Minutes Ordinary Meeting of Council - · PDF fileDistribution Councillors ... Cr Tony Francis Cr Ross Ebbels Cr Bob Merriman Officers Lenny Jenner - Chief Executive Officer ... General

Minutes

Ordinary Meeting of Council

Wednesday 24 January 2018 at 7:00pm

Queenscliff Town Hall 50 Learmonth Street, Queenscliff

Distribution

Councillors Cr Susan Salter (Mayor)

Cr Boyce Pizzey (Deputy Mayor)

Cr Tony Francis

Cr Ross Ebbels

Cr Bob Merriman

Officers Lenny Jenner - Chief Executive Officer

Phillip Carruthers - General Manager Organisational Performance & Community Services

Phil Josipovic - General Manager Planning & Infrastructure

Jessica Chappell – Executive Officer Community Engagement & Customer Services

Borough of Queenscliffe Minutes of the Ordinary Meeting of Council 24 January 2018 Page 2 of 62

1. OPENING OF MEETING ..................................................................................................... 5

2. PRESENT & APOLOGIES .................................................................................................... 5

3. PECUNIARY INTEREST & CONFLICT OF INTEREST DISCLOSURES ......................................... 5

4. LEAVE OF ABSENCE OF COUNCILLOR ................................................................................ 5

5. PUBLIC QUESTION TIME ................................................................................................... 6

5.1 Public Questions Status Update ............................................................................ 6

5.2 Public Questions .................................................................................................. 6

6. CONFIRMATION OF COUNCIL MEETING MINUTES ........................................................... 10

6.1 Ordinary Meeting of Council – 14 December 2017 .............................................. 10

7. RECORD OF ASSEMBLY OF COUNCILLORS ....................................................................... 10

8. MOTION ON NOTICE ...................................................................................................... 10

8.1 Motion on Notice Status Update ........................................................................ 10

8.2 Motion on Notice ............................................................................................... 10

9. CORRESPONDENCE ........................................................................................................ 11

9.1 Petitions and Joint Letters .................................................................................. 11

9.2 Inwards Correspondence .................................................................................... 11

10. MAYOR'S REPORT .......................................................................................................... 12

10.1 Functions Attended ............................................................................................ 12

11. COUNCILLOR PORTFOLIO REPORTS ................................................................................ 13

12. COMMUNITY WELLBEING .............................................................................................. 13

13. LOCAL ECONOMY ........................................................................................................... 13

14. ENVIRONMENTAL SUSTAINABILITY ................................................................................ 13

15. PLANNING & HERITAGE .................................................................................................. 14

15.1 Planning Permit Activity Report .......................................................................... 14

16. GOVERNANCE & PERFORMANCE .................................................................................... 25

16.1 Proposed Local Government Act Changes ........................................................... 25

16.2 Roads to Recovery Program - Proposed Projects for 2015 - 2019 ......................... 28

16.3 Priorities for the Forthcoming State and, possible, Federal Elections in 2018 ....... 31

16.4 Destination Queenscliff Community Engagement Plan ........................................ 38

17. AUTHORISATION OF SIGNING & SEALING OF DOCUMENTS ............................................. 43

17.1 Use of Council Seal – Contract 2017/09 – Preparation of Fort Queenscliff Business Case ................................................................................................................... 43

18. QUESTIONS WITHOUT NOTICE ....................................................................................... 46

18.1 Questions Without Notice Status Update ........................................................... 46

18.2 Questions Without Notice .................................................................................. 46


19. LIST OF COUNCIL MEETINGS ........................................................................................... 47

20. CONFIDENTIAL ITEMS ..................................................................................................... 48

20.1 Confirmation of 14 December 2017 Confidential Minutes ................................... 48

21. RATIFICATION OF CONFIDENTIAL ITEMS ......................................................................... 48

22. CLOSE OF MEETING ........................................................................................................ 48

ADJUNCT TO 7 - RECORD OF ASSEMBLY OF COUNCILLORS ...................................................... 49

7.1 Councillor Assembly – Thursday 14 December 2017 ............................................ 49

7.2 Councillor Assembly – Point Lonsdale Lighthouse Reserve Reference Group Meeting – Friday 15 December 2017 ................................................................... 51

7.3 Councillor Assembly – Thursday 21 December 2017 ............................................ 52

7.4 Councillor Assembly – Thursday 11 January 2018 ................................................ 53

7.5 Councillor Assembly – Point Lonsdale Lighthouse Reserve Reference Group Meeting – Thursday 18 January 2018 .................................................................. 54

7.6 Councillor Assembly – Point Lonsdale Lighthouse Reserve Reference Group Meeting – Thursday 18 January 2018 .................................................................. 56

7.7 Councillor Assembly – Thursday 18 January 2018 ................................................ 57

7.8 Governance & Finance Reference Group Meeting – Thursday 18 January 2018 ... 59

ADJUNCT TO 5.1 – PUBLIC QUESTIONS STATUS UPDATE (COMMENCING 23 MARCH 2016) ..... 60

ADJUNCT TO 8.1 – MOTION ON NOTICE STATUS UPDATE ....................................................... 61

ADJUNCT TO 18.1 – QUESTIONS WITHOUT NOTICE STATUS UPDATE ....................................... 62


Appendices Appendix Title Agenda Item Distribution

Appendix 1 A New Local Government Act for Victoria

16.1 Proposed Local Government Act Changes

Under separate cover


1. OPENING OF MEETING

The Meeting opened at 7:02pm 2. PRESENT & APOLOGIES

Present:

Cr Susan Salter (Mayor)

Cr Boyce Pizzey (Deputy Mayor)

Cr Tony Francis

Cr Ross Ebbels

Cr Bob Merriman

Lenny Jenner - Chief Executive Officer

Phillip Carruthers - General Manager Organisational Performance & Community Services

Phil Josipovic - General Manager Planning & Infrastructure

Apologies:

Jessica Chappell – Executive Officer Community Engagement & Customer Services

3. PECUNIARY INTEREST & CONFLICT OF INTEREST DISCLOSURES

Councillors must disclose a conflict of interest in accordance with Section 79 of the Local Government Act 1989. Councillors: Nil Officers: Nil 4. LEAVE OF ABSENCE OF COUNCILLOR Nil.


5. PUBLIC QUESTION TIME

5.1 Public Questions Status Update No Public Questions outstanding.

5.2 Public Questions

Public Questions are submitted to the Chief Executive Officer prior to the opening of the Ordinary Meeting of Council, in accordance with the Borough of Queenscliffe Local Law No 1, 2010, Processes of Municipal Government. Question 1

Councillors Merriman / Francis: That Council, given Council’s Public Question Time guidelines and the absence of the person raising the public question, respond to the public question in a manner consistent with Council’s Customer Service Charter standards.

Carried unanimously

Question 2 Can the Council investigate putting Borough Planning Applications on the web like City of Greater Geelong and many other councils? Mayor I have requested the General Manager Planning & Infrastructure answer this question Response by General Manager Planning and Infrastructure Thank you Mayor This issue was considered as part of the 2017/18 budget deliberations, but due to Council’s financial constraints we were unable to fund it at that time. Council officers will include a case for this item to be considered as part of the 2018/19 budget deliberations. Question 3 There is a new kid on the planning report block in the form of VicSmart planning applications, marked by "V". Councillors are prohibited from calling them in, there is no requirement for public notification to neighbours, and third-party rights at VCAT are not allowed. It is in fact the CEO or his delegate who has been given the planning permit power under VicSmart, and approval is supposed to occur within 10 days.


What will Councillors do to reassert Council's power and responsibility for planning and to make sure that non-planners are not able to approve VicSmart applications? Mayor I have requested the General Manager Planning & Infrastructure answer this question Response by General Manager Planning and Infrastructure Thank you Mayor VicSmart was introduced by the State Government in about 2014. It is State legislation included in the Planning and Environment Act and applies to all Councils across the state. It facilitates the consideration of matters prescribed by the state government as being minor or straight forward. If an application qualifies as a VicSmart application then Councils are required to determine within 10 days and officer delegation cannot be removed. All Councils must comply with this legislation and have no power to amend it. The Borough of Queenscliffe’s consideration of any VicSmart applications is compliant with the relevant legislation. Question 4 from PLCA Can the Council please inform us of who the successful tenders/contractors are for Destination Queenscliff Project - given a community engagement plan for the project is mentioned in tonight's agenda? Response by the Mayor We are unable to provide an answer at this time but will release a press release quickly once the contract is signed. The PLCA and the community can be assured the preferred consultant is a highly regarded firm with extensive experience in both the private and public sector. Council underwent a two stage procurement process to appoint a design consultant. The two stages included an expression of interest stage where firms were invited to submit their interest in the project together with their relevant experience, capability and capacity to deliver. A total of eleven responses were received from highly qualified and capable firms. The tender evaluation team comprising of council officers and a Regional Development Victoria Officer supported by the project manager and overseen by an independent probity auditor short listed four firms to participate in the Request for Tender Phase. The request for tender phase included participation in a concept design submission to demonstrate understanding of the project deliverables and opportunities to highlight eco-accommodation concepts. Tender briefings for each of the RFT participants were held on 10 October 2017 and the tender period closed on 24 October 2017. Council considered the four tenders at its November 2017 Council meeting as a confidential item. Once the contracts are signed and sealed, Council will be in a position to announce the successful firm.


