Glenelg Shire Council Minutes of the Ordinary Council Meeting Held On

Glenelg Shire Council Minutes of the Ordinary Council Meeting held on Tuesday, 24 April 2012, at Glenelg Shire Municipal Offices – Council Chamber 71 Cliff Street, Portland

ORDINARY COUNCIL MEETING - 2 - Tuesday, 24 April 2012

Index Page No. Present: 4

Opening Prayer: 4

Indigenous Acknowledgement 4

Receipt of Apologies: 4

Confirmation of Minutes: 4

Conflict of Interest: 5

Question Time: 5

Questions of which due notice has been given in writing or previously taken on notice: 5

Questions from the Gallery: 5

1. B Double Routes – Kennedy and Browning Street, Portland 5 2. B Double Routes – Kennedy and Browning Street, Portland 5 3. Emergency Management Fire Coordinator 6 4. Australia and New Zealand Forestry Conference 6 5. Passing Lane Works on Princes Highway 6

A. Notices of Motion: 7

A1. Notice of Motion 5 – 2011/2012 – Council Rate Strategy 7-8

B. Deputations: 8

C. Petitions: 9

D. Committee Reports: 9

E. Assembly of Councillor Records 10

E1. Assembly of Councillors Records – 14 February 2012 to 12 April 2012 (Inclusive) 10-12

F. Management Reports 13

F1. Monthly Finance Report – 31 March 2012 13-15 F2. Policy Development – Procurement Policy 16-18 F3. Policy Development – Investment Policy 19-21 F4. Proposal for Formal Endorsement for Trial Great Ocean Road Regional Tourism Board 22-28 F5. Adoption of Fees and Charges for 2012/2013 29-32

ORDINARY COUNCIL MEETING - 3 - Tuesday, 24 April 2012

Index Page No. F6. Speed Limit – Henty Highway, Heywood 33-34 F7. Casterton Kelpie (Multi-Functional) Centre 35-44 F8. Integrated Growth Plan (IGP) for Portland Advisory Committee Change to Terms of Reference 45-47 F9. Aboriginal Name for Portland Child and Family Complex 48-50 F10. Heritage Advisory Committee Change to Terms of Reference 51-52 F11. Heritage Advisory Committee Minutes Recommendations 53-54 F12. Tomorrows Library – Glenelg Shire Council Response 55-65 F13. 2011-2012 Community Grants Program Allocations – Second Round 66-70 F14. Narrawong Beach Patrol 71-75 F15. Aboriginal Tent Embassy 76 F16. B Double Use of Browning and Kennedy Streets, Portland 77-82 F17. Late Item Local Government (Long Service Leave) Regulations 2012 83-85

Any Other Procedural Matter: 86

Urgent Business: 86

Receipt of Items Submitted for Information: 86

Index – Separate Circulations to Reports: 86-87

Closure of Meeting to Members of the Public: 87-88

Adjournment of the Meeting 88

Resumption of the Meeting 88

G. In Camera Reports: 88

G1. Receipt of Audit Committee Minutes – Wednesday 14 March 2012 89-92 G2. Demolition and Construction of a New Toilet Block, Scott Street, Heywood 93-95 G3. Draft Saleyards Booking Procedure and Associated Local Laws Changes 96-102 G4. Contract No. 201103 – Provision of Environmental Monitoring Services – Portland Landfill 103-106 G5. Contract No. 201121 – Supply and Delivery of a Landfill Compactor 107-110 G6. Contract No. 201112 – Provision of Construction Services for Marina in Portland Harbour 111-124 G7. Aboriginal Tent Embassy 125-131 G6. Requests for Leave of Absence 132

Opening of Meeting to Members of the Public 133

Closure of Council Meeting 133

ORDINARY COUNCIL MEETING - 4 - Tuesday, 24 April 2012

TIME:

7.05 pm

PRESENT:

Mayor, Cr Bruce Cross, Cr Geoff White, Cr Gilbert Wilson, Cr Karen Stephens, Cr Robert Halliday and Cr Ken Saunders

Also in attendance were the Chief Executive Officer (Ms Sharon Kelsey), Group Manager Corporate Services (Mr Brendon Grail), Group Manager Community Development (Ms Adele Kenneally), Group Manager Planning and Economic Development (Mr Syd Deam), Group Manager Assets and Infrastructure (Mr Paul Healy) and Senior Administration Officer Corporate Services (Mrs Tanya Flockhart)

OPENING PRAYER:

The Mayor opened the Meeting with the Council Prayer.

INDIGENOUS ACKNOWLEDGEMENT:

The Mayor followed with the Indigenous Acknowledgement.

RECEIPT OF APOLOGIES:

Cr John Northcott

CONFIRMATION OF MINUTES:

MOTION:

Crs Stephens and White

That the minutes of the Ordinary Council Meeting held on 27 March 2012 and, as circulated, be confirmed.

CARRIED

ORDINARY COUNCIL MEETING - 5 - Tuesday, 24 April 2012

DECLARATIONS OF CONFLICT OF INTEREST:

CONFLICT OF INTEREST

„The Local Government Act contains mandatory requirements for both direct and indirect conflict of interest. The objective of the provisions is to enhance good governance in Victorian local government and to improve public confidence in the probity of decision making at Victoria‟s 79 Councils. Councillors are responsible for ensuing that they comply with the relevant provisions contained in Part 4 – Division 1A of the Act.

An online copy of the Local Government Act is available at www.localgovernment.vic.gov.au select – legislation. Alternatively, a printed copy is available for Councillors upon request‟.

Nil

QUESTION TIME:

I. QUESTIONS OF WHICH DUE NOTICE HAS BEEN GIVEN IN WRITING OR HAVE PREVIOUSLY TAKEN ON NOTICE:

Nil

II. QUESTIONS FROM THE GALLERY:

1. B Double Truck Routes – Kennedy and Browning Streets, Portland

Ms Jodi Stevenson asked the following question:

Considering that there has been a continual amount of trucks – 1 every 15 minutes since 4.30 tonight. What is being done to stop the drivers from urinating in public view, especially during the day?

Mayor, Cr Wilson advised that this issue is a topic of an item to be considered later in this meeting and this matter would be discussed as relevant to that item.

2. B Double Truck Routes – Kennedy and Browning Streets, Portland

Mrs Jodie Stephenson asked the following question:

Is the lighting at Kennedy and Browning Street intersection going to be made larger/brighter to avoid trucks overshooting the intersection at 4.30am as happened in the past 2 mornings with the trucks having to reverse back to go around the corner.

Mayor, Cr Wilson advised that this issue is a topic of an item to be considered later in this meeting and this matter would be discussed as relevant to that item.

ORDINARY COUNCIL MEETING - 6 - Tuesday, 24 April 2012

II. QUESTIONS FROM THE GALLERY:

3. Emergency Management Fire Coordinator

The Portland Observer asked the following question:

Can the council provide an update on the emergency management fire coordinator funding situation, given the council‟s resolution on the issue made on January 24 this year?

CEO, Ms Kelsey advised that in relation to this position Council was taking a strong advocacy view and going back to the State Government to seek funding for a full time Emergency Management Fire Coordinator position. Council has raised this matter with a range of different levels of relevant State departments, the MAV and with the Minister for Local Government. Council has been advised that the State is reviewing the funding provisions but at this time Council has not been advised of a final decision. Council is of the view that it will not fund this position of its own accord and will continue to seek full funding in regards to this position.

4. Australia and New Zealand Forestry Conference

The Portland Observer asked the following question:

What will be council‟s role in the lead-up to the five day Australian and New Zealand Forestry Conference listed for Portland in 2015?

Mayor, Cr Wilson advised that this is a Committee of Portland project and Council is keen to support the conference here in Portland and will assist with any requests from the Committee for Portland.

5. Passing Lane Works on Princes Highway

The Portland Observer asked the following question:

Has the council received any further details from the State Government or Vicroads as to when work will start on establishing the new passing lane on the Princes Highway, westbound, near Lyons, as announced by the Member for South West Coast Denis Napthine in August last year?

Mayor, Cr Wilson advised that unfortunately there has been no further details received.

ORDINARY COUNCIL MEETING - 7 - Tuesday, 24 April 2012

A. NOTICES OF MOTION:

A1. NOTICE OF MOTION NO. 5-2011/2012 – COUNCIL RATE STRATEGY (DWS: 1376546)

Cr. Halliday has submitted the following Notice of Motion:

Notice of Motion

In accordance with the Council‟s Governance Local Law and associated Meeting Procedure, I give notice of my intention to move the following motion at the Council meeting to be held on Tuesday, 24 April 2012:

1. That Council adopt, for public consultation, a proposed rate strategy for the 2012/2013 financial year as follows:

a. Reduce the current rebate for Primary Production Land from 30% to 25%; and

b. Reduce the rate in the dollar for Commercial/Industrial land from 120% of the General Land rate to 100% of the General Land rate.

2. Undertake a public consultation process.

Signed: Cr. Halliday Dated: 27 March 2012

Cr Halliday‟s Comments

There has been concern in the community about the changes to rates last year because of the variations from a decrease of 3.33% for Primary Production Land to increases in General Land, Commercial/Industrial Land, Timber Production Land and Recreational Land of 10.5%.

Within this motion there will be no increase to residential rates. The farming sector will be still getting a 25% rebate.

Many people have spoken to me and think that this wide variation is unfair.

Rates are a property tax. The valuation of property should determine the rates payable.

The Commercial/Industrial rate payers are not looking for a rebate, they are looking for to pay 100% rates with no loading, to level the playing field to the rest of the state.

ORDINARY COUNCIL MEETING - 8 - Tuesday, 24 April 2012

A1. NOTICE OF MOTION NO. 5-2011/2012 – COUNCIL RATE STRATEGY (continued)

With on-line buying, the introduction of an increase of 3% employer superannuation, the carbon tax and spiralling electricity prices, the business sector is doing it hard. This needs to be debated by Council. I am giving notice of one month, so that Council can do a proper evaluation of figures involved. This is being done openly and upfront, with no hidden surprises or ambushing.

MOTION

Crs Halliday and White

1. That Council adopt, for public consultation, a proposed rate strategy for the 2012/2013 financial year as follows:

a. Reduce the current rebate for Primary Production Land from 30% to 25%; and

b. Reduce the rate in the dollar for Commercial/Industrial land from 120% of the General Land rate to 100% of the General Land rate.

2. Undertake a public consultation process.

POINT OF ORDER

Cr Cross, advised he believe the information on valuation are confidential.

Mayor, Cr Wilson ruled that no specific figures can be given. Cr Halliday advised he is giving no specific figures, valuation figures are only a part of the overall figures he is discussing.

The MOTION was PUT and resulted in a TIED VOTE

Mayor, Cr Wilson used his casting vote to vote against the motion.

Therefore the MOTION was LOST

B. DEPUTATIONS:

Nil

ORDINARY COUNCIL MEETING - 9 - Tuesday, 24 April 2012

C. PETITIONS:

C1. PETITION RECEIVED REGARDING SPEED LIMIT – RUSSELL STREET, CASTERTON

MOTION:

Crs Stephens and Cross

That Council receive the petition in accordance with clause 5.7.3 of Council‟s Meeting Procedure and the petition organiser be advised that the petition will be dealt with at the Ordinary Council Meeting to be held on Tuesday 22 May 2012.

CARRIED

D. COMMITTEE REPORTS:

Nil

ORDINARY COUNCIL MEETING - 10 - Tuesday, 24 April 2012

E. ASSEMBLY OF COUNCILLOR RECORDS:

E1. ASSEMBLY OF COUNCILLORS RECORDS – 14 FEBRUARY 2012 TO 12 APRIL 2012 (INCLUSIVE) (Separate circulation to Councillors, Group Managers and Media) (DWS: 1376363, 1385994, 1378107, 1385991, 1376802, 1385995, 1385993, 1385992)

Group Manager: Brendon Grail, Group Manager Corporate Services Author: Tanya Flockhart, Senior Administration Officer Corporate Services

Executive Summary

In accordance with the Local Government Act 1989 assembly of Councillors records (including records of those titled as committees) must be reported to the next „practical‟ ordinary Council meeting and recorded in the minutes of that meeting. The objective of submitting the assembly of Councillors (including records of those titled as committees) records to Council meetings is to ensure public transparency in Council decision making processes.

Background

The Chief Executive Officer must ensure that a written record is kept of every assembly of Councillors records (including records of those titled as committees).

Department of Community Development and Planning circular L97 advises that assembly of Councillors records “only needs to be a simple document that records

- The names of all Councillors and staff at the meeting, - A list of the matters considered, - Any conflict of interest disclosed by a Councillor, and - Whether a Councillor who disclosed a conflict left the room.

The circular also advises that: “The record is not required to be in the form of minutes. The recommended approach is to record the “matters” discussed, by listing the headings of the matters. In some cases, meetings may be considering a single matter…”

The circular further advises that: “This does not mean that the record cannot be reported to the Council in the form of minutes. In Councils where it is established practice for minutes of advisory committees to be tabled at Council meetings, the minutes will be sufficient for the purpose if they include the required information, including disclosures.”

ORDINARY COUNCIL MEETING - 11 - Tuesday, 24 April 2012

E1. ASSEMBLY OF COUNCILLORS RECORDS – 14 FEBRUARY 2012 TO 12 APRIL 2012 (INCLUSIVE) (continued)

Report

The legislative requirement became effective from the 24 September 2010.

This report covers the period from the Friday 14 February 2012 to midnight on Thursday 12 April 2012. All assembly of Councillors records (including records of those titled as committees) held during this period must be included.

The following assembly of Councillors records (including records of those titled as committees) held during the period specified above have been received from the relevant Departments/Units:

 Child Care Steering Committee 14 February 2012 (DWS:1376363)  Special Budget Councillors Workshop 19 March 2012 (DWS: 1385994)  Aboriginal Advisory Committee 23 March 2012 (DWS: 1378107)  Council Meeting Briefing Session 27 March 2012 (DWS: 1385991)  Councillors and CEO Monthly Meeting 27 March 2012 (DWS: 1376802)  Discussion Following Council Meeting 27 March 2012 (DWS: 1385995)  Special Budget Councillors Workshop 3 April 2012 (DWS: 1385993)  Councillors Workshop 10 April 2012 (DWS: 1385992)

(a) Legislative and legal requirements

The purpose of this report is to ensure compliance with the Local Government Act 1989. References include:

Section 76AA – Definition of “assembly of Councillors” Section 80A – Requirements for an assembly of Councillors Section 3(1) – Definition of “advisory committee”

(b) Council Plan linkage and policy context

This report links to the Council Plan, particularly key objective: (1) - responsible and responsive governance and decision making.

