coels Shed may be relocated and installed in Blue Gum Reserve to act as a storage shed for use by ASPI. In order to meet ASPI requirements the shed will be required to be lined, re-roofed and made weather proof. Consultation with ASPI identified the size of Coels Shed would only partially fulfil their storage and studio requirements and that their preference is for construction of a larger purpose built shed. If pursued, relocation of the shed to the Blue Gum Reserve could be facilitated immediately, however is not expected to meet the needs of ASPI without additional funds. ASPI have reached a position where they intend to explore an alternative solution for their storage and studio requirements at Blue Gum Reserve and therefore no longer wish to pursue custodianship of Coels Shed. Option 3: PICAL Community Gardens The Phillip Island Community and Learning Centre (PICAL) is a not for profit community-based organisation providing recreational, educational, and referral assistance to welfare services to reflect the needs of all age groups of Phillip Island and surrounds. PICAL currently occupy the site adjacent to the proposed Cowes Transit Centre.
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PICAL facilities also include a community garden (the Garden), which is open to any member of the public. They use this facility to provide a grass roots local food project supported by a combination of volunteer efforts, donations, fundraising, memberships and grants. Members of PICAL approached Bass Coast Shire on 19 April 2018 expressing a desire that Coels Shed be integrated into the Garden. The proposed use is as a shed and shelter, to be utilised for the storage of tools and materials and potentially contain modest amenities in the form of a small kitchenette/tea station. In order to be repurposed for this use, some restoration and improvement works will be required. At a minimum this will involve replacement of any rotten timber members and panels, repair or replacement of the roof and connection to electrical and water services. The Shed would be placed in the northern corner of the site as part of, and accessible from, the Garden without interruption of current services other than some modest site preparation. The Garden is currently zoned as Public Use Zone (PUZ7) and as such no planning permit is required to relocate the shed to the PICAL site. A demolition permit is not required for removal from the car park but a building permit is required for placement of the shed on the site. The shed may be able to be craned from its existing position to the new location. The integration of the shed into the PICAL Community Garden is considered to meet all of the specified relocation principles, in particular establishment of both active and passive use and monitoring which will assist in the prevention of future vandalism.
Finances Council previously resolved to approve a relocation budget for Coels Shed up to a maximum of $25,000, subject to agreement being reached with the Ventnor Recreation Reserve CoM. As agreement with the CoM was never reached, this budget has not been recognised within Council’s financial system. Quotations were initially sought for relocation of Coels Shed to Ventnor Reserve at a cost of $14,135. The anticipated costs associated with relocation to any of the above alternate sites will be comparable. Council will not be responsible for any costs associated with future maintenance, upgrade or renewal of the building, other than immediate restoration works to maintain the structural integrity of the building, which may be funded using any residual budget post relocation. Once the building is relocated it becomes the full responsibility of the new custodian. The responsible body for the shed may seek Council or external grants to facilitate further restoration works (eg Community Grants program).
Conclusion PICAL have expressed an interest in pursuing relocation and integration of Coels Shed into the Garden. This option is also considered to meet the conditions for relocating the shed as determined by the community working group, namely:
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Coels Shed will be located on a site which is accessible to any member of the public with no entrance fees attached. The Garden is considered to be a relatively safe location due to its public exposure, is active during the day and evening and therefore has less risk of being vandalised because of its activity. Coels Shed will continue to tell its story as a “Historical Workshop” in the Garden and PICAL will include a storyboard which captures its history. PICAL have already made a commitment as potential custodians that they will want to restore the shed. The restoration of the shed may require further funding and if successful in securing the Coels Shed, PICAL will explore crowd funding or grant seeking.
Recommendation That Council: 1. Authorises relocation of Coels Shed from the Cowes Transit Centre site to the adjacent Phillip Island Community and Learning Centre (PICAL) community garden, subject to agreement being formalised with the PICAL Committee of Management. 2. Approve allocation of $25,000 from the 2018/19 Surplus to fund relocation of Coels Shed and any ancillary structural protection works.
Attachments There are no attachments for this report.
Council Decision Moved: Cr. Stephen Fullarton / Seconded: Cr. Michael Whelan That the recommendation be adopted. CARRIED
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H.6 Phillip Island Community and Learning Centre (PICAL) Purpose Built Facility
File No: CM18/529 Division: Infrastructure & Environment Council Plan Strategic Objective: Liveability Enjoying the place we live
Declaration The author has no direct or indirect interests in relation to this report.
Summary The purpose of this report is to present Council with the proposed functional concept design and associated cost estimate for a new Phillip Island Community and Learning Centre (PICAL) purpose built facility. During its Ordinary Meeting on 15 November 2017, as part of the report for the detailed design of the Cowes Cultural and Community Centre (CCCC), Council resolved to: 3. Authorise the detail design scope of works to include consultation, functional concept design and estimates for a purpose built standalone building, to cater for the existing PICAL and associated services on their existing site, and the design and estimates be presented to Council for consideration at a future Council meeting.
Background PICAL provides community support through services such as counselling, free hearing tests, employment services and a Centrelink Agency. The PICAL facilities include a number of community spaces, available for internal use or external hire, suitable for meetings, training, social gatherings and community groups. Existing PICAL facilities are beginning to deteriorate and it has been identified that significant expenditure is required to renovate or refurbish these buildings in order to maintain them in a safe and functional condition. In the course of approving the scope of works for detailed design of the CCCC, Council considered the estimated cost for maintaining or replacing the existing PICAL facility/buildings. It was estimated that the cost of renewal/refurbishment of the existing buildings would be in the order of $500,000 and replacement with like for like buildings in the order of $800,000. As an alternative it was identified that the cost of a new fit-for-purpose facility may be in the order of $1.0 million. It was considered that a purpose built facility would offer a number of operational advantages through better design and utilisation of available floor space. A purpose built facility would likely require further funding than that which would be likely to be made available under the Building Renewal Program. It was identified that there may be opportunity to address the expected additional cost for a purpose built facility through internal or external grants, community fundraising or an additional allocation from Council towards the upgrade/expansion component. Bass Coast Shire Council Page 65 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
As part of the CCCC resolution, Council requested the preparation of a functional concept design and associated cost estimate for a new purpose built facility to cater for PICAL and that this be presented back to Council for further consideration.
