Held at the Ancona Public Hall Commencing at 5.00pm High ... · COUNCIL MEETING . 16 MAY 2017 . Held at the Ancona Public Hall . Commencing at 5.00pm . Our Aim . To work with our

COUNCIL MEETING

16 MAY 2017

Held at the Ancona Public Hall

Commencing at 5.00pm

Our Aim

To work with our community to continue to build a Shire that is recognised for its balanced

economic, social, and environmental development that, in turn, acknowledges the diverse

needs and values of our communities.

Councillors: Mansfield Ward: Cr Paul Volkering (Mayor) Mansfield Ward: Cr Peter Olver (Deputy Mayor) Tolmie Ward: Cr Marg Attley Bonnie Doon Ward: Cr Paul Sladdin Jamieson Ward: Cr Harry Westendorp

Officers: Chief Executive Officer: Alex Green Development Services Manager: Michael Bismire Community Services Manager: Melanie Hotton Finance Manager: Mandy Kynnersley Human Resources Manager: Sharon Scott Engineering Manager: Neil Ogilvie

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Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Local Legislation on Governance.

MANSFIELD SHIRE COUNCIL Order of Business

1. OPENING OF THE MEETING The Mayor, who chairs the meeting, will formally open the meeting and welcome all present. 2. STATEMENT OF COMMITMENT The Council affirms its commitment to carry out its duties in the best interests of the community and

that its conduct shall maintain the standards of the Code of Good Governance by the following statement:

We, the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in the Council by the people of Mansfield Shire.

3. ACKNOWLEDGEMENT OF COUNTRY The Council affirms its recognition of the Indigenous people being custodians of this area by the

following statement: Mansfield Shire Council recognises that indigenous people have been custodians of this area for generations. We acknowledge the living culture and unique role of Taungurung people in our region.

4. APOLOGIES Where a Councillor is not present, his/her absence is noted in the Minutes of the meeting. 5. CONFIRMATION OF MINUTES The minutes of the previous meeting are placed before Council to confirm the accuracy and

completeness of the record. 6. DISCLOSURE OF CONFLICT OF INTERESTS

In accordance with the Local Government Act 1989, a Councillor must declare any Conflict of Interest or Personal Interests pursuant to Sections 77A, 77B, 78, 79 and 79B of the Act in any items on this Agenda. (Note that Section 79(2)(a)(i) of the Act requires Councillors to disclose the nature of a Conflict of Interest or a Personal Interest immediately before the relevant consideration or discussion). Section 79B also requires that the Councillor declaring a Personal Interest must seek consent from Council to be exempt from voting on the item. Council officers or contractors who have provided advice in relation to any items listed on this Agenda must declare a Conflict of Interest or Personal Interest regarding the specific item.

7. REPRESENTATIONS Council receives or presents acknowledgements to the general public. Council may also receive

petitions from residents & ratepayers on various issues. Any petitions received since the previous Council meeting are tabled at the meeting and the matter referred to the appropriate Council officer for consideration.

8. NOTICES OF MOTION A Motion is a request (Notice of Motion) that may be made by a Councillor for an issue not listed on

the Agenda to be discussed at a Council meeting and for a decision to be made. 9. MAYOR’S REPORT The Mayor provides a report on his/her activities.

Mansfield Shire Council – Ordinary Meeting of Council: 16 May 2017


10. OFFICER REPORTS Detailed reports prepared by officers all Department are considered by the Council. A Council position

is adopted on the matters considered. 11. ASSEMBLIES OF COUNCILLORS In accordance with section 80A of the Local Government Act 1989, Council must keep a written record

of all assemblies of Councillors. An Assembly of Councillors is defined as a planned or scheduled meeting, comprising at least three Councillors and one member of Council staff, that consider matters that are intended or likely to be. All such meetings are recorded.

12. ADVISORY AND SPECIAL COMMITTEE REPORTS Council considers reports from Advisory Committees that Councillors represent Council on. 13. AUTHORISATION OF SEALING OF DOCUMENTS Any documents that are required to be endorsed by the Chief Executive Officer under delegated

authority and sealed by the Council are presented to the Council. 14. PUBLIC QUESTION TIME This is an opportunity (usually 30 minutes), for members of the Gallery to raise questions with

Councillors. Question Time generally takes place at around 6.30pm. 15. CLOSE OF MEETING The Mayor will formally close the meeting and thank all present for attending.



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MANSFIELD SHIRE COUNCIL Ordinary Meeting of Council MANSFIELD SHIRE

MINUTES

16 MAY 2017 ANCONA PUBLIC HALL

5.00PM

CONTENTS 1. OPENING OF THE MEETING............................................................................................... 2

2. STATEMENT OF COMMITMENT ........................................................................................ 2

3. ACKNOWLEDGEMENT OF COUNTRY ............................................................................... 2

4. APOLOGIES.............................................................................................................................. 2

5. CONFIRMATION OF MINUTES ........................................................................................... 2

6. DISCLOSURE OF CONFLICT OF INTERESTS .................................................................. 3

7. REPRESENTATIONS .............................................................................................................. 3

8. NOTICES OF MOTION ........................................................................................................... 3

9. MAYOR’S REPORT .................................................................................................................. 3

10. OFFICER REPORTS ............................................................................................................... 6

10.1 Departmental Reports ..................................................................................................... 6

Attachment 10.1 ................................................................................................................ 7

10.2 Mansfield Swimming Pool Management ..................................................................... 26

10.3 Council Plan Update – March Quarter 2017 ............................................................... 38

Attachment 10.3 .............................................................................................................. 41

10.4 Statutory Planning Delegations – Planning Application Types Requiring Determination by Council ............................................................................................ 47

11. ASSEMBLIES OF COUNCILLORS ..................................................................................... 52

12. ADVISORY AND SPECIAL COMMITTEE REPORTS ....................................................... 53

12.1 Mansfield Shire Sport and Recreation Advisory Committee ....................................... 53

Attachment 12.1 .............................................................................................................. 54

13. AUTHORISATION OF SEALING OF DOCUMENTS ........................................................ 58

14. PUBLIC QUESTION TIME ................................................................................................... 58

15. CLOSE OF MEETING ........................................................................................................... 58


2.

MINUTES

16 MAY 2017 ANCONA PUBLIC HALL

5.00PM

1. OPENING OF THE MEETING The Mayor, Cr Volkering, opened the meeting at 5.01pm.

Councillors: Marg Attley Tolmie Ward Peter Olver Mansfield Ward Paul Sladdin Bonnie Doon Ward Paul Volkering Mansfield Ward Chief Executive Officer: Alex Green Engineering & Works Manager: Neil Ogilvie Development Services Manager: Michael Bismire Finance Manager: Mandy Kynnersley

2. STATEMENT OF COMMITMENT

The Councillors affirmed the following Statement of Commitment: “We the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in this Council by the people of Mansfield Shire.”

3. ACKNOWLEDGEMENT OF COUNTRY

The Councillors affirmed the “Acknowledgement of Country” for the Mansfield Shire Council: “Mansfield Shire Council recognises that indigenous people have been custodians of this area for generations. We acknowledge the living culture and unique role of Taungurung people in our region.”

4. APOLOGIES

Cr Harry Westendorp – Jamieson Ward

5. CONFIRMATION OF MINUTES

Councillors Olver/Attley: That the Minutes of the Ordinary meeting of Mansfield Shire Council, held on 18 April 2017, be confirmed as an accurate record.

Carried

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3.

5. CONFIRMATION OF MINUTES CONT.

Councillors Olver/Sladdin: That the Minutes of the Special meeting of Mansfield Shire Council, held on 18 April 2017, be confirmed as an accurate record.

Carried 6. DISCLOSURE OF CONFLICT OF INTERESTS

Nil. 7. REPRESENTATIONS

Nil.

8. NOTICES OF MOTION

Nil. 9. MAYOR’S REPORT The Mayor, Councillor Paul Volkering, will present the monthly Mayor’s report to

the Council as follows:

Undoubtedly, the highlight of the last month has been attending the Mansfield Anzac Day ceremony and representing the community at both the dawn service and the march that followed a little later that morning. Bruce and Marlene Bingham are to be congratulated in their organisation and commitment to ensuring that Anzac Day here in Mansfield is high on our calendar each year. Well done to Bruce and Marlene. Congratulations also to one of my ex-students, James Burton from Mansfield Primary School, who played the trumpet for the first time at the Anzac service and at just 12 years of age. Other matters over the last month have been quite challenging by any standard as our draft 2017-18 Budget reaches the final stages before community submissions, final decisions and adoption by Council later in May and June. Community engagement and consultation has been extensive and robust, and the challenge is to align our 2017-18 budget with our overall Council Plan and a very significant level of engagement from the broadest section of the community. And at the same time recognising the need to continue to deliver a high level of services to our community, but to also identify funding that should be provided by state or federal government but has been shifted onto local Council.

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9. MAYOR’S REPORT CONT One of the more contentious decisions in the draft budget and one which has captured a great deal of community attention and angst is to seek a change to the funding of School Crossing Supervision. Community forums have been very strong in their condemnation of this move (removal of funding of School Crossing Supervisors) by Council, but I have been strong in reminding the community that this funding was once a state government responsibility and was “shifted” to local Councils by the state government and was never indexed against inflation. At the time of compiling this month’s Mayoral report, the State government has indicated that 50% of funding for School Crossing supervisors will be funded, but very little detail around the funding has followed, making an alternative plan, or Plan “B” difficult. Some sections of the community have questioned the absence of a “Plan B” regarding School Crossing Supervisor funding. Our aim has been to pressure State government to address this issue once and for all, because this issue is one impacting small rural councils more so than large urban Councils. The response by any arm of government has been minimal, other than the state government announcement. Disappointingly, a more strategic approach to the management of this issue at a local level could have been more carefully considered. Additionally, our communities have been strong in their demand for a reduction of staffing levels and for the need to create a much leaner organisation within the Shire. At the same time, many members of the community have also been unable to identify the services they would forego. The community has also been particularly strong in their comments about sale of Shire assets, ensuring that Council is aware of the strategic importance and long term financial implications of the sale of those assets, such as the Saleyards site and Lakins Road. Some members of the community have highlighted the importance of selling less significant important assets rather than those that have high net worth and more profile. This week we move to Melbourne to conduct our meeting with non-resident ratepayers as part of our continuing dialogue with all sectors of our broader community within the Shire. We look forward to their feedback and constructive conversations. My sincere thanks to Councillors for their ongoing commitment and willingness to both attend and listen to our communities as part of the budget consultation process.

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9. MAYOR’S REPORT CONT My meetings with local business people have diminished somewhat as the budget process has taken up much of our time. However, conversations with community remain varied and generally positive with significant interest and apprehension around the budget and future plans. I’ve continued to meet with those members of the broader community concerning issues to do with road dust and access, rates and the future of the Visitor Information Centre (VIC). I’ve also attended a range of forums conducted by both MAV and VLGA, the more recent being conducted by VLGA and President Marg Attley and her team, who are to be congratulated on the presentations by the head of the Essential Services Commission and Local Government Victoria. What I drew from this forum was that there is a disconnect between the actions of State government and the issues that are developing within these two organisations. Dr Ron Ben David from the Essential Services Commission and Graeme Emerson from Local Government Victoria were together on the one card on the one evening to share their insights into both the Local Government Act Review and the work of the Essential Services Commission, specifically rate capping and the variation process. The ESC currently has approximately 12 applications seeking a rate cap variation for 2017-18. All of those councils seeking a rate cap variation are either rural or regional, yet according to both presenters, their respective organisations don’t advocate this “trend” to state government. It was also interesting that in the most recent State Government Budget, there was no significant funding announcements for small rural councils despite a call from Rural Councils Victoria (RCV) for a $150 million injection immediately for infrastructure investment across regional and rural councils in the 2017-18 financial year. Ironically, there was an announcement within the State Budget that some state government departments would be located to Ballarat. One wonders what consultation went on behind closed doors surrounding this announcement. What this announcement does say, is that broader consultation with key organisations such as RCV/MAV/VLGA and others is side-stepped when convenient. There have also been several planning consultations for Councillors to attend, some of which seem trivial at best, and also soak up Council officer’s time. The next month promises to be a challenge as we bed down our first budget. We will be working to ensure it adequately reflects the intent of our community and at the same time, supports a continuance of effective services that our community needs and deserve.

Councillors Sladdin/Attley: That the Mayor’s report be received.

Carried

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6.

10. OFFICER REPORTS 10.1 Departmental Reports

File Number: E103 Responsible Officer: Chief Executive Officer, Alex Green Introduction Departmental reporting allows a short briefing to be provided to the Council on the current operations, tasks and projects undertaken within each Department over the past month. The Chief Executive Officer will present the monthly Departmental reports to the Council, as follows:

· Community Services · Development Services · Engineering and Works · Executive Services · Finance Councillors Attley/Olver: That the monthly Department reports be received.

Carried

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7.

