Council Minutes - Section B: Reports - 25 May 2021

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

1. Barwon Heads Transport and Parking Study

2. Declaration of Special Rate for Central Geelong Marketing

3. Municipal Road Management Plan Review

4. Dog Orders on Highton Waterpipe Pathway

5. Tender T2100013 – Building Better Bike Connections Project – Southern Corridor – Stage 1

6. Quarterly Financial Management Report – March 2021

7. 2021-2022 Grant Guidelines

8. G21 and AFL Barwon ‘Towards 2030 Strategy’ - Draft

9. Positive Ageing Strategy 2021-2047 Draft Report

10. Proposed Lease of Retail and Office Spaces at 137-149 Mercer Street, Geelong – Civic Precinct

11. Proposed Road Deviation – 185-235 Geelong Road and Pigdon Street, Portarlington

12. Proposed Road Naming – Unnamed Laneway to Inspiration Lane, Belmont

13. Proposed Road Discontinuance and Sale – Mina Place, North Geelong

14. Procurement Policy Update 81-84

15. Clever and Creative – Our Progress 2020

16. Greater Geelong City Council General Election Report 2020

17. Regional Renewable Organics Network Heads of Agreement (Confidential)

18. Civic Precinct Status Report (Confidential)

1. Barwon Heads Transport and Parking Study

Purpose

1. To present the Barwon Heads Transport and Parking Study community engagement and research outcomes, with resulting implementation plan for Council endorsement.

Background

2. In December 2019 the City commenced a Barwon Heads Transport and Parking Study.

3. The purpose of the study was to identify the key transport issues and opportunities facing Barwon Heads and develop preferred options to address these issues, promoting safe and sustainable movement of pedestrians, cyclists and vehicles.

Key Matters

4. A detailed review of traffic and parking in Barwon Heads has been completed, with traffic speed and volume surveys conducted at approximately 50 locations over the 19/20 summer period. The data generally shows compliance with the posted speed limits, and confirmed assumptions of significant fluctuations in traffic volumes during peak holiday periods.

5. On-street and off-street parking occupancy surveys were undertaken on >700 parking spaces. Data confirmed that parking is busier during holiday times, however there remains parking availability with the occupancy rate peaking at 83% over the Australia Day weekend.

6. Stage one community engagement commenced in May 2020 with almost 400 submissions received via the City’s website and a detailed submission from the Barwon Heads Association.  Feedback informed the proposed treatment options.

7. Stage two community engagement was completed in December 2020 and sought community feedback on proposed treatments. All proposals received strong community support and feedback has been incorporated where possible. Issues raised by the community relating to arterial roads managed by Department of Transport (DoT) were responded to by DoT during this engagement.

8. The feedback from stage two community engagement has been used to inform the implementation plan (Attachment 2) and final study report (Attachment 3).

9. Stage three community engagement was completed in March 2021 and sought feedback on the draft study report and implementation plan. Over 770 people viewed the report. 33 contributions were received including a submission from the Barwon Heads Association.

10. The feedback from the community and the Barwon Heads Association has been included where possible, and the final report is presented in Attachment 3.

11. The final implementation plan detailing 24 actions for the City categorised into short, medium and long term, is included in the summary report in Attachment 2.

Councillor Mason moved, Councillor Sullivan seconded -

12. That Council:

    1. Endorse the Barwon Heads Transport and Parking Study Summary Report April 2021 and associated implementation plan; and

    2. Note the Barwon Heads Transport and Parking Study.

Carried.

Attachment 1

Financial Implications

1. A business case to fund $320,000 for the delivery of some short-term solutions, identified in the implementation plan, was submitted for consideration in the 2021/22 budget. Funding has not been allocated in the draft 2021/22 budget.  The delivery of the implementation plan actions will be subject to future budget allocation.

2. Some lower cost line marking and signage changes will be implemented using the City’s operational budget for new traffic management works in 2021/22.

3. The remainder of the projects will be referred to the City’s capital works programs for funding consideration, or future Council budget business cases.

Community Engagement

4. Community engagement has been completed at three key stages of the project. Almost 100 days of engagement were undertaken with over 3,500 visitors to the engagement website during the project.

5. Stage one community engagement received over 400 submissions from the community raising traffic and parking concerns. These submissions were placed on an interactive map on the project website. We also received a detailed submission from the Barwon Heads Association. The summary for stage one engagement is detailed in Attachment 4.

6. Stage two community engagement presented approximately 20 proposed treatments to the community, responding to issues raised during the first round of engagement. The community was asked if they support or don’t support the treatments. The City received 169 responses, and all treatments received strong support from the community. The engagement summary for stage two engagement is shown in Attachment 5, and the summary of the responses can be found in table 2 in Attachment 3.

7. Stage three community engagement presented the draft study report to the community for feedback. Over 770 people view the report on the City’s website, 33 contributions and a submission from the Barwon Heads Association were received. The engagement summary for stage three engagement is shown in Attachment 6.

8. Officers have also met with key stakeholders, including DoT, at key stages of the project, to ensure their involvement and feedback on the project.

Social Equity Considerations

9. There are proposed changes to improve access to disability parking spaces in Barwon Heads and to improve safety and access for people with impaired mobility.

10. The proposed footpath upgrades improve connectivity and ensure more equitable access for the whole community.

Policy/Legal/Statutory Implications

11. The proposed speed limit changes require formal approval from DoT.

12. All other proposed parking and traffic management changes are delegated to the City as the local road authority for approval prior to implementation.

Alignment to Council Plan

13. The proposals in this report primarily align with the Council Plan 2018-2022 objective of Integrated Transport Connections by improving our public and active transport and better connecting our networks. A key priority is to deliver better-connected walking, cycling and trail paths across our region.

14. Other connections to this Council Plan include:

    1. Improved Health and Safety of our community by addressing public safety. Key priorities relate to providing safer public spaces, support active living and working towards having the safest roads in Victoria;

    2. A more inclusive and diverse community by recognising all members of the Geelong community and not leave anyone behind. Key priorities relate to supporting activities that improve social connections in our community and improving access to facilities and programs for people of all abilities; and

    3. Effective environmental management by showing leadership to address waste, climate change and environmental challenges. A key priority is to use sustainable materials to construct and renew roads, footpaths and street furniture.

Conflict of Interest

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

Risk Assessment

16. Some proposals require further design to determine proposal constructability due to site constraints, such as native vegetation, impacts to emergency service access, lighting and draining concerns.

17. Following this further detailed investigation, it is possible some treatments may need to be revised.

Environmental Implications

18. The proposals seek to encourage walking and cycling in Barwon Heads, by improving walking and cycling infrastructure.

Councillor Kontelj declared a Conflict of Interest in Agenda Item 2, Declaration of Special Rate for Central Geelong Marketing, in that he owns a property in the Central Business District and left the meeting room at 7:21pm prior to discussion of the item.

2. Declaration of Special Rate for Central Geelong Marketing

Purpose

1. For Council to consider declaring a Special Rate for Central Geelong Marketing effective from 1 July 2021 until 30 June 2026.

Background

2. A Special Rate for Central Geelong Marketing (CGM) has been in place for 20 years along with a Committee initially constituted as a Special Committee of Council, then in 2020 following the proclamation of legislation, as a delegated committee in accordance with section 63 of the Local Government Act 2020.

3. Consideration to declare the Special Rate occurs every five years and applies to 1,466 businesses across Central Geelong as an additional charge on their rates notice.

4. The Central Geelong Marketing Committee (CGMC) guides CGM and is made up of 13 volunteers representing business, retail and major Central Geelong stakeholders including the Victorian Chamber of Commerce and Industry, the Geelong Chamber of Commerce, Tourism Geelong and The Bellarine and the Real Estate Institute of Victoria.

5. An independent report was undertaken in 2020 by a recognised placemaking expert to assess the outcomes and function of the CGMC and CGM’s programs and was presented to Council in February 2021. The conclusion from this report was that the ‘Central Geelong Marketing program is very effective and represents the gold standard for main street centre management, marketing and business development programs in terms of best practice in Australia. It is one of the most productive special rate programs and is frequently being referred to and commented on by other organisations across Victoria and Australia’.

6. The independent report also found that in the current Special Rate period, the CGM program has provided an average return on investment of $15.90 for every $1 spent.

7. The Special Rate expires on 30 June 2021 unless otherwise resolved by Council to continue. At its 23 February 2021 meeting, Council resolved its intention to declare a Special Rate for Central Geelong Marketing and to direct officers to commence the statutory process under section 223 of the Local Government Act to receive submissions to inform their decision.

Key Matters

8. Submissions to the proposed Special Rate were invited for the full month of March 2021.

9. A total of 46 individual submissions were received, representing 110 properties. A summary of submissions is included in Attachment 3. A total of 5 submitters asked to address Council’s Submission Hearing Panel, convened on 13 April 2021.

10. Comments made by submitters generally fell within 4 broad categories:

    1. 21 submissions oppose the Special Rate;

    2. 8 submissions stated that they should be exempt from the Special Rate;

    3. 4 submissions support collective marketing activities but with a different funding model; and

    4. 13 submissions support the continuation of the current model.

    5. Council’s Submission Hearing Panel heard from 5 submitters with general theme being one of support for the CGM program however the funding model was not supported.

11. The CBD Engagement Task Force Findings Report, tabled at the Ordinary Council Meeting on 21 September 2020, indicated general support for the services delivered by CGM but felt the program also provided broad benefits to the entire Greater Geelong municipality and that the costs related to the delivery of the program should not be borne by Central Geelong businesses and property owners.

12. The factors that need to be considered in weighing a decision to declare a special rate are:

    1. On balance, there is general support for the program through feedback from the Taskforce and submitters but not for the funding model (that is: charging a special rate);

    2. The strong return on investment of $15.90 per $1 invested and the positive independent report on the benefits of the CGM program; and

    3. A decision not to declare the special rate, but continue the program, will increase Council’s budget deficit.

13. In summary, management believes that Council should continue the special rate for:

    1. The collective benefit it brings to Central Geelong; and

    2. The need to allocate a funding source that is specific to Central Geelong in a time of budget deficit.

AMENDMENT

Councillor Aitken moved, Councillor Grzybek seconded -

That Council:

1. In accordance with the provisions of section 163 of the Local Government Act 1989, resolve not to declare the Central Geelong Marketing Special Rate;

2. In accordance with the provisions of section 223 of the Local Government Act 1989, notify submitters of Council’s decision and thank them for their submission;

3. In accordance with the provisions of section 63 of the Local Government Act 2020, dissolve the Central Geelong Marketing Committee, a delegated committee of Council and thank them for their contributions;

4. Endorse an allocation of $700,000 in the 2021-2022 budget to undertake Central Geelong Marketing activities up to this value for a transition period of 12 months from 1 July 2021 to 30 June 2022;

5. Request the Chief Executive Officer to undertake a review of the programs and activities that have been delivered historically by Central Geelong Marketing and develop recommendations for new innovative solutions (clever & creative) to create a marketing, events and activations program for Central Geelong to be presented to Council by March 2022, which will consider:

   1. outsourcing opportunities;

   2. alternative funding options including but not limited to user buy in / membership marketing and event program model;

   3. activities to attract visitation into Central Geelong, length of stay and spend;

   4. the views of the Central Geelong Business Reference Group and businesses within the previous special rate declared area to help inform the review; and

   5. developing ongoing program elements to support an increased residential population and reduction of vacancy rates for shopfront tenancies.

Division Requested:

For: Councillors Nelson, Sullivan, Asher, Aitken, Grzybek

Against: Councillors Moloney, Harwood, Mason, Mansfield, Murrihy

The Motion was carried on the casting vote of the Mayor.

