Council Minutes - Section B: Reports - 12 March 2019

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Reports tabled at the Community Focus Council Meeting of Council on Tuesday 12 March 2019, held at the Belmont Bowls Club, 16-36 Reynolds Road, Belmont.

1. Lara Flood Study – Status Update

2. Lara Traffic Study Update

3. Geelong Waterfront Safe Harbour Precinct – Master Plan

4. Councillor Appointment to Tourism Greater Geelong and The Bellarine Inc Committee

5. Planning Authorisations – Council to Staff

1. Lara Flood Study – Status Update

Purpose

1. To provide an update on the status of the Lara Flood Study and outline the upcoming project activities.

Background

2. In May 2018, the City of Greater Geelong (City) in partnership with Corangamite Catchment Management Authority (CCMA) and the Department of Environment Land Water and Planning (DELWP) formed a Project Steering Committee (PSC) which commenced a detailed flood study for the Hovells Creek and Avalon Road Catchments. The study, which was identified as a key regional priority in the CCMA Floodplain Management Strategy, will help authorities to better understand the flood risks in and around Lara, leading to improved land use planning, better emergency planning, response, and community preparation and is expected to be completed in late 2019.

3. To produce updated and detailed flood mapping within the study area, the City has carried out additional surveys to ensure the latest land use changes and the main drainage details are included in the study model. The surveys included:

1. Floor surveys of approximately 840 properties in October 2018.

2. CCTV surveys of 4 main drain alignments (approximately 5 km) in December 2018.

3. A photogrammetry (the science of making measurements from photographs) survey was also completed for the central Lara area (15 square kilometres) in January 2018.

Key Matters

4. Further community engagement sessions are scheduled on 28 March and 9 May 2019. The community are encouraged to review the development of new flood mapping at these sessions and at any stage of the project via the “Have Your Say” website. No flood mitigation options will be presented at the community engagement sessions.

5. A hydraulic and hydrology calibration report was prepared for the PSC. The four historical flood events calibrated as part of the report were February 1973, December 1988, February 2005 and April 2017. The presentation of the findings were made to the PSC on 26 February 2019.

6. Further PSC meetings will be held upon submission of reports on model design and mapping, flood intelligence outputs, flood affected properties, flood emergency plan, flood warning assessment, flood mitigation options and land use planning. Refer Attachment 2 for project milestones.

7. It is expected that the final report of this study will be released for public comment during September 2019 and presented at the Ordinary Council Meeting on 26 November 2019.

Councillor Aitken moved, Councillor Grzybek seconded -

8. That Council:

1. Notes the progress of the project and the upcoming Community Consultation sessions on 28 March and 9 May 2019; and

2. Considers the final Lara Flood Study at its meeting 26 November 2019.

Carried.

Attachment 1

Financial Implications

1. DELWP is the primary funding body for this project with a total of $407,000 funding committed over two financial years 2018-19 and 2019-20. The City’s Engineering Services Team is leading the project delivery with support and advice being provided by the City Development unit.

2. The study is expected to deliver flood mitigation recommendations including capital works which will be subject to future budget bids.

3. Current capital flood mitigation planning in the subject site (e.g. McClelland Ave and Kyema Ave drainage upgrade project proposals) has been considered and these options will be tested against the study findings.

Community Engagement

4. Project officers from the Infrastructure Planning Unit, assisted by the consultant, met the residents from Kyema Drive on site on 9 August 2018 to seek information about their knowledge and experiences of flooding.

5. Three Community Consultation Drop-In Sessions were held at Lara RSL on 11 September 2018. These sessions have raised awareness of the study and provided opportunities for community input through the collection of photographs and sharing of their experiences of flooding in and around Lara which have helped to validate the flood modelling calibration events.

6. Another Community Consultation Session is to be scheduled at Lara RSL on Thursday 28 March 2019 to receive feedback from the community regarding available mapping of the historic events (referred to in the calibration report) and to start to discuss mitigation options.

7. A final Community Consultation Session will be held at the end of the study to present results and seek further feedback on the 9 May 2019.

Social Equity Considerations

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

Policy/Legal/Statutory Implications

9. A Project Steering Committee has been established with representatives from the City, CCMA, DELWP and Victoria State Emergency Service.

10. The role of CCMA, Vic SES and DELWP in delivery of this flood study is limited to Project Steering Committee membership and successful funding application support/partnership.

