CO 28102009 AGN AT - City of Ballarat council agenda public copy.pdfcouncil meeting agenda 28...

Ordinary Council Meeting

28 October 2009

Council Chamber, Town Hall, Sturt Street, Ballarat

AGENDA

Public Copy

Council Meeting Agenda 28 October 2009

2

NOTICE IS HEREBY GIVEN THAT A MEETING OF BALLARAT CITY COUNCIL WILL BE HELD IN THE COUNCIL CHAMBER, TOWN HALL, STURT STREET,

BALLARAT ON WEDNESDAY 28 OCTOBER 2009 AT 7.00 P.M.

Anthony Schinck Chief Executive Officer

ORDER OF BUSINESS:

1. OPENING DECLARATION

Councillors: “We, the Councillors of the City of Ballarat, declare that we will carry out our duties in the best interests of the community and through collective leadership will maintain the highest standards of good governance.” Mayor: “I acknowledge the Wathaurong People, the traditional custodians of the land, and I would like to welcome members of the public in the gallery” 2. APOLOGIES FOR ABSENCE

3. DECLARATION OF CONFLICTS OF INTERESTS

3.1. DIRECT INTERESTS

3.2. INDIRECT INTERESTS

4. CONFIRMATION OF MINUTES

5. PUBLIC QUESTION TIME & REPRESENTATIONS ON AGENDA ITEMS ....4

5.1. QUESTION TIME

5.2. PUBLIC REPRESENTATIONS

6. MOTIONS ON NOTICE (Nil)

7. GENERAL BUSINESS WITHOUT NOTICE

8. PETITIONS (Nil)

9. PLANNING AND RELATED REPORTS ..........................................................5

9.1. PLANNING PERMIT ACTIVITY REPORT SEPTEMBER 2009..............5

10. MAYORS REPORT.........................................................................................14

10.1. MAYOR'S REPORT - SEPTEMBER 2009 ...........................................14

11. CHIEF EXECUTIVES REPORTS ...................................................................18

11.1. CHIEF EXECUTIVE OFFICER'S REPORT - SEPTEMBER 2009........18

AGENDA


3

12. COUNCILLOR/DELEGATES REPORTS

13. FINANCIAL REPORT (Nil)

14. COMMITTEE REPORTS (Nil)

15. OFFICERS REPORTS....................................................................................21

15.1. SUSTAINABLE PRINTING GUIDELINE...............................................21

15.2. PROGRESS REPORT ON BALLARAT ICT STRATEGY

IMPLEMENTATION..............................................................................31

15.3. ROAD DISCONTINUANCE - LUCAS LANE, CARDIGAN....................39

15.4. INFRASTRUCTURE FOR THE PROVISION OF EARLY

CHILDHOOD SERVICES IN ALFREDTON..........................................43

15.5. CONTRACT NO. 2009/10-08 - BITUMINOUS SEALING

PROGRAM 2009-10, 2010-11, 2011-12 & 2012-13 .............................66

15.6. EXHIBITION OF DRAFT CBD STRATEGY..........................................71

15.7. PROPOSED ROAD DISCONTINUANCE - PORTION OF

HICKMAN STREET, GOLDEN POINT .................................................77

15.8. OUTCOME OF REVIEWS OF MAYORAL AND COUNCILLOR

ALLOWANCES.....................................................................................92

15.9. OUTSTANDING QUESTION TIME ITEMS REPORT ........................109

15.10. ANNUAL REPORT 2008-2009 ...........................................................110

16. GENERAL BUSINESS - MATTERS ARISING FROM THE AGENDA

17. ITEMS IN CAMERA - CONFIDENTIAL REPORTS......................................113

17.1. PROGRESS REPORT ON BALLARAT ICT STRATEGY IMPLEMENTATION............................................................................113

17.2. BITUMINOUS SEALING PROGRAM 2009/13 CONTRACT ..............114

The next Ordinary Meeting of Ballarat City Council will be held on 11th

November 2009


4

• Question Time will be for a period of 30 minutes.

• Questions submitted must begin with the submitters name and address.

• No person may submit more than 2 questions at any 1 meeting.

• If 2 questions are submitted, the second question may be deferred until all other questions have been asked, or may not be asked if the time allotted for public question time has expired.

• A question may be disallowed if the Chairperson determines that it:

• Relates to a matter outside of Councils responsibility; • Is defamatory, indecent, abusive, offensive, irrelevant, trivial or

objectionable in language or substance; • Deals with a subject matter already answered; • Is aimed at embarrassing a Councillor or a member of Council staff; • Relates to personnel matters; • Relates to the personal hardship of any resident or ratepayer; • Relates to industrial matters; • Relates to contractual matters; • Relates to proposed developments; • Relates to legal advice; • Relates to matters affecting the security of Council property; or • Relates to any other matter which Council considers would prejudice

Council or any other person. • A Councillor or the Chief Executive Officer may require a question to be put on

notice. If a question is put on notice, the answer to it must be incorporated in the minutes of the meeting at which it was asked and a written copy of the answer sent to the person who asked the question.

• A Councillor or the Chief Executive Officer may advise Council that an answer should be given in a meeting closed to members of the public and why.

• Representatives must register by 4.30pm on the day of a Council Meeting by

contacting the City of Ballarat Governance Unit on 5320 5535. No unregistered public representative will be allowed to speak.

• The representative will be given three to five minutes to address the meeting, with extension of time at the discretion of the Chair.

• Any Councillor can ask questions of the representative.

• The Chair may limit the number of representatives on any particular agenda item.

• All representations must relate to items on the agenda and will be heard prior to each respective agenda ite

QUESTION TIME

PUBLIC REPRESENTATIONS


5

9.1 PLANNING PERMIT ACTIVITY REPORT SEPTEMBER 2009 Division: Development & Infrastructure Director: Trevor McCullough Manager Responsible/ Sean O'Keeffe - Business Unit: Manager Strategic Planning Author/Position: Andreana Donhardt - Planning Technical Officer

SUMMARY This report provides an outline of Building and Planning Permit Applications, Statement of Compliance, and Certification of Subdivisions that have been determined during the period 1-30 September 2009. BACKGROUND Town Planning Applications including:

Type Quantity Value Residential 60 $9,908,697.00 Commercial 19 $2,441,901.00 Industrial 4 $850,725.00 Other 1 --- Subdivisions 20 $600,000.00 Total 104 $13,801,323.00 Subdivision Certification 12 --- Statement of Compliance 29 --- Comparison figures for Planning Decisions – September 2008 indicate: Total 99 $15,897,524.00 Building Permit Statistics:

Quantity Value Council 60 $12,414,363.00 Comparison figures for Building Permits – September 2008 indicate: Total 51 $3,741,540.00 OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Trevor McCullough In providing this advice as the Director, I have no disclosable interests in this report. Manager Responsible – Sean O’Keeffe In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Andreana Donhardt In providing this advice as the Author, I have no disclosable interests in this report.


6

ATTACHMENTS 1 List of Planning Applications 3 Pages2 List of Certified Plans 1 Page 3 Planning Decision Report 1 Page 4 Planning Activity Report 1 Page 5 Building Activity Report 1 Page RECOMMENDATION Council resolve to; 1. Receive this report.

Attachment 1

List of Planning Applications

Attachment 1 - List of Planning Applications

Attachment 2

List of Certified Plans

Attachment 2 - List of Certified Plans

Attachment 3

Planning Decision Report

Attachment 3 - Planning Decision Report

Attachment 4

Planning Activity Report

Attachment 4 - Planning Activity Report

Attachment 5

Building Activity Report

Attachment 5 - Building Activity Report


14

10.1 MAYOR'S REPORT - SEPTEMBER 2009 Division: Executive Unit & Media Relations Director: Stuart Grubb Author/Position: Trudi Gready - Mayor & Councillors Support Officer

SUMMARY Mayor’s Report for the period 1st September 2009 to 30th September 2009. DELEGATIONS

MAYORAL ACTIVITIES

1/9/2009 Meeting with resident

1/9/2009 Discussion with CFA re bushfire season & Township Protection Plan

1/9/2009 Meeting with CEO

1/9/2009 Launch Foster Carers month

1/9/2009 Speak to St Alipius school students in Council Chamber

1/9/2009 Attend CBD Strategy Working Session

1/9/2009 Attend Arch of Victory/Avenue of Honour Committee Annual General Meeting


2/9/2009 Media Interview

2/9/2009 Meeting with Executive Manager Finance

2/9/2009 Chair Wendouree West Steering Committee meeting

2/9/2009 Meeting with CEO and Councillors

2/9/2009 Councillors dinner and Assembly

3/9/2009 Attend MOU Signing between Nth Melbourne and City of Ballarat

3/9/2009 Cr Hudson - Secondary Schools of Ballarat Eureka Dinner

10/9/2009 Cr McIntosh - Fun and Fitness Festival welcome

11/9/2009 Cr Philips - Regional Worldskills Awards Night

12/9/2009 Cr McIntosh - City Oval Bowling Club Opening Day

12/9/2009 Cr Philips - Central Highlands Football League Grand Final afternoon tea

13/9/2009 Cr Philips - Webbcona Bowls Club Season Opening

13/9/2009 Cr Hudson - Battle of Britain Commemorations

14/9/2009 Cr Philips - Positive Ageing Grants presentation

18/9/2009 Cr Philips - Youth Decide vote on Climate Change

25/9/2009 Cr Bromfield - Welcome delegates to 10th District 23 Zonta Conference


15

3/9/2009 Attend Economic Strategy Advisory Committee meeting

3/9/2009 Attend Aviation graduation

3/9/2009 Meet with ST Aerospace & STATA representatives

3/9/2009 Attend Sails on the Lake Degustation Dinner

4/9/2009 Meeting with Min Justin Madden and representative from DPCD

4/9/2009 Attend MAP Group photographic exhibition opening


4/9/2009 Attend announcement by Minister for Planning, Justin Madden MLC

4/9/2009 Meeting with Jaala Pulford MP

4/9/2009 Meeting with Ballarat East Mens Shed representative

4/9/2009 Climate of Change project launch

4/9/2009 Launch Ballarat International Foto Biennale

5/9/2009 Ballarat Memorial Sports opening of new greens

6/9/2009 Present prizes at Ballarat Royal South Street Society's Choral Festival

7/9/2009 Media interview

7/9/2009 Host Civic Reception for Order of Australia recipients

7/9/2009 CEO KPI meeting

8/9/2009 Attend Portfolio Meeting

8/9/2009 Speak at Ballarat Historical Society AGM

8/9/2009 Meeting with Director People and Communities

8/9/2009 Meeting with CFA & DSE

8/9/2009 Launch Vital Signs

9/9/2009 Open SSMART Answers Conference

9/9/2009 Attend Audit Committee meeting

9/9/2009 Mayor & Councillors Catch Up

9/9/2009 Meeting with Executive Manager Governance and Civic Support

9/9/2009 Council dinner and Meeting

10/9/2009 Meeting with The Hon. Maxine McKew MP

10/9/2009 Meeting with Mr Steven Ciobo, Shadow Minister for Tourism and the Arts

10/9/2009 Attend Parliamentary Question time - Canberra

10/9/2009 Attend meeting with Senator Michael Forshaw - Canberra

10/9/2009 Present at Australia India National Address in Parliament House, Canberra

11/9/2009 Meet with Mrs Sugatha Singh, High Commissioner of India

11/9/2009 Visit Museum of Australian Democracy - Canberra

14/9/2009 Attend East Timor Delegation Briefing



16


15/9/2009 Attend Business Leaders Lunch

15/9/2009 Attend Eureka Commemorative Advisory Committee Meeting

15/9/2009 Attend Committee for Ballarat Roundtable Dinner


16/9/2009 Meeting with Ballarat Health Services representative

16/9/2009 Attend Albert Coates memorial trust lunch

16/9/2009 Meeting with CEO and Councillors

16/9/2009 Councillors dinner and Assembly

17/9/2009 Chair Inaugural Wendouree West Neighbourhood Alliance Steering Committee meeting

17/9/2009 Host Citizenship Ceremony

17/9/2009 Attend 2009 Spring Racing Fashion Parade

18/9/2009 Address Deakin University Medical Students

21/9/2009 Attend Ainaro Committee Meeting

22/9/2009 Media Announcement of the 2010 National Masters Cycling Championships

22/9/2009 Attend Senior of the Year Nominees event



23/9/2009 Attend Governance & Civic Support workshop


23/9/2009 Council dinner and meeting

23/9/2009 Guest speaker at Ballarat Probus Club

23/9/2009 Open Botanic Gardens Australia and New Zealand Victorian Conference

23/9/2009 Meeting with Councillors

24/9/2009 Attend Service Recognition Awards

24/9/2009 Host Ballarat Health Services Presentation

24/9/2009 Media Interview

25/9/2009 Attend Selkirk Roosters and WHK AFL Grand Final Eve Luncheon

24/9/2009 Visit Ballarat East Community Mens Shed

25/9/2009 Attend VFL Pre grandfinal game dinner

25/9/2009 Meet with Senator the Hon Stephen Conroy, Minister for Broadband, Communications and the Digital Economy

25/9/2009 Attend VFL Grand Final between North Ballarat and Carlton

26/9/2009 Attend AFL Grandfinal Breakfast

28/9/2009 Meeting with Acting CEO

28/9/2009 Attend EastTimor briefing

28/9/2009 Attend mediation meeting


17



29/9/2009 Attend Lyons Street & Child Care Centre Planning Application briefing

29/9/2009 Attend National Police Remembrance Day Service

29/9/2009 Meeting with Committee for Ballarat representatives OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Stuart Grubb In providing this advice as the Director, I have no disclosable interests in this report. Author – Trudi Gready In providing this advice as the Author, I have no disclosable interests in this report. ATTACHMENTS There are no attachments for this report. RECOMMENDATION Council resolve to; 1. Receive this report.


