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ORDINARY COUNCIL MEETING MINUTES M1 – 5 February 2019

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ORDINARY COUNCIL MEETING MINUTES M1 – 5 February 2019 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 ORDINARY COUNCIL MEETING MINUTES M1 – 5 February 2019 The Pavilion at Pioneer Park, Bright 7:00pm ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 The Ordinary Meeting of the Alpine Shire Council was held in The Pavilion at Pioneer Park, Bright on 5 February 2019 and commenced at 7:00pm. PRESENT COUNCILLORS Cr Ron Janas - Mayor Cr Sarah Nicholas - Deputy Mayor Cr Kitty Knappstein - Councillor Cr Tony Keeble - Councillor Cr Daryl Pearce - Councillor Cr Peter Roper - Councillor OFFICERS Mr Charlie Bird - Chief Executive Officer Ms Nathalie Cooke - Director Corporate Mr William Jeremy - Director Assets APOLOGIES Cr John Forsyth - Councillor Cr Tony Keeble - Councillor 2 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 AGENDA 1 RECORDING AND LIVESTREAMING OF COUNCIL MEETINGS ................................................. 4 2 ACKNOWLEDGEMENT OF TRADITIONAL CUSTODIANS, and RECOGNITION OF ALL PEOPLE .......................................................................................................................................................... 4 3 CONFIRMATION OF MINUTES ............................................................................................................. 4 3.1 ORDINARY COUNCIL MEETING – M12 ................................................................................. 4 3.2 SPECIAL COUNCIL MEETING – SPM13 .................................................................................. 4 4 APOLOGIES .................................................................................................................................................. 5 5 OBITUARIES / CONGRATULATIONS................................................................................................... 5 6 DECLARATIONS BY COUNCILLORS OF CONFLICT OF INTEREST ............................................ 5 7 PUBLIC QUESTIONS ................................................................................................................................. 5 8 DIRECTOR ASSETS – WILLIAM JEREMY............................................................................................. 6 8.1.1 December 2018 Flood Damage Remediation Works ........................................ 6 8.2 DIRECTOR CORPORATE – NATHALIE COOKE ..................................................................... 8 8.2.1 Quarterly Report - Council Plan ................................................................................ 8 8.2.2 Revenue and Debtor Management Policy ......................................................... 11 8.2.3 Provision of Banking and Bill Payment Services .............................................. 13 8.2.4 Planning Application 5.2017.151.1 - Two Lot Re-Subdivision .................... 16 9 ASSEMBLY OF COUNCILLORS ........................................................................................................... 33 10 GENERAL BUSINESS .............................................................................................................................. 34 11 MOTIONS FOR WHICH NOTICE HAS PREVIOUSLY BEEN GIVEN ......................................... 34 12 RECEPTION AND READING OF PETITIONS .................................................................................. 34 13 DOCUMENTS FOR SEALING ............................................................................................................... 35 3 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 1 RECORDING AND LIVESTREAMING OF COUNCIL MEETINGS The CEO read the following statement: All council meetings are filmed with both video and audio being recorded. Video is focused on a specific area however audio from the entire room is captured. By speaking during question time, or at any time during the meeting, you consent to your voice and any comments you make being recorded. In common with all narrative during council meetings verbal responses to congratulations, obituaries and question time will not be recorded in the written minutes. The reasoning behind recording council meetings is of course to hold us more accountable and improve transparency of council’s decision making to our community. The full meeting is being recorded and a copy will be uploaded to Council’s YouTube channel which is “Alpine Shire Council” and will also be available on the YouTube channel after this meeting. 