Carried.

Attachment 1

Financial Implications

1. The total amount of the proposed Special Rate for 2021-2022 is $1,139,605. This is the same as the 2020/2021 amount, with CPI adjustments for future years of the rate, with expenditure to be approved by the Committee annually. The annual budget is generally fully expended each year.

2. The CGM Special Rate was applied to 1,466 businesses across Central Geelong as an additional charge on their rates notice for 2020/2021. The rate is set on the capital improved value of the property. The property average cost is $14.83 weekly.

3. An independent report on the CGM program found that in the current Special Rate period, the CGM program has provided an average return on investment of $15.90 for every $1 spent.

4. Should Council decide to not declare the Special Rate and continue the CGM program the budget deficit would increase by a further $1,139,605.

5. Should Council decide not to declare the Special Rate and cease the CGM program, there will be financial implications relating to staff contractual matters.

6. Financial records are reviewed the City’s Audit and Risk Committee and externally certified by the Victorian Auditor-General’s Office.

Community Engagement

7. Following Council’s resolution of 23 February 2021 of an intention to declare the special rate for Central Geelong Marketing, letters were sent to 777 payers of the Special Rate who own 1,466 Central Geelong properties and 980 Central Geelong businesses operators. The intention to declare was also advertised via public notice in the local press and in 3 e-newsletters to Central Geelong businesses during the month of March 2021.

8. Submissions to the proposed rate were invited for the full month of March 2021.

9. A total of 46 individual submissions were received, representing 110 properties which are summarised in Attachment 3.

10. A total of 5 submitters asked to present to Council’s Submission Hearing Panel, convened on 13 April 2021. Please refer to Attachment 4 for the minutes of the Submission Hearing Panel.

11. Comments made by objectors generally fell within 4 broad categories:

    1. 21 submissions oppose the special rate;

    2. 8 submissions stated that they should be exempt from the special rate;

    3. 4 submissions support collective marketing activities but with a different funding model; and

    4. 13 submissions support the continuation of the current model.

12. Council’s Submission Hearing Panel heard from 5 submitters with the general theme being one of support for the CGM program however the funding model was not supported.

13. It is important to note that two submitters stated that their submission represented the views of other parties, however as they did not provide any formal authority from those parties that they were claiming to represent, their submission has been counted as representing one business.

14. The January 2020 CGM Stakeholder Survey results indicated a high level of support for the consolidated marketing offered by CGM.

15. The feedback from the Central Geelong Engagement Task Force Report 2020 indicated the services provided by CGM are generally valued by many property and business operators but suggested that Council should fund the program.

16. Property owners and businesses that believe they should be exempt from paying the Special Rate are able to apply to Victorian Civil Administrative Tribunal for exemption.

Social Equity Considerations

17. Most of the activities presented by CGM are free to participants, providing social equity and financially accessible activities and events.

18. The activities and programs that result from the Special Rate add significantly to the vibrancy and exciting experience of Central Geelong. They provide a collaborative approach to marketing and promoting Central Geelong for the disparate business and property owners.

19. Participants in CGM flagship events and activities from 1 July 2016 – 31 December 2020 were surveyed with the following results:

    1. 92% of people felt safe and welcome in Central Geelong;

    2. 86% felt proud of Central Geelong;

    3. 90% enjoyed the vibrancy in Central Geelong; and

    4. 80% felt connected to the community.

20. The ongoing success of Central Geelong as the ‘heart’ of the region is an essential element of broader community benefit.

Policy/Legal/Statutory Implications

21. The Special Rate scheme has been prepared in accordance with the special rate and special charges provision of the Local Government Act 1989, and Regulation 10 of the Local Government (General) Regulations 2015 and Council’s Special Rates and Charges Policy.

Alignment to Council Plan and other Strategies

22. Council Plan and Clever and Creative:

    1. A prosperous economy that supports jobs and educational opportunities;

    2. People feel safe wherever they are;

    3. An inclusive, diverse, healthy and socially connected community; and

    4. A destination that attracts local and international visitors.

23. The CGM placemaking approach supports the Municipal Public Health and Wellbeing Plan (2018-2021) including encouraging organisations and individuals to work collectively to improve local decision making and accountability for health in neighbourhoods.

24. Place-based approaches to placemaking offered by CGM creates spaces with activation, passive surveillance and safe pedestrian areas.

25. Revitalising Central Geelong Action Plan:

    1. A stronger Central Business District; and

    2. Inhabiting the City.

Conflict of Interest

26. CGM staff are funded via the Special Rate and were not involved in the writing of this report. The officer responsible for the preparation of this report has declared no general or material conflict of interest and is not employed by Central Geelong Marketing.

Risk Assessment

27. The continuation of the Special Rate despite business feedback seeking an alternate funding model will be seen negatively by those submitters.

28. Non declaration of the Special Rate will result in all programs delivered by CGM ceasing on 30 June 2021 unless Council decided to fund the program, further increasing the City’s deficit.

29. If the program is ceased this could be viewed as a withdrawal of support by Council for many Central Geelong businesses relying on the program to assist with post COVID-19 recovery. However, removal of the Special Rate will be seen as positive to those business that did not see value in the program for their business.

30. Non declaration of the special rate will result in ceasing employment of 4 full-time equivalent staff.

31. Coordinated marketing and place activities for Central Geelong as a destination will cease. This could increase future demands on Council funds for place activation, Christmas activity and supporting ad-hoc event requests.

Environmental Implications

32. There are no known environmental implications associated with this report.

Attachment 2

Overview of Central Geelong Marketing

1. The function of CGM is to drive economic spend in Central Geelong in the retail, hospitality and commercial sectors.

2. Businesses in Central Geelong have increased by 22% over the past decade.

3. Eighteen new businesses have opened in Central Geelong over the past 8 weeks, being supported by CGM.

4. Consideration to declare the Special Rate occurs every five years. If declared, the period 2021-2026 will be the fifth cycle.

5. The Central Geelong Marketing Committee (CGMC), a volunteer group representing business and stakeholder organisations in Central Geelong, reports to Council annually and resolved to request Council consider a further round of the special rate for Central Geelong from 1 July 2021 to 30 June 2026.

6. The current rate period ends on 30 June 2021. If not re-declared the CGM program will cease on that date.

7. The Special Rate is declared for the purpose of fully funding CGM to deliver programs to increase visitation and economic benefit in Central Geelong.

8. The Special Rate is applied to Central Geelong premises within the area shown on Attachment 5.

9. All funds raised via the Special Rate are applied to promotional activities, marketing, advertising, business development, training, evaluation, administration and supporting activities which continue to deliver collective benefits to the Central Geelong economy.

10. Between 2016 and 2021, the CGM program delivered 32 flagship events as one part of the program. These 32 events attracted 640,596 participants, delivered 9,689 individual activities, involved 3,422 participating businesses with a total economic output of $79.15m.

11. People who came to Central Geelong specifically to attend a flagship event then went on to collectively spend an additional $29.78m at businesses in Central Geelong.

12. The CGMC continually evaluates the activities delivered with the proceeds from the special rate via participant and business surveys and feedback.

13. Vacancy rates (ground floor vacant premises) in Central Geelong have declined over the last period of the Special Rate as follows:

    2016 10.90%

    2017 8.50%

    2018 8.60%

    2019 7.90%

    2020 8.80% (Increase possibly due to COVID-19 impacts).

14. The CGM website commercial page ‘At your service’ received over 111,950 unique visits in 2019; 65,811 unique visits in 2020; and just over 43,000 unique visits from January to March this year. The commercial pages are promoted via Google and target key word searches. The adverts were suspended in 2020 due to lock-down periods.

15. The Committee and CGM officers acknowledge the feedback received from the former CBD Task Force in 2020. The CGMC and CGM officers welcome the opportunity to work more collectively with the soon to be formed Central Geelong Business Reference Group including seeking their input into alternate funding models and programs.

Councillor Kontelj re-entered the meeting room at 7:49pm.

3. Municipal Road Management Plan Review

Purpose

1. To adopt the reviewed Municipal Road Management Plan.

Background

2. The City’s Municipal Road Management Plan (version 7) was reviewed and adopted by Council in June 2018. As required by the Road Management (General) Regulations 2016, the Municipal Road Management Plan (Plan) is required to be reviewed and adopted before 30 June 2021, triggered by the appointment of the new Council.

3. The Plan details the City’s approach to how often roads and footpaths are inspected, what defects are repaired and the timeline for repairs.

4. The review of the Plan has resulted in several changes in the maintenance standards for infrastructure where the City is the Coordinating Road Authority under the Road Management Act 2004. The schedule of changes and amendments from version 7 to the updated version 8 is attached to this report (Attachment 2). The updated Road Management Plan version 8 is included at (Attachment 3).

Key Matters

5. A comprehensive internal review of the Plan was undertaken involving input from Engineering Services, City Works, Integrity and Risk and Legal Services.

6. Independent legal advice was sought from Macquarie Lawyers to inform the review of the Plan.

7. As required by the Road Management (General) Regulations 2016, the Plan was advertised in local media on 26 February 2021 and in the Victorian Government Gazette on 24 February 2021.

8. The Plan was advertised on the City’s social media channels via a targeted advertising campaign to assist in reaching a wider audience.

9. The Plan was also advertised on the City’s Have Your Say webpage. The community were given the opportunity to download the Plan and provide feedback. The page generated 518 page views and 415 unique visitors during the 28 day advertising period.

10. There were 24 submissions received during the advertising period, which closed on 26 March 2021.

11. A number of minor changes have been made to the plan to improve clarity.

12. Three proposed amendments that change the City’s infrastructure maintenance standards are summarised below:

    1. Increased kerb and channel inspection frequency:

       1. The current Plan (Version 7) specifies kerb and channel be inspected every 6, 12, 24 or 36 months, depending on the road hierarchy;

       2. The proposed Plan (Version 8) specifies kerb and channel assets will be inspected more often, at 4, 6, 12 or 24 months, depending on the road hierarchy; and

       3. The reason for this amendment is to bring the kerb and channel inspection schedule in line with the road inspection schedule. As kerb and channel and roads are inspected at the same time, so this alignment is an operational efficiency improvement and will also realise an improvement in our response frequency of any defects.

    2. Decreased response times for footpath defects in the CBD (category 5) from 20 to 30 business days:

       1. Category 5 footpaths are inspected every 4 months, currently scheduled for April, August and December;

       2. Feedback received during the internal workshops indicated that hazards identified in December often have some delays associated with the Christmas and New Year holiday period as staff levels are often lower and contractors away due to the holiday period;

       3. To ensure compliance with the Plan it was decided to extend the response times as indicated. It is important to note these response times are a maximum target and we will still endeavour to repair hazards within the original timeframe as resources allow; and

       4. Consideration was given to altering the inspection months for the CBD footpaths. This option was not progressed as it would have an adverse impact on the inspection program and resourcing.

    3. Improved intervention levels for footpath potholes:

       1. The current Plan (Version 7) specifies potholes in footpaths will be repaired once they exceed 50mm in depth.

       2. The proposed Plan (Version 8) specifies potholes in footpaths will be repaired once they exceed 30mm in depth.

       3. The reason for this amendment is to align the footpath pothole depth with the intervention levels for trip hazards which is also 30mm. It was identified that a pothole and trip hazard pose a similar risk to pedestrians and these intervention levels should align.

Councillor Aitken moved, Councillor Moloney seconded -

13. That Council adopt the updated Municipal Road Management Plan (version 8).

Councillor Nelson left the meeting room at 7:49pm.

Councillor Nelson re-entered the meeting room at 7:51pm.

Carried.

