Council Minutes - Section B: Reports - 1 December 2020

Contents | Previous Page: Section A - Procedural Matters | Next Page: Section C - Notice of Motion

Reports tabled at the Ordinary Meeting of Council on Tuesday date held at the Council Conference and Reception Centre in City Hall, 57 Little Malop Street, Geelong.


  1. Youth Council Final Report 2020

  2. Smart City Strategic Framework

  3. Quarterly Financial Report – July-September 2020

  4. Council Plan Quarterly Report – September 2020

  5. 2019-20 Tourism Greater Geelong and the Bellarine (TGGB) Annual Report and Tourism Performance

  6. Swan Bay Road, Wallington, Part Road Deviation – Land Exchange

  7. Proposed Partial Road Discontinuance and Sale Abutting 248 Kilgour Street, East Geelong

  8. Councillor Appointments to Portfolios

  9. Committee Appointments

  10. Councillor Oaths and Affirmations of Office

  11. Tender T2100006 – Estuary Reserve Modular Pavilion – Design and Construct

  12. Tender T2100002 – Provision of Plumbing Services

  13. Tender T2100019 – Provision of Tree Maintenance Services

  14. Revocation of Flood Prone Area Designation of New Lots at Armstrong Estate – Stages 46A and 46B

  15. Revocation of Flood Prone Area Designation of New Lots at Ashbury Estate – Stages 15 and 16

  16. Revocation of Flood Prone Area Designation of New Lots at Anchoridge Estate Stage 7

  17. Revocation of Flood Prone Area Designation of New Lots at Charlemont Rise Estate – Stage 14

  18. Revocation of Flood Prone Area Designation of New Lots at Fyansford West Estate – Stage 2


1. Youth Council Final Report 2020

Source:

Community Life - Connected Communities

Director:

Robyn Stevens


Purpose

  1. To note the fourth and final report to Council from the Youth Council Advisory Committee 2020, providing advice to Council on youth specific issues, consistent with the Terms of Reference (TOR).


Background

  1. In November 2019 twelve local young people were elected to the City of Greater Geelong Youth Council Advisory Committee (Youth Council), and during their 12-month term have served as the region's official 'youth voice'.

  2. Aged between 12 and 17, the Youth Councillors represent a spread of local towns and suburbs, with three representatives from each of the four Council wards: Bellarine, Brownbill, Kardinia and Windermere.


Key Matters

  1. Junior Mayor, Farzana Hussaini, has written the fourth and final of the Youth Council reports for 2020 and outlines Youth Council tasks, findings and advice for Council’s consideration (Attachment 2).

  2. The focus of the Junior Mayor's report is to highlight Youth Council achievements and actions undertaken since the third report was noted by Council on 11 August 2020.

  3. Consistent with the TOR, Youth Council's role is to provide a platform for young people to advocate for priorities that are important to their lives and to provide a mechanism for Council to seek and receive advice and input from young people.

  4. This report provides advice in the form of recommendations. The recommendation presented is the formation of a youth-led mental health services promotion group.

Councillor Mansfield moved, Councillor Moloney seconded -

  1. That Council:

    1. Note the fourth and final report from the Youth Council Advisory Committee 2020; and

    2. Refer the development of a mental health service promotion project group to the Chief Executive Officer for consideration.

Carried.


Attachment 1

Financial Implications

  1. Funding for the Youth Council program and activities has been allocated as part of Council’s annual budget process.


Community Engagement

  1. Youth Councillors have engaged several young people in their wards to gain required feedback and input. During COVID-19 restrictions, Youth Councillors have endeavoured to continue this engagement, to the extent they are able, via online connections.


Social Equity Considerations

  1. The Youth Council provides an opportunity for young people to contribute to and be included in civic life.


Policy/Legal/Statutory Implications

  1. The activities of the Youth Council comply with the Committee's TOR.


Alignment to Council Plan

  1. The Youth Council TOR ensures a forum for young people that aligns with the Council Plan priorities of:

    1. Improved health and safety of our community – consult with the community on safety issues that are impacting them;

    2. A more inclusive and diverse community – further developing programs that support young people in our community;

    3. Effective environmental management – educating and assisting our community; and

    4. Organisational leadership, strategy and governance – communicating and engaging with the 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 provides advice to Council on specific issues relating to young people in our community and does not speak on behalf of the Council or the City. The TOR for the committee provides its framework and guidelines.


Environmental Implications

  1. There are no environmental implications.


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2. Smart City Strategic Framework

Source:

Economy, Investment & Attraction - Smart City

Acting Director:

Tim Ellis


Purpose

  1. For Council to note the Smart City Strategic Framework and endorse the release of the Framework for community consultation.


Background

  1. In 2015 Council adopted the Digital Geelong Strategy in anticipation of new and emerging digital technologies and to ensure the organisation, the community and businesses were broadband-ready and digitally-enabled. A review of the strategy’s progress was undertaken in 2018, together with an assessment of the organisation’s Smart City maturity. Subsequent development of Greater Geelong: A Clever and Creative Future, and the rapid pace of digital development and smart technology, requires council to reconsider its priorities and adopt a smart, future-focussed framework for our City.


Key Matters

  1. The City engaged consultants Delos Delta to co-design a Smart City Strategic Framework alongside our community. Development of the framework was informed by stakeholder workshops, literature reviews, relevant council strategy reviews and the consideration of existing Australian and International frameworks. This has allowed us to define what a smarter Geelong will achieve: Our Smart City will connect technology, data and innovation to create a more liveable, sustainable and thriving Greater Geelong. The Smart City Strategic Framework is included as Attachment 2.

  2. The seven principles and five pillars contained within the Framework will help guide the City’s decision making, operations and programs to implement and harness appropriate technology, data and innovation for the sustainable growth and management of the City. The framework also guides our role in collaborating with the community, all levels of government and other stakeholders on Smart City issues and opportunities.

  3. A series of community and stakeholder engagement activities were held between May and July 2020. Due to the coronavirus (COVID-19) pandemic, all activities were transferred to an online format and the engagement period was extended to give people more time to participate and offer their insight. A summary of the results is included as Attachment 3.

  4. The Smart City Strategic Framework will be supported by a four-year action plan currently being developed.

Councillor Harwood moved, Councillor Murrihy seconded -

  1. That Council:

    1. Note the Smart City Strategic Framework (Attachment 2); and

    2. Smart City Strategic Framework for community consultation for a period of no less than 6 weeks and report back to Council on the outcomes including the Smart City Action Plan.

Carried.


Attachment 1

Financial Implications

  1. Funding required to implement the Smart City Strategic Framework will be detailed in the development of a four-year action plan. The plan will identify specific projects and initiatives to be considered in the annual planning and budget cycles. The City will also seek external funding opportunities to deliver the actions.


Community Engagement

  1. The Smart City Strategic Framework was informed by community and internal consultation, which were facilitated by consultants Delos Delta and supported by the Smart City Office. This included:

    1. Four community and stakeholder workshops to inform a preliminary draft framework;

    2. Four internal stakeholder workshops, including councillors, executive leadership team, key and general staff;

    3. An eight-week online community engagement survey which yielded 53 completed responses and 138 comments; and

    4. A full summary of the results is included as Attachment 3.


Social Equity Considerations

  1. The Smart City Strategic Framework recognises the importance of equity, access, inclusion, trust and transparency. These considerations are captured within the seven framework principles and align to the community-led aspirations described in Greater Geelong: A Clever and Creative Future.


Policy/Legal/Statutory Implications

  1. The implementation of the Smart City Strategic Framework will influence the amendment of relevant existing policies and the development of new policies. An example of these include the use of surveillance devices and open data management.

Alignment to Council Plan

  1. The five pillars of the Framework support the community-led aspirations outlined in the Clever and Creative Future, whilst the strategic goals align and support the enablement of the themes and key priorities of the Council Plan 2018-22.


Conflict of Interest

  1. There is no identified conflict of interest.


Risk Assessment

  1. Failure to recognise, manage and consolidate the City’s approach to rapidly evolving and advancing technology could result in significant risks and increased operational costs. These risks could include, privacy, reputational, cyber security, data collection, surveillance and lack of regulatory framework. The framework aims to provide awareness and guidance to better prepare the organisation and our community to meet the demands of the future.


Environmental Implications

  1. As the organisation and region face considerable environmental challenges, the Smart City Strategic Framework provides an opportunity to enable and harness innovation and technology to address issues associated with global climate change.


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3. Quarterly Financial Report – July-September 2020

Source:

Customer & Corporate Services - Financial Services

Director:

Michael Dugina


Purpose

  1. To present to Council the financial performance information to 30 September 2020.


Background

  1. On 30 June 2020 the 2020-21 budget was adopted with a recurrent operating deficit of ($24.6 million) and a non-recurrent surplus of $110.2 million, resulting in a net surplus of $85.6 million.

  2. The financial statements and commentary are for the period July 2020 to September 2020.


Key Matters

  1. The recurrent operating result for the three-month period is a deficit of ($1.4 million), which compares to the budgeted deficit of ($4.6 million). This represents a better than anticipated outcome by $3.2 million. A summary of the year to date variances are provided in Attachment 2 of this report.

  2. The non-recurrent result (for example: gifted assets from development, capital income, sale of properties, developer cash contributions to infrastructure etc.) for the three months was a surplus of $28.9m, which compares to the budgeted surplus of $26.5 million. This represents a better than anticipated outcome by $2.4 million. A summary of the non-recurrent variances is provided in Attachment 2 of this report.

  3. The total surplus of $27.5 million is $5.5 million favourable to the year to date budget.

  4. Through the Working for Victoria fund, the City is set to receive around $8m this financial year to employ just under 200 FTE to help stimulate employment throughout the region.

  5. The City has also been sourcing Government grants to support recovery from COVID-19 pandemic. To date we have received funding of $500,000 to support outdoor dining initiatives and further $2.1 million boost for local roads and infrastructure to fund shovel ready projects.

