Minutes for Ordinary Meeting Wednesday, 21 October 2015 Bass Coast Shire Council

Heritage Centre, 89 Thompson Avenue, Cowes

5.00pm

1. These minutes are due to be confirmed on 18 November 2015 2. Any decision included in these minutes is subject to change resulting from a rescission motion passed by Council.

Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

TABLE OF CONTENTS

A Present and Apologies ...... 4 B Community Question Time ...... 5 B.1 Walter Broussard, Cowes - Contributions - non-monetary (Budget $6,591,000) ...... 5 B.2 Walter Broussard, Cowes - Questions by Councillors of the CEO in Council Meetings ...... 5 B.3 Les Larke, Wonthaggi - Mr Les Larke communications with Council ...... 5 B.4 Les Larke, Wonthaggi - Wonthaggi Cemetery Trust ...... 6 B.5 Kevin Griffin, Wonthaggi - Community's ability to pay for significant increases in rates and user charges is limited ...... 6 B.6 Kevin Griffin, Wonthaggi - CEO's actions to contain operating costs to the existing inflation level ...... 7 B.7 Maurice Schinkel, Cowes - Agenda Item E.6 Error in Annual Report for the period 1 July 2014 to 30 June 2015 ...... 7 B.8 Patricia Hunt, Cowes - Justice Road Farm (now Shoalhaven) Subdivision ...... 8 B.9 Patricia Hunt, Cowes - Traffic Control in Thompson Ave ...... 8 B.10 Peter Demergue, Cape Woolamai - Woolamai House Drainage Proposal on Foreshore Reserve ...... 9 B.11 Marg Demergue, Cape Woolamai - Woolamai House Development Proposal ...... 10 B.12 Anne Davie, Ventnor - Grollo Development ...... 10 B.13 Bob Hayes, Sunderland Bay - Dust Problem (on behalf of 12 questioners) ...... 10 B.14 Kate McLaughlin, Cape Woolamai - Proposal 150082 Stormwater Drain and Pond System for Cape Woolamai ...... 11 B.15 Cr Phil Wright - Gap Road Recycling Centre - Termination of Planning Permit ...... 12 B.16 Peter McMahon, Cowes - Phillip Island Aquatic Centre...... 12 B.17 Margaret Hancock, Cowes - Replacement of Street Trees ...... 13 B.18 Maurice Schinkel, Cowes - Foreshore Use Permit Bass Coast Fat Bikes ...... 13 B.19 Sue Saliba, Cowes - Foreshore Use Permit - Bass Coast Fat Bikes ...... 13 B.20 Nyree Davis, Cape Woolamai - Youth Services in Bass Coast ...... 14 B.21 Nyree Davis, Cape Woolamai - Phillip Island Airport ...... 14 C Confirmation of Minutes...... 15 C.1 Ordinary Meeting held on 16 September 2015 ...... 15 D Petitions and Deputations ...... 16 E Reports Requiring Council Decision ...... 18 E.1 Three month delegation review ...... 18 E.2 Australian Junior Surfing Titles 2016 - Phillip Island ...... 34 E.3 Bass Coast World Surf League series ...... 37 E.4 Phillip Island Integrated Transport Study (PIITS) - Progress Update on Advocacy and Implementation ...... 40 E.5 Community Grants Program Review ...... 46 E.6 Annual Report 2014/15 ...... 51 E.7 Section 86 Special Committees of Council Appointments ...... 55 E.8 Endorsement of Gippsland Regional Plan ...... 58 F Correspondence ...... 63 F.1 Bass Coast Shire Council becoming a partner to the People's Climate Bass Coast Shire Council Page 2 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

March, 27 November 2015 ...... 63 G Notices of Motion ...... 66 H Committees and Delegates Reports ...... 68 H.1 Domestic Animal Management Advisory Committee ...... 68 H.2 Cowes Cultural & Civic Precinct Working Group ...... 69 H.3 Bass Coast Shire Council Audit Committee Special Meeting ...... 70 H.4 Place Names Committee Meeting Minutes ...... 72 H.5 Australian Coastal Councils Association Inc Annual General Meeting ...... 73 I Performance Monitoring Reports ...... 75 I.1 Development Services Activity Report for August 2015 ...... 75 I.2 Development Services - Planning Permits issued under delegation for August 2015 ...... 77 I.3 Contracts Awarded Report ...... 79 J Watching Bass Coast ...... 82 J.1 Events Update ...... 82 J.2 Complaints Handling Register - Biannual Report ...... 86 J.3 Quarterly Efficiency Report 2015/2016 ...... 89 J.4 CEO's Report for October 2015 ...... 93 J.5 Assembly of Councillors Report ...... 95 K Acknowledgements ...... 97 K.1 Acknowledgements - Cr Phil Wright ...... 97 K.2 Acknowledgements - Cr Neil Rankine ...... 97 K.3 Acknowledgements - Cr Clare Le Serve ...... 97 K.4 Acknowledgements - Cr Jordan Crugnale ...... 98 K.5 Acknowledgements - Cr Bradley Drew ...... 99 K.6 Acknowledgements - Cr Kimberley Brown ...... 99 L Urgent Business ...... 100 M Confirmation of Closed Minutes ...... 103 M.1 Minutes of Closed Ordinary Meeting held on 16 September 2015...... 103 N Items Closed to the Public ...... 104 N.1 Personnel Matter ...... 104 N.2 Contractual Matter ...... 104

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Meeting commenced The meeting commenced at 5.01pm.

Acknowledgement: Cr Rankine read the acknowledgement. Statement: Cr Phillips read the Councillor Statement.

A Present and Apologies

Councillors: Cr Kimberley Brown, McHaffie Ward (Mayor) Cr Jordan Crugnale, Townsend Ward (Deputy Mayor) Cr Neil Rankine, Hovell Ward Cr Andrew Phillips, Thompson Ward Cr Bradley Drew, Anderson Ward Cr Clare Le Serve, Leadbeater Ward Cr Phil Wright, Churchill Ward

Officers: Mr Paul Buckley, Chief Executive Officer Mr Mark Brady, General Manager Governance and Organisation Development Mrs Antoinette Mitchell, Acting General Manager Healthy Communities Mr Jamie Sutherland, Acting General Manager Infrastructure Ms Allison Jones, General Manager Sustainable Development and Growth Mrs Shana Bremner, Acting Governance Officer

Apologies: Nil.

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B Community Question Time

B.1 Walter Broussard, Cowes - Contributions - non-monetary (Budget $6,591,000) Can the CEO please explain the nature of the above item in 2014/15 and the 2015/16 budget as it is the major item contributing to the surplus for the budget year? Cr Brown responded that in simple terms, non-monetary contributions are assets (not cash) donated or granted to Council. For clarification, the budget for 2015/2016 includes only $30,000 for these non-cash assets and not $6,591,000. The amount of $6,591,000 is the value of non-cash assets received by Council for the 2014/2015 financial year. The nature of non-monetary assets in this case is that they are roads, drainage, footpaths, playgrounds, and other assets provided by developers to Council as part of completing a portion of a subdivision. These donated or granted assets then become the responsibility of Council to maintain and then replace when they reach the end of their life.

B.2 Walter Broussard, Cowes - Questions by Councillors of the CEO in Council Meetings Why is it necessary for Councillors to ask formal questions of the CEO in Council meeting, when the CEO works for those Councillors, and such questions could be asked and answered before meetings? Cr Brown advised that Councillors sometimes use Public Question time to enable the community to also hear the response. Councillors may also be asking questions that they’ve been asked by someone in the community.

B.3 Les Larke, Wonthaggi - Mr Les Larke communications with Council I refer to Mr Mark Brady’s letter dated 4 September 2015 (with Mr Paul Buckley’s imprimatur by email dated 7 September 2015), in relation to restraints imposed on Mr Les Larke re communications with Bass Coast Shire Council (BCSC), BCSC Councillors and BCSC staff. In this regard, the common law principles of natural justice consist of two fundamental rules; • the hearing rule, which requires a decision-maker to hear a person before making a decision affecting that person’s rights or interests • the rule against bias, which requires such a person be afforded a fair and unbiased hearing before a decision is made, and provides for disqualification of the decision maker/s in circumstances of actual or apprehended bias. Whilst ignorance of the law is no excuse, in the light of this information, will BCSC Councillors jointly instruct: • Mr Mark Brady to withdraw the letter dated 4 September 2015 • Mr Paul Buckley to withdraw the email dated 7 September 2015 Bass Coast Shire Council Page 5 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

and apologise to Mr Larke for the collective breach of common law principles of natural justice by BCSC, Mr Mark Brady and Mr Paul Buckley? Cr Brown advised that the answer to Mr Larke’s question is no.

B.4 Les Larke, Wonthaggi - Wonthaggi Cemetery Trust I refer to page 8 in The South Gippsland Sentinel-Times, Tuesday, August 11, 2015 and the article headed ‘Council to act on Wonthaggi cemetery’. In particular, I refer to your quoted statement, as follows: “Our first priority will be addressing the drainage issue and we are hopeful we will be able to secure grant funding to match the $50,000 provided to the Wonthaggi Cemetery Trust.” This matter was drawn to my attention by other community members. In that regard, the $50,000 was not provided to the Cemetery Trust by Council, it is part of the Cemetery Trust’s own reserves. The above statement is misleading and deceptive, whether inadvertent or not, as the community has gained the impression that Council provided the $50,000 to the Wonthaggi Cemetery Trust. In brief - Councils are not exempt from operation of the Competition and Consumer Act (CCA). It has long been considered that local councils are not engaged in trade or commerce and therefore are exempt from the operation of the Competition and Consumer Act 2010 (Cth), which replaced the well-known Trade Practices Act. However, that is not the case. Like individuals, partnerships and companies, councils can fall foul of the CCA, including its misleading or deceptive conduct provisions. Kindly advise how you propose to correct the record, and state that the $50,000 was not provided by Council to the Wonthaggi Cemetery Trust, and was in fact to be allocated by the Wonthaggi Cemetery Trust from its own reserves. Cr Brown responded that this matter has been addressed in previous correspondence to Mr Larke. Council does not propose to take any further action on this issue.

B.5 Kevin Griffin, Wonthaggi - Community's ability to pay for significant increases in rates and user charges is limited Councillors adopted their 2015-16 budget fully aware that page 13 states in part; “A combination of the relatively low skill based industries in Bass Coast and the significant aged population means that the average household wage of $855 per week is over 40% less than the Victorian average of $1216.” Further, councillors were aware that page 14 states in part; “…a large proportion of residents are relatively cash poor, with wealth tied up in long term investments or housing. As a result the community’s ability to pay for significant increases in rates and user charges is limited.” The Australian Bureau of Statistics reports that the CPI for the year through June 2015 was just 1.5%.

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Bearing in mind the current inflation rate and the quoted statements in their budget, are any of the current ward councillors committed to ensuring that their 2016-17 budget ensures that residential rates remain capped at CPI? Cr Brown responded that Council will consider this issue in the review of its long term financial plan and in the preparation of the 2016/17 budget.

B.6 Kevin Griffin, Wonthaggi - CEO's actions to contain operating costs to the existing inflation level Council’s adopted budget for 2015-16 states on page 14 that “State-wide CPI is forecast to be 2.5% for the 2015-2016 year (Victorian Budget Papers 2014-2015).” On the 22nd September in an article titled “Council congratulates itself on savings”, the South Gippsland Sentinel Times quotes the CEO as saying “The Essential Services Commission has identified that they are anticipating a cap of about 3.05% for 2016/17”. The Australian Bureau of Statistics reports that the CPI for the year through June 2015 was just 1.5%. From what source did the CEO obtain the ESC’s claimed 3.05%, and what measures has he taken since the end of June to ensure that Council’s 2015-16 operational costs do not exceed the current inflation rate of 1.5%? Cr Brown advised that the 3.05% figure has been forecast by the Essential Services Commission at Page 15 of its draft report on Local Government Rates Capping and Variation Framework Review “A Blueprint for Change” and again in the Final Report released today at Page 29. A copy of the final report is available via the Essential Services Commission website. As previously reported, the 2015/16 budget provided for an operational increase of just 1.6%. A report in tonight’s agenda provides details of further savings achieved since 1 July 2015.

B.7 Maurice Schinkel, Cowes - Agenda Item E.6 Error in Annual Report for the period 1 July 2014 to 30 June 2015 Will Council correct the error on page 24 of the Annual Report where it is stated, “Council had six matters which were lodged at VCAT for review, five decisions were upheld and one was set aside”, when the reality is that during the period of the annual report from 1 July 2014 to 30 June 2015 the Victorian Civil and Administrative Tribunal made orders for eight Bass Coast Shire Council cases, with two set aside; with the actual eight cases, and date of order, and the order, being: Coronet Bay Ratepayers and Residents Association Inc v Bass Coast SC [2014] VCAT 878, 23 July 2014, “The decision of the Responsible Authority is set aside” Sarben Construction Pty Ltd v Bass Coast SC [2014] VCAT 1003, 15 August 2014, “the decision of the responsible authority is affirmed” Bailey v Bass Coast SC [2014] VCAT 1480, 28 November 2014, “The refusal of the Responsible Authority is affirmed” Baker v Bass Coast SC [2015] VCAT 420, 9 April 2015, “The application for review is dismissed”

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Pugh v Bass Coast SC [2015] VCAT 469, 17 April 2015, “The decision of the Responsible Authority is affirmed” Donohue v Bass Coast SC [2015] VCAT 487, 21 April 2015, “decision of the Responsible Authority is affirmed” Meterhall v Bass Coast SC [2015] VCAT 752, 28 May 2015, “The decision of the Responsible Authority is set aside” Gibson v Bass Coast SC [2015] VCAT 857, 12 June 2015, “The decision of the Responsible Authority is affirmed” ?, and will Council correct the statistical analysis of the percentage of planning application decisions subject to review by VCAT and that were not set aside, on pages 24, 27 and 39? In addition, the case ‘IS Holdings Pty Ltd v Bass Coast SC’, heard on 19 June 2015, and with date of order of 22 July 2015, has the order, “The decision of the Responsible Authority is set aside”. Cr Brown thanked Mr Schinkel for bringing this error to our attention. The correct numbers should be: 8 matters were listed for determination with one being dismissed and therefore not included in the statistics (Baker v Bass Coast SC [2015] VCAT 420, 9 April 2015) Of the 7 matters considered, 5 were affirmed, 2 set aside.

B.8 Patricia Hunt, Cowes - Justice Road Farm (now Shoalhaven) Subdivision When will Council take steps to have the wetland/drainage/open space area of this subdivision completed? The area has been left as an impoundment of dirty water, surrounded by a temporary fence, for nearly two years. Presumably there are permit conditions for this subdivision which should be enforced so what is causing this unsatisfactory delay? Cr Brown advised that the current permit has another five months in which to complete the works. The applicant has the opportunity to request an extension of time to complete these works if required. At this point in time Council officers will be working with the applicant to ensure the permit conditions are met.

B.9 Patricia Hunt, Cowes - Traffic Control in Thompson Ave Has the Traffic Survey, which was to be conducted two years after the opening of the Woolworths Supermarket (in late 2011) as part of the permit conditions been completed? Also why has the original no right turn requirement in Thompson Avenue been removed? Cr Brown advised that permit condition 31 was placed on the permit at the request of VicRoads. The permit condition states:

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Within three years of the commencement of the development hereby permitted the permit holder must, upon receipt of the written request of Council, prepare and submit to the Council for approval a post development impact traffic report (PDI Report) which addresses the right turn movements into and out of the approved development. Council records indicate that the development was completed in early 2012 and no written request from Council was made within the three year time period. Given this was a condition placed on the permit at the request of VicRoads, officers will advise VicRoads that this permit condition has not been acted upon. In relation to the signs removal – this has not been at the direction of Council and we will follow up with VicRoads as they are the Responsible Road Authority.