18

11.1 CHIEF EXECUTIVE OFFICER'S REPORT - SEPTEMBER 2009 Division: Executive Unit & Media Relations Director: Anthony Schinck Author/Position: Glenys Foy - Executive Assistant CEO

SUMMARY CEO’s report for the period 1st September 2009 to 30th September 2009. CEO ACTIVITIES 1/9/2009 Leadership Team Meeting 1/9/2009 Radio interview Bruce Lees (Easy FM) 1/9/2009 Mtg with resident (Mayor & CEO) 1/9/2009 Update - Mayor & CEO 1/9/2009 Attend vicCHACC AGM 1/9/2009 Discussion with CFA re bushfire season & Township Protection Plan 1/9/2009 Update - Committee for Ballarat 2/9/2009 Update - Director Development & Infrastructure 2/9/2009 Update - Governance & Civic Support 2/9/2009 Councillors Assembly Meeting 2/9/2009 Update - Director Growth & Economy 2/9/2009 Update with CEO / Councillors 3/9/2009 3BA interview Mike Cooper 3/9/2009 Update - Governance & Civic Support 3/9/2009 Mtg with reps from DIIRD & Tourism Victoria 3/9/2009 MOU signing between Council and North Melbourne Football Club 3/9/2009 Updated: Economic Strategy Advisory Committee 3/9/2009 Attend Eureka Dinner - hosted by Ballarat Secondary College 3/9/2009 Mtg Deputy President ST Aerospace & Chairman STATA 4/9/2009 Min Justin Madden - Ballarat West Growth Area announcement 4/9/2009 Attend Official opening of the 2009 Ballarat International Foto Biennale 4/9/2009 Update - Mayor & CEO 4/9/2009 Attend MAP Group photographic exhibition opening 5/9/2009 Attend Chairman's Luncheon/Selkirk Roosters QF vs Port Melbourne 7/9/2009 Leadership Team Meeting 7/9/2009 Attend Launch of 'Close to Home' and 'Visions of Gold 7/9/2009 Mtg Jaala Pulford re update on priority projects for Ballarat region 7/9/2009 Civic Reception - Order of Australia recipients 8/9/2009 CH Mayors & CEOs meeting with CFA & DSE re Fire Preparedness 8/9/2009 Radio interview Bruce Lees (Easy FM) 8/9/2009 Update - Director Growth & Economy 8/9/2009 Update - Director People & Communities 8/9/2009 Media Update 9/9/2009 Update - Director Development & Infrastructure 9/9/2009 Update - Director Destination & Connections 9/9/2009 Council Meeting 9/9/2009 Audit Special Committee Meeting 9/9/2009 Victorian Grants Commission meeting 10/9/2009 Canberra visit (10/11 Sept) 14/9/2009 Update - EM Governance & Civic Support 14/9/2009 Familiarisation Tour - CEO's Overview


19

14/9/2009 Attend 2009 VFL Best & Fairest (JJ Liston Medal) count and dinner 14/9/2009 Update - Mayor & CEO 15/9/2009 Leadership Team Meeting 15/9/2009 RDV Update 15/9/2009 Radio interview Bruce Lees (Easy FM) 15/9/2009 Update - Director Growth & Economy 15/9/2009 Attend Committee for Ballarat - Round Table Dinner 15/9/2009 CEO/Mayor - Business Leaders meeting 16/9/2009 Update - Director Development & Infrastructure 16/9/2009 Update - Governance & Civic Support 16/9/2009 Mtg with BHS re integrated cancer centre proposal 16/9/2009 Update with CEO / Councillors 16/9/2009 Councillors Assembly meeting 17/9/2009 3BA interview Mike Cooper 17/9/2009 Leadership Team / Management Group - Monthly meeting 17/9/2009 Attend Citizenship Ceremony 18/9/2009 Attend Grampians Regional Management Forum 21/9/2009 Update - Director Destinations & Connections 21/9/2009 Update - EM Organisation Services 22/9/2009 Leadership Team Meeting 22/9/2009 Radio interview Bruce Lees (Easy FM) 22/9/2009 Update - EM Finance 23/9/2009 Annual Report - photo session - CEO & Councillors - 23/9/2009 Mtg with reps from Ballarat Miners Basketball 23/9/2009 Update - Director Growth & Economy 23/9/2009 Update - Mayor & CEO 23/9/2009 Council Meeting 24/9/2009 Radio Interview Mike Cooper 3BA 24/9/2009 Staff Briefing Sessions 24/9/2009 Ballarat Health Services Presentation 25/9/2009 CEO A/L - 25/09 - 02/10 25/9/2009 Attend Mtg with Senator Conroy (CH Mayors & CEO's) - (Jeff P - Acting CEO) 25/9/2009 Attend Mtg with Senator Conroy (CoB) - (Jeff P - Acting CEO) 28/9/2009 Update - Mayor & CEO (Jeff P - Acting) 29/9/2009 Leadership Team Meeting - (Jeff P - Acting CEO) OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Anthony Schinck In providing this advice as the Director, I have no disclosable interests in this report. Author – Glenys Foy In providing this advice as the Author, I have no disclosable interests in this report. ATTACHMENTS There are no attachments for this report.


20

RECOMMENDATION Council resolve to; 1. Receive this report.


21

15.1 SUSTAINABLE PRINTING GUIDELINE Division: Development & Infrastructure Director: Trevor McCullough Manager Responsible/ Ian Rossiter - Business Unit: Executive Manager Sustainability Author/Position: Aaron Izzard - Acting Manager Environmental Programs

SUMMARY The purpose of the Sustainable Printing Guideline is to provide guidance to City of Ballarat staff on how to reduce the negative environmental impacts of our internal and external printing practices. BACKGROUND The Sustainable Printing Guideline has been developed in response to a Councillor request at the Council meeting of 22 April 2009. The City of Ballarat aims to be a leader in environmental sustainability with its commitment to organisational change to achieve sustainability. Reducing resource consumption and everyday impacts are fundamental to this commitment, as outlined in the City of Ballarat Environment Sustainability Strategy. Printing can have negative affects on the environment in numerous ways. Paper sourced from native forests (in Australia or overseas) can reduce natural habitat and cause environmental degradation. Inks manufactured from oil based products encourage reliance on finite fossil fuels, contribute to waste management issues and contain volatile organic compounds (VOCs), which can have negative health impacts on people and the environment. Printing processes often use large amounts of potable water during production. Alcohol is also used, another source of VOCs. The purpose of the Sustainable Printing Guideline is to minimise the impact of the City of Ballarat’s internal and external printing on the environment. Many sustainable printing practices are already being undertaken by City of Ballarat staff, this Guideline formalises these practices and incorporates new procedures that will build on these initiatives. In line with the LiveSmartBallarat Sustainability Policy, and the waste management hierarchy endorsed by EPA Victoria, this Guideline encourages the avoidance, reuse and recycling of resources. The Guideline establishes logical preferences for printing options to guide printing associated decision making. ISSUES Various printing practices have marked negative impacts on the environment. Numerous options for reducing the environmental impact of printing exist, however these green options can come at a premium. As a leader in sustainability the City of Ballarat needs to adopt the most environmentally friendly practices possible, given real world constraints such as budgets. Further to this end, the Sustainable Printing Guideline includes a hierarchy or preferred options for external and internal printing. Occasionally due to constraints employees will potentially be required to deviate from this Guideline. Also, due to regular developments in the printing industry and Council business, it may be necessary to alter the Guideline from time to time – this process


22

is more simplified for a guideline than an adopted policy. For these reasons the Sustainable Printing Guideline has not been formulated into a City of Ballarat Policy. RELEVANT POLICIES The City of Ballarat Environment Sustainability Strategy and the LiveSmartBallarat Sustainability Policy both advocate reductions in resource use and minimisation of negative environmental impacts arising from Council activities. Waste management principles inherent in the Guideline are also supported by the City of Ballarat WasteSmart Policy, which was adopted by Council on 25 October 2007 as part of the LiveSmartBallarat Sustainability Policy. The two current strategic planning documents of the City of Ballarat, the Ballarat Municipal Strategic Statement (MSS) and Blueprint Ballarat 2030, both demonstrate strong support for sustainability and are consistent with the Guideline. OPTIONS

1. Receive the Report and Guideline. 2. Approve the Sustainable Printing Guideline for use by City of Ballarat staff.

SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS Adoption of the practices outlined in the Sustainable Printing Guideline will reduce negative environmental impacts arising from internal and external printing undertaken by the City of Ballarat. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS Dependant upon the type of paper, ink or technology, sustainable printing options may require increased financial output. It should be noted that this is not always the case and often sustainable practices result in financial savings.


23

CONSULTATION The followed Departments were consulted during the formulation of the Sustainable Printing Guideline:

• Marketing and Strategic Communications • ITC & Governance • Sustainability

Members of the City of Ballarat Printing Panel were also consulted, see table below.

Public Participation Goal

Methods

CONSULT

Feedback on sustainable printing

options was obtained from companies on the City of Ballarat Printing

Panel.

• Telephone conversations

• E-mails

IMPLEMENTATION AND MARKETING PLAN It is considered that an implementation and marketing plan is not required. OFFICER'S DECLARATION OF INTERESTS Director – Trevor McCullough In providing this advice as the Director, I have no disclosable interests in this report. Manager Responsible – Ian Rossiter In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Aaron Izzard In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION Adoption of the Sustainable Printing Guideline presents an opportunity to formalise and augment the good work being done by City of Ballarat staff around printing, thus reducing negative environmental impacts arising from internal and external printing. ATTACHMENTS 1 Sustainable Printing Guidelines 10-2009 RECOMMENDATION Council resolve to; 1. Adopt the Sustainable Printing Guideline.

Attachment 1

Sustainable Printing Guidelines 10-2009

Attachment 1 - Sustainable Printing Guidelines 10-2009

Sustainable Printing Guideline

(Sustainability)

BALLARAT CITY COUNCIL Town Hall

Sturt St Ballarat VIC 3350

Tel. 5320 5500

Attachment 1



TABLE OF CONTENTS 1 DOCUMENT CONTROL INFORMATION ........................................................................................2 2 GUIDELINE STATEMENT ....................................................................................................................3 3 OWNER .......................................................................................................................................................3 4 APPLICABILITY .......................................................................................................................................3 5 DEFINITIONS ............................................................................................................................................3 6 PROCEDURE AND GUIDANCE NOTES.........................................................................................4 7 COMPLIANCE RESPONSIBILITIES .................................................................................................6 8 CHARTER OF HUMAN RIGHTS COMPLIANCE..........................................................................6 9 REFERENCES AND RELATED POLICIES ....................................................................................7

1 DOCUMENT CONTROL INFORMATION

DOCUMENT CONTROL

Guideline Name Sustainable Printing Guideline

Business Unit Sustainability

File Location Location of guideline in DocHub - Index

Document status As per document history

Version

Version Date Current version date as per history

Next Review date 02/10/2010

DOCUMENT HISTORY

Version Date Author Initial Draft 1 02/10/2009 A. Izzard Final Draft Approved Review Draft Review Final Approved

Attachment 1



2 GUIDELINE STATEMENT Intent:- The City of Ballarat aims to be a leader in environmental sustainability with its commitment to organisational change to achieve sustainability. Reducing resource consumption and everyday impacts are fundamental to this commitment, as outlined in the City of Ballarat Environment Sustainability Strategy. Printing can have negative affects on the environment in numerous ways. Paper sourced from native forests (in Australia or overseas) can reduce natural habitat and cause environmental degradation. Inks manufactured from oil based products encourage reliance on finite fossil fuels, contribute to waste management issues and contain volatile organic compounds (VOCs), which can have negative health impacts on people and the environment. Printing processes often use large amounts of potable water during production. Alcohol is also used, another source of VOCs. The purpose of the Sustainable Printing Guideline is to minimise the impact of the City of Ballarat’s internal and external printing on the environment. In line with the LiveSmartBallarat Sustainability Policy, and the waste management hierarchy endorsed by EPA Victoria, this Guideline encourages the avoidance, reuse and recycling of resources. This document outlines the Guidelines and Procedures to follow when considering internal and external printing initiated by City of Ballarat staff. Objectives:

• To ensure that the City of Ballarat minimises the impact of its printing on the environment.

• To ensure that all staff are aware of their responsibilities to minimise the impact of printing on the environment.

• To provide leadership to the community in the area of sustainable printing. 3 OWNER The owner of this Guideline is the Chief Executive Officer and administered by the Executive Manager Sustainability. All enquiries regarding this Guideline should be initially directed to the Sustainability Unit. 4 APPLICABILITY This Guideline applies to all full-time and part-time employees, contractors, temporary and casual employees who undertake internal or external printing.

Attachment 1



5 DEFINITIONS Internal printing refers to general office printing by City of Ballarat staff. External printing refers to printing done by external companies e.g. in the production of promotional and informative material about the City of Ballarat. Waste management hierarchy is the guiding principle for waste generation reduction. The principle steps of the waste management hierarchy are: Avoid, Reduce, Reuse, Recycle, Recover Energy, Disposal. 6 PROCEDURE AND GUIDANCE NOTES Internal Printing In the first instance staff should consider whether an item actually requires printing. If it can be reviewed in electronic format then this is the preferred option. If the item to be printed is a single page and only for internal use, then the item should be printed on reused one-sided paper. A collection box for one-sided paper should be kept in close vicinity to each printer/copier. If possible, each printer/copier should have a dedicated paper tray for reused one-sided paper. Only use clean, dry, flat one-sided paper back into printers/copiers – do not use one-sided paper that has any bends or folds, is damp or unclean. Items larger than a single page should be printed on double-sided paper, unless otherwise required by the nature of the item. All items should be printed in black and white, unless colour is specifically required. Printing Associated Purchasing Paper When purchasing paper for internal printing the following order of preference should be observed:

1. 100% Recycled carbon neutral paper* 2. 100% Recycled paper* 3. Carbon neutral paper* 4. Partially recycled paper (with the balance from plantation paper)* 5. Plantation paper (e.g. FSC certified)*

*Paper manufactured in Australia should be preferred over paper manufactured overseas. Ink / Toner When purchasing ink/toner for internal printing the following order of preference should be observed:

1. Plant based inks/toner 2. Non-plant based inks/toner

Attachment 1



Equipment When purchasing printers/copiers the first step is to consider if the machine is actually necessary, can other arrangements be made? If it is necessary, machines that can utilise plant based inks/toners should be preferred. New machines should also be able to print double-sided and be energy efficient. It is recommended that before any new purchases of office equipment are made the Resource NSW guide “Office Products: A Guide to Sustainable Purchasing and Use” be consulted. This guide can be accessed at: http://www.environment.nsw.gov.au/resources/sustainbus/spd_ob_offprodguide.pdf Management of Equipment To promote sustainable printing practices all computers should be set to automatic double-sided and black and white printing. Electronic Meetings The printing of meeting agendas and minutes should be discouraged. Wherever possible meeting agendas and minutes should be provided electronically and displayed during meetings using a laptop computer and projector. Staff are encouraged to take laptop computers to external meetings if the viewing/recording of agendas and minutes are required. For meetings that have teleconference and video conferencing capabilities, these should be utilised for meetings that are not within walking or cycling distance from the employee’s office. Waste Waste paper that cannot be reused should be recycled. Empty toner/print cartridges should be recycled where possible. External Printing In the first instance staff should consider whether an item actually requires printing. Is it possible to communicate the message effectively through another medium e.g. local media, website etc.? When a quote/tender for printing is requested it should include a price against the preferences listed below for types of paper and ink. If the printer does not have a particular type of paper or ink they should record the statement “Not available” against that preference. The highest preference available that the budget allows for should be selected. Tenders and large quotes should have a statement addressing this Guideline demonstrating that it has been considered and appropriately responded to. This is not necessary for small quotes. Tenders/quotes that comply with the guideline should be given a more favourable weighting versus those that do not. Paper When ordering paper for external printing the following order of preference should be observed:

1. 100% Recycled carbon neutral paper* 2. 100% Recycled paper* 3. Carbon neutral paper* 4. Partially recycled paper (with the balance from plantation paper)* 5. Plantation paper (e.g. FSC certified)*

Paper that does not originate from recycling or a plantation should not be used.