  6. Capital expenditure year to date is $25.5 million against a year to date budget of $27.0 million. Spend on capital projects is continually being reviewed throughout the year. A summary of capital expenditure variances is provided in Attachment 2 of this report.

  7. The cash and investment balance of $120.6 million is $19.6 million higher than budgeted mainly due to higher loan borrowings, developer contributions and capital income, offset by lower rates collection and land sales. A summary of the cash and investments is provided in Attachment 2 of this report.

  8. During September a $45 million loan was taken out in order to fund the Civic Precinct and LED Streetlighting capital projects. The budget allows for total loan borrowings of $66.9 million for the financial year if required.

  9. A full year forecast indicates a ($33.4 million) recurrent deficit, which is ($8.8 million) unfavourable to the budget. The movement is largely driven by additional COVID-19 support packages adopted by Council and additional revenue losses in Leisure Facilities ($9.2 million). Council support includes free 2P central Geelong car parking ($1.8 million), waiver of food/health registrations ($1.6 million). Unbudgeted building demolition costs ($1.0 million), have been partly offset by FTE vacancies and savings $3.1 million, additional childcare funding $2.0 million and surplus waste/landfill income $1.4 million.

Councillor Aitken moved, Councillor Asher seconded -

  1. That Council endorse the Financial Report to 30 September 2020.

Carried.


Attachment 1

Financial Implications

  1. Any financial implications are addressed within the body of the report.


Community Engagement

  1. Project managers have been consulted and provided the latest project updates which have been factored into this report.


Social Equity Considerations

  1. There are no social equity implications arising from the subject of this report.


Policy/Legal/Statutory Implications

  1. The report in provided in accordance with requirements under The Local Government Act 2020.


Alignment to Council Plan

  1. The report is aligned to the Council Plan Strategic Objective ‘Innovative Finances and Technology’.


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. There are no high or extreme risks arising from the subject of this report.


Environmental Implications

  1. There are no environmental implications arising from the subject of this report.


Attachment 2

QUARTERLY FINANCIAL MANAGEMENT REPORT

September 2020











  1. The September data is provided in the following table to report year to date performance versus the budget. The full year high level forecast is expecting a recurrent ($8.8 million) unfavourable and non-recurrent $11.6 million favourable result.

  2. Overall Summary

     

    YTD Actual
    $ million

    YTD Budget
    $ million

    YTD Var
    Fav/(Unfav)
    $ million

    FY Budget
    $ million

    FY Forecast
    $ million

    FY Var
    Forecast
    versus Budget
    $ million

    Recurrent Surplus/(Deficit)

    (1.4)

    (4.6)

    3.2

    (24.6)

    (33.4)

    (8.8)

    Non-Recurrent Surplus/(Deficit)

    28.9

    26.5

    2.4

    110.2

    121.8

    11.6

    Net Surplus/(Deficit)

    27.5

    22.0

    5.5

    85.6

    88.4

    2.8

    Capital Expenditure

    25.5

    27.0

    1.5

    160.4

    160.4

    0.0

    Closing Net Cash
    Positive/(Negative)

    120.6

    101.0

    19.6

    106.6

    74.8

    (31.8)


    Recurrent Summary

     

    YTD Actual
    $ million

    YTD Budget
    $ million

    YTD Var
    Fav/(Unfav)
    $ million

    FY Budget
    $ million

    FY Forecast
    $ million

    FY Var
    Forecast
    versus Budget
    $ million

    Recurrent Income

    92.0

    90.1

    2.0

    372.4

    367.2

    (5.2)

    Recurrent Expenditure

    93.4

    94.7

    1.2

    397.0

    400.7

    (3.6)

    Recurrent Surplus/(Deficit)

    (1.4)

    (4.6)

    3.2

    (24.6)

    (33.4)

    (8.8)

    YTD Variance - $3.2 million Favourable


  3. The following major variances contributed to this recurrent result:

    Income:

    2.1 Rates & Charges $407,000 favourable - Mostly driven by higher supplementary rates, however this is subject to be offset by objections as the year progresses.

    2.2 Government Grants $1,237,000 favourable - Working for Victoria Fund $1,600,000 (offset by $322,000 expenditure), obtained to help stimulate employment in the region. Higher grants in Community Life due to the budget assuming closures/lower utilisation in childcare centres. Additional support grants for outdoor dining $500k, offset by timing of VicRoads grant ($680,000).

    2.3 User Charges ($615,000) unfavourable - lower car parking fees ($395k) due to free parking initiatives and program activity fees in Community Life ($260k).

    2.4 Sundry Income $1,085,000 favourable - $384,000 favourable for Northern & Western Geelong Growth Areas payments (Creamery Rd Precinct) and favourable timing of budgeted COVID-19 provisions.

    Expenditure:

    2.5 Employee costs ($342,000) net unfavourable - due to Leisure Centre’s budgeted to be closed during July and August due to COVID-19, however many staff have been redeployed into other roles and Working for Victoria spend, offset by savings due to vacancies and no EBA uplift YTD (budget assumed 2.3%).

    2.6 Materials ($343,000) unfavourable - higher costs relating to health and safety provisions ($261,000).

    2.7 External Services $941,000 favourable – Timing of contractors $1,089,000, contributions $947,000 (mostly Event Services), waste disposal/recycling $652,000 (savings to due redirecting waste from Wyndham – lower gate fees and transport costs), grants $402,000 and events/functions $273,000 , offset by early payment of Q2 Library contribution ($2,760,000).

    2.8 Administration $1,003,000 favourable - timing of training/development costs $385,000, lower printing/stationery/photocopying costs $211,000, computer software $148,000 and debt collection costs $137,000.

    2.9 Professional Services $492,000 favourable - $354,000 relating to the timing of spend of the 2020 council election.

  4. Non-Recurrent Summary

     

    YTD Actual
    $ million

    YTD Budget
    $ million

    YTD Var
    Fav/(Unfav)
    $ million

    FY Budget
    $ million

    FY Forecast
    $ million

    FY Var
    Forecast
    versus Budget
    $ million

    Non-Recurrent Surplus/(Deficit)

    28.9

    26.5

    2.4

    110.2

    121.8

    11.6

    YTD Variance – $2.4 million favourable


  5. This non-recurrent result was driven by favourable developer contributions $8.2 million, capital income $6.7m and the favourable operating position $3.2 million, offset by lower than expected subdivision gifted assets ($10.6 million) and gain on property sales ($2.4 million).

  6. Capital Expenditure Summary

     

    YTD Actual
    $ million

    YTD Budget
    $ million

    YTD Var
    Underspent/(Overspent)
    $ million

    FY Budget
    $ million

    Capital Expenditure

    25.5

    27.0

    1.5

    160.4

    YTD Variance – $1.5 million underspent


  7. The capital program is currently $1.5 million underspent, major project variances as follows:

  8. Project

    YTD Var
    Underspent/(Overspent)
    $ million

    C20420 - Civic Accommodation Project

    2.40

    C20312 - Safe Travel in Local Streets

    1.38

    C11206 - New Corio / New Station Estates - Voluntary Purchase Scheme

    0.54

    C19201 - Waterworld Canopy Replacement

    0.50

    C19413 - Polworth Pavilion and West Oval - Pavilion Construction

    (0.71)

    C20307 - Coriyule Rd - Stormwater drainage outfall stage 2

    (0.71)

    C68902 - DCP – Jetty Road / Tivoli Drive Curlewis - R001, R003 and P003

    (0.76)


  9. The graph below summarises total capital gross expenditure to date.



Environmental Upgrade Agreements

  1. The City has two environmental upgrade agreements in place.

    1. An environmental upgrade agreement was entered into in June 2017 for Lot 2 on Plan Subdivision 041455, Volume 08704 Folio 526.

    2. An environment upgrade agreement was signed in April 2020, with payments deferred until 30 September 2020 due to COVID-19 for Lot 3 on Plan Subdivision 74780, Volume 08651 Folio 328.

    Operating statement as at 30 September 2020

    Statement of financial position as at 30 September 2020

    Statement of cash flows as at 30 September 2020

    Cash and Investments

     

    YTD Actual
    $ million

    YTD Budget
    $ million

    YTD Var
    Fav/(Unfav)
    $ million

    FY Budget
    $ million

    Closing Net Cash Positive/(Negative)

    120.6

    101.0

    19.6

    106.6

    YTD Variance – $19.6 million favourable


  2. As at the end of September the cash and investments balance was $120.6 million or $19.6 million favourable, mostly due to higher loan borrowings, developer contributions and capital income, offset by lower rates collection and land sales.

  3. Council has future commitments for $49.4 million, as detailed below:

  4. Long service leave

    $23.1 million

    Statutory reserves

    $7.4 million

    Refundable deposits

    $11.3 million

    Income in advance

    $7.5 million

    Asset development

    $ 0.1 million

    Total

    $49.4 million


  5. The landfill provision balance is currently $16.6 million.

  6. Working capital funds are invested in short term deposits and investment returns are as follows:



  7. Investment returns are currently ($161k) below budget and ($228k) lower compared to the same time last year, due to declining interest rates.


Financial Performance Indicators












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4. Council Plan Quarterly Report – September 2020

Source:

Governance, Strategy & Performance - Strategy & Performance

Director:

Rebecca Leonard


Purpose

  1. To present the Council Plan Quarterly Report – September 2020 for consideration and endorsement by Council.


Background

  1. Council adopted the Council Plan 2018-2022 Update 2020–2021 at the Council Meeting on 30 June 2020. The Council Plan identified the objective and priorities of Council. This quarterly report tracks the progress against Council Plan’s 11 strategic priorities, four-year key priorities and one-year actions.


Key Matters

  1. We report on 124 initiatives within Council Plan 2018–2022, Update 2020–2021.

    1. Achievements this quarter include:

      1. Delivery of the Small Business Festival to support existing and generate new small business owners; and

      2. Engaging the community to attract a diverse and representative field of candidates for the 2020 Council General Election and meet the State Government’s gender equity target.

