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Council meeting summary - June 1, 2020

News Article Date: 
Thursday, 4 June 2020

For more information and appendices for each item, view the Council Meeting Agenda.

The below summary is unconfirmed until the Minutes of the June 1 Meeting are accepted by Council.

1. Opening Prayer & Original Custodians Statement

2. Apologies


3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting of Council held on May 4 2020.

4. Declaration by Councillors and Officers of any Conflict of Interest in any Item on the Agenda


5.1 Policy and Procedures Review

Council will need to consider the review of several policies, procedures and its Audit and Risk Committee Charter in the first phase of the implementation of the new Local Government act by September 1 2020.

Council supported the following recommendation (7-0):

That Council note the attached draft policies, procedures and Audit and Risk Committee Charter of Council and that Council seek Community feedback for their further consideration on these documents.

5.2 Coronavirus (COVID-19) Response and Recovery Strategy

The COVID-19 pandemic is the most serious and pressing public health, social and economic issue facing the globe, our nation and our local community.

Since the establishment of the first ever National Cabinet to co-ordinate a national response and the Victorian Government declaration of a State of Emergency on 14th March 2020, Council began planning and responding to COVID-19 impacts.

Council has continued to elevate organisational and community responses in accordance with Federal and State Government advice and information. The rate of change and scale of the impacts is unprecedented, and has required a significant re-prioritisation of Council’s internal and external activities.

The Warrnambool City Council Coronavirus (COVID-19) Response and Recovery Strategy has been developed to guide a whole-of-organisation response to the COVID-19 pandemic with a focus on:

  • Short term relief and direct support measures as outlined in our previously released Stage 1 COVID-19 Response Plan of April 2020; and
  • A longer term Stage 2 strategy to assist the recovery of the community and local businesses.

Council’s response to COVID-19 also highlights the breadth and in many instances, the complexity of issues that Council has been responding to since the declaration of the State of Emergency.

Council will continue to prioritise its efforts on Warrnambool’s most vulnerable residents and families, businesses and community groups across our municipality.

The aim of the COVID-19 Response and Recovery Strategy is for practical assistance to be implemented within Council’s sphere of responsibility and capacity to mitigate negative impacts of COVID-19 including:

- Health and wellbeing outcomes;

- Community - with a focus on the most vulnerable in our community; and

- The local economy and our 2,800 registered businesses in our City.

In developing these measures, consideration has been given to various State and Federal government support and economic support packages. The Strategy will be capable of evolving depending on how the COVID 19 pandemic continues to unfold.

Council supported the following recommendation (7-0):

That Council note the contents of the Warrnambool City Council Coronavirus (COVID-19) Response and Recovery Strategy, at Attachment 1 to this report.

5.3 Amendment to Planning Applications PP2004-0225.08 – 43-45 Hayley Drive

A planning application has been received to amend an existing planning permit to alter the


- Revised south bar entry and new outdoor footpath seating;

- New acoustic wall adjoining Hayley Drive;

- New outdoor ‘people and pets’ area to the northern aspect of the site;

- Additional bicycle parking, electric car charging parks and new rainwater tanks;

- New signage;

Five (5) objections have been received, following notification of the proposed amendment.

An on-site consultation meeting has been undertaken with Councillors, objectors, the applicant and Council Officers.

Cr Cassidy moved an amendment to the motion to the effect that condition 1n now read "The site layout and floorplan showing the daytime people and pets area be removed from the plans" as well as condition 20 now reading "The signs must not contain any flashing lights or reference to a hotel".

Council supported the following recommendation (7-0):

That Council having caused notice of Planning Application No. PP2004-0225.08 to be given under Section 52 of the Planning and Environment Act 1987 and the planning scheme and having considered all the matters required under Section 60 of the Planning and Environment Act 1987 decides to issue a Notice of Decision to Grant an amended Planning Permit under the relevant provisions of the Warrnambool Planning Scheme in respect of the land known and described as ALLOT Lots 6, 7 & 8 PS 324317 TSH WARR, 43-45 Hayley Dr WARRNAMBOOL VIC 3280, for the amendment to site and floor plan and for the display of signage, subject to 50 conditions.