B.10 Peter Demergue, Cape Woolamai - Woolamai House Drainage Proposal on Foreshore Reserve Seeing that San Remo Ranch P/L and Verve Developments have listed the proposed drainage and retention dam for determination at VCAT with hearings in November, December and January 2016, what position will the BCSC adopt in their presentation to VCAT in order to prevent this dangerous precedent from being established? Cr Brown responded that the applicant is required by planning permit condition 24(a)(iv) to provide: “Drainage computations that include the external catchments in the design of the piped drainage system with an extreme event overflow path through the land including the outfall to Nature and foreshore reserves.” The foreshore outfall involves the following onsite and offsite processes: Onsite includes: • Piped drainage from the development (5 year) is directed to a Gross Pollutant Trap • 3 month flows enter a bioretention basin to remove nutrients • Flows up to 5 year bypass this process as they are usually less affected by pollutants and the water is cleaner. Offsite Council resolved at the 16 September Council meeting to defer the application to enable the applicant to consider all other options for a drainage outfall. Council officers are currently working with the applicant to address all other options. Once this work has been completed it will provide the basis for Council’s position (which will require a resolution) to be taken to VCAT.

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B.11 Marg Demergue, Cape Woolamai - Woolamai House Development Proposal What are the intentions of Bass Coast Shire Council concerning the Woolamai House development proposal to drain excess water onto the foreshore now that the developers have lodged an appeal at VCAT? Cr Brown responded that the same answer provided for the previous question also applied to Mrs Demergue’s question.

B.12 Anne Davie, Ventnor - Grollo Development Can we please have an explanation as to how the situation at the Grollo Development has arisen, considering the VCAT order for water retention on site? Cr Brown responded that the same answer provided for the previous question also applied to Mrs Davie’s question. Mr Buckley advised that he will ensure Mrs Davie is provided with a comprehensive response to any further questions she has on this issue.

B.13 Bob Hayes, Sunderland Bay - Dust Problem (on behalf of 12 questioners) Since Council has decided not to reinstate the dust suppression treatment on several roads that have been returned back to gravel, what is Council doing to reduce the dust problem that Council had acknowledged by setting up the dust suppression trial 9 years ago? If Council is genuine about ratepayers’ health and wellbeing, what measures will Council adopt to reduce traffic volumes and traffic speeds as a means of reducing the dust problem and restoring the quality of life that residents have rightly enjoyed over the past 9 years? I, Bob Hayes, wish to be heard on this matter. On behalf of: Lou Pecora, Genevieve Hayes, Rhonda Dixon, William Dixon, John O’Brien, Mary O’Brien, Louise Sweetman, Nick Sweetman, Loris Brown, Barry Brown, Nicki Lowndes. Cr Brown advised that at the end of the dust suppressant trial an evaluation was undertaken and presented to Council in 2010 for decision and the program was not continued to other unsealed roads in the Shire. It was decided to continue to support Council’s Urban Streets Improvement Policy which ultimately aimed to bring all urban streets in Bass Coast Shire Council to a sealed status. This policy has recently been revised by the adopted Urban Roads and Drainage Improvement Policy which includes a priority list and program of areas to be considered for upgrade. The policy also allows for residents to approach Council to consider an upgrade for their area outside that program, if they can demonstrate that 70% of property owners in the area are willing to contribute to the upgrade. This policy provides Council with the framework to permanently resolve concerns with dust that the community may have coming from

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unsealed roads in urban areas. In the interim, under the Road Services Asset Management Plan, Council will continue to provide safe and efficient access to all residents with appropriate speed limits. Council Officers will contact the questioner to discuss the concerns about speeding and traffic volumes in the local area.

B.14 Kate McLaughlin, Cape Woolamai - Proposal 150082 Stormwater Drain and Pond System for Cape Woolamai 1. Has a Stormwater Retardation System been put in place on 7 Cleeland Road Cape Woolamai as per VCAT determination on 3 October 2012, Page 17-18 1st paragraph? “(iii) A drainage retardation system on the land serving the whole of the subject land to the satisfaction of the Responsible Authority. Matters for attention include acceptance of upstream catchment flows, discharge to the legal points of discharge and treatment of captured stormwater flows on site to achieve quality improvement using Water Sensitive Urban Design principles.” 2. How often does the Council expect “Extreme Events Overflow” to occur and does this necessitate this site of drainage pond to be constructed on a foreshore reserve. Page 18 2nd Paragraph. VCAT determination: Drainage computations that include the external catchment in the design of the piped drainage system with an extreme event overflow path through the land including the outfall to Nature and foreshore reserves.” Cr Brown advised that, as per previous questions (B.10, B.11 and B.12), the applicant is required by planning permit condition 24(a)(iv) to provide: “Drainage computations that include the external catchments in the design of the piped drainage system with an extreme event overflow path through the land including the outfall to Nature and foreshore reserves.” The foreshore outfall involves the following onsite and offsite processes: Onsite includes: • Piped drainage from the development (5 year) is directed to a Gross Pollutant Trap • 3 month flows enter a bioretention basin to remove nutrients • Flows up to 5 year bypass this process as they are usually less affected by pollutants and the water is cleaner. Offsite Council resolved at the 16 September Council meeting to defer the application to enable the applicant to consider all other options for a drainage outfall. Council officers are currently working with the applicant to address all other options. Once this work has been completed it will provide the basis for Council’s position (which will require a resolution) to be taken to VCAT.

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B.15 Cr Phil Wright - Gap Road Recycling Centre - Termination of Planning Permit In view of fire this week at Brooklyn recycling plant and a similar fire last year at the Ringwood recycling centre. 1. Can the CEO advise the status of the Gap Rd proposal ? In 2010 the Planning Panel advised council not to rezone the site but to issue an Incorporated Document with clear instruction what council must do if the development is not commenced within two years. Commencement of the works cannot commence until 62 conditions have been completed. 2. Have any conditions been completed yet ? The proposal to recycle 8 times more waste than is generated on Phillip Island represents an unacceptable risk to the tourism industry, rural landscapes and enjoyment of the natural features by residents. It is time the proposal was formally abandoned by Council. 3. What is the intention of the Planning Dept ? 1. Cr Brown advised that 62 conditions were placed on the incorporated document which forms the permit for the land transfer station. The Incorporated Document sits on the subject land until such as time that it is either actioned or ended, neither of which has occurred. The planning permit which was considered alongside the incorporated document was refused, and as such no set timeframe for the commencement of development exists. Furthermore no specific triggers in terms of timeframe exist in the incorporated document, only that landscaping and other site works must occur within set timeframes, once a development plan is endorsed (no development plan has been endorsed, no planning permit has been lodged to do so). 2. Cr Brown responded that no conditions have been completed, nor has any information in regards to these conditions been submitted to Council. 3. Cr Brown advised that Council’s Statutory Planning Department will consider any applications on the subject site, which the land owner may submit. At present application 150277 for a dwelling on Lot 1 (which is where the transfer station is proposed) is under consideration. The application is currently on public notification and referral.

B.16 Peter McMahon, Cowes - Phillip Island Aquatic Centre It has been stated during the rate deliberations and at previous Council Meetings how no funds would be available for any construction of any aquatic facilities of any kind until 2020. 1. Are the ratepayers of the Shire able to be told what the recent upgrade/maintenance work cost at the Wonthaggi Aquatic Centre, during the shutdown earlier this year as I can’t seem to find it within any correspondence related to expenditure .

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2. As the CEO stated last month and now it is written in our Annual Report, the Shire has managed to change what was expected to be a loss of $1.5 mil to a $6.793 mil surplus ($8.3 mil turn around), why can’t this level continue, this could allow aquatic work to be started sooner rather than later, or is this at a cost of something else. Can we expect cheaper rates next year? 3. We were told that 10 EFI reduction had been made during this last year only to find published in our Annual Report, an additional increase of 3.8 EFI, plus the employee costs rose by $1.524 mil or 5.88% over last year, why? How can we believe what we are being told is correct, do we ask all communication to be sworn on the bible? Cr Brown advised that she will take these questions on notice and provide a detailed response to Mr McMahon, however Question 2 has been partly addressed in earlier responses tonight: that is the $6.793M is not as a cash surplus and Council will be considering the issue of rates when it reviews is Long Term Financial Plan and prepares its 2016/17 budget. Mr Buckley reiterated that Council’s financial statements are independently audited and signed off by the Auditor-General.

B.17 Margaret Hancock, Cowes - Replacement of Street Trees Is there any program in place for the replacement of failed tree plantings? Cr Brown responded that the Road Service Asset Management Plan includes an allocation for the replacement or installation of new street trees in road reserves. Mr Sutherland added that on top of this Plan, there is a maintenance allocation that can be used to replace damaged trees. Mr Sutherland advised that he will talk to Mrs Hancock after the meeting about the specific trees she is referring to.

B.18 Maurice Schinkel, Cowes - Foreshore Use Permit Bass Coast Fat Bikes Why has Council approved a Foreshore Use Permit for Bass Coast Fat Bikes when the use is not foreshadowed in either the ‘Bass Coast Shire Bicycle Strategy 2000’ (a Reference Document at clause 21.12), or the draft Kilcunda Foreshore Master Plan? Cr Brown advised that she will take this question on notice and a written response will be provided to Mr Schinkel.

B.19 Sue Saliba, Cowes - Foreshore Use Permit - Bass Coast Fat Bikes Can Council tell me why a permit has been granted to a private operator to conduct a business on a public beach which will endanger federally protected hooded plovers? Given the obvious error made in granting this permit, will Council invoke Clause 6 of its special conditions in the permit which states: ‘the permit may be withdrawn or revoked at the discretion of the Manager Sustainable Environment, Coordinator Coast and Bushland Management or Community Safety Ranger’?

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Cr Brown advised that she will take these questions on notice and a written response will be provided to Ms Saliba.

B.20 Nyree Davis, Cape Woolamai - Youth Services in Bass Coast What services for youth in Bass Coast are currently funded by Bass Coast Shire Council? Cr Brown advised that she will take this question on notice and a written response will be provided to Ms Davis.

B.21 Nyree Davis, Cape Woolamai - Phillip Island Airport What is the proposed rezoning and what details are available regarding planning permit applications? Cr Brown advised that the most recent update is that Council resolved to ask the owner to prepare a master plan for consideration by Council. The masterplan has not yet been submitted; Cr Brown advised that she will get some more information on that and respond to Ms Davis in further detail.

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C Confirmation of Minutes

C.1 Ordinary Meeting held on 16 September 2015

Council Decision Moved: Cr. Neil Rankine / Seconded: Cr. Andrew Phillips That the minutes of the Ordinary Meeting held on 16 September 2015 be confirmed. CARRIED

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D Petitions and Deputations

Nil.

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Reports Requiring Council Decision

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E Reports Requiring Council Decision

E.1 Three month delegation review

File No: CM15/779 Department: Sustainable Development and Growth Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary This report has been prepared in response to a Council resolution to undertake a three month Review on planning delegations. The Review included an assessment of current planning performance, benchmarking of delegation models that are currently used across Gippsland and regional Victoria as well as the make-up and function of Council’s Delegated Planning Committee. The report recommends changes to internal processes, improved information to Councillors on applications received, expanded membership of the Delegated Planning Committee and no change to the current triggers for applications to be considered by Council.

Background In May 2015 Council resolved: “That the Chief Executive Officer investigate options/models for the establishment of a planning/infrastructure committee to assist Council in the assessment of major planning applications and present a report on options/models to the Ordinary Council meeting to be held 15 July 2015”. At the ordinary meeting of 15 July 2015, Council resolved: To initiate a three month planning delegations review considering the following options; 1. The trigger points for applications to be considered by Council, 2. Models for an infrastructure planning and design advisory committee to Council, and 3. The makeup of the Shire’s internal delegated planning committee

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The three month planning delegation review has included: • an assessment of current planning permit activity, • analysis of the number of reports determined under delegation, by the Delegated Planning Committee and by the full Council • current performance within the statutory day timeframe • benchmarking of models utilised in other Councils • internal review and discussion on triggers, delegated planning committee and models for a committee • a comprehensive workshop with Councillors to review triggers, models for an infrastructure and planning and design advisory committee and the makeup of the Delegated Planning Committee.

Current Planning Permit Activity& Performance

Currently Bass Coast is at 63% planning determinations in the 60 statutory day timeframe; which is a significant increase from the same time last year. In 2014/2015, Council received a total of 528 applications, 90 percent of these planning applications were determined under officer delegation. Thirty seven applications were determined by Delegated Planning Committee and 12 applications determined by Council decisions.

Application 2011/2012 2012/2013 2013/2014 2014/2015 Activity Total 588 439 407 510 decisions Decisions 553 (94%) 407 (92.7%) 347 (85%) 460 (90 %) made under delegation Decisions 9 (1.5%) 26 (6%) 52 (13%) 37 (7.5%) made at DPC Decisions 7 (1.2%) 6 (1.3%) 8 (2 %) 13 (2.5%) made at Council Review 28 (4.8%) 15 (3.4%) 15 (3.7%) 12 (2.4%) lodged at VCAT

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For the 2014/15 financial year, twelve applications for review were lodged at VCAT in response to determinations made by Council (see below). Of the six that have been heard five decisions were upheld which demonstrates that decisions have been based on sound planning merit

VCAT Appeals 14 12 10 8 6 4 2 0 2012/2013 2013/2014 2014/2015 Total 2 7 12 Upheld 2 3 5 Overturned 0 4 1

Of the 50 applications which have been determined by Council or DPC for the 2014/15 financial year, only 24% have been determined within the 60 day statutory timeframe. Reducing delegation is likely to reduce the number of applications determined within 60 days and increase Council’s risk of applications being appealed under Section 79 of the Planning and Environment Act 1987 for a failure to determine.

Trigger Points

The existing delegation model at Bass Coast Shire requires that Council need to make decisions on applications that are estimated to be worth in excess of $3 million or where more than 4 objections have been received. These applications are often highly complex. Currently Council does not have any other formal triggers though individual Councillors may request an application be considered by Council.

Council Determination Applications must be referred to Council if more than four objections are received, if the value of the development exceeds $3m and otherwise at the discretion of the Delegated Planning Committee.

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Delegated Planning Committee Applications must be referred to the Determination Delegated Planning Committee if four or less objections but more than one are received, if the value of the development is between $1m and $3m or less or if the officer is recommending refusal.

Delegate Determination Decisions can be made by officers under delegation with approval of the Development Services Manager or the General Manager, Sustainable Development & Growth where one or less objection is received, where the value of the development is less than $1m and where the officer is recommending approval.

Council- Extension of time All applications for extension of time must be referred to Council if the value of the application exceeds $3m. All other decisions are made under officer delegation.

Council Permit Amendment An application to amend a Council issued permit must be referred to Council if the value of the amendment exceeds $500,000 or more than four objections have been received. All other decisions are made under officer delegation.

Delegated Planning Committee- Permit Applications must be referred to the Amendment Delegated Planning Committee if four or less objections but more than one objection are received, or if the officer is recommending refusal.

VicSmart Applications Under the VicSmart permit assessment process, the General Manager, Sustainable Development & Growth or the Manager, Development Services, as the delegate of the CEO may issue or refuse an application.

Bass Coast Shire Council Page 21 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

In July 2015 a report was provided to Council that investigated a range of models and options for the assessment of applications within the local government sector. For the purposes of this report a table has been provided summarising the delegation and committee make up used in regional Victoria and Gippsland. Council Trigger to Council Delegated Planning Other Committee make Up Bass Coast > 4+ Objections 3 of the following - Fortnightly > $3M officers; CEO, GM, Application list - Call in by Manager of Development reviewed by Councillors Services or Strategic Councillors to Planning, Coordinator determine Statutory Planning or whether to call-in. Strategic Planning Wellington None (all applications - N/A - Strategic Land Use delegated to Officers) Planning Committee made up of Councillors & Planning Officers East Gippsland > 5 Objections - Major Projects - Officer discretion Committee made up of Range of Planning Officers South Gippsland 5 Objections - Councillors meet - Officer discretion in camera to discuss range issues Baw Baw Shire > 5 Objections - Council - Call in by Councillors City Ballarat - Officer discretion Latrobe City Council - Officer discretion (>5 objections go to CEO) Warrnambool City 5 Objections - Development Council - Officer discretion Control Group that is comprised of officers and meets fortnightly and invites stakeholder agencies to the meetings when relevant.