    2. The two ‘off-track’ initiatives are due to COVID-19:

      1. Develop and launch the Positive Ageing Strategy; and

      2. Deliver Geelong After Dark 2021.

  2. At the end of September 2020, 111 initiatives were ‘on track’, three were ‘complete’, five were ‘not started’, three were ‘needs improvement’ and two were ‘off track COVID-19’.

Councillor Aitken moved, Councillor Grzybek seconded -

  1. That Council endorse the Council Plan Quarterly Report – September 2020.

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications arising from the subject of this report.


Community Engagement

  1. Council Plan Quarterly Report has been prepared in consultation with Managers, Coordinators and Officers from across the organisation. The report will be made available to our community online through our website after the Council Meeting, three times a year with the year end results appearing in The City of Greater Geelong Annual Report.


Social Equity Considerations

  1. Council Plan Quarterly Report documents the work we are undertaking to improve access and inclusion for all.


Policy/Legal/Statutory Implications

  1. Our activities are guided by the Council Plan 2018–2022 Update 2020–2021, which was adopted in accordance with the Local Government Act (Vic) 1989. The implementation of Council Plan is monitored via the quarterly and annual reports.


Alignment to Council Plan

  1. Council Plan Quarterly Report tracks the progress against Council Plan’s 11 strategic priorities, four-year priorities and one-year actions.


Conflict of Interest

  1. There have been no direct or indirect interests declared.


Risk Assessment

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


Environmental Implications

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


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5. 2019-2020 Tourism Greater Geelong and the Bellarine (TGGB) Annual Report and Tourism Performance

Source:

Economy, Investment & Attraction – Tourism

Acting Director:

Tim Ellis


Purpose

  1. To provide Council with an update on the progress and performance of Tourism Greater Geelong and The Bellarine Inc (TGGB) and local visitor economy, as per the 2019-2020 Annual Report recently adopted at TGGB’s Annual General Meeting on 29 October 2020.


Background

  1. The City of Greater Geelong has long recognised the importance of the visitor economy in strengthening and diversifying the economic base of the municipality since 1993. Council has supported the tourism sector through a formal partnership with the industry via a Memorandum of Understanding (MOU) 2017-2018 – 2020-2021.

  2. As per the MOU, TGGB’s Visitor Economy Strategy 2017-2018 – 2020-2021 sets the vision, opportunities and priorities relating to Promotion, Development and Leadership. An Annual Action Plan is developed and implemented to guide the activities of the organisation that corresponds to the results the 2019-20 Annual Report (Attachment 2).


Key Matters

  1. 2019-2020 has been a year like no other for the visitor economy of Greater Geelong. Prior to COVID-19, the region experienced strong success with record growth and several significant developments and transport link announcements. As an organisation, TGGB was recognised as a leading regional tourism board at the 2019 Victorian Tourism Awards receiving awards for training and development as well as visitor services.

  2. Prior to COVID-19, the Greater Geelong visitor economy was worth a record $1.1 billion to the local economy up 1.7% year on year attracting 6 million visitors, with nights spent in the region up 10.3% to 5.5 million nights.

  3. The visitor economy directly supported 2,635 business who employed 7,551 people in the community and a further 3,713 people indirectly via the visitor economy supply chain.

  4. Between April and June 2020, the visitor economy suffered a combined loss of $280 million within the accommodation, hospitality, arts and retail sectors due to COVID-19.

  5. Despite these challenges, TGGB has continued to lead a strong and coordinated tourism industry with a united and compelling voice during 2019-2020, successfully pivoting the organisation to be fully focused on providing the necessary industry and recovery support during COVID-19. TGGB successfully adapted the annual action plan to support this, which is reflected in the 2019-20 Annual Report.

Councillor Sullivan moved, Councillor Murrihy seconded -

  1. That Council note the progress and performance of the Regional Tourism Board - Tourism Greater Geelong and The Bellarine Inc. and local visitor economy as per the 2019-2020 Annual Report.

Carried.


Attachment 1

Financial Implications

  1. Funding for Tourism Greater Geelong and The Bellarine (TGGB) is agreed via Council’s annual budget process. As per the MOU 2017-2018 – 2020-2021, Council funds the staffing and administration costs with further specific budget lines for Business Events and Visitor Services functions.

  2. The City’s financial contribution to TGGB for 2019-2020 was $2.112 million relating to Tourism administration $1,250,459, Visitor Information Centres $382,640 and Business Events Geelong $479,294.

  3. TGGB’s operating result (Council, State Government and Industry) was $3.679 million with non-Council revenue of $1.567 million to support the Annual Action Plan.

  4. State Government funding of $275,000 to TGGB is subject to a formal contract and is specifically directed towards the implementation of the Annual Action Plan. Other non-Council revenue is received via tourism business memberships and partnerships, grants, industry buy-in to marketing and development programs.

  5. The City of Greater Geelong COVID Community and Economic Support Package, confirmed in late June 2020 included funding totalling $633,000 for initiatives that TGGB will deliver during 2020-2021 across leisure marketing, business event procurement and international student support.


Community Engagement

  1. TGGB has invested significantly in the development and implementation of an enhanced digital footprint that engages with both industry and visitors to our region. A dedicated industry engagement program has been initiated that includes weekly newsletters to industry and constant engagement with Industry Engagement Officers.

  2. TGGB develops community, visitor and tourism industry engagement actions for individual projects to ensure that projects are developed with evidence-based research.

  3. TGGB rolled out a new membership category in May 2020 that enables local businesses and staff to subscribe to TGGB for free, broadening the organisations reach and ability to engage with a broader sector than those directly involved in the visitor economy and financially capable of contributing to the association. This also included waiving all membership fees from April 2020 until December 2020 to support businesses.

  4. As of 30 June 2020, TGGB signed on 112 new member businesses increasing total membership to 617 local businesses.

  5. As a recognised Regional Tourism Board, TGGB participate in and engage with Visit Victoria, Regional Development Victoria, Victorian Tourism Industry Council, Tourism Australia and relevant State and Federal Government departments.


Social Equity Considerations

  1. The visitor economy contributes $1.1 billion to the local economy and directly employs over 7,551 people directly and 3,713 people indirectly in a diverse range of jobs across the region in the tourism and hospitality sector.

  2. Due to the impact of COVID-19 and subsequent business closures between April and June 2020, it has been estimated that 2,187 jobs had been lost within the accommodation and food services industry alone followed by a further 2,308 on Job Keeper during the same time period.

  3. TGGB has been a key driver in the development of the Destination Accessible program with the Australian Federation of Disability Organisations (AFDO), which focuses on building capability of tourism businesses in the region to cater for community and visitors with a disability. 2019-20 saw the completion of the second year of a three-year project with over 100 businesses within the region complete the 1 on 1 mentoring program to ultimately improve accessibility in the region.

  4. TGGB has led the continued development of Study Geelong to engage closely and ensure over 4,000 international students are fully connected into our community through student activities, ambassador programs and professional mentoring.

  5. The social impacts of tourism have been well documented and will continue to play a major role in guiding the future developments of the region and activities of TGGB.


Policy/Legal/Statutory Implications

  1. There is no policy, legal or statutory implications resulting from this report.

  2. The partnership arrangement between Council and the tourism industry via Tourism Greater Geelong and The Bellarine Inc. is consistent with Council’s Tourism Policy.

  3. As an Incorporated Association, TGGB Inc. complies with the legislation and management principles that govern incorporated associations in Victoria namely the Associations Incorporation Reform Act 2012. The Annual Return has been lodged with Consumer Affairs Victoria to record the Annual General Meeting held on 29 October 2020.


Alignment to Council Plan

  1. Tourism Greater Geelong and The Bellarine’s 2019-20 Annual Report aligns directly to Strategic Priority 9. Growing our Tourism and Events. The results and activities from the 2019-20 Annual Report align directly with the key priorities of this Strategic Priority and deliver on the measures of success reported in Council’s Annual Report.


Conflict of Interest

  1. No City Officers or Contractors involved in the activities of this report have a direct or indirect interest.


Risk Assessment

  1. TGGB plays a pivotal role in advocating on tourism related issues and opportunities in a variety of settings and at different levels of Government.

  2. Without an organised and united approach, the tourism industry would most likely suffer or remain stagnant. The partnership allows for long term planning to be adopted in cooperation with the tourism industry and neighbouring Regional Tourism Boards.

  3. TGGB has a Tourism Development Plan for the region designed to guide advocacy efforts and prioritise projects that will meet visitor expectations, service future demand and ensure the visitor economy in Greater Geelong and The Bellarine reaches its full potential.

  4. TGGB has continued to evolve its corporate risk profiling in cooperation with the City and the TGGB Board to ensure that risks are identified, analysed and evaluated to either control or eliminate risks. This has included a TGGB Board Governance Evaluator process which is conducted by external governance consultants.


Environmental Implications

  1. TGGB continues to implement and support accreditation programs Earth Check and City Switch. Earth Check is a program aimed at reducing the impact of tourism related activities on the environment and includes training and incentives for those who participate and meet the prescribed benchmarks and standards.

  2. TGGB received a 6-star rating from City Switch for the business’s environmental standards and usage in 2020.


[Back to List]

6. Swan Bay Road, Wallington, Part Road Deviation – Land Exchange

Source:

Customer & Corporate Services - Property, Procurement and Assets

Director:

Michael Dugina


Purpose

  1. For Council to approve a land exchange with Barwon Water to affect a road deviation of a portion of Swan Bay Road, Wallington.


Background

  1. Swan Bay Road, Wallington is a Crown road reserve.

  2. A section of Swan Bay Road, Wallington has been constructed outside the road reserve alignment, resulting in it crossing over land owned by Barwon Water. (see Location Plan – Attachment 2).

  3. On 12 November 2019, the Chief Executive Officer authorised the commencement of a part road discontinuance and deviation of the unmade Crown road reserve, Swan Bay Road, Wallington.

