COUNCIL MEETING MINUTES - ARARAT...During the presentation, the presenter may not address questions to Councillors or officers. Two minutes will be allocated for Councillors to ask

COUNCIL MEETING MINUTES

TUESDAY 19 JULY 2016

MINUTES OF THE ARARAT RURAL CITY COUNCIL MEETING HELD ON 19 JULY 2016 IN THE COUNCIL CHAMBER, SHIRE HALL, BARKLY STREET, ARARAT, WHICH COMMENCED AT 6.02PM

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PRESENT The Mayor, Cr PA Hooper Chairperson, Crs GM Allgood, F Deutsch, DF Hull, GD Hull and CR McKenzie. Mrs Colleen White, Acting Chief Executive Officer, Mr Neil Manning, Director Council Services, Mr Don Cole, Director, Assets, Finances and Corporate Services, Mr Matthew Wood, Acting Director Corporate Strategy, Risk and Governance, and Mrs Jenny Woolcock, Manager Executive Services and Governance.

1 TRADITIONAL ACKNOWLEDGEMENT The Prayers were read out by Mayor Cr Paul Hooper. WE ACKNOWLEDGE THE TRADITIONAL OWNERS OF THE LAND ON WHICH

WE MEET TODAY, AND PAY OUR RESPECTS TO THEIR ELDERS, PAST AND PRESENT.

OPENING PRAYER ALMIGHTY GOD, WE HUMBLY ASK YOU TO HELP US, AS ELECTED

COUNCILLORS OF THE ARARAT RURAL CITY COUNCIL. GUIDE OUR DELIBERATIONS. PROSPER WHAT IS YOUR WILL FOR US, TO YOUR HONOUR AND GLORY AND FOR THE WELFARE AND BENEFIT OF THE PEOPLE WHOM WE SERVE IN THE ARARAT RURAL CITY.

THE LORD'S PRAYER OUR FATHER WHICH ART IN HEAVEN, HALLOWED BE THY NAME, THY

KINGDOM COME, THY WILL BE DONE ON EARTH, AS IT IS IN HEAVEN. GIVE US THIS DAY OUR DAILY BREAD AND FORGIVE US OUR TRESPASSES AS WE FORGIVE THEM THAT TRESPASS AGAINST US, AND LEAD US NOT INTO TEMPTATION, BUT DELIVER US FROM EVIL, FOR THINE IS THE KINGDOM, THE POWER, AND THE GLORY, FOREVER AND EVER. AMEN.

2 APOLOGIES

MOVED CR McKENZIE SECONDED CR G HULL That the apology of Cr Glenda McLean and Mr Andrew Evans, Chief Executive Officer be accepted. CARRIED 3178/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 3 – CONFIRMATION OF MINUTES

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MOVED CR F HULL SECONDED CR DEUTSCH That the Minutes of the Council Meeting held on 28 June 2016 be confirmed. CARRIED 3179/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 4 – REQUEST TO ADDRESS COUNCIL

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A written request to address Council must be received before 12noon on the Monday prior to the Council meeting. Written requests must be in relation to an item listed on the current Council Meeting Agenda. If a request is not accepted by the Mayor or Chief Executive Officer, a written advice will be provided to the requester outlining the reasons for this decision. Approved requests to address Council Meetings will be heard at the commencement of the Council Meeting. The presenter will be allocated a maximum of three (3) minutes to present his or her address to the Council. An extension of time may be granted by the Mayor. During the presentation, the presenter may not address questions to Councillors or officers. Two minutes will be allocated for Councillors to ask questions of the presenter, if required. Council may request a further report on the matter from officers. Members of the public gallery are not allowed to communicate with Councillors and officers whilst the meeting is in progress.

Ms MairiAnne Mackenzie (Keep Origin Route Supporters) Re: Western Highway Duplication – Pope Road to Warrayatkin Road. Requesting Council’s support for her groups alternate route for the Western Highway Duplication (Pope Road to Warrayatkin Road) and tabled correspondence for Council to pass onto VicRoads. Mayor, Cr Paul Hooper advised that he would arrange for the tabled correspondence to be forwarded to VicRoads. Mr Charles Pithie (Keep Origin Route Supporters) Re: Western Highway Duplication – Pope Road to Warrayatkin Road. What do we have to do to get Council approval of the group’s Northern options? Director Council Services, Mr Neil Manning to respond to Mr Pithie’s question via email.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 5 – DISCLOSURE OF INTERESTS

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Disclosure of Interests are to be made immediately prior to any relevant item being discussed. Local Government Act 1989 Section 79 (2) A Councillor or member of a special committee who has a conflict of interest and is attending the meeting of the Council or special committee must make a full disclosure of that interest - (a) by either -

(i) advising the Council or special committee at the meeting of the details required under paragraph (b) and (c) immediately before the matter is considered at the meeting; or

(ii) advising the Chief Executive Officer in writing of the details required under paragraphs (b) and (c) before the meeting; and

(b) classifying the type of interest that has given rise to the conflict as either - (i) a direct interest: or

(ii) an indirect interest and specifying the particular kind of indirect interest under section 78, 78A, 78B, 78C, 78D or 78E; and

(c) describing the nature of the interest; and (d) if the Councillor or member advised the Chief Executive Officer of the details under

paragraph (a) (ii), the Councillor or member must make a disclosure of the class of interest only to the meeting immediately before the matter is considered at the meeting.

Local Government Act 1989 Section 80C) A person who is providing advice or a report to a meeting of the Council or a special committee, and who has a conflict of interest in a matter to which the advice or report relates, must disclose the constituting the conflict of interest when providing the advice or report and before the advice or report is considered by the Council or the committee.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 6 - PETITIONS

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Clause 15 of Council’s Meeting Procedure states: 1 A petition presented to Council must lay on the table until the next Ordinary Meeting of

Council and no motion, other than to receive the petition or joint letter may be accepted by the Chair, unless the Council agrees to deal with it earlier.

2 Petitions received by Ararat Rural City Council will be tabled under “Petitions” in the Order of Business.

3 At the meeting the petition will be formally received by Council and referred to the relevant area of Council for consideration and action which will be reported to the next ordinary meeting of Council for decision if one is required.

4 When a petition relates to an item already on the agenda at the meeting at which the petition is tabled, the matter will be dealt with at that meeting.

5 Any Councillor presenting a petition will be responsible for ensuring that he or she is familiar with the contents and purpose of the petition and that the petition is not derogatory or defamatory.

6 Any person who fraudulently signs a petition or joint letter which is presented to the Council is guilty of an offence.

No petitions have been received.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 7 - INFORMATION REPORTS

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ITEM 7.1.1 BUSINESS ARISING 13039071 CORPORATE STRATEGY, RISK AND GOVERNANCE

Council plan reference 5.1 Good governance through leadership

Introduction Information only item. Discussion Please note the following schedule listing actions taken on the resolutions from the last Council Meeting and outstanding items from previous meetings. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure.


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Attachments There are no attachments relating to this item.

MOVED CR DEUTSCH SECONDED CR F HULL That the Business Arising Report be received. CARRIED 3180/16


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ITEM 7.1.2 COUNCIL COMMITTEES 13039075

CORPORATE STRATEGY, RISK AND GOVERNANCE


Introduction Information only item. This report contains the records of Council Committee meetings minutes received since the last Council Meeting.

Committees Councillor representative

Current meeting (as presented)

Next scheduled meeting

Council Committees

Audit Committee Cr Fay Hull Audit Committee Report presented separately.

Ararat Regional Art Gallery Advisory Committee

Cr Fay Hull - 28 July 2016

Environmental Sustainability Advisory Group

Cr Fay Hull - 4 August 2016

McDonald Centre Re-use Committee Cr Allgood - 13 July 2016

Municipal Emergency Management Planning Committee

Cr Deutsch - 8 August 2016

Community Road Safety Steering Committee

Cr Allgood - Annually (August/ September) unless further meetings required.

Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

MOVED CR ALLGOOD SECONDED CR McKENZIE That the Council Committees Report be received. CARRIED 3181/16


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ITEM 7.1.3 ASSEMBLY OF COUNCILLORS 13039074



Introduction Information only item. The Local Government Act 1989 (Section 80A) requires that the record of an assembly of Councillors is to be reported to the next practicable Council meeting and be included in the minutes of that meeting. Discussion The following records of meetings of the Assembly of Councillors since the last Council Meeting are attached. 1 Assembly of Councillors held on 28 June 2016; 2 Assembly of Councillors held on 05 July 2016; and 3 Assembly of Councillors held on 12 July 2016. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments The three Assembly of Councillor records listed above are provided in Attachment 7.1.3.

MOVED CR ALLGOOD SECONDED CR DEUTSCH That the Assembly of Councillors Reports be received. CARRIED 3182/16


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ITEM 7.1.4 GRANT APPLICATIONS 13039073


Council plan reference 1.1 Assist communities to develop and prosper

Introduction Information item only. Discussion Please note the following schedule updating grant applications. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure.


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Attachments There are no attachments relating to this item.

MOVED CR G HULL SECONDED CR McKENZIE That the Grant Applications Report be received. CARRIED 3183/16

.


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ITEM 7.1.5 COUNCILLORS EXPENSES 15065324 CORPORATE STRATEGY, RISK AND GOVERNANCE


Introduction Council resolved at the 21 July 2015 Council Meeting to publish, at each Council Meeting, the monthly expenditure and year to date amounts of Councillors Expenses, which will include accommodation, meals, mileage allowance, training and development, conferences and communication. Discussion To assist Councillors in meeting their obligations, they are provided with general support such as mobile phones, computers and reimbursement of official travel and meal costs. The following graph and table outlines the Councillors expenses up the 2016 financial year. At the time of writing this report, there were no Councillors expenses incurred for July 2016. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Attachments There are no attachments relating to this item.

