Council Meeting Minutes
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HEPBURN SHIRE COUNCIL ORDINARY MEETING OF COUNCIL MINUTES TUESDAY 21 OCTOBER 2014 NEWLYN COMMUNITY COMPLEX MIDLAND HIGHWAY NEWLYN 6:00PM This Document is printed on 100% Australian recycled paper HEPBURN SHIRE COUNCIL PO Box 21 Daylesford 3460 T: 03 5348 2306 [email protected] hepburn.vic.gov.au ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 MINUTES TUESDAY 21 OCTOBER 2014 Newlyn Community Complex Midland Highway, Newlyn Commencing 6:00PM CONTENTS PAGE 1. ACKNOWLEDGEMENT OF TRADITIONAL OWNERS ............................................ 5 2. OPENING OF MEETING .......................................................................................... 5 3. APOLOGIES ............................................................................................................. 6 4. DECLARATIONS OF CONFLICTS OF INTEREST ................................................... 6 5. CONFIRMATION OF MINUTES ............................................................................... 6 6. NOTICES OF MOTION ............................................................................................ 8 6.1. FUNDING FOR MISS MUDDY EVENT - CRESWICK .................................... 8 7. ITEMS OF URGENT BUSINESS .............................................................................. 10 8. PRESENTATION OF COUNCILLOR REPORTS ..................................................... 11 9. PUBLIC PARTICIPATION TIME .............................................................................. 21 9.1. PETITION – CLIMATE CHANGE ................................................................ 21 9.2. QUESTIONS ................................................................................................ 22 9.3. REQUESTS TO ADDRESS COUNCIL ......................................................... 22 10. STATUTORY PLANNINING REPORTS ................................................................... 23 10.1. PLANNING APPLICATION 519 - SUBDIVISION OF THE LAND INTO TWO LOW DENSITY RESIDENTIAL LOTS AT 10 LANGDON COURT, DAYLESFORD ............................................................................................. 23 ATTACHMENT 1 - PROPOSED PLAN OF SUBDIVISION =- 10 LANGDON COURT, DAYLESFORD ...................................................... 35 ATTACHMENT 2 - DAYLESFORD STRUCTURE PLAN ........................... 37 11. OFFICERS’ REPORTS ............................................................................................. 39 11.1. 2013/14 ANNUAL REPORT ......................................................................... 39 2 ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 ATTACHMENT 3 - HEPBURN SHIRE COUNCIL 2013/14 ANNUAL REPORT (ISSUED UNDER SEPARATE COVER) ......................................... 42 11.2. FINANCIAL REPORT - AS AT 30 SEPTEMBER 2014 .................................. 43 ATTACHMENT 4 - FINANCIAL REPORT AS AT 30 SEPTEMBER 2014 .. 46 11.3. CHILLOUT FESTIVAL – MEMORANDUM OF UNDERSTANDING ............ 51 ATTACHMENT 5 - MEMORANDUM OF UNDERSTANDING – HEPBURN SHIRE COUNCIL AND CHILLOUT DAYLESFORD INC .............................. 55 11.4. LOCAL LAW NO 1 – MEETING PROCEDURES 2014 ................................ 67 ATTACHMENT 6 - LOCAL LAW NO 1 – MEETING PROCEDURES 2014 .. ................................................................................... 71 11.5. OPTION TO EXTEND CONTRACT H265-2011 FOR THE PROVISION OF MEALS ON WHEELS FOR A FURTHER ONE YEAR ................................. 121 11.6. PUBLIC HOLIDAY ARRANGEMENTS 2014-2015 ..................................... 123 11.7. APPLICATION FOR APPROVAL TO OPERATE B-DOUBLE AND HIGHER MASS LIMIT VEHICLES ON LOCAL COUNCIL ROADS .......................... 126 11.8. DOUG LINDSAY RECREATION RESERVE - LEASE ................................. 135 ATTACHMENT 7 - LEASE - DOUG LINDSAY RECREATION RESERVE HEPBURN SHIRE COUNCIL AND DOUG LINDSAY RESERVE SPORTS AND COMMUNITY MANAGEMENT ASSOCIATION INC ...................... 139 11.9. LICENCE RENEWALS – 33 ALBERT STREET AND 42 RAGLAN STREET, DAYLESFORD – BY DAYLESFORD NEIGHBOURHOOD CENTRE INC AS AUSPICE FOR DAYLESFORD COMMUNITY FOOD GARDENERS ........ 186 ATTACHMENT 8 - THREE YEAR COUNCIL LICENCE – 42 RAGLAN STREET, DAYLESFORD ............................................................................ 190 ATTACHMENT 9 - TWO YEAR COUNCIL LICENCE – 33 ALBERT STREET, DAYLESFORD ............................................................................ 199 11.10. WESLEY COLLEGE CLUNES - LICENCES TO USE PARTS OF THE WAREHOUSE – CLUNES, AND THE CLUNES TOWN HALL ................... 208 ATTACHMENT 10 - COUNCIL LICENCE – WESLEY COLLEGE AT THE WAREHOUSE - CLUNES ........................................................................... 