Council Minutes - Section B: Reports - 28 May 2013

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

1. Election of Deputy Mayor

2. Review of Road Management Plan

3. Victorian Waste and Resource Recovery Policy – Getting Full Value

4. Victorian Waste and Resource Recovery Policy – Ministerial Advisory Committee

5. 2013-2014 Sport and Recreation Victoria Funding Program Submissions

6. Contractual Matter (Confidential)

1. Election of Deputy Mayor

During the Ordinary Meeting of Council on 27 November 2012, Cr Stretch Kontelj was elected as Deputy Mayor until 27 May 2013.  In accordance with 11C(2) of the City of Greater Geelong Act 1993, Council must elect a Deputy Mayor upon the office becoming vacant.

Cr Macdonald moved, Cr Nelson seconded –

That Council elect a Deputy Mayor for a six month period from 28 May 2013 to 28 November 2013.

Carried.

Cr Nelson moved, Cr Heagney seconded -

That Cr Bruce Harwood be nominated as Deputy Mayor for a six month period 28 November 2013 until 28 May 2013.

There being no further nominations, Cr Bruce Harwood was declared elected as Deputy Mayor of the City of Greater Geelong for a six month period from 28 November 2013 to 28 May 2013.

Carried.

Cr Macdonald left the meeting room at 7.29pm for the evening.

2. Review of Road Management Plan

Summary

The purpose of this report is to seek Council’s approval of the review of the Road Management Plan (Version 5.0) under the provisions of the Road Management Act 2004 (RMA).

The Road Management Plan sets out the inspection frequencies, maintenance standards and response times that are applied to the road infrastructure for which Council is responsible.

The Road Management Plan (Version 4.0) was adopted by Council on 27 October 2009. The RMA regulations require that the plan be reviewed when a new Council is elected. The RMA also requires that the plan be made available for public comment if that review proposes a reduction to level of service

General changes have been made to the Plan, including updates to relevant documents and updating tables of asset quantities. The proposed changes are summarised as follow:

• The inclusion of proactive inspection of hazard, warning and regulatory road signs;

• The inclusion of ‘beyond maintenance’ works programs for sealed roads, footpaths and kerb and channel;

• Modification of trip hazard intervention level for Category 2 footpaths;

• The inclusion of road side drainage pit intervention level.

The proposed Road Management Plan (Version 5.0) was available for public comment for 28 days from the 23 February 2013. No comments were received.

This Road Management Plan (Version 5.0) is now in its final recommended format and Council may now proceed to adopt it so that it may be gazetted.

Cr Ellis moved, Cr Harwood seconded -

That consideration of the report be def

Carried.

3. Victorian Waste and Resource Recovery Policy – Getting Full Value

Summary

• In October last year the Victorian Minister for Environment and Climate Change released the draft Victorian Waste and Resource Recovery Policy for consultation and comment.

• At its meeting on 11 December Council resolved to respond to the call for comment by:

• indicating support for the draft Policy

• requesting advice on the proposed timelines for the development of the proposed actions identified in the Policy

• offering to be involved and assist in the development of a state wide integrated waste and resource recovery system, and

• advised that the Policy should

• address the role of community education and waste minimisation

• include reference to the waste hierarchy as a guidance tool, and

• Council expressed concern at the lack of transparency in the distribution of landfill levee funds and the provision of landfill levee funds for strategic waste management projects.

• On 15 April 2013 the Minister released the Getting Full Value - Victorian Waste and Resource Recovery Policy.

• The Policy sets a 30 year vision ‘to have an integrated state wide waste management and resource recovery system that provides an essential community service by protecting the environment and public health, maximising the productive value of resources and minimising long term costs to households, industry and government’ with policy principles and priorities for the next 10 years.

• It is part of the Victorian Government’s economic and environmental strategies set out in the recently released Securing Victoria’s Economy and Environmental Partnerships.

• The key objectives of the Policy are to:

• support Victoria’s economic prosperity

• protect public health and preserve local amenity

• contribute to environmental protection, and

• all resource recovery and waste activities will function as one integrated statewide system.

• The Policy recognises that the previous Towards Zero Waste strategy achieved a reduction in waste to landfill by setting targets and assisting in projects, however, it proposes that what is now required is a more direct approach with commitment from the Victorian Government.

• This commitment across all identified waste management issues is the primary focus of the Policy and is what this Council has been advocating for some time.

• A full copy of the Policy may be viewed at Department of Sustainability and Environment.

