Council Meeting Agenda 23 January 2013

AGENDA Ordinary

Meeting

Council 6.00pm Wednesday 23 January, 2013

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

NEXT MEETING: Wednesday 13 February, 2013 Bendigo Town Hall Copies of the City of Greater Bendigo Council’s Agendas & Minutes can be obtained online at www.bendigo.vic.gov.au

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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 23 JANUARY 2013

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

1.1

Petition: 'Save Our Long Gully Pool'

7

2.

BUILT AND NATURAL ENVIRONMENT

8

2.1

Planning Scheme Amendment C192 - Rezoning of Land at Part of 184 Jobs Gully Road from Residential 1 Zone to Business 1 Zone for the Purpose of a Retail Hub Consideration of Authorisation Request

8

2.2

Planning Scheme Amendment C191 - Change to Standard Industrial 1 Zone, Wellsford Estate - Consideration of Authorisation Request

15

2.3

Subdivision of Land into 6 Lots - 12 Knape Street, Long Gully

24

2.4

Subdivide Land into 3 Lots, Construction of 3 Dwellings and Removal of Vegetation - 13 Mandurang Road, Spring Gully

33

2.5

Construction of a Carport - 11 Shamrock Street, Golden Square

46

3.1

Independent Review

53

4.

ECONOMIC DEVELOPMENT

67

5.

COMMUNITY AND CULTURE

68

5.1

A Thought For Food - Greater Bendigo Food Security Research Paper

68

5.2

Bendigo Wellbeing Survey - Report

75

6.

OUR PEOPLE, OUR PROCESSES

88

6.1

Contracts Awarded Under Delegation

88

6.2

Record of Assemblies

89

6.3

Amendment to Revenue and Debt Collection Policy

94

6.

URGENT BUSINESS

96

7.

NOTICES OF MOTION

96

8.

COUNCILLORS' REPORTS

96

9.

MAYOR'S REPORT

96

10.

CHIEF EXECUTIVE OFFICER'S REPORT

96

11.

CONFIDENTIAL (SECTION 89) REPORTS

96

11.1

Confidential Attachment - Contractual Matter (associated with report no. 3.1)

96

____________________________ CRAIG NIEMANN CHIEF EXECUTIVE OFFICER

Ordinary Meeting - 23 January 2013

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 - 23 January 2013

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 - 23 January 2013

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 - 23 January 2013

CONFIRMATION OF MINUTES Minutes of the Ordinary Meeting of Wednesday 19 December, 2012.

The following items were considered at the Ordinary Council meeting held on Wednesday 19 December, 2012 at 6:00pm.

• • • • • • • • • • • • • • • • • • • • • • • •

Petition: Pedestrian Crossing, Railway Place, Elmore Petition: VicRoads Traffic Plan - Marong Links Subdivision Petition: Save the Golden Square Swimming Pool from Closing Planning Scheme Amendment C192 - Rezoning of Land at Part of 184 Jobs Gully Road from Residential 1 Zone to Business 1 Zone for the Purpose of a Retail Hub Consideration of Authorisation Request Subdivision of Land into 30 Lots - 926 Wellington Street, Strathfieldsaye Subdivision of Land into Two Lots and Construction of Two Dwellings - 5 Ellis Street, Flora Hill Construction of Dwelling and Associated Works - 2-10 Lakeside Boulevard, Derrinal Subdivide Land into 2 Lots - 97 Wright Street, Heathcote Partial Demolition and Extension to Garage, Partial Demolition, Alterations and Extension to Existing Dwelling, Construction of Swimming Pool and Deck - 2 McLaren Street, Bendigo Response to Joint Letter: Upgrade of Clarkson Road, Kamarooka Independent Review Bendigo Regional Archive Centre Business Model Natural Gas Report Community Theatre: Joint Use Agreement, Public Open Day and Naming Process Bendigo Manufacturing and Mining Equipment Initiative Economic Development Strategy - Intended Review Women Showing The Way Forum Accounts Payable and Contracts Awarded under Delegation Record of Assemblies Bendigo Stadium Report - 30 September 2012 Council's Role in Response to the Report of the Expert Panel on Constitutional Recognition of Local Government Code of Conduct 2012-216 Mayoral and Councillor Allowances Review Notice of Motion: Rezoning of 2 Club Court, Strathfieldsaye - Withdrawn

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

RECOMMENDATION That the Minutes of the Ordinary Meeting of Council held on Wednesday 19 December 2012, as circulated, be taken as read and confirmed.

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Ordinary Meeting - 23 January 2013

1.

PETITIONS AND JOINT LETTERS

1.1 PETITION: 'SAVE OUR LONG GULLY POOL'

Petitions and joint letters with ten (10) or more signatures are included in the agenda or tabled at the meeting, unless there is a separate legal process for considering the petition or joint letter, as there is for planning submissions or submissions following public notices (Section 223 LGA)].

A petition has been received from concerned residents and visitors regarding the proposed closure of the Long Gully Swimming Pool, as outlined below:

"We the undersigned residents and ratepayers of the Greater City of Bendigo respectfully request Council to: 1)

Immediately put on hold all plans to close the Long Gully Pool

2)

To re-convene a public meeting to

3)

Signatures

a.

properly consult with Long Gully residents and Pool Users as to their wishes and needs for the Long Gully Pool

b.

show cause why the pool should be closed, with details of works required and costings

c.

sound out the possibility of forming a new management committee

Ensure that the meeting is widely advertised in advance and not held at a time when most people are away on holidays".

-

1,258

RECOMMENDATION That the petition be received and a report be prepared in conjunction with the response to the petition regarding the Golden Square Swimming Pool at the next meeting of Council.

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2.

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BUILT AND NATURAL ENVIRONMENT

2.1 PLANNING SCHEME AMENDMENT C192 - REZONING OF LAND AT PART OF 184 JOBS GULLY ROAD FROM RESIDENTIAL 1 ZONE TO BUSINESS 1 ZONE FOR THE PURPOSE OF A RETAIL HUB CONSIDERATION OF AUTHORISATION REQUEST Document Information Author

Emilie Johnston, Town Planner

Responsible Director

Prue Mansfield, Director Planning and Development

Summary/Purpose This report recommends Council request the Minister for Planning to Authorise Council to prepare and exhibit an Amendment to the Greater Bendigo Planning Scheme, to rezone part of 184 Jobs Gully Road from a Residential 1 Zone (R1Z) to a Business 1 Zone (B1Z). It also includes a 1,200sqm floor space restriction on ‘shops’, to be placed in the Schedule to the B1Z. The rezoning and Schedule amendment will enable the future development of a local retail/community hub, and provide a mix of community land uses, in accordance with the Jackass Flat Structure Plan.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2012) 1.

Built and Natural Environment Strategic Objectives: • Value, conserve and enhance the rich built and natural heritage.

• Achieve high quality outcomes in planning and policy activities.

• Encourage and foster high quality design to create environments that support public wellbeing and economic success.

Background Information This site has been specifically identified under the Jackass Flat Local Structure Plan (2007, Amended 2009) as the preferred location for the development of communitybased infrastructure. A key action of the Plan (no.21) is that this site be rezoned to accommodate for this.

The key steps in the amendment process are summarised below:

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Report The Planning and Environment Act 1987 allows for a Planning Scheme Amendment to be initiated by a municipal council, or a council can respond to a request for an amendment by any person or body.

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When requesting authorisation from the Minister for Planning, Council must submit an Explanatory Report which discusses the purpose, effects and strategic justification for the amendment. Key issues identified in the Explanatory Report are summarised below.

Land Affected by the Amendment The subject site is located at 184 Jobs Gully Road. The site forms part of the Evergreen Waters Estate in the Jackass Flat New Development Area and is bound by Jobs Gully Road to the east, Jobs Gully Creek to the west and Harveys Lane to the north. It is currently zoned Residential 1 Zone and is partially within the Environmental Significance Overlay that follows the onsite watercourse. It is also within a Development Plan Overlay, which references the Jackass Flat Structure Plan. The site has an almost regular shape and is approximately 7,200m2 in area.

The site is predominantly cleared of vegetation, except for some established native vegetation species along the site’s western (Jobs Gully Road) and eastern frontages.

The site is located approximately 200m north of the intersection of Jobs Gully and California Gully Roads and is located approximately 5km north of Bendigo’s Central Business District, and approximately 2.5km north east of the Eaglehawk Activity Centre.

Most land in the vicinity of the subject site is zoned Residential 1, with land to the southwest, west and northwest in small developed lots and land to the eastern side has a permit to be subdivided in similar fashion (currently large lots). The golf course is within the vicinity of the site also, but is zoned Special Use Zone.

What the Amendment Does The Amendment seeks to rezone the subject site from Residential 1 Zone (R1Z) to Business 1 Zone (B1Z). The rezoning will enable the future development of a local retail/community hub in accordance with the Jackass Flat Structure Plan. In addition, a new commercial floorspace restriction on the subject site of 1,200m2 for shops will be inserted into the schedule to the Business 1 Zone. This is consistent with the draft concept plan submitted by the applicant.

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Why the Amendment is Required The Amendment is required to facilitate the development of a mixed use retail and community hub for the needs of the existing and emerging local community. The development of a mixed use community/retail hub on the subject site is specifically supported and identified in the Jackass Flat Local Structure Plan (2007, Amended 2009).

The Business 1 Zone has been identified as the most appropriate zone for this direction, in conjunction with the opportunities and constraints associated with the site (including the site’s location with regard to existing commercial centres, such as Eaglehawk, Epsom and Bendigo’s CBD). The floor space restriction for retail will ensure that there is a mix of uses on the site, and ensure that the new community hub remains a ‘local centre’ as required by the City of Greater Bendigo’s Commercial Land Strategy.

Social, Economic and Environmental Effects Environmental – The proposed Amendment does not seek to implement any planning control – or facilitate any form of development - that is capable of causing significant detriment to the existing environmental values of the site or local area. The site is covered by an Environmental Significance Overlay (ESO) that relates to a nearby watercourse. The creek is not on the site itself; but is at least 25m from the rear property boundary at all points. Importantly, the Amendment seeks to retain the ESO1 that applies to the site as a means of ensuring that appropriate environmental outcomes are achieved under any future development through the planning permit process. Also, the proposed Amendment seeks to facilitate the development of a local community and retail hub for the patronage of the local emerging community, which will ultimately assist in reducing car dependency and the average length of car trips required for everyday shopping and community-based requirements. This will further conserve existing environmental values.

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Social – The proposed amendment will facilitate the development of a retail and community hub that will serve as a focal point for the local emerging community. The provision of retail and community services as facilitated by the proposed Amendment will directly enrich and increase the opportunities for socialising within the local area, and will sustainably enhance local activity levels.

Economic – The proposed Amendment will directly facilitate future community and retail development which will provide increased opportunities for local employment and retail to the benefit of the local community, in a scale that will not detract from the regional retail roles of nearby Eaglehawk and Epsom. The City’s Strategy Unit has reviewed the Economic Impact statement for the development and has indicated that it raises no real concern.

Strategic Justification Specifically, the proposed amendment responds to the provisions of the SPPF as follows: Clause 17.01-1 Business The rezoning and future retail/community development of the subject site will enhance the economic profile of the immediate and wider area in a manner which meets the community’s needs for a variety of local retail services.

Clause 19.02-4 Distribution of Social Infrastructure The proposed Amendment will facilitate a future retail/community development that will assist in ensuring the fairer distribution and access of social and cultural infrastructure.

The proposed Amendment supports and implements the Local Planning Policy Framework (including the Municipal Strategic Statement) of Greater Bendigo as follows: Clause 21.02 – Key Issues and Influences The City of Greater Bendigo is forecast to experience one of the highest population growth rates of all regional Victorian areas. The anticipated increase in population will require significant changes in the manner in which education, accommodation, community services, shopping and employment are provided. Within this context, the proposed Amendment seeks to provide localised shopping, employment and community services in a manner that complies with both Bendigo’s established hierarchy of activity centres as well as the requirements of the Greater Bendigo Commercial Land Strategy 2005.

Clause 21.03 – Vision The City of Greater Bendigo has identified a planning vision for the municipality, in which it is identified that the ‘vibrant municipality will build on its outstanding opportunities available for housing and commerce’. The vision also seeks to combine these opportunities with excellent community services and facilities, and a unique natural environment.

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The proposed Amendment seeks to facilitate development in accordance with this vision, as the Amendment will facilitate development that capitalises upon identified commerce opportunities in a manner that incorporates community facilities whilst preserving the integrity of significant aspects of the natural environment.

Clause 21.07 – Economic Development Clause 21.07 is based on the Greater Bendigo Commercial Land Strategy 2005, and identifies the role that the commercial sector plays in the economic development of Bendigo. The clause additionally identifies the preferred activity centre hierarchy of the City, and outlines requirements for future commercial floor space.

The proposed Amendment directly responds to the provisions of the clause by seeking to facilitate a lower order ‘local centre’ retail/community development in a manner that assists in addressing the projected commercial floor space requirements of the City. The proponent prepared an Economic Impact Statement which concludes that is unlikely that the proposed mixed use development will negatively impact on the trade catchment of the two ‘village’ centres of Epsom and Eaglehawk. The proposed Amendment also seeks to facilitate retail/community development in accordance with the Clause’s objectives for commercial development, by facilitating development that: • • • • • •

Enhances Bendigo’s economic competitiveness and viability; Ensures that weekly shopping needs are addressed by a network of village centres; Ensures the effective provision of convenience retailing to meet the day to day needs of local residents, through a network of local and convenience centres and facilities; Assists in ensuring that the retail and commercial sector in Bendigo remains competitive and continues to provide opportunities for business development; Recognises the important social roles played by Bendigo’s retail and commercial centres and – importantly - provides for the inclusion of further community facilities and services; The proposed floor space restriction on shops will ensure the centre retains its ‘local centre’ qualities.

Consultation/Communication Comments have been sought from internal departments both before and after lodgement of the Amendment. No major issues were raised.

Conclusion The Amendment seeks to rezone the subject site from a Residential 1 Zone (R1Z) to a Business 1 Zone (B1Z). In addition, a new commercial floorspace restriction on the site will be inserted into the schedule to the Business 1 Zone in order to restrict the amount of retail usage on site. The rezoning will enable the future development of a local retail/community hub in accordance with the Jackass Flat Structure Plan. The Amendment is supported by strategic justification, as demonstrated throughout this report.

It is recommended that the Council support the request to seek authorisation and exhibition from the Minister, as well as pre-set a panel hearing in accordance with Ministerial Direction No. 15 PAGE 13

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Options Council has the option of: • Supporting the amendment proposal and making a request to the Minister for Planning to authorise preparation and exhibition of the Amendment.

• Refusing the request to prepare an amendment.

Under the Planning and Environment Act 1987 there is no right of review of a council's decision not to support preparation of an Amendment.

• Request that the Minister for Planning authorise Greater Bendigo City Council to approve Amendment C192 once it has been Certified by the Secretary of the Department of Planning and Community Development.

Resource Implications The proponent has agreed to pay for the statutory fees and extra costs incurred by the City as per the Policy for private Planning Scheme Amendments adopted by Council.

Attachments Explanatory Report RECOMMENDATION That the Greater Bendigo City Council resolve to: 1.

Request the Minister for Planning to authorise Council to prepare Amendment C192 to the Greater Bendigo Planning Scheme.

2.

When authorised by the Minister, send request to Panel's Victoria to pre-set hearing dates for the Amendment.