Attachment 1

Financial Implications

1. The adoption of the Municipal Road Management Plan will have no direct financial implications.

   Internal workshops have been held across all relevant departments, including Engineering Services, City Works, Integrity and Risk and Legal Services. These workshops reviewed inspection frequencies, hazard intervention levels and repair response timeframes and determined that the amendments made to version 8 will not have a material impact on budgetary restraints or available resources.

Community Engagement

2. Members of the community and public were invited to provide feedback as part of the Municipal Road Management Plan review.

3. The engagement was posted on the City’s Have Your Say webpage section on 26 February and closed on 26 March. The page generated 518-page views and 415 unique visitors during the 28 day advertising period, which closed on 26 March 2021.

4. The Plan was advertised in the City News section of the Geelong Advertiser on the 26 February 2021 and in the Victorian Government Gazette on 24 February 2021 and on social media channels to reach a wider audience.

5. There were 24 submissions received throughout the advertising period.

6. Although many submissions did not relate directly to the plan, some requested an increase in inspection frequencies, lower hazard intervention levels or faster repair response times.

7. Community submissions have been evaluated and considered in finalising the Plan. This evaluation has been done in conjunction with the work undertaken in the internal workshops, benchmarking with other Councils, independent legal advice and consideration of available resources.

8. The schedule of proposed changes and amendments from version 7 to version 8 of the Plan is summarised in Attachment 2.

9. Acknowledgement has been provided to everyone who made a submission and advice provided that their feedback would be considered in finalising the Plan. Once the review process is finalised and the Plan has been adopted, a formal response to all submitters and an engagement summary will be uploaded to our Have Your Say webpage.

Social Equity Considerations

10. The adoption of the Municipal Road Management Plan has no direct social equity implications.

Policy/Legal/Statutory Implications

11. The Municipal Road Management Plan has been prepared in accordance with the following Acts, Regulations and Codes of Practice:

    1. Local Government Act 2020 (Vic);

    2. Local Government (Best Value Principles) Act 1999 (Vic);

    3. Road Management Act 2004 (Vic);

    4. Road Management (General) Regulations 2016 (Vic);

    5. Road Management (Works and Infrastructure) Regulations 2015 (Vic);

    6. Road Safety Act 1986 (Vic);

    7. Wrongs Act 1958 (Vic); and

    8. Ministerial Codes of Practice.

12. The Plan was originally prepared in 2004 as per sections 49 to 55 of the Road Management Act (2004). The Road Management (General) Regulations 2016 provides guidance on the review frequency of the Plan:

    1. Legal advice was sought from Macquarie Lawyers on proposed amendments to the Plan. The feedback provided was incorporated in the review.

Alignment to Council Plan

13. This report aligns directly to the Council Plan 2018-2022, Objective 7 – Integrated Transport Connections by improving our road management program. The Plan is identified as a key document to assist delivery of priorities identified in the Council Plan.

Conflict of Interest

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

Risk Assessment

15. Benchmarking has indicated that the proposed levels of service are comparable to other councils and can therefore be considered reasonable maintenance standards in relation to the City’s roads, footpaths, kerb and channel, and other road-related infrastructure:

    1. The City reviews its compliance in terms of inspection frequency and repair time frames through monthly and quarterly reports. These reports have indicated that the standards outlined in the proposed Plan are set at an appropriate level considering the City’s current resourcing levels and ensures greater compliance of the Plan: and

    2. There are no significant risks associated with adopting the Plan.

Environmental Implications

16. There are no direct environmental impacts associated with the Plan.

Attachment 2

4. Dog Orders on Highton Waterpipe Pathway

Purpose

1. To respond to the Notice of Motion from the 21 September 2020 Council meeting, in relation to dogs off-leash at the Highton pipe track reserve (behind Tim Hill Reserve).

Background

2. A review of the Dog Controls in Public Places Policy was undertaken in 2018, informed by community consultation. Community feedback informed changes to the Policy that increased the number of reserves that provide dogs off leash areas by 150%. The updated Policy was endorsed by Council at its 11 December 2018 meeting.

3. The Policy includes that public open space areas in the municipality are designated as being dogs 'on-leash', except where otherwise signed. This includes shared paths.

4. An audit of reserve signage was undertaken in 2019 to identify improvements in signage. Funding was included in the 2020-2021 budget to implement the audit findings.

5. The audit identified a lack of signage along the Highton Waterpipe Pathway, which is a green corridor owned by Barwon Water separating Highton and Wandana Heights. Signage was installed in August 2020, noting that dogs were required to be on-leash, with this causing an immediate community response.

6. Council endorsed a Notice of Motion on 21 September 2020 seeking a report which considered the Highton Pipe Track Shared Path Maintenance Agreement with Barwon Water, the Dog Controls in Public Places Policy; and community consultation as appropriate.

Key Matters

7. An agreement was signed by Council and Barwon Water in 2016, which provides for maintenance of the Highton pipe track shared path, subject to the shared path works being completed by Barwon Water to an agreed level required by the City.

8. A review has determined that the shared path works were not constructed to the City’s requirements, therefore Barwon Water is the Managing Authority, meaning that the Council’s Dogs in Public Places Policy does not apply.

9. The City has consulted with Barwon Water on this position and sought clarification if they seek particular orders over the reserve. Barwon Water have confirmed it agrees with the City’s position in relation to land management responsibilities and do not wish to enter into an agreement for the City to manage dog control orders at this time.

10. This means dogs are permitted to be off leash on the Highton pipe track reserve at any time. If Barwon Water would like the area to be patrolled to ensure compliance with dog orders in the future, they would need to enter a formal land management agreement with the City specifying this and the Council would need to endorse particular dog control orders relevant to this land.

Councillor Nelson moved, Councillor Harwood seconded -

12. That Council:

    1. note that the Highton pipe track reserve is owned and managed by Barwon Water; and

    2. note that the Council’s Dogs in Public Places Policy does not apply to the Highton pipe track reserve and therefore dogs are permitted to be off leash.

Carried.

Attachment 1

Financial Implications

1. These are no financial implications relevant to this report.

Community Engagement

2. Community engagement is not required as the City does not manage the land and Barwon Water have confirmed they do not seek to develop dog control orders for this land.

Social Equity Considerations

3. The subject land is accessible to the broader community. It has been noted by the community that the main user group utilising the land for recreational purposes, are dog walkers.

4. The City’s investigations in to this matter has confirmed there will be no change to past conditions where dog walkers can allow their dogs off leash.

Policy/Legal/Statutory Implications

5. The Maintenance Agreement between the City and Barwon Water specifies that minor maintenance tasks for the asphalt path and the care of vegetation and waste adjoining the path are the City’s responsibility. If Barwon Water would like the area to be patrolled to ensure compliance with dog orders, they would need to enter a formal land management agreement with the City specifying this and the Council would need to endorse particular dog control orders relevant to this land. Barwon Water has confirmed they do not plan to change the current arrangement at this time.

Alignment to Council Plan

6. Improved Health and Safety of our Community:

   1. Providing safer public places;

   2. Encouraging responsible pet ownership; and

   3. Promoting active living.

7. Informed Social Infrastructure and Planning:

   1. Provide more quality spaces that support active lifestyles.

Conflict of Interest

8. There is no conflict of interest with respect to any officer in the preparation of this report.

Risk Assessment

9. As this land is owned by Barwon Water, the City is unable to undertake proactive dog patrols, there is potentially a heightened risk that members of the public may experience a negative dog related event. The City’s Animal Compliance Unit will continue to investigate any reports of dog related incidents on this land. There have been no attacks recorded on this land in the last five years.

Environmental Implications

10. Assuming dog owners act responsibly through maintaining effective control of their dog and disposing of their dog’s excrement in the bins provided, environmental implications to wildlife and vegetation will be minimal.

Councillor Grzybek declared a Conflict of Interest in Agenda Item 5, Tender T2100013 Building Better Bike Connections Project – Southern Corridor – Stage 1, in that Councillor Grzybek is an employee of the TAC who are funders of the bike paths, and left the meeting room at 7:57pm prior to discussion of the item.

5. Tender T2100013 – Building Better Bike Connections Project – Southern Corridor – Stage 1

Purpose

1. To award Contract C2100013: Building Better Bike Connections Project – Southern Corridor Stage 1 to Enoch Civil Pty Ltd (ABN 68 111 113 770).

Background

2. The City of Greater Geelong received funding from the State Government to invest in new dedicated paths and routes across Geelong, filling the ‘missing links’ in existing bicycle networks.  The works will improve access to train stations, the CBD and keep cyclists separated from traffic.

3. The Southern Corridor Stage One is a critical link in Geelong’s cycling network, connecting 25 per cent of Geelong’s population located south of the Barwon River to Geelong’s key employment precinct and transport hubs.

4. Design of the Southern Corridor Stage One was endorsed by Council in April 2019.

Key Matters

5. Procurement Services managed an open tender process seeking to appoint a suitably qualified and experienced contractor to undergo the construction works of the Building Better Bike Connections – Southern Corridor Stage 1 project.

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

7. Based on the tenderer’s experience, expertise and value for money, the Tender Evaluation Panel (TEP) recommend that Enoch Civil Pty Ltd (ABN 68 111 113 770) be awarded the contract for the provision of the above project.

8. Subject to awarding the contract, the project will commence on 04 May 2021, with site works commencing 02 August 2021.

9. The lump sum for the delivery of the project is $1,969,434.94 (excl. GST).

AMENDMENT

Councillor Sullivan moved, Councillor Mansfield seconded -

10. That Council:

    1. Award Contract C2100013: Building Better Bike Connections Project – Southern Corridor Stage 1 to Enoch Civil Pty Ltd (ABN 68 111 113 770) on a tendered lump sum price basis for $1,969,434.94 (excl. GST);

    2. Authorise the Chief Executive Officer to execute Contract C2100013 and any other documents required by or to give effect to the terms of the Contract on behalf of Council;

    3. Authorise the Chief Executive Officer, under officer delegation, to issue a Contract variation to construct a shared pedestrian bicycle path utilising the existing footpath on the west side between Fyans Street and Park Crescent; and

    4. Review the performance of the shared path between Fyans Street and Park Crescent after the first 12 months and advise Councillors of any recommendations for improvements.

Carried.

Attachment 1

Financial Implications

1. The TAC has committed funding of $2,129,675.00 towards Stage One.

2. The contract value of $1,969,434.94 is within the project budget.

Community Engagement

3. During the project design phase, two rounds of community engagement were held in January 2018 and February 2019.

Social Equity Considerations

4. The Victorian Cycle Strategy states that women, children and senior Victorians cycle far less than the typical cyclist, who is male and under 45. Making the network safer and lower stress will increase the participation of underrepresented groups.

5. When Hornby Street in Vancouver, Canada, was converted from a painted-on road lane to a protected bike lane, the percentage of female riders increased from 28 to 39 per cent over a four-year period. Separated bike lanes provide an environment where more people in the community, whether younger or older, male or female, feel safer and are more likely to ride.

Policy/Legal/Statutory Implications

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

Alignment to Council Plan

7. This project has a strong alignment to the Council Plan in the three areas of transport, community health and safety and environment

   1. Integrated Transport Connections - Delivering better connected walking, cycling and trail paths across our region and delivering the Better Bike Connections project.

   2. Improved Health and Safety of Our Community - Promoting healthy eating and supporting active living and working toward having the safest roads in Victoria.

   3. Effective Environmental Management - Educating and assisting our community to act on climate change, by reducing waste, emissions and water usage.

Conflict of Interest

8. No Council officers or contractors involved in the preparation of this report have a general or material interesting in the matters to which this report relates.