ATTACHMENT 10.1

DEPARTMENTAL REPORTS

(18 PAGES)

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Mansfield Shire Council – Ordinary Meeting of Council: 16 May 2017: Community Services Departmental Report

Community Services - Page 1 of 4

COMMUNITY SERVICES DEPARTMENTAL REPORT MAY 2017

EMERGENCY MANAGEMENT RELIEF AND

RECOVERY Submissions from Council to the ‘Councils and Emergencies Directions Paper’ and the ‘Resilient Recovery Discussion Paper’ were lodged with Local Government Victoria and Emergency Management Victoria in late April. Copies of Council’s submissions were also forwarded to MAV. In conjunction with the revised emergency management legislation, the content of both of these papers will lay the foundations for the future directions of emergency management and the role of Councils in response, relief and recovery and therefore Council is taking a keen interest in the content and development of these papers.

COMMUNITY DEVELOPMENT Community Matching Fund Round 2 of the 2016-2017 Clubs and Groups grants closed on 18 April. Six applications were received and will be presented to the assessment panel on18 May. An application was received for a Helping Hand Grant from Mansfield Auskick to assist with funding a portable lockable cage for the Auskick equipment. This funding was granted. Community Plans and Projects Stroll Down Memory Lane (Bonnie Doon) - A community meeting was held on Saturday morning 8 April to discuss and endorse the draft content and design for the interpretive historical signs. Endorsement of the concept plan for the community picnic area opposite the churches was also given, a request has been made to Goulburn Murray Water for inclusion of this area within Councils occupation licence and Engineering have started obtaining quotes for the project. This project was jointly funded by the Bonnie Doon community, Mansfield Shire Council and the Australian Government.

Jamieson Memorial Hall upgrade is progressing well. The new kitchen has been completed, new windows and replacement of weatherboard and trims are underway and repainting of the exterior is scheduled for the coming month. This project was jointly funded by the Jamieson community, Mansfield Shire Council and the Australian Government. The newly renovated Merton Memorial Hall was reopened at a well-attended celebration of over 100 Merton community members. The Hall was reopened by Rene Kipping who at 95 years old, has many fond memories of the Hall which was originally constructed when Rene was a one year old - 94 years ago. This project was jointly funded by the Merton community, Mansfield Shire Council and the Victorian Government. The Hall was virtually unusable and the renovations included a new kitchen, toilets and roof as well as other features such as heating and cooling that were identified by local people as necessary to enable far greater use of the facility for a wide range of activities on a year-round basis. As part of the Erril Street Activation and Rejuvenation Project, a mural was painted on the wall of CafeConnect. The Arts Council of Mansfield led this component of the project and earlier this year held a number of meetings and workshops to gather community input into the theme and style of the art work. Professional street artist AJ Tan was been engaged to undertake the works and based on the community feedback the mural depicts our mountains and lakes, the high country horsemen and huts, native bird life, aboriginal heritage, passive recreation, active recreation, our festivals and events and our youth.

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The civil and electrical works of the Erril Street Activation and Rejuvenation Project have now commenced. Rural Access Funding has been confirmed for the continuation of the Rural Access Program in 2017-2018. Good Access = Good Business - The first of these brochures have been distributed to Jamieson and were received extremely well. Youth Development To celebrate National Youth Week a Youth Transition Street Art Project was undertaken with professional street artist, A J Tan. 14 young people worked together over a 2 day workshop to create an array of colourful artwork displayed on the back fence of CafeConnect. Mansfield Shire Council partnered with Benalla, Wangaratta, Wodonga, Indigo, Alpine and Strathbogie Councils to organise a Youth Politics Camp – one young man from Mansfield attended the 2 day workshop in Beechworth, and thoroughly enjoyed the experience. 488 young people visited CafeConnect during April. These figures represent an average daily attendance of 28, comprising an average of 9 girls and 19 boys. Comparative figures from previous years show that attendance at CafeConnect is increasing (2015 = 299, 2016 = 339). Sport and Recreation Insight Leisure Planning has been awarded the contract to develop the Mansfield Shire Sports Facilities Strategy. A project inception meeting has been undertaken with relevant Council officers and the Sport and Recreation Advisory Committee. Insight Leisure Planning are now reviewing background documentation and preparing to commence the community consultation phase of the project. The Mansfield Recreation Reserve Netball court has been resurfaced. The Mansfield Football Netball Club approached Council with a proposal to upgrade the proposed non cushioned acrylic surface that Council had budgeted and specified for resurfacing, to a premier standard cushioned acrylic.

Council has entered into a MoU with the Mansfield Football Netball Club, which outlines the significant financial and in-kind contribution from the Club to upgrade the surface to the premier standard cushioned acrylic, as well as the future maintenance and warranty of the surface. The cushioned surface will again enable to netball court to be the premier court in the league and will attract more netball finals to Mansfield. A funding application has been submitted to VicHealth for funding support to again participate in the annual Walk to School Program. An information session was held for all sport and recreation clubs in the Shire on the new Child Safe Standards that clubs were required to implement from January 2017. Valley Sport delivered the session which was well attended by approximately 15 clubs. Mansfield Library During April 3,722 people visited the Library. 134 adults and 76 children attended the 23 activities held during the month. During the first week of the school holidays the Mansfield Garden Club filled the foyer of the Library with a gorgeous autumn display. Autumnal foliage, flowers, cacti and herbs could be seen amongst assorted rabbits and eggs. The newly formed Mansfield Library Scrabble Club met for the first time. Initiated by a new resident to town, the Club is open to all ages and skill levels, and will be held at the library every Wednesday from 10am onwards. Another successful Author visit was held on Tuesday April 4 with (now retired) policewoman Carolyn Pethick who spoke about the 30 years she spent in the Victorian Police Force. Twenty-five community members were treated to a passionate, and honest talk that highlighted the discrimination, bullying and harassment that policewomen had to deal with during the 1980s and 1990s.

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Twenty eight excited young children attended the Easter Story time in the Park on Thursday morning. With Librarians Rebecca and Sharyn dressed as Easter rabbits, the children were entertained with Easter books, songs and all made an Easter Bunny mask to take home. In the month of March Mansfield Library loaned out 3722 items. Also, 480 items were renewed and 619 holds were placed.

TOURISM AND ECONOMIC DEVELOPMENT Buller Briefing Over 20 Mansfield Shire businesses came to the recent Buller Briefing to discuss the changes to the visitor patterns over recent seasons, what’s new as a result on Mt Buller and Mt Stirling and how best to meet the associated opportunities and challenges off mountain. Gillian Dobson from the Resort Management Board gave a comprehensive presentation and answered a plethora of questions. Hosted by Mansfield Shire Council the Buller Briefing was about getting on the front foot to individually and collectively grow Mansfield’s winter economy while providing excellent customer service. Judy Dixon facilitated a session with the participating businesses to better understand the motivations, needs and wants of our winter visitor. Attendees, from a range of sectors including ski hire, food and beverage, accommodation, retail and tourism operators were appreciative of the opportunity. Visiting Journalist Program A journalist from the Gourmet Traveller was recently hosted by a number of our tourism businesses on a coordinated itinerary and we are in the process of providing copy and images for Just 4x4s magazine for an upcoming destination feature. An online blogger also visited over Easter keen to spruik the many experiences to be had in and around Mansfield.

20 years since the filming of ‘The Castle’ and Bonnie Doon came in for some welcome media attention with a story in the Sunday Herald Sun. Alpine Futures Council was well represented at a recent series of Alpine Futures workshops held by Department Environment, Land, Water and Planning to discuss the short, medium and long term adaptations required for the resorts to respond to climate change against social and economic parameters. Judy Dixon attended the workshop on Mt Buller and Alex Green attended the one in Mansfield Visit Vic The Chief Executive of Visit Victoria was the guest speaker at a recent stakeholder dinner hosted by Tourism North East in Beechworth and attended by Mansfield Shire Councillors and staff. A key message from the speech was the importance of tourism for the Victorian economy and that regional tourism in particular is a key driver for jobs. Events May sees the traditional Mother’s Day Classic which incorporates the Station Precinct and Rail Trail. High Country Harvest North East 5 - 21 May has 7 Mansfield events with in its culinary program. Mansfield Lantern Festival is collaborating with Freeza to incorporate the opening of the Erill Street Rejuvenation Activation Project which will occur 17 June. The collaboration will mean that both events will get great exposure and maximum community engagement in a fun and entertaining environment. FAMILY, YOUTH AND CHILDREN’S SERVICES Financial Counselling The Financial Counselling program assisted 19 clients in April. Clients were assisted with the following issues: early access to superannuation; total and permanent disability claims; protection of assets (house, cars); bankruptcy; Centrelink issues; child support; assistance in completing applications; creditor harassment; debt management; emergency relief applications;

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budgeting; payment arrears (credit cards, fines, personal loans, Council rates, rent, mortgages, utilities). Most client present with multiple issues, and the program ensures clients are connected with all appropriate services. Integrated Family Services IFS The IFS Team is working towards Stage 2 of the external audit, which will take place on 25 May 2017. Current waiting list is 8 families, with only one being a high priority. IFS has already achieved 90.14% of casework target hours for the current Financial Year to Date. Maternal Child Health MCH Birth Notifications Received 2017 – April 5 2016 – April 8 The State Government has announced an $81.1 million package for Maternal and Child Health services, aimed at increasing Enhanced Home Visiting (which is 100% funded by the State Government). MAV will provide details to councils as they become available.

AGED AND DISABILITY SERVICES We have been advised that the Department of Health (DHS) is in the process of updating its client database for the National Disability Insurance Scheme (NDIS). The updated client data helps enable streamlined access to the NDIS for eligible state disability, Mental Health Community Support Services (MHCSS), and in-scope Home and Community Care Program for Younger People (HACC-PYP) clients. This data will also be used to calculate block funding withdrawals expected with roll out of the scheme in October 2017. National Volunteers Week commences on 8 May and the theme is “Give Happy Live Happy”. National Volunteer week is an annual celebration to acknowledge and thank the generous contribution of our community’s volunteers. There is an afternoon tea on 12 May where160 plus Certificates of appreciation hand signed by the Mayor, Cr Paul Volkering, are to be presented. Nominations for Victorian Senior of the year awards 2017 are open from now until 23 June. Community members have been invited to nominate senior volunteer colleagues, friends or family members to be considered for the award. The 2017 awards will be presented in October at Government House as the lead event for the 35th Victorian Seniors Festival.

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Mansfield Shire Council – Development Services Department Report

Development Services - Page 1 of 7

DEVELOPMENT SERVICES DEPARTMENTAL REPORT May 2017

STRATEGIC PLANNING

Amendment C36 Exhibition of Amendment C36 to the Mansfield Planning Scheme which seeks to implement the Mansfield Shire Domestic Wastewater Management Plan into the planning scheme through revised ESO (Environmental Significance Overlay) controls, commenced in April for a 45 day period ending 1 June. Approximately 7,800 letters were sent to owners and occupiers affected by the amendment and, so far, over 100 phone and counter inquiries have been responded to. One ‘drop in’ information session has already been held in Mansfield attended by around 30 people. A representative from Goulburn Murray Water was also on hand to assist. Further sessions have been organised in May at Jamieson (3 May) and at Whitehorse City Council (13 May) for non-resident ratepayers.

ENVIRONMENT Subdivision Landscaping and Water Sensitive Urban Design Stockman’s Rise Estate, Withers Lane Landscaping works are nearing completion. Inspections of stormwater treatment bio-retention basins have occurred throughout their construction. It is currently proposed that all plant installation works (shrubs, trees etc) will be bonded and installed in Spring 2017. The Grange Stage 2 Landscape plans have been submitted for approval. Discussion with the developer are being held with respect to the future maintenance costs to Council from the proposed landscaping.

Goulburn Broken Water Quality Co-ordination Meeting Environment Officer attended Goulburn Broken Water Quality Coordination Meeting in Shepparton. Meeting was attended by representatives from Goulburn Murray Water (GMW), Goulburn Broken Catchment Management Authority (GBCMA), Goulburn Valley Water (GV Water) and Benalla Rural City Council. Native Vegetation Clearing An area of significant native vegetation clearing has been reported to Council in the Merrijig region. Preliminary investigations are commencing to establish the extent and justifications for the vegetation removal.

LOCAL LAWS Animal Registration Renewals To date 78% of dog registrations and 79% of cat registrations have been renewed. The remaining 1547 dog and 89 cat owners will be reminded of their obligation via Mansfield Matters and a press release in the Mansfield Courier. Any who have failed to renew by the end of May will receive an infringement for each unregistered animal. Dog Attacks A number of attacks have occurred in the last month resulting in pending declarations for menacing and dangerous dogs. Most of the attacks have been on stock but one resulted in a teenager requiring medical attention on an injury to his neck. The dog involved in that attack was euthanised at the request of the owner.

