Agenda 22 january 2014 by City of Greater Bendigo

AGENDA Ordinary Meeting of Council 6.00pm Wednesday 22 January, 2014

*** Broadcast live on Phoenix FM 106.7 ***

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

NEXT MEETING: Wednesday 12 February, 2014 Bendigo Town Hall Copies of the City of Greater Bendigo Councilâ&#x20AC;&#x2122;s Agendas & Minutes can be obtained online at www.bendigo.vic.gov.au

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Council Vision Our residents can live healthy and satisfying lives in our vibrant City and region, confident in its growth and future.

Council Purpose and Values Councillors have made a commitment in their Code of Conduct to working and leading together in:           

Making informed, balanced and objective decisions Acting honestly Taking responsible financial decisions Ensuring good governance Being inclusive in their activities and sharing information with others Learning from each other Respecting each other's undertakings Being respectful in their interactions with others Communicating clearly about decisions that have been made Fulfilling their undertakings and being clear when this is not possible Working positively with the media to ensure community members are provided with accurate information

Themes     

Planning for Growth Liveability Productivity Sustainability Good Governance and Decision-Making

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ORDINARY MEETING WEDNESDAY 22 JANUARY 2014

ORDER OF BUSINESS: ITEM

PRECIS

PAGE

ACKNOWLEDGEMENT OF COUNTRY

PRAYER

CODE OF CONDUCT

PRESENT

APOLOGIES

SUSPENSION OF STANDING ORDERS

PUBLIC QUESTION TIME

RESUMPTION OF STANDING ORDERS

CR FYFFE'S REPORT

DECLARATIONS OF CONFLICT OF INTEREST

CONFIRMATION OF MINUTES

PETITIONS AND JOINT LETTERS

1.1

Petition: Request for Disability Access Path between the Harcourt Street Car Park and Leo Hartney Pavilion at Ewing Park

PLANNING FOR GROWTH

2.1

46 Nolan Street, North Bendigo - Construction of Four Dwellings and Four Lot Subdivision

2.2

48 Hodgson Street, Eaglehawk - 2 Lot Subdivision of Land

LIVEABILITY

3.1

Response to Petition - Marong Swimming Pool

3.2

Country Football Netball Program Grant Application

PRODUCTIVITY

SUSTAINABILITY

5.1

Review and Amendment of Road Management Plan

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GOOD GOVERNANCE AND DECISION-MAKING

6.1

Record of Assemblies

6.2

Contracts Awarded Under Delegation

6.3

Progress Report Independent Review Implementation

URGENT BUSINESS

NOTICES OF MOTION

COUNCILLORS' REPORTS

10.

MAYOR'S REPORT

11.

CHIEF EXECUTIVE OFFICER'S REPORT

12.

CONFIDENTIAL (SECTION 89) REPORTS

12.1

Contractual Matter

____________________________ STAN LIACOS ACTING CHIEF EXECUTIVE OFFICER

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Ordinary Meeting - 22 January 2014

ACKNOWLEDGEMENT OF COUNTRY PRAYER CODE OF CONDUCT 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 - 22 January 2014

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.

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.

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.

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.

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

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.

CR FYFFE'S REPORT

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Ordinary Meeting - 22 January 2014

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 - 22 January 2014

CONFIRMATION OF MINUTES Minutes of the Ordinary Council Meeting on Wednesday 18 December 2013. The following items were considered at the Ordinary Council meeting held on Wednesday 18 December, 2013 at 6:00pm.                  

Petition: Traffic Management Issues around Strathfieldsaye Primary School Joint Letter – Proposed Development at 24 Bannerman Street, Bendigo Petition: Marong Swimming Pool Petition re Condition of Drain Adjacent Rosedale Village in High Street, Kangaroo Flat Planning Scheme Amendment C203 – Permanent Heritage Overlay at 384-386 Napier Street, White Hills for Consideration of Submissions – Refer to Panel Planning Scheme Amendment C193 – 428 Calder Highway, Maiden Gully – Request to Consider Authorisation 31 Curnow Street, Golden Square – 2-Lot Subdivision of Land 35 Scullys Lane, Heathcote (to be created by the subdivision of 42 Ross Street) – Amended Permit to Allow for the Removal of Vegetation from within the Road Reserve 69 Bassett Drive, Strathfieldsaye – Two-Lot Subdivision of Land and Construction of Two Dwellings (Staged) 138 Crook Street, Strathdale – Use of Land for a Childcare Centre and Waiver of Car Parking Outdoor Dining and Street Trading Code of Practice Review Response to Petition: Lake Tom Thumb Intensive Animal Industry Study Contracts Awarded Under Delegation Record of Assemblies Bendigo Livestock Exchange Annual Report 2012-13 Delegation of Town Planning Powers – A Response to the Independent Review Notice of Motion: Independent Review Recommendation Regarding City Futures Directorate

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 18 December, 2013 as circulated, be taken as read and confirmed.

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Ordinary Meeting - 22 January 2014

PETITIONS AND JOINT LETTERS

1.1 PETITION: REQUEST FOR DISABILITY ACCESS PATH BETWEEN THE HARCOURT STREET CAR PARK AND LEO HARTNEY PAVILION AT EWING PARK

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 user group representatives of Ewing Park, Bendigo, as outlined below:

"The Leo Hartney Pavilion at Ewing Park in Harcourt St Bendigo was constructed 1990. It is a City of Greater Bendigo owned building. It has never had an access path to enable people with a disability to access the pavilion. We, the undersigned, fully support the need for a permanent access path for people with a disability between the Harcourt St carpark and the Leo Hartney Pavilion ".

Signatures

RECOMMENDATION That the petition be received and a response be prepared within two (2) meetings.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

PLANNING FOR GROWTH

2.1 46 NOLAN STREET, NORTH BENDIGO 3550 - CONSTRUCTION OF FOUR DWELLINGS AND FOUR LOT SUBDIVISION Document Information Author

Chris Duckett, Co-ordinator Land Use

Responsible Director

Prue Mansfield, Director Planning & Development

Summary/Purpose Application details: Application No: Applicant: Land: Zoning: Overlays: No. of objections: Consultation meeting held: Key considerations:

Conclusion:

Construction of four dwellings and four lot subdivision DSD/840/2013 DJAM Holdings Pty Ltd 46 Nolan Street, NORTH BENDIGO 3550 Residential 1 Zone None 30 The applicant does not wish to participate in a consultation meeting in light of the issues raised by the objectors and the previous VCAT history on this site.  The principle of residential development in this location.  Whether the proposed subdivision and development is a good urban design outcome which will preserve neighbourhood character.  Whether the proposal will adversely affect residential amenity.  Whether there will be an adverse impact on traffic safety and car parking availability in the area. The site is in a good location to provide new housing in terms of accessibility to employment opportunities, leisure and shopping facilities and public transport. The proposal will have the positive effect of providing additional, much needed housing in an urban area, whilst preserving neighbourhood character. This report considers the permit application and recommends that the Greater Bendigo City Council issues a Notice of Decision to Grant a Planning Permit.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

Policy Context City of Greater Bendigo Council Plan 2013 – 2017 (2013) Planning for Growth  Our quality of life is maintained as our City's population and economy grows. Productivity  A diverse, strong and growing economy supports community resilience. Background Information The application site was the subject of a planning application DSD/273/2012 for a subdivision and development for 5 dwellings which was refused by Council on 26 September 2012 for the following reasons: 1.The proposal would be an overdevelopment of the site, which would be harmful to neighbourhood character by reason of the siting, visual bulk and design of the development contrary to the objectives of Clauses 21.06, 22.30, 32.01 and 55 of the City of Greater Bendigo Planning Scheme. 2.The proposal would result in an adverse amenity impact by reason of the visual bulk and proximity to adjacent dwellings contrary to Clause 55 of the City of Greater Bendigo Planning Scheme. 3.The proposal would result in an adverse impact on traffic safety by reason of the excessive number of vehicle access points and reverse manoeuvres required to exit the site contrary to Clause 55 of the City of Greater Bendigo Planning Scheme. The applicant appealed the decision to the Victorian Civil and Administrative Tribunal (VCAT) and Council’s decision was upheld. The VCAT decision is attached at Appendix 2 but in summary the Tribunal made the following key points.  Agreed with Council in regard to the first ground of refusal relating to neighbourhood character;  Did not comment in detail on residential amenity and ResCode issues other than to say they would need to be addressed in any revised proposal;  Did not agree with Council that reversing out onto Nolan Street would create an unacceptable traffic hazard. These matters are considered in detail in the Planning Assessment section of this report. Report Subject Site and Surrounds The site is a relatively regular shaped allotment with frontage of 32m and an area of 906m2. The site is currently vacant and has a diagonal cross fall of around 3-4 metres from front to back.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

The surrounding land uses are wholly residential and the site is within the area covered by North Bendigo 6 Residential Character Policy which describes the neighbourhood as follows: "An area of mostly post war housing, in which consistency of setbacks within streetscapes is important. Roof shapes are also important as they are prominent in streetscapes and provide a consistent theme. Front fences are low in height or transparent, creating an open feel to the streetscape." To the immediate north of the site Nolan Street is effectively split into two sections by a 6.5m wide median strip. It is likely that this road construction was necessitated by the varying topography of the land which has resulted in some of the residential lots on the western side of the road being in the region of 2-4m higher than those on the eastern side.

Figure 1: Location map showing subject site. Objectors' properties marked with a star. Note: 14 objectors not shown as they are located outside the scope of the map.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Figure 2: Aerial map showing subject site and surrounds.

Proposal It is proposed to subdivide the block into 4 lots and construct 4 two storey dwellings. The lots would be in the range of 201m2 to 266m2. The dwellings would have a living/dining/kitchen area, toilet and laundry on the ground floor, with three bedrooms and two bathrooms on the first floor. Each dwelling would have a single garage with a second car space in front of the garage. Secluded private open space would be in the form of rear gardens in the range of 5-9m in depth. The dwellings would be of modern design with traditional elements such as pitched roofs and would comprise a variety of materials including render at ground floor, weatherboard at first floor and flush-panelled garage doors with a feature window.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

The dwellings would be sited in pairs on the block and would be accessed via two shared double crossovers. Current Proposal

Figure 3: Proposed site / floor plan

Figure 4 :Proposed elevations

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

Previous Proposal

Figure 5: Front elevations from previous scheme

Figure 6: Site plan from previous scheme

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

11.05 Regional Planning 15.01 Urban environment 15.02 Sustainable environment 16.01 Medium density housing

Municipal Strategic Statement 

21.05 Settlement PAGE 15

Planning for Growth – Reports



Ordinary Meeting - 22 January 2014

21.06 Housing

Local Planning Policies 

22.20 North Bendigo Precinct 6

Other Provisions    

32.01 Residential 1 Zone 55 Two or more dwellings on a lot and residential buildings 56 Residential Subdivision 65 Decision Guidelines

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

Tenix

No objection subject to conditions

Traffic & Design

No objection subject to conditions

Drainage

No objection subject to conditions

Public Notification The application was advertised by way of notice on the site and letters to adjoining and nearby owners and occupiers. As a result of advertising 30 objections were received, with the grounds of objection being: Residential Amenity         

Overlooking/loss or privacy Loss of sunlight Overshadowing Loss of view Lack of private open space and place for children to play Increase in noise Non-compliance with ResCode Poor solar orientation/energy efficiency Sloping driveway and stairs does not cater for persons with limited mobility.

