MINUTES Ordinary Meeting of Council · 2020-01-14 · With the Bendigo Stadium continuing to deliver world class events, including the Australian Senior’s Table Tennis Championships

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MINUTES

Ordinary Meeting of Council

6.00pm Wednesday 17 October 2018

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

VENUE:

Reception Room,

Bendigo Town Hall,

Hargreaves Street, Bendigo

NEXT MEETING:

Wednesday 21 November 2018

Bendigo Town Hall

Copies of the City of Greater Bendigo Council’s Agendas & Minutes

can be obtained online at www.bendigo.vic.gov.au

http://www.bendigo.vic.gov.au/

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This Council Meeting is conducted in accordance with Local Law No. 8. It is an offence for any

person to engage in improper or disorderly conduct at the meeting.

Council Vision

Greater Bendigo - creating the world's most liveable community.

Council Values Six values inform everything we as Council do in working together to be the best we can for all of our community. Seeking to achieve the best value for our use of the community’s public funds and resources, by:

We Lead;

We Learn;

We Contribute;

We Care;

We Respond;

We Respect.

Goals Presentation and Managing Growth

Wellbeing and Fairness

Strengthening the Economy

Environmental Sustainability

Embracing our Culture and Heritage

Lead and Govern for All

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ORDINARY MEETING WEDNESDAY 17 OCTOBER 2018

ORDER OF BUSINESS:

ITEM PRECIS PAGE

ACKNOWLEDGEMENT OF COUNTRY 5

PRAYER 5

PRESENT 5

APOLOGIES 5

SUSPENSION OF STANDING ORDERS 5

COMMUNITY SECTION - Cr Margaret O'Rourke 6

PUBLIC QUESTION TIME 6

RESUMPTION OF STANDING ORDERS 6

CR WILLIAMS' REPORT 7

DECLARATIONS OF CONFLICT OF INTEREST 7

CONFIRMATION OF MINUTES 8

1. ANNUAL REPORT 2017/2018 9

1.1 CITY OF GREATER BENDIGO ANNUAL REPORT

2017/2018

9

2. PETITIONS AND JOINT LETTERS 12

3. PRESENTATION AND MANAGING GROWTH 13

3.1 PRIORITIES FOR PLANNING STRATEGIES AND

PLANNING SCHEME AMENDMENTS - 2018/19 - 2021/22

13

3.2 GREATER BENDIGO PLANNING SCHEME REVIEW, 2018 -

ADOPTION OF DRAFT REPORT

20

3.3 PLANNING SCHEME AMENDMENT - RECOGNITION OF

THE INFRASTRUCTURE DESIGN MANUAL IN THE

GREATER BENDIGO PLANNING SCHEME - FOR

INFORMATION AND SUPPORT

39

4. WELLBEING AND FAIRNESS 47

4.1 BENDIGO MAUBISSE FRIENDSHIP COMMITTEE MEMBER 47

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APPOINTMENTS

4.2 2018/19 COMMUNITY GRANT PROGRAM - LARGE

GRANTS

52

5. STRENGTHENING THE ECONOMY 57

6. ENVIRONMENTAL SUSTAINABILITY 57

7. EMBRACING OUR CULTURE AND HERITAGE 57

8. LEAD AND GOVERN FOR ALL 58

8.1 ANNUAL AUDIT COMMITTEE CHAIRPERSON'S ANNUAL

REPORT 20172018

58

8.2 AUDIT COMMITTEE DRAFT CHARTERS 63

8.3 RECORD OF ASSEMBLIES 83

8.4 CONTRACTS AWARDED UNDER DELEGATION 89

9. URGENT BUSINESS 91

10. NOTICES OF MOTION 92

10.1 NOTICE OF MOTION: EFFECTIVE WASTE AND

RESOURCE RECOVERY

92

11. COUNCILLORS' REPORTS 94

12. MAYOR'S REPORT 96

13. CHIEF EXECUTIVE OFFICER'S REPORT 98

14. CONFIDENTIAL (SECTION 89) REPORTS 98

____________________________

CRAIG NIEMANN CHIEF EXECUTIVE OFFICER

Ordinary Meeting - 17 October 2018

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ACKNOWLEDGEMENT OF COUNTRY

PRAYER

PRESENT

Cr Margaret O'Rourke Cr Jennifer Alden Cr Matt Emond Cr George Flack Cr Rod Fyffe Cr James Williams Cr Yvonne Wrigglesworth Mr Craig Niemann (Chief Executive Officer) Mr Bernie O'Sullivan (Director, Strategy and Growth) Ms Debbie Wood (Director, Presentation and Assets) Ms Vicky Mason (Director, Health and Wellbeing) Mr Andrew Cooney (Director, Corporate Performance) Mrs Jessica Clarke-Hong (Manager Governance)

APOLOGIES

Cr Andrea Metcalf RESOLUTION Moved Cr Williams, seconded Cr Fyffe. That the apology from Cr Andrea Metcalf be received and Leave of Absence be granted from this meeting.

CARRIED

SUSPENSION OF STANDING ORDERS

That Standing Orders be suspended to allow the conduct of (community acknowledgement) and Public Question Time. RESOLUTION

Moved Cr Fyffe, seconded Cr Flack. That Standing Orders be suspended to allow the conduct of Public Question Time.

CARRIED


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COMMUNITY SECTION - Cr Margaret O'Rourke

Acknowledgement to both Aunty Iris Bysouth and Valerie Broad, OAM on being recognised at the Victorian Senior of the Year Awards and received Senior Achiever Awards at Government House - congratulations to both Iris and Valerie on the wonderful recognition of your work in our community

Former Bendigo resident, Aunty Barb Gibson-Thorpe was inducted into Victoria's Aboriginal Honour Roll for her work supporting better Aboriginal health outcomes

The City has been awarded a Green Flag for Rosalind Park - an international award representing a standard of excellence relating to community engagement, strategic planning, maintenance and presentation

Congratulations to the Eaglehawk Football Club seniors and Sandhurst Netball Club A-grade sides who won their respective Bendigo Football Netball League Premierships

PUBLIC QUESTION TIME

RESUMPTION OF STANDING ORDERS

That Standing Orders be resumed. RESOLUTION Moved Cr Fyffe, seconded Cr Flack. That Standing Orders be resumed.

CARRIED


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CR WILLIAMS' REPORT

Cr Williams reported on another busy month for Council and highlighted his attendance at the following meetings and events:

Launch of the Bendigo Spirit Basketball season

With the Bendigo Stadium continuing to deliver world class events, including the Australian Senior’s Table Tennis Championships this week

Eaglehawk Recycle Shop Annual General Meeting – a great service they provide and well done to Leon Scott and the team at the facility

Tour of the Mining Exchange facility with fellow Councillors and marvelled at both the history and grandeur of the old arcade

Visited Kamarooka at the handover by Villawood Properties to the State Government (Minister Jacinta Allan) of an additional 250 hectares of land to be retained within the Kamarooka State Park

Elmore Field Days are always a highlight at this time of year and was again well attended over 3 days, particularly in light of this being a difficult year for the farming community

Chaired a meeting at the Bendigo Livestock Exchange where there were record numbers and prices for growers

Reimagining the Bendigo Creek project is progressing with involvement from DELWP and Dja Dja Wurrung

DECLARATIONS OF CONFLICT OF INTEREST

Pursuant to Sections 77, 78 and 79 of the Local Government Act 1989 (as amended) direct and indirect conflict of interest must be declared prior to debate on specific items within the minutes; or in writing to the Chief Executive Officer before the meeting. Declaration of indirect interests must also include the classification of the interest (in circumstances where a Councillor has made a Declaration in writing, the classification of the interest must still be declared at the meeting), i.e. (a) direct financial interest (b) indirect interest by close association (c) indirect interest that is an indirect financial interest (d) indirect interest because of conflicting duties (e) indirect interest because of receipt of an applicable gift (f) indirect interest as a consequence of becoming an interested party (g) indirect interest as a result of impact on residential amenity (h) conflicting personal interest A Councillor who has declared a conflict of interest, must leave the meeting and remain outside the room while the matter is being considered, or any vote is taken. Councillors are also encouraged to declare circumstances where there may be a perceived conflict of interest. Nil


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CONFIRMATION OF MINUTES

Minutes of the Ordinary Meeting of Wednesday 19 September 2018. The following items were considered at the Ordinary Council meeting held on Wednesday 19 September 2018 at 6:00pm.

Petition: Request for a Dog Park in Heathcote

2 Hustlers Road, Bendigo - 2-Lot Subdivision and Construction of a 3 Storey Dwelling

Lot 1 Midland Highway, Bagshot - 137 Lot Subdivision (Staged) and Removal of Vegetation

1 Pinnacle Terrace, Golden Square - Construction of 2 Single Storey Dwellings

14 Mill Street, Strathdale - 2-Lot Subdivision of Land

Draft Place Interpretation and Naming Policy

Strategic Report on Greater Bendigo's Historical Artefacts

Financial Statements and Performance Statement for the Financial Year Ended 30 June 2018

Procurement Policy

Contracts Awarded Under Delegation

Record of Assemblies

Urgent Business: Municipal Association of Victoria State Council Motion The unconfirmed minutes have also been posted on the City of Greater Bendigo website pending confirmation at this meeting. RECOMMENDATION That the Minutes of the Ordinary Meeting of Council held on Wednesday 19 September, 2018, as circulated, be taken as read and confirmed. RESOLUTION Moved Cr Flack, seconded Cr Emond. That the recommendation be adopted.

CARRIED

Annual Report 2017/2018 Ordinary Meeting - 17 October 2018

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1. ANNUAL REPORT 2017/2018

1.1 CITY OF GREATER BENDIGO ANNUAL REPORT 2017/2018

Document Information

Author Nathan Morsillo Manager Financial Strategy and Michael Smyth Manager Business Transformations.

Responsible Craig Niemann, Chief Executive Officer Officer

Summary/Purpose

The purpose of this report is to provide the opportunity for Council to consider the City of Greater Bendigo 2017/2018 Annual Report.

RECOMMENDATION

That Council resolve to receive the City of Greater Bendigo 2017/2018 Annual Report. RESOLUTION Moved Cr Wrigglesworth, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED

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Policy Context

This City of Greater Bendigo Annual Report covers the period from July 1, 2017 to June 30, 2018. Preparation of an Annual Report is a requirement of the Victorian Local Government Act 1989 and it also provides an opportunity to communicate internally and externally, with staff, community, government and industry stakeholders regarding the functions, achievements and performance of the City of Greater Bendigo in the preceding year. Sections 131 and 133 of the Local Government Act state that a Council must prepare an annual report for each financial year that includes:


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Report of Operations of the Council

Audited Financial Statement

Audited Performance Statement These three documents have been combined in the City of Greater Bendigo Annual Report for 2017/2018.

Background Information

All Victorian Councils are required to report under the Victorian Government’s mandatory system of performance reporting. The system prescribes performance information to be included in the Annual Report including: The Report of Operations;

A statement of progress in relation to major initiatives;

A description of Council’s operations;

Results against prescribed Local Government Performance Reporting Framework (LGPRF) service performance indicators;

Results of the LGPRF Governance and Management Checklist;

A review of performance against the Council Plan actions;

Services funded in the budget and members / sectors of the community who receive these services;

Major capital expenditure, changes and achievements;

Results against the City of Greater Bendigo Strategic Indicators; and

Other material relevant to Council activities and community interest.

Audited Financial Statements

This statement meets Local Government Victoria format requirements.

The statements have been audited by the Victorian Auditor General’s Office (VAGO). The Audited Performance Statement:

A description of the municipal district;

Results against LGPRF prescribed service performance outcome indicators and measures;

Results against LGPRF prescribed financial performance indicators and measures;

An explanation of any material variations between results (where available, because these are transitional reports in a new format);

Results against LGPRF prescribed sustainable capacity indicators and measures.

Report

The Annual Report describes the City’s operations throughout the year and highlights achievements. It reports to the Victorian Government, Greater Bendigo residents and the wider community for actions throughout the year on strategic objectives that were set down in the Council Plan for the year, as well as the prescribed information listed above.


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Consultation/Communication

Internal Consultation: Regular data collection, as part of Council Plan quarterly reporting and the LGPRF reporting requirements have provided the core content. Staff have had the opportunity to review the content relevant to their area and to make recommendations for any necessary changes. Members of the Audit Committee had the opportunity to review the draft Financial Statements and the draft Performance Statement for the 2017/2018 financial year prior to final submission to the Auditor General. Both the Performance Statement and the Financial Statements have been certified by the Principal Accounting Officer, Chief Executive Officer and two Councillors. These statements were presented to Council at its Ordinary Meeting on September 19, 2018 and signed opinions were provided by the Victorian Auditor-General’s Office on September 21, 2018. External Communication: Following consideration by Council, residents will be informed by public notice of the Annual Report's preparation and availability for inspection. Copies of the Annual Report will be available via the City's web page and in hard copy upon request. Priority/Importance: To meet legislative requirements the Annual Report, including audited financial statements and reports against LGPRF indicators and outcomes, must be completed and supplied to the Minister for Local Government within three months of the end of the financial year reported on (September 30, 2018).

Resource Implications

Printing and layout of the Annual Report and relevant advertising are provided for in the 2017/2018 Council budget.

Conclusion

The City of Greater Bendigo 2017/2018 Annual Report has been prepared and is submitted according to the requirements of the Local Government Act 1989.

Attachments

Annual Report 2017/2018

Petitions and Joint Letters Ordinary Meeting - 17 October 2018

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2. PETITIONS AND JOINT LETTERS

Nil.

Presentation and Managing Growth - Reports Ordinary Meeting - 17 October 2018

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3. PRESENTATION AND MANAGING GROWTH

3.1 PRIORITIES FOR PLANNING STRATEGIES AND PLANNING SCHEME AMENDMENTS - 2018/19 - 2021/22


Author Emma Bryant, Amendments and Heritage Coordinator Responsible Bernie O’Sullivan, Director Strategy and Growth Director

Summary/Purpose

This report proposes the work program for strategic planning projects and amendments to the Greater Bendigo Planning Scheme for the next 4 years with an emphasis on the 2018/2019 financial year. This work program is reviewed every year. The report also summarises projects that were completed in the previous financial year.

RECOMMENDATION

That Council resolve to endorse the 2018/2019 Planning Scheme Amendments Work Program. RESOLUTION Moved Cr Wrigglesworth, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED

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Policy Context

City of Greater Bendigo Community Plan 2017-2021

Goal 4: Presentation and managing growth

Planning, developments and infrastructure that increase our liveability and pride in where we live.

Goal 6: Embracing our culture and heritage

Recognise and celebrate our unique history and diverse cultures.


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Recommendation 54 of the Independent Review 2013 is to: "Formulate a clear and transparent set of priorities for planning scheme amendments for the coming financial year for approval by Council and communicate these and the associated processes to the community." In response to this recommendation, Statutory Planning and Regional Sustainable Development (RSD) units review all current and proposed amendments and land use strategies that might result in a Planning Scheme Amendment annually and prioritises these over a four year period for Council endorsement. The Planning Scheme is the legal framework that sets out the parameters for all decisions that need to be made about land use and development in the municipality. Planning Scheme Amendments are the process to change that law. Planning scheme amendments can be proposed by private landowners as well as the City, but all amendments are legally undertaken by the Council as the ‘Planning Authority’ under the Planning and Environment Act, unless the Minister grants someone that power, including himself, which is not common. Council, as the planning authority, can reject a private proposal to prepare an amendment with no powers of review for the applicant. The ultimate approval for every planning scheme change is the Minister for Planning. Because they change the law of the City, amendments must:

Implement a clearly articulated strategy that is based on proven technical data and evidence.

Be legally and technically correct, in accordance with the Planning & Environment Act 1987 and Ministerial Directions.

Be formally exhibited to anyone who may be impacted by the changes and consider the views put forward.

Have an independent process (Panel) where there are different points of view between any of the parties involved; the City, community members and agencies.

