Council Minutes - Section 2: Reports - 24 August 2021
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Contents | Previous Page: Section 1 - Procedural Matters | Next Page: Section 3 - Informal Meetings of Councillors
Reports tabled at the Ordinary Meeting of Council on Tuesday date Livestreamed on our website,.
Geelong Major Events Delegated Committee Annual Report 2020-2021
Submission to Phase 3 Consultation on the Draft Bellarine Peninsula Statement of Planning Policy
Tender T2100080 Operation & Management of the Geelong Resource Recovery Centre
The Creek Stage 1 - Revocation of Flood-Prone Area Designation of New Lots
Source: |
City Services |
Director: |
Guy Wilson-Browne |
The purpose of this report is to respond to the Notice of Motion raised at the May 2021 Council meeting requesting a report to consider options for Tivoli Drive until the road is duplicated.
The Jetty Road Urban Growth Plan (JRUGP) was adopted in 2007 and is included in the Greater Geelong Planning Scheme.
Tivoli Drive was delivered as a single carriageway road during Stage 1 of JRUGP and is planned to be duplicated to cater for Stage 2 of JRUGP. See maps at Attachment 2.
The southern section of Tivoli Drive (from Stanley Avenue to Portarlington Road) and intersection at Portarlington Road was funded by a Development Contributions Plan (DCP) and delivered by the City, with the road opening to traffic in August 2020.
Residents have raised concerns regarding traffic volume, speeding drivers, noise, road width and lack of prior knowledge about the overall road network and extent of the JRUGP development.
The City has undertaken remedial works in response to community concerns, including installing speed humps, restricting parking and improved signage at an approximate total cost of $98,000.
Since the extension opened complaints have reduced but several residents still have concerns with the interim arrangement of Tivoli Drive.
At the Council meeting in May 2021, the Council endorsed a Notice of Motion (NOM) requesting the Chief Executive Officer prepare a report which considers alternatives in the operation and modification of Tivoli Drive until the road is duplicated. NOM items and detailed responses are provided in Attachment 1.
Items 1.1 – 1.7 were considered by the City, with an independent traffic assessment report at Attachment 2, provided by Ratio Consultants.
In their independent traffic assessment, Ratio Consultants:
noted the current road cross section supports two-way traffic flow, and traffic volume is within the acceptable range of 4,000 – 5,000 vehicles per day; and
noted that indented parking, sealing Coriyule Road or closing Tivoli Drive (options 2, 3 and 4 respectively) would be costly, temporary and likely to cause further issues on Tivoli Drive and/or surrounding streets.
recommended installing the following measures:
a fully raised intersection treatment at the Coriyule Road/Tivoli Drive intersection;
fixed radar information signs;
two additional traffic calming devices between existing speed humps e.g. road cushion with splitter island; and
revert speed limit of Tivoli Drive between Portarlington Road and the Bellarine Rail Trail to 60km/hr.
recommended a continued holistic approach to traffic management through education, enforcement, engagement and infrastructure.
Ratio Consultants were engaged based on the items outlined in the NOM which did not include a noise assessment. They did not have the expertise to investigate noise as part of their report.
Following requests to expand the investigation to include vehicle noise, the City will engage a contractor to complete an acoustic assessment of Tivoli Drive, Curlewis
The projected timeline for Stage 2 JRUGP indicates a duplicated Tivoli Drive and Greenvale Drive would open in 2025-2026.
Due to the timing, further consideration will be given to Option 3 of Attachment 2 – partial closure of Tivoli Drive.
The City will investigate the feasibility of a partial road closure and following the investigation undertake community engagement.
Councillor Mason moved, Councillor Sullivan seconded -
That Council:
|
Carried.
Ratio Consultants have provided a cost estimate only for the installation of traffic calming devices.
Costs range between $20,000 and $50,000 depending on the treatment.
Further site investigations and community engagement is required to determine the most appropriate treatment(s).
Funding for additional traffic calming of up to $50,000 can be re-allocated from the City Services 2021-22 budget through re-prioritisation of projects.