This report has considered the requirements of the Victorian Charter of Human Rights and Responsibilities.

ORDINARY COUNCIL MEETING - 12 - Tuesday, 24 April 2012

E1. ASSEMBLY OF COUNCILLORS RECORDS – 14 FEBRUARY 2012 TO 12 APRIL 2012 (INCLUSIVE) (continued)

(d) Budget implications

The cost of preparing the monthly reports on assembly of Councillors records (including records of those titled as committees) is another compliance cost imposed by the state government and is an indirect cost within the corporate governance unit salaries and oncost budget.

The cost of preparing assembly of Councillors records (including records of those titled as committees) is an indirect cost within the salaries and oncost budget for each Department/Unit that is responsible for the specified meeting.

Conclusion

It is recommended that Council receive the report.

Officer Recommendation

That Council receive the report on assembly of Councillors records (including records of those titled as committees) for the period Friday 14 February 2012 to Thursday 12 April 2012 (both dates inclusive).

MOTION:

Crs Cross and Saunders

CARRIED

ORDINARY COUNCIL MEETING - 13 - Tuesday, 24 April 2012

F. MANAGEMENT REPORTS:

MOTION:

Cr Stephens and Cross

1. That Council, in accordance with Clause 4.5.3 of the Glenelg Shire Council Meeting Procedure, include item F17. Late Item – Local Government (Long Service Leave) Regulations 2012 as an agenda item for this Council Meeting.

2. That Council, in accordance with Clause 4.5.2 of the Glenelg Shire Council Meeting Procedure, include item G7. Aboriginal Tent Embassy as an agenda item within the confidential section of this Council Meeting.

CARRIED

F1. MONTHLY FINANCE REPORT – 31 MARCH 2012 (Separate circulation to Councillors, Group Managers and Media) (DWS: 1385961, 1385962 and 138593)

CEO: Sharon Kelsey, Chief Executive Officer Author: Linda MacRae, Acting Finance Manager

Executive Summary

The Finance Report up to the 31 March 2012 has been prepared and has been separately circulated to Councillors and Group Managers with this Council Agenda.

Report

The 2011/2012 Annual Budget was adopted by Council on 28 June 2011.

This report provides information on the current status of Council‟s financial position and performance and includes the:

 Executive Summary (including the Glossary of Terms)  Income (Operating) Statement – by Type  Balance Sheet  Cash Flow Statement  Capital Works Statement  Capital Project Expenditure

The report has been prepared on an accrual basis to ensure accurate matching of income and expenditure, both operating and capital items, for the nine month period ending 31 March 2012.

ORDINARY COUNCIL MEETING - 14 - Tuesday, 24 April 2012

F1. MONTHLY FINANCE REPORT – 31 MARCH 2012 (continued)

The monthly finance report provides a high level of financial reporting, including:

 Adopted Budget 2011/2012.  Year-to-Date (YTD) Actual 2011/2012.  Year-to-Date (YTD) Committed 2011/2012. This comprises of YTD Actuals plus expenditure relating to goods or services that have been ordered (committed) but not yet received or paid.  Forecast 2011/2012 Budget

The monthly finance report provides comment on favourable and unfavourable variations and trends identified to date.

A budget review was undertaken in December on the 2011/2012 operational and capital budgets. The review focused on identifying budget „savings‟ (i.e. reduced expenditure or additional income) or budget „shortfalls‟ (i.e. additional expenditures or reduced income). This resulted in a revised operating surplus of $7.399M primarily due a net increase in Government Grants for Capital Projects.

The March Capital Forecast indicates that the end of financial year capital works expenditure could be in the order of $14 M. a) Legislative requirements

This report is being presented in accordance with section 138 of the Local Government Act 1989 and Regulation 5 of the Local Government (Finance and Reporting) Regulations 2004. Although the Regulations require a quarterly reporting cycle, the Glenelg Shire provides a monthly finance report to enable Council and residents to monitor the Glenelg Shire‟s financial performance on a more frequent basis.

(b) Council Plan linkage and policy context

The monthly finance report links to the Council Plan, particularly key objective: (1) - responsible and responsive governance and decision making.

A component of this strategic objective is that Council will provide prudent and responsible stewardship for the community assets and resources within our care.

The monthly finance report has considered the requirements of the Victorian Charter of Human Rights and Responsibilities.

ORDINARY COUNCIL MEETING - 15 - Tuesday, 24 April 2012

F1. MONTHLY FINANCE REPORT – 31 MARCH 2012 (continued)

Conclusion

Councillors are invited to contact the Acting Finance Manager (Linda MacRae) if further information is required for the Council Meeting.

Officer Recommendation

That the Monthly Finance Report for the period ending 31 March 2012 be received.

MOTION:

Crs Stephens and Cross

That the Monthly Finance Report for the period ending 31 March 2012 be received.

CARRIED

ORDINARY COUNCIL MEETING - 16 - Tuesday, 24 April 2012

F2. POLICY DEVELOPMENT – PROCUREMENT POLICY (Separate circulation to Councillors, Group Managers and Media) (DWS: 1386273)

CEO: Sharon Kelsey, Chief Executive Officer Author: Linda MacRae, Acting Finance Manager

Executive Summary

The purpose of this report is to enable Council to adopt the reviewed Procurement Policy in accordance with the Local Government Act 1989.

Report

Council‟s Procurement Policy, revised to take account of the new 2009 Legislation, was adopted by Council in November 2009.

A review was undertaken during the 2010/2011 financial year. This revised Policy was adopted by Council in April 2011.

There are no major amendments to this 2012 review. It includes some administrative and definition changes to provide more clarity for users of the Policy.

(a) Legislative requirements

Section 186A (7) of the Act requires that Council at least once in each financial year, a Council must review its current procurement policy and may, in accordance with this section, amend the procurement policy.

(b) Council Plan linkage and policy context

The Procurement Policy links to the Council Plan, particularly key objective: (1) - responsible and responsive governance and decision making and (3) - strengthening a vibrant economy.

The Procurement Policy links to a range of Glenelg Shire policies including the Fraud Prevention Strategy.

ORDINARY COUNCIL MEETING - 17 - Tuesday, 24 April 2012

F2. POLICY DEVELOPMENT – PROCUREMENT POLICY (continued)

Extensive Local Government consultation took place in 2009 to develop a local government sector wide approach to an Industry procurement policy. This resulted in the Municipal Association of Victoria developing a local government procurement policy for use as a base model. The MAV model was used by Council in its 2009 Procurement Policy. The 2011 review and this 2012 review builds on best practice processes derived from attendance at Industry Workshops and input from Local Government Professionals.

(d) Communication

Following adoption of the policy by Council, it will be communicated to Glenelg Shire staff and made available for public inspection via the Glenelg Shire web site as required by section 186A (8) of the Act.

(e) Evaluation and Review

The policy must be reviewed at least once during each financial year in accordance with Section 186A (7) of the Act. This review will be scheduled in the 2012/2013 Corporate Services Department Plan.

(f) Budget implications

The adoption of the procurement policy will not require additional direct budget allocation and will not require additional staff resources. The cost of preparing the procurement policy is an indirect cost and is included in the Corporate Services Department budget.

(g) Charter of human rights and responsibilities

The Procurement Policy and this report have considered the requirements of the Victorian Charter of Human Rights and Responsibilities.

Conclusion

The reviewed procurement policy is largely reflective of the previous procurement policy and does not represent any change in delegations. The Policy is reflective of Council‟s commitment to ethical, fair, transparent and statutory compliant procurement practices that seek to deliver best value outcomes for the Glenelg Shire.

ORDINARY COUNCIL MEETING - 18 - Tuesday, 24 April 2012

F2. POLICY DEVELOPMENT – PROCUREMENT POLICY (continued)

Officer Recommendation

1. That Council adopt the reviewed Procurement Policy dated 24 April 2012.

2. That the Procurement Policy be effective from the 24 April 2012.

MOTION:

Crs Stephens and Saunders

1. That Council adopt the reviewed Procurement Policy dated 24 April 2012.

2. That the Procurement Policy be effective from the 24 April 2012.

CARRIED

ORDINARY COUNCIL MEETING - 19 - Tuesday, 24 April 2012

F3. POLICY DEVELOPMENT – INVESTMENT POLICY (Separate circulation to Councillors, Group Managers and Media) (DWS: 1382301)

CEO: Sharon Kelsey, Chief Executive Officer Author: Linda MacRae, Acting Finance Manager

Executive Summary

The purpose of this report is to enable Council to adopt the 2012 review of Council‟s Investment Policy.

Report

Council‟s Investment Policy was last reviewed by Council‟s Audit Committee in November 2009 and adopted by Council on 15 December 2009.

The November 2009 review made some minor changes, resulting from an Internal Audit review.

The Investment Policy was completely redrafted and adopted by Council in 2008 to take into account the impacts of the global economy at that time.

In October 2008 the Federal Government guaranteed funds and products deposited with Institutions that met specified criteria. Council‟s 2008 and 2009 Investment Policy reflected this situation. This Government guarantee was in place until October 2011. Since October 2011 there has been a transition phase of withdrawal of the Government Guarantee which ceased in February 2012.

This April 2012 Investment Policy review reflects the withdrawal of the Government Guarantee and makes other very minor amendments.

Council‟s Investment Policy reflects a prudent conservative approach to the management and investment of Council‟s surplus cash funds.

The Audit Committee endorsed the 2012 Draft Investment Policy at its Meeting on 14 March 2012 recommended that it be referred to Council for approval.

(a) Legislative requirements

There are no specific legislative requirements that relate to a review of Council‟s Investment Policy.

ORDINARY COUNCIL MEETING - 20 - Tuesday, 24 April 2012

F3. POLICY DEVELOPMENT – INVESTMENT POLICY (continued)

(b) Council Plan linkage and policy context

The Investment Policy links to the Council Plan, particularly key objective: (1) - responsible and responsive governance and decision making.

Consultation has taken place with Council‟s Audit Committee.

(d) Communication

Following adoption of the policy by Council, it will be communicated to appropriate Council Staff

(e) Evaluation and Review

This policy will be reviewed on a three yearly basis and in accordance with any legislative or council changes and/or requirements.

(f) Budget implications

The adoption of the Investment policy has no direct budget implications.

(g) Charter of human rights and responsibilities

The Procurement Policy and this report have considered the requirements of the Victorian Charter of Human Rights and Responsibilities.

Conclusion

The reviewed Investment policy reflects the withdrawal of the Government Guarantee and makes other very minor amendments.

Council‟s Investment Policy reflects a prudent conservative approach to the management and investment of Council‟s surplus cash funds.

ORDINARY COUNCIL MEETING - 21 - Tuesday, 24 April 2012

F3. POLICY DEVELOPMENT – INVESTMENT POLICY (continued)

Officer Recommendation

That Council adopt the reviewed Investment Policy dated 24 April 2012.

MOTION:

Crs Stephens and Cross

That Council adopt the reviewed Investment Policy dated 24 April 2012.

CARRIED

ORDINARY COUNCIL MEETING - 22 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD

Group Manager: Sydney Deam, Group Manager Planning and Economic Development Author: Gary Bebbington, Economic Development and Tourism Manager

Executive Summary

To inform Council on the latest Tourism Victoria proposal for a trial Great Ocean Road Tourism Board and to request Council accept the invitation to participate at a cost of $30,000.

Background

During 2008 extensive consultation was undertaken to review issues in regional tourism in Victoria. As a result of this consultation the Regional Tourism Action Plan (RTAP) was developed and released in December 2008.

In relation to Regional Tourism structures, the RTAP noted:

 Many regional structures are under resourced and lack adequate funding support.

 Regional structures rely heavily on volunteers who are struggling to cope with competing demands from their own business.

 The roles and responsibilities of some regional structures are unclear or duplicated.

 Many regions do not communicate well with stakeholders.

 Existing regional Campaign Committee‟s only focus on marketing and are unable to address other critical issues impacting regional tourism growth such as product development, investment attraction, skills training and sustainability management.

Report

As a consequence of these findings and based on industry feedback, the RTAP determined to evolve industry structures over the next 3-years. This involved the creation of a Regional Tourism Board (RTB) in each region to set the overarching strategic vision and direction for tourism. The RTB will play a critical role in creating a platform for future growth and will have responsibility for a range of key functions. The key function of a RTB would include:

ORDINARY COUNCIL MEETING - 23 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD (continued)

 Industry development

 Product development

 Regional marketing

 Skills training

 Mentoring

 Identification of investment priorities

 Managing sustainability

The RTAP determined that a new RTB would not replicate other structures nor create additional bureaucracy in the region. Once established, the existing Campaign Committee‟s would be disbanded.

As part of ensuring regional ownership of the new regional structure, a regionally based Implementation Committee was established to work with Tourism Victoria on developing a preferred structure and funding model. The Implementation Committee was nominated by the region and consisted of Local Government representatives, Tourism Association representatives, tourism operators and representatives from Parks Victoria and Tourism Victoria. The first Implementation Committee meeting was held in September 2010 however following several meetings they were unable to reach agreement and the Committee was „terminated‟ early in 2011.

It was then determined that Tourism Victoria would work with Local Government Chief Executive Officers to establish a new Regional Tourism Board. A series of meetings were held with Local Government CEO‟s and the Acting Chief Executive Officer of Tourism Victoria during March/April 2011. At these meetings a structure was put forward. During May 2011 Tourism Victoria met with each of the Local Government CEO‟s to determine their position on the proposed structure. Unfortunately due to a range of reasons, including Geelong City opting out of the structure, the concept did not proceed.

A paper was presented to the Ordinary Meeting of Council 23 August 2011 with the following Officer Recommendation:

ORDINARY COUNCIL MEETING - 24 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD (continued)

Officer Recommendation

1. That Council‟s Tourism unit consults with Shire tourism organisations to determine their view on Tourism Victoria‟s proposal.

2. That Council‟s CEO continues discussions with Tourism Victoria regarding Glenelg Shire Council‟s inclusion and funding contribution to the new regional tourism board.

3. That after discussions with Tourism Victoria and Shire tourism organisations a report recommending options is submitted to Council.