$-

$1,000.00

$2,000.00

$3,000.00

$4,000.00

$5,000.00

$6,000.00

Cr Allgood Cr Deutsch Cr Hooper Cr F Hull Cr G Hull CrMcKenzie

Cr McLean

Councillors Expenses as at 30 June 2016

Jun-16 Y-T-D


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MOVED CR ALLGOOD SECONDED CR DEUTSCH That the Councillors Expenses Report be received. CARRIED 3184/16


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ITEM 7.2.1 BUILDING APPROVALS 13038442 COUNCIL SERVICES

Council plan reference 3.4 Effective and efficient land use planning and building controls.

Introduction Information only item. Discussion This report outlines the monthly building permit approvals issued by Ararat Rural City Council and by private building surveyors for building works within Ararat Rural City for the month of June 2016. Approvals by Ararat Rural City Municipal Building Surveyor.

Permit No.

Application Date

Approval Date Building Address

Nature of Works Use of Building

151301/0 16/11/2015 14/06/2016 29 Coad Street, Ararat Extension Verandah

151320/2 1/01/2016 1/06/2016 911 Warrak Road, Warrak New Building Workshop

161352/0 6/04/2016 6/06/2016 63 Waterhole Road, Pomonal Alteration Extension Dwelling

161353/0 30/03/2016 6/06/2016 24-26 Ayrey Street, Willaura New Building Shed

161354/0 31/03/2016 8/06/2016 51 Grano Street, Ararat Carport / Veranda

Carport, Verandah

161361/0 9/05/2016 1/06/2016 21 Lot 3, Blackie Avenue, Ararat New Building Carport

161363/0 26/05/2016 7/06/2016 7 Waratah Avenue, Ararat New Building Dwelling

161364/0 6/06/2016 28/06/2016 57 Lot 22, Bomjinna Court, Pomonal Garage Garage

161366/0 9/06/2016 22/06/2016 34 Princes Street, Ararat Demolition Dwelling

TOTAL VALUE $ 969,721 Approvals by private surveyors.

Private Surveyor Approvals

Permit No. Date Received by Council

Date Approved

Building Address Description of Building Works or Use of Building

Surveyor

201613041/0 17/06/2016 10/06/2016 25 Spalding Street, Ararat

Construction of Verandah

Pat Nicholson, Nicholson Wright

TOTAL VALUE $ 15,904.


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Impact on Value-Added

From a direct increase in output of $985,626 the corresponding increase in direct value-added is estimated at $282,686. From this direct expansion in the economy, flow-on industrial effects in terms of local purchases of goods and services are anticipated, and it is estimated that these indirect impacts would result in a further increase to value-added of $192,544. This represents a Type 1 Value-added multiplier of 1.681. The increase in direct and indirect output and the corresponding boost to jobs in the economy are expected to result in an increase in the wages and salaries paid to employees. A proportion of these wages and salaries are typically spent on consumption and a proportion of this expenditure is captured in the local economy. The consumption effects under this scenario are expected to further boost value-added by $112,476. Total value-added, including all direct, industrial and consumption effects is estimated to increase by up to $587,707. This represents a Type 2 Value-added multiplier of 2.079.


MOVED CR F HULL SECONDED CR G HULL That the Building Approvals Report be received. CARRIED 3185/16


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ITEM 7.2.2 PLANNING MATTERS APPROVED UNDER DELEGATION PLANNING PERMITS AND CERTIFICATION OF SUBDIVISION PLANS 13038445 COUNCIL SERVICES

Council plan reference 3.4 Effective and efficient land use planning and building controls.

Introduction Information only item. Discussion Planning permits, certification of subdivision plans and liquor license applications are approved under delegated authority by relevant Council officers each month, where possible. This report outlines the various approvals for Council’s information. Planning permit approvals under delegated authority.

ARARAT PLANNING SCHEME Application No.

Date Lodged

Applicant Location Proposed Use of Development

Date of Delegated Approval

2531 24/03/2016 Rohan Fry, Grampians

i-Design

254 Tunnel Road, Pomonal

Building & Works: Shed

Amended Plans Approved 03/06/2016 Delegate: Paul Melenhorst

2554 02/03/2016 Ararat Rural City Council

Bryant Road, Ararat Native Vegetation Removal

27/06/2016 Delegate: Joel Hastings

2558 04/04/2016 GWMWater Moyston-Dunkeld Road, Moyston

Utility Installation: 22 KL Water Tank

01/06/2016 Delegate: Paul Melenhorst

2561 31/03/2016 Morton Dunn Architects

300 Barkly Street, Ararat Being L4 &

L5 TP899745 Parish of Ararat

Demolition of a Building and Parts of a Building; Construction of an Educational Facility; Construction of Landscaping and Fencing; Car Parking Dispensation for 3 Car Parking Spaces


2565 13/04/2016 GWMWater Rhymney Road, Norval being Crown

Minor Utility Installation:

08/06/2016 Delegate:


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ARARAT PLANNING SCHEME Application No.

Date Lodged


Date of Delegated Approval

Allotment 31A, Section 11, Parish of

Ararat

Electronic Standpipe

Paul Melenhorst

2566 13/04/2016 GWMWater 139 Boundary Road, Elmhurst being L2 PS111631 Parish of

Glenpatrick


01/06/2016 Delegate: Paul Melenhorst Amended Plans Approved 03/06/2016 Delegate: Paul Melenhorst

2566 02/06/2016 GWMWater 139 Boundary Road, Elmhurst being L2 PS111631 Parish of

Glenpatrick


Amended Plans Approved 03/06/2016 Delegate: Paul Melenhorst

2567 13/04/2016 Rohan Fry, Grampians

i-Design P/L

Glue Pot Road, Black Range being Lot 3 PS448352,

Parish of Mokepilly

Dwelling and Outbuilding: Agriculture (Livestock, Orchard and Market Garden)


2568 21/04/2016 Design Plus Consulting

Group

Wilson Street, Ararat, Being CA 5

& CA 6 SEC 50 Parish of Ararat

Child Care Centre


VCAT

Application No.


Status

2219 Ararat Survey Pty Ltd for Heard

18 Brewster Road, Ararat

Subdivision Staged Application for Extension of Time

VCAT Hearing 01/09/2016

2534 Wes Randerson, Total Outdoor Media Pty Ltd

174 – 176 High Street, Ararat

Major Promotional Sign


2529 Darren Ford 16 Barkly Street West, Ararat


Certification of subdivision plans under delegated authority.

CERTIFICATION OF SUBDIVISION PLAN

Application No.

Date Lodged

Applicant Location Procedure Date of Decision

1125 27/10/14 North Central Land Surveying

Pty Ltd

1582 Glenelg Highway, Lake

Bolac

Statement of Compliance of Plan of Subdivision No. PS 730596Q Version 03



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Liquor License Applications

LIQUOR LICENCING COMMISSION

Applicant Location Application Consent

Moyston Willaura Football Netball Club

Moyston Willaura Football Netball Club, Great Western Road, Moyston

Extension of Hours 27/05/2016


MOVED CR F HULL SECONDED CR G HULL That the Building Planning Matters Approved under Delegation – Planning Permits and Certification of Subdivision Plans and Liquor License Applications be received. CARRIED 3186/16


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ITEM 7.2.3 VAGO “LOCAL GOVERNMENT SERVICE DELIVERY: RECREATIONAL FACILITIES” REPORT 16075185

COUNCIL SERVICES

Council plan reference 1.4 Participation in diverse sport, recreation and leisure activities. 4.3 Community facilities that are developed and maintain. 5.2 Services and infrastructure that meets the municipality’s existing and future needs.

Introduction Council has received the Victorian Auditor General’s Office report “Local Government Service Delivery: Recreational Facilities”. Discussion The Report studied five different Local Government Authorities running Aquatic and Recreation Centres (ARC’s). It looked at both Council and State Government’s role in the area of ARC development and maintenance. The report recommended that:

1 Councils should improve aquatic recreation centre monitoring, reporting and evaluation activities so that they can demonstrate the achievement of Council objectives and outcomes.

2 Sport and Recreation Victoria should improve its monitoring, reporting and evaluation of aquatic recreation centre related grants to provide assurance these are achieving their intended outcomes.

3 Sport and Recreation Victoria should assist Councils to improve regional strategic planning relating to aquatic recreation centres so that developments and refurbishments are well coordinated and regional needs and impacts are appropriately considered.

4 Sport and Recreation Victoria should require Councils to demonstrate effective regional planning to be eligible for government grants.

5 Sport and Recreation Victoria should, in conjunction with Councils, update its recreational facilities database and drive the development of aquatic recreation centre regional plans for all of Victoria—which identify areas requiring refurbishment, replacement, and the development of new aquatic recreation centres.

These recommendations are in line with the reporting processes included in Council’s latest tender with Unified Community Sport & Leisure in managing aquatics and recreational facilities. The recommendation regarding the input of Sport & Recreation Victoria is also welcomed. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure.


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Attachments There are no attachments to this report. The full VAGO report can be found at http://www.audit.vic.gov.au/publications/20160323-Rec-Facilities/20160323-Rec-Facilities.pdf.