Community engagement will be delivered through existing channels where possible and utilise City owned facilities for drop-in sessions.
Funding for community engagement will be sourced from existing budget.
The Notice of Motion was raised in response to continued concerns raised by some community members regarding traffic volume, noise, speeding drivers and road width.
The City has engaged with residents regarding their concerns and installation of traffic calming measures via letter drop, phone and email, and via a dedicated Have Your Say (HYS) page.
The City sent letters to over 700 property owners in April introducing the HYS page for Tivoli/Greenvale Drive.
In the eight weeks following the letter the HYS page received:
A total of 720 views from 187 unique visitors;
A total of 38 new contributions from 8 community contributors; and
A total of 14 followers to receive notifications of web page updates.
The City will hold a community meeting to discuss the report following the August Council meeting.
The community meeting will be in person at a local venue (to be determined) subject to COVID-19 restrictions. Residents will be sent a letter with information on how to attend.
Following further investigation into a partial road closure and additional traffic calming measures the City will consult the community on the proposed options. This consultation will be through direct mail out, survey and HYS page.
The City will continue to engage with residents regarding road safety and amenity issues by providing regular updates via the HYS page and addressing individual concerns as they arise.
The City will engage with the community regarding Stage 2 of JRUGP as outlined in Attachment 1.
Landowners and interested parties will be notified by mail when the planning scheme amendment report goes to Council.
Landowners and interested parties will also be notified should the planning scheme amendment proceed to public exhibition.
Information regarding Stage 2 will also be made available via the City’s website and HYS page.
Engagement may also include community drop-in sessions during the planning scheme amendment process.
In accordance with the intent of Local Government Act 2020 principles, services are to be provided to the community on an equitable basis. Social equity and resident amenity regarding traffic is consistent with other residential properties on Category 3 – secondary distributor roads. The function of Tivoli Drive is unchanged from the JRUGP Stage 1, when the properties fronting Tivoli Drive were developed and dwellings constructed.
The report and independent traffic assessment are based on current research, best practice and analysis of local traffic data to enable transparent and equitable decision making in relation to the provision and investment in infrastructure.
The principle of sustainability is embedded in the recommended options through the consideration of short- and longer-term impacts, taking a ‘best value’ approach.
The existing and proposed traffic calming devices to be a temporary nature, so they can be repurposed when Tivoli Drive is duplicated as JRUDP Stage 2.
No policy or statutory implications result from the recommendation to undertake further traffic calming measures.
A future planning scheme amendment to progress stage 2 of JRUGP will follow statutory processes under the Planning & Environment Act 1987.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A fast, reliable and connected transport network.
No officer involved in the preparation of this report declared a general or material conflict of interest.
There is a risk that the community may not support the installation of additional traffic calming measures.
There is a risk that Stage 2 of JRUGP may not proceed in a timely manner as the timing is controlled by the landowners and developers. The continued demand for housing in the region minimises this risk.
There are no environmental implications associated with installing additional traffic calming.
Tivoli Drive - Response to Notice of Motion [2.1.1 - 17 pages]
Ratio Consultants Transport Assessment [2.1.2 - 38 pages]
Source: |
City Services |
Director: |
Guy Wilson-Browne |
To approve the Draft Drysdale Landfill Post Closure Landscape Plan for public exhibition and community engagement.
The Drysdale Landfill, located at 502-510 Founds Road Drysdale, commenced operation in 1983. The landfill is the primary waste disposal facility in the municipality supporting the City’s operations as well as residential and commercial customers. The landfill receives an average of 55,000 visits per annum. There are a range of current and former land uses on the site including active landfill cells, a resource recovery centre, stormwater and leachate dams, previously rehabilitated landfill cells (Stage 1) and a disused quarry which is shared with a neighbouring landowner.
At current filling rates the Drysdale Landfill is scheduled to close in approximately eight years as the remaining active cells (4a, 5 and 6) at the landfill are filled. The closure date may be extended by diverting the City’s kerbside waste to other landfills e.g. Wyndham Landfill, as well as diverting other waste sources e.g. food organics from landfill.