2 ACKNOWLEDGEMENT OF TRADITIONAL CUSTODIANS, AND RECOGNITION OF ALL PEOPLE The CEO read the following statement: The Alpine Shire Council acknowledges the traditional owners of the land we are now on. We also acknowledge those people who have contributed to the rich fabric of our community and strive to make wise decisions that will improve the quality of life for all. 3 CONFIRMATION OF MINUTES 3.1 ORDINARY COUNCIL MEETING – M12 Cr Nicholas Cr Knappstein That the minutes of Ordinary Council Meeting M12 held on 4 December 2018 as circulated be confirmed Carried 3.2 SPECIAL COUNCIL MEETING – SPM13 Cr Nicholas Cr Knappstein That the minutes of Special Council Meeting SPM13 held on 19 December 2018 as circulated be confirmed. Carried 4 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 4 APOLOGIES Cr John Forsyth Cr Tony Keeble 5 OBITUARIES / CONGRATULATIONS Refer to Alpine Shire Council’s website www.alpineshire.vic.gov.au; for its YouTube live- streaming recording for responses to questions. 6 DECLARATIONS BY COUNCILLORS OF CONFLICT OF INTEREST Nil 7 PUBLIC QUESTIONS Questions on Notice will be limited to two questions per person. Questions on Notice can be written or from the floor. Refer to Alpine Shire Council’s website www.alpineshire.vic.gov.au; for its YouTube live- streaming recording for responses to questions. 5 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 8 DIRECTOR ASSETS – WILLIAM JEREMY 8.1.1 December 2018 Flood Damage Remediation Works File Number: CQ19/002 INTRODUCTION This report relates to the award of the December 2018 Flood Damage Remediation Works Tender. The scope includes the rectification of 122 discrete items of flood related damage to Council's road, bridge and drainage infrastructure. Cr Nicholas Cr Pearce That Council awards Contract No. 1900201 for December 2018 Flood Damage Remediation Works to Stadelmann Enterprises based on the contracted Schedule of Rates. Carried BACKGROUND In December 2018 a storm event caused damage to Council assets across the Shire, with the most significant damage concentrated in the localities of Barwidgee, Gapsted, Mudgegonga, Rosewhite and Dederang. The event has subsequently been declared eligible for funding under the Natural Disaster Financial Assistance scheme funded by the Federal Government and administered by the Victorian State Government. In January 2019 Council tendered for the engagement of suitable civil contractors to undertake the remediation works. The Invitation to Tender was advertised in the Border Mail on Wednesday 16 January 2019, on tenders.net and the Alpine Shire Council website on Friday 11 January 2019. Tenders closed on Friday 25 January 2019. The Tender documents were downloaded by 24 prospective tenderers and 6 tender submissions were received. EVALUATION The evaluation panel consisted of the Director Assets and Project Manager. The Tenders were evaluated according to the key selection criteria listed in the Invitation to Tender: • Price • Qualification & Previous Performance • Delivery • Social Through this evaluation process it was determined that the tender from Stadelmann Enterprises best met the selection criteria. 6 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 POLICY IMPLICATIONS The tender was advertised and evaluated in accordance with Council's Procurement Policy. This recommendation is consistent with the following Strategic Objective of the Council Plan 2017-2021: • Incredible places for our community and visitors. FINANCIAL AND RESOURCE IMPLICATIONS This project is unbudgeted. Based on the estimated contract value, Council is liable for the first $35,000 of expenditure, and eligible costs incurred in excess of this amount will be claimed under the Natural Disaster Financial Assistance Scheme administered by the Victorian State Government. CONSULTATION Council has engaged with an assessor from Victorian Government's Department of Treasury and Finance, and provided details of the scope of the flood damage incurred and the estimated cost to rectify the damage. CONCLUSION Following a comprehensive assessment, the tender from Stadelmann Enterprises was deemed to present the best value for Council. DECLARATION OF CONFLICT OF INTEREST Under Section 80C of the Local Government Act 1989, the following officers declare that they have no interests to disclose in providing this report. • Director Assets • Project Manager ATTACHMENT(S) • Nil 7 ORDINARY COUNCIL MEETING M2 - 5 MARCH 2019 3.0 CONFRIMATION OF MINUTES - M1 5 FEBRUARY 2019 Ordinary Council Meeting M1 – 5 February 2019 8.2 DIRECTOR CORPORATE – NATHALIE COOKE 8.2.1 Quarterly Report - Council Plan File
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