BUILDING SERVICES Permit Lodgements Building continues strongly with permits valued at $4.3m being lodged this month. 11 dwellings are being built with 5 of those in one development in Highett Street and a further 2 dwellings in Beolite Village.

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ENVIRONMENTAL HEALTH Food Sampling School canteens were the focus of the latest round of food sampling submitted for analysis with a small number of non-compliant microbiological results. Marginal results were detected in 2 of the eight samples. Both premises were investigated further with issues now satisfactorily addressed.

Inspections 17 local businesses were inspected during the ‘Day on High’ and at Mansfield Bush Market, resulting in one major non-compliance with further action required.

Council is now commencing inspections at Mt Buller in readiness for the winter snow season. DWMP Council met with Jamieson property owners as part of the C36 Planning Scheme Amendment consultation where considerable interest was also shown by the 60 attendees to Council’s approach to implementing routine inspections of existing wastewater systems. A further series of 50 inspections of on-site wastewater systems have recently been completed within the Goughs Bay township area, including 2 sites under GMW ownership. The results will be reviewed shortly and contact made with allotment owners. Caravan Park Licensing An increased number of site development applications are being received from site holders seeking endorsement to improvements at their sites or the further development of those sites with ‘Unregisterable Movable Dwellings’ Caravan park licences have been finalised for a further 3 Caravan Parks – each of which were issued with registrations (for a 3 year period) with conditions regarding improvements required in the area of fire safety and specifically the provision of static water supplies.

EMERGENCY MANAGEMENT Lifting of Fire Restrictions Fire restrictions have been lifted and public notice provided. Council Approach to Requests to Burn Off Submission has been lodged with MAV in relation to CFA paper regarding Permit to Burn process and Council’s obligation to participate in the practice. Under Council’s Local Law, ‘permits to burn’ have been reissued to the community for burning of vegetation material (as a fire safety practice) at Sawmill Settlement, Changue Road area and Happy Valley. Permits have also been issued to 2 businesses in the industrial areas for burning of packaging and similar materials (not able to be recycled) but Council continues to discourage the practice of burning of vegetation in residential areas of the Shire. Submission Made on Council’s Role in Emergencies A submission has been lodged with Local Government Victoria to their ‘Councils and Emergencies’ discussion paper with copies also forwarded to the Municipal Association of Victoria (MAV) and support given to MAV for their draft submission. A separate submission has been forwarded to Emergency Management Victoria regarding their ‘Resilience and Relief’ discussion paper, again with a copy forwarded to MAV and endorsement for their draft submission.

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DEVELOPMENT SERVICES STATISTICS – APRIL 2017

PLANNING Planning Applications

TYPE OF PLANNING APPLICATIONS LODGED April 2017

Type of Application Lodged Dwelling 4 Carport/outbuilding 3 Extension to existing dwelling 2 Use of Land for Function Centre 1 Use of Land for Store (caravan & machinery) 1 Reduction in carpark (existing retail) 1 Two Lot Subdivision 4 Replace existing greenhouse (Murphy Fresh) 1 Extension to Mansfield CFA Building 1 TOTAL (includes combined applications) 18

Applications Determined for the Month

TYPE OF APPLICATIONS DETERMINED April 2017

Type of Application Determined

Use of Existing Maze 1 Dwelling (with outbuilding 2) 6 Amendment to plan 2 Use of land for animal husbandry 1 Outbuilding 1 Amendment to stone extraction permit 1 Total 12

Other Planning Consents & Enquiries

Extension of time to planning permit 3 Consent to build within exclusion zone 1 Amended Certification Plan 1 Applications for Certification 5 Amendment to Section 173 1 Endorse Plans (after permit issued) 2 Optus notification of upgrade to mobile phone base Pollards Road Mansfield, Mt Buller Road

2

Withdrawn application 1

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Days Taken to Approve Planning Applications

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC TOTAL 1-30 days 2 4 4 0 10 31-60 days 2 4 6 4 16

Over 60 days 6 11 9 8 34 Withdrawn /Permit not

required/lapsed 4 1 1 6

Number of applications

finalised 10 23 20 12 66

Certification Applications Lodged for the Month April 2017

Application

No Date

Lodged Type Location Application

Stage S101523A/17 07/04/2017 Certification 2 lot 10 Bone Crescent

Bonnie Doon Under Assessment

S102388S/17 24/04/2017 Certification 2 lot 68 O’Hanlon Rd Mansfield

Under Assessment

S102631E/17 29/04/2017 Creation of easement Lot 1 Maroondah Hwy Merton

Under Assessment

S102297A/17 24/04/2017 Certification of consolidation

19 Stewart St Mansfield Under Assessment

Delegated Planning Approvals for April 2017

File No Description Property Address

DA3950 Use of the existing maze 678 Piries Goughs Bay Rd Goughs Bay

DA6675 Use and development for a dwelling 2901 Maroondah Hwy Mansfield

DA6682 Development of dwelling and outbuilding 22 Crosbys Lane Mansfield

DA897/3 Use of land for a motor racing track 564 Soldiers Rd Barwite

DA4671 Use of land for a motor racing track 940 Mt Buller Rd Mansfield

DA4395 Use and development of land for a store 283 Davies Rd Merrijig

DA4881 Development of dwelling & associated buildings 109 Glencoe Ridge Howes Creek

DA5641 Development for a dwelling 34 Alpine Ridge Dve Merrijig

DA6652 Development for a dwelling 1 View St Goughs Bay

DA3789 Amended floor plan 2 Mountain Rise Merrijig

DA897/2 Amendment to permit stone extraction 564 Soldiers Rd Merrijig

DA5140 Development for a dwelling 3876 Midland Hwy Barjarg

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BUILDING Monthly Comparative Value of Building Permits Lodged

2016-17 2015-16 2014-15

JUL $1,239,521 $2,882,301 $3,231,337

AUG $3,028,490 $2,036,159 $2,454,594

SEP $3,283,640 $4,076,727 $3,995,450

OCT $3,087,059 $3,980,488 $3,914,969

NOV $2,840,190 $4,195,913 $3,765,124

DEC $1,287,616 $2,340,597 $3,582,120

JAN $4,662,701 $1,931,990 $2,585,484

FEB $3,473,971 $3,256,275 $570,901

MAR $5,214,249 $3,259,043 $3,447,852

APR $4,342,287 $2,648,340 $1,690,699

MAY $4,056,281 $3,989,965

JUN $3,462,222 $2,480,751

TOTAL $32,459,724 $38,126,336 $35,709,246

Monthly Comparison of Permits Lodged for Dwellings

2016-17 2015-16 2014-15

JUL 3 3 10 10 9 9

AUG 11 14 5 15 8 17

SEP 9 23 12 27 13 30

OCT 10 33 12 39 9 39

NOV 6 39 9 48 12 51

DEC 5 44 6 54 12 63

JAN 9 53 5 59 6 69

FEB 10 64 11 70 2 71

MAR 9 55 9 79 5 76

APR 11 66 9 88 5 81

MAY 10 98 8 89

JUN 11 109 8 97

TOTAL 83 109 97

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Value of Building Permits Lodged with Council – April 2017

TYPE NUMBER VALUE

Residential (3 rural, 8 township) 11 $3,062,173

Alt & additions 3 $657,171

Domestic sheds and carports 9 $462,943

Swimming pools and fences 0 $0

Commercial and public amenities 2 $160,000

Total cost of building works 25 $4,342,287

SEPTIC

Septic Applications Lodged, Approved and Issued Monthly

2016/17 APPLICATIONS LODGED

PERMITS ISSUED TO

INSTALL

PERMITS ISSUED TO

USE JUL 5 3 5

AUG 8 8 8

SEP 4 4 6

OCT 8 6 6

NOV 7 9 5

DEC 5 10 4

JAN 2 5 0

FEB 4 5 1

MAR 12 7 7

APR 6 9 3

MAY

JUN

TOTAL 61 66 45

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Septic Applications Lodged

2016-2017 2015-2016 2014-2015

JUL 5 5 8 8 4 4

AUG 8 13 7 15 6 10

SEP 4 17 15 30 6 16

OCT 8 25 7 37 7 23

NOV 7 32 5 42 10 33

DEC 5 37 8 50 14 47

JAN 2 39 3 53 2 49

FEB 4 43 7 60 10 59

MAR 12 55 2 62 3 62

APR 6 61 5 67 8 70

MAY 3 70 3 73

JUN 5 75 5 78

TOTAL 61 75 78

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Mansfield Shire Council – Ordinary Meeting of Council: Engineering and Works Department Report

Engineering and Works Department - Page 1 of 3

ENGINEERING AND WORKS DEPARTMENT REPORT May 2017

FIELD SERVICES

Things are starting to slow down after a hectic few months over the summer holiday period, with a few additional projects coming on line Maintenance Works for the Month: Rural Unsealed and sealed roads maintenance has been undertaken, including potholing, culvert cleaning etc. in and around Merrijig, Barjarg, Mansfield, Jamieson and Bonnie Doon areas. Sealed roads maintenance, edging and drain cleaning has also taken place around Mansfield and Bonnie Doon. Maintenance grading: Was carried out in the Merrijig and Mansfield area. Some of the roads graded include Pollards, Tin Hut, Hearns, Delatite, Rifle Butts, Monkey Gully, Howqua River, Ashwin Roads and Fielding Lane. Flail mowing and culvert cleaning was completed on Council’s section of the Walhalla Road. Resheeting: An additional trail of alternative gravel surfacing was carried out on Hearns and Chapel Hill Roads, and will be closely monitored to ascertain the maintenance requirements, ride quality and longevity of the product.

MSC crew resheeting works Chapel hill Road

Bridges: No bridge works this month. Culverts: Two additional culverts installed and two extended on Hearns Road. A box culvert was replaced on Chapel Hill Road. Vegetation: Removal of branches and fallen trees as a result of wind or clearance issues on various rural roads. Maintenance Works for the Month: Urban • Painting the bench seats in Bonnie Doon

and Mansfield completed. • Repairs to damaged section of Highett

Street completed. • Over the past month an additional 21

European wasp nests destroyed in and around the Mansfield township most along the Fords creek.

• Assembly and installation of new seating in High street Mansfield.

Miscellaneous works for the month Playgrounds: Inspections and minor maintenance works various around the Shire. Issues of vandalism has been addressed - we are hoping now that the holiday season is over things may quieten down. However, a few hours a week continue to be spent repairing and straightening signs. We will continue to monitor and report - cameras may be an option in some areas. Rail Trail: Minor maintenance and debris removal. Facilities: Maintenance to toilets in Jamieson, Mansfield and Bonnie Doon.

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Rubbish: Once again rubbish removal has been undertaken along rural roads in the Mansfield and Bonnie Doon areas. This will need to be monitored as domestic rubbish is now appearing in Bonnie Doon township bins. Regular cleaning of the bins and the cigarette ashtrays in the CBD takes place every 2 weeks The Mansfield Memorial Gates have been modified and reinstalled. Customer Request Management System Numerous CRMS attended to, completed and ratepayer queries dealt with. Other • Staff worked on extensive road closures

associated with Anzac Day. • Painting of seats various locations

throughout Shire. • Road counters relocated to Links, Club,

Minerva, Church and Adams Roads. • Street sweeper has been through

Mansfield, Jamieson and Bonnie Doon townships.

Plant Hours Combined, both backhoes operated for 45 hours and the three graders operated for 179 hours throughout the month of April.

PARKS & GARDENS With the hectic holiday season over, Parks and Gardens staff can reflect on a the very good work they have put into how Mansfield is presented. Maintenance works for the month: Preparation for Easter Long Weekend with all areas made as neat and tidy as possible including Mansfield, Bonnie Doon, Goughs Bay and Jamieson.

Vegetation: Planting out of new annuals and rosemary shrubs at the Mansfield Memorial Gates.

New Flowers planted at the Memorial gates Vegetation Management: Nothing to report. Miscellaneous works for the month: Ovals: • Both Mansfield Ovals have had fertilizer

spread on the newly sown winter ryegrass. • Mowing height for the ovals was raised to

25mm for football. • The Mansfield Recreation Reserve oval had

all the drainage covers altered with 65mm holes cut to enhance water drainage and minimise blockage.

Rail Trail: Nothing to report Rubbish: Additional rubbish is causing concern in the Bonnie Doon township. CRMS: Various CRMS completed over the month. Playgrounds: Miscellaneous repairs playground equipment, Botanic Park. Irrigation: Nothing to report

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STAFF DEVELOPMENT

Parks and Garden’s Team Leader, Greg Edwards, has returned from annual leave. The team is currently working with Council’s Risk Co-ordinator on the Safe Work Method Statements. Field Services Administrative Officer, Niki Bedford, was nominated for the leadership training as part of the successional planning for future supervisors. All Field Services staff will attend native vegetation training next month and continuing to gain their operator competency tickets.

ASSET ASYST We currently have 1,042 defects outstanding. No defects were recorded in March and 169 defects where completed. The following is a summary of the total number of road defects reported, versus the total number of defects actioned over the last twelve months.