Neighbourhood Character  Too much development on too small a site PAGE 16

Planning for Growth – Reports

          

Ordinary Meeting - 22 January 2014

Appearance of modern dwellings doesn't suit the area Two storey dwellings out of keeping Impact on streetscape Out of keeping with the local character Doesn't fit guidelines of North Bendigo 6 Residential Character Policy Inappropriate materials, design and layout Density limits possibilities for trees and gardens Garage structures dominate all four lots Inadequate setbacks Outside hospital precinct which allows for denser development Width of crossovers exceeds Rescode standard.

Traffic and Parking    

Increase in traffic Pedestrian and vehicular hazard from cars reversing onto Nolan Street Inadequate parking and impact on parking availability No available emergency access.

Other Issues  Drainage concerns Planning Assessment Principle of Residential Development Clause 11.05-4 Regional planning strategies and principles has the objective of developing regions and settlements which have a strong identity, are prosperous and are environmentally sustainable. Of particular relevance to this application is the strategy to limit urban sprawl and direct growth into existing settlements, promoting and capitalising on opportunities for urban renewal and redevelopment. Clause 16.01 Residential development has objectives which promote a diverse range of housing that meets community needs in locations that offer good access to services and transport and that is both water and energy efficient. The importance of energy and resource efficiency is also referenced in Clause 15.02 Sustainable development. The City's Settlement and Housing policies within the Municipal Strategic Statement (MSS) are supported by a residential development strategy which advocates for urban consolidation in the form of high quality, medium density in-fill housing. The land is zoned Residential 1 and lies within the Urban Growth Boundary and the proposal meets the overarching objectives of housing policies within the State Planning Policy Framework (SPPF) and the Residential Development Strategy as it would provide for urban consolidation in an area which has good access to local services and facilities.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

The Residential Strategy highlights key inner urban locations such as the CBD, railway station, hospital and university precincts where an increase in residential density is appropriate. The site is not within the indicative boundary of the hospital precinct as mapped in the Residential Strategy and it sits on the boundary of the study area for the proposed Hospital Precinct Structure Plan. However, it is within walking distance of the hospital and can readily be considered as part of the precinct. What VCAT said about the location: At the Hearing there was some debate about whether the site should be considered as part of the Core Development area where higher density development is proposed or whether it was in fact a Community Focused Development area. The Tribunal was inclined to view the site as being within a Community Focused Development area. However, to some extent this was not an issue of significance as the Tribunal concluded that: â&#x20AC;&#x153;There is no doubt that policy encourages infill development in established urban areas, particularly on large vacant sites with minimal physical site constraints. In principle, there should be no impediment to the construction of multiple new dwellings on this site.â&#x20AC;? It is clear therefore that the location is appropriate for medium density infill development. However, it is important to balance this against other objectives in the Planning Scheme as set out in the MSS. This includes the need to ensure developments meet the identified neighbourhood character of areas. This is discussed further below. Neighbourhood Character This is a proposal which requires consideration of the familiar challenge of balancing State and Local policies which encourage consolidation of new housing within established urban areas whilst at the same time requiring development to be respectful of existing neighbourhood characteristics. Neighbourhood character is referenced as an important consideration throughout the Planning Scheme including Clauses 15.01 Urban Environment, 16.01 Residential Development, 21.06 Housing, 22.20 North Bendigo Residential Character Policy, 32.01 Residential 1 Zone, 55 Two dwellings on a lot and 56 Residential Subdivision. This proposal will introduce dwellings in a semi-detached style which is not typical of residential development in the area. However, it is clear that the design intent does not aspire to produce 'more of the same' and indeed preserving neighbourhood character does not require such an approach. This has been established as a principle in many VCAT cases. An assessment therefore needs to be made as to whether the development is so different and so contrasting that it would be harmful to existing neighbourhood character.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Residential Character Policy Clause 22.20 applies to land in the suburb of North Bendigo. The character policy has a number of objectives which call for an appropriate landscape plan, buildings which follow the contours of the land, compatible front and side setbacks, buildings which respect the predominant building height in the street and complementary building materials, finishes and fencing. Landscape Plan No landscaping plan has been provided but this could be required by a condition of any permit granted. Contours The design will require an element of cut and fill due to the sloping nature of the block. However, the dwellings have been stepped, both along the street frontage and from the front to the rear of the block. Setbacks The front setback is slightly less than the dwelling at 48 Nolan Street but greater that the dwelling at 44 Nolan Street. The side setback objective seeks distances of between 1 and 3 metres from both side boundaries, based on the predominant pattern in the streetscape. The development largely complies with this objective as a 1.2m setback is provided along the northern side boundary. On the southern boundary the setback is in the range of 1m and 1.65m. Building Height and Form In addition to respecting the predominant building heights this objective encourages the use of low pitched roof forms. One of local residents' concerns is the introduction of two storey dwellings in an area predominated by single storey dwellings. This is a concern that is often raised by local residents. However, two storey dwellings are rarely seen as inappropriate in principle, even in areas where single storey dwellings are the common building typology. Moreover the test is whether or not the dwellings are respectful of neighbourhood character. The VCAT Member did not raise two storey development as a concern at the hearing The height of the development is respectful of neighbourhood character in that although the dwellings are two storey, the low pitched roof design and the height of the adjoining dwellings would result in a development which would be of a similar height to the surrounding development. Building Materials, Finishes and Fencing The proposed materials are a mix of render, timber and cement sheeting. This would fit in with the existing character of the area. No fencing is proposed. What VCAT said about the design and neighbourhood character: The table below compares elements of both proposals and provides VCAT commentary on the previous proposal.

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Planning for Growth – Reports

Design Component Built form

Scheme 1

Design Detail

Contemporary design with modern materials and flat roofs

Ordinary Meeting - 22 January 2014

What VCAT said

Scheme 2

5 dwellings in a “I am not satisfied that five attached dwellings appearing terrace. as one long building … is appropriate having regard to these design responses. I consider that the proposed building form will be quite at odds with both the existing and desired character.”

4 x 3 bedroom dwellings in a pair of semi-detached dwellings.

“The building is a modern cuboid or box like design. It has minimal articulation between ground and first floors except for the ground floor entry to Dwelling 1…”

The dwellings, whilst still modern, now have more traditional elements such as pitched roofs. Driveways now comprise 38% of frontage. No landscaping plan has been provided but there are opportunities for canopy trees and other landscaping more in keeping with the character of the area.

“The driveways are grouped Driveways Driveways and comprised 44% into three, and together with Landscaping of frontage the footpaths dominate the which exceeded front of the property with minimal opportunity for ResCode standard of landscaping. Although the 33%. Paved nature strip widens outside the review site, I am not pathways further limits persuaded that planting in the nature strip will be very landscaping effective in softening the opportunities appearance of the building. There is certainly little or no opportunity at the front or sides of the site to plant new trees…”

What guidance did the VCAT Order give for any future development on the site? Helpfully the VCAT Member did give an opinion on what might be a more appropriate form of development. He stated that: "I consider that the building components should be separated to better reflect the rhythm of existing dwelling spacing and result in building(s) less dominant in the streetscape. A building with greater boundary setbacks, less paving, and fewer crossovers and driveways would provide more opportunities for landscaping and the planting of trees within the site. Greater articulation and a different roof design would also provide a proposal more consistent with the desired future character…."

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

The revised proposal has generally responded to the Member's comments positively in that the dwellings now have a slightly bigger separation to the existing boundaries and due to the semi-detached design have a 2.4m gap between the two pairs. This would result in less dominance in the streetscape. The design has also reduced the area of paving, number of crossovers and driveways which allows for an increased area of landscaping. The width of the crossovers still exceeds the ResCode standard but the impact that this could have on the streetscape could be offset by requiring a design treatment for the driveways other than concrete (such as pebblecrete). A different roof design has been provided and a reasonable level of articulation to the dwellings. The garages occupy a large amount of the frontage at ground floor level but as the dwellings will be two storey they will not be an unduly dominant feature in the overall design of the development. It is proposed to insert a vertical window in each of the garage doors which will add articulation to the design. This part of Nolan Street does not have as cohesive a streetscape as others in the area and this does allow some scope to design a development which varies from other dwellings in the area. For instance, were this a quiet suburban street with a traditional, uniform streetscape it may be more difficult to accommodate this type of development. However, Nolan Street is a wide road in which one side of the street is significantly higher than the other and has a central reservation. This has the effect of making the existing streetscape less cohesive than it might otherwise be. In addition, around 100m to the north of the site on the eastern side of Nolan Street is Bendigo North Primary School which has a poor presentation to the street, comprising high stone walls, chain link fencing and a long bank of water tanks. Opposite the school is a large piece of land owned by the Department of Education. These two sites combined add a further disruptive element in the rhythm of the streetscape which makes a medium density development such as this less intrusive and more appropriate. Would the proposal create any traffic or parking issues? Traffic was considered at the VCAT Hearing although not in any great detail. The previous proposal had two double and one single crossover serving 6 car parking spaces. The Member made the following comments: "Residents identified safety issues with vehicles reversing out of driveways into this section of Nolan Street. Although reversing vehicles out into Nolan Street may not be ideal, I am not persuaded that sightlines are so compromised that the development should be refused because vehicles cannot exit the site in a forward direction." This proposal has two double crossovers and therefore the impact of vehicle movements will be lessened in comparison with the previous proposal. The proposal meets the Planning Scheme requirements for car parking for the dwellings (a total of 8 spaces). No visitor parking is required as there is now less than 5 dwellings.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

The application was referred to the City's Traffic Engineers who advised that the applicant needs to demonstrate that minimum sight lines for pedestrian safety can be provided, as required by Australian Standards. A condition will be imposed on any permit issued requiring amended plans that show how these sight lines will be achieved. As the revised proposal will have less impact than the original proposal in terms of traffic and car parking it would be unreasonable to refuse the application on this basis. Residential Amenity and ResCode The purpose of Clause 55 Two or more dwellings on a lot and residential buildings includes the need to achieve residential development that respects neighbourhood character and provides reasonable standards of amenity for existing and new residents. It is a requirement of Clause 55 that a development must meet all of the objectives of the clause and should also meet all of the standards. All objectives have been assessed and have been met. The objectives relevant to the issues raised by objectors and not covered elsewhere in this report and the standards which require a variation are considered below: B10 Energy efficiency The objective of this clause is to ensure the orientation and layout of development reduce fossil fuel energy use and make appropriate use of daylight and solar energy. The orientation of the lot does constrain how the development can be designed to maximise energy efficiency. However, the private open space to all dwellings will receive good access to northern sunlight and some habitable rooms will also access northern sun. B20 North-Facing Window The objective is to allow adequate solar access to existing north-facing habitable room windows. There are two north-facing windows at 44 Nolan Street the closest of which would be around 4m from the nearest proposed dwelling. The permissible height of a wall at this point under ResCode would be 8m. As the wall at this point would be approximately 5.5m high it would be comply with the standard. B21 Overshadowing The objective is to ensure buildings do not significantly overshadow existing buildings. The standard requires that at least 40% of private open space receives a minimum of 5 hours of sunshine measured between 9am and 3pm on September 22 nd. The only property affected by overshadowing is 44 Nolan Street. However, plans have been provided which demonstrate that the proposal would comfortably comply with the standard.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