Crs White and Wilson

That the recommendation be adopted

CARRIED

Consultation with Shire Tourism organisations was completed with no firm view forthcoming on a position other than ensuring that any participation fees were considered to be reasonable.

The new Chief Executive Officer of Tourism Victoria, Leigh Harry, then communicated with all CEO‟s of Great Ocean Road Local Governments with an alternative proposal. This current proposal is a result of these discussions. The key focus of this new Proposal is a two-year trial of a RTB (1 July 2012 to 30 June 2014). Under this proposal a skills based Board would be appointed. The composition of the trial RTB proposed is:

 An Executive Chairperson

 Two nominations from G21 Group of Councils

 Two nominations from Great South Coast Councils

 Six skills based Directors through a public Expressions of Interest

 One Tourism Victoria nominated Director

The trial structure would be a partnership between Local Governments and Tourism Victoria. Under this model Councils would join the RTB partnership under the same financial contribution they currently pay to existing Regional

ORDINARY COUNCIL MEETING - 25 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD (continued)

Tourism Associations (e.g.: Geelong Otway Tourism, Shipwreck Coast Marketing, etc). The breakdown of proposed contributions is as follows:

 Surf Coast - $60,000

 Colac Otway - $60,000

 Corangamite - $80,000

 Warrnambool - $180,000

 Moyne - $80,000

Glenelg Shire Council doesn‟t financially contribute to a Regional Tourism Association and is invited to join the new trial RTB at an annual cost of $30,000. The City of Greater Geelong will be invited to join the trial RTB at an annual cost of $200,000. Tourism Victoria is committed to provide $550,000 per annum. The trial RTB will undertake the following key roles:

 Develop a 5-year strategic tourism plan for the region

 Manage all Tourism Victoria funded projects, e.g.: Marketing, Industry Development, etc.

 Establish appropriate Board governance

 Develop a “team approach” to the development of tourism in the region

 Undertake an external review of the trial and make recommendations for future tourism structures in the region

 Move towards the appointment of a full time CEO within the two year trial period

Staffing of the trial RTB will be via the appointed Executive Chairperson and the seconding of existing Regional Tourism Association staff across to the new entity. The initial office location of the new trial RTB will be determined at a later date. The trial RTB would operate with detailed MOU‟s/Agreements within all Local Government partners and Tourism Victoria.

ORDINARY COUNCIL MEETING - 26 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD (continued)

(a) Council Plan

The Glenelg Shire Council Plan lists “strengthening a vibrant economy” as a strategic objective and in particular “develop our tourism industry. The Great South Coast Regional Strategic Plan (tourism) states that there is great potential to improve the economy if “fragmented approaches to tourism planning can be replaced with a comprehensive strategy”

(b) Budget Implications

There is no current budget allocation to support this proposal, however the contribution of $30,000 could be sourced from the proposed 2012/13 tourism marketing budget by reviewing and reallocating marketing expenditure. After a year of the trial RTB‟s operation the results would be reviewed and any further budget proposal referred to a future budget process for consideration by Council.

A quality RTB will deliver a range of benefits:

 A regional and coordinated approach

 Provision of role clarity

 Provision of a united and representative voice on tourism

 Regional ownership

 Central point of contact for all levels of Government

 Access to national and state tourism initiatives

 Glenelg Shire having a single point of contact

 Equal access to funding opportunities

 The opportunity to nominate a representative

ORDINARY COUNCIL MEETING - 27 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD (continued)

Conclusion

Glenelg Shire and the Discovery Coast are part of the Great Ocean Road in terms of the key Victorian tourism regions and their marketing (even though not quite geographically connected to the Great Ocean Road). More visitors are extending their journey along the coast to Glenelg Shire than previously and there are advantages in continuing this association with the Great Ocean Road.

The latest proposal to Glenelg Shire Council from Tourism Victoria to participate in the new regional structure is far better suited to our existing tourism structure and the financial commitment required more reflective of our position on the “Great Ocean Road”.

Officer Recommendation

1. The Council supports the establishment of the new Great Ocean Road trial Regional Tourism Board by accepting Tourism Victoria‟s invitation to join at an annual cost of $30,000 from the proposed 2012/2013 budget.

2. That after a year of the trial Regional Tourism Board‟s operation, the results be reviewed and any further budget proposal referred to a future budget process for consideration by Council.

MOTION:

Crs White and Cross

2. That after a year of the trial Regional Tourism Board‟s operation, the results be reviewed and any further budget proposal referred to a future budget process for consideration by Council.

AMENDMENT:

Cr Stephens and Saunders

3. That Council establish a Tourism Advisory Committee to report to Council.

CARRIED

ORDINARY COUNCIL MEETING - 28 - Tuesday, 24 April 2012

F4. PROPOSAL FOR FORMAL ENDORSEMENT FOR TRIAL GREAT OCEAN ROAD REGIONAL TOURISM BOARD (continued)

MOTION:

Cr White and Cross

2. That after a year of the trial Regional Tourism Board‟s operation, the results be reviewed and any further budget proposal referred to a future budget process for consideration by Council.

3. That Council establish a Tourism Advisory Committee to report to Council.

CARRIED

ORDINARY COUNCIL MEETING - 29 - Tuesday, 24 April 2012

F5. ADOPTION OF FEES AND CHARGES FOR 2012/2013 (Separate circulation to Councillors, Group Managers and Media) (DWS: 1389156)

CEO: Sharon Kelsey, Chief Executive Officer Author: Linda MacRae, Acting Finance Manager

Executive Summary

The purpose of this report is to enable Council to adopt the Fees and Charges for the 2012/2013 financial year.

Background

As part of its annual Budget preparation process, Council reviews its suite of user fees and charges. So that the new fees and charges can commence on the 1 July 2012, the fees and charges need to be adopted earlier than the Council Budget. This enables the incorporation of proposed fees and charges into the 2012/2013 budget, and ensures that sufficient notice is provided to service users and customers.

All Council‟s fees and charges have been reviewed for the 2012/2013 financial year. A number of fees and charges are fixed by the Federal or State Government and are non discretionary. Fees and charges that are discretionary and set by Council have been reviewed by the relevant service area.

As a guiding principle, the Council‟s Strategic Financial Plan was based on an average increase of five per cent for discretionary Council fees and charges. The majority of fees and charges for 2012/2013 have been increased by five percent (5%), with the exception of statutory fees (determined by external legislation and not Council) and those items impacted by rounding. Any other fee or charge that has either increased or decreased by a different amount to five percent (5%) has been considered by Council.

Report

(a) Legislative requirements

Section 113 of the Local Government Act 1989 provides that a Council may by resolution determine a fee or charge in relation to any property, undertaking, goods, service or other act.

ORDINARY COUNCIL MEETING - 30 - Tuesday, 24 April 2012

F5. ADOPTION OF FEES AND CHARGES FOR 2012/2013 (continued)

(b) Council Plan linkage and policy context

The proposed fees and charges for 2012/2013 will contribute to the achievement of all four Council Plan key strategic objectives:

(1) Responsible and responsive governance and decision making

A component of this strategic objective is that Council will provide prudent and responsible stewardship for community assets and resources within our care.

(2) Enhancing community well being

(3) Strengthening a vibrant economy

(4) Building quality places

The proposed fees and charges for 2012/2013 have considered the requirements of the Victorian Charter of Human Rights and Responsibilities.

(d) Budget Implications

Fees and charges are an important component of Council‟s total revenue. The estimated income from fees and charges for 2012/2013 is $5.6M (14% of Council‟s Operating Revenue of $39M)). The proposed fees and charges for 2012/2013 have been included in the 2012/2013 draft Budget.

(e) Consultation

The following groups have been consulted as part of determining specific changes:

 Portland Bay Local Port Advisory Committee  Portland Family History Group  YMCA

The draft fees and charges for 2012/2103 have been discussed during various Councillor Budget Workshops.

ORDINARY COUNCIL MEETING - 31 - Tuesday, 24 April 2012

F5. ADOPTION OF FEES AND CHARGES FOR 2012/2013 (continued)

In accordance with good business practice and the Community Engagement Strategy, the new fees and charges document will be available at Customer Service Centers, placed on the Council Web site and designated users will be advised by letter.

Conclusion

As service recipients and customers should be given reasonable notice prior to a fee or charge changing, the adoption of the fees and charges for the 2012/2013 financial year will provide a reasonable notice period and the commencement of the new fees and charges on the 1 July 2012, it is therefore recommended that the Fees and Charges for 2012/2013 be adopted.

Officer Recommendation

1. That Council adopt the fees and charges contained in the 2012/2013 Fees and Charges document, separately circulated (as initialled by the Chairperson), subject to Council reserving the right to vary the fees and charges during the 2012/2013 financial year following completion of any subsequent reviews.

2. That Council, as a matter of policy, set all statutory fees and charges at the maximum level permitted by the relevant Act or Regulation, unless otherwise specified in the 2012/2013 Fees and Charges document.

It is noted that a late amendment to the Officer Recommendation was received:

2. That Council, as a matter of policy, set all statutory fees and charges at the statutory limit and make any amendment to such statutory fees and charges during the financial year as appropriate, unless any statutory fee in the attached schedule is not set at the statutory limit.

ORDINARY COUNCIL MEETING - 32 - Tuesday, 24 April 2012

F5. ADOPTION OF FEES AND CHARGES FOR 2012/2013 (continued)

MOTION:

Crs Stephens and Cross

CARRIED

ORDINARY COUNCIL MEETING - 33 - Tuesday, 24 April 2012

F6. SPEED LIMIT - HENTY HIGHWAY, HEYWOOD (Separate circulation to Councillors, Group Managers and Media) (DWS: 1370241, 1379327)

Group Manager: Paul Healy, Group Manager Assets and Infrastructure Author: Paul Healy, Group Manager Assets and Infrastructure

Executive Summary

This report is to advise the current status of Council‟s request to reduce the speed limit on Henty Highway in Heywood and outline the process from here.

Background

Following the Council Meeting on 28 February 2012, a letter has been sent to VicRoads requesting a reduction of the speed limit on Henty Highway, through the Township of Heywood. This letter is a separate circulation to this report labelled Appendix A.

VicRoads have reviewed the speed limit and advised they will keep the current speed limit of 60km/h. The reply letter from VicRoads is a separate circulation to this report labelled Appendix B.

In addition to this, VicRoads held a public meeting in Heywood on Thursday 22 March. At the meeting residents raised several issues including additional reasons why the speed limit should be reduced:

 Lack of sight distance due to parked Semi-trailers

 Turning movement issues

VicRoads indicated that they will take these concerns on board and will investigate further.

Council staff have been proactive in following up on this matter and are now arranging for a community meeting to be held in the coming weeks to work through the issue. VicRoads have accepted Council‟s request to attend the meeting.

Officer Recommendation

That Council note the report.

ORDINARY COUNCIL MEETING - 34 - Tuesday, 24 April 2012

F6. SPEED LIMIT - HENTY HIGHWAY, HEYWOOD (continued)

MOTION:

Crs Saunders and Stephens

That Council note the report.

CARRIED

ORDINARY COUNCIL MEETING - 35 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (Separate circulation to Councillors and Group Managers) (DWS: 1369488)

Group Manager: Sydney Deam, Group Manager Planning and Economic Development Author: Gary Bebbington, Economic Development and Tourism Manager

Executive Summary

This paper recommends that Council proceed with the lodgement of the funding application for the existing Casterton Visitor Information Centre upgrade and inform VicTrack of their intention to proceed with the purchase of Lot 47 Railway Precinct Casterton pending the Victorian Government‟s approval of the sale.

Background

The Business Case was completed and the report was presented to a Councillor Workshop and then the January 2010 Ordinary Meeting of Council. Since that time Council has been in discussion with VicTrack over the possible lease or purchase of Lot 47 Railway Precinct Casterton as a potential site for the Centre. In addition, the report discusses the upgrade to the Casterton VIC.

Casterton is located in the north of the Glenelg Shire, with a population of 1,600 and services a catchment of approximately 3,000 people. The town population has declined steadily, by almost 20%, in the period 1981 – 2006. In 1996 the Casterton 2000 project group was in search of ways to promote the town‟s upcoming 150th anniversary, tourism and heritage. It found that the Kelpie breed had originated from nearby Warrock Station and so decided to use the Kelpie as its promotional theme.

The highly successful Australian Kelpie Muster has been held in the town each June long weekend since 1997, incorporating a Kelpie Festival and a working dog auction.

The community is keen to build on the town‟s reputation and connection with the Kelpie and the development of a Kelpie Interpretive Centre has been promoted. A feasibility study commissioned by the Council in 2004 put forward a proposal to develop a multipurpose centre incorporating a Kelpie interpretive display. A community planning process in 2007 and 2008 reiterated the community‟s support for the project. Benefits from the project, identified by the community, included providing a focus point for a range of different activities from tourism to promotion of events and, significantly, being a source of pride within the community.

ORDINARY COUNCIL MEETING - 36 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

In 2009 Glenelg Shire Council sought a consultant to prepare a full Business Case for options to implement the Casterton Kelpie (Multi-Functional) Centre.

The consultant‟s brief was that the centre was envisaged as being a service hub for Casterton and visiting State and Federal services, a community meeting place, a showcase for cultural and historical activities and a facility that is able to value add to events and activities that attract tourists to the area as part of broader tourism routes and promotions. The scope of the building / activities for inclusion in a multi-functional centre was:

 Visitor Information Centre (VIC)

 Kelpie Interpretive area

 An area for the display and sale of local arts and crafts and possibly wine from the Coonawarra Region of South Australia

 Library (an e-library or a full stand-alone facility)

 Televillage including high speed internet access

 Community Meeting Room

 An educational training room / facility capable of being used by Southwest TAFE in Victoria or South East TAFE in South Australia

 An adjacent Amphitheatre.

Analysis of Need

The project brief required an assessment of the likely uses and users of a proposed multi-purpose centre. The brief defined the scope of activities for inclusion in the centre and accordingly they were the primary focus of the study.