CUSTOMER REQUEST

MANAGEMENT SYSTEM There are currently 45 outstanding requests in the CRM System for the Field Services unit. Throughout April 46 new requests were received and 48 were completed.

CEMETERY Preparations for funerals in Mansfield took place, with three grave re-opens in the lawn section.

Total Number of Reported

Defects

Total Number of Defects

Completed %

Completed Area

1406 1103 78% Rural

184 104 57% Urban

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Mansfield Shire Council – Executive Services Department Report

Executive Services - Page 1 of 2

EXECUTIVE SERVICES DEPARTMENTAL REPORT May 2017

GOVERNANCE Draft Council Plan 2017-2021 The draft Mansfield Shire Council Plan 2017-2021 was considered by the Council at its Special meeting on 18 April and is now on public exhibition in accordance with the Local Government Act 1989. Submissions are invited from members of the public, and the opportunity to present their submission in person is available. The submission period concludes on 19 May 2017 and Councillors will meet on 30 May 2017 to consider all submissions received. The Plan will be presented for adoption at a Special meeting of Council scheduled for 27 June 2017, commencing at 3.30pm. Freedom of Information Training Council’s Governance Co-ordinator recently attended a masterclass on Freedom of Information Exemptions, hosted by the Freedom of Information Commissioner. This masterclass was held in the north east region at the request of Council’s Governance Co-ordinator. The session provided the opportunity for detailed analysis and consideration of three main exemption provisions, namely: 1. Documents affecting personal privacy 2. Material communicated in confidence 3. Matters affecting legal proceedings The masterclass also discussed the Freedom of Information Act 1982, relevant guidelines by the FOI Commissioner and selected decisions by VCAT and higher courts. State Council Meeting The State Council is the governing body of the Municipal Association of Victoria. It meets at least twice a year and provides to opportunity for member councils to submit business for consideration. Mayor, Cr Paul Volkering, is Council’s representative on State Council, and he will be attending the upcoming meeting scheduled for 12 May 2017.

CORPORATE AND ORGANISATIONAL DEVELOPMENT

Information Management We are reviewing our telecommunications system structure to ascertain if service can be increased within the existing budget, or if there are savings that can be made with newer contracts and telephony systems. Customer Service The Customer Service team was inundated with Animal Registration renewals over April as the renewal date was 10 April. There was an increase in new animal registrations over this period as well. The rollout of BPay as a payment option for animal registrations has been beneficial and helped with the front counter workload. The Mansfield C36 - Domestic Wastewater Management Plan notification that went out to all land owners and occupiers in April also impacted Customer Service with a significant number of queries over the counter and via telephone. The team hopes that efficient management of queries has assisted the progression of the C36 amendment. Records The Records unit have been working through a Rates project to scan and capture archival paper-based rates information currently held in filing cabinets. On completion, the Revenue unit will be totally electronic for records storage. This fits with the wider strategy of increasing electronic records usage and limiting the use of filing cabinets. The Records unit has undertaken scanning of all animal registration renewals that include changes to details, so information can be found quickly and seamlessly - in previous years, this information could only be found by sifting through boxes of paper. Records also provided additional backup services to the front desk team to assist with calls regarding animal registration renewals and assistance with the C36 amendment mailout, including processing returned mail and directing queries.

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Mansfield Shire Council – Executive Services Department Report

Executive Services - Page 2 of 2

Records Staff received external training in Strategic Performance Monitoring programs for record-keeping and also in the sentencing and archiving of council records. Customer Requests CRMS statistics for the month show 92 customer requests registered with 54 (58.70%) closed during the month. The majority of requests were for Field Services (54.35%).

Department Events Closed Open Pend’g Customer Service & Records

14 9 1 4

Engineering 7 0 3 4 Environmental Health

3 2 0 1

Field Services 50 31 11 8 Local Laws 15 11 0 4 Planning & Environment

3 1 0 2

Total 92 54 15 23

Information Technology The IT team have been dealing with IT requirements for the Visitor Information Centre transition and a range of technical issues relating to upgrading the bandwidth of external connections to provide better services to officers accessing council systems outside the office.

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Mansfield Shire Council – Ordinary Meeting of Council: Finance Departmental Report

Finance Department - Page 1 of 2

FINANCE DEPARTMENTAL REPORT May 2017

FINANCE UNIT Budget & Strategic Resource Plan The 2017-18 Proposed Budget and 2017-2021 Strategic Resource Plan were approved for public exhibition at Council’s Special Meeting on 18 April. We have received 13 budget submissions and expect to receive at least another 4 before submissions close on 19 May. Submissions will be presented to Council at a public hearing on 30 May 2107. Interim Financial Audit Council’s financial auditors, LDAssurance, performed an interim visit on 11 and 12 May 2017. The purpose of the visit is to prepare for the year end audit by reviewing our internal controls, template financial statements and assessing some financial information prior to balance date. Interim visits assist to reduce the time pressure during the year end visit (yet to be scheduled but typically occurs in August). The interim visit management letter issues identified will be reported to the Audit, Risk and Advisory Committee as soon as they are available. State Budget Release The State Budget was announced on 2 May 2017. The budget papers will be reviewed in detail over the coming weeks to assess any significant impacts for Council in 2017-18.

REVENUE UNIT Staff movements Training has commenced with Kathy Stone who will be backfilling Di Knight during her extended Leave in June & July.

Professional Development Revenue Co-ordinator, Bess Gillard, attended the Revenue Managers’ Association Conference in April 2017. Topics discussed included: • Electronic Conveyancing • Improving Performance • Local Government Act Legislation

Changes • Digital Delivery The Next Challenge • Legislative Issues Update – Limitations

of Actions Act Charge on the Land Rates and Charges The fourth Instalment Rate Notices were sent to Council’s Printer on 4 May 2017. Rate Arrears as at 30 April 2017 Arrears Rates 88,096 Waste 51,446 Municipal 36,308 Sub Total 175,851 FSPL 22,791 TOTAL 198,642

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Mansfield Shire Council – Ordinary Meeting of Council: Finance Departmental Report

Finance Department - Page 2 of 2

Rate Arrears as at 31 March 2017 cont.

Debtors as at 30 April 2017

No Type $ 21 Community Services 4,337 10 Local Laws 1,701 12 Waste 2,024 21 Street Schemes 49,794 1 LICs 2,409 1 SRO 1,499 2 Cemetery 310 1 CFA Program 2,508 1 Environment 680 1 Funding – Older Peoples Assessment Program 14,008

71 TOTAL 79,273

INTERNAL AUDIT The property and leasing internal audit was undertaken on 11 April. The findings report has been received and includes 21 recommendations, all rated minor risk. The Department of Health and Human Services compliance audit was completed in March. The audit related to the provision of rates concessions to eligible card holders. The draft findings report has been received and identified 2 minor recommendations. Both reports will be presented to the Audit and Risk Advisory Committee at its next meeting on 22 May. A Contract Management internal audit is scheduled to be undertaken in June 2017.

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10. OFFICER REPORTS CONT. 10.2 Mansfield Swimming Pool Management File Number: CM1213.037 Responsible Officer: Community Services Manager, Melanie Hotton Disclosure of Conflicts of Interest The author of this report has declared no conflict of interest in relation to this matter. Introduction The purpose of this report is to consider options for the future management of the Mansfield Swimming Pool and offer a recommendation for the on-going management of the facility. This report provides an overview of the aquatic facility management options utilised by Local Government Authorities (LGAs) and benchmarks the Mansfield Swimming Pool against comparable facilities in terms of financial performance and patronage. Background Public swimming pools are important venues for learning, practicing and competing in aquatic sports. Swimming is one of the nation’s most popular physical activities that can be enjoyed by people of all ages and abilities. Australian Bureau of Statistics data from 2012 shows that swimming is the second most popular Australian sport for participation in children aged 5-14 years. Swimming was ranked sixth for people over the age of 15 years. The effective operation of Aquatic Recreation Centres (ARCs) will improve the financial and social outcomes that are achieved by councils. This requires selecting the most appropriate operational model and regularly assessing if it is helping to maximise value for money.

There is no superior operating model that will suit all councils' requirements. This is due to the varying capacity and resources of councils, and the variety of facilities that they manage.

In 2016, the Victoria Auditor General’s Office (VAGO) tabled an audit that assessed whether councils effectively identify community needs for recreational facilities and services, whether council planning decisions for aquatic recreation centres are soundly based and whether councils are maximising value from these facilities.

The VAGO survey of Victorian councils found in-house management by the council as the most common means of operation, see below table.

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10.2 Mansfield Swimming Pool Management cont.

Source: Victorian Auditor-General's Office local government aquatic recreation centre survey report 2016. Current position The YMCA has the contract to manage the Mansfield Swimming Pool for the period of 2013 – 2016. YMCA was selected through a tender process in which they were only respondent. The YMCA has been managing the Mansfield Swimming Pool since 2003. The current contract is for the period of 2013 – 2016, with an optional extension period for a further two (2) years. At the 19 July 2016 Ordinary Council meeting, Council resolved; That Council negotiate with the YMCA for an extension period of a further one (1) year to allow for a full review of pool operations and on-going management options. The contract states that the pool is to open on the third weekend of November, and close on the third weekend in March. Typically, the YMCA opening hours are: · 7:00am – 6:00pm Monday, Wednesday, Friday, and · 10:00am – 6:00pm Tuesday, Thursday, Saturday and Sunday From January 1 of the New Year, the closing time is pushed back one hour to 7:00pm Monday to Sunday. On days of extreme heat the pool will remain open until 8:00pm. Night swimming events are also run on selected Fridays, closing at 9:00pm. Air temperature does not dictate opening hours.

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10.2 Mansfield Swimming Pool Management cont. Attendance data Attendance rates for casual and seasonal pool patrons is largely influenced by weather conditions. Statistics show that weeks and months fluctuate randomly due to air temperature. A hot November translates to more season pass sales, opposed to mild opening weeks of the season where people tend to only buy casual entry. In 2016, February and March were both hotter than average. As a result, March 2016 was the busiest March on record with 3,322 visits. Attendance statistics for March were up 171% on the 2014/15 season. February was the busiest month ever recorded at the facility, with 6,242 casual visits. Overall attendance at the pool was up 21% from 2014-15. According to surveys completed by YMCA staff, fun/unstructured play is the main reason that people visit the pool (43.75% of respondents), followed by lap swimming (21.88%), the events (9.38%), just to cool off (9.38%). physio/rehab (6.25%), training (6.25%), and fitness (3.13%).

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10.2 Mansfield Swimming Pool Management cont. Review of alternate operating models There are a number of decisions to be made on how to approach the best use for this facility. Choosing the most appropriate model helps a council operate ARCs in an efficient and effective manner. The chosen model should also support council in achieving its strategic objectives from the provision of ARCs. There are four options for operating models outlined in this report; they are: 1. Outsourced managed (professional contractor) 2. Council managed 3. Voluntary community committee 4. Committee of management or subsidy of Council Option 1 – Outsourced management (professional contractor) This is the current model in place, with the YMCA being contracted by Council to manage the Mansfield Swimming Pool. Under this model the management group takes on all responsibility for staffing and operating the facility and there is generally a split in maintenance responsibilities between Council and the contracted party. According to the 2015 VAGO report into sustainable management of ARCs, “outsourcing is useful because it relieves pressure on staff, particularly in the case of Mansfield Shire Council and South Gippsland Shire Council, which each only have one staff member responsible for recreation services.” Advantages Disadvantages

Usually lower salary cost compared to Council managed model

Requires resources to manage and oversee contract

Contractor wears financial risk of operation Contracts often in place for 3 years or more and can be extended Council does not have to be experienced in the operation of aquatic facilities Can often make quicker decisions and react faster to the competitor changes or industry trends

Requires development and evaluation of detailed specification of services and contract and tender documents If the relationship with the contractor is not positive then problems can occur

Example 1.1 YMCA The YMCA is a not-for-profit organisation that has been working in the Victorian community since 1853 providing recreation, camping, accommodation and community services.