• It is considered that the Policy addresses the concerns that Council has identified and raised and, through the commitments by the Victorian Government outlined in the Policy, will provide a sound planning basis for the long term provision of sustainable waste management services.

• The Policy, along with the Council’s previously adopted waste management strategic position, will now form the framework for the preparation of the Council’s waste management strategy.

Cr Richards moved, Cr Harwood seconded -

That Council writes to the Minister welcoming the Policy direction and in particular the commitment by the State Government to address key waste management issues and offers to be involved and assist, to the extent that it is able, in the development of the statewide integrated waste and resource recovery system.

Carried.

Report

Background

In October last year the State Minister for Environment and Climate Change released the draft Victorian Waste and Resource Recovery Policy for consultation and comment.

At its meeting on 11 December 2012 Council resolved to respond to the call for comment by:

• indicating support for the draft Policy,

• requesting advice on the proposed timelines for the development of the proposed actions identified in the Policy

• offering to be involved and assist in the development of a state wide integrated waste and resource recovery system, and

advised that the Policy should

• address the role of community education and waste minimisation,

• include reference to the waste hierarchy as a guidance tool, and

• Council expressed concern at the lack of transparency in the distribution of landfill levee funds and the provision of landfill levee funds for strategic waste management projects.

On 15 April 2013 the Minister released the Getting Full Value - Victorian Waste and Resource Recovery Policy.

The Policy sets a 30 year vision ‘to have an integrated state wide waste management and resource recovery system that provides an essential community service by protecting the environment and public health, maximising the productive value of resources and minimising long term costs to households, industry and government’ with principles and policy priorities for the next 10 years.

It is part of the Victorian Government’s economic and environmental strategies set out in the recently released Securing Victoria’s Economy and Environmental Partnerships and assumes that if Victoria’s waste is managed effectively it will provide economic development opportunities.

The key objectives of the Policy are to provide:

• Economic prosperity by facilitating investment, improving productivity and increased employment and increase efficiency through economical use of resources.

• Integrated and efficient systems by providing cost effective waste and resource recovery services, integrating land use planning, transport and development and managing information better for improved decision making.

• Public health and well being by preserving local amenity, improving facility performance and minimising risk to people, and

• Environmental protection by minimising environmental harm and improving environmental performance of facilities

The Policy states that the Victorian Government will:

• Assist Victorians to reduce waste generation and achieve financial savings through efficient resource use by

• supporting commercial, not-for-profit and Victorian public sector organisations to achieve financial savings through waste reduction

• providing households with the information and support they need to reduce waste by using household goods more efficiently

• continuing to work in partnership with the Commonwealth Government through the National Waste Policy: Less Waste, More Resources, and take a lead role in national strategies that harness Victoria’s strengths and capabilities

• Facilitate strong markets for recovered resources by

• working to develop the right conditions for resource recovery markets to grow and mature in Victoria

• continuing to use the landfill levy as a market signal that provides incentives to resource recovery industries and provides certainty to Victorian industries and businesses

• Facilitate a Victorian waste and resource recovery system that maximises the economic value of waste by

• undertaking planning that promotes a cost effective, statewide network of infrastructure capable of moving waste materials to where the highest economic value can be achieved

• fostering investment in a diversified portfolio of infrastructure that can manage the projected mix and volumes of waste materials

• aligning waste and resource recovery planning and delivery with land use and transport requirements under the Planning and Environment Act 1987 and Transport Integration Act 2010

• Reduce the environmental and public health risks of waste by

• minimising the environmental and public health impacts of waste and resource recovery facilities

• prioritising actions that minimise the short and long term environmental impacts of organic waste

• facilitating the long term purpose of landfills to be for receiving and treating residual waste, and ensure a range of support mechanisms for closed landfills

• Reduce illegal dumping and littering by

• Curbing illegal dumping to protect environmental and human health

• reducing litter to provide safer communities and healthier environments

• Reform and strengthen the way institutions work and are governed to effectively implement waste policy.

A full copy of the Policy may be viewed at Department of Sustainability and Environment.

As with the draft Policy, the Policy recognises the need for a review of the governance processes (ie: the roles and responsibilities of the state organisations, namely the Department of Environment and Primary Industry, Sustainability Victoria and the regional waste management groups) and supports the current Ministerial Advisory Committee process that was established under the draft Policy. A separate report has been prepared regarding a response to this review.

