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Council chambers

Council meeting summary August 5, 2019

News Article Date: 
Tuesday, 6 August 2019

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

The below summary is unconfirmed until the Minutes of the August 5 Meeting are accepted by Council.

1. Opening Prayer & Original Custodians Statement

2. Apologies

3. Confirmation of Minutes

Council confirmed the Minutes of the Ordinary Meeting of Council held on July 1, 2019 (7-0).

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

Cr Neoh declared a Conflict of Interest in Item 5.8.

5.1 2019 Community Satisfaction Survey

The annual Community Satisfaction Survey measures community perceptions of Council’s performance in seven core measures and a range of other service areas.

Results for overall Council direction, sealed local roads and making community decisions all improved. Results for overall performance and community consultation fell while results for customer service and advocacy remained unchanged.

Results for Council’s performance in 20 of 25 service areas showed an improvement on 2018 scores.

Council supported the following recommendation (7-0):

That Council note results of the 2019 Community Satisfaction Survey.

5.2 Activities and Initiatives 2018-2019 – Year End Quarter 4

In order to achieve the objectives established in the Council Plan, a set of Activities and Initiatives is developed for each year of the four-year plan.

Funding allocations to deliver the Activities and Initiatives are outlined the Council Budget. In 2018- 2019 there were 151 Activities and Initiatives identified. These actions and initiatives are representative of the broad range of the work undertaken by Council on behalf of the community.

The report details progress on activities, milestones and significant events across a range of specific actions and initiatives. Council will continue to develop metrics to report on our progress to the community.

Council supported the following recommendation (7-0):

That the report be noted.

5.3 Budget Rollovers/Carried Forwards

Council has identified $8.257m of funds to be rolled over into the 2019/20 financial year.

A large proportion of these funds relate to State and Federal grants for ongoing operating and capital projects, many of these funds were received towards the end of the 2018/19 financial year.

Council also has a number of projects in progress that were budgeted for in 2018/19 but will be completed in 2019/20.

Council supported the following recommendation (7-0):

That Council adopt the rollover of $8.257m of funds from the 2018/19 surplus to the 2019/20 financial year.

5.4 Procurement Policy Update

Section 186A of the Local Government Act 1989 requires Council to prepare, approve and comply with a procurement policy.

Section 186A(7) of the Local Government Act 1989 requires that at least once in each financial year a Council must review the current Procurement Policy and may, in accordance with the section, amend the Procurement Policy.

The current policy is based on the model MAV Procurement Policy which has been designed specifically for Local Government.

The new policy is looking to strengthen the elements of Sustainable Procurement in the policy and include a weighting towards this in the tender evaluation.

The procurement manual has been updated following recommendations from internal audits on Contract Management, Purchasing (below tender thresholds) and Asset Management.

Council supported the following recommendation (7-0):

That Council adopts the Procurement Policy.

5.5 Request for Street Name Change – Fiscalini Drive, Warrnambool

Council has been approached to rename Fiscalini Drive in Warrnambool.

Warrnambool City Council is the naming authority for roads, places, features and locations within the municipality.

Anyone (individuals, community groups, organisations, government departments or authorities) can propose a new name change to an existing name or a boundary change.

Council has received two requests to rename Fiscalini Drive Warrnambool, one anonymous and one formal written request.

The naming or renaming of roads, places, features and locations must follow the “Naming rules for places in Victoria” as set out by the Geographic Place Names Committee within the Department of Environment, Land, Water and Planning. These details were provided to Council in a separate briefing report in October 2018 (copy attached).

Council supported the following recommendation (7-0):

That Council commence the process associated with a proposed renaming of Fiscalini Drive to gain an understanding of local residents' views and the views of the broader Warrnambool community in relation to the renaming.

5.6 South West Victorian Livestock Exchange – Roof Tender

This report discusses the outcomes of the tender for detailed design and construction of a roof shelter system over a section of the dirt pens at the South West Victorian Livestock Exchange (SWVLX), 81 Caramut Rd Warrnambool Victoria 3280.

The preparation of tender documentation for this contract was commenced in February 2019; the tender documents were based on a modified AS4902 contract.