3.

When Authorised by the Minister, exhibit Amendment C192 to the Greater Bendigo Planning Scheme giving notification as required for the minimum statutory exhibition period of one month.

4.

Request that the Minister for Planning authorise Greater Bendigo City Council to approve Amendment C192 once it has been Certified by the Secretary of the Department of Planning and Community Development.

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2.2 PLANNING SCHEME AMENDMENT C191 - CHANGE TO STANDARD INDUSTRIAL 1 ZONE, WELLSFORD ESTATE - CONSIDERATION OF AUTHORISATION REQUEST Document Information Author

Shannon Rosewarne, Senior Planner

Responsible Director

Prue Mansfield, Director Planning and Development

Summary/Purpose The purpose of this report is to recommend to Council that it request permission from the Minister for Planning to start the formal process of Planning Scheme Amendment C191.

The Amendment proposes to make changes to the planning controls and local policy affecting the Wellsford Estate at 147 and 155 Victa Road and 2 Arbour Boulevard, East Bendigo by removing restrictions on land uses, currently for food manufacturing and compatible industries, to allow the full range of industrial activities as for any Industrial 1 zoning.

The amendment request has been made by Sweett (Australia) Pty Ltd on behalf of Bendigo Properties Pty Ltd. The key issues identified in the proposal are: • A change in direction for the Wellsford Estate from food manufacturing to general industry; • Management of the site’s interface with forested Crown Land; • Management of bushfire risk; • Control over the site’s built form and urban design.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2012) 1.

Built and Natural Environment Strategic Objectives: • Value, conserve and enhance the rich built and natural heritage.

• Achieve high quality outcomes in planning and policy activities.

• Encourage and foster high quality design to create environments that support public wellbeing and economic success.

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Background Information The current planning controls and policy affecting the site limit potential land use and development to food manufacturing and other compatible industries. The Food Manufacturing Precinct concept evolved from the “Food Manufacturing Cluster Opportunity Study� undertaken in 2002. The concept was developed on the basis that significant competitive advantages for food manufacturers could be realised from identified synergies resulting from the co-location of like industries and that a specialised area enabled them to achieve export biosecurity standards more easily.

A greenfield site in Victa Road, East Bendigo on the eastern side of the Bendigo Airport was identified as a suitable site for establishing world standard food manufacturing facilities. The site was considered the most appropriate due to good connectivity to transport routes; a contiguous large land parcel, located within the urban area (close to employment base); full services available and isolated from sensitive uses (as food manufacturing requires a buffer which varies, but generally between 100-300 metres).

At the time of the original rezoning from Rural Living, the issues that generated substantial debate and submissions from community was the appropriateness of locating an industrial estate next to a National Park. This was extensively debated at the Panel Hearing. The conclusion of the Panel was that given the strict controls on the type of industry and the need for those industries for emission control, biosecurity etc, the rezoning was appropriate.

The City of Greater Bendigo responded to a request from an informal food consortium of three local manufacturing companies to rezone this land as they had taken an option to purchase the property. In March 2003, the City took over the option to purchase the land and ultimately purchased 29 hectares of the rezoned 30 hectares of food precinct land in November 2003. It subsequently sold it to Bendigo Properties Pty Ltd in September 2004.

The purchase was made on the basis that there was interest from two of the food consortium companies to ultimately purchase the Council-owned precinct land for development of the food precinct. It was expected that the businesses would grow and further new business would be attracted to this region as a consequence of supplying goods and services to meet the demand from manufacturers in the precinct. This has not been achieved, with very limited development occurring within the estate to date.

The closure and relocation of two of the original proponents highlights the changed business circumstances. Despite previous changes to the planning controls affecting the site allowing more uses, there has been limited market interest in the estate and it has remained largely undeveloped.

The strategic intent of rezoning this land to provide a bio-secure and competitively advantageous site for food industries has never been met and the businesses driving the original rezoning have relocated. The current owners say even with the last round of changes to allow food-compatible businesses, the land is still not marketable and requested a further change to make it standard industrial land.

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This is an example of where the reason to rezone land for a very specific purpose has not been sustained in the short to medium term. There are a number of these examples in the City. Given rezoning land is a very long term decision, this reinforces the need for rezonings to be carefully evaluated against Council’s long term objectives.

The key steps in the amendment process are summarised below, where Council makes a decision is shaded:

Previous Council Decisions Amendment C50 - approved on 14 July 2003, rezoned the subject land from Rural Living to Industrial 1 Zone and introduced planning provisions to facilitate the development of the site as an industrial food manufacturing precinct.

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Amendment C125 – approved on 27 May 2010, permitted “compatible food manufacturing uses and development” in addition to food manufacturing at the subject site.

Report The Planning and Environment Act 1987 allows for a Planning Scheme Amendment to be initiated by a municipal Council, or a Council can respond to a request for an amendment by any person or body.

When requesting authorisation from the Minister for Planning, an Explanatory Report must be submitted that discusses the purpose, effects and strategic justification for the Amendment (Full copy attached).

Land Affected by the Amendment The Amendment applies to the land at 147 and 155 Victa Road and 2 Abor Boulevard, East Bendigo which encompasses Lot 1 on PS604298, Lot S2 on PS604298 and Lot 92L on PP3473. The land is zoned Industrial 1 and is affected by a Bushfire Management Overlay and Development Plan Overlay 13.

The subject land is located on the northern side of Victa Road, Wellsford and has an area of 29 hectares. It is located approximately 5 kilometres east of the Bendigo CBD. The site is an irregular shaped parcel which is largely cleared of vegetation. One warehouse for food storage and distribution has been developed in the south east corner of the site.

The site has forested interfaces to all boundaries. It adjoins the Bendigo Airport to the west, which is zoned Special Use Zone 7, while the Crown land to the east is zoned Public Conservation and Resource Zone. The land to the north is zoned Public Use Zone 6 (Local Government). The land on the southern side of Victa Road is zoned Public Conservation and Resource Zone.

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Figure 1: Map identifying the subject site

What the Amendment Does The Amendment: • Makes changes to Clauses 21.02 and 21.07 Municipal Strategic Statement (MSS) by deleting references to the restriction of industrial development within the Wellsford Estate to ‘food manufacturing and compatibly industries only’; • Makes changes to the Industrial Policy at Clause 22.05 of the Planning Scheme in relation to the Wellsford Estate; • Makes changes to the East Bendigo Structure Plan which shows the Wellsford Estate as a food precinct; • Deletes Schedule 13 of the Development Plan Overlay (DPO13) that applies to the Wellsford Estate; and • Introduces a Design and Development Overlay over the site.

Many of the requirements of the existing DPO13 have now been satisfied, including the realignment of Victa Road and a Section 173 Agreement has been executed in relation to the future drainage requirements, with the remaining issues addressed by DPO13 primarily relating to built form. These matters are now best managed via a Design and Development Overlay. As such it is recommended that DPO13 be removed and a Design and Development Overlay be introduced.

The proposed overlay will: • Restrict buildings and structures to a maximum height of 25 metres due to the proximity of Bendigo Airport; • Require a buffer from the adjoining forest ranging from 30-50 metres to be maintained; and • Specify other built form and subdivision requirements, including building materials and sustainability.

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Social, Economic and Environmental Impacts The Amendment seeks to facilitate the diversification and intensification of industrial land uses within the Wellsford Estate. The location of a broader industrial service base within an appropriately located estate on the periphery of Bendigo will result in increased employment opportunities. The Estate is well located to take advantage of key arterial transport routes and will provide for industrial development which is sufficiently separated from residential uses.

The site is affected by a Bushfire Management Overlay and no change is proposed to the extent of this overlay as part of the Amendment. Development Plan Overlay 13 is proposed to be replaced with a Design and Development Overlay, which will include all of the environmental safeguards of the DPO13, including a minimum 30 metre setback around the perimeter of the site, for bushfire and forest interface management.

Strategic Justification in Planning Context The Amendment is consistent with the following policies contained within the State Planning Policy Framework: • • • • • • •

Clause 11.02-1 Supply of urban land Clause 11.05-1 Regional settlement networks Clause 11.05-4 Regional planning strategies and principles Clause 13.05-1 Bushfire planning strategies and principles Clause 17 Economic development Clause 17.02-1 Industrial land development Clause 17.02-2 Design of industrial development

The proposed Amendment seeks to respond to strategies within the Municipal Strategic Statement and Local Planning Policy Framework which advocate for the facilitation of industrial development within appropriate areas in a manner that provides for diversification of available services and local employment opportunities.

The Amendment responds to the Bendigo Industrial Land Strategy (2002) which provides an overarching strategic framework for industrial uses and development within the City.

The strategy identified 19 separate industrial precincts across Greater Bendigo and reviewed each of the precincts with regard to infrastructure provision, land use and category and provided recommendations for future actions for each of the precincts.

One of the key provisions of the Bendigo Industrial Land Strategy is to position the East Bendigo Industrial Precinct as the preferred focus for new development whilst addressing the existing shortage of large and appropriately located industrial land parcels within Greater Bendigo.

Changes are proposed to the following clauses of the Municipal Strategic Statement and Local Planning Policy as part of the Amendment: • • •

Clause 21.02 Key issues and influences Clause 21.07-2 Economic development objectives Clause 22.05-2 Industrial Policy (East Bendigo Industrial Precinct)

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These clauses of the Local Planning Policy Framework encourage the food manufacturing industry sector and other compatible industries to locate in the Wellsford Estate.

Minor changes are proposed to remove references to food manufacturing as part of the Amendment.

The East Bendigo Industrial Precinct and the Structure Plan need to be amended to ensure references to the Wellsford Estate are consistent throughout the Planning Scheme as part of this Amendment.

Consultation/Communication Comments on the proposal were sought from the City’s Strategy Unit, Economic Development Unit and Engineering Unit and they raised no concerns.

The documents will be publicly exhibited for a minimum of a month, as required under the Planning and Environment Act 1987. The City must give notice of Amendments to all owners and occupiers who may be materially affected by an Amendment, together with prescribed Ministers and public authorities. The Amendment will also be exhibited in the Government Gazette and the Bendigo Advertiser newspaper.

Issues that may generate community response Given the degree of interest in the original rezoning, the interface with the National Park may generate community response. As the buffer distances are retained, on balance it is believed these issues are addressed.

Conclusion Planning Scheme Amendment C191 proposes to change the planning controls affecting the Wellsford Estate. The Amendment will facilitate a variety of industrial land uses within the estate by removing restrictions that apply to the site which currently limit land uses to food manufacturing and compatible uses.

On balance it is recommended that Council seek authorisation from the Minister for Planning to prepare and exhibit the Amendment.

Options Council has the option of: • Supporting the amendment proposal and making a request to the Minister for Planning to authorise preparation and exhibition of the amendment. • Refusing the request to prepare an amendment.

Under the Planning and Environment Act 1987 there is no right of review of a council's decision not to support preparation of an amendment.

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Resource Implications Officer time will be required to prepare the Amendment documentation for authorisation, exhibition, manage the exhibition process and liaise with the Minister for Planning.

The proponent has agreed to pay for the statutory fees and extra costs incurred by the City as per the Policy for private Planning Scheme Amendments adopted by Council.

The Amendment is not likely to increase the number of planning applications required for use or development within the Wellsford Estate.

Attachments •

Explanatory Report

RECOMMENDATION That the Greater Bendigo City Council resolve to: 1.

Request the Minister for Planning to authorise Council to prepare Amendment C191 to the Greater Bendigo Planning Scheme.

2.

When Authorised by the Minister, exhibit Amendment C191 to the Greater Bendigo Planning Scheme giving notification as required for the minimum statutory exhibition period of one month.

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Figure 2: Aerial Photograph of Site

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2.3 SUBDIVISION OF LAND INTO 6 LOTS - 12 KNAPE STREET, LONG GULLY Document Information Author

Stephen Wainwright, Coordinator Subdivisions

Responsible Director

Prue Mansfield, Director Planning & Development

Summary/Purpose This permit application seeks approval to subdivide the land at 12 Knape Street, Long Gully into 6 residential lots. There is one objection to the application from the owners of a neighbouring property who are concerned about the density of the development.

This report assesses the merits of the proposed subdivision and discussed the issues raised by the objectors. The report concludes that the proposal complies with the Planning Scheme.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2012) 1.

Built and Natural Environment Strategic Objectives: • Value, conserve and enhance the rich built and natural heritage.

• Achieve high quality outcomes in planning and policy activities.

• Encourage and foster high quality design to create environments that support public wellbeing and economic success.

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

DS/767/2012 11 October 2012 Eric Salter Pty Ltd 12 Knape Street, LONG GULLY Residential 1 Zone No overlays

Subject Site and Surrounds The site is located in the Bendigo suburb of Long Gully, 180m west of Holdsworth Road.

The site consists of two land parcels known as Lot 2 on Plan of Subdivision LP60604 and Crown Allotment 11C Section P at Bendigo Parish of Sandhurst. The site is irregular in shape and covers an area of 2,366m2. The south boundary of the site has an abuttal to Knape Street.

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There is a single storey weatherboard house constructed on the site. The house is set back approximately 8m from the street frontage. The balance of the site is vacant land that is clear of vegetation.

The site forms part of an established residential neighbourhood. Single storey weatherboard houses adjoin the site to the east and west respectively. The west boundary of the site also adjoins Crown Land that is managed by the City for bushland purposes. Adjoining the rear (north) boundary of the site is a large residential property that has been approved for subdivision.

Figure 1: A location map showing the site. The objectors' property is marked with a star.

Proposal It is proposed to subdivide the site into 6 residential lots. The subdivision layout will feature: • • •

Lot sizes ranging from 301m2 to 441m2 yielding a net residential density of around 1:400m2.

A common property driveway off Knape Street that will provide access to the lots.

The retention of the existing dwelling which will be contained within Lot 1.

The lots created by the subdivision will be fully serviced by water, sewerage, electricity, telecommunications and gas supply systems.

Planning Controls - Greater Bendigo Planning Scheme The site is in the Residential 1 Zone and is not covered by any overlay controls. The proposed subdivision of the site triggers the need for a permit pursuant to the zone provisions. The following clauses in the Planning Scheme are relevant to the application.

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State Planning Policy Framework Regional development (clause 11.05).

Urban environment (clause 15.01).

Sustainable development (clause 15.02).

Residential development (clause 16.01).

Movement networks (clause 18.02).

Development infrastructure (clause 19.03).

Municipal Strategic Statement Municipal profile (clause 21.01).

Key issues and influences (clause 21.02).

Vision - strategic framework (clause 21.03).

Strategic directions (clause 21.04).

Settlement (clause 21.05).

Housing (clause 21.06).

Reference documents (clause 21.10).

Local Planning Policies Salinity and erosion risk policy (clause 22.04).

Eaglehawk residential character policy EG4 (clause 22.13).

Other Provisions Residential 1 Zone (clause 32.01).

Residential subdivision (clause 56).

Decision guidelines (clause 65).

Referral and notice provisions (clause 66).

Consultation/Communication Referrals The following authorities and internal departments have been consulted on the proposal: Referral

Comment

Coliban Water

No objection subject to conditions

Powercor

No objection subject to conditions

Telstra

No objection subject to conditions

Tenix

No objection subject to conditions

Asset Planning & Design (internal)

No objection subject to conditions

Public Notification The application was advertised to the public by mail and an on-site notice. One objection was received from the residents of a neighbouring property due to concerns about the density of the proposed subdivision. The grounds of objection are discussed later in this report.