Discussion

The Policy is a comprehensive list of waste management issues and most importantly clearly outlines what the State Government plans to do about these issues. As such it includes government commitments and actions and provides a strong support base for local government generally and this Council’s waste management direction.

The Policy also identifies that the previous Victorian policy, Toward Zero Waste, served its purpose by setting targets for waste reduction that has resulted in the diversion of the ‘easy to do’ waste types and on the back of this it is necessary to take a different approach, one of more direct Victorian Government action, commitment and practical support.

The most significant commitment is in the Vision ‘to establish a state wide integrated waste management system’ that incorporates all waste streams with land use planning and regulator support across all the varying community needs, both in the short and long term. This system will be developed through the preparation of a state wide infrastructure strategic plan that acknowledges current waste infrastructure, identifies the gaps and provides direction on infrastructure development. Of importance in this process is the prioritisation of organics as a waste stream requiring specific attention. The Policy proposes an organics strategy that seeks suitable organics processing technologies, regulator support and developer encouragement.

In terms of the particular issues raised by Council in its response to the draft Policy, the Policy:

• On a number of issues acknowledges the role of community education (eg: in waste reduction, materials recovery, illegal dumping) and commits to working with local government to co ordinate education programs to ensure maximum benefit is realised

• Addresses the issue of waste reduction by setting a goal to ‘assist Victorians to reduce the waste they generate and save Victorian’s money through efficient use of resources’.

• Recognises the role of the waste hierarchy and proposes that it now requires alignment with the principles of environmental protection to ensure best outcomes (eg: organics composting is rated highly in the waste hierarchy but this must be done to high standards to ensure that the environment and public health is protected)

• Confirms that the role of the landfill levee will continue as an incentive for resource recovery and to fund state organisations involved in waste management and projects with the possibility of it being increased for materials with greater potential to cause environmental damage (eg: organics). It is expected that greater transparency will result form the development of a strategic direction and allocation of funds to projects that align to this direction.

While the Policy is comprehensive it will not provide any quick fixes as it is a calculated policy that incorporates a 30 year vision with principles and priorities to be observed over the first ten years. It takes a responsible approach of gathering data to enable well informed decision making that will be embodied in various strategic directions. It is considered that this is exactly what the waste industry in Victoria needs at this time.

The potential failing in the Policy is the significant focus on waste management as an economic driver and the possible outcome that if this does not prove to be the case then the environmental benefits may be disregarded.

In terms of setting targets the Policy has taken the approach that these will be established in the form of performance measures once sufficient data is available to ensure that these are realistic and can be regularly measured. These performance measures will specifically address environmental impacts of landfills, illegal dumping and litter, waste generation reduction, waste and resource recovery processes and productivity, competitive markets for recovered materials and assessments of how planning and regulatory organisation are dealing with these aspects. These performance measures will be report on bi-annually.

It is recommended that the Policy be supported and that Council again offer to assist, to the extent that it is able, in the development of the various strategies proposed.

Environmental Implications

The underlying focus of the Policy is to reduce the environmental impact of the waste we produce.

Financial Implications

There are no financial implications as a result of this report.

Policy/Legal/Statutory Implications

The Policy is the key strategic document for the management of waste in Victoria and establishes the foundation for waste management direction in the State. It will be translated into regional waste management plans and Council will be obliged to follow its direction, within the limitations of its own capabilities and community demands.

The Policy, along with Council’s previously adopted waste management position paper, will form the basis for the preparation of Council’s own waste management strategy.

Officer Direct or Indirect Interest

No Council officers have any direct or indirect interest in this matter, in accordance with Section 80© of the Local Government Act.

Risk Assessment

There are no notable risks to Council as a result of the recommendation from this report.

Social Considerations

The Policy should provide direction for the provision of waste management services by the Council that may have social considerations, however, Council will be able to address these matters at a future time as part of the consideration of any aspect of its waste management service delivery.

Communication

Other than the response to the Minister there are no communication issues as a result of this report.

4. Victorian Waste and Resource Recovery Policy – Ministerial Advisory Committee

Summary

• In October last year the Victorian Minister for Environment and Climate Change released the draft Victorian Waste and Resource Recovery Policy for consultation and comment.

• The draft Policy committed to the appointment of a Ministerial Advisory Committee (MAC) to advise on institutional and governance arrangements to deliver on the objectives outlined in the draft Policy.

• The MAC has been established, comprising three members with expertise in local government, waste management and economic management with the task to investigate and carry out industry consultation during April and May and report to the Minister by the end of May.