Public notices were placed in the following media calling for tenders:

1. WCC Web Site 24 May 2019

2. The Standard 25 May 2019, 1 June 2019

Tender documents were also made available on Council’s TenderLink portal, for download with all registered users able to access tender documents.

Close of tenders was 2:00 pm Friday 14 June 2019. A total of two tender submissions were received in the tender box up until the close of tenders. No late tenders were received.

The following companies submitted tenders to Council and have been assessed by the tender assessment panel:

1. Bolden Constructions 5 Merrivale Drive, Warrnambool 3280

2. Ultrabuild Construction Group PO Box 377, Hamilton 3300

A panel has met and evaluated the tender responses.

Council supported the following recommendations (7-0):

That Council:

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

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

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

5.7 City Centre – Central Bus Interchange

A community consultation process was undertaken between mid-February and early April this year regarding the location of the City Centre – Central Bus Interchange.

At its meeting of 2 October 2017, Council resolved to progress design outcomes for Koroit Street that do not include provision for a central bus interchange. In doing so Council outlined its intent to relocate the interchange to another location within the CBD.

Consultation on the Lava Street location becoming the permanent City Centre Interchange occurred through the ‘yoursay’ web page and through face to face interviews with users at the Lava Street stop.

In total 211 responses were received during the survey period with 88 respondents identifying themselves as a bus passenger.

Just over 50% of respondents stated that they had used the interchange since it relocated to Lava Street.

About 40% of respondents were in favour of retaining the bus interchange in its Lava Street Location and a further 8% were unsure.

While 52% responded ‘no’ to the proposition of the interchange permanently remaining in Lava Street a review of their subsequent responses identified a range of other location preferences including; moving it back to Koroit Street, the railway station, just having a central stop, no CBD interchange, Gilles Street, Archie Graham, an off street car park, other Koroit Street locations, and McDonalds (Raglan Parade Median).

About 20% of respondents indicated a preference for the former Koroit Street location in their narrative contained in the general feedback question.

Many respondents to the survey highlighted that the Lava Street location lacks infrastructure such as toilets, shelter, and traffic calming measures; and that these should be considered if it remains in this location.

Respondents favoured the former bus interchange becoming general and disabled car parking if the interchange remains in Lava Street.

The consultation regarding the central bus interchange has highlighted a diverse range of views in relation to the central bus interchange, possible locations and infrastructure requirements.

Council supported the following recommendation (7-0):

That Council:

1. Advise Transport for Victoria and Public Transport Victoria that its preferred location for the City Centre Bus Interchange is Lava Street east of Liebig Street

2. Ask the State Government to provide a funding commitment to support improvements at the Lava Street Central Interchange

3. Convert the former bus interchange area in Koroit Street into car and disabled parking bays

5.8 Banyan Street Tree Planting

Council resolved at its May Ordinary Meeting to write to residents of Banyan Street informing them of its intention to plant with Flowering Gums and native understory plantings. A copy of the correspondence is provided in Attachment 1.

Council received 15 responses which were predominantly positive for the proposal of planting Flowering Gums.

Some responses raised concerns about the proposal to plan understory plantings.

Although the planting of street trees can be accommodated under the current street tree program budget, there is no budget allocation for the initial costs or ongoing costs associated with the native understory plantings.

Cost for these plantings are large primarily due to the grassed medians having been built directly on top of the sealed road when they were constructed, resulting in significant road base removal and topsoil replacement being required for the plantings to occur.

Ongoing maintenance of the understory planting is also large due to the effort required to maintain over 1,410m2 of garden and traffic control required whenever work is occurring.

Council’s May resolution was not specific about actions required in relation to existing Banyan Street trees and this now also needs to be formalised.

Council supported the following recommendation (6-0):

That Council:

1. Endorse the removal of all existing street trees in Banyan Street between Merri Street and Raglan Parade.

2. Confirm its intention to plant Corymbia ficigolia (Red Flowering Gums) in the Banyan Street medians between Merri Street and Raglan Parade.

3. Not proceed with the understory native plantings until the costs can be considered as part of a budget process.

5.9 Award of Contract 2019042 – Provision of Contract Cleaning Services for Public Conveniences and BBQs

The intent of this contract is to provide cleaning services for public conveniences and barbeques.

Seven tender submissions were received and considered by the Tender Assessment

Panel, details of which are attached to this report.