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Planning Assessment Neighbourhood Character The site is in the Eaglehawk neighbourhood character precinct EG4 as defined by the Planning Scheme. This is an extensive precinct that generally covers the southern outskirts of Eaglehawk. The precinct is described thus: "This precinct contains housing mainly built since the 1950s that constitute the ‘outer suburbs' of Eaglehawk. Consistency of setbacks within street scapes is important, as are roof shapes, because they can be dominant in streetscapes and provide a consistent theme. The horizontal emphasis of the dwelling form is also important, resulting from the long, low elevations of the buildings in relation to their height. Mature vegetation in private yards and public reserves often provides a backdrop."

The Planning Scheme aims to achieve the following future character within the precinct: "The consistency of siting and horizontality of the dwellings will be maintained".

The main ground of objection to the proposed subdivision concerns the density of the development. So far as density is a neighbourhood character matter it is considered that the proposed lot density will be compatible with precinct EG4. The new lots created by the subdivision will essentially be contained behind the existing dwelling on the site. As a result any new built form will be largely concealed from the street and will not significantly affect the appearance of the streetscape. The only obvious change to the streetscape conditions will be the presence of a new driveway and an expanded vehicle crossover that will be inserted west of the existing dwelling. The driveway location will align with an existing crossover to the site and in this context the driveway will not erode the integrity of the streetscape.

It is noted that the subdivision will not set a new precedent for the neighbourhood in terms of lot density. There are examples of small-lot subdivisions elsewhere in the area, albeit not in Knape Street itself. This reflects a process of urban renewal within the precinct as under-utilised 1950s era subdivision layouts are progressively reconfigured to meet contemporary housing needs.

Compliance with Clause 56 ("Rescode") The residential subdivision provisions in clause 56 of the Planning Scheme apply to the application. The proposed subdivision complies with all the objectives in the clause, and in particular: •

• •

The site is close to the Eaglehawk activity centre. The site will be serviced by the No.3 bus route that travels along nearby Eaglehawk Road. There are also parks and community facilities near the site. The site is appropriately zoned for residential purposes and it is situated within Bendigo's urban growth boundary.

The new lots will be fully serviced by reticulated sewerage and water. Electricity, telecommunications and gas will also be supplied to the lots.

Each new vacant lot will be large enough to easily contain a rectangle measuring 10m by 15m. The lots will enjoy good opportunities for northern light. The lot layout and density will be in keeping with the preferred neighbourhood character and is comparable to other lot densities in the immediate area.

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It is noted that the objectors’ property will abut three of the proposed new lots (including the existing house lot). The amenity impacts associated with this abuttal will not be detrimental to the objector's property. The size of the proposed lots will provide scope for new dwellings to have boundary setbacks in accordance with Rescode standards.

Existing garden plantings within the objector's property will also provide some screening of any new built form.

Conclusion For the reasons discussed above it is concluded that the permit application meets the requirements of the Planning Scheme and on this basis a permit should be granted.

Options Council, acting as the responsible authority for administering the Planning Scheme, may resolve to: grant a permit, grant a permit subject to conditions, 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 to subdivide the land at 12 Knape Street, Long Gully into 6 lots subject to the following conditions: 1.

PLANS TO BE ENDORSED The plans to be endorsed and which will then form part of the permit are the plans submitted with the application.

2.

LAYOUT PLANS The subdivision, as shown on the endorsed plans, must not be altered without the prior written consent of the responsible authority.

3.

PUBLIC OPEN SPACE CONTRIBUTION Before the statement of compliance is issued the applicant or owner must pay to the responsible authority a sum equivalent to 5% of the site value of all the land in the subdivision.

4.

DRIVEWAY CONSTRUCTION Before a statement of compliance is issued for the subdivision the common property driveway shown on the endorsed plans must be constructed, properly formed, drained and surfaced with an all-weather seal coat to the satisfaction of the responsible authority.

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5.

DETAILED DRAINAGE Prior to the certification of the plan of subdivision under the Subdivision Act 1988, 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 then will form part of the permit. The plans must be drawn to scale with dimensions. The plans must include: (a) Direction of stormwater run off. (b) A point of discharge for each lot. (c) Independent drainage for each lot. (d) Easements as required.

6.

STORMWATER DETENTION Prior to the issue of a statement of compliance, the owner or applicant must provide onsite surface and stormwater detention to pre-development levels in accordance with plans and specifications to the satisfaction of the responsible authority. Allowable discharge: Q10 = 14.5 l/s.

7.

STORMWATER QUALITY Before the use or development is commenced, the owner or applicant must provide a stormwater treatment system to achieve the Best Practice Environmental Guidelines storm water quality (Victoria Stormwater Committee 1999) in accordance with plans and specifications to the satisfaction of the responsible authority.

The responsible authority may deem this condition satisfied by a development contribution towards the treatment of surface and stormwater discharge from the approved subdivision, building and/or works, whether or not such new stormwater treatment infrastructure has been or will be situated within the boundaries of the subject land or its immediate catchment. Such amount is assessed as $1,860 or such amount applying at the time of payment.

8.

DRAINAGE WORKS Prior to the issue of the statement of compliance for the subdivision, drainage works must be constructed in accordance with plans approved by the responsible authority.

9.

SECTION 173 AGREEMENT If a stormwater detention system or a water quality treatment system is installed on the site, the owner must enter into an agreement with the responsible authority under Section 173 of the Planning and Environment Act 1987 before a statement of compliance is issued. The agreement must provide for the following: (a) All systems must be designed by a qualified engineer and must be approved by the responsible authority before construction. (b) All systems must be installed before, or concurrently with, the development of a building on the site. (c) All systems must be completed before they are connected to Council's drainage system. (d) All systems must be maintained by the owner and must not be modified without the written approval of the responsible authority. (e) The owner must allow authorised Council officers to inspect any system on the site from time to time.

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(f) The owner must pay all costs associated with the construction and maintenance of any system on the site.

10.

PUBLIC ASSETS Before the development starts, the owner or developer must submit to the responsible authority a written report and photos of any prior damage to public infrastructure. Listed in the report must be the condition of kerb and channel, footpath, seal, street lights, signs and other public infrastructure fronting the property and abutting at least two properties either side of the development.

Unless identified with the written report, any damage to infrastructure post construction will be attributed to the development. The owner or developer of the subject land must pay for any damage caused to any public infrastructure caused as a result of the development or use permitted by this permit.

11.

COLIBAN WATER (a) The owner is required to provide reticulated water and sewerage services to each of the lots within the subdivision. Services are to be provided in accordance with Coliban Water’s specifications. (b) All Coliban Water assets within the subdivision, both existing and proposed, are to be protected by an easement in favour of Coliban Region Water Corporation.

12.

POWERCOR (a) The plan of subdivision submitted for certification under the Subdivision Act 1988 shall be referred to Powercor Australia Ltd in accordance with Section 8 of that Act. (b) The applicant shall: Provide an electricity supply to all lots in the subdivision in accordance with Powercor’s requirements and standards, including the extension, augmentation or re-arrangement of any existing electricity supply system, as required by Powercor (A payment to cover the cost of such work will be required). In the event that a supply is not provided the applicant shall provide a written undertaking to Powercor Australia Ltd that prospective purchasers will be so informed. (c) The applicant shall: Where buildings or other installations exist on the land to be subdivided and are connected to the electricity supply, they shall be brought into compliance with the Service and Installation Rules issued by the Victorian Electricity Supply Industry. The applicant shall arrange compliance through a Registered Electrical Contractor. (d) The applicant shall: Provide to Powercor Australia Ltd, a copy of the version of the plan of subdivision submitted for certification, which shows any amendments which have been required. (e) Any buildings must comply with the clearances required by the Electricity Safety (Network Assets) Regulations. (f) Any construction work must comply with the Officer of the Chief Electrical Inspector No Go Zone rules.

13.

TELSTRA The plan of subdivision submitted for certification must be referred to Telstra in accordance with Section 8 of the Subdivision Act 1988.

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The plan of subdivision submitted for certification must be referred to SP AusNet (Gas) in accordance with Section 8 of the Subdivision Act 1988.

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2.4 SUBDIVIDE LAND INTO 3 LOTS, CONSTRUCTION OF 3 DWELLINGS AND REMOVAL OF VEGETATION - 13 MANDURANG ROAD, SPRING GULLY Document Information Author

Simon Francis Planning Officer

Responsible Director

Prue Mansfield, Director Planning & Development

Summary/Purpose This report concerns a permit application to subdivide the land at 13 Mandurang Road, Spring Gully into 3 residential lots, construct three dwellings and removal of two native trees. The site is zoned for residential purposes, is within Bendigo's urban growth boundary and affected by the Environmental Significance Overlay Schedule 2.

One objection to the proposal has been received from the owners of land at 9 Mandurang Road which raised the following key issues with the proposal: •Removal of the two trees; •Changes to a previously approved building envelope; •Reduction in building setback requirements and; •Sewerage.

This report assesses the merits of the proposed subdivision, development of three dwellings, removal of two native trees and issues raised by the objectors. The report concludes that the proposal complies with the Planning Scheme.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2012) 1.

Built and Natural Environment Strategic Objectives: • Value, conserve and enhance the rich built and natural heritage.

• Achieve high quality outcomes in planning and policy activities.

• Encourage and foster high quality design to create environments that support public wellbeing and economic success.

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Background Information Planning permit (DS/139/2005) for a 6 lot subdivision at 7-21 Mandurang Road, Spring Gully was approved and included building envelopes registered on title and native vegetation removal subject to conditions set by the Department of Sustainability and Environment. Approval was granted by written consent in January 2012 for the expanding of the building envelope registered on title at 13 Mandurang Road Spring Gully.

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

DSD/600/2012 13 August 2012 Colin M Nankervis Consulting Engineers 13 Mandurang Road, SPRING GULLY Residential 1 Zone Environmental Significance Overlay 2

Subject Site and Surrounds The site is located in Spring Gully, on the corner of Mandurang Road and Francliff Avenue. The site consists of a single land parcel with an area of 959 square metres, irregular in shape and slopes toward Mandurang Road. The western boundary has a road abuttal to Mandurang Road while the southern boundary of the site abuts Francliff Avenue.

No buildings exist on the site, however, two large Yellow Box trees are located on the site.

All adjoining land (other than the road reserve) is zoned Residential. All lots are developed with dwellings other than the 2.3ha parcel of land at 7 Francliff Avenue to the north east of the subject site.

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

Proposal It is proposed to subdivide the site into 3 residential lots and construct three dwellings.

The subdivision and development will feature:

Lot sizes ranging between 273m2 and 388m2 Dwellings fronting Mandurang Road The dwellings will contain 2 bedrooms, open plan meals, kitchen/lounge and attached single garage. Materials and finishes include brick veneer and sheet metal roofing.

The lots created by the subdivision will be fully serviced by water, sewerage, electricity, telecommunications and gas supply systems.

The removal of two Yellow Box trees is also proposed.

Planning Controls - Greater Bendigo Planning Scheme The site is in the Residential 1 Zone and affected by an Environmental Significance Overlay Schedule 2. The proposed subdivision of the site, construction of three dwellings and the removal of native vegetation triggers the need for a permit due to the following clauses in the Planning Scheme: clause 32.01-2 (Residential 1 Zone subdivision), clause 32.01-2 (Residential 1 Zone, two or more dwellings on a lot) and clause 42.01 Environmental Significance Overlay Schedule 2 (native vegetation removal).

The following clauses in the Planning Scheme are relevant to the application:

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State Planning Policy Framework

Regional development (clause 11.05).

Native vegetation management (clause 12.01-2).

Urban environment (clause 15.01).

Sustainable development (clause 15.02).

Residential development (clause 16.01).

Development infrastructure (clause 19.03).

Municipal Strategic Statement

Municipal profile (clause 21.01).

Key issues and influences (clause 21.02).

Vision - strategic framework (clause 21.03).

Strategic directions (clause 21.04).

Settlement (clause 21.05).

Housing (clause 21.06).

Environment (clause 21.08).

Reference documents (clause 21.10).

Local Planning Policies

Salinity and erosion risk policy (clause 22.04).

Spring Gully residential character policy SG2 (clause 22.23).

Other Provisions

Residential 1 Zone (clause 32.01).

Residential subdivision (clause 56).

Decision guidelines (clause 65).

Referral and notice provisions (clause 66).

Consultation/Communication Referrals The following authorities and internal departments have been consulted on the proposal: Referral

Comment

Powercor

No objection subject to conditions

Coliban Water

No objection subject to conditions

Telstra

No objection subject to conditions

Tenix

No objection subject to conditions

Traffic & Design

No objection subject to conditions

Drainage

No objection subject to conditions

Parks

No objection subject to conditions

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Public Notification The application was advertised to the public by mail and an on-site notice. One objection to a permit being granted was received relating to the following: •Removal of the two trees; •Changes to a previously approved building envelope; •Reduction in building setback requirements and; •Sewerage.

The grounds of objection are discussed later in this report.

No joint meeting was held at the request of the applicant. The planner consulted with the objector regarding their concerns.

The development plans were amended by the applicant after notice was given. The changes to the plans provided a 1 metre gap between the dwellings instead of the 600mm gap that was initially provided. A revised landscape plan was also submitted.

Planning Assessment The application assessment considered the proposal against the Greater Bendigo Planning Scheme requirements and Council must consider the following: 1. Potential impacts from the subdivision of land into three lots, development of 3 dwellings and associated works.

2. Potential amenity impacts from the development on adjoining land owners and occupiers as well as potential residents of the proposed dwellings.

3. The current and desired neighbourhood character of the area.

4. The removal of native vegetation.

5. Consent to construct dwellings outside the previously approved building envelope.

The site is appropriately zoned for residential purposes and forms part of an established residential neighbourhood. The design response adequately considers the desired neighbourhood character of the area and will provide additional housing stock within Bendigo's urban growth boundary. The site is directly serviced by a bus route with the lots to be fully serviced by reticulated water and sewerage. Electricity, telecommunications and gas will also be supplied to each lot.

Building Envelopes The objector raised concern the dwellings would be constructed outside the building envelope approved under a previous planning permit and questioned how a building envelope can be ignored and further subdivided.

Officer comment: The restriction on title provides the opportunity for the land owner to apply for written consent to construct outside the previously amended building envelop.

The issuing of this planning permit will provide the developer with consent to construct the eaves and the three porticos 1.5 metres outside the building envelope. Allowing the dwellings to be constructed outside the building envelope is acceptable considering a 6 metre setback between the Mandurang Road property boundary and front of the dwelling is still achieved.

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Sewerage The objectors also raised concerns that the development of three additional dwellings will increase pressure on the existing sewerage infrastructure.

Officer comment: The application was referred to Coliban Water as the authority for sewerage infrastructure. Coliban Water did not object to the proposal subject to standard conditions forming part of any planning permit issued. Coliban Water did not express concern about the ability of the infrastructure to cope with three new dwellings.

Native Vegetation Removal The site contains two large Yellow Box trees in the northern third of the site and a permit is required for their removal.

The tree along the northern boundary has extensive damage, possibly caused by birds, within major branch unions and has suspect structural integrity. The other has good structural integrity however it is considered that offsetting the removal of the native tree on another site is an acceptable outcome.

Neighbourhood Character The site is located within the Spring Gully Residential Character Policy precinct 2 (SG2).

This policy identifies that development needs to strengthen the character of the area and the bush garden setting, minimise disturbance and impact on the landscape, maintain consistency of front setbacks and dwelling spacing as well maintain openness to the streetscape.