• Local government consultation sessions have been conducted over the period 26 April to 9 May. A Council officer attended a consultation session on 1 May.

• The MAC has ‘not encouraged’ consultation submissions other than through the consultation sessions, relying on these and information gathered from previous reviews and investigations.

• The MAC is required to review only the Victorian government organisations involved in waste management, namely Department of Environment and Primary Industry, Sustainability Victoria and the regional waste management groups. The role of local government as the service provider for municipal waste is acknowledged.

• The consultation focussed on the key issues of:

• Infrastructure Planning – Strategic and Implementation

• Infrastructure Procurement Facilitation

• Landfill Levee Funding and Financial Management

• Market Development

• Education, and

• Data Management and Reporting

and raised a number of detailed questions around these issues, primarily to do with the relationships and roles and responsibilities of the Victorian government bodies and in particular those of the regional waste management groups and their configuration throughout Victoria.

• As input to the consultation session Council’s attending officer emphasised the need to develop the statewide waste and resource recovery system strategic documents (ie: the waste and resource recovery infrastructure plan and the organics strategy) as a precursor to further consideration of these issues.

• Once an indication of what is required under these strategies is identified then this will largely inform the preferred structure to deliver on these strategies. This approach is relevant to all the issues raised and particularly relevant to the future configuration of the waste management groups.

• This approach highlights the urgent need for the preparation of these strategies, a position that has been recommended in a previous report on the Victorian Waste and Resource Recovery Policy, including an offer to the Minister for Council to assist in the preparation of the strategies.

• It is recommended that Council note the input provided by the Council officer to the MAC consultation session and advise the MAC that Council formally supports this position.

Cr Richards moved, Cr Harwood seconded -

That Council writes directly to the Minister and to the Ministerial Advisory Committee recommending that the waste and resource recovery infrastructure plan and the organics strategy be developed prior to any further consideration of the issues before the Ministerial Advisory Committee and that these strategies be prepared as a matter of urgency.

Carried.

Report

Background

In October last year the Victorian Minister for Environment and Climate Change released the draft Victorian Waste and Resource Recovery Policy for consultation and comment.

The draft Policy committed to the appointment of a Ministerial Advisory Committee (MAC) to advise on institutional and governance arrangements to deliver on the objectives outlined in the draft Policy.

The MAC has been established, comprising three members with expertise in local government, waste management and economic management with the task to investigate and carry out industry consultation during April and May and report to the Minister by the end of May.

Local government consultation sessions have been conducted over the period 26 April to 9 May. A Council officer attended a consultation session on 1 May.

The MAC has ‘not encouraged’ consultation submissions other than through the consultation sessions, relying on these and information gathered from previous reviews and investigations.

The MAC is required to review only the Victorian government organisations involved in waste management, namely Department of Environment and Primary Industry, Sustainability Victoria and the regional waste management groups. The role of local government as the service provider for municipal waste is acknowledged.

The consultation focussed on the key issues of:

• Infrastructure Planning – Strategic and Implementation

• Infrastructure Procurement Facilitation

• Landfill Levee Funding and Financial Management

• Market Development

• Education, and

• Data Management and Reporting

and raised a number of detailed questions around these issues, primarily to do with the relationships and roles and responsibilities of the Victorian government bodies and in particular those of the regional waste management groups and their configuration throughout Victoria.

Develop the statewide waste and resource recovery system strategic documents (ie: the Waste and Resource Recovery Infrastructure Plan and the Organics Strategy) as a precursor to further consideration of these issues to first identify what is required under these strategies. This is in accordance with Council submission to the Policy consultants in December 2012.

Discussion

The Ministerial Advisory Committee review has been confirmed as an action under the now released Victorian Waste and Resource Recovery Policy – Getting Full Value, as previously reported to Council.

The vision of this Policy is ‘to have an integrated state wide waste management and resource recovery system that provides an essential community service by protecting the environment and public health, maximising the productive value of resources and minimising long term costs to households, industry and government’ with the preparation of a waste and resource recovery infrastructure strategic plan and organics strategy key actions to guide the implementation of this system. The previous report identifies these actions as crucial to the forward direction for waste management in Victoria, as at present there is no strategic direction other than waste reduction targets set under the previous State waste strategy. That is, there is a destination but no road map. The Policy provides this road map.

In addition to these strategic documents the Victorian Policy flags the likelihood of waste infrastructure being established on a ‘hub and spoke’ arrangement with the hub containing specific infrastructure items (eg: major landfill, waste treatment facility) with feedstock delivered by transport networks from the outer areas (ie; the spokes).