It is this need for detailed evidence, legal procedures and the time taken to resolve differences along the way that makes the process lengthy and specialised. The process is set by the State Government and cannot be changed except through an act of Parliament. Amendments usually take between 12 and 24 months depending on complexity, issues that arise and the quality of the information submitted by a proponent. Timelines and work plans for Amendments can only ever be "best estimates" for reasons such as:

Applicants change their mind about what they want.

The State Government imposes a requirement that must be enacted.

It takes much longer than expected to finalise the background technical analysis.

Submissions and issues raised by referral agencies and/or community members.

Council changes its priorities of the work required.

Budget allocation by Council to complete the work.


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The RSD and Statutory Planning units work closely together to implement this program, with the former undertaking the broad planning strategies and the later implementing these strategies by turning them into detailed planning scheme provisions. The Statutory Planning Unit also undertakes the private amendment requests in accordance with the Private Planning Scheme Amendments Policy, and amendments for other units of the City and referral agencies, for example the flood amendments. In developing the priorities in a clear and transparent manner, the RSD Unit has developed an evaluation framework that considers each proposal against a set of criteria listed below:

The degree to which the Amendment delivers the strategic direction and priorities of the Community Plan.

The importance of the Amendment to success in Council's planning for growth, productivity and liveability.

Whether it is required because it implements State Government policy or is required by legislation.

Completing work already commenced or implementing recently completed work.

Political commitments.

The risks of not completing the work:

o Loss of life;

o Loss of Council and/or community revenue;

o Loss of community assets;

o Loss of liveability;

o Loss of reputation due to prior commitments made.

Previous Council Decisions July 2014: Council resolved to endorse the plan for 2014/15 and beyond.

27 July 2015: Council resolved to endorse the plan for 2015/16 and beyond.

16 August 2017: Council resolved to endorse the plan for 2017/18 and beyond.

Report

Completed projects from the 2017/18 work program are listed below: Strategies completed and adopted

Plan Greater Bendigo

Review of Farming Zone/Low Density Residential Zone land in the Urban Growth Boundary

Amendments adopted and submitted to the Minister for Planning

C161 Marong Business Park Part 2 (refused).

C220 Lansell Crest Development Plan (approved)

C233 Council land signage (approved)

C221 Bendigo Urban Flood Study (approved)

C223 White Hills and East Bendigo Heritage Study Stage 2 (approved)

C217 Big Hill and Mandurang Valley Landscape (pending)


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Extra amendments adopted and submitted to the Minister

C236 Council drainage Public Acquisition Overlay (approved) This Amendment was in response to an urgent requirement to upgrade the drainage network. Revisions to future work program The changes to the work program for 2018-2022 (see attached) are discussed below. A small number of projects and amendments, although they have progressed substantially, have had timelines extended due mostly to external factors:

Huntly and Maiden Gully Development Contributions Plans (DCPs) - delay due to further referral authority requirements including extension of Bushfire Management Overlay and VicRoads requirements.

CDB Heritage Study - issues with State Government mapping layer.

Heritage Strategy - review to accommodate Council priority changes.

Eaglehawk Landfill Buffer - extended to allow more rigorous technical assessments for landfill gas.

The extension of time for privately sponsored amendments is due to applicants’ delays in submitting further information to address issues raised. These include the Atisha/Great Stupa project and Latrobe University rezoning. Some Projects from 2017/18 have been combined with other projects for efficiency:

Marong Flood Study included with Marong Structure Plan amendment

Review of Highway Entrances and Boulevard study into Planning Scheme Review.

Maiden Gully urban design framework incorporated into Maiden Gully Structure Plan and DCP.

Individual heritage studies grouped into one program. The potential residential rezonings from the Housing Strategy and Low Density Residential Strategy are combined into one implementation project. The progress of these rezonings will depend on privately sponsored proposals being prepared that address the following criteria:

All technical and strategic concerns identified in the background strategy or new concerns raised by the City and referral authorities being addressed.

Efficiency through coordination with adjoining landowners and combined planning permits for use and development where required.

Clear broader benefit for the community and for meeting Council’s vision. In developing the 2018/19 Program, all project timeframes have been carefully reviewed to ensure they are realistic based on current resourcing. A further change from the 2017/18 Program is that all non-scheduled future work has been removed from this list and incorporated into the Planning Scheme Review list of future work. This list will then be reviewed and prioritised as part of the review. The 2019/2020 budget considerations will further refine this thinking.


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In developing this work program it is recognised that Council priorities can change and important and urgent projects can appear. Therefore any new proposals that come forward during the next 12 months will be considered against existing priorities and the same evaluation framework and will be reported to Council for a decision on whether and when it should proceed.


Many of these projects have come out of previous strategic projects that have undergone extensive community consultation. Other projects have been privately proposed following pre-application consultation with the Statutory Planning Unit and relevant referral authorities. Most projects and Amendments undertaken by the City go through an exhaustive consultation process including formal public exhibition.

Conclusion The Planning Strategies and Planning Scheme Amendments Work Program is an important tool as it outlines the agreed strategic land use projects for the RSD and Statutory Planning units. The priority actions and budget items are then developed to support this programme.


There is a long list of planning scheme amendments to undertake over the next 4 years to implement current work and to bring the planning scheme up to date. Undertaking planning scheme amendments can be very resource intensive depending on the complexity of the amendment, the number of submissions received to it and whether a planning panel is required. When a large amendment is on exhibition and going to a panel it can take almost all of an officer’s time for a number of months. It can also be difficult to plan when resources will be required exactly, particularly for assessing and managing private amendment requests. There is approximately 2.5 EFT currently available in the Planning Scheme Amendments team. The resources required to undertake the 2018/19 amendments has been estimated at approximately 3.5 EFT (including one full EFT to undertake the planning scheme review). As a result, these projects are likely to take longer to complete, or alternatively the City can delay private amendment requests to manage the workload. The resources required to undertake the proposed 2019/20 amendments program, is estimated at approximately 6.5 EFT. Of this approximately 1.3 EFT would be required to manage private amendments. The options to complete this program will be to prepare a budget bid for additional resources, or to delay some of the projects, including implementing the Marong and Heathcote Structure Plans.

Attachments

1. Planning Strategies and Planning Scheme Amendment Work Program 2018/19 – 2021/22.


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3.2 GREATER BENDIGO PLANNING SCHEME REVIEW, 2018 - ADOPTION OF DRAFT REPORT


Author Morgan James, Planner Amendments Responsible Bernie O’Sullivan, Director Strategy and Growth Director

Purpose

The Greater Bendigo Planning Scheme Review 2018 is an audit of the performance and operation of the Greater Bendigo Planning Scheme. The Review seeks to ensure the Greater Bendigo Planning Scheme is up to date, reflects Council’s vision and meets the community’s needs.

Summary

The Greater Bendigo Planning Scheme Review 2018 has found that although the Greater Bendigo Planning Scheme is operating well, it has several fundamental policy gaps which are impinging upon Council’s ability to sufficiently guide the development of the municipality. These fundamental policy gaps include:

Lack of policy and strategic direction for rural areas of the municipality;

Lack of a settlement network and hierarchy to appropriately guide future development in a coordinated and efficient way;

Lack of policy and strategic direction for environmental management;

Lack of infrastructure planning. There is a large amount of future strategic work recommended as part of this Review to bring the Scheme up to par with comparable Councils. These gaps show the importance of regular review of the Planning Scheme. It is essential that the Planning Scheme be reviewed every four years, in conjunction with the Community Plan and the Municipal Public Health and Wellbeing Plan, to ensure it remains on track and up to date. The targeted consultation undertaken as part of this Review so far has positively engaged users in the planning system and enabled identification of planning issues and improvements that can be made to the Planning Scheme. Key issues identified (in addition to the above) include:

Management of residential character and infill development;

The need to better apply the suite of residential zones to guide development;


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Coordinated delivery of housing and infrastructure;

Tensions between native vegetation, bushfire risk and settlement growth;

Sustainable transport options;

Need to complete heritage studies. The continued involvement of planning scheme users and the wider community in the identification of these matters will be fundamental to the success of the Planning Scheme Review.

RECOMMENDATION

That Council resolves to:

1. Adopt the Draft Greater Bendigo Planning Scheme Review, 2018;

2. Put the Draft Greater Bendigo Planning Scheme Review, 2018 out for community consultation for a minimum of one month.

RESOLUTION Moved Cr Alden, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED

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Policy Context

Planning and Environment Act, 1987 Section 12B of the Planning and Environment Act 1987 requires that a Planning Authority (Council) review its Planning Scheme every 4 years (no later than one year after the approval of the Community Plan) and provide the report to the Minister for Planning.


The last review of the Greater Planning Scheme was undertaken in 2010, but was not implemented into the Planning Scheme due to the large amount of strategic work underway at the time. The last review implemented into the Planning Scheme was in 2006. This means that the Greater Bendigo Planning Scheme is well overdue for review. The Greater Bendigo Planning Scheme must be regularly reviewed to ensure that it is up to date and can address key issues that the municipality is currently facing, or is expected to face in the future. It is also a legislative requirement under the Planning and Environment Act 1987 that each council must review their Planning Scheme every four years.


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An eight-step process for undertaking the Planning Scheme Review was developed (figure 1 below) and supported by a comprehensive project brief. The project brief was then peer reviewed by an independent planning expert to ensure it would achieve the objectives of the Review and the requirements of the Planning and Environment Act.

Figure 1: Planning Scheme Review process

Amendment VC148 Amendment VC148 was gazetted on 31 July 2018 by the Minister for Planning and is part of the Smart Planning program’s reforms to simplify and modernise Victoria’s planning policy and rules to make planning schemes more efficient, accessible, and transparent. The Amendment:

Introduced a new Planning Policy Framework (PPF);

Enabled the future introduction of a Municipal Planning Strategy (MPS) instead of the Municipal Strategic Statement (MSS);

Simplified the Victoria Planning Provisions (VPP’s) structure by:

o Restructuring particular provisions;

o Integrating VicSmart into applicable zones, overlays and particular provisions;

o Consolidating operational and administrative provisions;

Amended specific zones, overlays and particular provisions to improve their structure and operation and to support the future translation of Local Planning Policy Frameworks (LPPFs) to the MPS and PPF;

Introduced a new Specific Controls Overlay to replace Clause 52.03 Specific Sites and Exclusions;

Deleted outdated particular provisions;

Deleted permit requirements for low-impact uses in industrial zones;

Reduced car parking requirements for uses in commercial areas and for land within walking distance of high-quality public transport.


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Planning Policy Framework (PPF) The PPF is the new location for policy content in planning schemes. It replaces the State Planning Policy Framework (SPPF) and includes all State and regional planning policies. The PPF structure provides for three tiers of integrated planning policy: 1. Statewide 2. Regional 3. Local The PPF enables all policy content, including local policy, to be merged into a single policy source. The State, regional and local levels of policy are grouped by theme using the State policy themes with directly relevant regional and local policies ’nested’ under the corresponding State planning policy. The Municipal Planning Strategy (MPS) When Council translates its LPPF into the new PPF, it will also be required to introduce a MPS at Clause 02 of the planning scheme. The MPS supports but does not form part of the PPF. The MPS is a succinct expression of the overarching strategic policy directions of a municipality. It highlights the planning issues that are important to the municipality and provides context for the local policies in the PPF. The PPF and MPS work together to form the strategic basis of a planning scheme. The MPS will provide for the planning scheme’s policy foundation, based on the municipality’s location and regional context, history, assets, strengths, key attributes and influences. Planning schemes already have similar clauses in the MSS, however the new concise format will ensure a more focused and direct message about a council’s planning aspirations. As part of the Planning Scheme Review implementation, all local content will need to be reformatted/rewritten and inserted into this new structure (PPF and MPS). This will be a significant amount of work and DELWP is yet to provide further information about how this process will occur. Previous Council Decisions February 2010 – Council resolved to endorse the Greater Bendigo Planning Scheme Review (2010) and forward the report to the Minister for Planning. November 2011 – Council resolved to commence Planning Scheme Amendment C170 to implement the Greater Bendigo Planning Scheme Review (2010) into the Planning Scheme.


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Report

Policy Context of the Planning Scheme Review An initial step in the Review of the Greater Bendigo Planning Scheme involved developing an understanding of the policy context within which the Planning Scheme sits. Council is legislated to produce 3 key policy documents shown in figure 2 below:

Figure 2: Council’s legislated plans

In June 2017, Council adopted its Community Plan 2017-2021. The Community Plan, formerly known as the Council Plan, was renamed by Council to emphasise that it is a plan for the community. Council has adopted the following vision for its Community Plan:

Greater Bendigo – creating the world’s most liveable community A liveable community is one which enables people to live healthy safe harmonious lives in attractive and affordable settings. Liveable places have an excellent range of services for children and adults of all ages and facilities that are accessible to all. They don’t make unsustainable demands on the environment.

Council is also legislated to prepare two other key strategic documents – The Municipal Public Health and Wellbeing Plan (MPHWP) and the Municipal Strategic Statement (MSS). Under the provisions of the Public Health and Wellbeing Act 2008, Council is required to prepare a MPHWP every four years. The MPHWP must:

Be consistent with its Council plan and the land use plan required by the MSS;

Have regard to the current Victorian Public Health and Wellbeing Plan;

Be reviewed annually. The Greater Bendigo Health and Wellbeing Plan 2017-2021 was adopted by Council in October 2017. The Plan will guide Council and its partners in working to improve the health and wellbeing of our community over the next four years.


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The Municipal Strategic Statement (MSS) is Council’s high level strategic land use vision within the Planning Scheme which guides land use and development. It is important that the MSS integrates and is consistent with both the Community Plan and the MPHWP. Council has also adopted the One Planet Living Principles as part of the Greater Bendigo Environment Strategy 2016-2021 and is working towards accreditation as a One Planet council to assist in the implementation of its vision as creating the world’s most liveable community. One Planet Living is an internationally recognised sustainability framework for the community to live healthy and happy lives within the environmental limits of the planet. It is about “creating attractive, inspiring places which help people to live better, happier and healthier lives, within a fair share of our one planet’s resources.” The framework includes 10 principles that can be used to guide planning and action (health and happiness, equity and local economy, culture and community, land and nature, sustainable water, local and sustainable food, travel and transport, materials and products, zero waste, and zero carbon energy). Figure 3 below provides a snapshot of the high level policy context of the Planning Scheme Review and the strategic directions that need to be considered in the development of the updated planning policy.

Figure 3: Policy context of the Planning Scheme


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Of course, there are many other Council policy documents to consider. Council is currently in the process of developing an integrated strategic framework to outline its key strategic documents and the role they play in achieving its vision. Many of these documents have already been incorporated into the Planning Scheme; however, others are new and their implementation has been considered in this Review. Planning Policy Changes and Planning Performance A key part of a Planning Scheme Review involves reviewing recent planning policy changes and Council’s planning performance. Since the last Planning Scheme Review in 2010:

73 State Government VC amendments to the Greater Bendigo Planning Scheme have occurred, including new policy relating to Plan Melbourne, regional growth plans, a suite of zones, bushfire management policy and native vegetation policy changes etc.

79 Council Planning Scheme Amendments to the Greater Bendigo Planning Scheme were gazetted. Of these 21 (27%) went to a planning panel and 58 (73%) did not. In each case, the Panel was generally supportive of Council’s position.

The City processed over 9,500 planning permit applications, with only 131 permit refusals (1.4%).

183 planning matters progressed to the Victorian Civil and Administrative Tribunal (VCAT). Of these, Council’s decision was supported by the Tribunal 127 times (70%), whilst 56 were not supported. However, the 56 cases included 31 applications for extension of time, which due to legislation at the time, Council had no power to consider. This legislation has since been amended to allow Council to make a decision. Therefore excluding the extension of times, the number of times Council’s decision was not supported by VCAT reduces to 25 or 13%.