Attachment 1



*Paper manufactured in Australia should be preferred over paper manufactured overseas. A list of paper for corporate stationery and promotional material with manufacturing details can be accessed at: http://www.environment.nsw.gov.au/resources/sustainbus/0988KnowYourPrintPaperPart2.pdf Ink / Toner When ordering ink/toner for external printing the following order of preference should be observed:

1. Plant based inks 2. Non-plant based inks

Other Factors Other factors should be considered when assessing options for printing, including:

• Do the printing processes utilised minimise or eliminate the requirement for water and/or alcohol use?

• Does the organisation have any environmental accreditations e.g. Sustainable Green Print etc.?

• Does the organisation have an environmental policy or other environmental initiatives? It is recommended to include the type of paper and ink on the publication e.g. “Printed using 100% recycled carbon neutral paper and plant based inks”. Waste Paper Waste paper/printed collateral from external printing that cannot be reused should be recycled. 7 COMPLIANCE RESPONSIBILITIES

Employees All full-time, part-time, contractors, temporary and casual employees engaged by the City of Ballarat who undertake printing in any form are responsible for implementing this Guideline. Managers / Supervisors Managers/supervisors of business units that undertake large amounts of printing (especially external printing), and business units that purchase and/or maintain equipment and consumables associated with printing, are responsible for ensuring that this Guideline is observed. Managers/supervisors of these business units should ensure that any request for printing, printing related equipment or consumables has regard to this Guideline. Human Resources Human Resources are responsible for the circulation of this Guideline. Executive Manager Sustainability As nominee of the Chief Executive Officer, the Executive Manager Sustainability is responsible for the overall implementation and review of this Guideline.

Attachment 1



8 CHARTER OF HUMAN RIGHTS COMPLIANCE It is considered that this guideline does not impact on any human rights identified in the Charter of Human Rights Act 2007. 9 REFERENCES AND RELATED POLICIES Include - Name, Reference and location of reference Acts NIL Regulations NIL Codes of Practice NIL Guidance notes NIL Australian Standards NIL Related Policies City of Ballarat – Environment Sustainability Strategy

City of Ballarat – LiveSmartBallarat Sustainability Policy City of Ballarat – Waste Management Strategy City of Ballarat – Purchasing Policy


31

15.2 PROGRESS REPORT ON BALLARAT ICT STRATEGY IMPLEMENTATION Division: Growth & Economy Director: Jeff Pulford Author/Position: Anthony Schreenan - Industry Development Officer

SUMMARY The City of Ballarat’s Economic Development Unit has formed a two year agreement with Ballarat ICT Limited. The agreement ensures measurable and strategic outcomes will be delivered to the region from Ballarat ICT Limited. This report constitutes an update of current activities and provides an outline of the future strategic relationship between the City of Ballarat and Ballarat ICT Limited and the likely benefits to be generated for the wider Ballarat community. BACKGROUND Ballarat is regarded as an industry leader in the Information, Communication and Technology (ICT) sector. This profile is the result of an ongoing innovative approach to the development of the sector and the growing proportion of jobs generated by this industry. In August 2006, Council in partnership with the University of Ballarat and Ballarat ICT Limited (formerly cBallarat) commissioned the Ballarat ICT 2030 Strategy. The strategy outlined a vision for growth in the sector, and provides the vision and strategy to enable Ballarat to continue to build its role an ICT centre, recognised both nationally and internationally. The Ballarat ICT 2030 strategy also helped build a strong and unwavering partnership between Council, University of Ballarat and the ICT industry in Ballarat. The benefits and activities of this partnership have in most cases been delivered through Ballarat ICT Limited, a not for profit industry body with administration and project support provided by the City of Ballarat. Ballarat ICT Limited enjoys representation from some significant industry leaders in Ballarat including representatives from organisations including IBM Australia and the University of Ballarat. Ballarat ICT Limited has five core functions including;

• leadership, • innovation, • advocacy and lobbying, • education and promotion, and • partnerships and networking.

The organisation continues to lead the way on all major ICT issues ensuring that Ballarat's position as an ICT leader is maintained. Today Ballarat has the largest proportion of ICT employees in regional Victoria, and the third largest in regional Australia. To maintain this standing it is essential that Ballarat ICT Limited remain strong and focused. All partners supporting the Ballarat ICT industry agree that Ballarat ICT Limited has reached a high level of maturity and that the next step forward is to put in place an organisational structure that enables it to proactively pursue the vision set out in the 2030 strategy.


32

Based on this position Ballarat ICT Limited and Council have collaborated to develop an independent model supported by funding from Council. As part of the funding agreement Council will have representation on the Ballarat ICT Limited Board and will separately manage the funding arrangement which is tied closely to the delivery of key outputs identified in Ballarat ICT 2030. As part of this funding, Ballarat ICT Limited will have the capacity to engage a dedicated Executive Officer, along with appropriate administration support, a role previously provided by Council officers. The governance arrangement supporting the funding agreement requires Ballarat ICT Limited Board to report bi-annually to the City, outlining progress and achievements over the previous six months, while also providing the proposed structured approach to the upcoming six month period of activity. All activities are to be directly linked to Ballarat ICT 2030, thereby helping to ensure ongoing economic benefits to the region. Council has provided significant recurrent funding to the ICT sector over the past four years. The funding agreement was developed based on expenditure incurred over this period and forms part of Council's approved recurrent budget for economic development in 2009/2010. Support for Ballarat ICT Limited represents a consolidation of these funds. It also creates more effective levels of control of output and direction on behalf of Council. The change in organisational structure and funding arrangement will see a transfer of responsibility of some programs from the City of Ballarat to Ballarat ICT Ltd. Events and programs such as 'Get into Games,' which has previously been funded by the City as part of the Innovation Festival, will now become the responsibility of Ballarat ICT Limited, both operationally and financially. Implementation of the ICT strategy through this arrangement will ensure that Ballarat continues to enjoy success in the ICT sector. Continued investment into key competitive strengths of the Ballarat economy will be a central focus of the current Economic Strategy process. ISSUES Council will be providing significant funding to Ballarat ICT Limited to deliver on an approved business plan based on the Ballarat ICT 2030 Strategy. Ballarat ICT Limited has the expertise and focus to deliver a strong outcome for the community through these arrangements. Strong governance arrangements are in place to manage the funding agreement and ensure key performance indicators are met. The independence of Ballarat ICT Limited from Council also provides additional advantages from a lobbying and advocacy point of view as well as providing opportunities for additional funding through State and Federal Government. Council's ongoing support for the ICT sector and therefore for Ballarat ICT Limited is closely aligned to the directions of Ballarat ICT 2030. This document will form a significant reference point for the development of Council's Economic Strategy 2010 - 2014.


33

RELEVANT POLICIES It is considered that there are no relevant policies. OPTIONS It is considered there are no other options SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS The funding agreement with Ballarat ICT Limited sees a rationalising of current activity and funding from Council to Ballarat ICT Limited, with funding sourced from Council's approved recurrent budget. IMPLEMENTATION AND MARKETING PLAN The formalisation of this agreement will be publicised through a press release. OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Jeff Pulford In providing this advice as the Director, I have no disclosable interests in this report. Author – Anthony Schreenan In providing this advice as the Author, I have no disclosable interests in this report.


34

CONCLUSION The City of Ballarat has worked for a sustained period of time to support the aspiration of the Ballarat ICT sector. Council has consistently supported the ICT sector in ongoing efforts to further build this sector over a period of years. Following development of the ICT 2030 strategy Council is further investing in the ICT sector. This commitment is undertaken in the context of the significant economic importance of the ICT sector to the Ballarat economy. ATTACHMENTS 1 4 Page summary of Ballarat ICT: 2030 2 2 page agreed outputs in relation to funding 3 5 page Instrument of agreement RECOMMENDATION Council resolve to;

1. Note, as per the Local Government Act 77(2) (b) in Report Item 17.1 on this matter is designated confidential information under Section 89(2) as Contractual Matters, and has been considered in making this recommendation.

2. Receive this report.

Attachment 1

4 Page summary of Ballarat ICT: 2030

Attachment 1 - 4 Page summary of Ballarat ICT: 2030


39

15.3 ROAD DISCONTINUANCE - LUCAS LANE, CARDIGAN Division: Development & Infrastructure Director: Trevor McCullough Author/Position: Ross Cowie - Manager Infrastructure Development

SUMMARY This report has been prepared in response to a request for the discontinuance of part of an existing government road reserve. BACKGROUND BEN (the Ballarat Environment Network) has requested the discontinuance of part of Lucas Lane, Cardigan and the incorporation of the discontinued section into the Winter Swamp Biodiversity Reserve. BEN is an umbrella group representing the Landcare and environment groups of the south-west region of Victoria, and actively works with government agencies, non-government organisations, Councils, industry, schools, Landcare groups, landholders and the general community to achieve improved environmental outcomes. BEN has been the Committee of Management for the Winter Swamp Biodiversity Reserve for the last 2 years. Council has written to the Department of Sustainability and Environment in regard to the BEN proposal, and the Department has indicated that it is prepared to reserve the area of proposed road with a view to inclusion into the adjoining Winter Swamp Biodiversity Reserve. Council has the power under Clause 3(a) of Schedule 10 of the Local Government Act to “discontinue a road, or part of a road, by notice published in the Government Gazette”. Following a Council resolution at the 23 August Council Meeting, a public notice was published in the Ballarat Courier and letters were sent to all immediate neighbours advising of the intent to discontinue the road and inviting comment under Section 223 of the Local Government Act for a period of 14 days. No submissions were received. ISSUES

1. The proposed section of road to be discontinued commences at Blind Creek Road and heads generally south for approximately 550 metres.

2. The road reserve is fenced on the west side only and is already effectively part of the Winter Swamp Reserve.

3. There is no evidence to suggest it has been used as a road in the past, and is not required to provide access as all abutting titles are served by other roads.

4. The discontinuance of Lucas Lane would not compromise fire access options. Winter Swamp Reserve has access from the south (Lucas Lane), the south-east (Dyson Drive) and from the north (existing gate off Blind Creek Road).

RELEVANT POLICIES

1. Road Management Act 2004 2. Local Government Act 1989 3. Council Plan: Action 10 – Growth and Development – “Ensure Council open

space and land management represents best practice”.


40

OPTIONS

1. To approve the discontinuance of Lucas Lane and authorise the publishing of a notice in the Government Gazette accordingly.

2. Not approve the discontinuance of Lucas Lane and advise the Ballarat Environment Network accordingly.

SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS Aboriginal archaeological studies have identified artefact scatters on the west and north-west side of Winter Swamp. The incorporation of this section of road into the Winter Swamp reserve will help in the protection of these sites. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS It is considered that there are no financial implications within this report. CONSULTATION Consultation has been undertaken with the Department of Sustainability and Environment, Ballarat Environment Network and relevant Council departments. For public consultation please see the Public Participation Spectrum below.


Promise To The Public

Methods

CONSULT

To obtain public feedback on analysis,

alternatives and/or decisions.

We will keep you informed, listen to and

acknowledge concerns and

aspirations, and provide feedback on

how public input influenced the

decision.

A public notice was published in the Ballarat Courier and letters sent to all immediate neighbours advising of the intention to discontinue the road and inviting submissions.


41

IMPLEMENTATION AND MARKETING PLAN It is considered that an implementation and marketing plan is not required. OFFICER'S DECLARATION OF INTERESTS Director – Trevor McCullough In providing this advice as the Director, I have no disclosable interests in this report. Manager Responsible – Ross Cowie In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Ross Cowie In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION It is considered that adoption of the recommended outcome will lead to improved management of unused land that is currently Council’s responsibility. The discontinuance of the road will have no negative impacts on abutting properties that are all served by other roads. ATTACHMENTS 1 LUCAS RD.pdf 1 Page RECOMMENDATION Council resolve to; 1. Council, having under Section 223 of the Local Government Act published a public notice in the Ballarat Courier and sent letters to all immediate neighbours advising of the intent to discontinue the road and no submissions being received, approves the discontinuance of that section of Lucas Lane, Cardigan under Clause 3(a) of Schedule 10 of the Local Government Act, and authorises the publishing of a notice in the Government Gazette.