B22 Overlooking The objective is to limit views into existing secluded private open space and habitable room windows. The development has been designed to meet the overlooking standard. At ground floor level all views to adjoining properties would be obscured by existing and proposed fencing. At first floor level overlooking is prevented by the provision of obscure glazing in the rear bedrooms to a height of 1.8m. It would therefore be unreasonable to refuse the proposal on this basis. B24 Noise Impact The objective is to protect residents from external noise and contain noise in developments. Of relevance to local residents' concerns is potential noise from air conditioning units and there is a standard in this clause which requires air conditioning units to be located away from bedrooms in adjacent dwellings. This will be required by condition on any permit granted. B25 Accessibility objective The objective is to encourage the consideration of the needs of people with limited mobility in the design of developments. The standard is that the dwelling entries of the ground floor of dwellings and residential buildings should be accessible or able to be easily made accessible to people with limited mobility. An objection was received regarding the sloping driveway and the stairs not catering for persons with limited mobility. Although the driveway does slope this is unavoidable on a block with varying topography such as this. The steps in the dwelling would be an impediment to persons of limited ability. Again this is unavoidable due to the step in the dwellings necessitated by the fall in the land. It is of note that the Building Code does not require all dwellings to be accessible for persons of limited mobility. Therefore it would be unreasonable to refuse the development on this basis. B28 Private Open Space The objective is to provide adequate private open space for the reasonable recreation and service needs of residents. The standard required is for each dwelling to have a minimum of 25 m2. The amount of secluded private open space provided is in the range of 37m 2 to 54m2 thus exceeding the standard. Furthermore total open space is in the range 81m2 to 136m2.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

Other Issues  Loss of view The loss of a view is rarely a consideration in planning matters and there are no controls in the Greater Bendigo Planning Scheme which protect existing views. Conclusion This revised proposal has raised similar issues to the previous proposal and the key considerations are neighbourhood character, residential amenity and traffic. The proposal has demonstrated clearly that in terms of residential amenity and traffic this development would represent an acceptable planning outcome. This is backed up by the fact that in considering the original proposal, VCAT found there to be no traffic concerns and residential amenity impacts were not given significant weight. Neighbourhood character, as always, is a more subjective consideration. Local residents do have valid concerns over the potential impact of the proposal on existing neighbourhood character. However, the applicant has taken on board the thrust of the VCAT Member’s comments in regards to a future development on the site and proposed a scheme which on balance respects existing and preferred neighbourhood character. It is concluded that Council should support the proposal. Options Council, acting as the responsible authority, may resolve to approve or refuse to grant a permit. Attachments  Objections  Previous VCAT Decision RECOMMENDATION Pursuant to section 61 of the Planning and Environment Act (1987), Greater Bendigo City Council resolve to issue a Notice of Decision to Grant a Permit for the construction of four dwellings and four lot subdivision at 46 Nolan Street, NORTH BENDIGO 3550 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 three copies must be provided. The plans must be generally in accordance with the plans submitted with the application but modified to show:

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Ordinary Meeting - 22 January 2014

(a) Location of air condition units which must not be sited next to bedrooms in adjacent dwellings. (b) Minimum sightline for pedestrian safety, pursuant to AS/NZ 2890.1-2004 Fg 3.3, must be provided at circulation roadway exits onto the street. (c) Landscaping plan to accord with condition 3. 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.

LANDSCAPING PLAN Before the development starts, a landscape plan to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plan will be endorsed and will then form part of the permit. The plan must be drawn to scale with dimensions and two copies must be provided. The landscaping plan must be drawn by a person qualified in landscape design. The plan must show: (a) Details of surface finishes of pathways and driveways including an alternative surface treatment for the driveway which reduces the expanse of concrete/hard surfacing. (b) Planting schedule of all proposed trees, shrubs and ground covers, including botanical names, common names, pot sizes, sizes at maturity, and quantities of each plant (c) At least one canopy tree (minimum two metres tall when planted) in the front garden of each dwelling. All species selected must be to the satisfaction of the responsible authority.

SCHEDULE OF MATERIALS Prior to the commencement of development a sample board of the proposed materials and colours to be used for the building shall be submitted to and approved in writing by the responsible authority.

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.

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.

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Planning for Growth – Reports

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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.

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.

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.

10.

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

11.

STORMWATER DETENTION Prior to the connection of any building to the responsible authority’s drainage system, 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 Rate Q10 = 14 l/s

12.

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.

13.

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 condition 10 above.

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Planning for Growth – Reports

14.

Ordinary Meeting - 22 January 2014

SECTION 173 AGREEMENT – ON SITE DETENTION SYSTEM Should the applicant opt to install on-site stormwater detention or water quality treatment then, prior to the issue of statement of compliance, the applicant/owner must enter into an Agreement under Section 173 of the Planning and Environment Act 1987. Such Agreement must covenant that; (a) The on-site treatment system and/or detention system shall be designed by a qualified engineer and must be approved by the responsible authority prior to construction. (b) Each onsite-treatment system and/or detention system must be constructed either prior to, or currently with, the construction of any dwelling on the specified lots. (c) Each system must be completed prior to connection to the responsible authority’s drainage system. (d) The owner will maintain each on-site treatment system and/or detention system and not modify without prior written approval from the responsible authority. (e) The owner shall allow duly authorised officers of the responsible authority to inspect the systems at mutually agreed times. (f) The Owner will pay for all costs associated with the construction and maintenance of each on-site treatment and detention system.

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 (a) 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. (b) If the existing layback is not used, it must be removed and barrier kerb reinstated. (c) The driveway must be 1m clear of the stormwater pit. (d) 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.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

17.

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.

18.

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.

19.

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.

20.

NO MUD ON ROADS In the event of mud, crushed rock or other debris being carried onto public roads or footpaths from the subject land, appropriate measures must be implemented to minimise the problem to the satisfaction of the responsible authority.

21.

PUBLIC OPEN SPACE CONTRIBUTION The applicant or owner must pay to the City of Greater Bendigo an amount equivalent to 5% of land in the subdivision. This payment must be made before a Statement of Compliance is issued and may be varied under section 19 of the Subdivision Act 1988.

22.

TELECOMMUNICATIONS (a) The owner of the land must enter into an agreement with: a telecommunications network or service provider for the provision of telecommunication services to each lot shown on the endorsed plan in accordance with the provider’s requirements and relevant legislation at the time. a suitably qualified person for the provision of fibre ready telecommunication facilities to each lot shown on the endorsed plan in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre. (b) Before the issue of a Statement of Compliance for any stage of the subdivision under the Subdivision Act 1988, the owner of the land must provide written confirmation from: a telecommunications network or service provider that all lots are connected to or are ready for connection to telecommunications services in accordance with the provider’s requirements and relevant legislation at the time.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

a suitably qualified person that fibre ready telecommunication facilities have been provided in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre. 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 (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 that 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.

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 Registered Easement in favour of Coliban Region Water Corporation.

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.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

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.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

2.2 48 HODGSON STREET, EAGLEHAWK 3556 - 2 LOT SUBDIVISION OF LAND Document Information Author

Liz Commadeur, Subdivision Planner

Responsible Director

Prue Mansfield, Director Planning & Development

Summary/Purpose Application details: Application No: Applicant: Land: Zoning: Overlays: No. of objections: Consultation meeting held: Key considerations: Conclusion:

2 lot subdivision of land DS/870/2013 Total Property Developments 48 Hodgson Street, EAGLEHAWK 3556 Residential 1 Zone Road Zone 2 There are no overlays 1 A consultation meeting was not conducted. Whether the proposed subdivision will cause extra traffic issues for residents living in in the area. Hodgson Street and Pine Street and the surrounding street network can cater for any traffic generated by the proposed subdivision. The subdivision meets the requirements of the Planning Scheme and a permit should be granted, subject to conditions.

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Planning for Growth â&#x20AC;&#x201C; Reports

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Report Subject Site and Surrounds The subject site is located in an established residential area of Eaglehawk, on the corner of Hodgson Street and Pine Streets. The site is generally rectangular in shape with an area of 1,014 square metres and slopes to the northern end of the site. An existing dwelling is located on the southern end of the site and a shed is located in the northern end of the site. Services, including reticulated water and sewerage, power, gas and telecommunications are connected to the site. The surrounding area is comprised of a mixture of small to medium, conventional, detached family homes and units. The neighbouring properties to the west are comprised of three detached home units. A brick dwelling abuts the site to the north. The site is located within reasonable proximity to the Eaglehawk shopping precinct, schools and a number of recreational facilities.

Figure 1: Location map showing subject site. Objectorâ&#x20AC;&#x2122;s property is marked with a star.

Proposal The applicant seeks approval for a two lot subdivision. It is proposed to subdivide the rear yard off from the existing dwelling to create a new vacant lot suitable for a dwelling. The area of Lot 1 will be 530 square metres, and Lot 2 will be 484 square metres. Lot 1 and Lot 2 will utilise the existing driveways for access. The lots would be fully serviced. A shed will be removed from the northern end of the site.

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Planning for Growth – Reports

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Planning Controls - Greater Bendigo Planning Scheme The site is in the Residential 1 Zone (R1Z). A permit is required under the zone provisions to subdivide the site. The following provisions of the City of Greater Bendigo Planning Scheme are relevant to the application: State Planning Policy Framework:  Regional development (clause 11.05).  Urban environment (clause 15.01).  Sustainable development (clause 15.02).  Integrated transport (clause 18.01).  Movement networks (clause 18.02). Municipal Strategic Statement:  Municipal profile (clause 21.01).

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Planning for Growth – Reports

       

Ordinary Meeting - 22 January 2014

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). Infrastructure (clause 21.09). Reference documents (clause 21.10).

Local Planning Policies:  Salinity and erosion risk policy (clause 22.04).  Eaglehawk residential character policy (clause 22.13) Other relevant provisions:  Residential subdivision (clause 56)  Decision guidelines (clause 65).  Referral and notice provisions (clause 66). Consultation/Communication Referrals The following internal departments have been consulted on the proposal: Referral

Comment

Traffic & Design

No objection

Drainage

No objection subject to conditions

Public Notification The application was advertised by way of notice on the site and letters to adjoining and nearby owners and occupiers. As a result of advertising, one objection was received, with the ground of objection being:  Traffic generated by the subdivision will impact on the safety of residents in the area The objection is discussed below. Planning Assessment Traffic The site is located on the corner of Hodgson Street and Pine Street. Hodgson Street is zoned as a Category 2 road in the Planning Scheme and is also known as a City of Greater Bendigo sub-arterial road. Sub-arterial roads are capable of carrying up to 3,000 traffic movements per day. Hodgson Street currently has between 1,000 – 1,200 traffic movements per day. Pine Street is a local road, with a width of 8.5 metres.