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10.2 Mansfield Swimming Pool Management cont. The YMCA is the largest and best known professional aquatic facility contractor, managing 55 facilities within Victoria, including the Mansfield Swimming Pool. Comparable facilities to Mansfield that are managed by the YMCA include Numurkah (Moira Shire). All Aquatic facilities within Moira Shire (except Tungamah) are contracted to the YMCA. Like many regional and rural outdoor facilities, Moira regularly enacts a Weather Policy. On days forecast over 38 degrees celsius, the outdoor pool will remain open until 8:00pm. On days forecast under 20 degrees celsius, the outdoor pool will be closed. The Numurkah Outdoor Pool (NOP), like all of Moira Shire’s outdoor swimming pools, opens on 1 December and closes for the season on 14 March. The NOP includes a 50m lap pool, learner pool, toddler pool, kiosk and shade areas. Entries fees and season passes at the NOP are near identical to that of Mansfield. Example 1.2 Belgravia Leisure Belgravia Leisure is an Australian owned and operated for-profit leisure management provider, partnering with over 40 Local Government and State Government authorities. Belgravia Leisure manages 34 aquatic facilities in Victoria. Belgravia Leisure cover a broad spectrum in the management of leisure facilities. At present, they manage: · Aquatic and fitness clubs · Sports stadiums · Golf courses · Day spas and retreats · Alpine resorts · Events and hospitality centres Notably, Belgravia Leisure manages comparable facilities to the Mansfield Swimming Pool, as well as other large scale inner city aquatic and fitness facilities, such as; the Heathcote Swimming Pool and the Healesville Outdoor Pool. Located within the City of Greater Bendigo, the Heathcote pool opens from the third Sunday in November until the third Saturday in March. There is a 25m outdoor pool, a toddler pool, shade and kiosk. Opening hours are from 10:00am – 6:00pm in November and 10:00am – 7:00pm for the rest of the season. This pool will not open if the forecast temperature for the day is less than 22 degrees at 6pm on the day prior. Entry prices to the pool are on average $1 more than current at the Mansfield Pool for adults and children, and $20 more for season passes. In the Yarra Ranges Council, the Healesville Outdoor Pool opens on the last weekend in November and closes on the last weekend in March.

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10.2 Mansfield Swimming Pool Management cont. The facility consists of a 50m pool, a learner pool, a toddler pool, kiosk, shaded areas and change rooms. The pool is open 7 days a week, from 1:00pm – 6:00pm. Like Heathcote, the Healesville Outdoor has an active weather policy that guides whether or not the facility will open. The pool will only open when the temperature is above 22 degrees. Option 2 – Council management This model occurs when facilities are directly managed by Council and Council retains all responsibility for staffing, operating and maintaining the facility. This model gives Council the greatest amount of control and flexibility over the operations and the asset but it is often also the most expensive option. Council bears the risk of the operating budget, which can fluctuate with weather and attendances. Advantages Disadvantages

Total control of operations and maintenance remains with Council

Usually high salary expenditure

May be able to foster more social and community development objectives than a more commercial oriented management entity. May be able to recruit highly experienced staff

Council responsibility for total risk of operations May be bound by processes and procedures which limit responsiveness to market opportunities and may not be cost competitive

Example 2.1: Glen Eira Council Glen Eira City Council manages the Glen Eira Sports Aquatic Centre (GESAC) in house. According to the council, this choice was due to its ability to negotiate a new Enterprise Bargaining Agreement with incoming ARC employees, which enabled it to structure employee costs at a lower rate than normal council employment rates. Other factors for the decision included having direct control over operations and responsibility for asset management. While GESAC uses this model, Glen Eira currently contracts out management of its seasonal outdoor pool. Example 2.2: Hepburn Shire Council Hepburn Shire Council manages the Clunes, Daylesford and Trentham Pools as well as the Creswick Toddlers Pool and Splash Park. These pools are seasonal and for the 14 weeks of their season, the Youth Services Officer manages the pool – including programming, events and promotion, facility and pool plant maintenance, staff management and rostering. The Youth Services Officer estimates that during the pool season 95% of this role is dedicated to managing the pool and there is also after hours/on-call considerations.

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10.2 Mansfield Swimming Pool Management cont. Life guards, swimming instructors and other casual positions were recruited via labour hire company, MomentumOne. MomentumOne manage the recruitment of staff and payroll as well as providing point of sales software for the kiosk, pool entry etc. Hepburn Shire Council have seen a large increase in patronage with this model, mostly due to improved facilities as a result of Council control of maintenance of facilities. Disadvantages included difficulties rostering staff towards the end of the season resulting in pool closures. Option 3 – Voluntary community committee Voluntary committees of management can be very cost effective methods of operating outdoor seasonal pools. These committees ensure community engagement with the facility is high. When community committees are responsible for the operation of the pool the community are unlikely to make complaints to Council about the pools as the management of the pool is under their control. Advantages Disadvantages

Usually cheaper operating model Obtains highest level of community engagement especially in low population townships Community capacity building

Council may have lesser control over operations Requires overseeing of committee to ensure appropriate operations May be low skill level in aquatic profession as reliant on volunteers and this may be reflected in the quality of the service delivered and operating hours etc Council wear full risk of operation

Example 3.1: Yarra Ranges Council In 2016, the Yarra Ranges Council awarded the Olinda Community Pool Association (OCPA) an initial one-year contract to run the pool and open it from 3 December to 13 March. The local community committee of management has taken over from Belgravia Leisure which operates Council’s other aquatic centres. The OCPA collaborated with Council to enable the successful refurbishment and re-opening of the pool in 2015. Council voted to repair and reopen the pool in 2014, after being closed the year before due to deterioration of the pool shell causing a leak.

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10.2 Mansfield Swimming Pool Management cont. The OCPA will operate the facility on limited opening hours compared to the current hours offered at Mansfield. Throughout the school terms the hours are Monday to Friday 2:00pm – 7:00pm, Saturday and Sunday 12:00pm – 7:00pm. School holiday hours are 12:00pm – 7:00pm. Example 3.2: Greater City of Bendigo Goonong Swimming Pool is a community-managed seasonal swimming pool, run by the Goornong Swimming Pool Committee of Management (SSPCM). With comparable facilities to the Mansfield Swimming Pool, the facility includes a 25m pool, toddlers pool, BBQ, kiosk and shade areas. The GSPCM operates from 2:00pm – 7:00pm on school holidays and weekends, and 4:00pm to 7:00pm Monday to Friday. Additionally, the pool will not open is the weather forecast is for below 22 degrees Celsius. Option 4 – Committee of management or subsidy of Council Council can elect to manage a facility indirectly by appointing a committee of management or board to operate the facility as a business separate to Council. Care must be taken that this complies with the Local Government Act 1989. Various examples of this style of management exist within Victoria; these include Wyndam Leisure and Peninsula Aquatic Recreation Centre. With this arrangement councils can set up commercial agreements to ensure performance and operation of the facility to agreed standards. The board is made up of independent people appointed based on the set skills and experience. Councils can have Councillors or Council officers as a member of the board to assist with communication and connection to the business and facilities operation. Advantages Disadvantages

May be able to avoid paying Local Government Award rates which are generally higher than private operators Council retains overall control and direction of asset and business operations

Requires comprehensive set up Must comply with relevant Local Government Act Council still bears risk responsibility

Benchmarking The following benchmarking is based on statistics from the Know Your Council (KYC) website. For comparison, data on Councils in the North-East region as well as Council referenced in the examples of the various options has been provided. Table 1: Cost of outdoor aquatic facilities per visit Direct cost to Council (less any income received) of providing outdoor aquatic facilities per visit. Councils currently performing better than Mansfield have been highlighted.

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10.2 Mansfield Swimming Pool Management cont. 2014-15 2015-16 Average Mansfield Shire (outsourced to YMCA) $7.24 $6.37 $6.80 Towong Shire (Council managed – labor hire MomentumOne) $22.27 $9.58 $15.92

Alpine Shire (Council managed – labor hire MomentumOne) $8.76 6.04 $7.40

Benalla Rural City (outsourced to YMCA) $5.63 6.19 $5.91 Murrundindi Shire (Council managed) $15.02 $17.03 $16.01 Strathbogie Shire (outsourced to YMCA) $9.67 $9.10 $9.38 Moira Shire (outsourced to YMCA) $8.55 $6.62 $7.59 City of Greater Bendigo (outsourced to Belgravia Leisure, community managed and Committee of management or subsidy of Council )

$6.63 $5.95 $6.29

Glen Eira City Council (Council managed) $3.98 $4.97 $4.48 Hepburn Shire (Council managed – labor hire MomentumOne) $27.63 $9.88 $18.76

Shire Yarra Ranges (outsourced to Belgravia Leisure and community managed ) $14.26 $11.34 $12.80

Similar to Mansfield Shire Council average (inc and additional to above councils) $15.44 $11.05 $13.24

All Victorian Council average $13.40 $11.57 $12.48 Table 2: Number of visits to aquatic facilities per head of municipal population Councils currently performing better than Mansfield have been highlighted 2014-15 2015-16 Average Mansfield Shire 2.0 2.43 2.21 Towong Shire 1.13 2.27 1.78 Alpine Shire 3.37 3.99 3.68 Benalla Rural City 7.01 7.10 7.05 Murrundindi Shire 1.57 1.41 1.49 Strathbogie Shire 3.30 4.41 3.85 Moira Shire (outsourced to YMCA) 2.50 2.76 2.63 City of Greater Bendigo (outsourced to Belgravia Leisure, community managed and Committee of management or subsidy of Council )

5.60 4.83 5.22

Glen Eira City Council (Council managed) 7.97 8.16 8.07 Hepburn Shire (Council managed – labor hire MomentumOne) 0.42 1.27 0.85

Shire Yarra Ranges (outsourced to Belgravia Leisure and community managed ) 3.15 3.14 3.15

Similar to Mansfield Shire Council average (inc and additional to above Councils) 3.13 3.76 3.44

All Victorian Council average 5.01 5.24 5.12

Statutory Requirements There are no statutory requirements in issuing or extending a contract to manage the Mansfield Swimming Pool.

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10.2 Mansfield Swimming Pool Management cont. Council Plan Mansfield Shire Council Plan 2013 – 2017 Goal 5.1 Our communities are connected, inclusive, healthy and resilient. Goal 5.2 Mansfield’s community is supported by responsive, equitable and accessible

services. Financial Fees and charges are reviewed and set annually by Council, generally as recommended by the YMCA. The YMCA generates an income via the entry fees, swimming lessons, school programs, the kiosk, facility rental and merchandise. Expenditure to manage the pool is far greater than the income generated and as such Council makes a financial contribution to the management of the pool. The below table outlines the budgeted and actual income and expenditure, as well as Council’s contribution over the 3 year period of the current contract. Over the 3 year period of the current contract YMCA has generated a profit of $381.48. For the one-year extension (2016-2017), Councils contribution was $99,414.

2013-2014 2014-2015 2015-2016

Income Budget $62,630 $64,274 $73,063 Actual $69,990 $71,620 $69,113

Expenditure Budget $148,579 $157,056 $162,256 Actual $161,862 $165,464 $163,003

Net result Budget -$85,949 -$92,782 -$89,194 Actual -$91,871 -$93,843 -$93,890

Council Contribution Actual $89,936 $92,584 $97,465

YMCA profit Budget $3,987 -$198 $8,272 YMCA profit Actual -$1,935 -$1,259 $3,576

Total YMCA profit $381

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10.2 Mansfield Swimming Pool Management cont. Social The potential benefits of outdoor swimming pools reach beyond the simple provision of recreational swimming opportunities for children and interested adults. The Royal Life Saving Society of Australia (RLSSA) suggests that a shift in mindset is required to realise the view that swimming pools are a social asset, with strong links to a range of outcomes in health, employment, youth leadership and family relations. Some of these are listed below: · Pools provide legitimate and affordable places to meet for youth, families and older

adults. · Swimming pools provide employment, health cost savings from physical activity and

social connection, and importantly, opportunities for having fun. · Swimming pools are important educational facilities. They provide an important venue

for schools sports, water safety instruction and learning lifesaving skill development and training. They can also be important to sports clubs for training and rehabilitation.

· Seasonal pools play an important role in drowning prevention. Learning to swim and survive in water is an essential life skill and important to the Australian way of life. In 2012, the Royal Life Saving Society of Australia estimated that every drowning costs the community $3.5M.

· Swimming has long been seen as Australia’s national sport. Many of our most famous sporting heroes are from the sport of swimming.

Environmental Nil. Economic As per Mansfield Shire Councils procurement policy, where appropriate, suitably qualified and experienced local contractors will be engaged. Risk Management Nil. Community Engagement The Sport and Recreation Officer regularly meets with the YMCA during the swimming season and the YMCA have indicated that they are interested in negotiating an extension period of a further one (1) years. Annual customer satisfaction surveys indicate that overall, customers are satisfied with the management of the swimming pool, and generally patrons rate the performance of YMCA staff as above average.

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10.2 Mansfield Swimming Pool Management cont. Officer’s Comments Based on the bench marking of comparable Council’s Aquatic Centre management, the Sport and Recreation Officer is of the opinion that outsourced management is the most practical method of operating the Mansfield Swimming Pool. As highlighted in the VAGO report, outsourced management relieves the pressure on smaller Council’s whilst still allowing Council to oversee and set performance indicators for the contractor. At present, the Mansfield Swimming Pool has one of the lowest costs to Council per visit of any Council in Victoria, representing good value for money for both Council and the community. Councillors Sladdin/Olver: 1. That Council consider the above report and negotiate with the YMCA for an

extension period of a further one (1) years to complete the original contract. 2. At the conclusion of the one (1) year YMCA contract extension, initiate a tender

process for the outsourced Management of the Mansfield Swimming Pool. Carried

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38.