A planning permit benchmarking exercise was undertaken to examine Council’s planning performance against the State average and that of two other comparable councils. This exercise showed that Greater Bendigo is generally performing above average and often better than the two compared councils. This was particularly in regards to the time taken to process applications and applications with submissions. Planning Policy Audit After establishing the policy context of the Review, the next stage included an analysis of the status of the existing planning policy in the Greater Bendigo Planning Scheme. As an initial step, a policy neutral review and audit of the existing Municipal Strategic Statement (MSS) was prepared. A policy neutral review is the process of updating and improving the content of the Planning Scheme without changing the policy intent. This process reconfigured the existing MSS to align with the structure of the State Planning Policy Framework (SPPF), and enabled analysis of the existing local policy against State policy to identify repetition, gaps, and strengths. The audit also included review of:

All Zone, Overlay and Particular Provision Schedules (x119);

Planning referrals mechanisms (which includes notice requirements and seeking feedback from authorities such as VicRoads and Coliban Water etc);


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30 Local Planning Policies;

Recent VCAT cases (x183) and Planning Panel reports (x21). Targeted Consultation Following the initial identification of planning issues in the planning policy audit, targeted consultation was undertaken with key stakeholders to either validate findings or further identify issues. In this stage, officers targeted key internal and external stakeholders, particularly those who either regularly use the Planning Scheme or are experts in a planning related field. The consultation sought to identify the ways the stakeholders interact with the Planning Scheme and to identify any issues or improvements that could be made. To support this stage of consultation, a comprehensive Community Engagement Plan was prepared and included the purpose, objectives, key communication messages and engagement questions. An engagement action plan was also developed which detailed the stakeholders, their anticipated level of interest and influence, level of engagement required and method(s) of engagement, what feedback we were seeking, when and who was responsible.

Figure 4: Targeted consultation stakeholders

The following table provides a summary of the targeted consultation activities undertaken:

Type of Engagement Action

Project bulletin 120 copies distributed

Email survey to planning practitioners 70 recipients


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Type of Engagement Action

Tailored emails to referral authorities and internal referral units

30 emails sent

Presentations and/or workshops 23 workshops or presentations held

Submissions / written comments 26 received

Key matters raised in responses from consultation include:

The need to undertake strategic work to manage residential/industrial interface and encroachment issues and provide buffers;

Need to provide greater planning policy direction for rural areas and to review the rural dwellings and subdivision policies;

The need to update outdated references in policies, such as department names or legislation references;

The need to undertake a municipal wide audit of contaminated land and apply the Environmental Audit Overlay (EAO);

The need to audit the list of reference documents and remove redundant documents;

The need to update lengthy and disjointed policy in the MSS;

There is very dated and sparse information to assist with environmental management in the Planning Scheme. Need to review the application of environmental overlays such as the ESO, SLO and VPO;

Heritage studies need to be completed as soon as possible;

A tree register should be developed to protect significant trees;

Identification and protection of waste infrastructure;

A policy response to climate change should be developed; and

How best to manage future settlement in response to bushfire risk. Findings of the Planning Scheme Review

Formatting/Planning Scheme Structure The following list provides a summary of the formatting/structure findings of the Greater Bendigo Planning Scheme:

The themes used to structure the MSS are not consistent with the State themes and can cause confusion navigating policy. State policy themes should be used to logically structure local policy.

A number of drafting principles should be used to improve the quality of local policy:

o Remove policy which repeats SPPF

o Remove policy that does not relate to planning

o Use local policy only when necessary

o Use local areas in the MSS rather than local policies

o Don’t rely on external documents

o Use maps, plans and tables as much as possible

o Use a consistent hierarchy of clause headings

o Use clause numbering to assist with navigation

o Ensure there is a clear link between objectives and strategies

o Use a consistent suite of active verbs for strategies


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o Avoid strategies with multiple policies

o Avoid any conflicting policies

o Avoid listing unnecessary zones and overlay implementation

o Use a consistent format for reference documents

The Local Areas section of the MSS should be utilised to better group area specific policy which is scattered throughout the MSS.

All current and recommended strategic work should be prioritised using a strategic matrix to ensure work is undertaken in an orderly and strategic manner.

Formatting and language of local policy should be improved through the use of a hierarchy of headings, numbering of objectives and strategies to assist with navigation, and the use of consistent language.

Some policy themes do not have a framework plan to provide the spatial representation of the key strategic directions and issues. All MSS themes should include a comprehensive framework plan.

All local mapping in the MSS and Zone and Overlay Schedules should be updated to ensure it is legible and provides the necessary detail.

All incorporated and reference documents should be reviewed to ensure they are still relevant, necessary and sufficient policy has been extracted into the Planning Scheme.

Quality of Planning Policy The following list provides a summary of the policy audit findings of the Greater Bendigo Planning Scheme:

The strategic land use vision is dated and the Community Plan, MPHWP, and One Planet living principles should be integrated.

The section identifying the key issues and influences facing the municipality is far too long and should be more concise.

Settlement and housing policy has high level policy direction from the Greater Bendigo Residential Strategy, however it is lacking suburb/area specific direction to sufficiently guide development in a strategic and coordinated way.

Residential character policies have become very dated and have not kept pace with the development of urban Bendigo.

There are large areas of urban Bendigo and the wider municipality which are yet to be studied for heritage significance, putting important heritage assets at risk.

Identification and management of environmental assets is sparse and dated. This includes biodiversity, native vegetation, flora and fauna, salinity and erosion etc.

There is very minimal policy to guide the development of the rural areas of the municipality. This includes policy relating to the protection of prime agricultural areas, rural industries and locations where dwellings should and shouldn’t be supported in rural areas.

Open space policy is very dated and there’s minimal policy guidance for new open space requirements and contributions.

A policy response to climate change, renewable energy and environmentally sustainable design needs to be provided.

Commercial development directions are up to date with the implementation of the Commercial Land and Activity Centre Strategy.

Transport policy direction is also comprehensive and up to date with the implementation of the Integrated Transport and Land Use Strategy.


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There is insufficient policy direction in regards to development and community infrastructure requirements and contributions.

Local Planning Policies There are currently 29 Local Planning Policies included within Clause 22 of the Greater Bendigo Planning Scheme. The analysis of the policies reveals that:

1 is under review by a separate piece of strategic work (Gaming)

2 are quite good and require little change (Heritage and Signage)

2 should be merged and updated (Rural dwellings and subdivision)

3 should be retained, albeit edited (Industrial, Animal keeping, and Licensed premises)

5 should be moved into the MSS (Urban-forest interface, Salinity and erosion, Highway entrances, Hospital precinct medical centres and Calder freeway environs)

16 should be deleted and replaced by a new residential infill policy (Residential character precincts)

Zones In regards to the planning zones utilised in the Greater Bendigo Planning Scheme the following findings have been made:

Future strategic work is recommended to review the application of further residential zones (Residential Growth Zone (RGZ) and Neighbourhood Residential Zone (NRZ)), or other methods to better direct infill residential development;

Existing Mixed Use Zone (MUZ) areas need to be reviewed to ensure they’re operating as intended and separate schedules developed to provide more specific guidance for each area;

The use of the Township Zone (TZ) needs review to ensure it is achieving its intended outcome;

The Low Density Residential Zone (LDRZ) is operating well;

Industrial zones are operating well, however the Industrial Strategy is dated and requires review (which has now commenced). There is also conflict between industrial and residential areas that needs to be reviewed and managed;

The extent of Commercial 1 Zone (C1Z) in the City Centre should be reviewed as part of the CBD Plan refresh;

The Rural Living Zone (RLZ) needs review to examine land supply levels and application;

Potential use of the Rural Activity Zone (RAZ) should be investigated;

The Rural Conservation Zone (RCZ) needs review as some areas may have lost conservation values and it may need to be expanded into other areas;

All public zones should be reviewed to address any land use changes since the last review;

The Urban Growth Zone (UGZ) should be used for all new greenfield residential growth areas to promote orderly planning.


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Overlays In regards to the planning overlays utilised in the Greater Bendigo Planning Scheme the following findings have been made:

Additional planning permit exemptions should be considered to the Environmental Significance Overlays (ESOs);

All Vegetation Protection Overlays (VPOs) require review as part of broader environment study to identify flora and fauna assets across municipality;

There are 26 active schedules to the Design and Development Overlay (DDO):

o DDO2 (Lockwood South rural living area) and DDO6 (Urban forest interface)

require strategic review;

o Consideration should be given to whether the requirements from DDO 7 (Ascot

residential area), DDO9 (Axedale township), DDO10 (Maiden Gully structure plan) and DDO11 (Huntly transition area) can be incorporated into zone schedules;

o DDO5 (CBD) needs updating and will be reviewed in CBD review,

o VC148 changes now allow councils to specify application requirements in DDO

Schedules. An appropriate policy response should be developed.

There are 17 active schedules to the Development Plan Overlay (DPO):

o DPO2 (Epsom and Ascot), DPO3 (GRZ density management), DPO14 (Scott

Street White Hills), DPO15 (Burgoyne Street Huntly), and DPO23 (Botheras Court Epsom) have been completed or are no longer considered necessary and should be deleted;

o DPO4 (LDRZ density management) is complex and requires review through a

separate piece of strategic work;

o DPO6 (Townships) is considered no longer necessary and can be deleted. Better

objectives should be developed for Zone Schedules;

o DPO17 (Former Rocklea Mills Kangaroo Flat) is being deleted through a separate

piece of work;

o DPO26 (Strathfieldsaye township) will be amended through separate piece of

strategic work;

o Due to so many changes and completion of development, all DPO Schedules

should be renumbered to erase number gaps;

A strategic review of the 2 Neighbourhood Character Overlays (NCOs) needs to occur to assess if they're operating appropriately and address overlaps with the Heritage Overlay. This should be undertaken in conjunction with heritage studies if in the vicinity, or follow after;

The extent of the Erosion Management Overlay (EMO) and the Salinity Management Overlay (SMO) require examination;

The Parking Overlay (PO) needs review and should be addressed in the CBD Plan refresh;

A municipal wide audit of potentially contaminated sites needs to be undertaken and the Environmental Audit Overlay (EAO) applied where warranted.

New Planning Policy The following, recently completed strategic work is recommended to be included in the Planning Scheme as part of the Review:

Community Plan 2017-2021

Greater Bendigo Municipal Public Health and Wellbeing Plan (2017 – 2021)

Plan Greater Bendigo (2018)


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Greater Bendigo Housing Strategy (2018)

City of Greater Bendigo Rural Communities Strategy (2016)

City of Greater Bendigo Environment Strategy (2016-2021)

City of Greater Bendigo Waste and Resource Management Strategy (2014–2019)

Loddon Campaspe Integrated Transport Strategy (2015)

Bendigo Freight Study (2017)

Greater Bendigo Public Space Plan (2018)

Rural Areas Strategy (2009) The implementation of the above strategic work will include high level contextual and strategic directions. Detailed planning controls or land rezonings are beyond the scope of the Planning Scheme Review and will require separate implementation. Recommendations The 2018 Planning Scheme Review has made the following key recommendations: 1. Action the following outstanding recommendations from the 2010 Planning Scheme

Review:

Undertake future strategic work to review/update the following documents and then implement into the Planning Scheme:

o Rural Areas Strategy, 2009

o North Central Biolinks Report, 2009

o Urban Salinity Guidelines

o Roadside Management Plan, 2011-2015

Include a policy response to climate change, renewable energy etc. in the MSS;

Include a policy response to the North Central Regional Catchment Strategy in the Planning Scheme;

Undertake further strategic work to investigate a planning policy response to the following matters:

o Housing affordability

o Intergenerational equity

o Urban-forest interface tensions

o Management of residential character

o Intensive animal industries

o Use of the Rural Activity Zone (RAZ);

Work with DELWP to address Crown land zoning anomalies;

Identify the following as further strategic work required:

o Huntly heritage study

o Review and expansion of Vegetation Protection Overlay (VPO) mapping

o A municipal wide Significant Landscape Overlay (SLO) study;

Establish a program to educate the community on the role and function of the Greater Bendigo Planning Scheme and the services offered by the Statutory Planning Department.

2. Integrate the vision and goals (below) of the Community Plan 2017-2021, the Municipal Public Health and Wellbeing Plan 2017-2021 and One Planet Living into the Greater Bendigo Planning Scheme.


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3. Include a local policy response to the following State Government reforms:

Melbourne Metropolitan Plan (‘Plan Melbourne’)

Loddon Mallee South Regional Growth Plan

Planning policy for Healthy Neighbourhoods

Planning requirements for racing dog keeping and training facilities

Protecting Victoria’s environment – Biodiversity 2037 and the new native vegetation management framework

VC140 and settlement planning for bushfire.

4. Undertake future strategic work recommended in the review of Planning Panel reports:

Consider consistent application of DDO6 Urban – forest interface

Review the non-urban breaks around Bendigo

Consider heritage values of character policies

Review old airport controls

Review Strathfieldsaye density and character controls

Review zoning of 91 Howard Street following buffer work

Prepare an overall strategic framework plan and review the UGB

Review the Significant Landscape Overlays for Big Hill and Mandurang

Review the flooding overlays as more information becomes available and mitigation is undertaken.

5. Review planning permit referral and notice requirements following the planning permit benchmarking exercise to determine if any requirements are unnecessary and could be removed.

6. Undertake the following actions to address the issues identified in the VCAT cases review:

Undertake further strategic work to better manage residential character and residential growth. Specifically:

o A review of the Residential Character Study 2001 is required as the policies

are very dated

o Strategic work should investigate the use of the full suite of residential

zones and schedules

Undertake a review of the Eaglehawk and Bendigo Heritage Study 1993, which covers much of urban Bendigo and provides insufficient information

Undertake a review of the Rural Areas Strategy 2009 or similar rural land use strategy

Review the Gaming Policy (currently underway through a separate project)

Review the Highway Entrances and Boulevards Study, 1994 and ensure there is sufficient policy translation into the Planning Scheme

Ensure appropriate translation of reference documents into the Planning Scheme. Specifically:

o Northern Corridor and Huntly Local Structure Plan, 2005

o Strathfieldsaye Township Plan, 2012 (currently underway through a

separate project)

Develop urban design guidelines to ensure the appropriate design of commercial developments (such as shopping centres)

Delete the “Cultural Heritage Report, August 2010” from the list of reference documents as it is no longer relied upon


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7. Adopt the ‘Policy Neutral review of the Greater Bendigo Planning Scheme LPPF, April 2018’ as the base version for the MSS re-write, to which new policy will be added and redundant policy deleted in the subsequent Planning Scheme Amendment.

8. Adopt the recommendations of the audit of the Greater Bendigo Planning Scheme as identified in Section 5 of the review report, including those relating to:

Formatting and language

Planning policy audit

Recommended further strategic work

Maps and plans

Incorporated and reference documents

Local planning policies

Zones, Overlay and Schedules

Schedules to the particular provisions

Referral and notice requirements

9. Develop comprehensive strategic framework plans for both urban and rural Greater Bendigo to provide the ‘big picture’ or vision of the municipality and should show:

Main features and land uses

Areas that are of significant environmental value

Areas where environmental risks are to be managed

Growth opportunities or constraints

Strategic redevelopment sites

Transport connections

Existing and future infrastructure

10. Adopt the recommendations for further strategic work listed at section 5.2.12 and prioritise the recommendations using the proposed strategic work matrix, which assists in identifying need, risk, benefits, costs and timeframes to complete each piece of work and enable an overall prioritisation of work.

Council's adopted strategic work program should be reviewed in light of the recommendations of this review and included in the strategic matrix assessment to ensure all work is prioritised

11. Identify further strategic work to be included in the MSS using the following principles:

It will aid a user in making a decision or recommendation

It demonstrates a link to achieving the objectives of planning

It has been clearly scoped and identifies the issue or issues to be addressed

It responds to a relevant local planning need

12. Include a policy response to the issues identified by stakeholders in the LPPF re-write where appropriate or identify further strategic work to be undertaken.