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Planning for Growth – Reports

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There has been no recent traffic counts undertaken along Pine Street, but the City’s Traffic Engineer advised that traffic movements would not exceed 500 movements per day. There are no footpaths along the Hodgson Street or Pine Street frontages. The objector is concerned that the proposed subdivision will compromise the safety of residents, as there is already a problem with “hoon” drivers in the vicinity of the site. The objector states that motorists already speed along Pine Street and nearby Elm and Growler Streets and endanger the safety of pedestrians, school children riding bikes and parked cars. Pine Street is a typical suburban street in Eaglehawk which has ample room for on-street parking as well as cars passing through safely to either Hodgson Street or Elm and Growler Streets. Future pedestrian traffic generated as a result of the proposed subdivision will be minimal. As there is no footpath along Pine Street, pedestrians will continue to use the road reserve and roadside, which in the past has been an acceptable outcome. The objector’s concern of “hoon” drivers entering and exiting Pine Street is no different from this type of behaviour occurring in other suburban streets. COGB is not responsible for enforcing traffic offences. Hoon behaviour is a police matter. The traffic likely to be generated by one additional residential lots amounts to approximately twenty traffic movements per day. These traffic volumes are acceptable to the City's Traffic Engineer. It is considered that one additional dwelling within Hodgson Street and Pine Street will not cause any adverse impact on traffic safety. Neighbourhood Character Having regard to the site description and design response, it is considered that the proposed subdivision is in keeping with the neighbourhood character for the following reasons:  The proposed lot sizes of 530 and 484 square metres are generally in accordance

with the lots in the area.  The proposed subdivision will not have any effect on the streetscape of Hodgson

Street. This is because any future construction of a dwelling on Lot 2, will be concealed behind the existing dwelling, and can only be viewed from Pine Street. The Pine Street frontage of Lot 2 has a width of 24 metres which is generally in accordance with the lots in the street.  The proposed subdivision will respect the objectives of the Eaglehawk residential

character policy, including maintaining the openness of both streetscapes and providing sufficient space to ensure adequate front and side setbacks. Overall, the two lot subdivision proposed will respect the objectives of the Eaglehawk residential character policy and won’t detract from the character of the existing streetscape. Rescode The application has been assessed as satisfactorily addressing the objectives and standards of ResCode as contained in Clause 56 of the Greater Bendigo Planning Scheme.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

Rescode requirements, including the provision of adequate solar access, can be achieved. Access is available to both lots and Lot 2 is able to accommodate a building envelope of 10 metres by 15 metres. Conclusion It is concluded that the proposed subdivision of the site complies with the Planning Scheme and thus 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 with 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 for a two lot subdivision at 48 Hodgson Street, EAGLEHAWK 3556 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.

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

PROVISION OF SERVICES The owner of the land must enter into agreements with the relevant authorities for the provision of water supply, drainage, sewerage facilities, electricity and gas services to each lot shown on the endorsed plan in accordance with the authorities’ requirements and relevant legislation at the time.

EASEMENTS All existing and proposed easements and sites for existing and required utility services and roads must be set aside in favour of the relevant authority for which the easement or site is to be created on the plan of subdivision submitted for certification under the Subdivision Act 1988.

REFERRAL OF PLAN The plan of subdivision submitted for certification under the Subdivision Act 1988 must be referred to the relevant authority in accordance with section 8 of that Act.

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Planning for Growth â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

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.

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 = 8l/s

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.

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.

10. SECTION 173 AGREEMENT Should the applicant opt to install an on-site stormwater detention system or water quality treatment system then, prior to the issue of statement of compliance, the applicant/owner must enter into an agreement under section 173 of the Planning and Environment Act 1987. Such agreement must covenant that: (a) The system shall be designed by a qualified engineer and must be approved by the responsible authority prior to construction. (b) Each system must be constructed either prior to, or currently with, the construction of any building on the specified lots. (c) The system must be completed prior to connection to the responsible authorityâ&#x20AC;&#x2122;s drainage system. (d) The owner will maintain each system and not modify without prior written approval from the responsible authority. (e) The owner shall allow duly authorised officers of the responsible authority to inspect the system at mutually agreed times. (f) The owner will pay for all costs associated with the construction and maintenance of the system.

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Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

11. 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. 12. CONSTRUCTION MANAGEMENT PLAN Prior to commencement of works the owner or applicant must submit a Construction Management Plan (CMP) for approval by the responsible authority. This plan shall include, but not be limited to: (a) A site specific plan showing proposed erosion and sedimentation control works. (b) Techniques and intervention levels to prevent a dust nuisance. (c) Techniques to prevent mud and dirt being transported from the site to adjacent streets. (d) The protection measures taken to preserve any vegetation identified for retention. During construction of works associated with the subdivision, the must employ and provide the protection methods contained in the CMP to the satisfaction of the responsible authority and the Environment Protection Agency. 13. REMOVAL OF SHED Prior to the issue of a statement of compliance, the shed on Lot 2 must be removed to the satisfaction of the responsible authority. 14. TELECOMMUNICATIONS (a) The owner of the land must enter into an agreement with: A telecommunications network or service provider for the provision of telecommunication services to each lot shown on the endorsed plan in accordance with the provider’s requirements and relevant legislation at the time. A suitably qualified person for the provision of fibre ready telecommunication facilities to each lot shown on the endorsed plan in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre. (b) Before the issue of a Statement of Compliance for any stage of the subdivision under the Subdivision Act 1988, the owner of the land must provide written confirmation from: A telecommunications network or service provider that all lots are connected to or are ready for connection to telecommunications services in accordance with the provider’s requirements and relevant legislation at the time. A suitably qualified person that fibre ready telecommunication facilities PAGE 38

Planning for Growth – Reports

Ordinary Meeting - 22 January 2014

have been provided in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre. 15. EXPIRY OF THE PERMIT The permit will expire if: (a) The plan of subdivision is not certified within two years from the date of this permit; or (b) The subdivision is not completed within five years from the date of certification of the plan of subdivision. The responsible authority may extend the time for certification of the plan if a request is made in writing before the permit expires or within six months afterwards.

NOTE: 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. (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 condition 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.

PAGE 39

Liveability – Reports

Ordinary Meeting - 22 January 2014

LIVEABILITY

3.1 RESPONSE TO PETITION - MARONG SWIMMING POOL Document Information Author

Lincoln Fitzgerald, Coordinator Active Communities

Responsible Director

Pauline Gordon, Director Community Wellbeing

Summary/Purpose This report responds to the petition of 18 December 2013 from 36 people requesting that the City of Greater Bendigo reinstate the Marong only membership for Marong Swimming Pool. Policy Context This report is consistent with the themes of the Council Plan 2013-17 and in particular the Liveability theme which supports the health and wellbeing of the community and the Sustainability theme which supports planning and investment in community assets. Council Plan Reference: Council Plan 2013 – 2017 1.3 - Our quality of life is maintained as our City’s population and economy grows 2.2 - Our communities have active and vibrant places in which to meet 2.3 - Open space and recreation facilities are well designed, extensively used and maintained.

well

2.5 – Our community’s health and wellbeing improves over time 4.1- Existing infrastructure and assets are well maintained and appropriately to sustain them for future generations.

upgraded

Regional Strategic Plan Reference: This report is consistent with Strategic Directions of the Southern Loddon Mallee Regional Strategic Plan and is closely aligned with the Priority Actions. The strongest links are with the following Strategic Directions:  Direction 1: Manage our population growth and settlements  Direction 2: Strengthen our communities, especially in our small towns  Direction 4: Improve our infrastructure

PAGE 40

Liveability – Reports

Ordinary Meeting - 22 January 2014

Background Information Between 1985 and 2006 Marong Swimming Pool was managed by Marong and District Swimming Pool Inc. under a volunteer structure. Unfortunately, due to increasingly difficult management requirements, strict water restrictions and an inability to recruit enough volunteers to manage the facility, the Committee requested that the City assume management of the pool in 2008. As the City does not directly operate swimming pools, a third party was sought to manage and operate the site on the City’s behalf. Bendigo Regional YMCA (BRYMCA) as the swimming pool contractor at that time undertook this service to the community under a year-by-year management agreement. Given the budget allocation for the facility was low, the pool was operated under a minimum service model which included short operating hours (4:00-7:00pm weekdays and 2:00-7:00pm weekends/school holidays) and a shorter season (first Sunday in December to the first Sunday in March). In 2013, the City of Greater Bendigo swimming pool management contract expired and as part of updating the specification, Marong Swimming Pool was included in the contract which was awarded to Belgravia Leisure. The updated contract had a number of benefits for the Marong community including:  Increased operating hours (10:00am to 7:00pm daily)  Longer season with earlier opening and later closing dates (third Sunday in November to the third Saturday in March)  Increased allocation for preventative and reactive maintenance  Provision of Learn to Swim programs  Allocation for marketing and promotion  Information, record keeping and reporting on operations As part of the tender documentation, in 2013 Marong Swimming Pool entry fees were set at the same price as all other swimming pools managed under the contract with Belgravia Leisure or managed by volunteer committees of management. Peter Krenz Leisure Centre and Golden Square Swimming Pools are the only facilities with a different season ticket price for the individual facility. The season ticket price for swimming pool entry was originally agreed across the centres to provide price consistency. In good faith, all pools agreed that the season tickets would then allow the holder to enter any facility rather than only one swimming pool, giving more value for money to the ticket holder. Previous Council Decision(s) Date(s): The City of Greater Bendigo adopted the swimming pool fees and charges at the Ordinary meeting of 8 May 2013.

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Liveability â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Report Limited information has been available to inform this report; however, according to available information, up until 2012 Marong-only season tickets were available to the Marong community. This ticket was $75 for a family and $40.00 for an adult. In addition, the Marong family ticket was not restricted to the industry definition of a family of two adults and two children. The family pass was applicable to all family members who were listed together on a Medicare card. In 2013/14, standard season tickets to the outdoor swimming pools in Greater Bendigo are available in a number of formats. These include: Price

Ticket Description

$177.00

Family season ticket (2 adults and dependent children under 16 years)

$92.00

Adult season ticket

$69.00

Child season ticket

$141.00

Concession Family season ticket (2 adults and dependent children under 16 years)

$70.00

Concession Adult season ticket

$44.00

January 31 - Season Ticket (Adult)

$34.00

January 31 - Season Ticket (Child)

The standard season for Marong Swimming Pool under the new contract is the third Sunday in November to the third Saturday in March. During the 2013/2014 summer season the Marong Swimming Pool will be available for 117 days. A standard Adult season ticket equates to the value of 20 casual visits whereas a Child season ticket equates to 19.1 visits. Based on the above pricing, if a family of two adults and two children purchased a Family season ticket rather than individual season tickets this represents a saving of $145.00 (45% discount). With a valid concession card this saving is increased to $181.00 (56.2% discount). As the Marong only season ticket was $75 for a family and $40 for an Adult, the new model represents a significant increase to former charges. The impact of moving to the new seasonal model has therefore caused anxiety for some members of the Marong community and a petition has been submitted requesting the Marong only season ticket be reinstated. Priority/Importance: It is important that this petition is responded to promptly as there are only eight weeks remaining in the swimming season. It is also important that Council is aware that in introducing a second fee for Marong it will create a precedent. PAGE 42

Liveability â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

A similar request could reasonably be requested by other outlying communities where facilities are managed either under contract or by volunteer committees of management and may create tension as no guideline as to when a single facility ticket would be offered is currently available. If this ticket was offered at other facilities, it is also likely that Council would need to consider offsetting the loss of revenue as most swimming pools derive a break even or fund a loss through fundraising and / or kiosk sales. Options/Alternatives: Whilst further work will be undertaken to review fees and charges for the 2014-2015 financial years it may be a reasonable and short term solution to offer two options for seasonal passes given many residents in Marong community may be unable to access other pools in the Greater Bendigo area. Option 1: Option 2:

maintain the existing seasonal ticket allowing access to all pools and being a seasonal pass for Marong only.