10. OFFICER REPORTS CONT. 10.3 Council Plan Update – March Quarter 2017 File Number: E109 Responsible Officer: Dawn Bray, Governance Co-ordinator Disclosure of Conflicts of Interest The author of this report has declared no conflict of interest in relation to this matter. Introduction This report summarises the progress made on the delivery of the Mansfield Shire Council Plan 2013-17. Overall, the implementation of the current Council Plan is tracking well, with 15 actions completed and twenty eight actions on track for delivery. Six actions have been deferred given budget allocation decisions. Background Council receives quarterly reports on the progress of Council Plan actions as a means of ensuring there is transparency and accountability around the delivery of the plan. Statutory Requirements There are no statutory requirements around the provision of quarterly reports to Council on the progress of the Council Plan, however it is considered good practice and enables Council to oversee the Plan’s delivery. Council Plan The delivery of the Council Plan is a key objective under the Driving Organisational Performance and Resource Management theme of the current Council Plan; Goal 1.1 reads ‘An efficient and effective administration that delivers the Council Plan’. Action 1.1.3 relates to the delivery of a quarterly performance reporting system to track the delivery of the Council Plan. This has been completed through the procurement and configuration of the Omni performance reporting software system in recent months by the Governance unit. Financial Actions around Council’s ongoing financial sustainability has been the focus of a number of staff during the quarter, specifically around the development of the 2017-18 budget, Strategic Resource Plan and work on a long term financial plan.

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39.

10.3 Council Plan Update – March Quarter 2017 cont. Social A number of important initiatives have been either completed, or are underway, that provide tangible social and community benefits, including lobbying around the lack of service providers for the forthcoming National Disability Insurance Scheme and the transition to the new Federal government funding system for Aged Care services. Environmental The ‘Carry in Carry Out’ initiative to ensure visitors are responsible for the disposal of their own waste, thereby cutting Council expenditure of visitor waste disposal, was a success over the busy Easter and Anzac Day holiday periods. Economic A number of training events for local business owners and community events were successfully facilitated by Tourism and Economic Development staff during the March quarter. Risk Management The quarterly report notes potential issues of note for Council in relation to emerging issues and potential impacts on the delivery of this current Council Plan. Risk Management initiatives are also underway due to the commencement of Council’s new part time Risk Management Officer. Community Engagement There have been a variety of community engagement initiatives undertaken by Council during this quarter, the key one being a series of Community Conversations and an online survey around the financial sustainability pressures facing Council, along with ideas for the development of the new Council Plan. These two initiatives resulted in around 200 people being involved in the development of the forthcoming budget and Council Plan. Officer’s Comments Overall the delivery of the Council Plan is tracking well, as summarised in the table below: Complete On Track Deferred Actions 15 28 6 As can be expected, priority and funding allocations change across the period of a year and this has been reflected in the deferral of six actions. The attachment provides a more detailed discussion around the progress of each action, along with a summary of how the delivery of actions under each of the five Council Plan themes are tracking.

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40.

10.3 Council Plan Update – March Quarter 2017 cont. Councillors Attley/Olver: That Council receive and note the March Quarter 2017 Council Plan update.

Carried

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41.

ATTACHMENT 10.3

COUNCIL PLAN UPDATE – MARCH QUARTER 2017

(5 PAGES)

41

Division Strategy

Impacted

Performance

Category

Description Reason for Performance Level

Executive

ServicesCP - Council Plan 2013-17

Overall Status Council Plan 2013-17 Overall sound progress is being made in the delivery of

the Council Plan across all five themes.

A number of road projects have been completed or are

near completion, major community and tourism events

held successfully, two amendments to the Mansfield

Planning Scheme prepared and funding secured for the

preparation of a Housing Strategy.

A significant amount of work has been undertaken

around the development of the new budget, Strategic

Resource Plan, Council Plan and also modelling to

inform the development of a long term financial plan.

Service reviews across departments are progressing,

resulting in the incorporation of Tourism and Economic

Development staff into the Community Services

department and the services provided by the Visitor

Information Centre now sits within Council.

Work has also continued on the development of the

Public Municipal Health and Wellbeing Plan and a

comprehensive lease and licensing database. Internal

audits around Council's procurement and leasing

functions have also been completed.

Executive

Services

Theme 1 - CP1 Driving

Organisational Performance &

Resource Management

Overall Status CP1 Driving Organisational Performance & Resource

Management

The organisation continues to face resourcing

challenges to meet its increasing statutory

responsibilities and requirements as set by State

Government.

Financial modelling exploring how these challenges can

be effectively managed to secure Council's long term

financial sustainability have been further developed

during this quarter, informing the development of the

proposed 2017-18 budget and 2017-21 Strategic

Resource Plan.

Service reviews and structural changes are continuing,

with the Tourism and Economic Development unit now

forming part of the Community Services department.

Executive

ServicesTheme 2 - CP2 Good Governance

Overall Status CP2 Good Governance The actions relating to Good Governance are on track,

aside from the implementation of the business

planning framework which has been deferred and is

pending the development of the new Council Plan.

Good Governance training for Councillors continued

this quarter, including a presentation from Mr David

Wolf, the Local Government Inspector.

The swearing in of the new Council was audited by the

Inspectorate and found to be fully compliant with the

requirements of the Local Government Act 1989.

Another focus during the quarter has been the

development of the draft 2017-21 Council Plan, which

will serve to outline the key strategic policy directions

of the new Council during its 4 year term.

Two internal audits have been completed and there is a

renewed focus on risk management following the

commencement of the new Risk Management Officer.

Community

ServicesTheme 3 - CP3 A Growing Economy

Overall Status CP3 A Growing Economy Some of the actions relating to Tourism & Economic

Development Department have been delayed due to a

restructure of the team, however a series of initiatives

were successfully completed during the quarter.

42

Division Strategy

Impacted

Performance

Category


Development

Services

Theme 4 - CP4 Improving Our Built &

Natural Environment

Overall Status CP4 Improving Our Built & Natural Environment This quarter has seen the commencement of a number

of infrastructure projects including the reconsutruction

of Ogilvie's Road

and Malcolm Street in Mansfield, the re-sheeting of

Hearns Road/Chapel Hill Road and a series of bridge

expansion joint replacements Shirewide. Contracts

have also been awarded and work has commenced on

the rejuvenation of Erril Street, Mansfield, the Dead

Horse Lane Bridge and Eildon - Jamieson Road Safety

Improvements.

Council's Roads to Recovery funding is mostly

expended or committed and on track to meet our

obligations under this funding agreement. Likewise, the

Bridges Renewal Program funds are expected to have

been expended by end of July 17.

Two new Statutory Planners have commenced work

with the Shire this quarter, stabilising resources in the

Development Services department. Work continues on

the preparation of amendments to the Mansfield

Planning Scheme and funding has been secured for the

preparation of a Housing Strategy.

The 'Carry in Carry Out' waste management initiative

was a success over the Easter and Anzac Day holiday

periods.

Community

Services

Theme 5 - CP5 Empowered & Self

Sufficient Communities

Overall Status CP5 Empowered & Self Sufficient Communities Continuous review and improvement of our Aged and

Disability Services has been ongoing. The team have

undertaken an enormous amount of work to transition

to the new Commonwealth and State frameworks and

this will continue as we transition to the National

Disability Insurance Scheme and what this means for

our Community.

Deliverable CP1.1.1 Continuously review resources and service

levels.

Service reviews will continue in line with development

of new Council Plan.

Deliverable CP1.1.2 Implement a business planning framework and

staff performance & development system that creates

linkages between the Council Plan, departmental

priorities and corporate performance measures.

The development of an integrated business planning

framework has been deferred until the adoption of the

new Council Plan.

Deliverable CP1.1.3 Deliver a quarterly performance reporting

system which tracks the delivery of the Council Plan,

departmental business plan actions and corporate

performance measures, and complies with new State

government requirements.

The Executive Management Team received training on

the use of the Omni software in October. This report

marks the first time Omni has been used to report on

the progress of the Council Plan.

Deliverable CP1.1.4 Address requirements of new State rate

capping policy.

This action is completed but will be continually

monitored. Long Term Financial Planning will allow

modelling of rate cap.

Deliverable CP1.2.1 Develop and implement programs that ensure

Council becomes an employer that attracts high

performing, highly skilled and motivated staff.

We continue to run Health and Well being programs

that support our staff. We have also changed our

approach to recruitment, we have now incorporated

psychometric assessments as one of the tools to assist

in our selection process, the focus being on whether

candidates display obstructive work place behaviour.

We have started our Employee Engagement Survey and

will ensure action is taken in any area of the business

that is in need of improvement. Staff will be

encouraged to participate in the work groups and to

put forward ideas on how we may emprove.

Deliverable CP1.2.2 Review existing, and develop new,

employment policies based on the needs of the

organisation's legislative requirements and best

practice arrangements elsewhere.

This is ongoing, have completed a Working Alone and

Remote Operations policy. Currently reviewing

Performance Management and Training Policy. The

Child Safe Standards policy is near completion and will

be reviewed by EMT end of April

Deliverable CP1.3.1 Prepare and implement a long term financial

plan which is based on service plans, agreed service

standards, adequately funds the asset renewal gap and

sets realistic targets around rate increases, liquidity and

the use of loans to fund projects.

The development of the long term financial plan has

commenced and supports the proposed budget that

has been released for public comment on 19 April

2017.

The LTFP excel model has been received from

contractor Mark Davies. Finance will review the model,

and update for known changes per the proposed

budget, and any budget changes made prior to

adoption of the final 2017-18 budget.

Deliverable CP1.4.1 Refine the assessment of our asset renewal gap

through development of asset management plans and

registers.

Marked as completed in previous quarter report

Deliverable CP1.4.2 Implement the findings or our asset renewal

gap analysis.


Executive

Services

Goal 1.1 - CP1.1 An efficient and

effective administration that

delivers the Council Plan.

Human

Resources

Goal 1.2 - CP1.2 We are an employer

of choice that attracts high

performing, highly skilled and

motivated staff.

Finance &

Information

Services

Goal 1.3 - CP1.3 Council will

prudently and successfully improve

its financial position.

43

Division Strategy

Impacted

Performance

Category


Deliverable CP1.4.3 Implement the recommendations of the roads

and bridges asset audit ot support the reduction of

Council's asset renewal gap.


Deliverable CP1.4.4 Complete ad assess results of an audit of

Council's land assets to identify opportunities for

rationalisation where the whole of the life maintenance

costs exceed the community benefit.

Undertaking a detailed review of Council owned and

managed assets. This is supported by a comprehensive

policy on how Council is best placed to manage, renew

or rationalise assets into the future.

Deliverable CP1.5.1 Expand the utilisation of geographical

information services (GIS) databases to streamline

approval processes, improve asset management and

achieve efficiency gains in plant utilisation.


Deliverable CP1.5.2 Develop and implement a transitional action

plan to upgrade Council's software to best practice

standards.


Deliverable CP2.1.1 Lobby to influence policy changes and funding

decisions of the new State government and during the

lead up to the 2016 Federal election, making use of

other agencies where appropriate.

Advocacy in the lead up to the Federal Election is

complete. Advocacy efforts will continue on matters of

interest to the Mansfield Community.

Deliverable CP2.1.2 Actively represent Mansfield's interest through

Councillor and senior management involvement in key

forums and membership of key associations/peak

bodies.

Participation in key forums and peak bodies will

continue.

Deliverable CP2.2.3 Maximise the use of partnerships in achieving

outcomes for our community.

Ongoing. Community meetings and an online survey

gathering input to inform the development of the new

budget and Council Plan have been a meaningful way

to seek community views.

Deliverable CP2.2.1 Continue to advocate for improvements to

telecommunication infrastructure and lobby relevant

authorities which will assist community and business.

Round Two of the Blackspot Telecommunciations

funding included funding for Kevington tower.

Advocacy in this area will expand to digital connections

in the new Council Plan.

Deliverable CP2.2.2 Work with the CFA, Police, Ambulance Victoria

and SES to understand future priorities and support

them in achieving their goals.

Advocacy with these agencies for a combined

emergency services precinct has been unsuccessful.

Advocacy to the SES is continuing to modernise

arrangements and see funding support to recognise the

State role this body plays.

Deliverable CP2.3.1 Conduct a series of community forums and

Council meetings across our communities, including the

non resident meeting in Melbourne.

Four Community Conversations were held to inform

the delivery of the 2017-8 budget, the Strategic

Resource Plan and new Council Plan. These sessions

were attended by around 50 people.

A community survey was also conducted with just

under 130 responses.

Deliverable CP2.3.2 Develop and implement guidelines to ensure

there is effective and consistent engagement between

Council, Shire staff and the community on matters of

policy.

Ongoing task.

Deliverable CP2.3.3 Redevelop Council's website to enhance the

quality of information, its useability and interactive

functions, including the introduction of services such as

online payments and permit registers.

