City of Greater Bendigo Council Meeting Agenda - 13 June 2012

AGENDA Ordinary

Meeting

Council 6.00pm Wednesday June 13, 2012

VENUE: Reception Room, Bendigo Town Hall, Hargreaves Street, Bendigo

NEXT MEETING: Wednesday July 4, 2012 Bendigo Town Hall Copies of the City of Greater Bendigo Council’s Agendas & Minutes can be obtained online at www.bendigo.vic.gov.au

of

Vision Values Goal Areas

GREATER BENDIGO will be the best place to live work and visit, where:  growth and living standards are managed to sustain and enhance quality of life  a regional culture of learning, creativity and innovation allows people to flourish  its rich natural and cultural heritage is conserved for today and tomorrow  resilience, local spirit and identity are proudly celebrated.

Council will achieve its vision by working with the community and business, displaying leadership in its decision-making, operating in an open manner and basing decisions on sound information.

Council will realise its vision by setting strategic objectives, strategies and committing to annual actions within four Goal Areas:  Built and Natural Environment  Economic Development  Community and Culture  Our People, Our Processes

ORDINARY MEETING WEDNESDAY 13 JUNE 2012

ORDER OF BUSINESS: ITEM

PRECIS

PAGE

ACKNOWLEDGEMENT OF COUNTRY

3

PRAYER

3

PRESENT

3

APOLOGIES

3

SUSPENSION OF STANDING ORDERS

3

PUBLIC QUESTION TIME

3

RESUMPTION OF STANDING ORDERS

4

DECLARATIONS OF CONFLICT OF INTEREST

5

CONFIRMATION OF MINUTES

6

1.

PETITIONS AND JOINT LETTERS

7

2.

BUILT AND NATURAL ENVIRONMENT

8

2.1

Use and Develop Land for a Dwelling - 62 Harley Street, Strathdale

8

2.2

Use and Development of Land for Animal Keeping and Animal Training - 269 Booth Road, Woodvale

22

2.3

Construction of Telecommunications Facility - 47 & 67 Houlahan Street, Kennington

31

2.4

Draft Eaglehawk Structure Plan

43

2.5

Proposed Kangaroo Flat Indoor Aquatic Facility Provision of Design, Engineering and Allied Services Tender

50

2.6

Response to Petition: Tree Hazard Along McGlashans Road, Lockwood South

57

3.

ECONOMIC DEVELOPMENT

69

4.

COMMUNITY AND CULTURE

70

4.1

Draft Violence Prevention Plan 2012-2015

70

4.2

2012 Council Plan Review - Final Version for Adoption Following Public Exhibition

99

5.

OUR PEOPLE, OUR PROCESSES

109

5.1

Accounts Payable and Contracts Awarded Under Delegation

109

5.2

Record of Assemblies of Councillors

111

6.

URGENT BUSINESS

117

7.

NOTICES OF MOTION

118

7.1

Notice of Motion - Major Projects Policy

118

7.2

Notice of Motion - Potential Sale of Multi-Storey Car Parks

120

7.3

Notice of Motion - Productivity and Efficiency

121

8.

COUNCILLORS' REPORTS

123

9.

MAYOR'S REPORT

123

10.

CHIEF EXECUTIVE OFFICER'S REPORT

123

11.

CONFIDENTIAL (SECTION 89) REPORTS

123

11.1

Personnel Matter and Contractual Matter

123

____________________________ CRAIG NIEMANN CHIEF EXECUTIVE OFFICER

Ordinary Meeting - 13 June 2012

ACKNOWLEDGEMENT OF COUNTRY PRAYER PRESENT APOLOGIES

SUSPENSION OF STANDING ORDERS That Standing Orders be suspended to allow the conduct of Public Question Time.

PUBLIC QUESTION TIME Public Question Time Guidelines Public Question Time – Purpose Council has provided the opportunity for members of the public to ask questions of broad interest to Council and the community. Matters relating to routine Council works should be taken up with Council’s Customer Service Officers through its Customer Request System.

By the time planning matters have reached the council agenda, they have been through an extensive process as required by the Planning and Environment Act. In addition, in most instances mediation has been held between the parties involved. Throughout the process there are many opportunities for the people to ask questions. Therefore, no questions relating to planning matters on the Agenda will be accepted.

Public Question Time – Where, When And Who The public question time is held at every Ordinary Meeting of Greater Bendigo City Council. Meetings of Council commence at 6.00pm in the Reception Room, Bendigo Town Hall, Hargreaves Street, Bendigo.

The public question time is held at the start of the meeting as close as practical to 6:00pm. A maximum of 30 minutes has been provided for registered and unregistered questions.

Residents are encouraged to lodge questions in advance so that a more complete response can be provided.

Questions will be put to the Council by the individual posing the question; the question will be answered by the Mayor or CEO, or where appropriate, Councillors or Council Officers.

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Ordinary Meeting - 13 June 2012

Acceptance of Questions Each person asking a question of Council is required to stand, state their name, and address the Mayor. Public Question Time is not an opportunity for making of statements or other comments. Council’s Meeting Procedure Local Law does not allow for other questions or comments during the remainder of the meeting.

1.

An individual may only ask one question per meeting, a follow-up question may be permitted at the discretion of the Mayor.

2.

In the event that the same or similar question is raised by more than one person, an answer may be given as a combined response.

3.

In the event that time does not permit all questions registered to be answered, questions will be answered in writing or referred to the next meeting if appropriate.

4.

The Mayor and or CEO have the right to decline registration on basis of:  Prosecution, summonses or any other litigation;  Most appropriately addressed by other means;  Vague, irrelevant, insulting or improper, defamatory;  Answer likely to compromise his / her position;  Confidential, commercial-in-confidence.

5.

Each individual whose registration form has been accepted or declined will be advised by the Friday of the week prior to the scheduled meeting.

6.

In the event of a registration form being declined the registration form will be circulated to the Mayor or Councillors for information.

RESUMPTION OF STANDING ORDERS That Standing Orders be resumed.

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Ordinary Meeting - 13 June 2012

DECLARATIONS OF CONFLICT OF INTEREST Pursuant to Sections 77, 78 and 79 of the Local Government Act 1989 (as amended) direct and indirect conflict of interest must be declared prior to debate on specific items within the agenda; or in writing to the Chief Executive Officer before the meeting. Declaration of indirect interests must also include the classification of the interest (in circumstances where a Councillor has made a Declaration in writing, the classification of the interest must still be declared at the meeting), i.e. (a) (b) (c) (d) (e) (f) (g) (h)

direct financial interest indirect interest by close association indirect interest that is an indirect financial interest indirect interest because of conflicting duties indirect interest because of receipt of an applicable gift indirect interest as a consequence of becoming an interested party indirect interest as a result of impact on residential amenity conflicting personal interest

A Councillor who has declared a conflict of interest, must leave the meeting and remain outside the room while the matter is being considered, or any vote is taken.

Councillors are also encouraged to declare circumstances where there may be a perceived conflict of interest.

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Ordinary Meeting - 13 June 2012

CONFIRMATION OF MINUTES Minutes of the Ordinary Meeting of Wednesday May 23, 2012 and the Special Meeting of Wednesday May 30, 2012.

The following items were considered at the Ordinary Council meeting held on Wednesday May 23, 2012 at 6:00pm.                   

Petition: Lester Street, Eaglehawk Demolition of Buildings, Construction of Building, Reduction in Car Parking Requirements, Use of Land for Retail Premises and Offices - 108-114 High Street and Adjoining Road Zone, Bendigo Staged Subdivision of Land into 36-Lots - 117-119 Station Street, Epsom Subdivision of Land into 3 Lots and Variation of Covenants - 6 Harveys Lane, Jackass Flat Report Withdrawn - Subdivide Land into 2 Lots - 1088 McIvor Highway, Junortoun Report Withdrawn Partial Demolition and Extension to Dwelling, Demolition of Outbuilding - 109 Wattle Street, Bendigo Response to Joint Letter: Traffic Management Infrastructure in the Long Gully Area Response to Petition: Upgrading of Watson Street, White Hills Bendigo Art Gallery Major Extension Construction Tender Draft Municipal Fire Management Plan 2012 Accounts Payable and Contracts Awarded Under Delegation Record of Assemblies of Councillors City of Greater Bendigo Audit Committee Provision of Loan Borrowings Revenue and Debt Collection Policy Procurement Policy Review Bendigo Stadium Report - March 2012 Notice of Motion No. 2 - Removal of Vegetation from Nature Strips and Road Reserves Section 89 Reports: Contractual Matter and Confidential Attachment

The following items were considered at the Special Council meeting held on Wednesday May 30, 2012 at 6:00pm.  

Declarations of Conflicts of Interest for Budget Items Proposed Budget for the Municipal Year Ending 30 June 2013

The unconfirmed minutes have also been posted on the City of Greater Bendigo website pending confirmation at this meeting.

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RECOMMENDATION That the Minutes of the Ordinary Meeting of Council held on Wednesday May 23, 2012 and the Special Meeting of Council held on Wednesday May 30, 2012, as circulated, be taken as read and confirmed.

1.

PETITIONS AND JOINT LETTERS

Nil.

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2.

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BUILT AND NATURAL ENVIRONMENT

2.1 USE AND DEVELOP LAND FOR A DWELLING - 62 HARLEY STREET, STRATHDALE Document Information Author

Shannon Rosewarne, Senior Planner

Responsible Director

Ross Douglas, Acting Director Planning & Development

Summary/Purpose This application seeks approval for the use and development of the land at 62 Harley Street, Strathdale for a dwelling.

One objection was received as a result of public notice. The objection is concerned with the loss of native trees from the site. A meeting was held with the objector to discuss their concerns, however the objection was not resolved.

There are no Planning Scheme controls on the vegetation on the site, however a restriction on title requires that no trees are removed from the site without planning approval from the City of Greater Bendigo.

Prior to making this application, the applicant obtained consent to remove 7 Ironbark trees from the site. The consent was granted under a previous permit for the subdivision of the land. These trees have now been removed. As such, consideration of the tree removal is not required under this application.

Overall, the proposal is considered satisfactory. The proposal complies with Rescode (Clause 54) and is consistent with State and local planning policies. This report recommends that Council resolves to grant a Notice of Decision to Grant a Permit subject to appropriate conditions.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2011) 1.

Built and Natural Environment Strategic Objectives:  Value, conserve and enhance the rich built and natural environment.  Achieve high quality outcomes in planning and policy activities.  Encourage and foster high quality urban design to create environments that support public wellbeing and economic success.

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Background Information The subject site (Lot 6 on Plan SP037793A) was created under Planning Permit DS/14/2009 as part of a two lot subdivision.

At that time, a restriction on title was created which states: "The registered proprietor or proprietors for the time being of Lot 6 on this plan shall not: Remove, destroy or lop any native tree, in particular, Eucalyptus Sideroxlon and Eucalyptus Citriodora except where separate planning approval has been obtained from the City of Greater Bendigo."

Removal of seven trees was approved via secondary consent under Planning Permit DS/14/2009 on 9 December 2011. The removal of the trees did not trigger the requirement for a planning permit under the Greater Bendigo Planning Scheme, which is why the request was not advertised to abutting neighbours.

Report Application No: Application Date: Applicant: Land: Zoning: Overlays:

DR/205/2012 3 April 2012 T M Stephens 62 Harley Street, STRATHDALE Business 1 Zone Nil

Subject Site and Surrounds The subject site is located on the eastern side of Harley Street, approximately 25 metres north of the intersection with Butcher Street. The site is a rectangular shaped vacant parcel with an area of 908 square metres and a frontage of 25.29 metres to Harley Street. The site is affected by a 2 metre wide drainage easement along the eastern boundary of the site. A small drainage easement is also located in the north eastern corner of the site, and a 3 metre wide easement for water and sewerage running east to west in the northern part of the site.

A footpath exists adjacent to the western boundary of the site, with indented angle parking within the road reserve. A bus stop and Australia Post mailbox are also adjacent to the site. The site is accessed via an existing crossover in the north western corner of the site.

Six Ironbark trees were located along the northern boundary and one Ironbark in the south western part of the site. Three Yellow Gum trees are located in the south western corner of the site.

The adjoining land to the south at 56-60 Harley Street is zoned Business 1 and contains a complex of five shops, including a milk bar, hairdresser, business broker, massage therapy and a fitness business, with associated car parking.

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The two adjoining lots to the north of the site each contain a single storey brick dwelling and are also zoned Business 1. The adjoining lot to the east contains a single storey brick dwelling and is zoned Residential 1. The surrounding area is zoned Residential 1 and is an established residential area.

Figure 1: Location map showing subject site. Objector’s property marked with a star.

Proposal The proposal is to construct a single storey dwelling which will comprise four bedrooms, home office, kitchen, meals, living, rumpus, bathroom, two ensuites, laundry, toilet, storage, double garage, alfresco area and a swimming pool.

The dwelling is a contemporary design which will be constructed of Hebel powerpanel cladding with an acrylic render and painted finish. It will have a low pitched skillion roofline with parapet walls. The front façade will also feature timber battens and slate stone finishes.

The dwelling will have a footprint of 425 square metres, and will have a maximum height of 4.18 metres.

Planning Controls - Greater Bendigo Planning Scheme The following clauses are relevant in the consideration of this proposal: State Planning Policy Framework      

Settlement (Clause 11) Regional planning strategies and principles (Clause 11.05-4) Business (Clause 17.01-1) Residential development (Clause 16.01-1) Urban design (Clause 15.01-1) Energy efficiency (Clause 15.02-1)

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Municipal Strategic Statement  Settlement (Clause 21.05)  Housing (Clause 21.06)  Economic development (Clause 21.07) Local Planning Policies  Residential Character Policy Strathdale/Kennington Precinct 8 (Clause 22.24) Other Provisions  Construction of one dwelling on a lot (Clause 54)  General decision guidelines (Clause 65.01) Consultation/Communication Referrals The following internal departments have been consulted on the proposal: Referral

Comment

Traffic & Design

No objection subject to conditions

Drainage

No objection subject to conditions

Parks & Natural Environment

No objection. The trees were inspected prior to them being removed. The Unit advised that the six Ironbark trees that existed along the northern boundary either had suspect health or structure to varying degrees and were not worthy of retention. The three Yellow Gum trees at the south west corner should be retained.

Public Notification The application was advertised by way of notice on the site and letters to adjoining and nearby owners and occupiers.

As a result of advertising one objection was received, with the grounds of objection summarised as being:  The decision by the Planning Department to approve the destruction of the trees was ill-considered, not in accord with due process and based on specious grounds.  There is insufficient evidence to support the reasons sought to remove the trees.  These trees are indigenous to the area, are very healthy, have existed without problems for many years and show no signs of becoming problematic in the future.  Trees add amenity value to residential areas. Their removal will not only change the character of the area but will also lower the attractiveness of the region for prospective purchasers and thereby diminish property values.

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 I have no objection to the development of the residence, but do object to the removal of the trees and the consequent impact. Their loss would counter any claim that the Bendigo City Council can make of its concern to preserve environmental amenity in the city.

The objection is discussed below.

Planning Assessment The site is located within a Business 1 Zone and a permit is required to use and develop land for a dwelling in this zone under clauses 34.01-1 and 34.01-4 of the Planning Scheme.

State and local planning policies The proposal accords with State and Local policies at Clause 16.01 (Residential development) and Clause 21.06 (Housing) which encourage infill development in residential areas with access to existing infrastructure and transport. The site forms part of an established residential area in Strathdale which is within the Urban Growth Boundary. The site is located adjacent to a bus stop (route Bendigo –Route 2), is 310 metres from Kennington Reservoir and within 300 metres of three local parks, is within close proximity to Kennington Primary School, a kindergarten, maternal and child health centre and local shops, including Strath Village and Strath Hill.