Question 5 from QCA: It appears from Council plans for a revised entry into the caravan park from Hesse St will entail possible loss of mature street and high valued park trees. There also appears uncertainty for campers booking for the coming year as the new siting has not been released. Can Council assure the community that no further trees will be lost in the revised park reconfiguration and that campers can be given full and correct information on the new siting arrangements for the coming year? Response by the Mayor Your comments regarding the entry to the caravan park have no basis as planning of this area is not complete. Regardless, Council has a tree replacement plan which it follows in all circumstances. As an outcome of a meeting with over 100 campers held in early January a pro-active arrangement has been put in place to provide information to campers on the changes underway and the availability of sites, as soon as practical once plans for work in the area are at a stage that provides reliable information. Question 6 It appears from documentation received and contrary to council information and agenda Minutes that DELWP or former bodies such as DSE provided absolutely no understandings, coastal consents, agreements, permissions to develop Crown lands for tourist housing or coastal tourist development in the manner described previously by council. It is my understanding contrary to an answer by the CEO there is also no documentation of a Project Control Group or similar group providing State Government advice. Bearing that in mind and new proposals for council to develop a toilet block, cafe / kiosk and Tourist information facility on Hesse St and the Ocean View car park can we be assured that given the significance of Shortlands Bluff are alternative settings being proposed and has Council re evaluated the early released plans? Response by the Mayor Your preamble makes a number of assertions which we do not accept. If the person asking the question would provide specific contradictions he is referring to in writing, Council will be happy to respond. Council considered the appointment of design consultants as described in response to public question 4 and details of the elements asked about will be considered during the design process which will include community consultation.


Question 7 Could the Council please let us know when the study will be released and will the recommendations include up to date information and take into account the significant changes in the landscape of camping and caravan parks in the Borough over the last 12 months or so. Response by the Mayor: Council will be considering the Caravan Park Master Plan in the current financial year quarter and it will take into account current circumstances.


6. CONFIRMATION OF COUNCIL MEETING MINUTES 6.1 Ordinary Meeting of Council – 14 December 2017 A copy of the previous Minutes of the Ordinary Meeting of Council held on 14 December 2017 was distributed to Councillors under separate cover. Councillors Francis / Pizzey: That the Minutes of the Ordinary Meeting of Council of the Borough of Queenscliffe held on 14 December, as distributed, be confirmed as an accurate record.

Carried unanimously

7. RECORD OF ASSEMBLY OF COUNCILLORS Record in accordance with section 80A(1) of the Local Government Act 1989 (see Adjunct to Item 7). Councillors Ebbels / Pizzey: That the Record of Assembly of Councillors, as presented in Adjunct to Item 7, be noted.

Carried unanimously 8. MOTION ON NOTICE 8.1 Motion on Notice Status Update Councillors Ebbels / Pizzey: That the Motion On Notice Status Update, as presented in Adjunct to Item 8.1, be noted.

Carried unanimously 8.2 Motion on Notice No Motions on Notice were received.


9. CORRESPONDENCE

9.1 Petitions and Joint Letters Nil. 9.2 Inwards Correspondence

Date Correspondence

7/12/2017 Correspondence from President of the Queenscliffe Historical Museum

regarding progress of Queenscliff Hub

13/12/2017 Correspondence from the QCA regarding Future of Shortland Bluff

14/12/2017 Correspondence from Byron Shire Council regarding Procurement from

companies involved with Adani and the Carmichael Mine

15/12/2017 Correspondence from a resident regarding fencing at the Community

Sports Centre

29/12/17 Correspondence from a resident regarding condition of public toilet

facilities

8/1/18 Correspondence regarding caravan parks

11/1/18 Correspondence from a resident regarding street trees

16/1/18 Correspondence from a resident regarding flyers being distributed

Councillors Ebbels / Francis: That the Correspondence be noted.

Carried unanimously


10. MAYOR'S REPORT 10.1 Functions Attended Date Function Attended

12 December 2017 The Mayor attended the Queenscliff Senior Citizen’s Annual Christmas

Lunch

22 December 2017 The Mayor attended the Point Lonsdale Primary School Awards

Presentation

30 December 2017 The Mayor and Acting CEO attended the Rip View Swim Classic

12 January 2018 The Mayor was the guest speaker at the Point Lonsdale Civic

Association meeting

17 January 2018 The Mayor and CEO attended the City Deal funding announcement by

the Prime Minister, the Hon Malcolm Turnbull, and the Deputy Premier

of Victoria, the Hon James Merlino

Councillors Francis / Pizzey: That the Mayor's Report be received.

Carried unanimously


11. COUNCILLOR PORTFOLIO REPORTS No reports to consider. 12. COMMUNITY WELLBEING No reports to consider. 13. LOCAL ECONOMY No reports to consider.

14. ENVIRONMENTAL SUSTAINABILITY No reports to consider.


15. PLANNING & HERITAGE 15.1 Planning Permit Activity Report 15.1 (a) Planning Permit Summary Report

App. No Date Received

Address Proposal Status

**2013/066 19/07/2013 (Amended 3/10/2014)

1 Kirk Road Point Lonsdale

Buildings and works associated with the construction of a three storey building (office and dwelling), use of the land for a dwelling and removal of native vegetation and reduction of car parking requirements of Clause 52.06 of the Queenscliffe Planning Scheme

Notice of decision to grant a permit issued by Council 27 November 2014 VCAT application for review lodged by objector(s) and subsequently withdrawn VCAT hearing vacated, waiting on advice regarding decision to be issued

2015/102 11/11/2015 (on hold from 18/09/2016 to 16/08/2017)

51 King Street Queenscliff

Permission under Clause 52.27 of the Queenscliffe Planning Scheme to use the land to sell and consume alcohol (General Licence), alterations to the existing building, the development of an outbuilding, reduction to zero of the car parking requirement associated with the use of the site and the construction of a fence/gate

Public notification

2016/015 15/03/2016 61-75 Murray Road & 260 Fellows Road, Queenscliff

Subdivision of the land into two lots in accordance with the Development Plan Under review

**2016/028 13/04/2016 (Amended 12/10/2016 & 9/02/2017)

73 Bellarine Highway Point Lonsdale

The development of five (5) dwellings, variation to the site coverage requirements of Design and Development Overlay Schedule 5, subdivision of the land into five (5) lots, removal of native vegetation and creation of access to the Road Zone Category 1

Notice of refusal to grant a permit issued. VCAT application for review lodged by applicant VCAT hearing 11 January 2018 VCAT decision yet to be issued

2016/085 14/09/2016 1 Wharf Street East Queenscliff

Permission under Clause 52.27 of the Queenscliffe Planning Scheme to use the land to sell alcohol for consumption both on and off the premises (general licence) in association with a food and drink premises

Public notification Referrals to Victoria Police & Local Laws

**2017/026 23/03/2017 28 Simpson Street Point Lonsdale

Alterations and extensions (roof deck) to an existing dwelling Notice of decision to grant a permit issued VCAT application for review lodged by objector VCAT hearing 20 February 2018




**2017/033 27/04/2017 78 Bellarine Highway Queenscliff

Permission under Clause 52.27 of the Queenscliffe Planning Scheme to use the land to sell alcohol for consumption both on and off the premises (general licence)

Notice of decision to grant a permit issued

**2017/035 09/05/2017 (Amended 3/08/2017 & 13/12/2017))

26 Simpson Street Point Lonsdale

Part demolition of an existing dwelling, demolition of an outbuilding and front fence, alterations and extensions (two storey) to an existing dwelling and construction of a front fence on a site individually listed in a Heritage Overlay

Public notification

2017/057 24/07/2017 17 Lonsdale Street Point Lonsdale

Alterations and extensions to an existing dwelling and variation to the site coverage requirements of Design and Development Overlay – Schedule 4

Public notification

2017/059 24/07/2017 Queenscliff Harbour carpark, Wharf Street East, Queenscliff

Construct and display signage Public notification

**2017/066 22/08/2017 193 Point Lonsdale Road Point Lonsdale

Alterations and extensions to an existing two storey dwelling and variation to the site coverage requirements of Design and Development Overlay – Schedule 3

Under consideration

V 2017/068 04/09/2017 104 Hesse Street Queenscliff

Subdivision of the land into two (2) lots Under consideration

2017/069 4/09/2017 20 Werry Road Point Lonsdale

Alterations and extensions to an existing dwelling Public notification

2017/073 7/09/2017 31 Baillieu Street Point Lonsdale

The construction of a dwelling Public notification

2017/074 14/09/2017 60 King Street Queenscliff

The construction of a dwelling and front fence Further information requested 26 September 2017