Strategic Basis Council Plan Objective: Liveability – Enjoying the place we live Strategic Outcome: Promote Bass Coast as an all year events destination whilst supporting the continuation and development of new events Facilitate opportunities for multi-purpose facilities to improve access to recreation and sporting activities Plan for and support a healthy, connected and active community Support youth recreation and learning activities in our community Support dynamic and diverse arts and cultural activities Protect our natural environment balanced with access for all to enjoy Ensure any road or drainage infrastructure projects consider safe and accessible crossings for pedestrians Plan and provide well maintained public amenities and facilities Strategic Indicators: Strategic Indicators Measures Community grants program supporting Funding contributed to community events events as identified in Annual Budget
Develop Municipal Recreation Plan Developed by June 2018 Implement annual Health and Wellbeing Action Plan completed annually Action Plan Build community infrastructure 90% of the projects included in the that improves quality of life Capital Works program to be completed Implement Asset Management Policy and Action Plan completed annually Strategy Improvements Implementation of annual maintenance Annual program implemented programs Implement priorities identified in the Delivery of identified budgeted path Pathways Network Plan 2016 projects Grant opportunities identified and applied for Develop and Implement Domestic Action Plan completed annually Animal Management Plan 2017-20
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Implement Arts and Culture Plan 2015- Action Plan completed annually 19 New plan revised and adopted by 2019 Implement Youth Action Plan 2016-20 Action Plan completed annually New plan revised and adopted by 2020 Bass Valley Children’s Centre Construction completed and facility construction opened by February 2018
Discussion In January 2018, Council Officers undertook consultation with the PICAL Committee of Management (CoM) and associated stakeholders, to identify a potential functional layout for a new purpose built facility. Actions undertaken by officers to facilitate development of the functional concept design included: preparation of an initial project brief and cost plan identification of PICAL’s spatial and operational requirements in consultation with key stakeholders development and subsequent revision of draft schematic layouts and associated cost plans facilitation of workshops to discuss options for building methodology, siting and spatial requirements identification of likely funding requirements, delivery timelines and opportunities for grant seeking finalisation of a functional concept design and associated cost estimate
Using nominal commercial building rates, it was determined that the initial $1.0 million estimate for the new building could yield a floor space of approximately 232 m2. Subsequent discussions with the CoM focused upon the development of a suitable functional concept design, identification of floor space requirements, refinement of construction cost estimates and assessment of building suitability for PICAL operations. A number of revisions to the functional concept design were made in consideration of supplied relationship diagrams and associated spatial requirements identified for the PICAL administration and end user functions. The final functional conept design and associated cost estimate (see AT-1) proposes an operational floor space of approximately 320m2 and 120m2 of covered deck, halls and entryway. The revised estimate inclusive of all project management, further design and contingency sums is in the order of $1.49 million. In addition to determination of the preferred functional concept design layout, discussions with the CoM also considered potential construction timeframes, alternate facility arrangements (temporary decanting) and preferred positioning and orientation of the new building.
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With respect to potential positioning of the new building, the CoM identified a preference that it be positioned in the northern half of the existing site, as opposed to the Church Street road frontage. It was believed that this position offers greater connectivity to the Cowes Town Centre and to the community garden and associated green space, as well as likely reduction in earthwork and construction costs due to favourable ground elevations. The final positioning and orientation on site may be determined in the course of preparing a preliminary design. The CoM have confirmed their support for the functional concept design as presented, inclusive of the buildings position on site, standard of environmental sustainability (7+ Star), preferred U shape configuration and floor space availability. The CoM have also expressed a willingness to continue to work through the design development process to identify and capitalise on any further design efficiencies in order to reduce likely construction cost, providing sufficient storage within the facility is maintained. Subsequent to Council endorsement of the functional concept design, the following options with respect to the next steps for this project have been identified. Option 1: Deferral of further design work until a viable funding strategy is identified Further work on this project could be deferred until a viable funding strategy has been identified. Notionally $800,000 from a future Building Renewal Program budget will be available for the project. At present no strategy for securing the remaining funding, based upon the current construction estimate of $1.41 million, has been established. In the interim, officers may seek to identify options for additional internal or external funding contributions towards the project. The absence of a preliminary design will limit the opportunity to attract further external funding for the project or refine likely construction costs. Option 2: Proceed with development of Preliminary Design and revised cost estimates This option involves engagement of a building design firm to advance the functional concept design to a preliminary design stage, inclusive of a refined market based cost schedule. This preliminary design and associated cost schedule may then be used to develop a robust funding strategy for the project as well as offer greater support for exploring external grant opportunities. The anticipated cost of this preliminary design is in the order of $80,000 and could be accommodated within the 2018/19 Building Renewal Program budget. Option 3 – Refurbish and renovate existing PICAL buildings In consideration of the estimated cost to construct the new PICAL building solution, consideration may be given to revisiting the option to refurbish and renew the existing buildings on site. The initial estimate for this work was in the order of $300,000 to $500,000, however development of a detailed scope of works would be required before a more accurate budget requirement could be finalised.
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This option is not recommended as it would be difficult to bring the building up to contemporary standards. Further, whilst refurbishment will extend the useful life of the existing building, it provides limited opportunity to rationalise other buildings on site through creation of operational and functional efficiencies achieved via provision of a new purpose built facility.
Finances The estimated cost for construction of the presented functional concept design is approximately $1.41 million. This figure has been determined using nominal commercial construction rates, is inclusive of project management services and incorporates a 20% contingency reflective of confidence levels in current estimates. The November 2017 report identified that $800,000 may be allocated from a future Building Renewal Program budget towards this project. This allocation was in recognition of the equivalent like for like replacement cost of the existing PICAL buildings. An amount of $80,000 is available within the 2018/19 Building Renewal Program for further detailed design work, associated with renewal or replacement of the PICAL building should Council wish to proceed on the basis of the current functional concept design.
Stakeholders Extensive consultation has occurred in the course of developing and revising the proposed functional concept design for the new PICAL facility. Key stakeholders involved to date include: PICAL CoM PICAL reception and administration staff PICAL Pantry Centrelink Employment Services – DHHS Boomerang Bags Artist Society Phillip Island U3A Community Garden
Conclusion The functional concept design and associated cost estimate presented for the standalone building, is not considered to provide sufficient information or detail to accurately plan and budget for delivery of this project. Advancement to preliminary design will enable more accurate determination of whole of life costs for this facility and subsequent budgeting or grant seeking. Such preliminary designs may then be used to progress the project to detailed design and construction following the required budgets being secured.
Bass Coast Shire Council Page 69 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Recommendation That Council receive and note the report presenting the functional concept design for the Phillip Island Community and Learning Centre purpose built facility and associated cost estimate.
Attachments AT- Phillip Island Community and Learning Centre Functional Design and 1 1 Cost Estimate Page
Council Decision Moved: Cr. Clare Le Serve / Seconded: Cr. Michael Whelan That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 70 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.7 Phillip Island and San Remo Visitor Economy Strategy 2035, Growing Tourism - Annual Snapshot 2017 - 18
File No: CM18/518 Division: Advocacy, Economy & Liveability Council Plan Strategic Objective: Economic Development Expanding, attracting and retaining business and investment
Declaration The author has no direct or indirect interests in relation to this report.
Summary The purpose of this report is to provide an update on year two actions for the Phillip Island and San Remo Visitor Economy Strategy 2035 - Growing Tourism (the Strategy). The Strategy, adopted in August 2016, sets the long-term vision for Phillip Island and San Remo’s visitor economy with sustainable growth as its central focus. This 20-year Strategy has been prepared to help ensure the long-term viability and sustainability of this important sector and recognises the importance of both the community and the natural environment in achieving this outcome. It has been actively used, and referred to, by Council and various government agencies and peak industry bodies to attract investment and advocate for improved tourism outcomes in Bass Coast. This report recommends that Council receive the attached Year Two Annual Snapshot.