MOVED CR F HULL SECONDED CR G HULL That the Victorian Auditor General’s Office “Local Government Service Delivery: Recreational Facilities” Report be received. CARRIED 3187/16


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ITEM 7.3.1 ASSETS, FINANCE AND CORPORATE SERVICES QUARTERLY REPORT 16075299 ASSETS, FINANCE AND CORPORATE SERVICES.

Council plan reference 1.2 Community Services that are accessible, inclusive and responsible to the community needs. 3.1 A strong & diverse local economy. 3.3 Effective & safe transport networks. 4.2 Effective management of municipal waste and safe and effective disposal of domestic

wastewater/stormwater. 4.3 Community facilities that are developed and maintained. 4.4 Protected and enhances natural environment. 4.5 Long term Asset Management. 5.1 Good Governance through leadership. 5.2 Services and infrastructure that meets the municipality’s existing and future need. 5.3 Organisation risk. 5.4 Professional and skilled staff in a safe and supportive environment. 5.5 Sustainable, long term financial management.

Introduction Information only item. This reports aims to update Councillors regarding activities that have been undertaken within the Assets, Finance & Corporate Services Directorate for the previous period. DIRECTOR’S REPORT Recent achievements in the Assets Finance and Corporate Services Directorate include:

Finalisation of the 2016/17 Budget, Strategic Resources Plan (SRP), and Rating Strategy in the new rate capping environment

Completion of Phase 1 of Council’s new Intranet system, including initial training for all managers and officers

Completion of an upgrade to Council’s internet connectivity, which will improve internal efficiency and external connectivity

Various other projects are progressing well FINANCE Budget 2016/17 Council officers have finalised the 2016/17 budget, taking into account the State Government’s decision to cap the average annual increase of rates and charges at 2.5%. The Draft Budget was presented to the Special Council Meeting held 3 May 2016 and was advertised as required under the Local Government Act 1989. Submissions closed on 6 June 2016.


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Council adopted the draft budget, without any amendments, on 28 June 2016. A copy of the budget has been sent to the Minister for Local Government and is available on Council’s website at http://council-services.ararat.vic.gov.au/your-council Rate capping will have a significant effect on the long term financial sustainability of Council as it severely restricts Council’s ability to raise income. Government grants and fees prescribed by regulations are outside Council’s control and user fees account for less than 5% of the total income. The Budget for 2016/17 includes a cumulative operating deficit of $6.828 million over the period 2017/18 to 2019/20 inclusive. Records Management/Customer Request System The Customer Relationship Management System (CRMS) is being used to monitor customer service outcomes. A detailed report is generated and presented to the Executive Leadership Group each month. The report allows the leadership group to filter the requests according to the CRMS category as well as the number of CRMS by employee. A status report also indicates whether the request was completed on time. An overdue report is also prepared so managers can monitor the number of overdue requests. The following chart shows the total number of customer requests recorded in the system since the last Council update:

In June, 153 fewer requests were recorded on the CRMS when compared to May, mainly due to fewer requests recorded for phone messages, building certificates and land information certificates for property sales. Rate Capping In 2015, the Victorian Government introduced rate capping legislation in the form of its “Fair Go Rates System” (FGRS). The FGRS or rate capping introduces an annual rate cap set by the Minister for Local Government which controls general rate increases for all Councils during that financial year. The 2.5% rate cap for the 2016/17 financial year applies to the average annual increase of rates and charges. The rates and charges for individual properties can vary from the 2.5% rate cap for the following reasons:

700

750

800

850

900

950

1000

May June

Customer Requests Created

http://council-services.ararat.vic.gov.au/your-council


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1. The valuation of one property relative to the valuation of other properties; and 2. The inclusion of other rates and charges not covered by the rate cap e.g. waste management charges and fire

services levy

The following table shows how Council has complied with the rate cap, with the total average general rate increasing by 2.5%, from $1,886 in 2015/16 to $1,933 in 2016/17. The average annual increases for the various classes of land have however increased by various percentages, due to the 2016 revaluation.

Class of property

No. of properties

2015/16 General Rates &

Municipal Charges

$’000

2016/17 General Rate &

Municipal Charges

$’000

Change in general Rates &

Municipal Charges

$’000

Av. General Rates &

Municipal Charge 2015/16

$

Av. General Rates &

Municipal Charge 2016/17

$

Average annual

increase

General 4,954 $7,012 $7,090 $78 $1,415 $1,431 1.1%

Commercial 336 $1,194 $1,239 $45 $3,554 $3,689 3.8%

Industrial 84 $190 $205 $15 $2,268 $2,446 7.8%

Farm 1,740 $5,020 $5,217 $197 $2,885 $2,998 3.9%

Totals 7,114 $13,416 $13,751 $335 $1,886 $1,933 2.5%

Waste management charges and the municipal charge have increase by 2.5%. The fire services levy that Council collects on behalf of the Victorian Government has increased by varying amounts, depending on the class of property. An industrial property valued at $212,500 in 2014 and 2016 (no increase in the valuation over the 2 years), paid a fire service levy of $525.35 in 2015/16 and will pay $563.62, and increase of 7.28%. So if this ratepayer compared last year’s rate notice with this year’s rate notice, the increase will not equal the rate cap of 2.5%. A revaluation does not result in additional rate income for Council. Direct Debits The following table shows the current number of rate payments made by direct debit:

Periodic payment type Number of payments

Monthly 105

Fortnightly 266

Quarterly Instalment 136

Yearly 11

Total 518


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PROCUREMENT Invoice Analysis As shown in the following table, Council’s procurement processes have processed 2,036 invoices over the last 3 months, with a total value of $5,366,754. Nearly 75% of all payments are for less than $1,000.

INFORMATION SERVICES Recently Completed ICT Projects

• New Council Intranet: Council officers have designed, developed and deployed a bespoke Intranet solution. The Intranet is used as a repository for key business processes and will support Council’s goal of delivering paperless internal business processes.

• Internet Link: Council has installed a new internet link; replacing the existing ADSL service with fibre based technology. This much-needed upgrade provides a significant bandwidth and efficiency improvement whilst also improving the ability to further mobilise key council staff and processes. This upgrade also brings council a step closer to offering public Wi-Fi in Ararat.

• Uninterruptable Power Supply (UPS) Upgrade: Council officers have installed a replacement battery bank within the server environment. This project mitigates the risk of a main server failure, as the old batteries were nearing the point of failure.

• Shire Hall Connectivity: Council officers have now connected the Shire Hall to Council’s internal network, thereby allowing for live connection to Council’s business applications. The new network, which routes via the library’s existing microwave link, required no new aerials, masts or wall mount points, thereby conserving the heritage protection that apply to the outer structures of the Shire Hall.

Currently Active ICT Projects Other ICT projects of note that were active during quarter, but are not yet completed include:


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• Open Office Software Suite: Council is currently upgrading all legacy Open Office-based Lotus Notes database applications to utilise the Microsoft .NET framework. This is a browser-based solution which will provide significant benefits in processing speed, reporting and ease of use. This project is currently scheduled to be completed in Q4 2016.

• Geospatial Information System (GIS): Council is currently upgrading its GIS databases to better support new standards in spatial data. This upgrade will improve the user experience when using MapInfo and Exponare.

• Mobility Review: Council officers are completing a detailed review of all mobile devices and associated network plans to ensure the technology and providers used are offering the right solution at the best possible price to meet Council requirements.

• Virtual Desktop Infrastructure (VDI): A new project has been created to investigate suitable options to replace Council’s existing Virtual Desktop Infrastructure system as the current system will soon reach end of life, and therefore will not be supported by the vendor.

ASSET MANAGEMENT Asset condition inspections are continuing through a rolling program of work, with a current focus on bridges and buildings. With the commencement of the new financial year, the roads re-seal program is also being compiled for work to begin in October / November. Council’s asset condition inspection work directly supports the capital works planning processes. Tender documents for a new Asset Management Information System are now being finalised. The software currently used by Council is no longer supported by the supplier, as they have moved to a “Cloud” based application. The tender will enable the offerings of other systems and suppliers to be fully appraised to ensure the selected system best meets Council’s needs. Work on the Ararat Wind Farm is progressing with oversize and over-mass loads regularly coming through Ararat on route to the site. These freight movements are managed under permits issued by Council. There has been some minor damage to roads and kerbs as a result of the oversized vehicles having to mount kerbs and roundabouts. This damage will be repaired by the wind farm contractors thereby ensuring that these costs are not borne by Council.


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The Assets team has been negotiating with VicRoads about the hand-over of the sections of the Western Highway around Buangor that will eventually become Municipal roads. Minor remediation works are required to some areas before Council will accept these assets. A summary of other work undertaken is as follows:

Condition assessment of McLellan St, Grano Street and Warrak Road has been undertaken as a part of Ararat Wind Farm maintenance agreement

Condition assessment of 12 Bridges has been under taken

Condition assessment of bus shelters

40 Works in Road Reserves permits have been issued, mainly to local contractors

50 National Heavy Vehicle consents have been issued, which provides vehicular access to Council’s local roads

35 Legal Point of Discharge applications have been processed

Advice has been provided to Council’s Planning Department regarding engineering conditions for approximately 17 planning permit applications

Traffic count data has been collected for 22 road sites CONTRACTS AND PROCUREMENT All tenders for the 2015-16 financial year have been released. The consistency and quality of tenders has continued to improve during the year with sound processes for evaluation now bedded down. A number of panel tenders are in place for items such as quarry supplies, uniforms, concrete products etc. to be directly purchased throughout the year without the requirement to re-quote for each purchase. This approach provides significant efficiencies and better-manages Council’s aggregate expenditures. In the new financial year, a contractor pre-qualification will be undertaken to better manage Council’s partnership risks and to promote the capacity of our local businesses. WASTE MANAGEMENT Kerbside Waste and Recycling Services Council’s kerbside waste and recycling collection services continue to be provided by Wheelie Waste Pty Ltd. Total kerbside collections accumulated for the month of May were 306.91t. Of this, 77% (~236t) has been sent to landfill and 23% (~71t) was recycling that has been diverted from landfill. Note: the weights (tons) for June are not yet available.