11. Completion of the study addresses a high-priority action for the City and CCMA in the Corangamite Regional Floodplain Management Strategy.

12. The study is expected to deliver flood mitigation recommendations which will include a proposed planning scheme amendment and flood intelligence to inform the Municipal Emergency Management Plan.

Alignment to Council Plan

13. The project aims to deliver Improved health and safety of our community by consulting with the community on safety issues that are impacting them, in this case flooding.

14. Planned sustainable development is also delivered via this coordinated approach to drainage and water sensitive urban design.

Conflict of Interest

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

Risk Assessment

16. The project aims to better understand risks associated with flooding in the Lara area.

Environmental Implications

17. Although environmental impact is being considered in the study, there are no environmental implications arising from the subject of this report.

Attachment 2

2. Lara Traffic Study Update

Purpose

To provide an update on the Lara Traffic Study status and outline upcoming actions.

Background

2. The Lara Traffic Study commenced following feedback from the communities of Lara and Little River about traffic safety and issues particularly associated with heavy vehicles.

3. Data collected to support the study included traffic volumes, classification and speed; road hierarchy and condition; quarry access and haulage routes and accident statistics.

4. In September 2018, the City commenced community consultation, seeking input on opportunities to improve walking, cycling, vehicle, public transport and heavy vehicle routes within and around Lara and Little River.

Key Matters

5. A summary of the comments received from the consultation and preliminary suggested actions are provided in Attachment 2.

6. A master plan with suggested actions supporting the comments will be finalised. It will summarise:

1. The location of comments and officer analysis.

2. Any current, priority, proposed or future works that relate to the comments.

3. Further action required by other agencies or stakeholders.

4. Ways in which suggested works may be delivered through existing programs, individual projects or via funding from stakeholders or agencies.

7. The master plan will be released on the 28 March 2019 for community feedback.

8. Some priority actions have been identified and incorporated this year into the 2018-19 program. The program is 75% completed.

9. The remaining priority actions will be referred to the 2019-20 and future years programs.

Councillor Grzybek moved, Councillor Aitken seconded -

10. That Council note:

1. the feedback from the community consultation in September 2018.

2. that the priority actions will be released on 28 March 2019 for a period of 6 weeks for community feedback.

3. a final report on the engagement and actions will be presented to Council on the 12 June 2019.

Carried.

Attachment 1

Financial Implications

1. The priority actions will be referred to current and future capital budgets. Depending on scale, these works may be incorporated into existing programs, others may require specific budget bids or external funding.

Community Engagement

2. The City opened an online ‘Have Your Say’ page from 26 September 2018 through to 22 October 2018. Hard copies were available on request and written submissions could be mailed in.

3. Three community forums were held, two sessions on Wednesday 10 October 2018 (9:00am to 12:00pm and 4:00pm to 7:00pm) and one session on Saturday 13 October 2018 (9:00am to 12:00pm).

4. The draft priority actions are proposed for release on 28 March 2019 for community consultation over a period of 6 weeks.

5. The City will develop and identify specific actions for each of the comments received and release this plan for a further four week consultation period. The outcomes of this consultation and associated actions are intended to be reported back to Council at 12 June 2019.

6. The main issues identified refer to the following themes; cycling, heavy vehicles, traffic congestion, lighting, pedestrians, traffic speed, traffic management, public transport, road maintenance.

7. The priority actions that the City can undertake include; road maintenance, road resurfacing, additional signage, road widening, intersection treatments, road closures, vegetation trimming, pedestrian and cycle path construction, upgrade bridges, manage rubbish dumping.

8. Other priority actions include liaison with Regional Roads Victoria and Transport for Victoria to investigate and advocate for changes in speed limits, improved public transport, improved pedestrian and cycling facilities, introduction of load limits, review of parking at train station, duplication or widening of major roads and intersection treatments.

Social Equity Considerations

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

Policy/Legal/Statutory Implications

10. There are no policy, legal or statutory implications arising from the subject of this report.

Alignment to Council Plan

11. Integrated Transport Connections: Aim – Establish a traffic management plan for the northern growth corridor (including Lara).

Conflict of Interest

12. There is no officer direct or indirect interest in the preparation of this report.

Risk Assessment

13. There are no risks associated with the content of this report.

Environmental Implications

14. There are no environmental implications associated with the outcomes of this report.

Attachment 2

3. Geelong Waterfront Safe Harbour Precinct – Master Plan

Purpose

1. That Council note the draft “Geelong Waterfront Safe Harbour Precinct – Masterplan” and to endorse the release of the document for further community engagement.