The infrastructure plan and organics strategy will provide guidance on the type of facilities required and the preferred locations and feedstock sources and as a consequence will help in determining the preferred procurement processes and provide for transparency in the expenditure of future landfill levee funding.

If prepared through a collaborative process these strategic documents will assist in gaining buy in from all stakeholders. It should be noted that the Policy promotes the integration of waste which includes commercial and industrial waste and construction and demolition waste, all of which are controlled by the private sector. This will add a further level of complexity to the future direction and the future governance and institutional arrangements. Identifying how these wastes streams will be managed is critical prior to deciding on how those responsible for these waste are to be included in the planning processes.

It is the therefore the strong recommendation of this report that these strategic documents should be developed prior to any serious consideration of how the State authorities should be structured and roles and responsibilities determined in order that these aspects can be aligned to best deliver on the directions that are identified. To establish these processes in the current waste management strategic void is not likely to provide the best outcome.

This approach does highlight the urgency around the preparation of these strategic documents and, as with the previous report of the Victorian Waste and Resource Recovery Policy, Council should offer its assistance to the extent that it is able for the preparation of these documents.

Environmental Implications

The underlying focus of the Victorian Waste and Resource Recovery Policy and consequently the Ministerial Advisory Committee considerations, is to reduce the environmental impact of the waste we produce.

Financial Implications

There are no financial implications as a result of this report.

Policy/Legal/Statutory Implications

The Policy is the key strategic document for the management of waste in Victoria and establishes the foundation for waste management direction in the State. It will be translated into regional waste management plans and Council will be obliged to follow its direction, within the limitations of its own capabilities and community demands.

How the Policy is to be implemented will have a significant bearing on how Council delivers its waste services in the future therefore it is critical that the most effective structure to deliver on the Policy is established. The recommendations of this report are considered to provide the best opportunity of achieving the most effective future waste management system.

Officer Direct or Indirect Interest

No Council officers have any direct or indirect interest in this matter, in accordance with Section 80c of the Local Government Act.

Risk Assessment

There are no notable risks to Council as a result of the recommendation from this report.

Social Considerations

Other than ensuring that the Policy delivery occurs in the most effective and transparent manner there are no social considerations resulting from this report.

Communication

Other than the response to the Minister there are no communication issues as a result of this report.

5. 2013-2014 Sport and Recreation Victoria Funding Program Submissions

Summary

• Sport and Recreation Victoria’s (SRV) funding programs provide an important opportunity for Council to secure much needed funding for sport and recreation projects in the municipality.

• This report outlines a number of projects recommended by the Projects, Recreation & Central Geelong Division for submission to the Community Facility Funding Program (Major Facilities, Minor Facilities, Soccer Facilities and Planning categories) and Country Football & Netball Program.

• Council seeks expressions of interest from sporting clubs and community groups, as well as reviewing reserve master plans and strategic documents to identify eligible projects for submission to SRV.

• The process for the selection and endorsement of projects to be submitted to Sport & Recreation Victoria by Council is recommended to be revised to allow for submissions to be made to future funding rounds in a timely manner.

Cr Irvine moved, Cr Richards seconded -

That Council endorse the:

1. development of submissions for Sport and Recreation Victoria’s funding programs for expenditure in the 2014/15 financial year as follows:

   Community Facilities Funding Program – Major Facilities Category

   • Geelong Criterium Circuit Pavilion

   Community Facilities Funding Program – Minor Facilities Category

   • Regional Paddle Sports Pavilion Redevelopment

   • Barwon Heads Village Park Playground Upgrade

   • Eastern Park Tan Track Development

   Community Facility Funding Program – Soccer Facilities

   • Barwon Heads Village Park Soccer Field Upgrade

   Community Facilities Funding Program – Planning Category

   • Greater Geelong Recreation & Leisure Needs Study

   Country Football & Netball Program

   • Herne Hill Reserve Netball Court Development

2. revised process for the selection of projects for submission to Sport & Recreation Victoria, and that revision to include bringing the report back to Council for endorsement.

Carried.

Background

Each year, the State Government make funds available for sport & recreation projects through a number of Sport and Recreation Victoria (SRV) grant programs.

Generally, these funding programs encourage:

• better planning of sport and recreation facilities;

• innovative sport and recreation facilities;

• accessible, inclusive, high-quality & sustainable sport and recreation facilities;

• increasing communities’ access to leisure opportunities; and

• strengthening communities through sport and recreation participation.