The proposal is a quality architectural design which offers a high level of articulation and will make a positive contribution to the streetscape, consistent with Clause 15.01-2 (Urban design principles). The proposal is consistent with State policy on energy and resource efficiency (Clause 15.02-1) which seeks to improves efficiency in energy use, promotes consolidation of urban development and integration of land use and transport, improve efficiency in energy use through greater use of renewable energy and support low energy forms of transport such as walking and cycling.

The dwelling has been designed to maximise solar access opportunities and is well located to take advantage of existing services and facilities in the Strathdale and Kennington areas.

State and local policies within the Planning Scheme at Clause 17.01 (Business) and Clause 21.07 (Economic Development) encourage the development of retail, entertainment, office and other commercial services within business areas. The subject site does not form part of an identified business area within the hierarchy of activity centres in the City of Greater Bendigo’s Commercial Land Strategy (2005), nor is it identified as one of the City’s isolated stores and facilities, although undoubtedly it could be categorized as such. While there is potential for the site to be used for business purposes, the site has remained vacant for many years and presents a number of constraints for a commercial development including the need to provide for parking and potential amenity impacts to the adjoining dwellings to the north and east. As such, the proposed dwelling is an acceptable planning outcome in this instance.

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Although the site falls within the area covered by Strathdale/Kennington Residential Character Policy (Precinct 8), it is not required to be assessed against the policy as the site is not zoned Residential 1. However, this policy, contained at Clause 22.24 of the Local Planning Policy Framework, can be used as a guide to assess the development.

The character description for the precinct is as follows: "This precinct, developed mostly from the 1960s to the 1980s, is one in which the horizontal emphasis of dwelling form is important, resulting from the long, low elevations of the buildings in relation to their height. Brick and tile is the predominant building material. Most have similar modest front and side setbacks, creating a more intimate street feel, combined with the absence of front fencing in most instances.�

The statement of desired future character is to maintain the horizontality of the dwellings, the consistent use of materials and the flow of landscape up to the face of the dwellings.

Assessment of the proposal against the design objectives of the policy is as follows: Objectives

Recommended Design Response

To strengthen the garden settings of Prepare a landscape plan to accompany the dwellings. all applications for new dwellings.

Retain large, established trees and provide for the planting of new indigenous and native trees whenever possible.

Comment: Consent was granted to remove the Ironbark trees along the northern boundary of the site and one Ironbark near the western boundary. Three large Yellow Gum trees in the south western corner of the site, which form part of the Harley Street streetscape will be retained. A satisfactory landscape plan has been prepared as part of the application which shows a range of native grasses, shrubs and trees to be planted.

To minimise site disturbance and Buildings should be designed to follow the impact of the building on the contours of the site or step down the site. landscape.

Comment: The proposed dwelling has generally been designed to follow the contours of the site, with a small site cut proposed on the southern side of the site.

To maintain the consistency, where The front setback should be not less than the average setback of the adjoining two present, of building front setbacks. dwellings.

Comment: The proposed front setback is 3.4 metres to the front wall of the dwelling, with the garage setback 4 metres. The adjoining dwelling to the north has a setback of 2 metres to Harley Street and the commercial building to the south has a setback of 9.6 metres. The proposed setback is satisfactory given the site context and streetscape.

To maintain the rhythm of dwelling Buildings should be setback between 1 and 3 metres from both side boundaries, spacing. based on the predominant pattern in the streetscape.

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Objectives

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Recommended Design Response

Comment: The dwelling will have a setback of 1.4 metres to the southern boundary and 3.08 metres to the northern boundary. The proposal complies with this objective.

To ensure that buildings and Respect the predominant building height in extensions do not dominate the the street and nearby properties. Use low streetscape. pitched roof forms.

Comment: The dwelling will be single storey with a maximum height of 4.18 metres from natural ground level. The dwelling will have a flat roofline, which is consistent with the design objective.

To maintain the openness of the Provide no front fencing. streetscape.

Comment: No front fence is proposed, however the landscape plan incorporates a timber post feature screen setback 2 metres from the front boundary to screen the entrance to the dwelling from the on street car parks.

Zoning The site is zoned Business 1 under the Greater Bendigo Planning Scheme. Dwelling is a Section 2 use which requires a planning permit, as the frontage exceeds 2 metres in this instance.

The primary purpose of the zone is to encourage the intensive development of business centres for retailing and other complementary commercial, entertainment and community uses. While the proposal is for a residential use, the subject site has remained undeveloped since the land was originally subdivided in 1990. Dwellings have been constructed on the two adjoining lots to the north, which are also zoned Business 1. The site is located within a predominantly residential area and the proposal is consistent with this pattern of development.

The proposed dwelling will not result in adverse amenity impacts on the neighbourhood and the design of the dwelling is appropriate to the locality. No adverse impacts on the adjoining shops are envisaged and the design has taken into account the site’s context, with the private open space and living areas of the dwelling oriented to the north of the site. The dwelling has been designed to incorporate passive design principles for solar access and energy efficiency.

The dwelling is able to connect to the existing drainage system and all utilities are available to the site. The dwelling will generate minimal traffic and there will be no loss of on street car spaces, with the existing access point to be used. On site car parking will be provided via a double garage.

Compliance with Rescode The proposal has been assessed against Clause 54 (Construction of one dwelling on a lot). The proposal complies with the objectives and standards and is satisfactory.

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Native Vegetation The objector is concerned about the loss of native vegetation from the site and believes the trees should have been retained as part of the development. The plans submitted show six Ironbark trees and other shrubs located adjacent to the northern boundary of the site to be removed. Three Yellow Gum trees in the south western corner of the site will be retained.

The site is not subject to any environmental overlays which require a planning permit for the removal of native vegetation. The applicant obtained consent to remove the Ironbark trees prior to making this planning application for the dwelling. These trees have now been removed.

In response to the objection received, advice was sought from the City’s Parks and Natural Environment Unit about the health of the trees and what impact they would have on the development if they were required to be retained. The City’s Parks and Natural Environment Unit advised that the Ironbark trees along the northern boundary were not worthy of retention due to structural and health concerns, to varying degrees.

While it is agreed that trees do add to the amenity of residential areas, in this instance the retention of the trees along the northern boundary presented a risk due to structural and health problems, and there were concerns relating to their proximity to the easements affecting the site, and the need to maintain services within this part of the site.

The three Yellow Gums on the site will be retained. These trees make a significant contribution to the streetscape, and there are other trees of this species in front of the adjoining shops. It is recommended that a condition of permit require an arborist plan be submitted detailing how these trees will be protected during the construction period.

Conclusion The proposal will add to the available housing stock in the Strathdale area and will makes efficient use of an underutilized parcel and existing social and physical infrastructure.

Options Council, acting as the responsible authority, may resolve to approve or refuse to grant a permit.

Attachments  Objection RECOMMENDATION Pursuant to section 61 of the Planning and Environment Act (1987), Greater Bendigo City Council resolve to issue a Notice of Decision to Grant a Permit for the use and

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development of land for a dwelling at 62 Harley Street, Strathdale subject to the following conditions: 1.

NO LAYOUT ALTERATION The use and development permitted by this permit as shown on the endorsed plans and/or described in the endorsed documents must not be altered or modified (for any reason) except with the prior written consent of the Responsible Authority.

2.

ARBORIST PLAN REQUIRED Before the development start(s), an arborist plan prepared by a suitably qualified arborist detailing how the Yellow Gum trees identified for retention will be protected during the construction period, is to be submitted for approval from the Responsible Authority.

3.

GENERAL EXTERIOR TREATMENT The exterior treatment of the buildings permitted by this permit including all exterior decoration, materials, finishes and colours must be to the satisfaction of the responsible authority. The exterior treatment of the building(s) must be maintained to the satisfaction of the responsible authority.

4.

REFRIGERATION & AIR-CONDITIONING EQUIPMENT Any equipment required for refrigeration, air-conditioning, heating and the like must be suitably insulated for the purpose of reducing noise emissions and must be located so as to not be highly visible from the street to the satisfaction of the responsible authority.

5.

CONSTRUCTION PHASE All activities associated with the construction of the development permitted by this permit must be carried out to the satisfaction of the responsible authority and all care must be taken to minimise the effect of such activities on the amenity of the locality and ensure the protection of the trees to be retained.

6.

GENERAL DRAINAGE The proposed building(s) and works must be drained to the satisfaction of the City of Greater Bendigo as the responsible drainage authority.

7.

VEHICLE CROSSINGS Vehicular access to the subject land from any roadway or service lane (and vice versa) must be by way of a vehicle crossing(s) constructed at right angles to the road, to suit the proposed driveway(s) and vehicles that will use the crossing. A Works within Road Reserves permit must be obtained from the City of Greater Bendigo Asset Planning & Design Unit prior to any work commencing in the road reserve.

8.

SEALED CAR PARK Areas set aside for the parking of vehicles together with the aisles and drives must be properly formed to such levels that they can be utilised in accordance with the endorsed plan and must be drained and provided with an impervious all weather seal coat. The areas must be constructed, drained and maintained in a continuously useable condition to the satisfaction of the responsible authority.

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9.

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USE OF CAR PARKING AREAS Areas set aside for the parking and movement of vehicles as shown on the endorsed plan must be made available for such use and must not be used for any other purpose.

10. FENCING OF SITE The fence(s) as shown on the endorsed plans(s) must be erected and maintained to the satisfaction of the responsible authority.

11. COMPLETION OF LANDSCAPING Before the occupation of the development starts or by such later date as is approved by the responsible authority in writing, the landscaping works shown on the endorsed plans must be carried out and completed to the satisfaction of the responsible authority.

12. LANDSCAPING MAINTENANCE The landscaping shown on the endorsed plans must be maintained to the satisfaction of the responsible authority, including that any dead, diseased or damaged plants are to be replaced.

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PROPOSED SITE LAYOUT PLAN

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PROPOSED FLOOR PLAN

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PROPOSED ELEVATIONS

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2.2 USE AND DEVELOPMENT OF LAND FOR ANIMAL KEEPING AND ANIMAL TRAINING - 269 BOOTH ROAD, WOODVALE Document Information Author

Bryce Kilian, Statutory Planner

Responsible Director

Ross Douglas, Acting Director Planning & Development

Summary/Purpose The applicant seeks approval for the use of land for animal keeping and animal training at 269 Booth Road, Woodvale. Three objections were received after notice of the application was given. The primary grounds of objection relate to noise, odour, animal living conditions and animal waste impacting on the environment.

No consultation meeting was held as it was considered no resolution could be reached based on the objections.

The applicant has provided little detail addressing the relevant Planning Scheme requirements and the detail that has been provided is not satisfactory.

This report recommends that the Council resolve to refuse the development as the proposal fails to comply with the City’s Animal Keeping and Animal Training Policy and the requirements of the Farming Zone.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2011) 1.

Built and Natural Environment Strategic Objectives:  Value, conserve and enhance the rich built and natural environment.  Achieve high quality outcomes in planning and policy activities.  Encourage and foster high quality urban design to create environments that support public wellbeing and economic success.

Background Information The land owners and applicants for the permit have had Greyhounds on the property in the past 6 months, however after a number of complaints were received relating primarily to noise the matter was investigated by the Animal Control Department, Environmental Health Department and the City’s Planning Compliance Officer. Subsequent to this a letter was sent to the land owners advising them that there was no planning permit in place for keeping any Greyhounds on the property and that they should be removed within a set timeframe.

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It is believed the animals were removed initially, however, some have returned to the site. Letters were sent to the land owner from the City’s Compliance Officer on two separate occasions requiring removal of all Greyhounds.

Report Application No: Application Date: Applicant: Land: Zoning: Overlays:

DU/897/2011 10 November 2011 J L Dunn 269 Booth Road, WOODVALE Farming Zone Vegetation Protection Overlay 2 Bushfire Management Overlay

Subject Site and Surrounds The subject site is irregular in shape, zoned Farming, contains an existing dwelling and is approximately 8.4 hectares in size. Properties surrounding the site are the same land zoning and affected by the same overlays.

The southern half of the block is heavily vegetated, while the northern half contains patchy vegetation. Fencing of all properties is post and wire rural type fencing of various heights. The subject site shares a boundary with eight separate properties.

The predominant land use within the surrounding area is rural/residential dwellings owing to the heavily vegetated nature of the area, small lot sizes and soil conditions making the sites unsuited to most forms of agriculture.

In terms of the connection to services, the property has a potable water supply in the form of tanks, effluent disposal via a septic system and power from a generator.

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Figure 1: Location map showing subject site. Objectors properties marked with a star.

Proposal Use The application is for the use of land for animal keeping and animal training. The applicant is proposing to house and train up to 25 Greyhounds on the site.

Development The construction of dog enclosures and runs will be required in association with this use.

The proposal includes six groups of three joined kennels measuring approximately 4 metres by 2.7 metres by 1.5 metres, constructed of steel as well as enclosed runs measuring 50 metres by 70 metres. The six kennels will be positioned to the west of the existing dwelling and the larger enclosed runs to the north of the existing dwelling.

Planning Controls - Greater Bendigo Planning Scheme The following clauses are relevant in the consideration of this proposal: Local Planning Policies  22.07 Animal Keeping and Animal Training Policy Other Provisions  35.07 Farming Zone  65 Decision Guidelines

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Consultation/Communication Referrals The following internal department has been consulted on the proposal: Referral

Comment

Environmental Health Department

Objected subject to non compliance with EPA Noise Control Guidelines.

Public Notification The application was advertised by way of notice on the site and letters to adjoining and nearby owners and occupiers.

As a result of advertising three objections were received, with the grounds of objection being:  Capacity of the site to contain 25 Greyhounds.  Fencing of the site.  Noise and odour emissions.  Proximity of houses to the development site within 500 metres.  No connection to reticulated services.  Impact on native animals.

The objections are discussed below.

Planning Assessment Animal Keeping and Animal Training Policy/Noise The basis of this policy is to ensure appropriate siting and design of such developments to ensure the amenity and environmental quality of the surrounding residents, particularly those within 500 metres, is maintained.

There are dwellings within 500 metres of the site and no evidence has been provided relating to noise attenuation methods or acoustic reporting to suggest the development could be compliant. The City’s Environmental Health Department has stated that the proposal will not meet the recommendations within Section 14 (Dog Kennels) of the EPA Noise Control Guidelines.

The applicant has not provided suitable evidence to demonstrate compliance with this policy (despite this information having been requested) nor has an environmental management plan been prepared for the application. There has been no attempt by the applicant to provide any detailed noise attenuation measures. As complaints have already been received regarding the noise emissions from Greyhounds on the site there is no evidence to suggest the applicant could or would comply in the future.

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Appropriateness of the Site The proposed use of the land is classified as animal keeping. Within the Farming Zone, animal keeping is a permissible land use subject to compliance with the Decision Guidelines of the Zone. The relevant Decision Guidelines to this application relate to;  compliance with the State and Local Planning Policies;  whether the site is suitable for the use or development;  whether the proposal is compatible with adjoining land uses;  the connection of services to the site.

It has not been demonstrated that the proposal complies with the relevant Local Planning Policy (discussed in detail above) and as there are a number of dwellings within close proximity of the site the proposal is not considered suitable or compatible with the adjoining land uses, particularly in relation to noise emissions.

It has not been demonstrated that the application complies with the purpose or the relevant Decision Guidelines of the Farming Zone.

Conclusion The applicant has not provided suitable justification as to why the proposal should be supported nor have they provided an adequate response to the Greater Bendigo Planning Scheme.

The proposal does not comply with the City’s Animal Keeping and Animal Training Policy or comply with the Purpose or Decision Guidelines of the Farming Zone.

The proposal should be refused.

Options Council, acting as the responsible authority, may resolve to approve or refuse to grant a permit.

