Council Minutes - Section B: Reports - 14 July 2020

Contents | Previous Page: Section A - Procedural Matters

Reports tabled at the Community Focus Council Meeting of Council on Tuesday 14 July 2020, held at the Council Conference and Reception Centre in City Hall, 57 Little Malop Street, Geelong.


  1. Lara Flood Study

  2. Rippleside Inclusive Play Space Update

  3. Affordable Social Housing Advisory Committee Terms of Reference

  4. Tree Management Policy

  5. Geelong Major Events Committee – Appointment of External Representatives 2020-2024

  6. Tender T2000036 Plant Hire Services


1. Lara Flood Study

Source:

City Services - Engineering Services

Director:

Guy Wilson-Browne

Portfolio:

Parks, Gardens and City Services


Purpose

  1. To seek endorsement of the Lara Flood Study (the Study) including designation of land liable to flooding; and

  2. To seek support to prepare and exhibit a planning scheme amendment to implement the Lara Flood Study into the planning scheme.


Background

  1. The Lara Flood Study project was identified as a regional priority in the Corangamite Regional Floodplain Management Strategy 2018-2028.

  2. This project was supported and partly funded by the Victorian State Government’s Natural Disaster Resilience Grant Scheme (Department of Environment, Land, Water and Planning).

  3. The Study was commissioned in mid-2018 to fill the knowledge gaps and better understand the extent and likely impact of flooding within the Study area that covers Hovells Creek and Avalon Road catchments, refer to Attachment 2.


Key Matters

  1. A Summary Report for the Study has been prepared, refer to Attachment 5. Technical reports that support the Study include:

    1. Historical event and data review;

    2. Flood modelling analysis;

    3. Flood impact assessment and mitigation options;

    4. Emergency management impacts review; and

    5. Flood advice for building and land controls.

  2. Damage assessments have calculated an average annual damage cost of over $1.2 million for the 1% Annual Exceedance Probability (AEP) flooding events:

    1. Investigation into structural mitigation options was undertaken to ensure all feasible works to reduce flood hazard were considered; and

    2. A structural flood mitigation project has been recommended for further development and facilitation under a Special Charge Scheme using pumps to remove water ponding within Kyema Drive, Brownlow Court and Clover Street with a total construction cost estimated at $2.03 million (Attachment 6).

  3. To assist the community in understanding the outcomes of the Lara Flood Study and the further investigation works, a fact sheet titled Managing Flood Risks in Lara (Attachment 4) has been developed to communicate what we are already doing and what we plan to do to manage flood risks in Lara.

Councillor Aitken moved, Councillor Grzybek seconded -

  1. That Council:

    1. Endorse the Lara Flood Study, as attached; and

    2. Subject to endorsement of 9(i):

      1. Endorse the designation of land liable to flooding being implemented under officer delegation in accordance with the provisions of the Building Act 1993;

      2. Refer the Study to the Victoria State Emergency Service and Corangamite Catchment Management Authority for use in preparation of flood emergencies and updating of community flood advice;

      3. Support the preparation and exhibition of a planning scheme amendment to implement the findings of the Lara Flood Study, in a manner generally consistent with the recommendations contained in the Lara Flood Investigation Planning Report, including the revision of the existing Floodway Overlay (FO), Land Subject to Inundation Overlay (LSIO) and Special Building Overlay (SBO) along with the Urban Floodway Zone (UFZ), Public Conservation and Resource Zone (PCRZ) and Public Park and Recreational Zone (PPRZ) in the Study area;

      4. Support the publication of the Fact Sheet titled Managing Flood Risks in Lara as attached; and

      5. Note the financial implications will be considered as part of Council’s annual budget planning process.

Carried.


Attachment 1

Financial Implications

  1. Several flood mitigation options were considered, which have an estimated capital cost ranging from $1.01 million to $2.38 million. Note that combinations of these options were considered in preparing flood mitigation recommendations.

    1. The City’s typical annual capital expenditure (as per the long-term financial plan) for drainage construction inclusive of flood mitigation works is $2.65 million, with several additional specialist / large scale projects funded separately (i.e. Gheringhap Street drain) through the annual budget planning process; and

    2. Any flood mitigation works will need to be funded by Council, through general revenue or considered under a Special Charge Scheme, where specific properties benefit from works consistent with the Stormwater Services Strategy and previous flood mitigation works (i.e. Elcho Channel upgrade).

  2. Designation of areas liable to flooding (Building Act 1993) and revision of flood zones and overlays (Victorian Planning Scheme) are implemented from existing budgets.


Community Engagement

  1. Thorough community consultation was undertaken during the Lara Flood Study. The City welcomed feedback on all aspects of the project throughout the study via the City’s webpage and the online project website. Refer Attachment 3.

  2. The Study information is used by the State Emergency Service (SES) Victoria for use in preparation of flood emergencies and updating of community flood advice and the Corangamite Catchment Management Authority for floodplain management.

  3. To assist the community in understanding the outcomes of the Lara Flood Study and the further investigation works, a fact sheet titled “Managing Flood Risks in Lara” (Attachment 4) was developed to communicate “what we are already doing” and “what we plan to do” to manage flood risks in Lara.

  4. Information from the Lara Flood Study will be used to inform the Hovells Creek Catchment Management Strategy containing long-term planning and management for floods, waterways and integrated water actions to be adopted in consultation with the community and as guided by the Stormwater Services Strategy in the 2020/21 financial year.


Social Equity Considerations

  1. The best available information is accessible by the community to use in emergency management planning and preparedness. This planning includes identification of vulnerable persons.

  2. The frequency and duration of flooding in the Hovells Creek and Avalon Road catchments have an adverse social impact on residents, business owners, employees, customers and visitors.