13. Implement the identified new strategic work into the Planning Scheme as recommended. This includes:

Community Plan 2017-2021

Greater Bendigo Municipal Public Health and Wellbeing Plan (2017-2021)

Plan Greater Bendigo (2018)

City of Greater Bendigo Rural Communities Strategy (2016)

City of Greater Bendigo Environment Strategy (2016-2021)

City of Greater Bendigo Waste and Resource Management Strategy (2014–2019)


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Loddon Campaspe Integrated Transport Strategy (2015)

Bendigo Freight Study (2017)

Greater Bendigo Public Space Plan (2018)

City of Greater Bendigo Rural Areas Strategy (2009)

14. That Council:

Adopt this report as the review required pursuant to section 12B (1) of the Planning and Environment Act 1987

Forward the report to the Minister for Planning as required by section 12B (5) of the Planning and Environment Act 1987

Prepare and implement an Amendment to the Greater Bendigo Planning Scheme to implement the recommendations of the Planning Scheme Review

Recommended Further Strategic Work A large amount of future strategic work is recommended by the Review to address the identified policy gaps and bring the Planning Scheme up to par with comparable Councils. Recommended work includes:

Urban and rural settlement strategy

Bushfire and settlement risk study

Environmental significance study

Contaminated land audit

Climate change and integrated water management strategy

Urban design program

Urban tree strategy To prioritise the recommended work and ensure it's undertaken in an orderly way, a draft comprehensive matrix has been developed to prioritise the recommended work. The risk matrix prioritises the recommended work against a number of factors including:

Potential risk to life from not doing the work

Potential risk to liveability

Potential lost income to Council or the community

Potential lost assets to Council or the community

Work is an essential strategic driver/enabler of other strategic work

Urgency of the work

What benefit will be gained from undertaking the work Peer Review of the Draft Planning Scheme Review In order to ensure the Planning Scheme Review met its objectives and made appropriate findings and recommendations, it was peer reviewed in August 2018 by an independent planning expert (see appendix 3 for the peer review report). The peer reviewer found that “overall, this is an impressive and comprehensive review and more than meets the requirements of the legislation…The methodology is sound and the depth of research that has been undertaken to prepare the Review is greater than is normally seen in Planning Scheme Reviews. This places Council in a good


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position to update the planning scheme to be a better land use and planning decision making too.” (Redink Planning, 2018). Priority/Importance As required by the Planning and Environment Act 1987, Council must complete a Planning Scheme review every 4 years (no later than one year after the approval of the Community Plan) and provide the report to the Minister for Planning. It has been 7 years since the Greater Bendigo Planning Scheme was last reviewed and the Minister for Planning has urged Council to undertake the review promptly. Timelines: Following community consultation in November to December 2018, it is anticipated the final draft of the Planning Scheme Review report will be presented to Council for adoption in the first quarter of 2019. Following adoption of the Planning Scheme Review by Council, it will be forwarded to the Minister for Planning in accordance with the requirements of the Planning and Environment Act 1987. The Planning Scheme Amendment process will then commence through the drafting of the detailed planning changes to the Greater Bendigo Planning Scheme, which will be further reported to Council in mid-2019. Risk Analysis: There is potential for an adverse community reaction to the findings of the Review and its recommendations. However, as the project is a review, it has generally only included already consulted upon work and excluded substantial or major strategic changes as they are beyond the scope of a review. Therefore, it is considered the risk is minimal. However, one point of contention may be the proposed solution to the tensions that have become apparent between residential character and managing infill residential development. Bendigo is affected by 16 Residential Character Local Planning Policies which stem from the Bendigo Residential Character Study, 2001. This study is now very dated and due to the overly prescriptive and stagnant nature of the policies, they have not kept pace with the development of Bendigo. Bendigo’s residential areas and growth rate has significantly changed since the study was completed. Council has also adopted a Residential Strategy which now actively encourages infill development. As a solution, it is proposed to delete the 16 character policies and develop a single, generic residential infill policy which provides guidance about what residential infill we seek and how it should address the character of the area. The policy will be about creating a balance between growth and respecting character. The policy will provide useful guidance about how it should be done and will include the development of residential infill design guidelines to assist the community and development industry.


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It is expected much of the community and development industry will be supportive of this change, which makes policy intentions clearer and much easier to navigate. The development of the design guidelines will also be of huge assistance in understanding and improving the quality of development and will follow on from the success of the Heritage Design Guidelines. However, there is risk that some parts of the community may be concerned about the loss of the character polices and their specific detail. Nevertheless, it is considered there is not a loss of policy intent, rather a move away from prescription (which dates easily), to guiding policy which can continue to grow with Bendigo. Instead of a dated prescription of an area’s character, there will now be policy which requires an applicant to undertake and demonstrate an assessment of the street’s character and provide a detailed response of how their development responds to the policy and guidelines. It also recommended, as part of the future strategic work recommendations, that a review of Bendigo’s residential character be undertaken as part of the urban settlement study and where warranted, more detailed area specific planning policy or controls could be developed.


Community engagement for the Planning Scheme Review will commence on Monday, 22 October 2018 and run until Friday, 30 November. Unlike the targeted consultation undertaken so far, this stage will be about targeting as much of the community as possible and seeking their feedback on the performance of the Greater Bendigo Planning Scheme. Community engagement seeks to achieve the following objectives:

To hear the community’s feedback on the performance of the planning scheme and identify planning issues

To hear the community’s feedback on our findings of the Review

To positively engage and educate the community about planning

The engagement should try to reach as much of the community as possible as the breadth of the planning scheme affects everyone

The engagement will include:

A Facebook competition to win a $100 gift voucher by completing a survey

Thematic discussion papers to break down findings of the Review into themes

Use of the City's web page to promote thematic discussion and link to the survey

Use of a reference group for detailed issues exploration

Social media advertisements

Attending community/committee meetings etc

Media release and print media

Further discussions with all parties involved in previous targeted consultation


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Conclusion

While the Greater Bendigo Planning Scheme Review 2018 has confirmed that the basis of the Greater Bendigo Planning Scheme is fundamentally sound, it is evident that to remain contemporary it needs to implement recently adopted strategic work as well as commission strategic work on the gaps that have become apparent since the last review. It also requires major reformatting to transition into the new Planning Policy Framework and Municipal Planning Statement scheme structure implemented by VC148.

Options

Council has the option of adopting the Draft Greater Bendigo Planning Scheme Review 2018 as presented, or with any changes or clarifications that it determines are required. The option is also available not to adopt the Draft Review.


The project is being undertaken and managed in-house, therefore financial costs have been much less than if an external planning consultant was appointed to undertake the project. Officer time will be required to continue to undertake and manage the project. Expenses so far have related to:

The 2 stage peer review of the project brief and draft report by an independent planning expert totalling $11,000

2 Councillor workshops with an independent planning expert to explore the land use vision of the municipality and the key planning issues, totalling $9,000

Upcoming expenses are expected to relate to the cost of running public consultation, communications, and materials.

Attachments

1. Draft Greater Bendigo Planning Scheme Review, 2018 2. Appendices to the Draft Greater Bendigo Planning Scheme Review, 2018 3. Peer review report on the Draft Greater Bendigo Planning Scheme Review, 2018 by

RedInk Planning, September 2018.


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3.3 PLANNING SCHEME AMENDMENT - RECOGNITION OF THE INFRASTRUCTURE DESIGN MANUAL IN THE GREATER BENDIGO PLANNING SCHEME - FOR INFORMATION AND SUPPORT


Author Frank Casimir, Statutory Planner Responsible Bernie O’Sullivan, Director Strategy and Growth Director

Summary/Purpose

Amendment details:

This Amendment is being prepared by the Minister for Planning who is the planning authority for this Amendment. The Amendment proposes to introduce the “Infrastructure Design Manual” (IDM) into the planning schemes of 42 regional councils including Greater Bendigo. The IDM is an engineering manual which specifies the standard requirements for the design and construction of Council’s infrastructure. The purpose of this report is to inform Council and to request its support for the Amendment before the Minister for Planning considers approving the Amendment. In addition, but outside the scope of this Amendment, this report seeks Council resolution to support the trial of the Sustainable Infrastructure Guidelines (SIG) for 12 months as an optional reference document for use in the design of new developments, subdivisions and Council projects.

Proponent: Minister for Planning

Key issues:

The IDM will be a guideline document in the Municipal Strategic Statement (MSS) and contains no mandatory requirements.

The IDM increases the consistency of the standards for infrastructure provision for the subdivision and development of residential, commercial, industrial and rural land.

Testing a range of sustainable design options and materials in urban and rural environments through a 12-month pilot to determine their feasibility and costs.


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RECOMMENDATION

That Council resolve to:

1. Write to the Minister for Planning to advise that Council supports the proposed Ministerial Planning Scheme Amendment to introduce the “Infrastructure Design Manual” (IDM) into the Greater Bendigo Planning Scheme.

2. Adopt the Sustainable Infrastructure Guidelines (SIG) for a 12-month trial. The SIG will serve as an optional reference document for use in the design of new developments, subdivisions and Council projects.

RESOLUTION Moved Cr Fyffe, Seconded Cr Emond. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

City of Greater Bendigo Community Plan 2017 – 2021

Goal 1: Lead and govern for all

Take a leadership role in regional planning, advocacy and work in partnership with regional councils.

Goal 4: Presentation and managing growth

Keep Greater Bendigo attractive with good quality public facilities and spaces Goal 5: Environmental Sustainability

Drawing on the One Planet Living framework to connect the health of the natural environment to the health and prosperity of our environment.


In 2001, Clause 56 (Rescode) was introduced into all planning schemes in Victoria. This clause contains the objectives and standards for infrastructure provision that councils must consider when deciding on planning permit applications to subdivide land in the residential zones. These objectives and standards do not apply to planning permit applications for the subdivision of land zoned industrial, commercial or rural. As a result, the standard to which the required infrastructure must be constructed in these zones was reliant solely on each individual council’s Engineering Department.


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In 2004, Greater Bendigo, Greater Shepparton and the Campaspe Shire agreed to develop the Infrastructure Design Manual (IDM) to assist councils and developers in the consistent design and construction of infrastructure. The IDM contained some elements additional to Rescode and these were accepted by the development industry because it provided them with an element of certainty about what the requirements would be before they commenced their development. The idea was also to minimise disruptions to the development community by making standards uniform across the borders of the three municipalities. The IDM provides guidance for the construction and provision of infrastructure and has the following objectives:

To ensure clarity for developers and councils by providing guidelines for local engineering requirements.

To clearly document requirements for the design and development of infrastructure.

To standardise requirements to expedite approvals.

To ensure minimum design criteria are met by either Council or developers. The three councils' Engineering departments started using the first version of the IDM in October 2007 after an extensive consultation process. In 2012, the Sustainable Infrastructure Guidelines (SIG) was prepared in consultation with the development industry to form part of the IDM by conducting research on design practices and materials in Australia and overseas, reflecting concepts such as Green Infrastructure, Sustainable Development and Low Impact Development. In May 2014, the Local Government Infrastructure Design Association (LGIDA), was created and incorporated. The LGDIA represents all councils using the IDM, which by then had grown significantly. In June 2015, Greater Shepparton City Council as a pilot council was successful in making a request to the Minister for Planning to prepare an Amendment to its planning scheme to give formal recognition to the IDM and enable it to be fully utilised in planning decisions. As part of the approval process of the Amendment, the Minister for Planning appointed the Infrastructure Design Manual Advisory Committee to consider issues associated with the broader implementation of the IDM into other planning schemes. The conclusion of the Committee was that the IDM is a technically sound and useful document and recommended that the Minister consider its implementation in the planning schemes of all regional councils on a staged basis under Section 20(4) of the Planning and Environment Act 1987 (the Act). To address a submission received to the Amendment, the SIG was removed from the IDM and became a separate document.

Previous Council Decisions 31 October 2015 – Council adopted the Infrastructure Design Manual.


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Report

The attached Explanatory Report details the purpose and effect of the Amendment and provides the strategic justification for the Amendment. Key issues identified in the Explanatory Report are discussed below. Land affected by the Amendment The Amendment affects all land within the municipality of Greater Bendigo. What the Amendment does The Amendment proposes to give formal recognition in the Greater Bendigo Planning Scheme to the ‘Infrastructure Design Manual’ (IDM) which has already been adopted by Council. It does this by making changes to the Municipal Strategic Statement (MSS) at Clause 21.09 to state that the design, management and delivery of infrastructure are key issues for Council. The main proposed change to Clause 21.09 is the introduction of a new objective which seeks to provide clear and consistent guidelines for the planning, design and construction of infrastructure. One of the proposed strategies to achieve this objective is to encourage new subdivision and development that has regard to the objectives and requirements of the IDM. Generally, the introduction of the IDM into the Planning Scheme complements the objectives and standards of Clause 56 for residential subdivision applications. It will also be used to assess subdivision and development applications in all other zones and in the development and assessment of Precinct Structure Plans and development plans. The IDM is already listed as a reference document at Clause 21.10 of the Planning Scheme, however, there is an error in the title so this Amendment will also correct that. Specifically, the Amendment proposes to:

Amend Clause 21.09 (Integrated Transport and Infrastructure) to include a new objective and the strategies regarding the Infrastructure Design Manual (as amended).

Amend Clause 21.10 to include the revised Infrastructure Design Manual LGIDA (as amended) as a reference document.

Social, Economic and Environmental Impacts Social Impacts The IDM standardises Council requirements for the design and construction of municipal infrastructure. It aims to provide a consistent approach to ensure the design of development and subdivision of land achieve attractive, liveable, walkable, cycleable, diverse and sustainable neighbourhoods for present and future communities. The Amendment will result in positive social impacts for Council, the community and the region as a whole.


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Economic Impacts The recognition of the IDM in the Greater Bendigo Planning Scheme will provide consistency and certainty around the standard engineering requirements for infrastructure provision. It is therefore anticipated that this will allow both land developers and Council to better manage and forecast the financial costs associated with infrastructure construction as it will now be possible to determine these costs at the planning permit application stage of the development or subdivision. The proposed Amendment is considered to have significant economic benefit to Council and the community. Environmental Impacts The Amendment is expected to have positive environmental effects. The Infrastructure Design Manual provides design criteria for future development to ensure that development does not impact negatively on the environment and is undertaken in an environmentally sustainable manner. Although the Sustainable Infrastructure Guidelines do not form part of the proposed Infrastructure Design Manual amendment, it is the intention of the Local Government Infrastructure Design Association that the Sustainable Infrastructure Guidelines will in time be incorporated into the Infrastructure Design Manual. Leading by example and trialling the Sustainable Infrastructure Guidelines for a 12-month period will assist with demonstrating the positive effects of the Sustainable Infrastructure Guidelines. Strategic Justification – Planning Context The Amendment is supported by the following clauses in the Greater Bendigo Planning Scheme:

Sustainable Infrastructure Guidelines (SIG)

There is currently a need for Council to address the social and physical challenges associated with climate change and sustainability. Accordingly, more sustainable infrastructure needs to be considered when designing projects. The SIG seeks to provide guidance on alternative design options and materials that will deliver more sustainable infrastructure through:

Using recycled materials

Reducing the carbon footprint of infrastructure projects

Reducing maintenance and operating costs

Utilising water in more efficient ways Two councils in regional Victoria have already adopted the SIG and it is the intention of the City that the SIG be implemented as an optional reference document for a 12-month trial for use on new developments and Council projects. The use, outcomes and feedback on the document will be monitored during this time for consideration of ongoing adoption of the document following the trial period.


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State Planning Policy Framework Clause 16.01-2S (Location of residential development) has an objective to locate new housing in designated locations that offer good access to jobs, services and transport. One of the strategies to achieve this is to facilitate residential development that is cost effective in infrastructure provision and use, energy efficient, incorporates water efficient design principles and encourages public transport use. The Amendment is supported by this clause because it will allow for infrastructure to be constructed according to standard requirements whilst considering the local context. Clause 18.01-2S (Transport system) has an objective to coordinate development of all transport modes to provide a comprehensive transport system. One of the strategies to achieve this is to consider all modes of travel, including walking, cycling, public transport, taxis and private vehicles (passenger and freight) in providing for access to new developments. The Amendment is therefore consistent with this clause. Clause 18.02-1S (Sustainable personal transport) has an objective to promote the use of sustainable personal transport. One of the strategies to achieve this is to ensure cycling routes and infrastructure are constructed early in new developments. The Amendment is supported by this clause because it will allow for the consideration of transport options at the planning stage of all developments where appropriate. Clause 19.03-2S (Infrastructure design and provision) has as objective to provide timely, efficient and cost-effective development infrastructure that meets the needs of the community. The strategy to achieve this is to provide an integrated approach to the planning and engineering design of new subdivisions and developments. The Amendment is supported by this clause because it will allow for the construction of infrastructure in a coordinated and efficient manner. Local Planning Policy Framework Clause 21.05-7 Compact Greater Bendigo (Design quality) contains an objective to improve the design quality of new housing, the public domain and open spaces. One of the strategies to achieve this is to create public spaces that are attractive, safe and interesting. The Amendment is supported by this clause because it will enable the provision and construction of quality spaces in a standard manner. Clause 21.09-7 (Infrastructure) has as objective to ensure the appropriate provision of infrastructure that meets Council and community expectations. This clause has a number of strategies to achieve this including promoting water sensitive urban design techniques in new development. The Amendment is supported by this clause because it strengthens the role of the IDM in the Planning Scheme.