There are two funding programs that are of particular relevance to this report – Community Facility Funding Program and Country Football Netball Program. Within the Community Facility Funding Program there are four categories that are of relevance to this report (as outlined below).

*Applications under the Minor Facilities category for the maximum grant amount need to involve an exceptional project or circumstance.

**Funding ratio is specific for regional cities

Discussion

This report relates to two matters for the consideration of Council: 1) endorsement of projects to be submitted to SRV for funding consideration, and 2) revision of the process for the selection and endorsement of projects to be submitted to Sport & Recreation Victoria by Council.

This report refers specifically to the recommended applications for possible funding by SRV under the Community Facility Funding Program (Major Facilities, Minor Facilities, Soccer Facilities and Planning categories) and Country Football & Netball Program. In determining recommended projects, the SRV funding guidelines/criteria and the likelihood of success have been considered.

Projects submitted to SRV for consideration will be eligible for funding in the 2014/15 financial year. Projects that will have commenced prior to the announcement of funding are not eligible and cannot be considered for submission to SRV.

Applications to SRV are due on the following dates:

• Community Facility Funding Program (all categories) – 5 June 2013

• Country Football Netball Program – 31 January 2014 (based on advice from SRV)

* Please note that the funding program guidelines (including funding criteria) were released by the State Government on 6 May 2013.

Community Facility Funding Program - Major Facilities Category

The Major Facilities category provides funding opportunities for projects with significant regional and/or multi-use benefit, as well as providing participation outcomes across wide geographic and demographic populations.

The assessment criteria for this category are as follows:

A number of projects were considered for the Major Facilities category. The City of Greater Geelong can submit one (1) application for consideration by SRV under this category. In evaluating projects, consideration was given to projects that provide the greatest benefit to the community and meet the assessment criteria for the funding program. Availability of local funding sources was also taken into consideration.

Council staff have had discussions with the SRV regional office to gain feedback on potential projects. The project that is proposed to be submitted to SRV for funding consideration is outlined below:

Project: Geelong Criterium Circuit Pavilion

Project Description: Construction of a pavilion at the Geelong Criterium Circuit (Belmont). This project will provide much needed amenity, administrative and social facilities for cycling events, club competition & training, and programmed activities at the criterium circuit. The criterium circuit currently has no pavilion or amenity facilities.

Total project cost: $1,400,000

Funding sources: $466,000

Council contribution required: $934,000

Community Facility Funding Program - Minor Facilities and Soccer Facilities Categories

The Minor Facilities and Soccer Facilities categories provide funding opportunities for locally significant projects that increase participation in sport & recreation and improve community access to facilities.

While these two grant categories are separate, they share common assessment criteria. The Minor Facilities category is for all sport and recreation activities, whereas the Soccer Facilities category is for soccer facilities only.

The assessment criteria for these categories are as follows:

Minor Facilities Category

A number of project registrations were submitted to Council by sporting clubs and community groups that are eligible for the Minor Facilities category. The City of Greater Geelong can submit up to three (3) applications for consideration by SRV under this category. In evaluating project registrations, consideration was given to projects that provide the greatest benefit to the community and meet the assessment criteria for the funding program. Availability of funding contributions from local sources was also taken into consideration.

Council staff have had discussions with the SRV regional office to gain feedback on the proposed projects. The projects that are proposed to be submitted to SRV for funding consideration are outlined below:

Project 1: Regional Paddle Sports Pavilion Redevelopment

Project Description: Redevelopment of the existing pavilion/storage facility on the Barwon River at Balyang Sanctuary. This project will provide increased capacity for multiple user groups to use the facility as a base for activities. The pavilion is the central facility for paddle sports within the municipality, providing regional benefit to the community.

Total project cost: $300,000

Funding sources: Grant $80,000, Club $80,000 In-kind (Club) $25,000

Council contribution required: $115,000

Project 2: Barwon Heads Village Park Playground Upgrade

Project Description: Upgrade of the playground at Barwon Heads Village Park on Sheepwash Rd. This was identified as a sub-regional playground in the Geelong Play Strategy. The playground is due for upgrade works to provide greater opportunities for informal recreation. Sub-regional playgrounds within the Geelong are designed to provide unique play experiences throughout the municipality.

Total project cost: $250,000

Funding sources: Grant $70,000

Council contribution required: $180,000

Project 3: Eastern Park Tan Track Development

Project Description: Upgrade of the Tan Track at Eastern Park to provide a central facility for informal walking and running activities. The project will include the installation of timing equipment, distance markers, signage, crossing points and path upgrades.