Background Development of the Strategy during 2015/16 followed an extensive schedule of research, community engagement, development and delivery, with over 350 community members, industry and stakeholder groups consulted and more than 60 regional, state and national strategies reviewed during its preparation. The Strategy’s vision is that Phillip Island and San Remo is recognised nationally and globally as a world leading sustainable tourism destination, where tourism is embraced by the community. The future aspiration of tourism in Phillip Island and San Remo relies on: Retaining and enhancing the environment Increasing visitor awareness Further developing the quality, depth and range of experiences to encourage overnight stays Increasing off-peak visitor expenditure Five objectives were developed to achieve the vision:
Bass Coast Shire Council Page 71 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
1. Be established as a highly desirable destination 2. Generate year-round visitation 3. Build connectivity 4. Manage growth 5. Global recognition for conservation The objectives are underpinned by 60 actions and 10 ‘game changer’ actions. A game changer is an action that has a significant impact on achieving the strategic directions. Providing a long-term strategic framework to guide tourism development improves visitor opportunities and facilities and strengthens the local economy through sustainable tourism and investment.
Strategic Basis Council Plan Objective: Economic Development – Expanding, attracting and retaining business and investment
Strategic Outcome: Improve visitor infrastructure and enhance the lifestyle of the local community Foster continued job creation and workforce retention Improve the economic value of the region Diversify the region’s tourism market mix to promote year-round visitation Enhance our visitor economy through preservation of our natural environment Advocate for key state and federal infrastructure and telecommunications that enables business development opportunities and improves internet and phone connectivity services for our community Wonthaggi will be seen as the regional centre for Bass Coast Focus on jobs of the future for today’s youth Foster and encourage agriculture and promote the Shire’s rural sector Develop and grow local businesses including agri-tourism and agriculture Support rural business through networking and industry development
Strategic Indicators
Strategic Indicators Measures Support events that boost Growth in number of events held in off- visitation in off-peak season peak season Increase focus on eco-tourism Implement training and development for local businesses on eco-tourism opportunities
Bass Coast Shire Council Page 72 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Attract events that are eco-tourism and culture based Increased investment in infrastructure Public Sector (Municipal, State and Federal) improvements investment increased Private Sector investment level increased Implement the Economic Action Plan completed annually Development Strategy 2016-21 Implement the Phillip Island and Action Plan completed annually San Remo Visitor Economy Gain international certification as a Strategy 2035 - Growing sustainable tourism destination under Tourism Global Sustainable Tourism Council by 2021 Monitor the reporting to Council of the marketing opportunities undertaken through Destination Phillip Island and Destination Gippsland Limited Investment opportunities document developed encouraging commercial interest in new accommodation development by 2021 Locations identified for temporary surfing event infrastructure to support surfing events by 2021 Complete upgrade to Cowes Jetty Triangle Delivery of identified budgeted path projects to improve visitor experience Investigate the feasibility of the Undertake project feasibility study by Car Ferry from Mornington 2018 Peninsula to Phillip Island Achieve business case on time and on budget Achieve a reach of 13,000 people through our community engagement process via all mediums Support farm-gate and Planning Scheme updated by 2020 agri-tourism development
Major Initiative / Initiative Delivering year two actions of the Strategy was a Major Initiative for Council in 2017/18
Strategies / Policies Bass Coast Shire Council Economic Development Strategy 2016-21 Bass Coast Shire Council Natural Environment Strategy 2016-26 Bass Coast Shire Council Page 73 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Bass Coast Shire Council Events Policy 2017 Bass Coast Planning Scheme Statutory Requirements/Codes/Standards/Policies There is no statutory requirement for Council to report progress on the Strategy
Discussion The Strategy sets the long-term vision for Phillip Island and San Remo’s visitor economy with sustainable growth as its central focus. This 20-year Strategy has been prepared to help ensure the long-term viability and sustainability of this important sector and recognises the importance of both the community and the natural environment in achieving this outcome. This Strategy provides all levels of government, the community and tourism industry the direction to balance the environment, the community’s needs, and a visitor economy in Phillip Island and San Remo towards 2035. Reporting annually on the implementation of the Strategy is important to keep Council and the broader industry and community informed about progress with the implementation of the Strategy.
Key achievements for 2017/18 include: Reviewed existing provisions of the Bass Coast Planning Scheme – Action 6 Working towards Global Sustainable Tourism Council Certification (GSTC). Submitted the benchmarking stage of the program for evaluation in relation to GSTC certification. This is expected to be a two year process - Game Changer 1, Action 7 In collaboration with industry partners such as DPI, planning commenced for the development and delivery of a Tourism Ambassadors Training Program to encourage businesses to be engaged in the Phillip Island story - Action 12 Increased investment of $25,000 in off peak season marketing funded through the prescribed accommodation arrangements - Game Changer 2, Action 13 Cooperatively promoted walks with Destination Gippsland and Destination Phillip Island with the release of the Gippsland Walks Guide - Action 26 Created a Bass Coast Event Venue Guide - Game Changer 6, Action 29 The Community Tourism Reference Group continued to meet and contribute towards the achievement of selected actions out of the Strategy - Action 3 The State Government provided $200,000 for Council to work in collaboration with Mornington peninsula Shire Council and the State Government to prepare the Cowes to Stony Point Car Ferry Infrastructure Business Case – Game Changer 7, Action 30 Investors in Bass Coast are referencing the Strategy and utilising the data and recommendations when making investment decisions – Action 2
Bass Coast Shire Council Page 74 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Western Port Ferries commenced operating from 1 July 2017 to run the Western Port Ferry Service between French Island, Phillip Island and Stony Point. The service has boosted the number of services by more than 30 per cent, including a new daily service directly from Stony Point to Phillip Island – Action 5 The Strategy is widely supported by key government and industry bodies, community organisations, businesses and the community. The Strategy has a high stature with many key stakeholders such as Destination Phillip Island, Regional Development Victoria and Phillip Island Nature Parks all referencing the Strategy for investment decisions, planning proposals and advocacy plans.
Looking forward, key actions for delivery in 2018/19 include: Continue working towards gaining GSTC certification – Game Changer 1, Action 7 Deliver a Tourism Ambassadors Training Program to encourage businesses to be engaged in the Phillip Island story - Action 12 (subject to funding approval) Continue to increase investment in off peak season marketing. This will be funded through the prescribed accommodation arrangements – Game Changer, 2 Action 13 Develop an Expression of Interest highlighting the benefits and opportunities for commercial investment – Game Changer 3, Action 14 Implement the recommendations of the ‘Growing Off Peak Events 2018’ Report – Game Changer 6, Action 29 (see attachment 2)
Finances The Strategy’s Year Two Actions were delivered within the tourism development operational budget.
Stakeholders The key stakeholders for delivery of the Strategy include: Bass Coast community Local businesses Visitors Local, regional and state tourism bodies Government agencies Council
Options for Council 1. Council may receive this Annual Snapshot. 2. Council may choose to not receive this Annual Snapshot 3. Council may choose to defer receipt of the Annual Snapshot pending further information.
Bass Coast Shire Council Page 75 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Conclusion Council’s Economic Development and Tourism team in collaboration with industry partners including DPI and Phillip Island Nature Parks, has made strong progress this year delivering priority actions identified in the Strategy. The Annual Snapshot Report provides an overview of the actions and achievements completed during year two of implementation of the Strategy.
Recommendation That Council receives the Phillip Island and San Remo Visitor Economy Strategy 2035 – Growing Tourism ‘Annual Snapshot’ Report for 2017/2018.