  3. Flood risk management actions have been developed that include structural and non-structural mitigation options to be applied throughout the catchment.


Policy/Legal/Statutory Implications

  1. The City has various statutory responsibilities associated with drainage and flood management and are set out in:

    1. Building Act 1993 and Building Regulations 2018;

    2. Local Government Act 1989 and Local Government Regulations 1990;

    3. Planning and Environment Act 1987;

    4. Water Act 1989;

    5. Subdivision Act 1988; and

    6. Emergency Management Act 2013.

  2. The Study can be used to update land use and planning controls in the Victorian Planning Scheme, which fulfil the objectives of the Planning and Environment Act 1987 for Floodplain Management to protect:

    1. Life, property and community infrastructure from flood hazard;

    2. The natural flood-carrying capacity of rivers, streams and floodways;

    3. The flood storage function of floodplains and waterways; and

    4. Floodplain areas of environmental significance or of importance to river health.

  3. The Regulation 5 (2) of Victorian Building Regulations 2018 provides Council with the powers to ‘designate’ land liable to flooding. Regulation 153 (2) would then require consent from Council (or delegate) for an application to build on land liable to flooding.

  4. Section 229 of the Local Government Act and Regulation 51 of the Building Regulations 2018 have provision for information certificates containing prescribed information, including the building or land liable to flooding.

  5. The Study is a regional priority project in the Corangamite Regional Floodplain Management Strategy 2018-2028 and is aligned to the Victorian Floodplain Management Strategy.

  6. The Stormwater Service Strategy 2020-30 has recognised that the Hovells Creek catchment is a high priority to understand and manage flood risk, stormwater quality and identify opportunities for integrated water management initiatives.

  7. The Sustainability Framework includes priority actions, recognising climate change as a global emergency and sets out objectives which align with the Study including:

    1. to build community resilience to the impacts of climate change; and

    2. increase the quantity and quality of our protected natural environment.


Alignment to Council Plan

  1. The Study supports the implementation of the Council Plan through:

    1. Improved health and safety of our community with a key priority to improve safety in our community which can be achieved through reduction of dangerous stormwater flooding;

    2. Planned sustainable development with key priorities to manage the impact of development on the character of our townships and improve the environmental performance of new developments using planning controls through implementation of catchment practices that respond to growth in existing and new urban environments;

    3. Effective environmental management with a key priority to educate and assist our community to act on climate change, by reducing waste, emissions and water usage which can be achieved through implementation of stormwater systems that can adapt to future needs;

    4. Integrate transport connections with a key priority to deliver better-connected walking, cycling and trail paths across our region by limiting disruption caused by stormwater; and

    5. Organisational leadership, strategy and governance with a key priority to communicate and engage more effectively with the community, in areas of need by enabling communities to better prepare for, and recover from, stormwater events that lead to flooding.


Conflict of Interest

  1. There is no conflict of interest by Council officers in the preparation of this report.


Risk Assessment

  1. The financial implications of a flood event are assessed from the damage and disruption experienced across communities, including direct and indirect costs:

    1. Riverine flooding and urban stormwater flooding have separate damage assessments and have been calculated as having an average annual damage cost of $1.20 million and $1.28 million respectively for the 1% AEP flooding events within the Study area;

    2. Cost benefit analysis suggests that all the flood mitigation options have a low return on investment (a limited reduction to average annual damages); and

    3. Investigation to identify non-flood mitigation projects, such as transport corridor improvements responding to flood impacts (i.e. as identified in the Lara Traffic Study), critical asset monitoring, education and preparedness have been summarised in the Fact Sheet titled “Managing flood risks in Lara”.

  2. The Victorian State Government’s Natural Disaster Resilience Grant Scheme has historically provided funding to regional and local priority projects including flood studies, detailed design of levees and floodways, and the construction of flood mitigation works. No works identified in the Study would likely meet the cost-benefit criteria for this funding and will require alternative funding to be considered:

    1. Much of the flood affected land within the Hovells Creek and Avalon Road catchments is already developed or subdivided. There are limited opportunities to collect development contributions that could fund the provision of flood mitigation works.

  3. The Study shows that in a 1% AEP flood event, there are 23 buildings identified to have above floor flooding from the riverine flooding, and 48 buildings identified to have above floor flooding from stormwater flooding:

    1. Four of these buildings are at risk of being flooded above floor from both riverine and stormwater flooding.

    2. Most of these buildings are located behind the Hovells Creek levee and reliant on the pump systems being operational. Other areas with buildings at risk of being flooded include Kyema Drive, Brunel Close and Archimedes Avenue;

    3. Flood mitigation options assessed have limited benefit to these properties, marginally reducing flood depths;

    4. A structural flood mitigation project has been recommended for further development and facilitation under a Special Charge Scheme using pumps to remove water ponding within Kyema Drive, Brownlow Court and Clover Street (Attachment 11) with a total estimated at $2.03 million which includes:

      1. Lipson Drive Pipe and Open Drain, $1.02 million (Attachment 5); plus

      2. Kyema Drive Two Pumps and Rising Mains, $1.01 million (Attachment 6).

    5. Several buildings have been identified as having less than the desired 300mm freeboard protection from flood levels.

  4. McClelland Avenue is acting as a hydraulic control (weir), combined with the flat terrain of the area and limited drainage network causes flood levels to extend back up from McClelland Avenue into Brownlow Court.

  5. In less severe events, riverine flooding into local stormwater drains at Melrose Street, Wingara Drive and Walkers Road can occur when flood valves and pumps are not activated behind the levee.

  6. Previous flood studies have recommended flood mitigation options which were never delivered. These options were assessed in the current study and due to the flat terrain and relatively low depth of flooding did not create significant flood level reductions.

  7. The damage assessment of the Study has identified 3,970 properties with buildings flooded in the 1% AEP stormwater flood event and 885 properties (which have buildings) flooded in the 1% AEP riverine flood.