Risk Assessment

9. The tender evaluation process involved the assessment of legal and commercial risks, and of Work, Health and Safety policies, procedures and risk assessment documents.
   Any other risks associated with the acceptance of this tender will be managed through the contract conditions.

Environmental Implications

10. According to the City’s Environment Management Strategy, vehicle emissions are the dominant contributor to air pollution in the region. Encouraging a shift away from cars towards cycling and active transport will have a positive effect on air quality.

11. The City has adopted the principles of One Planet Living. Sustainable Transport is one of these principles, aimed at encouraging low carbon modes of transport to reduce emissions.

Attachment 2 - Tender Details

Contract Details

1. C2100013 – Building Better Bike Connections Project – Southern Corridor Stage 1

Invitation to Tender

2. The City issued an open tender T2100013, closing Wednesday 22 January 2021, seeking to appoint a suitably qualified and experienced contractor to undertake works required for the Southern Corridor Stage 1 of the Building Better Bike Connections project.

   Table 1 Invitations to Tender

Medium	Date Advertised
Geelong Advertiser	28 November 2020
eProcure	28 November 2020

Tender Evaluation Panel

3. The Tender Evaluation Panel comprised the following staff:

   Table 2 Tender Evaluation Panel

Position Title	Panel role
Procurement Specialist	Chair
Project Manager Capital Projects	Member
Special Projects Coordinator Capital Projects	Member
Active Transport Engineer	Member

Tender Submissions

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

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

   2. The tenderer must have traffic signal works completed by a VicRoads approved contractor.

   3. The tenderer must have significant past experience in delivering and completing similar sized projects, scope of works (greater than $500,000.00) and demonstrated experience working on public and operating roadways.

   4. The tenderer must complete and upload section 1-9 of the Local Industry Development Plan (LIDP).

   Table 3 Tender Submissions Received

Tender		Conforming tender
A	Enoch Civil Pty Ltd	Yes
B	Tender B	Yes

Tender Evaluation

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

   Table 4 Comparative Criteria Weighting

   Comparative Criteria	Weighting %
   Methodology/plan for performing contract	37.5
   Economic & Local Content contribution (mandatory)	20
   Proposed Project Resourcing	17.5
   Capability and experience, including past performance	17.5
   Quality management policy; quality and audit systems	7.5

   
   

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

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

   2. Evaluation of price against weighted score:

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

7. Enoch Civil Pty Ltd were deemed the best value for money tenderer, demonstrating best value for money for the City, and placing them as the preferred tenderer to clarification stage.

Tender Evaluation Scores

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

   Table 5 Tender Evaluation Scores

Tender		Rank
#	Enoch Civil Pty Ltd	1
#	Tender B	2

Post-Tender Contact

1. The Tender Evaluation Panel sought clarifications in writing prior to an interview with Enoch Civil Pty Ltd regarding pricing and program.

2. 10. Enoch Civil Pty Ltd demonstrated a thorough understanding of the requirements of the specification with a proven record of delivering comparable contracts.  The Tender Evaluation Panel noted that Enoch Civil Pty Ltd are an experienced provider of comparable projects, with similar size and scope over the past three years.

3. Enoch Civil Pty Ltd submission identified all the experienced personnel, plant and subcontractors required for the project.

4. Enoch Civil Pty Ltd project methodology demonstrated that they have the available resources and expertise to successfully deliver the works as tendered and provided evidence of their capability to deliver the project within the City’s timeframes.

5. Enoch Civil Pty Ltd OH&S documentation addressed the high risk tasks associated with the works, providing examples of SWMS used on projects with comparable risk profile and all qualifications required.

Probity

14. No probity issues identified.

Councillor Grzybek re-entered the meeting room at 8:24pm.

6. Quarterly Financial Management Report – March 2021

Purpose

1. To present to Council the financial performance information to 31 March 2021.

Background

2. On 30 June 2020 the 2020-2021 budget was adopted with a recurrent operating deficit of ($24.6m) and a non-recurrent surplus of $110.2m, resulting in a net surplus of $85.6m.

3. The financial statements and commentary are for the period July 2020 to March 2021.

Key Matters

4. The recurrent operating result for the nine-month period is a deficit of ($12.0m), which compares to the budgeted deficit of ($20.4m). This represents a better than anticipated outcome by $8.4m. A summary of the year to date variances are provided in Attachment 2 of this report.

5. The non-recurrent result (including. gifted assets from development, capital income, sale of properties, developer cash contributions to infrastructure etc.) for the six months was a surplus of $106.7m, which compares to the budgeted surplus of $77.8m. This represents a better than anticipated outcome by $28.9m. A summary of the non-recurrent variances is provided in Attachment 2 of this report.

6. The total surplus of $94.7m is $37.3m favourable to the year to date budget.

7. Through the Working for Victoria fund, the City has received close to $8m this financial year to employ just under 200 FTE to help stimulate employment throughout the region. To the end of March, $7.2m of income has been recognised, of which $6.8m has been used to fund these FTE and other related costs. 

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

9. Capital expenditure year to date is $83.1m against a year to date budget of $102.4m. Spend on capital projects is continually being reviewed throughout the year. A summary of capital expenditure variances is provided in Attachment 2 of this report.

10. The cash and investment balance of $153.0m is ($3.4m) lower than budgeted mainly due to lower borrowings, user charges income, land sales, rates receipts and higher general expenditure, offset by favourable developer cash contributions, grants income and capital income and expenditure.

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

12. The full year forecast is an expected deficit of $19.7m, or $4.9m favourable to budget.  This forecast fairs $10.7m favourable to the full year forecast in our December 2020 Quarterly Financial Management Report that indicated a ($30.4m) recurrent deficit.

13. Since December 2020, a stronger outlook in leisure centres and waste service costs, lower utility expenses, savings from continued office closures and phasing of discretionary project spend and management initiatives to reduce expenditure have resulted in the improved forecast.  

Councillor Aitken moved, Councillor Kontelj seconded -

14. That Council endorse the Financial Management Report to 31 March 2021.

Councillor Mason left the meeting room at 8:24pm.

Councillor Mason re-entered the meeting room at 8:27pm.

Carried.

Attachment 1

Financial Implications

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

Community Engagement

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

Social Equity Considerations

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

Policy/Legal/Statutory Implications

4. The report is provided in accordance with requirements under the Local Government Act 2020.

Alignment to Council Plan

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

Conflict of Interest

6. No Council officer has a general or material conflict of interest relating to the matters contained in this report.

Risk Assessment

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

Environmental Implications

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

Attachment 2

QUARTERLY FINANCIAL MANAGEMENT REPORT

March 2021

1. The March data is provided in the following table to report year to date performance versus the budget. The full year high level forecast is expecting a recurrent deficit of ($19.7m) or $4.9m favourable to budget and a non-recurrent surplus that is $23.9m favourable

Overall Summary
	YTD Actual $ million	YTD Budget $ million	YTD Var Fav/(Unfav) $ million	FY Budget $ million	FY Forecast $ million	FY Var Forecast v Budget $ million
Recurrent Surplus/(Deficit)	(12.0)	(20.4)	8.4	(24.6)	(19.7)	4.9
Non-Recurrent Surplus/(Deficit)	106.7	77.8	28.9	110.2	134.1	23.9
Net Surplus/(Deficit)	94.7	57.4	37.3	85.6	114.4	28.8
Capital Expenditure	83.1	102.4	19.3	160.4	170.9	(10.5)
Closing Net Cash Positive/(Negative)	153.0	156.4	(3.4)	106.6	90.8	(15.8)




Recurrent Summary
	YTD Actual $ million	YTD Budget $ million	YTD Var Fav/(Unfav) $ million	FY Budget $ million	FY Forecast $ million	FY Var Forecast v Budget $ million
Recurrent Income	276.7	277.6	(0.9)	372.4	369.5	(2.9)
Recurrent Expenditure	288.7	297.9	9.2	397.0	389.2	7.8
Recurrent Surplus/(Deficit)	(12.0)	(20.4)	8.4	(24.6)	(19.7)	4.9
YTD Variance - $8.4m Favourable




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

   Income:

   1. Rates & Charges $0.8m favourable – Mostly driven by higher supplementary rates (an increase of 4,231 rateable properties compared to budget), however this is subject to be offset by objections in Q4.

   2. Government Grants $9.6m favourable – Timing of Working for Victoria Fund receipts $7.2m (offset by $6.8m expenditure), favourable Home Care Packages due to high demand. Additional grants in Family Services due to additional State funding and transition payment to support the under-utilisation and freeze on fee increases. This is partly offset by a reduction of Commonwealth Home Support Packages funding based on lower targets due to COVID restrictions and Food Act reimbursements, also due to COVID-19.

   3. User Charges ($9.9m) unfavourable – lower activity/program fees ($7.0m - Leisure & Family Services) and car parking fees ($2.1m) due to free parking initiatives in Q1/Q2 and lower utilisation in Q3.

3. Other Fees and Charges ($1.9m) unfavourable – Food Act Licences waived due to COVID ($1.4m) and lower parking fines ($1.4m), offset by higher planning approvals/submissions $0.8m.

   1. Employee costs ($0.4m) net unfavourable – Working for Victoria staff costs offset by vacancies and staff turnover.

   2. External Services $6.1m favourable – Favourable contractors $5.9m, contributions $2.3m (event cancellations/postponements, waste disposal $7.8m, Events/Functions $0.6m and building maintenance $0.5m, offset by unbudgeted building demolition works ($1.2m).

   3. Administration $2.4m favourable – Lower training/development costs $1.1m, printing/stationery/photocopying costs $0.5m and Doubtful Debts/Debt Collection $0.5m.

4. Utilities $2.2m favourable – lower costs for water $1.5m (low usage due to wet weather) and electricity/gas $0.6m (office and facility closures).

Non-Recurrent Summary
	YTD Actual $ million	YTD Budget $ million	YTD Var Fav/(Unfav) $ million	FY Budget $ million	FY Forecast $ million	FY Var Forecast v Budget $ million
Non-Recurrent Surplus/(Deficit)	106.7	77.8	28.9	110.2	134.1	23.9
YTD Variance – $28.9m favourable




5. This non-recurrent result was driven by favourable developer contributions income $16.4m, capital grant income $10.9m and subdivision gifted assets $5.1m, offset by a lower than expected gain on property sales ($4.9m).

Capital Expenditure Summary
	YTD Actual $ million	YTD Budget $ million	YTD Var Underspent/(Overspent) $ million	FY Budget $ million
Capital Expenditure	83.1	102.4	19.3	160.4
YTD Variance – $19.3m underspent




6. The capital program is currently $19.3m underspent, mostly due to the timing of project spend. Large project variances to budget are as follows:

Project	YTD Var Underspent/(Overspent) $ million
C20420 - Civic Accommodation Project	7,975
C17301 - Elcho Channel SRC Scheme	5,237
C19204 - ICT Strategy Projects	4,319
C21601 - Armstrong Creek land acquisition program	3,053
C17507 - Land Acquisition Fyansford	1,826
C11206 - New Corio/New Station Estates Purchase Scheme	1,721
C18423 - Northern Aquatic and Community Hub Detailed Design	(610)
C20307 - Coriyule Rd - Stormwater drainage outfall stage 2	(1,001)
C68902 - DCP - JR  Tivoli Drive Curlewis _ R001,  R003 and P003	(1,028)
C20402 - Herne Hill Reserve	(2,152)




7. The graph below summarises total capital gross expenditure



8. to date.

Environmental Upgrade Agreements

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

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

   • The total charge for this agreement is $115k and all payments that have fallen due have been remitted.

   • The total value of payments that are yet to fall due is $72k.

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

   • The total charge for this agreement is $122k. This agreement is in default with no payments made, interest has been charged to the account.