Attachment 1

LUCAS RD.pdf

Attachment 1 - LUCAS RD.pdf


43

15.4 INFRASTRUCTURE FOR THE PROVISION OF EARLY CHILDHOOD SERVICES IN ALFREDTON Division: People & Communities Director: Carolyn Barrie Author/Position: Anne Scott - Manager Family & Children's Services

SUMMARY

Representatives from the Alfredton Kindergarten submitted the Alfredton Pre-School Inc – Kindergarten Expansion Plan and met with North Ward Councillors to discuss the lack of space for the current Alfredton Kindergarten. This report outlines the options put forward and recommends expanding the Alfredton Kindergarten by finding a new site for the Pinnochio Toy Library . The report also examines possibilities for the re-location of the Alfredton Play Group

BACKGROUND The Alfredton Kindergarten is located in Balyarta Street Alfredton. The building initially comprised a Kindergarten, Library and Maternal & Child Health Centre. The library component is now the Noah’s Ark Toy Library, the Kindergarten has now expanded into the space that was the Maternal & Child Health Centre. The Alfredton Pre-School Inc. plan proposes three options

• Expand the Kindergarten into the Toy Library and the park at the rear of the Kindergarten

• Have a new Kindergarten built in Alfredton possibly within the proposed Integra community Hub.

• Find a suitable third party, second campus. The Kindergarten has experienced expanding enrolments and has a waiting list, this shortage of space will be further exacerbated by the change in Government Policy which increases the minimum Kindergarten time from 10 hours per week to 15 hours per week by 2013. This 50% increase in allocated time will put pressure on many Kindergarten providers in Ballarat to find appropriate space. The Toy Library is open 2 half days per week and is a Ballarat wide service. The space for a toy library is appropriate however the location is not visible or easily accessed by the wider population of Ballarat. The Alfredton Playgroup formerly utilized the Alfredton Primary School gymnasium to conduct their playgroup, however this venue is no longer available for the same amount of time due to increasing school numbers. The group currently utilizes the Scout Hall, and a shipping container for storage of materials. The Playgroup has recently met with the Alfredton Community Sports Club and will conduct a trial provision of the playgroup from the Sports Club.


44

ISSUES

1. The existing Kindergarten would be sufficient in size if it were able to expand into the toy library area.

2. It is difficult to find a new space large enough appropriate to the needs of the toy library. Venues that have been examined include, the former Borough of Sebastopol Offices, the Eureka Family Resource Centre and a number of school venues. A number of Primary school are currently undertaking building works utilising Commonwealth Stimulus Package funds, one centrally based primary school has indicated there is a strong possibility that they will be able to accommodate the Toy Library when the works are complete.

3. Processes are underway for the development of Social Infrastructure in the Ballarat West area with the Ballarat West plan.

4. Funding from both Federal and State departments is difficult to obtain for the construction of stand alone Kindergarten facilities. Funding is usually tied to a Hub type development which includes provision of a number of Early Year’s Services in the one development.

5. Finding a suitable venue for the Alfredton Playgroup while the group is large is extremely difficult. If the group size was reduced into a number of smaller groups venues such as the Scout Hall may be appropriate. The storage of materials in the shipping container would appear to be unsafe and inappropriate. Playgroup Victoria would be able to assist this group regarding optimum group size and use of materials with reduced storage capacity.

6. The Alfredton Community Sports Club are interested in providing their rooms for the playgroup as they are currently not utilized during the day on week days. This facility would be suitable with safe access to outdoor areas however, there are no storage facilities available. The management of this facility have plans for expansion which will involve Council. If planning for this facility, and other facilities that are used on a part time basis, took into account the needs of other potential user groups sharing of facilities could address a number of facility issues.

7. Kindergarten programs can be provided within Long Day Care Childcare programs providing there are qualified Kindergarten teachers available. The DEECD along with Department Education Employment Workplace Relations, (DEEWR), are providing special programs and incentives to enable qualified childcare staff to increase their qualification levels to Early Childhood Educator, Kindergarten Teacher level. There are two Childcare Centres in Alfredton. One of the changes in State Regulations is a requirement that all childcare centres employ at least one qualified kindergarten teacher by 2013, this will ensure the extended provision of funded kindergarten programs through the private childcare sector.

RELEVANT POLICIES Excerpt from Ballarat City Council-Public Policy Objectives for Children’s Centres (adopted September 11 2002) The City of Ballarat, through advocacy, partnership and involvement, will support families to have access to equitable and responsive centre based early childhood services that are dedicated to excellence and provide a means of strengthening and developing the Ballarat community.


45

The City of Ballarat will achieve this through striving to ensure:

• Families are supported through the provision of a level of service that is responsive to their individual social and economic circumstances.

• It facilitates leadership, standard setting and advocacy in the early childhood sector for the benefit of all stakeholders within the municipality.

• It embraces opportunities to collaborate with the wider community in mutually beneficial partnerships.

OPTIONS

1. Council, along with DEECD assists the Pinnochio Toy Library to relocate to a more central location, therefore enabling the Kindergarten to expand into the toy library area.

2. That Council considers, as an in kind contribution, the Kindergarten usage of some of the adjacent park to form a suitably sized playground area to meet the minimum requirements for Kindergarten outdoor area.

3. That Council Children’s Services facilitate communication between Alfredton Playgroup and Playgroup Victoria.

4. That Council considers shared community use of both existing and in the planning of new facilities.

SOCIAL IMPLICATIONS Childhood years (the first three in particular) have been demonstrated to be the most critical time of brain growth and cognitive development. Appropriate support and intervention at this time can positively influence the child's ability to successfully negotiate future developmental tasks, prevent the onset of child health issues, improve family functioning and parental well-being and reduce the risk of childhood injury. Support and intervention services in the key early years has been demonstrated as the most cost effective way of achieving positive outcomes for the community. Research indicates figures as high as 10:1, ie. $1.00 spent on early intervention is as effective as $10.00 spent at a later stage. It is therefore essential for the City of Ballarat to play a leadership role in planning and advocacy in the provision of social infrastructure that supports families with young children. Human Rights Consideration Matrix

Rights Impacted Issue & Purpose Positive Impact Negative Impact

Justification / Alternatives

Identifying and utilizing appropriate community spaces for the conduct of learning and recreational activities for young children

Taking part in public life

Sharing of community spaces may present some challenges. However the shared use of facilities optimizes limited community resources.


46

Fencing off a section of the public park/play area for use of the Kindergarten

Protection of families and children

Freedom of movement Use of a section of a public park restricts access for some community members, however this is offset by increased access to Kindergarten facilities by local residents

ENVIRONMENTAL IMPLICATIONS The environmental implications for sharing of community infrastructure are immediate if buildings are used across the week for a number of activities rather than providing separate facilities for all community groups. CULTURAL IMPLICATIONS A culture of planning and operating as shared multi-use facilities has significant implications for the culture of the city, including opportunities for cross-generational interactions and activity. The implications for Ballarat as a child/family friendly city are;

1. Providing resources and space for the conduct of children’s recreational and educational programs

2. Maximising resources available for family & children’s activities RISK MANAGEMENT IMPLICATIONS The risk of not exploring all options available is that we may utilize inappropriate or inadequate spaces for child/family activities or utilize resources unnecessarily when suitable facilities already exist. FINANCIAL IMPLICATIONS The financial implications of sharing community facilities ensure maximum use of limited resources. Currently there is no budget allocation for the provision of these facilities. CONSULTATION Internal consultation;

• Manager Recreation & Open Space Planning • Playgroup Coordinator

External consultation;

• Manager Family & Youth Services DEECD • Alfredton Community Sports Club • Alfredton Pre-School Inc


47



Methods

INFORM To provide the public with balanced and

objective information to assist them in

understanding the problem, alternatives, opportunities and/or

solutions.

We will keep you informed.

Discussion with Alfredton Pre School Inc.

CONSULT







decision.

i.e. Report from

Alfredton Pre-School Inc.

Meeting with Management Alfredton Community Sports Club

INVOLVE

To work directly with the public throughout the

process to ensure that public concerns and

aspirations are consistently understood

and considered.

We will work with you to ensure that your

concerns and aspirations are directly

reflected in the alternatives developed and provide feedback on how public input

influenced the decision.

Facilitate meeting and consultation between Alfredton playgroup and Playgrouping Victoria

IMPLEMENTATION AND MARKETING PLAN Communication will be made directly with the three groups regarding outcomes of the report. OFFICER'S DECLARATION OF INTERESTS Director – Carolyn Barrie In providing this advice as the Director, I have no disclosable interests in this report. Manager Responsible – Anne Scott In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Anne Scott In providing this advice as the Author, I have no disclosable interests in this report.


48

CONCLUSION Through negotiation and consultation with community and government organizations the needs of the Alfredton Pre-school and Playgroup communities and the Pinnochio Toy Library can be met. The notion of planning the sharing of facilities is vital to meet both current and future needs for families with young children. The completion of plans for Ballarat West will give clarity in the assessment of ongoing need. ATTACHMENTS 1 Kindergarten Report 2 Plan 1 3 Plan 2 RECOMMENDATION Council resolves;

1. In collaboration with Department of Early Education Childhood Development to assist the Pinnochio Toy Library to relocate to a more central location therefore enabling the Kindergarten to expand into the area currently occupied by the toy library.

2. Consider as an in kind contribution the Kindergarten usage of some of the adjacent park to form a suitably sized playground area to meet the minimum requirements for Kindergarten outdoor area.

3. Facilitate ongoing communication between Alfredton Playgroup and Playgroup Victoria through its Family & Children’s Services Unit.

Attachment 1

Kindergarten Report

Attachment 1 - Kindergarten Report

Alfredton Pre-School Inc. 6 Balyarta Street Ph:- (03) 5334 1222 ALFREDTON VIC 3350 Fax:- (03) 5334 1323 [email protected]

Kindergarten Expansion Plan

Attachment 1

Kindergarten Report


1 Alfredton Pre-School Expansion Plan Three Options for Expansion

The strategic planning committee of 2007 put together a 3 year action plan regarding the expansion of the Alfredton Pre-School. The objectives of this plan were to:-

• Allow for longer hours for all 3 of the Four year old kindergarten groups • Allow for the 2 Three year old kindergarten groups an extra session of 2 hours. • Provide greater flexibility of class times for parents • Allow for innovations and enhancements to the existing kindergarten program.

The committee put together three options that would meet the above objectives:-

1. Expand the Kindergarten into the toy library and park residing at the rear of the kindergarten.

2. Have a New Kindergarten built within Alfredton. Integra (formerly Roadcon) have a proposal to build a community hub on the corner of Sturt Street and Dyson Drive. Maybe the kindergarten can be apart of this.

3. Find a suitable third party, second campus. (Preferably in the Alfredton area).

New Legislation:-

The Victorian Government has passed new legislation that requires all Four Year old Kindergarten pre-school students to participate in a minimum 15 hours per week. This is to begin as at 1 January 2011.

This requirement is going to put further limitations on the number of students the pre-school can manage, with the room it currently has.

This report will show the current student numbers on the waiting list as well as the viability of the kindergarten expanding.

Attachment 1

Kindergarten Report


2 Alfredton Pre-School Expansion Plan Option 1 in detail

Expand the Kindergarten into the toy library and park residing at the rear of the kindergarten.

Attached in (appendix 1a) is a copy of the current Kindergarten floor layout and the adjoining Toy Library. The Victorian Government Department of Human Services put together design guidelines that spell out the requirements regarding the design, size & layout of all early childhood services. A copy of this guide can be found on the following website :- http://www.eduweb.vic.gov.au/edulibrary/public/earlychildhood/childcare/dg/ecs_design_guide_april_2005v1.pdf Changes that will need to be made to allow for the expansion to comply with the above Victorian Government guidelines are:-

• New Toilet and wash room facilities in the Toy Library. (area all ready set up) • Removal of the Office Area to Increase room size. • Fencing in the outside play area. • Access made available through existing porch area into the toy library (this will reduce the

cost of ramping the other side and fencing front yard - (both rooms will be accessed from the one entrance)

• Supply and fit air conditioning and heating • Expand window at the front of the building. • Expand Toy Library room to meet existing porch area. • Garden Shed required for Storage.

Currently the floor space of the existing room is 104.12sqm. As per the guidelines this allows for a class size of 31.5 children.1 The Toy Library floor space is 92.4 sqm allowing for 23.5 children. However, once the above changes are made the floor space expands to 131.90 sqm, allowing for 39.9 children. This will accommodate the class sizes already within the Alfredton Pre-School attendance. There are 23 three year old pre-school students attending 2 hours per week. 78 four year old pre-school students attend 10 hours per week, split up into 3 classes of 26. Below is the current timetable. 1 Design guide for Victorian children’s services – Victorian Government Department of Human Services 2005 – page 9

Attachment 1

Kindergarten Report


Age Group Class

Size Times

Hours

Four Year Old – Red Group

26

Tues - 12.00 – 4.00 (4 hrs) Wed - 8.30 – 11.30 (3 hrs) Thurs - 12.45 – 3.45 (3 hrs)

10

Four Year Old – Yellow Group

26

Mon - 8.30 – 1.00 (4 ½ hrs) Tues - 8.30 – 11.15 (2 ¾ hrs) Fri - 1.15 – 4.00 (2 ¾ hrs)

10

Four Year Old – Blue Group

26

Wed – 12.45 – 3.45 (3 hrs) Thurs – 8.30 – 11.30 (3 hrs) Fri – 8.30 – 12.30 (4 hrs)

10

Three Year Old – Green Group

23

Mon – 2.00 – 4.00 (2 hrs)

2

With the new legislation coming into play in 2011 the impact on the Kindergarten will be greatly felt and will lead to further students being turned away, should nothing be done. It is also important to note that the outdoor play area is to be at least 7 sqm per child2. If two classes of 26 were ran simultaneously than the play area would have to be 364 sqm’s to meet the guidelines. At present the outdoor area is 1,062.43 sqm which is more than adequate for 52 pre-school children. However, this may include the play ground at the rear of the blocks. The City of Ballarat was unable to provide a current site plan. The one attached at (appendix 1a) and being used for this report is dated 2003 and doesn’t specify where the play ground is situated. Attached at (appendix 1b) is a proposal for the new floor layout. With the expansion into the Toy Room the above objectives set out by the Strategic Planning Committee will be achieved. Financially with the extra students fees being paid and the sharing of resources the only expense that will need to be addressed is that of staffing. The kindergarten has run at a profit for a number of years. The past and present committees have raised approximately $50,000 to contribute to any renovations, extensions or a new building.