  8. The total number of properties impacted by flooding is 6,152, compared to previous number of 3,373.


Environmental Implications

  1. The Study has considered environmental implications and has assessed mitigation options against a range of criteria, including the potential environmental impact to assess flood mitigation options.

  2. The Study proposes land use and planning controls are updated in the Victorian Planning Scheme including the Floodway Overlay (FO), Land Subject to Inundation Overlay (LSIO) and Special Building Overlay (SBO) along with the Urban Floodway Zone (UFZ), Public Conservation and Resource Zone (PCRZ) and Public Park and Recreational Zone (PPRZ) in the Study area.

  3. Climate change was incorporated into the Lara Flood Study as a sensitivity analysis to understand how sensitive the study area is to proposed changes in climatic conditions.


Attachment 2



Study Area and the relevant Catchment Management Units as per the City’s Stormwater Services Strategy


Attachment 3

Community engagement

Below is a summary of engagement activities.

Engagement Level

Approach

Activities

Inform

General communications

Creating awareness of the project

Identifying potential flood extents (including impacted properties)

Have Your Say website

Project website (with maps)

Advertising in local newspapers

Letters in mail to residents requiring flood level survey

Inform / Consult

3 x Community Engagement sessions held at the Lara RSL

1st Engagement Session (11 September 2018)

  • Main Objective: gather knowledge of historical flooding in the region and create public awareness on the project.

  • Have Your Say page views: 1922

  • Online participation / comments: 3

  • City News advertisement: 24/08/2018, 25/08/2018, 07/09/2018, 08/09/2018

  • Lara Happening advertisement: 01/09/2018

  • Visitors with formal registration: 23

2nd Engagement Session (28 March 2019)

  • Main Objective: seek feedback on the modelling of the calibration events.

  • Have Your Say page views: 1927

  • Online participation / comments: 2

  • City News advertisement: 22/03/2019, 23/03/2019

  • Lara Happening advertisement: 16/03/2019

  • Visitors with formal registration: 31

3rd Engagement Session (22 October 2019)

  • Main Objective: comment on the draft flood extents.

  • Have Your Say page views: 1086

  • Online participation / comments: 1

  • City News advertisement: 11/10/2019, 12/10/2019, 18/10/2019, 19/10/2019

  • Lara Happening advertisement: 12/10/2019

  • Visitors with formal registration: 28


Councillor Nelson declared a Conflict of Interest by Close Association in Agenda Item 2 – Rippleside Inclusive Play Space Update, as his employer is a disability provider and there may be a perceived interest, he therefore left the room at 7:13pm prior to discussion.


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2. Rippleside Inclusive Play Space Update

Source:

Community Life - Social Planning and Investment

Director:

Robyn Stevens

Portfolio:

Sport and Recreation


Purpose

  1. To seek Council approval for release of the Rippleside Inclusive Play Space concept plans for the purposes of further community consultation.


Background

  1. The municipality currently has limited play opportunities for people with disabilities. In Greater Geelong, over 14,000 people need help in their day-to-day lives, with an increase in help needed amongst younger demographics.

  2. At the ordinary meeting on 26 March 2019, Council resolved to: authorise the CEO to enter into a Memorandum of Understanding with Touched by Olivia and Variety to partner in the delivery of an inclusive play space at Rippleside Park.

  3. The proposal is to redevelop the existing Geelong Community Adventure Playground. The current playground was built in 2000 and is now identified for renewal. The design objectives for the proposed new play space are an inclusive play space, employing universal design principles to create a variety of play settings for people of all abilities and ages with a focus on natural and sensory play (Attachment 2).


Key Matters

  1. The City has partnered with Variety - The Children’s Charity, worked with a range of community stakeholders and undertaken preliminary community consultation in November 2019. The feedback from this partnership and consultation has been used to inform the concept design for the proposed Rippleside Inclusive Play Space (Attachment 3).

  2. Key elements of the draft concept plans include a unique timber structure, nature play areas, water play, sensory and artistic elements and gathering and picnic areas.

  3. The estimated total project cost is $2.5 million. This includes the play space, amenity block upgrade to include accessible toilets and changing places and other accessible infrastructure such as connecting paths and car parking.

  4. Funding of $800,000 has been sought from the state government through the Sport and Recreation Community Infrastructure Program, along with a community funding campaign proposed to be launched in early 2021.

Councillor Aitken moved, Councillor Kontelj seconded -

  1. That Council approves release of the draft concept designs for the Rippleside Inclusive Play Space for community engagement.

Carried.


Attachment 1

Financial Implications

  1. The total project cost is estimated at $2.5 million. This overall figure includes demolition of the existing play space as well as upgrades to supporting infrastructure that will be required to service the new inclusive play space, such as car parking, toilet facilities and improving accessibility of path connections.

  2. In the 2020-21 $400,000 has been allocated with a further $1.1 million projected for the 2021-22 year.

  3. Funding from the State Government has been sought through the Sport and Recreation Community Infrastructure Program of $800,000. The outcomes of this funding round are due to be announced in July 2020.

  4. The balance of funding will be sought via a community funding campaign to seek direct financial contributions and in-kind support from other community partners. Our project partner, Variety, will be leading this fundraising campaign.

  5. The play space design allows for a staged approach to construction, in order to progress the project whilst remaining responsive to funding availability.

  6. The inclusion of waterplay elements and anticipated higher visitation is likely to increase operational and maintenance costs at this site and will need to be factored into future annual operational budgets.


Community Engagement

  1. The first round of consultation in November 2019 was conducted through an on-line survey as well as school and public workshops. Data was gathered about the elements and experiences that were most important to the public and potential users of the play space.