The City formed a community reference group which included members of the Geelong Field Naturalists Club, Drysdale Landfill Community Consultation Group and Barwon South West Waste and Resource Recovery Group as well as neighbouring property owners. Three landscape plan options were developed, each having a different overarching theme including community access and use, environmental restoration and simplistic cost-effective rehabilitation.
The Draft Drysdale Landfill Post Closure Landscape Plan was developed with the assistance of Thompson Berrill Landscape Design (TBLD) and aims to address the aspirations of the community while meeting Environmental Protection Authority (EPA) guidelines.
The next step is to engage with the broader community and stakeholders on the preferred theme for the draft Plan.
Councillor Sullivan moved, Councillor Mason seconded -
That Council:
|
Carried.
The implementation of the draft Plan will be funded from the City’s annual budget cycle. It is anticipated the implementation will occur over several financial years with the first stage of works commencing in the 2022-23 financial year.
TBLD prepared costing estimates for each landscape plan option;
Option 1 - $10-12 million;
Option 2 - $10-12 million; and
Option 3 - $1 million.
Please note option 3 includes an estimated $8.5M of revenue generated from the filling of the disused quarry with clean fill. Filling the disused quarry could be considered for option 1 and 2 to offset capital costs.
The draft Plan options were developed collaboratively with community groups. Following Council endorsement further consultation will be undertaken to seek feedback via range of engagement methods including;
Information leaflets that will be provided to customers upon entry to the resource recovery centre at the Drysdale Landfill site;
Drop-in information sessions at the Springdale Community Centre where community members can speak directly with City officers; and
Have Your Say section of the City’s website.
The draft Plan will incorporate social equity considerations such as public access.
The Drysdale Landfill Post Closure Landscape Plan will be designed to ensure compliance with EPA publication 788.3 Sitting, design, operation and rehabilitation of landfills (BPEM)
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A destination that attracts local and international visitors.
Sustainable development that supports population growth and protects the natural environment.
No officer involved in the preparation of this report declared a general or material conflict of interest.
There are no high or extreme risks associated with releasing the draft Plan for stakeholder and community engagement.
The implementation of the draft Landscape Plan will improve stormwater quality across the site and create natural habitats.
Drysdale Landfill LA Plan 30.07.21 [2.2.1 - 4 pages]
Source: |
City Planning & Economy |
Director: |
Gareth Smith |
To provide an overview of the Geelong Major Events Committee activity for the period 1 July 2020 to 30 June 2021.
Geelong Major Events (GME) was established as a Council Advisory Committee in 1998 and formalised under Section 86 of the Local Government Act 1989 (Act) in October 1999. That 1989 Act is now replaced by the Local Government Act 2020, Section 63 Delegated Committees.
GME’s focus is on attracting and sponsoring major events for the region, based on the economic and reputational outcomes they provide. The continued success of GME to attract and support major events requires an ongoing funding commitment from Council.
GME sponsored seven major events that were delivered between 1 July 2020 and 30 June 2021. Another 13 events were cancelled or postponed because of the impacts of Covid-19.
The seven major events staged stimulated economic activity estimated at $9.2million which supports the equivalent of an estimated 74 full time jobs in the Greater Geelong region and represents a return on investment of 28:1.
The 2020-2021 GME sponsored events also provided social benefits for the local community through participation and spectating, with over 60 percent offering some free public access. An estimated 70,000 participants and spectators attended the seven major events, with an estimated 54% of those being non-locals.
The major events portfolio in Geelong regularly drives over $50 million of economic spending in our region annually. As a direct result of the Covid-19 pandemic, an estimated $40 million of economic benefit has been lost from the region, due to the cancellation of nine major events during the period. That spending would normally support some 300 jobs in our region.
A further $35 million of expected economic benefit from four more major events has been postponed from 2020/2021 to 2021/2022.
Councillor Nelson moved, Councillor Sullivan seconded -
That Council note the summary of the Geelong Major Events Committee sponsorship outcomes for the 2020/2021 financial year. |
Carried.