Attachments AT-1 Year Two Action Plan Snapshot 9 Pages AT-2 Growing Off Peak Events 2018 26 Pages
Council Decision Moved: Cr. Brett Tessari / Seconded: Cr. Stephen Fullarton That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 76 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.8 Economic Development Strategy Year 2 Action Plan Review
File No: CM18/522 Division: Advocacy, Economy & Liveability Council Plan Strategic Objective: Economic Development Expanding, attracting and retaining business and investment
Declaration The author has no direct or indirect interests in relation to this report.
Summary The purpose of this report is to provide Council with an update on Council’s delivery of Year Two Actions identified in Bass Coast Shire Council’s Economic Development Strategy 2016-2021 Bass Coast has recorded strong residential and commercial growth in the last year as a result of confidence demonstrated by investors and other levels of government to invest in the region. This strong growth has led to an increase in employment opportunities and a modest reduction in the unemployment rate. This report recommends that Council receives the attached Year Two Economic Development Strategy 2016-21 Action Plan Snapshot. (AT-1)
Background In April 2016, Council adopted the Bass Coast Shire Council Economic Development Strategy 2016 – 2021 (the Strategy). The Strategy provides a framework to promote and facilitate sustainable economic development in Bass Coast. Sustainable development meets the needs of the present without compromising the ability of future generations to meet their own needs. The Strategy outlines: What Bass Coast Shire Council aims to achieve in economic development over the next five years. The role Bass Coast Shire Council, in partnership with business and other levels of Government, will play in delivering the objectives of this strategy. An annual Economic Development Action Plan. The Strategy provides the framework to facilitate investment and development into the municipality. In 2017-18, Council provided planning approval for over $67m in investments with another $69.9m that has been proposed or currently going through the approvals process. In 2017 Council participated as one of five Councils in the Victorian Auditor- General’s Office (VAGO) audit of Local Government and Economic Development. The VAGO report indicated that the growth in Gross Regional Product in Bass Coast was the 3rd highest of all Victorian Councils during the decade between 2007 and 2016.
Bass Coast Shire Council Page 77 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Strategic Basis Implementation of The Strategy was a major initiative of the 2017-18 Budget. The Council Plan 2017-2021 has clearly stated objectives around Economic Development, specifically ‘Expanding, attracting and retaining business and investment’. However, there are strategic indicators in all Council Plan objectives that impact on the economy of Bass Coast. Council Plan Objective: Economic Development – Expanding, attracting and retaining business and investment Strategic Outcome: Improve visitor infrastructure and enhance the lifestyle of the local community Foster continued job creation and workforce retention Improve the economic value of the region Diversify the region’s tourism market mix to promote year-round visitation Enhance our visitor economy through preservation of our natural environment Advocate for key state and federal infrastructure and telecommunications that enables business development opportunities and improves internet and phone connectivity services for our community* Wonthaggi will be seen as the regional centre for Bass Coast Focus on jobs of the future for today’s youth Foster and encourage agriculture and promote the Shire’s rural sector Develop and grow local businesses including agritourism and agriculture Support rural business through networking and industry development Strategic Indicators Strategic Indicators Measures Support events that boost visitation in off- Growth in number of events held in off- peak season peak season Increase focus on eco-tourism Implement training and development for local businesses on eco-tourism opportunities Attract events that are eco-tourism and culture based Increased investment in infrastructure Public Sector (Municipal, State and improvements Federal) investment increased Private Sector investment level increased Implement the Economic Development Action Plan completed annually Strategy 2016-21
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Implement the Phillip Island and San Remo Action Plan completed annually Visitor Economy Strategy 2035 - Growing Gain international certification as a Tourism sustainable tourism destination under Global Sustainable Tourism Council by 2021 Monitor the reporting to Council of the marketing opportunities undertaken through Destination Phillip Island and Destination Gippsland Limited Investment opportunities document developed encouraging commercial interest in new accommodation development by 2021 Locations identified for temporary surfing event infrastructure to support surfing events by 2021 Complete upgrade to Cowes Jetty Triangle Delivery of identified budgeted path projects to improve visitor experience Investigate the feasibility of the Car Ferry Undertake project feasibility study by from Mornington Peninsula to Phillip Island 2018 Achieve business case on time and on budget Achieve a reach of 13,000 people through our community engagement process via all mediums Support farm-gate and agri-tourism Planning Scheme updated by 2020 development
Major Initiative / Initiative Delivery of year two actions of The Strategy Major initiative was delivered during the year on budget.
Other relevant Strategies / Policies Bass Coast Shire Council Natural Environment Strategy 2016-26 Bass Coast Shire Council Events Policy 2017 Phillip Island and San Remo Visitor Economy Strategy 2035 – Growing Tourism Bass Coast Planning Scheme Bass Coast Shire Council seeks its direction from the community vision. Bass Coast 2030 includes aspirational statements under the following four themes: In 2030, Bass Coast is a showcase. It is recognised as: A celebration of natural assets
Bass Coast Shire Council Page 79 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
A window on the history of Victoria A village in a technology world and A food bowl for Victoria
Discussion There is currently over $220m worth of development projects approved or proposed in Bass Coast. Council, through its Economic Development Strategy, makes a strong contribution to the creation of an environment that: At an operational level, supports existing businesses to be innovative and sustainable and At a strategic level, attracts and encourages the kind of business activities that will drive the local economy.
Council has worked to implement policies to attract and encourage new investments that complement the natural environmental values of the region. It also supports existing businesses to grow into new markets and products.
Some of the major projects the Economic Development team has contributed to this year include: State Government announcement in May 2018 budget of $115m for redevelopment of Bass Coast Health $31m for construction of a new senior campus of Wonthaggi Secondary College signaling the beginnings of a new education precinct for Bass Coast Redevelopment of the Penguin Parade building $58m – construction underway Pre application discussions with ARP solar about a $50m solar farm investment in Bass coast Pre application discussions with a developer about a $42m hospitality development at Coronet Bay VicRoads funding commitments to install roundabouts at Woolamai Beach and Back Beach Roads on Phillip Island, as well as corridor planning across Phillip Island and Bass Highway upgrades from Anderson to Leongatha ~$20m Cowes revitalisation works including the jetty triangle, transit centre and refurbishment of the Cowes Cultural and Community Centre.
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Key Strategy Achievements 2017-18 Completion of the Cowes to Stony Point Car Ferry Infrastructure Business Case. Council managed the project and worked collaboratively with the state government and Mornington Peninsula Shire Council to develop a Business case which was considered by both Councils in April 2018. A Guide to Doing Business in Bass Coast’ booklet developed and circulated. This Guide provides a ‘one stop shop’ for businesses considering establishing in Bass Coast. Information provided includes signage, planning, waste and more. Successful delivery of the 2017 Bass Coast Business Awards with 197 local businesses participating and 195 attending the Gala awards ceremony Economic Development and Tourism staff met with around 270 businesses across the Shire with emphasis on introducing economic development to new and existing business operators. ‘Southern Gippsland Food Futures Economic Analysis’ undertaken in a joint project with South Gippsland Shire Council. Development and adoption of the Bass Coast Shire Events Policy 2017 Working with the cruise ship industry to promote visits to Phillip Island resulting in three additional visits in 2017-18 and an increased number planned in 2018-19 Attracting 10 new events to Bass Coast with four held during the off-peak period:
o Blessing of the Bikes – San Remo
o Phillip Island Pro 1000
o Phillip Island Whale Festival
o Phillip Island Literary Festival Council contracted the Tilma Group to prepare a report, ‘Growing Off Peak Events 2018.’ This report identifies opportunities for growing off-peak visitation to the region through a strategically planned, vibrant year-round calendar of events. (AT– 2) Council’s Events Team has been developing an Events Facilities Guide which will be finalised early in 2018-19. This guide will act both as a marketing tool and information source for potential event organisers. Council hosted three ‘Developing Bass Coast’ forums to provide information to investors and improve networking opportunities between investors, local businesses, Councillors and Council officers. Delivery of business events and tourism training workshops to 209 business operators from 151 different businesses.