A gap analysis followed the preliminary research phase, which involved consultation with the Council and key stakeholders and the review of previous studies. Key findings from the analysis were:

1. Justified needs warranting action:

 Refurbishment of the existing VIC

 Retention of the VIC accreditation

ORDINARY COUNCIL MEETING - 37 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

 Providing access to quality information on the Kelpie heritage and experience

 Providing access to historical records of the Casterton and District Historical Society

 Improving the quality of the town‟s public conveniences that will provide service 24 hours/day

 Undertaking tourism marketing/promotion of Casterton and district

2. Perceived needs warranting consideration, although not proven

 Increase in interest in researching family history and genealogy

3. Perceived needs that lack compelling or any evidence

 Lack of evidence on the need to relocate the Council customer service centre, the public library and public internet access (televillage)

 Lack of capability and capacity of existing meeting facilities to meet needs

 Lack of capacity of existing facilities for education and training to meet needs

Project Objectives

An Investment Logic Map was prepared. It is a simple single-page depiction of the logic that underpins the investment. It provides the core focus for the investment. The finished study questioned “whether there is sufficient evidence to support all the consequences defined in the „Problems‟”.

The study also states “notwithstanding, there is no doubt, from the consultation, that many locals believe in the reality of the problems as stated. The consequences (reduced visitation, harming the tourist industry, limit to attracting visitors) may well be more reflective of a small community searching for opportunities to take affirmative action to create a sustainable future”.

ORDINARY COUNCIL MEETING - 38 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

The Business Case focused on the options to meet the needs for a Visitor Centre building. It does not provide any further assessment of the options for implementing the support attractions and programs. The study suggests “the case for a multi-purpose centre, as envisaged in the brief, is not sustained on the evidence derived from the research”.

Development Options

Three options were examined to meet the justified needs.

Option 1

The first option proposed a refurbishment of the existing VIC footprint with the addition of a small display room for a Kelpie interpretative area. Final design plans (see attached) for the existing VIC were finished in March 2012 with an increase of 20% in the building size footprint.

Option 2

The second option proposed a significant expansion at the current VIC site. In addition to the refurbishment of the centre, it adds a history research centre and a small theatrette. This option has now been abandoned due to opposition from the Catchment Management Authority over any increase in the footprint larger than 20% due to the floodplain location.

Option 3

The third option is the development of a new facility. This proposal features a larger visitor information display area, space for the Kelpie interpretive display, theatrette, history display and research room, crafts display area and associated servicing facilities. The preferred site is at Lot 47 on the Railway Precinct fronting Henty Street. The site adjoins spacious parklands with playground and picnic facilities. Substantial on-street parking is available. Other sites considered for a new facility included the Town Hall and Island Park.

Preferred Option

The study recommended the Kelpie Centre on Lot 47 of the Railway Precinct on the basis that it will best meet the demonstrated and justified needs identified in the report. It stated it also better met the community‟s expectations in terms of the development of a (promised or long awaited) new facility in Casterton.

ORDINARY COUNCIL MEETING - 39 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

It stated “the preferred option serves the dual purposes of providing:

 A practical investment in the form of a modern visitor centre; and

 A socially responsible project that will support the Council Plan‟s goals of „enhancing community wellbeing‟ and „strengthening a vibrant economy‟”.

In 2010 the cost estimate for the recommended option was $1,070,300. Part of the financial analysis determined a base funding commitment for the Council of $231,000. The amount is within the range that the Council indicated in 2004 that it would contribute to the project. At the time of the report, the best opportunity for funding the balance ($839,300) was the Federal Government‟s Jobs Fund program. This is no longer available.

At that time, the implementation of the preferred option was contingent on the Council negotiating a beneficial long term lease of the Railway Precinct site with VicTrack. The option of acquiring the site was then dismissed as a consequence of advice from the Department of Transport (DoT) that it would oppose the sale, unless an “alternative station site is found for the prospect of rail services being returned in the future” and that this alternative site has the Council‟s “formal support”. This was seen as a very onerous and time consuming task.

The study also stated that if a beneficial lease did become available, should the level of external funding for the preferred Railway Precinct option not be forthcoming within a reasonable period of time that Council then pursue the implementation of the refurbishment of the existing VIC.

Supporting Actions

The study stated that “the case for a more substantial multi-purpose centre is not sustained on the evidence derived from the research. Several of the potential uses reviewed can be well satisfied at current locations. Notwithstanding, the report does identify the need to make improvements to other assets in order to fully achieve this. Improvements to current assets are considered to be a more cost effective approach to developing a larger multi-purpose centre”.

The improvements recommended were:

 Installation of a lift at the Town Hall to improve access to the meeting rooms;

ORDINARY COUNCIL MEETING - 40 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

 Improvements to the fit out of the meeting rooms at the Town Hall;

 Improvements to the condition of the Railway Station building to make it suitable for the safe and proper storage of the Historical Society collection and suitable for regular public access and;

 Improvements to the quality of the Clarke Street public conveniences.

The Report‟s Primary Recommendations at the time were:

1. That the Council support the development of a „Casterton Kelpie Centre‟ at the Railway Precinct based on the concept design presented in this report and agree to commit funding of at least $231,000 toward the project, subject to:

a. A beneficial long-term lease of the Railway Precinct site being secured; and

b. External funding for the balance of the cost being sourced.

2. That the Council prepares an application for funding from the Federal Government Jobs Fund program in readiness for the next funding round.

3. That the Council seeks funding from relevant State Government programs including the Regional Infrastructure Development Fund.

4. That the Council agrees to be fully responsible for the ongoing operation and maintenance of the proposed Casterton Kelpie Centre.

5. That the Council commit to maintaining the accreditation rating for the Casterton VIC and therefore meeting the associated accreditation criteria.

6. That the Council appoints a Kelpie Centre Advisory Committee comprising of representatives of the user groups with a direct interest in the Centre and that the Committee‟s primary roles include:

a. Providing the opportunity for occupancy groups to liaise on issues and needs;

b. Advising on centre layout arrangements;

c. Advising on visitor feedback; and

ORDINARY COUNCIL MEETING - 41 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

d. Advising on volunteer support and recruitment.

The Report‟s Secondary Recommendations at the time were:

1. That if the full external funding required for the preferred Option is not confirmed by 30 June 2010 that the Council abandon the project and pursue the redevelopment of the existing VIC, based on the concept design for Option 1 presented in this report.

2. That provision is made in future Council budgets to complete the following improvements to current assets:

a. Installation of a lift at the Town Hall to improve access to the meeting rooms;

b. Improvements to the fit out of the meeting rooms at the Town Hall;

c. Improvements to the condition of the Railway Station building to make it suitable for the safe and proper storage of the Historical Society collection and suitable for regular public access; and

3. That the Casterton Kelpie Association be encouraged to undertake quantitative research to better understand the potential market for working dog demonstration activities.

The report noted the Railway Precinct site can only be used and the project proceed if VicTrack confirm that it is surplus to their needs and Council can secure appropriate long term tenure or ownership of the site that will protect any investment made on the land. At Councillors request, the Casterton Railway Precinct Advisory Committee was asked to advise Council of their thoughts and after studying the report they recommended Option 3 of the Casterton Kelpie Centre Business Case report as the only viable option for this project.

A paper was prepared late 2009 for Council with the following Officer Recommendation:

Officer Recommendation

That Council

1. Note that the identified requirements for community facilities in Casterton can be accommodated through the upgrade and utilisation of existing community buildings, including:

ORDINARY COUNCIL MEETING - 42 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

a. VIC  Additional floor space  Enhanced focus on tourism displays  Kelpie information display  Area for local Arts and Crafts

b. Casterton Town Hall  Improved access to all levels of the building  Installation of a lift  Refurbishment of existing meeting rooms

c. Railway Station Building  Improvements to the condition of the Railway Station building to make it suitable for the safe and proper storage of the Historical Society collection and suitable for regular public access.

2. Note that the upgrade and use of existing community facilities for community meetings and activities is the most cost effective option of addressing this need.

3. Investigate and refer to the 2010/2011 budget.

An alternative motion was put forward that was carried at the OCM 27 January 2010.

MOTION

Cr Stephens and Cross

1. That Council acknowledge the recommendation from the Casterton-Railway Precinct Advisory Committee that Option 3 of the Casterton Kelpie Centre Business Case Report as the only viable option for this project.

2. That through the Casterton Railway Precinct Advisory Committee, Council Community Planning Group and Casterton District Community Capacity Group with the support and assistance of the Glenelg Shire that we seek a delegation with the Minister of Transport to pursue our case for the parcel of land detailed as Lot 47 to determine a way forward for this project.

CARRIED

ORDINARY COUNCIL MEETING - 43 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

Report

This report re-presents the Business Case review on the need and feasibility for the development of a proposed Kelpie (Multi-Functional) Centre at Casterton and recent correspondence from VicTrack on the purchase of Lot 47 of the Railway Precinct land for the proposed site. Correspondence received from VicTrack in January 2012 now sees a change in Vic Track‟s position indicating it would sell the required Lot 47 parcel of land. However VicTrack also advise that the Victorian Government is currently reviewing the sale of all government land and are not able to proceed with the sale until the review is complete.

VicTrack is unable to seek the Minister's and Treasurers approval at this stage but in the meantime is continuing to seek all internal approvals for the sale of the land to Council. It would appear that the approximate purchase price and costs may be in the order of $42,000 to $46,000 (inclusive of GST). VicTrack seek confirmation that Council is still prepared to proceed based on these approximate figures.

(1) Current Situation

 Existing Visitor Information Centre designs have been prepared. Council‟s contribution to proposed 3:1 Grant Funding can be met through existing 2011-2012 Capital Works allocation of $44k and existing Seek Grant budget. The final grant application is now ready for submission upon direction by Council. If funding is gained, working plans and a scope of works will be produced for a tender.

 There is currently $60,400 (ex GST) allocated in the 2011/12 Capital Works Budget (new and upgrade works) towards progressing and developing the Kelpie (Multi-Functional) Centre. This could be used to purchase Lot 47 Railway Precinct Casterton if carried forward to the 2012/13 budget.

(2) Council Plan

The project fits within Council‟s Plan of „Strengthening a Vibrant Economy‟ – “Develop our Tourism Industry” and „Building Quality Places‟ – “We will implement and monitor key asset improvement and maintenance plans”.

ORDINARY COUNCIL MEETING - 44 - Tuesday, 24 April 2012

F7. CASTERTON KELPIE (MULTI – FUNCTIONAL) CENTRE (continued)

Conclusion

Funding is available for Council‟s contribution to the Visitor Information Centre upgrade if the grant application was successful. The existing funds allocated in the 2011/12 budget towards progressing and developing the Kelpie (Multi- Functional) Centre can be used to purchase Lot 47 Railway Precinct Casterton (pending confirmation of sale from VicTrack). Given that funding may be some years away for the actual construction of the Kelpie (Multi Functional) Centre, it may be prudent to progress both projects.

Officer Recommendation

1. Council proceed with the lodgement of the funding application for the existing Casterton Visitor Information Centre upgrade.

2. Council inform VicTrack of their intention to proceed with the purchase of Lot 47 Railway Precinct Casterton pending the Victorian Government‟s approval of the sale.

MOTION:

Crs Cross and Halliday

1. Council proceed with the lodgement of the funding application for the existing Casterton Visitor Information Centre upgrade.

2. Council inform VicTrack of their intention to proceed with the purchase of Lot 47 Railway Precinct Casterton pending the Victorian Government‟s approval of the sale.

CARRIED

ORDINARY COUNCIL MEETING - 45 - Tuesday, 24 April 2012

F8. INTEGRATED GROWTH PLAN (IGP) FOR PORTLAND ADVISORY COMMITTEE CHANGE TO TERMS OF REFERENCE (Separate circulation to Councillors and Group Managers) (DWS: 1385105)

Group Manager: Syd Deam, Group Manager, Planning and Economic Development Author: Lyn Meyrick, Senior Administration Officer

Executive Summary

This paper recommends that Council approve the revised Terms of Reference (TOR) for the Integrated Growth Plan (IGP) for Portland Advisory Committee due to a change to the structure of our workplace.

Background

The current TOR was approved at the Ordinary Meeting of Council 25 October 2011.

Report

The new structure of our workplace was introduced in November 2011 and a reporting change was made to the Grant Officer position. The current paragraph reads.

Membership

Membership will include up to ten (10) members drawn from:

Two (2) members of the Glenelg Shire Council (Councillors), one of whom will act in the Chairperson role.

Council officers will also be invited to participate as ex-officio members including Group Manager, Planning & Economic Development, or their nominee and representatives from Assets & Infrastructure, Economic Development/Grants.

From time to time other Council officers with specialist skills and knowledge will be invited to attend the Committee meetings to provide specific advice or information.

Up to five (5) members of the community/businesses all with appropriate skills and/or interest, obtained through a written Expression of Interest.

ORDINARY COUNCIL MEETING - 46 - Tuesday, 24 April 2012

F8. INTEGRATED GROWTH PLAN (IGP) FOR PORTLAND ADVISORY COMMITTEE CORRECTION TO TERMS OF REFERENCE (continued)

The changed paragraph will read:

Membership will include up to ten (10) members drawn from:

Two (2) members of the Glenelg Shire Council (Councillors), one of whom will act in the Chairperson role.

Council officers will also be invited to participate as ex-officio members including Group Manager, Planning & Economic Development or nominee and representatives from the Assets & Infrastructure Department and the Economic Development & Tourism Unit.

From time to time other Council officers with specialist skills and knowledge will be invited to attend the Committee meetings to provide specific advice or information.

Up to five (5) members of the community/businesses all with appropriate skills and/or interest, obtained through a written Expression of Interest.

Officers Recommendation

That Council approve the revised Terms of Reference, Membership paragraph, for the Integrated Growth Plan (IGP) for Portland Advisory Committee as follows:

Membership will include up to ten (10) members drawn from:

Two (2) members of the Glenelg Shire Council (Councillors), one of whom will act in the Chairperson role.

From time to time other Council officers with specialist skills and knowledge will be invited to attend the Committee meetings to provide specific advice or information.

Up to five (5) members of the community/businesses all with appropriate skills and/or interest, obtained through a written Expression of Interest.

ORDINARY COUNCIL MEETING - 47 - Tuesday, 24 April 2012

F8. INTEGRATED GROWTH PLAN (IGP) FOR PORTLAND ADVISORY COMMITTEE CORRECTION TO TERMS OF REFERENCE (continued)

MOTION:

Crs White and Halliday

That Council approve the revised Terms of Reference, Membership paragraph, for the Integrated Growth Plan (IGP) for Portland Advisory Committee as follows:

Membership will include up to ten (10) members drawn from:

Two (2) members of the Glenelg Shire Council (Councillors), one of whom will act in the Chairperson role.

From time to time other Council officers with specialist skills and knowledge will be invited to attend the Committee meetings to provide specific advice or information.