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Regional Waste and Resource Recovery Implementation Plan The Grampians Central West Waste and Resource Recovery Group (GCWWRRG), with which Council has a collaborative affiliation, have recently developed and received Ministerial approval of their draft Regional Waste and Resource Recovery Implementation Plan (RWRRIP). The RWRRIP is a legislative requirement and it must align with the State Government Statewide Waste and Resource Recovery Implementation Plan (SWRRIP). The RWRRIP sets out the waste and resource recovery needs of the region over 10 years. In conjunction with the GCWWRRG, a number of affiliated Councils have recently undertaken a request for quotation (RFQ) for scrap metal collection with individual contracts to be held between the successful business and each Council, including Ararat Rural City Council. Customer Requests - Waste Management During May and June, Council received 46 waste related requests from the community in relation to missed bin collections, new bin requests and damaged bins. This equates to 4% of Council’s total customer requests over the three months.

Missed Bin Collections

Month May June

Requests 8 7

New Bin Requests

Month May June

Requests 4 8

Damaged Bins

Month May June

Requests 6 13

0.00

100.00

200.00

300.00

May June

Kerbside Collections

KerbsideCollectionWaste

KerbsideCollectionRecycle

77%

23%

Diversion of Waste From Landfill May/June - Percentage of Total

Waste

KerbsideCollectionWaste

KerbsideCollectionRecycle


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SUSTAINABILITY Sustainable Business Capacity Projects – Education and Behavioural Change

Council has joined forces with Golden Plain Shire (project lead), Pyrenees and Ballarat Councils,

through the Council Procurement Network, where State Government Funding has been obtained to

develop and implement an education and behavioural change program for residents to reduce kerbside

waste and improve recycling rates.

Phase 2, of the project, the waste audit, has been conducted. Interesting to note, since the last small

audit, conducted by the Waste Management Group, contamination of kerbside recycling is still an

issue; with contaminants including: general rubbish, green waste and other materials (last audit showed

nappies as being a large contributor to contamination, not so with this audit, however, that may reflect

the area surveyed).

Golden Plains Shire Council, the lead agency, is now preparing and submitting the Business Case for

Phases 3-4, the Waste Education Program

Sustainability Victoria – Education for Resource Recovery Project

The funds available for this project, $7,500 per Council, Council officers are working with the

Grampians Central West Waste and Resource Recovery Group to develop ARCCs project; based on

tying Council’s Waste Management Review options of investigating recycling services to rural areas.

The project involves sending shopping bag style receptacles to 100 random households in Moyston

and Elmhurst, along with hard copy (or SurveyMonkey) surveys, explanation letter, and reply paid

envelopes along with 50 bags and surveys to children in the primary schools in those towns, on a trial

basis, as a way to assist recycling for further disposal. It is also an objective outcome to identify what

methods of recycling residents’ use, if any, and whether there is a potential requirement for recycling

services.

New Members Expression of Interest – ESAC Council at the June 2016 Council meeting approved Expression of Interest community representative nominees to the Environmental Sustainability Advisory Committee. ENVIRONMENTAL Council Planning and Sustainability Officers were recently given the opportunity to attend a workshop with Sustainability Victoria (SV) and the Department of Environment, Land, Water and Planning (DELWP) regarding consultations on the State Government Climate Change Adaptation Plan. Feedback from the attendees, which included various regional organisations and Local Government participants, was that the plan must focus on regional/rural areas, not on metropolitan and large regional areas such as Ballarat, Geelong and Bendigo). Moreover, State agencies must work together more closely than present. Council has again received State Government funding to undertake pest plant and animal controls works along roadsides for the period 2015-2017. Council’s contractor has been out and about controlling high-threat weeds and rabbits around the Municipality. Landholders and land managers


Page 2205

also have obligations to control these species under legislation. At the conclusion of each financial year, Council is required to submit a report, which is currently being written. In the period between May 2016 to June 2016, Council’s Waste and Sustainability Officer was referred 5 Planning Permits for vegetation assessments, which represents 21% of all Planning Permits; for reasons ranging from road works, industrial, agricultural, buildings (commercial and residential), change of extension use and other. In conjunction with Council’s planning team and engineer, pre-application site visits for vegetation removal assessments as well as desktop assessments have occurred for these referrals. Desktop assessments include ascertaining sites for Environment Protection Biodiversity Conservation Act 1999 (EPBC) and Flora and Fauna Guarantee Act 1988 (FFG) listed species/communities

Month May June Total

Planning permits referred for environmental assessment 4 1 5

Total Planning Permits 10 9 19


MOVED CR ALLGOOD SECONDED CR F HULL That the Assets, Finance and Corporate Services Directorate Quarterly Report for July 2016 be received. CARRIED 3188/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 8 - OFFICERS REPORTS

Page 2206

ITEM 8.1.1 DELEGATIONS FROM COUNCIL TO MEMBERS OF COUNCIL STAFF 14055779 S6 CORPORATE STRATEGY, RISK AND GOVERNANCE

Introduction This report is an update on the delegations made by Council to members of staff (other than the CEO) and proposes amendments to the Instrument of Delegation from Council to Staff. Under the Local Government Act 1989 (LGA) Councils have the power to delegate specific functions, powers or duties under any Act to Council officers or special committees of Council. Council utilises an instrument of delegation in order to delegate its functions, powers and duties. Section 98(6) of the Local Government Act requires that the Council must review all delegations within a period of 12 months after a general election. Discussion Most statutory bodies have a power of delegation. Delegation is generally considered essential to enable day-to-day decisions to be made. The following features of delegated power are drawn to Council’s attention: 1 The decision, once made, is for all legal purposes a decision of the Council itself; 2 The delegate is in much the same position as the Council itself in terms of making the decision

– for example, where the decision requires that opinion be formed, the delegate’s opinion is the basis for the decision;

3 The fact that a delegation has been made does not affect the Council’s powers in relation to the issue concerned. However, this is subject to the rule that the delegate’s decision (once made) is taken to be the decision of the Council itself. For this reason it is important that the Council has in place appropriate policies and guidelines under which delegation should be exercised.

Amendments to the Delegations from Council to Members of Council Staff, are as follows:

1 Inclusion of amendments to the Planning and Environment Act 1987, which allow for infrastructure contributions plans to be included in planning scheme, and other minor changes.

2 Planning and Environment (Fees) Interim Regulations 2015 have replaced the Planning and Environment (Fees) Interim Regulations 2014; and

3 Road Management (General) Regulations 2016 have replaced the Road Management (General) Regulations 2005, with minor amendments to Council duties where it is the coordinating road authority.


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POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.1 Good governance through leadership. Financial and resource implications There are no financial implications. Delegation greatly assists with the most effective and efficient use of staff resources and Council decision making. Risk implications The amendment of the Instrument of Delegation from Council to Staff ensures ongoing legislative compliance for Ararat Rural City. It is essential that the Instruments of Delegation are kept up to date to ensure that the members of staff are properly empowered to undertake their roles. The Council can amend or revoke any delegated power at any time. Section 98(6) of the Local Government Act requires that the Council must review all delegations within a period of 12 months after a general election. Statutory implications The Council is required to keep a register of delegations and it must be made available for public inspection. Under Section 98(6) A Council must review within the period of 12 months after a general election all delegations which are in force and have been made by the Council under subsection (1). Community implications None identified. Environmental implications None identified. Internal/External consultation The amendment of the Instrument of Delegation from Council to Council staff has been updated using the Maddocks Lawyers Delegations Service, superseding the previous Council template. Chief Executive Officer, Directors and Managers have reviewed the delegations.

Attachments Further information regarding this item is provided in Attachment 8.1.1. Options Council has a number of options if it has any concerns with the proposed delegations. It can:

Add, delete or change the staff position listed as the delegate

Include additional conditions or limitations on the proposed delegation/s


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Decide to not delegate selected things to any person. The Instrument submitted is based on the Maddocks Lawyers template and the range of powers proposed to be delegated are consistent with such powers generally delegated by other Councils.

MOVED CR F HULL SECONDED CR G HULL That: In the exercise of the powers conferred by section 98(1) of the Local Government Act 1989 (the Act) and the other legislation referred to in the attached instrument of delegation, Ararat Rural City Council (Council) resolves that - 1 There be delegated to the members of Council staff holding, acting in or performing

the duties of the offices or positions referred to in the attached Instrument of Delegation to members of Council staff, the powers, duties and functions set out in that instrument, subject to the conditions and limitations specified in that Instrument;

2 The instrument comes into force immediately the common seal of Council is affixed to the instrument;

3 On the coming into force of the instrument all previous delegations to members of Council staff (other than the Chief Executive Officer) are revoked;

4 The duties and functions set out in the instrument must be performed, and the powers set out in the instruments must be executed, in accordance with any guidelines or policies of Council that it may from time to time adopt; and

5 The instrument be signed under the seal of the Council. CARRIED 3189/16


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ITEM 8.1.2 COUNCIL POLICY – AUDIO RECORDINGS OF COUNCIL MEETINGS 13040303 CORPORATE STRATEGY, RISK AND GOVERNANCE

Introduction At the 28 June 2016 Council Meeting, Council resolved the following:

That Ararat Rural City Council create a Council Policy that allows for: 1 The audio recordings of the Ordinary and Special Council Meetings (excluding Closed Sessions) be publicly

accessible; and 2 Access to the audio recordings be via Council’s new website once this capability is enabled.