Bass Coast Shire Council Page 22 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Models for Infrastructure Planning and Design Advisory Committees

The July 2015 Council report also provided a range of advisory committee models for the consideration of Council. The table below is an excerpt from the July report and shows Council’s with advisory committees in place.

Council Planning Committees

Wellington Shire Council Planning Committee Wellington has a Strategic Land Use Planning Committee which include all Councillors as well as officers from planning (both statutory and strategic) and infrastructure. The Committee deals with a forward program of strategic planning projects and planning scheme amendments that will facilitate better outcomes for major and minor developments.

East Gippsland Shire Council Major Projects Committee East Gippsland Shire has a Major Projects Committee which consists of officers from the following areas of Council planners (statutory and strategic), economic development, infrastructure and operations. The group works through a list of actual and proposed projects and facilitate best possible outcomes. The Committee reports regularly to the Executive and Councillors.

South Gippsland Shire Council Planning Committee South Gippsland Shire Council has a Planning Committee which includes all Councillors and meets monthly in camera (it is not a decision making Committee). The Committee informs Council and allows discussion on: Statutory Applications, Strategic Planning Projects & Amendments, and Planning and Building Enforcement issues.

Bass Coast Shire Council Page 23 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Planning Committees

Glen Eira City Council Planning Conference The number of objections received is only one consideration in determining whether or not an item is referred to Council. Other factors considered are the nature of the objections (vexatious, pro forma, petition), the officer's recommendation and any prior Councillor involvement with the application. An exception to this is applications which are to be refused despite the fact that they involve significant policy implications. In such cases, the Manager Statutory Planning can exercise delegated powers to refuse an application which fundamentally contradicts Council policy, irrespective of the number of objections.

A judgement as to whether an application has significant policy implications is made by the Manager Statutory Planning, often in consultation with the Group Manager Statutory Services and/or the Director City Development.

A planning conference is an important prerequisite to an application being considered by Council. The planning conference is chaired by a Councillor and provides the opportunity for applicants, objectors and residents to make submissions in respect to planning applications that have been referred to a Council meeting for a decision.

The purpose of the planning conference is to provide a public and open forum where discussion of the proposal can occur between the parties with a view to identifying affected resident concerns, possible means for addressing the concerns and opportunities to improve the proposal.

Following the planning conference, the application is referred to a Council meeting for a decision. Although the Council meeting is open to the public, there is no opportunity (subject to a ruling by the Mayor of the day) for the public to make submissions to the Councillors. Bass Coast Shire Council Page 24

Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Planning Committees

City of Yarra Planning Committee The City of Yarra has an Internal Development Approvals Committee (IDAC)

which is a delegated committee of Council which consists of three councillors (one from each of the three wards). This committee has the authority to make decisions on applications for planning permits and considers applications that have received six or more objections, unless they have been refused by Council's planning officers. Major developments are sometimes considered at a full Council meeting rather than at IDAC. All Councillors are members of IDAC on a rotational basis. Generally, three Councillors are present at each IDAC meeting.

City of Greater Geelong Planning Committee The Planning Committee is made up of a minimum of seven Councillors and deals with applications that have been called in by the Council. Development Hearings Panel This Panel is a committee consisting of Senior Council Officers and a Councillor. With a minimum of four members, this Panel meets twice monthly dealing with applications which have received more than five objections and those being recommended for refusal.

Bass Coast Shire Council Page 25 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Planning Committees

Warrnambool City Council Planning Committee Warrnambool City Council has a Development Control Group that is comprised of officers and meets fortnightly and invites stakeholder agencies to the meetings when relevant. The Group has the following objectives: • Provide expertise and advice to the CEO about complex planning matters. • Enable Senior Management Coordination on Growth Area Planning. • Preparation and planning for Councillor decision making in Planning. • Receiving confidential Business and Development proposals of a major nature by proponents. • State Government Development Agency liaison. • Major Project Management accountability.

Makeup of Bass Coast’s Delegated Planning Committee The Delegated Planning Committee is comprised of three of the following officers; the Chief Executive Officer, one or more of the four General Managers, Manager Development Services, Manager Strategic Development, Coordinator Statutory Planning and Coordinator Strategic Planning. The quorum of three for the Delegated Planning Committee must include a General Manager, a Planning Manager and a Planning Coordinator at all times. The Committee must meet at least 20 times per year and must report to the Council monthly. Applications must be referred to the Delegated Planning Committee if four or less objections but more than one are received or if the value of the development is $3m or less or if the officer is recommending refusal.

Bass Coast Shire Council Page 26 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Councillor Workshop September 2015 On 9 September 2015, officers and Councillors participated in a workshop designed to seek Councillor views on planning delegations. The workshop provided officers with an opportunity to more fully understand the concerns of Councillors in relation to the types of applications that they would like Council to consider, concerns in relation to the planning scheme and views on planning at Bass Coast Shire in general. Feedback from Councillors at the Planning Delegations Review workshop held in September highlighted the following: • Desire to get the balance right between Council considering applications but not delaying the process unnecessarily; • For Councillors to call in applications the onus is on Councillors to keep across the applications as they are received. Acknowledgement that the information received more recently provides Councillors with an improved opportunity to call in; • Councillors would like to have council consider foreshore development applications outside of residential zones; • There should be no surprises- advice on complex or controversial applications should be early; • Some Councillors would like to see more vegetation applications come before Council; • Councillors would like to see multi lot subdivisions before Council, there was some agreement on 10+ lots to be considered by Council; • Councillors would like to see all amendments for subdivisions that were approved by Council to come back to Council; • Some Councillors would like to see the assessment (map of site, overlays in place, % vegetation proposed to be removed, officers recommendation) before deciding whether to call an application in; • Some Councillors did not want to delay determination of applications; • There is a perception in the community that there is no opportunity for community involvement when applications are considered by officers or under the Delegated Planning Committee; • Councillors would like to see the make-up of the Delegated Planning Committee expanded to include representatives from Council’s Environment and Engineering departments; • Requests for extensions of time, on applications determined by Council, after the first request to come back to Council; and, • Some Councillors would like to see the development of a committee of experts from areas such as arboriculture and urban design. Whilst other Councillors felt that expertise should be brought in on an as needs basis. Councillors indicated that a further councillor only discussion would be held on this topic.

Bass Coast Shire Council Page 27 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Strategic Basis The Council Plan 2013-2017 contains a number of principles and key strategic objectives. The objective in the Council Plan relevant to this report is: • Sustainable Development and Growth The relevant strategy contained in the objective of Sustainable Development and Growth is: • Improve our planning service outcome The strategic indicators and measures for this strategy are to improve processing of planning applications and increase the percentage of planning applications processed within 60 statutory days and decrease median time for processing planning applications. The relevant principles within the Council Plan, which are to guide all Council decisions and actions include: • The social, environmental and economic priorities of the Shire benefit both current and future generations • Transparent evidence-based and inclusive decision making

The Municipal Strategic Statement (MSS) identifies the key challenges and influences (21.03) on the future development of Bass Coast as; Settlement • Managing expectations regarding future residential or rural residential development of rural land, and promote sustainable rural land use. • Maintaining a separation between townships and avoiding extending residential development in a linear form along the coast. • Protecting areas of environmental, landscape, agricultural, cultural or recreational significance. • Managing significant pressure from population growth and visitors. • Avoiding development in inappropriate locations. Population and housing • Providing housing to meet the demands of a changing demographic profile. • Catering for an increasingly aged population. • Providing affordable housing in the municipality. Commercial • Growing the local economy and encouraging local employment. • Increasing the supply of commercial land in the main business centres of the municipality. • Providing business services that cater to both residents and visitors. • Managing the implications of being a premier tourist destination.

Bass Coast Shire Council Page 28 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

• Clarifying the role and functions of industrial areas. • Understanding the future opportunities for industrial activity across the municipality. Rural • Protecting productive agricultural land. • Diversifying agricultural industry. • Developing value adding rural industries in the Shire. Environment • Managing the coastline, which contains the main proportion of significant habitat. • Protecting areas subject to future impacts as a result of climate change. • Seeking a balance between urban growth of coastal communities and planning for the effects of climate change.

Finances The preparation and consideration of this report has no budgetary implications

Stakeholders Stakeholders for major planning applications include the community and development industry sector.

Statutory Requirements/Codes/Standards/Policies The Planning and Environment Act 1987 establishes the duties and functions of councils as Planning and Responsible Authorities. The Act provides that certain authority, responsibility and functions can be delegated to Committees of Council or council officers. In delegating authority to officers limitations may be imposed on the use of power, matter or thing delegated. The Local Government Act 1989 sets out that a council and Chief Executive Officer may, by instrument of delegation, delegate to a member of staff any power, duty or function of a council. A council must review the instrument of delegation within a period of 12 month after a general election.

Other Options Option 1: The report recommends that Council 1. Retain its existing delegations: • Applications must be referred to Council if more than four objections are received or if the value of the development exceeds $3m and otherwise at the discretion of the Delegated Planning Committee. • All applications for extension of time must be referred to Council if the value of the application exceeds $3m. All other decisions are made under officer delegation.

Bass Coast Shire Council Page 29 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

• An application to amend a Council issued permit must be referred to Council if the value of the amendment exceeds $500,000 or more than four objections have been received. All other decisions are made under officer delegation. 2. Amend the fortnightly applications list to highlight the following types of applications: • Foreshore development outside of township boundaries • Subdivisions of 10 lots or more • Vegetation removal proposed 3. Expand the membership of the Delegated Planning Committee to include representation from Council’s environment and engineering departments. Specifically this would include: • Manager Sustainable Environment • Manager Asset Management • Manager Infrastructure Projects • Manager Infrastructure Maintenance 4. Note the utilisation of external experts, when required, in areas such as urban design, vegetation removal, agricultural policy and on highly complex applications. The utilisation of the expert advice would be for the purpose of peer review or the provision of advice. Discussion This option provides a balance between ensuring that Councillors are kept informed of significant issues arising from planning applications and ensuring that the number of applications being determined within 60 days is not impacted. Reducing delegation is likely to reduce the number of applications determined within 60 days and increase Council’s risk of applications being appealed under Section 79 of the Planning and Environment Act 1987 for failure to determine. This option also ensures that Councillors will receive fortnightly advice in relation to the types of applications that they have highlighted are of interest and individual Councillors can then determine whether they would like to have the full Council consider the application. Expanding the membership of the Delegated Planning Committee will enable applications to be considered from a broader perspective than a planning view. This option also notes the use of external experts on highly complex or technical applications in areas such as urban design, agricultural policy, and geomorphology and vegetation removal.

Bass Coast Shire Council Page 30 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Option 2: This option would involve Council formally changing its delegations to ensure that the full Council considered applications that included vegetation removal, development on land adjacent to the foreshore and subdivisions proposing more than ten lots. • Applications must be referred to Council if more than four objections are received or if the value of the development exceeds $3m and otherwise at the discretion of the Delegated Planning Committee. • All applications for extension of time must be referred to Council if the value of the application exceeds $3m. All other decisions are made under officer delegation. • An application to amend a Council issued permit must be referred to Council if the value of the amendment exceeds $500,000 or more than four objections have been received. All other decisions are made under officer delegation. • All applications for vegetation removal must be referred to Council. • All applications for development on land adjacent to the foreshore outside of township boundaries • All applications for multi lot sub division where the number of lots proposed is greater than ten. This option would also include: • an expanded membership of the Delegated Planning Committee; and, • the option for the use of external technical experts on complex applications when required.

Discussion By amending the delegations Council may run the risk of decreasing the number of applications being determined within 60 days. This is because applications determined by both Council and the Delegated Planning Committee are less likely to be determined within 60 days, in the 2014/15 financial year, only 24% of applications determined by Council or the Delegated Planning Committee were determined within the 60 day statutory timeframe. Amending the delegations to include applications for vegetation removal, sub divisions of greater than ten lots and development on the foreshore outside of the township boundaries could create a significant number of additional reports for Council to consider each year. For example in 2014/15 there were 41 applications that included vegetation removal. Altering the fortnightly applications list to better highlight applications of interest to Councillors allows individual Councillors to form a considered view on the call in. For example, a change in delegation to have the full Council consider applications for development adjacent to the foreshore would include applications for minor works. There would be no opportunity for discretion on what the Council would need to consider.

Bass Coast Shire Council Page 31 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Officer’s Conclusion and Recommendation The Bass Coast Shire is one of the fastest growing rural municipalities in Victoria. It is a unique Council that has many different and competing land uses associated with it including issues of coastal, rural and increased population within its townships. The Bass Coast Shire’s proximity to Melbourne and its natural settings have made it a much sought after location as witnessed by the intensity of development over the last twenty years. Council as responsible authority, planning authority and community representative is charged with balancing often-conflicting local and regional views as it manages the development process.

The three month review has provided an opportunity to review planning performance at Bass Coast Shire and for Councillors and officers to work together to review systems and processes and develop a shared understanding for the types of applications that Councillors would like to consider for determination by the full Council. The review demonstrated that there are opportunities for improvement in areas such as the use of technical expertise on complex applications as well as an expansion in the technical expertise used to determine applications under delegation. The review also highlighted that significant progress has been made in the determination of applications within the 60 day statutory timeframe. Council is currently at 63% planning determinations in the 60 statutory day timeframe; a significant increase from the same time last year. This report recommends that planning delegations remain unchanged, the type and quality of information provided to Councillors is improved and that the Delegated Planning Committee be expanded to include representation from Council’s Environment and Engineering Departments.

Recommendation That Council: 1. Notes the three month review of planning delegation. 2. Retains its existing planning delegations, which are: Applications must be referred to Council if more than four objections are received or if the value of the development exceeds $3m and otherwise at the discretion of the Delegated Planning Committee. All applications for extension of time must be referred to Council if the value of the application exceeds $3m. All other decisions are made under officer delegation. An application to amend a Council issued permit must be referred to Council if the value of the amendment exceeds $500,000 or more than four objections have been received. All other decisions are made under officer delegation.

Bass Coast Shire Council Page 32 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

3. Amends the fortnightly applications list to highlight the following types of applications • Foreshore development outside of township boundaries • Sub divisions of 10 lots or more • Vegetation removal proposed 4. Expands the membership of the Delegated Planning Committee to include representation from Council’s environment and engineering departments. Specifically this would include: • Manager Sustainable Environment • Manager Asset Management • Manager Infrastructure Projects • Manager Infrastructure Maintenance 5. Notes the utilisation of external experts, when required, in areas such as urban design, vegetation removal, agricultural policy and on highly complex applications.

Attachments There are no attachments for this report.

Council Decision Moved: Cr. Neil Rankine / Seconded: Cr. Phil Wright That the matter be deferred to the ordinary Council meeting to be held on 18 November 2015. CARRIED

Bass Coast Shire Council Page 33 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.2 Australian Junior Surfing Titles 2016 - Phillip Island

File No: CM15/850 Department: Sustainable Development and Growth Council Plan Strategic Objective: Economic Development Our economy is supported by diverse, local and innovative businesses and employment.

Declaration The author has no direct or indirect interests in relation to this report.

Summary There is an opportunity for Bass Coast to host the Australian Junior Surfing Titles in December 2016. This event is the pinnacle event for junior surfers in Australia. It is rotated around the country on an annual basis with different venues having the opportunity to nominate to host the event when it is in that particular state. The 2014 Titles were held in Bussellton W.A. and will be held at North Stradbroke Island later this year. The event is owned and run by Surfing Australia with Surf Dive ‘n Ski the naming right sponsor.

Background Surfing in Australia is a multi billion dollar industry. Phillip Island and Bass Coast has world class surfing venues and while it has a strong affiliation with the sport its full potential is not being fully realised. Phillip Island has Victoria’s first Surfing Reserve of National Significance and this in itself has marketing opportunities which are under utilised. Bass Coast also has some excellent junior surfers who have limited prospects to showcase their skills locally at a competition level. One good way to showcase the sport and our world class surf breaks is to host high profile surfing events. The Australian Junior Surfing Titles is an event which would help achieve this and at the same time provide a local event for our home grown talent to be put on display. The event attracts around 200 surfers in the 13-19 year age bracket from around Australia. The 2016 event will be held from the 28th November until the 5th December. The conservative estimate of its economic benefit to the host destination is around $300,000. The event also gets extensive media coverage and would be an excellent opportunity to promote the Phillip Island Surfing Reserve. A copy of the sponsorship proposal is attached.