The landscape plan submitted has a combination of native plants consistent with a bush garden setting. The dwellings do step down as they cross the site, however, a site cut and fill is still required. The front setback and dwelling spacing is consistent with other setbacks and no front fences are proposed. Based on the above, the development is compliant with the existing and preferred character of the area.

The objector questioned how the proposed dwellings can have 6 metre setbacks given the building to the north has a setback of 6.8 metres.

Officer comment: The street setback objective of Clause 55 is to ensure that building setbacks respect the existing or preferred neighbourhood character and make efficient use of the site. The proposal does not meet the standard of being the same distance of the front wall of an existing building on abutting allotment. However, the proposed setback does respect existing setbacks in close vicinity and will not be out of keeping with the existing streetscape.

Conclusion For the reasons discussed above it is concluded that the permit application meets the requirements of the Planning Scheme and on this basis a permit should be granted.

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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 subdivision of land into three lots, construction of three dwellings and removal of native vegetation at 13 Mandurang Road, Spring Gully subject to the following conditions: 1.

MODIFIED PLAN REQUIRED Before the use and/or development start(s), 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 two copies must be provided. The plans must be generally in accordance with the plans submitted with the application but modified to show: • The requirements of condition 17 relating to the management of trees in road reserve.

2.

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.

3.

NATIVE VEGETATION OFFSET PLAN Within 12 months of removing the native vegetation detailed in the endorsed plan, an offset plan showing appropriate offsets to compensate for the removal of 2 large trees in Box Ironbark Forest EVC bioregion Goldfields of low conservation significance must be submitted to and approved by the responsible authority. Three copies of the plan must be provided. When approved, the plan will be endorsed and will then form part of this permit.

Maps or plans forming part of the offset plan must be drawn to scale with dimensions.

The plans must include details of the: (a) Locations where offsets will be provided. (b) Types of offsets to be provided for each location. (c) Details of local indigenous re-vegetation including number of trees, shrubs and other plants, species mix and density appropriate to the EVC where the offset will be located. (d) Methods of interim protection for newly established vegetation. (e) Methods of permanent protection for the offsets (f) Persons responsible for implementing and monitoring the offset plan (g) Time frame for implementing the offset plan Vegetation removal and the provision of offsets must accord with the endorsed plan.

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Alternatively third party offsets can be purchased for the removal of the 2 large trees. The total third party offsets required equates to 60 plants of Box Ironbark Forest EVC in the Goldfields bioregion of low conservation significance.

4.

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.

5.

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.

6.

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.

7.

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.

8.

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.

9.

DETAILED DRAINAGE PLANS Prior to the certification of the plan of subdivision under the Subdivision Act 1988, 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 then will form part of the permit. The plans must be drawn to scale with dimensions. The plans must include: (a) direction of stormwater run off (b) a point of discharge for each lot (c) independent drainage for each lot

10.

STORMWATER DETENTION Before the use or development is commenced, the owner or applicant must provide onsite surface and stormwater detention to pre-development levels in accordance with plans and specifications to the satisfaction of the responsible authority.

Or

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The responsible authority may deem this condition satisfied by a development contribution towards the acceptance of surface and stormwater discharge from the approved subdivision, building and/or works, whether or not such new drainage infrastructure has been or will be situated within the boundaries of the subject land. Such amount is assessed as $2,000 or such amount applying at the time of payment.

11.

STORMWATER QUALITY Before the use or development commences, the owner or applicant must provide a stormwater treatment system to achieve the “Best Practice Environmental Guidelines” storm water quality (Victorian Stormwater Committee, 1999) in accordance with plans and specifications to the satisfaction of the responsible authority.

Or The responsible authority may deem this condition satisfied by a development contribution towards the acceptance of surface and stormwater discharge from the approved subdivision, building and/or works, whether or not such new stormwater treatment infrastructure has been or will be situated within the boundaries of the subject land or in its immediate catchment. Such amount is assessed as $750.00 or such amount applying at the time of payment.

12.

DRAINAGE WORKS Prior to the issue of the Statement of Compliance for the subdivision, drainage works must be constructed in accordance with plans approved by the responsible authority in conditions above.

13.

REDUNDANT VEHICLE CROSSING The existing vehicle crossing on Francliffe Avenue is to be removed, the nature strip restored and the kerb and channel reinstated to the relevant profile.

14.

SECTION 173 AGREEMENT – ON SITE DETENTION SYSTEM Prior to the issue of a Statement of Compliance, the applicant/owner must enter into an agreement under section 173 of the Planning & Environment Act 1987.

Such agreement must covenant that: • The on-site detention system and/or treatment system shall be designed by a qualified engineer and must be approved by the responsible authority prior to construction.

• Each detention system and/or treatment system must be constructed either prior to, or currently with, the construction of any dwelling on the specified lots. Each system must be completed prior to connection to the responsible authority’s drainage system.

• The owner will maintain each on-site detention system and/or treatment system and not modify without prior written approval from the responsible authority.

• The owner shall allow duly authorised officers of the responsible authority to inspect the systems at mutually agreed times.

• The Owner will pay for all costs associated with the construction and maintenance of each on-site detention system and/or treatment system.

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15.

CITY OF GREATER BENDIGO ASSETS Before the development starts, the owner or developer must submit to the responsible authority a written report and photos of any prior damage to public infrastructure. Listed in the report must be the condition of kerb & channel, footpath, seal, street lights, signs and other public infrastructure fronting the property and abutting at least two properties either side of the development.

Unless identified with the written report, any damage to infrastructure post construction will be attributed to the development. The owner or developer of the subject land must pay for any damage caused to any public infrastructure caused as a result of the development or use permitted by this permit.

16.

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.

17.

MANAGEMENT OF TREES IN ROAD RESERVE Two trees located on the road reserve adjacent to the proposed development site, must be managed appropriately throughout the duration of construction. A tree management report that strongly considers ‘AS 4970-2009 Protection of trees on development sites’ must be provided that satisfies the following; • Protection of the root zone of both road reserve trees.

• Services to be installed.

• The movements of heavy machinery.

• Vehicle crossovers to be installed.

• The drop zone of the tree south of Unit 3.

• Fencing to be constructed.

18.

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.

19.

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.

20.

PEDESTRIAN SIGHTLINES The minimum sight line for pedestrian safety must be provided at the exit lane frontage so as to accord with Clause 52.06-8 of the City of Greater Bendigo Planning Scheme.

21.

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.

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22.

TELSTRA The plan of subdivision submitted for certification must be referred to Telstra in accordance with section 8 of the Subdivision Act 1988.

23.

TENIX The plan of subdivision submitted for certification must be referred to SP AusNet (Gas) in accordance with section 8 of the Subdivision Act 1988.

24.

POWERCOR The plan of subdivision submitted for certification under the Subdivision Act 1988 shall be referred to Powercor Australia Ltd in accordance with section 8 of that Act. (a) The applicant shall provide an electricity supply to all lots in the subdivision in accordance with Powercor’s requirements and standards, including the extension, augmentation or re-arrangement of any existing electricity supply system, as required by Powercor. (b) The applicant shall where buildings or other installations exist on the land to be subdivided and are connected to the electricity supply, they shall be brought into compliance with the Service and Installation Rules issued by the Victorian Electricity Supply Industry. The applicant shall arrange compliance through a registered electrical contractor and provide to Powercor Australia Ltd a completed Electrical Safety Certificate in accordance with Electricity Safe Victoria’s Electrical Safety System. (c) The applicant shall provide to Powercor Australia Ltd, a copy of the version of the plan of subdivision submitted for certification, which shows any amendments that have been required. (d) Any buildings must comply with the clearances required by the Electricity Safety (Network Assets) Regulations. (e) Any construction work must comply with Energy Safe Victoria’s “No Go Zone” rules.

25.

COLIBAN WATER (a) The owner is required to provide reticulated water and sewerage services to each of the lots within the subdivision. Services are to be provided in accordance with our specifications. (b) All Coliban Water assets within the subdivision, both existing and proposed, are to be protected by an easement in favour of Coliban Region Water Corporation.

Telstra Note Approval does not cover alterations to existing Telstra plant or network. Locations of existing network can be obtained from Dial Before You Dig – Ph: 1100 For co-ordinated Telstra plant reticulation in this development, please refer to www.telstrasmartcommunity.com to register your development and apply for reticulation.

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City of Greater Bendigo Asset Planning & Design Note 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.

CONSENT FOR WORK ON ROAD RESERVES The applicant must comply with: (a) The Road Management Act 2004, (b) Road Management (Works and Infrastructure) Regulations 2005, and (c) Road Management (General) Regulations 2005 with respect to any requirements to notify the coordinating authority and/or seek consent from the coordinating authority to undertake “works” (as defined in the Act) in, over or under the road reserve. The responsible authority in the inclusion of this note on this planning permit is not deemed to have been notified of, or to have given consent, to undertake any works within the road reserve as proposed in this permit.

Note – Third Party Offsets Third party offsets may be available from the Department of Sustainability and Environment Bush Broker's Over the Counter Program. Please contact the Department of Sustainability on 5430 4353 or visit www.dse.vic.gov.au/nativevegetation for further information.

Aerial of Subject Site

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2.5 CONSTRUCTION OF A CARPORT - 11 SHAMROCK STREET, GOLDEN SQUARE Document Information Author

Frank Casimir, Statutory Planner

Responsible Director

Prue Mansfield, Director Planning & Development

Summary/Purpose This application seeks planning approval for the construction of a carport at 11 Shamrock Street, Golden Square.

The proposed carport will have an adverse impact on the neighbourhood character and this report recommends that the Greater Bendigo City Council refuse this application.

Policy Context City of Greater Bendigo Council Plan 2009 – 2013 (updated 2012) 1.

Built and Natural Environment Strategic Objectives: • Value, conserve and enhance the rich built and natural heritage.

• Achieve high quality outcomes in planning and policy activities.

• Encourage and foster high quality design to create environments that support public wellbeing and economic success.

Background Information The site is one of the resulting lots of a 2-lot subdivision (and construction of one dwelling) approved under permit DS/755/2005. The permit was issued under delegated authority on 28 April 2005.

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

DG/1018/2011 29 December 2011 A F Pannell and L M West 11 Shamrock Street, GOLDEN SQUARE Residential 1 Zone Neighbourhood Character Overlay 1

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Subject Site and Surrounds The site is abutted on both sides by residential lots that have already been developed with single storey dwellings. The construction dates of these dwellings vary but most of them were constructed either during the inter-war period or around the 1950s. A common feature of these dwellings is that they all have their car storage facilities constructed either to their sides or at the rear.

The site is developed with a dwelling constructed around the 1950s and measures approximately 276 square metres. The dwelling is constructed with a front setback of approximately 4.5 metres and side setbacks of approximately 3 metres and 1.5 metres respectively. The site also has a front fence consisting of a hedge, pickets and low lying brick wall and Colourbond side fences. There is an existing crossover and driveway to access the site along its north-western boundary.

Shamrock Street has footpaths on either side constructed boundaries/fences and does not contain any significant tree.

along

the

lot

Figure 1: Aerial photo (dated 2010) showing location of subject site.

Proposal The proposal is for the construction of a carport with zero setback with the front lot boundary. The carport is 6 metres long, 2.95 metres wide, approximately 4 metres high and will be to the front of the existing dwelling. It has a pitched roof, will be of galvanised iron and will also be constructed along the north-western lot boundary.

Planning Controls - Greater Bendigo Planning Scheme A permit is required to construct a carport in the Residential 1 Zone if the lot is less than 300 square metres.

The following clauses are relevant in the consideration of this proposal: PAGE 47

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State Planning Policy Framework •

Clause 15.01-5 Cultural identity and neighbourhood character

Municipal Strategic Statement •

Clause 21.06 Housing (Urban design and neighbourhood character)

Local Planning Policies •

Clause 22.15 Golden Square Residential Character Policy

Other Provisions • •

Clause 32.01 Residential 1 Zone Clause 54 One Dwelling on a lot

Consultation/Communication Planning officers have consulted with the applicant verbally and in writing to advise that the construction of the carport to the front of the dwelling is not consistent with the provisions of the Planning Scheme because this will have an adverse impact on the neighbourhood character of the area. It was proposed to the applicant to locate the carport to the side of the dwelling but the applicant rejected the proposal.

Referrals The Transportation Engineer of the City’s Engineering and Public Space Department was verbally consulted. The verbal advice of the Transportation Engineer was that if a permit is issued for this proposal, the safety of pedestrians using the adjoining footpath must be ensured by providing an adequate clear view at the exit of the driveway onto the footpath.

This would only be achieved by lowering the height of the existing lot boundary fences to 0.9 metres on a distance of at least 2.5 metres on either side of the driveway/carport.

However, it is noteworthy that this is an existing condition as cars are already exiting from this driveway onto the footpath.

Public Notification Public notice of the application was not given because of the intention to refuse to grant a permit.

Planning Assessment Neighbourhood Character Clauses 15.01 (Urban environment), 15.01-1 (Urban Design) and 15.01-5 (Cultural identity and neighbourhood character) are the clauses from the State Planning Policy Framework which are relevant to this proposal. These clauses principally provide that urban developments need to preserve and protect the existing neighbourhood character.

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This is translated at the local level at Clause 22.15 (Golden Square Residential Character Policy, Golden Square Precinct 1). The statement of the desired future character for this residential neighbourhood is that the heritage qualities and the distinctive characteristics of each streetscape will be maintained and strengthened. One of the objectives set to achieve this is that car storage facilities should be located behind the line of dwelling.

This proposal is relatively minor in scale but will have a negative impact on the existing character of this residential neighbourhood. One distinctive and existing character of this neighbourhood is that there are no car storage facilities that have been constructed to the front of dwellings in this section of Shamrock Street. The short distance of this section of Shamrock Street makes this character even more obvious and distinctive.

The verbal comments received from the Transportation Engineer of the City also do not support the proposal in its current form because of its potential to create a traffic hazard for pedestrians using the abutting footpaths.

Through consultation and discussion with the applicant, their only reason to locate the carport to the front of the dwelling is because they are using the area to the side of the dwelling as their private open space. However, at the subdivision stage of the site, private open space was provided for at the rear of the dwelling.

This is therefore a situation where an owner may not have sufficiently considered their site constraints while incrementally developing their property. There are suggestions from existing records that after the subdivision of the site, the existing and original dwelling has been extended to the rear and that the extension has taken up most of the area set aside for private open space.

An assessment of the proposal against Clause 54 (Rescode) shows that the proposal fails to meet the objectives set for neighbourhood character and for front street setback.

On the other hand, it generally meets the remaining relevant objectives of Rescode.

Conclusion This proposal is minor in scale but it does not meet the requirement of the Planning Scheme because of its siting. There are currently no carports to the front of dwellings in this streetscape and the construction of the carport to the front of this dwelling will have an adverse impact on the character of this neighbourhood. The construction of the carport to the side of the dwelling will be the desired planning outcome for this neighbourhood.

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

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RECOMMENDATION Pursuant to section 61 of the Planning and Environment Act (1987), Greater Bendigo City Council resolve to Refuse to Grant a Permit for the construction of a carport to the front of the dwelling at 11 Shamrock Street, Golden Square on the following grounds:

The proposal would result in an adverse impact on the existing neighbourhood character by reason of the siting of the carport contrary to clauses 21.06, 22.15 and 32.01 of the City of Greater Bendigo Planning Scheme.