Discussion The C.1.25 Audio Recordings of Council Meetings Policy has now been created and is presented for adoption by Council. This Council Policy aligns with the Administration Policy A.99.1 Audio Recordings of Council Meetings, which covers the creation, notice of recordings, storage, retention and access of audio recordings of Council Meetings, Special Council Meetings and Assembly of Councillors. Council’s current website does not have the capacity for audio recordings to be uploaded. Council will place the audio recordings of Council Meeting and Special Council meetings (open sessions) once Council’s new website is launched.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.1 Good governance through leadership. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications None identified. Risk implications Clarity and transparency of audio recordings Council Meetings, Special Council Meetings and Assembly of Councillors. Statutory Implications None identified. Community Implications None identified.


Page 2280

Environmental Implications None identified. Internal/external consultation Governance Team and Councillors (Assembly of Councillors 12 July 2016).

Options Council could: 1 Adopt the C.1.25 Audio Recordings of Council Meetings: 2 Not adopt the C.1.25 Audio Recordings of Council Meetings. Attachments Copies of the following policies are included in Attachment 8.1.2.

Conclusion The adoption of this Policy by Council will ensure that Council continues to work in accordance with its established procedures.

MOVED CR ALLGOOD SECONDED CR G HULL That: 1 Council adopt C.1.25 Audio Recordings of Council Meetings Policy; and 2 The audit recordings of Council Meetings and Special Council Meetings (open

sessions) be placed on Council’s new website once it is launched and each recording remain on the site for a period of 12 months following the meeting date.

CARRIED 3190/16


Page 2283

ITEM 8.1.3 ANNUAL REVIEW OF NEIGHBOURHOOD SAFER PLACES - 2016/2017 14055874 CORPORATE STRATEGY, RISK & GOVERNANCE

Introduction The purpose of this report is to inform Council of the legislative requirements of identifying, designating and assessing Neighbourhood Safer Places (NSP’s) in accordance with the Country Fire Authority Act 1958.

Discussion Ararat Rural City Council has six sites designated as Neighbourhood Safer Places (NSP’s) at Ararat, Elmhurst, Streatham, Lake Bolac, Moyston and Willaura. Legislation provided under the Country Fire Authority Act provides the process and timelines for conducting annual assessment and delegation of NSP’s. In accordance with section 50J of the act Council conducted a review of each designated NSP prior to 31 August 2016 and requested the CFA to assess the NSP in accordance with the Assessment Guideline criteria. The CFA have found the six sites to meet the assessment guidelines, with four rural NSP’s at Lake Bolac, Willaura, Streatham and Moyston requiring prescribed treatments to maintain the vegetation to less than 100mm over the fire danger period. The vegetation prescriptions will be maintained by the Infrastructure Operations Department.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.3 – Support the Community in emergency management planning, response, recovery and in the prevention and mitigation of risks. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications No additional financial implications as the proposed works have been budgeted for in Council Operations. Risk implications Endorsing the NSP’s supports Councils commitment to mitigating community risk and building community resilience to emergency fire events. Statutory Implications By endorsing the Neighbourhood Safer Places (NSP’s) Council complies with the legislative requirements of the Country Fire Authority Act 1958


Page 2284

Community Implications The annual review and assessment of the Ararat Rural City Neighbourhood Safer Places (NSP’s) enhances community preparedness a place of last resort during a fire. Environmental Implications None identified. Internal/external consultation The Municipal Fire Management Plan identifies the Neighbourhood Safer Places (NSP’s) and has been endorsed by all agencies and organisations on the MEMP Committee and public consultation via Council webpage and media.

Options Council could: 1 Endorse the NSP’s thereby fulfilling the legislative requirements of the Country Fire Authority

Act 1986. Attachments There is one attachments relating to this item – Attachment 8.1.3. Conclusion The endorsement of the NSP’s by Council will finalise the audit and review process as required by legislation

MOVED CR McKENZIE SECONDED CR G HULL That Council endorse the Neighbourhood Safer Places as presented. CARRIED 3191/16


Page 2334

ITEM 8.2.1 MATERNAL & CHILD HEALTH SERVICES, LAKE BOLAC 16075177 COUNCIL SERVICES

Introduction In 1999 Ararat Rural City Council contributed $25,000 towards a major renovation of the Lake Bolac Bush Nursing Centre, and in return Council was provided with a 15-year rent free office from which it could deliver Maternal & Child Health (MACH) services to the local community. Since then, Council’s MACH Nurses have provided a visiting service to Lake Bolac twice a month. The initial 15 year arrangement has now expired, and the Board of Management for the Nursing Centre has agreed to offer Council an option to continue delivering MACH services from this same location at a cost of $35 per visit, over a 5 year term. Discussion The Maternal & Child Health visiting service provides an opportunity for everyone in the Ararat Rural City to be able to access health support for their children, as well as a range of other services which assist parents. Early Years Health services are critically important to the healthy development of people. Having access to this service for those living in our rural communities makes it much easier for parents to ensure they attend their key ages and stages visits for babies and provides an important support service to new parents. Maternal & Child Health Nurses visit Streatham, Lake Bolac, Willaura & Moyston on a regular basis. The current arrangements with the Lake Bolac Bush Nursing Centre are well matched to the needs of the service providers, as they include connections to internet services, cleaning and maintenance of the room, easy car parking access, etc. The location of the service also enables an appropriate environment for children’s health services to be delivered. The total cost to Council would be $70 per month or $840 per year. This is not currently allocated in the Maternal & Child Health Services budget, but could be managed.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.2 Community Services that are accessible, inclusive and responsive to the community’s needs. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications $840 per annum over 5 years.


Page 2335

Risk implications None identified. Statutory Implications None identified. Community Implications The Maternal & Child Health visiting service enables those who have less ability to access services in Ararat the ability to ensure their children are receiving key ages and stages visits during the early years of their development. Environmental Implications None identified. Internal/external consultation None identified.

Options Council could:

1 Enter into an agreement with the Lake Bolac Bush Nursing Centre to lease the venue for $35 per visit over 5 years.

2 Negotiate a different agreement with the Lake Bolac Bush Nursing Centre.

3 Not enter into an agreement and seek an alternative location for service delivery which has no cost.

Attachments There are no attachments relating to this item. Conclusion This agreement will ensure that the Maternal & Child Health service can continue seamless delivery of the service in Lake Bolac.

MOVED CR ALLGOOD SECONDED CR DEUTSCH That Council enters into a lease agreement with the Lake Bolac Bush Nursing Centre to provide a Maternal & Child Health Nurse’s Room at a flat fee of $35 per session for a 5 year period. CARRIED 3192/16


Page 2336

ITEM 8.2.2 JUNE COMMUNITY SUPPORT GRANTS REPORT 13040261 COUNCIL SERVICES

Introduction Council’s community support grant applications are assessed 3 times a year with rounds closing on 15 February, June and October. The June round closed on 15 June 2016, and were assessed by the Grants Assessment Committee on 29 June 2016. This round has a total of $30,000 to allocate in two categories:

1 Infrastructure Projects – maximum of $20,000 per application;

2 Community Projects- maximum of $10,000 per application.

There were 9 applications received in this round of grants with a total amount requested of $42,626.20 One of these applications has been assessed and is considered to be best presented to Council as a sponsorship request. One application has requested operating costs and has been deemed ineligible for the Community grants program and will be referred to the Recreation & Community Development Officer for advice. Applications have now been assessed, and the total of $1280.75 in community support grant category has been recommended by the assessment panel. The total infrastructure grants recommended allocation totals $20,000.00. Discussion This round of applications consisted of 4 community projects, 5 infrastructure grants. One application has been referred to Councils Sponsorship program and one application deemed ineligible. There are projects included in the Infrastructure Category that have been recommended for partial funding so as to be accommodated within the total $20,000 allocation for this grant round. The Assessment Panel’s recommendations are as follows: Community Projects:

Organisation Community Project

Additional Comments

Total Cost

Amount Requested

Amount Recommended by Assessment Committee

Ararat Historical Society

Weather Protection for Wagon & Super Spreader

Construction and installation of a weather protectant and heavy duty wagon cover for the wagon and super spreader that are currently housed outside in the elements at Langi Morgala Museum.

$561.40 $280.70 $280.75


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Ararat Table Tennis Association

Liability Insurance

Funds to assist with the payment of the clubs public liability Insurance.

$690.00 $345.00 $0 Not recommended for funding- (deemed operating costs). Recreation & Community Development Officer to provide advice.

Grampians Pyrenees Primary Care Partnership

Aussie Food Revolution

Assist with the costs of the Aussie Food Revolution Project. The project works with the Grampians Food Alliance and includes partner agencies delivering 'Eat my Street planting parties', education in local schools, an online documentary featuring local personalities, promoting the importance of healthy eating, utilise and promote local facilities and heroes involved.

$14,200.00 $1,000.00 $1,000.00

Pinnacle Inc. Purchase embroidered broad rimmed (Sun Smart) hats for cricket tournament

Purchase embroidered broad rimmed (Sun Smart) hats for 2 day cricket tournament with Pinnacle Clients.