Strategic Basis Bass Coast Shire Council Plan 2013 – 2017, Objective 04 Economic Development lists the following strategy in relation to events: • Promote Bass Coast as an all year unique tourism and events destination. Bass Coast Shire Council Page 34 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Plan Principles • The social, environmental and economic priorities of the Shire benefit both current and future generations. • The intrinsic value of biodiversity and the protection of the natural eco systems will be recognised.

Finances The direct cost to Council to hold the event at Phillip Island is $20,000. There will be some other incidental expenses which will be accounted for through the annual events operational budget. There may be opportunities to recoup some of this expenditure through external sponsorship but a commitment of $20,000 from Council will be required to secure the event in the 2016/17 budget.

Stakeholders • Council • Peak Surfing organisations (Surfing Australia and Surfing Victoria) • Phillip Island Nature Park • Phillip Island Surfing Reserve • Competitors • Ratepayers & Community • Event patrons • Visitors

Statutory Requirements/Codes/Standards/Policies Council’s Events Policy adopted June 2012

Other Options Council could choose to not sponsor the event but it would be a lost opportunity which will not become available for another 5 years.

Officer’s Conclusion and Recommendation The Australian Junior Surfing Titles are a great opportunity for Bass Coast to realise some of the benefits of hosting a world class surfing event.

Recommendation That Council: 1. Provides in principle support to host the Australian Junior Surfing Titles in December 2016 2. Agrees in principle to provide up to $20,000 in the 2016 / 17 budget 3. Requests that a further report be returned to Council once a draft agreement has been negotiated.

Bass Coast Shire Council Page 35 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Attachments AT-1 Sponsorship Proposal 21 Pages

Council Decision Moved: Cr. Phil Wright / Seconded: Cr. Jordan Crugnale That the recommendation be adopted. CARRIED

Bass Coast Shire Council Page 36 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.3 Bass Coast World Surf League series

File No: CM15/851 Department: Sustainable Development and Growth Council Plan Strategic Objective: Economic Development Our economy is supported by diverse, local and innovative businesses and employment.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Bass Coast Shire is in an excellent position to take advantage of the economic, sporting and marketing opportunities surfing has to offer in this state. Phillip Island and Bass Coast has world class surfing venues and while it has a strong affiliation with the sport its true potential is not being fully realised. Phillip Island has Victoria’s first National Surfing Reserve and the opportunities it presents could be far better utilised. The attraction to Phillip Island of a world class surfing event on an annual basis would go a long way towards lifting the profile of the sport and industry. It will create opportunities to showcase the abundant local surfing talent that exists in the Shire. Hosting an international event would also highlight and promote the significance of the National Surfing Reserve. A recommendation is currently before Council to take up the opportunity to host the Australian Junior Surfing Titles in December 2016. This could be the forerunner to entering into an agreement with state/national/international surfing bodies to host a significant surfing event on an ongoing basis at Phillip Island annually.

Background The organisation that currently manages surfing events internationally is the World Surf League (WSL). It runs different standard events around the world ranging from Qualifying Series (QS) 10,000 (top of the scale) to QS 1,000. The QS 10,000 events attract the highest prizemoney and best quality surfers. Surfing Australia is the national body for the sport and Surfing Victoria is the state body. A QS 1000 is the entry level event to the Qualifying Series. For an event with Men, Women and Junior categories, it coats the host location $40,000 to run the event. A Victorian event would be put on by the WSL with the support of Surfing Victoria. The creation of a sustainable QS 1000 event in Bass Coast would require an ongoing commitment to the project. There will be many things to take into consideration with the selection of a date being a significant one. It will take time for an event to become established and take ownership of a date on the annual calendar which is already well populated. A similar event was held at Bells Beach in January 2014, which attracted 170 Australian and overseas competitors.

Bass Coast Shire Council Page 37 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

In terms of economic benefit, with these sorts of numbers, this would equate to more than $500,000 in economic benefit to the Shire per annum. It will also attract considerable media attention and generate significant electronic (web and social media) interest. A QS event could become part of a festival of surfing held over a longer period which could include local surfing events and associated activities.

Strategic Basis Bass Coast Shire Council Plan 2013 – 2017, Objective 04 Economic Development lists the following strategy in relation to events: • Promote Bass Coast as an all year unique tourism and events destination. Council Plan Principles • The social, environmental and economic priorities of the Shire benefit both current and future generations. • The intrinsic value of biodiversity and the protection of the natural eco systems will be recognised.

Finances The direct cost to hold a QS 1000 event at Phillip Island is $40,000 per annum. There will be some other incidental expenses which could be accounted for through the annual events operational budget. There may be opportunities to recoup some of this expenditure through external sponsorship but a commitment of $40,000 from Council per year will be required to secure an event of this scale.

Stakeholders • Council • Peak Surfing organisations (Surfing Australia and Surfing Victoria) • World Surf League • Phillip Island Nature Park • Phillip Island Surfing Reserve • Competitors • Ratepayers & Community • Event patrons • Visitors

Other Options Council could decide to not pursue attracting an event of this scale at Phillip Island or may seek to be involved with something on a smaller scale.

Bass Coast Shire Council Page 38 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Officer’s Conclusion and Recommendation The WSL event has great potential to assist Phillip Island to realise the domestic and international opportunities arising from surfing. Council will need to make a long term financial commitment to secure the event.

Recommendation That Council: 1. Supports the World Surf League event in principle, and authorise Officers to continue to work with relevant stakeholders to develop a project proposal for the World Surf League event. 2. Agrees in principle to provide up to $40,000 per annum for five years to secure the World Surf League event.

Attachments There are no attachments for this report.

Council Decision Moved: Cr. Phil Wright / Seconded: Cr. Andrew Phillips That the recommendation be adopted. CARRIED

Meeting Adjourned The meeting was adjourned at 6.16pm.

Meeting Resumed The meeting resumed at 6.20pm.

Bass Coast Shire Council Page 39 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.4 Phillip Island Integrated Transport Study (PIITS) - Progress Update on Advocacy and Implementation

File No: CM15/856 Department: Infrastructure Council Plan Strategic Objective: Sustainable Development & Growth Our built environment complements our landscape, lifestyle and climate.

Declaration The author has no direct or indirect interests in relation to this report.

Summary The Phillip Island Integrated Transport Study (PIITS) was adopted by Council in May 2014 to inform State Government and Council planning on all forms of transport for Phillip Island through to 2030. The overall community vision from PIITS for transport on Phillip Island is: “A transport network that supports the ongoing development of Phillip Island into a year round destination in a safe, prosperous and sustainable way, and providing all residents, businesses and visitors the opportunity to access, enjoy and share in Phillip Island’s unique attractions.” An initiative included in Council’s 2015-16 adopted budget is; Implementation and advocacy of Phillip Island Integrated Transport Study recommendations. This report provides an update on advocacy and recommends an on-going approach to implementation of PIITS by the Working Group and Community Reference Group. This report recommends that Council resolves to: • Support the current approach to actively working with our key stakeholders including the PIITS Community Reference Group (CRG) and Working Group to identify Phillip Island Integrated Transport Study (PIITS) priorities. • Support Council officers to continue working with VicRoads and the CRG on the major intersection improvement planning and modelling being undertaken by VicRoads. • Support the approach of integrating the road improvement planning and the options from Surf Beach Sunderland Bay Traffic Management Plan into the PIITS Actions Priority Plan. • Support a review of the governance model for the implementation and monitoring of the PIITS.

Background In October 2012 the Victorian Government provided funding towards the development of a Phillip Island Integrated Transport Study (PIITS). This Study was to inform State Government and Council planning for all forms of traffic on Phillip Island through to 2030. Bass Coast Shire Council Page 40 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

The Study is a joint project involving Council, the Department of Economic Development, Jobs, Transport and Resources (DEDJTR) and VicRoads. A tender process was undertaken which resulted in GTA Consultants (in partnership with Hansen Partnership) being selected to conduct the study. The study area includes the mainland corridor through to the Bass Highway. In addition to their recommended actions, the consulting authors also identified monitoring and review measures that included the establishment of a community based reference group to provide ongoing feedback on the progress of the Study, and provide input to project prioritisation and delivery. At its May 2014 meeting Bass Coast Shire Council resolved to: 1. Adopt the final Phillip Island Integrated Transport Study (PIITS). 2. Advise the other two project partners, the Department of Economic Development, Jobs, Transport and Resources (DEDJTR) and VicRoads accordingly. 3. Establish a community based reference group to provide ongoing feedback on the progress of the study, and provide input to project prioritisation and delivery. 4. Report back on progress in implementing the study’s recommendations at least annually. 5. Note that, since the Phillip Island Integrated Transport Study was commenced, the San Remo Access Strategy has been completed and to reflect this in the final Phillip Island Integrated Transport Study. 6. That the recommended actions of the Phillip Island Integrated Transport Study be incorporated into the consultation document for the Cowes Activity Centre Plan. Following the adoption of PIITS, a Terms of Reference (ToR) was established for the PIITS Working Group and PIITS Community Reference Group and adopted by Council on September 17, 2014. Tasks set out in the ToR are: 1. Advise on implementation and maintenance of Demand Management Strategies. 2. Provide ongoing feedback on the progress of the study. 3. Provide input into the project prioritisation and delivery. 4. Will meet every three months. 5. Will consist of interested community members and groups. An initiative included in Council’s 2015-16 adopted budget is; Implementation and advocacy of Phillip Island Integrated Transport Study recommendations. This report provides an update on the achievement of these tasks as well as recommending an approach to continue with the implementation of PIITS.

Bass Coast Shire Council Page 41 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Working Group The PIITS Working Group was formed with membership from the Department of Economic Development, Jobs, Transport and Resources (DEDJTR), VicRoads and Council. This group currently meets annually, however VicRoads and Council are undertaking a review of the governance and management processes for PIITS, with input from PTV and DEDJTR, which may result in the group meeting more frequently. A draft proposal will be discussed with the CRG in November for review and feedback. The review will include improved processes to continuously, assess priorities, allocate actions, monitor progress, integrate clear and realistic time frames for short, medium and long term objectives, how and when reporting should occur and a more strategic role (for the Working Group) through a more defined governance structure. Once this review is complete, recommendations will be presented to Council for endorsement. Community Reference Group The Community Reference Group was formed with stakeholder community groups, general community members and Bass Coast Shire Council representation. These groups are formalised under the terms of reference (ATT 2) to provide advice, feedback and input into project prioritisation and delivery on PIITS actions and to report to Council on an annual basis. The Community Reference Group has been meeting on a three monthly basis since January 2015 and has been very active in supporting PIITS through its work with Council and VicRoads. The group has been active in the Investment Logic Mapping Workshops and in the VicRoads and Council communications strategy meetings with regard to major intersection upgrade planning. Council officers and members from the Community Reference Group are also in the early stages of developing a Behavioral Change Campaign. Prioritisation of PIITS actions To assist in the prioritisation and delivery of PIITS, VicRoads recently convened Investment Logic Mapping workshops which were conducted with the Working Group and Community Reference Group members. Investment Logic Mapping (ILM) is central to the Victorian Government’s approach to planning for investments and was developed to improve the rigor involved in understanding the need for, and value of proposed programs and projects. The workshops were based on the future of Phillip Island’s Integrated Transport with sessions focusing on Problem Definition, Benefit Definition and then Solution Definition. The outcomes of the ILM workshops can be used by VicRoads, Council and PTV to build a case to secure funding for PIITS related priorities. At the time of writing, the high level strategic responses resulting from the draft ILM appear that they will be based on Access, Safety and Improving viability of a range of travel modes and Planning.

Bass Coast Shire Council Page 42 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Works underway VicRoads recently announced a partnership approach with Bass Coast Shire Council for the planning of potential future improvements on Phillip Island Road. VicRoads has stated that, subject to community engagement, support from key stakeholders and availability of potential planning funding, opportunities can be explored for the implementation of the proposed improvements. The potential improvements involve intersection upgrades on Phillip Island Road at Boys Home Road, Woolamai Beach Road and Back Beach Road. VicRoads have preferred treatment designs for Woolamai Beach Road and Back Beach Road and is seeking community input. VicRoads are currently engaging with the community on various design options for Boys Home Road area, Newhaven. VicRoads is partnering with Council to present 4 options for feedback. Council is supporting the process via supply of meeting rooms and ongoing consultation and advice related to the community communication strategy. The invitation to the community information sessions that were held in early October 2015 is attached to this report (ATT 1). Other projects and strategies that have recently been adopted by Council that are linked to PIITS include the Surf Beach and Sunderland Bay Traffic Management Plan and the San Remo Access Strategy. The Surf Beach Sunderland Bay Traffic Management Plan was commissioned to inform PIITS as well as the development of a potential urban road and drainage improvement project in the local area. It is recommended that once the most appropriate options are determined in consultation with the CRG that they are integrated into the PIITS Actions Priority Plan, while also being used to inform a future potential local infrastructure upgrade project. The San Remo Access Strategy actions have been included in the PIITS actions for prioritisation. Council adopted the concept design for Cowes Activity Centre Plan on 24 June 2015, which was also informed by PIITS.

Strategic Basis Bass Coast Shire Council Plan 2013–2017 Sustainable Development and Growth Our built environment complements our landscape, lifestyle and climate. • Provide infrastructure and facilities that are well managed, environmentally sustainable and suitable for community’s needs. • Improve the access networks and pathways for our community. Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery. • Renewed focus on working with government to attract infrastructure funding The implementation and advocacy of the Phillip Island Integrated Transport Study is an initiative in the current Council Budget.

Finances No Council funding is currently being sought. However, the prioritisation of the PIITS actions will provide short, medium and long term actions which may feed into future budget cycles for consideration.

Bass Coast Shire Council Page 43 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Stakeholders Phillip Island and San Remo communities, visitors and tourists coming to the area, local tourism operators and other businesses, freight and transport providers, Council, utility companies, emergency services, rate and tax payers, PIITS Community Reference Group, VicRoads and the Department of Economic Development, Jobs, Transport and Resources are all stakeholders of the PIITS.

Statutory Requirements/Codes/Standards/Policies Council, VicRoads and Department of Economic Development, Jobs, Transport and Resources, operate in an environment where they have wide ranging powers and responsibilities in respect of traffic and transport governed by a great deal of legislation. In relation to Council this is principally through the Local Government Act 1989 and Road Management Act 2004.

Other Options There are currently no other options being recommended in relation to advancing PIITS actions. The process of prioritising actions from PIITS by the Working Group and CRG will further explore available options.

Officer’s Conclusion and Recommendation Council has committed to continuing to actively engage and work with key agencies and the CRG with progressing PIITS. VicRoads and Council are leading a review of the governance and management processes, (i.e. governance, priorities, accountabilities, time frames, etc.) for PIITS, with input from PTV, DEDJTR and the CRG. Council, VicRoads and the CRG are working in partnership with the current planning phase related to three key intersections and community engagement. VicRoads has the lead role with these intersections given their arterial road responsibilities but Council’s and the CRG’s active involvement is important for its success. It is recommended that associated traffic management plans which were commissioned will be integrated into the PIITS actions priority plan to ensure the best long term outcomes for Phillip Island and San Remo.

Recommendation That Council: 1. Supports the current approach to actively working with our key stakeholders including the PIITS Community Reference Group (CRG) and Working Group to identify Phillip Island Integrated Transport Study (PIITS) priorities. 2. Supports Council officers to continue working with VicRoads and the CRG on the major intersection improvement planning and modelling being undertaken by VicRoads. 3. Supports the approach of integrating the road improvement planning and the options from Surf Beach Sunderland Bay Traffic Management Plan into the PIITS Actions Priority Plan.