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Figure 1: A view of Shamrock Street from the south-east

Figure 2: The subject site

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Figure 3: Site layout plan of the proposal

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3.1 INDEPENDENT REVIEW Document Information Responsible Craig Niemann, Chief Executive Officer Officer

Summary/Purpose The purpose of this report is for Council to: 1.

2.

3.

4.

approve the process for appointing the Independent Review Committee (IRC); approve the terms of reference for the IRC; determine the councillor representation on the IRC; and approve the procurement process and tender specification for the selection of the consultant to undertake the Independent Review.

Policy Context Council Plan – Nil Background Information Previous Council Decision(s) Date(s): At the Council Meeting held on 25 January, 2012, Council considered a proposal for an independent review and resolved not to undertake a review.

On the 27th of October 2012, Council elections were held which resulted in five Councillors being returned to office and four new Councillors elected.

At the Council meeting held on 19 December, 2012 Council considered a proposal for an independent review and resolved as follows: a.

That Council conduct an external independent public review of Council to be completed by 30 June 2013.

b.

That an estimated amount of $250,000 be referred to the mid-year budget review in late January to carry out the Review.

c.

That a Review Committee be established comprising of an independent Chairman, three Councillors and two other community members.

Council will take advice from the CEO to appoint an existing member of staff to undertake the administrative duties in relation to the Review.

(All Councillors and the CEO will be able to attend Review Committee meetings.)

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An advertisement to be placed to appoint a Chairman and two Community Members, with appointments being confirmed early in 2013 by Council. d.

That an Expression of Interest be advertised for an Independent Reviewer to undertake the Review requesting how they will approach such a Review with an estimated cost.

e.

The aim of the review is to identify improvements to: -

f.

Council income and expenditure Quality of service delivered by Council Innovative strategies in management, staffing and structure of Council Prioritising of Capital and Major works Greater Bendigo’s economic development and Council’s role associated with it Council’s communication and community engagement strategies

That once the Reviewer is appointed, the submissions from Councillors, Council staff and the general Public be called for as part of an engagement plan for the Review.

The Review Committee and the Reviewer will use the Council Plan, Greater Bendigo 2036 Plan, Council Budgets, Annual Reports, master plans and strategy documents as key reference material.

Report To progress the Independent Review, the following has been prepared for Council consideration: 1.

2.

3.

4.

Project Timeline for appointment of the IRC and the consultant.

Terms of Reference for the IRC. Advertising material for the IRC. Tender specification for the appointment of a consultant to undertake the project.

Project Timeline The proposed project timeline has been prepared commencing with advertising for members of the IRC commencing on Saturday 19 January 2013 and inviting tenders from consultants on Saturday 26 January 2013.

A timeline has been prepared being mindful of achieving the Review completion date of June 30, 2013.

The original Council resolution (f) proposed, calling for submissions from Councillors, Council staff and the general public after the reviewer was appointed. Following discussion with Councillors, it is now proposed that submissions be sought as soon as the IRC is appointed. The submissions will then be available to the reviewer.

Project Timeline is Attachment 1.

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Scope of the Review The scope of the review has been further developed following the Council resolution of 19 December, 2012, as follows: It is expected that the review will, as a minimum, address the Project Objectives, set out in the Council resolution and identify improvements in each of the six key review areas including: 1. Council income and expenditure a. Provide a trend analysis of income and expenditure b. Identify the methodologies for determining where funds are spent (including obligations by regulation/statute) and how the effectiveness expenditure is measured. c. Review the level of investment in existing Council services in comparison to other like Councils and for any significant differences, identify the strategic reasons and the community benefit of the investment and recommend any changes. d. Review the available Regional and statewide data on Local Government financial sustainability and performance with consideration to CoGB’s current status and identify any areas of concern e. Review the Rating Strategy and other income (including user fees, charges and Grants Commission allocations) with benchmarking to other councils.

2. Quality of service delivery by Council a. Review how service standards are set b. Review how the organisation tests those service standards against similar services provided by other like Councils and other organisations and community expectations c. Review the adequacy of existing services standards, particularly in comparison to other like Councils and identify the reason why there are differences (if any) 3. Innovative strategies in management, staffing and structure of Council a. Review existing delegations and decision making processes for their effectiveness and efficiency with consideration to the level of transparency and governance required in a public entity b. Review the structure and staffing of the organisation with consideration to the services and service levels required and undertake a comparison with similar sized regional local government organisations c. Review the decision making processes for staffing and structure, including utilisation of internal staff versus external/consultant resources, and provide any recommendations for improvement. d. Make recommendations regarding how to maintain a process of systematic continuous improvement following this Review 4. Prioritising Capital and Major works a. Review the process for the creation and approval of the Capital Works budget and provide recommendations for any improvement

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b. Review the linkages between the Capital Works Budget and related strategic planning including the Council Plan, Council Strategies, Master Plans and the Long Term Financial Plan 5. Greater Bendigo’s economic development and Council’s role associated with it a. Review the current involvement across Council in the economic development of the municipality and region b. Identify any major opportunities for Council to improve the economic development of the municipality not already under consideration 6. Council’s communication and community engagement strategies a. Review the existing communication and community engagement strategy for completeness and effectiveness b. Benchmark the strategy against other like Councils and identify any areas of improvement c. Review the decision process on how community engagement is applied across the organisation and Council Independent Review Committee The IRC will oversee the project, including: - calling for submissions from the community, councillors and staff - recommending the appointment of a consultant to the Council.

- managing the consultant’s contract to ensure the contracted outcomes are delivered.

- reporting the outcomes of the Review to Council.

Terms of Reference for the IRC have been developed. The Terms of Reference includes the Committee’s functions, membership, meetings and remuneration at $500 per meeting for the Chair and $250 per meeting for the community members.

The IRC is to consist of an Independent Chair, three councillors and two other community members.

Advertising for nominations for the Independent Chair and the two community members, commenced on 19 January 2013 and close 3:00pm on 1 February 2013.

Advertising will be as follows: - In a prominent location on CoGB’s website.

- Bendigo Advertiser 19 January 2013 in the public notices and forward pages of the newspaper.

- Bendigo Weekly 25 January 2013.

Appointment of the Chair and community members will be made by Council. Interviews and subsequent recommendations to Council may be undertaken by a sub-committee comprising the IRC, Councillors and the CEO. At the Councillors' Forum on 16 January, it was agreed that the three Councillors to participate in the IRC would be the Mayor and two Councillors selected following an Expression of Interest.

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Several Councillors expressed interest in participating in the IRC and Councillors Cox and Williams were determined by ballot.

Given the high profile of this review, it is considered appropriate that the Mayor should be one of the three Councillors on the IRC. Terms of Reference for the IRC is Attachment 2 Advertisement inviting IRC nominations is Attachment 3 Selection of Consultant The Council has resolved to undertake an Expression of Interest (EoI) process for the appointment of the consultant. Due to the requirements the Local Government Act (S. 189) and the CoGB Procurement Policy, a formal Request for Tender process is necessary as the value of the procurement is above $150,000. An EoI process may be undertaken prior to a tender process, however due to time constraints, it is proposed to proceed directly to Request for Tender.

Tenders will be invited from 26 January 2013, and closing on 21 February, 2013.

The specification to be included in the Request for Tender documentation has been prepared. The specification describes the work the consultant must undertake as their part of the contract. It includes the aim of the project, project timelines, and reporting arrangements. The tenderers will be required to outline the approach they propose for each of the key review areas.

The appointed consultant’s proposal will solidify the project scope and it will then be the responsibility of the IRC to ensure that this is delivered. In line with the independent nature of the project, the consultant will be responsible for providing the project management role, reporting to the IRC. A copy of the Tender Specification has been circulated to all Councillors.

Risk Analysis: The main risk to the appointment process will be achieving the project timeline. The timeframes allowed for the process to appoint the IRC and the consultant are deliberately tight to allow the maximum amount of time for the consultant to undertake the project within the timeframe resolved by Council.

Meeting the timeline will be dependent on: - Suitable nominations being received for the community members on the IRC. - The IRC members being available and able to undertake the consultant evaluation within the allocated time.

- There being a manageable number of tenders, enabling completion of the tender evaluation within the allocated time.

- Any additional information required from tenderers being supplied efficiently.

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The limited timeframe also poses significant risk to the delivery phase of the project, making the ability of the IRC to manage the consultant’s adherence to the project plan a critical project success factor.

Key timeframe based risks which need to be managed by the IRC and the consultant’s project manager, as part of the project risk management plan, should include: - broad scope and minimal project planning/preparation time leading to time overruns or undelivered expectations - short timeframe imposing quality pressure on consultant leading to ineffective outcomes - short timeframe imposing cost pressure on consultant leading to potential cost overruns - short timeframe limiting the level of community engagement and consultation To assist in the mitigation of these risks, the tender specification includes clear project timeframes and an estimated project cost. Once a consultant is appointed, adherence to time and budget will be a contract management process utilising the contract terms and conditions.

CoGB management will also need to undertake risk management to assist the success of the project. Managers will need to balance the availability of staff to provide information and submissions to the review, with maintaining existing service delivery standards. It is recognised that the Review coincides with a high workload period with the preparation of some of Councils primary statutory obligations, such as the: - 2013-17 Council Plan - 2013-14 Operational Budget - 2013-14 Capital Works Budget The key mitigation of this risk will be significant coordination between CoGB management and the consultant’s project manager once the project plan is approved.

Thought is being given to establishing a centralised liaison point to assist with this coordination. This will be discussed further with the appointed consultant.

It is recognised that reviews of this nature have the potential to be extremely unsettling for staff. To minimise this possibility and its impact, the CEO will have a significant role in providing leadership and guidance for staff during the Review process. It is considered appropriate for the Chair of the IRC, the Mayor and the CEO to collaboratively coordinate any media statements to be made during the review process.

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Resource Implications Council has referred the estimated amount of $250,000 to the mid-year budget review for the project. This is the project budget incorporating all costs relating to the IRC and the consultant’s work including: - remuneration for the Independent Chair @ $500 per meeting, and two community members @ $250 per meeting. Therefore for 10 meetings, the costs will be $10,000.

- advertising costs for community membership on the IRC; Request for Tender; call for community submissions and other IRC requirements - $5,000 It does not include staff time required to support the review.

Mid-year budget review is scheduled for consideration by Council in early February, 2013.

The Manager Contract and Project Coordination will assist the IRC through the standard CoGB tendering and evaluation process and will provide advice on managing the consultant contract as required.

Conclusion To progress the Review in accordance with Council’s resolution of December 19, 2012, Council should now approve the timeline for the appointment of the IRC and the awarding of the consultants contract. This decision will enable the commencement of the process so that the consultant is able to commence the project at the start of April 2013.

Attachments 1.

2.

3.

4.

Project Timeline Terms of Reference Advertisement for IRC Nominations Tender Specification - Section 89 Confidential Attachment (to be available to all potential tenderers from 26 January, 2013)

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RECOMMENDATION That the Greater Bendigo City Council: 1.

Endorse the timeline for the establishment of the IRC and the appointment of the consultant to undertake the Review;

2.

Endorse the Terms of Reference for the IRC, and the advertising process;

3.

Appoint the Mayor and Councillors Cox and Williams to the IRC; and

4.

Delegates the task of making a recommendation to Council for the appointment of the Independent Chair and Community Members to the IRC, to a sub-committee comprising the Councillors on the IRC and the CEO following a suitable selection process.

5.

Endorse the Tender specification for the appointment of a consultant to undertake the Review.

6.

Delegate to the IRC, in accordance with the Terms of Reference, the tasks of evaluating the tenders received and making a recommendation on the preferred supplier.

7.

Call a Special Meeting of Council as required to appoint the consultant recommended by the IRC.

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ATTACHMENT 1

INDEPENDENT REVIEW PROCESS TIMELINE

Date

Appointment of Consultants

Independent Review Committee

Wed 16/01/2013 – Forum

Consider project scope and timelines

Consider Terms of Reference for IRC Advertise for IRC Chair and Community Members

Sat 19/01/2013 Wed 23/01/2013 – Cl Mtg

Council endorse project scope, process and timelines and appoint Councillor representatives to IRC

Sat 26/01/2013

Advertise tender

Fri 01/02/2013

Close nominations for community members

Tue 05/02/2013 Evaluate community member nominations, conduct interviews and provide recommendation

Wed 06/02/2013 Thu 07/02/2013 Fri 08/02/2013

Appoint IRC Chair and Community Members Commence advertising for submissions from the public, councillors and staff

Wed 13/02/2013 – Cl Mtg Sat 16/02/2013 Wed 20/02/2013 – Forum

Thu 21/02/2013

Following tender close the timing of the evaluation process is at the discretion of the IRC, however suggested timing is provided below

Close tender

Fri 22/02/2013

IRC Tender evaluation training and tender responses provided

Thu 28/02/2013

Tender Evaluation meeting

Mon 04/03/2013 Tue 05/03/2013 Tender interviews decision

Wed 06/03/2013 – Cl Mtg Thu 07/03/2013 Fri 08/03/2013 Date to be confirmed

Special Meeting of Council to appoint the consultants

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and

appointment

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ATTACHMENT 2

GREATER BENDIGO CITY COUNCIL INDEPENDENT REVIEW COMMITTEE TERMS OF REFERENCE The Independent Review Committee (IRC) is an advisory committee of Council.

1. Background On 19 December 2012, Council resolved to conduct an external Independent Review of Council to be completed by 30 June 2013. The aim of the Review is to identify improvements to: • • • • • •

Council income and expenditure.

Quality of service delivery by Council.

Innovative strategies in management, staffing and structure of Council.

Prioritising of Capital and Major works.

Greater Bendigo’s economic development and Council’s role associated with it.

Council’s communication and community engagement strategies.

2. Functions of the Committee • • • • • • • • • • •

Call for submissions from the community, councillors and staff Evaluate the submissions received in response to the request for tender to appoint a consultant to undertake the project.

Shortlist tenderers if required.

Interview shortlisted tenderers if appropriate.

Make a recommendation to Council regarding the appointment of a consultant for the Review.

Meet with the successful consultant to approve all plans for the Review In conjunction with the consultant, hear any submitters who request to be heard in support of their submission.

Monitor the scope, quality, expenditure and timing performance of the Consultant in undertaking the Review.

Receive reports from the consultant appointed to undertake the Review and make recommendations to Council by 30 June 2013.

Prepare and monitor a Risk Management Plan.

Make recommendations to Council for approval in respect to any proposed changes to project scope (finance and non-financial).

3. Membership The Committee shall consist of: • • •

An independent chair.

Three Councillors.

Two Community Members.

The Committee shall be supported by an existing member of staff who will undertake the administrative duties in relation to the Review (“the administrative officer”).

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Additional assistance will be provided by the Manager Contract and Project Coordination during the tender and contract administration processes as required.

The Chair and Community Members will be required to sign a Confidentiality Agreement and declare any conflicts of interest. Confidentiality Agreements are not required for Councillors as this is already included as part of their ongoing role in Council. Any conflicts of interest must be declared by Councillors as per the standard practice.

An Independent Chair is considered to be someone with no current or previous direct association with Council and who can discharge their duties in an objective and impartial manner.

The role of the Chair will include: • Calling meetings (as per the schedule or an extraordinary if required) • Chairing meetings and ensure they are accurately recorded • Spokesperson for External/Public communications in conjunction with the Mayor and CEO 4. Appointment of Committee The IRC shall be established upon appointment of all position holders.