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Discussion The development of the IDM was in response to concerns that Rescode does not provide enough detail in regard to engineering standards and requirements for infrastructure construction in regional Victoria. It was required as a guideline document to supplement the provisions of Rescode. It is therefore not the intent of the IDM to create additional planning controls but only to act as a guide for the provision and construction of infrastructure. The inclusion of the IDM as only a reference document in the Planning Scheme does not give it enough weight in the planning decision making process for infrastructure provision. This is because as a reference document, the IDM is external to the Planning Scheme and is used only as a source of useful background information. The use of the IDM specifications in planning permit conditions carries the risk of being overturned at the Victorian Civil and Administrative Tribunal (VCAT) and so the statutory planners are reluctant to give them adequate weight. The formal recognition of the IDM in the Planning Scheme by including it in the MSS, minimises this risk. The inclusion of further reference to the IDM in Clause 21.09 of the Planning Scheme will give the IDM further weight and certainty because developers will be able to incorporate engineering costs into their feasibility analysis at the planning stage of the development. The Amendment will therefore streamline the land development process.


The Minister for Planning may exempt himself from giving notice of an Amendment before he approves it under Section 20(4) of the Act. However, consultation with the development industry and other parties occurred before the IDM was adopted by Council in 2007. The City of Greater Shepparton (one of the three founding members of the IDM) has recently, successfully completed its own Planning Scheme Amendment which was advertised State-wide to include the IDM in its planning scheme and according to the Panel report for the Amendment, it received high level support from around Victoria. The IDM is also a document which is managed, reviewed and updated in a process run by the LGIDA Technical Committee and it is accessible publicly at www.designmanual.com.au/ As the IDM has widely been accepted and used by the land development industry and various councils including the City of Greater Bendigo for more than 10 years and it is already a reference document in the Planning Scheme, it is not expected that further consultation is required.

http://www.designmanual.com.au/


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Conclusion

In summary, the Amendment will not introduce any new permit trigger in the planning scheme but only provides for further guidance on planning decision making. Given the length of time that the IDM has been used by both land developers and councils around Victoria as a guide to determine construction standards for infrastructure, the IDM is deemed to be a robust technical document that should be given more weight in the land development process and therefore, should be part of the Planning Scheme. Subsequently, piloting the SIG for 12 months will allow Council to immediately incorporate no/low cost opportunities into Council and development projects. Review of its use, outcomes and feedback during that time will inform whether ongoing adoption and implementation of the SIG should occur. It is recommended that Council supports the proposed Amendment to the Greater Bendigo Planning Scheme and supports the 12-month trial of the SIG.

Options

Council has the option of:

Supporting the Ministerial Planning Scheme Amendment in its current form.

Requesting the Minister for Planning to make changes to the Amendment before its final approval by the Minister for Planning.

Refusing to support the Ministerial Planning Scheme Amendment.

Supporting the 12-month trial of the Sustainable Infrastructure Guidelines with the potential for ongoing adoption and implementation once a review of the use, outcomes and feedback provided has been considered.

Refusing to support the 12-month trial of the Sustainable Infrastructure Guidelines.


There will be no impact on the future resources of the Council as planning permit activity will not be increased as a result of this Amendment.

Attachments

Explanatory Report

Draft Clause 21.09

Wellbeing and Fairness - Reports Ordinary Meeting - 17 October 2018

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4. WELLBEING AND FAIRNESS

4.1 BENDIGO MAUBISSE FRIENDSHIP COMMITTEE MEMBER APPOINTMENTS


Author Daniella McClure, Acting Manager Community Partnerships Responsible Vicky Mason, Director Health and Wellbeing Director

Purpose

For Council to consider the recommended member appointments for the six vacant positions on the Bendigo Maubisse Friendship Committee.

Summary

The Bendigo Maubisse Friendship Committee (BMFC) is a Special Committee of Council under Section 86 of the Local Government Act 1989. The BMFC must comprise a minimum of 16 representatives and be appointed by Council resolution following an expression of interest process. Committee members are appointed for a 1, 2 or 3 year term and may renominate for a further term through expression of interest. At June 30 2018 the term of six committee members expired. In order to fill the vacancies the City proceeded to run a public expression of interest process in June and July 2018. Two of the six members that have an expired term have renominated, as have an additional four community members. The City has undertaken an evaluation of the suitability of the applicants, with support from two existing BMFC members and Councillor Jennifer Alden as the Chair of BMFC.


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RECOMMENDATION

That Council appoint to the Bendigo Maubisse Friendship Committee for a three year term: Bradley Christian, Amanda Lonergan, John Jones, Susan Griffiths, Milton Long and Jenny Feiss.

RESOLUTION Moved Cr Alden, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED ~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Community Plan Reference: Greater Bendigo Community Plan 2017-2021: Goal 2 Wellbeing and Fairness

Inclusive policies, partnerships and projects that increase access, improve health and learning opportunities, by building better connections and quality of life for all.

Objective 2.2.3 Build on partnerships and coordination of information with health and

other agencies Council Policy Reference (include weblink as applicable): International Relations Policy


The Greater Bendigo Council relationship with Timor Leste commenced in late 2006 when it established the BMFC to work with the community of Maubisse. The BMFC works on a community to community basis to undertake a range of projects to assist the people of Maubisse in the District of Ainaro in Timor Leste.

The BMFC contributes to improving standards of living, access to essential services, training, capacity building, arts and social programs in the Maubisse community.

The BMFC functions formally as a Special Committee of Council under Section 86 of the Local Government Act 1989 (the Act). The Act provides for a Council to delegate some of its functions, duties or powers to Special Committees that then operate under an Instrument of Delegation.


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Section 86 Committees are, in essence, an extension of Council. They are subject to the same stringent governance and administrative requirements as Council and therefore compliance is important. Current and former Mayors and Councillors have had a strong involvement with these committees, and have been a part of visiting delegations (the most recent being Mayor Councillor Margaret O’Rourke in January 2017 and Deputy Mayor Councillor Jen Alden in 2018). Administrative support is provided to work with the BMFC and upload minutes of meetings, provide general administrative advice and oversee the arrangements such as insurance for each delegation travelling to Timor Leste. In September 2018 a presentation briefing was made to Council by the BMFC to provide background, recent achievements and current priorities, as well as presenting the 2016/17 Annual Report. The Instrument of Delegation outlines the list of members and the length of term for each member. The BMFC felt it was important to have a staggered expiry term for membership to ensure a good level of continuity was maintained. As a result, this means that each year there will be at least four committee positions that become available. The City facilitated the expression of interest process and makes a recommendation to Council on the appointments. Previous Council Decision(s) Date(s): April 2017 – Council supported the revised Instrument of Delegation for BMFC which included a list of members and the expiry dates of their membership terms. August 2017 – Council appointed four members for a three year term.

Report

As a Special Committee BMFC are obligated to comply with the requirements of the Act. In addition to the Act the operations and work of the BMFC are guided by their current Instrument of Delegations which states the following: The Special Committee shall comprise a minimum of 16 representatives and be appointed by Council resolution following an expression of interest process. Composition of the Special Committee shall be at least:

14 community members;

1 City of Greater Bendigo councillor;

1 officer of the City of Greater Bendigo Committee members will be appointed for a 1, 2 or 3 year term and may renominate through expression of interest for a further term. The Councillor representative is Jennifer Alden and the officer representative is Steven Abbott, Manager Community Partnerships.


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At June 30 2018 the term of six sitting community members expired and therefore these positions became available. The City proceeded to run a public expression of interest process for these six available positions in June and July 2018. The opportunity to express an interest was advertised on the City’s social media accounts, in local newspapers, on the City’s website and via a direct email out to the distribution list of BMFC. Two of the six members that have an expired term have renominated, as have an additional four community members. A small committee was formed to undertake an evaluation of suitability of the applicants and make the recommendation to Council. This committee was made up of two BMFC members (Barry Secombe and Heather Ridge), Councillor Jennifer Alden as Chair of BMFC and Steven Abbott Manager Community Partnerships as City of Greater Bendigo representative. This evaluation committee met on the 13 August 2018. The evaluation committee considered the applicants responses to the following questions:

Why would you like to join the Bendigo Maubisse Friendship Committee or serve another term?

What personal skills do you have that you feel would be relevant to be part of the committee?

Do you have, or are you interested in, developing skills in governance, strategy, risk and finance?

Do you have experience in, or an understanding of, a community development approach to partnerships that support diversity, equity and human rights?

Do you have experience in international relations and/or cultural diversity?

Do you believe you have strong communication skills and can you give us an example of when you have used these skills?

What do you believe is needed to be part of a committee that provides fairness to all members and stakeholders?

The following applicants received the highest score and have therefore been recommended for appointment:

Bradley Christian

Amanda Lonergan

John Jones

Susan Griffiths

Milton Long

Jenny Feiss


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Changes as a result of renewed BMFC membership results in minimal additional resources from the City of Greater Bendigo, e.g., small administrative tasks such as changing contact lists.

Attachments

Attachment 1: Current list of Bendigo Maubisse Friendship Committee members.


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4.2 2018/19 COMMUNITY GRANT PROGRAM - LARGE GRANTS


Author Narelle Lyle, Strong Communities Officer Responsible Vicky Mason, Director Health and Wellbeing Director

Purpose

To recommend funding allocations for Large Grants from the 2018/19 Community Grants Program for both 2018/19 and 2019/20.

Summary

The Community Grants Program Expressions of Interest for Large Grants opened on July 1, 2018 and closed on July 31, 2018, with 27 submissions received

After consideration by council officers, against the guidelines, 20 applicants were invited to submit an application and subsequently attend an interview. One applicant consequently withdrew from the process. The Budget allocation for Year One of the Large Grants funding is $325,000 with Year Two of the funding to be confirmed in 2019/20 Budget. The total amount of funding sought from twenty applications was $482,592 in Year One and $453,248 in Year Two.


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RECOMMENDATION

That Council: 1. Endorse the Community Assessment Panels’ (Panel) recommendations to allocate

$312,200 funding in the Large Grant category to fifteen applicants in 2018/19 2. Endorse the Panels’ recommendations to allocate $287,928 funding in the Large

Grant category to fifteen applicants in 2019/20 3. Approve the reallocation of the remaining $13,000 in Large Grants funds into other

grant programs covered by the Community Granting Policy. RESOLUTION Moved Cr Wrigglesworth, Seconded Cr Flack. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Community Plan Reference: City of Greater Bendigo Community Plan 2017-2021:

Goal 1 Lead and govern for all

Objective 1.4 Be accountable and efficient in the use of the community’s money

Goal 2 Wellbeing and fairness

Objective 2.3 Promote community connection

Council Policy Reference: Community Granting Policy (Policy) and Guidelines for the City of Greater Bendigo Grant Program (Guidelines)


This report relates to 2018/19 Community Grants Large Grant funding.


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In accordance with the Community Grant Policy Guidelines, Expressions of Interest (EOI) were called for from local community groups and organisations. Three Council Officers assessed the EOI’s against the selection criteria and Partnership Test. 27 EOI’s were received and after assessment, 20 were invited to submit an application. The Panel’s role was to consider the applications received and to develop funding recommendations for Council consideration in line with the strategies embedded within the Guidelines ensuring transparency in decision making. The Guidelines require Council to consult with the respective Panel prior to the resolution of funding allocations if any variations to Panel funding recommendations are proposed. Previous Council Decision(s) Date(s):

Report

16 December 2015: Council appointed the Community Assessment Panel members. 21 March 2018: Council adopted the revised Policy and Guidelines.

Organisation Project Description

Amount Sought 2018/19


Amount Recommended

2018/19 2019/20

Marong Neighbourhood House

Marong Neighbourhood House Operations

25,000 25,000 25,000 25,000

Bendigo Neighbourhood House

Strengthening our community by expanding programs

25,000 25,000 20,000 20,000

Long Gully Neighbourhood Centre

Long Gully Community Garden

25,000 25,000 20,000 20,000

Bendigo Volunteer Resource Centre

Renewing BVRC direction

25,000 25,000 25,000 25,000

Creatability/Golden City Support Services

Strategic development and engagement implementation

25,000 25,000 20,000 20,000

Karen Culture and Social Support

Community Worker

25,000 25,000 25,000 25,000

Lifeline Central Vic & Mallee

Training of Crisis Support Counsellors

9,200 18,952 9,200 18,952

Eaglehawk Neighbourhood

Community Development

25,000 25,000 25,000 25,000


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Organisation Project Description



Amount Recommended

2018/19 2019/20

House

programs in Eaglehawk

Heathcote Community Children’s Services Assoc.

Preparing the new centre in Heathcote community

23,671 25,000 13,000 15,000

Bendigo Sustainability Group

Sustainable future activities

25,000 25,000 15,000 15,000

Old Church on the Hill

Community Strengthening project to expand, reach and increase programs

25,000 23,976 25,000 23,976

Kangaroo Flat Community House

Building community connections and implement new programs

25,000 25,000 25,000 25,000

Heathcote Community House

Strengthening our community by delivering programs

25,000 25,000 20,000 20,000

Biolinks Alliance

Creating and supporting Biolinks plans for Heathcote

25,000 10,320 20,000 10,000

Guide Dogs Vic

Improving local outcomes by establishing an office in Bendigo

25,000 25,000 25,000 0

TOTAL 357,871 353, 248 312,200 287,928

Priority/Importance: Successful and unsuccessful applicants are advised via email of their application outcome following Council’s resolution. Successful applicants are required to enter into a Funding Agreement (FA) with the City of Greater Bendigo (City). The FA outlines the scope of the funded project as well as the City’s and the grant recipient’s responsibilities. Funds are only released to grant recipients upon receipt of the signed FA and an invoice.


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Funding offers may be revoked if a signed FA and an invoice are not received within 30 days of the funding offer being made. Funds are only released annually to recipients upon receipt of the signed FA and an invoice (Year One) and their progress/evaluation report and invoice (Year Two). Unsuccessful applicants are encouraged to contact the Strong Communities Officer for clarification and assistance with future applications. Timelines: Initiatives funded under large grants are required to:

Commence on or after October 18, 2018;

Be completed within one year of receiving funds; and,

Submit Project Evaluation Forms / Acquittals within 60 days of project completion. Recipients who do not fulfil this requirement may be ineligible to receive further City funding.

Risk Analysis: All applications were assessed in line with the Policy and Guidelines. All Panel members were required to declare conflicts of interest prior to assessment of applications. Where conflicts of interest were declared, Panel members were required to leave the room when the respective applications were being assessed. The Panel is required to recommend funding allocations that are within the set budget for the category.


The Community Partnerships Unit facilitated two free grant seeking and writing workshops in the lead up to the grant applications opening in July 2018. They were attended by 42 representatives from various community groups.


Budget Allocation in the Current Financial Year: The budget for Large Grants is $325,000 for 2018/19. The Panel have recommended 15 of the 20 applicants (or 75%) be allocated funding. The total amount of Large Grant funding recommended by the Panel for Year One (2018/19) is $312,200. The total amount of Large Grant funding recommended by the Panel for Year Two (2019/20) is $287,928.

Attachments

1. Confidential Attachment; Unsuccessful Large Grants 2018

Strengthening the Economy Environmental Sustainability Embracing Our Culture and Heritage Ordinary Meeting - 17 October 2018

PAGE 57

5. STRENGTHENING THE ECONOMY

Nil.

6. ENVIRONMENTAL SUSTAINABILITY

Nil.