  2. The initial consultation for this project had over 2,220 visits to the City’s ‘Have Your Say’ page, with 158 people completing the survey. Around 40% of responders reported to have a child or family member living with a disability.

  3. The survey responses identified shade, multi-aged experiences, toilet location, cleanliness and nature play as being of primary importance. Top play experiences included swinging, climbing, sensory play, water play and nature play.

  4. Subject to the resolution of Council, the second round of community engagement would be undertaken during July and August 2020

  5. Together with Variety, Council officers will take the concept drawings to key agencies, stakeholders and the wider community. The concept drawings will be available on-line and on-site during July and August 2020 via the City’s website.

  6. Zoom forums run by Variety will be offered to stakeholder groups and schools who participated in the first round of community engagement.

  7. Media releases and social media will be organised to raise community awareness of the project and to invite the community to visit the City’s Have Your Say webpage for this project.

  8. Engagement findings will be collated and fed back to the landscape architect before the design plans are finalised and presented to Council for final endorsement early in 2021.


Social Equity Considerations

  1. Play is for everyone, young and old, families and carers, and people of all abilities. The importance of play is recognised by the United Nations Convention on the Rights of the Child. The United Nations recognises play as a right for all children. Play is essential to children’s development.

  2. The City’s Geelong Play Strategy 2012-2021 also recognises the important role of play in the development of children and their families, and in the development of prosperous and cohesive communities. The strategy recognises that play enables children to learn new skills, make friends and build self-confidence. Play is important to the health and wellbeing of people of all ages and cultural backgrounds.

  3. Geelong currently has limited play opportunities for people with disabilities. With over 14,000 people with a disability in the region, an ageing population increasingly involved in the everyday care of their grandchildren, and a multicultural society, play spaces should provide an inclusive experience for all.

  4. The development of an inclusive playground addresses the first three goals in the Access and Inclusion Action Plan 2018-2022:

    1. Ensure facilities, buildings, environments and experiences are accessible to everyone;

    2. Provide more accessible public urban space; and

    3. Increase the number of community facilities with accessible toilets and adult change facilities.

    Rippleside Park is a central and highly accessible location within the municipality.


Policy/Legal/Statutory Implications

  1. A memorandum of understanding (MOU) has been developed between Variety – The Children’s Charity and the City. The MOU is not a legal relationship; its intent is to demonstrate a harmonious and cooperative approach by City of Greater Geelong and Variety to develop an inclusive playground at Rippleside Park.


Alignment to Council Plan

  1. The development of an inclusive play space is consistent with the following strategic priorities of the Council Plan:

    1. Improved health and safety for our community – by improving the safety and user satisfaction of community infrastructure, creating more health and fitness options and promoting active living;

    2. Informed social infrastructure and planning – by providing more quality spaces that support active lifestyles, delivering accessible and attractive community infrastructure based on community need and maintaining our public open space;

    3. A more inclusive and diverse community – by supporting activities that improve social connections in our community, improving access to facilities and programs for people of all abilities; and

    4. A destination that attracts local and international visitors.


Conflict of Interest

  1. No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.


Risk Assessment

  1. Initial concept plans for the inclusive play space have been costed at approximately $2.5 million. Delivery of the full scope of works will rely on in-kind and financial support from community and corporate fundraising initiatives being led by Variety - The Children’s Charity, as well as significant state government funding contributions.

  2. Due to the Covid-19 pandemic, community fundraising initiatives and state government funding applications have been subject to delays. Consequently, the final available project budget has not yet been determined.

  3. To mitigate the risk of funding uncertainty, the concepts have been designed with an ability to deliver works in a staged approach. This will allow the scope of constructed works to respond to future funding availability.

  4. Whilst there has been strong community support for an inclusive play space at Rippleside, the next round of engagement will provide the first opportunity for many community members to view and provide feedback on the Concept Plans. It is possible that not all community members will be supportive of all aspects of the play space.

  5. Following the upcoming community engagement process, Jeavons Landscape Architects will prepare final designs which will consider and respond to the key issues and opportunities identified from community feedback.


Environmental Implications

  1. No significant environmental implications are associated with this report.


Attachment 2

Rippleside Inclusive Play Space: Design Objectives and Key Elements

  1. The design objectives were to create:

    1. a wide variety of play settings for all abilities and ages with a focus on natural and sensory play;

    2. an iconic tree top walk with views through the trees, across the play space and towards the bay the structure has multiple entries for all abilities, including wheelchair access up to almost 2.5 metres high;

    3. resolved complex site levels to ensure wheelchair accessible routes;

    4. an engaging planting palette suited to the local area, robust enough for a playground and an adventure for the senses;

    5. sheltered and comfortable seating for supervision and gatherings; and

    6. a surrounding fence with two gated entries.

  2. Key elements of the draft concept design include:

    1. unique timber structure with a variety of climbing challenges, accessible swing bridge and high slides;

    2. nature play area with loose surfaces, plants trees, water and sand with living tunnels and cubbies with cosy planted spaces for creative natural play;

    3. water play area with mist, spurts and accessible boat;

    4. rocking, spinning and jumping zone including inclusive inground trampolines;

    5. dedicated toddler play area;

    6. sand play area with wheelchair accessible table beneath a pergola;

    7. a range of swings and flying foxes with back support;

    8. sensory and artistic elements including sound, smell, touch and kinesthetic awareness;

    9. agility and fitness area with accessible hand cycle, exercise bike, balance course and monkey bars; and

    10. gathering and picnic areas.

Councillor Nelson re-entered the meeting room at 7:30pm.


