Reports tabled at the Community Focus Council Meeting of Council on Tuesday 12 June 2018, held at the Clifton Springs Golf Club, 92-94 Clearwater Drive, Clifton Springs.
Source: |
Chief Executive’s Office |
Chief Executive Officer: |
Martin Cutter |
Index Reference: |
Transformation Program |
Portfolio: |
Leadership and Governance |
To provide a quarterly update on the progress of the Transformation Program as at 31 March 2018 to the Council and the Minister for Local Government.
The Transformation Program was primarily developed in June 2016 to ensure that the 12 key recommendations and 25 secondary recommendations of the Commission of Inquiry report and actions from the Halliday Report are carried out.
The Transformation Program is organised under eight focus areas and contains 28 projects. The focus areas and projects are listed in the attached report.
In October 2017 Ernst & Young (EY) was engaged by the CEO at the request of the Administrators to provide an independent status update of the City of Greater Geelong’s progress in achieving this program.
EY found that the Transformation Program will continue to require a high level of sustained focus and that many of the initiatives will require a longer period of continued effort to see through transformation.
The objective is to enable transformation to the most efficient and effective organisation possible to fulfil its purpose of working together for a thriving community.
The report has also been provided to the Primary Municipal Monitor and signed with the intention to be forwarded to the Minister for Local Government. My office is working closely with the Primary Municipal Monitor in monitoring and validating evidence of the implementation of the program.
Of the 28 projects, two are complete, 18 are 50 per cent complete or over with the remaining eight under 50 per cent complete.
The attached report contains highlights, focus areas, Monitor and Chief Executive Officer’s comments.
Achievements during this quarter have included:
Councillor Code of Conduct adopted.
Draft Council Plan cross references the aspirations in Clever and Creative Future vision.
Progress report on Part A of Social Infrastructure Plan review presented to Council.
Council agreed in principle to the consolidation of its administrative functions to one location within the Greater Geelong area and that a project advisory group be created.
Asset Management Steering Committee has been established and Governance Framework approved. Project plan has been set with 19 tasks allocated to project leads.
Digital and ICT Governance reference group set up and terms of reference developed.
Organisation strategic risks identified.
Customer Focus Strategy including customer service charter (17 actions to be completed over three years) being delivered with service improvement team established, communications plan to promote the charter completed and the review of the Pathway RFS system completed.
Key issues to be addressed next quarter include:
Facilitate Geelong’s major stakeholders in championing aspects of the Clever and Creative Future vision.
Employee Opinion Survey (2017) Corporate Action Plan completed and signed off by Executive Leadership Team must link desired actions that will be undertaken corporately responding to specific corporate-wide concerns arising from the 2017 survey.
Complaints review panel transition to be commenced.
Renewal gap for key asset categories to be determined.
Adequate funding for ICT to be determined for future years.
Review of the Corporate Affairs action plan to seek to implement identified actions.
Councillor Grzybek moved, Councillor Murnane seconded -
That Council note the March 2018 quarterly update of the Transformation Program.
Carried.
A number of projects such as the ICT strategic review implementation, internal communications resourcing, risk management and civic accommodation are subject to 2018/19 Budget funding and beyond.
The review of the Community Engagement Strategy is one of the projects within the Transformation Program.
Progress on the Transformation Program is reported to the Executive Leadership Team on a quarterly basis with further updates provided to staff via the CEO weekly email and Interlink.
The Social Infrastructure Plan review is one of the 28 projects in the Transformation Program. The delivery of the Diversity and Inclusion and Gender Equity plans are also part of the Transformation Program.
The Transformation Program was developed in response to the 2016 Commission of Inquiry report. In that report there were 12 key recommendations and 25 secondary recommendations to be addressed. The Primary Municipal Monitor will continue to review the progress of the Transformation Program and report to the Minister for Local Government.
Progress on the Transformation Program is monitored by the Chief Executive Officer, Primary Municipal Monitor and Council.
Transformation Program is managed by the Coordinator Transformation, Program Integration and Development.
The program is also monitored via the organisation’s enterprise risk update.
Source: |
Finance & Strategy - Financial Services |
Director: |
Peter Anderson |
Index Reference: |
Financial Management Reporting |
Portfolio: |
Social and Infrastructure Planning |
To seek approval to rename “McNeill Court, East Geelong to “Chapman Crescent, East Geelong”.