Background

2. The Royal Geelong Yacht Club (RGYC) have written to Council requesting that the draft Geelong Waterfront Safe Harbour Precinct Masterplan be endorsed by Council.

3. RGYC have also requested that Council approve the payment of the City’s $3 million contributory funding towards Stage 1 of the project, and provide ‘in principle’ support for the planning process to introduce an incorporated document for the project into the Greater Geelong Planning Scheme.

4. The Geelong Waterfront Safe Harbour Precinct is a Council priority project. The project is a public infrastructure development to improve public permeability through the precinct, create a boating safe harbour, redevelop the Victorian Sailing School and RGYC buildings and improve the surrounding public realm.

5. At the Ordinary Meeting of Council on 13 November 2018, Council agreed to extend the $3 million funding towards the $19.1 million stage one of the project contingent on the RGYC securing the remaining funding and a precinct masterplan is endorsed by Council to ensure community benefits of the project are realised.

6. RGYC have secured the funding for stage one from the following sources: $7.6 million state government; $5.5 million federal government; $3 million RGYC. The full state government funding cannot be released until the City, as the land manager, endorses the masterplan.

Key Matters

7. An internal comprehensive review of the masterplan document developed by RGYC will be undertaken before Council endorsement is given. This will also include a period of further community engagement, to ensure all feedback is received.

8. This review is important to evaluate the form and function of key elements within the public realm. It must be ensured that the development provides enhancement of the public experience, safety and a positive contribution to the environment and surrounding waterfront character.

9. Fundamentals for development on crown land also requires the further examination and addressing of elements in this project. These include: the consideration of reclaiming a new seabed area; maintaining public views; vistas and sightlines; accommodating archaeological and heritage features of the area; enhancing public access to the coast and, minimise loss of open space.

10. Subject to approvals, construction of the wave attenuator is planned to commence during 2019. Major on land building works will be undertaken during 2020.

Councillor Murrihy moved, Councillor Aitken seconded -

11. That Council:

1. Notes the draft Geelong Waterfront Safe Harbour Precinct – Masterplan;

2. Prior to endorsement of the masterplan, place the draft Geelong Waterfront Safe Harbour Precinct – Masterplan on public exhibition for a period of 21 days to seek further stakeholder feedback;

3. Receive a report on the community and stakeholder feedback;

4. Establish a Design Advisory Committee (including internal officer support) to consider the detailed design which is part of the Masterplan and the planning approval for the project; and

5. Note that future planning approval for the project is likely to be managed under an Incorporated Document introduced into the Planning Scheme via a Ministerial planning scheme amendment.

Attachment 1

Financial Implications

1. The RGYC have requested that Council commence the process of releasing funding that has been budgeted for this project.The $3 million contribution sought from Council is accounted for in the 2019-20 Strategic Resource Plan as a non-recurrent disbursement in December 2019 in accordance with previous resolutions of Council.

2. The costings for the project are based on a business case completed in 2015 with all financial risk and future operational costs resting with RGYC. Changes to the public realm through the implementation of the masterplan will be fully assessed before development occurs to ensure ongoing cost implications are known.

3. A review of RGYC lease rental will be undertaken to determine if any new income opportunities are realised to the City in response to the use of much improved facilities. Any rental increase is likely to be offset by ongoing maintenance of new public realm areas.

Community Engagement

4. This project has received wide media attention which has been based on the masterplan vision and design concepts. The RGYC has undertaken two rounds of community consultation including targeted stakeholder workshops for local residents, traders and club members. Results have revealed support for the project.

5. A further community engagement period should be undertaken by Council to ensure all community wide views on the project are obtained. This would include direct letter notification to nearby property owners/occupiers, newspaper notices and the opportunity to view and comment on the masterplan through the City’s website.

6. Officers believe this period of public consultation on the masterplan is important as the proposed planning scheme amendment would be undertaken by the Minister under Section 20(4) of the Planning and Environment Act 1987 and would not be subject to public exhibition. Approval of more detailed plans under the incorporated document would also not be subject to public notification.

Social Equity Considerations

7. The project provides new infrastructure supporting event growth and attraction. It will increase the use of the waterfront for public recreation and new community event opportunities.