**2017/076 21/09/2017 1 Beach Street Queenscliff

Demolition of buildings within a Heritage Overlay area (“Fisherman’s Wharf”), buildings and works associated with the re-instatement of a wharf and slipway

Public notification Referrals to Parks Vic, DELWP, EPA, CCMA, Heritage Advisor, Borough Engineer




2017/077 26/09/2017 16 Bowen Road Point Lonsdale

The construction of a two storey dwelling Under consideration


Part demolition of a dwelling in a Heritage Overlay area, demolition of an outbuilding, alterations and extensions to a dwelling, variation to the setback requirements of Design and Development Overlay – Schedule 1 and construction of an outbuilding

Public notification

**2017/082 11/10/2017 81 Nelson Road Queenscliff

Use of the premises as a residential building Public notification

2017/083 16/10/2017 7 Learmonth Street Queenscliff

Part demolition of a dwelling in a Heritage Overlay area, demolition of an outbuilding, alterations and extensions (two storey) to a dwelling and variation to the setback requirements of Design and Development Overlay – Schedule 1

Public notification

2017/084 16/10/2017 4 Jacqueline Court Point Lonsdale

Alterations and extensions to an existing dwelling and variation to the setback requirements of Design and Development Overlay – Schedule 4

Public notification

2017/085 19/10/2017 (Amended 8/01/2018)

57-59 Point Lonsdale Road

Subdivision of the land into four (4) lots Referrals to Powercor, Barwon Water & Downer (gas)

**2017/086 19/10/2017 24 & 26 Golightly Street Point Lonsdale

Subdivision of the land into three (3) lots and removal of easement Public notification Referral to Borough Engineer

**2017/090 30/10/2017 34 Kirk Road Point Lonsdale

The development of three dwellings (two double storey and one single storey) and subdivision of the land into three (3) lots

Public notification Referral to Borough Engineer

2017/091 31/10/2017 20 Simpson Street Point Lonsdale

Alterations and extensions to an existing dwelling, construction of an outbuilding and front fence and variation to the wall length on boundary requirements of Design and Development Overlay – Schedule 4

Public notification Referral to CFA

2017/093 3/11/2017 (Amended 23/11/2017)

21 Kirk Road Point Lonsdale

Alterations and extensions (two storey) to an existing dwelling, construction of a carport and removal of native vegetation

Public notification

2017/095 6/11/2017 2 Kirk Road Point Lonsdale

Alterations and extensions to an existing two storey dwelling and variation to the site coverage and side setback requirements of Design and Development Overlay – Schedule 4

Under consideration




2017/096 8/11/2017 3 Sara Street Point Lonsdale

Alterations and extensions (two storey) to an existing dwelling Further information requested 1 November 2017

2017/098 20/11/2017 18 Mercer Street Queenscliff

Demolition of buildings in a Heritage Overlay area and alterations and extensions to a dwelling Public notification

2017/101 29/11/2017 4 Lockwood Street Point Lonsdale

Alterations and extensions to an existing two storey dwelling and variation to the front setback requirements of Design and Development Overlay – Schedule 4

Further information requested 12 December 2017

2017/102 29/11/2017 17 Werry Road Point Lonsdale

Alterations and extensions to an existing dwelling and variation to the side setback requirements of Design and Development Overlay – Schedule 4

Further information requested 12 December 2017

2017/103 4/12/2017 31 Cheshunt Street Point Lonsdale

Alterations and extensions to an existing two storey dwelling and construction of a front fence Public notification


15.1(b) Planning Permit Summary Report: Applications on Hold at Request of Applicant



**2016/062 08/07/2016 (Amended 03/08/2016 & 22/08/2016)

31 Stokes Street Queenscliff

Demolition of an existing dwelling and outbuildings in a Heritage Overlay area, construction of a dwelling and outbuilding, alterations to the front fence, variation to the site coverage requirements of Design and Development Overlay – Schedule 1

Application on hold while owner/applicant reviews proposal


15.1(c) Planning Permit Summary Report: Applications Finalised Since Last Report



**2016/058 01/07/2016 (Amended 07/12/2016 & 21/03/2017)

20 Bridge Street Queenscliff

Part demolition of an existing dwelling, demolition of outbuildings and a fence in a Heritage Overlay area, alterations and extensions to an existing dwelling, variation to the site coverage and side setback requirements of Design and Development Overlay – Schedule 6, the construction of an outbuilding and front fence

Amended permit issued

**2016/116 5/12/2016 (Amended 16/03/2017)

5 Loch Street Point Lonsdale

Alterations and extensions to an existing two storey dwelling Notice of decision to grant a permit issued. VCAT application for review lodged by objector (decision) and applicant (conditions) Amended permit issued at the direction of VCAT

2017/023 10/03/2017 (Amended 14/09/2017)

1 Tobin Drive Queenscliff

The construction of a pergola and external alterations to the existing building Permit issued

2017/049 21/06/2017 (Amended 19/09/2017 & 2/10/2017)

14 King Street Queenscliff

Demolition of a dwelling and front fence in a Heritage Overlay area, construction of a two storey dwelling and front fence and variation to the site coverage requirements of Design and Development Overlay – Schedule 1

Permit issued

2017/063 15/08/2017 53 Stevens Street Queenscliff

Demolition of dwelling and fence in a Heritage Overlay area, construction of a dwelling and variation to the front setback requirements of Design and Development Overlay – Schedule 1

Permit issued

**2017/064 17/08/2017 93 Glaneuse Road Point Lonsdale

Subdivision of the land into two (2) lots and removal of native vegetation Permit issued


The construction of an outbuilding Permit issued

2017/079 3/10/2017 JL Jordan Reserve 1 Hesse Street Queenscliff

Display signage Permit issued

2017/080 3/10/2017 4/43 Flinders Street Queenscliff

Alterations and extensions to an existing dwelling Permit issued




V 2017/089 31/10/2017 6 Waterview Close Queenscliff

Construction of an outbuilding Permit issued

2017/097 10/11/2017 29 Golightly Street Point Lonsdale

Alterations and extensions to an existing dwelling Permit issued

V 2017/099 27/11/2017 76 Hesse Street Queenscliff

Externally paint, externally alter a building and display signage on a building individually listed in the Heritage Overlay

Permit issued

V 2017/100 28/11/2017 (Amended 4/12/2017)

7 Albert Street Point Lonsdale

Construction of an outbuilding Permit issued


15.1(d) Planning Permit Summary Report: New Applications Received Since Last Report



2017/104 11/12/2017 Fellows Road (road reserve between Murray Road & McDonald Road) adjacent to Lakers Cutting Queenscliff

Removal of native vegetation and works associated with the minor utility installation (construction of culverts)

Initial review

V 2017/105 14/12/2017 6 Learmonth Street Queenscliff

Demolition of an outbuilding and construction of an outbuilding in a Heritage Overlay area Under consideration

2017/106 13/12/2017 66 Fellows Road Point Lonsdale

Construction of an outbuilding and variation to the site coverage and front setback requirements of Design and Development Overlay - Schedule 4

Further information requested 16 January 2018

2017/107 15/12/2017 69-71 Learmonth Queenscliff

Subdivision of the land into two (2) lots Public notification


Alterations and extensions to an existing dwelling, variation to the site coverage requirements of Design and Development Overlay – Schedule 1 and removal of an easement

Initial review


Creation of a new easement and removal of an easement Initial review

2017/110 20/12/2017 153 Point Lonsdale Road Point Lonsdale

Construction of a two storey dwelling and front fence and variation to the site coverage and front and side setback requirements of Design and Development Overlay Schedule 3

Initial review

2017/111 21/12/2017 35 Hobson Street Queenscliff

Part demolition, alterations and extensions to an existing dwelling in a Heritage Overlay area and variation to the site coverage requirements of Design and Development Overlay - Schedule 1

Initial review


15.1(e) Development Plan Summary Report

App. No Date Received Address Proposal Status

DP01/2016 15/03/2016 61-75 Murray Road & 260 Fellows Road, Queenscliff

Development Plan and two lot subdivision Public notification

DP01/2017 19/09/2017 1 Wharf Street East Queenscliff

Development Plan Stage 2: Queenscliff Ferry Terminal building and boardwalk Further information requested 27 October 2017

DP02/2017 17/11/2017 1 Beach Street Queenscliff

Demolition of buildings within a Heritage Overlay area (“Fisherman’s Wharf”), buildings and works associated with the re-instatement of a wharf and slipway

Public notification

DP03/2017 23/11/2017 81 Nelson Road Queenscliff

Use of the premises as a residential building Under review

LEGEND ** Objections received Italics Amendment or extension of time request to application previously determined by Council Bold Officer delegation removed V VicSmart application (officer delegation cannot be removed)


Councillors Pizzey / Ebbels: That the report be received.