A request was received by the City from a resident within McNeill Court asking Council to rename the Court. McNeill Court is accessed from McNeill Avenue and there has been numerous problems in the location of properties within both of these roadways< (Attachment 2).
The State Government’s Naming Rules for Place in Victoria (the Rules) state that names must not risk public and operational safety for emergency response or cause confusion for transport. Road names also must not be duplicated within a set distance.
The new name selected to replace McNeill Court is Chapman Crescent, East Geelong. The new name has been chosen from Council’s ANZAC register in honour of two sisters who served in World War 2. Both sisters served with the Royal Australian Air Force.
As McNeill Court is an open ended roadway the identifier ‘Court’ is not able to be utilised and ‘Crescent’ would be the appropriate identifier. This renaming will result in nine properties requiring re-addressing.
Confusion in the location of properties within McNeill Court and McNeill Avenue, East Geelong
Renaming will result in nine properties requiring re-addressing.
Twenty letters (including surveys) were sent to all adjoining property owners and residents.
An advertisement was placed in the Geelong Advertiser newspaper on 28 April 2018.
The proposed renaming was placed on the City’s website for 30 days as per the statutory requirement.
Seven surveys have been returned. All are in favour of the renaming and the proposed name Chapman Crescent.
Emergency Services Telecommunications Authority have agreed to the renaming.
Councillor Kontelj moved, Councillor Mansfield seconded -
That Council approves the renaming of “McNeill Court, East Geelong” to “Chapman Crescent, East Geelong”.
Carried.
The approximate direct cost to Council for the renaming is $710. This includes advertising, notification to adjoining property owners and residents, notification to authorities and street signage.
Correspondence has been sent to all adjoining and affected property owners advising them of the proposed renaming and inviting submissions by return of survey.
A compliance check has been completed with Emergency Services Telecommunications Authority (ESTA) prior to advertisement. ESTA have agreed to the renaming.
The proposal was advertised in the Geelong Advertiser newspaper on 28 April 2018.
The proposal was published in the “Have your say’ section of the City’s Geelong Australian website for 30 days as per the Naming rules for Places in Victoria (the Rules) requirement.
Seven surveys were returned in favour of the renaming. No submissions or surveys have been received against the proposal.
Subject to Council and the Registrar of Geographic Names approval, the relevant authorities and abutting property owners and residents will be notified of the official registration of this road renaming.
Council have a responsibility to the community to ensure that all properties are able to be identified in a clear and logical manner for emergency services and visitors to the area.
The Local Government Act 1989, the Geographic Place Names Act 1998 and the Naming Rules for Places in Victoria have been followed.
The proposal aligns to City Plan with the encouragement of Community Wellbeing.
No Council officer involved in the preparation of this report has a direct or indirect conflict of interest in relation to the contents for this report.
If an emergency situation occurred, Council’s proposal to rename this section of roadway could minimise the risk or failure of accessing a situation in a timely manner.
There are no environmental issues arising from this report.
Source: |
Engineering Services - City Services |
Director: |
Guy Wilson-Browne |
Index Reference: |
Ghazeepore Road, Waurn Ponds, Geelong, Special Rates and Charges |
Portfolio: |
Transportation and Connections |
To declare the charges for a Special Charge Scheme to partially fund the construction of a footpath and road widening along Ghazeepore Road, Waurn Ponds (See plan – Appendix 4).
There is a missing section of kerb and channel and footpath on the east side of Ghazeepore Road, Waurn Ponds between Burgundy and Monterey Drives. This section was missed due to progressive development of the area that has been occurring since 2002. This section represents the remaining underdeveloped piece of land in the area. The proposed new footpath will provide a missing pedestrian link and the new kerb and channel and road widening will complete the road.
Council resolved its intention to declare a Special Charge Scheme at its meeting of 13 March 2018. No submissions were received in relation to the proposed charge.
It is proposed to construct an 83 lineal meter section of 1.5 metre wide footpath, new kerb and channel and road widening to provide for pedestrian access and road completion along the east side of Ghazeepore Road, Waurn Ponds.
There is one (1) property abutting the proposed works that will receive special benefit. There are no Council owned properties in the scheme.
The total estimated project cost is $92,580. Additional works estimated at $62,172 will be funded by Council to construct an indented bus bay for an adjacent bus stop immediately south of the proposed scheme works. This will be a safety upgrade for the road and not included as part of the scheme.