Total project cost: $150,000

Funding sources: Grant $50,000

Council contribution required: $100,000

Soccer Facilities Category

A number of project registrations were received by Council that are eligible for the Soccer Facilities category. The City of Greater Geelong can submit up to two (2) applications for a total of $100,000 for consideration by SRV under this category. In evaluating project registrations, consideration was given to applications that provide the greatest benefit to the community and addressed the assessment criteria.

Council staff have had discussions with the SRV regional office to gain feedback on the proposed project. The project that is proposed to be submitted to SRV for funding consideration is outlined below:

Project 1: Barwon Heads Village Park Soccer Field Upgrade

Project Description: Upgrade of the playing field at Barwon Heads Village Park to include irrigation and drought tolerant turf. This project will allow increased use of the playing field for soccer. This project is supported by the Barwon Heads Village Park Master Plan.

Total project cost: $200,000

Funding sources: Grant $100,000

Council contribution required: $100,000

Community Facility Funding Program - Planning Category

Council has an opportunity to apply for funding through the Planning Category to undertake a recreation planning or facility feasibility project. Planning projects are generally required to address a Council/region-wide project and/or provide solutions to complex sport and recreation issue.

The assessment criteria for this category are as follows:

The following project is considered the highest priority amongst potential planning projects.

Project: Greater Geelong Recreation & Leisure Needs Study

Project Description: The Greater Geelong Recreation & Leisure Needs Study will investigate and quantify the recreation and leisure needs of current and future communities within the municipality. The focus of this study will be to provide broad strategic direction on future resource allocation to meet current and anticipated leisure needs. A key focus for the project will be the development of service plans to be delivered under Council’s asset management framework. The project will include analysis of capital contributions, service provision and economic development opportunities.

Total project cost: $100,000

Funding sources: Grant $30,000

Council Contribution required: $70,000

Country Football & Netball Program

The Country Football & Netball Program provides funding opportunities for football and/or netball facility projects that increase participation in football and netball and improve community access to facilities.

The assessment criteria for this category are as follows:

A number of project registrations were received by Council that are eligible for the Country Football & Netball Program. The City of Greater Geelong can submit up to three (3) applications for a total of $100,000 for consideration by SRV under this category. In evaluating project registrations, consideration was given to applications that provide the greatest benefit to the community and addressed the assessment criteria.

Council staff have had discussions with the SRV regional office to gain feedback on the proposed project. The project that is proposed to be submitted to SRV for funding consideration is outlined below:

Project 1: Netball Court Upgrade – Herne Hill Reserve

Project Description: Upgrade of netball facilities at Herne Hill Reserve from one netball court to two plexipave netball courts with lighting. Herne Hill Reserve is one of the few remaining reserves to have only one court available for competition and training. The upgrade of facilities to include an additional court will allow St Josephs Football Netball Club to host all competition and training at the reserve. The club currently runs training and competition outside of regular fixture times due to the limitations of having a single court. This project will necessitate the relocation of turf cricket nets at the reserve.

Total project cost: $200,000

Funding sources: $60,000 Grant, $80,000 Club, In-kind (Club) - $5,000

Council contribution required: $55,000

Preferred Applications

A summary of the projects, costs and funding contributions is provided below:

Revision of Project Selection and Endorsement Process

SRV provides Councils with a number of opportunities to apply for funding for facility projects each year. SRV requires Councils to seek expressions of interest (EOI) from sporting clubs and community groups, evaluate projects and submit applications to SRV for funding consideration. Council officers also review reserve master plans and strategic documents to identify eligible projects. The general timeframe to run this process is 12 weeks, allowing for the following steps:

• Weeks 1-4 – community EOI process run by Council

• Weeks 5-6 – evaluation of EOIs, discussion of projects with SRV and Councillors, and development of the associated Council Report

• Weeks 7-10 – Council Report process – allows for revision by General Manager, revision by Executive Management Team, Council briefing and endorsement of projects at a Council meeting

• Weeks 11-12 – Development of final funding applications for submission to SRV

In recent funding rounds, Council has been given considerably less than 12 weeks by SRV to submit projects. This has led to Council running shortened expression of interest and evaluation processes, as well as requiring the development of applications during the Council report process. This has negatively affected the community’s ability to submit sufficiently developed projects and has impacted on Councils ability to give due consideration to potential funding submissions.