Carried unanimously

Councillor Pizzey indicated that he would move a motion regarding planning application 2017/082 – 81 Nelson Road, Queenscliff. 7:23pm Cr Ebbels declared a conflict of interest due to the proximity of his residential property to Planning Application 2017/082: 81 Nelson Road, Queenscliff, and left the Council Chamber.

Councillors Pizzey / Francis: That Council remove officer delegation conferred under Section 98(1) of the Local Government Act 1989 in relation to Planning Application 2017/082: 81 Nelson Road, Queenscliff – Use of premises as a residential building, on the grounds of significant community interest, potential amenity impact to adjoining residential area and parking requirements.

Carried unanimously

Councillor Merriman question: Can the CEO provide advice as to whether Council has a conflict given that Council owns property adjacent to 81 Nelson Road, Queenscliff? The CEO responded by advising that Conflict of Interest relates to individuals not acting on a matter when they have a personal beneficial interest in the outcome. As they are not personally effected by this planning permit application, a conflict does not exist for them (except for Councillor Ebbels who has a declared a conflict due to the proximity of his privately owned residential property). Council has an obligation under the Planning and Environment Act and Local Government Act to make decisions and fulfil their role and responsibility to collectively represent the interests of the community. 7:28pm Cr Ebbels returned to the Chamber. Councillors Pizzey / Ebbels: That Council: 1. Request officers provide a briefing in relation to the following planning permit

applications:


∙ 2017/085 – 57-59 Point Lonsdale Road; ∙ 2017/093 – 21 Kirk Road, Point Lonsdale; ∙ 2017/095 – 2 Kirk Road, Point Lonsdale; and 2. Request officers provide a briefing on the Council’s planning protocol and the matters or

circumstances that trigger a Council briefing from officers.

Carried unanimously


16. GOVERNANCE & PERFORMANCE 16.1 Proposed Local Government Act Changes File: QG1820203

Report Author: General Manager, Organisational Performance and Community Services

Strategic Objective: Maintain a cohesive, well governed, financially sustainable and independent Borough Portfolio: Governance & Performance Portfolio Holder: Cr Bob Merriman

Purpose This report provides information relating to creation of a new Local Government Act. Background Commencing in 2015 the State Government initiated implementation of a reform agenda for local government which included rate capping, benchmarking of performance data and the creation of a new local government act. The Local Government Act 1989 has been extensively amended over the years, often on an ad hoc basis, and has survived major reforms in the sector. The end result is a cumbersome document, which is extremely prescriptive. Government objectives The state government has three major objectives in the creation of the new Act:

1. Citizens will better understand, value and participate in local government 2. Councils will drive reform by being more autonomous and outcome oriented, delivering

value by being innovative and collaborative 3. The Act will be a living document that is informative and provides a sound framework for

efficiency and enterprise by Councils. Consultation A significant consultation program has been conducted over the past two years, with all Councils, as well as the community, having the opportunity to input to the changes. Council participated in consultations with the state government in 2016 and 2017 and provided a written submission in September 2016.


Key Issues The major reforms introduced by the new Act will require Councils to show greater autonomy in determining how they adopt the principles for good local government which are contained in the Act. The Borough of Queenscliffe is in a strong position to implement these principles, already having a strong governance framework in place. The framework for implementation will be staggered to provide Councils time to implement specific provisions. Discussion An explanatory document which is designed to help readers navigate the new legislation is attached at Appendix 1. The most significant matters arising from the proposed legislation for the Borough of Queenscliffe are as follow:

The new Act will require Councils to manage and report on a one, four and ten year financial basis, with the Mayor assigned specific responsibilities. The Borough of Queenscliffe already manages and reports on a one and four year basis and has already commenced planning to introduce ten year management and reporting.

Community engagement around longer term Council planning will be mandated in a regime similar to that adopted by the Borough.

Mandated mechanisms for recruitment, employment and remuneration of CEO’s will be introduced which reflect best practice, and when required the Borough will adopt these mechanisms.

Councils will be required to introduce policies which cover areas formerly covered by the Act, within the framework of the principles contained in the Act. The Borough already has policies across most required areas.

The Act promotes collaboration between Councils. This will formalise the collaborative arrangements the Borough has place with other Councils in the region.

Council Plan This report contributes to the achievement of the following 2013-2017 Council Plan strategies:

Provide transparent and accountable governance and meet all legislative requirements.

Ensure the continuing financial sustainability and independence of the Borough.

Enhance communication and community engagement in decision-making across the 3225 postcode area.

Financial The implementation of the new Act will not impose any significant financial obligation on the Borough that was not previously funded through good governance initiatives.


Social All changes in the Act have been the subject of extensive planning and public consultation. Environmental There are no environmental implications. Risk Management There are no risks associated with the adoption of the Act. Officer Direct or Indirect Interest

Under Section 80C (1) (2) of the Local Government Act 1989, Council staff and persons engaged under a contract to provide advice or a report to a meeting of the Council or a special committee, and who have a direct or indirect interest in a matter to which the advice or report relates, must disclose the type of interest when providing the advice or report and before the advice or report is consider by the Council or the committee. Officers involved in developing the report have no direct or indirect interests. Conclusion The new Act provides a sound basis for the sector to move forward. The Borough is well placed to seize the opportunities the Act presents. Councillors Merriman / Francis: That Council: 1. Note the changes and opportunities presented by the new Act, and 2. Request officers plan to prepare a plan to implement changes required by the new Act.

Carried unanimously

Councillor Merriman question: Could officers please clarify the ‘active or formal roll’ that will be applied to future Local Government elections? The CEO clarified that the State Government had confirmed that there is no change to the voting entitlement of individuals in the proposed new Local Government Act.


16.2 Roads to Recovery Program - Proposed Projects for 2015 - 2019 File: QG300-06-01 Report Author: Roads & Infrastructure Engineer Strategic Objective: Maintain a cohesive, well governed, financially sustainable and independent Borough Portfolio: Governance & Performance Portfolio Holder: Cr Bob Merriman

Purpose This report presents the proposed projects for consideration and approval by Council for the 2015 – 2019 Roads to Recovery allocation. Background Council has been allocated funding of $231,274 for the four year period ending 30 June 2019 under the Federal Government’s Roads to Recovery Program. In order to meet the funding agreement, works must be completed and acquitted by 30 June 2019. To enable works to be designed and implemented within this timeframe, a Council decision on the program of works is required. Key Issues The funding agreement requires works to be on the construction or maintenance of roads. The following projects are considered by officers to be suitable projects that meet the funding guidelines and can also be expected to be delivered within the 30 June 2019 timeframe:

1. Construction of the Point Lonsdale Road/Ocean Road roundabout (“Lighthouse Reserve roundabout”) at an estimated cost of $200,000. This would provide a significant safety and access improvement to this intersection and has the support of the Point Lonsdale Lighthouse Reference Group as it would enhance access to this tourist precinct.

2. Sealing of two intersections in Point Lonsdale; namely Milne Court with Ocean Road, and Crigan Road with Ocean Road, at an estimated cost of $40,000. Although these intersecting roads are private roads, the intersections are difficult to maintain and the stormwater off Ocean Rd is impacting the unsealed streets. These works would improve the safety of vehicles at the intersection.


3. Drainage improvements and road verge sealing of Bowen Road, Point Lonsdale at an estimated cost of $110,000. This road is heavily used by school parents for parking, drop-offs and pick-ups, and the unsealed road verges and poor drainage make this a hazard for users and difficult for Council to maintain.

4. Drainage improvements and road verge sealing of Nelson Road, Point Lonsdale between Grimes Road and Lawrence Road at an estimated cost of $120,000. This road is used by patients accessing the adjacent Bellarine Community Health Centre and this presents a risk due to the age demographic of the general users as well as being difficult for Council to maintain.

Discussion The priority of these four projects has been assessed considering the following criteria:

Reduction of Council maintenance

Improvements to road safety

Broad community benefit

Environmental benefits

Score

Lighthouse Reserve roundabout

High (3) Sign and kerb damage

High (3) High (3)

Medium (2) No impacts on vegetation

11

Milne Court and Crigan Road intersection sealing

High (3) Edge breaks and drainage

Medium (2) Low (1) Medium (2) No impacts on vegetation, improves stormwater

8

Drainage and verge improvements to Bowen Road


Low (1) Medium (2) Medium (2) Minor impact on vegetation, improves stormwater

8

Drainage and verge improvements to Nelson Road


Medium (2) Medium (2) Medium (2) Minor impact on vegetation, improves stormwater

9

Based on the above assessment, the Lighthouse Reserve roundabout is the preferred project for Roads to Recovery funding. Council Plan This report relates to two Strategic Objectives in the in the 2017-2021 Council Plan:

Strategic Objective 5 – Governance and Performance in the 2017-2021 Council Plan.


The relevant strategy is to “Maximise the return on Council assets and leverage external funding opportunities.”