$980.00 $980.00 $0 Recommended for Council Sponsorship Program

Infrastructure Projects

Total Allocation $1280.75

Organisation Infrastructure Project

Additional Comments

Total Cost

Amount Requested

Amount Recommended by Assessment Committee

Ararat Railway Heritage

The Entrance To Railway Museum

Restore the exterior of the Guards Van entrance with metal cladding, replace windows, and repair as required. Add a new signage at the Ararat Railway Heritage Museum.

$2,691.00 $1,345.50 $1,345.50

Buangor Primary School

Outdoor Education Area & Camp Kitchen

Construct a covered outdoor area and kitchenette for the use as an outdoor education area and camp kitchen at Buangor Primary School (utilisation by the school community, kinder, playgroups, transition programs and families).

$22,900.00 $11,450.00 $5725.00 Partial allocation (conditional on community usage as per application)


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Tatyoon Recreation Reserve, Football/ Netball & Tennis Club

Netball /Tennis Facility Planning

Utilise funds to employ an architect, in conjunction with Council to design and cost the new netball/tennis facility. The designs are aimed to determine how the facility will/can adequately service the community.

$33,100.00 $16,550.00 $7675.00 partial allocation Recommend applicant obtain three quotes.

Tatyoon Recreation Reserve

Furniture Upgrade

Replace the current tables and chairs with new ones to improve comfort and to allow more people to fit in the Tatyoon Public Hall.

$16,900.00 $8,450.00 $3029.50

Willaura Hall Committee of Management

Hall Replacement Chairs- Part 2

Purchase of 50 chairs as a stage two component of replacing the chairs at the Willaura War Memorial Hall.

$4,450.00 $2,225.00 $2225.00

Total Allocation

$20,000.00

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.1 Assist communities to develop and prosper. 1.4 Participation in diverse sport, recreation and leisure activities. 2.1 Community and cultural connectedness. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. Tim McDougall, Tourism and Community Information Officer who participated in the Community Support Grants Assessment Panel meeting declared two conflict of interests Tatyoon Recreation Reserve Committee of Management and Tatyoon Football/Netball Club application and Tatyoon Recreation Reserve Committee of Management application, due to him being a member of the Tatyoon Football Club and his father being a life member of the Tatyoon Football Club. Mr McDougall was not present in the assessment of these applications. Financial and resource implications The recommended allocations are within the $30,000 grants budget for this round. Risk implications Risks have been assessed and understood by the Grants Assessment Committee. No unmanaged risks identified at this time.


Page 2339

Statutory Implications None identified. Community Implications Community grants support community clubs and groups to undertake various projects which benefit the local community. Environmental Implications None identified. Internal/external consultation Internal assessment committee have evaluated all grant applications. Discussions have been held with a number of the applicants in the development of their grant applications.

Options Council could:

1 Approve the Community Support Grants as recommended by the Grants Assessment Committee.

2 Make alterations to Community Support Grants as recommended by the Grants Assessment Committee.

Attachments There are no attachments relating to this item. Conclusion The community support grants program continues to be an important source of support from Council to community clubs, groups and committees. This round was assessed under the current guidelines for community support grants, events and sponsorships with consideration given to each application and outcomes for the community.


Page 2340

MOVED CR ALLGOOD SECONDED CR F HULL That Council: 1 Approve the following allocations as recommended by the assessment panel:

Community Projects Ararat Historical Society $280.75 Grampians Pyrenees Primary Care Partnership $1,000.00 Infrastructure Grants Ararat Railway Heritage $1,345.50 Buangor Primary School $5,725.00 Tatyoon Recreation Reserve, Football/Netball Club &Tennis $7,675.00 Tatyoon Recreation Reserve $3,029.50

Willaura Hall Committee of Management $2,225.00 2 Not approve the following:

Ararat Table Tennis Association $345.00 3 Refer to Council’s Sponsorship Program the following:

Pinnacle Inc. $600.00

CARRIED 3193/16


Page 2341

ITEM 8.2.3 SPONSORSHIP REPORT 16074401, 16075150, 16071061 COUNCIL SERVICES

Introduction Council's sponsorship procedure requires groups and organisations to apply in writing requesting sponsorship for their event for amounts up to $600. The guidelines allow for this to occur throughout the year with no opening and closing dates. The commencement of the new 2016-2017 financial year has been popular for Council's Sponsorship Program with 2 sponsorship requests received and 1 deferred from Council’s Community Grants Program. A total budget of $11,400 budget has been allocated to the Sponsorship program to support community based events and initiatives across the Municipality. Discussion CRICKET VICTORIA Council has received a request from Campbell Waring, Regional Cricket Manager – Central Highlands, seeking sponsorship of $36.67 to assist with the costs involved in hiring Alexandra Oval for the School Cup Carnival on Monday 14 November 2016. Cricket Victoria has delivered the Victorian Primary Schools Cricket Program since 1998. Partnering with School Sport Victoria, Cricket Victoria has run the MILO T20 Blast School Cup Program, formally Kanga 8s, in Ararat for over 10 years. The MILO T20 Blast School Cup Program is free to all schools, modifies cricket to increase participation, played in unisex teams and encourages team work, communication and leadership. PERENNIAL PASTURE SYSTEMS Council has received a request from Rob Shea, Project Manager, Perennial Pasture Systems, seeking sponsorship of $509.50 to assist with the costs of hiring Gum San for the 8th Annual Perennial Pasture Systems Conference. The Conference, to be held on Wednesday 14 September 2016, will seat an estimated 100 participants, include a farm tour of the Barton property in Moyston, showcases renowned New Zealand speaker Dr Derrick Moot, Dr Phil Nichols, leading researcher on Clover, local information & research, provide health checks (facilitated by Grampians Pyrenees Primary Care Partnership) and concludes with an annual dinner at Chalambar Gold Club, Ararat. PINNACLE INC. Council has received a request from Robyn Baldock, Executive Assistant, Pinnacle Inc seeking a Community Grant in the June 2016 Round of the Community Grants Program. The Community Grants Assessment Panel has recommended this request be deferred to Council’s Sponsorship Program. For the past 14 years, Pinnacle has supported the delivery of an annual 2 day cricket carnival. The Carnival has attracted 140 athletes, 12 teams, visitors, participants and supporters from Mildura, Ballarat, Maryborough, Ararat, St Arnaud, Warracknabeal, and Stawell. Pinnacle has an alliance with Ararat Secondary College, who provide students to umpire and score.


Page 2342

Pinnacle Inc. has requested support to purchase embroidered broad rimmed (Sun Smart) hats for 2 day cricket carnival with Pinnacle Clients. The hats will be distributed to participants of the carnival.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 1.1 Assist communities to develop and prosper. 1.4 Participation in diverse sport, recreation and leisure activities. 2.1 Community and cultural connectedness. Officer’s Declaration of Interest Under Section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications Council Sponsorship Program is available to groups for a maximum of $600. The balance for the Sponsorship Program is $11,400.00 Risk implications None Identified. Statutory Implications None Identified. Community Implications None Identified. Environmental Implications None Identified. Internal/external consultation None Identified.

Options

Council could:

1 Approve the request from Campbell Waring, Regional Cricket Manager – Central Highlands, for sponsorship to support MILO T20 Blast School Cup Program through Council’s Sponsorship Program to the amount of $36.67.

or

2 Not approve the request for support for MILO T20 Blast School Cup Program.

and


Page 2343

3 Approve the request for sponsorship from Perennial Pasture Systems, seeking sponsorship to the amount of $509.50 to assist with the costs of hiring Gum San for the 8th Annual Perennial Pasture Systems Conference.

or

4 Not approve the request for sponsorship for the 8th Annual Perennial Pasture Systems Conference.

and

5 Approve the request from Robyn Baldock, Executive Assistant, Pinnacle Inc. (deferred from Councils Community Grant in the June 2016) through Council’s Sponsorship Program up to the amount of $600.00.

or

6 Not approve the request from Pinnacle Inc. to purchase embroidered broad rimmed (Sun Smart) hats for 2 day cricket tournament with Pinnacle Clients

Attachments There are no attachments relating to this item. Conclusion The Sponsorship Programs continues to be an important source of support from Council to community clubs, groups and committees.

MOVED CR F HULL SECONDED CR G HULL That Council: 1 Approve the request for sponsorship from Regional Cricket Manager – Central

Highlands, for sponsorship to support MILO T20 Blast School Cup Program through Council’s Sponsorship Program to the amount of $36.67; and

2 Approve the request from Pinnacle Inc. (deferred from Councils Community Grant program) to purchase embroidered broad rimmed (Sun Smart) hats for 2 day cricket tournament with Pinnacle Clients to the amount of $600; and

3 Approve the request for sponsorship from Perennial Pasture Systems for the amount of $509.50 to assist with the costs of hiring Gum San.

CARRIED 3194/16


Page 2344

ITEM 8.3.1 YEAR 2016 GENERAL REVALUATION 16075050 ASSETS, FINANCE AND CORPORATE SERVICES

Introduction Councillors will be aware that a revaluation of properties is now conducted every two years. The 2016 revaluation has recently been completed, with 1 January 2016 being the prescribed valuation date. Discussion Council’s valuer, Mr Paul Newman, has delivered valuations for rateable and non-rateable leviable properties to Council. The non-rateable, leviable valuations are returned to enable Council to calculate the Fire Services Levy for these properties. The Valuer-General is currently auditing the valuations to ensure they are generally true and correct and if these are certified the Minister will then make a declaration under the provisions of the Valuation of Land Act 1960 that the returned valuation can be used to raise rates for 2016-2017.