The scheme has been separated into two sub scheme components the details of which are as follows:
|
Sub Scheme 1 |
Sub Scheme 2 |
Works |
Footpath |
Kerb and channel; road widening |
Benefit Ratio (s163 Local Government Act 1989) |
0.095 |
0.288 |
Council Contribution |
$27,903 |
$43,973 |
Property Owner Contribution |
$2,937 |
$17,767 |
The property owner is considered to receive special benefit from the works by way of improved access and amenity. The property owner is the original land developer and is aware of the impending charge.
The scheme has been prepared in accordance with the Special Rate and Charges provisions of the Local Government Act 1989 along with the 2004 Ministerial Guidelines and Council’s Special Rates and Charges Policy.
Councillor Nelson moved, Councillor Kontelj seconded -
That Council:
Resolves to declare the Special Charge Scheme as follows:
The Special Charge is declared for a period of five (5) years commencing upon the start of construction.
The Special Charge be declared for the purpose of defraying expenses incurred by Council in relation to the construction of the footpath, kerb and channel and road widening on Ghazeepore Road, Waurn Ponds between Burgundy and Monterey Drives. Council considers the project:
Will provide proper pedestrian and vehicular access, improved pedestrian safety and enhancement to the general amenity for the property included in the scheme;
Will provide a special benefit to those persons required to pay the special charge (and who are described in succeeding parts of this Resolution); and
Arises out of Council’s function of planning for and providing infrastructure for property owners.
The total cost of project, be recorded as $92,580 (Schedule A).
It be recorded that, for the purposes of Section 163 (2A) of the Act, the special charge proceeds will not exceed the amount calculated in accordance with the prescribed formula (R x C = S), the:
‘benefit ratio’ (R) being calculated at 0.095 for Sub Scheme 1 and 0.288 for Sub Scheme 2 represents the special benefits to all persons liable to pay the special charge (Schedule B);
‘total cost’ (C) of performing the function described in part 1 (b) of this resolution based on estimated cost be recorded as $30,840 for Sub Scheme 1 and $61,740 for Sub Scheme 2; and
‘Maximum levy’ (S) be recorded as $2,937 for Sub Scheme 1 and $17,767 for Sub Scheme 2.
the following be specified as the area for which the special charge is so declared:
The area within municipal district of Council highlighted in the plan attached to this Resolution (Appendix 4).
the following be specified as the land in relation to which the special charge so declared:
Land within the area shown on the plan.
the following be specified as the criteria which form the basis of the special charge so declared:
Ownership of any land described in Part 1(e) of this Resolution.
the following be specified as the manner in which the special charge so declared will be assessed and levied:
The property receives an access and amenity benefit;
The maximum levy includes an access and amenity benefit;
The special charge will be levied by sending a notice to the person who is liable to pay, pursuant to section 163(4) of the Act.
having regard to the preceding parts of this Resolution but subject to Section 166 (1) of the Act, it be recorded that;
the owner of the land described in column 2 and 3 of Schedule C to the resolution is estimated liable for the amount set out in column 6 of Schedule C; and
the owner may, subject to any further resolution of Council pay the special charge in the following manner;
the charge will become due and payable within one month of the issue of the notice requesting payment pursuant to Section 167 (3) of the Act;
interest will not be charged for six months after the issue of the notice provided the person liable makes timely payment in accordance with any repayment arrangements that may be agreed on by Council; and
in accordance with Section 172 of the Act, the interest rate payable on the special charge which has not been paid by the specific date is set at Council’s overdraft rate, reviewed every three months (provided that it shall not exceed the rate fixed by the Governor in Council by Order for the purposes of Section 172 (2A) in which case the rate of interest shall be the maximum rate fixed by the Governor in Council by Order for the purposes of this section).
Authorise Council’s Chief Executive Officer to levy the Special Charge in accordance with Section 163(4) of the Act.
Carried.
Whilst investigating this project, it was decided to include the construction of a bus bay indent to the south of the subject site. The existing bus stop which is located on the east side of Ghazeepore Road adjacent to the property at No 1 Monterey Drive has no such indent. The width of the road does not allow for proper two way traffic whilst a bus is pulled up at the stop. For this reason, an indented bus stop would allow for two way traffic and improve safety for motorists including the bus traffic.
The indented bus bay has been separately cost estimated and is included in the total project cost as shown in the financial implications section below. This cost however is not part of the scheme.