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3. Affordable Social Housing Advisory Committee Terms of Reference

Source:

Community Life - Healthy Communities

Director:

Robyn Stevens

Portfolio:

Social Inclusion


Purpose

  1. To seek Council endorsement for the Affordable Social Housing Advisory Committee Terms of Reference (Attachment 2).


Background

  1. Council endorsed the Social Housing Plan 2020 – 2041 (the Plan) on 25 February 2020.

  2. The Plan recommended specific roles for the City in its implementation:

    1. Leadership – advocating for an increase in social housing in public policy and in the local community by means of establishing an Affordable Housing Advisory Committee to Council;

    2. Capacity building – developing the capacity of the City of Greater Geelong to deliver the implementation of the Plan; and

    3. Governance - drafting the Terms of Reference for an Advisory Committee to help guide the type of representation required for this Committee that will in turn, provide Council with strategic advice from a range of stakeholders.


Key Matters

  1. The drafted Terms of Reference outlines the functions of this new Committee which includes:

    1. Monitoring and promoting, advising and assisting Council the implementation of Council’s Social Housing Plan.

    2. Advising Council on housing related issues, activities and opportunities within the municipality and broader sector particularly those that are linked to the supply of social and affordable housing.

    3. Assisting Council to identify priorities for advocacy to state and commonwealth governments on matters relating to social and affordable housing.

    4. Conveying the views and interests of the Geelong community and the various housing related networks to Council.

  2. Recruitment for this Advisory Committee will be completed via an expression of interest process. Once the expressions of interest have been received appointment of members will be appointed in accordance with the Committee Representation Council Policy whereby, the Council appoints the Councillor representative and the CEO appoints the community and officer representatives.

Councillor Mansfield moved, Councillor Murnane seconded -

  1. That Council endorse the Affordable Social Housing Plan Advisory Committee Terms of Reference (Attachment 2).

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications associated with this report.


Community Engagement

  1. The Terms of Reference will be communicated upon advertising for members of the Committee.


Social Equity Considerations

  1. All activities of the City will be informed by up to date demographic and geographic information on social equity in the region, which identifies priority areas and groups for attention. The Social Housing Plan 2020-2041 provides comprehensive data and information that supports such a plan for Council’s attention.

  2. Planning of all activities will be informed by effective, focused partnerships and engagement with priority groups and areas, aimed at fully understanding the particular needs and obstacles they experience in accessing services and facilities. Implementation of the Social Housing Plan is reinforced by the need to convene a strategic advisory committee that will provide significant input and ideas into a range of actions as outlined in the Plan.

  3. Service and infrastructure design, location, communication and support arrangements will address particular needs and obstacles faced by priority areas and groups. The Social Housing Plan identified key population groups who are more vulnerable than others and presents a roadmap that will help alleviate these obstacles, noting that the implementation of this plan has a long-term horizon.


Policy/Legal/Statutory Implications

  1. The Victorian Government wants the assistance of local government in identifying local needs, using the planning system to encourage social housing development and by providing land.

  2. The right to housing is to have somewhere adequate to live. Relevant policy and statutory implications include:

    1. Victorian Housing Act 1983;

    2. Planning and Environment Act 1987;

    3. National Housing and Homelessness Agreement (NHAA); and

    4. Victorian Charter of Human Rights and Responsibilities 2006.


Alignment to Council Plan

  1. Under the Council Plan 2018-2022, ‘Informed Social Infrastructure and Planning’ priority states that Council will advocate and plan for a range of social and affordable housing options.

  2. Under the Council Plan 2018-2022, ‘Planned Sustainable Development’ states that Council will make sure housing supply, diversity and affordability can meet the needs of our growing community.


Conflict of Interest

  1. No City officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.


Risk Assessment

  1. The Committee will provide advice to council on specific issues relating to Affordable Social Housing within the Greater Geelong Region.


Environmental Implications

  1. There are no environmental implications.


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4. Tree Management Policy

Source:

City Services – Tree Management Unit

Director:

Guy Wilson-Browne

Portfolio:

Parks, Gardens and City Services


Purpose

  1. To seek Council endorsement to release the draft Tree Management Policy for community engagement.


Background

  1. The Tree Management Policy (Attachment 2) has been developed to provide a framework for the management of trees within the City of Greater Geelong and supports the objectives and vision of the Urban Forest Strategy 2015 and the Sustainability Framework 2020.


Key Matters

  1. The Tree Management Policy has been developed to respond to the community’s commitment to a cool green city that was identified in the development of the Urban Forest Strategy and the Sustainability Framework. To this end the policy is aimed at increasing canopy cover by protecting and preserving the existing tree population and ensuring successful planting opportunities for the future.

  2. The Tree Management Policy will provide consistent and clear guidance for Council and the community on the management of trees within the City of Greater Geelong.

  3. This policy applies to all trees within the City of Greater Geelong located on Council owned and managed land or subject to protection by the City of Greater Geelong planning scheme.

  4. The policy framework applies to all Council departments, government entities, utility companies, land owners, developers and community members.

  5. The Policy framework will guide decision making in the consideration of planning permits and project design and implementation across Council.

  6. The policy outlines when Council will plant, prune or remove a tree and what measures must be undertaken to protect and enhance the tree population. Key provisions of the policy address:

    1. Planning;

    2. Tree planting;

    3. Tree maintenance;

    4. Tree protection;

    5. Tree removal; and

    6. Tree root interactions with public and private infrastructure.

Councillor Aitken moved, Councillor Mason seconded -

  1. That Council endorse the release of the draft Tree Management Policy
    (Attachment 2) for community engagement from July to August 2020 (4 weeks).

Carried.


Attachment 1

Financial Implications

  1. There are no additional financial implications arising from the adoption of this policy. The City provides tree management and planting through the Tree Management Unit.


Community Engagement

  1. Internal engagement has involved two workshops with six teams and consultation on the draft policy with 17 teams across the City and the Parks, Gardens and City Services Portfolio and Environment Portfolio Councillors. Teams included Environment and Sustainability, Local Laws, Urban Design and Heritage, Open Space Planning, Planning Strategy, Parks, Engineering Services, Central Geelong and Capital Works.