  4. A submissions process was undertaken and expired on 27 January 2020. No submissions were received.


Key Matters

  1. A road discontinuance and deviation is required to correct the anomaly.

  2. Clause 2 of Schedule 10 of the Local Government Act 1989 (LGA89) enables Council to deviate a road, including a road on Crown Land.

  3. Section 207B(2A) of the LGA89 provides that “if a road on Crown land is discontinued under Clause 2 of Schedule 10 and the land on which the road is to be deviated is not Crown land, the land on which the discontinued road was situated vests in fee simple in the Council in whose municipal district….on the date the notice is published.”

  4. Once the discontinuance (see Attachment 3) and deviation process is completed, the City will facilitate the land to be transferred to Barwon Water in exchange for the deviated road. (see Attachment 4) The existing road, that is already constructed will transfer to Council as a municipal road.

  5. Ministerial consent from the Minister of Development, Environment, Land, Water and Planning (DELWP) is required before the gazettal notice is published.

  6. Valuations have been completed on both portions in compliance with the Local Government Act. There is a slight difference in the values which identified that Council should pay Barwon Water a difference in the valuation.

  7. The exchange will be completed without cost to the City upon request to the Valuer General.

Councillor Mason moved, Councillor Sullivan seconded -

  1. That Council:

    1. Approve the road discontinuance and deviation of part Swan Bay Road, Wallington to correct the road alignment anomaly;

    2. Approve a land exchange with Barwon Water for the land on which a municipal road has been constructed;

    3. Authorise the application to the Minister for consent to deviate the road; and

    4. Subject to consent from the Minister of DELWP, authorise the Chief Executive Officer to publish a notice in the Government Gazette describing the deviation.

Carried.


Attachment 1

Financial Implications

  1. Barwon Water will reimburse the City for the nominal costs in facilitating the process associated with publishing the gazette notice.

  2. There are no additional financial implications in the deviation process.

  3. The deviated road is already constructed as a municipal road and maintained by the City of Greater Geelong.


Community Engagement

  1. A public submissions process under s223 of LGA89 was completed on 27 January 2020. This provided an opportunity for the community to provide feedback. No submissions were received.


Social Equity Considerations

  1. There are no adverse social equity impacts created as a result of this road deviation.


Policy/Legal/Statutory Implications

  1. Council has the power to deviate a road under Clause 2 of Schedule 10 of the LGA89, by a notice published in the Government Gazette, subject to obtaining the consent of the Minister for DELWP for the deviation.

  2. A person may make a submission under section 223 of LGA89 on the proposed exercise of the power to deviate a road under Clause 2 of Schedule 10. A submissions process was completed in 27 January 2020 and no submissions were received


Alignment to Council Plan

  1. Organisation leadership, strategy and governance – Proactively managing our assets, including land holdings.


Conflict of Interest

  1. There is no officer conflict of interest, direct or indirect, in the preparation of this report.


Risk Assessment

  1. If the road was to be constructed in its current alignment, significant cost would be incurred by the City and the newly constructed road would result in an undesirable intersection.

  2. As this process is rectifying an administrative anomaly to reflect the physical road alignment there are no further risks undertaking this road realignment.


Environmental Implications

  1. If the road had to be reconstructed in its titled alignment vegetation loss would result.

  2. There are no other environmental implications to this proposal.


Attachment 2 - Location Plan



Attachment 3 - Road Discontinuance Plan



Attachment 4 - Road Deviation Plan



[Back to List]

7. Proposed Partial Road Discontinuance and Sale Abutting 248 Kilgour Street, East Geelong

Source:

Customer & Corporate Services - Property, Procurement & Assets

Director:

Michael Dugina


Purpose

  1. To seek Council approval to initiate the statutory process for the proposed discontinuance and sale of approximately 20m2 of an unnamed laneway between Kilgour and Normanby Streets, East Geelong as shown in Attachment 2.


Background

  1. The City has been approached by the abutting property owner at 248 Kilgour Street, to purchase approximately 20m2 of the laneway. See Attachment 2 for location.

  2. The unnamed laneway is located between Normanby and Kilgour Streets, East Geelong.

  3. The laneway is not on the Municipal Road Register.


Key Matters

  1. The laneway is unmade and properties abutting this laneway utilise Normanby Street and St Albans Road for property access.

  2. Council has the power under Clause 3 of Schedule 10 of the Local Government Act 1989 (LGA89) to discontinue and sell the land.

  3. The process is commenced by giving public notice under section 223 of LGA89, that the City intends to discontinue and sell the section of road reserve and invites submissions under section 207A of LGA89 on the proposed discontinuance.

  4. If the proposed discontinuance is completed, the discontinued portion of this land will vest in Council under Section 207B (1B) and Council will sell this portion of land to the abutting neighbour.

  5. Internal consultations with Engineering, Social Planning and Infrastructure Planning have supported the commencement of the process to discontinue and sell this portion of the laneway.

  6. All external stakeholders including service authorities and abutting neighbours, have been contacted in writing to inform them of the proposed discontinuance and sale.

Councillor Murrihy moved, Councillor Mansfield seconded -

  1. That Council:

    1. Give notice under section 223 of The Local Government Act 1989 of its intention to discontinue the part road reserve, sell the land which is represented as part of the laneway between Normanby and Kilgour Streets, Geelong and invite submissions in relation to the discontinuance;

    2. Appoint the Submissions Review Panel to hear any submission if any person wishes to appear in person or be represented by a person specified in support of a submission; and

    3. Note that a further report will be presented to Council to consider the outcomes of the Submissions Review Panel and/or the discontinuance and sale of the land.

Carried.


Attachment 1

Financial Implications

  1. The sale of this portion of lane will be sold at market value. The portion of land is approximately 20m2.

  2. The City will be reimbursed for all costs incurred for the discontinuance and the sale of the road reserve by the purchaser.


Community Engagement

  1. A public submissions process under s223 of LGA89 will be required for the proposed discontinuance outlined in this report. This provides an opportunity for the community to provide its feedback to Council on the proposed discontinuance.

  2. Any person will have an opportunity to make a written submission on the proposed discontinuance. A submitter is entitled to request in the submission that the person wishes to appear or be represented by a person specified in the submission, at a meeting to be heard in support of their submission.


Social Equity Considerations

  1. There are no adverse social equity issues created as a result of this road discontinuance.


Policy/Legal/Statutory Implications

  1. Council has the power to discontinue a road under Clause 3 of Schedule 10 of LGA89, by notice published in the Government Gazette.

  2. A person may make a submission under Section 223 of LGA89 on the proposed exercise of the power to discontinue a road under Clause 3 of Schedule 10.


Alignment to Council Plan

  1. The proposal aligns with the objective of organisational leadership, strategy and governance where one of the key priorities is proactively managing our assets, including land holdings.


Conflict of Interest

  1. There is no officer conflict of interest, direct or indirect, in the preparation of this report.


Risk Assessment

  1. Internal consultations with key stakeholders including Engineering, Social Planning and Infrastructure Planning have been undertaken as part of the risk assessment process as have external stakeholders such as Barwon Water, Telstra and Powercor.

  2. Internal stakeholders support the commencement of the process to discontinue this portion of the laneway.

  3. There are no other notable risks associated with the implementation of the recommendations.


Environmental Implications

  1. There is no environmental implication to this proposal.


Attachment 2 - Proposed Part Road Discontinuance and Sale







[Back to List]

8. Councillor Appointments to Portfolios

Source:

Governance, Strategy & Performance - Governance

Director:

Rebecca Leonard


Purpose

  1. To adopt the Council portfolios and to appoint Councillors to the position of Chair and Deputy Chair for each portfolio.


Background

  1. Council has identified areas of strategic focus and a system of portfolios will be established to support the effective governance of the municipality.


Key Matters

  1. Attachment 2 lists the portfolios that have been identified by Council.

  2. A Councillor Chair and Deputy Chair will be appointed to each portfolio to oversee a number of strategic areas of focus for a two-year term.

  3. The Mayor retains overall responsibility as spokesperson for the Council as required by the Local Government Act 2020 (the Act).

  4. While portfolio holders have no statutory authority other than their role as a Councillor in accordance with the Act, it is expected that they will:

    1. Keep up to date with Council proposals, issues and activities relevant to the portfolio;

    2. Act as the Council spokesperson on portfolio relevant matters excluding major announcements and major events;

    3. Be a key point of contact and engagement with stakeholders relevant to the portfolio;

    4. Report to Councillors on portfolio issues to ensure all Councillors have all the information necessary to make informed decisions; and

    5. Champion Council’s key priorities and decisions relevant to their portfolio.

Councillor Sullivan moved, Councillor Asher seconded -

  1. That Council adopt the portfolios and appoint the Councillor Chair and Deputy Chair for each portfolio for a two year term as set out in Attachment 2 of this report.

Carried.


Attachment 1

Financial Implications

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


Community Engagement

  1. The assignment of a portfolio to Councillors is considered to provide an effective means for Council to be made aware of the community needs. Portfolio Chairs and Deputy Chairs will provide an important link between the community and the Council for matters of strategic focus for their portfolio.


Social Equity Considerations

  1. Assigning Councillors to portfolios provides the community with the opportunity to further engage and raise specific issues with their Council and provides an opportunity to identify and respond to the social needs of the community.


Policy/Legal/Statutory Implications

  1. Council portfolios will be administered in accordance with the City’s Portfolio Protocol.


Alignment to Council Plan

  1. Appointing Councillors to Council portfolios aligns with priority 11 of the Council Plan – Organisational, Leadership, Strategy and Governance.


Conflict of Interest

  1. No officer involved in the preparation of this report has a general or material conflict of interest.


Risk Assessment

  1. There are no high or significant risks associated with the implementation of the recommendations contained in this report


Environmental Implications

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


[Back to List]

9. Committee Appointments

Source:

Governance, Strategy & Performance - Governance

Director:

Rebecca Leonard

Portfolio:

Leadership and Governance


Purpose

  1. To appoint Councillors to Delegated Committees and a Community Asset Committee in accordance with the Local Government Act 2020 (The Act).