7. EMBRACING OUR CULTURE AND HERITAGE

Nil.

Lead and Govern For All - Reports Ordinary Meeting - 17 October 2018

PAGE 58

8. LEAD AND GOVERN FOR ALL

8.1 ANNUAL AUDIT COMMITTEE CHAIRPERSON'S ANNUAL REPORT 20172018


Responsible Andrew Cooney, Director Corporate Performance Director

Summary/Purpose

For Council to formally receive the Audit Committee Chairperson’s Annual Report for 2017/18 and to acknowledge the work of the Audit Committee.

RECOMMENDATION

That Council formally receive the Audit Committee Chairperson’s Annual Report for 2017/18 and acknowledge the work of the Audit Committee. RESOLUTION Moved Cr Flack, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED ~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Council Plan Reference:

City of Greater Bendigo Council Plan 2017-2021

Goal: 1 Lead and govern for all

Objective:1.2 Be innovative and financially responsible


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Report

The role of the Audit Committee is to assist the Councillors, management and staff by providing independent appraisals of Internal control systems;

The arrangements in place to safeguard assets and resources;

The overall effectiveness of the use of Council assets and resources.

Compliance with legislative requirements and Council's policies and procedures;

The integrity of information;

Organisational effectiveness in terms of program efficiency and economy against the Corporate Plan;

The effectiveness of the internal and external audit functions and the communication between the external auditor, internal audit, management and the Council; and

To provide timely advice to Council on any matters which may be referred to it by Council.

The membership of the Audit Committee for 2017/18 comprised: Independent Members Mr Ken Belfrage (Chair), Mr Graham Bastian and Mr Warren Pollock and Councillors Margaret O’Rourke (Mayor) and George Flack. Clause 12 of the Audit Committee Charter requires that the Chairperson shall report to Council an annual summary of the activities and achievements of the Committee during the financial year. The Chairperson’s report is set out below.

Attachments

Nil


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Annual Report from the Audit Committee Chairperson

The Audit Committee is a formally appointed Advisory Committee of Council and is responsible to that body. The Committee's role is to report to Council and provide appropriate advice and recommendations relevant to its charter in order to facilitate decision making by Council. The Audit Committee plays a key role in assisting Council to fulfil its governance and overseeing responsibilities in relation to financial reporting, internal control, the risk management system, ethical accountability and the internal and external audit functions. The main objectives of the Audit Committee are to assist the Councillors, Management and Staff by providing independent appraisals of:

internal control systems;

the arrangements in place to safeguard assets and resources;

compliance with legislative requirements and Council's policies and procedures;

the integrity of information;

organisational effectiveness in terms of program efficiency and economy against the Council Plan;

the effectiveness of the internal and external audit functions and the communication between the external auditor, internal audit, management and the Council; and

to provide timely advice to Council on any matters which may be referred to it by Council.

The membership of the Audit Committee for 2017/18 comprised:

Three Independent Members o Ken Belfrage (Chair), o Graham Bastian, o Warren Pollock

Two Councillors o Margaret O’Rourke o George Flack

The independent members serve a three year term on a rotating basis. The Audit Charter requires that all reappointments following each independent member’s second term must be publicly advertised. Graham Bastian completed his second term on 1 October 2017 and was successful in being reappointed. During the past 12 months the Audit Committee held four meetings. The key focus of the Committee is to oversee the conduct of External Audit and Internal Audit, recommend the approval of the Annual Financial Statements to Council, and review the management of risks for Council. The Audit Committee also reviewed the relevant local government and sector wide VAGO reports for applicability to City of Greater Bendigo.


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During the year under review, Internal Audit services were provided by Crowe Horwath in the third year of a three year contract. The program is not limited to financial matters but extends to organisational performance, efficiency and effectiveness. The Internal Audit program undertaken by Crowe Horwath in 2017/18 included the following:

Purchasing/Credit Cards

Fraud Management and Prevention

Human Resources

Building Maintenance (Essential Safety Measures)

The recommendations made by the Internal Auditors, and adopted by the Committee, are then transferred to management for implementation. A regular review is undertaken to assess which recommendations have been completed. At June 30, 2018 there were 15 high risk and 17 medium risk items that remained outstanding from the audit recommendations. The outstanding high risk actions are in respect to:

Portable and attractive asset management

Management of contaminated lands

Depot operations

Purchasing/credit card review

The Committee remains of the view that opportunities exist for the improvement of processes for the recognition and management of risks that may have an impact on the Council. Following changes to personnel with the responsibility of this area we look forward to improvements in reporting of the actions taken to manage this area. Officers have been diligently actioning the recommended actions included in the reports which has resulted in a significant reduction in the number if actions outstanding at the end of the year. As a result a number of key improvements/changes have been made to policies and procedures. A function of the Audit Committee includes oversight of the External Audit activity. During the year the Committee were provided with the Audit Plan together with the Interim Audit Management Letter. At year end the Committee meets with the External Auditor to review the Annual Financial Statements, the Closing Audit Report and the Final Management Letter. I am pleased to report that the Committee has met its objectives during the past year. Ken Belfrage Chair


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8.2 AUDIT COMMITTEE DRAFT CHARTERS


Author/Responsible Director Andrew Cooney, Director Corporate Performance

Summary/Purpose

For Council to consider and adopt the proposed Audit and Risk Committee Charter and a new Internal Audit Charter.

RECOMMENDATION

That Council adopt the Audit and Risk Committee Charter and the Internal Audit Charter. RESOLUTION Moved Cr Flack, Seconded Cr Williams. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Council Plan Reference:

City of Greater Bendigo Council Plan 2017-2021

Goal: 1 Lead and govern for all

Objective:1.2 Be innovative and financially responsible

Background Report

The Audit Committee is required to review the Audit Committee Charter annually to identify and accommodate any changes to obligations and for the purposes of continuous improvement.


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The opportunity has also been taken to make modifications to reflect the requirements of the new Local Government Bill. Whilst this Bill is yet to be adopted by Parliament it is considered the proposals reflect good governance principles supported by Council. In addition a new Internal Audit Charter has been developed to set out a framework on how internal audit will function. The Audit Committee has recommended both these draft Charters be adopted by Council.

Draft Audit and Risk Committee Charter

The Audit and Risk Committee Charter replaces the current Audit Committee Charter and reflects an expanded role for the Audit Committee. The Charter has been developed to comply with the new Local Government Bill, and will provide greater oversight of the City’s risks. The first notable change is the expanded role to include ‘Risk’. Other key changes incorporated into the Charter include:

More clearly defined roles and responsibilities of the Audit Committee,

More clearly defined roles and responsibilities of members,

Greater emphasis on risk management reporting,

Easier to read format including index with a record of amendments to the Charter. There is an emphasis on enhanced risk reporting which will provide the Committee with a greater oversight of risks underpinning the Audit program. It will also allow a greater capacity to check-in on City performance and provide insight into any uncertainties that may be impacting the achievement of objectives. In order to accommodate the expanded role of the Committee the new Charter enables an increase in Councillors and independent members. In order to reflect the requirements of the Local Government Bill currently before Parliament, the Committee will continue to comprise a majority of independent members.

Draft Internal Audit Charter

This is a new Charter proposed to detail the obligations and function of Internal Audit. The Charter sets out the framework for the conduct of the internal audit which is not currently formalised as part of a Charter. Details include:

Roles and responsibilities of Internal Audit

How Internal Audit is to be prepared and implemented

How Internal Audit will report to the Audit Committee

Clarity regarding the Internal Audit process


PAGE 65

Attachments

1. Draft Audit and Risk Committee Charter 2. Draft Internal Audit Charter


PAGE 66

AUDIT and RISK COMMITTEE CHARTER

REVIEWED July 2018


PAGE 67

Revisions

Council first adopted an Audit Committee Charter in April 2002.

The following amendments have been made since that date:

Revised June 2009.

Revised 7 December 2011. Updated Committee members.

Revised 5 April 2011. Updated Committee members.

Revised 23 May 2012. The Audit Committee

Revised 20 November 2014. The Audit Committee reviewed the Charter, but no changes were made.

Revised 19 December 2016 (Various amendments including changing of some Objectives). These amendments were as a result of a review conducted by the Committee.

Revised 9 March 2017 (Various amendments). These amendments were as a result of a review conducted by the Committee, in accordance with Section 6.8 of the Charter.

Revised 2 March 2018. These amendments were recommended by the Division of Local Government in their revised internal Audit Guidelines issued in September 2010.

July 2018 revised to expand scope of Charter to include Risk management


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Table of contents

1. Committee Objectives 4

2. Authority 4

3. Composition and Tenure 4

3.1 Members (voting) 4 3.2 Attendees (non-voting) for all agenda items 5 3.3 Invitees (non-voting) for specific agenda items 5 3.4 Observers (non-voting for all agenda items 5

4. Role and Responsibilities 5

4.1 Risk Management 6 4.2 Control Framework 6 4.3 External Accountability 6 4.4 Legislative Compliance 7 4.5 Internal Audit 7 4.6 External Audit 7 4.7 Financial Reporting 8 4.8 Accounting and Finance Policies 8 4.9 Insurance Liability and Professional Indemnity 8 4.10 Other Significant Matters 8 4.11 Relationships 8 4.12 Responsibilities of Members 9

5. Reporting 9

6. Administrative Arrangements 9

6.1 Meetings of the Committee 10 6.2 Attendance at meetings and quorums 10 6.3 Secretariat 10 6.4 Agendas, Minutes, Internal Audit reports and

supporting papers 10 6.5 Conflicts of Interests 10 6.6 Remuneration 11 6.7 Confidentiality 11 6.8 Removal of a member 11 6.9 Dispute Resolution 11 6.10 Assessment Arrangements 11 6.11 Review of Audit and Risk Committee 11 6.12 Register of Audit and Risk Committee Members 11


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1. Committee Objectives

The main objective of the City of Greater Bendigo Audit and Risk Committee (ARC) is to provide independent assurance and assistance to the Council on risk management, control, governance, and external accountability responsibilities by providing independent appraisals of:

internal control systems;

the arrangements in place to safeguard assets and resources;

the overall effectiveness of the use of Council assets and resources;

compliance with legislative requirements and Council’s policies and procedures;

the management of risks by the organisation; reviewing of the organisations risk appetite and integration of risk into business and strategic decision making.

review of insurance adequacy and coverage

the integrity of information;

organisational effectiveness in terms of program efficiency and economy against the Community Plan;

the effectiveness of the internal and external audit functions and the communication between the external auditor, internal auditor, management and the Council; and

to provide timely advice to Council on any matters which may be referred to it by Council.

2. Authority

The Council authorises the ARC as a whole, but not individual members of the Committee, within the scope of its role and responsibilities, to:

Obtain any information it needs from any employee or external party (subject to their legal obligations to protect information).

Discuss any matters with the external auditor or other external parties (subject to confidentiality considerations).

Request the attendance of any employee or councillor at Committee meetings.

Obtain external legal or other professional advice considered necessary to meet its responsibilities.

Access with the Chief Executive Officer at any time

Recommend the instigation of special investigations to Council

3. Composition and Tenure

3.1 Members (voting)

ARC will consist of a minimum of five voting members. Voting members will include a minimum of two Councillors and three independent members external to Council. The independent external members shall be the majority of the number of voting members. One of the independent members of ARC will be the chair of the Committee. The Chairperson shall be appointed by the Committee and must be one of the three external members of the Committee. The appointment of the Chairperson must take place annually at the first internal Audit meeting after 1 January each year.


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The independent external members of the Committee will be appointed for a term of three (3) years, after which they will be eligible for extension or re-appointment following a formal review of their performance. All reappointments following each independent member’s second term must be publicly advertised. ARC members terms commence and are reviewed on 1 October each year. Expressions of interest will be publically advertised no later 20 September each year for vacating members. A recruitment process is then undertaken with interviews of potential candidates with the: Chair of The Audit and Risk Committee Mayor Chief Executive Officer. If the recruitment is for a new Chair, then another member of the Risk and Audit Committee will undertake the interviews.

Upon agreement of the newly selected ARC member, a recommendation of appointment report is presented to Council and then a letter of appointment is mailed out.

Audit and Risk Committee members

The Councillor member of ARC will be appointed annually at the Council meeting to elect the Mayor, Deputy Mayor and members of other committees.

Council may also appoint an alternate Councillor member to ARC to attend meetings in the absence of the Councillor member. The alternate Councillor member will have the same voting rights as the Councillor member.

The independent representatives will have expertise in financial management and risk and experience in public sector management, demonstrated commitment to local communities and be conversant with financial and other reporting requirements. 3.2 Attendees (non-voting) for all agenda items

ARC will also include the following as non-voting attendees:

The Chief Executive Officer or nominated delegate.

Director Corporate Performance

Manager Financial Strategy

Manager Governance

Council’s Internal and External Auditors are to attend meetings as required to present their reports and findings in an advisory capacity, unless requested not to do so by the Chair of the Committee.

3.3 Invitees (non-voting) for specific agenda items

Representatives of Council’s external auditor and other Council officers may attend ARC meetings by invitation as requested by the Committee.


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3.4 Observers (non-voting) for all agenda items

Councillors who are not ARC members may attend meetings of ARC as observers.

4. Role and Responsibilities

In carrying out its responsibilities, ARC must at all times recognise that primary responsibility for management of Council rests with the elected Council and the Chief Executive Officer in accordance with the Local Government Act 1989.

The responsibilities of ARC may be revised or expanded by the Council from time to time. As set out below, the Committees responsibilities can be categorised under the headings of Risk Management; Council’s Control Framework; External Accountability; Legislative Compliance; and Internal and External Audit.

4.1 Risk Management

ARC is responsible for:

To work with management to achieve a sound and effective approach in managing the Council’s risk

To assess the impact of Council’s risk management framework and its control and insurance arrangements

Reviewing the impact of the risk management framework on its control environment and insurance arrangements; and

To monitor that Council has established business continuity planning arrangements

To review fraud control arrangements and be satisfied that processes and systems in place detect, capture and respond to fraud-related information

In relation to fraud, review the fraud and corruption control plan any prevention systems and controls.

4.2 Control Framework


Reviewing whether management has adequate internal controls in place, including over external parties such as contractors and advisors;

Reviewing whether management has in place relevant policies and procedures, and these are periodically reviewed and updated;

Progressively reviewing whether appropriate processes are in place to assess compliance with policies and procedures;

Reviewing whether appropriate policies and procedures are in place for the management and exercise of delegations; and

Reviewing whether management has taken steps to embed a culture which is committed to ethical and lawful behaviour.

4.3 External Accountability


Satisfying itself that the annual financial reports comply with applicable Australian


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Accounting Standards and are supported by appropriate management sign-off on the statements and the adequacy of internal controls;

Review the external audit opinion, including whether appropriate action has been taken in response to audit recommendations and adjustments;

Considering contentious financial reporting matters in conjunction with Council’s management and external auditors;

Reviewing the processes in place designed to ensure financial information included in the annual report is consistent with the signed financial statements;

Satisfying itself there are appropriate mechanisms in place to review and implement, where appropriate, relevant State Government reports and recommendations;

Satisfying itself there is a performance management framework linked to organisational objectives and outcomes.

4.4 Legislative Compliance


Determining whether management has appropriately considered legal and compliance risks as part of risk assessment and management arrangements;

Reviewing the effectiveness of the system for monitoring compliance with relevant laws, regulations and associated government policies.

The Committee is not a special committee under Section 86 of the Local Government Act (1993). It is an advisory committee for the purposes of the Act.

4.5 Internal Audit


To recommend to Council the contents of the tender specification for the provision of internal auditing services

To make recommendations to Council on the appointment and remuneration of the internal auditor

To undertake a three yearly assessment of significant risks and exposures to establish the priorities for Internal Audit and recommendations to Council for improvement

To and recommend to Council an Annual Internal Audit Plan having regard to Council’s budget and objectives

To consider Internal Audit as completed and recommend to Council, actions that

result in improved performance in these areas Once per annum, receive a report from the Internal Auditor on completion of items

in the Annual Internal Audit plan and the implementation by management of

recommendations adopted by ARC

4.6 External Audit


To obtain and review a copy of the external audit annual plan

To review the performance of the external auditor

To discuss matters arising from the external audit with the external auditor

To review the Annual Financial Statements prior to their approval by Council

To recommend to Council the adoption of the Annual Financial Statements and Performance Statement


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To make comment on management’s response to the external auditor’s report

To monitor the implementation by management of the external auditor’s recommendations which are adopted by Council

To meet with the external auditor as required

To obtain a copy of the Auditor General’s Annual Report for review and comment

ARC may, at any time, consider any other matter it deems of sufficient importance to do so.