8. The new Victorian Sailing School building will open new learn to sail programs for the public and enhance the existing RGYC Sailability program.

9. A new Changing Places Facility will form part of the new Victorian Sailing School building and will have managed access for the general public. Support for a Changing Places Facility in this location has strong backing from a wide range of community and reference groups and has been funded by the Department of Human Services.

10. The new wave attenuator will be effective in creating a safe harbour environment and suitable for public accessibility in accordance with Disability Discrimination Act 1992 (Cth) requirements.

11. The masterplan will be delivered in stages. Stage one will include a 400m public accessible wave attenuator; RGYC marina berths; maritime and education centre (former Sailing School and Off the Beach Club House) and public realm benefits.

Policy/Legal/Statutory Implications

12. A number of approvals are required to facilitate the proposal. These include a Planning Permit under the Planning and Environment Act 1987, Marine and Coastal Act 2018 consent, Heritage Victoria consent, and various secondary consents for works.

13. Following an assessment of the possible planning controls by Council and Department of Environment, Land, Water and Planning (DELWP) staff, an incorporated document under Clause 51.01 “Specific Sites and Exclusions” emerged as the most appropriate tool for the development, particularly as the development straddles two zones and is subject to planning scheme overlays. This would exempt the project from the usual planning scheme requirements and a planning permit would not be required.

14. Council will be required to endorse this approach to enable the RGYC to write to the Minister for Planning, seeking the Minister’s intervention under 20(4) of the Planning and Environment Act 1987.

15. In lieu of a planning permit the incorporated document will include specific conditions and a requirement for further detailed plans to be submitted for approval by Council officers in consultation with other agencies.

16. More details on the proposed Ministerial amendment and incorporated document will be included in a further report to Council after the proposed period of community engagement.

17. The footprint of the RGYC land and seabed lease boundaries will change with the development. The aim will be to minimise the footprint of new structures to prevent loss of open public space. Council in its role as land manager will negotiate the terms and conditions of the new lease. Responsibility between RGYC and Council for the ongoing maintenance of new public realm areas is yet to be determined.

18. DELWP have recommended that a Design Advisory Committee be established to consider detailed design as part of the Masterplan and planning approval for the project.

Alignment to Council Plan

19. The Geelong Waterfront precinct is a primary focus for the local community. The project aligns with Council Plan 2018 – 2022: Growing Our Tourism and Events. The project is listed as a 2018-19 aim to support the Geelong Waterfront Safe Harbour Precinct.

20. The project is also listed within the Central Geelong Action Plan and Revitalising Central Geelong State Action Plan

Conflict of Interest

21. There are no conflicts of interest in relation to this report.

Risk Assessment

22. All financial risks rest with RGYC including the future operation and demand for marina services. The Project Control Group (PCG) will take responsibility to manage project risk to ensure that public realm improvements are achieved.

23. The tender and development steps of the project will be used to look at options to stage the work and provide the City with the opportunity to safeguard public assets and community use of the precinct.

24. A PCG, which includes all funding stakeholders, has been established to guide the development of the project. The PCG will continue to oversee the implementation of the project to ensure that the community benefit outcomes are achieved.

Environmental Implications

25. Environmental impact studies have commenced. The planning approval process will inform what final environmental reports are required.

26. The onshore components of the project essentially involve building new RGYC and Victorian Sailing School accommodation and facilities on the existing RGYC site. It is not expected that any significant incremental environmental impact would result from demolishing and rebuilding on the existing site, assuming that any incremental water, waste-water and sewage requirements are adequately managed. Rather the redevelopment will provide the opportunity to upgrade and optimise the arrangements.

27. The on-water (marina) development is within or around the area of the existing marina, with the proposed wave attenuator along an alignment to the west of the site previously occupied by the Yarra Street Pier.

28. Energy consumption in the new facilities will be less due to appliance efficiency and through the communal use of facilities.

29. Later stages of the works may involve reclamation of seabed and the relocation of storm water outlets and the gross pollutant trap currently in the shallow water adjacent to the sailing school. Any future works must limit the amount of silt and rubbish being discharged and trapped along the shore-line. The Central Geelong Drainage and Flood Study does not provide direct advice in this matter and further investigations will be conducted to ensure improved environmental outcomes.

30. Any future reclamation of seabed areas will be subject to environmental effects studies and needs to be tested against net positive benefit to the community. Endorsement of the masterplan does not commit Council to a particular view on this matter.