Attachments  Objections

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RECOMMENDATION Pursuant to section 61 of the Planning and Environment Act (1987), Greater Bendigo City Council resolve to issue a Notice of Refusal for use and development of land for animal keeping and animal training at 269 Booth Road, WOODVALE based on the following grounds: 1.

The proposal does not accord with Clause 22.07 Animal Keeping and Animal Training Policy of the Greater Bendigo Planning Scheme due to; (a) Dwellings being within 500 metres of the site; (b) No Environmental Management Plan submitted; (c) No acoustic attenuation measures employed on site.

2.

The proposal does not comply with the purpose or the decision guidelines of Clause 35.07 Farming Zone of the Greater Bendigo Planning Scheme due to: (a) Non compliance with the Local Planning Policy; (b) Greyhound training is not compatible with surrounding rural/residential land uses.

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Existing Illegal Works

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2.3 CONSTRUCTION OF TELECOMMUNICATIONS HOULAHAN STREET, KENNINGTON

FACILITY

-

47

&

67

Document Information Author

Peter O'Brien, Senior Planner

Responsible Director

Ross Douglas, Acting Director Planning & Development

Summary/Purpose Council is required to determine this application owing to the receipt of 58 written objections and a petition containing 125 names which cited a number of concerns including: electromagnetic radiation; visual impact, property devaluation; errors in the planning application documents; planners pre-application advice to the applicant; the existence of more suitable sites and potential for additional antennas being attached to the structure as grounds of objection.

A permit is required for the construction of the facility only, not for the use of the land for a telecommunications facility. The relevant considerations are limited to the matters found in clause 52.19 of the Greater Bendigo Planning Scheme which include the effect of the proposal on adjoining land and the principles contained within the Code of Practice for Telecommunications Facilities in Victoria.

Officer assessment of the proposal against relevant matters including State, Local Policy and clause 52.19 concludes that the facility represents an acceptable planning outcome.

This report recommends that Council resolve to issue a Notice of Decision to Grant a Permit.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2011) 1.

Built and Natural Environment Strategic Objectives:  Value, conserve and enhance the rich built and natural environment.  Achieve high quality outcomes in planning and policy activities.  Encourage and foster high quality urban design to create environments that support public wellbeing and economic success.

Background Information The subject site is a former Coliban Water Reserve that is Department of Sustainability and Environment Crown Land managed by the City of Greater Bendigo. If successful in gaining planning approval, the permit applicant intends to enter into a lease with the City of Greater Bendigo to lease the part of the site on which the facility is proposed.

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It is important to note that whilst the City of Greater Bendigo is both the regulator (in terms of the planning process) and the manager of the land who may end up leasing the site to a third party, these dual functions are and continue to occur independent to each other and are administered by separate service units of the City. Each matter involves separate consideration under separate Acts of Victorian Parliament.

If a planning permit is issued, a further decision is required to be made as to whether Council wishes to lease the portion of land in question for this purpose.

Report Application No: Application Date: Applicant: Land: Zoning: Overlays:

DP/537/2011 22 July 2011 Telstra Corporation Limited 47 & 67 Houlahan Street, Kennington Public Use Zone 7 - Other Public Use Nil

Subject Site and Surrounds The subject site is an irregular shaped parcel of 3.5 ha that contains the Brennan Park Swimming Pool. The nearest residences to the site of the proposed tower are approximately 60 metres to the north of the site.

Figure 1: Location map showing subject site. Objectors properties marked with a star. Note not all objectors/signatories to the petition are shown on the map owing to the proximity of their property in relation to the application site.

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The area where the facility is proposed is at the northern end of the Brennan Park car park in a disused, fenced area that housed Coliban Water infrastructure. This part of the site is clear of vegetation. The part of the site where the facility is to be located is within the Public Use Zone, with the balance of the site (and some adjoining land) within the Public Park and Recreation Zone. The abutting land to the north / north west is within a Residential Zone and used for a number of dwellings that front both Houlahan and Hakea Streets.

Proposal The application proposes the establishment of a telecommunications facility which includes an 18.8 metre high pole with 2.63 metre antennas (total height of 21.43 metres).

A pale eucalypt Colorbond equipment shelter of 3.28 x 2.28 metres (and 3 metres high) is proposed and the area proposed to be leased is 6 x 10 metres. The area to be occupied by the facility will be enclosed by a 2.4 metre high wire mesh fence to prevent unauthorised access to the compound and will be accessed via the Brennan Park Pool Road.

Planning Controls - Greater Bendigo Planning Scheme Why is a permit required?

A permit is required under clause 52.19, which is the Telecommunications facilities particular provision in all Victorian Planning Schemes. Relevant matters in determining whether to grant a permit include the effect of the proposal on adjoining land and the principles contained within the Code of Practice for Telecommunications Facilities in Victoria.

The following clauses are relevant in the consideration of this proposal: State Planning Policy Framework  19.03-4 – Telecommunications Municipal Strategic Statement  21.01 – Municipal Profile Local Planning Policies  N/A Other Provisions  36.01 – Public Use Zone Schedule 7 (Other public use)  52.19 – Telecommunications Facilities Consultation/Communication The following internal department has been consulted on the proposal:

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Department

Comment

Building and Property Unit.

Provided a letter of consent for Urbis, on behalf of Telstra to make a planning application.

Public Notification The application was advertised by way of letters directly to 25 adjoining and nearby owners and occupiers within 100 metres of the proposed tower. As a result of advertising of 58 written objections and a petition containing 125 names was received, with the grounds of objection being: 

Electromagnetic radiation;



Visual impact,



Property devaluation;



Errors in the planning application documents;



Planner's pre-application advice to the applicant;



The existence of more suitable sites and



Potential for additional antennas being attached to the structure as grounds of objection.

All objectors and signatories to the petition were invited to an information session on the application that was conducted on 8 May 2012 at the LaTrobe University Edwards Road Campus.

The session was attended by the Mayor, planning officer, Telstra representatives and their consultants Urbis and an expert in the field of electromagnetic radiation. The information session was an informal opportunity for residents to ask questions and discuss the application with Council and the applicant.

Planning Assessment Site selection: The applicant has identified a need to expand the mobile coverage, including broadband / 3G services to the Kennington and Flora Hills areas and surrounds. Prior to submitting this application, the applicant had evaluated a number of alternate options in the vicinity of the site, which included co-location at:  108 Lowndes Street, Kennington (Telstra)  Rooftop facility at Innovation Court, Kennington (Optus)  Rooftop facility at 121-129 Edwards Road, Strathdale (Telstra) Two alternate sites for towers were considered, both were within the LaTrobe University Edwards Road campus. Both alternate options would require higher towers to deliver an equivalent coverage area and neither site provided the screening opportunities that the application site presents.

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Ultimately LaTrobe University advised that the locations may be impacted by the Campus master plan hence may be inappropriate.

In terms of the Planning Scheme, the Public Use Zone is a permissive zoning for a telecommunications facility. To use the land for the intended purpose, no planning permission is required. It is only the development aspect of the proposal that requires planning permission.

Code of practice: It is considered that the design and location of the tower will not compromise the orderly planning of the area; as the telecommunications tower has been assessed as meeting the principles for the design, siting, construction and operation of a telecommunications facility set out in A Code of Practice for Telecommunications Facilities in Victoria 2004 as follows: ď€

A Telecommunications facility should be sited to minimise visual impact.

The height of the tower at 21.43 metres is the lowest tower in height considered by the City of Greater Bendigo in recent times. Larger towers have been approved by Council (bolded) or at officer level under delegation (italicized) at the following locations: Site

Application

Zone

Height (m)

1 Averys Road, EAGLEHAWK

DP/457/2008

Special Use

35 metres

998 Wellington Street, STRATHFIELDSAYE

DP/685/2009

Public Use Zone 6

35 metres

26 Homer Beacon Road, MAIDEN GULLY

DP/766/2009

Farming Zone

35 metres

43-45 Kinross Street, LONG GULLY

DP/584/2010

Industrial 3 Zone

30 metres

2-10 Holdsworth Road, Long Gully

DP/640/2010

Industrial 3 Zone

30 Metres

75 Beischer Bendigo

DP/745/2010

Industrial 1 Zone

30 Metres

DU/48/2011

Low Density Residential Zone

40 metres 35 metres

Street,

975 McIvor Junortoun

East

Highway,

135 - 137 Breen GOLDEN SQUARE

Street,

DP/356/2011

Business 3 Zone

1 Elmore-Raywood ELMORE

Road,

DP/566/2011

Public Park Recreation Zone

CA 97A Manallacks Road, KANGAROO FLAT

DP/619/2011

Industrial 1 Zone

35 metres

34 Herriot HEATHCOTE

DU/755/2011

Industrial 3 Zone

35 metres

Street,

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In this case the, the tower is lower being 21.43 metres in height; however this must be balanced against the highly elevated position that the facility proposes to occupy.

In terms of recent towers approved, this site compares favourably with others as the presence of mature trees around the tower will assist in screening a large portion of the tower.

There is no dispute that the tower will be visible. To operate efficiently the tower must be high enough to clear visual obstructions such as vegetation or buildings. It is the assessment of officers that the site characteristics do serve to minimise visual impacts. Impacts of the facility can be further mitigated by the painting of the tower in a pale green eucalypt colour (as is proposed by a permit condition). 

Telecommunications facilities should be co-located wherever practical.

As has been outlined earlier in this report, the option of co-location on existing infrastructure is always a first preference and a number of opportunities were explored by the applicant, however ultimately the conclusion reached by the applicant was that there was a need for a stand alone facility. It is the planning merits of this facility that are the relevant considerations in determining this application.



Health standards for exposure to radio emissions will be met.

At a distance of 116.95 metres from the site the highest level of electro magnetic energy (EME) output from the facility will occur. The maximum output at this location will emit 0.77% of the allowable limit of EME in accordance with the Federal Government regulatory framework.



Disturbance and risk relating to siting and construction should be minimised.

Construction activity and site location should comply with State environment protection policies and best practice environmental management guidelines.

The siting is within a clear portion of the lot surrounded by trees where construction activities will not impact on environmental values and it will be constructed in accordance with best practice. The application documentation states that no vegetation will be impacted as services to the facility will be bored under ground so as to minimize impacts on vegetation. It is appropriate to include a condition on any permit that may issue to ensure this remains the case.

Objections 

Impacts of electromagnetic radiation.

Objections relating to radiation and health concerns are not direct planning considerations; however, notwithstanding this the proposal is well within the Commonwealth mandated limits and no credible evidence exists that there is a link between health risks and facilities of this type.

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Visual impact.

This matter has been considered in the course of this report. The assessment of officers is that the visual impacts are not unreasonable, subject to a condition requiring the tower and antennas to be colour matched to a pale eucalypt colour.



Property devaluation.

Council and VCAT decisions have consistently held that, without valid evidence property devaluation is not a planning ground to warrant refusal of an application.



Errors in the planning application documents.

The permit applicant submission to Council did contain some inaccuracies where erroneous reference to the Macedon Ranges Planning Scheme and a different site context were made. These errors were corrected and are ultimately not relevant to consideration of the merits of this proposal.



Planner’s pre-application advice to the applicant.

When the application was publicly advertised, an email pre-dating the lodgement of the planning application from Planning to the Building and Property Unit remained on the file that advised that in earlier discussions on all the candidate sites that the application site was not a preferred option at that time. Ultimately the City’s Building and Property Unit consented to the application being made on the site and the application has been assessed accordingly and determined to meet the requirements of the Planning Scheme.



The existence of more suitable sites.

As was outlined previously, alternate sites at the LaTrobe University Edwards Road Campus and elsewhere were evaluated and whether these sites were ‘more’ suitable is debatable as their suitability must be balanced with the likelihood they would be higher facilities that would not offer the same screening opportunities that the application site delivers.



Potential for additional antennas being attached to the structure.

If approved, potential does exist for another carrier to locate on the tower. As has been outlined previously, co-location of carriers on existing infrastructure (thus limiting the number of new towers) is actively encouraged by both the industry code and Planning Scheme.

Conclusion The Greater Bendigo Planning Scheme recognises the importance of provision of appropriate levels of telecommunications coverage to many aspects of modern life. The application should be supported as it is consistent with the relevant sections of the State and Local Planning Policy Framework including the Municipal Strategic Statement. The applicant has satisfactorily demonstrated compliance with the performance standards relating to design, siting, construction and operation of the facility as set out in the Scheme.

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Options Council, acting as the responsible authority, may resolve to approve or refuse to grant a permit.

Attachments  Objections & Petitions  Planning Report RECOMMENDATION Pursuant to section 61 of the Planning and Environment Act (1987), Greater Bendigo City Council resolve to issue a Notice of Decision to Grant a Permit for the construction of a telecommunications facility at 47-67 Houlahan Street, Kennington subject to the following conditions: 1.

MODFIED PLAN REQUIRED Before the development starts, amended plans to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plans will be endorsed and will then form part of the permit. The plans must be drawn to scale with dimensions and three copies must be provided. The plans must be generally in accordance with the plans (Dwg No. V109309 dated 20-05-2011) submitted with the application but modified to show: (a) The tower and antennas colour matched to be a pale green eucalypt colour.

2.

NO LAYOUT ALTERATION The development permitted by this permit as shown on the endorsed plans must not be altered or modified (for any reason) except with the prior written consent of the responsible authority.

3.

CONSTRUCTION PHASE If power to the site is to be connected from Houlahan Street, this power must the bored underground. If power is to be connected from an alternative location, the power must avoid any vegetation removal.

4.

VEGETATION PROTECTION During both the construction phase and on an ongoing nature, all vegetation within the general vicinity of the leasehold area must be not be debarked, damaged or removed without the consent of the Responsible Authority.

5.

REMOVAL OF REDUNDANT FACILITY The facility approved by this permit shall be completely removed from the land (with the land being reinstated to its natural condition) to the satisfaction of the responsible authority within three (3) months of the telecommunications facility becoming redundant. The responsible authority may approve an extension to this time if an application is received three (3) months prior to the telecommunications facility becoming redundant.

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EXPIRY This permit will expire if one of the following circumstances applies: (a) the development is not started within two (2) years of the date of this permit; (a) the development is not completed within four (4) years of the date of this permit.

Note: Noise from and incidental to the construction of the works authorised by this permit must not exceed the noise limits determined in accordance with State Environment Protection Policy N-1.

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2.4 DRAFT EAGLEHAWK STRUCTURE PLAN Document Information Author

Mark Stubbs, Senior Strategic Planner

Responsible Director

Ross Douglas, Acting Director Planning and Development

Summary/Purpose This report provides an overview of the Draft Eaglehawk Structure Plan (the Plan) and seeks Council endorsement for the document to be placed on public display. The public display period is an important phase of the project that enables community comment and feedback regarding the Plan’s direction, recommendations, priorities and implementation program.

Policy Context Council Plan 2009-2013 (Updated 2011) Reference:  Built and Natural Environment: o Strategy 1.6: ‘Complete and progress local structure plans and development strategies to manage growth’ Action 1.6.1: Prepare and progress Planning Scheme amendments to implement the Eaglehawk Precinct.

Background Information The process to prepare a Structure Plan for Eaglehawk has reached an important milestone with the recent completion of a Draft Plan for consideration by Council and for subsequent public display to generate community review and comment.

This project began in mid-2011 with an extended period of research, liaison and field investigations to establish a detailed documentation of issues relevant to the Plan. This Stage was completed in October 2011. A number of community engagement activities were carried out to inform the process of formulating the Plan and are explained in context in the following section of the report.

The approach to development of the Plan has been a collaborative one that has drawn on a Governance structure for the project that consists of a Steering Group to provide oversight to the project and a Reference Group building on the existing Eaglehawk Business and Community Network 3556 (BCN3556) is actively involved.