  2. To appoint Council’s representatives to external committees, boards and forums.


Background

  1. In accordance with section 63 of the Act, Council established the following Delegated Committees on 1 September 2020:

    1. Central Geelong Marketing Delegated Committee;

    2. CEO Employment Matters Delegated Committee;

    3. Geelong Major Events Delegated Committee; and

    4. Planning Committee.

  2. The Bellarine Multi-Arts Facility (Potato Shed) was established at this meeting as a Community Asset Committee in accordance with section 65 of the Act.

  3. Council is also entitled to appoint Council representatives to external boards, committees, associations and forums in accordance with the governance requirements of those bodies.


Key Matters

  1. In accordance with section 63 of the Act, Council must appoint at least two Councillors as committee members to a Delegated Committee, one of which must be appointed by the Mayor or Council as Chair.

  2. In accordance with section 65 of the Act, Council can appoint as many members as considered necessary to the Community Asset Committee. The Potato Shed Terms of Reference reflect the Joint User Agreement which state that the committee will consist of two representatives of Council (one of which is a Councillor as Chair).

  3. All other Delegated Committee and Community Asset Committee members remain in accordance with Council resolution dated 1 September 2020.

  4. All Councillor appointments and their terms on the various committees are set out in Attachment 2.

Councillor Sullivan moved, Councillor Asher seconded -

  1. That Council:

    1. appoint Councillors and chairs to the various committees as set out in Attachment 2; and

    2. add Councillor Moloney to the G21 Education and Training Pillar in addition to Councillor Mason.

Carried.


Attachment 1

Financial Implications

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


Community Engagement

  1. No changes to existing community engagement practices are proposed by this report.

  2. Outcomes from Councillor appointments will be communicated to all relevant stakeholders.


Social Equity Considerations

  1. There are no social equity considerations associated with this report.


Policy/Legal/Statutory Implications

  1. Appointment of Councillor representatives is compliant with the Council Committee Representation Policy and the Act.


Alignment to Council Plan

  1. This report aligns to Council Plan strategic priority ‘Organisational leadership, strategy and governance’.


Conflict of Interest

  1. No officer in the preparation of this report had a general or material conflict of interest.


Risk Assessment

  1. Councillors are required to consider the risks and regulatory requirements of any appointment to a Council Committee, including Conflicts of Interest, confidentiality of information and adherence to the Governance Rules.


Environmental Implications

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


[Back to List]

10. Councillor Oaths and Affirmations of Office

Source:

Governance, Strategy & Performance - Governance

Director:

Rebecca Leonard

Portfolio:

Environment and Sustainability


Purpose

  1. To record the Oaths and Affirmations of Office undertaken by Councillors elected at the 2020 Greater Geelong City Council Election.


Background

  1. A person elected to be a Councillor is not capable of acting as a Councillor until they have taken the Oath or Affirmation of office in accordance with Section 30 of the Local Government Act Vic 2020 (the Act).


Key Matters

  1. The Victorian Electoral Commission declared the results of the Greater Geelong City Council 2020 Election on 4 November. The successful candidates were:

    1. Bellarine Ward – Stephanie Asher, Trent Sullivan and Jim Mason;

    2. Brownbill Ward – Sarah Mansfield, Eddy Kontelj and Peter Murrihy;

    3. Kardinia Ward – Bruce Harwood, Ron Nelson and Belinda Moloney; and

    4. Windermere Ward – Anthony Aitken and Kylie Grzybek.

  2. Martin Cutter, Chief Executive Officer administered the Oaths or Affirmations on 5 and 6 November 2020.

  3. A copy of the dated and signed Oaths and Affirmations of Office are included as
    Attachment 2.

Councillor Kontelj moved, Councillor Sullivan seconded -

  1. That Council note the Oaths and Affirmations of Councillors as per Attachment 2.

Carried.


Attachment 1

Financial Implications

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


Community Engagement

  1. A copy of the prescribed Oaths and Affirmations will be available to the community as part of formal Council minutes.


Social Equity Considerations

  1. There are no social equity implications associated with this report.


Policy/Legal/Statutory Implications

  1. The Oaths and Affirmations were undertaken in accordance with s 60 of the Act and as prescribed in the Local Government (Governance and Integrity) Regulations 2020.


Alignment to Council Plan

  1. This report relates to Strategic Priority 11 of the Council Plan 2018-2022, Organisational Leadership, Strategy and Governance.


Conflict of Interest

  1. No Council Officer declared a conflict of interest under the Act in the preparation of this report.


Risk Assessment

  1. For a person to act as a Councillor they must take the Oath or Affirmation of Office, this report ensures compliance with the Act.


Environmental Implications

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


[Back to List]

11. Tender T2100006 - Estuary Reserve Modular Pavilion - Design and Construction

Source:

Customer & Corporate Services - Property, Procurement & Assets

Director:

Michael Dugina


Purpose

  1. To award Contract C2100006 - Estuary Reserve Modular Pavilion – Design & Construct project to KL Modular Systems (Aust) Pty Ltd (ABN 70 605 949 826).


Background

  1. Design, construction and installation services for a modular, relocatable sports pavilion at Estuary Reserve 4 – 30 Estuary Boulevard, Leopold. The aim of the design is to provide a fully functional, modular, relocatable building to cater for the current and long-term needs of the clubs located at the sporting reserve.


Key Matters

  1. Procurement Services managed an open tender process seeking to appoint a suitably qualified and experienced contractors to undertake the design and construction of a modular pavilion at Estuary Reserve, Leopold.

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

  3. Based on the tenderer’s experience, expertise and value for money the Tender Evaluation Panel (TEP) recommend that KL Modular Systems (Aust) Pty Ltd (ABN 70 605 949 826) be awarded the contract for the provision of the above project.

  4. Subject to Council awarding the contract, the project will commence on 11 January 2021.

  5. The lump sum for the delivery of the project is $1,575,099.00 (excl. GST).

Councillor Sullivan moved, Councillor Mason seconded -

  1. That Council:

    1. Award Contract C2100006 - Estuary Reserve Modular Pavilion – Design & Construct project to KL Modular Systems (Aust) Pty Ltd (ABN 70 605 949 826) on a tendered lump sum price basis for $1,575,099.00 (excl. GST); and

    2. Authorise to the Chief Executive Officer to execute Contract No. C2100006 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 contract value is within the project budget.


Community Engagement

  1. During the project design phase, representatives from each club who occupy Estuary Reserve will be included in the project working group.

  2. At the completion of the design phase community engagement under the ‘Approval Procedure for Open Space Development Projects’ policy will be undertaken.


Social Equity Considerations

  1. The new facilities will be designed in conjunction with a disability access consultant and City of Greater Geelong stakeholders.

  2. The new pavilion will include accessible public toilets, accessible toilets and shower in changerooms for team staff, accessible toilets and showers for umpires/referees and compliant ramps and walkways from street and car parks.


Policy/Legal/Statutory Implications

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


Alignment to Council Plan

  1. This project aligns with the Council Plan 2018-22 Strategic Priority – A More Inclusive and Diverse Community, where one of the key priorities is to improve access to facilities and programs for people of all abilities. It also supports the Strategic Priority – Informed Social Infrastructure and Planning, where one of the key priorities is to deliver accessible and attractive community infrastructure, based on local and municipal community need.


Conflict of Interest

  1. No officers or contractors involved in the preparation of this report have a direct or indirect interest in matters to which this report relates.


Risk Assessment

  1. The tender evaluation process involved the assessment of legal and commercial risks, and 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 will arise from the execution of the works. It is considered that these are the responsibility of the contractor and will be managed through the contract documentation.


Attachment 2 - Tender Details

Contract Details

  1. Contract C2100006 - Estuary Reserve Modular Pavilion – Design & Construct


Invitation to Tender

  1. The City issued an open tender T2100006, closing Tuesday 22 September 2020, seeking to appoint a suitably qualified and experienced contractor to undertake the design and construction of a modular pavilion at Estuary Reserve, Leopold.

    Table 1 Invitations to Tender

  2. (a) Medium

    (b) Date Advertised

    (c) Geelong Advertiser

    (d) 28 August 2020

    (e) eProcure

    (f) 28 August 2020


Tender Evaluation Panel

  1. The Tender Evaluation Panel comprised the following staff.

    Table 2 Tender Evaluation Panel

  2. Position Title

    Panel role

    Senior Procurement Specialist

    Chair

    Coordinator Capital Projects

    Member

    Project Manager Capital Projects

    Member

    Recreation & Sport Planner

    Member


Tender Submissions

  1. Tenderers had to comply with the following mandatory criteria:

    1. OH&S system – if the tenderers OH&S processes and procedures do not meet a minimum standard determined by the City, the tenderer will not be considered for the contract.

    2. The tenderer must have a heat and UV radiation exposure management procedure, and if not, must be willing to abide by the City’s Heat and UV Radiation Exposure and Outdoor Clothing Procedures (Long/Long).

    Table 3 Tender Submissions Received

  2. Tender

    Conforming tender

    A

    KL Modular Systems (Aust) Pty Ltd

    Yes

    B

    Tender B

    Yes

    C

    Tender C

    Yes

    D

    Tender D

    Yes

    E

    Tender E

    Yes

    F

    Tender F

    Yes

    G

    Tender G

    Yes

    H

    Tender H

    Yes


Tender Evaluation

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

    Table 4 Comparative Criteria Weighting

  2. Comparative Criteria

    Weighting %

    Economic & Local Content contribution (mandatory)

    10

    Proposed project resourcing

    10

    Methodology/plan for performing contract

    30

    Capability and experience including past performance

    35

    Quality management policy; quality and audit systems

    5

    Risk identification and mitigation

    10


  1. The tender was evaluated by the evaluation panel in a two staged process:

    1. Qualitative assessment of a weighted score totalling 100%, and

    2. Evaluation of price against weighted score:

      VFM = Tendered Price ÷ Weighted Score (lowest VFM Score = preferred supplier).