Strategic Objective 4 – Planning and Heritage. The relevant strategy is to “Ensure high quality design and construction standards in new and upgraded community infrastructure.” Financial The Roads to Recovery funding must be expended and acquitted by 30 June 2019 and this means that the relevant project/s need to be selected to allow time for design, consultation, approvals and implementation. All four projects are considered to be able to be delivered in this timeframe. The projects selected will need to align with the funding available and so depending on which projects are agreed their scope may need to be adjusted to fit this budget. Social All four identified projects would improve the local amenity and provide significant benefits to the community. The Lighthouse Reserve roundabout would provide the greatest benefit due to the number of users accessing this site and improved access to the reserve. Environmental All four projects are considered to provide environmental benefits through improved treatment of stormwater and will have minimal impact on vegetation. Risk Management The Lighthouse Reserve roundabout project provides the most benefit in terms of risk minimisation given the significant safety improvements a roundabout provides to traffic. Being a four way intersection it would reduce the risk of a vehicle accident significantly. The other three identified projects also have risk management benefits as they would improve the drainage and rough road surface. Community Engagement The four projects are assessed as category three (area impacts). An appropriate community engagement plan will be developed and implemented for the selected project.


CATEGORY One ☐ Two ☐ Three ☒ Four ☐ Five ☐ Six ☐

One-off Issues

Changes to current practice

Area impacts

Service planning

Major plans Major projects

Officer Direct or Indirect Interest

Under Section 80C (1) (2) of the Local Government Act 1989, Council staff and persons engaged under a contract to provide advice or a report to a meeting of the Council or a special committee, and who have a direct or indirect interest in a matter to which the advice or report relates, must disclose the type of interest when providing the advice or report and before the advice or report is consider by the Council or the committee. Officers involved in developing the report have no direct or indirect interests. Assessment Of the four identified projects, the Lighthouse Reserve roundabout is considered to provide the most benefit in the four areas of reduction in Council maintenance, road safety improvement, broader community benefit and environmental benefit. There is a possibility that the roundabout project will not expend all available program funding. If this is the case, it is suggested that the balance of any funds be allocated to the intersection sealing of Milne Court and Crigan Road because this project is the most likely to be able to be completed with the minor amount of funding likely to remain. Conclusion The proposed Lighthouse Reserve roundabout is the recommended Roads to Recovery project, with the improvements to the intersections of Milne Ct and Crigan Rd also recommended subject to sufficient available funding after delivery of the roundabout. Councillors Merriman /Pizzey: That Council: 1. Endorse the nomination of Lighthouse Reserve roundabout as the preferred project for

Council’s Roads to Recovery allocation for 2015 – 2019; and 2. Endorse the sealing of the intersections of Milne Court with Ocean Road, and Crigan

Road with Ocean Road, Pt Lonsdale, as the second preferred project for Council’s Roads to Recovery allocation for 2015 – 2019, noting that this is only to be delivered if sufficient funds remain available after construction of the Lighthouse Reserve roundabout.

Carried unanimously


16.3 Priorities for the Forthcoming State and, possible, Federal Elections in 2018 File: QG0720201 Report Author: Chief Executive Officer Strategic Objective: Maintain a cohesive, well governed, financially sustainable and independent Borough Portfolio: Governance & Performance Portfolio Holder: Cr Bob Merriman

Purpose This report provides information relating to potential projects for Council to review and determine as priorities to present to candidates and their respective Parties in relation to the forthcoming State, and possible, Federal Elections in 2018. Background The next State Election will be conducted on Saturday 24 November 2018. There is also a possibility that a Federal Election will be called in 2018. In this context, it is appropriate for Council to review and determine priorities that can be presented to prospective State and Federal candidates and their respective Parties. The following projects are presented for Council’s consideration. 1. Queenscliffe Community Hub Located in Queenscliff’s commercial centre, the Queenscliffe Hub Project aims to create a multi-use community facility focused on the efficient and innovative delivery of information offered by three organisations; the Queenscliffe Historical Museum, the Queenscliff Library and the Queenscliffe Visitor Information Centre. The Queenscliffe Hub project involves physically linking the existing library and museum buildings (through construction of an infill building between the library and museum) and integrating their operations based on visitor information access needs and information flows. This will improve and integrate the operation and functional relationships between the three services. The project also includes improvements to the open space area in front of the Hub. Redevelopment of the existing buildings will incorporate contemporary environmental sustainability features consistent with current regulations and other opportunities offered by the nature of the redevelopment. The project will conform to the Borough’s Carbon Neutral Action Plan September 2011 by including principles of sustainable design, such as the use of renewable


materials, increased energy efficiency, water savings measures and other greenhouse gas abatement design measures. This project reflects the substantial and detailed consultation with a range of community and service delivery stakeholders including the Queenscliffe Historical Museum Committee of Management, Geelong Regional Library Corporation management and staff, staff and volunteers of the Queenscliffe Visitor Information Centre, a range of community and business representatives on the Hesse Street Revitalisation Project Reference Group and Borough of Queenscliffe Council. All participants and their respective organisations have endorsed the concept design and the integrated community Hub service delivery principles that underpin this proposal. Council has lodged funding applications with the Federal and State Governments for the Queenscliffe Hub project. The Concept Design approved by Council demonstrates that linking the library and Museum buildings will increase the available space by approximately 25% and this will result in: • Provision of a fully accessible, multi-purpose meeting room; • Expanded and enhanced Historic Museum facilities, enhanced exhibitions, flexible and

specialist service areas and improvements to volunteer work stations; • Expanded library reading room and multi-use quiet space; • Capacity to host larger groups as well as children’s programs; • Ability to provide courses and readings simultaneously at popular times and during peak

holiday periods, taking account of the needs of people with disabilities; • Enhanced visitor information centre services including additional PCs and improved room for

those using them; • Ability to extend and integrate public exhibitions and, • Capacity to adapt services to cater for seasonal fluctuations when the population can quadruple to over 17,000. Council has undertaken the necessary project management required to expedite this project. This includes finalising the heritage architect concept design of the Hub, commissioning an independent impact assessment and required protection works regarding the proposed works related to the heritage tree at the rear of the property, completing preliminary structural design and updating the quantity survey to provide contemporary project costing. Current funding applications submitted by the Borough of Queenscliffe Council summarise the potential funding arrangements as follows:

Total Project Cost: $ 3,100,000 Federal Government: $ 1,500,000 – Building Better Regions Fund State Government: $ 1,500,000 – Multiple funding Programs including Living Libraries

and Regional Infrastructure Fund Local Government: $ 100,000 – included in 2017/18 Council budget


2. Towards an Independent Power Supply Project Council’s 2017/18 Implementation Plan and Budget includes a project to prepare a Discussion Paper that will examine the possibility of developing an independent power supply in the Borough of Queenscliffe. This project was identified by the local community and included in the 2017-2021 Council Plan. Initial investigation by Council officers has highlighted that the current power infrastructure in the Borough of Queenscliffe may present opportunities to develop alternate power supply options. Furthermore, there is a high likelihood that projects related alternate energy options and reducing carbon emissions by local communities will emerge as an important area of policy for the forthcoming State election. In this context there is an opportunity for the Borough of Queenscliffe Council to advocate and seek funding for more extensive feasibility planning. 3. Coastal Infrastructure Protection Project The Geelong Queenscliffe Coastal Adaptation Project seeks to build the capacity of coastal communities in partnership with State and Local Governments and stakeholder authorities to plan for and effectively respond to changes along our coastlines. The first phase of the program known as the Bellarine Peninsula and Corio Bay Local Coastal Hazard Assessment commenced in 2013 and focused on the identification of inundation and erosion hazards. This phase of the project is completed. The second phase of the program identified and assessed the risks associated with potential coastal hazards, in particular inundation. This assessment includes risks to coastal assets along the coast using information derived through the Bellarine Peninsula and Corio Bay Local Coastal Hazard Assessment (phase 1), asset data bases and input from coastal communities. This risk assessment and adaptation options assessment has also been completed. The information generated from the first and second phases of the Geelong Queenscliffe Coastal Adaptation Project provides Council with information regarding the most significant coastal infrastructure risks. There is a high likelihood that matters related to climate change, sea level rise and the protection of coastal infrastructure will emerge as an important area of policy for the forthcoming State election. In this context there is an opportunity for the Borough of Queenscliffe Council to advocate and seek funding for planning and related asset improvement projects to protect coastal infrastructure. Key Issues It is incumbent on Council to ensure sustainable financial management and maximise external funding opportunities with all levels of government. This is particularly relevant for major infrastructure projects that Council would not be able to otherwise fund independently.