4.7 Financial Reporting

To work with management to ensure that Council receives reliable, timely,

understandable and meaningful financial information

On a quarterly basis, receive the Council's financial report as presented to the

Finance Committee

To monitor compliance with statutory requirements and Council policy for financial

reporting

To review any litigation, claim or contingency which could had a material effect on

the Council’s financial position or operating result

To obtain a copy of the adopted Annual Council Budget

4.8 Accounting and Finance Policies

To consider recent developments in accounting principles or reporting practices that may affect Council

To at least annually review the Council’s accounting principles, policies and practices as outlined in the Annual Financial Statements

To review the Council’s Finance policies

4.9 Insurance Liability and Professional Indemnity Cover

To review liability and professional insurance policies and covers for adequacy

Receive from management, on an annual basis, a copy of insurance liability and professional indemnity policies and review them for adequacy

4.10 Other Significant Matters

To work with Management to embed a culture which is committed to ethical and lawful behaviour

To review the information included in the Council’s annual report to ensure it is consistent with the signed financial statements

To determine if management has considered legal and compliance risks as part of the Councils wider council risk management plan

4.11 Relationships

The relationship between ARC, the Council and the External and Internal Auditors is an important one and is summarised as follows:

The Council is primarily responsible for the preparation of financial statements of the organisation and the establishment and maintenance of a system of internal controls. It also manages the organisation's affairs, in compliance with applicable laws and regulations. ARC assists Council in the fulfilment of its duties by overseeing the financial reporting process and interacting with the external and internal auditors on behalf of Council.


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The Auditor-General, as the external auditor, expresses an opinion on the financial statements prepared by management and may conduct performance audits of activities of the organisation. The internal auditor forms a part of management's system of internal control.

4.12 Responsibilities of Members

Members of the Committee are expected to:

Broadly be aware of and understand the relevant legislative and regulatory requirements appropriate to City of Greater Bendigo, particularly as these pertain to individual matters under consideration by ARC.

Contribute the time needed to study and understand the papers provided.

Apply good analytical skills, objectivity and good judgment

Express opinions frankly and ask questions that go to the fundamental core of issues.ARC is a separate activity and acts independently of Council and does not have any role in relation to financial management issues or have any executory role or powers. ARC does not have executive powers or authority to implement actions in areas over which management has responsibility and does not have any delegated financial responsibility. ARC does not have any management functions and is therefore independent of management. ARC does not have any role in relation to issues normally addressed by Council or a sub committee of Council, which may have delegated powers and financial management responsibilities in relation to budgets, financing decisions and expenditure priorities.

5. Reporting

The Director of Corporate Performance shall, after every meeting, forward the minutes of that meeting to Councillors, including a report explaining any specific recommendations and key outcomes if relevant. The Work Plan shall include for September an agenda item for the chair to present an annual report. Biannually the ARC must prepare a report to the CEO for tabling at the next Council meeting. The report must include a summary of the activities and achievements of ARC including its findings and recommendations The Chairperson shall report to Council any other matter ARC believes needs to be reported to Council.

6. Administrative arrangements

6.1 Meetings of the Committee

ARC shall meet at least four times per year. A schedule of meetings will be developed and agreed to by the members. The schedule of meetings will be provided to the Internal Auditor and should coincide with the audit plan. Additional meetings shall be convened at the discretion of the Chairperson or at the written request of any member of the Committee, Internal or External Auditor. In the absence of the appointed Chairperson from a meeting, ARC members present will appoint one of the other independent members as an Acting Chairperson.


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Management, including the Chief Executive Officer, may be asked to leave a meeting at any time should the Chairperson consider it appropriate. An agenda must be prepared for each meeting and shall include general business for members to raise other matters. Members of the community will be able to request copies of minutes of ARC meetings. At one meeting per year, time will be set aside with only Councillors and the independent members in attendance (no officers in attendance) for the purpose of open discussion with the Internal and/or External Auditors.

6.2 Attendance at Meetings and Quorums

A quorum will be a Majority of three (3) members of ARC, two (2) of which must be independent representatives. Meetings can be held in person, by telephone or by video conference.

6.3 Secretariat

The Manager Governance is to provide secretariat support to ARC. The ARC Secretariat will ensure the agenda for each meeting and supporting papers are circulated, at least one week before the meeting, and ensure minutes of the meetings are prepared and maintained. Minutes shall be approved by the Chair and circulated to each member within four weeks of the meeting being held.

6.4 Agendas, Minutes, Internal Audit Reports and Supporting Papers

Agendas and minutes of ARC will be made publicly available on Council’s website.

Supporting papers to the agenda considered by the ARC will be made publicly available on Council’s website unless the business is of the following kind:

(a). personnel matters concerning particular individuals. (b). personal hardship of any resident or ratepayer. (c). Information that would, if disclosed, confer a commercial advantage on a person

with whom Council is conducting (or proposes to conduct) business. (d). commercial information of a confidential nature that would, if disclosed:

i. prejudice the commercial position of a person who supplied it; or ii. confer a commercial advantage on a competitor of Council; iii. reveal a trade secret.

(e). Information that would, if disclosed, prejudice the maintenance of law. (f). matters affecting the security of Council, Councillors, Council staff and Council

property. (g). advice concerning litigation, or advice that would otherwise be privileged from

production in legal proceedings on the grounds of legal professional privilege. (h). information concerning the nature and location of a place or an item of Aboriginal

significance on community land.

If the subject /business is of a kind listed above then those documents will be issued under separate cover and are to be treated as confidential. The grounds for restricting public access to documents will be stated in the agenda of ARC and an explanation provided of the way in which public access would be, on balance, contrary to the public interest.


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6.5 Conflicts of Interest

ARC members, attendees, invitees, observers and Council staff must declare any conflicts of interest at the start of each meeting or before discussion of a relevant agenda item or topic. Details of any conflicts of interest should be appropriately minuted and be in accordance with the Council’s Conflict of Interest Guide April 2015.

Where ARC members, attendees, invitees, observers or Council staff at Committee meetings are deemed to have a real or perceived conflict of interest, they will be excused from ARC deliberations on the issue where the conflict of interest may exist in accordance with Council’s Conflict of Interest Guide April 2015.

6.6 Remuneration

Independent members of the ARC will be offered remuneration for carrying out their duties. The remuneration of independent ARC members is to be determined following benchmarking against similar municipalities.

6.7 Confidentiality

ARC members shall not directly or indirectly release or make available to any person any information relating to the work or discussions of ARC of which he or she is a member that is or was in his or her possession except in accordance with such terms and in such a manner as stipulated by the City of Greater Bendigo.

6.8 Removal of a Member

If the Council propose to remove a member of ARC, it must give written notice of its intention to do so and afford the member an opportunity to be heard by Council.

6.9 Dispute Resolution

In situations where a dispute arises between any member of the ARC and officers of Council, the Chairperson will have the opportunity to raise the grievance with the Mayor. The Mayor will have the discretion to resolve the dispute by convening a meeting with the disputing parties.

6.10 Assessment Arrangements

The performance of ARC is to be reviewed annually in the final quarter of the calendar year.

The review of the performance of ARC is to be included in the ARC annual report to Council.

6.11 Review of Audit and Risk Committee Charter

The Audit and Risk Charter is to be reviewed by ARC annually in the final quarter of the calendar year.


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6.12 Register of Audit and Risk Committee Members

Independent Members

Committee Member Appointment Date Re-appointed Review Date

Mr Warren Pollock 1 October 2016 1 October 2017 1 October 2022

Mr Graham Bastian 1 October 2017 N/A 1 October 2020

Mr Ken Belfrage 1 October 2015

N/A 1 October 2018

Council Representatives

Committee Member Initial Appointment Date Re-appointed Review Date

Cr Margaret O’Rourke 19 December 2016 N/A Annually

Cr George Flack 19 December 2016 N/A Annually


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INTERNAL AUDIT CHARTER


PAGE 79

Internal Audit Charter Introduction City of Greater Bendigo undertakes an Internal Audit (IA) program as a key component of the Council’s governance framework in accordance with best practice. This charter provides the framework for the conduct of the IA function in the Council and has been approved by the Council on the recommendation of the Audit and Risk Committee. Purpose of Internal Audit IA provides an independent and objective review service to provide assurance to the Council, Chief Executive Officer (CEO) and Management that financial and operational controls:

are designed to manage Council’s risks to support the achievement of the entity’s objectives;

are operating in an efficient, effective and ethical manner; and

assist management in improving the entity’s business performance. Independence To be effective, the IA function must be able to operate without being influenced or inhibited in the discharge of its duties. Independence is essential to the effectiveness of IA. It is obtained primarily through organisational status and objectivity. Therefore, IA has no direct authority or responsibility for the activities it reviews. IA has no responsibility for developing or implementing procedures or systems and does not prepare records or engage in original line processing functions or activities. IA reports functionally to the Audit and Risk Committee and administratively to the CEO (or nominated officer) and is accountable for the efficient and effective operation of IA in partnership with the Councils Integrity Unit who has responsibility for the facilitation of the IA program. IA has direct access to the Chief Executive, the Chair and other members of the Audit and Risk Committee. Authority and Confidentiality For the effective discharge of their duties, IA staff are authorised to have full, free and unrestricted access to all functions, premises, assets, personnel, records, and other documentation and information that the IA Engagement Principal considers necessary to enable IA to meet its responsibilities. All records, documentation and information accessed in the course of undertaking IA activities are to be used solely for the conduct of these activities. The IA Engagement Principal and individual internal audit staff are responsible and accountable for maintaining the confidentiality of the information they receive during the course of their work. IA reports are deemed to be confidential reports of the Council. However, under its Legislation, the Victorian Auditor General Office (VAGO) or its appointed auditors have access to all relevant Council documents including internal audit reports.


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Roles and responsibilities The IA’s responsibilities are influenced by the governance arrangements established by the Council. While IA is responsible for examining and evaluating the adequacy and effectiveness of controls over risks, IA is not primarily responsible for the detection of fraud. That is management’s responsibility. However, IA’s activities may identify instances of fraud or areas of high risk of fraud. IAs must have sufficient knowledge to evaluate the risk of fraud and the manner in which it is managed by the organisation, but are not expected to have the expertise of a person whose primary responsibility is detecting and investigating fraud. Scope of internal audit activities IA activities may include, but are not necessarily limited to:

Risk management

Assisting management to identify risks and develop risk mitigation and monitoring strategies through recommendations in the IA reports

Assessing, monitoring and reporting on the implementation of risk mitigation strategies as a part of its annual internal audit plan.

Providing insights into current risk and audit trends; hot topics and focus areas

Insights into risk root causes arising as an outcomes of the IA program In addition to the above, IA may be required to carry out special reviews from time to time at the direction of the Chief Executive Officer (or nominated officer) or the Audit and Risk Committee. Audit support activities From time to time, IA may also be responsible for:

Assisting the Audit and Risk Committee to discharge its responsibilities;

Secretarial support to the Audit and Risk Committee;

Monitoring agreed recommendations; and

Disseminating across the Council better practice issues and lessons learnt from its audit activities.

Working with the Committee and Executive to develop a 3 year rolling IA program Other services The IA may provide ‘other services’ to the Council as requested. The provision of ‘other services’ shall only occur subject to approval of the Chair of the Audit and Risk Committee. Matters to be considered by the Audit and Risk Committee Chair include:

The scope and scale of the other services, and

Potential conflicts between the provision of the other services and internal audit. Advisory services IA can be considered for advisory services, where it is agreed by Council and the Internal Auditor that no conflict exists


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Standards IA activities will be conducted in accordance with relevant professional standards including:

Standards for the Professional Practice of Internal Auditing issued by the Institute of Internal Auditors Inc;

Standards relevant to internal audit issued by the Auditing and Assurance Standards Board, CPA Australia and the Institute of Chartered Accountants;

The Statement on Information Systems Auditing Standards issued by the Information Systems and Control Association; and

Standards issued by Standards Australia and the International Standards Organisation (if applicable).

In the conduct of internal audit work, IA staff will:

Comply with relevant professional standards of conduct

Possess the knowledge, skills and technical proficiency relevant to the performance of their duties

Be skilled in dealing with people and communicating audit, risk management and related issues effectively

Exercise due professional care in performing their duties.

Undertake a CoGB Corporate induction to ensure understanding of CoGB policies as contractors

Planning Internal Audit will prepare a risk-based 3 year rolling work plan (including an annual internal audit plan) for the Audit and Risk Committee’s consideration. Reporting Internal Audit will report to each meeting of the Audit and Risk Committee on:

Matters arising from previous meetings;

Internal Audits completed;

Progress against the delivery of the annual internal audit plan;

Provision of other services (if any) The internal audit reporting process is briefly described hereunder:

Prior to the commencement of each engagement, Internal Audit will seek input from the Chief Executive Officer (or nominated officer) during the planning and scoping phase.

A Memorandum of Audit Planning (MAP) will be prepared by internal audit and will outline:

Name of the audit Commencement date Auditor in charge Council’s contact A brief introduction summarising the engagement Objectives and scope Review approach Key milestones Key personnel Documentation requirements Resources required and acknowledgement.


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The following key milestone dates will be documented in the MAP:

Scoping meeting with process owner

Memorandum of audit planning completed

Documentation/files (as listed below) to be provided prior to audit fieldwork

Field work to commence

Issue of draft report for management comments

Provision of management comments to internal audit

Final report with management comments for Audit and Risk Committee papers

Audit and Risk Committee

The MAP will be: forwarded to the Chief Executive Officer, and relevant Director (or

nominated officer) for review and approval, and Circulated to EMT for noting

The MAP may be tabled at the Audit and Risk Committee for approval to proceed

Issues arising during the course of the review will be discussed with the relevant Director (or nominated review owner) and where appropriate the Chief Executive Officer (or nominated officer).

Findings and observations will be documented and discussed in an informal ‘close out’ meeting at the conclusion of the field work. The relevant Director and other Council staff are invited to attend this meeting.

A draft report will be issued to the Chief Executive Officer (or nominated officer) for review of facts and management responses by the date specified in the MAP

Internal audit will meet with management to clarify any matters of disagreement or to provide further clarification in relation to observations made if and when required.

Responses to the recommendations should clearly state That management agree with the recommendation The proposed course of action The officer responsible for implementing the recommendation The due date for implementation

In the normal course, Management responses should be received by the date specified in the MAP

The final report will be issued to Chief Executive Officer (or nominated officer) for

distribution and consideration at the Audit and Risk Committee. Review of the Charter This charter will be reviewed every three years or earlier if decided by the Audit and Risk Committee. Any substantive changes will be formally approved by the Council on the recommendation of the Audit and Risk Committee.


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8.3 RECORD OF ASSEMBLIES


Author Jessica Clarke-Hong, Manager Governance Responsible Andrew Cooney, Director Corporate Performance Director

Purpose

The purpose of this report is to provide the record of any assembly of Councillors, which has been held since the last Council Meeting, so that it can be recorded in the Minutes of the formal Council Meeting.

RECOMMENDATION

That Council endorse the record of assemblies of Councillors as outlined in this report. RESOLUTION Moved Cr Fyffe, Seconded Cr Flack. That the recommendations contained in the Lead and Govern For All Report Nos. 8.3 (Record of Assemblies) and 8.4 (Contracts Awarded Under Delegation), be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

City of Greater Bendigo Community Plan 2017-2021:

Goal 1 Effective community engagement will guide well informed, responsive decision-making and financially responsible resource allocations, which are transparent and accountable.