Bass Coast Shire Council Page 44 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

4. Supports a review of the governance model for the implementation and monitoring of the PIITS.

Attachments AT- VicRoads Invitation to Phillip Island Road Intersection Upgrade 1 Page 1 Community Information Sessions AT- Phillip Island Integrated Transport Study Community Reference Group 2 2 Terms of Reference Pages

Council Decision Moved: Cr. Phil Wright / Seconded: Cr. Jordan Crugnale That Council: 1. Supports the current approach to actively working with our key stakeholders including the PIITS Community Reference Group (CRG) and Working Group to identify Phillip Island Integrated Transport Study (PIITS) priorities. 2. Supports Council officers to continue working with VicRoads and the CRG on the major intersection improvement planning and modelling being undertaken by VicRoads. 3. Supports the approach of integrating the road improvement planning and the options from: • Surf Beach Sunderland Bay Traffic Management Plan • San Remo Access Strategy • Access for Smiths Beach residents and visitors into the PIITS Actions Priority Plan. 4. Supports a review of the governance model for the implementation and monitoring CARRIED

Bass Coast Shire Council Page 45 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.5 Community Grants Program Review

File No: CM15/843 Department: Healthy Communities Council Plan Strategic Objective: Healthy Communities Our community feels connected, safe and strong.

Previous Items: SR10/14 - Review and Merger of Community Grants Program Policy and Councillor Ward Discretionary Funds Policy - Council - 19 March 2014 Declaration The author has no direct or indirect interests in relation to this report.

Summary This report provides information about the Community Grants Program Review undertaken in consultation with the community, Council Officers and Councillors. It presents recommendations for a revised Community Grants Program. The Community Grants Program Review recommendations ensure that the program meets the Community Grant Program Policy objectives, operates within assigned resources and provides support to the community through allocation of community grants.

Background On 17 September 2014 Council resolved that the Grants Officer begin a review of Council’s Community Grants Program (Program). A comprehensive review began at the close of the 2014/2015 Program. The objectives of the Program as stated in the Program Policy are as follows: • Assist and encourage community groups in providing services or facilities that are of benefit to their community and the general community; • Assist and encourage community groups in organising and conducting community events that are of benefit to their community and the general community and spread across the municipality throughout the year; • Assist community groups to improve their capability to fundraise and to improve their financial sustainability; and • Achieve community generated outcomes that are consistent with the Council Plan. The Review encompassed five key areas: • Grant categories • Funding thresholds • Frequency of grant rounds • Processes and community support • Alignment with Council Plan Objectives. Bass Coast Shire Council Page 46 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Consultation information, benchmarking and Program data were used to make recommendations for each of the key areas above. Consultation encompassed sessions with Council Officers (21 attendees), community surveys (sent to 300 groups and individuals – 73 responses), Councillors (seven), and a focus group of representatives drawn from arts, recreation, community houses and sporting groups (five attendees). Benchmarking against other Councils was carried out. Councils selected were from our region or had a similar profile to Bass Coast. They were South Gippsland Shire Council, Baw Baw Shire Council, City of Casey, City of Busselton (WA) and City of Port Phillip, included as the Council provided alternate programs. Councillors requested that the following be considered: • Allow flexibility and access to the program to allocate all funds • Allow for innovation and a variety of project proposals • Balance the Grants Program with the grant seeking role of the Grants Officer. There are recommendations related to three of the five areas encompassed by the Review. They are frequency of grant rounds, grant categories and funding thresholds and rations. Frequency of Grant Rounds Current State There are currently four grants rounds a year: • Minor Capital Works Grant – once a year • Community Event Grant – once a year • General Community Grant – four times a year. Recommendation: All categories of Community Grants are open all year, with assessment periods twice a year (March and August). Timetable for Community Grant Program assessments and Council adoption of recommendations Application Grant Council decision Applicants period assessment advised of outcome

Open all year March – Round 1 May May Open all year August – Round 2 October October Note: applications can be made at any time of the year

Grant Categories Current State There are currently three funding categories: • Minor Capital Works Grant

Bass Coast Shire Council Page 47 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

• Community Event Grant • General Community Grant. Recommendations: 1. That the three grant categories of Minor Capital Works, Community Event Grant and General Community Grant are maintained. 2. That promotion of the capacity for Community Grants to accept a variety of innovative grant projects, and auspiced projects, will be incorporated into the launch of the revised Community Grants Program. Funding Threshold and Ratio Current State Current grant categories and funding thresholds: • Minor Capital Works Grant: for applications up to $5,000 • Community Event Grant: for applications up to $5,000 • General Community Grant: up to $1,000 for equipment and up to $2,500 for other projects. Recommendations: 1. That there is a $5,000 threshold for all categories. That an additional two capital projects per year are funded from $5,001 to $10,000 (one each round). 2. That there are no ceilings on the total grant funds allocated to each grant category. The annual $254,000 in funding will simply be split over two proposed rounds (2 x $127,000). 3. That a funding ratio is used as a guide only across all grant categories, 30% from the applicant in cash, in-kind or a combination of both, and a contribution of 70% by Council. This funding ratio is a guide only, to allow for flexible community contribution. Its application is dependant on the nature of a project and the capacity of a group to contribute.

Strategic Basis The Program assists Council to deliver on the Council Plan 2013-2017, under the Healthy Communities strategic objective. Strategies related to this project include: • Provide opportunities for involvement in a range of lifestyle and learning activities for groups and individuals • Foster wellness in a supportive, inclusive, healthy and active community • Build leadership and capacity within the community • Support and promote a dynamic arts and cultural life in Bass Coast. The Community Grant program is guided by the following Community Grants Policy objectives: • Assist and encourage community groups in providing services or facilities that are of benefit to their community and the general community

Bass Coast Shire Council Page 48 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

• Assist and encourage community groups in organising and conducting community events that are of benefit to their community and the general community and spread across the municipality throughout the year • Assist community groups to improve their capability to fundraise and to improve their financial sustainability • Achieve community generated outcomes that are consistent with the Council Plan. Community Grants program Assessment Criteria guide assessment of applications As part of Community Grants process improvements it is proposed to simplify the Assessment Criteria. There is currently a set of assessment criteria for each grant category. These have been reduced to one set of assessment criteria for all grant categories. Community Grant Assessment Criteria are attached (AT-1) showing the proposed amendments.

Finances There are no financial implications related to the Program recommendations. The Community Grants Program budget has been set at $254,000 for 2015/16. It is recommended that $127,000 in funding is available for each of the two grant rounds. If the recommendations are adopted, funding for Round 4 of the 2015-2016 Community grants Program scheduled for February 2016 will be combined with the promotion and launch of the revised Program in March.

Stakeholders Key stakeholders include Council, community organisations who will gain benefit from the financial assistance given through the grants process, local business, residents, ratepayers and visitors to the Shire.

Statutory Requirements/Codes/Standards/Policies Council’s Community Grants Policy guides the operation of the grant program. The Community Grants Information Kit explains eligibility, grant assessment criteria and funding conditions of the Program.

Other Options Council retains the Program in its current state. Council alters the recommendations on; Frequency of Grant Rounds, Funding Threshold and Ratios and Grant Categories.

Officer’s Comments/Conclusion Details of the reviewed Community Grants Program will be widely promoted from January 2016. Adopted recommendations from the Community Grants Program Review report will be provided to those individuals and community groups who participated in the consultations.

Bass Coast Shire Council Page 49 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Recommendation That Council: 1. Opens all categories of Community Grants all year, with assessment being held twice a year in March and August. 2. Maintains three grant categories: Minor Capital Works, Community Event Grant and General Community Grant. 3. Promotes the capacity for Community Grants to accept a variety of innovative grant projects, and auspiced projects. 4. Increases funding for all categories to $5,000, and adds two capital works projects per year funded from $5,001 to $10,000 (one each round). 5. Removes annual ceilings on grant funds allocated to each grant category. 6. Offers annual funding of $254,000 over two proposed rounds ($127,000 per round). 7. Introduces a funding ratio, as a guide for all grant categories. This will be 30% from the applicant in cash, in-kind or a combination of both, and a contribution of 70% by Council. Attachments AT-1 Community Grants Assessment Criteria 1 Page

Council Decision Moved: Cr. Jordan Crugnale / Seconded: Cr. Clare Le Serve That Council: 1. Opens all categories of Community Grants all year, with assessment being held twice a year in March and August. 2. Maintains three grant categories: Minor Capital Works Grant, Festivals, Celebrations and Events Grant and General Community Grant. 3. Promotes the capacity for Community Grants to accept a variety of innovative grant projects, and auspiced projects. 4. Increases funding for all categories to $5,000, and adds two major projects per year funded from $5,001 to $10,000 (one each round). 5. Removes annual ceilings on grant funds allocated to each grant category. 6. Offers annual funding of $254,000 over two proposed rounds ($127,000 per round). 7. Introduces a funding ratio, as a guide for all grant categories. This will be 30% from the applicant in cash, in-kind or a combination of both, and a contribution of 70% by Council. CARRIED

Bass Coast Shire Council Page 50 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.6 Annual Report 2014/15

File No: CM15/805 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The Council officer has no direct or indirect interests in this matter.

Summary The 2014/15 Annual Report has been prepared and is now presented to Council for consideration.

Introduction Council’s Annual Report has been prepared and submitted to the Minister. A copy of the Annual Report will be available for public inspection on our website and at Council Offices, following this meeting. Copies can be made available in CD format and printed versions will be produced upon request.

Strategic Basis The Annual Report is one of the many accountability and performance measurement documents which Council produces. It documents Council’s performance against its own Council Plan.

Finances Funds are made available through Council’s budget process for the preparation of the Annual Report. The costs of producing the Report have been minimised with publication now in electronic format.

Stakeholders The Annual Report is a significant reporting document for all stakeholders including: • The community • Council • Government departments • Creditors • Contractors

Bass Coast Shire Council Page 51 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

A public notice advising stakeholders that the Annual Report is available for inspection has been placed. The same notice advised that Council would consider the Annual Report at this meeting.

Statutory Requirements/Codes/Standards/Policies The Local Government Act requires Council to consider the Annual Report and to submit a copy to the Minister by 30 September of each year. A copy of the Annual Report was sent to the Minister by the required date. The Act also requires Council to consider the Annual Report at a meeting within one month of providing the Annual Report to the Minister.

Officer’s Comments/Conclusion The Bass Coast Shire Council Annual Report represents Council’s commitment to be fair, honest, open and accountable to the Bass Coast community and to meet its regulatory and legislative obligations. This report summarises Council’s achievements against the objectives and activities set out in the Council Plan 2013-17. This is the second year of reporting against this Council Plan. Some of the highlights for the year include: - Natural Environment • Implementation of the Climate Change Plan - Part 1 and Develop the Climate Change Plan – Part 2 • Development and delivery of the Natural Environment Sustainability Strategy • Delivering the draft Cuttriss Street Activity Area Plan • Delivering the draft Beachcomber / YCW Precinct Activity Plan (Masterplan) • Delivering Council's Sustainability Street Lighting Project Sustainable Development and Growth • Completion of the Planning Scheme Amendment Process for the Land Subject to Inundation Overlay • Preparation of the Cowes Activity Centre Plan • Commencement of the Planning Scheme Amendment Process for the Rural Land Use Strategy • Commencement of the preparation of the Waste Management Strategy • Development of a Drainage Asset Management Plan Healthy Communities • Commencement of the Design of the Cowes Cultural and Civic Precinct • Commencement of the Preparation of a Healthy Communities Strategy • Delivering the design of the Bass Coast Aquatics Centre • Adoption of the Arts and Culture Plan • Implementation of the Education Plan

Bass Coast Shire Council Page 52 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Effective Governance • Development of a 10-year financial plan including capital works • Completion of a review of Council's Rating Strategy • Reviewed the Risk Management Framework • Development of the Communications and Engagement Strategy • Implementation of the IT Systems and Business Process Review Program – Stage 1 Economic Development • Commencement of the preparation of an Economic Development Plan • Reviewed the Rural Engagement Group (REG) The report contains audited financial statements, an audited performance statement and all information required under the Local Government Act 1989 and other relevant legislation. Financial Snapshot • $74.25 million revenue (against a budgeted $66.95 million) • $9.8 million Capital Works Program delivered (against a budgeted $12.2 million) • $46.1 million rates and charges comprised 62% of the total operating revenue • $6.79 million operating surplus (budget $1.55 million deficit) • $24.32 million cash holdings (increased by $7.24 million from • $17.08 million in 2013-14 to 2014-15) • $12.91 million net borrowings (increased by $0.98 million from $11.93 million in 2013-14 to 2014-15) Local Government is the arm of government that is closest to local communities. This Annual Report endeavours to illustrate to our community members, ratepayers, businesses and agencies how their Council is working for them. The purpose of the report is to focus on the highlights of the past year rather than the day-to-day operations of Council.

Recommendation That Council considers and notes the Bass Coast Shire Council Annual Report for 2014/15.

Attachments AT-1 Annual Report 2014/15 108 Pages

Bass Coast Shire Council Page 53 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Decision Moved: Cr. Neil Rankine / Seconded: Cr. Clare Le Serve That the recommendation be adopted. CARRIED

Bass Coast Shire Council Page 54 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.7 Section 86 Special Committees of Council Appointments

File No: CM15/840 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary In November 2012, Council appointed all Section 86 Special Committees of Council for a four year term at the Statutory Meeting of Council where Councillors were delegated to various internal and external committees. This decision was made as a result of a review conducted by Council Officers into the reporting requirements of the Local Government Act 1989 (Act). The appointment of all Committees at the one time, rather than the previous system of different appointment dates, will ensure the requirements of the Act are met. Delegated committee members can resign during their four year term and new members can be appointed as required for the remainder of the term. This report outlines any changes to the membership of any Section 86 Committee.

Strategic Basis The Committees have a varied role. The majority of Committees are appointed to manage and improve Council facilities at the local level. Others assist Council in an advisory capacity or offer advice on strategic planning. All Committees strive to improve the lifestyle of the local community by developing local community facilities. The Council Plan 2013-2017 contains a number of principles and key strategic objectives. Section 86 Committees help Council achieve the principle of: • The social, environmental and economic priorities of the Shire benefit both current and future generations

Stakeholders Council, the Special Committees, ratepayers, residents, visitors and users of facilities.

Bass Coast Shire Council Page 55 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Statutory Requirements/Codes/Standards/Policies The Committees are appointed under Section 86 of the Local Government Act. Council’s Policy “Appointment of Section 86 Special Committees” provides procedures and the purpose for Committee appointments.

Officer’s Comments/Conclusion Committee members are able to retire during their four year term and nominations are called for new members. This report is submitted to Council to formalise delegation rights for new members and acknowledge retiring members. A Policy Workshop briefing paper was presented to Council on 9 September 2015. The paper provided the background regarding the recommended changes to the South Dudley Hall and Reserve Committee. It was noted in the minutes of the South Dudley Hall and Reserve Committee AGM held on Sunday 14 June 2015 that when the Office Bearer positions were declared vacant that there were no nominations put forward for these roles. With no Office Bearers to fulfil the legislative and delegated duties, the committee would be deemed as inactive. On receiving advice from the Committee that functions are no longer being carried out, Council has already taken over the maintenance of the reserve which includes cleaning of the toilet block and the BBQ. This would transfer the management of the South Dudley Hall and Reserve back to Council. The following changes to Section 86 Committees are recommended to Council for adoption: Special Committee Committee Changes Kernot Hall and Reserve New Appointments Purpose - to protect, promote and develop the hall Joan Kerr, Allan Kerr, Sally and reserve for the use and enjoyment of the local Blackney and Diane Dunn community. Newhaven Hall Retiring Member Purpose - to protect, promote and develop the hall Dagmar Mellmann for the use and enjoyment of the local community. South Dudley Hall and Reserve Retiring Members Purpose - to protect, promote and develop the hall Alison Busana, Rick Busana, and reserve for the use and enjoyment of the local Des Pugh, Mark Sweet and community. Liza Sweet This Section 86 Committee is being dissolved.

Bass Coast Shire Council Page 56 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Recommendation That the following changes to Special Committees of Council under Section 86 of the Local Government Act 1989 be approved:

Special Committee Committee Changes Kernot Hall and Reserve New Appointments Joan Kerr, Allan Kerr, Sally Blackney and Diane Dunn Newhaven Hall New Appointment Dagmar Mellmann South Dudley Hall and Reserve Retiring Members Alison Busana, Rick Busana, Des Pugh, Mark Sweet and Liza Sweet Committee to be dissolved.