Should Council elect not to offer two options to Marong, an alternative may to be offer some â&#x20AC;&#x153;freeâ&#x20AC;? days across the community such as the free day offered on Australia Day or to maintain the status quo. Timelines: The 2013/2014 season commenced at Marong on Tuesday 19 November and will conclude on Saturday 15 March. Progress: The Marong Swimming Pool has been open for 9 weeks and there are 8 weeks remaining in the 213/2014 season for that facility. Risk Analysis: If Council decides to offer a Marong only season ticket this will create a precedent and presents a range of issues that will need to be managed A similar request could reasonably be requested by other outlying communities where facilities are managed either under the Belgravia Leisure contract or by volunteer committees of management. Consultation with these committees of management has not been undertaken to determine if they would support introduction of a cheaper single facility ticket. If Council decides to introduce Marong only Seasonal fee and as a goodwill gesture, Belgravia Leisure has indicated they will not seeking a variation for the remainder of the season. However, they have indicated they would need to renegotiate for forthcoming seasons.

PAGE 43

Liveability – Reports

Ordinary Meeting - 22 January 2014

The precedent may also create tension between pool managers as no guideline as to when a single facility ticket would be offered is currently available. In the future Council would need to consider if single facility tickets would be available at all facilities, or if it would only apply to rurally located facilities such as Heathcote, Marong, Goornong, Elmore and Raywood. If this ticket was offered at other facilities, it is also likely that Council would need to consider offsetting the loss of revenue to all committees as most swimming pools derive a break even or fund a loss through fundraising and / or kiosk sales. An alternative may be to offer some “free” days across the community such as the free day offered on Australia Day. However, this will also require an offset to all operators and significant work undertaken with all operators to understand utilisation trends and negotiate a rate for the loss of revenue. At this point in the season, there is a mid-season ticket available at a cost of $44 per adult for the remainder of the season. Conversations between City officers and the petitioner in the preparation of this report indicate that the petitioner would be more concerned about future years than the remainder of this season. As a result officers recommend Option 2 as the preferred way forward with the formation of a working group immediately after the closure of the current season to evaluate the summer season and review all fees and charges for the 2014-15 season including investigating the option of a “single pool only” fee for rural areas. Consultation/Communication Internal Consultation: Given the timing of receiving the petition at Council’s ordinary meeting on the 18 th December and the need to respond as quickly as possible to the petitioners’ request, limited consultation has been undertaken internally in preparing this report. External Consultation: Belgravia Leisure has been contacted regarding the possible inclusion of a Marong only season ticket to indicate the impact on their operating budget. As a goodwill gesture, Belgravia Leisure has indicated they will not seeking a variation for the remainder of the season. However, they have indicated they would need to renegotiate for forthcoming seasons. As this change could create a precedent for other communities, consultation with other swimming pool committees is recommended but has not been undertaken prior to Council considering this report. In discussing the petition with the submitter it has been indicated that given there is only 8 weeks of the season remaining, the main concern of the Marong community is the availability of a Marong only pass in future seasons.

PAGE 44

Liveability â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Resource Implications If Council desires to introduce a season ticket for Marong Swimming Pool this may impact upon the contract price for operation of the Marong Swimming Pool. In the business plan for the swimming pool a number of season ticket sales has been forecast at the Council adopted season ticket price. While it could be argued that more season tickets would be sold as a result of a cheaper ticket price this would need to be evaluated once the ticket was in place. Belgravia Leisure has indicated that a variation to the contract would not been sought during the 2013/2014 swimming season if the single pool ticket applied for the remainder of the season. If it is backdated to the start of the 2013/14 season and people were therefore able to seek exchanges/refunds this would need to be reconsidered due to the direct impact on revenue. Within the contract structure, Belgravia Leisure is responsible for any financial loss against the annual pool budget. If this change is in place for the 2014/15 season, Belgravia Leisure would reserve the right to seek a contract variation if revenue is less than the budgeted figure and Council has altered the pricing structure. It is also not proposed that previous purchasers of a seasonal pass will be reimbursed the difference between the two passes as the contractor will be unable to determine if the pass has been used at other pools over the season. Council should note that the 2013/2014 City of Greater Bendigo Budget includes an allocation of $1,873,808 for the operation and administration of all swimming pools inclusive of Peter Krenz Leisure centre and community managed pools. A further $500,000 has been allocated for maintenance and renewal works at these facilities. User fees vary depending upon seasonal variations but are generally in the order of $220,000. User fees are therefore around 9.2% of the overall service cost. Conclusion Whilst further work will be undertaken to review fees and charges for the 2014-2015 financial years it may be a reasonable and short term solution to offer an option for seasonal passes given many residents in Marong community may be unable to access other pools in the Greater Bendigo area. Option 1:

Maintain the existing seasonal ticket allowing access to all pools and a seasonal ticket for Marong only for the remainder of the 2013-2014 swimming season.

Option 2:

Maintain the status quo of the existing seasonal ticket only, allowing access to all swimming pools across the municipality.

PAGE 45

Liveability – Reports

Ordinary Meeting - 22 January 2014

Given that Marong previously operated outside the model of an all access seasonal ticket and that there has been limited information available to make any real assessment, the short term solution of introducing a Marong only seasonal ticket at this time would alleviate any anxiety experience by residents and allow sufficient time to work with all stakeholders to plan for the 2014/2015 swimming season and to fully investigate utilisation patterns and the actual costs incurred in the management of these facilities into the future. As the Marong only season ticket was $75 for a family and $40 for an Adult, the new model represents a significant increase to former charges. In addition, Council’s fees and charges indicate that a family ticket comprises two adults and dependent children under the age of 16 years. Officers wish to reinforce that a family ticket will apply to those children who are identified as dependants and listed on a Medicare card. It is also important that Council is aware that in introducing a second fee for Marong it will create a precedent which unless fully addressed will create an inequity particularly with other rural swimming pools. Conversations between City officers and the submitter in the preparation of this report indicate that the submitter would be more concerned about future years than the remainder of this season. As a result officers recommend Option 2 as the preferred way forward with the formation of a working group to evaluate the summer season and review all fees and charges for the 2014-15 seasons. Attachments Nil RECOMMENDATION That Council: 1.

Recognise the importance of sport and leisure facilities to the health, wellbeing and liveability of Greater Bendigo.

Maintain the status quo of the existing seasonal ticket only, allowing access to all swimming pools across the municipality.

Reinforce that a family ticket will apply to children who are identified as dependants and listed on a Medicare card.

Establish a working party immediately after the closure of the current season to evaluate the summer season and review all fees and charges for the 2014-15 season including investigating the option of a “single pool only” fee for rural areas.

Notify the submitters of the petition of Council’s decision.

PAGE 46

Liveability – Reports

Ordinary Meeting - 22 January 2014

3.2 COUNTRY FOOTBALL NETBALL PROGRAM GRANT APPLICATION Document Information Author

Responsible Director

Kendyl Hopley, Active Communities Project Officer Lincoln Fitzgerald, Acting Manager, Active Communities

and

Healthy

Pauline Gordon, Director Community Wellbeing

Summary/Purpose This report seeks Council endorsement to submit a funding application for installation of training standard lighting to the football oval and two netball courts at North Bendigo Recreation Reserve. The application seeks $100,000 from the State Government toward the $252,000 project. The report also seeks Council to commit up to $126,800 for the project as part of the 2014/15 budget. The remaining $25,200 (10%) will be contributed by the user groups. Policy Context This project is consistent with the Council Plan 2013 -17. The project is consistent with the themes of planning for growth which aims to maximise external funding, Liveability which supports the health and wellbeing of the community and the Sustainability theme which supports planning and investment in community assets. Council Plan Reference: Council Plan 20013 – 2017 1.1 - Our City undertakes successful lobbying and maintains its excellent reputation 1.3 - Our quality of life is maintained as our City’s population and economy grows 2.2 - Our communities have active and vibrant places in which to meet 2.3 - Open space and recreation facilities are well designed, extensively used and maintained.

well

2.5 – Our community’s health and wellbeing improves over time 4.1- Existing infrastructure and assets are well maintained and appropriately to sustain them for future generations.

PAGE 47

upgraded

Liveability â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Strategy Reference (include weblink as applicable): This project is consistent with the draft North Bendigo Recreation Reserve concept plan and priorities. Council Policy Reference (include weblink as applicable): Regional Strategic Plan Reference: This project is consistent with Strategic Directions of the Southern Loddon Mallee Regional Strategic Plan and is closely aligned with the Priority Actions. The strongest links are with the following Strategic Directions: Direction 1: Manage our population growth and settlements Direction 2: Strengthen our communities, especially in our small towns Direction 4: Improve our infrastructure Background Information The Country Football and Netball Program (CFNP) was established by the State Government in 2005 and has contributed more than $11 million dollars to football and netball facility projects across Victoria. In 2010 a further $9 million dollars was allocated by the State Government to extend the program for a further five years. The CFNP is dedicated to football and netball clubs, associations and umpiring organisations to support the rural and regional way of life for provisions of sustainability of football and netball into the future. Council is eligible to apply for funding up to $100,000 per financial year. This can comprise of one larger project or up to three smaller projects across different sites. The funding ratio has been set as the Department of Transport, Planning and Local Infrastructure (DPLI) fund $1.50 for every local dollar contributed. Council and the community are required to fund the local component of the project. Clubs that will benefit from the proposed project are also expected to make a financial contribution. Council has previously indicated a desire to support Clubs that fund a minimum of 10% of a projectâ&#x20AC;&#x2122;s total costs. The project will be assessed in accordance with the following State Government criteria; Why? 20% The extent, to which the planning process responds to community needs and issues, considers community strengthening, meets a gap in local facilities and is supported by Council planning. How? 20% The extent to which the project is supported by a project scope, schematic plans, cost estimates ad quotations, is able to demonstrate a commitment of all financial resources, addresses issues around OHS and anti-discrimination legislation.