This project is on hold indefinitely. Budget submissions

are being made for the 2017-18 budget for funds to

upgrade website

Engineering &

Works

Goal 2.4 - CP2.4 Council's project

management system ensures all

major projects and infrastructure

are delivered on time and within

budget.

Deliverable CP2.4.1 Develop a project scoping system to ensure

that key data about a project is available prior to

commencement, to a degree consistent with the

complexity of the project.


Tourism &

Economic

Development

Goal 3.1 - CP3.1 Our economic base

is prosperous and diverse.

Deliverable CP3.1.1 Implement the 2013 Economic Development

Strategy Review (see Council Plan for priorities).

Key projects and programs progressed and on track.

Some initiatives on hold for consideration by new

Council and subject to future budget considerations.

Tourism &

Economic

Development

Goal 3.2 - CP3.2 Mansfield offers a

competitive operating environment

for business.

Deliverable CP3.2.2 Undertake further research to identify the

business needs and market opportunities within the

Shire and to ensure that potential businesses are well

informed and able to build on Mansfield's strengths

(see Council Plan for priorities).

Ongoing via Business Monitor. Report from Annual

Business Survey presented to Council. Challenge is

uptake by business. The Mansfield Shire Economic

Profile is to be updated after release of next census

figures.

Tourism &

Economic

Development

Goal 3.3 - CP3.3 Mansfield attracts

niche businesses that build on our

strengths and complement our

values.

Deliverable CP3.3.1 Review the Arts, Culture & Heritage Plan in

partnership with key community groups and funding

agencies in conjunction with a detailed strategic master

plan for the Mansfield Station Precinct.

The review of this Plan is on hold and will be

reconsidered in the first review of the new Council

Plan.

Deliverable CP4.1.1 Implement the key actions of the Environment

Strategy, including priority actions around

implementing biodiversity initiatives, Great Victorian

Rail Trail management initiatives and development of a

project management checklist.

Project funding not approved through Council budget

for Rail Trail projects.

Biodiversity initiatives continue to be implemented.

Project checklist now available for engineering projects.

Engineering &

Works

Goal 1.5 - CP1.5 Our services are

cost effective and show continuous

improvement.

Executive

Services

Goal 2.1 - CP2.1 Council is a

successful advocate on issues that

impact on our community.

Executive

Services

Goal 2.2 - CP2.2 Council has

productive partnerships with key

organisations and decision makers.

Executive

Services

Goal 2.3 - CP2.3 A well governed

Shire supported by effective

communication with our

community.

44

Division Strategy

Impacted

Performance

Category


Deliverable CP4.1.2 Continue to advocate for meaningful

resourcing for weed control, making use of the Pest,

Plants and Animals Plan as a resource, including

working with partner organisations such as Landcare

groups and other agencies to improve efficiencies in

resourcing weed control across the Shire.

Roadside weed and pest control plan being

implemented and project funding expended.

Two regional weeds forums hosted by Mansfield Shire

to ensure efficiency in weed control programs across

agencies.

Deliverable CP4.1.3 Develop and implement the Waste

Management Strategy.

Waste Management Strategy has been deferred to

2017-2018.

Deliverable CP4.1.4 Support community education programs for

new residents in relation to responsible and effective

land management practices by compiling a range of

information for new residents (see Council Plan for

priorities).

Request to use Mansfield Sustainable Land

Management Booklet has been made to Up2Us

Landcare Alliance to be used on Council's website. Ad

hoc support to new residents on as needs basis.

Deliverable CP4.2.1 Progressively implement the actions contained

in the Mansfield Shire Council Domestic Wastewater

Management Plan in partnership with local water

corporations and the Department of Environment,

Land, Water and Planning (see Council Plan for

priorities).

Progress against the Action Plan was the subject of an

independent audit commissioned by our Water

Authority partners (GVW & GMW) undertaken in

December. Audit results were reported to Councillor

briefing first quarter 2017.

Deliverable CP4.2.2 Implement the recommendations of the

Mansfield Township Structure Plan to manage future

land use and development.

Amendment C37 was gazetted on 8 December 2016

following approval by the Minister for Planning.

Implementation of the recommendations of the

structure plan will be ongoing beyond the current

period due to the short, medium and long time frames

of the plan.

Deliverable CP4.2.3 Complete the review of the Mansfield Planning

Scheme, including finalisation of Amendment C37 and

development of a strategic planning work program

from the Review's recommendations.

The formal amendment stage for Amendment C37 was

finalised with its gazettal on 8 December 2016

following approval by the Minister for Planning. A

strategic planning work program is being developed

partly informed by the amendment and also other

strategic issues across the municipality.

Deliverable CP4.2.4 Investigate the planning options available to

mitigate against the proven health/obesity rate impacts

of ultra-processed food outlets, acknowledging the

community view expressed in a petition received in

Summer 2013/14.

Reference to this issue has been incorporated into the

review (Clause 21.3-5) of the Mansfield Planning

Scheme that was approved and gazetted on 8

December 2016. It is considered that design controls

and guidelines will be the most appropriate tools to

deal with this issue through the planning process. This

can discourage its development through requirements

for presentation of the built form, including signage,

and siting. Investigations are ongoing.

A planning investigation is underway to review

planning controls along the town approaches and

provide guidelines for development. This will assist to

address issues around design for any proposed ultra-

processed food outlets. It will also provide direction for

each approach as to a preferred character and how a

proposed use may respond to it.

Deliverable CP4.3.1 Review the fixed infrastructure managed by

Council to identify service gaps that need to be

addressed to meet current and future needs.

Council is currently undertaking asset gap analysis and

prioritising projects in the capital works program in

response. Road & Footpath Strategy has been refined

to meet current needs. New condition assessments will

be undertaken during 2017 calendar year.

Deliverable CP4.3.2 Prepare a Shire-wide drainage strategy and

progressively implement Mansfield township's

Drainage Strategy. The focus for 2016-17 will be on the

Mansfield Drainage Strategy and sourcing funding for

its implementation.

Council is currently investigating sources of funding to

undertake the township drainage strategy. Budget

submission will be made for 17-18 to engage

consultants. No funding available within 17-18 budget

for consultants.

Deliverable CP4.3.3 Implement programs that communicate

infrastructure maintenance and service standards to

the community, particularly new residents, as a means

of managing their expectations as to what Council can

reasonably provide.

Council utilises various media streams including

Facebook, Council website, local paper, letter drop and

rates notices to communicate maintenance and

services standards. Both general and site/program

specific information is distributed to assist with

managing community expectation. Examples of this

include numerous media releases, onsite signage &

facebook updates relating to the skate park

construction & launch.

Deliverable CP4.3.4 Identify roads which are Council's arterial road

priorities in order to lobby State and Federal

governments for funding, including the Jamieson-Licola

and Mansfield-Woods Point Roads.

Will be considered in the development of a new

Council Plan.

Deliverable CP4.4.1 Work in partnership with Goulburn Murray

Water and other lead agencies to deliver the key

priorities of the Lake Eildon Land and On-Water

Management Plan through participation in the

Implementation Committee.

Ongoing participation in Implementation Committee.

Meetings held with GMW to identify partnership

projects for best visitor and local economy outcomes.

Focus on Bonnie Doon and potentially Goughs Bay.

Development

Services

Goal 4.1 - CP4.1 Our businesses,

residents, ratepayers and visitors act

proactively to protect and enhance

the environmental features we

value.

Development

Services

Goal 4.2 - CP4.2 Our Planning

Scheme encourages land use and

development that supports

economic growth whilst maintaining

characteristics of our Shire valued by

the community.

Engineering &

Works

Goal 4.3 - CP4.3 Mansfield has the

infrastructure required to support

economic and population growth.

Tourism & Goal 4.4 - CP4.4 Council has strong

45

Division Strategy

Impacted

Performance

Category


Deliverable CP4.4.2 Progressively implement recommendations of

the Lake Eildon Recreational Boating Facilities

Improvement Plan and source funding to develop

detailed designs and business investment prospectus

for identified property locations.

Meetings held with GMW regarding leveraging

Council's $35k for best visitor and local economy

outcomes. Focus on Bonnie Doon and potentially

Goughs Bay. Funding available via Fisheries Victoria to

advance LERBFIP outcomes - to be sourced by GMW in

coordination with Implementation Group

Deliverable CP5.1.1 Evaluate the current community planning

framework with a focus on developing a whole of Shire

approach to community planning.

A series of Community workshops to identify and

develop goals as aspirations for the Mansfield Shire.

These will help inform the direction of the next

Municipal Health and Wellbeing Plan and a Community

Vision.

Deliverable CP5.1.2 Develop an integrated Community Engagement

Framework for whole of Council which is incorporated

in planning and policy decision making processes.

Draft has been completed.

Deliverable CP5.1.3 Review and implement Council's Municipal

Public Health and Wellbeing Plan 2013-17,

incorporating Healthy Ageing policies (refer to Council

Plan for priorities).

As per 5.1.1 work has commenced in the gathering of

data and information to inform the development of the

new Municipal Health and Wellbeing Plan. Ongoing

partnerships have continued with the Mansfield

Primary Care Partnership, the Better Communities for

Children Leadership Network and Active Mansfield. A

comprehensive review of these partnerships is being

undertaken.

Deliverable CP5.1.4 Develop a business plan for Café Connect

operations following the move to the refurbished

premises in Erril Street, Mansfield.

This work will be incorporated into the Youth Strategy,

which is now listed as an action in the new draft

Council Plan.

Deliverable CP5.2.2 Transition Aged and Disability Services from

the Victorian Home and Community Care (HACC)

framework to the Commonwealth Home Support

Program, revised Victorian funding model and National

Disability Insurance Scheme as applicable to the

Mansfield Shire community.

We are well placed to transition our programs and

funding allocation across to the new Comm / State

structure. There is an excessive amount of reporting

required during this time as both Commonwealth and

State assess what this split actually means for them in

terms of funding and service commitments.

Deliverable CP5.2.1 Continue to implement priority actions in

collaboration with the Sport and Recreation Advisory

Committee, including the development of a Sporting

Facilities Masterplan (dependent upon receipt of

external funding).

External funding was received for the development of

the Sports Facilities Master Plan. The tender has been

awarded and the consultation process has commenced.

Deliverable CP5.3.1 Implement the recommendations of the

Municipal Fire Management Plan in partnership with

the Country Fire Authority, Department of

Sustainability and Environment and local communities.

Recorded "Action' requires ongoing activity - with

current requirements having been met. Date of most

recent Fire Management Committee Meeting recorded.

Deliverable CP5.3.2 Work with Emergency Service Agencies and the

Municipal Association of Victoria in engaging with local

communities to implement the State approach to the

revised Emergency Management arrangements.

Emergency Management priorities will be delivered

through the Municipal Emergency Management

Resource Plan in accordance with funding guidelines.

Recorded "Action' requires ongoing activity - with

current requirements having been met. Date of most

recent Fire Management Committee Meeting recorded.

Council has also received funding to continually engage

with Community through a EM related quiz.

Red Buckets have been popular in delivering 'Plan and

prepare' message'.

Deliverable CP5.4.1 Use of advisory committees and other such

mechanisms that draw upon the capabilities and

experience of individuals within the community to help

shape and improve Council operations.

Existing Advisory Committees continue to provide

input into Council decisions.

Deliverable CP5.4.2 Evaluate existing committees for Youth

Services (including MYSPIN and Café Connect

Committee of Management), recommend and

implement evaluation outcomes following Council

endorsement.

A review of Youth Services is underway with the

development of a new Youth Strategy to be developed

and endorsed by Council.

Tourism &

Economic

Development

Goal 4.4 - CP4.4 Council has strong

partnerships with land and water

management agencies.

Community

Services

Goal 5.1 - CP5.1 Our communities

are connected, inclusive, healthy

and resilient.

Community

Services

Goal 5.2 - CP5.2 Mansfield's

community is supported by

responsive, equitable and accessible

services.

Community

Services

Goal 5.3 - CP5.3 Our community is

able to prepare for, and effectively

manage, natural disasters.

Executive

Services

Goal 5.4 - CP5.4 We capitalise on the

capabilities and talents of locals to

achieve community aspirations.