5.4 Zero Waste Events Policy 2020

The draft Zero Waste Events Policy 2020 has been developed in house in consultation with the key internal stakeholders from the City Growth and City Infrastructure Directorates.

The purpose of the Policy is to reduce waste at events and markets working towards a zero waste future and plastic free events within the Warrnambool City Council Municipality.

More than 200 individual events and markets take place annually in Warrnambool. Many of these events have excessive waste and poor overall waste outcomes with heavy reliance on waste to landfill.

This Policy applies to Council events, Events and markets on Council managed land, Events and markets permitted by Council and Events and markets where Council is providing financial support.

This policy does not apply to events and activities on private or non-Council managed land.

However, Council will play an advocacy role to achieve better waste outcomes.

The key issue in the Policy gaining traction is education. Proactive steps will be required to inform event organisers, patrons and vendors to eliminate packaging where possible and where packaging is essential, the use of compostable or recyclable packaging and FOGO collection for foodwaste.

This may be a step by step process as event organisers transition away from waste methods that are contrary to the Policy. However as demonstrated by Councils in Australia who have successfully achieved zero waste events, it can be achieved in time.

The draft Policy is provided for the review of Council prior to seeking community feedback for a period of 4 weeks.

Once feedback has been received, any required amendments to the Policy will be made prior to seeking Council adoption.

Council supported the following recommendation (7-0):

That Council agrees to advertise the Zero Waste Events Policy for public comment for a period of 4 weeks.

5.5 Sustainable Council Buildings Policy and Guidelines

Warrnambool City Council is responsible for over 400 buildings and structures used by staff and community members. These buildings are large consumers of Councils energy, water and other resources. The sustainability and efficiency of these buildings play an important role in achieving Council’s vision to be the most environmentally sustainable city in Australia.

The Sustainable Council Buildings Policy and Guidelines have been developed to incorporate sustainable design and operation into all Council buildings.

The implementation guidelines provide the process to integrate sustainability from the early planning phase, through to design, build and construction for new buildings, retrofit and facilities management of Council owned and operated buildings.

The policy and implementation framework takes into account the total project capital costs to define the building project type, the Environmental Sustainable Design tools, minimum standards and specific requirements for major and small new builds.

The successful implementation of the Sustainable Building Policy and the Guidelines will lead the way for Council to move towards targets outlined in the Green Warrnambool Plan, Warrnambool 2040 Community Plan and Council Plan.

Council supported the following recommendations (7-0):

That the report be received.

5.6 Drainage Asset Management Plan

It is a requirement of the Local Government Act 2020 that councils have in place Asset Management Plans (AMP) to strategically manage their assets.

AMPs are a key document in Council’s Asset Management Framework, sitting under the Policy and Strategy.

Council does not currently have a Drainage Asset Management Plan.

This AMP has been developed in accordance with industry best practice and principles, informed by the Drainage Strategy, known condition information and existing operational and maintenance practices.

The plan outlines what it costs to deliver the current level of service, if this is being met and what the risks are of not meeting these requirements.

As this is the first Drainage AMP to go through this process, some assumptions are made.

These will be refined along with completing other Improvement Actions on future iterations of the Plan.

This Plan has been endorsed by the Asset Management Steering Committee.

The AMP must go through community consultation prior to adoption by Council.

Council supported the following recommendations (7-0):

That Council:

1. Agrees to advertise the draft Drainage Asset Management Plan 2020 for public comment for a period of not less than 28 days.

2. Receives a future report to adopt the Drainage AMP which summarizes any submissions and amendment made to the document.

5.7 Suitability Assessment – McGennans Public Toilet

There is currently a public amenities block located on the south side of Pertobe Road adjacent to the eastern vehicle entrance to McGennans carpark in the Lake Pertobe precinct.