Finances All activities undertaken in the delivery of these objectives were funded through the Economic Development Team operational budget. Bass Coast Shire Council Page 81 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Stakeholders The key stakeholders for delivery of the Strategy include: Bass Coast Community Local business and tourism associations Local businesses Visitors Government agencies Council
Options available to Council 1. Council may receive this Annual Snapshot. 2. Council may choose to not receive this Annual Snapshot 3. Council may choose to defer receipt of the Annual Snapshot pending further information.
Conclusion All Year Two Economic Development objectives identified for delivery during the 2017–18 year were successfully delivered within budget. The attached Year Two Snapshot provides an overview of the key activities undertaken during 2017-18 to achieve the objectives of The Strategy.
Recommendation That Council receives the Bass Coast Shire Council Economic Development Strategy 2016-2021 Year Two Action Plan Report
Attachments AT-1 Economic Development Snapshot Year Two actions 16 Pages AT-2 Growing Off Peak Events 2018 26 Pages AT-3 Economic Development Assistance guide 3 Pages
Council Decision Moved: Cr. Brett Tessari / Seconded: Cr. Michael Whelan That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 82 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.9 Wonthaggi Public Art Contributions
File No: CM18/452 Division: Corporate & Community Council Plan Strategic Objective: Liveability Enjoying the place we live
Declaration The author has no direct or indirect interests in relation to this report.
Summary The purpose of this report is to recommend a public art project for Wonthaggi, using developer contributions in a Council Reserve for Art in Public Places. The funding will assist the Wonthaggi Business and Tourism Association to deliver a Public Art Project at the Wonthaggi Union Community Arts Centre (WUCAC). If supported, the project will result in a mixed media art work mounted on a panel within the entrance area of WUCAC. Local artist Mr Brett Ashby will lead this project. There is currently $4,000 in the Art in Public Places Reserve, this amount is dedicated for use in Wonthaggi, the contribution related to the Dan Murphy’s store development in Wonthaggi. A recommendation to use this funding to contribute to the Project has been provided by Council’s Arts and Culture Advisory Committee (AT-1).
Background Council holds funds in an Art in Public Places Reserve (Reserve) for the purpose of creating public art within Wonthaggi (as this is where the development occurred). In 2015, $1,000 from the Reserve was contributed to the street art project in Wonthaggi’s laneways and involved the mentorship of young people from the Wonthaggi Secondary College. There is currently $4,000 remaining in the Reserve for art in Wonthaggi. The Wonthaggi Business and Tourism Association (WBTA) have been successful in gaining a Community Grant for $3,000 to complete the concept design and community consultation component of the project. The project is auspiced by the WBTA and will be led by artist Mr Ashby. In-kind support to the approximate value of $4515 will be provided by the WBTA.
Strategic Basis Council Plan Objective: Liveability – Enjoying the place we live Strategic Outcome: Improve visitor infrastructure and enhance the lifestyle of the local community Wonthaggi will be seen as the regional centre for Bass Coast Support our communities to be connected and empowered Bass Coast Shire Council Page 83 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Promote Bass Coast as an all year events destination whilst supporting the continuation and development of new events Plan for and support a healthy, connected and active community Support youth recreation and learning activities in our community Support dynamic and diverse arts and cultural activities Plan and provide well maintained public amenities and facilities Partnering with our community to protect and enhance the unique character of our townships, open spaces and rural landscape Strengthen the role of Wonthaggi as our regional centre Be proud of, and share, our history and cultural life
Strategic Indicators Strategic Indicators Measures Increased investment in infrastructure Public Sector (Municipal, State and improvements Federal) investment increased Private Sector investment level increased Transparency of Council decisions Achieve the top quartile of Large Rural Councils Community Satisfaction with Consultation Achieve the top quartile of Large Rural and Engagement Councils Implement the Youth Action Plan 2016-20 Action Plan completed annually Community grants program supporting Funding contributed to community events events as identified in Annual Budget
Implement annual Health and Wellbeing Action Plan completed annually Action Plan Build community infrastructure that 90% of the projects included in the Capital improves quality of life Works program to be completed Implement Arts and Culture Plan 2015-19 Action Plan completed annually New plan revised and adopted by 2019 Implement Youth Action Plan 2016-20 Action Plan completed annually New plan revised and adopted by 2020
Major Initiative / Initiative This is not a Council initiative. It aligns with the Arts and Culture Plan 2015-2019. Strategies / Policies Arts and Culture Plan 2015-2019
Bass Coast Shire Council Page 84 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Statutory Requirements/Codes/Standards/Policies There are no statutory requirements for this report.
Discussion As a result of development in Wonthaggi, funds of $5,000 were placed into an Art in Public Places Reserve. The sum of $4,000 has been held in the Reserve to support public art in Wonthaggi. The WBTA recently received funding of $3,000 through Council’s Community Grants Program to create art work at the Wonthaggi Union Community Arts Centre (WUCAC). The funding will complete the concept design and consultation component of the project. This report seeks Council’s approval to allocate $4,000 from the reserve to complete the creation of and install the art work. The project will result in a mixed media art work mounted on a composite panel proposed for the internal entrance area of WUCAC. The Arts and Culture Advisory Committee at their 16 April meeting recommended the following; ‘The Arts and Culture Committee recommend to Council that the $4,000 developer contribution funds received from the Dan Murphy development are allocated to the proposed mural at the Wonthaggi Union Community Arts Centre’. The WBTA will auspice the project and advise that it will be led by local artist, Mr Brett Ashby, and developed in conjunction with students from the Wonthaggi Secondary College, Bass Coast Specialist School, Wonthaggi Primary School and broader community. The reserve funding will go toward the purchase of necessary equipment/materials and artists fees for the art work. Works would be developed in a digital format to be approved by Council Officers before printing and panel fabrication occurs.
Finances This report requests $4,000 currently in a reserve for Public Art Initiatives – Developer Contributions to be allocated to the project auspice (WBTA) to complete the Wonthaggi Union Community Arts Centre art project. The WBTA have committed an estimated $4,515 of in-kind support for the project. Any shortfall in the anticipated cost of the project must be met by WBTA.
Stakeholders Key stakeholders include: Bass Coast Shire Council Arts and Culture Advisory Committee Wonthaggi Business and Tourism Association Wonthaggi Schools Wonthaggi Union Community Arts Centre user groups Bass Coast visitors and residents
Bass Coast Shire Council Page 85 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Other Options Council may choose to not allocate $4,000 from the Reserve to the project.