Attachments There are no attachments for this report

Council Decision Moved: Cr. Clare Le Serve / Seconded: Cr. Jordan Crugnale That the recommendation be adopted. CARRIED

Bass Coast Shire Council Page 57 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

E.8 Endorsement of Gippsland Regional Plan

File No: CM15/674 Department: Executive Office Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary The purpose of this report is to present the final version of the Gippsland Regional Plan 2015 for Council endorsement.

Background The Gippsland Regional Plan 2015 is a long-term strategic plan aiming to address the emerging challenges and opportunities facing our region. The Gippsland Regional Plan is a partnership between four key stakeholder groups: • Gippsland Local Government Network (GLGN) • Committee for Gippsland (C4G) • Regional Development Australia, Gippsland (RDA Gippsland) • Regional Managers’ Forum (RMF) The 2015 Plan’s four strategic themes have been identified from a review of the previous Plan, which included consultation with the private sector, Gippsland state and federal Members of Parliament, and the community, as well as workshops with Gippsland Regional Plan partners and networks. Those four themes are: • Economic Prosperity • Education and Community Wellbeing • Natural Environment Stewardship • Connectivity. The four themes of the Gippsland Regional Plan 2015 are consistent with the objectives of the Council Plan i.e. Natural Environment; Sustainable Development and Growth; Healthy Communities; Effective Governance; and Economic Development. The development and implementation of the Gippsland Regional Plan brings together all of the key stakeholders in the Region and provides a framework from which priority projects and initiatives that will drive improved regional capability are identified, agreed and advocated for.

Bass Coast Shire Council Page 58 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Strategic Basis Council Vision Bass Coast Shire will be recognized as a unique place of environmental significance where our quality of life and sense of community is balanced by sustainable and sensitive development, population and economic growth.

Council Plan Mission To take a leading role in partnership with other levels of government, businesses, community groups and individuals to make our community’s vision a reality.

Council Plan Objective – Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery. Strategies Improve and strengthen our strategic regional partnerships to ensure our ongoing financial viability. Indicator – Increased number, and strengthening, of strategic regional partnerships and resource sharing arrangements Advocate fiercely for the best outcomes for our current and future generations.

The Gippsland Regional Plan 2015 Vision is: Gippsland – Australia’s smart region with world class environments, maximizing opportunities for investment and employment. This vision is consistent with Council’s vision, recognising the importance of balancing a sustainable environment with the need for investment and economic growth.

Finances There are no financial implications associated with the endorsement of the Gippsland Regional Plan 2015.

Stakeholders The Gippsland Regional Plan is a partnership between four key stakeholder groups: • Gippsland Local Government Network (GLGN) • Committee for Gippsland (C4G) • Regional Development Australia, Gippsland (RDA Gippsland) • Regional Managers’ Forum (RMF)

Statutory Requirements/Codes/Standards/Policies There are no statutory or legislative requirements associated with the endorsement of the Gippsland Regional Plan 2015.

Bass Coast Shire Council Page 59 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Other Options Option 1 – Endorse the Gippsland Regional Plan 2015 This is the recommended option given that the Plan is consistent with the Council Plan and contributes to the Council’s ability to achieve its Vision. In particular, one of the strategies of the Council Plan is to improve and strengthen our strategic regional partnerships. The development and implementation of the Gippsland Regional Plan 2015 brings together all levels of government and business, as well as a range of agencies and community organisations.

Option 2 – Not endorse the Gippsland Regional Plan 2015 This option is not recommended because it could compromise Council’s ability to deliver on its Vision and fracture important regional partnerships.

Officer’s Conclusion and Recommendation The development and implementation of the Gippsland Regional Plan brings together all of the key stakeholders in the region and provides a framework from which priority projects and initiatives that will drive improved regional capability are identified, agreed and advocated for. The Plan’s vision is consistent with Council’s vision, recognising the importance of balancing a sustainable environment with the need for investment and economic growth. It is therefore recommended that Council endorses the Gippsland Regional Plan 2015.

Recommendation That Council: 1. endorses the Gippsland Regional Plan 2015. 2. acknowledges that minor changes and alterations may be undertaken to the wording of the Gippsland Regional Plan with the objective of clarifying the Gippsland Regional Plan’s strategic intent. 3. will not accept or support any changes or amendments to the Gippsland Regional Plan that a. seek to change the overall strategic intent, and b. provide any direct reference to future specific projects.

Attachments AT-1 Gippsland Regional Plan 2015 40 Pages

Bass Coast Shire Council Page 60 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Decision Moved: Cr. Neil Rankine / Seconded: Cr. Phil Wright That Council: 1. endorses the Gippsland Regional Plan 2015. 2. acknowledges that minor changes and alterations may be undertaken to the wording of the Gippsland Regional Plan with the objective of clarifying the Gippsland Regional Plan’s strategic intent. 3. will not accept or support any changes or amendments to the Gippsland Regional Plan that; a. seek to change the overall strategic intent, and b. provide any direct reference to future specific projects. 4. requests that the following minor changes be undertaken to the wording of the Gippsland Regional Plan; a. In the Executive Summary, the third dot point under Natural Environmental Stewardship outcomes to be pursued be changed to clarify that the outcome should be to attract public investment only i.e. - Attracting increased public investment in Gippsland’s public parks, such as Wilsons Promontory, in order to support an increase in the community’s use of these assets, and their appreciation of the related ecological values. The increased usage will support improved community well-being (both physical and mental) and increased volunteer involvement in land management; b. similarly at Clause 4.7 of the Plan, the third dot point under Natural Environmental Stewardship Strategic Priorities be changed to clarify that the outcome should be to attract public investment only i.e. - Attracting increased public investment in Gippsland’s public parks, such as Wilsons Promontory, in order to support an increase in the community’s use of these assets, and their appreciation of the related ecological values. The increased usage will support improved community well-being (both physical and mental) and increased volunteer involvement in land management; c. at Clause 2.2 of the Plan, the second dot point under Overview of the Regional Economy be changed to clarify that Australia does not rely on Victoria’s fossil fuel reserves i.e. - Vast reserves of brown coal, and offshore oil and gas fields that are relied upon by Victoria’s, and to some extent Australia’s energy sectors;

Bass Coast Shire Council Page 61 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

d. at Clause 2.4.2.1 of the Plan, paragraph one be changed to clarify that there is no guarantee that Carbon Capture and Storage will be economically viable i.e. - Carbon Capture and Storage (CCS) technology provides a future possibility to significantly reduce the emissions…; e. at Clause 2.5.2 of the Plan, paragraph four be changed to specify that the Low Carbon Transition Plan must be resourced and have a clear implementation plan; f. at Clause 4.4.4 of the Plan, recognition be given to some areas of the region such as Bass Coast of the importance of an un-industrialised landscape and the ‘Clean Green Image’ for agriculture (and tourism). CARRIED n

Bass Coast Shire Council Page 62 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

F Correspondence

F.1 Bass Coast Shire Council becoming a partner to the People's Climate March, 27 November 2015

Declaration The author has no direct or indirect interests in relation to this report.

Summary The purpose of this report is to present correspondence from Groundswell Bass Coast, requesting that Bass Coast Shire Council become a partner to the People’s Climate March in Melbourne on Friday, 27 November 2015.

Background The 21st Session of the Conference of the Parties to the United Nations Framework Convention on Climate Change, otherwise known as “Paris 2015”, is being held in Paris from 30 November to 11 December 2015. The objective of the conference is to achieve a new international agreement on the climate, applicable to all countries, with the aim of keeping global warming below 2˚C. A Global Climate March is being organised for 29 November 2015, in major cities across the world, including Melbourne, to coincide with the start of the Conference. The purpose of the march is to unite to champion issues of climate justice and a safe climate, to respond to the moral challenge of climate change, for renewable energy and jobs in the transition to the clean economy.... be motivated to care for people and protect nature. Refer to Attachment 1 for the People’s Climate Marches vision and further detail on the 27 November march (rally). Groundswell Bass Coast is a community group organising and promoting activities to motivate politicians to discard fossil fuel power, replacing it with zero carbon energy sources, with utmost urgency. Council received correspondence on 6 October 2015 from Groundswell Bass Coast requesting Council resolve to become a partner to the People’s Climate March in Melbourne on 27 November 2015, at 5.30pm. Refer to Attachment 2.

Finances The cost to Council to develop promotional material (eg, posters and flyers) and conduct communications plan is estimated at $700 plus Council Officer time.

Officer’s Conclusion and Recommendation Bass Coast Shire Council accepts that climate change is real and impacts our community and our organisation. Council recognises the international scientific consensus that climate change is a result of increases in greenhouse gases in the atmosphere, influenced principally by human activities.

Bass Coast Shire Council Page 63 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

The Council Plan 2013-17 supports the People’s Climate March through its strategic objective to Develop community partnerships that promote environmental awareness. If Council resolves to become a partner of the People’s Climate March, it will be required to: • Be involved in the key promotion and organising activities in the lead up to the 27 November 2015 event • Work with and build relationships with a diverse range of organisations and partners in the local government sector and beyond • Communicate and encourage conversations with the Bass Coast Shire community, using local and social media • Promote attendance at the November 2015 march, including Councillors, staff and community; and • Be listed as a partner on the People’s Climate March website and promotional items. If Council resolves to become a partner, resources, both human and financial, will need to be made available to fulfil its commitment.

Recommendation That Council: 1. notes the correspondence received from Groundswell Bass Coast; 2. becomes a partner to the People’s Climate March to be held Friday, 27 November 2015; and 3. provides up to $700 from the 2015/16 budget to meet its commitments as a partner to the People’s Climate March.

Attachments AT- People's Climate March flyer 4 1 Pages AT- Correspondence from Groundswell requesting Council partner 27 1 Page 2 November 2015 Melbourne Climate Change march.

Cr Crugnale left the meeting at 7.06pm. Cr Crugnale returned to the meeting at 7.07pm. Council Decision Moved: Cr. Neil Rankine / Seconded: Cr. Clare Le Serve That the recommendation be adopted. CARRIED

Bass Coast Shire Council Page 64 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Notices of Motion

Bass Coast Shire Council Page 65 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

G Notices of Motion

Nil.

Bass Coast Shire Council Page 66 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Committees and Delegates Reports

Bass Coast Shire Council Page 67 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

H Committees and Delegates Reports

Council Decision Moved: Cr. Andrew Phillips / Seconded: Cr. Jordan Crugnale That agenda items H.1, H.2, H.3, H.4 and H.5 be considered as a block. CARRIED

H.1 Domestic Animal Management Advisory Committee

File No: CM15/854 Department: Healthy Communities Council Plan Strategic Objective: Healthy Communities Our community feels connected, safe and strong.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Attached are the minutes of the Domestic Animal Management Advisory Committee meeting held on Monday, 24 August 2015. Items discussed at this meeting: • Committee Resignations • Waterline Consultation survey results and DAMAC recommendation • Domestic Animal Management Plan Actions Sub Committee Updates – Fenced Off-Leash area, Trial of dog waste bins & bags, Compulsory desexing, 24hr cat containment • General Business • Future meeting dates and times

Recommendation That Council receives the minutes of the Domestic Animal Management Advisory Committee meeting held on 24 August 2015.

Attachments AT-1 Domestic Animal Management Advisory Committee Meeting Minutes 7 Pages

Bass Coast Shire Council Page 68 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

H.2 Cowes Cultural & Civic Precinct Working Group

File No: CM15/835 Department: Healthy Communities Council Plan Strategic Objective: Healthy Communities Our community feels connected, safe and strong.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Attached are the minutes of the Cowes Cultural & Civic Precinct Working Group meetings held on Thursday 27 August 2015. Items discussed at the meeting included: • Amendments to Terms of Reference (Extension of Term of Office and additional 2 Community Representatives) • Draft Concept Plan presentation by Design Consultants Terroir

Recommendation That the minutes of the Cowes Cultural & Civic Precinct Working Group meeting held on 27 August 2015 be received.

Attachments AT-1 2015 08 27 Minutes Cowes Cultural & Civic Precinct Working Group 4 Pages

Bass Coast Shire Council Page 69 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

H.3 Bass Coast Shire Council Audit Committee Special Meeting

File No: CM15/889 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Attached are the minutes of the Bass Coast Shire Council Audit Committee special meeting held on Tuesday, 15 September 2015. Items discussed at this meeting were: • Internal Audits

o Review of Cash Handling and Receipting o Review of Contracts and Tenders • Financial Reports

o Review of the 2014/2015 Annual Financial Report and Performance Statement • Reporting Responsibilities

o Status report on action items identified through the audit program • Governance Matters

o Review of the Local Government Act 1989 • General Business

o Local Government Reform o Items to be listed on the next agenda o IT General Controls

Recommendation That the minutes of the Bass Coast Shire Council Audit Committee meeting held on 15 September 2015 be received and the recommendations therein adopted.

Bass Coast Shire Council Page 70 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Attachments AT- CONFIDENTIAL - Minutes of the Special Audit Committee Meeting 19 1 15 September 2015 Pages

Bass Coast Shire Council Page 71 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

H.4 Place Names Committee Meeting Minutes

File No: CM15/898 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Council’s Place Names Committee met on Tuesday 22 September 2015. A copy of the meeting minutes are attached for information. See Attachment 1 At this meeting, the Committee considered the following issues (which are outlined in greater detail in the meeting minutes): 1. Renaming of part South Dudley Road Wonthaggi as extension of Graham Street; 2. Naming of Cape Paterson Access Tracks; 3. Other Business

Recommendation That the minutes of the Place Names Committee meeting held on Tuesday 22 September 2015 be received.

Attachments AT-1 Minutes - Place Names Committee Meeting 22 September 2015 6 Pages

Bass Coast Shire Council Page 72 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

H.5 Australian Coastal Councils Association Inc Annual General Meeting

File No: CM15/896 Department: Executive Office Council Plan Strategic Objective: Natural Environment Our unique natural environment is protected, maintained and enhanced for the enjoyment of all.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Attached are the minutes of the Australian Coastal Councils Association Inc Annual General Meeting held on Thursday 17 September 2015. Items discussed at this meeting were: • Opening and Welcome • Apologies • Minutes of Previous Meeting • Chair’s Report • Financial Report • Membership Report • General Business • Close followed by election of the Committee of Management and Taskforce office bearers

Recommendation That the minutes of the Australian Coastal Councils Association Inc Annual General Meeting held on Thursday, 17 September 2015 be received.

Attachments AT-1 Australian Coastal Councils Association Inc AGM Minutes 11 Pages

Council Decision Moved: Cr. Neil Rankine / Seconded: Cr. Phil Wright That agenda items H.1, H.2, H3, H.4 and H.5 be received. CARRIED

Bass Coast Shire Council Page 73 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Performance Monitoring Reports

Bass Coast Shire Council Page 74 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

I Performance Monitoring Reports

Council Decision Moved: Cr. Jordan Crugnale / Seconded: Cr. Neil Rankine That agenda items I.1, I.2 and I.3 be considered as a block. CARRIED

I.1 Development Services Activity Report for August 2015

File No: CM15/777 Department: Sustainable Development and Growth Council Plan Strategic Objective: Sustainable Development & Growth Our built environment complements our landscape, lifestyle and climate.

Summary Attached is the report detailing the Development Services Activity Report for August 2015.

Declaration The author has no direct or indirect interests in relation to this report.

Purpose The purpose of this report is to provide Councillors with an overview of the performance of the Development Services Department in the processing of planning and building applications; as well as enforcement investigations being undertaken in both areas. Council has statutory obligations under the Building Act 1993 and Planning and Environment Act 1987 in relation to ensuring that appropriate levels of service are provided, and that approvals and standards have been met in the development of structures and land use matters. Council has a statutory role to monitor the safety and maintenance of existing commercial buildings. Council also has a pool safety program in place to ensure our community is made aware of their ongoing obligations in relation to pool barrier maintenance. The report is also in line with the recommendations contained within the Review of Building Approval Unit, December 2014.

Strategic Basis The Council Plan 2013–2017 provides the following guidance for the built environment. Council plan – Key Strategic Objective – Sustainable Development and Growth: “Our built environment complements our landscape, lifestyle and climate.” Bass Coast Shire Council Page 75 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Recommendation That the Development Services Activity Report be received.