  2. KL Modular Systems (Aust) Pty Ltd were deemed the best value for money tenderer, demonstrating best value for money for the City, and placing them as the preferred tenderers to clarification stage.


Tender Evaluation Scores

  1. At the conclusion of the evaluation the tenders were ranked in the following order.

    Table 5 Tender Evaluation Scores

  2. Tender

    Rank

    A

    KL Modular Systems (Aust) Pty Ltd

    1

    B

    Tender B

    2

    C

    Tender C

    3

    D

    Tender D

    4

    E

    Tender E

    5

    F

    Tender F

    6

    G

    Tender G

    7

    H

    Tender H

    8


Post-Tender Contact

  1. The Evaluation Panel sought clarifications in writing from KL Modular Systems (Aust) Pty Ltd regarding pricing and program.

  2. KL Modular Systems (Aust) Pty Ltd demonstrated a thorough understanding of the requirements of the specification with a proven record of delivering comparable contracts. The Tender Evaluation Panel noted that KL Modular Systems (Aust) Pty Ltd are an experienced provider of comparable projects. They have undertaken contracts of similar scope and value over past three years in the local government sector.

  3. KL Modular Systems (Aust) Pty Ltd submission identified all the experienced personnel, infrastructure and subcontractors required for this program.

  4. KL Modular Systems (Aust) Pty Ltd project methodology demonstrated that they have the available resources and expertise to successfully deliver the works as tendered and provided evidence of their capability to deliver the project within the City’s timeframes.

  5. KL Modular Systems (Aust) Pty Ltd OHS documentation addressed the high-risk tasks associated with the works providing examples of SWMS used on a project with a comparable risk profile and all relevant qualifications required.


Probity

  1. No probity issues identified.


[Back to List]

12. Tender T2100002 – Provision of Plumbing Services

Source:

Customer & Corporate Services

Director:

Michael Dugina


Purpose

  1. To establish a contract panel based on an agreed schedule of rates for the provision of plumbing services required to maintain various Council facilities throughout the City.


Background

  1. The current panel of contractors for the provision of plumbing services expires on 30 November 2020.

  2. To facilitate the provision of plumbing services, the Procurement Unit undertook a public tender (Tender No. T2100002) on behalf of the Property, Procurement and Assets Department.

  3. The annual budget allocated for this contract is $2,000,000 (ex-GST).


Key Matters

  1. At tender close the City received 19 tender submissions.

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

  3. Based on the geographical spread and number of facilities the Tender Evaluation Panel determined the appointment of a Panel with specific general plumbing and aquatic skills and experience.

  4. Subject to Council awarding the Contract, the service will commence 1 January 2021.

Councillor Grzybek moved, Councillor Aitken seconded -

  1. That Council:

    1. Award Panel Contract C2100002 for the Provision of Plumbing Services 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. No.

      Tenderer

      ABN

      1

      EDG Management Services Pty Ltd trading as G&S Complete Plumbing Services

      46 005 806 851

      2

      International Plumbing Solutions Pty Ltd atf New Plumbing Solutions unit Trust trading as New Plumbing Solutions

      79 261 981 649

      3

      LG Stevenson Pty Ltd atf Stevenson Family Trust trading as Poolside Plumbing Services

      69 573 811 463

      4

      Shield Plumbing & Drainage Pty Ltd

      82 169 750 289

      5

      Nott & Drew Pty Ltd

      24 613 327 834

      6

      Justin Drew Pty Ltd

      40 158 808 130

      7

      Mechanical Plumbing Services Pty Ltd

      32 006 773 566


    3. Authorise the Chief Executive Officer to execute Contract No. C2100002 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 provision of plumbing services is $2,000,000 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 $10,000,000 (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.

  2. Confidential information contained in this Council Report will be managed in accordance with Section 89(2) of the Local Government Act 1989, as the information relates to contractual matters and premature disclosure of the information could be prejudicial to the interests of Council or other persons.


Alignment to Council Plan

  1. This service aligns with the Council Plan 2018-22 Strategic Priority - A Thriving and Sustainable Economy, where one of the key priorities is to support and promote across the region, local businesses, markets and products. It also supports the Strategic Priority – Innovative Finances and Technology, where one of the key priorities is to continue to review our internal processes and services to find and implement efficiencies.


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 C2100002 – Provision of Plumbing Services.


Invitation to Tender

  1. The City released Tender T2100002 seeking to appoint a panel of contractors to provide plumbing services.

    Table 6 Invitations to Tender

  2. Medium

    Date Advertised

    Geelong Advertiser

    18 July 2020

    eProcure

    18 July 2020


Tender Evaluation Panel

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

    Table 7 Tender Evaluation Panel

  2. Position Title

    Panel role

    Procurement Specialists

    Chair

    Manager Property, Procurement & Assets

    Member

    Co-ordinator Facilities Maintenance

    Member

    Facilities Operations Co-ordinator

    Member

    Technical Officers x 2

    Member


Tender Submissions

  1. At tender close the City received 19 conforming tender submissions.


Tender Evaluation Criteria

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

    Table 8 Comparative Criteria Weighting

  2. Comparative Criteria

    Weighting %

    Capability and experience, past performance over last 3 years

    30%

    Proposed, staffing, plant and equipment, extent of subcontracting

    25%

    Methodology, ability to respond, 24 hr emergency service

    15%

    Processes (engagement, delivery, enquiries)

    20%

    Economic & social sustainability considerations (mandatory)

    10%


Tender Evaluation

  1. The TEP shortlisted tenders based on the compliance to the contract, 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 addressed the mandatory OH&S requirements, achieved a weighted score of >50% and, giving consideration to the ‘normal’ hourly labour rate were recommended for inclusion on the Contract Panel.

    Table 6 Tender Evaluation Scores

  3. Ref

    Tender

    Rank

    a

    EDG Management Services Pty Ltd trading as G&S Complete Plumbing Services

    Recommended

    b

    International Plumbing Solutions Pty Ltd atf New Plumbing Solutions unit Trust trading as New Plumbing Solutions

    Recommended

    c

    LG Stevenson Pty Ltd atf Stevenson Family Trust trading as Poolside Plumbing Services

    Recommended

    d

    Shield Plumbing & Drainage Pty Ltd

    Recommended

    e

    Nott & Drew Pty Ltd

    Recommended

    f

    Justin Drew Pty Ltd

    Recommended

    g

    Mechanical Plumbing Services Pty Ltd

    Recommended


Probity

  1. No probity issues identified.


[Back to List]

13. Tender T2100019 - Provision of Tree Maintenance Services

Source:

Customer & Corporate Services

Director:

Michael Dugina

Portfolio:

Environment and Sustainability


Purpose

  1. To award the Contract C2100019 for the Provision of Tree Maintenance Services to Tree Synergy Pty Ltd trading as Bellarine Tree Services and Tree Scene (ABN 14 629 609 632).


Background

  1. The City plans to undertake on a three-year cycle, proactive tree pruning of all trees in streets, parks and Council properties, along with an annual cycle of tree pruning of palm trees, trees under powerlines and trees on rural roads.

  2. This contract is for the pruning, power line clearance and safety assessment of all trees on Council managed land.


Key Matters

  1. Procurement Services managed an open tender process seeking to appoint a suitably qualified and experienced contractor to provide the Tree Maintenance Services across the City of Greater Geelong municipality.

  2. The submissions were evaluated in accordance with the processes detailed in the Procurement and Contracts Management Manual.

  3. The recommended tenderer was selected as the best value-for-money solution for the City and ranking highest for qualitative assessment.

  4. Subject to Council awarding the contract, the services will commence 1 January 2021.

Councillor Moloney moved, Councillor Nelson seconded -

  1. That Council:

    1. Award the Contract C2100019 for the Provision of Tree Maintenance Services for an initial term of three (3) years with a further two (2) twelve (12) month extension options to Tree Synergy Pty Ltd trading as Bellarine Tree Services and Tree Scene (ABN 14 629 609 632) for a fixed lump fee of $6,433,875.00 (ex. GST); and

    2. Authorise the Chief Executive Officer to execute Contract No. C2100019 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 contract value is based on the annual fixed pricing provided by the Contractor, which falls within the budgeted amount for the annual services.


Community Engagement

  1. There has been no community engagement conducted for this program as it is a replacement of the current contract for the recurrent delivery of annual services.


Social Equity Considerations

  1. The contractor is a Geelong based company and is a signatory to GROW and a member of the Social Traders network.


Policy/Legal/Statutory Implications

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


Alignment to Council Plan

  1. The tree maintenance service aligns to the Council Plan 2018-22 through effective environmental management where one of the key priorities is to manage pests, plants and animals more effectively. Also aligns with improved health and safety of our community where the key priorities include providing safer public spaces and improved safety in our community.


Conflict of Interest

  1. No officers or contractors involved in the preparation of this report have a direct or indirect interest in matters to which this report relates.


Risk Assessment

  1. The tender evaluation process involved the assessment of legal and commercial risks, and 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 will arise from the execution of this service. It is considered that these are the responsibility of the Contractor and will be managed through the contract documentation.


Attachment 2 - Tender Details

Contract Details

  1. Contract C2100019 for the Provision of Tree Maintenance Services.


Invitation to Tender

  1. The City issued an open tender T2100019, closing Friday 9 October 2020, seeking to appoint a suitably qualified and experience contractor to provide the Tree Maintenance Services.