2 Design Guide for Victorian Children’s Services – Victorian Government Department of Human Services 2005 – page 18.

Attachment 1

Kindergarten Report


We are also in the process of obtaining grants to help in this area. Grants such as the “The Ballarat Foundation” and the Federal Government Community Grants. The building is currently owned by the City of Ballarat, any financial funding from them would also be appreciated. The benefits of option 1 – expanding into the Toy Library:-

1. Teaching resources, materials and facilities can be shared; 2. Expenses and upkeep of only one site; 3. Playgroup facilities already in place; 4. Limited amount of disruption to students and staff; 5. Location is convenient to parents; 6. No moving involved; 7. The size of the block the existing building resides allows for further development and expansion; 8. Staying in a council maintained building is a huge financial benefit to the Kindergarten and its

running costs. Disadvantages:-

1. Layout of facilities will be limited by current building design and layout; 2. Possible disruptions to classes during renovations; 3. With forecasted future growth, building may need further development in the future; 4. Loss of the Toy Library. – Maybe this can be moved to the City Library.

Attachment 1

Kindergarten Report


3

Alfredton Pre-School Expansion Plan Option 2 in detail

Have a New Kindergarten built within the Alfredton Area.

Alfredton is a growing area. A meeting was held with Integra (formerly Roadcon) in July 2008. At this meeting it was found that currently 5,000 people reside in the Alfredton area. Ballarat also has a housing growth rate of 575 per year. Within the Alfredton area Integra have three developments of which, two are fully underway.

1. Ballarat Golf Course:- • Time Frame is 2011 – 2012 until completion • 400 houses to be built equaling 1,000 new residents.

2. The Chase:- • Time Frame is 2010 completion date • 400 houses to be built once again equaling 1,000 new residents.

3. Corner Sturt Street and Dyson Drive:- • Once The Chase is complete they intend to focus on this development. • Housing for 5,000 residents; • 2011 to see the commencement of the retail building, with retail operation to start in 2012.

The new kindergarten would be best situated in the proposed new development on the corner of Sturt Street and Dyson Drive. Integra intend to house a Supermarket, Specialty Shops, Housing and a Community Activity Centre with a Primary School. It would be great to see Alfredton have something similar to that of the Wendouree West Community Learning Hub. It was suggested that new building plans for the kindergarten be drawn up and submitted to Integra and the City of Ballarat for perusal. This would cost money and we intend on waiting until we have had further feed back from the City of Ballarat before moving with this idea. To further show the surrounding areas the Alfredton Pre-School takes in, below is a graph showing the attendees of the kindergarten since 2005 and which suburbs they resided from:-

Attachment 1

Kindergarten Report


3 Year old Attendees from 2005 – 2009

36

34

19

19

17

1

4

1

1

8

4

33

4

2

2

1

1

1

1

2

Alfredton Ballarat Burrumbeet Cardigan Delacombe Lake Gardens Wendouree

3 Year Old Attendees

20092008200720062005

4 Year old Attendees from 2005 – 2009 This report covers such a vast area. Please refer to (appendix 2a) Currently there is a waiting list for the Alfredton Pre-School:- 3 Year Old

2009 Green Group Full (23 students) with 24 on the waiting list 2010 40 on the waiting list (can only take 23) 2011 4 on the waiting list

4 Year Old

2009 2009 All 3 Groups Full (78 students) with no waiting list 2010 104 on waiting list (can only take 78) 2011 43 on waiting list

The City of Ballarat have also conducted their own analysis of the growth in this area and have realised the need for expansion of community services. This is known as the Ballarat West Growth Area Plan. It was found that the “urban area cannot cater for this projected growth, therefore the city will need to expand to ensure residents have somewhere to live, work and play”3. Land to the west and south of Alfredton have been identified as the most appropriate location for expanding the city and housing population growth. “The plan aims to cater for Ballarat’s growth beyond 2030”4. “It will provide for over 14,000 new households and accommodation a population of 35,000 to 40,000 people”5. “It provides direction for the development of future community, including new town centres at Alfredton, community infrastructure and recreation and sports grounds. It makes recommendations on the future population and requirements for the provision of transport, transport infrastructure, social services, social infrastructure, public open space and recreation requirements. It seeks to create future communities which will be livable, viable, attractive and sustainable”6. With this in mind it is the City of Ballarats goal to ensure all of the community within Alfredton and surrounding areas are able to attend pre-school. With the expected growth rate it is not a matter of how the kindergarten will

3 Paragraph 1. “What is the Ballarat West Growth Area Plan” – City of Ballarat Web Site 2009. 4 Paragraph 3. “What is the Ballarat West Growth Area Plan” – City of Ballarat Web Site 2009. 5 Paragraph 3. “What is the Ballarat West Growth Area Plan” – City of Ballarat Web Site 2009. 6 Paragraph 4 & 5. “What is the Ballarat West Growth Area Plan” – City of Ballarat Web Site 2009.

Attachment 1

Kindergarten Report


expand but a matter of when. It is up to the City of Ballarat to make this happen and see it as a necessity now for the future. With relocating the kindergarten to a new facility and allowing input into the design by Uniting Care, the current committee, staff and City of Ballarat the objectives of the strategic planning group would be meet. It also gives the opportunity of turning these facilities into something that can be used by the community outside of kindergarten hours and generating further income for the City of Ballarat. The benefits of option 2 – New Kinder:-

1. The ability to increase classes sizes to meet demand and government legislation; 2. Total control over layout of new facilities – no restrictions; 3. Keeps the community of Alfredton growing and attracting families; 4. Consolidation of facilities onto one site – no need for separate toilet area as the case in above option; 5. Maintenance costs should be minimal as it is a new building; 6. Relocation of existing outdoor play equipment to new site to save on capital outlay. 7. Community Centre being built – further income for the City of Ballarat

Disadvantages:-

1. Current building is rent free. Would the Kindergarten have to start paying rent? 2. Location – could it still be within central Alfredton? 3. Cost? 4. New Site to be found?

Attachment 1

Kindergarten Report


4

Alfredton Pre-School Expansion Plan Option 3 in detail

Find a suitable Third Campus – preferable in the Alfredton Area.

In the middle of 2008 the committee put together a survey that was sent out to all 3 and 4 year old pre-school students on the 2009 waiting listings. This was conducted due to extremely high number of enrolments for 2009 and the fact that the Alfredton Pre-School wanted to cater for as many of them as possible. The survey explored the option of sharing resources with the newly developed Wendouree Kindergarten within the Wendouree West Community Learning Hub. The survey ensured that the Alfredton Pre-School staff and circular would be used within a difference campus. The response to this survey was not favourable and the idea not taken up. Below are the results. 3 Year Old Survey Results:- Sent out:- 52. Returned:- 32.

3 Year Old Survey

No66%

Yes34%

No Yes

Main concerns raised by parents were: - Time and Travel, Mixing with the Children from the Wendouree Campus, Children at Primary School for Pick up and Drop of times.

Attachment 1

Kindergarten Report


4 Year Old Survey Results:- Sent out: - 103. Returned: - 55

4 Year Old Survey

No76%

Yes24%

No Yes

Main concerns raised by parents were: - Travel costs, pick up and drop off times due to having primary school children also, are happy with the Alfredton address. Once the results were polled it was clear that the parents were not happy with the option of sharing a campus with the Wendouree Community. There has been no further developments regarding this option as the remaining Kindergartens within the Alfredton and surrounding areas didn’t have space or didn’t provide a kinder program with qualified kinder staff, making it impossible to use their facilities. The Kindergartens running within the surrounding areas are:-

ABC Developmental Learning Centre Dealcombe:- Run a 4 Year old program with no qualified Kinder Teacher within their full day care program – ages 3 – 5 years

Delacombe Community Kindergarten, 105 Whitelaw Ave, Delacombe. – Run 1 session of 3 Year olds

and 2 sessions of 4 Year olds. 3 Year old group was full for 2009 and the 4 Year old group was almost.

Iris Ramsay Kindergarten, 105 -107 Lonsdale Street, Ballarat – Run 2 sessions of 3 and 4 Year old classes. Totally full for 2009.

Ballarat Fidelity Club Kindergarten, 210 Ripon Street South, Ballarat – Runs 2 sessions of 3 and 4 Year

old classes. Even though numbers have not been consistent for a few years they were totally full for 2009 with 6 children on the waiting list.

Basically unless a number of vacancies came up within the list of Kindergarten’s above this option wouldn’t be viable.

Attachment 1

Kindergarten Report


The benefits of option 3 – finding a second campus within the Alfredton area:-

1. Ability to have more attending students 2. The cheapest option of all 3

Disadvantages:-

1. Difficult to share resources 2. Parents may all want the “new” building, with the current kinder seen as out of date. 3. Increase of costs due to upkeep and bills for two sites 4. Capital layout on plant and equipment.

Attachment 1

Kindergarten Report


5

Alfredton Pre-School Expansion Plan Summary

With the increasing number of pre-school children on the enrolment and waiting listings, it is important for The Alfredton Pre-School to act now to ensure it is able to meet the demands of its community. The Victorian Government ran a study in 2007 which showed that Kindergarten’s are reducing in numbers due to the Day Care “Kinder Room”. They have allocated $10 million to ensure that all 4 Year Olds attend Kindergarten. This is being done by:-

1. Increasing Hours to a minimum of 15 per week 2. Ensure that Day Care Centres whom advertise as having “Kinder” have a Fully Qualified Kinder

Teacher or it doesn’t qualify

It is important that Alfredton Pre-School can meet the demands of the growing community. The Integra Group and the City of Ballarat have conducted studies showing the main growth tunnel for the next 30 – 50 years, being in Ballarat West (Alfredton). Having said this it is time for the Alfredton Pre-School to expand it facilities either through the expansion of the current building or through a new community service building most likely being housed within the Sturt Street and Dyson Drive community hub. Financially the Kindergarten is able to accommodate the extra pre-schoolers and staff costs required. The kindergarten can contribute approximately $50,000 to go towards the redevelopment. The City of Ballarat needs view this as an important development in the growth of Ballarat West.

Attachment 1

Kindergarten Report


6 Alfredton Pre-School Expansion Plan Appendix

Appendix 1a - Building Layout Appendix 1b - New Layout of Room Appendix 2a - 4 Year Old Attendees Graph

Attachment 2

Plan 1

Attachment 2 - Plan 1

Attachment 3

Plan 2

Attachment 3 - Plan 2


66

15.5 CONTRACT NO. 2009/10-08 - BITUMINOUS SEALING PROGRAM 2009-10, 2010-11, 2011-12 & 2012-13 Division: Development & Infrastructure Director: Trevor McCullough Author/Position: John Hartigan - Program Development Officer

SUMMARY This report recommends the awarding of a contract to Boral Resources (Vic) Pty Ltd for the bituminous sealing of Council’s road network for four years. BACKGROUND 1. Tenders Received Tenders have been received for the delivery of Council’s Bituminous Sealing Program for 2009/10, 2010/11, 2011/12 & 2012/13 (Contract 2009/10-08) The invitation period closed on the 02/09/09 with three (3) tenders received from:

• Boral Resources Pty Ltd • Sprayline Surfacing Services • Pioneer Road Surfaces

2. Contract Details The Contract is for a period of four years (ie. 2009/10, 2010/11, 2011/12 & 2012/13) The Contract provides for the following;

(a) a fixed price in 2009/10 (Year 1 of Contract) in accordance with the adopted 2009/10 budget; and

(b) Rise and Fall clauses in Years 2, 3 and 4 of the Contract to be adjusted in accordance with the final budget adopted by Council for each of those years.

The Rise and Fall clauses for Years 2, 3 and 4 of the Contract contain standard industry formulae and are based on indices for price changes for plant, labour and materials in the bitumen/petroleum industry. 3. Work Quantum The tender documents proposed 369,786 square metres of bituminous sealing in Year 1 of the Program, and similar levels of work in Year 2, Year 3 and Year 4 of the Contract. Total area of Council’s road network (Link/Collector/Local) sprayed sealed is 5,594,023 square metres and asphaltic concrete sealed is 1,471,035 square metres. Year 1 of the Program (369,786 sq.m) represents an 15.13 year return period on the sprayed seal network. Asphaltic concrete seal has a life of 25 to 35 years and will be required to be included in future years. A 15 year return period for the sprayed seal network is reasonable for the network in this climatic zone.


67

ISSUES Infrastructure Renewal Gap Bitumen roads are typically to be resealed every 15 years in this region of Victoria. The program (369,786 square metres) contained within Contract 2009/10-08, meets this periodic treatment cycle, however the tendered price exceeds the available budget. The course of action to address this issue is referred to under Financial Implications section of this report. An increase in the return period of reseals on roads beyond the 15 year requirement has significant implications on the current “Roads Infrastructure Renewal Gap” experienced by Council. By not maintaining the appropriate frequency of sealing this will result in an increase to Council’s significant infrastructure renewal gap. Ballarat Industry Participation Policy (BIPP) evaluation applied as the tender prices was above $250,000. The BIPP process has not changed the initial weighted evaluation outcome. RELEVANT POLICIES

1. Council’s Purchasing / Procurement Policy & Procedures 2. Council’s 2009/10 Capital Budget

OPTIONS

1. Award the contract to Boral Resources (Vic) Pty Ltd as detailed in the Recommendation of this Report.

2. Reject the Recommendation in this Report.

SOCIAL IMPLICATIONS Blueprint identifies the community expectations in relation to maintenance of Council’s road network. Bituminous sealing (ie. periodic maintenance) of the road network is an essential activity for the maintenance of the integrity of the road pavement and also safety aspects such as skid resistance. ENVIRONMENTAL IMPLICATIONS The project specification requires the contractor to meet all relevant standards of environmental protection.