Attachments AT-1 Development Services Activity Report for August 2015 1 Page

Bass Coast Shire Council Page 76 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

I.2 Development Services - Planning Permits issued under delegation for August 2015

File No: CM15/842 Department: Sustainable Development and Growth Council Plan Strategic Objective: Sustainable Development & Growth Our built environment complements our landscape, lifestyle and climate.

PERMITS REFUSED: 150019 Leadbeater Ward - DPC Refusal (meeting date of 14 August 2015) the resubdivision of existing titles located at 1880 Loch-Wonthaggi Road, Ryanston. 150135: Thompson Ward – DPC Refusal (meeting date of 28 August 2015) removal of Section 173 Agreement associated with land at 4A Douglas Road, Cowes. PERMITS ISSUED: Anderson Ward 140107: The subdivision of the land into two (2) lots located at 4205-4211 Bass Highway, Dalyston. 150156: The subdivision of the land into four (4) lots located at 1 Carl Street, South Dudley. 150220: VicSmart Approved – Display advertising signage located at CA:13 Sec:A Phillip Island Road, San Remo (Lot 1 LP78297). Churchill Ward Nil. Hovell Ward 150072: The subdivision of the land into five (5) lots located at 131 Broome Crescent, Wonthaggi. 150108: The subdivision of the land into two (2) lots and creation of Road Access to a Road Zone, Category 1 located at Lot 5 PS341526 Inverloch-Kongwak Road, Wattle Bank. 150124: The subdivision of the land into three (3) lots located at 16 Cameron Street, Wonthaggi. 150133: The subdivision of the land into two (2) lots located at 6 Quarry Street, Wonthaggi. 150155: The construction of a dwelling located at 29-33 Viminaria Road, Harmers Haven. 150199: The construction of a dwelling located at 45 Nardoo Street, Cape Paterson. 150212: The construction of a single dwelling (two-storey) and removal of native vegetation located at 31 Blue Water Circle, Cape Paterson.

Bass Coast Shire Council Page 77 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Leadbeater Ward 140221: The subdivision of the land into two (2) lots located at 106-108 Grantville- Glen Alvie Road, Grantville. 150112: Construct a second dwelling and buildings and works associated with the existing dwelling located at 1396 Bass Highway, Grantville. 150178: The extension of the existing fire station building located at land owned by CFA, 8A Barker Street, Corinella. 150193: Construction of a dwelling and detached garage and shed located at Lot 5 PS629438 Grantville-Glen Alvie Road, Grantville. McHaffie Ward 150099: Use of the land for a Primary School located at land 479 Berrys Beach Road, Ventnor. 150126: The construction of a dwelling located at 279B Ventnor Road, Ventnor. Thompson Ward 150110: Removal of a restriction (ending of the Section 173 Agreement) and consent to build partly outside the building envelope located at 2 Vaughan Street, Cowes. 150229: Liquor Licence for new restaurant located at Shop 1, 68-80 Thompson Avenue, Cowes. Townsend Ward 150120: Alterations and additions to the existing building and removal of vegetation located at 3 Short Street, Inverloch. 150130: The realignment of the common boundary between two lots located at 36a Williams Street, Inverloch.

Recommendation That the Development Services Planning Permits issued under delegation report for August 2015 be received.

Attachments There are no attachments for this report.

Bass Coast Shire Council Page 78 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

I.3 Contracts Awarded Report

File No: CM15/770 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary 1st August – 31st August 2015 The following contracts have been formed under the Chief Executive Officer’s Instrument of Delegation since the last report.

Contract Description Contractor Contract Sum No. (GST inclusive) Schedule of 15022 Annual Supply of Asphalt Gippsland Asphalt Pty Ltd Rates Provision of Office and Workplace Schedule of 15025 Supplies : Associated Products and MAV Panel Suppliers Rates Services Annual Supply of Quarry and road Schedule of 15028 Evans Quarries Making Materials (15021) Rates Annual Supply of Quarry and road Schedule of 15029 Holcim (Australia) Pty Ltd Making Materials (15021)) Rates

Contracts Awarded by Council No contracts were accepted or formed by specific resolution of Council since the last report.

Recommendation That the Contracts Awarded report be received.

Attachments AT-1 2015 09 16 ContractsRegister 15029 AT-2 2015 09 16 ContractsRegister 15022 AT-3 2015 09 16 ContractsRegister 15025

Bass Coast Shire Council Page 79 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

AT-4 2015 09 16 ContractsRegister 15028

Council Decision Moved: Cr. Jordan Crugnale / Seconded: Cr. Clare Le Serve That agenda items I.1, I.2 and I.3 be received. CARRIED

Bass Coast Shire Council Page 80 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Watching Bass Coast

Bass Coast Shire Council Page 81 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

J Watching Bass Coast

Council Decision Moved: Cr. Jordan Crugnale / Seconded: Cr. Clare Le Serve That items J.1, J.2, J.3, J.4 and J.5 be considered as a block. CARRIED

J.1 Events Update

File No: CM15/897 Department: Sustainable Development and Growth Council Plan Strategic Objective: Economic Development Our economy is supported by diverse, local and innovative businesses and employment.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Council supports community and private events which create economic and social benefits for the region and enhance resident, participant and visitor experience. This support may take the form of planning, promotions, financial or in kind and has the objective of maximising the benefits of events while minimising their negative impact on the community.

Introduction One of the key recommendations of the 2012 Events Policy was to improve communication with Council. To help implement this recommendation a monthly Watching Bass Coast Report which identifies potential new events or significant changes to existing events is presented to Council. The report lists upcoming events and briefly reports on events completed in the previous month.

Strategic Basis Bass Coast Shire Council Plan 2013 -2017, Objective 04 Economic Development lists the following strategy in relation to events: • Promote Bass Coast as an all year unique tourism and events destination

Finances Council provides a range of funding through its community grant program to events in Bass Coast along with providing support for events through Council Officers time and planning expertise.

Bass Coast Shire Council Page 82 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Stakeholders • Council • Ratepayers & community • Visitors • Event organisers • Event patrons • Emergency services

Statutory Requirements/Codes/Standards/Policies Council's Events Policy - adopted June 2012

Other Options A monthly Watching Bass Coast report to Council was considered the most effective means of providing a regular update to Council about upcoming events.

Officer’s Comments/Conclusion 1. Events completed in the previous report period (September): Events Forum - 15 September Wonthaggi Council’s Event Team coordinates a forum for existing and prospective event organisers annually as part of its continuous improvement process. 27 people representing 14 events across the Shire attended. The forum updated those in attendance of the current processes and requirements for events in Bass Coast. Ros Abercrombie an events and festival consultant also presented to the group. She gave a very informative presentation on keeping events current and sustainable and with the group did a case study of the Bass Coast Summer Show. This exercise was very well received and Ros will be engaged in future to work one on one with interested community event organisers. There were no events requiring a Council permit during September. 2. Upcoming Events MotoGP: 16-18 October The Australian Grand Prix Corporation(AGPC) has advised presale of tickets is progressing very well and is on track for a three day attendance of 90,000 plus. Interest in the event is high and the championship could be decided at Phillip Island. The competition is tight and with crowd favourite Valentino Rossi leading the championships and with the improvement of Australia rider Jack Miller, the outlook is very positive. An objective of this year’s planning with the AGPC has been to encourage event patrons and visitors to stay longer. A campaign promoting accommodation venues was implemented and this appears to have been successful. Visitor Information Centres across the Shire have reported that there is virtually no accommodation available other than houses for rent.

Bass Coast Shire Council Page 83 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

The revised Community Information brochure has been distributed to all Phillip Island and San Remo residents and major outlets. Community engagement activities “Get Dressed” and the schools’ hand waver project are well advanced. Cowes activities have been finalised with a view to keeping the streets open to traffic, and in particular motorcycles, for as long as possible. A number of Thompson Avenue traders have taken up the opportunity to extend into the street. The Cowes Town Square will host the “Classic on Cowes” vintage motorcycle display and other motorcycle related activities. Council Officers have worked with the City of Casey to better coordinate the Cranbourne GP Ride and preparation for Barry Sheene Tribute Ride is progressing well. SS Holden Rally: San Remo 31 October The SS Holden Owners Club Annual Rally will conclude with a display of approximately 60 vehicles in the Foreshore Car Park at San Remo. Coronet Bay Fun Run: 1 November The annual Coronet Bay Fun Run/Walk will start and finish at the Coronet Bay Recreation Reserve on Sunday 1 November. Approximately 200-250 participants are expected to take part on a course taking in the recreation reserve, foreshore and adjoining streets. National Classic Scooter Rally: 6-9 November Cowes The Melbourne Crusaders Scooter Club are organising the 2015 National Scooter Rally which will take place in Bass Coast. Beginning with a ride from Luna Park to Cowes on Friday 6 November, it will include a meet and greet that night at Hotel and organised activities at the Cowes Cultural Centre on Saturday 7 November and Sunday 8 November. The Rally will also include a Bass Coast Ride on Saturday and a Ride around the Island day on Sunday. The Rally will conclude with a ride back to Melbourne on Monday. Phillip Island Jazz Festival: 13-15 November Cowes Interest is high for the 2015 Annual Phillip Island Jazz Festival, which will take place at the Ramada Resort in Cowes. Tickets are almost sold out. Great Adventure Challenge: 14 November San Remo Planning for this Corporate Challenge event, which will take in a canoe leg from San Remo to Cape Woolamai, a run to Kilcunda via the George Bass Walk and a ride through hills of Kilcunda back to San Remo, is well advanced. Bass Coast Cycle Challenge and Inverloch Family Fun Day: 14 November These two events were held on consecutive day in past years. The organisers have come together to combine and expand the activities into a single day event which will take up a bigger part of the Inverloch CBD. Activities will include the Cycle Challenge taking in various routes around the Shire, a Fun Run, other children’s cycle related activities, a market, carnival and skateboard competition.

Bass Coast Shire Council Page 84 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Relay for Life: 14 November State Mine Wonthaggi A very successful Relay for Life Cancer fund raiser was held at the State Coal Mine for the first time last year. The organisers are hoping to build on the success of that event with the view to making it an annual event. 3. New events / Matters of interest to Council: Slide the Island: January 2016 Cowes The promoter has indicated that his preferred date is Sunday 17 January 2016. He is currently canvassing with affected business operators whether there are any issues with closing Thompson Avenue on this date. So far he has received minimal response from his visits to local businesses. Depending upon the response received he will either proceed on 17 January or consider a midweek date such as Wednesday 13 January. Laneway Festival Wonthaggi: Preliminary discussions have taken place with the Wonthaggi Business Association (WBA) to develop a Wonthaggi Laneways event in the CBD. A planning session with representatives of the WBA, Council and Ros Abercrombie fleshed out a process to progress the concept. In the short term activities are planned to take place in the laneways to raise their profile and improve their appearance. The Make it ‘n Bake it Market which currently takes place monthly in McBride Avenue may be relocated to the Gongelbloed and Taberner Lanes. Surfing events There is an opportunity for Phillip Island to host the 2016 Australian Junior Surfing Titles from 28 November to 5 December. A separate report has been prepared for Council in relation to this event. Council Officers are also discussing the possibility of entering into a long term arrangement with the World Surf League to hold a Qualifying Series event at Phillip Island. A separate report to Council is provided in relation to this. 4. Filming Activities A film permit was granted to Pandora Productions to film a scene for the feature film “New Dawn” on the 3 October 2015.

Recommendation That the Events Update report be received.

Attachments There are no attachments for this report

Bass Coast Shire Council Page 85 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

J.2 Complaints Handling Register - Biannual Report

File No: CM15/853 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary At the Ordinary Meeting of Council on 18 February 2015 the Complaints Handling Policy was adopted. The Policy aims to: • provide a standardised approach to managing customer complaints; • provide a framework for the management of complaints and feedback with a view to continually improving services, systems and capabilities; • increase the level of customer satisfaction by resolving issues in an effective, fair, respectful and professional manner; • ensure all statutory requirements are satisfied, and escalation options for customers are communicated clearly. Council has committed to reporting bi-annually on the Complaints Handling Register. This report provides a summary of the complaints received and their status.

Background Bass Coast Shire Council (Council) is committed to providing friendly, prompt, helpful and professional customer service every time we interact with our customers. The policy separates the complaints into seven categories which include: • General Complaint • Statutory Complaint • Competitive Neutrality Complaint • Third Party Complaint • Anonymous Complaint • Complaints against Councillors • Sensitive Complaints

Bass Coast Shire Council Page 86 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council’s Complaint Handling Policy process is a three-level system that provides for the escalation of complaints from first contact, through to external review. The process is designed to handle complaints effectively and efficiently, utilising the most appropriate resources. The three levels include: Level 1 – Frontline Officers Most complaints can be resolved immediately and Officers are encouraged to resolve complaints at first contact, wherever possible and such complaints do not need to be logged in the Complaints Register. If a complaint relates to a serious matter, or requires further investigation, it must be escalated to Level 2. Level 2 – Investigation Complaints not resolved at Level 1 will be escalated to Level 2 for managerial support and/or internal review. Complaints classified as Level 2 will be recorded in the Complaints Register. Level 3 – Dispute Complainants who feel that a matter remains unresolved after Levels 1 and 2 may be advised by Council to refer the complaint externally. Whilst Council cannot recommend or advise a course of external review, Officers should be aware that such a review may take the form of: • alternative dispute resolution procedures such as mediation or conciliation; • referring a complaint to an external agency such as the Victorian Ombudsman; • formal proceedings in a Court or Tribunal. The Complaints Handling Register will only report on complaints that are escalated to Levels 2 or 3.

Strategic Basis The Council Plan 2013-2017 contains a number of principles and key strategic objectives. This report all contribute to the achievement the objective Effective Governance. Council’s Complaint Policy and associated documents are modelled on the Victorian Ombudsman’s guide to Complaint handling for Victorian Public Sector Agencies (November 2007) Council Plan Principles • Transparent evidence-based and inclusive decision making.

Finances All complaints have been dealt with within Council’s allocated resources and adopted budget.

Stakeholders The Council, Council Staff and all members of the community are stakeholders of the Complaints Handling Policy.

Bass Coast Shire Council Page 87 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Statutory Requirements/Codes/Standards/Policies Council adopted a Complaints Handling Policy in February 2015. This Policy applies to all Councillors, Council Officers and Contractors carrying out work on behalf of Council. Council regards the protection of an individual’s privacy as an integral part of its commitment to complete accountability and integrity in all its activities and programs. Council is committed to fulfilling its obligations under the Information Privacy Act 2000, Health Records Act 2001 and Information Privacy Principles

Other Options It is a requirement of the Complaints Handling Policy to report twice per year on the Complaints Handling Register. Non-reporting would be a non-compliance with Council’s Policy.

Officer’s Conclusion and Recommendation Since the adoption of the Policy in February 2015 until 30 September 2015, Council has received ten general complaints and one complaint against a Councillor. Eight of the complaints have been actioned appropriately with three currently in progress.

Recommendation That Council receives the report outlining the complaints recorded on the Complaints Handling Register between February – September 2015.

Attachments There are no attachments for this report.

Bass Coast Shire Council Page 88 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

J.3 Quarterly Efficiency Report 2015/2016

File No: CM15/902 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary The purpose of this report is for Council to note the efficiencies that the organisation has found during the first quarter of 2015/2016. These efficiencies have been organised into three categories which include: • Service Reviews • Organisation Design • Continuous Improvement Management and officers continue to look for opportunities to review the way we provide services to ensure that they remain relevant and are as efficient as possible. Any savings identified within the 2015/16 financial year will allow greater investment in Capital Works or a reduction in any need for rate increases in future years.

Background The Council Plan articulates the Council’s vision for the future of Bass Coast and outlines strategies to be used by Council in fulfilling the vision. The Chief Executive Officer is responsible for the delivery of services and initiatives that align to the achievement of the Council Plan. Following the commencement of the CEO, the staff resources were realigned to ensure that that structure allowed for efficient delivery of services and key initiatives identified within the Plan. Management continually reassess the structures of their departments to ensure resources are best allocated to achieve good outcomes for our community. Council has also committed to a culture of continuous improvement and review of processes and practices to ensure the way we delivery services is efficient, relevant and meets the needs of our community. The Council has also committed to a series of Service Reviews which include the review of six services per year. The purpose of the service reviews is to: • is designed to find operational efficiencies and innovations to deliver services to the community in accordance with the Council Plan and Long Term Financial Plan.

