HEPBURN SHIRE COUNCIL ORDINARY MEETING OF COUNCIL DRAFT MINUTES TUESDAY 15 SEPTEMBER 2015 LYONVILLE HALL 4 BREMNER AVENUE LYONVILLE 6:00PM This Document is printed on 100% Australian recycled paper HEPBURN SHIRE COUNCIL PO Box 21 Daylesford 3460 T: 03 5348 2306 [email protected] hepburn.vic.gov.au 1 MINUTES TUESDAY 15 SEPTEMBER 2015 Lyonville Hall 4 Bremner Avenue, Lyonville Commencing 6:00PM CONTENTS PAGE 1. ACKNOWLEDGEMENT OF TRADITIONAL OWNERS ............................................ 5 2. OPENING OF MEETING .......................................................................................... 5 3. APOLOGIES ............................................................................................................. 6 4. DECLARATIONS OF CONFLICTS OF INTEREST ................................................... 6 5. CONFIRMATION OF MINUTES ............................................................................... 6 6. NOTICES OF MOTION ............................................................................................ 6 7. ITEMS OF URGENT BUSINESS ................................................................................ 6 8. PRESENTATION OF COUNCILLOR REPORTS ....................................................... 7 9. PUBLIC PARTICIPATION TIME .............................................................................. 14 9.1. PETITIONS .................................................................................................. 14 9.2. QUESTIONS ................................................................................................ 15 9.3. REQUESTS TO ADDRESS COUNCIL ......................................................... 17 10. STATUTORY PLANNING REPORTS ....................................................................... 18 11. OFFICERS’ REPORTS ............................................................................................. 19 11.1. ANNUAL FINANCIAL REPORT 2014/2015 – ADOPTION IN PRINCIPLE .. 19 ATTACHMENT 1 - DRAFT ANNUAL FINANCIAL REPORT FOR THE YEAR ENDED 30 JUNE 2015 ..................................................................... 23 ATTACHMENT 2 - DRAFT PERFORMANCE STATEMENT FOR THE YEAR ENDED 30 JUNE 2015 ...................................................................... 64 11.2. REVIEW OF POLICY 6 (C) - REVENUE, COLLECTION AND HARSHIP ..... 76 ATTACHMENT 3 - POLICY 6 (C) – REVENUE, COLLECTIONS AND HARDSHIP POLICY ................................................................................... 77 2 11.3. REVIEW OF POLICY 31 (C) EVENTS POLICY ............................................. 85 ATTACHMENT 4 - POLICY 31 (C) – EVENTS POLICY ............................ 88 ATTACHMENT 5 - EVENTS STRATEGY – AUGUST 2014 ....................... 95 11.4. LICENCE RENEWAL - TRENTHAM PUBLIC PURPOSE RESERVE – COUNCIL AS OCCUPIER OF TRENTHAM SKATE PARK .......................... 104 ATTACHMENT 6 - SECTION 17(B) LICENCE – TRENTHAM SKATE PARK ................................................................................... 107 11.5. CLUNES COMMUNITY PLAN 2015 .......................................................... 117 ATTACHMENT 7 - CLUNES COMMUNITY PLAN 2015 ........................ 120 11.6. REVIEW OF POLICY 19 (C) - PLACEMENT OF FIXED AND TEMPORARY FURNITURE, SIGNS AND OUTDOOR DINING FACILITIES ON ROAD RESERVES ................................................................................................. 127 ATTACHMENT 8 - POLICY 19 (C) – PLACEMENT OF FIXED AND TEMPORARY FURNITURE, SIGNS AND OUTDOOR DINING FACILITIES ON ROAD RESERVES .............................................................................. 130 11.7. LICENCE RENEWAL - CLUNES NEIGHBOURHOOD HOUSE INCORPORATED TO OCCUPY PART OF THE LEE MEDLYN HOME OF BOTTLES ................................................................................................... 140 ATTACHMENT 9 - COUNCIL LICENCE – CLUNES NEIGHBOURHOOD HOUSE TO OCCUPY PART OF THE LEE MEDLYN HOME OF BOTTLES .... ................................................................................. 143 11.8. REQUESTS FOR APPROVAL TO OPERATE 3 AXLE TRUCKS AND 4 AXLE DOG TRAILERS AT HIGHER MASS LIMITS ON LOCAL COUNCIL ROADS ................................................................................................................... 157 11.9. HEPBURN SHIRE COUNCIL INTERNATIONAL WOMEN’S DAY HEATHER MUTIMER WOMEN’S HONOUR ROLL ORGANISING COMMITTEE – APPOINTMENT OF MEMBERS ................................................................ 161 11.10. RECORD OF ASSEMBLIES OF COUNCILLORS ...................................... 164 ATTACHMENT 10 - RECORDS OF ASSEMBLIES OF COUNCILLORS – AUGUST 2015 ................................................................................. 