Discussion State and Federal elections provide a key opportunity for Councils to highlight the local priority projects that may be considered by political parties contesting the elections. This is a critical time in the election cycle where political parties review and present their policies and related program commitments. Council regularly meets with local Members of Parliament from both State and Federal Governments to maintain positive working relationships and undertake advocacy activities in relation to priority projects. There is a very high level of community interest in the Queenscliffe Hub project and Council has undertaken an extensive level of project design and planning in support the funding application. The two projected in this report related to reducing carbon emissions and planning to protect coastal infrastructure are consistent with likely policy priorities of other levels of Government. Council Plan This report contributes to the achievement of the following elements of the 2017-2021 Council Plan and 2017/18 Implementation Plan:

Seek funding from other levels of Government to implement the Hesse St Hub (Queenscliff Community Hub) in Queenscliff;

Work with the Community Environment Alliance to identify opportunities to enhance alternative power supplies to the Borough of Queenscliffe;

Work with the City of Greater Geelong and State Government partners to implement recommendations from the Geelong Queenscliffe Coastal Adaptation Program;

Lead by example and work with the community to reduce carbon emissions;

Increase and promote the use of renewable energy;

Promote shared use of community facilities.

Financial The priority projects presented in this report are dependent on Council successfully securing external funding from other levels of government. Council has allocated funding in its 2017/18 budget towards these priorities. Social All projects make an important contribution to improving social outcomes for the local community. The Queenscliffe Hub will provide a key community activity centre.


Environmental All projects make an important contribution to improving environmental outcomes for the local community. The Queenscliffe Hub will include energy efficiency design elements. The two other projects have as the core goal reducing carbon emissions and responding to the impacts of climate change and sea level rise. Risk Management The Queenscliffe Hub project has been the subject of extensive planning, public consultation and detailed costing. The primary risk relates to the challenges associated with attracting funding from other levels of Government and responding to and meeting public expectations associated with progressing this important project. The remaining two projects focusing on energy efficiency and the impacts of sea level rise on coastal infrastructure seek to respond to emerging risks. Community Engagement There are no community engagement requirements associated with this report. Officer Direct or Indirect Interest

Under Section 80C (1) (2) of the Local Government Act 1989, Council staff and persons engaged under a contract to provide advice or a report to a meeting of the Council or a special committee, and who have a direct or indirect interest in a matter to which the advice or report relates, must disclose the type of interest when providing the advice or report and before the advice or report is consider by the Council or the committee. Officers involved in developing the report have no direct or indirect interests. Conclusion The 2017-2021 Council Plan and 2017/18 Implementation Plan reflect the community aspirations regarding the project components outlined in this report. It is recommended that Council endorse the Queenscliffe Hub as their highest priority project while taking opportunities that may arise to present the remaining two projects (Towards an Independent Power Supply and Coastal Infrastructure Protection Project) to State and Federal Governments during future election campaigns.


Councillors Merriman / Francis: That Council 1. Endorse and advocate for the Queenscliffe Hub as Council’s highest priority project supported by the local community and identified in the 2017-2021 Council Plan for the forthcoming State and Federal elections; 2. Endorse the ‘Towards an Independent Power Supply’ and ‘Coastal Infrastructure Protection’ projects as important local environmental projects responding to priorities identified by the community and reflected in the 2017-2021 Council Plan for the forthcoming State and Federal elections; 3. Advocate to candidates and their respective political parties contesting the forthcoming State and Federal elections; and 4. Request officers to work with the Mayor and communicate this report and resolution to the community.

Carried unanimously


16.4 Destination Queenscliff Community Engagement Plan File: QG2880104 Report Author: Chief Executive Officer Strategic Objective: Foster a diverse and vibrant local economy Portfolio: Local Economy Portfolio Holder: Cr Ross Ebbels

Purpose The purpose of this report is to seek Council’s endorsement of a proposed community engagement plan to facilitate community input to the design of relevant elements of the Destination Queenscliff project. Background Destination Queenscliff is a multi-faceted tourism development project funded by all three levels of government. The project scope includes:

New kiosk/café, public toilets and information centre; landscaping, paths and ship viewing platforms; and carpark upgrade at Queenscliff Lighthouse Reserve / Ocean View car park,

10 high quality tourist accommodation cabins located at the nearby recreation reserve

Hesse street upgrade south of King Street,

Lighting of the historic Fort Queenscliff wall,

Wayfinding tourism signage and digital interpretation, and

Landscaping and public area improvements to Queenscliff Lighthouse Reserve. In order to achieve the required project completion date and other key milestone dates specified in the relevant funding agreements, the project timeframe is generally as follows:

a) Completion / adoption of concept plans by 31 July 2018 b) Planning / statutory approvals and completion of tender / procurement process by 30

November 2018 c) Construction during 2019 for completion by 29 November 2019

Key Issues The key issues to consider in this report are:


Key steps and timeframes associated with the preparation of concept plans and planning permit application plans for Destination Queenscliff, within the context of overall project delivery timeframes.

Endorsement of the proposed community engagement plan. Discussion The proposed community engagement plan focusses specifically (and is limited to) community engagement around the design of the:

proposed kiosk/café, public toilets and information centre;

landscaping, paths and ship viewing platforms; and

ten tourist accommodation cabins. Proposed Community Engagement Plan Given the significance of the project, the community engagement category translates as a category 6 matter (as per the table below). CATEGORY ☐One ☐Two ☐Three ☐Four ☐Five ☒Six

One-off Issues

Changes to current practice

Area impacts

Service planning

Major plans Major projects

The key communications objectives are to:

1. Inform the community about the Destination Queenscliff project including its context, objectives and scope.

2. Seek initial feedback in relation to the negotiable elements of concept plans for the proposed ten accommodation cabins, kiosk, lookout platforms, associated landscaping, public areas (including wayfinding and historical signage) and car park improvements.

3. Provide information about more detailed plans in the lead-up to and during the planning permit application process.

Two phases of community consultation will occur within the context of the overall design

management process:

a. Council to consider preliminary design concept/s. b. Community engagement phase 1 – Concept Plan c. Council to consider final draft concept design d. Community engagement phase 2 – Planning Permit Application


The two phases of community consultation are as follows:

PHASE

PURPOSE ENGAGEMENT METHODS TIMELINE

Phase 1

Concept

Plan

Inform the community about the Destination Queenscliff project including its context, objectives and scope.

Seek initial feedback in relation to the negotiable elements of concept plans for the proposed ten accommodation cabins, kiosk, lookout platforms, associated landscaping and car park improvements.

Project Bulletin – Containing project

information, concept designs and

feedback form. (Letter box drop).

Community drop-in / open house

session/s (One afternoon session

and one evening session)

Individual meetings with specific

key stakeholder groups including:

- Traditional owners - RSL - Statutory authorities - Fort (Commonwealth) - Queenscliff Recreation Reserve

Committee of Management - Queenscliff Bowls, Tennis and

Croquet Club - QCA and PLCA (combined)

March –

April 2018

Phase 2

Planning

Permit

Application

Provide information about more detailed plans in the lead-up to and during the planning permit application process, and a mechanism for the consideration of community feedback in a manner that minimises formal objections to the planning permit application/s.

Engagement will focus in particular

on the topics / issues most likely to

generate objections.

Actual engagement activities to be

determined having regard to the

nature of the issues and the

relevant stakeholder/s.

During

planning

permit

application

process

Note: Consultation outcomes will be reported to Council following each phase.

Council Plan The report relates to Strategic Objective 3 – Foster a diverse and vibrant local economy, in the 2017-2021 Council Plan. The relevant strategies pertaining to the Destination Queenscliff project include:

Diversify the local economy and increase employment opportunities for local residents.


Improve the quality of physical and technological infrastructure that connects local facilities and tourism attractions across the Borough.

Progress the implementation of priority projects related to Fort Queenscliff and the two lighthouse reserves.

Implement improvements to the Council managed caravan parks to achieve benefits for the whole community.

The report also relates to Strategic Objective 5 – Maintain a cohesive, well governed, financially sustainable and independent Borough. The relevant strategy pertaining to the proposed community engagement plan is:

Enhance communication and community engagement in decision-making across the 3225 postcode area.

Financial Costs associated with the community engagement process are included within the project budget. Costs associated with preparation and attendance at community engagement events by the design consultants (Hassell Architects) are included with the contract price. Social Well planned and meaning community engagement is not only important in terms of achieving a high quality design outcome, but also has broader social and community developmental outcomes. Environmental There are no environmental issues associated with this report. Risk Management There are no known risks associated with this report. Officer Direct or Indirect Interest

Under Section 80C (1) (2) of the Local Government Act 1989, Council staff and persons engaged under a contract to provide advice or a report to a meeting of the Council or a special committee, and who have a direct or indirect interest in a matter to which the advice or report relates, must disclose the type of interest when providing the advice or report and before the advice or report is consider by the Council or the committee. Officers involved in developing the report have no direct or indirect interests.


Conclusion Destination Queenscliff is a significant initiative for Council and the local community. Its success will be heavily influenced by community input and support for the design of relevant project elements. To this extent, an inclusive and strategic approach to community engagement as set out in this report is vital. Councillors Ebbels / Pizzey: That Council: 1. Note the key steps and dates associated with delivery of the Destination Queenscliff

project; and 2. Endorse the proposed community engagement plan as set out in this report.