  2. Engagement with the community on the Urban Forest Strategy and the Sustainability Framework has also informed the development of this policy.


Social Equity Considerations

  1. This policy will ensure fair, transparent and consistent management decisions by the Tree Management Unit.

  2. The planning and management of trees in accordance with this Policy will give due consideration to protecting Aboriginal culture and heritage. This will include raising awareness and compliance with the Aboriginal Heritage Act 2006 and Aboriginal Heritage Regulations 2018. Council acknowledges that certain native trees can be important to cultural heritage places and are a significant part of the heritage of all Australians.


Policy/Legal/Statutory Implications

  1. This policy is consistent with the Policies and Procedures Management Policy. The City has benchmarked the provisions of this policy with policies of other Victorian Councils.

  2. The planning scheme includes regulatory protection overlays for trees on private property. These include 42.01 Environmental Significance Overlays, 42.02 Vegetation Protection Overlays, 42.03 Significant Landscape overlays, 43.01 Heritage Overlays and 52.17 Native Vegetation Provision.


Alignment to Council Plan

  1. A Key Priority of the Council Plan 2018-22 is to plant more trees to green and cool our city and to maintain quality public open space. This priority is reflected in the community’s 30-year Clever and Creative vision, the Urban Forest Strategy and the Sustainability Framework.


Conflict of Interest

  1. Officers involved in the preparation or providing advice to this report do not have direct or indirect interest.


Risk Assessment

  1. Failure to adopt the policy can result in inconsistent management decisions across Council, causing community dissatisfaction and exposing the City to potential reputational risk and undermining the stated objectives of the Council Plan to deliver infrastructure, services and programs to the community in a sustainable way.


Environmental Implications

  1. As the organisation and region face considerable environmental challenges, the Tree Management Policy provides framework for best practice in managing our tree population and addressing climate change issues through greening the City.


[Back to List]

5. Geelong Major Events Committee – Appointment of External Representatives 2020-2024

Source:

Economy, Investment & Attraction - Economic Development & Events

Director:

Brett Luxford

Portfolio:

Tourism and Events


Purpose

  1. To appoint three community members as external representatives of the Geelong Major Events Committee (GME) for the period August 2020 – July 2024.


Background

  1. Council established GME in August 1998, pursuant to section 86 of the Local Government Act (Vic) 1989:

    1. GME consists of a maximum of 12 persons. External members may fill up to six positions, where suitable candidates offering considerable value are identified. External members serve four-year terms and vacate the role at the end of each term, however may reapply via the public recruitment process;

    2. The term for GME external committee members, Dean Anglin and Julie Maxwell, will expire following the July 2020 GME meeting. A third position is available following the resignation of external committee member, Mark Stone; and

    3. External representation on the GME is considered to be essential as it enables the GME to draw upon expertise and networks beyond Council. Specifically, experience relevant to the business, arts, events or media communities.


Key Matters

  1. In response to public advertisements, 12 applications were received. Two applications were received after the closing date and were ineligible. Advertisements were placed in City News on 21 February, 28 February and 6 March 2020. The opportunity to join the GME was also advertised online and promoted on the City’s social media platforms.

  2. A selection panel of the Director for Economy, Investment & Attraction, an incumbent GME external committee member, the GME Chair and the GME Executive Officer interviewed a shortlist of the new applicants. The panel recommends to Council the appointment of three external committee members for the period 2020 to 2024.

Councillor Murrihy moved, Councillor Sullivan seconded -

  1. That Council:

    1. Endorse the appointment of Julie Maxwell, Natalie Valentine and Brenden Caligari as external representatives to the Geelong Major Events Committee for the four-year term August 2020 – July 2024;

    2. Formally thank the other applicants for their interest in joining the Geelong Major Events Committee; and

    3. Formally thank Dean Anglin for his contribution to Geelong Major Events since August 2013.

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications arising from this report, as no remuneration is paid to external representative positions on GME. All GME committee positions are voluntary. Members can claim out of pocket expenses associated with participation on the committee.


Community Engagement

  1. The appointment of three new external representatives to GME will be communicated to key stakeholders and the media.

  2. The unsuccessful candidates will be notified in writing thanking them for their application and interest in GME.

  3. A letter of thanks has already been sent to Mark Stone, following his resignation, thanking him for his contribution to the GME since 2016.


Social Equity Considerations

  1. The inclusion of external representatives on the GME supports the transparency of the Committee. The recruitment process is open to anyone, whilst indicating a preference for experience relevant to the business, arts, events or media communities, as it applies to the subject matter of the Committee. The GME continues to have a gender balance of representation.


Policy/Legal/Statutory Implications

  1. Within the Council Committee Representation Policy, there are no legal or statutory implications arising from this report. The appointment process is within the framework of the GME Terms of Reference, the Council Instrument of Delegation to GME and the Local Government Act 2020.


Alignment to Council Plan

  1. Council has identified Growing Our Tourism and Events, along with A Thriving and Sustainable Economy as two of the strategic priorities of the Council Plan 2018-2022. It lists the Geelong Major Events Strategy as a key related plan.

  2. The objectives of GME also support the community vision for Geelong to be recognised as a clever and creative city region. The vision identifies Geelong as a destination that will attract local and international visitors. This outcome is supported by the outcomes of the GME Committee.


Conflict of Interest

  1. The Local Government Act requires members of any Council committees to disclose conflicts of interest and not participate in a decision when they have a conflict of interest. No officer involved in the preparation of this report has any direct or indirect conflict of interest in the matters raised in this report.