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Previous Council Decision Date: 9 November 2011 (endorsement of Project Brief for Stage 2).

Priority/Importance: High – Preparation of a Structure Plan for Eaglehawk is a current project commitment of the City of Greater Bendigo for the 2011/12 financial year. The Plan will provide a coordinated planning framework to inform Council’s decision-making and investment in support of a long-term vision for Eaglehawk.

Report Drafting of the Structure Plan The creation of the Plan is the culmination of an ongoing process of community and stakeholder engagement and collaboration, connected to various stages of research, planning documentation and review, as summarised in Table 1 below.

Table 1. Sequence of Community Engagement and Documentation Leading to the Draft Structure Plan

Activity

Purpose

Participation

Date

Background research engagement

Broad liaison to document a comprehensive range of planning issues for Eaglehawk.

A series of technical papers providing summary of existing conditions for a wide range of issues to be considered by the Plan.

Project overview.

Various agencies and Non-Government Organisations (NGOs)

JulySept 2011

Various agencies and NGOs, CoGB

Oct 2011

BCN3556

7 Feb 2012

Generate a vision for Eaglehawk and identify ideas for the future.

Refine the community concepts for public display.

Residents (20)

6 Dec 2011

Steering Group

19 Dec 2011

Project update.

BCN3556

7 Feb 2012

Residents, BCN3556, CoGB Residents (40)

Feb 2012 17 Feb 2012

Residents (250+)

18 Feb 2012

Steering Group, agencies, BCN3556

7-9 Mar 2012

Eaglehawk Structure Plan Background Reports Presentation to BCN3556 Meeting Visioning workshops (afternoon and evening) Developing the Community Concepts Workshop Presentation to BCN3556 Meeting Initial Concepts and Ideas Plans Community Breakfast ‘Have Your Say’ ‘Have Your Say’ Street Display and BBQ Vision and Concept Structure Plan

Community feedback and voting on initial concept plans.

Community feedback and voting on initial concept plans.

Refinement of key issues and ambitions building on PAGE 44

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Activity

Purpose

Participation

Workshops

existing work.

Follow-up circulation for comment.

members

Vision and Concept Structure Plan Presentation to BCN3556 Meeting Draft Structure Plan Briefing

Draft Eaglehawk Structure Plan

Project update.

Briefing on the Plan and opportunity to give feedback.

Follow-up circulation for comment.

As described in this report.

Date

Agencies, BCN3556, CoGB BCN3556

Mar 2012 3 Apr 2012

Steering Group, agencies, BCN3556 members

10 May 2012

Agencies, BCN3556, CoGB

May 2012

Summary of the Plan The Draft Eaglehawk Structure Plan is a considered and detailed planning document which will guide the major changes to land use, built form and the public realm in Eaglehawk over the next 20-30 years. Although the Plan has the duty to respond to a wide range of planning issues, it has also been devised to purposefully focus on a selection of ‘bigger picture’ initiatives which work together to present an ambitious future vision for Eaglehawk and deliver the greatest potential community benefit.

The Plan builds on a number of existing plans and strategies (e.g. Eaglehawk Township Strategy and Postcode 3556 Eaglehawk and District Community Plan) and so is both a catalyst for refining and advancing previous ideas as well as generating new initiatives.

The main components of the Plan are as follows:  An introductory explanation of the purpose of the Plan and the process of its formulation;  A plan and corresponding strategic directions for the wider Eaglehawk township;  A plan and corresponding concepts for the Town Centre;  An implementation plan (Planning Scheme changes and other non-statutory actions); and  Precinct concept plans showing the conceptual design for changes in three important precincts of Eaglehawk.

The following sections of this report highlight the strategic directions and concepts which relate to Township and to the Town Centre.

Wider Eaglehawk Township Strategic Directions Nine strategic directions underpin the Plan for the wider Eaglehawk Township. These directions, which are listed below, each have a quite comprehensive range of corresponding strategies, as detailed in Section 3 of the Plan and represented across several corresponding Plans.

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1. Connect and enhance existing green spaces within and through the township; 2. Carefully manage former mining sites as they transition over time; 3. Control subdivision of the town's north and western areas affected by fire risk; 4. Improve interfaces between residential areas, open spaces and industrial development; 5. Enhance access to and through the Eaglehawk Township; 6. Grow the local employment potential of the Eaglehawk Township; 7. Support diverse and high quality new residential development within Eaglehawk; 8. Create a civic and community hub and provide other informal spaces for social interaction; and 9. Investigate ways of marking the entries to Eaglehawk and its Town Centre.

Town Centre Concepts The Town Centre is the where most of Eaglehawk’s activity takes place and where there is the greatest complexity and potential for change. This complexity is reflected by the fifteen concepts which make up the plan for the Town Centre, as summarised below, and which are detailed in Section 5 of the Plan: 1.

Town centre consolidation;

2.

Centre gateways and entries;

3.

Main streets and active frontages;

4.

The High Street streetscape;

5.

Retail growth opportunities;

6.

A civic and community hub;

7.

Canterbury Gardens enhancements;

8.

A new urban place at Brassey Square;

9.

Cross-town green links;

10. Main streets amenities; 11. Public transport integration; 12. Green streets connections; 13. Junction treatments along High Street; 14. A safe pedestrian environment; and 15. Improved laneway connections and parking.

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Implementation The Plan capitalises on Eaglehawk’s significant existing assets and features and provides a catalyst not only for communicating Eaglehawk’s future vision, but also for orchestrating its realisation over time. Further work is needed to bring the Plan’s initiatives into being. Accordingly, the Plan contains an implementation component which sets out a range of both statutory and non-statutory actions for the City of Greater Bendigo in partnership with a range of other agencies and stakeholders. Indicative timeframes are given for implementation actions, and where dependencies exist, these are identified.

Because the range of initiatives is quite vast and also represent considerable future allocations of capital and labour resources, it will be necessary for the City of Greater Bendigo to work closely with agencies and the Eaglehawk community to carefully prioritise its investments. The public display period presents a first important opportunity to begin this process, as discussed below.

Public Display and Next Steps The Plan is to be placed on public display for a period of four (4) weeks, generally between mid-June and mid-July. The public display of the Plan represents an important opportunity to test, validate and if necessary, review its concepts and ambitions. In addition to the conventional notifications and invitations for public submissions, the display period will have a focus on promotions and engagement opportunities designed to encourage participation and maximise community response. In particular, we will endeavour to gauge relative support for different initiatives and to begin prioritising implementation actions. Following is an overview of the proposed notifications / promotions and engagement activities: Notification / Promotions  General media release – summarising the Plan, highlighting engagement events and explaining how submissions can be made.  Community bulletin (by mail and email, hard copies available at local venues) – as above, with some additional detail.  Promotional notice in the 3556 magazine (if issue timing permits).  Promotional notice in local school newsletters.  A formal public notice in local newspapers (to meet statutory requirements under the Local Government Act 1989).

Engagement Activities  A weekend, outdoor-format community listening post and BBQ – to be held on a Saturday morning in the Eaglehawk Town Centre and staffed by officers. Participants will have the opportunity to respond to a survey on the Plan and fill out feedback sheets.  An online and hard copy survey to gauge community opinion and preferences related to the Plan.  A summary presentation to the BCN3556 meeting.

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The process and outcomes of the public display period will be reported to Council in August. This will include a summary of any written submissions received and an explanation of any resultant changes to the Plan. To assist Council and City of Greater Bendigo in its future decision-making, the report will also discuss findings on the relative community support for proposed initiatives and on the emerging priorities for implementation.

Risk Analysis: Risk Residents or other stakeholders who may perceive a lack of consultation or a hold a view that the Plan is now fixed.

Mitigation Promote participation in the engagement opportunities available to anyone throughout the public display period. Ensure communications are clear about the draft status of the Plan and the potential for changes to be effected by the community response. Explain also that the Plan must also be tested through a subsequent Planning Scheme Amendment process, which includes further avenues for community input.

Conclusion The Draft Eaglehawk Structure Plan has been prepared as comprehensive guide for major land use, built form and public realm change and initiatives in Eaglehawk over the coming 20-30 year period. The Plan represents a positive ambition for the future that builds on Eaglehawk’s notable attributes and also highlights its tremendous potential.

The Plan provides guidance for progressive implementation by the City of Greater Bendigo in partnership with agencies and the Eaglehawk community.

A public display of the Plan to be held between mid-June and mid-July presents the opportunity to test, validate and if necessary, review its concepts and ambitions. A subsequent report will be made to Council in August on the findings of the public display period, including a summary of and response to submissions, and coverage of community support and priorities related to Resource Implications The total project budget for the Eaglehawk Structure Plan is $140,000. Stage 1 was completed at a cost of $60,000. The community consultation component of Stage 2 (Part A) was completed within $6,000. Stage 2 (Part 2) will be carried out at a cost of $74,000.

An allocation of additional funding will be necessary to complete a Planning Scheme Amendment (Stage 3) to give statutory effect to Eaglehawk Structure Plan and in particular to implement proposed land use designations.

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RECOMMENDATION That the Greater Bendigo City Council resolves to endorse the Draft Eaglehawk Structure Plan to be placed on public display for a period of at least four (4) weeks to seek community comment and priorities for implementation.

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2.5 PROPOSED KANGAROO FLAT INDOOR AQUATIC FACILITY - PROVISION OF DESIGN, ENGINEERING AND ALLIED SERVICES TENDER Document Information Authors

Rachel Lee, Major Projects Manager Stan Liacos, Director City Futures

Responsible Director

Stan Liacos, Director City Futures

Summary/Purpose Council recently considered a report on what was required to turn its aspiration of developing a much-needed second indoor aquatic centre in Greater Bendigo into a reality. The next step of this major project was to invite tenders from consortia of well credentialed architects, engineers, cost planners and associated advisors to commence the design of the facility. This process is now complete and the purpose of this report is to recommend that Council approve the appointment of the following consortia: 

Peddle Thorp Architects (Architect and Consortia leader) in association with



Bonnaci Group (Structural and Civil Engineers);



Waterman AHW (Building Services);



Hydrautech (Pool Engineering);



Slattery (Cost Planning);



Florenciag Smith (Building Surveyor);



FORMium Landscaping (Landscaping);



Marshall Day (Acoustics);



GTA (Traffic and Parking);



Sustainable Built Environments (ESD);



One Group (Accessibility);and



SK Corp (Catering / Café design).

for the fixed price tendered sum of $1,396,240 (ex GST) and approve the commissioning of stage one (concept / schematic design).

It is important to stress that Council is not at all obliged to commit this level of expenditure. The contract will include numerous stage points and approval to move forward will only be made by Council dependent on client satisfaction, planning approvals and funding commitments.

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Policy Context Council Plan 1.1.4 – Continue the design and development phase for the indoor aquatic facility in Kangaroo Flat Background Information At its meeting of 8 February 2012, Council resolved to, among other things, continue planning, design and to commence attracting funding for the development of the proposed Kangaroo Flat Aquatic Centre.

At its meeting of 21 March 2012, Council supported the invitation of tenders from suitably qualified consortia of architects, engineers, cost planners and associated advisors to work with our Aquatic Centre Project Group in progressively moving forward with project design, management and the attraction of project funding.

Reporting to the Project Director, the consortia of design specialists would be commissioned to work sequentially through the following stages: 1. Concept design 2. Design development 3. Contract documentation and tender specification 4. Construction administration The consortia would be appointed for the duration of the project, but would only be commissioned in distinct stages – i.e. movement to each stage would only occur assuming: 

Client satisfaction and Council approvals;



Re-affirmation of Council intent to move forward; and



Funding commitments.

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Report The next step of this major project was to invite tenders from consortia of architects, engineers and cost planners and for one to be appointed to work with the designated Project Group as soon as practically possible.

Due to the specialised nature of the project, the project team decided to move straight to public tender and advertisements were placed on the 24 March 2012 in the Bendigo Advertiser, The Age and electronically on Tenderlink.

Twenty one (21) submissions were formally lodged by the closing date 19 April 2012 from the following architecture-led consortia-leaders: 

Y2 Architecture



Henderson & Lodge



BVN Architecture



CH Architects



Cox Richardson



Etch Architectural



H20 Architects



Jackson Architecture



James Millar



K20



ML Design



Mantric Architecture



McGauran Giannini Soon



Mode Design



Peddle Thorp Architects



Philip Lighton



Suter Architects



Tompkins MDA / Woods Bagot



Whitefield McQueen



Williams Boag



Williams Ross

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The following selection criteria was used by the panel to evaluate the submissions: CRITERIA

WEIGHTING

A) CAPABILITY  Demonstrated experience in aquatic facility design and development  Experience in projects of similar scale and complexity B)

CAPACITY  Project delivery and methodology  Project resourcing  Professional presentation

C)

PRICE/VALUE  Fees

D)

35%

25%

40%

OH&S WORKCOVER & INSURANCES

Pass-Fail

TOTAL

100

A multi-disciplinary panel comprising the following people undertook the evaluation: Stan Liacos Don Goldsworthy Rachel Lee Pat Jess Daniella Theuma

Director, City Futures (Project Director) City Architect Major Projects Manager Manager - Recreation CoGB Building and Property Services

Accompanying the panel were two non-scoring participants that assisted the panel and oversaw important probity considerations: Graeme Stewart Richard Morrison

Probity Advisor, AFS Accountants and Auditors Manager, Contract and Project Coordination

A copy of Graeme Stewart’s letter confirming that all twenty one (21) firms were treated equitably is attached to this report.

The panel unanimously agreed to invite three (3) shortlisted firms to present their detailed submission and introduce face-to-face their project leaders to the evaluation panel on 14 May 2012.

These shortlisted consortia-leader firms were: 

Peddle Thorp Architects;



Tompkins MDA / Woods Bagot; and



Suters Architects

After considering any additional material received and/or fee clarifications sought from these three proponents, the panel unanimously concluded that the best placed design consortia team for this particular project was:

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

Peddle Thorp Architects (Architect and Consortia leader) in association with



Bonnaci Group (Structural and Civil Engineers);



Waterman AHW (Building Services);



Hydrautech (Pool Engineering);



Slattery (Cost Planning);



Florenciag Smith (Building Surveyor);



FORMium Landscaping (Landscaping);



Marshall Day (Acoustics);



GTA (Traffic and Parking);



Sustainable Built Environments (ESD);



One Group (Accessibility);and



SK Corp (Catering / Café design).

Peddle Thorp Architects has over 300 staff in five (5) locations including a specialist group that is responsible for designing and delivering aquatic centre projects based in Melbourne. Recent or major aquatic projects include:         

Melbourne Sports and Aquatic Centre (Commonwealth Games); Ringwood Aquatic Centre; Collingwood Leisure Centre; Launceston Regional Aquatic Centre; Leisurelink Aquatic Centre (Waurn Ponds); Croydon Aquatic Centre; Pelican Park Recreation Centre (Hastings); Sunshine Recreation Centre; and South Australian State Aquatic Centre.

Other select landmark Victorian projects include Melbourne Aquarium, Rod Laver Arena, Hisense Arena and the Whitten Oval Redevelopment.

More recently and closer to Bendigo, Peddle Thorp Architects have been the lead firm responsible for the design of the Edward Street Car Park Office Complex. The CoGB team managing this project have been very impressed with the professionalism, commitment and attention to detail from all layers of this quality firm.

Timelines Concept design and this stage of community consultation will commence in June 2012 and will be completed by the end of the 2012 / 2013 financial year.

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Consultation/Communication Community information and consultation will be required at all stages of this project. This work will be evidenced through:     

One or more community reference groups; Regular media engagement and coverage; Periodic community bulletins and database management; Periodic community roadshows and public presentations; and Regular dialogue and engagement with Council, State and Federal Members of Parliament in our region, relevant public agencies and the Kangaroo Flat Community Enterprise Group.