Carried unanimously


17. AUTHORISATION OF SIGNING & SEALING OF DOCUMENTS 17.1 Use of Council Seal – Contract 2017/09 – Preparation of Fort Queenscliff Business Case File: QG052.032.017/09 Report Author: Project Manager Strategic Objective: Foster a Diverse and vibrant local economy Portfolio: Local Economy Portfolio Holder: Cr Ross Ebbels Purpose The purpose of this report is to:

advise of the resolution of Council made in-camera at its Ordinary Meeting held on 24

August 2017 to award Contract 2017/09 – Preparation of Fort Queenscliff Business Case

(International Tourism Opportunities) to Deloitte Touche Tohmatsu.

advise of the use of the Council Seal to execute Contract 2017/09 – Preparation of Fort

Queenscliff Business Case.

Background The preparation of the Fort Queenscliff Precinct Master Plan was commissioned by the Borough of Queenscliffe in 2014 and was funded by Federal, State and Local Government. Following extensive community and stakeholder consultation the Fort Queenscliff Precinct Master Plan was completed in June 2015 and formally endorsed by the Borough of Queenscliffe Council at its 24 June 2015 Ordinary Meeting. The purpose of the Master Plan was to determine how the Fort could be transformed into an iconic and memorable tourism experience for visitors to Victoria and Australia. Four key principles frame the Fort Queenscliff Precinct Master Plan, specifically:

Remembering and respecting our history.

Opening up the Fort to the Community.

Preserving the Fort’s significant assets.

Building a Vibrant and diverse Local economy.

Council also approved two strategic actions contained in and stemming from the Master Plan, namely:

Advocating for funding to deliver the four priority Activation Projects that included a Fort Wall Walk, Fort Wall Lighting, Image Projections and Hesse Street South Activation; and


Securing funding for the preparation of a business case for the Fort Queenscliff Master Plan.

Discussion This report discusses the procurement and award of Contract 2017/09 – Preparation of Fort

Queenscliff Business Case (International Tourism Opportunities). In relation to the Fort

Queenscliff Business Case the following information is provided.

Funding The Fort Queenscliff Business Case is being funded primarily through a $235,000 grant from the State Government under the Regional Tourism Infrastructure Fund. Council has allocated $15,000 in its 2017/18 budget. Public Notification Quotations were sought for Contact 2017/09 on 22 July 2017. The tender was advertised in ‘The Age’ newspaper, through the Tenderlink network and on Council’s webpage. Tenders Closed on 14th August 2017. The contract is a Lump sum contract. Tenders Received At the close of the tender period three tenders were received. Evaluation Panel The evaluation panel comprised:

Mr Lenny Jenner – Chief executive Officer, Borough of Queenscliffe Mr Phillip Carruthers – General Manager, Organisational Performance and Community Services Ms Angela Nichols – Department of Regional Development Victoria Mr Stephen Wright – Independent Project Manager, CT Management Evaluation Process The basis of the evaluation process was to assess all submitted tenders for the Contract with a view to identifying the offer which represents the most advantageous and best value for money overall for the community and Council. The specified 'weighted' attribute scoring method was used for the evaluation of all tenders in accordance with the following criteria:

- Technical Capacity (Non Financial attributes listed below) (90%);

- Financial Benefit (Price) (10%); and

- Financial Capacity Pass/Fail. Tenderers’ Technical Capacity was assessed against the following criteria and weightings:

- Methodology and resources to complete project. - (30%)

- Experience on similar projects and skill within the industry. - (25%)

- Tenderers added value (15%)

- Past Performance and record working with Govt. (15%)


- Local content of proposal (5%) Evaluation Technical Capacity (Non Price attributes) Outcomes (90%) Taking into consideration the written tender submissions and initial assessment by the panel, followed by an interview with the short listed tenderer, the Panel was unanimously satisfied that against all the evaluation criteria Deloitte Touche Tohmatsu achieved the highest Technical Capacity ranking score. Financial Benefit Outcomes (10%) As the tender was a lump sum contract and the budget for the work was provided in the project brief, all the tenderers’ prices were close to the budgeted amount, however some variation in submitted prices did occur and a financial assessment was conducted. In the final analysis the price variation was 0.03% and was not material in the total weighted scores for each submission. Financial capacity (pass/ fail) All tenderers were able to provide evidence of their financial capacity to carry out the project and therefore passed this criterion. Final Assessment The Deloitte Touche Tohmatsu tender was strong across all evaluation criteria demonstrating an excellent understanding of local issues and presenting a comprehensive methodology for undertaking the contract requirements within the prescribed budget. The evaluation panel is confident that. Deloitte Touche Tohmatsu can competently undertake all requirements of Contract 2017/09 - Preparation of Fort Queenscliff Business Case (international Tourism Opportunities). Conclusion At its 24 August 2017 Ordinary Meeting Council formally considered in-camera the tender evaluation report for the Fort Queenscliff Business Case. Following a rigorous evaluation process, Council resolved to award contract No 2017/09 - Preparation of Fort Queenscliff Business Case (International Tourism Opportunities) to Deloitte Touche Tohmatsu for the lump sum of $215,000 (excl. GST). Council has now applied the Common Seal to the Contract Agreement with Deloitte Touche Tohmatsu. Councillors Francis / Ebbels: That Council note the use of the Council Seal.

Carried unanimously


18. QUESTIONS WITHOUT NOTICE 18.1 Questions Without Notice Status Update Councillors Merriman / Pizzey: That the Questions Without Notice Status Update, as presented in Adjunct to Item 18.1, be noted.

Carried unanimously 18.2 Questions Without Notice Question 1 – Cr Merriman Will the CEO advise us as to the current status of our requests to Minister Neville and City of Greater Geelong regarding the monitoring of water quality flowing from the Moremac site into Lakers Cutting. Further what is the current status of our application for including Lakers Cutting becoming a RAMSAR site and being considered in the recently announced review of such sites? Response by the CEO The CEO advised that he will be able to provide a briefing on this matter to a Council Assembly in February but provided the following summary of information in response to the two questions. In regard to the water quality testing I have had a number of meetings with senior Department of Environment, Land & Water (DELWP) staff who have subsequently left the region, but I can advise that a briefing meeting with the new acting Regional Director of DELWP is scheduled for the coming week. Similarly, previous meetings and commitments with senior staff from the City of Greater Geelong (CoGG) are in abeyance in light of officer resignations from CoGG. In relation to the second question, Council is aware that the State Government has funded a formal review of RAMSAR wetlands in the region. This was commissioned by the Corangamite Catchment Management Authority and the draft report is now on public exhibition and seeking community submissions. Council officers are preparing a submission proposing that the Swan Bay RAMSAR wetland area be extended to include Lakers Cutting, consistent with the Council resolution regarding this matter. Question 2 – Cr Merriman My second question is to the Mayor: What is your report on the recently held Community Listening Post meeting? Response by the Mayor The Mayor noted the success of the Listening Post, reporting that approximately 15 people from a range of backgrounds and localities were in attendance. The questions posed were more varied than would normally be received by Council through public question time or community


consultation activities. Attendees were asked to write down their topics as they arrived. A wide range of significant topics were discussed, some of which have now been passed on to the CEO for follow-up. Both Cr Pizzey and Cr Ebbels added that the interactions with and between the attendees were fruitful and positive. Question 3 – Cr Merriman Noting the fire which occurred just over the City of Greater Geelong border involving large numbers of youths attending a beach party, could the CEO advise on the risks associated with this and of any discussions with City of Greater Geelong Response by CEO The CEO advised that there had been follow up discussions between the Victorian Police and the Borough, and the Victorian Police and the City of Greater Geelong. He advised that the greatest risk was the fire on the foreshore area that was reported and the potential for such a fire to spread into the coastal vegetation and extend to the Borough. The CEO highlighted the difficulty that would be encountered by the CFA in endeavouring to mount a response in such a difficult to access area. The CEO also advised that the police had expressed surprise and concern at the amount of alcohol that was supplied to under age party attendees. At this point a member of the public gallery questioned whether there was any action planned to reduce this risk for the coming weekend, given the forecast high temperatures. Cr Francis supplied contact details for local and regional police who could assist her with this query. 19. LIST OF COUNCIL MEETINGS All Council Meetings are held at the Council Offices, 50 Learmonth Street, Queenscliff unless otherwise indicated.

PLANNING REVIEW MEETING Thursday 15 February 2018 at 7:00pm COUNCIL MEETING Thursday 1 March 2018 at 7:00pm

Councillors Pizzey / Merriman That Council reschedule its February Planning Review Meeting to Thursday 15 February 2018.

Carried unanimously


20. CONFIDENTIAL ITEMS Time: 8:23pm Councillors Francis / Merriman: That Council suspend standing orders and commence in-camera meeting, at which time the meeting will be closed to members of the public, to resolve on matters pertaining to the following items: 20.1 Confirmation of 14 December 2017 Confidential Minutes (in accordance with Section 89(2)(i) of the Local Government Act 1989)

Carried unanimously Time: 8:29pm Councillors Francis / Pizzey: That Council cease 'in camera' meeting and resume standing orders.