Up to five (5) members of the community/businesses all with appropriate skills and/or interest, obtained through a written Expression of Interest.

CARRIED

ORDINARY COUNCIL MEETING - 48 - Tuesday, 24 April 2012

F9. ABORIGINAL NAME FOR PORTLAND CHILD AND FAMILY COMPLEX

Group Manager: Adele Kenneally, Group Manager Community and Culture Author: Denis Rose, Aboriginal Development Officer

Executive Summary

Council approved a process for the name of the Portland Child and Family Complex to incorporate appropriate words from the Traditional owners language. This report informs Council on the renaming process undertaken to date and seeks Council approval for community consultation.

Background

In November 2010, Council considered the proposal to rename the Portland Child and Family Complex with a dual name in the spirit of working together to achieve recognition, reconciliation and healing for and with the Aboriginal and Torres Strait Islander communities in the Glenelg Shire. Council subsequently resolved to include appropriate words from the Traditional Owners language in the name of the Complex.

The Guidelines for Geographic Place Names mandates the following process:

1. Undertake consultation with the Traditional Owners of the Portland language area.

2. Consult with Victorian Aboriginal Corporation for Languages (VCAL).

3. Consultation with the broader community with opportunity for feedback.

In accordance with the Guidelines, three options for an Aboriginal name were submitted to Gunditj Mirring Traditional Owners Aboriginal Corporation for their recommendation. These were:

 Karreeta Marr – Grow People

 Karreeta Thookay – Grow Child

 Karreeta Peeneeyt Marr – Grow Strong People

A full group meeting of the Gunditj Mirring Traditional Owners Aboriginal Corporation have recommended to Council that Karreeta Peeneeyt Marr is their preferred option.

ORDINARY COUNCIL MEETING - 49 - Tuesday, 24 April 2012

F9. ABORIGINAL NAME FOR PORTLAND CHILD AND FAMILY COMPLEX (continued)

A request for approval to use the name was also submitted to the South West Aboriginal Language Committee and approval for the above words has been granted.

Report

Council Plan Linkage and Policy Context

The provision of an Aboriginal name for the Portland Child and Family Complex was recommended in the Glenelg Aboriginal Partnership Plan 2011-13.

Consultation process proposed

In consulting with the broader community, the following public consultation process is proposed:

An advertisement to be placed in local newspapers, the Portland Observer and the Casterton News, with a period of 28 days to receive feedback from the community. A notice will also be displayed at the Portland Child and Family Complex and will also be included in their newsletter.

Budget Implications

There will be minor budget implications including building signage and a naming ceremony.

Conclusion

Dual or multiple naming of features is recognised in several States and Territories as a legitimate means or recording feature names of Aboriginal and Torres Strait origin. Council has the discretion to assign dual or multiple names to places, in those instances where it is appropriate to give official recognition to names drawn from two or more cultural backgrounds.

It is therefore proposed that Council advertise its intention to provide the dual name for its Portland early years facility: Karreeta Peeneeyt Marr - Portland Child and Family Complex with a period of 28 days for the community to provide feedback.

ORDINARY COUNCIL MEETING - 50 - Tuesday, 24 April 2012

F9. ABORIGINAL NAME FOR PORTLAND CHILD AND FAMILY COMPLEX (continued)

Officer Recommendation

1. That Council approve the proposed community consultation process for the provision of the dual name Karreeta Peeneeyt Marr - Portland Child and Family Complex.

2. That a further report is provided to the June Council Meeting on the outcomes of the consultation process.

MOTION:

Crs Saunders and Halliday

1. That Council approve the proposed community consultation process for the provision of the dual name Karreeta Peeneeyt Marr - Portland Child and Family Complex.

2. That a further report is provided to the June Council Meeting on the outcomes of the consultation process.

CARRIED

ORDINARY COUNCIL MEETING - 51 - Tuesday, 24 April 2012

F10. HERITAGE ADVISORY COMMITTEE CHANGE TO TERMS OF REFERENCE (Separate circulation to Councillors and Group Managers) (DWS: 1385104)

Group Manager: Sydney Deam, Group Manager Planning and Economic Development Author: Lyn Meyrick, Senior Administration Officer

Executive Summary

This paper recommends that Council approve a change to the Heritage Advisory Committee Administration of Committee paragraph in the Terms of Reference (TOR).

Background

The current TOR were approved by Council on 24 January 2012 and received by the HAC on 17 February 2012.

Report

The committee requested a change to the administration of the committee as it was felt that having this task removed from a Committee member would allow for more contribution to the discussion.

The current paragraph reads.

“Administration of Committee – An elected Secretary based on a 12 month term; who will compile and record minutes of meeting.”

The changed paragraph will read.

“Administration of Committee – The Group Manager Planning and Economic Development or delegate will undertake the preparation and distribution of the agenda and the recording and distribution of minutes for each meeting.”

Officer Recommendation

That Council approve the revised Terms of Reference, Administration of Committee paragraph, for the Heritage Advisory Committee as follows:

The Group Manager Planning and Economic Development or delegate will undertake the preparation and distribution of the agenda and recording and distribution of minutes for each meeting.

ORDINARY COUNCIL MEETING - 52 - Tuesday, 24 April 2012

F10. HERITAGE ADVISORY COMMITTEE CHANGE TO TERMS OF REFERENCE (continued)

MOTION:

Crs Cross and White

That Council approve the revised Terms of Reference, Administration of Committee paragraph, for the Heritage Advisory Committee as follows:

The Group Manager Planning and Economic Development or delegate will undertake the preparation and distribution of the agenda and recording and distribution of minutes for each meeting.

CARRIED

ORDINARY COUNCIL MEETING - 53 - Tuesday, 24 April 2012

F11. HERITAGE ADVISORY COMMITTEE MINUTES RECOMMENDATIONS (Separate circulation to Councillors and Group Managers) (DWS: 1358834)

Group Manager: Sydney Deam, Group Manager Planning and Economic Development Author: Sydney Deam, Group Manager Planning and Economic Development

Executive Summary

The purpose of this report is to enable Councillors to consider the recommendations from the Heritage Advisory Committee and approve the officer recommendation.

Background

The role of the Heritage Advisory Committee is to provide advice and recommendations to Council on heritage matters raised.

Report

Three items were raised at the last meeting 17 February 2012. The Committee recommendations from the meeting are as follows:

1. Heritage Festival and Awards 2013

(a) Join in partnership with National Trust in Heritage Festival and Awards 2013.

(b) Collaboration with Moyne Shire and Warrnambool City Council to produce a Heritage Awards Program for 2013.

Comment:

Discussion has been held with Warrnambool City Council that indicates a possibility of collaboration with Southern Grampians Shire as well as Warrnambool, Moyne and Glenelg to conduct the awards in 2013.

The cost associated with this may be approximately $1,000 per Council. This amount can be covered by the proposed 2012/2013 budget.

2. Archaeology on the Ex-Aitken site – 55 Percy Street Portland

Committee recommends that Council note there is a well on site and record its location and record the macadamised paving.

3. Portland Urban Conservation Study 1982 review

Committee endorses the review of the Portland Urban Conservation Study 1982 and the budget recommendation put to Council.

ORDINARY COUNCIL MEETING - 54 - Tuesday, 24 April 2012

F11. HERITAGE ADVISORY COMMITTEE MINUTES RECOMMENDATIONS (continued)

Officer Recommendation

That Council approve the following recommendations:

1. Heritage Festivals and Awards 2013

That Glenelg Shire Council in collaboration with Moyne Shire, Warrnambool City Council and Southern Grampians join in partnership with the National Trust in conducting the Heritage Festivals and Awards 2013 and that Council contributes $1,000.

2. Archaeology on the ex-Aitken site – 55 Percy Street, Portland

That Council‟s Corporate Services Department register on the rates record for 55 Percy Street, Portland note the well and macadamised paving.

3. Portland Urban Conservation Study review

That Council considers the new initiative in the 2012/2013 budget to undertake the review of Portland Urban Conservation Study 1982.

MOTION:

Crs Cross and White

That Council approve the following recommendations:

1. Heritage Festivals and Awards 2013

2. Archaeology on the ex-Aitken site – 55 Percy Street, Portland

That Council‟s Corporate Services Department register on the rates record for 55 Percy Street, Portland note the well and macadamised paving.

3. Portland Urban Conservation Study review

That Council considers the new initiative in the 2012/2013 budget to undertake the review of Portland Urban Conservation Study 1982.

CARRIED

ORDINARY COUNCIL MEETING - 55 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (Separate circulation to Councillors, Group Managers and Media) (DWS: 1353613)

Group Manager: Adele Kenneally, Group Manager Community and Culture Author: Susan Bentley, Library and Information Services Manager

Executive Summary

This report proposes that Council provides a submission to the white paper Tomorrow‟s Library: Discussion Paper by the Ministerial Advisory Council on Public Libraries. Key questions relating to the future of public library services have been posed by the Ministerial Advisory Council on Public Libraries with submissions sought from Councils and community and government stakeholders. This report forms the basis of the response to those questions for the Glenelg Shire Council. The submission is due by 31 May 2012.

Background

In 2011 the funding provided to Councils from the State Government for library services was decreased and this resulted in the Victorians Love Libraries campaign. This campaign was successful in re-establishing that funding.

The State Government of Victoria also established the Ministerial Advisory Council on Public Libraries to comprehensively review the role of Victorian public libraries, including services and funding arrangements. The review will be conducted in two stages over a two year period from 2012 - 2014.

Tomorrow's Library (http://www.dpcd.vic.gov.au/localgovernment/find-a- public-library/ministerial-advisory-council-on-public-libraries/tomorrows-library) is a consultation component and part of stage one of this review and is an opportunity for key stakeholders and the community to inform and shape tomorrow's library.

Stage two will commence in early 2013 and will review costs, prioritisation of library projects and programs, sustainability and levels of funding.

The role of the public library continues to change and evolve, and so do the services they provide. In order to develop relevant and effective strategic directions for Victorian public library services, it needs to be determined what tomorrow‟s library looks like.

ORDINARY COUNCIL MEETING - 56 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Report

The proposed draft response is as follows:

Collections, resources and programs – challenges

1. Which of the challenges outlined for collections, resources and programs will most affect your library service over the next five to ten years? Are there other challenges that are not listed that affect your library service?

2. What is your library service implementing or planning to implement to meet these challenges? What assistance is required to meet the challenges?

Investment in collections

Aside from providing library staff, the library collections make up a major component of library services and resources, and these are obtained using a recurring capital works budget item. The amount requested annually is based on the Glenelg Shire population, items per capita expectation, and stock turnover rates with an objective to renew the collection by 12% per annum. These parameters were established after a comprehensive report, Strategic Asset Audit of Glenelg Library Service in July 2006 by consultants, J. L. Management Services Pty. Ltd. The benchmark of two items per capita is achievable and sustainable using this formula. Council provides an annual budget for the purchase of books, DVDs, videos, CDs.

However, with the increase in resources being offered in digital format, suppliers are not offering the same purchasing model as libraries have previously known. The buy-one-keep-one purchase is becoming harder to sustain. Often digital formats of items are offered from a software platform on a bulk leasing arrangement with a license contracted over a period of several years. This purchasing model takes away the flexibility and curative selection process to which librarians are accustomed. This model also reduces the influence and control librarians have for purchasing items to suit the local demographic that they know better than a global supplier from afar.

The software platform driven leased contract for library purchases requires a large establishment cost followed by a contractual agreement for spending over the term of the contract. This may be manageable for one or two library collections but for a small regional library service this type of commitment is unsustainable and inflexible. It also diminishes the librarian‟s ability to obtain multiple quotes for comparison and to meet the standard Council procurement requirements.

ORDINARY COUNCIL MEETING - 57 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Decreasing the size and diversity of the print collections in favour of digital resources is not a viable option for library members or regional public library organisations at this time due to the lack of reliable regional digital infrastructure, and user preferences and capabilities. Therefore digital collections are added costs that the present library budget does not accommodate well. Collaboration with other regional libraries in this area could be strengthened and this could assist in negotiating the way forward towards a strong prospect for public library services in general.

While the global powers struggle for dominance over resources, the public library can stay relevant by focusing on local resources, knowledge, and stories. This will be a real asset to the community. Building collections in electronic and print format that are relevant to preserving the heritage of the local region will serve to honour the stories and culture that are of specific importance to past, present and future residents.

Digitising print materials associated with local stories is an area of focus for Glenelg Libraries and this will be explored and developed in the coming year. Opportunities will be sought.

LOTE

The Glenelg Shire community consists of predominantly English speaking people with only 0.8% speaking languages other than English at home. The multiplicity of non-English speaking people that is now typical of Australian urban centres has not yet been experienced in this region.

There is a significant population (2%) of Aboriginal Australians in this area and offering collections to meet these needs is being explored. The Glenelg Shire Aboriginal Partnership Plan 2011 - 2013 includes liaison work for this.

Future needs for library materials in Languages Other Than English will be an area monitored by the library staff. At this point in time the Glenelg Libraries subscribes to an online world newspaper database that provides the latest daily newspapers from around the world with a view to meet some needs for resources in other languages.

ORDINARY COUNCIL MEETING - 58 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Procurement

Glenelg Libraries participates in collaborative purchasing arrangements through the Public Libraries Victoria Network and the Municipal Association of Victoria contract to supply library materials and services for Victorian Public Libraries. The current contract ends in September 2012 and the PLVN are currently investigating options for future collaborative purchasing arrangements.

Shelf-ready items are also acquired under this collaborative arrangement. Some online databases are leased using this arrangement, such as Ancestry.com. Two-thirds of the current Glenelg Libraries materials budget is committed to this with the other third available for purchasing items not available through this method.

This collaborative method for purchasing may be the preferred option when considering digital collections using software platforms such as those for e- books.

Collaborative purchasing through the Public Libraries Victoria Network is seen as a positive method especially for small regional libraries whose buying power is limited. Glenelg Libraries will continue to actively seek these opportunities.

Programs

Libraries provide programs in order to promote their resources to the community. Specific groups are sought and programs designed and delivered specifically to fill a need, promote resources, and raise awareness and literacy in all its forms.

Historically libraries have offered these programs free of charge as it is seen as part of the community service that is provided. Increased participation in these programs could be a result of the lack of other cost-free activities available for families elsewhere.

Whilst increased participation in programs does place demands on existing spaces, building, and other library needs, Glenelg Libraries is only just beginning to experience conflicting demands for space. Continued provision of high quality programs is an issue, as the expectation amongst library users is specific, and to deliver quality programs requires time, planning, and continuous enthusiasm and effort by library staff.