Risk Assessment

  1. There are no known risks arising from this report.


Environmental Implications

  1. There are no direct environmental implications arising from this report.

Councillor Kontelj declared a Conflict of Interest by Close Association in Agenda Item 6 – Tender T2000036 Plant Hire Services, in that the company of which he is a Director provides services and goods to some of those who have been identified as preferred suppliers to the City of Greater Geelong for plant hire, and left the meeting room at 8.06pm for the evening.


[Back to List]

6. Tender No. T2000036 – Supply of Plant Hire

Source:

Customer & Corporate Services - Property, Procurement & Assets

Director:

Michael Dugina

Portfolio:

Finance


Purpose

  1. To establish a contract panel based on an agreed schedule of rates for the supply of plant hire used in civil construction and maintenance activities undertaken by the City.


Background

  1. The current panel of contractors for the supply and delivery of plant hire services expired on 1 July 2020.

  2. To facilitate the ongoing supply of plant hire, the Procurement Unit undertook a public tender (Tender T2000036) on behalf of the City Works Department.

  3. The annual budget allocated for this contract is $3,000,000 (ex-GST).


Key Matters

  1. At tender close the City received 47 tender submissions.

  2. The submissions were evaluated in accordance with the processes detailed in the City’s ‘Procurement and Contracts Manual’.

  3. w
  4. Based on the variety and volume of plant used and the competitive pricing of the submissions, the Tender Evaluation Panel have determined that 32 tenderers should be included on the Contract Panel.

  5. Subject to Council awarding the contract, the service will commence 1 August 2020.

Councillor Aitken moved, Councillor Nelson seconded -

  1. That Council:

    1. Award Panel Contract C2000036 for the Supply of Plant Hire for an initial term of 3 years (with a further 2 x 12-month extension options) based on the tendered schedule of rates to the following preferred tenderers; and

    2. Number

      Tenderer

      ABN

      1

      A&K Tucker Excavations Pty Ltd as Trustee for the Tucker Business Trust

      56 712 907 353

      2

      Anthony Tromp t/a Tony Tromp Backhoe Hire

      69 926 136 191

      3

      Aquatech Civil and Plumbing Pty Ltd

      39 621 412 431

      4

      Bitu-Mill (Road Maintenance) Pty Ltd

      28 097 282 981

      5

      Stephen Blake as Trustee for the Blake Property Trust

      13 745 748 162

      6

      Brooks Hire Service Pty Ltd

      20 008 975 988

      7

      Conplant Pty Ltd

      15 000 373 151

      8

      D.A. Beretta Pty Ltd as Trustee for the Beretta Family Trust

      58 174 651 945

      9

      Delta Rent Pty Ltd

      24 116 501 725

      10

      Draper’s Civil Contracting Pty Ltd

      64 006 741 288

      11

      Goldsmith Civil & Environmental Pty Ltd

      31 127 510 472

      12

      Harcom Civil Pty Ltd as Trustee for the Hart Family Trust

      55 249 254 962

      13

      Trent McDonald as Trustee for the T&M McDonald Family Trust

      81 193 716 608

      14

      Kennards Hire Pty Ltd

      69 001 740 727

      15

      Keystone Civil Holdings Pty Ltd

      11 167 195 619

      16

      Luxton Plant Pty Ltd

      14 004 772 785

      17

      Marendaz Excavations Pty Ltd

      81 098 667 504

      18

      Richmor Holdings Pty Ltd t/a Scott Morrow & Co

      99 099 689 059

      19

      N & W Stolk Earthmoving Pty Ltd

      15 625 682 751

      20

      D.P. and J.L. Dunoon Pty Ltd t/a Newcomb Sand & Soil Supplies

      12 006 757 660

      21

      Norris Plant Hire (Geelong) Pty Ltd

      17 007 218 108

      22

      PatAsh and Civil (Group) Pty Ltd

      16 151 663 875

      23

      PJ&T Motors Pty Ltd

      43 064 780 972

      24

      Plumbtrax Pty Ltd

      11 142 872 491

      25

      Porter Constructions (Vic) Pty Ltd as Trustee for Pitman Investment Trust

      31 660 634 992

      26

      Porter Excavations Pty Ltd

      92 063 115 346

      27

      Rollers Australia Pty Ltd

      50 087 309 091

      28

      Russell Brown t/a Russell Brown Bobcat & Tipper Services

      59 941 638 261

      29

      Sherrin Rentals Pty Ltd

      52 074 173 756

      30

      Solution Plant Hire Pty Limited

      99 152 528 491

      31

      Tutt Bryant Hire Pty Ltd

      59 087 847 489

      32

      W&B Dando Pty Ltd as Trustee for the Dando Family Trust

      38 737 886 759


    3. Authorise the Chief Executive Officer to execute Contract No. C2000036 and any other documents required by or to give effect to the terms of the Contract on behalf of Council.

Carried.


Attachment 1

Financial Implications

  1. The current budget allocation for the supply of plant hire is $3,000,000 p/a (ex-GST) and is contingent on funding allocations in future recurrent budgets. The estimated total cost for the term of the 5-year agreement (inclusive of option periods) is $15,000,000 (ex-GST) subject to annual CPI adjustments.


Social Equity Considerations

  1. The majority of successful tenderers operate businesses within the Geelong Region providing significant local employment and economic benefits to the Geelong community.


Policy/Legal/Statutory Implications

  1. This tender was publicly tendered in accordance with the requirements of section 186 of the Local Government Act 1989 and the tender process has been conducted in accordance with Council’s Procurement Policy.


Alignment to Council Plan

  1. This project will aid in the delivery of integrated transport connections by supporting improvements to existing roads, streets and footpaths.


Conflict of Interest

  1. All voting members on the evaluation panel confirmed that they did not have a conflict of interest with any of the tenderers.