    Table 9 Invitations to Tender

  2. (a) Medium

    (b) Date Advertised

    (c) eProcure

    (d) 12 September 2020

    (e) Geelong Advertiser

    (f) 12 September 2020


Tender Evaluation Panel

  1. The Tender Evaluation Panel comprised the following staff.

    Table 10 Tender Evaluation Panel

  2. Position Title

    Panel role

    Coordinator Procurement Services

    Chair

    Manager Parks & Gardens

    Member

    Coordinator Tree Management

    Member

    Team Leader Tree Management

    Member

    OHS Advisor

    Advice


Tender Submissions

  1. Tenderers had to comply with the following mandatory criteria:

    1. Existence of Occupational Health & Safety certification or policy/procedures.

      Table 11 Tender Submissions Received

    2. Tender

      Conforming tender

      A

      Tree Synergy Pty Ltd t/a Bellarine Tree Services and Tree Scene

      Yes

      B

      Tender B

      Yes

      C

      Tender C

      Yes

      D

      Tender D

      Yes

      E

      Tender E

      Yes

      F

      Tender F

      Yes

      G

      Tender G

      Yes


Tender Evaluation

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

    Table 12 Comparative Criteria Weighting

  2. Comparative Criteria

    Weighting %

    Project delivery (methodology & plan)

    25%

    Capability and experience

    25%

    Proposed project resourcing

    20%

    Risk identification and mitigation

    10%

    Economic & local content contribution

    10%

    GROW and G21 initiatives

    5%

    Aboriginal and Torres Strait Islanders inclusion

    5%


Tender Evaluation Scores

  1. At the conclusion of the evaluation the tenders were ranked in the following order.

    Table 13 Tender Evaluation Scores

  2. Tender

    Rank

    A

    Tree Synergy Pty Ltd t/a Bellarine Tree Services and Tree Scene

    1

    B

    Tender B

    2

    C

    Tender C

    3

    D

    Tender D

    4

    E

    Tender E

    5

    F

    Tender F

    6

    G

    Tender G

    7


Post-Tender Contact

  1. The evaluation process comprised of a pre-qualification of submitted tenders, a detailed evaluation of qualified tenders, and a clarification of response from the shortlisted tenderer.

  2. Tree Synergy Pty Ltd t/a Bellarine Tree Services and Tree Scene is the preferred tenderer based on the detailed evaluation scores, and best value-for-money solution.

  3. Tree Synergy Pty Ltd t/a Bellarine Tree Services and Tree Scene has agreed to the City’s standard services contract with no departures.

  4. Tree Synergy Pty Ltd t/a Bellarine Tree Services and Tree Scene provided a fixed annual lump sum for the services and a schedule of rates for variations to the services.

Probity

  1. No probity issues were identified.


[Back to List]

14. Revocation of Flood-prone Area Designation of New Lots at Armstrong Estate, Stages 46A and 46B

Source:

City Services - Engineering Services

Director:

Guy Wilson-Browne


Purpose

  1. To revoke Council’s designation of 12 December 2006 of flood affected land at Armstrong Estate, Stages 46A and 46B as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.


Background

  1. Council has a statutory obligation under the Building Regulations 2018 to designate land as liable to flooding where it reasonably knows it to be prone to flooding. Conversely, there is an obligation to remove the encumbrance of designation from land that is no longer considered to be flood-prone.

  2. The current designated flood mappings (Attachment 2) were designated by Council at its meeting of 12 December 2006.

  3. This revocation will result in another stage of new lots in Armstrong Estate fronting Airport Road being free of their flood prone status, paving the way for owners to build homes on their land.


Key Matters

  1. The flood mapping is subject to a revision due to the subdivision and development at 60 Airport Road, Mount Duneed. Prior to subdivision the parent lot was considered to be liable to flooding. This development site, which is also known as Armstrong Estate, Stages 46A and 46B and achieves flood immunity for newly created lots for flood events up to and including the 100 year Average Recurrence Interval (ARI) event due to approved internal earthworks.

  2. The recommendation by Council engineers that the flood prone status can be removed includes assessment of internal drainage, road construction and earthworks to contain potential floodwaters from the 100 year ARI event within road and drainage reserves (Attachment 3).

  3. It should be noted that designation is separate to the creation of flood overlays within the Planning Scheme, which generally follows designation. In the case of this development, the planning scheme amendment to create post-development flood zones or overlays is proposed after the design of the proposed precincts.

Councillor Nelson moved, Councillor Harwood seconded -

  1. That Council revoke the Council designation of 12 December 2006 of flood affected land at Armstrong Estate, Stages 46A and 46B as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications arising from the subject of this report.


Community Engagement

  1. A revocation of designation does not warrant public consultation as it constitutes the removal of an encumbrance on land.

  2. Relevant City databases and flood maps will be revised and updates sent to the Corangamite Catchment Management Authority and Building Control Commission.


Social Equity Considerations

  1. Council have a responsibility to the community to provide the best possible information on areas that are flood prone. The removal of flood prone designation allows owners to build on their land without a special permit from the City, and without raising the floor level of their home. It also reduces the cost of property insurance.


Policy/Legal/Statutory Implications

  1. The City has various statutory responsibilities for drainage management and flood management (prevention, response and recovery) as set out in the Local Government Act 1989, Local Government Regulations 1990, Planning and Environment Act 1987, Building Regulations 2018, Water Act 1989, Subdivision Act 1988 and Emergency Management Act 1986.

  2. The works have resulted in the lots being protected from flooding during a major storm event that has a one per cent probability of occurring in any one year, and occurs on average once in 100 years. This is the required standard for new subdivisions.


Alignment to Council Plan

  1. The recommendations of this report are consistent with the Council Plan, in relation to planned sustainable development.


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. Council also has some risk exposure with any failure to disclose the flood-prone status of a property in a Land Information Certificate.

  2. The revocation of the designation is the final step in minimising Council’s risk.


Environmental Implications

  1. The revocation of flood-prone areas designation and designation of revised flood data through the design of this stage is considered unlikely to result in any known adverse environmental impacts.


Attachment 2 - Current Flood Map



Attachment 3 - Revised Flood Map



[Back to List]

15. Revocation of Flood-prone Area Designation of New Lots at Ashbury Estate, Stages 15 and 16

Source:

City Services - Engineering Services

Director:

Guy Wilson-Browne


Purpose

  1. To revoke Council’s designation of 12 December 2006 of flood affected land Ashbury Estate, Stages 15 and16 inclusive as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.


Background

  1. Council has a statutory obligation under the Building Regulations 2018 to designate land as liable to flooding where it reasonably knows it to be prone to flooding. Conversely, there is an obligation to remove the encumbrance of designation from land that is no longer considered to be flood-prone.

  2. The current designated flood mapping (Attachment 2) was designated by Council at its meeting of 12 December 2006.

  3. This revocation will result in another stage of new lots in Ashbury Estate fronting 282 – 400 Horseshoe Bend Road, Armstrong Creek being free of their flood prone status, paving the way for owners to build homes on their land.


Key Issues

  1. The flood mapping is subject to a revision due to the subdivision and development at 282 – 400 Horseshoe Bend Road, Armstrong Creek. Prior to subdivision the parent lot was considered to be liable to flooding. This development site, which is also known as Ashbury Estate, Stages 15 and 16 inclusive, achieves flood immunity for newly created lots for flood events up to and including the 100-year Average Recurrence Interval (ARI) event due to approved internal earthworks.

  2. The decision by the City that the flood prone status can be removed includes assessment of internal drainage, road construction and earthworks to contain potential floodwaters from the 100 year ARI event within road and drainage reserves (Attachment 3).

  3. It should be noted that designation is separate to the creation of flood overlays within the Planning Scheme, which generally follows designation. In the case of this development, the planning scheme amendment to create post-development flood zones or overlays is proposed after the design of the proposed precincts.

Councillor Nelson moved, Councillor Harwood seconded -

  1. That Council revoke the Council designation of 12 December 2006 of flood affected land at Ashbury Estate, Stages 15 and 16 inclusive as liable to flooding pursuant to regulation 153 of the Building Regulations 2019.

Carried.


Attachment 1

Financial Implications

  1. No impact to budget.


Community Engagement

  1. A revocation of designation does not warrant public consultation as it constitutes the removal of an encumbrance on land.

  2. Relevant Council databases and flood maps will be revised and updates sent to the Corangamite Catchment Management Authority and Building Control Commission.


Social Equity Considerations

  1. Council have a responsibility to the community to provide the best possible information on areas that are flood prone. The removal of flood prone designation allows owners to build on their land without a special permit from the City, and without raising the floor level of their home. It also reduces the cost of property insurance.


Policy/Legal/Statutory Implications

  1. The City has various statutory responsibilities for drainage management and flood management (prevention, response and recovery) as set out in the Local Government Act 1989, Local Government Regulations 1990, Planning and Environment Act 1987, Building Regulations 2018, Water Act 1989, Subdivision Act 1988 and Emergency Management Act 1986.

  2. The works have resulted in the lots being protected from flooding during a major storm event that has a one per cent probability of occurring in any one year, and occurs on average once in 100 years. This is the required standard for new subdivisions.


Alignment to Council Plan

  1. The recommendations of this report are consistent with City Plan, in relation to planned sustainable development.


Conflict of Interest

  1. There are no officer direct or indirect interests with respect to this report.


Risk Assessment

  1. Council also has some risk exposure with any failure to disclose the flood-prone status of a property in a Land Information Certificate.

  2. The revocation of the designation is the final step in minimising Council’s risk.


Environmental Implications

  1. The revocation of flood-prone areas designation and designation of revised flood data through the design of this stage is considered unlikely to result in any known adverse environmental impacts.


Attachment 2 - Current Flood Map



Attachment 3 - Revised Flood Map



[Back to List]

16. Revocation of Flood-prone Area designation of New Lots at Anchoridge Estate, Stage 7

Source:

City Services - Engineering Services

Director:

Guy Wilson-Browne


Purpose

  1. To revoke Council’s designation of 12 December 2006 of flood affected land at Anchoridge Estate, Stage 7 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.