ORDINARY COUNCIL MEETING - 59 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

The programs provided by Glenelg Libraries will continue to operate in order to promote literacy to targeted groups in the community, but this will be done in a planned and strategic way in order to not over-stretch the current staff, time and space resources.

RFID

Radio Frequency Identification tagging of library items is a costly expense and Glenelg Libraries is aware of the growing disparity between libraries that have already implemented this system, and those that have not. The advantages for implementing this system include: stock management; security and theft reduction; reduced manual handling of library materials; increased library database and catalogue reliability; self service processes for library members, and reallocation of staff time.

Glenelg Libraries staff continues to discuss this option with suppliers about how to implement this system effectively. An incremental roll-out is under consideration. Monetary assistance outside the usual library budget is required. A collaborative standardised approach across Victoria would be beneficial to the small regional libraries.

Outreach

With a small population spread over a large geographic area Glenelg Libraries endeavours to provide library services to cater to the needs of the whole community. Delivery of physical material is costly and time-consuming, and the essential requirement for access to an appropriate vehicle. These constraints result in a service that is often unable to meet all expectations. Increasing fuel costs will affect this service into the future. The creation of “floating collections” has assisted with the circulation of current items to library branches in Casterton and Heywood.

Delivering library services to varied groups such as providing weekly story-time sessions at Child Care Centres is also constrained by staff levels, time allocation to other essential tasks, and vehicle availability.

Providing online access to electronic materials and library catalogues is also challenging for aging communities with a lower take up of Internet than other areas of Victoria. Slow Internet speeds in remote geographic areas is also a further challenge for Glenelg Libraries.

ORDINARY COUNCIL MEETING - 60 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Library buildings

3. Which of the challenges outlined for library buildings will most affect your library service over the next five to ten years? Are there other challenges that are not listed that affect your library service?

4. What is your library service implementing or planning to implement to meet these challenges? What assistance is required to meet the challenges?

Fit-for-purpose buildings

The Portland Library was redeveloped in 2004 with partial funding through the State Government Living Libraries Program. In 2005, with the winding up of the Glenelg Regional Library Corporation, the Portland Library became the hub / central library for the Glenelg Shire. This change was not foreseen, and not reflected in the 2004 redevelopment. As a consequence, further work will be required in the next three years to meet the current space requirements.

Council is planning to undertake a Civic Precinct Master Planning activity including the Portland Library. The aim of this activity is to enhance the overall attraction of this area and the community use of the improved civic spaces. It is anticipated that further integration of public space here in Portland could result in projects such as: creation of a library cafe that employs hospitability trainees; creating a local history/ genealogy/ cultural centre that combines the excellent services that exist separately. External funds such as the Living Libraries funding would be required to bring these plans to fruition.

An access audit of Portland Library was received in 2011 and some items were raised that do not comply with current (disability) access standards. Funds will be required in order to address these access issues.

Co-location of public library services with other services

Council buildings at Heywood and Casterton house the Glenelg Libraries collections in those towns and provide the service point for the library members. These buildings require internal maintenance and future planning with consideration given to library, community and planning needs.

Technology

5. Which of the challenges outlined for technology will most affect your library service over the next five to ten years? Are there other challenges that are not listed that affect your library service?

ORDINARY COUNCIL MEETING - 61 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

6. What is your library service implementing or planning to implement to meet these challenges? What assistance is required to meet the challenges?

LibraryLink Victoria / SWIFT Library Consortium

Glenelg Libraries is actively involved in sharing items via LibraryLink Victoria and this is working well. Glenelg Libraries is not part of the SWIFT Library Consortium. The advantages and disadvantages of the SWIFT system are known. The demand for item movement within the SWIFT consortium may not be practical for a small library. Shared purchasing is an advantage however the technology system variations between library services creates further issues that can be complex. For example, sharing e-book collections is a known issue.

Future technologies

Glenelg Libraries is proud to be an early adopter of new technologies and enjoys leading the local community in this area. Essential to the provision of library services is the library website and catalogue that allows for access to library functions around the clock. It also allows access to library members who are located in the remote areas of the Glenelg Shire.

Mobile technology is making a noticeable change to the way customers (not just members) are using the library services. Access to wifi within the library branches allows people to use the internet with their own devices. Remote access to Glenelg Libraries is also available through internet links to mobile devices. Library Anywhere is a product that Glenelg Libraries subscribes to specifically for this purpose. Mobile applications (apps) provide other enhancements for library members such as the Bolinda Digital audio e-book collection that allows members to download an audio book directly onto their device of choice.

The National Broadband Network will hopefully address the issues with poor internet access that is a real disadvantage to people living in the remote areas of the Glenelg Shire. The „digital divide‟ is a very real problem in this region.

ORDINARY COUNCIL MEETING - 62 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Community use of technology

Glenelg Libraries staff are enthusiastic to introduce computer and internet know-how to people as this assists in developing their independent abilities so they are able to use the media necessary in negotiating today‟s world.

Using e-books, e-readers, the internet, social media tools, mobile technologies, wifi, basic computer needs, online research assistance, copyright advice, image and media editing and management, and more, are all areas where library staff are proficient and keen to assist. This is definitely an area of strength for library staff and a valuable asset to the local community.

The Horizon Report 2011 by New Media Consortium provides information about: technology trends; electronic books; mobile technologies; game based learning. Technology, Media & Telecommunications Predictions 2012 by Deloitte is another report that offers emerging trends in this area. These are great resources for library technology planning.

Service delivery

7. Which of the challenges outlined for technology will most affect your library service over the next five to ten years? Are there other challenges that are not listed that affect your library service?

8. What is your library service implementing or planning to implement to meet these challenges? What assistance is required to meet the challenges?

Workforce

Current staff levels maintain the service provision at Glenelg Libraries. Future growth and program development depends on employing library professionals and technology-savvy individuals, as well as being able to increase the staff numbers to match demographic growth. Recruitment of suitable library staff is problematic due to the remoteness of this location from the major urban centres. Attracting suitable and specialised people to this region proves to be an ongoing issue. Training and skilling local people interested in this career often means travel to urban centres for career development.

ORDINARY COUNCIL MEETING - 63 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Glenelg Libraries enjoys assistance from volunteers in providing regular services. This can provide local people with a means to comply with government assistance requirements, helps people gain experience for future work prospects, and assists the library in completing some of the daily tasks. In order for library services to remain relevant, professional and community assets, it is important that volunteers do not replace paid library staff. The essential tasks required in order to maintain an excellent library must be continued by library professionals; otherwise this asset will be undermined and devalued.

The internet and online resources and access may have changed many tasks that were once ruled by librarians, but the knowledge associated with honing internet research skills is a main key to the work of the librarian. Through conversation librarians assist people to navigate their way through to find the specific information that is required. This personal face to face approach of shared discovery is what librarians do best. Librarians are expert knowledge brokers as well as companions in reader advisory services.

Equity in access

Public libraries are leaders in offering access equitably to all, and Glenelg Libraries endeavours to offer assistance wherever possible to match the needs of each individual. It could mean offering large print books, keyboards, screen displays, hearing devices, audio books, AUSLAN resources, LOTE resources, music, movies, information databases, language kits, referral services, e-readers, or a suitable place to sit. Glenelg Libraries seeks assistance and advice in order to remain current in this area.

Model of service

Public libraries have seen remarkable changes to their service models since the availability of the internet and all of the associated changes to information and resource availability. The developments in this area continue to revolutionise everything associated with books, reading, information, and literacy.

The current power struggles for media power influences the way libraries can access, purchase and supply materials to the local community. Issues with copyright, freedom of information, purchasing and sharing of content in electronic formats, print format vulnerability, user access, device domination, and online social media sharing, are unresolved and still evolving. Libraries face competition from Google, Amazon, Apple, and book publishers and vendors. As the struggle for profits ensues, public libraries are trying to maintain the free library model.

ORDINARY COUNCIL MEETING - 64 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Operation of service

Extension of opening hours is always listed on customer satisfaction surveys and the response is always in favour of more opening hours. The current opening hours match usual business opening hours and as such make library visits unsuitable to those who also work these hours.

There is a need for extended opening hours into the evening and on the weekend, however additional resources are required to enable this to occur.

Demographic changes

Glenelg Shire is an area remote from capital cities and urban centres and has slow population growth. There are pockets of significant disadvantage across the shire and opportunities for further education and employment are limited. The Department of Planning and Community Development study Change and Disadvantage in Regional Victoria 2011 describes the disadvantages faced in these rural areas and how change will impact on existing resources and opportunities.

The Department of Health Town and Community Profiles 2011 show that 48.5% of people in this region did not complete Year 12. The public library can assist by offering pathways for individuals who wish to study in areas not available locally. Informal lifelong learning opportunities available at the local library can enhance the level of wellbeing without cost or commitment by the learner.

The older people in the community are offered access to library materials through home library services and this is an area where volunteers can assist in a meaningful way. This is an area of public library services that will increase in need in the coming years. The Ageing Well in Glenelg Strategy and Action Plan 2008 – 2013 states that by 2031 53% of the Glenelg Shire population will be 55 years or older.

Hard to reach users

The opportunities, resources, and services available at public libraries are not always well known and it is the responsibility of the library staff to ensure promotion is maintained. Providing relevance to a diverse population across a large geographic area is an ongoing challenge for library staff. It is especially challenging to engage with the more vulnerable families, young people and active baby boomers in the Glenelg Shire.

ORDINARY COUNCIL MEETING - 65 - Tuesday, 24 April 2012

F12. TOMORROW‟S LIBRARY – GLENELG SHIRE COUNCIL RESPONSE (continued)

Conclusion

In summary, the key challenges for the Glenelg Council in providing relevant and responsive library services for its communities into the future include the attraction and retainment of appropriately skilled and experienced staff; developing attractive integrated civic spaces; equitable access to fast online/electronic resources; meeting increasing community expectations; and reaching the 'hard to engage' communities.

Officer Recommendation

That Council endorses this submission to the Ministerial Advisory Council on Public Libraries in response to the Discussion Paper Tomorrow's Library

MOTION:

Crs Saunders and Stephens

That Council endorses this submission to the Ministerial Advisory Council on Public Libraries in response to the Discussion Paper Tomorrow's Library

CARRIED

ORDINARY COUNCIL MEETING - 66 - Tuesday, 24 April 2012

F13. 2011 – 2012 COMMUNITY GRANTS PROGRAM ALLOCATIONS - SECOND ROUND (Confidential separate circulation to Councillors, CEO & Group Managers) (DWS: 1388881)

Group Manager: Adele Kenneally, Group Manager Community and Culture Author: Ian Moody, Community Development Manager

Executive Summary

The second round of the Community Grants Program for 2011 – 2012 was advertised in January 2012 with a total of 43 applications received seeking $101,816.22 of funding from an available program balance of $85,248.50. This report provides a summary of the applications with officer recommendations and comments.

Background

Glenelg Shire Council allocated $162,000 in the 2011 – 2012 budget for the purpose of the Community Grants Program. These grants are offered to the community in two rounds which are conducted in August and March with half the total budget ($81,000) notionally available for distribution in each round.

These funds were further indicatively allocated as indicated in the following table.

Grant Notional Notional Total Notional Category Round 1 Round 2 Grant Category Allocation Allocation Allocation Recreation $20,000.00 $20,000.00 $40,000.00 Public Halls $10,000.00 $10,000.00 $20,000.00 Tourism $20,000.00 $20,000.00 $40,000.00 Arts, Culture & $5,000.00 $5,000.00 $10.000.00 Heritage Community Plan $15,000.00 $15,000.00 $30,000.00 Support Community Support $11,000.00 $11,000.00 $22,000.00 TOTAL $81,000.00 $81,000.00 $162,000.00

ORDINARY COUNCIL MEETING - 67 - Tuesday, 24 April 2012

F13. 2011 – 2012 COMMUNITY GRANTS PROGRAM ALLOCATIONS- SECOND ROUND (continued)

In the first grant round for the 2011 - 2012 financial year, Council allocated a total of $76,751.50 in the following categories.

Grant Category Round 1 Allocation Recreation $20,100.00 Public Halls $10,000.00 Tourism $32,950.00 Arts, Culture & Heritage $4,906.50 Community Plan Support $1,850.00 Community Support $6,945.00 TOTAL $76,751.50

Eligible funding applications received in Round 1 ($95,186.42) exceeded the total notional allocations for that round. However, two notional individual grant categories i.e. Community Plan Support and Community Support were under-subscribed.

Through its legitimate discretionary powers, Council then reallocated funding from these two categories to the over-subscribed grant categories and also made partial allocations rather than full amounts to give a broader coverage. The reallocation thereby alters the remaining notional allocations should Council choose to approve applications in the second round against these residual balances.

These notional residual balances are indicated in the table below.

Grant Category Notional Round 2 Balance Recreation $19,900.00 Public Halls $10,000.00 Tourism $7,050.00 Arts, Culture & Heritage $5,093.50 Community Plan Support $28,150.00 Community Support $15,055.00 TOTAL $85,248.50

ORDINARY COUNCIL MEETING - 68 - Tuesday, 24 April 2012

F13. 2011 – 2012 COMMUNITY GRANTS PROGRAM ALLOCATIONS- SECOND ROUND (continued)

Report

The second round of grants for the 2011 – 2012 financial year was advertised in the local media in January and February 2011. The closing date for the submission of applications was 2 March 2012. A total of 43 applications were received, with a total amount of $101,816.22 being applied for. The total balance of funding to be dispersed from the Community Grants Program in Round 2 is $85,248.50.

A preliminary Evaluation Committee comprising relevant Council Officers met on Friday 9 March 2012 to assess the applications. Initial assessment by the Evaluation Committee identified four (4) applications which were deemed ineligible to be considered for funding. These applications failed to comply with one or more specific requirements listed in the community Grants Program Application Guidelines. The reason(s) for excluding these applications are summarised in the notes provided in the separate confidential attachment.

In addition, one (1) application was subsequently identified as no longer relevant, as the works proposed in the application had already been undertaken by Council.

The 38 eligible applications received have a combined total request of $89,158.72 with funding of $85,248.50 available in Round 2 – resulting in an oversubscription of $3,910.22. Details are indicated in the following table.