The Council shall appoint three Councillors to the IRC. The remaining Councillors will be able to attend meetings and contribute at the invitation of the Chair.

The CEO and the three Council members will then recommend to Council the Independent Chair and the Community Members after considering applications received in response to advertisements in local newspapers and online.

The CEO will attend the meetings and contribute as necessary and provide any clarifications or advice required by the IRC. 5. Meetings The Independent Chair will be responsible for chairing meetings. meetings will be determined by the Review schedule, set by the IRC.

The frequency of

Meetings will be held at CoGB premises which will be organised by the administration officer.

A Notice of Meeting will be provided to all IRC members, the administration officer, the CEO and all Councillors 1 week prior to an ordinary meeting and 2 days prior to any extraordinary meetings called by the Chair.

A quorum will be required at each meeting and shall comprise the chair, and three other IRC members.

The administrative officer must be present at each meeting to record the proceedings of each meeting.

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The IRC shall ensure that an agreed written record of each meeting is forwarded to councillors and the CEO within one week of each meeting.

The Independent Chair shall have a casting vote.

6. Communications The Chair of the IRC will be the spokesperson in conjunction with the Mayor and CEO for the committee. Prior to release or publication of external communications the CEO will provide advice on any issues raised and include a management response if required.

The Executive Services Communication Team will be available to provide the IRC with communications support and advice.

Internal communications to management and staff will be the responsibility of the CEO in consultation with the Mayor as required.

Joint progress updates from the Chair and CEO will be provided to staff on a regular basis.

7. Remuneration Remuneration will be provided per IRC meeting to the Independent Chair and Community Members as follows: Independent Chair $500 Community Members $250 8. Committee Term The term of the Committee will conclude upon the presentation of the final report on the Independent Review to Council.

9. Timing Terms of Reference and process considered at Council Forum Terms of Reference and process endorsed by Council at Council Meeting Positions advertised Closing date for applications Evaluation and selection Recommendation for appointment to Council Meeting First IRC meeting Commence advertising for submissions from the community, councillors and staff Tender evaluation training Tender evaluation meeting Tender evaluation interviews and appointment decision

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16 January 2013 23 January 2013 19 & 25 January 2013 1 February 2013 Between 5-8 February 2013 13 February 2013 To be Determined by IRC 16 February 2013 22 February 2013 (suggested) 28 February 2013 (suggested) 4-8 March 2013 (suggested)

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ATTACHMENT 3

ADVERTISEMENT FOR CHAIR AND EXTERNAL MEMBERS OF INDEPENDENT REVIEW COMMITTEE The Greater Bendigo City Council is seeking nominations for an Independent Review Committee (IRC) to oversee the Independent Review of Council. Council will appoint a Chair and two (2) Community Members.

The purpose of the Review is to assist the Greater Bendigo City Council to identify improvements to: • • • • • •

Council income and expenditure Quality of service delivery by Council Innovative strategies in management, staffing and structure of Council Prioritising of Capital and Major works Greater Bendigo’s economic development and Council’s role associated with it Council’s communication and community engagement strategies

All persons interested in nominating for the position of Chair must be independent from Council which is considered to be having no current or previous direct association with council and who can discharge their duties in an objective and impartial manner. They must also be available to attend meetings in order to complete the Review by 30 June 2013 IRC Members will have the following attributes: • • • •

The capacity to reflect the views of the community and users of Council services Understanding and experience in consultation and collaboration with stakeholders Understanding and experience of corporate governance practices Relevant skills to monitor progress and evaluate recommendations arising from the Review

Additional attributes required to fulfil the role of Independent Chair are: • • •

Skills and experience in chairing meetings Experience in large, multi-faceted enterprises Experience in communicating in the public arena

Nominations should indicate whether they are seeking the role of Independent Chair or Community Committee Member. Those who nominate for the Chair are also able to nominate as a Community Member if they would like to serve in either capacity. Terms of Reference for the Independent Review Committee are available at www.bendigo.vic.gov.au Shortlisted nominees will be requested to attend an interview by appointment between 5 to 8 February 2013.

For enquiries, contact Cr Lisa Ruffell on 5434 6102.

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Written nominations marked “Private and Confidential� are to be provided by 3:00pm, Friday 1 February, 2013. Nominations should outline your interest and skills related to the role you are nominating for. Nominations are to be addressed to: Cr Lisa Ruffell Mayor City of Greater Bendigo PO Box 733 Bendigo VIC 3552

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ECONOMIC DEVELOPMENT

Nil.

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COMMUNITY AND CULTURE

5.1 A THOUGHT FOR FOOD - GREATER BENDIGO FOOD SECURITY RESEARCH PAPER Document Information Author

Lindy Wilson, Social Planner

Responsible Director

Prue Mansfield, Director Planning and Development

Summary/Purpose To receive as information A thought for food, Greater Bendigo Food Security Research Paper. And to use the research paper to provide evidence and guide discussions about the food system as part of the community engagement for the development of the Municipal Public Health and Wellbeing Plan 2013-2017.

Policy Context Community and Cultural Development Council Plan Reference: Community and Cultural Development: 3.7 Work collaboratively to promote community safety and healthy living but undertaking research about the health status and health determinants in Greater Bendigo, to provide the basis for developing the Municipal Public Health and Wellbeing Plan.

Strategy Reference: The Health and Wellbeing Plan - Liveable, Linked and Sustainable Towns 3. Climate Change (including water, energy and food security) to build our community’s capacity to embrace the opportunities and challenges that climate change presents. To understand issues and identify actions the City of Greater Bendigo can pursue, undertake research to identify those at risk of food insecurity within the City.

Council Policy Reference: Health and Wellbeing Policy: The City of Greater Bendigo has a broad role in developing a healthy and sustainable municipality that supports all citizens in achieving a high level of health and wellbeing.

The City of Greater Bendigo is committed to working in partnership with the community, government agencies, charitable organisations and business to strengthen the health and wellbeing of all citizens.

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Greater Bendigo 2036 Community Plan Be a leader ‘sustainable industries’ development Safeguard the best agricultural land for food productivity; Develop strategies to promote local food producers and retailers Develop strategies to support and sustain local primary producers and assist their transition to sustainability and value-adding, where necessary Create strategies through marketing to encourage the ‘buy local’ ethos Be renowned for our sustainability practices Local Government has a key role in community education and role-modelling sustainability practices Use the research and evidence from other localities to inform local initiatives Regional Strategic Plan Reference: Loddon Mallee Regional Strategic Plan - Southern Region: We will strengthen and diversify our economy to ensure wealth and industry mix spread across the whole region. We will do this by: • Maintaining prosperous and sustainable agriculture.

Background Information The World Health Organisation identified the need and demand for clear scientific evidence to inform and support health policy-making process.

The ten social determinants of the health are concerned with the key aspects of people's living and working circumstances and with their lifestyles. Food is identified as one of the key determinants, a good diet and adequate food supply are central for promoting health and wellbeing.

Food security, and especially the potential for future food insecurity, is an emerging and important issue in Local Government. Food security considerations comprise an important component of a municipality’s Health and Wellbeing Plan. ‘Food security exists when all people have regular access to nutritious, safe, culturally appropriate, affordable and sustainable food sufficient to live a healthy and active life’ (Community Food Coalition, 2002). As such, ensuring future food security relates very strongly to the measures that are taken to respond appropriately to climate change, as well as the social equity principles that underpin Council’s priority actions. In addition food security has implications for Council responses to addressing issues of excess, especially obesity.

Food security discussion highlights the challenges of ensuring nutritional balance as well as access to sufficient food.

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Report Introduction The topic of food security has been discussed widely in local government circles, including the City of Greater Bendigo. There are many factors to consider in an exploration of food, including food security and food insecurity, food excess, nutritional values of food and sustainable production. The City of Greater Bendigo has identified the need to know more about this broad topic in order to inform future strategy development and service planning, including preparation of the Municipal Health and Wellbeing Plan 2013-2017. A successful funding application was made to the Department of Health, Loddon-Mallee Region, to commission research that brings together information that is relevant to the Loddon-Mallee region to be used as a reference point for this organisation, as well as many other organisations in the region. The research took the form of a detailed literature review, informed by interviews with local key informants.

Findings The food system from the farm to our kitchen table contributes to our local economy, livelihoods, social connection and our natural environment. It is widely acknowledged and demonstrated that local government and communities can make a significant contribution to building healthy local food systems through good planning, policies and programs.

Below is a summary of some of the key finding from a Thought for Food - Greater Bendigo Food Security Research Paper.

Key Global Issues: • • • •

A billion people go without sufficient food despite there being sufficient food produced globally; It is predicted that by 2020, 100 million people will be undernourished due to climate change, poor distribution of food and increased population; Peak Oil will create another layer of complexity on Global, National and local food systems; Solutions such as biofuels, could shift production from food system to fuel supply.

Key National Issues: The National Food Plan is currently being developed and the objectives are to: Identify and mitigate potential risks to Australia's food security; Contribute to a global food security; Reduce barriers to a safe and nutritious food supply that responds to the evolving preferences and needs of all Australians and supports population health; • Supporting long term economic, environmental and social sustainability of Australia's food supply chain; • Support global competitiveness and productivity growth of food supply chain, including through research, science and innovation; • Reducing barriers faced by food business to access international and domestic markets; and • Contribute to economic prosperity, employment and community wellbeing in regional Australia.

• • •

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Climate Change and our National Food Supply.

• • • •

Increasing occurrence of drought, rising sea levels, increased frequency of flooding, extreme weather events and elevated temperatures will all impact on crop yield and quality and negatively impact on food pricing and availability.

In two of the last ten years, Australia, a net exporter of grain, needed to import grains due to drought.

Fresh food price increases due to climate events will impact on household budgets.

Predictions estimate a 15% decline in food production by 2050.

National Supermarkets • • •

75% of food expenditure occurs in either Coles or Woolworths supermarkets (50% is retail sales from meat, fresh fruit and vegetables).

85% of our food is largely transported via roads.

Anywhere along the supply chain there is approximately 2 days food within the transport system.

Community Attitudes to Climate Change The CSIRO Annual Attitudes Survey showed 9 out of 10 people think the climate is changing, with half believing it is human induced and the other half believing it is a naturally occurring phenomenon. This survey also showed that the community believes local government has a responsibility to respond to climate change and to drive change.

Victoria CSIRO predict increased temperatures in Victoria, accompanied by an increase in the number of 'extreme' temperature days, decreased rainfall, manifesting in a combination of drought events and also storms and floods will impact on agriculture yields and livelihoods. Beyond climate change weather events, there is also predicted to be a worsening of pest and crop disease prevalence. Climate change will affect fruit and vegetables by: changes to location and harvest times; changes to the suitability of some cultivars; reduced water and at a higher cost; changes in frost frequency; and the impact of high temperature on soil and crops.

In Victoria there are several very important legislative documents which create a supportive environment for local and State Governments to act around building food secure and resilient communities.

The Victorian Public Health and Wellbeing Plan (2011-2015) addresses issues of food safety and regulation, as well as supporting actions for access to nutritious food.

A recent State Government Inquiry into Environmental Design and Health, May 2012 explores the compelling evidence linking public health challenges, such as chronic disease prevalence, to the planning and design of our urban environment. The report emphasizes the importance of considering health in the design of our communities, such as creating environments that promote physical activity and social interaction, provide access to healthy fresh food, facilitating access to green and other open public spaces, ensuring an inclusive and accessible built environment. Designing in health promotion elements, not designing them out.

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The Prevention Community Initiative in Greater Bendigo, supports work around several health promotion objectives based on community needs to improve people’s health where they live, learn, work and play by addressing the underlying causes of ill health such as diet and physical activity. The initiative will use a variety of tried and tested healthy living programs and strategies using a community development approach.

The Southern Loddon Mallee Regional Strategic Plan - identifies the need to provide a sustainable future for farming. A process to evaluate and refresh the plan will occur in the next twelve months and will see the focus sharpen to understand and amplify our regional response to agricultural efficiency, food production, changes in manufacturing, community regeneration, strategic health, education, Indigenous and workforce development initiatives. (http://www.rdv.vic.gov.au/__data/assets/pdf_file/0019/116632/RSP_Sth_Annual-Report-2012_WEB.pdf)

Local – City of Greater Bendigo The World Health Organisation defines food security as: “having regular access to nutritious, safe, culturally appropriate food sufficient to live a healthy and active life”. 1 in 10 people in CoGB are food insecure, which means that in the last twelve months, people run out of food and could not afford to buy more. The people most vulnerable to irregular access to health food are households with a low income, people with poor access to transport, Aboriginal and Torres Strait Islanders, people with a disability and households who are experiencing housing stress or after housing poverty1. For some families eating well requires a significant proportion of their income. To purchase a healthy food basket requires 40% of Centrelink income for the typical family (2 adult & 2 children). In Greater Bendigo the reasons people stated as not having the variety or type of food they want is because it is too expensive (30.6%), access (inadequate and unreliable public transport) (7.7%), can't always get the right quality (20.8%), can't always get the right variety (10.7%) and not culturally appropriate (6.2%) (Bendigo Wellbeing Survey 2011).

Some examples of local activities that are addressing food security/healthy eating include: Strategic: • Intensive Animal Industries project that is seeking to support and protect local producers from encroachment by other land uses; • Integrated Transport and Land Use Study to protect freight routes.

• Controls on development in farming zoned land to maintain productive agricultural land.

Food Retailing and Food Culture: • Food Fossickers • Central Victorian Food Trade Network • Bendigo Community Farmers Market Community Food Activity and Activism: • PepperGreen Farm • Bendigo Community Food Network (boasts 23 Community gardens) • LaTrobe Environmental Action Forum 1

families who pay large parts of their incomes for housing often have little left for food, clothing, health care or other necessities.

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• •

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The Bendigo Sustainability Group Healthy Communities Program

Emergency Food Relief Provision VicRelief Food Bank & Uniting Care Foodshare established a distribution centre in CoGB in 2011. The centre seeks to support local community members when in crisis and helps to build food skills in the community (school breakfast programs, community based meals programs and food parcels). Foodshare regularly distributes 10,000 kg of food per month (100 food hampers per day and around 400 -500 community based meals a week). Recent research shows that agencies are witnessing a significant increase in demand for support and the fastest growing group are low income, working households.

Emergency relief agencies provide relief in several forms, this includes: food parcels, supermarket food vouchers, meals provided through outreach by Horizon House (young people's homelessness service) and the Soup Kitchen run by Bendigo Community Health Service.

Next Steps To use the A Thought for Food – Greater Bendigo Food Research Paper as evidence and help guide discussions and community engagement for the development of the City’s strategic work, including the Municipal Public Health and Wellbeing Plan.

Risk Analysis: The research report does not present the complete picture of the food system, which is complex and large; the report highlights some of the major elements and issues to inform future discussions, projects, and research. It captures a snapshot, and outlines that the situation with regard to the food supply is not static but rather changing and evolving at all levels. The research report provides references and links for those community members or organisations that require a more detailed understanding of the food system.

Consultation/Communication A number of key stakeholders both external and internal to the City provided evidence and views in the development of the research paper. A Thought for Food - Greater Bendigo Food Research Paper will now provide the evidence and research to help conversations and community engagement for the development of the Municipal Public Health and Wellbeing Plan 2013.

Resource Implications A Thought for Food - Greater Bendigo Food Research Paper was funded by a successful funding application to Vic Health in the 2011/12 financial year.