Background

  1. Council has a statutory obligation under the Building Regulations 2018 to designate land as liable to flooding where it reasonably knows it to be prone to flooding. Conversely, there is an obligation to remove the encumbrance of designation from land that is no longer considered to be flood-prone.

  2. The current designated flood mapping (Attachment 2) was designated by Council at its meeting of 12 December 2006.

  3. This revocation will result in another stage of new lots in Anchoridge Estate fronting 892-958 Barwon Heads Road, Armstrong Creek being free of their flood prone status, paving the way for owners to build homes on their land.


Key Matters

  1. The flood mapping is subject to a revision due to the subdivision and development at 892-958 Barwon Heads Road, Armstrong Creek, Prior to subdivision the parent lot was considered to be liable to flooding. This development site, which is also known as Anchoridge Estate, Stage 7 achieves flood immunity for newly created lots for flood events up to and including the 100 year Average Recurrence Interval (ARI) event due to approved internal earthworks.

  2. The recommendation by Council engineers that the flood prone status can be removed includes assessment of internal drainage, road construction and earthworks to contain potential floodwaters from the 100 year ARI event within road and drainage reserves (Attachment 3).

  3. It should be noted that designation is separate to the creation of flood overlays within the Planning Scheme, which generally follows designation. In the case of this development, the planning scheme amendment to create post-development flood zones or overlays is proposed after the design of the proposed precincts.

Councillor Harwood moved, Councillor Nelson seconded -

  1. That Council revoke the Council designation of 12 December 2006 of flood affected land at Anchoridge Estate Stage 7 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications arising from the subject of this report.


Community Engagement

  1. A revocation of designation does not warrant public consultation as it constitutes the removal of an encumbrance on land.

  2. Relevant City databases and flood maps will be revised and updates sent to the Corangamite Catchment Management Authority and Building Control Commission.


Social Equity Considerations

  1. Council have a responsibility to the community to provide the best possible information on areas that are flood prone. The removal of flood prone designation allows owners to build on their land without a special permit from the City, and without raising the floor level of their home. It also reduces the cost of property insurance.


Policy/Legal/Statutory Implications

  1. The City has various statutory responsibilities for drainage management and flood management (prevention, response and recovery) as set out in the Local Government Act 1989, Local Government Regulations 1990, Planning and Environment Act 1987, Building Regulations 2018, Water Act 1989, Subdivision Act 1988 and Emergency Management Act 1986.

  2. The works have resulted in the lots being protected from flooding during a major storm event that has a one per cent probability of occurring in any one year, and occurs on average once in 100 years. This is the required standard for new subdivisions.


Alignment to Council Plan

  1. The recommendations of this report are consistent with the Council Plan, in relation to planned sustainable development.


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. Council also has some risk exposure with any failure to disclose the flood-prone status of a property in a Land Information Certificate.

  2. The revocation of the designation is the final step in minimising Council’s risk.


Environmental Implications

  1. The revocation of flood-prone areas designation and designation of revised flood data through the design of this stage is considered unlikely to result in any known adverse environmental impacts.


Attachment 2 - Current Flood Map



Attachment 3 - Amended Flood Map


[Back to List]

17. Revocation of Flood-prone Area Designation of New Lots at Charlemont Rise Estate, Stage 14

Source:

City Services - Engineering Services

Director:

Guy Wilson-Browne


Purpose

  1. To revoke Council’s designation of 12 December 2006 of flood affected land at Charlemont Rise Estate, Stage 14 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.


Background

  1. Council has a statutory obligation under the Building Regulations 2018 to designate land as liable to flooding where it reasonably knows it to be prone to flooding. Conversely, there is an obligation to remove the encumbrance of designation from land that is no longer considered to be flood-prone.

  2. The current designated flood mapping (Attachment 2) was designated by Council at its meeting of 12 December 2006.

  3. This revocation will result in another stage of new lots in Charlemont Rise Estate fronting 150 – 230 Horseshoe Bend Road, Charlemont being free of their flood prone status, paving the way for owners to build homes on their land.


Key Matters

  1. The flood mapping is subject to a revision due to the subdivision and development at 150 – 230 Horseshoe Bend Road, Charlemont. Prior to subdivision the parent lot was considered to be liable to flooding. This development site, which is also known as Charlemont Rise Estate, Stage 14 achieves flood immunity for newly created lots for flood events up to and including the 100 year Average Recurrence Interval (ARI) event due to approved internal earthworks.

  2. The recommendation by Council engineers that the flood prone status can be removed includes assessment of internal drainage, road construction and earthworks to contain potential floodwaters from the 100 year ARI event within road and drainage reserves (Attachment 3).

  3. It should be noted that designation is separate to the creation of flood overlays within the Planning Scheme, which generally follows designation. In the case of this development, the planning scheme amendment to create post-development flood zones or overlays is proposed after the design of the proposed precincts.

Councillor Harwood moved, Councillor Nelson seconded -

  1. That Council revoke the Council designation of 12 December 2006 of flood affected land at Charlemont Rise Estate, Stage 14 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications arising from the subject of this report.


Community Engagement

  1. A revocation of designation does not warrant public consultation as it constitutes the removal of an encumbrance on land.

  2. Relevant City databases and flood maps will be revised and updates sent to the Corangamite Catchment Management Authority and Building Control Commission.


Social Equity Considerations

  1. Council have a responsibility to the community to provide the best possible information on areas that are flood prone. The removal of flood prone designation allows owners to build on their land without a special permit from the City, and without raising the floor level of their home. It also reduces the cost of property insurance.


Policy/Legal/Statutory Implications

  1. The City has various statutory responsibilities for drainage management and flood management (prevention, response and recovery) as set out in the Local Government Act 1989, Local Government Regulations 1990, Planning and Environment Act 1987, Building Regulations 2018, Water Act 1989, Subdivision Act 1988 and Emergency Management Act 1986.

  2. The works have resulted in the lots being protected from flooding during a major storm event that has a one per cent probability of occurring in any one year, and occurs on average once in 100 years. This is the required standard for new subdivisions.


Alignment to Council Plan

  1. The recommendations of this report are consistent with the Council Plan, in relation to planned sustainable development.


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. Council also has some risk exposure with any failure to disclose the flood-prone status of a property in a Land Information Certificate.

  2. The revocation of the designation is the final step in minimising Council’s risk.


Environmental Implications

  1. The revocation of flood-prone areas designation and designation of revised flood data through the design of this stage is considered unlikely to result in any known adverse environmental impacts.


Attachment 2 - Current Flood Map



Attachment 3 - Amended Flood Map


[Back to List]

18. Revocation of Flood-prone Area Designation of New Lots at Fyansford West Estate Stage 2

Source:

City Services - Engineering Services

Director:

Guy Wilson-Browne


Purpose

  1. To revoke Council’s designation of 12 December 2006 of flood affected land at Fyansford West Estate Stage 2 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.


Background

  1. Council has a statutory obligation under the Building Regulations 2018 to designate land as liable to flooding where it reasonably knows it to be prone to flooding. Conversely, there is an obligation to remove the encumbrance of designation from land that is no longer considered to be flood-prone.

  2. The current designated flood mapping (Attachment 2) was designated by Council at its meeting of 12 December 2006.

  3. This revocation will result in another stage of new lots in Fyansford West Estate fronting 100 – 150 Hamilton Highway, Fyansford being free of their flood prone status, paving the way for owners to build homes on their land.


Key Matters

  1. The flood mapping is subject to a revision due to the subdivision and development at 100 – 150 Hamilton Highway, Fyansford. Prior to subdivision the parent lot was considered to be liable to flooding. This development site, which is also known as Fyansford West Estate, Stage 2 achieves flood immunity for newly created lots for flood events up to and including the 100 year Average Recurrence Interval (ARI) event due to approved internal earthworks.

  2. The recommendation by Council engineers that the flood prone status can be removed includes assessment of internal drainage, road construction and earthworks to contain potential floodwaters from the 100 year ARI event within road and drainage reserves (Attachment 3).

  3. It should be noted that designation is separate to the creation of flood overlays within the Planning Scheme, which generally follows designation. In the case of this development, the planning scheme amendment to create post-development flood zones or overlays is proposed after the design of the proposed precincts.

Councillor Murrihy moved, Councillor Kontelj seconded -

  1. That Council revoke the Council designation of 12 December 2006 of flood affected land at Fyansford West Estate Stage 2 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.

Carried.


Attachment 1

Financial Implications

  1. There are no financial implications arising from the subject of this report.


Community Engagement

  1. A revocation of designation does not warrant public consultation as it constitutes the removal of an encumbrance on land.

  2. Relevant City databases and flood maps will be revised and updates sent to the Corangamite Catchment Management Authority and Building Control Commission.


Social Equity Considerations

  1. Council have a responsibility to the community to provide the best possible information on areas that are flood prone. The removal of flood prone designation allows owners to build on their land without a special permit from the City, and without raising the floor level of their home. It also reduces the cost of property insurance.


Policy/Legal/Statutory Implications

  1. The City has various statutory responsibilities for drainage management and flood management (prevention, response and recovery) as set out in the Local Government Act 1989, Local Government Regulations 1990, Planning and Environment Act 1987, Building Regulations 2018, Water Act 1989, Subdivision Act 1988 and Emergency Management Act 1986.

  2. The works have resulted in the lots being protected from flooding during a major storm event that has a one per cent probability of occurring in any one year, and occurs on average once in 100 years. This is the required standard for new subdivisions.


Alignment to Council Plan

  1. The recommendations of this report are consistent with the Council Plan, in relation to planned sustainable development.


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. Council also has some risk exposure with any failure to disclose the flood-prone status of a property in a Land Information Certificate.

  2. The revocation of the designation is the final step in minimising Council’s risk.


Environmental Implications

  1. The revocation of flood-prone areas designation and designation of revised flood data through the design of this stage is considered unlikely to result in any known adverse environmental impacts.


Attachment 2 - Current Flood Map



Attachment 3 - Amended Flood Map



[Back to List]

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