Grant No of Eligible Total Value Notional Over / Under Category applications of Eligible Funds Oversubscribed received applications available in $ received Round 2 Recreation 13 $39,189.50 $19,900.00 Over $19,289.50 Public Halls 3 $5,431.00 $10,000.00 Under $4,569 Tourism 2 $3,400.00 $7,050.00 Under $3,650 Arts, Culture 5 $9,439.00 $5,093.50 Over & Heritage $4.345.50

ORDINARY COUNCIL MEETING - 69 - Tuesday, 24 April 2012

F13. 2011 – 2012 COMMUNITY GRANTS PROGRAM ALLOCATIONS- SECOND ROUND (continued)

Grant No of Eligible Total Value Notional Over / Under Category applications of Eligible Funds Oversubscribed received applications available in $ received Round 2 Community - - $28,150.00 Under Plan Support $28,150.00 Community 15 $31,699.22 $15,055.00 Over Support $16,644.22 TOTAL 38 $89,158.72 $85,248.50 Over $3,910.22

After determining the eligibility of each application, the Evaluation Committee then weighted them based on the agreed formula and policy criteria, and the total weighted score for each application is shown in the confidential attachment. Recommendations and further comments are included in the confidential attached spreadsheet.

Officer Recommendation

1. That of the total funds of $85,248.50 available in Round 2, the $84,518.20 be allocated across all grant categories to cater for as many eligible grant applications as possible.

2. That Council approves the allocation of the second round of Community Grants funds for 2011-12 as recommended in the confidential separate circulation in accordance with the Council Community Grants Policy.

3. That all applicants be contacted to inform them of the outcome of their grant application/s.

ORDINARY COUNCIL MEETING - 70 - Tuesday, 24 April 2012

F13. 2011 – 2012 COMMUNITY GRANTS PROGRAM ALLOCATIONS- SECOND ROUND (continued)

MOTION

Cr Stephens and Cross

1. That of the total funds of $85,248.50 available in Round 2, the $84,463.20 be allocated across all grant categories to cater for as many eligible grant applications as possible.

2. That Council approves the allocation of the second round of Community Grants funds for 2011-12 as amended in the confidential separate circulation in accordance with the Council Community Grants Policy.

3. That all applicants be contacted to inform them of the outcome of their grant application/s.

4. Any organisation that has previously received a grant from Council must submit a successful acquittal prior and further funding being allocated.

5. The next round of community grants be dealt with by this Council prior to the Caretaker Policy coming into force after midnight on the 25 September 2012.

CARRIED

Mayor, Cr Wilson requested clarification regarding the alteration in the funding amount to be allocated which was different to the amount stated in the Officers Recommendation.

Cr Stephens advised that the revised figure was to remove the funding allocation amount of $1500 for Portland Workskills and approve the inclusion of an allocation amount of $1445 for the Heywood Golf Club.

ORDINARY COUNCIL MEETING - 71 - Tuesday, 24 April 2012

F14. NARRAWONG BEACH PATROL

Group Manager: Adele Kenneally, Group Manager Community and Culture Author: Ann Kirkham, Active Communities Manager

Executive Summary

This paper is to brief Council on the Narrawong Beach Patrols provided by Life Saving Victoria (LSV) over the past three summer seasons, including the 2011 - 2012 year. The club is seeking funding from Council to continue the program for the next three years.

Background

Council funded the Narrawong Beach Patrol for periods:

 26 December 2009 – 26 January 2010

 26 December 2010 – 26 January 2011

 26 December 2011 – 26 January 2012

In this time LSV has provided two Lifeguards on duty Monday to Friday 10:00am – 6:00pm, Saturday 10:00am -1:00pm and volunteer patrols Sundays. They provided evaluation reports at the end of each season.

The initial trial of the Narrawong Beach Patrol was conducted in the 2009 - 2010 summer season and, according to LSV evaluation, provided a safe swimming beach and first aid services.

Council funded the service for the 2010 - 2011 season in order to complete the two year trial. At the completion of the two year trial Council was provided with the results of the evaluation and agreed to fund the program for the 2011 - 2012 summer season.

Report

LSV indicated in their evaluations of the program that the Narrawong Beach Patrol provided an important community service to the local area. Over the last three summer seasons only two rescues were recorded however over 700 preventable actions were recorded. The presence of the patrols ensures the public do not get to the stage where they need to be rescued, which is the main focus of life saving services.

ORDINARY COUNCIL MEETING - 72 - Tuesday, 24 April 2012

F14. NARRAWONG BEACH PATROL (continued)

According to LSV evaluation reports, feedback from the community has been very positive and the public have been grateful for the provision of service and acknowledged the safety benefits. The patrols also deliver an important economic benefit by providing a safe environment which attracts many tourists to the local area. The Narrawong Caravan Park is full to capacity over the summer period and can accommodate 700 people. Many of these visitors are attracted from outside the region, however a large proportion do live within the Glenelg Shire. Day-trippers also visit the beach in high numbers and this continues to increase and in part can be attributed to the provision of a fully patrolled beach.

LSV have advised that the patrols provided employment for local young people and support the patrol program provided by the volunteers of the Portland Surf Life Saving Club Inc. Local fundraising by the Narrawong community assists the purchase of life saving equipment.

Budget Implications

The cost to provide the service for the past three seasons  2009 – 2010 $18,000 (Ex GST)  2010 – 2011 $18,000 (Ex GST)  2011 – 2012 $18,648 (Ex GST)

LSV have provided cost estimates for provision of beach patrols for 2012/2013 and 2013/2014.

2012/2013 Recurrent Costs: Total cost of service $20,934 State Government Contribution $1,572 Sponsorship $974 Council contribution (Ex GST) $18,388

2013/2014 Recurrent Costs: Total cost of service $21,114 State Government Contribution $1,572 Sponsorship $974 Council contribution (Ex GST) $18,538

The request for funding for the 2012 - 13 year has been referred to the 2012 - 13 budget process for Council consideration.

ORDINARY COUNCIL MEETING - 73 - Tuesday, 24 April 2012

F14. NARRAWONG BEACH PATROL (continued)

Council plan/strategies

The Recreation and Open Space Strategy strongly supports providing opportunities for community recreation as well as ensuring there is balanced support and operational resources allocation for non-organised (informal) sports and activities.

The Council Plan is committed to supporting a broad range of community activities through the planning and provision of accessible facilities and targeted funded programs. Council is also committed to developing and implementing initiatives that improve health, wellbeing and safety of our community.

Evidence/Statistics/References

The professional lifeguard service has been provided since 1980 and now provides services to 35 sites across 12 shires at popular and high risk locations across the state. LSV receives numerous enquiries regarding the location and times of patrolled beaches when potential visitors are planning holidays.

LSV proved the following statistics in their evaluation report to Glenelg Shire Council after each season.

Year No. of visitors Preventable actions Rescues First aid 2009 - 2010 Approx. 3000 331 1 16 2010 - 2011 2162 170 0 27 2011 - 20112 3100 204 1 11

Preventable actions recorded include removal of surf craft riders away from swimmers, advising fishing enthusiasts to move away from swimming areas, closing beaches when electrical storms are pending, presence of sharks and abnormally rough conditions. First aid was received for a variety of reasons including jellyfish stings minor cuts and bruises along with some cases of a more serious nature.

Discussion of Options

Advantages

LSV reported the provision of the Narrawong Beach Patrol over the past three summer seasons provided a safe beach environment for visitors. It also stated that it contributed to the local economy by attracting and retaining visitors to the area.

ORDINARY COUNCIL MEETING - 74 - Tuesday, 24 April 2012

F14. NARRAWONG BEACH PATROL (continued)

There are 12 regional councils with coastal boarders and currently all of these including Glenelg Shire provide Lifeguard services. If Glenelg Shire was to withdraw this service it would be the only regional coastal local government area not contributing financial support to provide lifeguard services.

Coastal Boarded Councils Providing Funding Support For Lifeguard Sites:

East Gippsland Shire Council Mallacoota Lakes Entrance (Eastern Beach) Lakes Entrance (Main Beach) Wellington Shire Council Seaspray Woodside beach South Gippsland Shire Council Waratah Beach Venus Bay Bass Coast Shire Council Inverloch Woolamai Beach Smiths beach Cowes Mornington Peninsula Shire Council Point Leo Gunnamatta Sorrento Portsea Borough of Queenscliff Queenscliff Point Lonsdale City of greater Geelong/Barwon Coast Ocean grove RAAF‟s beach 13th beach Bancoora Eastern Beach Pool Complex Surf Coast Shire Council Torquay (Front beach) Torquay (Back beach) Jan Juc Anglesea Point Roadknight Fairhaven Lorne Colac Otway Shire Council Wye river Apollo Bay Kennett River Warrnambool City Council Warrnambool Shire of Moyne Port fairy Glenelg Shire Council Narrawong

ORDINARY COUNCIL MEETING - 75 - Tuesday, 24 April 2012

F14. NARRAWONG BEACH PATROL (continued)

Disadvantages

There are a wide variety of volunteer community organisations that provide important essential services to the Glenelg Shire. If Council continues to financially support the lifeguard service it will set precedence for other similarly funded volunteer organisations to request financial support.

This is also a new service area for the Glenelg Council; and has not traditionally been an area funded and resourced by this Council.

Conclusion

The continuation of Narrawong Beach Patrols provided by LSV does however depend on continued funding by Council.

This request needs to be considered by council in the context of other budget considerations for the 2012 - 13 year and beyond.

Officer Recommendation

1. That Council refers this program for consideration in the 2012-13 Budget process.

2. That the Narrawong Beach Patrol service is referred to the new incoming Council following elections in October 2012 for consideration in regard to ongoing funding for the 2013-14 year and beyond.

MOTION:

Crs White and Saunders

1. That Council refers this program for consideration in the 2012-13 Budget process.

2. That the Narrawong Beach Patrol service is referred to the new incoming Council following elections in October 2012 for consideration in regard to ongoing funding for the 2013-14 year and beyond.

CARRIED

ORDINARY COUNCIL MEETING - 76 - Tuesday, 24 April 2012

F15. ABORIGINAL TENT EMBASSY

Referred to the confidential section of meeting.

ORDINARY COUNCIL MEETING - 77 - Tuesday, 24 April 2012

F16. B-DOUBLE TRUCK USE OF BROWNING AND KENNEDY STREET, PORTLAND (Separate circulation to Councillors, Group Managers and Media) (DWS: 1338522)

Group Manager: Paul Healy, Group Manager Assets and Infrastructure Author: Stuart Ferrier, Senior Engineer Assets

Executive Summary

This report discusses the issues surrounding the gazettal of Browning Street and Kennedy Street, Portland for B-double truck use and the petition received at the Ordinary Council Meeting of 28 February 2012.

Background

Council received a petition regarding the gazettal of Browning Street and Kennedy Street, Portland at its Ordinary Council Meeting of 28 February 2012. The matter was subsequently considered by Council at this Meeting and resolved as follows:

“That Council writes to VicRoads to request the immediate re-gazetting of B- Double Truck Movements to exclude Browning Street and Kennedy Street, Portland as originally adopted by this Council through the „B-Doubles on the Glenelg Shire Local Road Network‟ report November 2000.”

A request to reverse the gazettal to allow B-Double truck access to Browning Street and Kennedy Street, Portland was forwarded to VicRoads on 8 March 2012 in accordance with the above resolution.

Since receiving this request, VicRoads have had a number of discussions with Council Officers highlighting the costs involved in the re-gazettal and re- printing of the B-Double truck route bulletin. VicRoads are hoping that an alternative approach might be found that will satisfy Council‟s concerns for its residents and also satisfy VicRoads concerns about the significant costs involved in re-gazettal and re-printing.

VicRoads responded to a media request and issued the following media release on 3 April 2012:

“It takes between two to three years for VicRoads to develop and publish the Victorian Government Gazette notices listing all local Victorian roads approved for B-doubles. An accompanying information bulletin is also published and this is required by law to be carried by B-double operators.

The most recent gazettes and bulletin saw the inclusion of over 300 local roads, on top of the 1,500 roads that were already approved. This lengthy gazettal process included three years of consultation with 79 municipalities.

ORDINARY COUNCIL MEETING - 78 - Tuesday, 24 April 2012

F16. B-DOUBLE TRUCK USE OF BROWNING AND KENNEDY STREET, PORTLAND (continued)

VicRoads published 15,000 copies of the Local Roads Approved for B-doubles and Higher Mass Limits Truck information bulletin in February 2012. On the advice of the various municipalities, VicRoads adds and removes local roads during the official review period, prior to publication. In the past, councils requesting an amendment or addition to the gazettes and bulletin have waited until the conclusion of the next consultation phase for the changes to be re-published. VicRoads has never re-published a local roads for B-doubles gazette or bulletin outside the official process.

The cost to re-publish the gazette and bulletin would be in the vicinity of the original cost (up to $40,000), plus recalling and pulping. There is also a non- financial cost incurred by industry to manage the change-over of bulletins across its fleet.

VicRoads is working with Glenelg Council to determine a solution to limiting the suit residential, motorists and industry needs to limiting truck access.”

The cost advised in this media release is slightly different to those costs originally verbally advised by the VicRoads officers that deal with these matters. They had advised that the cost of re-gazettal would be around $10,000 to $12,000, with printing of new industry bulletins around $36,000 to $40,000.

The printing of the bulletins - “Local Roads Approved for B-double and Higher Mass Limits Trucks” occurs quite infrequently (Last Printed 2008). That is why catching the print run prior to Christmas was considered to be an important aspect.

Report

Council has not received an official letter from VicRoads in relation to this matter as at the date of this report preparation; however they have verbally advised that they will be looking to recover at least a part of the costs from Council. The basis on which VicRoads could seek reimbursement for costs of the work described is not clear.

On Monday 15 April 2012, the Chief Executive Office and Group Manager – Assets & Infrastructure met with local residents to discuss the issues further and to identify if there is any alternative approaches that would meet with the approval of residents whilst also avoiding additional costs to Council. A total of five (5) residential properties were represented at the meeting.

Following the meeting with residents, a questionnaire was distributed to owners and residents that abut the truck route comprising part of Browning Street, part of Kennedy Street and part of Palmer Street.

32 questionnaires were posted and 12 questionnaires were hand delivered.

ORDINARY COUNCIL MEETING - 79 - Tuesday, 24 April 2012

F16. B-DOUBLE TRUCK USE OF BROWNING AND KENNEDY STREET, PORTLAND (continued)

The questionnaire asked residents/owners to nominate whether they supported:

Option A - In favor of pursuing the re-gazettal of the roads ASAP.