There is funding in the 2012/13 budget for the development of the Municipal Public Health and Wellbeing Plan.

Budget Allocation in the Current Financial Year: $25,000

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Conclusion It is intended that A Thought for Food - Greater Bendigo Food Research Paper will be used by the City of Greater Bendigo to inform conversations about food systems for the development of the new 2013-2017 Health and Wellbeing Plan and other strategic work.

This report is also relevant and will provide evidence and research for other organisational food-related policies and actions, including use for the Victorian Government Healthy Communities partnership project. It is anticipated that other organisations in the Loddon-Mallee area, including those working in the fields of health and wellbeing and in providing support for vulnerable community members, will find the report and its recommendations a valuable reference and guide for strategy and policy development.

Attachments 1.

A Thought for Food - Greater Bendigo Food Research Paper

RECOMMENDATION That Greater Bendigo City Council resolve to: 1. Receive A Thought for Food, Greater Bendigo Food Research Paper as information

and make it publicly available; and 2. Use the research and evidence in the paper for discussions on the development of

the Municipal Public Health and Wellbeing Plan 2013 and other relevant strategic work.

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5.2 BENDIGO WELLBEING SURVEY - REPORT Document Information Author

Lindy Wilson, Social Planner & Lyn Talbot, Corporate & Community Planner

Responsible Director

Prue Mansfield, Director Planning and Development

Summary/Purpose The purpose of this report is to provide the results, with a detailed analysis, of the Bendigo Wellbeing Survey that was conducted during November, 2011.

Policy Context Development of the items for the Greater Bendigo Wellbeing survey was informed by a number of State Government policy priorities, and demographic characteristics, including: Victorian Families Statement: http://www.vic.gov.au/news-detail/2011-victorian-families-statement.html Local Government Act 1989 http://www.austlii.edu.au/au/legis/vic/consol_act/lga1989182/s3c.html Rationale for the survey was provided by the need to have local data for the development of major Greater Bendigo planning documents, which in turn have State Government legislative obligations, including: Public Health and Wellbeing Act 2008 (Municipal Public Health and Wellbeing Plans) A Council must prepare a Municipal Public Health and Wellbeing Plan within the period of 12 months after each general election of the Council. A Municipal Public Health and Wellbeing Plan must include an examination of data about health status and health determinants in the municipal district.

Council Plan 2013-2017 The Plan sets out Council’s strategic priorities for the 4-year period and the yearly actions that will contribute to achievement of these priorities.

The survey results are a part of the comprehensive background material that is available to Councillors, staff and community members to assist with priority setting that will meet community needs and expectations.

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Background Information On 19 October, 2011 the Council resolved to undertake a Wellbeing Survey with the aim of determining community attitudes to a number of emerging health and wellbeing issues that affect the community; developing an understanding of how community needs are changing and identify opportunities for improvement. The community engagement plan was prepared with the aim of engaging a wide range of people from all age groups, offering diverse means of participation.

A survey, which took around 15 minutes to complete was conducted in November 2011.

Distribution was: • •

• •

A random sample of 3,000 households from the Rates database were sent a printed version of the survey.

10,000 postcards were distributed via direct mail to households in Epsom, Maiden Gully, Strathfieldsaye, Kennington and Spring Gully. These areas were selected in an effort to increase the participation rate of young adults, who traditionally have a low response rate to surveys. Postcards were also made available in cafés, neighbourhood houses, libraries and other locations throughout the municipality.

Printed surveys and postcards were provided at the Small Township meetings, Council facilities and in other locations across Greater Bendigo and individuals and organisations were targeted via email and post.

Information was available on the City of Greater Bendigo Website, Yo Bendigo website, Facebook and Twitter.

The Bendigo Wellbeing Survey has already had an important function in adding to the body of knowledge that assists the City of Greater Bendigo to undertake long term planning to meet the development and wellbeing needs of its population.

•

• •

The Wellbeing Survey provided important, comprehensive baseline gauge of people’s perceptions about Greater Bendigo and a range of Council activities. This baseline data assists in decision-making which meets Victorian Government legislative expectations about local government roles, including: making efficient and effective use of resources and services; Improving the overall quality of life of people in the local community; Ensuring services and facilities are accessible and equitable and decision making is transparent and accountable. (Local Government Act 1989)

Results of the Bendigo Wellbeing Survey provide one of the methods the City of Greater Bendigo uses to gauge community values, opinions and experiences on a range of issues affecting their wellbeing. The results provide advice about community members’ priorities in areas such as education, child and aged care and service provision for specific groups, their opinions about social issues, such as gaming and liquor licensing control, safety on the streets, housing issues and food security. Over time with successive surveys, the results will show trends and evidence of the effectiveness of adopted strategies.

The survey results provide an invaluable tool to help prioritise resource allocation in areas of harm minimisation and community wellbeing projects.

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Overview of Results The survey results provide evidence of community values about a range of issues.

Overall they have affirmed support for Council’s existing directions in these areas. For example the Violence Prevention Plan, supporting the work of the Safe Community Forum, Gaming Policy review, Child Friendly City and Positive Ageing Strategy.

Responses support the need for a balance towards ability to access rather than geographic access and deliberate strategies that support the most vulnerable community members. Council is then in a position to decide how much weight to give these results in ongoing decisions on the ways facilities and services are developed.

The item with the lowest rating was for the adequacy of supports available to vulnerable community members. Responses to a number of questions illustrate a strong philosophy of ‘fairness’ underpinning people’s views.

Because this survey provides the benchmark data against which future surveys will be compared, the significance of results for a number of other items is unclear. For example most people reported that they had attended 4 or more community events in the previous year; is this good? - or is it something we should seek to improve? Wider research evidence has clearly illustrated a strong link between community connectedness and positive wellbeing.

More than 50% of respondents completed the survey online. This is a clear trend for the increased preference for the use of electronic and social media, and supports the activities to increase the use of in social media as a community engagement tool in forthcoming strategy and plan development Previous Council Decision Dates 19 October, 2011 and March 2012.

Report Preliminary results were reported in March 2012 and a media briefing was conducted.

Detailed analysis has now been undertaken and this is presented in the accompanying scorecard report. In addition, a number of the results have been grouped and compared to other available local, statewide and national evidence, and presented in three Liveability, Productivity and Sustainability Facts Sheets, previously provided to Council (see attached) and distributed to relevant agencies and the wider community.

Summary of results The following is a summary of the further analysis.

• • •

Response Rate: 1,544 completed surveys Gender: of the 1,129 who responded to this question, 384 were males (34%) and 745 were females (66%).

18 people or 1.4% of respondents identified as being of Aboriginal or Torres Strait Islander heritage.

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Legend: Red flag 0% to <60% Amber Flag 60% to <80% Green Flag 80% to 100% Performance All Responses

Further Analysis

- 83.9% - 77.4% - 59.9%

Greater Bendigo is a great place to live and work.

- 72.8% - 59.4%

The cultural heritage is conserved for the future.

With increasing age people were more likely to give a lower rating.

Locals feel proud of Greater Bendigo.

The youngest age group were more likely to report lower pride.

Creativity and innovation are encouraged.

Respondents were generally positive, with women reporting a higher level of satisfaction.

Most people felt cultural heritage is being well or very well conserved.

Greater Bendigo City Council provides quality community programs that meet peopleâ&#x20AC;&#x2122;s needs.

Respondents across all age groups felt quality community programs are available, but the overall rating suggests improvement is possible.

47.6% -

Greater Bendigo City Council offers services to support vulnerable community members.

People aged 26 to 59 years old and women gave a lower rating.

- 58.4%

Greater Bendigo City Council offers many cultural and leisure activities that encourage me to take part.

19 to 25 year olds in particular were not very positive that activities encouraged participation.

- 58.6%

Greater Bendigo City Council assists people to find information about programs and services 19 to 25 year olds rated levels of assistance as poor or very poor.

- 66.1%

Residents feel part of their local community.

- 66.7%

Greater Bendigo has a good image.

Under 18 years expressed very poor social integration.

36-45 year olds reported the strongest sense of social integration.

19 to 25 year olds strongly agreed, this decreased with age; under 18â&#x20AC;&#x2122;s were more likely to give an average to very poor rating.

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Liveability All Responses

Further Analysis

-

I am able to access the health services I need to maintain my physical health and wellbeing.

81.5%

In each age group a small number disagreed.

-

I am able to access the health services I need to maintain my mental health and wellbeing.

61.2%

A remarkably lower score across all ages than the item relating to access to physical health services.

-52.3%

Greater Bendigo services provide adequate support for care of elderly persons.

People 60 and over were more likely to have a definite opinion; of these, over 60% were positive but 30% were dissatisfied.

-

I can access the aged care services I need to maintain the health of my family or people I care for.

38.9%

Respondents expressed lower levels of satisfaction

-

I am able to access YO Bendigo youth website to gain health, wellbeing and event information.

33.5%

Young people reported high levels of satisfaction.

-

I think Greater Bendigo City Council needs to be a leader in celebrating and recognising young peopleâ&#x20AC;&#x2122;s achievements.

83.1%

All ages felt it is important to celebrate the achievements of young people.

-

I think Greater Bendigo is inclusive, accessible and welcoming to young people.

51.5%

Respondents were more likely to agree with this statement rather than strongly agree.

Respondents from the parental age groups disagreed that Greater Bendigo is accessible, inclusive and welcoming to young people.

-

Greater Bendigo provides adequate activities and learning programs for young people.

43.8%

About 15% of young people strongly disagreed.

-

Greater Bendigo City Council provides adequate opportunities for young people to be involved in their planning and other forms of community engagement.

44.2%

Young people were more likely to be satisfied, but a high proportion expressed no opinion on this item.

-

Greater Bendigo services provide adequate support for looking after children.

36.6%

Child-bearing age groups reported higher levels of dissatisfaction.

-

I am able to access the child and family care services I need to maintain the wellbeing of my family members or those I care for.

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Liveability All Responses

Further Analysis

31.9%

Respondents reported high levels of dissatisfaction.

-

Greater Bendigo services provide adequate support for the care of people with a disability.

36.4%

All age groups were likely to express dissatisfaction.

-

I think Greater Bendigo City Council needs to be a leader in setting an example for fostering and celebrating cultural diversity.

69.0%

Respondents consider it important or very important.

-

I prefer to live in a community that attracts and welcomes people from different cultures and ethnic backgrounds.

67.0%

Respondents consider it important or very important.

-

I would support more activities to attract new overseas immigrants to settle and work here.

50.8%

People generally were less positive and up to 15% strongly disagreeing (more negative as the respondentsâ&#x20AC;&#x2122; age increased).

-

I think Greater Bendigo City Council has an important role in helping to support people experiencing temporary homelessness and housing insecurity.

75.2%

While a high number of respondents agreed, 7% feeling strongly or very strongly that this is not Councilâ&#x20AC;&#x2122;s role.

-

I think there are already sufficient supports in place for homeless people.

More than 40% of respondents disagreed or strongly disagreed.

15.3%

70.5%

I think more should be done by Greater Bendigo City Council to make sure there is always some housing available for rent by people on low incomes.

Strongly supported across all ages, with 19 to 25 year olds highest. 36 to 60 year olds were more likely to disagree with this strategy.

66.2%

I think more should be done by Greater Bendigo City Council to make sure that people on lower incomes have the opportunity to buy/build their own home.

There was moderate support across all age groups, with 19 to 25 year olds the strongest. 26 to 60 year age groups were more likely to disagree with this approach.

- 75%

I think we have enough venues licensed to sell and/or serve alcohol in the city area already and the City of Greater Bendigo should restrict further licences being granted.

Respondents were more likely to agree or strongly agree with increasing age; a high proportion of over 25 years old reported or feel there are already sufficient licensed venues.

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Liveability All Responses

Further Analysis

-

I support the lock-out policy, where licensed clubs and venues will not allow re-entry after 2am.

82.6%

While support was generally very high, a high number of 19-25 year age group disagreed or strongly disagreed.

-

I think that policies related to licensed venues and sales of packaged liquor should be stronger, to reduce anti-social street behaviour.

73.5%

The younger age groups were more likely to disagree (highest in the 19-25 year age group).

-

I think there should be stronger local laws to reduce anti-social behaviour on the streets.

82.1%

Younger people support change to local laws.

-

I think surveillance systems are an effective deterrent to anti-social behavior and they could be used more widely.

72.2%

Respondents support stronger local laws to reduce anti-social behaviour, but are less likely to favour the use of surveillance systems.

-

I support more policies and strategies designed to increase awareness of, and encourage people to ’say No’, to Violence against women.

90.9%

Across all age groups there was very strong support.

-

I think there are sufficient good quality areas across Greater Bendigo for children to play outside.

55.7%

Generally all age groups agreed however there was a significant number across each age group that disagreed or strongly disagreed.

-

I think the open spaces and public areas across Greater Bendigo are accessible and well-maintained.

75.0%

Respondents from the rural areas were more likely to report neutral or lower satisfaction.

-

Greater Bendigo City Council should be able to control the growth of Electronic Gaming Machines (EGM) numbers in the municipality.

83.3%

There was strong support across all age groups.

-

Greater Bendigo City Council should be able to control the location of local EGM venues.

82.7%

There was strong support across all age groups.

-

Greater Bendigo City Council should be able to control the number of EGM venues in a venue.

80.9%

There was strong support across all age groups.

-

If more EGM’s were introduced in Greater Bendigo how would it affect your wellbeing?

37.4%

A high neutral response across all ages, with just under 50% of 19 to 45 year olds stating more EGMs would have a negative impact.

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Health Protection

- 49.6%

I think Greater Bendigo City Council should do more at a local level to reduce the risk to the health of our population from skin cancer.

The young population think that more should be done at a local level, with 8% to 16% across age groups disagreeing.

- 60.1%

I think Greater Bendigo City Council should do more at a local level to reduce the risk to the health of our population from tobacco smoking.

For the 25 year age group this is a priority. 13% of all respondents feel it is not a role of Council.

- 68.1%

I think Greater Bendigo City Council should do more at a local level to reduce the risk to the health of our population from drinking alcohol to excess.

Younger people think more should be done, and 60 plus age group more likely to disagree.

- 62.6%

I think Greater Bendigo City Council should do more at a local level to reduce the risk to the health of our population from obesity and other chronic diseases.

The younger age groups believe more should be done.

- 54.1%

I think people are responsible for taking measures to protect themselves from avoidable risks. National strategies to reduce these risks are already sufficient and this is not the role of the City of Greater Bendigo.

The 60 plus age group felt it was an individual responsibility and 19 to 25 years disagreed.

Productivity

- 85.7%

I think it is important for the City of Greater Bendigo to support education initiatives which are designed to make stronger links between schools and workplaces.

The importance decreased with age.

- 69.6%

I think it is important for the City of Greater Bendigo to support initiatives which promote employment for minority groups including Indigenous Australians and new immigrants.

An even level of support across all age groups; 10% of 36 to 45 year olds strongly disagreed.

- 25.2%

I think spending Council money on supporting employment growth is not a City of Greater Bendigo priority: the money should be spent elsewhere.

There was strong disagreement from respondents; those under the age of 18 didnâ&#x20AC;&#x2122;t see this as such a priority

- 14.8%

I can access the amount and quality of Child Care to balance my employment and family needs.

36 to 45 year old recorded the highest agreement (the age group most likely to use such services).

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Food Security

In the last 12 months were there any times that you ran out of food and couldn’t afford to buy more?