Conclusion Council’s Arts and Culture Advisory Committee have recommended that an allocation of $4,000 in funding from the Developer Contribution Reserve be allocated to this public art project in Wonthaggi. The project is auspiced and will be facilitated by the Wonthaggi Business and Tourism Association in consultation with Council Officers and led by artist Mr Brett Ashby.
Recommendation That Council approves an allocation of $4,000 from the Art in Public Places Reserve to the Wonthaggi Business and Tourism Association Public Art Project at the Wonthaggi Union Community Arts Centre.
Attachments AT-1 Minutes Arts and Culture Advisory Committee 16 April 2018 10 Pages
Council Decision Moved: Cr. Clare Le Serve / Seconded: Cr. Julian Brown That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 86 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
H.10 Section 86 Special Committees of Council, Appointment and Delegation amendments
File No: CM18/565 Division: Corporate & Community Council Plan Strategic Objective: Governance We are responsive, open, transparent and financially sustainable
Declaration The author has no direct or indirect interests in relation to this report.
Summary Council has a number of Section 86 Committees in place that appoint members of the community to assist with management of facilities such as community halls and reserves across the municipality. The purpose of this report is to: Recommend the appointment of a new Committee member to Newhaven Hall Committee of Management. Acknowledge the resignations of 2 Committee members for Kernot Hall and Reserve Committee of Management.
Background Newhaven Hall Committee of Management- appointment of a new member. The Newhaven Hall Committee of Management is an active committee with 6 members. The Hall is used by a number of community user groups and other groups for private functions. A community member has been nominated and endorsed by the current Committee of Management. A new appointment of a local community member is welcomed in assisting this group to continue achieving positive outcomes for the local community. Kernot Hall and Reserve Committee of Management This Kernot Hall and Reserve Committee of Management currently consist of 18 active Committee members. The Hall and Reserve is frequented by the local community groups on a regular basis. The two recent resignations will see the Committee of Management membership reduce to 16 members.
Strategic Basis Council Plan Objective: Governance – We are responsive, open, transparent and financially sustainable
Bass Coast Shire Council Page 87 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Strategic Outcome: Provide equitable distribution of resources across the Shire Be diligent in ensuring services meet community need and are cost effective Manage our financial resources and report on our performance Engage with the community on decisions that impact them Explore other alternatives for revenue opportunities Strategic Indicator: Strategic Indicators Measures Community Satisfaction with Council Achieve the top quartile of Large Rural Decisions Councils Transparency of Council decisions Achieve the top quartile of Large Rural Councils Community Satisfaction with Consultation Achieve the top quartile of Large Rural and Engagement Councils Community satisfaction with customer Achieve the top quartile of Large Rural contact Councils
Local Government Performance Reporting Measures that are reported are within the Framework (LGPRF) – Financial top quartile for Large Rural Councils as Performance identified in the LGPRF Victorian Auditor General Office (VAGO) The Strategic Resource Plan and the Long Financial Sustainability indicators Term Financial Plan to meet or better VAGO low risk indicators Other financial and non-financial Adjusted underlying operation result aims performance indicators to achieve an operating surplus Implementation of monthly and year to date financial reporting, with plain English version for our Community Implementation of monthly and year to date non-financial performance reporting, with plain English version for our Community Increased efficiencies as a result of information technology improvements Communications and Engagement Strategy Complete Strategy implementation by 2015-18 actions implemented June 2018 Develop and Implement a Revenue Strategy Strategy developed and actions implemented
Bass Coast Shire Council Page 88 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Finances The Section 86 Committees are funded through the Governance and Information services operating budget. No additional budget is required.
Statutory Requirements/Codes/Standards/Policies The Committees of Management are appointed under Section 86 of the Local Government Act 1989. Council’s policy “Appointment of Section 86 Special Committees” provides procedures and the purpose for Committee appointments.
Discussion New Committee members and retiring members Newhaven Hall and Kernot Hall and Reserve Committees of Management operate under an Instrument of Delegation which outlines all the powers, duties and function of Committees and Committee members. Committee Members are appointed to serve a 4 year term however members can resign during their 4 year term and new members can be appointed as required.
The following changes to appointments are recommended to Council for adoption:
Special Committee Appointments/Resignations/Retirements
Newhaven Hall Committee of New Appointment Management Gayle Rowden Purpose: To protect, promote and develop the community hall for the use and enjoyment of the local community
Kernot Hall and Reserve Retiring members Committee of Management Paul Johnson, Sheila Campbell Purpose: To protect, promote and develop the community hall for the use and enjoyment of the local community
Stakeholders Council, the Special Committees, rate payers, residents, visitors and users of facilities
Other Options Resignations There are no other options for accepting resignations. Council could choose not to accept the appointment of a new member for the Newhaven Hall Committee of Management, maintaining current Committee numbers at 6.
Bass Coast Shire Council Page 89 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Conclusion Section 86 Committees are established to perform delegated duties and functions on behalf of Council. New appointments to Committees are a welcomed occurrence whilst members who resign during their term are acknowledged and recognised for their contribution.
Recommendation That Council: 1. Approve the resignations, retirements and new appointments of the following Special Committees of Council under Section 86 of the Local Government Act 1989
Special Committee Appointments/Resignations/Retirements
Newhaven Hall Committee of New Appointment Management Gayle Rowden
Kernot Hall and Reserve Retiring members Committee of Management Paul Johnson, Sheila Campbell
Attachments There are no attachments for this report
Council Decision Moved: Cr. Brett Tessari / Seconded: Cr. Geoff Ellis That the recommendation be adopted. CARRIED
Bass Coast Shire Council Page 90 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Statutory Reports
Bass Coast Shire Council Page 91 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Council Decision Moved: Cr. Brett Tessari / Seconded: Cr. Geoff Ellis That agenda items 1.1, 1.2, 1.3. and 1.4 be considered as a block. CARRIED
Bass Coast Shire Council Page 92 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
I Statutory Reports
I.1 CEO's Report for August 2018
File No: CM18/564 Division: Advocacy, Economy & Liveability Council Plan Strategic Objective: Governance We are responsive, open, transparent and financially sustainable
Declaration The author has no direct or indirect interests in relation to this report.
Summary Council is committed to introducing more regular updates on the projects and initiatives that are implemented for our community. The attached report (AT-1) highlights a number of projects and initiatives, along with their progress.
Strategic Basis The Council Plan 2017-2021 contains a number of themes and key strategic outcomes and indicators. The projects outlined in this report all contribute to the achievement of this Plan. The themes in the Council Plan include: Advocacy Economic Development Environment Governance Health and Wellbeing Liveability Our Character Major Initiatives are identified annually through the budget process, these initiatives ensure the strategies and plans which aid Council to sustain and deliver better services to the community are achieved.
Finances All of the projects highlighted in this report are funded through the 2018/19 Budget. Some of these projects may have received grant funding.
Stakeholders Council, ratepayers, external funding bodies, residents and visitors are all affected by the delivery of Council projects and the programs.
Bass Coast Shire Council Page 93 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Statutory Requirements/Codes/Standards/Policies The Major Initiatives are allocated for in the 2018/19 Budget. These projects are developed, approved and spent in accordance with the Local Government Act 1989, and the Procurement Policy. The Local Government Act states that the primary objective of Council is to endeavour to achieve the best outcomes for the local community having regard to the long term and cumulative effects of decisions.