OPERATING STATEMENT as at 31 March 2021
Figures in $000s	Current Month			Year to Date			Full Year
	ACT	BUD	D BUD	ACT	BUD	D BUD	F/CAST	BUD	D BUD
Rates and Charges	21,230	21,204	26	192,073	191,295	778	254,819	254,042	777
Government Grants	3,074	3,152	(78)	44,264	34,664	9,600	57,293	45,907	11,386
User Charges	4,337	5,071	(734)	26,307	36,196	(9,889)	38,057	50,943	(12,886)
Other Fees and Charges	1,794	1,669	125	9,547	11,418	(1,871)	13,286	15,877	(2,591)
Sundry Income	195	423	(228)	4,020	2,973	1,047	5,481	4,236	1,245
Interest Investments	51	125	(74)	460	1,005	(545)	609	1,400	(791)
Total Recurrent Income	30,681	31,643	(962)	276,672	277,550	(878)	369,544	372,405	(2,860)
Salaries	16,801	15,296	(1,505)	127,362	126,924	(438)	170,624	169,903	(721)
Workcover	231	240	9	1,993	2,049	56	2,664	2,724	60
General Works - Materials	660	715	55	5,672	5,816	144	8,066	7,734	(332)
General Works - Plant/Equipment/Vehicles	806	709	(97)	5,684	6,473	789	7,731	8,609	878
General Works - External Services	11,072	7,514	(3,558)	71,683	77,756	6,073	96,625	103,050	6,425
Administration	1,231	1,033	(198)	8,059	10,473	2,414	11,421	14,582	3,161
Professional Services	652	627	(25)	6,241	6,393	152	8,894	8,278	(616)
Utilities	884	1,099	215	7,135	9,382	2,247	9,796	12,232	2,436
Efficiency Dividend	-	(200)	(200)	-	(1,800)	(1,800)	-	(2,400)	(2,400)
Depreciation	6,276	6,037	(239)	55,198	54,433	(765)	73,465	72,263	(1,202)
(Gain)/Loss on Sale of Plant & Equipment	(72)	5	77	(368)	44	412	(63)	59	122
Total Recurrent Expenditure	38,542	33,077	(5,465)	288,660	297,941	9,281	389,223	397,034	7,811
Recurrent Surplus/(Deficit)	(7,861)	(1,432)	(6,429)	(11,989)	(20,392)	8,403	(19,679)	(24,629)	4,950
Subdivision Gifted Assets	8,226	6,250	1,976	61,363	56,250	5,113	80,000	75,000	5,000
Capital Grants and Income	3,518	310	3,208	19,305	8,401	10,904	24,758	16,801	7,957
Developer Contributions	2,782	2,124	658	26,611	10,208	16,403	34,333	14,510	19,823
Gain/(Loss) on Sale of Property	2,198	791	1,407	2,199	7,121	(4,922)	4,232	9,495	(5,263)
Total Non-Recurrent Income	16,725	9,475	7,249	109,478	81,980	27,498	143,324	115,805	27,518
Loss on Disposal of Infrastructure	48	464	416	1,365	4,178	2,813	5,570	5,570	0
Prior Year Adjustments	343	-	(343)	1,436	-	(1,436)	3,663	-	(3,663)
Total Non-Recurrent Expenditure	391	464	73	2,801	4,178	1,376	9,233	5,570	(3,664)
Non-Recurrent Surplus/(Deficit)	16,334	9,012	7,322	106,677	77,802	28,875	134,090	110,235	23,854
TOTAL SURPLUS/(DEFICIT)	8,473	7,580	893	94,688	57,411	37,277	114,411	85,606	28,805




STATEMENT OF FINANCIAL POSITION as at 31 March 2021
Figures in $000s	YTD ACTUAL	PRIOR MONTH	Comments on major monthly movements
CURRENT ASSETS
Cash and Cash Equivalents	152,979	161,716
Trade and Other Receivables	66,460	97,708	Reduction mostly due to continued rate payments.
Prepayments	3,195	3,907
Inventories	1,212	1,276
TOTAL CURRENT ASSETS	223,846	264,606
CURRENT LIABILITIES
Trade and Other Payables	30,417	43,350
Unearned Income	71,981	93,727	Reducing as revenue is recognised on the Operating Statement.
Loans	11,907	11,870
Refundable Deposits	11,566	9,813
Employee Benefits	39,131	40,607
Landfill Provision	124	124
TOTAL CURRENT LIABILITIES	165,126	199,492
NET CURRENT ASSETS	58,720	65,114
NON-CURRENT ASSETS
Land and Buildings	1,230,682	1,233,461
Plant and Equipment	30,800	30,725
Infrastructure	1,515,057	1,507,251
Intangible Assets	2,547	2,579
Work In Progress	121,773	113,091	Capital projects not yet finalised.
Right Of Use Assets	3,927	4,193
Investments	11,835	11,835
Receivables	9,429	9,429
TOTAL NON-CURRENT ASSETS	2,926,050	2,912,565
NON-CURRENT LIABILITIES
Developer Contributions Liability	68	68
Loans	111,134	112,296	$45m loan drawdown in Sep, less loan principal repayments.
Employee Benefits	1,112	1,334
Landfill Provision	16,559	16,559
TOTAL NON-CURRENT LIABILITIES	128,874	130,258
NET ASSETS	2,855,896	2,847,421
Represented by:
RATEPAYER EQUITY
Surplus Year to Date	94,687	86,215
Accumulated Surplus	1,541,041	1,541,041
Asset Revaluation Reserve	1,187,580	1,187,580
Reserves	32,588	32,588
TOTAL RATEPAYER EQUITY	2,855,896	2,847,423




STATEMENT OF CASH FLOWS at 31 March 2021
Figures in $000s		ACTUAL	BUDGET	D BUDGET
Cash Flows from Operating Activities
Payments
	Employee Costs	(125,341)	(130,424)	5,083
	General Works / Utilities / Disbursements	(122,103)	(105,902)	(16,201)
	Administration / Professional Services	(13,416)	(15,290)	1,874
	Interest Expense	(2,174)	(2,272)	98
		(263,034)	(253,887)	(9,147)
Receipts
	General Rates	208,259	215,881	(7,622)
	Fire Services Levy	1,559	0	1,559
	Fees and Charges	34,261	52,906	(18,645)
	Investment Income	460	1,005	(545)
	GST Recoveries on Operating Transactions	18,044	8,138	9,906
	Government Grants	45,059	34,664	10,395
		307,642	312,594	(4,952)
Net Cash Inflow/(Outflow) from Operating Activities before Capital Income		44,608	58,707	(14,099)
Cash Flows from Investing Activities
Payments for Land & Buildings, Plant & Equipment
and Infrastructure Assets		(83,052)	(102,364)	19,312
Capital Income		19,305	8,047	11,258
Proceeds from Sale of Land & Buildings		4,255	18,187	(13,932)
Proceeds from Sale of Plant & Equipment		700	979	(279)
Developer Cash Contribution		26,653	10,208	16,445
Net Cash Outflow from Investing Activities		(32,139)	(64,943)	32,804
Cash Flows from Financing Activities
Repayment of Borrowings		(7,859)	(7,684)	(175)
Proceeds from New Loans		45,000	66,936	(21,936)
Net Cash Outflow from Financial Activities		37,141	59,252	(22,111)
Net Increase (Decrease) in Cash Held		49,610	53,016	(3,406)
Cash at the Beginning of the Financial Year		103,369	103,369
Cash at the End of Current Period		152,979	156,385	(3,406)




	YTD Actual $ million	YTD Budget $ million	YTD Var Fav/(Unfav) $ million	FY Budget $ million
Closing Net Cash Positive/(Negative)	153.9	156.4	(3.4)	106.6
YTD Variance – ($3.4m) unfavourable




9. As at the end of March the cash and investments balance was $153.9m or ($3.4m) favourable to budget, mostly due to lower borrowings, user charges income, land sales and rates receipts and higher general expenditure, offset by favourable developer cash contributions, grants income and capital income and expenditure. Cashflow continues to be closely monitored, especially given the pressures resulting from COVID-19.

10. Council has future commitments for $52.2m, as detailed below:

Long service leave	$24.3m
Statutory reserves	$8.4m
Refundable deposits	$11.6m
Income in advance	$7.8m
Asset development	$0.1m
Total	$52.2m




11. The landfill provision balance is currently $16.6m.

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





13. Investment returns are currently ($545k) below budget and ($656k) lower compared to the same time last year. This is driven by declining interest rates and lower amounts invested, due to a focus on maintaining a healthy cash balance due to the uncertainty caused by COVID-19.









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7. 2021-2022 Grant Guidelines

Purpose

1. To seek Council’s approval for the 2021-2022 Grant Guidelines in Attachment 3 and advise Council of the key dates for the 2021-2022 grants.

Background

2. On 2 February 2021 Council resolved to ‘review the current guidelines with Councillor input and report back to Council before next advertised scheduled grant round any recommendations’ and noted that the ‘2021-2022 Community Infrastructure Grants are programmed for commencement and advertisement in the 2021-21 financial year’.

Key Matters

3. All 2021-2022 grants are scheduled to open in June 2021 and funding recommendations will be presented to Council from September to November 2021.

4. Approved guidelines are required by the end of May in order to open the grants to the public in June.

5. The review of the current guidelines has considered feedback from Councillors, applicants and assessors gathered during running this year’s grants. The guidelines have been edited to improve consistency, comprehension for users and reflect changes in Council policies or strategy.

6. The 2021-2022 guidelines include the inaugural First Nations Cultural Heritage Grants.

AMENDMENT

Councillor Grzybek moved, Councillor Aitken seconded -

7. That Council:

   1. endorse the carry-over of the First Nations Cultural Heritage Grants 2020-2021 budget of $100,000 to 2021-2022 grants;

   2. approve the changes to the guidelines as shown on the table in Attachment 2 with the removal of the following sentence from the Geelong Heritage Criteria, “If total requests for funding exceeds the grant funds available, prioritise applications within the Central Geelong Action Plan boundary”;

   3. authorise the Chief Executive Officer to make administrative changes to the guidelines;

   4. note that the 2021-2022 grants will open by June 2021; and

   5. note that funding recommendations for grants will be presented to Council for endorsement between October and December 2021.

Carried.

Attachment 1

Financial Implications

1. There are no financial implications for the City in changing the grant guidelines.

2. The 2021-2022 budget for grants will be adopted at the June 2021 Council meeting.

3. Due to the time taken to open the First Nations Cultural Heritage Grant, the 2020-2021 budget of $100,000 will be allocated in 2021-2022. This means this grant will have two rounds of $100,000 each in 2021-2022.

Community Engagement

4. The review of grant guidelines has considered feedback from Councillors, previous applicants, assessors and officers.

5. Feedback from the community is gathered from direct contact with community organisations, individuals, business and property owner from phone conversations and meetings. The SmartyGrants online application system gathers feedback from applicants on how easy or hard the on-line process is, time taken to complete an application, and general feedback.

Social Equity Considerations

6. The grant guidelines prioritise community impact, access and participation.

Policy/Legal/Statutory Implications

7. The grant guidelines respond to Council’s Community Investment and Support Fund policy.

8. The Standard Guidelines are the overarching framework for individual grants and set standards on how the grants are administered by the City.

9. All relevant information from the Standard Guidelines is incorporated into the guidelines of each individual grant. This means that applicants no longer required to refer to two sets of guidelines when applying for a grant. If there is an inconsistency between the Standard Guidelines and individual grant guidelines, the provisions of the individual guidelines will take precedence.

Alignment to Council Plan

10. The provision of grants to the community supports local community organisations and endorses the aim of the Greater Geelong: A Clever and Creative Future vision.