This report recommends that Contract 2019042 – Provision of Contract Cleaning Services for Public Conveniences and Barbeques be awarded Advanced National Services P/L.

The contract is for a 3-year period with options to extend for two further twelve-month periods (2 x 1 year) or a two-year period (1 x 2 year).

Council supported the following recommendation (7-0):

That Council

1. Award Contract 2019042 – Provision of Contract Cleaning Services for Public

Conveniences and Barbeques to Advanced National Services P/L for a minimum 3-year period at the annual lump sum price of $202,654.43 including GST, indexed at CPI.

2. Accept the schedule of rates component of 2019042 – Provision of Contract Cleaning Services for Public Conveniences and Barbeques to Advanced National Services P/L for one off deep cleans.

3. Note that Contract 2019042 – Provision of Contract Cleaning Services for Public Conveniences and Barbeques is for a three-year period with options for two 12-month extensions or a single 2-year extension.

4. Authorise the CEO to sign and seal the contract documents.

5.10 Local Government Renewable Energy Power Purchase Agreement

Thirty-nine (39) Councils across Victoria have been working together to develop a business case to participate in a market sounding exercise for a Local Government Power Purchase Agreement (LG PPA).

The LG PPA presents a unique opportunity to purchase low cost renewable energy as part of a large, experienced local government buying group.

This report provides information on the LG PPA and seeks a commitment from Council on the electricity load from renewable energy. Councils who wish to continue with the project need to commit to the tender process to ensure that the loads tendered to market are firm commitments upon which retailers will base their prices.

It is recommended that Council commit to purchase 40% of the electricity load from renewable energy which will:

- Demonstrate sustainability leadership that materially supports the Green Warrnambool objectives of Council having zero net emissions by 2026 and sourcing 40% of energy usage from renewable sources by 2026;

- Provide increased budget certainty; and

- Reduce administrative burden of procuring electricity and offsets over the term of the contract.

Council supported the following recommendations (7-0):

That Council:

1. Commit 40% of Warrnambool City Council’s electricity load to the Local Government Power Purchase Agreement process;

2. Delegate authority to the CEO to sign contract documentation resulting from the Local Government Power Purchase Agreement tender process.

5.11 Telecommunications Tower – Allansford Rec Reserve – Planning Application

A planning application has been received for a telecommunications tower at the

Allansford Recreation Reserve.

The tower is proposed to be 35m in height with a turret (38.28m) with 3 Optus panel antennas.

The application has been subject to notice and seven (7) objections have been received.

The proposal has been assessed against the relevant provisions of the Warrnambool Planning Scheme it is recommended that a Notice of Decision to Grant a Permit subject to conditions be issued.

Council supported the following recommendation (6-1):

That Council having caused notice of Planning Application No. PP2017-0124 to be given under Section 52 of the Planning and Environment Act 1987 and or the planning scheme and having considered all the matters required under Section 60 of the Planning and Environment Act 1987 decides to issue a Notice of Decision to Grant a Permit under the provisions of the Warrnambool Planning Scheme in respect of the land known and described as Lot 1 TP 384970F PSH TAL TSH ALLA, 84 Ziegler Parade ALLANSFORD VIC 3277 (Allansford Recreation Reserve) for the Use and Development of a telecommunications facility in accordance with the endorsed plans, subject to nine conditions.

5.12 Advisory Committee Reports

This report contains the record of two Advisory Committee meetings:

South West Victorian Livestock Exchange Advisory Committee, Friday March 8, 2019.

Environment and Planning Advisory Committee, Wednesday June 5, 2019.

Council received the report (7-0).

5.13 Assembly of Councillors Reports

Section 80A(2) of the Local Government Act 1989 requires the record of an Assembly of

Councillors be reported to the next practicable Ordinary Meeting of Council.

The records of the following Assembly of Councillors is enclosed:

- Monday 8 July 2019

- Monday 15 July 2019

- Monday 29 July 2019

Cr Neoh moved the motion with the correction of an error related to his leaving of a meeting on July 29, rather than on July 15 as indicated in the report.

Council received the report (7-0).

5.14 Mayoral & Chief Executive Council Activities – Summary Report

Council received the report (7-0).

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