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10. OFFICER REPORTS CONT. 10.4 Statutory Planning Delegations – Planning Application Types Requiring

Determination by Council File Number: E3328 Responsible Officer: Development Services Manager, Michael Bismire Disclosure of Conflicts of Interest The author of this report has declared no conflict of interest in this matter. Introduction To recommend that Council continue use of a policy to identify those planning application types which require determination by Council, and, to include a limited range of additional application types which can be delegated to officers for a decision. Background Council at its October 2015 meeting resolved to adopt a policy to clarify which planning application types require determination by Council rather than decision by officers acting under powers of delegation from Council. Council adopted the policy for a 12 month trial period and it is now appropriate to review the policy. The Policy currently identifies the following triggers for referral of planning applications to Council for determination:- · Where more than three (3) objections are received · Where officers recommend Refusal of an application · Where the $value of the application exceeds $1m · Where the application is lodged by or on behalf of a Council employee · Where the application is lodged by or on behalf of a sitting Councillor Since Council adoption of the policy in October 2015, 15 applications have been decided by officers that would previously have required determination by Council. This has saved resources otherwise needed to prepare Council reports (including associated processes) and has enabled that saved time to be directed to assessing/deciding other applications, providing phone/counter advice, etc.. Between 2-4 weeks has also been reduced from the total processing time for each of these applications, than had they been decided by Council These savings have been achieved without any lessening of the statutory rights enjoyed by all parties to an application (all appeal rights to VCAT are maintained), and with no interruption to the current practice of conducting consultative meetings where objections to an application are received. Presently, officers do not have delegated powers to refuse applications but there are 3 specific circumstances where this should be considered, these being:-

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10.4 Statutory Planning Delegations – Planning Application Types Requiring Determination by Council cont.

· Where the use and or development proposed by an application is prohibited by the

Mansfield Planning Scheme · Where the application is for an extension of time to a permit but the tests for assessing

such applications (known as the Kantor Principles) have not been, or cannot be, met · Where Council has been directed to refuse an application by a determining authority The basis for recommending these limited instances for refusal at officer level is that no additional value would occur from their assessment by Council as the circumstances described allow little discretion, or, in the case of the third dot point above, is a legislative requirement of the Planning and Environment Act 1987 and gives Council no discretion. Importantly, in all of these instances, the applicant will still retain appeal rights to VCAT. Currently, more than three (3) objections received triggers referral of an application to Council however, given the successful application of the policy, Council should also give consideration to increasing the number of objections – a modest increase of the trigger to more than four (4) objections is recommended. Statutory Requirements The Kantor Principles earlier referred to relate to a landmark VCAT decision Kantor & ors V Murrindindi Shire Council (1997) where the decision identified a number of factors that should be considered by Councils when determining whether a planning permit should be extended. The factors listed in this decision in favour of exercising the discretion are as follows: · there has not been a change in planning policy or legislation · it does not appear that the permit holder is warehousing the permit · there are Intervening circumstances of relevance · the original time limit for the development was Inadequate · the economic burden on the applicant · the probability that if a fresh application for a permit was made, that it would be granted There have been a number of recent applications before Council when an extension of time to a permit has been sought where changes in Planning Policy or legislation ie. a change of zone or the introduction of an overlay, have occurred since the permit was originally issued. Because requests to extend the life of permits do not allow Councils to consider extensions in the light of such changes, officer recommendations have been to refuse those applications, with subsequent support from Council. Delegation of the ability for officers to refuse such applications would save time and would result in decisions entirely consistent with those currently made at Council level.

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Council Plan The review of the current policy is consistent with the following Council Plan themes; ‘Driving Organisational Performance’, ‘Resource Management’ and ‘Good Governance’. Financial As was emphasised when Council considered and adopted the policy in October 2015, referral of planning applications to Council requires preparation of briefings, reports and presentations and can involve considerable time, effort and resources for Councillors, staff, applicants and objectors. The trial period has demonstrated that considerable cost and time savings can be achieved if the number of applications requiring referral to Council for determination is reduced. Social The adoption of a policy has provided greater certainty for applicants and openness and transparency for the community about which application types will be referred to Council for determination Environmental There are no significant environmental issues. Economic There are no significant economic issues. Risk Management It is important that Council has a clear position on what matters should be referred to it for determination to provide certainty of the process for applicants, the community and Council officers. In any case, Council, as always, retains the ability to ‘call in’ any application for decision. Community Engagement No consultation has occurred or is required for Council to consider the proposed variations to this existing policy. However, a media release should be prepared upon adoption of the proposed changes.

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Officer’s Comments Since adoption of the current policy by Council in October 2015, fifteen applications that would otherwise have required reporting to Council have been decided by officers under delegation. This has subsequently freed up officers to assess/decide other applications. This is a positive endorsement of the policy and has occurred without any lessening of the statutory rights enjoyed by all parties to an application (all appeal rights to VCAT are maintained), and with no interruption to the current practice of conducting consultative meetings where objections to an application are received. The opportunity exists to provide further delegations to officers to refuse applications where certain circumstances apply; where a use and/or development is prohibited by the Mansfield Planning Scheme, where the Kantor Principles cannot be met, and, where a determining referral agency has directed Council to refuse an application. Finally, a modest increase of the trigger for applications to be decided by Council to more than four (4) objections is recommended. Councillors Attley/Sladdin: 1. That Council resolve to modify its existing policy ‘Statutory Planning

Applications – Referral to Council’ (adopted by Council in October 2015) by adopting the following triggers as the basis for referral of planning applications to Council for determination:

Type of application Trigger for referral of application to

Council Development Plan applications

triggered by a Development Plan Overlay (DPO) in the planning

scheme OR applications to amend an approved Development Plan

*Except where the application is lodged by a Councillor acting as a

consultant on behalf of another person/applicant

· Proposals to develop land for eight (8) or more lots; and/or

· Where officers recommend Refusal of an application; and/or

· Where the application is lodged by or on behalf of Council employees; and/or

· Where the application is lodged by* or on behalf of a sitting Councillor

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Type of application Trigger for referral of application to

Council

Planning Permit Applications

*Except where the application is lodged by a Councillor acting as a

consultant on behalf of another person/applicant

· Where more than four (4) objections are received; and/or

· Where the $value of the application exceeds $1m; and/or

· Where the application is lodged by or on behalf of Council employees; and/or

· Where the application is lodged by* or on behalf of a sitting Councillor

· Where officers recommend Refusal of an application, except where:- - the use and or development

proposed by an application is prohibited by the Mansfield Planning Scheme

- the application is for an extension of time to a permit but the tests for assessing such applications (known as the Kantor Principles) have not been, or cannot be, met

- Council has been directed to refuse an application by a determining authority

2. That Council’s delegation of its powers under the Planning and Environment Act

1987 be reviewed and amended as required to reflect its decision in this matter.

Carried

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11. ASSEMBLIES OF COUNCILLORS Under section 76AA of the Local Government Act 1989 an Assembly of Councillors (however titled) is defined as a planned or scheduled meeting, comprising at least three Councillors and one member of Council staff, that consider matters that are intended or likely to be: · The subject of a decision of the Council; or · Subject to the exercise of a function; duty or power of a Council that has been

delegated to a person or committee [s.76AA]. An assembly of Councillors does not include a meeting of the Council, a special committee of the Council, or any club, association, peak body, political party of other organisation. A written record of each assembly is held by Council and is available for public inspection. The following is a list for the past month of assemblies held and the issues discussed.

Date Type of Assembly Issues Discussed 18 April 2017 Councillors’ Briefing Session

Councillors: · Paul Volkering · Marg Attley · Peter Olver · Paul Sladdin · Harry Westendorp Apologies: Officers: · Chief Executive Officer, Alex Green · Finance Manager, Mandy Kynnersley · Development Services Manager, Michael

Bismire · Engineering Manager, Neil Ogilvie · Community Services Manager, Melanie Hotton · Corporate and Organisational Development

Manager, Sharon Scott

Conflicts of Interest: Nil. Issues Discussed: · Triggers for planning reports and Consultative

meetings · Domestic Wastwater Management Plan · Myswag Organisation · Donations to Council · High Street Public Toilets · Barwite Road speed limit and numbers · Tolmie Playground · Rating of GMW land

2 May 2017 Councillors’ Briefing Session Councillors: · Paul Volkering · Marg Attley · Peter Olver · Paul Sladdin Apologies: · Harry Westendorp Officers: · Chief Executive Officer, Alex Green · Finance Manager, Mandy Kynnersley · Development Services Manager, Michael

Bismire · Senior Strategic Planner, Kathy Richardson · Strategic Planner, Victoria Brown · Community Services Manager, Melanie Hotton · Sport and Recreation Officer, Dan Purcell

Conflicts of Interest: Nil. Issues Discussed: · Goulburn Valley Water Odour Buffer Overlay

Amendment · Keeping Place Proposal for Visitor Information Centre · Management Options for Mansfield Swimming Pool · MAV Rural Regional Forum · Budget Submissions discussion · Reardons Lane Dust issues · Willor Lake Rating Enquiry · Amendment C36 update · Rural Councils Victoria Forum – 11 May 2017

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11. ASSEMBLIES OF COUNCILLORS CONT.

Councillors Olver/Sladdin: That the Council note the Assemblies of Councillors as provided.

Carried 12. ADVISORY AND SPECIAL COMMITTEE REPORTS 12.1 Mansfield Shire Sport and Recreation Advisory Committee

The Minutes of the Mansfield Shire Sport and Recreation Advisory Committee, held on 20 April 2017, are attached for the Council’s information. Councillors Attley/Olver: That Council note the Minutes of the Mansfield Shire Sport and Recreation Advisory Committee meeting, held on 20 April 2017.

Carried

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ATTACHMENT 12.1

ADVISORY COMMITTEE REPORTS

(3 PAGES)

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Meeting Date: 20 April 2017 Time: 5.30pm – 6:30pm Location: Council Chambers Attendees: Dan Purcell, Kirsten Lingard, Jayson Moran, Peter Scales, Colleen Reynolds, Kate Stonnill, Therese Waters, Nattalie Joinbee Apologies: Ross Gray Note: As the project reference stakeholder group for the Mansfield Shire Sport Facilities Strategy, this meeting was the inception meeting with consultant Insight Leisure Planning. ITEM SUBJECT BUSINESS PRESENTED BY ACTIONS / AGREEMENTS

1. Opening of Meeting Dan Purcell opened the meeting and welcomed all in attendance.

Dan Purcell

2. Apologies As listed above

3. Sport Facilities Strategy Jayson Moran from Insight Leisure Planning introduced himself to the committee and gave a thorough introduction to his background and history working in Sport and Recreation Planning. Jayson explained the committee’s role and the process in developing the Strategy.

- Following the inception meeting Jayson will familiarise himself with all the relevant background material.

All

ANSFIELDM

Mansfield Shire Sport & Recreation Advisory Committee

MINUTES

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Mansfield Shire Sport & Recreation Advisory Committee Minutes

Page 2 of 3

ITEM SUBJECT BUSINESS PRESENTED BY ACTIONS / AGREEMENTS

- Community & Club surveys will be developed and opened to the public.

- Results of these surveys will be discussed in the next face to face meeting with an ‘Issues & opportunities paper’.

- A preliminary draft report will later be presented to the committee for feedback.

There will be 2-3 additional face to face meetings between the consultant and committee.

- Jayson will also meet with Councillors and relevant Council staff (Strategic Planners/Engineers)

Council expect the Strategy to be completed in October-November 2017.

4. Sport Facilities Strategy – part 2

The committee and consultant discussed what the Shire does well in terms of sports and recreation and what could be improved. Things done well included: Oval playing surfaces, volunteer support, nurturing athlete success and managing facilities considering the many users.

Dan Purcell

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Mansfield Shire Sport & Recreation Advisory Committee Minutes

Page 3 of 3

ITEM SUBJECT BUSINESS PRESENTED BY ACTIONS / AGREEMENTS

Committee members raised a range of issues including; lack of change room facilities, uncompliant cricket pitches, difficulty in marking oval lines, lack of bike lanes, inadequate toilet facilities, need for an indoor aquatic facility and aged & overused sports complex.

5. Next meeting date Upcoming meeting date confirmed with committee.

The committee will schedule the next meeting once the consultant has collated the findings from the online surveys and written submissions.

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13. AUTHORISATION OF SEALING OF DOCUMENTS The following documentation has been signed and sealed by Council: · Right of Entry (Business & Goods) Lessor: Mansfield Shire Council, Lessee: Bennett &

Weiss Operations Pty Ltd - Jamieson Caravan Park · Deed Of Mortgage of Lease - Commonwealth Bank of Australia - Tenant: Bennett and

Weiss Operations Pty Ltd - Premises: Jamieson Caravan Park Councillors Sladdin/Olver: That Council note the above.

Carried SUSPENSION OF STANDING ORDERS Councillors Attley/Olver: That Council suspend standing orders to facilitate public question time.

Carried 14. PUBLIC QUESTION TIME Members of the Gallery were invited to raise questions with the Council. 14.1 Mr Chris Wilson, Secretary of the Bonnie Doon Recreation Reserve, queried the

supposed lack of RV Friendly sites in Bonnie Doon and asked if Council could do anything about this.

Cr Paul Sladdin responded that Council and officers are aware of this, however

they cannot intervene in commercial operators’ business decisions. RESUMPTION OF STANDING ORDERS Councillors Attley/Olver: That Council resume standing orders.

Carried

15. CLOSE OF MEETING

There being no further business the meeting concluded at 6.01pm. CONFIRMED this twenty seventh day of June 2017.

________________________________ Mayor

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