11. The grants aim to fund projects that assist in achieving goals and outcomes consistent with the strategic priorities of the Council Plan 2018-2022.

Conflict of Interest

12. No Council officers involved in the consultation process or preparation of the report have a general or material interest in the issue to which this report relates.

Risk Assessment

13. There are no high or extreme risks associated with implementing the recommendations contained in this report.14

Environmental Implications

14. The guidelines include funding opportunities for environmental initiatives.

15. The guidelines include environmental impact as an assessment criterion.

Attachment 2

Changes to Council Endorsed guidelines

Attachment 3

Attached are copies of relevant documents, as follows:

1. Standard Guidelines

2. Arts Projects

3. Community Events

4. Community Infrastructure

5. Environmental Sustainability

6. Festival - Arts

7. First Nations Cultural Heritage

8. Geelong Heritage

9. Healthy & Connected Communities

8. G21 and AFL Barwon ‘Towards 2030 Strategy’ - Draft

Purpose

1. The purpose of this report is to note the draft G21 and AFL Barwon ‘Towards 2030 Strategy’ and the public exhibition process for all G21 Local Government Authorities.

Background

2. AFL Barwon in partnership with local government authorities within the G21 region commissioned the preparation of the G21 and AFL Barwon “Towards 2030 Strategy”.

3. This draft strategy (Attachment 2) builds on the efforts and achievements realised since the initial 2015 strategy and aims to provide a roadmap to the continued enhancement of facility provision and participation in AFL.

4. The draft strategy provides clubs, leagues, local government authorities and other stakeholders in the G21 region the opportunity to align planning, investment and development priorities across the region for the next 10 years.

5. The draft strategy highlights the previous strategy’s achievements and indicates new initiatives in response to changes and trends since 2015.

Key Matters

6. The growth in AFL football and netball across the City of Greater Geelong has increased significantly over the past five years, with an overall growth of 38 per cent.

7. The draft strategy has highlighted a range of issues that AFL Barwon and G21 local government authorities face, particularly related to growth in participation. This strategy seeks to develop a plan that drives participation and enhances the experience of all participants, while identifying the priorities for investment in related infrastructure.

8. The draft strategy has considered a range of regional and local issues specific to the City of Greater Geelong including:

   1. a focus on ensuring that player and umpire change rooms are gender neutral, accessible and universal in their design by 2030;

   2. development of partnerships with schools to advocate for access to facilities and consider collaborative investment into school facilities where increased usage outcomes can be demonstrated;

   3. facilitate the provision of sports lighting to training standards to assist in meeting demand for playing fields and courts; and

   4. provision of more sporting fields and netball courts, by increasing the capacity and/or capability of existing facilities, including those on education land.

Councillor Nelson moved, Councillor Murrihy seconded -

9. That Council:

   1. note the Draft G21 and AFL Barwon ‘Towards 2030 Strategy’;

   2. approve the release of the draft strategy for public exhibition for a period of six weeks; and

   3. receive a further report and the final strategy following the consultation period.

Carried.

Attachment 1

Financial Implications

1. The strategy outlies the priorities for the sport (AFL and Netball). The strategy will act as guidance to the City when considering a range of social infrastructure priorities in future budget planning.

Community Engagement

2. The draft strategy has been endorsed by the G21 Sport & Recreation Pillar and is being presented to each Council for the purposes of community engagement.

3. The draft strategy will be aligned across all five G21 local government authorities with public exhibition scheduled for six weeks between 31 May – 12 July 2021.

4. At the conclusion of the public exhibition period, community feedback will be assessed, with a final revised strategy to be considered by AFL Barwon, Netball Victoria, G21 and the respective Councils in September / October 2021.

Social Equity Considerations

5. Ensuring social equity in investment is one of the key principles underpinning some of  the strategic priorities in this draft strategy, including (but not limited to) an investment in gender neutral facilities to accommodate the rapidly increasing and extensive numbers of females participating in both AFL and netball.

Policy/Legal/Statutory Implications

6. There are no known legal or statutory impediments to the arrangement proposed in this report.

Alignment to Council Plan

7. This proposal aligns with the strategic objectives of the Council Plan, specifically in response to ‘Improved Social Infrastructure and Planning’, which aims to provide new sports and leisure facilities and upgrade existing ones and engage with sporting clubs and community groups to improve access to community and sporting facilities.

Conflict of Interest

8. There are no staff involved in the preparation of this report who have an undisclosed conflict of interest either general or material.

Risk Assessment

9. The finalisation and endorsement of the strategy will not be possible without the draft strategy being released for public exhibition as proposed.

Environmental Implications

10. The development of any new and upgraded facilities will need to consider the City’s Sustainability Framework and Universal Design Principles.

9. Positive Ageing Strategy 2021-2047 Draft Report

Purpose

1. To endorse the release of the Respected, connected and thriving - Draft Positive Ageing Strategy 2021-2047 for public exhibition.

Background

2. In June 2016, the Chief Executive Officer signed the Statement of Support to the Age-friendly Victoria Declaration – Victorian Government and MAV. The Age-friendly Victoria initiative aims to ‘promote the inclusion of older people and support services, business and community leaders to better plan for the needs of seniors and enhance the quality of life for people as they age’ (DHHS, State Government of Victoria, 2018).

3. Respected, connected and thriving – Positive Ageing Strategy 2021-2047 will aim to protect, improve and promote public health for older members of our community, by creating environments that enable healthier ageing (Attachment 2).

4. Incite Information consultants conducted research and developed the strategy and background paper including executive summary (Attachment 3).

Key Matters

5. The population of Greater Geelong is ageing, with the number of people aged 55 and over expected to increase by 68 per cent from approximately 72,000 (ABS, 2016) to 120,000 (ABS, 2041).

6. The findings from the Royal Commission into Aged Care Quality and Safety and other policy directions have formed the strategic context for developing the strategy.

7. At present, we provide direct community care services to less than 10 per cent of the over 65 population, and until now, have not identified how we can better support the remaining 90 percent.

8. This strategy:

   1. provides us with a strategic direction informed by the community that will become the basis for our future role in support to older people; and

   2. represents the opportunity for innovation and extending our role beyond ‘business as usual’ and is an expression of our evolving relationship with local communities, other local organisations and other levels of government.

9. The strategy has been drafted with a long-term view, to align with the timeline for the Clever and Creative community vision. The key priorities of the strategy will be reviewed every five years.

Councillor Mansfield moved, Councillor Moloney seconded -

10. That Council:

    1. endorse the release of the Respected, connected and thriving – Draft Positive Ageing Strategy 2021-2047 for public exhibition for a period of four weeks from 26 May 2021; and

    2. receive a further report and the final strategy following the consultation period.

Carried.

Attachment 1

Financial Implications

1. Any financial implications will be drawn from within existing budget.

Community Engagement

2. The project was guided by a Project Control Group comprising membership from the Healthy Communities, Connected Communities and Community Care departments.

3. The demographic profile, strategic context, stakeholder and community consultation and drafting of the strategy was undertaken by consultants Incite Information.

4. Consultation involved interviews with 12 key local stakeholder organisations during November 2020, and focus groups with older members of the Greater Geelong community in February 2021. These were significantly impacted by a snap five-day lockdown due to COVID-19. One focus group was held face to face in Drysdale and the other was held online via Zoom. Some members of the City’s Ageing Well Advisory Committee were also involved. The results of the Have Your Say survey for the Community Plan 2021-25 were also considered.

5. Representatives were interviewed from: Barwon South West Homelessness Network, Neighbourhood Houses Barwon, Barwon Health, Geelong Regional Libraries Corporation, Gen U, Barwon Community Legal Service, G21 Regional Alliance, Bellarine Community Health, Diversitat Aged Support, Red Cross and Department of Transport.

6. The consultation process identified a range of concerns for older people (Attachment 3). Key concerns included:

   1. feeling isolated and segregated from the rest of the community;

   2. responding to neighbourhood specific desires and concerns (that is: particular to a specific geographic location or community);

   3. improving access and availability of information on available services and support;

   4. promoting online/digital literacy and access, including connectivity and training in the use of computers, the internet and social media;

   5. addressing negative stereotypes of older people and ageism including workplace discrimination;

   6. addressing concerns about safety (both real and perceived) to promote more social participation, noting that safety has several aspects: physical safety (that is: in relation to falling) and crime and unsociable behaviour; and

   7. 6.7 promoting better collaboration between organisations to meet all the needs and provide holistic support for older people.

Social Equity Considerations

7. This strategy is based on principles of social and health equity and provides an equity lens to the Clever and Creative community vision.

Policy/Legal/Statutory Implications

8. This strategy will contribute to the City’s role in promoting the rights of older people.

Alignment to Council Plan

9. This strategy aligns with the Council Plan 2018-2022, Strategic Priority 3: A more inclusive and diverse community.

Conflict of Interest

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

Risk Assessment

11. Adopting this strategy has the potential to mitigate against risks associated with not considering our older population in the planning and implementation of services, facilities and infrastructure.

12. In developing the Positive Ageing Action Plan with stakeholders and the community, clear communication of local government’s role will be important. Working in partnership to achieve the long-term outcomes identified in the strategy will be essential following its adoption.

Environmental Implications

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

10. Proposed Lease of Retail and Office Spaces at 137-149 Mercer Street, Geelong – Civic Precinct

Purpose

1. To give public notice of the City’s intention to enter into leases for the lettable spaces at 137-149 Mercer Street, Geelong 3220 (Civic Precinct).

Background

2. There are three retail/commercial spaces (commercial spaces) and one café space (café space) to be constructed at the Civic Precinct as part of the project:

   1. Space 1 comprises 96 square metres;

   2. Space 2 comprises 53 square metres;

   3. Space 3 comprises 25 square metres; and

   4. Space 4 (Café) comprises 150 square metres.

3. Within the City office building of the Civic Precinct, it is proposed that level 2 comprising 2,205m2, may be leased for office accommodation (Office Space) and that the State and Federal Government tenancies may complement the City’s occupation. 

4. The rental value of the spaces is not yet known, and market valuations would be undertaken for each space which would also consider any commercial terms relevant to a proposed lease

5. It is anticipated the Civic Precinct will be available for access in April / May 2022 to commence fitout, with the project scheduled for completion by 3 June 2022.

Key Matters

6. The City proposes to first test the market and invite submissions for the types of use and commercial terms to lease the commercial and café spaces in the Civic Precinct.

7. The City may choose to engage agents / brokers with a national / global market presence, to attract and field applications for the commercial spaces, café space and office space.

8. The commercial and café spaces are proposed to be offered as a vacant shell, which would enable a tenant to undertake the fitout.

9. It is anticipated long-term leases will be sought, to offset the capital contribution required by the Tenants and for security of tenure for the commercial and café spaces.

10. In accordance with the Local Government Act 1989 the City is required to give public notice of its intention to offer leases for these spaces.

Councillor Harwood moved, Councillor Murrihy seconded -

1. That Council:

   1. give notice in accordance with section 223 of the Local Government Act 1989 and the City’s Community Engagement Policy of its intention to lease the land at 137-149 Mercer Street, Geelong 3220, Certificate of Title Volume 11160 Folio 008;

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

   3. note that a further report will be presented to Council to consider the outcomes of the Submissions Review Panel and/or the proposed lease of the land.

Carried.

Attachment 1

Financial Implications

1. There are no financial implications of completing the submissions process for the lease of the land.

2. If the Council resolves to lease the land, the financial implications of any proposals for the lease of the land will be considered as part of their assessment.

Community Engagement

3. A public submissions process in accordance with s223 of Local Government Act 1989 and the Community Engagement Policy is required to consider the proposed lease of the land. This provides an opportunity for the community to provide its feedback to Council on the proposal, to assist in further consideration.