PAGE 48

Liveability – Reports

Ordinary Meeting - 22 January 2014

Who? 10% The extent, to which the project involves all stakeholders, is based on broad consultation including Victorian Country Football league (VCFL), Australian Football League (AFL) Victoria and Netball Victoria and is managed by an integrated team. What? 50% The extent, to which the project increases participation, maximises the use or multi use of a facility supporting country football and netball opportunities. Improves access to traditionally disadvantaged groups such as people with a disability, women, young people, older adults, people from non-English speaking backgrounds, indigenous people and those rurally isolated. Previous Council Decision(s) Date(s): At its Ordinary meeting on 29 May 2013 Council resolved: “That Council call a public meeting on 1 July 2013 for local residents and user groups with the aim of implementing a plan to upgrade the North Bendigo Recreation Reserve precinct with the funds raised from the sale of land for residential development next to the Reserve.” At its Ordinary meeting on 11 September 2013 Council resolved to submit a funding application to the State Government under the Community Facilities Funding Program for soccer field lighting at North Bendigo Recreation reserve. The cost of that project was $270,000 with $100,000 from the State and $27,000 (10%) from the local clubs. Council therefore is required to commit an allocation of $143,000 and budget for this as part of the 2014- 2015 financial year. Council’s allocation has been included for consideration as part of the 2014/15 renewal budget applications. Officers are awaiting the outcome of whether this application has been successful. Report North Bendigo Recreation Reserve caters for Australian Rules football, netball and soccer and they have in the order of 400 players across the various clubs. Given the hospital redevelopment and upgrade this number is expected to increase in the future as additional staff and families move to the area. Current membership of North Bendigo Football and Netball Club is 260 including 65 junior and 85 female players. Increased participation will place additional pressure upon the sporting fields which are currently unable to meet existing user demands. To cater for the current and future participation demands, installation of training lights will allow extended use of the oval and hard court netball courts during winter for training purposes. In September 2013, Council resolved to commit to lighting the soccer field at North Bendigo; however the existing poor lighting conditions also currently impact both AFL and netball clubs and the spaces they use were not included in Council’s previous decision. These clubs are often forced to reduce their training hours due to risks associated with the current non-compliant lighting. The following outcomes of supporting additional lighting for football and netball are expected from delivery of this project:

PAGE 49

Liveability – Reports

     

Ordinary Meeting - 22 January 2014

Reduced risk to the City by providing compliant lighting conditions Increased safety for both football and netball players Opportunity to extend training times under lights Club membership growth Increase in female participation Increased flexibility to schedule training across different venues

Priority/Importance: In addition to the previous soccer lighting project, the above project is considered to be a priority project for funding as part of the CFNP. The project strongly meets the program guidelines to modify existing football and netball facilities to improve usage and provide access through;  Development or upgrading of lighting facilities  Community involvement in planning and developing facilities  Cooperation between local government, state government, state sporting associations and local sports clubs and associations  Encourage female participation The City is currently developing a concept plan for this reserve. Consultation with the Clubs to this point has indicated that the highest priority of all Clubs is improvement to the lighting infrastructure. As such, all clubs have financially committed to lighting upgrades and the amount is included in this report. Options/Alternatives: The City of Greater Bendigo has the opportunity to submit a CFNP grant application seeking external State Government funding for the 2014/2015 financial year. Officers are seeking Council support to proceed with submitting a full application for the proposed project for AFL and Netball lighting at the North Bendigo Recreation reserve. Timelines: The CFNP is an ongoing rolling program with the next round of applications due by 31 January 2014. Announcements for successful funding will be made around April 2014. If successful, funding would be available to the COGB from 1 July 2014 with works able to occur during the 2014/2015 financial year. Progress: The proposed project involves installing training standard lighting for AFL football and Netball. The lighting was designed in the 2012/13 financial year to coincide with design of lighting for the soccer fields. The project is shovel ready should the City and State Governments jointly fund the installation.

PAGE 50

Liveability – Reports

Ordinary Meeting - 22 January 2014

Risk Analysis: If funding is not obtained to support the lighting project, Council would not be in a financial position to complete the upgrade and installation of the proposed lighting unless it elects to fund a larger component. The result of not progressing the project includes:  Players will continue to train under poor lighting conditions which limit times of training or may result in training being cancelled.  Players will be required to relocate for training to alternative locations which are already overused. Many players will not / cannot travel and therefore will not continue to participate.  Players will move to neighbouring clubs to play their sport resulting in a weaker club at North Bendigo.  Club stability and independence will be reduced due to lower membership and poor facilities.  An injury could occur due to low lighting levels and inconsistency in lighting levels across the facility. Consultation/Communication Internal Consultation: The proposal has been designed involving an internal project control group consisting of the Engineering and Public Space, Parks and Natural Reserves and the Active and Healthy Communities units. External Consultation: Sport and Recreation Victoria have been consulted in preparing the CFNP application to ensure the project is completed to the highest standard. The Clubs and interested people were involved in development of the concept plan. This included 3 group meetings with all stakeholders as well as multiple individual meetings with Clubs to discuss their priorities, needs and wants. In addition to these meetings a public meeting initiated by Council was held at the reserve on 1 July where stakeholders and concerned residents outlined their issues and priorities for the reserve. The North Bendigo Football and Netball Club have been consulted on the proposed lighting as the direct beneficiaries to ensure it meets the clubs needs and supports its future growth.

PAGE 51

Liveability – Reports

Ordinary Meeting - 22 January 2014

Resource Implications The resource implications are listed below which will affect the City of Greater Bendigo’s 2014/2015 capital works program Netball Lighting Football Lighting 5% Contingency TOTAL

$ 60,000 $180,000 $ 12,000 $252,000

SRV request Council contribution Local/User Contribution Total

$100,000 $126,800 $ 25,200 $252,000

This project has been submitted for budget consideration as part of the 2014/15 City of Greater Bendigo renewal program. Council raised funds from the sale of land beside the North Bendigo Recreation Reserve for the purpose of hospital accommodation. These funds have been placed in reserve for improvements to the recreation reserve. It is appropriate that part of these funds be utilised to support this project in accordance with Council’s resolution of 29 May 2013. The Clubs at North Bendigo Recreation Reserve are responsible for payment of utility charges at the reserve. The Clubs will continue to be responsible for payment of consumption charges associated with this installation. Current Council financial commitments to North Bendigo Recreation Reserve include: 2013/2014  $60,000 - Construction of a second netball court to meet participation demand 2014/2015  $143,000 – Installation of training standard lighting for 2 soccer fields (funding for this project has been referred to Council as part of the 2014/15 renewal program for consideration). Conclusion The City has the opportunity to submit a funding application seeking $100,000 from the State Government under the Country Football and Netball program. This is in addition to the application for soccer lighting that has already been made under the Community Facilities Funding Program. Officers are seeking to submit an application to install training standard lighting for the oval and two netball courts at North Bendigo Recreation Reserve. The project is shovel ready following completion of design in 2013/14.

PAGE 52

Liveability – Reports

Ordinary Meeting - 22 January 2014

Cost estimates indicate an installation cost of $252,000. This application seeks $100,000 from the State Government and the local clubs have confirmed their commitment of $25,200. The City would therefore need to commit the remaining $126,800 as part of the 2014/15 budget. If Council is successful for both projects, it will need to allocate a total of $269,800 in the 2014/15 financial year for lighting of the North Bendigo Recreation Reserve Attachments 1.

Nil.

RECOMMENDATION That Council: 1. recognise the importance sport and leisure facilities make to the health, wellbeing and liveability of Greater Bendigo. 2. support the CFNP application for the upgrade and installation of training lighting for AFL and Netball at the North Bendigo Recreation Reserve. 3. in accordance with Council’s resolution of 29 May 2013 allocate the necessary City of Greater Bendigo financial contribution from the recreation reserve funds raised from the sale of the land for the purpose of hospital accommodation as Council’s contribution and part of the 2014/2015 budget deliberations if the application is successful.

PAGE 53

Productivity â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

PRODUCTIVITY

Nil.

PAGE 54

Sustainability – Reports

Ordinary Meeting - 22 January 2014

SUSTAINABILITY

5.1 REVIEW AND AMENDMENT OF ROAD MANAGEMENT PLAN Document Information Author

Paul Nicholson, Co-ordinator GIS and Asset Information

Responsible Director

Darren Fuzzard, Director Presentation and Assets

Summary/Purpose The purpose of this report is to: 

Inform Councillors of the outcome of the public submission process in response to the review of the Road Management Plan (RMP).



Summarise proposed changes to the existing RMP.



Seek endorsement of the amended RMP.



Initiate public notice seeking comments on the amended RMP.

Policy Context Council Plan Reference: City of Greater Bendigo Council Plan 2013–2017: Theme 4:

Sustainability

Strategic Objective: 4.1

Existing infrastructure and assets are well maintained and appropriately upgraded to sustain them for future generations.

2013-2014 Action: 4.1.1

Maintain investment in renewal of existing infrastructure assets so they remain safe, sound and fit for purpose.

Background Information The Road Management Act 2004 allows each road authority in Victoria to develop a Road Management Plan (RMP). The primary purpose of the RMP is to document the standards and priorities that enable Council to safely manage the municipal road network. The RMP details road hierarchies, inspection frequencies and hazard response times. The focus of the RMP is ensuring the road and path network is safe for the public to use, this differs to an Asset Management Plan (AMP) that focuses on the overall condition and long term replacement of road assets. The RMP is Council’s tool in the defence against claims of negligence in relation to the municipal road network.

PAGE 55

Sustainability – Reports

Ordinary Meeting - 22 January 2014

The Councillors' Forum on 10 April 2013 considered a report detailing the benefits in Council having a RMP. This report also detailed the legislative requirement and process to review the RMP, including the invitation of public comment on the review. Report A Public Notice was placed in the Bendigo Advertiser on 27 April 2013 and the McIvor Times on 24 April 2013, declaring Council’s intention to review its RMP and inviting submissions from the public. After 28 days, no submissions were received. Following the period of public comment, an internal review of the RMP was undertaken. The review considered directions from the MAV legal team, standards adopted by other similarly sized Councils and the City of Greater Bendigo’s past performance in complying with the RMP. The following summarises the proposed changes to Council’s existing RMP: 

General changes to the wording and structure of the plan. The reason behind these changes was to improve readability, remove redundant information, and add additional information required since the adoption of the first RMP.



Addition of an exceptional circumstances clause (Force Majeure). This clause was requested by Council’s Insurers and outlines when the RMP requirements will not apply (generally major storm events).



Addition of processes that Council will use to measure its performance against the RMP. This addition was requested by the MAV auditor.



Increasing the inspection time frames for roads and footpaths. This was changed to ensure that inspections are in full compliance with the specified time frames. A restructure of staff resources has also been undertaken to aid compliance.



Changing the specified intervention for footpath lips from 50mm to 25mm. This change was requested by Council’s Insurers. Their view was that 50mm would be considered ‘unreasonable’ if tested in court. In raising this standard to be more consistent with others, it will significantly increase the number of footpath repairs required under the RMP (see resource implications).



Response times for identified hazards, eg. potholes, footpath lips, etc., have been extended in most cases. These changes were made in an effort to ensure that Council fully complies with the specified times. It is envisaged that extending the response time for footpath lips will lessen the impact of changing the intervention level from 50mm to 25mm. The changes to the response time were supported by Council’s Insurers, and are consistent with other municipalities.

Consultation/Communication If Council endorses the amended RMP, notice must be given in accordance with Regulation 303 of the Road Management (General) Regulations 2005. A public notice will be published in the Government Gazette and local newspapers, inviting the community to make submissions in regard to the proposed amendments. The submission period will be a minimum of 28 days. PAGE 56

Sustainability – Reports

Ordinary Meeting - 22 January 2014

Extensive internal consultation has already been undertaken and outcomes incorporated into the amended RMP. Internal consultation included Works, Engineering & Public Space and People & Performance (Risk) Units. External consultation with Council’s Insurers has also been undertaken and their recommendations included in the amended RMP. Resource Implications To ensure that Council can use the RMP in defence of legal claims, it is critical that Council complies fully with the RMP. The biggest resource implication for the amended RMP is in the Works Unit area. Changing the footpath lip intervention from 50mm to 25mm will require the Works Unit to allocate adequate resources to meet the specified response times. This change will add an additional 1,100 footpath defects (at a cost of $600 each) that Council will be required to repair to ensure it is in compliance with the RMP - an additional $660,000. Conclusion The Road Management Plan has been reviewed and amended to: 

improve readability



remove redundant information



add required information



incorporate legal directions from Council’s Insurers



set standards that Council can reliably comply with



consider public submissions (none received)

In accordance with the Road Management (General) Regulations 2005, the amended RMP must now be advertised for public comment. Following this process, any submissions will be considered and the amended RMP presented to Council for final adoption. Attachments 1. Amended Road Management Plan RECOMMENDATION That Council endorse the amended Road Management Plan for the purpose of public consultation, in accordance with Regulation 303 of the Road Management (General) Regulations 2005.