212 ATTACHMENT 11 - CROWN LAND LICENCE 17B – WESLEY COLLEGE AT CLUNES TOWN HALL ......................................................................... 223 3 ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 11.11. RECORD OF ASSEMBLIES OF COUNCILLORS – SEPTEMBER 2014 ..... 233 ATTACHMENT 12 - RECORDS OF ASSEMBLIES OF COUNCILLORS – AUGUST 2014 ................................................................................. 235 12. COUNCIL SPECIAL COMMITTEES (SECTION 86) .............................................. 243 12.1. MINUTES OF SPECIAL COMMITTEES (SECTION 86) ............................. 243 12.2. APPOINTMENT OF COMMITTEE MEMBER TO THE WAREHOUSE – CLUNES SPECIAL COMMITTEE ............................................................... 246 13. COUNCIL ADVISORY COMMITTEES .................................................................. 249 13.1. MINUTES OF ADVISORY COMMITTEES ................................................. 249 13.2. RECOMMENDATION FROM THE PUBLIC ART PANEL .......................... 250 14. CONFIDENTIAL ITEMS ........................................................................................ 252 14.1. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC ....................... 252 14.2. CONFIDENTIAL – BOAT HIRE AGREEMENT AND LICENCE – JUBILEE LAKE RECREATION RESERVE 14.3. CONFIDENTIAL - CONTRACT H525-2014 - PAVEMENT CONSTRUCTION, BITUMINOUS SURFACING, DRAINAGE CONSTRUCTION AND ASSOCIATED WORKS CH0.00KM TO CH1.18KM FAWCETT DRIVE AND CH0.00KM TO CH1.37KM FOULKES CRESCENT, CLUNES 15. RE-OPENING OF MEETING TO PUBLIC ............................................................ 254 16. CLOSE OF MEETING ........................................................................................... 254 AARON VAN EGMOND CHIEF EXECUTIVE OFFICER 21 OCTOBER 2014 4 ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 1. ACKNOWLEDGEMENT OF TRADITIONAL OWNERS We would like to acknowledge we are meeting on Jaara people country, of which members and elders of the Dja Dja Wurrung community and their forebears have been custodians for many centuries. On this land, the Jaara people have performed age old ceremonies of celebration, initiation and renewal. We acknowledge their living culture and their unique role in the life of this region. The Mayor led a minute of silence as a mark of mourning and respect for the passing of The Honourable Edward Gough Whitlam AC QC, 21st Prime Minister of Australia (1972-75). 2. OPENING OF MEETING PRESENT: Mayor Councillor Don Henderson, Deputy Mayor Councillor Kate Redwood AM, Coliban Ward Councillor Sebastian Klein, Birch Ward Councillor Pierre Niclas, Cameron Ward Councillor Neil Newitt, Creswick Ward Councillor Greg May, Holcombe Ward Councillor Bill McClenaghan. IN ATTENDANCE: Chief Executive Officer Aaron van Egmond, General Manager Corporate Services Grant Schuster, General Manager Community Services Kathleen Brannigan, General Manager Infrastructure Bruce Lucas, Manager Planning Justin Fiddes, Manager Community and Economic Development Adam McSwain, Acting Manager Strategic Asset Management Steve Millard, Governance and Corporate Support Officer Mary Dancuk. 5 ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 STATEMENT OF COMMITMENT “WE THE COUNCILLORS OF HEPBURN SHIRE DECLARE THAT WE WILL UNDERTAKE ON EVERY OCCASION TO CARRY OUT OUR DUTIES IN THE BEST INTERESTS OF THE COMMUNITY AND THAT OUR CONDUCT SHALL MAINTAIN THE STANDARDS OF THE CODE OF GOOD GOVERNANCE SO THAT WE MAY FAITHFULLY REPRESENT AND UPHOLD THE TRUST PLACED IN THIS COUNCIL BY THE PEOPLE OF HEPBURN SHIRE” 3. APOLOGIES Nil 4. DECLARATIONS OF CONFLICTS OF INTEREST Nil 5. CONFIRMATION OF MINUTES RECOMMENDATION 5.1 That the Minutes of the Ordinary Meeting of Council held on 16 September 2014 (as previously circulated to Councillors) be confirmed as required under Section 93 (2) of the Local Government Act 1989. 6 ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 MOTION 5.1. That the Minutes of the Ordinary Meeting of Council held on 16 September 2014 (as previously circulated to Councillors) be confirmed as required under Section 93 (2) of the Local Government Act 1989. Moved: Councillor Neil Newitt Seconded: Councillor Greg May Carried. 7 ORDINARY MEETING OF COUNCIL 21 OCTOBER 2014 6. NOTICES OF MOTION 6.1. FUNDING FOR MISS MUDDY EVENT - CRESWICK Date: 10 October 2014 MOTION 6.1.1 That Council contributes up to five thousand dollars to the Miss Muddy event in Creswick. Funds shall be drawn from the budgeted amount set aside to fund the Creswick Four Seasons Festivals. ALTERNATE MOTION 6.1.1. That Council contributes up to $5,000 to the Miss Muddy event in Creswick to support visible service elements of the event. 6.1.2. Hepburn Shire Council to be acknowledged as sponsor in all material; Hepburn Shire Council signage displayed prominently at the event and space be provided for an information stand for Council activities