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

5. If the Council resolves to lease the land, more extensive engagement will be undertaken to seek the community’s feedback and submissions for uses that are complementary to the Civic Precinct.

Social Equity Considerations

6. There are no known social equity issues by the recommendation to give public notice and invite submissions for the proposed lease of the land.

Policy/Legal/Statutory Implications

7. The City shall comply with its obligations under the Local Government Act 2020. The updated Local Government Act is being proclaimed in 4 stages, with some sections not yet proclaimed, hence the reference to the 1989 Act.

8. Council must comply with sections 189, 190 and 223, Local Government Act 1989 by giving notice of the proposed lease of the land to inform decision making on whether to resolve to lease the land.

9. A person may make a submission under section 223 of Local Government Act 1989 on the proposal and, also, request to be heard by a Submissions Review Panel in respect to their submission.

10. As at 1 July 2021, the Local Government Act 2020 will impact the sections governing the proposed lease of land. To comply with this in the transitional period, the City will undertake engagement in accordance with its Community Engagement Policy.

Alignment to Council Plan

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

Conflict of Interest

12. There is no identified conflict of interest, general or material for any officer involved in the preparation of the lease of land or the submissions process.

Risk Assessment

13. There are no other notable risks associated with the implementation of the recommendation to give public notice to lease the land.

14. The risk impact of potentially leasing the land has been assessed as part of the overall Civic Precinct project.

15. If the land is determined to be leased following completion of the statutory process, risk assessments will be included in the consideration of any proposals for the future of the Civic Precinct.

Environmental Implications

16. There are no environmental implications to this proposal.

11.   Proposed Road Deviation 185-235 Geelong Road and Pigdon Street, Portarlington

Purpose

1. To recommend that Council initiate the statutory process for the proposed road deviation of Geelong Road and Pigdon Street, Portarlington intersection (refer Attachment 2) as required by the endorsed development plan for the site located at 185-235 Geelong Road, Portarlington.

Background

2. A development plan for the site located at 185-235 Geelong Road, Portarlington was endorsed by the Statutory Planning Authority of the Greater Geelong City Council on 31 December 2020.

3. As part of the endorsed plan, the intersection of Geelong Road and Pigdon Street, Portarlington is required to be deviated to provide for safe traffic and pedestrian flow.

Key Matters

4. Geelong Road, Portarlington is a VicRoads arterial road and Pigdon Street is an unsealed road on Crown land which intersects with Geelong Road, Portarlington.

5. A Concept Design Stage – Road Safety Audit conducted by Traffix Group for the developer, identified deficiencies with the layout of the Geelong Road and Pigdon Street intersection.

6. VicRoads require a resolution to the deficiencies and recommend a different location for the Pigdon Street intersection.

7. The development plan outlines an accepted road deviation to the intersection which is the subject of this report (refer Attachment 2). The discontinued portion of Pigdon Street will be transferred to the developer and will provide an open space waterway.

8. The statutory process to undertake the road deviation can be completed by discontinuing the section of road reserve which will be surplus and creating a new road reserve in the preferred alignment.

9. To commence the process of the deviation, the City must give public notice in accordance with section 223 of the Local Government Act 1989 (LGA89) and its Community Engagement Policy, that it intends to deviate a road.

10. Ministerial consent is required where a road on Crown land is proposed to be deviated onto land which is not Crown land.  Ministerial consent will be sought if, after public submissions have been invited and considered, Council resolves to deviate the road.

Councillor Mason moved, Councillor Aitken seconded -

1. That Council:

   1. give notice in accordance with section 223 of the Local Government Act 1989 and the Community Engagement Policy of its intention to deviate the intersection of Geelong Road and Pigdon Street as shown in Attachment 2;

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

   3. note that a further report will be presented to Council to consider the outcomes of the Submissions Review Panel and/or the proposed deviation.

Carried.

Attachment 1

Financial Implications

1. There will be nominal costs associated with publishing a public notice in the newspapers and the Government Gazette.

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

3. If the Council resolves to complete the road deviation, the new road will be constructed at the cost of the developer.

Community Engagement

4. A public submissions process in accordance with s223 of LGA89 and the Community Engagement Policy is required for the proposed deviation outlined in this report.  This provides an opportunity for the community to provide its feedback to the Council on the proposed road deviation.

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

Social Equity Considerations

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

Policy/Legal/Statutory Implications

7. Council has the power to deviate a road under Clause 2 of Schedule 10 of LGA89, by notice published in the Government Gazette, subject to obtaining the consent of the Minister for the deviation of a road on Crown land to land that is not Crown land.

8. A person may make a submission in accordance with section 223 of LGA89 and the Community Engagement Policy, on the proposed exercise of the power to deviate a road under Clause 2 of Schedule 10. If this matter is not resolved before 1 July 2021, the provisions of the Local Government Act 2020 will apply and will be complied with.

Alignment to Council Plan

9. The development plan for the 185-235 Geelong Road, Portarlington aligns with the Planned Sustainable Development objective in the Council Plan 2018-2022 by ensuring the impact of development maintains the unique character of the Portarlington township. The deviation of the Pigdon Street intersection in this development plan ensures the sustainable design for this new development.

Conflict of Interest

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

Risk Assessment

11. The Geelong Road Development Plan has been through an extensive risk assessment process with extensive referral to internal and external authorities.

12. As part of the risk assessment VicRoads and the Department of Environment, Land Water and Planning (DELWP) have been consulted and the feedback from these authorities have informed the Development Plan.

Environmental Implications

13. The development plan includes predominantly indigenous and native landscape with the retention of significant vegetation in keeping with the existing size and scale of the streets. This deviated intersection will accommodate a wide landscape buffer along Geelong-Portarlington Road to soften the visual appearance of future development and the discontinued portion of Pigdon Street will provide land for open space in the form of waterways.

Attachment 2

Location Plan and Proposed Deviation

12.  Proposed Road Naming, Unnamed Laneway to Inspiration Lane, Belmont

Purpose

1. To seek approval to name an unnamed sealed laneway in Belmont to Inspiration Lane, Belmont.

Background

2. A request has been received from a member of the community to name an unnamed laneway in Belmont in honour of their deceased great aunt, who’s property abutted the laneway.

3. There are 10 properties that have either rear or side access from this laneway.

4. A number of laneways in close proximity are named after historic Antarctic Explorers.

5. The name “Inspiration” has been chosen due to the historic Antarctic Explorers with their extraordinary accomplishment which inspired the community of the time.

6. The name “Inspiration” also recognises the submitter’s great aunt who was an inspiration to her family, she lived alone in her property and remained independent until her passing at age 99.

Key Matters

7. Letters and surveys have been sent to affected property owners and residents advising them of the proposed name for the unnamed laneway.

8. Eleven survey responses were received from property owners and residents, with six in favour and five not in favour. These are summarised as follows:

   1. Six survey responses were in favour of naming the laneway “Inspiration Lane”;

   2. One property owner preferred the name Ivy Lane.  This name is unable to be used due to duplication with Ivy Street, Newcomb;

   3. Three responses preferred the name Bechervaise, after an Antarctic Explorer who resided on Roslyn Road, Belmont; and

   4. One preferred the name to be after an explorer, however no name was suggested.

9. An indigenous name was not chosen for this naming due to the theme of other road names in close proximity being after Antarctic Explorers.

10. A further proposal will be put forward to name an unnamed laneway in close proximity to Roslyn Road in honour of Mr Bechervaise an Antarctic Explorer.

11. Geographic Names Victoria require a formal proposal to name the unnamed laneway and be approved by council prior to gazettal and registration.

Councillor Moloney moved, Councillor Harwood seconded -

1. That Council:

   1. approve the naming of the unnamed laneway to Inspiration Lane, Belmont; and

   2. note that once approved the naming will be submitted to the Office of Geographical Names for official registration.

Carried.

Attachment 1

Financial Implications

1. The approximate cost to the City is $640.00. This includes signage, notification to adjoining property owners and residents and notification to authorities.

Community Engagement

2. Correspondence including a survey were sent to affected and adjoining property owners and residents

3. An advertisement was placed in City News of the Geelong Advertiser on 28 November 2020.

4. Details were placed in the Have Your Say section of Geelong Australia Website open for a 30-day submission period.

Social Equity Considerations

5. The City has a responsibility to the community to ensure that all properties can be identified in a clear and logical manner for emergency services and visitors to the area.

Policy/Legal/Statutory Implications

6. The Local Government Act 1989, The Geographic Place Names Act 1998 and the Naming Rules for Places in Victoria have been followed and met.

7. The City is required to use the Naming Rules for Places in Victoria when naming roads, features and localities.  The rules outline the consultation process for naming, renaming or changing the boundaries of roads, features and localities in Victoria.  The naming rules allow for members of the community to develop and make a naming proposal to the City.

Alignment to Council Plan

8. The proposed renaming is consistent with the Council Plan strategic priority for improved health and safety of our community be enabling emergency services to locate properties on this roadway in a timely manner with minimal confusion.

Conflict of Interest

9. No Council officers involved in the consultation process or preparation of the report have a general or material interest in the issue to which this report relates.

Risk Assessment

10. In an emergency, the City’s proposal to name this laneway will minimise the risk of emergency services being able to locate the emergency in a timely manner.

11. Failure to name this laneway may cause a risk to public safety.

Environmental Implications

12. There are no environmental implications arising from this report.

Attachment 2

Locality Plan

13.   Proposed Road Discontinuance and Sale – Mina Place, North Geelong

Purpose

1. To seek Council approval to initiate the statutory process for the proposed discontinuance of the road reserve named Mina Place, North Geelong and sale of the land currently within the road reserve as shown in Attachment 2.

Background

2. The City has been approached by Cotton On Clothing Investments Pty Ltd (Cotton On) as the adjoining neighbour for the opportunity to purchase Mina Place, North Geelong to support the growth and expansion of its operations.

Key Matters

3. Cotton On has its head office in Shepherd Court, North Geelong and owns all property abutting Mina Place, North Geelong,

4. Mina Place is a gravel road surrounded by a bitumen carpark owned by Cotton On and does not provide access to any other property. (See Attachment 2).

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

6. To commence the process the City must give public notice in accordance with section 223 of LGA89 and its Community Engagement Policy, that it intends to discontinue the road and sell the land and invite submissions under section 207A of LGA89 on the proposed discontinuance.

7. If the proposed discontinuance is completed, the land will vest in Council under Section 207B (1B) of LGA89 and Council may sell the land to the abutting neighbour.

Councillor Grzybek moved, Councillor Aitken seconded -

1. That Council:

   1. give notice in accordance with section 223 of The Local Government Act 1989 and its Community Engagement Policy of its intention to discontinue the road reserve and sell the land, which is Mina Place, North Geelong and invite submissions on the road discontinuance and sale;

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

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

Carried.

Attachment 1

Financial Implications

1. The sale of the land within the road will be sold at current market value. The area of the land is approximately 1,497m² in size.

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

Community Engagement

3. A public submissions process in accordance with s223 of Local Government Act 1989 (LGA89) and the Community Engagement Policy is required and provides an opportunity for the community to provide its feedback to Council on the proposed discontinuance and sale.

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

Social Equity Considerations

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

Policy/Legal/Statutory Implications

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

7. person may make a submission in accordance with section 223 of LGA 1989 on the proposed exercise of the power to discontinue a road under Clause 3 of Schedule 10. A person may make a submission on the proposed sale of the land, in accordance with the Community Engagement Policy.

8. If this matter is not resolved before 1 July 2021, the provisions of section 114 Local Government Act 2020, restriction on power to sell or exchange land will apply and will be complied with.