Resource Implications There should be adequate funds in the current financial year budget and draft 2012 / 2013 budget to deliver the bulk of the first stage (concept / schematic design) of this project.

As previously stated the consortia would be appointed for the duration of the project but would only be commissioned in distinct sequential stages. The fee components for each stage is as follows: Concept and schematic design (including community consultation and a a detailed application to Town Planning permit stage $ 242,695 Design development $ 314,553 Contract documentation $ 443,063 Tender phase $ 50,328 Construction administration $ 345,601 ---------------$1,396,240 (ex gst) This represents approximately 5.5% of the project build. This is considered better than industry norm. It is a very competitive rate for the professional fees component of such a large project.

Attachments 1.

Probity Advisor letter

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RECOMMENDATION That the Greater Bendigo City Council approve the appointment of 

Peddle Thorp Architects (Architect and Consortia leader) in association with



Bonnaci Group (Structural and Civil Engineers);



Waterman AHW (Building Services);



Hydrautech (Pool Engineering);



Slattery (Cost Planning);



Florenciag Smith (Building Surveyor);



FORMium Landscaping (Landscaping);



Marshall Day (Acoustics);



GTA (Traffic and Parking);



Sustainable Built Environments (ESD);



One Group (Accessibility);and



SK Corp (Catering / Café design).

for the provision of design, engineering and allied services for the proposed Kangaroo Flat Indoor Aquatic Facility for the fixed price tendered sum of $1,396,240 (ex GST) subject to provisions of the contract and approve the commissioning of stage one (concept and schematic design).

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2.6 RESPONSE TO PETITION: TREE HAZARD ALONG MCGLASHANS ROAD, LOCKWOOD SOUTH Document Information Author

Andrew Smith, Senior Design and Traffic Engineer Robyn Major, Manager Sustainable Environment

Responsible Director

Darren Fuzzard, Director Presentation and Assets

Summary/Purpose The purpose of the report is to respond to the petition presented to Council on 11 April 2012 from residents and users of McGlashans Road, Lockwood South.

It is noted that several letters of opposing view to the petition have since been received and this report also attempts to consider and respond to these.

Policy Context Council Plan Reference: City of Greater Bendigo Council Plan 2009–2013 (updated 2011) Built and Natural Environment Strategy 1.13

Develop a sustainable integrated transport network.

Strategy 1.5

Work to promote, protect, maintain and restore Greater Bendigo's natural heritage.

Strategic Directions - Rural Roadside Conservation 2011-2015 Strategic Objectives - Provision of safe transportation corridors.

- Protection and enhancement of the quality and viability of our natural biodiversity.

Background Information A petition has been received from residents and other road users regarding tree hazards along McGlashans Road, Lockwood South, as outlined below: "Please find attached signatures of the local residents who have an issue with the abovementioned trees from a safety point of view.

1. When entering into McGlashans Road from the side street the line of sight is blocked for clear vision.

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2. When there are two cars passing McGlashans Road you can be very close to soft edges or close to trees.

3. The risk of having dead or dying limbs falling from the tree canopy above.

4. As a council owned road the 70km speed limit is something that could be looked at?"

Signatures – 34 Previous Council Decision(s) Date(s): At the Council meeting on the 11 April 2012, upon accepting the petition, a motion was passed that a report be prepared within two meetings.

Planning approval to remove 34 trees along McGlashans Road for road widening was refused by Council on 18 February 2002.

Background Prior to 2000, McGlashans Road was a narrow unsealed pavement situated within a 20 metre wide heavily treed road reserve running approximately 2.2 kilometres off the Bendigo-Maldon Road (a sealed State Declared main road).

In 2000, McGlashans Road was upgraded to a 5 metre wide sealed road with markers, guide posts and appropriate regulatory and advisory signage. In recognition of the high conservation value of the roadside the construction standards usually applied were varied to accommodate and retain the biodiversity values. These variations included incorporating the table drains as close as possible to the shoulders to minimise tree removal, installing guide posts at closer than usual intervals, installing signs cautioning motorists of the heavily treed road reserve as well as reducing the clear zone. Twelve mature trees were removed to achieve the clearance for the 5m wide road.

The deviation from the usual standards was not well received by the developer and some residents as they had assumed that the road would be constructed to the 6 metre width discussed during negotiations for the 8 lot subdivision in McGlashans Road. The final agreement included an option of 'or less (road width) subject to Council approval'.

As a consequence of the complaints, CoGB agreed to develop a new design in mid 2001 that would widen the road by 1 metre and improve the table drain formation. This design required 85 trees to be removed and hence required planning approval. The planning application was met with significant resistance from many, including the referral Authority (the then named) Department of Natural Resources and Environment as well as a petition signed by 338 residents.

Once again the road was re-designed with the number of trees required to be removed being reduced to 34. However, at its 18 February 2002 meeting Council decided not to support the planning permit for the removal of the 34 trees, but to advocate for a reduction in the speed limit as an alternative measure to improve safety.

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VicRoads trialed a 60km/h speed limit for 12 months along the length of road. During the trial, data was undertaken in July 2003 which showed a mean traffic speed of 60km/h with 85% of traffic travelling at 75km/h or less. In February 2003 Council requested VicRoads' approval to install permanent 70km/h speed signs. Approval was gained and in June 2004 permanent 70km/h speed signs were installed.

The turn over of ownership of properties in this area is relatively high and this tension about the balance of protecting vegetation versus road safety has continued to reemerge. The most recent conversation concerning vegetation on the roadsides came about in late 2010 when a request was made for the assessment of the sight distances at the McGlashans Road and Maldon Road intersection. During the inspection, it was considered that further works were required and trees were marked for removal. A sign informing the road users that these works would occur was erected onsite. This action was met with strong opposition from some community members and support from others.

Works were put on hold pending further investigation.

CoGB staff then met with the local Landcare group (Mid Loddon Landcare Network) to verify information about the environmental values of the road and history of community involvement in protecting those values.

Further to this, a meeting was held on 30 March 2012 at the Lockwood South Community Hall with local residents to discuss their concerns.

After the meeting, the referred petition was received. At the meeting, it appeared that large scale removal of vegetation to widen the road was generally not expected.

Consequently this option has not been investigated.

Subsequently, several letters were received in support of protecting the vegetation.

According to the traffic count conducted in August 2009, the volumes on McGlashans Road are 410 vehicles per day with approximately 8% commercial vehicles.

There has been one recorded accident (occurring in 2010) on McGlashans Rd. It involved a single vehicle and a kangaroo and occurred in daylight hours in dry conditions.

Report The Petition Officer response to the points in the petition: 1. When entering into McGlashans Road from the side street the line of sight is blocked for clear vision.

The sight distance at the intersections of Springvale Road, Nethercraig Road and Wild Cherry Road with McGlashans Road were measured and found to satisfy the requirements for Safe Intersection Sight Distance. Therefore stop signs are not required and the removal of trees is not required. Some removal of recently planted small trees near the intersection of Wild Cherry Road would improve the sight lines.

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2. When there are two cars passing McGlashans Road you can be very close to soft edges or close to trees.

When two cars pass, cars do travel close to each other and the side of the road, however it is understood that the majority of road users slow down and allow other vehicles to pass safely. This is the normal procedure in many narrow streets throughout the road network. There is enough seal width to allow a car and truck to pass in several locations however, in some instances, overhanging branches preclude this.

3. The risk of having dead or dying limbs falling from the tree canopy above.

This risk will always be present in McGlashans Road and many other roads.

Consideration of this risk is part of CoGB’s normal assessment and maintenance of the trees in any road reserve.

4. As a council owned road the 70km/h speed limit is something that could be looked at?

CoGB can assess the speed limit, but it can only be changed with the approval of VicRoads. Council lobbied VicRoads to have the speed lowered to 70km/h in 2004 after a 12 month trial. VicRoads would be highly unlikely to reduce the speed limit further, given that the 85th percentile speed of traffic in McGlashans Road was recorded as 83km/h in August 2009.

Additional Letters Since receiving the petition several emails and letters have been received expressing opposing views to that of the petition and a small number expressing support. A wide range of information and perceptions were presented in these letters and this information has been considered in the preparation of the potential options.

Traffic Management Suggestions Provided in the Letters The traffic management and works suggestions put forward by residents predominantly fall into the broad categories discussed below. More detail is provided in the attached spreadsheet.

Restricting Traffic Access - Closing McGlashans Road to all non-residential traffic would be logistically difficult and banning trucks would require trucks to negotiate the internal subdivision roads, travelling up to an extra 6.7km. While this would remove a percentage of large vehicles off McGlashans Road, garbage trucks and trucks that have business in McGlashans Road would still be allowed access. Therefore, safe clearance would still be required for these vehicles.

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Signage - Signs at intersections, driveways or crests are seen as a way to warn or inform road users of the road conditions ahead. However, some of the suggested signage would not achieve the desired outcome as they are only to guide/warning motorists and are not regulatory. Examples of signs that guide motorists include: Local Traffic Only, Road Unsuitable for Trucks, Significant Roadside Corridor. These signs have no penalty for non-compliance, whereas regulatory signs include; Stop, Give way and speed limits have fines as a penalty for non-compliance.

Road Works - A range of road works were suggested including widening McGlashans Road off Maldon Road, sealing the Springvale Road approach to McGlashans Road (this work has been completed recently) and repair to the seal edge (scheduled to occur as routine maintenance). Installing speed humps was suggested but it is not an appropriate option for a rural road with a 70km/h speed limit as they require streetlighting and additional signage.

Reduce Speed limit to 50km/h or 60km/h - As noted in the petition response, VicRoads would be highly unlikely to reduce the speed limit further given that the 85th percentile speed of traffic in McGlashans Road was recorded as 83km/h in August 2009. To promote compliance with the speed limit it was suggested that a police presence be requested. This request has been made.

Biodiversity, Landscape, Aesthetic/Amenity Values The vegetation along McGlashans Road represents a range of biodiversity, landscape and amenity values to the community. Over the past 15 years residents of the area (supported by their local Landcare group) have lobbied strongly to Council and the State government for these identified and documented values to be protected.

The conservation significance of the vegetation is 'significant', with endangered Grassy woodland communities represented including Woodlands (White Gum and Grey Box).

The vegetation is permanent habitat for many species of birds and animals including the endangered Brush-tailed Phascogale (Tuan) which is reliant on nesting hollows only found in old eucalypts. The vegetation also acts as a corridor or biolinks providing the necessary food and habitat for species in transit between remnants within the landscape.

It is also part of feeding grounds for species such as the endangered Swifts parrot.

The importance of the landscape values from an ecological perspective has been described above but the social function that these values provide is not as easily articulated. The landscape values are intrinsically linked to how we respond to the whole landscape and ourselves as part of that picture. Many respondents described how the look and feel of the area and in particular the approach (McGlashans Road) to their prospective new home influenced their decision to buy and live within this environment.

This response to their surrounding environment has also led to many residents undertaking significant revegetation activities adjacent to the roadside to further enhance the values.

According to the submissions, McGlashans Road is also valued as a wonderful place to walk and ride bicycles as well as interact with nature. It has become known as a place for TAFE students to undertake surveys and observe endangered species first hand.

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Determining Future Works Internal and external consultation, site inspections, review of the history of community and council works and decisions, and consideration of information presented by the community informed the discussion.

It became evident during the site inspections that there are several activities that fall under the heading of routine maintenance and, if these activities are not carried out regularly, the impacts on perceived safety compound. The close proximity of the trees to the road seal and the absence of the usual width of shoulder and table drain that would allow vehicles to move off the seal safely, combined with deteriorating edges to the seal and potholes, all contribute to creating a sense of ‘unease’ within motorists particularly when approaching on-coming traffic.

The following maintenance activities were identified as requiring action as soon as possible: 

Remove trees assessed as structurally unsound. Currently there are 4 trees in McGlashans Road that have been assessed by CoGB arborists as structurally unsound and likely to fall on the road. These four trees are not considered significant specimens and when removed, part of the existing trunks will be kept onsite to provide for local species of fauna;



Minor pruning of the road envelope and removal of dead tree limbs;



Repairs to the seal;



Improve the gravel shoulder; and



Install more guide posts at closer intervals (even though they are already closer than normal).



Consider the installation of additional advisory signs at crests and/or intersections.

In addition to the options suggested by residents and considered earlier in the report, an option to establish a uniform envelope clear of vegetation along the entire length of the road was investigated. This would allow a car and truck to pass anywhere along the entire length of the road. As shown below, this would involve creating an area clear of vegetation that is 4.5m high and 0.3m outside the edges of the seal.

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Envelope

4.5m 0.3m Allowance for lean

Existing Seal

0.3m Allowance for lean

This proposal would require the loss of 17 trees plus 3 dead trees and would also require numerous branches to be trimmed. In accordance with the managing native vegetation on roadsides exemptions agreement, a planning permit would not be required. However, given the long history of this matter, for the purposes of transparency it is recommended that if this option is pursued by Council, a planning permit be sought.

The creation of the road envelope by removing 20 trees would allow trucks to move to the edge of the seal without hitting branches or trees and therefore allow a car to pass it at any point. However, the road would still be relatively narrow and vehicles would still need to drive to the conditions and slow down when passing one another. Vehicles would most likely travel along the road at the same speed as they currently do. It is therefore concluded that this option provides very little improvement to the service standard but has considerable impact on environmental values and is not preferred.

Conclusion This is a complex problem with little opportunity to reach a compromise position satisfying the needs of all parties. It is a balance between addressing concerns about the perceived risks versus protecting the known biodiversity assets valued by many.

If this report had only been about responding to the petition, it would not have revealed the complexity of this matter or the level of involvement of the community over the past 15 years.

While it is appreciated that the road is not constructed to contemporary 'standards', it is considered that the matter of service standard versus environmental value was thoroughly considered at the time of construction in 2000, and the factors influencing the adopted treatment have not substantially changed.

Attachments 1. Road use, maintenance and environmental value concerns gathered from correspondence.

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RECOMMENDATION It is recommended that Council: 1. Endorses the following maintenance activities to be completed as soon as possible: a. Remove the 4 trees assessed as structurally unsound and likely to fall on the road. b. Undertake minor pruning of the road envelope and removal of dead tree limbs. c. Repair the seal where potholes and edge breaks have formed. d. Improve the gravel shoulder. e. Install more guide posts at closer intervals. f.

Consider the installation of additional advisory signs at crests or intersections.

2. Notify the submitters of the petition and those who wrote to Council of Council's decision.

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ATTACHMENT 1 McGlashans Road - Road use and maintenance concerns gathered from correspondence Concerns

Actions/treatments suggested by community

Petition - The risk of having dead or dying limbs falling from the tree canopy above.

Conduct routine maintenance removing dead or hazardous limbs.

Petition - When there are two cars passing McGlashans Road you can be very close to soft edges or close to trees.

Widen the first 50-

Drivers cut the corner

100m of the road off Maldon Road. 'Stop' signs. Mirrors. Seal intersection (20-50m of Springvale Road onto McGlashans). Remove vegetation.

when turning off Maldon Road. Sight lines need clearing. Slow down and take the time to look reduces the risk. Drive to the conditions and adopt a safe approach to entering intersections.

Close

Access is available

Sight distance at intersections of Springvale Road, Nethercraig Road and Wild Cherry Road with McGlashans Road are considered inadequate.

Petition - When there are two cars passing McGlashans Road you can be very close to soft edges or close to trees.

McGlashans Road too narrow for vehicles to pass safely.

McGlashans Road to all other users. Widen road seal. Remove vegetation. 'Local traffic only' signs.

The range of perceptions and perspectives of community members with respect to the concerns (usually verbatim) General agreement that routine maintenance particularly after storm events is required. Question just how dangerous trees are if we haven't acted already.

via other roads.