PAGE 57

Good Governance and Decision-Making â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

GOOD GOVERNANCE AND DECISION-MAKING

6.1 RECORD OF ASSEMBLIES Document Information Author

Peter Davies, Manager Executive Services

Responsible Officer

Stan Liacos, Acting 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.

PAGE 58

Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

Report Meeting Name/Type Meeting Date Matters discussed

Councillors

Staff/ Community Representatives

Meeting Information Councillors' Forum 11 December 2013 1. Planning matters and review of draft Ordinary Meeting agenda 2. Residential Strategy Update 3. Intensive Animal Industries 4. Operation New Start 5. International Cities and Towns Conference 6. Early Childhood Learning Centre – Strathfieldsaye 7. Comprehensive traffic management plan for Strathfieldsaye 8. Swimming pool charges 9. Community consultation about road closures 10. Waste Strategy – compost bins 11. Enterprise Bargaining Agreement 12. Impact of alcohol 13. Footpath in Mercy Street 14. Bendigo Regional Institute of TAFE 15. Wolstencroft Reserve 16. Infrastructure forum and additional community forums 17. Notice of Motion 18. Lake Tom Thumb 19. Havilah Road Pre-School 20. Crown Land – North Bendigo 21. Knape Street 22. Peter Krenz Leisure Centre Spa 23. Regional Cities Victoria 24. St John of God Hospital development 25. Mosque 26. Independent Review – City Futures report Attendees/Apologies Cr Barry Lyons Cr Rod Campbell Cr Peter Cox Cr Elise Chapman Cr Rod Fyffe Cr Helen Leach Cr Lisa Ruffell Cr Mark Weragoda Cr James Williams Mr Craig Niemann Ms Prue Mansfield Mr Stan Liacos Mr Peter Davies Mrs Alison Campbell Apologies: Ms Marg Allan Ms Pauline Gordon PAGE 59

Good Governance and Decision-Making â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Mr Darren Fuzzard Conflict of Interest disclosures Matter No. Councillor making disclosure Councillor left meeting Nil

Meeting Name/Type Meeting Date Matters discussed

Councillors

Staff/ Community Representatives

Meeting Information Heritage Advisory Committee 12 December 2013 1. Review of actions for 2013 2. Terms of Reference of Investigation into Historic Places 3. Australian Heritage Strategy 4. Aboriginal Cultural Heritage 5. DEPI representative on Heritage Advisory Committee 6. Committee meeting dates for 2014 7. Demolition reports 8. Planning update 9. Strategy Update (Anzac Centenary; National Trust and CoGB Heritage Awards) Attendees/Apologies Cr Peter Cox Apologies: Cr Mark Weragoda Ms Emma Bryant Mr Trevor Budge Ms Megan McDougall Dr Dannielle Orr/ Ms Helen Ashby Mr Laurie Brown Ms Elaine Doling Mr Peter Ellis Mr Jordan Grenfell Mr David Mulqueen Dr Di Smith Mr Rod Spitty Mr Darren Wright Apologies: Mr David Bannear Ms Kay MacGregor

Conflict of Interest disclosures Matter No. Councillor making disclosure Councillor left meeting Nil RECOMMENDATION That Council endorse the record of assemblies of Councillors as outlined in this report.

PAGE 60

Good Governance and Decision-Making â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

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

Value (GST Excl)

Delegated Officer

Date Signed

202,061.00

Darren Fuzzard

11/11/13

Bendigo Aquatic Services Pty Ltd

100,526.20

Richard Morrison

15/11/13

Supply of Pay and Display Ticket Machines

Cale Australia Pty Ltd

153,881.28

Richard Morrison

28/11/13

Asphalt Works

Boral Resources Pty Ltd

1,102,400.80

Craig Niemann

12/12/13

317,804.37

Darren Fuzzard

17/12/13

Bamstone Granite Works Victorian Bluestone Quarries

Schedule of Rates

Darren Fuzzard

23/12/13

Sports Technology International Pty Ltd

320,000.00

Pauline Gordon

23/11/13

Contract No

Project

CT000082

Lighting Upgrade of Multiple Sites

Archieâ&#x20AC;&#x2122;s Contractor

CT000092

Maintenance Works at Various Pools

CT000087 CT000094 CT000090

CT000086

CT000105

Patching

Supply & Delivery of one (1) Side Load Garbage Compactor Supply & Delivery of Bluestone (Basalt) Natural Stone Products Supply & Installation of a New Wet Synthetic Pitch Surface

Successful Contractor Electrical

Bendigo Truck Centre

PAGE 61

Good Governance and Decision-Making – Reports

CT000102

CT000074

Asphalt Works Various Road

for

Supply & Delivery of Horticultural Products

Ordinary Meeting - 22 January 2014

Boral Resources Pty Ltd

Schedule of Rates

Craig Niemann

24/12/13

Panel Contract 1. Independent Turf Services 2. K & B Adams Pty Ltd 3. Simplot Partners 4. Bush’s Produce Store 5. Amgrow Pty Ltd 6. Statewide Irrigation

Schedule of Rates

Brett Martini (Acting Director)

06/01/14

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

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

6.3 PROGRESS REPORT INDEPENDENT REVIEW IMPLEMENTATION Document Information Author

Peter Hargreaves, Project Coordinator – Independent Review Implementation

Responsible Director

Stan Liacos, Acting Chief Executive Officer

Summary/Purpose The purpose of this report is to provide an update on the Independent Review Implementation. Policy Context Council demonstrates good governance and leadership Council Plan Reference: 5.1.1 – Consider the recommendations of the Independent Review 2013 and implement the agreed actions. Independent Review: Recommendation 1 – Implementation and communication Background Information Council has delivered on its commitment to independently review the City of Greater Bendigo to see what improvements can be made to its operations. In June 2013 Aurecon delivered its final report including 69 recommendations for Council to consider. Previous Council Decision(s) Date(s): On 21 August 20913 Council resolved to adopt in principle the 69 recommendations and that a Committee of all Councillors supported by the Chief Executive officer and Manager Executive Services be established as the Independent Review Implementation On 23 October 2013 Council adopted Terms of Reference for the Independent Review Implementation Committee, committed to responding to all 69 recommendations within the current Council term, acknowledged progress on 47 recommendations and the completion of six – numbers 17, 22, 30, 39, 44 and 53. On 18 December 2013 Council adopted revised planning delegations and completed action associated with Recommendation 12.

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

Report Since the last progress report on 23 October 2013 the Independent Review Implementation Committee has considered further progress on implementation on 27 November, 11 December 2013 and 15 January, 2014. The Committee has considered: City Futures discussion paper  Instrument of delegation for planning permits  Asset management ranking framework  Budget process for individual Capital Works items  Waste management contracts  Business cases for investment projects Completed actions Detail of the completed action for recommendation numbers 4, 12, 16, 25, 26, 28, 34 is as follows: Recommendation 4 Create a formal asset management and infrastructure project ranking and evaluation framework. Action: Renewal Projects On 23 October 2013, Council adopted an Asset Management Policy affirming a practice of maintaining an investment in renewal (and in part, upgrade) that is equal to the annual depreciation of the City's asset base (calculated in accordance with the Australian Accounting Standards). The aim is to ensure the City's existing asset base is being renewed at the same rate at which it wears out. For the purpose of renewal investment (using depreciation) calculations, the City's assets are split into categories and subcategories as follows: - Buildings: buildings (general); buildings - Bendigo Trust; - Land improvements: landscaping; sporting surfaces; car parks; medians & roundabouts; airport runways; livestock exchange; - Roads: sealed; unsealed; kerb & channel; footpaths; walking tracks; bridges - Drainage: underground; retention basins; - Public furniture: playgrounds; statues, monuments & fountains; BBQ's; bus shelters; street lights; traffic lights; poppet heads; Christmas decorations; park furniture; - Furniture & office equipment: IT; other; - Plant & Equipment: Plant & equipment; parking machines. To determine which renewal projects should be funded each year, potential projects in each of the above asset categories are assessed using a consistent approach which allows them to be ranked in priority. For example, the benefits versus costs of reconstructing one road compared to another road are analysed to establish which offers the better return on investment to the community.

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

This process, and an example of how one category is prioritised, was presented to the Community Forum held on 10 December 2013. New Projects A Capital Evaluation Framework for the prioritisation of new project requests has been included as part of the 2014/15 budget preparation and approval process. The approach chosen for this framework is described as a ‘single bucket’ methodology which has the following key principles: - New capital expenditure, expansion and upgrade project bids require a business case which will be scored against criteria to determine the priority of each bid, - There is no separation of asset or project type with all new capital expenditure, expansion and upgrade projects competing for funds from the ‘single bucket’ - Projects are listed in order of highest to lowest priority and the highest priority projects should receive funding, in descending order, until the budget limit is reached. Councillors were briefed on the Capital Evaluation Framework on 27 November 2013. It was subsequently presented to the Community Forum on 10 December 2013. A copy of the Capital Evaluation Framework has been provided to Councillors. The Asset Management Policy and Capital Evaluation Framework complete the action identified in Recommendation 4.  Recommendation 12 Review City of Greater Bendigo’s instrument of delegation for planning permit applications. Action Council adopted an amended instrument of delegation on 18 December 2013 for a trial period of 18 months. The amended delegations allow for applications with three or less objections to be considered under delegation. Any recommendations for refusal will continue to be reported to Council for a decision. It is estimated that this will result in approximately 50% less applications being reported to Council creating efficiencies for officers and Council. A new process and set of appropriate protocols will be implemented for delegated decisions for applications with objections. Council’s delegation of planning permit applications completes Recommendation 12.  Recommendation 16 Mandate the completion of business cases to investment grade for all major investment projects

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

Action A business case template was established for the 2011/12 budget process and has subsequently been updated each year. Council adopted the Major Capital Works Budget Submission Policy on 14 November 2012. This policy requires a detailed business case to be completed for all Capital Works projects valued at $3m or more. The policy also outlines the information requirements that must be included in the business case. The Independent Review speaks of the need for a business case to ‘investment grade’ which, amongst other things, must measure the financial return of any particular investment. There is rarely a financial return on the type of projects that local government ‘invests’ in; more likely there is a return in terms of community benefit. In response to Recommendation 16 the business case template has been updated to ensure it has the flexibility to incorporate all the financial information needed for an investment grade proposal or alternatively to measure the return in terms of community benefit, whichever is relevant. In addition, the Capital Evaluation Framework outlined in the response to Recommendation 4 further strengthens the requirement for a business case for all new capital projects. The Capital Evaluation Framework determines how the Business Cases will be evaluated to set each project’s priority. The updated business case template completes the action associated with Recommendation 16.  Recommendation 25 Finalise the Asset Management Policy and form an active Asset Management Steering Committee to monitor progress Action A Service & Asset Management Steering Committee (SAMSC) was formed in June 2013 comprising two Directors and seven other representatives from finance and all other areas associated with the management of assets. The SAMSC meets monthly and has developed an Asset Management Policy. The policy’s purpose is to provide a clear framework for the sustainable management and care of the City’s infrastructure to a standard that meets Council’s vision and the needs of the community. Council completes Recommendation 25 through the adoption of the Asset Management Policy on 23rd October 2013 and acknowledging monitoring by the steering committee.