Alignment to Council Plan

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

10. The proposal aligns with the objective of a thriving and sustainable economy where making land available to support local business is a key priority.

Conflict of Interest

11. There is no identified conflict of interest, general or material for any officer involved in the preparation of the road discontinuance and sale of the land.

Risk Assessment

12. Internal consultations with key stakeholder including Engineering - Infrastructure Planning and Engineering – Asset Management has been undertaken as part of the risk assessment process and feedback supports the proposed road discontinuance and sale.

13. External authorities such as Barwon Water, Telstra and Powercor have been consulted as part of the risk assessment process. Conditions required by external authorities will form conditions in a Contract of Sale should the discontinuance and sale proceed.

Environmental Implications

14. There are no environmental implications to this proposal.

Attachment 2

Location Plan

Location Plan (Aerial View)

14.  Procurement Policy Update

Purpose

1. For Council to adopt the Procurement Policy.

Background

2. The Local Government Act 1989 (Act) requires the City to develop, approve and annually review its Procurement Policy.

Key Matters

3. The review of the policy is in line with the Council’s obligations under the Act.

4. The Procurement Policy provides a framework for the purchase of goods, works and services that emphasises value-for-money while conducting business in a fair and equitable manner. The purpose of the policy is to:

   1. Provide guidance, consistency, and controls over procurement activities;

   2. Demonstrate accountability to rate payers;

   3. Provide guidance on ethical behaviour in public sector purchasing;

   4. Demonstrate best practice elements in purchasing; and

   5. Increase probity of obtaining the right outcome when purchasing goods, works and services.

5. This policy has been reviewed and there have been minor changes to the policy which was adopted by Council on 26 May 2020. The majority of the existing policy remains unchanged pending a full re-write by December 2021 to reflect the provisions of the Local Government Act 2020.

6. Through these procurement strategies, over a twelve-month period for calendar year 2020, 73.8% of the total Council procurement spend was made with businesses in the Geelong region (or $185,005,787).

7. In the previous calendar year, the total Council procurement spend made with businesses in the Geelong region was 61.1% (or $142,218,810).

8. Through a request for proposal planned for mid-year, officers are  working with parts of the business to identify opportunities to target some of our other Local and Social Considerations,  including minimising environmental impacts, engagement of Aboriginal or Torres Strait Islander businesses and employment from our disadvantaged communities.

9. Future changes to the policy will occur under the Local Government Act 2020 and will be presented to Council for approval prior to 31 December 2021.

Councillor Aitken moved, Councillor Kontelj seconded -

10. That Council adopt the Procurement Policy.

Carried.

Attachment 1

Financial Implications

1. The City expends in excess of $240 million annually on procuring goods, works and services.  Our commitment to local spend, job creation and value for money continues under this policy.

2. The City is committed to buying from local businesses on a value for money basis and supports the engagement of local suppliers, sub-contractors and apprentices.

3. The City continues to improve its local spend commitments through the application of relevant criteria being applied to tenders and quotations through social and sustainability outcomes, engagement of apprentices and trainees, engagement with local Aboriginal and Torres Strait islander enterprises and persons, and the ongoing commitment with the GROW initiative.

4. The criteria for local content and engagement is applied at 10% of the total weighted score for all procurement activity, and a further 5% applied to the other social criteria that is applied as applicable based on the category of the goods, works or services being procured.

Community Engagement

5. There are no community engagement implications associated with updates to this policy, however, once approved the policy will be published and communicated via the Geelong Australia website.

Social Equity Considerations

6. The policy articulates the City’s ongoing commitment to the principles of social equity in procurement and is strengthened through our partnership with the G21 Region Opportunities for Work Compact (GROW).  The City has been a signatory to the G21 GROW Compact since November 2015 and continues to be an active supporter of the program.

7. The policy also encourages any social procurement initiatives put forward by a supplier and lists a number that the City supports through our strategies and policies.

8. The policy also considers the City’s Sustainability Framework 2020 and the Reconciliation Action Plan (RAP).

Policy/Legal/Statutory Implications

9. The procurement provisions of the 2020 Act commence from 1 July 2021 and councils have until 1 January 2022 to adopt their first Procurement Policy under those provisions. Until then, the provisions of the 1989 Act continue to apply.  This review of the Policy is in accordance with section 186 of the 1989 Act.

Alignment to Council Plan

10. The policy is reviewed and updated to align with the 30-year vision, Greater Geelong Clever and Creative and community aspirations.

Conflict of Interest

11. No Council officers involved in the review or preparation of the report and policy have a general or material interest in the issue to which this report relates.

Risk Assessment

12. The Policy accords with the enterprise risk management framework and applies risk management strategies at all stages of the procurement process.

Environmental Implications

13. The Policy states that the City will consider the use of recycled materials in relation to goods or material being purchased, the policy specifies that the consideration of the environmental impacts is to include:

    1. reducing greenhouse gas emissions;

    2. Use of recycled materials;

    3. Recycling of used material;

    4. Reducing waste to landfill;

    5. Reducing water consumption;

    6. Encouraging improved environmental management;

    7. Select products/services that have minimal impact on natural resources and biodiversity; and

    8. Improving our ability to adapt to climate change.

14. Sustained value must be demonstrated, where applicable in the City’s procurement, including the built and natural environment.

Attachment 2

Summary of Changes within Policy

1. Economic and Social Sustainability Considerations

   The third paragraph and dot points have been amended to reflect the Sustainability Framework 2020 and key points of that framework in relation to procurement.

2. Other Local and Social Considerations

   Aboriginal and Torres Strait Islanders

b. A paragraph has been added to reflect the Reconciliation Action Plan (RAP) as part of the decision making in procurement.

References

The Sustainability Framework 2020 and Reconciliation Action Plan (RAP) have been added as references to the Procurement Policy.

15.  Clever and Creative – Our Progress 2020

Purpose

1. To present the Vision Annual Report – Our Progress 2020 for noting by Council.

Background

2. The Community-led 30-year vision, Greater Geelong: A Clever and Creative Future, was launched in August 2017.

3. A Council resolution at that time committed to reporting annually to the community on the progress and performance, against the milestones and measures contained in the report. Our Progress 2020 is the third update and honours that commitment.

Key Matters

4. The Our Progress 2020 report has been reviewed and endorsed by the Vision Partner Group. The report contains two key features:

   1. Highlight projects and activities completed by both the Vision Partner Group and community that align with community aspirations; and

   2. Review of the measures of success.

5. This year’s report is a condensed version with a key focus on moving the reporting of vision’s progress to the community to a more consistent and current online format.

Councillor Grzybek moved, Councillor Sullivan seconded -

6. That Council note the publication of the Vision Annual Report – Our Progress 2020.

Councillor Aitken left the meeting room at 9:17pm.

Councillor Aitken re-entered the meeting room at 9:18pm.

Carried.

Attachment 1

Financial Implications

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

Community Engagement

2. The Our Progress 2020 report has been prepared in consultation with the Vision Partner Group. The report will be made available to the community in hard copy at various Council sites, as well as online through the Council’s website (www.geelongaustralia.com.au) after the Council Meeting on 26 May 2021.

Social Equity Considerations

3. The Our Progress 2020 report documents the work that council in collaboration with the community is undertaking in relation to the implementation of the 30-year vision. This update includes activities relating to the community aspiration for an inclusive, diverse, healthy and socially connected community.

Policy/Legal/Statutory Implications

4. The Our Progress 2020 report has been developed to meet our commitment to update the community on the progress of the vision on an annual basis.

Alignment to Council Plan

5. The Council Plan has been guided by the 30-year community vision for the municipality. This report highlights the alignment between the Strategic Priorities within Council Plan 2018-2022, and the community aspirations that form the foundation of the 30-year community-led vision.

Conflict of Interest

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

Risk Assessment

7. Delivering the Greater Geelong: A Clever and Creative Future vision has been identified as a strategic risk for the City.

8. The City is working in partnership with its 15 Vision Partner organisations to ensure that the community-led vision remains relevant, achievable and front-of-mind with the community and stakeholders.

Environmental Implications

9. The Our Progress 2020 report documents the work that Council, in collaboration with the community, is undertaking to help deliver the 30-year vision. This update includes activities relating to the community aspirations for sustainable development that supports population growth and protects the natural environment, and development and implementation of sustainable solutions.

16.   Greater geelong city council general election report 2020

Purpose

1. To submit to Council the Victorian Electoral Commission’s (the VEC) election report of the Greater Geelong City Council general election 2020.

Background

2. The Greater Geelong City Council general election was held on 24 October 2020 by postal voting.

3. The VEC is the statutory election services provider as per section 263(1) of the Local Government Act 2020 (the Act).

4. Section 83 of the Act requires that:

   1. The VEC must prepare a report to the Chief Executive Officer on the conduct of the election within the period of 6 months after election day;

   2. The report must include a certified record of the number of ballot-papers and declarations printed, issued, used, spoiled and returned; and

   3. The Chief Executive Officer must ensure that the report is submitted to the Council at the earliest practicable meeting of the Council held after the report is received by the Chief Executive Officer.

5. The report was received by the Chief Executive Officer on 19 April 2021.

Key Matters

6. The report outlines the VEC’s response to:

   6.1 the conduct of an election during a global pandemic; and

   6.2  compliance with changes in the legislation, such as the Act and Local Government (Electoral) Regulations 2020 (the Regulations).

7. The report also details information about the role of the Election Manager, candidate services, enquiry services, issuing and return of ballot papers, the computer count and declaration of the results, voter participation, the communication campaign and complaints.

8. The overall participation rate in the Greater Geelong City Council election was 86.16%, higher than the State average of 84.12% (excluding Melbourne City Council) and higher than the 79.73% rate at the 2017 Greater Geelong City Council general election.

9. Informal voting rate was recorded at 4.76%, compared with the State average of 4.76%, which is lower than 6.09% recorded at the 2017 Greater Geelong City Council general election.

10. There were no applications to the Victorian Civil and Administrative Tribunal (VCAT) disputing the result of the Greater Geelong City Council general election.

Councillor Sullivan moved, Councillor Mansfield seconded -

11. That Council note the Victorian Electoral Commission Greater Geelong City Council General Election 2020 Report (Attachment 2).

Carried.

Attachment 1

Financial Implications

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

Community Engagement

2. The VEC carried out a number of communication activities whilst conducting the election, including statutory advertising, media releases and advisories, SMS and email alerts and other voter engagement initiatives (refer Appendices 2 to 5 of the report).

Social Equity Considerations

3. Social equity was considered in the targeted communication programs outlined in Appendix 5 of the report.

Policy/Legal/Statutory Implications

4. Section 83 of the Act requires the Chief Executive Officer to present a report to Council following receipt of the VEC’s Election Report.

Alignment to Council Plan

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

Conflict of Interest

6. No officer declared a material or general conflict of interest in the preparation of this report.

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.

17. Regional Renewable Organics Network – Heads of Agreement

Confidential

Councillor Moloney moved, Councillor Mansfield seconded -

That Council consider this report at the conclusion of the meeting as it is designated confidential by the Chief Executive Officer for the purposes of section 3(1) of the Local Government Act 2020 because it relates to Council business information, being information that would prejudice Council's position in commercial negotiations if prematurely released. This ground applies because commercial negotiations are ongoing.

Carried.

18. Civic precinct Status Report

Confidential

Councillor Harwood moved, Councillor Murrihy seconded -

That Council consider this report at the conclusion of the meeting as it is designated confidential by the Chief Executive Officer for the purposes of section 3(1) of the Local Government Act 2020 because it relates to Council business information, being information that would prejudice Council's position in commercial negotiations if prematurely released.

Carried.

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