Vegetation removal not acceptable to many in the community. Suggested compromise 'envelope' is not supported by many. Drive to the conditions.

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Officer Response

The risk of having dead or dying limbs falling from the tree canopy above will always be present in McGlashans Road and many other rural roads. Support normal assessment and maintenance of the trees in the road reserve. 4 trees assessed by CoGB arborist as structurally unsound require removal.

The sight distance at the intersections of Springvale Road, Nethercraig Road and Wild Cherry Road with McGlashans Road where measured and found to be above Safe Intersection Sight Distance. McGlashans Road is not wide, but does bell out as it meets the Maldon Road.

Therefore stop signs are not required and the removal of trees is not required. Some minor removal of recently planted small trees near the intersection of Wild Cherry Road would improve the sight lines.

Mirrors are only used where there is restricted sight distance and the conditions for stop signs are met. Mirrors are not 100% reliable, so should only be used as a last resort.

The sealing of 20m into Springvale Road has been programmed.

The road cannot be close to all other users.

When two cars pass, cars do become close to each other and the side of the roads. The majority of road users slow down and allow the other vehicles to pass safely. This is the normal procedure in many narrow streets through out the road network.

An option has been put forward that would result in the creation

Built and Natural Environment - Reports

Ordinary Meeting - 13 June 2012

Pull over and let trucks pass. Cars or car and truck cannot pass safely.

Trucks and heavy vehicles can only negotiate the road by staying in the centre of the seal.

Ban trucks. Widen road seal. Remove vegetation.

Signage - 'Road unsuitable for trucks'.

- 'No Trucks over 3 (normally) tonnes'.

Petition - As a council owned road the 70k speed limit is something that could be looked at?"

Reduce Speed limit to 50km or 60km. Encourage an occasional police presence.

Driving in excess of the 70km/hr speed limit.

Drivers not being aware of the road

Warning signs at intersections,

Vegetation removal not acceptable to many in the community. Suggested compromise 'envelope' is not supported by many. Drive to the conditions. Pull over and let trucks pass. Cars or car and truck cannot pass safely. Excellent, safe and wide access is available via Mulberry Lane and Sunrise Crescent. Road is safe if speed limit of 70km is adhered to. Drivers speed and put themselves and others at risk. There is a problem with speeding including trucks and delivery vans. Tree removal clears the way to encourage increased speeding. Speeding vehicles make walking hazardous. By drivers speeding suggests that they have assessed the road as safe for 80km/hr. It is the manner in which people drive

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of a road 'envelope' as discussed in report -would allow the safe passage of trucks (individually not 2 trucks passing). The road would still be narrow, and vehicles would still have to drive to the conditions and slow so that they can pass one another.

“Local Traffic Only” signs have no legal recognition. They are a bluff sign. Would not stop trucks driving down the road, as they have business there anyway, eg they are local. “Local Traffic Only” signs are only appropriate when the road is being used as a short cut. This is not the case here.

Banning trucks in McGlashans Road would require trucks to negotiate the internal subdivision roads, travelling up to an extra 6.7km. While this would remove a large percentage of large vehicles off McGlashans Road, garbage trucks and trucks that have business in McGlashans Road would still be able to travel on McGlashans Road. Therefore safe clearance would still be required for these vehicles.

CoGB can assess the speed limit, but it can only be changed with the approval of VicRoads.

CoGB lobbied VicRoads to have the speed lowered to 70km/h in 2004.

VicRoads would be highly unlikely to reduce the speed limit th further, given that the 85 percentile speed of traffic in McGlashans Road was recorded as 83km/h in August 2009.

CoGB or residents can ask the Police to monitor speeding at anytime.

The current warning signs are more than adequate.

Built and Natural Environment - Reports

conditions or unwilling to drive to road conditions.

Drivers unaware of the ecological significance of the roadside

Road seal surface and edges need maintenance works.

Councils Obligations -

Impacting on Biodiversity, aesthetic and amenity values Long History keep having to fight the same battle.

Consultation

driveways, crests.

Speed humps / rumble strips.

Significant roadside corridor sign.

Strategic Directions Rural Roadside Conservation.

Section 6.1- Develop Environment Management Plan

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which is unsafe not the road that is unsafe. For those with an alternative route take it and stop complaining. Driving safely is an inconvenience.

Education - change perception.

Establish standards to which it will maintain all of its roads to and monitor and maintain all roads to those nominated standards - need a standard for high conservation roads. Implement Roadside Mgt Policy – (policy reference given). Support Sustainable Land Management principles described in CoGB publications.

Object to the development of a standard road envelopewe should be encouraging roadside veg not depleting it.

12 year issue Recurring complaints by a few not a view shared by the collective. Thinks that the issue is resolved then it re-emerges.

Petition was not widely circulatedLack of consultation.

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Speed humps not an option when the speed limit is over 60km/h.

Signage indicating that the roadside if of high conservation value could be installed. This type of sign is designed to encourage appreciation of the value of the vegetation but would not contribute to changing driver behaviour.

Works have been scheduled.

The Strategic Directions- Rural Roadside Conservation supported the maintenance of the conservation values of the road and allow biodiversity values to be considered as well as safety.

This document also details how works will be conducted to minimise incidental damage to vegetation.

Addressed in the table below

The history of community action has been considered in determining response.

An onsite meeting was held on 30 March 2012 at the Lockwood South Community Hall with local residents to discuss the latest CoGB proposal. After the meeting a petition was received urging Council to remove trees in McGlashans Road.

Built and Natural Environment - Reports

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McGlashans Road – Environmental Values

Biodiversity

Landscape view

Value

Risk to values

Endangered EVCs

Removing trees

Box/Gum Woodlands (including White Gum) and Grey Box Woodlands. Brush-tailed Phascogale (Tuan) frequents the area and is listed as endangered. Habitat including nesting hollows. Swifts parrot feeding ground. Barking Owls recorded.

Reduces the canopy cover leading to greater exposure to storm damage leading to further vegetation removal for maintenance. o Reduces a 'stand' of vegetation's ability to withstand the impact of 'edge effects'. (eg fence line clearing, spray drift, pest attack). o Reduces habitat values including nesting hollows.

It takes approximately 80-100 years for a eucalypt to begin to provide hollows. o Minimises available food sources. o Increases light and heat penetration to the ground layer thereby altering the composition of the understorey, potentially increasing weediness and inhibiting regeneration opportunities. The area is susceptible to raising salinity levels with problems re-emerging after the end of the recent drought, vegetation helps to manage groundwater and salinity levels. Removing vegetation further modifies the landscape reducing aesthetic values. Including loss of appeal to perspective purchasers - There is a high turnover of properties in this area.

Provides linkages for wildlife to move between vegetated blocks.

Encouraged private property

Aesthetics / Amenity

owners adjacent to the roadside corridor to undertake revegetation works to further increase the values of the roadside habitat. The vegetation is part of the overall landscape and would have been part of the overall appeal enticing prospective purchasers. Access for education opportunities.

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o

Economic Development - Reports

3.

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ECONOMIC DEVELOPMENT

Nil.

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Community and Culture - Reports

4.

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COMMUNITY AND CULTURE

4.1 DRAFT VIOLENCE PREVENTION PLAN 2012-2015 Document Information Author

Romina Lougoon, Social Research and Policy Officer

Responsible Director

Ross Douglas, Acting Director Planning and Development

Summary/Purpose This report recommends that Council approve the public release of the draft Violence Prevention Plan for the purpose of inviting community comment, prior to considering adoption of the final Plan.

Policy Context Council Plan Reference: The Council Plan 2009-2013 (Updated 2011) under the Goal Area ‘Community and Culture’ has the Strategy ‘work collaboratively to promote community safety and healthy living’. Within this Strategy is the action ‘develop a strategic approach to Violence Prevention and participate in a range of actions to prevent violence against women’.

Strategy Reference: The Health and Wellbeing Strategy 2009-2013 under the theme ‘healthy lifestyles, incorporating mental health and wellbeing’ is the action ‘in consultation with the Safe Community Forum, partner a process to develop a Violence Prevention Plan for the City of Greater Bendigo (building on the GLOVE Project)’.

Council Policy Reference: The Greater Bendigo City Council has adopted the position statement “Greater Bendigo City Council say NO to violence against women”.

Background Information In Australia intimate partner violence is the leading cause of ill health and premature death in women aged 15-44 years. In 2011, there were 21,158 females aged between 15-44 years living in Greater Bendigo. They account for just under 40% of the total female population in the municipality. This means domestic violence can affect many people within our municipality.

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At its Council meeting on 20 October 2010, Councillors signed a position statement titled “Greater Bendigo City Council says NO to Violence against Women”. This was an important step for the Council to publicly oppose violence against women and it identified the need to develop a strategic approach to whole of community violence prevention.

The City of Greater Bendigo, Mt Alexander Shire and Macedon Ranges Shire have been successful in obtaining funding from the State Government (an initiative of A Right to Respect: Victoria’s Plan to Prevent Violence against Women 2010-2020) to conduct the “Preventing Violence Against Women in our Community” pilot project in a collaboration across the three municipalities on preventing violence against women.

The Council, at its meeting on 28 September 2011, endorsed the objectives in the project brief for the City of Greater Bendigo (CoGB) Violence Prevention Plan.

Objective 1: The City of Greater Bendigo will offer a range of strategies in partnership with other organisations networks and community members designed to increase awareness and community endorsement for strategies designed to prevent violence, and assist those affected by violence to find the services they require. This is an ‘outward looking’ objective designed to increase community knowledge and capacity to prevent violence.

Objective 2: The City of Greater Bendigo will be a role model in the adoption of organisational strategies to reduce the risk of Violence in the community and which increase staff awareness of services available to provide direct assistance for those affected. This is an ‘inward looking’ objective designed to increase the competency of City of Greater Bendigo staff to prevent, recognise and manage violence against others appropriately.

Previous Council Decision Date: 28 September 2011 Report Violence is a complex issue and no single factor can be singled out as to why some people behave in a violent manner while others don’t. There can be a number of factors including biological, social, cultural, economic and political factors.

The City's Violence Prevention Plan sets out a clear policy direction on violence prevention: Greater Bendigo City Council understands violence in any form is a serious and preventable health issue for the Greater Bendigo Community and does not condone the use of violence in any form towards any member of the community.

Working in partnership with the community and key service providers, we can create a municipality that is gender equitable, respectful and inclusive. We can do this as a role model and by raising community awareness, providing information, creating inclusive community settings, and fostering respectful attitudes and relationships.

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Community and Culture - Reports

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To ensure the City's Violence Prevention Plan aligns with the State Government’s ‘Preventing Violence against Women and their Children’ Plan, the actions to preventing violence in the draft City of Greater Bendigo Violence Prevention Plan action plan is split between the three key prevention strategies listed in the State Plan. These are: 1. Changing attitudes and behaviours; 2. Fostering organisations, communities and cultures that are gender equitable and nonviolent; and 3. Promoting respectful and gender equitable relationships between men and women, boys and girls.

Using the information sourced from the consultation undertaken, the actions were prepared in collaboration with responsible Managers at the City of Greater Bendigo, the Steering Group and Project Reference Group.

Below is a summary of the actions in the draft Plan.

Changing attitudes and behaviours  Undertake a mapping exercise of current services available in relation to violence and develop a Community Engagement Plan that sets out how to disseminate the findings to the community and violence prevention sector.  Investigate community awareness strategies.  Develop a universal ‘slogan’ not condoning violence in any form and promote the slogan.  Work with local media to raise awareness around the issue.  Advocate for the continued operation of the Salvation Army 'Chill Out Space'.  Promote key dates such as White Ribbon Day.  Support the Safe Community Forum and Bendigo Liquor Accord in their community safety work.  Collaborate with key stakeholders who work in violence prevention.  Evaluate, review and renew this Plan.

Fostering organisations, communities and cultures that are gender equitable and nonviolent  Newly elected Councillors to sign the ‘Greater Bendigo City Council says NO to violence against women’ position statement.  Develop a Greater Bendigo City Council Family Violence Prevention Policy.  Provide training to staff to build skills in relation to disclosures of family violence.  Gender Equity to be considered in Council Plan values and/or strategic directions.  Investigate ways to ensure gender equity is considered in all forms of community engagement.  Establish a reference group to consider joint action in relation to violence prevention.  Use CPTED (Crime Prevention Through Environmental Design) principles in the review of all City of Greater Bendigo Strategies.  Support the implementation of the Central Victorian Prevention of Violence against Women in our Community (Central Victorian Cluster) Project Plan.

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Promoting respectful and gender equitable relationships between men and women, boys and girls  Investigate and implement an effective parent program that has an underlying violence prevention focus.  Investigate and implement a violence prevention workplace policy and programs.  Develop a commitment statement to be signed by key leaders within the community.  Support and advocate resourcing for proven violence prevention programs as and when appropriate.  Investigate the feasibility of developing a City of Greater Bendigo internal White Ribbon Committee and provision of appropriate training.  Budget bid to be made each financial year to support initiatives associated with White Ribbon Day.  Explore the opportunity to include gender equality and respect clauses in the Internal Review of Grants Programs and other forms of financial assistance.  Advocate for the inclusion of school based programs that focus on gender equality and respect.  Ensure continual City representation on the Bendigo Elder Abuse Prevention Network.

In actioning the Violence Prevention Plan 2012-2015, the City of Greater Bendigo will assume many and varied roles. Some activities will require resource allocation through Council’s annual budget process. In addition to progress reports updating Council through the life of the Plan, the action plan will be evaluated at the end of its three year term and form the basis of the review and renewal of the Plan.

The overall implementation of the Plan will be driven by the Community and Cultural Development Unit. Evaluation and reporting will be undertaken by the Strategy Unit as specified in the Plan. Throughout the implementation of the action plan, the City of Greater Bendigo will continue to collaborate with service providers and stakeholders and build partnerships.

Priority/Importance: Developing the Violence Prevention Plan is of high importance as it is listed as a key action in the Council Plan 2009/13 (updated 2011) action 3.7.2.

Timelines: The draft Violence Prevention Plan will be out for community comment for a period of one month.

Risk Analysis: The major risk is not planning to prevent violence in the community and a failure to adequately engage with the community, service providers and all units of the City of Greater Bendigo. Failure to engage sufficiently could result in:  Developing a plan that has little ownership and therefore little energy to drive it forward; PAGE 73

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 Failing to harness and capitalise on existing strengths and resources from other services and the community;  Developing a Plan that has a limited focus;  Missing out on opportunities to identify issues relevant to our community around this issue; and  Violence could continue to increase as shown in recent crime statistics.

The project brief includes two strategies to mitigate this risk.  Provide a governance structure for developing the Violence Prevention Plan that includes a cross section of City of Greater Bendigo staff as well as external input.  Ensuring a communication and consultation process that ensures the input of a range of service providers and community members.

Consultation/Communication A range of consultation with key internal and external stakeholders, service providers and community members has been undertaken to ensure the Violence Prevention Plan is based on the needs and aspirations of people in Greater Bendigo. These included structured discussions with service providers and City of Greater Bendigo staff and a forum and workshop titled ‘Achieving respect and gender equality in Greater Bendigo’ that was attended by 100 people including service providers, local government and state government representatives, community members, sporting organisations and school children from Catholic College Bendigo. A background report was developed that provides an overview of relevant data and information to support the consultation undertaken.

The governance of the project has included a Project Reference Group and Steering Group. The Project Reference Group is made up of service providers who registered their interest to be part of the group. Their main role has been to provide feedback and advice throughout the development of the Plan.

The Steering Group has representatives from the City of Greater Bendigo from areas that will have a direct role in implementing the Plan. The main role of this group is to provide internal direction and feedback throughout the development of the Plan and support the Project Manager. Both groups were also expected to communicate the project development to their respective units/businesses and also to bring information to the group that would help in the development of the Plan.