68

CULTURAL IMPLICATIONS It is considered that there are no significant cultural implications associated with the content of this report. RISK MANAGEMENT IMPLICATIONS The Contract provides for management of traffic, pedestrians, property and environment during the delivery of the works. In addition there are contractual provisions for the delivery of the works during optimal seasonal conditions. Risks associated with increasing world petroleum prices and impact on the return period will be the subject future asset management planning processes. The increased risk associated with a growing “Infrastructure Renewal Gap” is outlined in the “Issues” section of this Report. FINANCIAL IMPLICATIONS The tender prices received for the Bituminous Sealing Program 2009/13 are as follows:

Tenderer Tendered Amount (excludes GST) • Boral Resources • 2009/10 - $1,542,252.85

• 2010/11 - $1,905,269.37 • 2011/12 - $1,447,897.99 • 2012/13 - $1,547,864.55 Total $6,443,284.76

Note: That the tender amount is based on a proposed program of works that was included in the tender documents for pricing. The commentary below outlines how this is administered by Council to ensure it meets the adopted budget in each year. Achievable Program within the Budget Year 1 (2009/10) The adopted budget for bituminous sealing in Year 1 (2009/10) is $1,220,000.00 following exclusion of administration costs (i.e. generally associated with project management and development). The proposed program of 369,786 square metres will need to be reduced to 292,519 square metres or 21 per cent to enable the program to remain within the 2009/10 budget allocation. This reduction in the program is a direct result of increasing prices of bitumen and crushed rock and results in an increase in the return period on Council’s sealed network from 15.13 years to 19.12 years.


69

Year 2 (2010/11), Year 3 (2011/12) & Year 4 (2012/13) The proposed budget within Council’s five year capital program for bituminous sealing in Year 2, Year 3 & Year 4 is $1,268,800, $1,319,552 & $1,372,334 respectively. The quantum for the program has been increased at 4% per annum from Year 1. Rise and Fall clauses for Years 2, 3 & 4 of the Contract are available to adjust the program in accordance with the final budget adopted by Council for each of those years. The total four year program budget including that adopted budget for Year 1(2009/10) and proposed budgets for Year 2 , 3 & 4 is $5,180,686 CONSULTATION The tender was advertised in the Ballarat Courier, The Age (08/08/09) and the Council Website.



Methods




solutions.


Ballarat Courier The Age Council’s Web

Site

IMPLEMENTATION AND MARKETING PLAN The Marketing and Communications Unit of Council will participate in the media and communications associated with the delivery of works under this Contract. All residents, businesses and occupiers who may be directly or indirectly affected by the works will be notified at least 3 days prior to commencement of the construction works. OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Trevor McCullough In providing this advice as the Director, I have no disclosable interest in this report. Manager Responsible – Ross Cowie, Manager Infrastructure Development In providing this advice as the Responsible Manager, I have no disclosable interests in this report.


70

Author – John Hartigan, Engineering Development Officer In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION Boral Resources satisfactorily meet the abovementioned tender evaluation criteria and are the lowest tender by a margin of $113,315.24 (GST exclusive) over four years. ATTACHMENTS RECOMMENDATION Council resolve to;

1. Note, as per the Local Government Act 77(2) (b) in Report Item 17.2 on this matter is designated confidential information under Section 89(2) as Contractual Matters, and has been considered in making this recommendation.

2. That Tender No. 2009/10-08 – Bituminous Sealing Program be awarded

to Boral Resources (Vic) Pty Ltd for a period of four (4) years up to $6,443.284.76 (GST exclusive) in accordance with the following requirements;

(a) lump sum for the 2009/10 program of works in accordance with

the adopted 2009/10 budget provision for this work, $1,220,000 (GST exclusive);

(b) in Year 2, Year 3 and Year 4 the contract value with Boral

Resources (Vic) Pty Ltd shall be adjusted in accordance with the adopted Council budgets for 2010/11, 2011/12 and 2012/13 respectively and the Rise and Fall formulae in the Contract documents.


71

15.6 EXHIBITION OF DRAFT CBD STRATEGY Division: Growth & Economy Director: Jeff Pulford Author/Position: Brett Davis - Projects Manager

SUMMARY This report is seeking Council endorsement to exhibit the draft Central Business District Strategy (the Strategy) for public comment. The Strategy identifies at a broad level the future development patterns, growth opportunities and land uses for the CBD area. BACKGROUND Council has commenced a major project to prepare a definitive Plan for the future 20-25 years of the Central Business District of the city. The plan will seek to provide clear guidance as to the future land use directions Council is seeking to apply to the Ballarat Central Business District. Planisphere Pty Ltd were appointed in March 2009 to undertake the preparation of the Strategy. The study area is based on the “Central Business Area” as currently defined in the Ballarat Planning Scheme. Since commencement of the project the study area has been expanded to include the railway line and land to the north, and the mixed use area around Anderson and Steinfeld Street to the south. As a part of a community consultation process it was decided that the area would be known as the “Central Business District” (CBD). ISSUES

1. The CBD is the heart of the City of Ballarat. It is the major commercial centre in Western Victoria. Its fine heritage buildings and streetscapes are highly significant and a key part of its attraction. The CBD continues to change and evolve with new challenges and issues constantly emerging. Such changes must be carefully managed in a structured way to ensure that the future growth of the CBD is economically, socially and environmentally sustainable.

2. Preparation of the draft Strategy has been guided by a project governance

structure that includes a Steering Committee (SC), Technical Working Group (TWG) and Community Reference Group (CRG). Members of these groups are listed in the acknowledgement section of the Strategy and include representatives from the Committee for Ballarat, Commerce Ballarat, University of Ballarat, community representatives, Ballarat Heritage Advisory Committee, local traders, Youth Council members, VicRoads, Department of Transport and the Department of Planning and Community Development.

3. Community consultation has been extensive. A project bulletin was prepared

at the start of the process in April 2009 seeking interested community members to participate in the process. From this the CRG was formed. A Project Establishment Workshop ensued in May 2009, bringing together members of the SC, TWG and CRG. The aim of this workshop was to introduce the project, discuss participants’ aspirations for the project, provide an overview of place making and explore key challenges and opportunities for the CBD.


72

4. The first Community Bulletin was distributed in May 2009. It outlined the

purpose of the Strategy and called for community members to think about their vision for the CBD. Four workshops were held throughout June 2009. The workshops were designed to engage different interest groups; Community Influencers, Key Stakeholders, Traders Visioning and Community Visioning. Approximately over 120 people attended these sessions.

5. In addition, numerous committees of Council have been consulted, including

the Ballarat Heritage Advisory Committee, Safety Committee, Child and Family Friendly Advisory Group, Disability Advisory Group. The Destination Ballarat Advisory Board, Bridge Mall Traders and Commerce Ballarat have also been consulted.

6. Following Council’s endorsement it is proposed that during the month of

November a number of additional consultation sessions will take place with the project governance group and the various committees. It is intended that these groups will re-convene on November 23 to provide their feedback and input to the Strategy and listen to findings gathered during the consultation process. Listening posts will also be established throughout the CBD. These are designed to provide a forum for the general community to find out about the CBD Strategy and ask questions of the consultant team and to provide feedback.

7. Officers and the consultant team will also participate in the International

Children’s Day on October 30 and at Springfest on November 1 to ensure that the wider community is aware the Strategy is about to go on exhibition, and how they might make comment.

8. The governance groups have met throughout the process and during the past

month have been presented with various iterations of the draft strategy. Version 1 was presented to the SC and TWG, with Version 2 distributed to the CRG. All parties have been invited to provide comments and these comments have been incorporated into the current version, known as Version 3.

9. The Strategy will provoke and challenge the community and encourage

feedback on shaping the CBD’s future. The strategy outlines at various levels the future development patterns for residential, retail and commercial growth in a defined CBD precinct. It builds on consultation as outlined above and will be an important document that shapes a definitive implementation plan into the future.

10. The Strategy provides direction for land use, economy, key sites, built form,

parking, access, heritage, cyclists and many more facets. It has been divided into five CBD wide themes and 10 precincts. The precincts have been devised to ultimately help inform the new planning controls that will sit around the basis of an approved Strategy that will go through a planning scheme amendment process.

11. The vision for the Ballarat CBD derives from the input provided by the Ballarat

community to date, and encapsulates the major themes of the Strategy. The themes include Commercial and Cultural Capital, Connections, Places for People, Building Quality, Strong Leadership and Governance. A Background report is available that details the outcomes of the range of consultation initiatives undertaken to produce the Strategy.


73

12. Key areas covered by the Strategy include the nomination of potential redevelopment sites including Civic Hall, the Big W precinct and Little Bridge Street car parks, and nominating an office precinct along Mair Street.

13. A major element of the Strategy is making the CBD a pleasant place to visit,

do business and wander through the city. Another key element is the desire to project a green image of the city and incorporate environmental sustainability as a fundamental principle. Stemming from the workshops was a recurring theme that the CBD lacked vibrancy and the streets and public areas were inactive and uninviting.

14. As such, Civic spaces that serve different roles at Camp Street and a

proposed Civic Plaza on Armstrong Street adjacent the town hall have been proposed. Options for the reinstatement of a Grenville Street plaza and scramble crossing point are also included for community feedback and discussion.

15. The Sturt Street Gardens is the main open space resource to the CBD at

present and its importance to the grand image, greenery and heritage of the CBD. The Strategy proposes to link this with the Bridge Mall by creating a plaza area and pedestrian crossing opportunity. It also proposes to install bud lighting to trees, sculptural features and to highlight key buildings along the Sturt Street boulevard.

16. The strategy notes that over the 25 year period there will be a possible net

loss of approximately 201 on-street car park spaces. These spaces will be removed gradually over time, and will not be immediate. In addition, these losses will be more than off-set by car parking providing in intended new developments across the city. In other words, over time, while 201 on-street spaces will be removed, substantially more than 201 spaces will be created in new developments proposed at Little Bridge Street, Curtis Street and other sites across the CBD.

17. Reinforcement of the role of Mair Street as the east-west city through route is

also discussed as a part of a larger strategy to manage the CBD road network to optimise safety, amenity and efficiency for all users. Managing car parking demand and provision to support the current and future activity of the CBD is considered critical to the future of the CBD as the “Capital City of the Western Region.”

18. The proposed upgrade to Mair Street will potentially see this corridor undergo

the most immediate and evident change in the CBD. Sites along Mair Street are some of the largest in the CBD and are underutilised or contain older buildings nearing the end of their economic life with no heritage significance. The Strategy notes that this provides an opportunity to develop on a scale not available elsewhere in the CBD. This includes the Civic Hall site, which it notes is currently blighted and limiting the growth potential of the corridor.

19. Ballarat’s Heritage remains an important part of the Strategy. By enhancing

the CBD’s buildings and streetscape this will only benefit the grand buildings throughout the precinct. However, there is currently a lack of contemporary buildings of high design quality that convey a strong or positive message for the CBD. In many parts of the CBD the Strategy has identified that there are underused sites or poorly designed buildings that create an inconsistent streetscape appearance, all of which offer great potential to ‘fill in the gaps’ in the CBD’s streetscapes with new, well designed buildings.


74

20. The Strategy also encourages the development of more inner city living

opportunities at the edges of the CBD. There are three areas of focussed high density residential which is defined as development up to 3-4 stories in scale, depending upon what is an appropriate response to site context. There are also numerous opportunities for high density residential development or redevelopment contained within each of the 10 precincts.

21. These initiatives and others range over the immediate short term (6-18

months) through to long term (20-25 years). Successful realisation of the Strategy will require long-term commitment and involvement from all sectors of the Ballarat community. The Strategy in its current form requires testing before the community to enable refinement prior to Council adopting a final strategy in early 2010.

RELEVANT POLICIES The extent to which the issues covered and the directions proposed – are in line with policy, as expressed through Blueprint Ballarat, the Council Plan and other relevant policies, are outlined. 1. The Ballarat Planning Scheme provides both broad and specific guidance

regarding the Ballarat CBD. OPTIONS

1. That Council place the Draft CBD Strategy on exhibition for public comment prior to its adoption. This is the recommended option, and will ensure that there is broad community support for the final document. Council is not committing to any of the suggested projects contained within the report at this time.

SOCIAL IMPLICATIONS The draft CBD Strategy draws together the outcomes of extensive community consultation and the directions of a number of current projects taking place within the CBD. It details ideas and actions that can be undertaken progressively by Council, other organisations and stakeholders. It is anticipated that the implementation of the Ballarat Central Structure Plan will result in positive social effects for the community. The Structure Plan will provide a deliverable action program that engages the community and stakeholders. ENVIRONMENTAL IMPLICATIONS It is anticipated that the Strategy process will demonstrate environmental best practice and sustainability. This will be tested throughout the consultation period.


75

CULTURAL IMPLICATIONS The creation of a vibrant CBD will positively impact upon the City of Ballarat and its people. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS The project is running to schedule and on budget. CONSULTATION Community consultation is a statutory requirement that forms part of the planning scheme amendment process. The ultimate intention of the Structure Plan is to become an incorporated document within the Ballarat Planning Scheme by way of a planning scheme amendment.



Methods

INFORM To provide the public

with balanced and objective information to

assist them in understanding the

problem, alternatives, opportunities and/or

solutions.


The structure plan process will be exhibited publicly and the public invited to participate at critical milestones. Exhibition involves notification by mail, newspaper advertisement and via Council’s website.

CONSULT







decision.

Feedback is received as a result of public notification via written submissions, consultation workshops and public meetings.

INVOLVE




and considered.





The public and key stakeholders will have numerous opportunities to make comment on the Structure Planning process as it evolves and ultimately make submission at Council meetings and Panel (when necessary)


76

IMPLEMENTATION AND MARKETING PLAN It is recommended that the draft Strategy be exhibited for a period of four weeks, beginning November 9. Notification of this process will be placed in print media and on Council’s website. A second Community Bulletin will be directly mailed to all owners and occupiers within the current CBD boundary. Listening posts will be established throughout the month of November in various CBD locations. OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Jeff Pulford In providing this advice as the Director, I have no disclosable interests in this report. Author – Brett Davis In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION The CBD Strategy is an important document that has undergone considerable community consultation. It is now considered in an appropriate form to exhibit to the community for further comments and to test its assumptions and concepts. Community input will ensure that Council and other authorities know what is agreed with and what elements are considered to be the most important. Without this input Council cannot be assured that it is a document that reflects what the community wants for the future of the Ballarat CBD. After the consultation period, the consultant team and Council will take on board the community feedback and refine the document accordingly. It is then anticipated that the Final Strategy would be prepared and approved in the first quarter of 2010. ATTACHMENTS There are no attachments for this report. RECOMMENDATION Council resolve to; 1. Place the draft ‘Making Ballarat Central – the CBD Strategy’ on

exhibition for a period of four weeks commencing 9th November 2009 in order to receive further community comment on the current draft report.