Recommendation That the CEO’s Report for August 2018 be received.
Attachments AT-1 CEO's Report - August 2018 2 Pages
Bass Coast Shire Council Page 94 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
I.2 Assembly of Councillors Report
File No: CM18/527 Division: Corporate & Community Council Plan Strategic Objective: Governance We are responsive, open, transparent and financially sustainable
Declaration The reporting officer has no direct or indirect interest in this matter
Summary Section 80A of the Local Government Act 1989 (the Act) requires all assembly of Councillors records to be reported on at the next practicable ordinary meeting of Council and to be recorded in the minutes of that meeting. This report intends to fulfil the requirements of the legislation.
Introduction Section 3 of the Act defines an Assembly of Councillors as ‘a meeting of an advisory committee of the Council, if at least one Councillor is present, or a planned or scheduled meeting of at least half of the Councillors and one member of Council staff which considers matters that are intended or likely to be- a. the subject of a decision of the Council; or b. subject to the exercise of a function, duty or power of the Council that has been delegated to a person or committee- but does not include a meeting of the Council, a special committee of the Council, an audit committee established under section139, a club, association, peak body, political party or other organisation.’ Section 80A requires a written record to be kept of all such assemblies, stating the names of all Councillors and Council staff attending, the matters considered and any conflict of interest disclosures made by a Councillor. These records must be reported, as soon as practicable, at an ordinary meeting of the Council and recorded in the minutes. Below is a summary of all assembly of Councillors records since the last Ordinary meeting of Council.
Council Plan Objective: Governance – We are responsive, open, transparent and financially sustainable Strategic Outcome: Provide equitable distribution of resources across the Shire Be diligent in ensuring services meet community need and are cost effective Manage our financial resources and report on our performance
Bass Coast Shire Council Page 95 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Engage with the community on decisions that impact them Explore other alternatives for revenue opportunities Strategic Indicator: Strategic Indicators Measures Community Satisfaction with Council Achieve the top quartile of Large Rural Decisions Councils Transparency of Council decisions Achieve the top quartile of Large Rural Councils Community Satisfaction with Consultation Achieve the top quartile of Large Rural and Engagement Councils Community satisfaction with customer Achieve the top quartile of Large Rural contact Councils Local Government Performance Reporting Measures that are reported are within the Framework (LGPRF) – Financial top quartile for Large Rural Councils as Performance identified in the LGPRF Victorian Auditor General Office (VAGO) The Strategic Resource Plan and the Long Financial Sustainability indicators Term Financial Plan to meet or better VAGO low risk indicators Other financial and non-financial Adjusted underlying operation result aims performance indicators to achieve an operating surplus Implementation of monthly and year to date financial reporting, with plain English version for our Community Implementation of monthly and year to date non-financial performance reporting, with plain English version for our Community Increased efficiencies as a result of information technology improvements Communications and Engagement Strategy Complete Strategy implementation by 2015-18 actions implemented June 2018 Develop and Implement a Revenue Strategy Strategy developed and actions implemented
Bass Coast Shire Council Page 96 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Date Assembly of Councillors Councillors in attendance 26 June 2018 Natural Environment Cr Michael Whelan Strategy Advisory Working Group 4 July 2018 Policy Workshop Cr P Rothfield, Cr L Larke, Cr B Kent, Cr S Fullarton & Cr C Le Serve 11 July 2018 Policy Workshop Cr P Rothfield, Cr L Larke, Cr B Kent, Cr J Brown, Cr C Le Serve & Cr G Ellis 11 July 2018 Community Connection Cr P Rothfield, Cr L Larke, Cr B Session Kent, Cr J Brown, Cr C Le Serve & Cr G Ellis 17 July 2018 Community Road Safety Cr B Kent Committee Meeting 18 July 2018 Policy Workshop Cr P Rothfield, Cr C Le Serve, Cr M Whelan, Cr B Kent, Cr J Brown, Cr S Fullarton & Cr G Ellis
Recommendation That the Assembly of Councillors Records be received.
Attachments AT-1 Assembly of Councillors forms for 15 August Council Meeting 8 Pages
Bass Coast Shire Council Page 97 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
I.3 Planning and Building statistics - June 2018
File No: CM18/508 Division: Advocacy, Economy & Liveability Council Plan Strategic Objective: Our Character Celebrating the uniqueness of our townships
Summary PERMITS REFUSED: Nil
PERMITS ISSUED: Island Ward 180071: Removal of native vegetation under Clause 52.17 located at 63 and 65 Chapel Street, Cowes. 180092: Building and works for a swimming pool, garage and additions to the existing dwelling in a Land subject to Inundation Overlay located at 22A Settlement Road, Silverleaves. 180137: Vegetation Removal at 381 Back Beach Road Cowes. 180207: Subdivide the land in two (2) lots located at 105 McKenzie Road, Cowes. Western Port Ward 170043: Development of land for a dwelling (replacement) and an agricultural outbuilding in the Farming Zone located at 10 Smith Road, The Gurdies. 170357: To vary the building envelope on Plan of Subdivision PS613753F located at 48 Balcombe Street, Corinella. 170369: Subdivision of the land into two lots located at 64 Acacia Road, Grantville. 180067: Subdivision of the land into two (2) lots in a General Residential Zone Schedule 1 located at 1490 Bass Highway, Grantville. 180111: Construction of a Dwelling and to create access to a road in a Road Zone, Category 1. 180117: Construction of a dwelling located at 16 Portview Avenue, Grantville. 180121: Development of a dwelling in Bushfire Management Overlay located at 24 Bunya Drive, Cape Woolamai. 180127: Alterations and additions to dwelling within land subject to inundation overlay located at 165 Bass Landing Road, Bass. 180128: Development of a shed within 100m of a Category 1 Road zone located at 2550 Korumburra-Wonthaggi Road, West Creek. 180168: Develop the land for a dwelling in the Bushfire Management Overlay located at 35 Second Avenue, Cape Woolamai.
Bass Coast Shire Council Page 98 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
180169: Develop an outbuilding (garage) on land in the rural activity zone located at 11 Joseph Road, Corinella. 180170: Develop an outbuilding (Agricultural) on land located at 21 Coastview Lane, Glen Alvie. 180175: Subdivide an existing building into two (2) lots located at 90 Back Beach Road, San Remo. Bunurong Ward 170240: Use and development of the land for an Asphalt batching plant and associated works and buildings and works in the Bushfire Management Overlay located at 35 Carneys Road, Wonthaggi. 170323: Buildings and works associated with outdoor recreation (Pony Club) in the Farming Zone, Environmental Significance Overlay Schedule 4 and the Bushfire Management Overlay located at 325 Graham Street, South Dudley. 170324: Subdivide the land into two lots and remove vegetation located at 28 Overlook Drive, Inverloch. 170361: Development of two double storey dwellings in the General Residential Zone and the removal of a restrictive covenant (crossover location) located at 34b Freda Street, Inverloch. 170368: Development of a three storey building for commercial and residential use with a waiver in the car parking requirement in a Commercial 1 Zone and a Bushfire Management Overlay Schedule 1 located at 8 Market Place, Cape Paterson. 170378: Two lot subdivision located at 101 Merrin Crescent, Wonthaggi. 170386: Development of land with a warehouse in an Industrial 1 Zone and reduction in car parking requirements located at 2 & 2A Cyclone Street, Wonthaggi. 180013: Ending of cluster subdivision CS1615, removal of the Scheme of Development for CS1615 and re-subdivision of land located at 17-17 St Kilda Street, 1-5 Wyeth Place and 20 Scarborough Street and 10-14 Ramsey Boulevard, Inverloch. 180017: Building and works for a new dwelling in a Design and Development Overlay Schedule 9 with a Vegetation Protection Overlay Schedule 3 located at 12 Venus Street, Inverloch. 180022: Development of a second dwelling in a General Residential Zone Schedule 1 located at 23 Henry Street East, North Wonthaggi. 180031: Buildings and works for a dwelling in a Design & Development Overlay Schedule 9 located at 87 Lohr Avenue, Inverloch. 180085: Building and works for an extension to an existing dwelling located at 190 Surf Parade, Inverloch. 180086: Building and works for a new dwelling in an Environmental Significance Overlay Schedule 1 located at 21 Estuary View, Inverloch. 180109: Buildings and works dwelling in Bushfire Management Overlay Schedule 2 located at 64 Surf Beach Road, Cape Paterson.