Internal Consultation:  Internal Steering Group  Meetings with key internal staff  Meetings with Responsible Managers External Consultation:  Project Reference Group  Meetings with key stakeholders  Workshop and Forum with 100 people attending

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Community and Culture - Reports

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Consultation will also occur when the draft Plan is out for community comment. The Project Manager will go to various stakeholders to seek their feedback on the Plan.

Resource Implications The implementation of the City of Greater Bendigo Violence Prevention Plan will need to be resourced.

Budget Allocation in the Current Financial Year: $11,000 Projected costs for future financial years: subject to annual budget allocations Implementation of this Plan will require annual budget consideration each year.

Conclusion The draft Violence Prevention Plan is now presented to Council for consideration and approval for release for community comment. Any comments received will be reviewed prior to presenting the final Plan to Council for adoption.

Attachments 1.

Draft City of Greater Bendigo Violence Prevention Plan 2012-2015

RECOMMENDATION That the Greater Bendigo City Council resolve to approve the public release of the draft Policy Statement and Violence Prevention Plan for one month for the purpose of inviting community comment, prior to consideration of the final Plan.

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4.2 2012

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COUNCIL PLAN REVIEW - FINAL FOLLOWING PUBLIC EXHIBITION

VERSION

FOR

Author

Lyn Talbot, Corporate and Community Planner, Strategy

Responsible Director

Ross Douglas, Acting Director Planning & Development

ADOPTION

Summary/Purpose This report details the outcomes of community consultation and public submissions after exhibition of the draft 2012 Council Plan. The report summarises the informal submissions made at a range of community consultation sessions and the written submissions received on the penultimate draft of the Council Plan. In each case officer responses are outlined in the report and the recommended changes are noted where appropriate.

The report recommends that the Council Plan 2009-2013 (Revised 2012) be adopted.

Policy Context In accordance with Section 125 of the Local Government Act 1989 (the Act) an annual review of the Council Plan has been undertaken. Community participation in all aspects of the planning process is essential.

This broad review process ensures that Councils' strategic directions and agreed activities continue to be appropriately reflected in the Council Plan which in turn informs the formulation of the budget and Directorate work plans for 2012-13.

After preparation of the draft Council Plan 2012 the draft has been used as the basis for community consultation sessions with a range of community groups as set out in the previous report to Council. A total of 134 community members took part in consultations and provided comment on the draft, including 64 years 9 and 10 students. Following Council endorsement of the penultimate draft of the 2012 Council Plan a copy has been made available for written and verbal public submissions. Written submission closed on Monday 4 June and verbal presentations to a committee of Councillors were invited from submitters, at the Council Forum at 5.00pm on June 6th.

Council Plan Reference: The Vision contained within the Council Plan 2009-2013 (Revised 2012) is: Greater Bendigo will be the best place to live, work and visit, where:  Growth and living standards are managed to sustain and enhance quality of life  A regional culture of learning, creativity and innovation allows people to flourish  Its rich natural and cultural heritage is conserved for today and tomorrow  Resilience, local spirit and identity are proudly celebrated.

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Background Information Under Section 125 of the Act, Victorian local governments are required to prepare a Council Plan every four years. This is one of the most important activities a Council undertakes, as the Council Plan sets the vision and high level strategic objectives for the Council term (4 years), and guides at the highest level every other activity undertaken by the Council during that time. It is also a requirement that the Council Plan must also be reviewed at least annually to ensure it remains consistent with Council’s strategic direction.

To date:  Councillors have provided information about emerging issues to be foreshadowed in the Council Plan and advice about minor revisions needed to make the document more accessible.  City of Greater Bendigo Managers and Directors have added the key actions within their areas to achieve Council’s vision and maintain direction during the coming financial year.  Community members from a range of interest groups have contributed actively to the drafting process.  The draft Council Plan has been exhibited for public submissions for 30 days, and submitters have been provided with an opportunity to speak to their submissions, in accordance with the Local Government Act (1989).

Previous Council Decision Dates: The City of Greater Bendigo Council Plan 2009-2013 was adopted by Council at its meeting of 17 June 2009.

The Council Plan 2009-2013 (Revised 2011) was adopted by Council at its meeting of 15 June 2011.

At the workshop at the Council Forum on 16 November 2011, Councillors identified a number of emerging issues which warrant a higher profile in Council Planning activities.

At the Council meeting of 4 May 2012, Council endorsed the draft Council Plan 20092013 (Revised 2012) for public exhibition and written submissions.

This iterative process of development and refinement is in accordance with the Communications Plan previously presented to the Councillors Forum in March 2012.

Report After twelve months of use, the review process provides an important opportunity to examine how effectively the Council Plan is articulating and guiding implementation of Council priorities and directions in both a strategic and practical sense.

The revised 2012 Council Plan has been drafted:  Minor editorial changes have been made in order to clarify the policy and intent of the current Council directions.

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 A range of factors and emerging issues have been presented which are continuing to shape the nature of Greater Bendigo. These include: 1. State and Federal focus on Regional Australia 2. Supporting cultural diversity and tolerant neighbourhoods 3. Approaches to supporting population behaviour change 4. Climate change adaptation and risk preparedness 5. Our City: Planning for growth 6. Access to high-speed broadband internet services.  A detailed overview is presented outlining the mechanisms by which community input and information relating to local priorities and population characteristics are brought for consideration into the Council Planning and budget processes.  Information relating to the altered municipal ward boundaries, Councillor representation and forthcoming election processes has been included.  Annual actions have been identified with an aim that they are clear, relevant, specific and measurable over the coming financial year.  Indicator statements have been revised and broadened.  The Financial Resource statements have been updated following detailed budget deliberations and advice from the Finance Manager.  Community consultation sessions have been conducted in accordance with the Community Engagement Strategy and the plan set out in the previous Council Report of 28 March, 2012.  The draft Council Plan 2012 was advertised for formal exhibition for 28 days, from Saturday 5 May, 2012.

Priority/Importance: The project is high priority due to the statutory, functional and budgetary requirements associated with the Council Plan. In accordance with the Act a revised Council Plan must be adopted by Council prior to 30 June 2012.

Council is asked to formally adopt this revised Council Plan.

Risk Analysis: It is noted that the combination of statutory timeframes for public exhibition and submission to the Minister, as well as Council meetings cycles can constrain the time for post evaluation of public submissions. While this impact was managed through a quick response to public submissions this year, there is a potential risk to effective reporting of public comment. Project planning for next years new Council Plan has commenced with a focus on continual improvement of process, engagement and outputs.

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Consultation/Communication Internal Consultation: Considerable internal consultation has occurred and each Manager and Director has been instrumental in assisting in developing the actions. The new actions from the 2012/13 Service Plan for each Unit were added directly into the revised Council Plan for 2012. Since then a process of refinement has been undertaken, including senior staff consideration of the recommendation made by community members during earlier community consultations and formal submissions on the penultimate draft. This final draft has a focus on major and new initiatives and planning activities to be undertaken in the year ahead. This process is also set out in the planning diagram contained in the Council Plan, 2012.

The processes of refining and expanding the range of indicators that are reported has continued. A number of changes have been made to the outcome indicators to be reported in the next cycle in response to changes in the Local Government Community Satisfaction Survey items prepared by the Department of Planning and Community Development. Some of the items are compulsorily reported by all Victorian Councils, and some have been chosen by the City of Greater Bendigo to best reflect the range and effectiveness of the Council Plan actions.

External Consultation: Informal Community Consultation on the earlier Draft Feedback on the anticipated Strategies and Actions for 2012-13 in the draft Council Plan has been gained from community members at a series of facilitated sessions which were mostly conducted as a part of community meetings that are already scheduled for another purpose, as set out in the table below.

Community Group

Councillor & Staff

Bendigo Local Indigenous Council

2 staff

7

Bendigo Tourism Board

4 staff, 1 Councillor

9

Local Settlement Planning Group

2 staff

9

Women’s Health Loddon Mallee

1 staff

6

World CafĂŠ- public consultation

3 staff, 1 Councillor

6

Catholic College Secondary Students (years 9 and 10)

2 staff

64

Bendigo Business Council

1 staff

9

Showcasing Eaglehawk 3556 event

1 staff

19

Youth Advisory Group

3 staff

5

TOTAL

Community

134

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The active engagement by these groups in the development process and participants’ thoughtful responses suggest that targeted engagement strategies such as these provide a greater breadth of participation which are less resource intensive than methods previously used. A number of participants made very positive comments about City of Greater Bendigo major projects, new and ongoing activities and community engagement efforts in addition to the suggestions for change summarised below.  Number of existing actions endorsed = 43  Number of new actions included = 1 (see table below)  Number of additional recommendations supported which have been referred to the relevant directorate for consideration = 20  Number of additional suggestions, (including endorsements, suggested changes to Council directions and suggestions for the future) = 68 Table summarising proposed new action in the Council Plan What we will do in Community Feedback 2012-2013 4.6

Recommendation

Recommend New Action 4.6.2 - The planned activities in this area relating to best value reporting have been made explicit in a new  Proposed major projects action. should have a clear business plan

Demonstrate strong World Café corporate  The process of budget governance prioritising needs to be transparent- major projects should be shown in forward estimates

Refer also to Attachment A for a comprehensive table summarising all community feedback and suggested City of Greater Bendigo responses.

Formal Community submissions to the penultimate draft (with or without verbal presentation to Council).

In accordance with the requirements of the Local Government Act 1989, the Council Plan 2009-2013 (Revised 2012) was formally exhibited for 28 days.

Following the community consultation sessions and the period for public submissions all submissions were considered by Directors and Councillors. At a meeting of a Committee of the Council held on 6 June, 2012 at 5pm, June Houlahan and Ted Coleman (via teleconference) spoke to their submissions.

The submissions and recommended actions are summarised in the following table.

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Summary of Submission

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Officer Comments

Recommendation

This is not in the work plan or budget for 2012-2013.

No change.

The feedback has been forwarded to the Recreation team for consideration in their future work planning.

Requesting a purpose built ice sports facility be constructed in Bendigo with a commitment documented in the 2013-2017 Council Plan:

This is not in the work plan or budget for 2012-2013.

No change.

 a number of prior

Submitters were advised that there was no change to the 2010 plan.

Lesley Burston Calling for a feasibility study into the establishment of a new ice skating rink in Bendigo.

Chontel Stephenson

submissions have been made; (following the 2010 presentation to Council the submitters were advised that Council decided on no action);

 states a new rink has been promised ‘over a dozen times’;

 the health benefits of ice skating;

 options exist for coconstruction at Schweppes Centre and as part of Kangaroo Flat aquatic development;

This is not correct- no ‘promise’ has been made.

Council must balance the need to develop a range of major sporting facilities across the entire population, and account for the cost of their ongoing maintenance.

 Potential to use such a facility for other activities in the summer period.

 argument made about the link to action 2.1.5 in the Council Plan, and potential of such a facility to attract visitors etc.

 Request to discuss these

Noted

matters with relevant staff

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The feedback has been forwarded to the Recreation team for consideration in their future work planning.

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Summary of Submission

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Officer Comments

Recommendation

No information on salary costs as a proportion of total income.

This information is reported in the Annual Report each year.

No change - continue Annual Report reporting format.

Airport upgrade wasted fundsshould have acquired land for a new airport site.

Noted.

No change.

Sandhurst Theatre is inappropriate - site should be levelled for expansion of BSSC.

The site is a State Registered Heritage building on Crown Land, so Council has no control.

A partnership in funding for the development with schools was possible here which would not have been possible otherwise.

No change.

Move QEO to edge of Bendigo and expand Capital and Art Gallery to this site

QEO is also a State Registered Heritage site.

No change.

Walk BendigoHargreaves Street an expensive mistake.

Walk Bendigo is more than Hargreaves Street and it is effective in its aim to calm traffic.

No change.

Bus interchange at Mitchell Street - crowding and lack of seating.

Improvements to the Mitchell Street interchange are ongoing.

No change comments will forwarded.

Library upgrade- lacks vision:  will not be big enough to meet future demands;  façade is not in keeping with Town Hall.

Careful planning based on projected needs, user behaviour and architectural advice has been undertaken.

No comments forwarded.

Need for increased CoGB staff accommodation:  not supported - more important issues;  sufficient Government buildings are available.

Noted: options to meet staff accommodation needs are all being considered.

No change.

Customer service staff are not aware of what has been said in the press.

Extensive customer service staff training is undertaken. Ongoing efforts are being made to enhance internal communication.

No change.

An internal cost-evaluation audit should be undertaken.

An ongoing cycle of financial audits is undertaken

No change.

June Houlahan

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be

changewill be

Community and Culture - Reports

Ordinary Meeting - 13 June 2012

Summary of Submission

Officer Comments

Recommendation

More lobbying is needed to bring additional manufacturing industry to Bendigounemployment of young people is leading to a range of antisocial behaviour.

Extensive lobbying on these and other Bendigo development needs is undertaken by CEO, Executive Staff and Councillors (see action 2.1). The Bendigo Manufacturers Group is partnering with CoGB in a youth employment options project.

No change action 2.1).

‘Big Ticket’ items are not enough – emphasis is needed on drainage, transport, employment, law and order: - Councillors are elected to oversee these matters.

Achieving a balance between current and future needs is always a challenge. A number of the matters raised are not the primary responsibility of Council.

Noted.

Noted.

No change.

As staff are responsible for Service Planning and implementing the actions, it must be an integrated collaborative process.

No change.

Comment about the lack of  The Council Plan includes ‘match’ between budget and the items that are not routine Council Plan. or day-to-day – thus they are new and unique.  Council Plan guides budget  The budget must include ALL development. activities, thus many routine activities are included in the  Council Plan ‘sets out new budget that will not be in the and unique actions’.

Council Plan  The wording is consistent  Budget includes a number of with the content of the items not listed in the Council documents and the Plan. processes being undertaken, and is in line with Local Government reporting requirements

No change.

Ted Coleman Most actions omissions.

OK

some

The ‘Plan is a Charter between Councillors, staff and community’- the statement is inaccurate.

Strategic indicators:

 2012-13 targets not shown.

The presentation style is aimed at showing trend over time.

No change.

 Some (process) indicators

Process indicators are an important way to track use of services and demand on service unit staff- they assist with planning and documenting activity.

No change.

are ‘meaningless’.

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(see

Community and Culture - Reports

Ordinary Meeting - 13 June 2012

Summary of Submission

Officer Comments

Recommendation

 Council Plan Strategic

As explained in response above.

No change.

 Where the wording ‘new

No change.

indicators do not correlate with Budget Key Strategic Activity statements.

 Targets are not specific (new measure, equal to or greater than)

measure’ is used this is a new question to be included in the next State government Customer Satisfaction Survey – there is no baseline measure as yet.  Where the wording ‘equal to’ or ‘greater than’ is used, a relevant measure from as previous year(s) is also included.

Not all actions are ‘new and unique’ –some are continuing.

Where the actions of an adopted Council Strategy are spread over a number of years, the strategy is not new, but it is included in the Plan, to reflect the new actions for the forthcoming year.

(This has been carefully audited.)

No change.

Community Consultation – World café was ‘well meaning and poorly delivered’.

The World Café is a very well recognised and widely used community discussion format. It formed part of an integrated consultation plan which exceeds the legislative requirement.

Noted.

A number of suggested principles (and values) were provided to be used to guide planning (such as equity, transparency, accountability, needs analysis).

Noted: The principles and values are developed and adopted by the Council when they formulate a new 4-year Council Plan.

Noted: These suggestions will be carried forward.

Economic Development ‘is a shocker' (? inference that many industry sectors are not included).

EDU staff work regularly across a range of industry sectors and manufacturers, undertaking a range of advocacy and lobbying activities on behalf of organisations and community members.

No change.