Option B - In favor of pursuing the re-gazettal of the roads with interim arrangements until the site (fuel station) relocated or VicRoads do the re-gazettal.

Out of the 45 total questionnaires distributed, a total of 32 responses were received by close of Business Monday 23 April 2012. 8 Mailed questionnaires were returned to send and 6 were not returned.

Note: Multiple responses from the same property were treated as one response.

Of the 32 responses received:

 16 No. supported Option A (48.4%)   11 No. supported Option B (35.5%)   3 No. did not support Option A or Option B (16.1%)

Note: Three (3) responses (2 for Option A and 1 for Option B) were received from residents of Garden Street which has been a B- double approved route for many years.

A number of comments were added to the questionnaires returned. These comments are summarised below:

 Better access for B-doubles to manouevre around the corners of Kennedy and Browning Streets. There isn‟t enough room for the 2nd trailer to turn without going up the kerb, wrecking the driveway into 78 Browning Street.

 Definite increase in heavy vehicles going north – towards Wade Street. Some drivers using it as a public toilet.

 Not in favor of any change to current use of B-doubles in Kennedy Street – Browning Street. Have been working at these properties for the last 6 months and have never witnessed a B-double, semi-trailer or truck and trailer travelling faster than approx 40kms per hour nor do they make excessive noise. It is unfair to stop transport from using industrial areas and our land would become unviable if unable to be serviced by all types of commercial vehicles.

 Curfew – any curfew would penalize local operators based in this area.

ORDINARY COUNCIL MEETING - 80 - Tuesday, 24 April 2012

F16. B-DOUBLE TRUCK USE OF BROWNING AND KENNEDY STREET, PORTLAND (continued)

 Signage – air brakes do not make a noise, it would be impossible to drive a truck without them.

 Speed limit – truck are not speeding.

 Prime Mover only – time wasting and driving business out of town.

 We do not believe the write up in observe trucks are a small business on wheels and deserve some protection from harassment and this must boarder on restriction on trades eg: not allowed to get fuel as cheap as possible. If no trailer allowed, does that mean deliveries to business in Browning Street and Kennedy Streets by trailers need a permit?

 Would like speed jumps put on road to slow the traffic.

 We do not want these big trucks up our street at all.

 Palmer Street between Kennedy and Wade Streets used to be a quiet street. Now we have B-doubles and other trucks using Palmer Street as a thoroughfare and are being woken in the middle of the night with noisy trucks and truck lights.

 It should not be up to the ratepayer to foot the bill, for a Council member, who made the wrong decision. Wrong decisions should be claimed from the Council‟s Public Liability Insurance.

 Speed Limit, curfew 8am – 6pm, no air brakes.

 Would be willing to lease land at 156 Garden Street as an alternate fuel depot until new one built.

Other Issues

An unknown in all the consideration is the impact that the National Heavy Vehicle Regulator will have on B-double routes.

Although the exact roles and responsibilities of the National Heavy Vehicle Regulator are still to be confirmed, the advice received to date is that:

The National Heavy Vehicle Regulator will:

 Go live from 1 January 2013.

 Coordinate heavy vehicle operation nationally.

 Support the introduction of HPV‟s and PBS nationally.

 Manage access application process from Heavy Vehicle operators.

ORDINARY COUNCIL MEETING - 81 - Tuesday, 24 April 2012

F16. B-DOUBLE TRUCK USE OF BROWNING AND KENNEDY STREET, PORTLAND (continued)

 Issue access decisions to Heavy Vehicle operators.

 Access decisions will be based on vehicle categories rather than individual operators.

 Be responsible for consolidated national mapping of heavy vehicle routes.

Conclusion

There are 2 possible actions for Council to pursue:

Option A That Council continues to have the B-double route re- gazetted whilst acknowledging:

i) The impact on local business, and ii) That VicRoads may attempt to recover costs associated with the re-gazettal. or

Option B Council minimizes cost impacts by continuing to pursue the re-gazettal with interim arrangements until the fuel site is relocated or VicRoads complete the re-gazettal.

Using the responses as guidance and acknowledging the levels of support for both Options A and B, it is recommended that Option A is adopted.

Officer Recommendation

That Council continues to have the B-double route re-gazetted whilst acknowledging: i) The impact on local business, and ii) That VicRoads may attempt to recover costs associated with the re- gazettal.

ORDINARY COUNCIL MEETING - 82 - Tuesday, 24 April 2012

F16. B-DOUBLE TRUCK USE OF BROWNING AND KENNEDY STREET, PORTLAND (continued)

MOTION:

Crs Stephens and Saunders

CARRIED

ORDINARY COUNCIL MEETING - 83 - Tuesday, 24 April 2012

F17. LATE ITEM - LOCAL GOVERNMENT (LONG SERVICE LEAVE) REGULATIONS 2012

CEO: Sharon Kelsey, Chief Executive Officer Author: Janine Johnstone, Organisation Development Manager

Executive Summary

This paper is to brief Councillors on the new Local Government (Long Service Leave) Regulations 2012 and to seek Council endorsement to raise the matter with the Municipal Association of Victoria (MAV), unions and other relevant bodies to advocate for a fairer and more just outcome for Council and its employees.

Background

The new Local Government (Long Service Leave) Regulations 2012 contain major changes which will have significant implications for both employers and employees. Council‟s current Enterprise Agreement is silent on the Regulations; therefore we are bound by the 2012 regulations. There are no „transitional arrangements‟.

Local Government Victoria (LGV) did not consult with Councils but did consult with the Municipal Association of Victoria (MAV). LGV released an exposure draft of the proposed 2012 Regulations and a Regulatory Impact Statement (RIS) on 19 September 2011 and the very brief „public consultation‟ phase closed on 25 November 2011. Major changes were not anticipated.

Council has received advice that the new Regulations „have the propensity to create considerable confusion and they also advantage some employees while disadvantaging others, in relation to the 2002 regulations‟.

Report

The major changes that will impact on Council include: a) Regulation 6 (Meaning of ordinary pay) - An employee's long service leave entitlement is based on his or her normal weekly hours at the time the leave is taken or is to be paid out (not averaged out over the period of employment).

An employee's long service leave entitlement is based on his or her normal weekly hours at the time the leave is taken or is to be paid out. The only exception is if the employee‟s hours have changed during their last 12 months (or if they have no fixed hours).

ORDINARY COUNCIL MEETING - 84 - Tuesday, 24 April 2012

F17. LATE ITEM - LOCAL GOVERNMENT (LONG SERVICE LEAVE) REGULATIONS 2012 (continued)

The new definitions significantly affect staff that have gone from full-time to part-time (or vice versa), particularly if that change occurred more than 12 months before the employee was eligible to take long service leave (or payment in lieu). Their entitlement is based on their last 12 months service.

Where an employee's ordinary hours have changed in the 12 months immediately before the employee takes long service leave (or payment in lieu), or the employee has no fixed hours, the hours for calculating long service leave will be averaged over the preceding 12 months or five years, whichever average hours are the greater. The same principle applies if there is no ordinary time rate of pay fixed for the employee‟s work.

The removal of the provision for pro-rata calculation for those going from full-time to part-time (and vice versa) discriminate against women (who often return to work part-time after maternity leave) and older employees transitioning to retirement. b) Regulation 15 (Recognised service to include prior employment with other Councils, persons or bodies) - Recognition of prior service has been extended to include prior service with a “public service body or special body” (as defined) i.e. Victorian Public Service. If there was an entitlement to long service leave when employed by that body (and provided there is no break of more than 12 months before commencing).

Funding/Budget implications

Under the Local Government (Long Service Leave) Regulations 2002 Councils could recognise prior service of a member where they entered into an agreement. Any agreement always required the transfer of the associated funds.

Now under the 2012 Regulations (Regulation 15) Councils must recognise service of a member who has prior service with a public service body or special body. There is no requirement for the public service body or special body to transfer any funds to local government. This potentially has significant cost implications for local government who will have to pay the long service leave entitlement without having received a proportionate contribution from the previous public service body or special body employer. This additional expenditure is not budgeted for.

ORDINARY COUNCIL MEETING - 85 - Tuesday, 24 April 2012

F17. LATE ITEM - LOCAL GOVERNMENT (LONG SERVICE LEAVE) REGULATIONS 2012 (continued)

Conclusion

To ensure fairness and equity to employees who vary their ordinary working hours during their period of continuous service and to seek the transfer of funds to local government where an employee has transferred from a public service body or a special body it is proposed that Council provide formal endorsement for active advocacy relating to the proposal to seek amendment to the Local Government (Long Service Leave) Regulations 2012.

Officer Recommendation

That Council provide endorsement for active advocacy relating to the proposal to seek amendment to the Local Government (Long Service Leave) Regulations 2012, which will allow for fairer and equitable leave entitlements and less cost to Council when recognising prior service with a public service body or special body.

MOTION:

Crs Stephens and Cross

CARRIED

ORDINARY COUNCIL MEETING - 86 - Tuesday, 24 April 2012

ANY OTHER PROCEDURAL MATTER:

Nil

URGENT BUSINESS:

Nil

RECEIPT OF ITEMS SUBMITTED FOR INFORMATION:

INDEX – SEPARATE CIRCULATIONS TO REPORTS

Separate Circulation to Councillors, Group Managers and Media

E1. Assembly of Councillors Records – 14 February 2012 to 12 April 2012 (Inclusive) F1. Monthly Finance Report – 31 March 2012 F2. Policy Development – Procurement Policy F3. Policy Development – Investment Policy F5. Adoption of Fees and Charges for 2012/2013 F6. Speed Limit – Henty Highway, Heywood F12. Tomorrows Library – Glenelg Shire Council Response F16. B Double Truck Use of Browning and Kennedy Street, Portland

Separate Circulation to Councillors and Group Managers

F7. Casterton Kelpie (Multi-Functional) Centre F8. Integrated Growth Plan (IGP) for Portland Advisory Committee Change to Terms of Reference F10. Heritage Advisory Committee Change to Terms of Reference F11. Heritage Advisory Committee Minutes Recommendations F13. 2011-2012 Community Grants Program Allocations – Second Round

Separate Circulation to Councillors

„IN CAMERA‟ Separate Circulation to Councillors and Group Managers

G1. Receipt of Audit Committee Minutes – Wednesday 14 March 2012 G3. Draft Saleyards Booking Procedure and Associated Local Laws Changes G6. Contract No. 20112 – Provision of Construction Services for Marina in Portland Harbour G7. Aboriginal Tent Embassy

ORDINARY COUNCIL MEETING - 87 - Tuesday, 24 April 2012

INDEX – SEPARATE CIRCULATIONS TO REPORTS (continued)

Recommendation

The documents separately circulated to Councillors, Group Managers and Media, as listed above, be received.

Crs Stephens and Saunders

That the recommendation be adopted.

CARRIED

CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC:

Recommendation

That the Council Meeting be closed to members of the public pursuant to Section 89 of the Local Government Act 1989, to enable consideration of the following reports:

G1. Receipt of Audit Committee Minutes – Wednesday 14 March 2012 G2. Demolition and Construction of a New Toilet Block, Scott Street, Heywood G3. Draft Saleyards Booking Procedure and Associated Local Law Changes G4. Contract No. 2011103 – Provision of Environmental Monitoring Services – Portland Landfill G5. Contract No. 201121 – Supply and Delivery of a Landfill Compactor G6. Contract No. 201112 –Provision of Construction Services for Marina in Portland Harbour G7. Requests for Leave of Absence

ORDINARY COUNCIL MEETING - 88 - Tuesday, 24 April 2012

CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC: (continued)

MOTION

Crs Stephens and Saunders

That the Council Meeting be closed to members of the public pursuant to Section 89 of the Local Government Act 1989, to enable consideration of the following reports:

CARRIED

ADJOURNMENT OF MEETING

MOTION:

Crs Saunders and Stephens

That the meeting be adjourned at 9.07pm and is to resume at 9.12pm.

CARRIED

RESUMPTION OF THE MEETING

MOTION:

Crs White and Saunders

That the meeting be resumed at 9.16pm.

CARRIED

G. „IN CAMERA‟ REPORTS:

ORDINARY COUNCIL MEETING - 131 - Tuesday, 24 April 2012

„IN CAMERA‟ CONFIDENTIAL

THIS IS CONFIDENTIAL INFORMATION

G7. ABORIGINAL TENT EMBASSY (continued)

MOTION

Crs Saunders and White

1. That Glenelg Shire Council does not attempt to remove people or property from the tent embassy because Council does not have authority through its Local Law.

2. That Glenelg Shire Council does not issue a notice or initiate legal proceedings at this time, because:

a. Council‟s brief to the lawyers was based on a recommendation by the Aboriginal Consultative Committee on 23 March 2012, however recent advice from Gunditj Mirring Corporation (one of the key organisations represented on the Committee) and the recognised Native Title holders of the relevant parts of Market Square no longer support the recommendation and the Gunditj Mirring Corporation stated that it is not their “responsibility to play any role in any possible disbandment of the Portland Tent Embassy.”

b. The subject of the protest relates to a matter that only State or Federal Government can influence; and

c. Senior Counsel advice, states “There is no quick solution to the problem. The protesters have a right to protest, Charter rights for the free expression and perhaps native title rights, all of which may limit the ability of the Council to remove them.”

3. That Council make the resolution public, and communicates it to the following audiences in this sequence:

a. to the protesters, via a visit by the Mayor, Cr Wilson and Chief Executive Officer, Ms Kelsey

b. to the relevant State and Federal Government Ministers in writing and by telephone, seeking their urgent involvement in bringing about a resolution to this matter; and

c. to the general public via a media release.

CARRIED

ORDINARY COUNCIL MEETING - 133 - Tuesday, 24 April 2012

OPENING OF COUNCIL MEETING TO MEMBERS OF THE PUBLIC:

Crs Stephens and Cross

That the Council Meeting be opened to members of the public at 10.17pm.

CARRIED

THERE BEING NO FURTHER BUSINESS, THE MAYOR DECLARED THE MEETING CLOSED AT 10.17PM.

I HEREBY CERTIFY THAT PAGES, INCLUDING PAGES 89 TO 130 AND PAGE 132 (IN CAMERA), ARE CONFIRMED AND ARE A TRUE AND CORRECT RECORD.

CR GILBERT WILSON MAYOR

MUNICIPAL OFFICES PORTLAND

22 May 2012