A meeting will be an assembly of Councillors if it considers matters that are likely to be the subject of a Council decision, or, the exercise of a Council delegation and the meeting is:


PAGE 84

1. A planned or scheduled meeting that includes at least half the Councillors (5) and a

member of Council staff; or 2. an advisory committee of the Council where one or more Councillors are present. The requirement for reporting provides increased transparency and the opportunity for Councillors to check the record, particularly the declarations of conflict of interest.

Report

Meeting Information

Meeting Name/Type

Hearing of public submission on proposed sale of 49 Napier Street, Eaglehawk

Meeting Date 31 July 2018

Matters discussed 1. Hearing of public submission on proposed sale of 49 Napier Street, Eaglehawk

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr Rod Fyffe Cr Andrea Metcalf Cr James Williams

Staff/ Community Representatives

Ms Debbie Wood Mr Andy Walker

Conflict of Interest disclosures

Matter No.

Councillor/officer making disclosure Councillor/officer left meeting

Nil


PAGE 85

Meeting Information

Meeting Name/Type

Councillors' Briefing

Meeting Date 13 August 2018

Matters discussed 1. Aged and Disability Reform Research Project 2. Home Support Service Review 3. Regional Library Agreement 2019-2023 4. Procurement Policy 5. Parking Services Review 6. Bendigo Tramways

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr Jennifer Alden Cr Matt Emond Cr George Flack Cr Rod Fyffe Cr Andrea Metcalf Cr James Williams Apologies: Cr Julie Hoskin Cr Yvonne Wrigglesworth


Mr Bernie O'Sullivan Ms Vicky Mason Ms Debbie Wood Mr Steven Abbott Mrs Jessica Clarke-Hong Apology: Mr Craig Niemann


Matter No.


Nil


PAGE 86

Meeting Information

Meeting Name/Type


Meeting Date 3 September 2018

Matters discussed 1. White Night 2. Councillor business planning 3. Rural roads 4. Flood management 5. Media events 6. Bendigo Volunteer Resource Centre 7. Organisation Health Check 8. Reimagining Bendigo Creek Plan 9. Strategic Heritage Assets 10. Place Interpretation and Naming Policy 11. Bendigo Maubisse Friendship Committee 12. Draft Ordinary Agenda Review 13. Subdivisions

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr Jennifer Alden Cr Matt Emond Cr George Flack Cr Rod Fyffe Cr Andrea Metcalf Cr James Williams Cr Yvonne Wrigglesworth Apology; Cr Julie Hoskin


Mr Craig Niemann Mr Bernie O'Sullivan Ms Vicky Mason Ms Debbie Wood Mr Andrew Cooney Mr Peter Hargreaves Apology: Mrs Jessica Clarke-Hong


Matter No.


Nil


PAGE 87

Meeting Information

Meeting Name/Type



Matters discussed 1. MAV State Council Meeting resolutions 2. Home Support Service Review 3. Finance Committee Quarter 4 4. Planning matters and agenda review 5. Industrial Land Strategy

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr Matt Emond Cr George Flack Cr Rod Fyffe Cr Julie Hoskin Cr Andrea Metcalf Cr James Williams Cr Yvonne Wrigglesworth Apology: Cr Jennifer Alden


Mr Craig Niemann Mr Bernie O'Sullivan Ms Vicky Mason Ms Debbie Wood Mr Andrew Cooney Mrs Jessica Clarke-Hong


Matter No.


Nil


PAGE 88

Meeting Information

Meeting Name/Type



Matters discussed 1. Local Government Mayoral Taskforce Supporting People Seeking Asylum 2. Review of Final Ordinary Meeting agenda 3. Big Hill and Mandurang Valley Landscape Amendment 4. Budget Process Feedback and Timetable 2019/2020 5. City Studio Pilot Review 6. Peter Krenz Leisure Centre Master Plan 7. Citizen of the Year process 8. Process for Electing Mayor and Deputy Mayor 9. Review of 2018 Community Engagement 10. GovHub update

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr George Flack Cr Andrea Metcalf Cr James Williams Cr Yvonne Wrigglesworth Apology: Cr Jennifer Alden Cr Matt Emond Cr Rod Fyffe Cr Julie Hoskin


Mr Craig Niemann Mr Bernie O'Sullivan Ms Vicky Mason Ms Debbie Wood Mr Andrew Cooney Mrs Jessica Clarke-Hong


Matter No.


Nil


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8.4 CONTRACTS AWARDED UNDER DELEGATION


Author Lee Taig, Contract Support Administrator, Governance Unit Responsible Andrew Cooney, Director Corporate Performance Director

Purpose/Summary

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

RECOMMENDATION

That the contracts awarded under delegation, as outlined in this report, be noted by Council.

(refer to page 83 - recommendation adopted)

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Delivery of programs, projects and services that respond to community needs. Community Plan Reference: City of Greater Bendigo Community Plan 2017-2021 Goal 1 : Lead and govern for all Objective: 1.2 Be innovative and financially responsible

Report

Contract No Project Successful Contractor Value

(GST Excl) Delegated

Officer Date Signed

Service Contracts

CT000402

Provision of Cash Collection, Counting and Banking Services for Parking Payment Stations

Linfox Armaguard Schedule of Rates

Vicky Mason 3 August 2018

Current annual Council Budget for the goods/services contracted via this schedule of rates is $50,000.00


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CT000387

Provision of Regional Asbestos and Hazardous Materials Removal Services

1 Ashworth Demolition 2 DNA Earth Pty Ltd 3 AAH Contracting Pty

Ltd 4 Enviropacific Services

Pty Ltd

Schedule of Rates

Andrew Cooney 28 August 2018

Current annual Council Budget for the goods/services contracted via this schedule of rates is $160,000.00

CT000410

Loading & Carting of Waste from Eaglehawk Landfill

C & K Carter Haulage Schedule of Rates

Craig Niemann 3 September 2018

Current annual Council Budget for the goods/services contracted via this schedule of rates is $2,400,000.00


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9. URGENT BUSINESS

Nil.


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10. NOTICES OF MOTION

10.1 NOTICE OF MOTION: EFFECTIVE WASTE AND RESOURCE RECOVERY

CR ANDREA METCALF

That Council – 1. Needs to be adequately resourced to deliver effective waste and resource recovery. 2. Endorses the need for Victorian Local Governments to have a combined voice to

collectively represent all ratepayers and residents to advocate to the State and Federal governments to recognise the “essential service” of waste recovery from the homes of over 6.5 million people.

3. Supports the Local Government Waste Forum Chairs and the Municipal Association

of Victoria to advocate for the waste and resource recovery issues on behalf of the Local Governments of Victoria.

MOTION Moved Cr Alden, Seconded Cr Williams. That Council – 1. Needs to be adequately resourced to deliver effective waste and resource recovery. 2. Endorses the need for Victorian Local Governments to have a combined voice to

collectively represent all ratepayers and residents to advocate to the State and Federal governments to recognise the “essential service” of waste recovery from the homes of over 6.5 million people.

3. Supports the Local Government Waste Forum Chairs and the Municipal Association

of Victoria to advocate for the waste and resource recovery issues on behalf of the Local Governments of Victoria.

CARRIED


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Background/rationale

Victoria has a network of regional waste and resource recovery groups whose role includes the delivery of effective waste management and resource recovery for their respective regions;

Established under the Environment Protection Act the aim is to foster best practice in waste management;

Greater Bendigo is part of the Loddon Mallee Waste and Recovery Group;

All regional groups are facing significant challenges in waste management and they share the same problems and difficulties requiring a co-ordinated state wide response;

Waste management services are an essential service for the State of Victoria;

Rate capping imposes restrictions on Council spending;

Local Governments own, operate and manage significant waste management

services and infrastructure;

Significant investment is required to implement projects and programs identified in

the regional waste management plans;

Appropriate level of resources are required from Government to deliver effective

waste and resource recovery projects and programs;

The need for Victorian Councils to have a combined voice to collectively represent all

ratepayers and residents to advocate to the State and Federal governments to

recognise the “essential service” of waste recovery from the homes of over 6.5

million people;

This is the first time that the Combined Local Government Waste Forum Chairs

(representing 79 Councils in the State of Victoria) have come together and

collectively formed a position to highlight the ongoing concerns relating to waste

issues that the State is currently facing.


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11. COUNCILLORS' REPORTS

Cr Emond reported on his attendance at the following meetings and events:

Commissioning of new SES rescue vehicle Bendigo unit

Spoke at and attended the Artlands conference in Greater Bendigo

Congratulated Karen Quinlan on her new appointment at the National Portrait Gallery, Canberra

Attended launch of Open House Bendigo

Various conversations with community, advocacy and meetings. Cr Wrigglesworth reported on her attendance at the following meetings and events:

Highlighted 3 cultural events: Harvest Moon Festival at Dai Gum San; the Knul-doorong Woodland event hosted by the Junortoun Community Action Group and the Youth Film launch hosted by Loddon Campaspe Multicultural Services - all these vents were very special and inspiring

Very energetic and enthusiastic discussion at the Town Centre Design Workshop in Heathcote

Annual General Meeting of the Friends of the Bendigo Kilmore Rail with interesting insights in the areas of cycling and tourism by the guest speakers

Lake Eppalock Advisory Group Meeting at which it was advised that the Lake was at 53% (prior to the current rain that we had received today)

Cr Flack reported on his attendance at the following meetings and events:

As had been overseas for the majority of the month, but on return did attend the Disability Inclusion Reference Committee Meeting and the special centenary celebrations for the Mosquito Creek Fire Brigade - a very resilient community that provides and extremely important service to the area


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Cr Alden reported on her attendance at the following meetings and events:

Enjoyed some time overseas as part of the Municipal Association of Victoria Travelling Fellowship to undertake research on the UNESCO Creative Cities Network of Gastronomy in Italy - very interesting with the realisation of the amount of work to be done as Bendigo progresses its accreditation bid as a City of Gastronomy next year

Launch of Open House Bendigo and also highlighted Bendigo Sustainability's Group Sustainable House Day on Sunday 28 October

Meeting of the State Government Anti-Racism 10-Year Action Plan

Together with Crs Fyffe and Wrigglesworth, witnessed the Youth Films launch at the Library - very inspiring stories told by the young film makers

Artlands Conference - very moving session with Dja Dja Wurrung and it was a privilege to part of this hour and also participated in a panel at the conference talking about the City of Gastronomy and linkages with creative arts

Women in Leadership Forum complementing theme to the Artlands Conference of Women in the Arts

Inaugural Mandurang Artisans Trail last weekend - very well attended on both days

Attendance at sessions on the Reimagining the Bendigo Creek project - another very inspiring project

Central Victorian Greenhouse Alliance hosted a 'Getting betters outcomes from Local Government Energy Contracts Workshop'

Cr Fyffe reported on his attendance at the following meetings and events:

A number of Annual General Meetings for community groups

Artlands Conference sessions

Film launch by Multicultural services

Bendigo Spirit season launch

Launch of Possum Skin Cloaks at the Bendigo Library

Launch of Open House Bendigo

Calisthenics Victoria Championships

Number 1 highlighted – September 29 International Coffee Day

Funding announcement for Dower Park unisex changerooms

Chinese Harvest Festival

Solo exhibition at Bendigo Art Gallery by local artist, Jessie Boylan

FishKids Launch at Kennington Reservoir

VACC Centenary celebrations, including plaque unveiling at Cahill Chambers

Municipal Works Officers’ Dinner

Extended congratulations to Art Gallery Director, Karen Quinlan for her enormous efforts as the City’s Gallery Director and wishing her all the very best in her new role at the National Portrait Gallery of Australia in Canberra


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12. MAYOR'S REPORT

The Mayor, Cr Margaret O’Rourke tabled a report on her attendance at the following meetings and events:

Meeting with Maubisse Knitting group, Rotarians for Container working bee

Chaired Regional Cities Victoria meeting

Met with Hon Jacinta Allan MP, Hon Samantha Ratnam MP and Desiree Formes, Senior Advisor, Hon John Eren MP

Met with Hon Michael McCormack, Deputy Prime Minister, and Ms Gaelle Broad, National Party Candidate for Bendigo East

Presented at the It’s Happening, Victoria Campaign launch Deloitte: Shaping Future Cities

Spoke at the Municipal Works Officers Association – National Works and Engineering Conference

Attended the Rural Press Club of Victoria lunch with Hon Michael McCormack, keynote speaker

Welcomed Cavalcade & Show ‘n’ Shine and spoke at the gala dinner for Victorian Automobile Chamber of Commerce Centenary Celebrations

Attended funding announcement Dower Park unisex changerooms

Farewell to the Bendigo Youth Choir prior to leaving for Amiens France

Interviewed by Phoenix FM: Re-discovering Bendigo

Attended Passions and Pathways report back by students and employers

Laid wreath for National Police Remembrance day ceremony

Attended Bendigo Football Netball League Grand finals

Officiated at the opening of the State Championships for Calisthenics Victoria

Officiated at the launch of the Open House Bendigo Program

Officiated at the launch of the Bendigo Spirit Season

Officiated at the Australian Women’s Leadership Forum Bendigo

Met with Andy Penn, CEO Telstra and Steven Tinker, Regional Australia Western Victoria General Manager

Officiated at opening of the sailing season at the Bendigo Yacht Club, Lake Eppalock

Officiated and presented sashes to the winners at the 60th anniversary of the Spring Gully Hall dance.

Officiated at the opening of the Come and Try Day for Dragons Afloat

Officiated at the opening of the annual 2018 Senior’s week-long Festival “Get Social”

Attended the presentation of the 2018 Victorian Senior of the Year awards at Government House


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Attended the Film Launch of the Multicultural Youth Project at the Bendigo Library

Officiated at the opening Artlands Conference and attended various sessions at the conference

Officiated at the Honors Recognition reception (to acknowledge those awarded Order of Australia in the General Division, Member in the General Division of the Order of Australia, Fire Service Medallion and Public Service Medals in the Greater Bendigo Area).

Spoke at the Planning Institute Australia Symposium - Turning Livability into Reality workshop

Officiated at the opening at the Women in Leadership 2018 forum

Officiated at the opening of the 25th Australian Open Veterans Table Tennis Tournament

Toured the Mining Exchange Building

Attended Indulge Chocolates Ruby Chocolate launch

Welcomed community members to National Ride2Work Day 2018

Continued “Meet the Mayor” with residents

Chaired Epsom Ascot Huntly Flood Mitigation Study Advisory Group Meeting

Attended Sustainability and Environment Advisory Committee meeting

Attended City of Gastronomy Management meeting

Attended Bendigo Safe Community Forum at the Bendigo Police station

Participated in numerous workshops and forums

Participated in numerous radio, newspaper, television media interviews and photo opportunities

Met with many residents, businesses and community groups regarding a wide range of issues.

Thank you to the Deputy Mayor and those Councillors who represented me at events I was unable to attend.


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13. CHIEF EXECUTIVE OFFICER'S REPORT

The Chief Executive Officer, Mr Craig Niemann, tabled a report on his attendance at the following meetings and events: Attended a meeting of Regional Cities Victoria at which Minister Jacinta Allan addressed the

group

Attended an annual planning consultation meeting with representatives of the Victorian

Auditor-General's Office

Attended a meeting regarding the Pick My Project announcement

Participated in a walk-through of Gurri Wanyarra project. Official opening is being held on

Friday 26 October

Met with the Chief Executive Officer of State Emergency Service - Mr Stephen Griffin

Participated in a workshop to discuss the Rural Councils Transformation Fund.

Attended a meeting with representatives from City of Greater Bendigo and La Trobe

University to plan for future winter and summer CityStudio programs into 2019-2021

Met with representatives from BDAC

Met with Hon Michael McCormack - Deputy Prime Minister and Leader of the Nationals and

Ms Gaelle Broad - Nationals candidate for Bendigo East

Attended a meeting of the Dai Gum Loong Project Control Group

Attended the Honours Recognition Reception

14. CONFIDENTIAL (SECTION 89) REPORTS

Nil.

There being no further business, the meeting closed at 7:35 pm.

Confirmed: 21 November 2018 Chair

Documents

MINUTES Ordinary Meeting of Council · 2020-01-14 · With the Bendigo Stadium continuing to deliver world class events, including the Australian Senior’s Table Tennis Championships