Bass Coast Shire Council Page 89 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

• is our commitment to continuous improvement in what we do. • is not about performance. In general, service reviews are designed to determine the level of service we will provide and the most appropriate strategic model to provide that service. Each of these opportunities provides Council with opportunities to identify savings and improvements.

Strategic Basis The Council Plan 2013-2017 contains a number of principles and key strategic objectives. The efficiencies identified in this report align to the provision of services outlined in this Plan. The objectives in the Council Plan include: • Natural Environment • Sustainable Development and Growth • Healthy Communities • Effective Governance • Economic Development The relevant principles within the Council Plan, which are to guide all Council decisions and actions include: • The social, environmental and economic priorities of the Shire benefit both current and future generations • The intrinsic value of biodiversity and the protection of the natural eco systems will be recognised • Equity in the distribution of resources across the Shire • Transparent evidence-based and inclusive decision making • The provision and use of energy and resources will be promoted in an efficient and sustainable way

Finances All of the major efficiencies identified during 2015/16 will be considered in the preparation of the 2016/2017 Budget and will be transferred to future capital works or to the reduction in any need for rate increases in future years. All efficiencies will be in accordance with the Council resolution from the Ordinary Meeting of Council dated 22 April: That future rate increases proposed in the long-term financial plan be reviewed when considering options for the application of savings achieved as a result of service reviews.

Stakeholders Council, Council staff, ratepayers, residents and visitors are all affected by the delivery of efficiencies across Council.

Bass Coast Shire Council Page 90 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Statutory Requirements/Codes/Standards/Policies The Local Government Act states that the primary objective of Council is to endeavour to achieve the best outcomes for the local community having regard to the long term and cumulative effects of decisions.

Officer’s Conclusion and Recommendation The efficiencies and savings that have been identified in the first quarter for 2015/2016 are detailed in the attachment, they include:

Service Reviews Service Efficiency Realised $80,000 (will be realised Valuations – Outsource to the Valuer General to after the 2016/2017 complete the Valuation from 2016/2017 budget)

Organisation Design Reduction of Department Effective Full Time (EFT) Staff Governance Department 1 (EFT) People and Culture Department 0.4 (EFT)

Continuous Improvement $ Savings or Activity or Process Hours Saved Water Accounting $50,000 Reduction in Workcover premium for 2015/2016 $75,000 Skate park supervision $135,000 Indoor Plants $5,000

Bass Coast Shire Council Page 91 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Recommendation That the Efficiency Report be received.

Attachments AT-1 Quarter 1: Efficiency Report 1 Page

Bass Coast Shire Council Page 92 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

J.4 CEO's Report for October 2015

File No: CM15/911 Department: Governance and Organisation Development Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The author has no direct or indirect interests in relation to this report.

Summary Bass Coast Shire Council is committed to introducing more regular updates on the key projects and initiatives that are implemented. The attached report highlights a number of key projects and their progress.

Strategic Basis The Council Plan 2013-2017 contains a number of principles and key strategic objectives. The projects outlined in this report all contribute to the achievement of this Plan. The objectives in the Council Plan include: • Natural Environment • Sustainable Development and Growth • Healthy Communities • Effective Governance • Economic Development The relevant principles within the Council Plan, which are to guide all Council decisions and actions include: • The social, environmental and economic priorities of the Shire benefit both current and future generations • The intrinsic value of biodiversity and the protection of the natural eco systems will be recognised • Equity in the distribution of resources across the Shire • Transparent evidence-based and inclusive decision making • The provision and use of energy and resources will be promoted in an efficient and sustainable way Delivery of the Major Initiatives, delivers key actions, strategies and plans which aid Council to sustain and deliver better services to the community. This assists Council in achieving all five key strategic objectives and associated strategies within the Council Plan Bass Coast Shire Council Page 93 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Finances All of the projects highlighted in this report are funded through the 2016/17 Budget. Some of these projects have received grant funding.

Stakeholders Council, ratepayers, external funding bodies, residents and visitors are all affected by the delivery of the program

Statutory Requirements/Codes/Standards/Policies The Major Initiatives are allocated for in the 2016/17 Budget. These projects are developed, approved and spent in accordance with the Local Government Act 1989, and the Procurement Policy. The Local Government Act states that the primary objective of Council is to endeavour to achieve the best outcomes for the local community having regard to the long term and cumulative effects of decisions.

Recommendation That the CEO’s Report for October 2015 be received.

Attachments AT-1 CEO's Report for October 2015 2 Pages

Bass Coast Shire Council Page 94 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

J.5 Assembly of Councillors Report

File No: CM15/912 Department: Corporate Services Council Plan Strategic Objective: Effective Governance Our leadership will be achieved through good governance, community engagement and excellence in service delivery.

Declaration The reporting officer has no direct or indirect interest in this matter

Summary Section 80A of the Local Government Act 1989 requires all assembly of Councillors records to be reported on at the next practicable ordinary meeting of Council and to be recorded in the minutes of that meeting. This report intends to fulfil the requirements of the legislation.

Introduction The Local Government and Planning Legislation Act 2010 was proclaimed on Friday 24 September 2010, making amendments to the Local Government Act 1989 (the Act). The amendments included changes to the definition of ‘assembly of Councillors’ as well as to the requirements of such an assembly. Section 76AA of the Act now defines an assembly of Councillors as ‘a meeting of an advisory committee of the Council, if at least one Councillor is present, or a planned or scheduled meeting of at least half of the Councillors and one member of Council staff which considers matters that are intended or likely to be- a. the subject of a decision of the Council; or b. subject to the exercise of a function, duty or power of the Council that has been delegated to a person or committee- but does not include a meeting of the Council, a special committee of the Council, an audit committee established under section139, a club, association, peak body, political party or other organisation.’ Section 80A requires a written record to be kept of all such assemblies, stating the names of all Councillors and Council staff attending, the matters considered and any conflict of interest disclosures made by a Councillor. These records must be reported, as soon as practicable, at an ordinary meeting of the Council and recorded in the minutes. Below is a summary of all assembly of Councillors records since the last Ordinary meeting of Council.

Bass Coast Shire Council Page 95 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Date Assembly of Councillors Councillors in attendance 27/08/2015 Cowes Cultural and Civic Cr Andrew Phillips Precinct Working Group 02/09/2015 Policy Workshop Cr Kimberley Brown, Cr Phil Wright, Cr Bradley Drew, Cr Jordan Crugnale, Cr Clare Le Serve, Cr Neil Rankine 07/09/2015 Municipal Emergency Cr Clare Le Serve Management Planning Committee 09/09/2015 HR Committee Cr Kimberley Brown, Cr Jordan Crugnale, Cr Bradley Drew 09/09/2015 Policy Workshop All Councillors 23/09/2015 Mornington Peninsula and Bass Cr Kimberley Brown, Cr Clare Le Coast liaison meeting Serve, Cr Neil Rankine, Cr Jordan Crugnale 30/09/2015 HR Committee Cr Kimberley Brown, Cr Clare Le Serve, Cr Neil Rankine, Cr Jordan Crugnale, Cr Bradley Drew, Cr Andrew Phillips

Recommendation That the Assembly of Councillors records be received.

Attachments AT-1 2015 08 27 Cowes Cultural and Civic Precinct Working Group 5 Pages AT-2 2015 09 02 Policy Workshop 1 Page AT-3 2015 09 07 Municipal Emergency Management Planning Committee 6 Pages AT-4 2015 09 09 HR Committee 1 Page AT-5 2015 09 09 Policy Workshop 1 Page AT-6 2015 09 23 Mornington Peninsula Shire Council liaison meeting 1 Page AT-7 2015 09 30 HR Committee 1 Page

Council Decision Moved: Cr. Phil Wright / Seconded: Cr. Andrew Phillips That agenda items J.1, J.2, J.3, J.4 and J.5 be received. CARRIED

Bass Coast Shire Council Page 96 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

K Acknowledgements

K.1 Acknowledgements - Cr Phil Wright Cr Wright made the following acknowledgements: • Working Bees – congratulations to those local community groups who put in and take care of their area including Smiths Beachcomber Association, Cape Woolamai Coast Action and the Saltwater Creek Coastcare, they’re all doing great work. • The Scenic Estate ‘Friends of’ Group – this group will be having its official launch when the Minster comes down, but there’s an unofficial launch on the Cup Day weekend, and everyone is welcome to come down and show their support. • Good communications with State Government departments – recently VicRoads met with us to discuss roundabouts, there’s been recent interactions with the EPA and we had the Victorian Electoral Commission in Wonthaggi on Monday night – great that we are being asked for our input. • Nikki Van Dijk – great to see this local surfer achieve her best ever international career result; Nikki got into the semi-finals in France making her one of the top four women in the world.

K.2 Acknowledgements - Cr Neil Rankine Cr Rankine made the following acknowledgements: • RACV Gippsland Wine Show – always great to get invited to this brilliant event, fantastic to taste almost every Gippsland-produced wine. • Congratulations to Cape Paterson Ratepayers and Residents Association on their innovative neighbourly program, they are running barbecues once a week at the main reserve in Cape Paterson for anyone in the community to attend. • Congratulations to the organisers of the ICE event held at the Wonthaggi Arts Centre attended by more than 300 people, it was a great event to bring people up to speed with the intense impacts of this particular drug on users, their families and the wider community.

K.3 Acknowledgements - Cr Clare Le Serve Cr Le Serve made the following acknowledgements: • The Grantville and District Seniors Club has just closed down, as noted in a letter received from the club’s past Honorary Secretary, Rosemary Harding. They’ve been a group that has been meeting for many years and have just finalised and gone into recess. They have followed through with all their corporate affairs and distributed any assets to local groups; they wanted to take the opportunity to thank Council for its contribution and advice over past years. • Congratulations to David Buckingham, who has just been appointed to the board of Melbourne Water. David is a Coronet Bay resident, which is very fortunate as Melbourne Water has jurisdiction over that area. Westernport Water board appointments have also recently been finalised. • Congratulations to Cr Brown on a year well done in the role of Mayor. Bass Coast Shire Council Page 97 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

K.4 Acknowledgements - Cr Jordan Crugnale Cr Crugnale made the following acknowledgements: • Cr Brown’s final meeting of this term as Mayor – thanks to Cr Brown for her dedication over the last year, being very present and visible in our community and across a broad section of our community, demonstrating a particularly great connection with our youth. Cr Brown has been an articulate spokesperson and representative, steering the Council and the organisation really well. • Congratulations to For Human Culture – showcasing the works of young artists by way of the Master’s Apprentices art prize and exhibition at the Goods shed in Wonthaggi. For Human Culture is an arts, music and culture online publication for the young people of South Gippsland and Bass Coast. Thank you also to the Bass Coast Artists Society and Arts Space for supporting and partnering with FHC to realise their youth arts initiative. • Thanks to the organisers of Crush Ice: Ric Oldham, Ian Debermham and Col Boyd for their work in bringing to the community a forum on the drug ice with speakers Ken Lay, Les Twentyman, Becc Slavin and Jakob Hill who together gave us a national perspective through to remarkable stories in that journey to recovery. An amazing turnout of over 300 people is indicative of the interest and quest for more information, support, options available and the need for a collective response and bold approach. Thankyou for the opportunity to speak and support this forum on behalf of Council and be part of the dialogue and collective approach to tackling the issue of Ice in our community. • Thanks to the Inverloch Masonic Fidelity Association for organising their annual Inverloch Primary Concert Fundraiser. They raised $1200 in two hours, a remarkable effort by everyone involved. Thankyou also to the school, the children and everyone involved. • Thanks to the Friends of Phillip Island (FOPIL) for their invitation to attend their AGM on Saturday and Chair the election of the committee. • Thank you to Warrawee for inviting me to their seniors festival luncheon. A wonderful lunch was put on by the Committee, thanks also to Bass Coast Pickers for the entertainment. Our elders are so amazingly knowledgeable and I learnt a lot about the history of Bass Coast. • Congratulations to Clean Oceans Foundation and South Gippsland Conservation Society for their ongoing commitment to the monthly beach power cleans held every Inverloch community Lions Market. The organisations promote direct action in three ways by asking community to: 1. Collect rubbish on beach walks over the month and bring it in, 2. Collect rubbish as they walk to the market 3. Register on the day and collect beach rubbish for up to an hour. The rubbish is then separated and catalogued and entered into the Tangaroa Blue Foundation National Marine Debris Database. The monthly visual is an awareness raiser and the two organisations are working towards a plastic bag free market and then town.

Bass Coast Shire Council Page 98 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

K.5 Acknowledgements - Cr Bradley Drew Cr Drew reported that at an earlier meeting, Marnie Chadwick had asked a question around support for survivors of suicide. Cr Drew was pleased to report that the first successful meeting of the Survivors of Suicide (SOS) group was held on Tuesday night at Newhaven College. It was well attended with some great information shared, there are a number of events to come and a live facebook page will be up shortly. Cr Drew thanked Newhaven College for donating the room for the group to hold their meetings. Cr Drew advised that training will be held on 28 & 29 November at the Grantville Transaction Centre for anyone interested in supporting survivors of suicide, please contact Cr Drew for further details.

K.6 Acknowledgements - Cr Kimberley Brown Cr Brown made the following acknowledgements: • Thanks to Sarah Male, Governance Officer for taking minutes and looking after Councillors before, during and after Council meetings over Cr Brown’s year as Mayor. • Thanks to Cr Crugnale for her work as Deputy Mayor over the past year.

Bass Coast Shire Council Page 99 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

L Urgent Business

Nil.

Mayoral Announcement Of Next Meeting Of Council The Mayor advised that the next meeting of Council will be the Statutory Meeting to be held on Wednesday, 11 November 2015 in the Council Chamber at the Civic Centre, Wonthaggi at 5.00pm. The next ordinary meeting of Council will be held on Wednesday, 18 November 2015 in the Council Chamber at the Civic Centre, Wonthaggi at 5.00pm.

Meeting Adjourned The meeting was adjourned at 7.41pm.

Meeting Resumed The meeting resumed at 7.47pm.

Bass Coast Shire Council Page 100 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Council Decision Moved: Cr. Clare Le Serve / Seconded: Cr. Neil Rankine That the meeting be closed to members of the public pursuant to Section 89 (h) of the Local Government Act 1989, to consider this item as it deals with personnel matters; AND contractual matters. CARRIED

Bass Coast Shire Council Page 101 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

Items Closed to the Public

Excerpt of Section 89 of Local Government Act 1989. (2) A Council or special committee may resolve that the meeting be closed to members of the public if the meeting is discussing any of the following: (a) Personnel matters; (b) The personal hardship of any resident or ratepayer; (c) Industrial matters; (d) Contractual matters; (e) Proposed developments; (f) Legal advice; (g) Matters affecting the security of Council property; (h) Any other matter which the Council or special committee considers would prejudice the Council or any person; (i) A resolution to close the meeting to members of the public. (3) If a Council or special committee resolves to close a meeting to members of the public the reason must be recorded in the minutes of the meeting.

Bass Coast Shire Council Page 102 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

M Confirmation of Closed Minutes

M.1 Minutes of Closed Ordinary Meeting held on 16 September 2015.

Bass Coast Shire Council Page 103 Minutes of Ordinary Meeting - 21 October 2015 Bass Coast Shire Council

N Items Closed to the Public

N.1 Personnel Matter

It is recommended that the meeting be closed to members of the public pursuant to Section 89 (a) (d) of the Local Government Act 1989, to consider this item as it deals with personnel matters.

N.2 Contractual Matter

It is recommended that the meeting be closed to members of the public pursuant to Section 89 (d) (i) of the Local Government Act 1989, to consider this item as it deals with contractual matters.

The meeting reopened to the public at 7.55pm.

Meeting closed The meeting closed at 7.56pm.

Bass Coast Shire Council Page 104