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

 Recommendation 26 Finalise the Asset Management Strategy and implement action items to achieve 80% core maturity Action An Asset Management Strategy has been developed by the Service & Asset Management Steering Committee (SAMSC) Its purpose is to: - benchmark the current and preferred state of the City’s asset management, - develop a structured set of objectives and actions to achieve the preferred state, and - deliver on the commitments made through the Management Policy. The Strategy includes an Asset Management Improvement Action Plan, which identifies some 28 finance & asset management improvement actions to be completed over the next 18 months. The Executive Management Team adopted the Asset Management Strategy (and Asset Management Improvement Actions) on 17th December 2013. A copy of the strategy has been provided to Councillors. The Review’s benchmark of 80% core maturity is a measure against a national assessment framework for asset management, financial planning and reporting. This self-assessment tool was developed by the Local Government Planning Ministers Council (LGPMC) and is known as the National Asset Management and Financial Planning Assessment Framework (NAMAF). The NAMAF benchmarks were developed around an asset management maturity model involving 11 key elements and two levels of maturity – Core and Advanced. The minimum target benchmark level for all Councils should be at least the “Core” level. As at 17th December 2013 Council had achieved a score of 896 out of 1100 across the eleven elements. This equates to 81.5% Core Maturity. The City’s plan is to build on this achievement by completing the 28 actions items detailed in the Asset Management Improvement Action Plan. The aim is to: - complete improvement actions 1 – 18 by 30th June 2014 to increase the City’s NAMAF (Core Maturity) score to 950. - complete improvement actions 19 – 28 by 30th June 2015 to increase the City’s Core Maturity score to 1100. The finalisation of the strategy and the achievement of 81.5% Core Maturity complete the action identified in Recommendation 26.  Recommendation 28 Formalise and document the process used to develop individual project budgets for Capital Works.

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

Action As part of a process of continual improvement undertaken by the Finance Business Unit and in response to the recommendations of the Independent Review a new document, the City of Greater Bendigo 2014-15 Budget Manual, has been created. The Budget Manual outlines the processes to be used to develop the Operating and Capital Works Budgets for the 2014-15 financial year. It will be updated annually for use with each budget cycle. The Budget Manual not only completes the action associated with Recommendation 28 it goes beyond for the benefit of the organisation and the community. A copy has been provided to Councillors.  Recommendation 34 Benchmark planning practices and metrics with a minimum of two comparable councils (e.g. Ballarat City Council and the City of Greater Geelong) for annual reporting to Council. Action Council received this report on 23 October 2013. Benchmarking of planning approvals was conducted with three other Councils (Ballarat City Council, Greater Geelong City Council and Yarra Ranges Shire Council). In terms of permit timeframes, statutory planning in Bendigo compares quite favourably with these three Councils and is above average when compared to the rest of the State. Benchmarking data will be reported to Council on an annual basis. The establishment of Recommendation 34.

annual

benchmarking

completes

the

action

for

Progress on other recommendations In the interests of keeping the community informed, notable progress on a number of recommendations is described below:  Recommendation 19 Undertake a review of current waste management contracts with a view to finding efficiencies. Action There are two core contracts that account for the vast majority of the annual waste related contract spend: • CN2386 Loading, Carting and Disposal of Waste from the Eaglehawk Landfill • CT000078 Recyclable Collection and Acceptance Contract

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

CN2386 reduces the amount of waste deposited in the Eaglehawk Landfill via the transportation and disposal of approximately 30,000 to 50,000 tonnes of waste per annum to nominated landfills outside of the CoGB municipality. The contract commenced on 1 October 2011 for an initial period of 5 years with the option of a further 2 extensions of 2 years each. As per the details of the contract, the service is required to be maintained until at least 1 October 2016 and there is little option for any changes until that time. Once the initial period is due to expire, it is standard CoGB practice to review the contract performance to determine if it should be extended, readvertised or other options put in place. The City is preparing a new Waste Management Strategy which will have implications on future waste management practices/requirements. Once the Strategy has been adopted and prior to the end of the initial 5 year period (2016), the contract will be reviewed and any appropriate changes put in place. CT000078 is concerned with the kerbside collection of recyclable materials and their disposal at a recycling sorting facility. It went to tender shortly after the Independent review was completed and does provide CoGB with significant efficiencies. The recycling service was previously supported by three interlinked contracts which were cumbersome to manage. CT000078 replaced all three with a single contract to a single supplier, greatly reducing the complexity of the contract. In addition, the tendering process was extremely competitive and the new contract provides potential savings of $1.7m over the five year term of the contract which expires in 2018. Councillors were briefed on the outcomes of reviewing and retendering this contract on 18 September 2013. Four other waste related contracts worth $38,000, $170,000, $250,000 and $17,000 respectively have been reviewed. The Contract and Project Coordination Unit found there was no scope for further efficiencies that would warrant renegotiating these contracts at this time. However they will be reviewed in line with the Waste Management Strategy as they approach expiration in 2016 and 2018.  Recommendation 1 Create and continually update an implementation strategy and Communications Plan to address and action the recommendations of this Review. Action Further improvements to the City’s website to enable the community to track progress with individual recommendations are being investigated. The aim is to implement the changes in February and March 2014.

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Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

A further Project Bulletin will be issued in February based on this report.  Recommendation 2 Undertake an organisation-wide review of all classifications and work structures to formalise and document consistent roles, responsibilities and salary banding. (See below)  Recommendation 5 Facilitate the development and finalisation of the Waste Strategy to determine the best way to manage waste going forward, and undertake analysis to determine the cost and requirements for the rehabilitation of historic sites and current sites once they reach capacity. Action Public comment on the Draft Waste Strategy closed on 6 December 2013 with 17 written submissions and comments generated at a publicity event in Hargreaves Mall on 28 November 2013. Revision of the draft will be completed in January and the completed strategy is expected to be presented to Councillors in March 2014.  Recommendations 6, 7, 15, 20 and 21 Relating to the proposed reviews of Aged and Disability Services and Early Childhood. Action A progress briefing will be presented to Councillors in March 2014.  Recommendation 8 Investigate the option to separate the Economic Development Unit, Tourism, the Bendigo Art Gallery, The Capital and Major Events from City Futures into a separate entity. A follow up of a previous briefing is planned for Councillors in April 2014.  Recommendation 10 Implement a performance management framework, change management plan and an information technology software system which is capable of facilitating performance management for all levels of the organisation. (See below)  Recommendation 11 Advocate and plan for the consolidation of CoGB offices. An initial discussion paper was presented to the Implementation Committee on 22 October 2013. By May 2014 a further briefing will be provided to Councillors that will outline in detail the extent of the project, options for how to proceed, costs and risks. This may also involve an expenditure submission for the 2014-2015 budget.  Recommendation 27 Finalise Asset Management Plans for roads, bridges, drainage systems, parks & recreation facilities, waste disposal, plant and fleet, and office systems. PAGE 70

Good Governance and Decision-Making – Reports

Ordinary Meeting - 22 January 2014

This work is 50% complete. Draft asset management plans have been developed for roads, bridges, buildings and pathways.  Recommendation 32 Develop robust and detailed governance training for both Councillors and CoGB staff. Action This recommendation will be further considered at Council’s Governance Meeting on 5 February 2014.  Recommendations 48, 59, 62, 63, 64, 65 and 66 Work with local businesses to maximise benefits of the NBN rollout. Create an Economic Development Unit template document to produce generically branded reports with similar contents and structure. Establish an appropriate framework to communicate all events to local business, to provide more time for them to ‘gear up’ for the opportunities associated with the event. Promote clustering of local businesses into ‘hubs’ to develop new opportunities as a ‘low cost solution’. Facilitate local business opportunities in alternative energy, industrial waste, digital/advanced manufacturing, microbusinesses and greater share of ‘professional services spend’. Use of Australian Business Registry information and demographic profiling products. Improved use of Economic Development Australia membership to enhance benchmarking efforts and strategic planning. Action A progress briefing will be presented to Councillors in February 2014.  Recommendation 68 Consolidate the Bendigo and Heathcote customer support phone systems. Action The contract for replacing the phone system which will allow for this consolidation has been awarded and implementation will be completed this financial year.  Recommendation 69 Investigate the implementation of a new Asset Management System Action A review of the Asset Management System is being included in the draft budget for next financial year. Clustering of recommendations In order to extract maximum value from the work of the Independent Review some recommendations are being clustered and work is taking place as a single project. Some examples are:

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Good Governance and Decision-Making – Reports

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 Community engagement The review made five recommendations designed to improve community engagement. These recommendations cover: - A toolkit or checklist to guide community engagement for future projects (IR37), - The roll out of training for Councillors and staff in the use of the guidelines and toolkit (IRs 29 & 43), - The feasibility of using an in-house community engagement resource (IR46) - A yearly survey of Councillors and staff to track and benchmark the quality of internal and external communications and community engagement (IR50) Two Directorates (Organisational Support and Planning & Development) and 1 Business Unit (Executive Services) have a lead role in implementing one or more of these recommendations. A third Directorate - Community Wellbeing - also has a strong community engagement focus. Staff from the relevant Directorates and Business Unit will be developing a sequential and coordinated response to these recommendations during the first quarter of 2014.  Performance management, continuous improvement, succession planning The review made a number of related recommendations including: - Undertake an organisation-wide review of all classifications and work structures to formalise and document consistent roles, responsibilities and salary banding (IR2), - Engage with Local Government Victoria regarding the program to streamline and benchmark KPIs across local governments (IR9), - Implement a performance management framework, change management plan and an information technology system which is capable of facilitating performance management for all levels of the organisation (COGB, Directorate, Business Unit and individuals) (IR10), - Create an succession management plan for all senior management and other critical COGB positions (IR49), and - Implement a formal organisation-wide continual improvement program (IR55), The Organisational Support Directorate, and in particular the People and Performance Unit have embraced these recommendations as the building blocks to lasting culture change within the organisation that focuses on group and individual performance and being the best we can for residents and ratepayers. A briefing on how the strategic implementation of this set of recommendations will drive continuous improvement for the organisation is being prepared for Councillors for February/March 2014. Resource Implications There are no resource issues arising from this report. However a number of recommendations have resource implications. Steps have been put in place to ensure that any proposed new capital or operating expenditure arising from the recommendations are considered in the budget process for 2014-15.

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Good Governance and Decision-Making â&#x20AC;&#x201C; Reports

Ordinary Meeting - 22 January 2014

Conclusion With the completion of these recommendations 13 of the 69 are now complete and a further 33 are in progress. RECOMMENDATION That Council: a) Acknowledge the progress on recommendations outlined in the report and completion of actions associated with Recommendations 4, 12, 16, 25, 26, 28 and 34; b) Inform the community of this progress with implementation of the recommendations of the Independent Review; c) Acknowledge the work of staff in this progress and in particular the achievements in Asset Management, production of the 2014-15 Budget Manual and Capital Evaluation Framework and the significant savings in waste management.

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Ordinary Meeting - 22 January 2014

URGENT BUSINESS

Nil. 8.

NOTICES OF MOTION

Nil. 9.

COUNCILLORS' REPORTS

10. MAYOR'S REPORT 11. CHIEF EXECUTIVE OFFICER'S REPORT 12. CONFIDENTIAL (SECTION 89) REPORTS 12.1 Contractual Matter RECOMMENDATION That the meeting be closed to the public to consider a report in accordance with Section 89(2)(d) of the Local Government Act 1989, as amended, relating to a contractual matter.

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