77

15.7 PROPOSED ROAD DISCONTINUANCE - PORTION OF HICKMAN STREET, GOLDEN POINT Division: Governance & Civic Support Director: Stuart Grubb Author/Position: Scott Sherritt - Insurance & Claims Management Officer

SUMMARY A request has been put to Council from the University of Ballarat for the closure of part of Hickman Street, Golden Point pursuant to Schedule 10 of the Local Government Act 1989 with a view to the government road reserve being transferred to the University for development purposes. A public consultation process has been undertaken consistent with Section 223 of the Act. BACKGROUND The University of Ballarat is in receipt of federal government funding for the construction of an additional building adjoining their existing trade school in Grant Street.

They are now the owners of all properties facing onto Hickman Street between Grant Street and the point where Hickman Street forms a right angle at the rear of the White Flat Reserve. It is their intent to demolish the remaining structures along this street and then to build over the existing road reserve and the lots soon to be vacant. In order to do this, they have asked that Council formally discontinue the section of Hickman Street illustrated above in blue which will then enable the Department of Sustainability and Environment to on-sell the land to the University for its intended purpose.


78

The requirements for discontinuance of a road are detailed in Schedule 10 of the Local Government Act. In order to meet those requirements, Council placed Public Notices in the locally distributed newspaper The Courier on 4 July 2009 and 18 July 2009 respectively seeking public submissions pursuant to Section 223 of the Act. Submissions closed on Monday 3 August 2009 with three submissions received. With the proposed closure of Hickman Street, the importance of Moyle Street in providing a vehicle and pedestrian linkage between White Flat Oval and Grant Street, is emphasised. At present, the Moyle Street road reserve is approximately nine (9) metres wide. This does not meet current Council and road traffic standards. The closure of Hickman Street must be linked to an expanded Moyle Street reserve in order to enable adequate traffic movement. Land must be acquired on the western side of Moyle Street from the University of Ballarat (assuming the University acquires all land on this side of Moyle Street). The amount of land required and final specifications will be dependant upon the final design of the proposed Grant Street redevelopment. COMMITTEE A Committee to consider the submissions was formed and met on Wednesday 9 September 2009. The Committee members were:-

• Jeff Pulford, Director Growth and Economy • Sean O’Keeffe, Manager Statutory Planning and Building • Scott Sherritt, Risk Management and Insurance Officer

SUBMISSIONS RECEIVED Submissions were received from the following individuals / organizations:

(1) Geoff Warren (2) Graeme Draffin – Central Highlands Water (3) Aladdin Jamali – Department of Sustainability and Environment

None of the respondents asked to be heard before the Committee pursuant to Section 223(1)(iv). CONSIDERATION OF INDIVIDUAL SUBMISSIONS Geoff Warren This Respondent identified in writing the following issues that were of concern to him;

(1) He considered that the closure of Hickman Street would funnel more traffic into Moyle Street (located to the immediate east of Hickman Street) which he believes to be quite narrow and inadequate to cope with future traffic flow, leading to potential back-ups at the Grant Street / Moyle Street roundabout.


79

(2) Pedestrian access is also perceived as limited along Moyle Street

and his concern was that it would increase with the street closure. (3) He raised further concerns about difficulties for low loaders

accessing the University trade school. These are required to lift newly constructed moveable units from the site once built by the students. It was noted that the southern section of Hickman Street extending up to Sebastopol Street may not be suitable for such vehicles due to speed humps, low hanging trees, power lines and difficulties due to traffic volumes for vehicles turning right from Sebastopol Street into Skipton Street.

(4) His possible solution would be for the University of Ballarat to build

their addition above the level of Hickman Street leaving vehicle/pedestrian access intact.

The Committee considered the issues raised and identified the following recommendations:-

(1) That Mr Warren be contacted to seek his willingness to discuss the issues raised with the University in the hope that they can be accommodated. As submissions are public documents pursuant to Section 222 of the Act, there are no limitations imposed by either the Information Privacy Act 2000 or National Privacy Principles with the release of such material. Mr Warren was contacted by phone on 9 September 2009 pursuant to this recommendation and indicated he did not wish to discuss the matter with the University at all. He did indicate however that he would accept whatever decisions Council made in relation to this issue.

(2) That any formal closure and transfer of land to the adjoining property owner

be contingent upon planning requirements including, but not limited to, a Traffic Management Strategy to address such issues as the flow of traffic through the roundabout at the corner of Grant and Moyle Streets, vehicular and pedestrian flows along Moyle Street and related parking and large vehicle access questions.

(3) That it be a condition of any planning permit issued that pedestrian access

be guaranteed through the potential development from Grant Street to the White Flat Reserve and that such a condition be imposed upon future users of the site through processes consistent with the provisions of the Planning and Environment Act 1987.

(4) That, consistent with Recommendation (3), options for widening Moyle

Street be considered via the inclusion of part of the freehold land on the western side of Moyle Street into the existing Council road reserve and that such requirements form part of any planning permit.


80

Graeme Draffin – Central Highlands Water This submission identified that there is a single water main under Hickman Street that would no longer be required if the homes along the street were demolished. Central Highlands Water asked that any proposed developer of the land be made aware of the main and that it would need to be disconnected prior to the removal of remaining structures. The Committee resolved that any potential purchaser of Hickman Street be advised of the Central Highlands Water request and asked to liaise with them appropriately. Aladdin Jamali – Department of Sustainability and Environment Aladdin Jamali from the DSE advised the following concerns:-

(1) That Lot 3 (identified as 3 LP53428) in Hickman Street would not be accessible by vehicle if Hickman Street were to be closed.

(2) That the three splayed corners in the portion of the street to be

discontinued (one at the north east corner of Hickman and two at the south-west and south-east corners respectively) should not form part of the road discontinuance as they are not identified as part of the Government Road Reserve. An image supplied by the DSE illustrating this is attached as Appendix A. Crown land road reserves are noted in pink and freehold titles in white. It is evident that the three splayed corners are not part of the road reserve but likewise are not directly identified as part of any of the three private allotments that face the corners.

In relation to the first issue raised by the DSE, the Committee identified that Lot 3 was already owned by the University of Ballarat and the dwelling upon it is planned to be demolished, removing any requirement for direct vehicular access off Hickman Street. It therefore resolved that no further action need be taken in relation to this question. The Department will be formally advised of this matter. The status of the three splayed corners is more complicated and the Committee agreed to further research being undertaken. Existing records of Council pertaining to the site were located and are attached as Appendix B:-

(1) A 1948 Scheme of Sub-Division for the area clearly showing the splayed corner at the south-west end of the proposed discontinuance.

(2) A 1960 Plan of Sub–Division for the easterly side of Hickman Street clearly

showing the two other splayed corners.

(3) Surveyor’s Field Notes from the same period indicating all three corners and recorded measurements for each.

Based on this material, consultation with relevant Council staff and an additional site inspection conducted on Thursday 10 September 2009, the following was established in relation to each of the three corners:-


81

South-East Corner of Grant and Hickman Streets – The splayed corner has been incorporated into the private land title of 22 Grant Street (Lot 1 of LP53428) since at least 1960. This is evidenced by the existing drawings. Additionally, the following image from Council’s Geographic Information System shows that as recently as December 2008 the entire block including the splayed corner was fenced right up to the sealed footpath on Grant Street and to the unsealed path on Hickman Street.

Whilst the dwelling and fencing were demolished in 2009, it is evident that this splayed corner was incorporated into the freehold allotment.

As the corner has been incorporated into the freehold title for at least fifteen years, the University of Ballarat as current owner of the site may elect to take advantage of adverse possession laws to have the splayed corner incorporated into their current title.


82

South East Corner of Hickman Street and Moyle Streets – This splayed corner is not part of the Government Road and has never been incorporated into the freehold title of 3 Hickman Street (Lot 4 of LP53428). There is no evidence that Council has ever declared the corner to be a public highway. Council may elect to indicate that it has no intended future use for the corner and the University may then seek to locate and negotiate with the estate/descendents of the original owners of the site from the date of the formal sub-division (1960) for the purpose of negotiating the purchase of the small parcel of land.

South West Corner of Hickman Street - This splayed corner is similarly not part of the Government Road and has never been incorporated into the freehold title of 6 Hickman Street (Lot 1 of TP685077.) There is no evidence that Council has ever declared the corner to be a public highway. Council may elect to indicate that it has no intended future use for the corner and the University may then seek to locate and negotiate with the estate/descendents of the original owners of the site from the date of the formal sub-division (1948) for the purpose of negotiating the purchase of the small parcel of land.


83

A further option is for the University to not include in its planned development the three corners, thereby removing any need for their inclusion into the University’s titles. A formal land title search for the three corners only shall need to be made by the University to confirm their status. The Committee resolved in relation to the three corners to advise the University of the conclusions established above in order that they may seek to pursue obtaining clean title for the three nominated splayed corners. ISSUES The key issues established through the public submission process and internal consultation with Council officers are as follows:

(1) Ensuring adequate vehicular and pedestrian access to the White Flat Reserve environs through modification of Moyle Street and consideration of the impact on the surrounding areas.

(2) Effectively addressing the title questions identified herein with regard to

Hickman Street and in particular the three splayed corners.

(3) Providing amenity for both the users of the proposed University development, nearby residents and others using the roads and facilities in the immediate area.


84

RELEVANT POLICIES It is considered that there are no relevant policies. OPTIONS

1. Formally advise the Department of Sustainability and Environment that Council has no objection to the discontinuance of the identified portion of Hickman Street, Golden Point and then to liaise appropriately with the University of Ballarat in relation to planning requirements and the specific issues identified through the public consultation process.

2. Formally advise the Department of Sustainability and Environment that

Council objects to the discontinuance of the identified portion of Hickman Street, Golden Point and then liaise with the University of Ballarat to discuss alternate planning options that may be open to them.

SOCIAL IMPLICATIONS The key social issues relate to reasonable access to the White Flat Reserve and its environs for both vehicles and pedestrians and the potential impacts upon the community of an addition to the existing buildings of the University. The development of an effective Traffic Management Plan should ensure that the White Flat Oval remains an attractive and accessible venue for sporting and related leisure activities. The preservation of access for that purpose aids in the general health and wellbeing of the community with the links between physical exercise and personal and emotional wellbeing well established. The addition to the University shall increase the opportunities for post-school education for members of the community increasing their access to positive job opportunities and personal development. Human Rights Consideration Matrix

Rights Impacted Issue & Purpose Positive Impact Negative Impact

Justification / Alternatives

Access to Recreation Facility

1. Improvements in physical fitness.

2. Increased personal health and wellbeing.

No negative impacts have been identified.

Positive social benefit is realisable.

Impact of Expansion to University Campus

1. Improved personal development opportunities.

No negative impacts have been identified.

Positive social benefit is realisable.


85

2. Increased access to positive employment options.

The positive social benefits associated with this proposal are readily identifiable and can be realised through effective planning processes. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS The process of assessment of the public submissions was consistent with the risk management processes outlined in Australian Standard 4360:2004 Risk Management, specifically with regard to establishment of a context for the consultation process, risk identification, analysis and evaluation. This report is consistent with the requirements of a treatment plan pursuant to that standard. FINANCIAL IMPLICATIONS It is considered that there are no financial implications within this report. CONSULTATION Consultation has occurred in relation to this matter with representatives of the following Council business units: - Growth and Economy - Planning and Building - Engineering Development


86

Public Participation

Goal Promise To The

Public Methods

INFORM

To advise the public of the proposed action

pursuant to legislative requirements.

To keep the public informed of the

process and provide the option for

feedback.

Public notice printed twice in a locally published newspaper.

IMPLEMENTATION AND MARKETING PLAN The proposals are to be implemented on the basis of the recommendations of the Committee as outlined earlier in the report. OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Manager Responsible – Stuart Grubb In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Scott Sherritt In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION The closure of a portion of Hickman Street raises some issues for consideration in relation to traffic access in the immediate area and handling title issues surrounding small parcels of land abutting the road reserve. These matters can be readily addressed and the overall social benefit arising from the closure of the street and development of the area as an addition to the existing university has clear positive outcomes for the community. ATTACHMENTS 1 Appendix A - Mapping Data Provided by the DSE 1 Page 2 Appendix B - Council Held Documents 3 Pages


87

RECOMMENDATION Council resolve to;

1. Formally advise the Department of Sustainability and Environment that Council has no objection to the discontinuance of the identified portion of Hickman Street, Golden Point subject to the University undertaking to widen Moyle Street to the satisfaction of Council.

2. Authorise Council staff to liaise appropriately with the University of

Ballarat in relation to planning requirements and the specific issues identified through the public consultation process.

Attachment 1

Appendix A - Mapping Data Provided by the DSE

Attachment 1 - Appendix A - Mapping Data Provided by the DSE

Attachment 2

Appendix B - Council Held Documents

Attachment 2 - Appendix B - Council Held Documents


92

15.8 OUTCOME OF REVIEWS OF MAYORAL AND COUNCILLOR ALLOWANCES Division: Governance & Civic Support Director: Stuart Grubb Author/Position: Scott Sherritt - Insurance & Claims Management Officer

SUMMARY This report addresses the outcomes of a review of allowances for the Mayor and Councillors of the City of Ballarat undertaken pursuant to Section 74 of the Local Government Act 1989. Additionally, the results of the annual ministerial review of all allowances conducted under Section 73B is detailed. These outcomes follow previous reports to Council on 10 December 2008 and 9 September 2009 and also include the results of a public consultation process that has been undertaken consistent with Section 223 of the Act. BACKGROUND The election of the present Council in November 2008 triggered a requirement under Section 74(1) of the Local Government Act 1989 to; “…review and determine the level of the Councillor allowance and the Mayoral allowance...” Until such time as that review was undertaken the allowances were to remain set at $20,200.00 per annum for each Councillors and $62,500.00 for the Mayor. Ballarat is currently classified as a Category Two Council and these are the maximum applicable rates for a Council of this designation. Council Report of 10 December 2008 At its Special Meeting of 10 December 2008 Council resolved to retain the default allowances and launch the review process. Attachment A is a copy of the report submitted to that Meeting. Ministerial Review Under Section 73B of the Local Government Act The Minister for Local Government is required to conduct a review of Mayoral and Councillor Allowances for all Victorian Municipalities once per annum. The outcome of that review was published in the Victorian Government Gazette of 23 July 2009. That Notice is appended as Attachment B and provides for an increase of 2.5% in allowances effective from 1 December 2009. The implementation of that increase is a mandatory requirement upon Council pursuant to Section 73B(5);


93

“…a Council must increase Councillor and Mayoral allowances in accordance with the adjustment factor specified in the notice.”