4. Herne Hill Reserve Master Plan - Final Report

Purpose

1. To appoint a Councillor to the Tourism Greater Geelong and the Bellarine Inc. Committee (Committee).

Background

2. On 13 March 2018 Councillors were appointed to special and Advisory Committees that are established in accordance with the provisions of the Local Government Act 1989 (Act). Council also appointed representatives to external boards, committees, associations and forums in accordance with the governance requirements of those bodies.

3. The Committee appointment was for a one-year term and Council appointed
   Councillor Ron Nelson.

4. Council must appoint its representatives formally by a decision of Council in accordance with the Act.

Key Matters

5. The Committee appointment was for a one-year term. This report seeks a Councillor nomination to appoint a Councillor representative for a further year.

6. The Committee’s Statement of Rules and Purpose allows for one Councillor representative.

7. The appointment of a Councillor to represent Council will continue to support the Council in its effective governance of the municipality.

Councillor Nelson moved, Councillor Sullivan seconded -

8. That Council call for nominations and appoint a Councillor to the Tourism Greater Geelong and the Bellarine Inc. Committee for a one-year term.

Carried.

Councillor Nelson moved, Councillor Sullivan seconded –

9. That Councillor Murrihy be nominated as Council’s representative to the Tourism Greater Geelong and the Bellarine Inc. Committee for a one-year term.

Carried.

As there were no further nominations Councillor Murrihy was duly appointed to the position.

Attachment 1

Financial Implications

1. There are no financial implications with the appointment of a Councillor to the Committee.

Community Engagement

2. Councillors and officers have been consulted in the preparation of this report. The outcome of this report will be communicated to the Committee.

Social Equity Considerations

3. There are no social equity issues arising from the subject of this report.

Policy/Legal/Statutory Implications

4. This is an appointment to an external Committee that is governed by their Statement of Rules and Purpose. There is no legislative requirement to establish this Committee.

Alignment to Council Plan

5. The appointment of a Councillor to the Committee supports the growing our tourism and events strategic priority of the Council Plan 2018-2022

Conflict of Interest

6. No Council officers involved in the preparation of this report have any direct or indirect interest.

Risk Assessment

7. The appointment of a Councillor to the Committee mitigates the risk of the community being under-represented.

Environmental Implications

8. There are no environmental implications identified for the subject of this report.

5. Planning Authorisations - Council to Staff

Purpose

1. To appoint Council officers as authorised officers under the Planning and Environment Act 1987 (P&EA).

Background

2. Council officers are appointed as authorised officers to exercise statutory powers under various Acts and regulations. Appointments as authorised officers are to individual staff members.

3. The P&EA regulates enforcement and is reliant on authorised officers acting on behalf of the responsible authority (Council).

Key Matters

4. Where there is a specific power within an Act, Council should appoint authorised officers pursuant to that Act. This is the case for the P&EA.

5. Planning staff members have recently been employed by Council and are required to be authorised under the P&EA.

6. Attachment 2 sets out the Instrument of Appointment and Authorisation under the P&EA and lists the staff members to whom this authorisation applies (instrument).

Councillor Mason moved, Councillor Asher seconded -

7. In the exercise of the powers conferred by section 224 of the Local Government Act 1989 and the other legislation referred to in the attached instrument, Greater Geelong City Council (Council) resolves that the:

1. members of Council staff referred to in the instrument be appointed and authorised as set out in the instrument;

2. instrument comes into force immediately upon the common seal of Council being affixed to the instrument, and remains in force until Council determines to vary or revoke it;

3. instrument be sealed.

Carried.

Attachment 1

Financial Implications

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

Community Engagement

2. Relevant Council managers have been consulted regarding this recommended appointment and authorisation.

Social Equity Considerations

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

Policy/Legal/Statutory Implications

4. The recommended appointment and authorisation of these staff members complies with the relevant provisions of the P&EA and the Local Government Act 1989.

Alignment to Council Plan

5. The recommended appointments and authorisations of these staff members supports the delivery of Council planning services.

Conflict of Interest

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

Risk Assessment

7. There are no significant or high risks associated with the subject of this report.

Environmental Implications

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

Close of Meeting

As there was no further business the meeting closed at 9:01pm on Tuesday 12 March 2019.

Signed: _________________________________________

Councillor Peter Murrihy (Acting Mayor)

Date of Confirmation: _____________________________

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