Council Plan 2013 should include provision for an independent external and public review.

Noted: A new Council Plan will be prepared in 2013- this provides an extensive opportunity for detailed internal and external review and renewal.

No change.

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Community and Culture - Reports

Ordinary Meeting - 13 June 2012

Conclusion Development of the Council Plan each year is an iterative process where the priorities of the full range of people affected by it are considered and incorporated where they fit with the stated priorities. These directions, initiatives and actions drive the Council budget.

Community consultation activities have provided a broad range of comments. A number of people taking part in these sessions endorsed current directions or suggested further strengthening of current actions. Many people also made more global comments about long term goals for Greater Bendigo. To make best use of this valuable community engagement in the future, especially because a new Council Plan will be developed next year, it is suggested that the community consultation period be conducted earlier in the development process (such as February 2013) when actions and budget are being developed, rather than when these decisions are almost finalised.

Formal community feedback on the penultimate draft has been conducted in accordance with the requirements of the legislation. Submissions made during this process have been considered in a similar process to that out above.

The final draft Council Plan 2009-2013 (Revised 2012) is now presented to Council for consideration.

Resource Implications The Council Plan Review has been undertaken using internal staff resources. advertising, design and printing cost are covered in the current budget.

The

Attachments 1.

Draft Council Plan 2009-2013 (2012 Revision)

RECOMMENDATION That the Greater Bendigo City Council resolve to adopt the draft Council Plan 2009-2013 (Revised 2012).

PAGE 108

Our People, Our Processes - Reports

5.

Ordinary Meeting - 13 June 2012

OUR PEOPLE, OUR PROCESSES

5.1 ACCOUNTS PAYABLE AND CONTRACTS AWARDED UNDER DELEGATION Document Information Author

Janet Worthington, Accounts Payable Officer Leeanne Taig, Administrative Assistant, Contract and Project Coordination Unit

Responsible Director

Marg Allan, Director Organisation Support

Summary/Purpose The purpose of this report is to provide information on accounts payable issued under delegation.

Policy Context Provide high quality professional services by undertaking responsible business planning to ensure long-term sustainability.

Report Cheque Nos.

154307

Electronic Funds Transfer

084085

to to

154501

$

1,023,170.33

084920

$

8,787,130.14

The pre-payments as listed above totalling $1,023,170.33 and Electronic Funds Transfer $8,787,130.14 are submitted for the information of Council.

Contracts Awarded under Delegation The following contracts subject to public tender, have been issued under delegation by the officer as listed (Instrument of Delegation - August 5, 2009):

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Our People, Our Processes - Reports

Ordinary Meeting - 13 June 2012

Contract No

Project

Successful Contractor

2554

Stage 5 of the Loddon Mallee South Regional Growth Plans (LMS RGP)

The Trustee for Femoy Family Trust T/A Provincial Matters

MAV – Agreement

Australia Post

100003

postbillpay

Value (GST Excl)

Delegated Officer

Date Signed

37,800.00

Craig Niemann

17 May 2012

As per schedule of rates

Neal Wrigley

25 May 2012

Attachments 1.

A listing of the cheques and electronic funds transfer are included in the attachments to the Business Paper.

RECOMMENDATION That the Delegated Authority for Accounts Payable and Contracts, as outlined in this report, be endorsed by Council.

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Our People, Our Processes - Reports

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5.2 RECORD OF ASSEMBLIES OF COUNCILLORS Document Information Author

Peter Davies, Manager Executive Services

Responsible Officer

Craig Niemann, Chief Executive Officer

Summary/Purpose The purpose of this report is to provide the record of any assembly of Councillors, which has been held since the last Council Meeting, so that it can be recorded in the Minutes of the formal Council Meeting.

Policy Context An amendment to the Local Government Act 1989, which came into effect on September 24, 2010, requires the record of any assembly of Councillors to be reported to the next practicable Council Meeting and recorded in the Minutes.

Background Information The Local Government Act provides a definition of an assembly of Councillors where conflicts of interest must be disclosed.

A meeting will be an assembly of Councillors if it considers matters that are likely to be the subject of a Council decision, or, the exercise of a Council delegation and the meeting is: 1.

2.

A planned or scheduled meeting that includes at least half the Councillors (5) and a member of Council staff; or an advisory committee of the Council where one or more Councillors are present.

The requirement for reporting provides increased transparency and the opportunity for Councillors to check the record, particularly the declarations of conflict of interest.

Report Outlined below are the details of assemblies of Councillors held since the last meeting.

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors Staff/ Community Representatives

Ordinary Meeting - 13 June 2012

Meeting Information Waste and Resource Management Advisory Committee Tuesday May 8, 2012 1. Project Manager report 2. Strategy timelines and role of the Advisory Committee 3. Stakeholder engagement planning 4. Background paper 5. Process for appointment of Committee Chair 6. Feedback on meeting Attendees/Apologies Cr Peter Cox Cr Barry Lyons Jeff Cummins Rebecca Dempsey Veronica Hall Chris Harrington Nicole Hood Verity Lougoon Glenn Morrison Danny Potter Brian Stanmore Darren Fuzzard Susan Hayes Apology: Don Erskine

Conflict of Interest disclosures Matter Councillor making disclosure Councillor left meeting No. Cr Cox declared a conflict of interest (indirect No. This was a general financial interest) due to his employment with declaration for the duration Future Employment Opportunities. of the committee term.

Any specific conflicts will be named as they arise in future meetings.

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors

Staff/ Community Representatives

Ordinary Meeting - 13 June 2012

Meeting Information Councillors' Forum Wednesday May 9, 2012 1. Presentation on revaluation 2. Presentation from VATMI 3. Parking at Kangaroo Flat Railway Station 4. Proposed planning application for Howard Street/Strickland Street, Epsom 5. Meeting with Shadow Parliamentary Secretary for Roads and Regional Transport 6. Outdoor dining barriers 7. Cost of vandalism 8. Street signage 9. Gaming Policy 10. Positive feedback from residents of Mia Mia and Redesdale 11. Completion of sewerage work in Heathcote 12. Water for Lockwood South Bowling Club 13. Supervision of infrastructure works 14. Inventor Awards 15. Vegetation removal from nature strips and road reserves Notice of Motion 16. Lopping of street trees 17. Municipal Charge 2012/2013 Attendees/Apologies Cr Alec Sandner Cr Rod Fyffe Cr Rod Campbell Cr Peter Cox Cr Barry Lyons Cr Bruce Phillips Cr James Reade Cr Keith Reynard Cr Lisa Ruffell Craig Niemann Pauline Gordon Marg Allan Darren Fuzzard Andrew Lyons Alison Campbell Apologies: Peter Davies, Prue Mansfield, Stan Liacos

Conflict of Interest disclosures Matter Councillor making disclosure Councillor left meeting No. Yes / No

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors

Staff/ Community Representatives

Ordinary Meeting - 13 June 2012

Meeting Information Councillors' Forum Wednesday May 16, 2012 1. Planning matters 2. General Business Late night food van trading Big Hill Enterprise Job losses at BRiT Bendigo Sustainability Group 3. Draft Integrated Fire Management Plan 4. Purchase of Third and Final Property required for Bendigo Airport expansion 5. Draft Agenda Review 6. Second Tenancy at Edward Street Car Park 7. Rate Modelling Attendees/Apologies Cr Alec Sandner Cr Rod Fyffe Cr Rod Campbell Cr Peter Cox Cr Barry Lyons Cr Bruce Phillips Cr Keith Reynard Apologies: Cr James Reade, Cr Lisa Ruffell Craig Niemann Marg Allan Stan Liacos Ross Douglas Robyn Major Andrew Lyons Alison Campbell Apologies: Peter Davies, Prue Mansfield, Darren Fuzzard, Pauline Gordon

Conflict of Interest disclosures Matter Councillor making disclosure Councillor left meeting No. 6.

Cr. Sandner Yes

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors Staff/ Community Representatives

Ordinary Meeting - 13 June 2012

Meeting Information Heritage Advisory Committee Thursday May 17, 2012 1. Boundary stones 2. Trade Directory/Promoting the Promoters/Restoring our Heritage 3. Heritage Awards 4. HAC submissions: - C162 Heritage Policy Citations Review - Gaol Redevelopment 5. List of eyesores/buildings in danger 6. Applications for demolition 7. Applications for Heritage Restoration Loans 8. Current amendments 9. Archaeology Week Attendees/Apologies Cr Peter Cox Helen Ashby Peter Brooks Laurie Brown Emma Bryant Elaine Doling Jordan Grenfell Kay MacGregor David Mulqueen Katie Nolan Rod Spitty Norm Stimson Darren Wright Apologies: Peter Ellis, Di Smith

Conflict of Interest disclosures Matter Councillor making disclosure Councillor left meeting No. Yes / No

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors Staff/ Community Representatives

Ordinary Meeting - 13 June 2012

Meeting Information Planning Consultation Meeting - Liquor Licence for 107-115 Queen Street, Bendigo (Bendigo Cinemas) Thursday May 24, 2012 1. Issues surrounding external surveillance of the building and surrounding properties.

2. On and off site management for anti-social behaviour.

3. On and off site management of cinema rubbish.

4. How the cinema is proposed to serve and monitor the service of alcohol.

Attendees/Apologies Cr Reade Bryce Kilian Amy Hickman Ian Montgomery Ron Bolitho Representative from Blago on behalf of objectors

Conflict of Interest disclosures Matter Councillor making disclosure Councillor left meeting No. Yes / No

RECOMMENDATION That Council endorse the record of assemblies of Councillors as outlined in this report.

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6.

URGENT BUSINESS

Nil.

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Ordinary Meeting - 13 June 2012

7.

NOTICES OF MOTION

7.1 NOTICE OF MOTION - MAJOR PROJECTS POLICY

CR PETER COX

That it be the policy of this Council when considering all major projects, that Officer reports detail all associated expenditure so that Councillors are aware of total expenditure as a result of the major project.

Officer Comment (Marg Allan, Director Organisation Support): This matter has previously been raised at a Governance Meeting and Councillors were advised that the full cost of projects was being addressed by the organisation in the following way: New Capital Expenditure (CapEx) process:  Prior to the annual CapEx budget process, a briefing session on Total Cost of Ownership (TCO) is discussed with Directors and Managers, as a key information requirement for projects to be submitted to Council TCO is highlighted on a CapEx fact sheet for relevant staff New CapEx bids are required to have a business case that includes project objectives and scope; stakeholders; assumptions and constraints; social and environmental analysis; economic and financial analysis; risk analysis; procurement strategy; implementation and timing and other supporting documentation. The instructions for the business case document stresses the need for complete details so the Total End Cost (TEC) can be established The CapEx business case document includes a financial analysis section to capture TCO and TEC information  All submissions are reviewed and the quality of the costing information is assessed/scored prior to the final review by the Executive Management Team and subsequent presentation to Councillors

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Ordinary Meeting - 13 June 2012

Additional Initiatives: The Project Management Manual is currently being reviewed and will include instructions on this issue The Building and Property Services Unit in conjunction with the Contract and Project Coordination Unit are working on establishing some standard building works specifications which will be used for both improving CapEx bids and the tendering process Staff developing the scope for major projects are conscious of the need to be more explicit about all components associated with each project being included in the briefing for Council.

There will be some projects where consequential works will be budgeted separately and identified as an additional project, particularly where works do not have to be undertaken immediately. This is so that works can be staged over several financial years. This is particularly the case where there are major master plans with a range of components that need to be developed over a long period of time.

In all projects, particularly complex major projects, the certainty about total project cost becomes greater as the level of detail is developed. The cost of a project can change as detailed design and planning permits are completed, which further define the project and any additional works. Every effort is being made to factor these considerations at the start of the project planning.

The scope of the policy proposed by this motion would need further discussion to determine what is meant by a 'major project', however, the Total Cost of Ownership is being requested for all capital works projects.

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Ordinary Meeting - 13 June 2012

7.2 NOTICE OF MOTION - POTENTIAL SALE OF MULTI-STOREY CAR PARKS

CR PETER COX

That the Chief Executive Officer present a comprehensive report to Council on the merits or disadvantages of Council selling its multi-storey car parks and that the recommendation in the report be debated at a Council Meeting.

Officer Comment (Ross Douglas, A/Director, Planning and Development): In 2009, Councillors requested an analysis of the cost benefit of selling the current multi storey car park, (MSCP) in Hargreaves Street, with the intention of using the capital funds released to part fund the proposed new car park. This analysis has concluded that the ongoing income derived from the ownership and operation of the car park, means selling it would be financially disadvantageous to the City. Given the indefinite life and use of the facility provides a long term income stream, any short term financial advantage to the financing of any new facility would be quickly offset.

There was discussion about whether the MSCP should be sold to generate funds for other projects. It was considered that the car park should be retained and funds generated could be used to service loans to fund other projects. The profit from the car park year-to-date, is $206,074, excluding depreciation.

The Council concluded to not sell the MSCP in Hargreaves Street at that time.

With respect to the new car park, any sale is highly premature. The car park needs to be finished, opened and operating before any consideration is given to a potential sale.

There are many commercial considerations associated with the Edward Street Car Park.

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Ordinary Meeting - 13 June 2012

7.3 NOTICE OF MOTION - PRODUCTIVITY AND EFFICIENCY

CR PETER COX

That Council establish a committee to analyse potential improved productivity and efficiency within the 2012/2013 budget and that the committee report back to Council before the end of August 2012 so that consideration can be given to its recommendations before the end of this Council's term in office and that two external representatives be asked to sit on the committee.

Officer Comment (Marg Allan, Director, Organisation Support): 1.

The CoGB has already committed to achieving productivity and efficiency improvements in 2012/13. The proposed budget is predicated on achieving $600,000 of efficiencies in order to fund the service and works Council has indicated it intends to deliver. To achieve this, Council staff will be required to review service areas to find savings. An organisational process is currently being established to find these required savings by December 31, 2012.

2.

Work has begun to implement a review process to achieve the $600,000 savings through process efficiency. It would be preferable to wait until this initial target was realised following which a more systematic approach should be undertaken.

3.

In addition, the suggested timeframe does not allow for proper and transparent process to appoint the independent members, however the Council’s Audit Committee has been appointed through such a process, and may be able to assist in this project.

4.

The Audit Committee Charter which was reviewed and adopted by Council on May 23, 2012. The charter includes ‘The main objectives of the Audit Committee are to assist the Councillors, management and staff by providing independent appraisals of:       

Internal control systems; The arrangements in place to safeguard assets and resources; The efficiency and cost effectiveness of the use of assets and resources; Compliance with legislative requirements and Council's policies and procedures; The integrity of information; Organisational effectiveness in terms of program efficiency and economy against the Corporate Plan; The effectiveness of the internal and external audit functions and the communication between the external auditor, internal audit, management and the Council; and

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Ordinary Meeting - 13 June 2012

ď€

To provide timely advice to Council on any matters which may be referred to it

by Council.’

5.

Given that the Audit Committee is specifically appointed for the purposes outlined above, which cover efficiency and cost effectiveness of operations it would be appropriate for the Audit Committee to assist in the review.

6.

In January, the Council considered a petition regarding a review of the organisation and potential savings. The Council did not support the proposed review because existing reviews and specific independent reviews initiated from time to time were considered adequate.

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Ordinary Meeting - 13 June 2012

8.

COUNCILLORS' REPORTS

9.

MAYOR'S REPORT

10. CHIEF EXECUTIVE OFFICER'S REPORT 11. CONFIDENTIAL (SECTION 89) REPORTS 11.1 Personnel Matter and Contractual Matter RECOMMENDATION That the meeting be closed to the public to consider a report in accordance with Section 89(2)(a) and (d) of the Local Government Act 1989, as amended, relating to a personnel and a contractual matter.

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Ordinary Meeting - 13 June 2012

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