Therefore, this increase must occur irrespective of the specific outcomes of Council’s own internal review under Section 74(1). However, Section 74(1) does still require a Council to formally set their allowances following a public consultation process. The outcome of the ministerial review could not have been predicted by Council prior to the publication of the Minister’s notice. Accordingly, an allocation for the applicable increases from 1 December 2009 could not be incorporated into Council’s 2009/10 budget. Council Report of 9 September 2009 On 9 September 2009 a further report was submitted to Council outlining the internal review process and the applicable legislation. This report is appended as Attachment C and addresses the legislative background and questions of Councillor superannuation. If a municipal Council has not resolved to pay the Superannuation Guarantee Contribution, then an additional 9% must be added to the payable allowances in lieu of this. Council has not made such a resolution so the 9% sum remains appended to the allowances. The Council resolved at the 9 September 2009 to consider the outcomes of a public consultation process at a meeting scheduled in October 2009. Public Consultation Process A public consultation process pursuant to Section 223 of the Local Government Act 1989 has been undertaken. A public notice (Attachment D) was published in The Courier on Saturday 12 September 2009 and again on Saturday 26 September 2009. The period for public submissions closed on Monday 12 October 2009. No submissions were received. ISSUES

(1) Council is required to consider the outcomes of the review process. As allowances currently stand at the maximum level for a Category Two Council and no public submissions have been received, consideration can be given to maintaining the rates of allowance subject to future annual ministerial reviews and their outcomes.

(2) The increased rates of payment applicable from 1 December 2009 need to be

acknowledged by the Council as a minor budgetary variance.

(3) As an annual review shall be conducted of allowances by the Local Government Minister, allowances may vary again during the term of this Council. The potential for such variations will need to be considered in general terms in the budgeting process in future years.


94

RELEVANT POLICIES Local Government Act 1989 Council Plan 2009-2013 in respect of maintaining best practice governance protocols OPTIONS (1) To maintain Mayoral and Councillor allowances at their current levels subject to variations per ministerial review. (2) To adjust allowances subject to the prescribed limits for a Category Two Council. SOCIAL IMPLICATIONS It is considered that there are no social implications within this report. ENVIRONMENTAL IMPLICATIONS It is considered that there are no environmental implications within this report. CULTURAL IMPLICATIONS It is considered that there are no cultural implications within this report. RISK MANAGEMENT IMPLICATIONS A key risk exposure for Council is one of legislative compliance. The degree to which Council meets and, where applicable, exceeds its legislative obligations and best practice in good governance demonstrates its commitment both to the local community and to the organization’s strategic objectives. FINANCIAL IMPLICATIONS Council’s budget for 2009/10 incorporates sums for allowances calculated on the basis of the rates established in the Mayor and Councillor Allowance Report submitted to the Special Meeting of Council on 10 December 2008.


95

The application of the mandated 2.5% increase from 1 December 2009 following the ministerial review pursuant to Section 73B of the Local Government Act will therefore have an impact on allowances as detailed in the following table; Allowance

Type Current

Base Annual

Allowances

Current Base Annual

Allowances Plus 9%

Contribution in Lieu of

Superannuation

Adjustment Factor

(Applied to current

base allowance)

New Annual Base

Allowances

New Annual Allowances

Plus 9% Contribution in

Lieu of Superannuation

Mayoral $62,500.00 $68,125.00 0.025 $64,062.50 $69,828.12

Councillor $20,200.00 $22,018.00 0.025 $20,705.00 $22,568.45

The budget impact of the allowance changes for the proportion of the financial year from the date of application of 1 December 2009 to 30 June 2010 is as outlined in the following table. Please note that the figures for the Councillor’s allowances represent combined total figures for the eight other Councillors not serving in the Mayoral role. Allowance

Type Proportion of 2009/10 Financial Year to Which

New Rate Applies

Current Budget

2009/10 for Mayoral

and Councillor

Allowances

Additional Base Sums

Payable from

01/12/09 to

30/06/10

Additional superannuation

contribution (calculated on

Additional Base Sum)

Total Additional Budgetary Allowance

for 2009/10

Mayoral 0.5808 $ 68,125.00 $ 907.50 $ 81.68 $ 989.18

Councillor 0.5808 $176,144.00 $2,346.43 $211.18 $2,557.61

$244,269.00 $3,253.93 $292.86 $3,546.79


96

CONSULTATION Internal consultation has occurred with Council’s Governance and Civic Support Unit in relation to legislative compliance questions and with Council’s Senior Accountant pertaining to budgetary matters.



Methods




solutions.


Public Notice published twice to

advise of the review process and current

allowances.

CONSULT







decision.

Consultation period in excess of 28 days and

opportunity for the public to formally

respond on all issues surrounding Mayoral

and Councillor allowances.

INVOLVE




and considered.





Opportunity to present to Council or

a Committee of Council on these

issues.

IMPLEMENTATION AND MARKETING PLAN It is considered that an implementation and marketing plan is not required. OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Anthony Schinck In providing this advice as the Director, I have no disclosable interests in this report.


97

Manager Responsible – Stuart Grubb In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Scott Sherritt In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION It is proposed that Mayoral and Councillor allowances remain at their current level until 1 December 2009 when a mandatory increase of 2.5% will apply. Allowances can then be maintained at that revised level for the life of the current Council, subject to any variation dictated by ministerial review. ATTACHMENTS 1 Attachment A - Council Report of 10 December 2008 3

Pages 2 Attachment B - Ministerial Notice from the Government Gazette of 23

July 2009 1 Page

3 Attachment C - Report to Council of 9 September 2009 5 Pages

4 Attachment D - Public Notice Advising of Consultation Process Under Section 223 of the Local Government Act 1989

1 Page

RECOMMENDATIONS Council resolve to; 1. Note that a public consultation process has been undertaken pursuant

to the requirements of Section 223 of the Local Government Act 1989. A public notice was published in The Courier of Saturday 12 September 2009 and again on Saturday 26 September 2009, with the period for submissions closing on Monday 12 October 2009. No submissions were received.

2. Maintain the Councillor’s Allowance at $20,200.00 per annum plus a 9%

contribution in lieu of superannuation until required to apply the mandated 2.5% increase in allowances from 1 December 2009.

3. Maintain the Mayoral Allowance at $62,500.00 per annum plus a 9%

contribution in lieu of superannuation until required to apply the mandated 2.5% increase in allowances from 1 December 2009.

4. Apply the 2.5% variation from 1 December 2009 for the Councillor’s

allowance to raise the base allowance to $20,705.00.


98

5. Apply the 2.5% variation from 1 December 2009 for the Mayoral allowance to raise the base to allowance to $64,062.50.

6. Apply any variations to the allowances rates for the Mayor and

Councillors as per future annual ministerial reviews in accordance with Section 73B of the Local Government Act 1989 and to consider the potential outcomes of those reviews in budgeting processes.

7. To conform with any future legislative or regulatory requirements that

may vary allowances including, but not limited to, any potential re-categorization of Council’s classification.

Attachment 1

Attachment A - Council Report of 10 December 2008

Attachment 1 - Attachment A - Council Report of 10 December 2008

Attachment 2

Attachment B - Ministerial Notice from the Government Gazette of 23 July 2009

Attachment 2 - Attachment B - Ministerial Notice from the Government Gazette of 23 July 2009

Attachment 3

Attachment C - Report to Council of 9 September 2009

Attachment 3 - Attachment C - Report to Council of 9 September 2009

Attachment 4

Attachment D - Public Notice Advising of Consultation Process Under Section 223 of the Local Government Act 1989

Attachment 4 - Attachment D - Public Notice Advising of Consultation Process Under Section 223 of the Local Government Act 1989


109

15.9 OUTSTANDING QUESTION TIME ITEMS REPORT Division: Governance & Civic Support Director: Anthony Schinck Manager Responsible/ Stuart Grubb - Business Unit: Executive Manager Governance & Civic Support Author/Position: Samantha Moore - Information Governance Officer

SUMMARY This report provides Council with an update of responses to questions taken on notice and outstanding unanswered questions from Council Question Time. BACKGROUND Local Law No. 16 Meeting Procedure Local Law calls for a standard agenda item at each Council meeting that reflects unanswered questions from question time. There are nil outstanding questions. RELEVANT POLICIES Local Law No. 16 Meeting Procedure Local Law OFFICER'S DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 (As amended) officers providing advice to Council must disclose any interests, including the type of interest. Director – Anthony Schinck In providing this advice as the Director, I have no disclosable interests in this report. Manager Responsible – Stuart Grubb In providing this advice as the Responsible Manager, I have no disclosable interests in this report. Author – Sam Moore In providing this advice as the Author, I have no disclosable interests in this report. ATTACHMENTS There are no attachments for this report. RECOMMENDATION Council resolve to; 1. Receive this report.


110

15.10 ANNUAL REPORT 2008-2009 Division: Organisation Services Director: Garry Davis Author/Position: Brenton Thomas - Corporate Planner

SUMMARY In compliance with the requirements of the Local Government Act 1989, (the Act) the City of Ballarat Annual Report for the 2008-2009 financial year is presented to Council for consideration and discussion. BACKGROUND Under Section 134 (1) of the LGA Council must hold a meeting to discuss its Annual Report once it has been submitted to the Minister for Local Government. The meeting:

a) must be held within one month after the Council has sent the Annual Report to the Minister for Local Government;

b) must be advertised 14 days before it is held, in a public notice that states that the Annual Report will be discussed at the meeting and the locations at which copies of the Annual Report can be inspected before the meeting; and

c) must be kept open to the public whilst Council is discussing the Annual Report.

An advertisement was placed in The Courier on Saturday 10 October 2009 advising that the Annual Report would be considered by Council at its meeting on Wednesday 28 October 2009. ISSUES The City of Ballarat Annual Report for the 2008-2009 financial year was forwarded to the Minister for Local Government on 30 September 2009 to comply with Section 131 (6) of the LGA that states that the Annual Report must be submitted to the Minister within 3 months of the end of the financial year. Council has commissioned 100 copies of the Annual Report to be printed and it has been placed on Council’s website. Prior to printing it is intended to alter the main image of the child on the front cover to one of the Town Hall. As this alteration does not affect the content of the Annual Report it can be made after submission of the Annual Report to the Minister. The Annual Report has been designed to show a direct correlation with the Council Plan 2008 to 2013 and the 2008-2009 Budget by way of an assessment of the performance of Council in relation to the strategic indicators and projects included in the Council Plan and the financial performance against the Budget.


111

RELEVANT POLICIES The Local Government Act Sections 131 and 134 Local Government (Finance and Reporting) Regulations 2004 Part 4 Council Plan 2008 to 2013 OPTIONS There are no decisions for Council to make with regard to the Annual Report. It is submitted for Council to consider and discuss. SOCIAL IMPLICATIONS The Annual Report identifies Council’s achievements, issues faced and performance for the financial year 2008-2009 which provides accountability to the community. In relation to the Human Rights Consideration Matrix it is not considered relevant to this report. ENVIRONMENTAL IMPLICATIONS The Annual Report includes Council’s achievements in the areas of water conservation, energy conservation, waste management and general sustainability issues. CULTURAL IMPLICATIONS The Annual Report becomes an historical record for future generations’ reference, capturing the major achievements, issues and decisions made throughout the past financial year. RISK MANAGEMENT IMPLICATIONS It is considered that there are no risk management implications within this report. FINANCIAL IMPLICATIONS The cost of producing the Annual Report 2008-2009 is expected to be approximately $20,000. At the time of this report selection of the company to print the Annual Report had not been made. The printing figure stated below is an indicative cost based on the highest quote received from the preferred printers who elected to quote for the work. A breakdown of the expected total costs is as follows:

• Writing of the Annual Report using information supplied by Council - $6,000 • Design and production of the Annual Report - $7,840 • Printing of the Annual Report (100 copies) - $5,845 Total $19,685


112

CONSULTATION All business units were required to contribute information regarding the achievements, issues and events that occurred that were specific to their areas of responsibility. IMPLEMENTATION AND MARKETING PLAN The Annual Report is an important document of Council and will be distributed to key stakeholders and sent to other interested organisations when requested. Its availability will be publicised to the community and an electronic version has been placed on Council’s website. OFFICER'S DECLARATION OF INTERESTS Director – Garry Davis In providing this advice as the Director, I have no disclosable interests in this report. Author – Brenton Thomas In providing this advice as the Author, I have no disclosable interests in this report. CONCLUSION The Annual Report has been prepared in accordance with the regulations of the Local Government Act and is a full and comprehensive account of Council’s operational and financial performance for the 2008-2009 financial year. It is submitted to Council to comply with Section 134 of the Local Government Act that states Council must consider the Annual Report at a meeting of Council within one month after it has been sent to the Minister for Local Government. The Minister received the Annual Report on 30 September 2009. ATTACHMENTS 1 External Attachment of Annual Report 2008-2009 RECOMMENDATION Council resolve to receive the Annual Report for the 2008-2009 financial year.

CO 28102009 AGN AT - City of Ballarat council agenda public copy.pdfcouncil meeting agenda 28...

Documents

Transcript of CO 28102009 AGN AT - City of Ballarat council agenda public copy.pdfcouncil meeting agenda 28...