10%

4.5% of those under 18 year old ran out of food once a week, and 10% of 19 to 25 year olds ran out of food more than once a month and another 10% less than once a month.

- 38.1%

I don’t always have the type of food I want because some foods, such as fresh fruit and vegetables, are too expensive.

Under 40% of all age groups could not always have the type of foods they want, the 25-35 year age group reported experiencing this most frequently and respondents aged 36 years and over were less likely to experience this.

- 19.2%

I don’t always have the type of food I want because I can’t get a variety of food I want.

The 19 to 25 year age group was more likely to agree.

- 10.5%

I don’t always have the type of food I want because culturally appropriate foods are not available.

Limited availability of culturally appropriate foods was experienced most by 1925 year and 36-45 year age groups.

- 10.4%

I don’t always have the type of food I want because inadequate or unreliable public transport makes it difficult for me to get to the shops.

19 to 25 year olds reported agreement; this decreased with age.

- 60.4%

I think everyone has the opportunity to get sufficient food; it’s just a matter of priorities.

Around 55% of respondents felt there was opportunity it’s just a matter of priorities, while around 30% disagreed.

- 20.6%

I think Greater Bendigo is not a major food producing area, so food security is not an important issue here.

26 to 59 year age groups were most likely to agree, with 19 to 25 year olds recording the highest disagreement.

- 82.7%

I think Greater Bendigo City Council has a role in helping to protect good farming land to ensure food security into the future.

Strongly supported across all age groups with under 18year olds had the highest percentage disagreeing.

Transport

- 22.7%

I have difficulty accessing private or public transport services to meet my needs.

A quarter of respondents had difficulty, 19 to 25 year olds experiencing the most difficulties. More than 15% of adult respondents reported the question was irrelevant, and a relatively high proportion of respondents disagreed.

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Commuting

- 31.4%

How many times over the last three months have you used V-Line public transport services?

Most respondents have used VLine services at least once, only a small proportion used the service most days (highest groups is the 19 to 25 years).

Apart from this age-group, around 30% of adults had not used the service.

- 62.1%

How many times over the last three months have you used other local public transport services?

Over half had never used; those under 18 years old more than once a week.

- 34.7%

How many times over the last three months have you commuted by bicycle or walking?

Under 18â&#x20AC;&#x2122;s most days, with respondents never commuting by walking or cycling increasing with age.

Transport Barriers

- 30.6%

Do you anticipate anyone in your household having difficulty with transport in the next five years?

36 to 45 years age group reported more agreement and 30% to 50% in each age group disagreeing.

Sustainability

- 60.1%

The City of Greater Bendigo should have stronger local laws, such as with water, energy, transport and waste management, to make sure people reduce their impact on the environment.

Overall 20% no opinion ; 36% under 18 had no opinion; 22% of 26 to 35 year olds disagreed.

- 89.8%

I support Greater Bendigo City Council involvement in activities to encourage people to buy local produce and manufactured goods.

Strong agreement across all ages.

- 91.6%

I support activities by the Greater Bendigo City Council which encourage new industries and technologies that reduce environmental impacts.

Strong agreement across all ages, with respondents aged 36-59 years having the highest proportion strongly agreeing or agreeing with this.

- 83.6%

I think Greater Bendigo City Council has a lead role on trying to reduce the amount of waste that is generated, such as by reducing packaging and plastic.

Strong agreement across all age groups, with under 18 and 46-59 year olds the highest strongly agreeing. The 26-35 year olds an overall average of fewer than 5% of respondents disagree with this statement.

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Personal Safety

- 79.9%

My experience is that people in Greater Bendigo are generally honest and trustworthy.

Strong agreement across all ages, increasing with age.

- 80.8%

I would feel comfortable asking a neighbour for a small favour (such as borrowing milk or a ladder).

Strong agreement across all ages. People aged 19-25 years didn’t feel as comfortable

- 51.1%

I feel safe walking alone in my local area after dark.

- 60.2%

I feel safe on the streets and in public areas in the city and rural areas of Greater Bendigo.

Middle aged respondents were more likely to feel safe compared to other age groups. Just under half of respondents aged 18 years and under indicated that they did not feel safe walking alone at night. Males were considerably more likely than females to feel safe.

Respondents aged under 18 years were less likely to feel safe, across all age groups there was a neutral view, and 19 to 25 years felt the safe.

Wellbeing

- 77.5%

How do you rate your overall wellbeing at present?

- 66.8%

How would you describe your current financial situation?

Comfortable to well off

The older age groups rate their wellbeing as average or poor compared to the younger age groups. 31% rating average, poor or very poor.

Under 18 years report the highest ‘comfortable’ with 19 to 25 years old reporting ‘just getting by’.

Priority/Importance: The Wellbeing Survey is identified in the Council Plan as a high priority project.

The Wellbeing Survey has direct links to programmed strategic planning projects including the Gaming Policy Review and the Violence Prevention Plan. The broader scope of the survey will inform long term planning and budget considerations. When undertaking planning and making decisions, it is relatively easy to get input from "stakeholders" where there is an organised group whose needs and desires are met by any proposed project. It is much harder to get the views of the community on broader priorities. This survey and the Bendigo 2036 have given the City useful indications and data on preferred directions.

This work does not assume that it is Council’s role to deliver all of the services so solve the community’s issues. Survey results can also help inform priorities for lobbying to Government for action.

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Options/Alternatives: There is the option that Council could do nothing or obtain data and information from the already available resources such as Victorian Community Indicators or Australian Bureau of Statistics. This will not, however, provide the local context on major concerns, unmet needs or provide guidance on where Council resources should be allocated.

Timelines: The Bendigo Wellbeing Survey - Report Card is the detailed analysis of the Bendigo Wellbeing Survey conducted in November 2011. To track trends over time, the survey will be repeated each 2 years.

Risk Analysis: Every effort was made to promote the survey and encourage a representative group of enough community members to complete the survey. There was a risk of not getting a broad cross section of residents to complete the survey. Again every effort was made via various avenues to gain opinions from all age groups and sectors of the community.

Consultation/Communication Commitment was made during the undertaking of the survey that the results would be made available to the community. The attached Bendigo Wellbeing Survey - Report Card will be placed on the City's website for the community to view and community discussion will be invited on 'what it means' to them and the City of Greater Bendigo. The fact sheets have already been distributed.

The further detailed analysis has been undertaken which includes age group responses and other comparative data (including the 2011 Census). An updated report card will be released incrementally during that time.

Continuous Improvement It is already apparent the survey format needs some improvement. The ability to analyse the data by geographic location is limited as most people said they lived in "Bendigo", rather than the suburb.

Conclusion This is the first of what would be expected to be a series of Wellbeing Surveys across Greater Bendigo. The response rate provides a statistically significant body of data from which reliable conclusions can be drawn.

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The results are significant in themselves because they provide a ‘snapshot’ of people’s views on important social items and City of Greater Bendigo wellbeing strategies at a moment in time. Findings of the survey will have even greater impact and usefulness when they are considered in the context of other available comparative data and of the longer term results when the survey is repeated in the future. These comparisons will give trend evidence of how well we, as a whole municipality, are ‘tracking’ in addressing the wellbeing of all our community.

Resource Implications There are no further resource implications of this survey. The findings will provide reliable evidence on which to base some funding priority decisions into the future.

A budget allocation will be required to undertake the Bendigo Wellbeing Survey in the future.

Attachments 1.

Bendigo Wellbeing Survey - Report Card

RECOMMENDATION That Greater Bendigo City Council resolve to: 1.

Use the Bendigo Wellbeing Survey to provide some baseline data for future decision-making, planning and strategy development.

2.

Release the further results of the Bendigo Wellbeing Survey - Report Card to the community and key organisations for information.

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Our People, Our Processes - Reports

6.

Ordinary Meeting - 23 January 2013

OUR PEOPLE, OUR PROCESSES

6.1 CONTRACTS AWARDED UNDER DELEGATION Document Information Author

Leeanne Taig, Administration Assistant, Project Coordination

Responsible Director

Marg Allan, Director Organisation Support

Summary/Purpose The purpose of this report is to provide information on contracts recently awarded under delegation.

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

Report 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):

Contract No

Project

Delegated Officer

Date Signed

CT000010

Supply and Delivery of (1) one Tip Truck

Ron Poyser Motors

168,909.09

Darren Fuzzard

12/11/2012

CT000011

Axedale Toilets

Landmark Limited

112,033.00

Prue Mansfield

21/11/2012

CT000014

Intersection Works â&#x20AC;&#x201C; Calder Highway, Leslie Street Marong

Leech Earthmoving Contracting Pty Ltd

130,381.00

Richard Morrison

12/12/2012

CT000003

Management of Waste Disposal Sites

Future Employment Opportunities Inc

510,000.00

Craig Niemann

07/01/2013

Successful Contractor

Public

Products

Value (GST Excl)

RECOMMENDATION That the Contracts Award Under Delegation, as outlined in this report, be endorsed by Council.

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6.2 RECORD OF ASSEMBLIES 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 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.

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 - 23 January 2013

Meeting Information Bendigo Heritage Representative Group Meeting 1 October 2012 1. Post Office Gallery progress report 2. New Goldfields Tourism area 3. Heritage Groups update

Attendees/Apologies Cr Peter Cox Dannielle Orr Clare Needham Judy Pearmain Michelle Matthews Aylene Kirkwood Tom Luke Libby Luke John Hall Jim Evans Joan O'Shea Margaret Andrea Kurt Walder Esma Turner David Cotton Judy Monti Kay MacGregor Gary Hill Apologies: Eileen Gorman Peter Ball Elizabeth Murfitt Jenny Clutterbuck Dianne Anderson Jane Curtis Liesbeth Van Emmerick

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

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Ordinary Meeting - 23 January 2013

Meeting Information Councillors' Forum 12 December 2012 1. Planning matters and draft Ordinary Meeting agenda Review 2. Presentation on planning consultation 3. Strategy update 4. Fire plugs and markers 5. Petition - 2 Club Court, Strathfieldsaye 6. Dr Harry Little Kindergarten 7. Proposed Notice of Motion 8. Petition re traffic management at Marong 9. Golden Square Swimming Pool 10. Legal matter 11. List of Council properties 12. Community Theatre 13. Industrial land at Heathcote 14. Cost of vandalism 15. Bushfire hotline and fire hazard hotline 16. Process for dealing with longstanding complaints 17. Airport Advisory Committee 18. Mayoral Ball 19. Unity Mining 20. White Hills landfill rehabilitation 21. Economic Development Strategy 22. Bendigo Manufacturing and Mining Equipment initiative 23. Independent Review

Attendees/Apologies Councillors Cr Lisa Ruffell Cr Rod Campbell Cr Elise Chapman Cr Peter Cox Cr Rod Fyffe Cr Helen Leach Cr Barry Lyons Cr Mark Weragoda Cr James Williams Staff/ Craig Niemann Community Darren Fuzzard Representatives Pauline Gordon Stan Liacos Marg Allan Prue Mansfield Peter Davies Alison Campbell Conflict of Interest disclosures Matter Councillor making disclosure Councillor left meeting No. Nil PAGE 91

Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors Staff/ Community Representatives

Ordinary Meeting - 23 January 2013

Meeting Information Audit Committee Meeting 13 December 2012 1. Chief Executive Officer's Report 2. Risk Management 3. Internal Audit Plan 4. Presentation of scopes 5. Guest manager presentations 6. Internal Audit Program - status report 7. External Audit update 8. Defined Benefits Briefing Council report 9. Future meetings Attendees/Apologies Cr Rod Campbell (part) Cr Barry Lyons Craig Niemann Marg Allan Travis Harling Nicole Ashby Janine Gould John Salter (part) Prue Mansfield (part) Andy Walker (part) Neville Zimmer (part) Adam Evans (part) Leesa Mein (part) Kate Scarce Ken Belfrage Graham Bastian Alison Campbell (part)

Conflict of Interest disclosures Matter Councillor/officer making disclosure Councillor/officer No. meeting 8.

Craig Niemann No

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Our People, Our Processes - Reports

Meeting Name/Type Meeting Date Matters discussed

Councillors

Staff/ Community Representatives

Ordinary Meeting - 23 January 2013

Meeting Information Finance Committee Meeting 20 December 2012 1. Integrated Transport Strategy 2. Failure to Vote 3. Operating Reports 4. Financial Management Report 5. Capital Works Report 6. Revenue and Debt Collection Policy Attendees/Apologies Cr Rod Fyffe Cr Rod Campbell Cr Elise Chapman Cr Peter Cox Cr Helen Leach Cr Barry Lyons Cr Lisa Ruffell Cr James Williams Apology: Cr Mark Weragoda Craig Niemann Darren Fuzzard Pauline Gordon Marg Allan Lincoln Fitzgerald Nicole Ashby Travis Harling Janine Gould Kate Scarce Graham Bastian Ken Belfrage Alison Campbell

Conflict of Interest disclosures Matter Councillor making disclosure No. Nil

Councillor/Officer left meeting

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

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6.3 AMENDMENT TO REVENUE AND DEBT COLLECTION POLICY Document Information Author

Leesa Main, Acting Manager Rates

Responsible Director

Marg Allan, Director Organisation Support

Summary/Purpose To adopt the amendment to the Revenue and Debt Collection Policy Policy Context Council Plan 2009-2013 (Updated 2012) 4.1 Delivery of responsible financial management and business planning practices to ensure long term sustainability.

Background Information In a recent internal audit on Rates Revenue, it was identified that the City of Greater Bendigo Revenue and Debt Collection Policy does not make reference to the handling of overpayments in relation to both General Rates and Charges, and Special Rates and Charges.

The necessary amendments to the Policy have been drafted and presented to the Finance Committee. The Finance Committee recommends Council adopt the new policy.

Report The Revenue and Debt Collection Policy is proposed to be updated to reflect the current practices of the Rates Unit in dealing with overpayments.

The policy will outline the frequency in which the overpayments will be investigated, the steps taken to establish the identity of the person who has made the payment, and the timeframe in which a refund will be processed.

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The following are recommended to be inserted into the Policy at Clause 5.

1. General Rates and Charges CoGB will identify Rate Assessments that have been overpaid, and investigate the reason for the overpayment on a fortnightly basis with the intention of refunding to the ratepayer, unless the ratepayer requests that the overpaid amount remains on their account.

Where a refund is required and identity of the person who claims to have made the payment cannot readily be established, CoGB will require proof of such payment before a refund is given, to avoid the refund being made to the incorrect person. The refund will be issued within a month of proof of payment being supplied.

2. Special Rates and Charges CoGB will identify Special Rates and Charges Assessments that have been overpaid on a fortnightly basis with the intention of refunding to the ratepayer, unless the ratepayer requests that the overpaid amount remains on their account.

Where a refund is required and identity of the person who claims to have made the payment cannot readily be established, CoGB will require proof of such payment before a refund is given, to avoid the refund being made to the incorrect person. The refund will be issued within a month of proof of payment being supplied.

Attachments 1.

Revenue and Debt Collection Policy

RECOMMENDATION That the Greater Bendigo City Council adopt the amendments to the Revenue and Debt Collection Policy.

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6.

URGENT BUSINESS

Nil. 7.

NOTICES OF MOTION

Nil. 8.

COUNCILLORS' REPORTS

9.

MAYOR'S REPORT

10. CHIEF EXECUTIVE OFFICER'S REPORT 11. CONFIDENTIAL (SECTION 89) REPORTS 11.1 Confidential Attachment - Contractual Matter (associated with report no. 3.1)

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