The project is a one off capital cost and there will be minimal ongoing maintenance costs. If approved, the scheme could proceed this financial year under the core footpath (C02303) and street construction (C02301) programs. Financial details are as follows:
Current approved budget.
Scheme levy to Property Owners (income)
|
$20,704 |
Scheme Levy to Council
|
$71,876 |
Direct funding by Council to construct the bus bay indent and bus stop including drainage (non-scheme component) |
$62,172 |
Total Project Cost |
$154,752 |
From the table above, the net cost to Council for this project including scheme and non-scheme components is estimated to be $ 134,048
Consultation was carried out as follows:
January 2018 - Letter to affected owner informing of Council’s proposal to make an Intention to Declare the scheme. Discussions with the property owner have since taken place. The property owner is aware of and is in favour of the impending charge.
13 March 2018 – Intention to Declare Council meeting.
24 March 2018 - Public Notice placed in newspaper.
28 March 2018 – Letter to owners advising of Council’s intention to declare.
Further correspondence will be sent to all affected property owners should Council resolve to make its Declaration of charges.
The provision of a sealed pathway surface provides a permanent and safe means of access for pedestrians to the adjoining bus stop, along with nearby destinations including Deakin University, Waurn Ponds Shopping Centre and Waurn Ponds train station. A sealed pathway will address the existing narrow naturestrip which requires ability restricted pedestrians to share a traffic lane with vehicles.
The scheme has been prepared in accordance with the Special Rate and Charge provisions of the Local Government Act 1989 including the 2004 ministerial guidelines and Council’s Special Rates and Charges Policy and community engagement guidelines
This report aligns with the City Plan as follows:
Sustainably Built and Natural Environment
Support our Community to live sustainably – Encourage increased use of alternatives to car transport and seek efficient traffic movement throughout the municipality.
Advocate for and promote sustainable design and development – Promoting sustainable design and retrofitting.
Acknowledge the community’s desire to have their say and be involved in planning for the future of Greater Geelong.
No Council Officer involved with this process has any direct or indirect interest in the properties.
Provision of a sealed pathway will provide safer walking conditions for pedestrians by minimising the risk of personal injuries through conflict with vehicles and the elimination of uneven and slippery surfaces. Provision of a road constructed to standards and suitably drained will provide safer passage for vehicular traffic.
There are no identified risks for Council in making its declaration of the scheme.
The provision of a sealed pathway surface provides a permanent and safe means of access. During the course of construction and the manufacture and procurement of materials, energy is expended resulting in some greenhouse gas emissions. This ceases when construction is complete.
The project does not create waste with the exception of some excavated material.
The proposal does not affect any natural habitats.
The proposal will not require removal of any nature strip trees or shrubs.
The works for the construction of a footpath, kerb and channel and road pavement in Ghazeepore Road, Waurn Ponds which consist of excavation, footpath, kerb and channel, reinstatement of nature strip and driveways, miscellaneous construction works, legal advice and professional services associated with survey, engineering design, drafting, supervision and administration of the project all as included in the cost estimate shown below.
In Scheme Road component |
|||||
ITEM |
DESCRIPTION |
QUANTITY |
UNIT |
RATE |
AMOUNT |
1.00 |
GENERAL |
|
|
|
|
1.01 |
Initial site establishment and set up, decamping and site cleanup and other fixed costs up to time of completion of works. |
|
ITEM |
$6,000.00 |
$6,000.00 |
1.02 |
Traffic management costs. |
|
ITEM |
$10,000.00 |
$10,000.00 |
1.03 |
Setting out of works. |
|
ITEM |
$300.00 |
$300.00 |
1.04 |
Service / Cable locations |
|
ITEM |
$400.00 |
$400.00 |
1.05 |
Internal supervision fee (COGG construction) |
|
ITEM |
$3,000.00 |
$3,000.00 |
2.00 |
EARTHWORKS & DEMOLITION |
|
|
|
|
2.01 |
Excavation and disposal of all materials to limits of work as indicated on plan, including trimming for new road pavement, excavation of soft spots and removal of concrete. |