167 12. COUNCIL SPECIAL COMMITTEES (SECTION 86) .............................................. 166 12.1. MINUTES OF SPECIAL COMMITTEES (SECTION 86) ............................. 179 13. COUNCIL ADVISORY COMMITTEES .................................................................. 182 13.1. MINUTES OF ADVISORY COMMITTEES ................................................. 182 3 14. CONFIDENTIAL ITEMS ........................................................................................ 184 14.1. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC ....................... 184 14.2. CONFIDENTIAL – PROPOSED NEW COMMERCIAL TENANCY – CRESWICK HUB – FIRST FLOOR, 68 ALBERT STREET, CRESWICK ....... 185 15. RE-OPENING OF MEETING TO PUBLIC ............................................................ 188 16. CLOSE OF MEETING ........................................................................................... 188 AARON VAN EGMOND CHIEF EXECUTIVE OFFICER 15 SEPTEMBER 2015 4 1. ACKNOWLEDGEMENT OF TRADITIONAL OWNERS We would like to acknowledge we are meeting on Jaara people country, of which members and elders of the Dja Dja Wurrung community and their forebears have been custodians for many centuries. On this land, the Jaara people have performed age old ceremonies of celebration, initiation and renewal. We acknowledge their living culture and their unique role in the life of this region. 2. OPENING OF MEETING PRESENT: Mayor Councillor Kate Redwood AM, Deputy Mayor Councillor Neil Newitt, Creswick Ward Councillor Don Henderson, Coliban Ward Councillor Sebastian Klein, Birch Ward Councillor Pierre Niclas, Holcombe Ward Councillor Bill McClenaghan IN ATTENDANCE: Chief Executive Officer Aaron van Egmond, General Manager Corporate Services Grant Schuster, General Manager Community Services Kathleen Brannigan, General Manager Infrastructure Bruce Lucas STATEMENT OF COMMITMENT “WE THE COUNCILLORS OF HEPBURN SHIRE DECLARE THAT WE WILL UNDERTAKE ON EVERY OCCASION TO CARRY OUT OUR DUTIES IN THE BEST INTERESTS OF THE COMMUNITY AND THAT OUR CONDUCT SHALL MAINTAIN THE STANDARDS OF THE CODE OF GOOD GOVERNANCE SO THAT WE MAY FAITHFULLY REPRESENT AND UPHOLD THE TRUST PLACED IN THIS COUNCIL BY THE PEOPLE OF HEPBURN SHIRE” 5 3. APOLOGIES Councillor Greg May 4. DECLARATIONS OF CONFLICTS OF INTEREST Nil 5. CONFIRMATION OF MINUTES RECOMMENDATION 5.1. That the Minutes of the Ordinary Meeting of Council held on 18 August 2015 (as previously circulated to Councillors) be confirmed as required under Section 93 (2) of the Local Government Act 1989. MOTION 5.1. That the Minutes of the Ordinary Meeting of Council held on 18 August 2015 (as previously circulated to Councillors) be confirmed as required under Section 93 (2) of the Local Government Act 1989. Moved: Councillor Pierre Niclas Seconded: Councillor Neil Newitt Carried 6. NOTICES OF MOTION Nil 7. ITEMS OF URGENT BUSINESS Nil 6 8. PRESENTATION OF COUNCILLOR REPORTS MAYOR’S REPORT Councillor Kate Redwood AM, Birch Ward There are times when you have to stand up and be counted. The wave of concern and compassion from residents of this Shire for the displaced people from the Middle East, asking that Australia extend its hand of welcome and generosity, was one such occasion. After attending the vigil in Bourke Square on the Monday night (last week) and a discussion with my fellow councillors on the Tuesday, I wrote to the Prime Minister and other parliamentary leaders saying: The people of Hepburn Shire, moved by compassion, strongly support immediate action to assist the refugees flooding out of the Middle East. 10,000 people above the humanitarian quota is not enough. Remember Australia welcomed 1,000,000 refugees for resettlement after World War II. We need to respond now with number commensurate with the displacement. We look to you our national leaders to do what is right. I would welcome your response so that I can pass this on to our community. Subsequently the Prime Minister did announce that 12000 Syrians would be allowed in to Australia. This is good but not enough. Many people have asked me how they can help – volunteering accommodation and other assistance. From my time running Red Cross I know that settlement of refugees is a skilled task and so I have undertaken to be a connection for local people who contact me – directing them, at the appropriate time, to those best placed to coordinate offers of help. Other important issues: Council’s second citizenship ceremony was held on 18 August with 6 people taking up Australian citizenship. This event was attended by our federal representative Catherine King, and state representative, Mary Anne Thomas. Thank you also to Crs Henderson and McClenaghan for attending. In recent times it has been wonderful to welcome new citizens from many different countries now all part of our wonderful