Carried unanimously 21. RATIFICATION OF CONFIDENTIAL ITEMS Councillors Merriman / Francis: That the decisions made in camera be ratified by Council.

Carried unanimously 22. CLOSE OF MEETING The Meeting closed at 8:30pm


ADJUNCT TO 7 - RECORD OF ASSEMBLY OF COUNCILLORS Record in accordance with section 80A(1) of the Local Government Act 1989. 7.1 Councillor Assembly – Thursday 14 December 2017 Assembly Commenced: 4:20pm Assembly Closed: 6:20pm Assembly Location: Queenscliff Town Hall Attendees:

Cr Ross Ebbels

Cr Tony Francis

Cr Bob Merriman

Cr Boyce Pizzey (4:55pm – 6:20pm)

Cr Susan Salter

Mr Lenny Jenner, CEO

Mr Phillip Carruthers, General Manager Organisational Performance & Community Services (4:45pm – 6:20pm)

Ms Jessica Chappell, Executive Officer Community Engagement & Customer Services (5:10pm – 6:20pm)

Ms Dinah O’Brien, Senior Planner (4:20 – 4:40pm)

Apologies:

Mr Phil Josipovic, General Manager Planning & Infrastructure

Conflict of Interest Disclosures:

Councillors: Nil

Officers: Nil Agenda Items:

1. Planning Briefing

2. Australia Day 2018

3. Memorials & Plaques

4. Council representation on Committees of Management


Agenda Items:

5. Bellarine Community Health AGM

6. State Election Priorities Update.

7. Local Government Report into Wind Farms

8. Council Meeting Agenda

9. January 2018 Ordinary Council Meeting Agenda Items

10. Local Government Act Reform presentation material

11. Date and time of January Council Assembly


7.2 Councillor Assembly – Point Lonsdale Lighthouse Reserve Reference Group Meeting – Friday 15 December 2017 Assembly Commenced: 10:10am Assembly Closed: 12:35pm Assembly Location: Queenscliff Town Hall Attendees:

Cr Bob Merriman

Cr Boyce Pizzey


Mr Neville Barwick

Ms Sue Wasterval

Ms Michelle Jepson

Mr Lester Hunt

Mr Merv Jaensch

Mr David Kenwood

Mr Ross Bird

Mr Michael Dowling

Apologies:


Mr Daniel Alexander, Graduate Civil Engineer

Mr Garry Purton, Foreshore & Caravan Parks Coordinator

Mr Andrew Sutherland

Mr Matt Davis


Councillors: Nil


1. Welcome / Introductions

2. Continuing examination of the huts

3. Ranking of Objectives Exercise

4. Next Meeting


7.3 Councillor Assembly – Thursday 21 December 2017 Assembly Commenced: 2:40pm Assembly Closed: 4:30pm Assembly Location: Queenscliff Town Hall Attendees:

Cr Ross Ebbels

Cr Tony Francis

Cr Bob Merriman

Cr Boyce Pizzey

Cr Susan Salter


Mr Phillip Carruthers, General Manager Organisational Performance & Community Services

Ms Jessica Chappell, Executive Officer Community Engagement & Customer Services

Mr Steven Sagona, Acting General Manager Planning & Infrastructure

Apologies:



Councillors: Nil


1. State Election Priorities Update

2. 20-26 Hesse Street, Queenscliff

3. Tree Management Update

4. Destination Queenscliff Community Engagement

5. Property valuations update - Annual Centralised Valuations

6. Local Government Act Reform Update

7. 2018/19 Rate Cap Update

8. Pre-Christmas Update

9. Marine & Coastal Council


7.4 Councillor Assembly – Thursday 11 January 2018 Assembly Commenced: 3:40pm Assembly Closed: 4:50pm Assembly Location: Harbour Business Hub Attendees:

Cr Ross Ebbels

Cr Tony Francis

Cr Bob Merriman

Cr Boyce Pizzey

Cr Susan Salter

Mr Phillip Carruthers, Acting CEO / General Manager Organisational Performance & Community Services



Mr Peter McLean, Roads & Infrastructure Engineer (3:35pm – 4:00pm)

Apologies:




Councillors: Nil


1. Street Tree Management (Bellarine Community Health Centre)

2. State Government Election Priorities

3. Local Government Act Reform

4. Point Lonsdale Lighthouse Reserve – Draft Project Brief

5. Destination Queenscliff – Community Engagement Framework (see attached)

6. Format for Councillor Listening Posts


7.5 Councillor Assembly – Point Lonsdale Lighthouse Reserve Reference Group Meeting – Thursday 18 January 2018 Assembly Commenced: 9:00am Assembly Closed: 10:25am Assembly Location: Queenscliff Town Hall Attendees:

Cr Bob Merriman

Cr Boyce Pizzey




Mr Neville Barwick

Ms Sue Wasterval

Ms Michelle Jepson

Mr Ross Bird

Mr Michael Dowling

Mr Matt Davis

Mr Merv Jaensch

Mr David Kenwood


Mr Lester Hunt

Apologies:



Councillors: Nil


5. Welcome / Introductions

6. Continuing analysis of P1 Huts

7. Next Steps

8. Next Meeting


Agenda Items:

Tuesday 23 January, 3.30pm


7.6 Councillor Assembly – Point Lonsdale Lighthouse Reserve Reference Group Meeting – Thursday 18 January 2018 Assembly Commenced: 12:00pm Assembly Closed: 2:25pm Assembly Location: Queenscliff Town Hall Attendees:

Cr Bob Merriman

Cr Boyce Pizzey



Mr Neville Barwick

Ms Sue Wasterval

Ms Michelle Jepson

Mr Ross Bird

Mr Matt Davis

Mr Merv Jaensch

Mr David Kenwood


Mr Lester Hunt

Apologies:



Mr Michael Dowling


Councillors: Nil


9. Continuing analysis of P1 Huts

10. Next Steps

11. Next Meeting

Tuesday 23 January, 3.30pm


7.7 Councillor Assembly – Thursday 18 January 2018 Assembly Commenced: 2:35pm Assembly Closed: 5:28pm Assembly Location: Queenscliff Town Hall Attendees:

Cr Ross Ebbels

Cr Tony Francis

Cr Bob Merriman

Cr Boyce Pizzey

Cr Susan Salter





Mr Peter McLean, Roads & Infrastructure Engineer (2:30pm – 2:45pm)

Ms Dinah O’Brien, Senior Planner (4:00pm – 5:00pm)

Apologies:



Councillors: Cr Ross Ebbels declared a conflict of interest in relation to Item 5 and left the chamber between 4:07pm and 5:00pm while the item was discussed)


1. Management of trees on Pt Lonsdale Road adjacent to the Bellarine Community

Health Centre

2. Council representation on Committees of Management

3. Draft Rating Strategy

4. Draft Social Media Project Brief

5. Update on Planning Application 2017/082 – 81 Nelson Road, Queenscliff

Briefing on Council response to resident and media enquiries related to Planning

Application 2017/082


Agenda Items:

6. Signage for Point Lonsdale Lighthouse Reserve – PLLR

7. Council Meeting & Listening Post Update

8. Victorian Grants Commission Meeting


7.8 Governance & Finance Reference Group Meeting – Thursday 18 January 2018 Assembly Commenced: 6:00pm Assembly Closed: 6:53pm Assembly Location: Queenscliff Town Hall Attendees:

Mr Andrew Rogers


Mr David Kenwood

Mr John Johnson

Mr Mark Hoysted

Mr James Tippet

Cr Bob Merriman

Cr Susan Salter



Apologies:

Ms Allison Chaloner, Manager Financial Services

Mr Andrew Hermes, Financial & Systems Accountant

Mr Terry Philp

Mr Michael Dowling


Councillors: Nil


1. Borough of Queenscliffe Draft Rating Strategy


ADJUNCT TO 5.1 – PUBLIC QUESTIONS STATUS UPDATE (COMMENCING 23 MARCH 2016) No Public Questions outstanding.


ADJUNCT TO 8.1 – MOTION ON NOTICE STATUS UPDATE

Date Motion Number Action Status

24 August 2016 2016/571: Street Tree Planting

That Council requests the CEO to: 1. Prepare a policy and related plan to ensure the continuation

of the annual street tree planting program 2. Draw the intent of this Notice of Motion to the next Council

when preparing the Council Plan for the period 2017 to 2021 and the budget for 2017/18.

Yet to commence


ADJUNCT TO 18.1 – QUESTIONS WITHOUT NOTICE STATUS UPDATE No Questions Without Notice outstanding.

Documents

Minutes Ordinary Meeting of Council - · PDF fileDistribution Councillors ... Cr Tony Francis Cr Ross Ebbels Cr Bob Merriman Officers Lenny Jenner - Chief Executive Officer ... General