2016 Rateable

Valuations

2016 Non Rateable Leviable

Valuations Total

Site Value $1,540,260,700 $15,628,800 $1,555,889,500

Capital Improved Value $2,350,567,700 $109,352,000 $2,459,919,700

Net Annual Value $122,716,890 $7,707,190 $130,424,080

The following table illustrates the change in capital improved valuations (CIV) between each category of property as a result of the revaluation. The categories included in this table are based on Valuation Best Practice Guidelines which are not consistent with the classifications used for rating purposes. For example, the rural category includes urban farm land that may not necessarily be defined as farm land for rating purposes. There are a number of properties that are rated the general rate but are classed as Rural for the fire services levy.

Category 2014 CIV$ 2016 CIV$ % Change

Residential $843,856,000 $876,619,000 3.88%

Commercial $104,439,100 $111,398,500 6.66%

Industrial $27,980,800 $31,051,200 10.97%

Rural (including Urban Farm Land) $1,243,300,500 $1,331,499,000 7.09%

Non Rateable Leviable $112,213,500 $109,352,000 -2.55%

Totals $2,331,789,900 $2,459,919,700 5.49%

Residential properties

In comparison to 2014 valuations, residential property valuations have increased by 3.88% (0.76% decrease in 2014, 11.96% increase in 2012, 4.6% increase in 2010, 6.94% increase in 2008, 31.00% increase in 2006, 48.93% increase for 2004, 13.72% increase for the 2002 and 6.84% increase for the 2000 valuations). In his Stage 4 Report, Mr Paul Newman stated:

“Demand for good residential blocks has remained steady, with the Stage 1 release of land at Evans Park accounting for a high volume of residential land sales in Ararat. Entry level properties remain in demand for


Page 2345

first home buyers, for renovation or as potential for development however in this sector we have noticed a slight decrease in levels of value being achieved for dwellings that are in poor condition. We have continued to notice less risk is being taken with development properties. In past valuation cycles there have been a significant number of residential properties that had been subdivided and developed by local builders however the occurrence of this has slowed significantly”

The median residential house was valued at $165,520 in 2014 and is now valued at $173,500. The median residential land was valued at $53,000 in 2014 and that has increased by 3.77% to $55,000 in 2016. Commercial and Industrial properties

In comparison to 2014 valuations, commercial property valuations have increased by 6.66% (8.35% increase in 2014, 5.84% increase in 2012, 2% decrease in 2010, 17.35% increase in 2008, 24.71% increase in 2006, 27.52% increase in 2004, 11.54% increase for the 2002 valuation and a 6.81% decrease for the 2000 valuation) In his stage 3 report Mr. Paul Newman stated:

“The commercial and retail market in Ararat has remained generally steady since the 2014 revaluation. Larger inferior commercial premises in peripheral locations have experienced the greatest level of change as the risk ratings have increased for large inferior grade commercial premises in smaller regional markets. The commercial/retail market within the rural townships has remained thinly traded since the 2014 revaluations”.

Industrial property valuations have increased 10.97% (12.06% increase in 2014, 0.13% decrease in 2012, 0.3% decrease in 2010, 21.10% increase in 2008, 26.96% increase in 2006, 26.85% increase in 2004 and 6.71% increase for the 2002 valuation). In his Stage 3 Report, Mr Paul Newman stated:

“The industrial market in Ararat has been thinly traded since the 2014 revaluation, however we have a good sample of sales which has allowed us to identify some trends for the market, especially smaller industrial premises”.

Mr Newman also indicated in his report that the discounted sale price for lots sold in the Caledonian Court Estate have not reduced the value of other industrial properties in Ararat.


Page 2346

Rural properties In comparison to 2014 valuations, rural valuations have increased by 7.09% (2.45% increase in 2014, 7.05% decrease in 2012, 18.7% increase in 2010, 17.36% increase in 2008, 27.02% increase in 2006, 46.36% increase in 2004 and 12.14% increase for the 2002 valuation). In his Stage 2 Report, Mr Paul Newman stated:

“The rural market in the municipality has generally remained steady since the 2014 valuation. Good arable properties in the Southern part of the municipality have continued to trade well and achieve results similar to the 2014 levels. We have noted a continued demand for smaller rural residential lifestyle properties, with an existing dwelling, in the northern parts of the Municipality. Whilst demand for these properties has always been present in the Pomonal & Moyston areas, this has extended to Buangor, Elmhurst, Warrak, and around the Ararat Township. There is no similar trend for properties in the Southern part of the Municipality, at this stage, as this location is primarily viewed as a farming area”.

Non rateable leviable properties In comparison to 2014 valuations, non-rateable, leviable property valuations have decreased by 2.55% (increased by 0.35% in 2014). This is only the second time these valuations have been included in the valuation returns. And whilst they are non-rateable for municipal rates, these properties are charged the Fire Services Levy. Land in this category includes Council owned properties and churches. There was a significant reduction in the valuation for the Pacific Hydro Wind Farm in this return.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.1 Good governance through leadership 5.5 Sustainable, long term financial management Officer’s Declaration of Interest No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications The cost of the general revaluation is included in the budget each year. The State Revenue Office reimburses Council half the cost of the revaluation as the valuations are used for the calculation of land tax Risk implications None identified. Statutory Implications Council is required to revalue all properties in accordance with the Valuation of Land Act 1960. Community Implications A general revaluation of all properties does not result in extra rate revenue for council.


Page 2347

A General Valuation establishes the value of a property relative to all other properties, that is - its market relativity – not just between residential properties but also between residential and farm, commercial and industrial properties. This relativity determines how the rates burden is shared – properties with a higher market value are charged higher rates than properties of lesser value. Relativity, not necessarily a change in property value, determines whether a property’s rates charges will change following a general valuation. Environmental Implications None identified. Internal/external consultation None identified.

Options Council could: 1 Adopt the valuation 2 Not adopt the valuation. Attachments There are no attachments relating to this item. Conclusion Council’s contract valuer has provided the 2016 valuations which are currently at the Valuer General’s office for certification. It is recommended that Council adopts the valuations as presented which will allow the rates to be raised for the 2016/17 financial year.

MOVED CR ALLGOOD SECONDED CR F HULL That, subject to receiving a declaration from the Valuer-General that the valuations are true and correct, Council adopts the general revaluation for 2016 conducted by Mr Paul Newman for total Site Value of $1,555,889,500 (rateable Site Value of $1,540,260,700, and non-rateable leviable Site Value of $15,628,800); a total Capital Improved Value of $2,459,919,700 (rateable Capital Improved Value of $2,350,567,700 and non-rateable leviable Capital Improved Value of $109,352,000); and total Net Annual Value of $130,424,080 (rateable Net Annual Value of $122,716,890 and non-rateable leviable value of $7,707,190). CARRIED 3195/16


Page 2348

ITEM 8.3.2 CATHCART RECREATION RESERVE 15068103 ASSETS, FINANCE & CORPORATE SERVICES

Introduction In the past, the Cathcart Recreation Reserve was managed by the Cathcart Recreation Reserve Committee of Management, appointed by the Department of Environment, Land, Water and Planning (DELWP). DELWP contacted Council in October 2015 advising that the Committee’s appointment expired on 8 August 2015. The members of the Committee at that time were not interested in renominating. DELWP has further advised that a new committee has not been nominated due to a lack of public interest, and the reserve has therefore defaulted to DELWP to manage. Discussion The Cathcart Recreation Reserve is situated on the corner of Ararat-Halls Gap Road and Denicull Creek Road, being Crown Allotment 45 Section 12 Parish of Ararat.

The aerial photo indicates part of the tennis court is situated on private land, which could be an issue in the future. Tennis is no longer played at the reserve and Cathcart Tennis Club ceased registration as an incorporated body on 7 April 2015 and the asphalt tennis courts are in poor condition. Other improvements at the reserve include a clubhouse/shed, a steel plate-wood fired BBQ, a shelter, a table, a toilet block, a swing, play equipment and 2 x 240 litre waste bins. Council currently:

Pays for the cleaning of the toilets at the reserve (a budget of $3,200 has been allowed in 2016/17, for a weekly clean). Council’s financial records indicate 2002/03 was the first financial year Council incurred cleaning costs. This may have been the time the Cathcart Tennis Club ceased playing and therefore ceased cleaning the toilets.

Pays for 2 x 240 litre bins to be collected on a weekly basis


Page 2349

Maintains the play equipment and swing.

Completes minor building maintenance on the toilet block

Does not maintain the clubrooms/shed

Experiences times in the summer months when there is not enough water in the tank to flush the toilets.