In an effort to address this, Council has run its expression of interest process prior to the official release of the funding program guidelines from SRV. While this assists in allowing the time necessary to complete the expression of interest and application processes, it 1) is reliant on early advice from the funding agency regarding timeframes for applications, and 2) exposes Council to changes in funding program guidelines.

The requirement to submit a Council report seeking endorsement for projects prior to making submissions to SRV (and other funding agencies) impacts on Councils ability to respond to funding opportunities in a timely manner as they arise.

The recommendation of this report is to allow Council’s Sport & Recreation Department to run the following process for external funding opportunities without the requirement to submit a report to Council seeking formal endorsement:

1. Seek EOIs from sporting clubs/community on an ongoing basis

2. Community and Council informed of the deadline for EOIs based on SRV funding program due dates

3. Evaluation of EOIs against funding program criteria and Council requirements

4. Discussion with funding agency regarding potential funding submissions

5. List of EOIs submitted in each ward sent to each Ward Councillor

6. Recommendations for preferred projects established

7. Recommended projects discussed with Sport & Recreation Portfolio Councillor (including discussion on Council funding contributions)

8. Recommended projects discussed with Ward Councillors where relevant (including discussion on Council funding contributions)
   

9. Confirm projects to be developed

10. Development of applications for formal submission to the funding agency

11. Projects contribution requirements submitted for Council budgetary consideration

The revised process will allow greater flexibility in responding to funding program timeframes and an increased ability to engage the community in Council’s expression of interest processes. The revised process will keep Councillors informed of EOI timeframes and potential projects in their respective wards.

Environmental Implications

There are no foreseeable environmental implications associated with this report, however during the assessment process, projects that included environmentally sustainable design initiatives were highly regarded.

Financial Implications

There are no immediate financial implications associated with adopting the recommendations of this report.

If funding submissions to SRV are successful, Council shall have to make a commitment to relevant projects for the 2014/15 financial year which would be determined via the budgetary process.

Support for projects within the Community Facility Funding Program (Minor Facilities & Soccer categories) and Country Football Netball Program have been expressed by the relevant the Ward Councillors.

Policy/Legal/Statutory Implications

There are no legislative or legal ramifications associated with adoption of this report.

Officer Direct or Indirect Interest

No Council staff or persons engaged in the evaluation of project registrations, development of recommendations or development of this report have a direct or indirect interest in the matters considered within the report.

Risk Assessment

There are no immediate risks associated with this report. A component of some projects may entail relevant risk management matters pertaining to the projects.

Social Considerations

The recommended projects will encourage the development of innovative community sport and leisure facilities. The expected population growth within the municipality necessitates the increased and improved provision of community sport facilities that provide a social outlet for the local community.

Participation in sport and recreational activities has long been recognised as an important contributor to community health and well being.

Benefits of physical exercise and recreation are well documented and include improved health and fitness, development of social skills, increased community connectedness and enhanced self-esteem. Thus an application for SRV funding for community recreation projects has significant social benefits.

Communication

Council’s project registration process for the various funding opportunities discussed in this report was open to sporting clubs and community groups between 3 April 2013 and 24 April 2013. Council has used a range of communication methods to inform clubs and community groups of the process for projects to be registered and the associated timeframe (as outlined below).

• Email correspondence was sent to all club contacts on 3 April 2013 and 19 April 2013. A link to the online registration form was included in the email.

• A webpage was established on Council’s webpage, with information on relevant grant programs and a link to the online application process.

• Council advertised the project registration process in the Geelong Advertiser “City News” on 13 April 2013 and 20 April 2013.

• An email was sent on 4 April 2013 to all clubs that submitted projects in 2012 inviting them to resubmit their previous project.

• Reminder emails were sent to club representatives that had begun (but not completed) online applications on 22 April 2013 and 24 April 2013.

In addition to the project registration process, staff from the Sport and Recreation Department of Council have investigated, and are aware of potential projects that fit within the funding programs discussed in this report through liaison with sporting clubs and community groups.

Council staff also discussed projects with a range of sporting clubs and community groups during the project registration period to provide advice on developing projects.

The guidelines for SRV’s Community Facility Funding Program were released on 6 May 2013.
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6. Contractual Matter (Confidential)

Summary

Cr Heagney moved, Cr Ansett seconded -

That in accordance with Section 89 (2) (d) of the Local Government Act 1989, this contractual matter be considered at the conclusion of all other business at which time the meeting be closed to members of the public.

Carried.

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