30 |
m3 |
$60.00 |
$1,800.00 |
2.02 |
Placement and consolidation of engineered fill with approved materials in preparation for new works. |
75 |
m3 |
$60.00 |
$4,500.00 |
2.03 |
Saw-cutting of asphalt paving. |
|
ITEM |
$150.00 |
$150.00 |
2.04 |
Saw-cut of concrete kerb and channel |
|
ITEM |
$200.00 |
$200.00 |
3.00 |
PAVEMENT WORKS |
|
|
|
|
3.01 |
300mm compacted depth Class 2 20mm crushed rock, supplied, spread and compacted. |
15 |
m3 |
$120.00 |
$1,800.00 |
3.02 |
30mm compacted depth 10mm nominal size type N asphalt spread and compacted including emulsion prime & grit using a paver. |
250 |
m2 |
$35.00 |
$8,750.00 |
3.03 |
Prepare existing pavement for sealing. |
250 |
m2 |
$1.00 |
$250.00 |
5.00 |
CONCRETE WORKS: |
|
|
` |
|
|
KERBING |
|
|
|
|
5.01 |
B2 Barrier kerb and channel 450mm wide, including fine crushed rock bedding. |
85 |
m |
$140.00 |
$11,900.00 |
5.04 |
Concrete layback for vehicle crossing 3m wide, including bedding & formwork. |
1 |
No. |
$300.00 |
$300.00 |
6.00 |
LANDSCAPING |
|
|
|
|
6.01 |
Top soiling and seeding nature strips. |
100 |
m2 |
$15.00 |
$1,500.00 |
7.00 |
SIGNING, LINE-MARKING AND FENCING |
|
|
|
|
7.01 |
Line-marking |
|
ITEM |
$350.00 |
$350.00 |
SUB-TOTAL |
$51,450.00 |
||||
Design 5% |
$2,572.50 |
||||
Administration 5% |
$2,572.50 |
||||
10% CONTINGENCY |
$5,145.00 |
||||
CONSTRUCTION COST ESTIMATE |
$61,740 |
||||
GHAZEEPORE ROAD, WAURN PONDS
COLUMN 1 |
COLUMN 2 |
COLUMN 3 |
COLUMN 4 |
COLUMN 5 |
COLUMN 6 |
Prop Key |
Address |
Legal Details |
Footpath Cost |
Road widening cost |
TOTAL |
346772 |
23-29 Ghazeepore Road, Waurn Ponds, 3216 |
Lot A PS 648604 |
$2,937 |
$17,767 |
$20,704 |
Ghazeepore Road, Waurn Ponds
Stage |
Status |
Description |
Approval to prepare scheme |
✓ |
Decision made to prepare scheme following consideration of surveys of residents and feedback from the community via informal survey. Council may then place the project in the budget system or proceed immediately to prepare a scheme. Scheme preparation involves survey, design and preparation of an apportionment of costs. 2017 |
Intention to Declare Scheme |
✓ |
Report to Council providing information on scheme including advice of impending advertising of scheme and declaration of charge. Seeks Council approval by resolution to proceed with process. |
Advertisement |
✓ |
The scheme is advertised in the local newspaper and all allotted property owners are notified by mail. This advertisement indicates Council’s intention and notification to ‘declare’ a scheme in a month’s time. |
Submissions |
✓ |
From the time of advertising property owners have 28 days (as set down by the Local Government Act) to lodge submissions, either in support or opposition to the scheme. |
Submissions Review Panel Hearing |
N/A |
A Submissions Review Panel is convened (quorum of three Councillors) and meets to consider submissions. Some submissions are written only, and other submitters may wish to be heard before the Panel. The Panel makes a recommendation to Council regarding the scheme. |
Declaration Report |
✓ |
Any time 28 days after advertising the scheme and after the Submissions Review Panel has met and considered submissions, Council considers a report and may proceed to “declare” the charges in accordance with its advertised intent. Subsequent to this the Finance Manager issues the levy notices and there is a formal charge placed on the property. This is the final step in the process for Council to make a decision on the scheme. |
Appeal |
|
Property owners may lodge an application for review with the Victorian Civil and Administrative Tribunal (VCAT) within one month of issue of the levy notice. An appeal is listed, heard and determined by the Tribunal and this process generally takes three to four months. Decisions made by VCAT are binding on all parties. |
Construction |
|
Council may then proceed to construct the works. Invoices are issued seeking payment of the estimated cost within one month of commencement. |
Final Cost Report |
|
At the completion of the works the scheme is “finalised” taking into account actual costs incurred and payments are adjusted accordingly. |
As there was no further business the meeting closed at 7:15pm on Tuesday 12 June 2018.
Signed: _________________________________________
Councillor Peter Murrihy (Acting Mayor)
Date of Confirmation: _____________________________
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