The reserve appears to be used on a regular basis for overnight stays, with a number of websites promoting the reserve as a rest area. A quick google search found the reserve listed on the following sites:

http://www.caravanontour.com/free-campsites-and-low-cost-camping/victoria/rest-area-and-places-to-pull-over-when-tired/2494-cathcart-rest-area.html

http://www.caravancaravan.com.au/entity/cathcart-rest-area/vic

In a letter dated 28 June 2016 DEWLP states:

“Given Council’s investment in the facilities and their ongoing management, it would be appreciated if you could please consider and confirm Council’s position regarding future use and management of the reserve, and if:

1. Council is willing to become committee of management over the reserve to formalise the current management arrangements; or

2. Council considers that the reserve is surplus to council’s recreation and tourism needs”.

From a public service point of view:

Public conveniences are available in Ararat, which is about five kilometres away;

Free camping is offered at Green Hill Lake, which is about 9 kilometres away. The facilities at Green Hill Lake are maintained to a better standard than Cathcart;

The tennis courts are in a poor condition and would need to be upgraded if tennis was to be played there again;

Part of the tennis courts appear to be located on private farm land adjoining the reserve, which could be an issue if the courts were upgraded to current standards;

Council’s tourism officers do not promote the reserve as a place to stay;

The playground may be able to be relocated to another reserve in the municipality;

The waste bins at the reserve are used by occasional overnighters, and have also been used to dump household rubbish. If the bins were removed, there is a risk that the overnighters may illegally dump their rubbish, but this risk exists at every roadside stop.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 4.5 Long term asset management 5.2 Services and infrastructure that meets the municipality’s existing and future needs 5.5 Sustainable long term financial management Officer’s Declaration of Interest No person involved in the preparation of this report has a direct or indirect interest requiring disclosure.



http://www.caravancaravan.com.au/entity/cathcart-rest-area/vic


Page 2350

Financial and resource implications Becoming the Committee of Management over the reserve will require additional financial resources as Council will be responsible for all improvements thereon. Advising DELWP the reserve is surplus to Council’s requirements will result in lower operations and maintenance costs. Risk implications Low. Statutory Implications None identified. Community Implications DELWP have been unable to appoint a new committee. Tennis is no longer played at the reserve. The travelling public who use the reserve as a rest area may be inconvenienced if there are no toilets, although a number of modern caravans and mobile homes now have their own toilets. Green Hill Lake is 9 kilometres away, offering better facilities. Environmental Implications None identified. Internal/external consultation Various Council officers have been consulted when preparing this report, including Manager Community Development & Client Services, Recreation Officer, Parks & Gardens Officer, Tourism & Community Information Coordinator, Waste & Sustainability Coordinator.

Options Council could: 1 Become Committee of Management over the Reserve. 2 Determine the reserve is surplus to Council’s requirements, and advise DELWP that

Council no longer requires the toilets to act as a public convenience;

Council will remove the waste bins from the reserve;

Council will remove the swing and playground from the reserve.

DELWP determine the future use and management of the toilet block that used to service the Cathcart Tennis Club/Cathcart Recreation Reserve Committee.


Page 2351

Attachments Further information regarding this item is provided in Attachment 8.3.2. Conclusion DELWP are unable to find members of the community to form a DELWP appointed Committee of Management to manage the Cathcart Recreation Reserve. Council became the “manager” of the toilet block only after the Cathcart Tennis Club ceased playing. DELWP are now requesting Council to confirm Council’s position regarding the future use and management of the reserve. In a rate capped environment, Council must now consider whether to formally become responsible for the reserve, which will require additional financial resources, or whether to determine the reserve is surplus to Council’s requirements, which will save on cleaning costs, waste collection costs, building maintenance costs and future capital works to the Clubhouse and tennis courts.

Recommendation That Council: 1 Determines that the Cathcart Recreation Reserve is surplus to Council’s requirements; 2 Removes the waste bins at the Cathcart Recreation Reserve; 3 Removes the swing and the play equipment from the Cathcart Recreation Reserve;

and 4 Requests that the Department of Environment, Land, Water and Planning determines

the future use of the Cathcart Recreation Reserve and resumes management of the toilet block at the Reserve, on the basis that Council is no longer willing to fund the cleaning of the toilet block.

MOVED CR F HULL SECONDED CR G HULL That Council write to the Department of Environment, Land, Water and Planning advising them: 1 Council has no interest in becoming the Committee of Management of the Cathcart

Recreation Reserve; and 2 Mr Andrew Smith and Mr Brad Billett are interested in reforming the Cathcart Reserve

Committee of Management. CARRIED 3196/16


Page 2353

ITEM 8.3.3 TRANSFER OF LAND – ROAD TITLE – MAJELLA COURT ARARAT 16075412 ASSETS, FINANCE AND CORPORATE SERVICES

Introduction In 1983, the Shire of Ararat approved the Plan of Subdivision 141301, which included the creation of a title for a road named Majella Court (Road R1) on Volume 09507 Folio 186. Discussion When the land was subdivided, the abovementioned title should have been transferred to the Shire of Ararat, but was not. The owner of Lot 1, 1 Majella Court Ararat, has recently sold Lot 1 but remains the registered proprietor of the title for Road R1, Volume 09507 Folio 186. The new owners of Lot 1, 1 Majella Court Ararat have no interest in acquiring the title for the road, so their solicitors have sent a Transfer of Land form to Council to allow the title to finally be transferred to Council.

POTENTIAL IMPLICATIONS ARISING FROM THIS ISSUE Council plan reference 5.1 Good governance through leadership Officer’s Declaration of Interest No person involved in the preparation of this report has a direct or indirect interest requiring disclosure. Financial and resource implications The cost to transfer the land to Council’s name is $92.70. Risk implications If Council does not sign the Transfer of Land the title will remain in the name of the previous owners. Statutory Implications None identified. Community Implications None identified. Environmental Implications None identified. Internal/external consultation None identified.


Page 2354

Options Council could: 1 Complete the Transfer of Land. 2 Not complete the Transfer of Land. Attachments There are no attachments relating to this item. Conclusion The title for Majella Court should have been transferred to the Shire of Ararat when it was created in 1983. Completing the Transfer of Land will allow the title to now be transferred to Council.

MOVED CR F HULL SECONDED CR G HULL That Council authorises the Mayor and Chief Executive Officer to sign and seal the land transfer documentation for the transfer of Road R1 on PS 141301 – Volume 09507 Folio 196. CARRIED 3197/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 9- NOTICES OF MOTION

Page 2355

Notice of Motions must be in writing and lodged with the Chief Executive Officer no later than 5pm on the Wednesday which is at least four (4) business days before the meeting at which it is intended to be considered, unless a public holiday falls within that four days, as per Clause 18(4) of the Ararat Rural City Council Meeting Procedure.

(90) NOTICE OF MOTION : CR COLIN MCKENZIE It is my intention, at the ordinary meeting of the Ararat Rural City Council to be held on 19 July 2016, to move the following motion: "That Ararat Rural City Council investigates the feasibility of erecting permanent brass plaques on all former State school sites within the municipality to preserve the history.”

MOVED CR McKENZIE SECONDED CR F HULL That Ararat Rural City Council investigates the feasibility of erecting permanent brass plaques on all former State school sites within the municipality to preserve the history. CARRIED 3198/16

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 10 – COUNCILLORS REPORTS

Page 2356

At each Council Meeting, all Councillors will have the opportunity to provide an overview of any meetings attended. If a Councillor chooses to provide details, the name of the conference/event and the Councillor attending will be noted in the Minutes of the meeting. If a Councillor requires additional information on the conference/event to be included in the Minutes, the Councillor must submit in writing to the Chief Executive Officer by no later than 12pm (noon) the day following the meeting.

Cr Allgood noted the meeting she attended organised by the Victoria Police regarding Corella Place and the recent escape from the facility.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 11 – URGENT BUSINESS

Page 2357

Ararat Rural City Council Meeting Procedure, Clause 17 Urgent Business states:

(1) Items proposed as urgent business must not be submitted to the meeting other than by resolution of the Council and only if it relates to or arises out of a matter which has arisen since distribution of the Agenda or which cannot be reasonably deferred for inclusion in the agenda of the next meeting

(2) The nature of the urgency must be stated by the Councillor and outlined in the minute of the meeting.

Nil.

ARARAT RURAL CITY COUNCIL MEETING – TUESDAY 19 JULY 2016 12 – OFFICERS REPORTS – CONFIDENTIAL ITEMS

Page 2358

6.23PM CLOSURE OF MEETING TO THE PUBLIC The Open Council Meeting will now be closed, but members of the public are welcome to rejoin the Council Meeting following the recommencement of the meeting.

MOVED CR F HULL SECONDED CR DEUTSCH That the meeting be closed to members of the public to discuss the items listed in the confidential agenda. (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; (e) proposed developments. CARRIED 3199/16

6.24PM OPEN COUNCIL MEETING RECOMMENCEMENT

MOVED CR F HULL SECONDED CR G HULL That the Open Council Meeting recommence. CARRIED 3202/16

LIFTING OF CONFIDENTIALITY OF CLOSED SESSION RESOLUTIONS

MOVED CR F HULL SECONDED CR McKENZIE That the Confidentiality of the: 1 Report and decision in relation to Item 12.1.2 of the Confidential Agenda not be lifted;

and 2 Decision in relation to Item 12.1.1 of the Confidential Agenda be lifted. CARRIED 3203/16

ARARAT RURAL CITY COUNCIL MEETING - TUESDAY 19 JULY 2016 12 – OFFICERS REPORTS – CONFIDENTIAL ITEMS

Page 2359

The following resolutions are extracted from the minutes of the Ararat Rural City Council Meeting In Camera Session held on 19 July 2016. Any disclosures of interest, relevant to these items, are recorded in the Council Meeting In Camera minutes. ITEM 12.1.1 ASSEMBLY OF COUNCILLORS 13039074


MOVED CR G HULL SECONDED CR F HULL That the 1 Confidential Assembly of Councillors Report be received; and 2 Confidentiality of the decision be lifted. CARRIED 3200/16

Meeting closed at 6.25pm. I HEREBY CERTIFY THAT PAGES 2164 TO 2359 INCLUDING PAGES 144 TO 148 OF THE CLOSED SESSION ARE CONFIRMED AND ARE A TRUE AND CORRECT RECORD. MAYOR – CR PAUL HOOPER

COUNCIL MEETING MINUTES - ARARAT...During the presentation, the presenter may not address questions to Councillors or officers. Two minutes will be allocated for Councillors to ask

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