Bass Coast Shire Council Page 99 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
180118: Use and development of the land for a dwelling (replacement dwelling) located at 1240 Inverloch-Kongwak Road, Inverloch. 180129: Develop the land for a shed located at 15 Bolding Place, Inverloch.
PLANNING AND BUILDING ACTIVITY REPORT FOR JUNE 2018
Year to date This month (financial Statutory Planning (June) Last month year) % of applications determined within statutory timeframe 71 78 81 Average Gross Days (Responsible Authority determination) 120 101 108 (new) Average Gross Days to final outcome 129 125 118 Number of live applications 175 176 Number of applications received for the month 44 67 503 Number of Responsible Authority outcomes 50 44 463 Year to Municipal Building Services & This month Last date Enforcement (June) month (financial year) Essential Safety Measure inspections (Commercial building owners must maintain and ensure all safety systems within their building are operational. This may include: Fire services, Exits, Emergency lighting, alarms etc.) 10 2 26 Swimming Pool & Spa safety barrier inspections (All swimming pool and spa owners are required to maintain a safety fence or barrier. Council is required to implement an audit program to ensure compliance is being achieved.) 5 4 50 Report and Consent applications determined (Building proposals cannot always comply or fit into a required building envelope. Where this situation arises, Council may provide consent with respect to the non-compliance issue.) 17 24 215 Siting consents issued for temporary structures (Consent of the Municipal Building Surveyor must be obtained in order to erect marquees, grandstand or stages in association with any place of public entertainment or event.) 1 1 18 Complaints received requiring investigation 5 9 58
Bass Coast Shire Council Page 100 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
New building enforcement cases 1 1 20 Number of open building enforcement cases 60 60 n/a Building permits issued by Council 1 0 2
Year to This month Last date Planning Enforcement (June) month (financial year) Number of new planning cases 3 7 105 Number of live enforcement files 133 137 _ Pre commencement meetings 3 2 19 Official warnings issued 0 2 2 Number of planning infringement notices 1 2 7 issued Number of VCAT enforcement orders issued 0 0 0 Number of Magistrates Court prosecutions 0 0 1 Total infringements received ($) $1586.00 $3172.00 $6312.60 Number of CRS's closed 24 21 n/a Number of closed enforcement cases 7 8 n/a
Recommendation That Council: 1. Receives and notes the Planning Permits issued under delegation report for June 2018; and 2. Receives and notes the Planning and Building Activity Report for June 2018.
Attachments There are no attachments for this report.
Bass Coast Shire Council Page 101 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
I.4 Contracts Awarded Register
File No: CM18/543 Division: Corporate & Community Council Plan Strategic Objective: Governance We are responsive, open, transparent and financially sustainable
Declaration
The author has no direct or indirect interests in relation to this report.
Summary
Contracts Awarded For the period from 1 June 2018 to 30 June 2018, no contracts were awarded under the Chief Executive Officer’s Instrument of Delegation.
Contracts Extended For the period from 1 June 2018 to 30 June 2018, the following contracts were extended under the Procurement Delegation Framework.
Contract Description Contractor Contract Sum No. Including GST for Extension Period
16015 Organisation Development Programs EarthCheck Pty Ltd N/A*
16022 Organisation Development Programs Picks Group N/A*
Shorebirds Training 16025 Organisation Development Programs N/A* Consulting * There is no sum committed by the award of these contract extensions. Contractors supply a schedule of rates under which Council would engage them, if required, and within established budgets.
Recommendation That Council receives the report.
Attachments AT- CONFIDENTIAL - Extension Report for Contract 16013 to 16025 and 3 1 16027 to 16013 Pages
Bass Coast Shire Council Page 102 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Council Decision Moved: Cr. Brett Tessari / Seconded: Cr. Geoff Ellis That agenda items 1.1, 1.2, 1.3, and 1.4 be received. CARRIED
Bass Coast Shire Council Page 103 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
J Urgent Business
There was no Urgent Business.
Bass Coast Shire Council Page 104 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Mayoral Announcement Of Next Meeting Of Council
The next Community Connection Session will be held on 12 September 2018 in the Bass Coast Civic Centre Council Chamber, Baillieu Street East, Wonthaggi commencing at 3.00pm.
The next Ordinary Council meeting will be held on 19 September 2018 in Bass Coast Civic Centre Council Chamber, Baillieu Street East, Wonthaggi commencing at 5.00pm.
Meeting adjourned The meeting was adjourned at 6.20pm
Meeting resumed The meeting resumed at 6.32pm
Council Decision Moved: Cr. Geoff Ellis / Seconded: Cr. Stephen Fullarton That the meeting be closed to members of the public pursuant to Section 89 (h) of the Local Government Act 1989. CARRIED
Bass Coast Shire Council Page 105 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
Items Closed to the Public
Excerpt of Section 89 of Local Government Act 1989. (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: (a) Personnel matters; (b) The personal hardship of any resident or ratepayer; (c) Industrial matters; (d) Contractual matters; (e) Proposed developments; (f) Legal advice; (g) Matters affecting the security of Council property; (h) Any other matter which the Council or special committee considers would prejudice the Council or any person; (i) A resolution to close the meeting to members of the public. (3) If a Council or special committee resolves to close a meeting to members of the public the reason must be recorded in the minutes of the meeting.
Bass Coast Shire Council Page 106 Minutes of Ordinary Meeting - 15 August 2018 Bass Coast Shire Council
K Confirmation of Closed Minutes
K.1 Minutes of Closed Ordinary Meeting held on 18 July 2018
L Reports Requiring Council Decision Closed to the Public
L.1 WGRLC
It is recommended that the meeting be closed to members of the public pursuant to Section 89 (h) of the Local Government Act 1989, to consider this item as it deals with any other matter which the Council or special committee considers would prejudice the Council or any person.
Council Resolution Moved: Cr. Michael Whelan / Seconded: Cr. Stephen Fullarton That the meeting be reopened to the public. CARRIED
Meeting closed The meeting closed at 6.33pm
Bass Coast Shire Council Page 107