The Warrnambool Public Amenities Strategy 2013 included a recommendation to decommission the current public amenities building and replace with a new standalone facility within the McGennans carpark, which would be located closer to the beach to better service beach visitors.

The Strategy recommended providing change facilities by making toilet cubicles larger and incorporating a small bench and providing external showers, and made recommendations to the design and function of the facility to improve passive surveillance to for increased safety of users.

The new facility would also improve accessibility for all abilities through the provision of fully compliant disability accessible, and ambulant cubicles.

A suitability assessment has been completed to review and determine the most appropriate location for the provision of public amenities within the McGennans carpark.

Preliminary layout options have also been prepared to ensure the identified locations can adequately accommodate the facility requirements.

Council supported the following recommendations (7-0)

That Council:

1. Endorse the recommendations of the suitability assessment and approve the continuation of the design process required for the provision of a new amenity's facility in the McGennans carpark.

2. Endorse the recommendation of the suitability assessment, being that further investigation be undertaken for Sites 2, 4 and 6 for the purpose of making application for approval from DELWP.

3. Agrees for a consultation process to begin which will seek feedback from the community on the shortlisted options.

4. Receives a future report to adopt a preferred option for the replacement of the McGennans Public Amenities.

5.8 Separable Construction Proportion of Saleyards Roof Construction

At the 5 August 2019 Ordinary Council Meeting, Council resolved to:

1. Award ‘preferred tenderer’ status to Bolden Constructions Pty Ltd in relation to Tender No. 2019041 - Detailed design and construction of a roof shelter system over a section of the dirt pens at the South West Victorian Livestock Exchange (SWVLX), 81 Caramut Road Warrnambool Victoria 3280.

2. Authorise the Director Corporate Strategies to negotiate terms and conditions in relation to the tender offer.

3. At the conclusion of negotiations and consideration of funding options Council make a further determination on the tender.

At the 23 September 2019 Council Briefing, Council provided direction to separate the works into two portions, the design and the construction. This allowed the award and commencement of design elements of the contract to enable the project to remain on track should funding be resolved.

This report recommends that Council now award the construction separable portion to the preferred tenderer Bolden Constructions Pty Ltd in relation to Tender No. 2019041 – Detailed design and construction of a roof shelter system.

Council supported the following recommendation (7-0):

That Council awards the separable component for the construction elements of the Warrnambool saleyards roof to its preferred tenderer Bolden Constructions Pty Ltd for the tendered sum of $751,330.30.

5.9 City Centre Free Car Parking

At a Committee of the Whole Meeting on 23 March 2020, Council resolved to initiate free parking in the CBD until 14 April 2020 in response to the Covid-19 pandemic.

This resolution was made following a request by the Mayor for advice from officers in relation to free parking options as a response to the Covid-19 pandemic, in support of CBD retailers and businesses.

At its 8 April 2020 Special Meeting Council further resolved; that Council continue with free parking in the CBD based on relevant time limits until 30 June 2020.

Council has now requested that a further report on car parking be brought to the 6 July Ordinary Meeting. Accordingly, a new resolution to extend the current interim arrangements will ensure that any new resolution can be affected before the current arrangements conclude.

Council supported the following recommendation (7-0):

That Council continue with free parking in the CBD based on the relevant signed time limits until 10 July 2020.

5.10 Advisory Committee Reports

This report contains the record of one Advisory Committee meeting:

Health and Wellbeing Advisory Committee – 6 May 2020

Council supported the following recommendation (7-0):

That the record of the Health and Wellbeing Advisory Committee meeting held on 6 May 2020, be received.

5.11 Assembly of Councillors Reports

Section 80A(2) of the Local Government Act 1989 requires the record of an Assembly of Councillors be reported to the next practicable Ordinary Meeting of Council.

The records of the following Assembly of Councillors is enclosed:

The record of the following Assembly of Councillors is enclosed:-

May 11 2020 – refer Attachment 1

May 18 2020 – refer Attachment 2

May 25 2020 – refer Attachment 3

Council received the report (7-0).

5.12 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (7-0).

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