Risk Assessment

  1. The tender evaluation process involved the assessment of work, health and safety policies, procedures and risk assessment documents. Any other risks associated with the acceptance of this tender will be managed through the contract conditions.


Environmental Implications

  1. Any environmental implications associated with this contract provision are the responsibility of the contractor and will be managed through the contract documentation.


Attachment 2

Tender Details

Contract Details

  1. Contract C2000036 – Supply of Plant Hire


Invitation to Tender

  1. The City released Tender T2000036 seeking to appoint a panel of contractors to provide wet and dry plant hire.

    Table 1 Invitations to Tender

  2. Medium

    Date Advertised

    Geelong Advertiser

    18 January 2020

    City of Greater Geelong website

    18 January 2020


Tender Evaluation Panel

  1. The Tender Evaluation Panel (TEP) comprised the following staff.

    Table 2 Tender Evaluation Panel

  2. Position Title

    Panel role

    Senior Procurement Services Officer

    Chair

    Supervisor Plant & Hire

    Member

    Co-ordinator Construction

    Member

    Co-ordinator Maintenance

    Member


Tender Submissions

  1. At tender close the City received 47 conforming tender submissions.

Tender Evaluation Criteria

  1. The TEP used the following qualitative criteria (in order of weighting) to assess the submissions:

    Table 3 Comparative Criteria Weighting

  2. Comparative Criteria

    Weighting %

    Capability and experience, past performance over last 3 years

    40%

    Proposed plant and equipment

    30%

    Staffing & Customer Service

    20%

    Economic & local content contribution (mandatory)

    10%


Tender Evaluation

  1. The TEP shortlisted the remaining tenders based on the compliance to the contract, variety and volume of plant used, the quality of the submission and a value for money assessment of the tendered rates.

  2. At the conclusion of the evaluation, the tenderers that achieved a weighted score of >50% and addressed the mandatory OH&S requirements were recommended for inclusion on the contract panel.

    Table 6 Tender Evaluation Scores

  3. Reference

    Tender

    Recommended / Not Recommended

    Tender A

     

    Not Recommended

    Tender B

    A&K Tucker Excavations Pty Ltd as Trustee for the Tucker Business Trust

    Recommended

    Tender C

     

    Not Recommended

    Tender D

    Anthony Tromp t/a Tony Tromp Backhoe Hire

    Recommended

    Tender E

    Aquatech Civil and Plumbing Pty Ltd

    Recommended

    Tender F

     

    Not Recommended

    Tender G

    Bitu-Mill (Road Maintenance) Pty Ltd

    Recommended

    Tender H

    Stephen Blake as Trustee for the Blake Property Trust

    Recommended

    Tender I

    Brooks Hire Service Pty Ltd

    Recommended

    Tender J

    Conplant Pty Ltd

    Recommended

    Tender K

    D.A. Beretta Pty Ltd as Trustee for the Beretta Family Trust

    Recommended

    Tender L

    Delta Rent Pty Ltd

    Recommended

    Tender M

    Draper’s Civil Contracting Pty Ltd

    Recommended

    Tender N

     

    Not Recommended

    Tender O

     

    Not Recommended

    Tender P

     

    Not Recommended

    Tender Q

    Goldsmith Civil & Environmental Pty Ltd

    Recommended

    Tender R

    Harcom Civil Pty Ltd as Trustee for the Hart Family Trust

    Recommended

    Tender S

    Trent McDonald as Trustee for the T&M McDonald Family Trust

    Recommended

    Tender T

    Kennards Hire Pty Ltd

    Recommended

    Tender U

    Keystone Civil Holdings Pty Ltd

    Recommended

    Tender V

    Luxton Plant Pty Ltd

    Recommended

    Tender W

    Marendaz Excavations Pty Ltd

    Recommended

    Tender X

     

    Not Recommended

    Tender Y

     

    Not Recommended

    Tender Z

    Richmor Holdings Pty Ltd t/a Scott Morrow & Co

    Recommended

    Tender AA

    N & W Stolk Earthmoving Pty Ltd

    Recommended

    Tender AB

    D.P. and J.L. Dunoon Pty Ltd t/a Newcomb Sand & Soil Supplies

    Recommended

    Tender AC

    Norris Plant Hire (Geelong) Pty Ltd

    Recommended

    Tender AD

    PatAsh and Civil (Group) Pty Ltd

    Recommended

    Tender AE

     

    Not Recommended

    Tender AF

     

    Not Recommended

    Tender AG

    PJ&T Motors Pty Ltd

    Recommended

    Tender AH

    Plumbtrax Pty Ltd

    Recommended

    Tender AI

    Porter Constructions (Vic) Pty Ltd as Trustee for Pitman Investment Trust

    Recommended

    Tender AJ

    Porter Excavations Pty Ltd

    Recommended

    Tender AK

     

    Not Recommended

    Tender AL

    Rollers Australia Pty Ltd

    Recommended

    Tender AM

    Russell Brown t/a Russell Brown Bobcat & Tipper Services

    Recommended

    Tender AN

    Sherrin Rentals Pty Ltd

    Recommended

    Tender AO

    Solution Plant Hire Pty Limited

    Recommended

    Tender AP

     

    Not Recommended

    Tender AQ

     

    Not Recommended

    Tender AR

     

    Not Recommended

    Tender AS

    Tutt Bryant Hire Pty Ltd

    Recommended

    Tender AT

    W&B Dando Pty Ltd as Trustee for the Dando Family Trust

    Recommended

    Tender AU

     

    Not Recommended


Probity

  1. No probity issues identified.


[Back to List]

Close of Meeting

As there was no further business the meeting closed at 8:09pm on Tuesday 14 July 2020.


Signed: _________________________________________

Councillor Stephanie Asher (Mayor)



Date of Confirmation: _____________________________



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