The total Council allocation of sponsorship funding of $322,100 paid during the period was within budget. The event expenditure generated by the seven events supported during the period 1 July 2020 to 30 June 2021 is estimated to be $9.2 million. This event expenditure is estimated to support the equivalent of 74 full-time jobs in Greater Geelong and represents a return on investment for our community of 28:1.
GME meetings are currently held on the third Monday of the month. Up to twelve GME meetings are held annually and are open to the public. The meeting details are advertised in the City News two weeks prior to the meeting date.
Each alternate month, the meetings are strategic sessions which allow for informal and strategic discussions with existing and potential event organisers, and event briefings on confidential and commercially sensitive matters.
Pursuant to the Local Government Act 2020 and the Victorian Government’s COVID-19 Omnibus (Emergency Measures) Act 2020, GME meetings from 1 July 2020 were held virtually. For the safety of the community, committee members and staff, there was no public attendance at meetings. The public were invited to submit any questions to the Committee via email. Meetings held virtually are recorded and subsequently available on the web.
GME consists of:
Up to four members of Council;
Up to six external representatives of the business/media/arts or events community;
The Chief Executive Officer (or his proxy); and
The Executive Director of Tourism Greater Geelong & The Bellarine Inc.
All members have full and equal voting rights.
Following the public advertising of one vacancy in 2020, Council appointed Mathew Hood as an external representative to GME for a one-year term commencing April 2021.
GME funding decisions are guided by a Matrix of Events, a GME Funding Criteria and a Geelong Major Events Strategy which ensures a transparent governance process for the allocations and access to funding by the community at large.
Major events in Geelong make a significant contribution to the social, environmental and economic well-being of the community. These events can also provide a legacy for the community through redeveloped or newly constructed infrastructure.
The events staged within this reporting period provided social benefits for the local community through participation and spectator opportunities, with 60% of these major events offering some level of free public access to the events.
It is estimated that approximately 70,000 participants and spectators attended the events supported during the period ending 30 June 2021, and that 54% of those attendees were non-local.
The GME Committee has a gender balance.
In August 1998 Council established GME as a Section 86 Committee under the provisions of the Local Government Act 1989, to stimulate and encourage major events within the municipality. That 1989 Act is now replaced by the Local Government Act 2020, Section 63 Delegated Committees.
The objectives of GME are to:
Strive to stimulate and encourage events that offer the best opportunity to provide measurable economic benefits, potential to market Geelong outside the municipality and enhance local community through participation of residents;
Support the development and improvement of hallmark, major and developing events while focusing its activities on a clearly defined strategic program; and
Establish and maintain strong links with the private sector, government and our communities to achieve high levels of stakeholder investment and activity required to realise the events potential of Geelong.
GME undertake a range of overarching actions to achieve their objectives including:
A Geelong Major Events Strategy and Business Plan in accordance with terms of reference;
Maintenance of a funding submissions and evaluation process;
The development and attraction of new events;
The continuous improvement of current events;
Facilitation of State, Federal Government and private sector funding whatever possible; and
Recommendations to Council regarding event infrastructure needs.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Strong local economy.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A destination that attracts local and international visitors.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The management of risks associated with events is an important aspect to protect the community, Council’s assets and reputation. Significant processes are in place to ensure all events staged in the region have adequate risk and emergency management procedures in place, particularly focussed on the contemporary security threats now facing mass crowd events and as we move forward, the considerations necessary to ensure COVID Safer events.
All high-risk major events are required to present event plans to Geelong’s Events Multi Agency Working Group, which is coordinated by Council’s Event Services Unit and chaired by Victoria Police. During this process, feedback and advice is given to event organisers from the represented agencies and stakeholders on the working group, such as Victoria Police, WorkSafe, Country Fire Authority and the Municipal Building Surveyor.
Each application for funding to GME is assessed against a range of criteria including environmental impact.
Environmental considerations include energy usage, use of renewable sources, water usage, waste and or recycling generated, traffic congestion, use of non-powered transport options, pollution, destruction or damage to natural environments, event legacies of new or reinvigorated nature and resources. The environmental impact for each event is assessed and where appropriate actions are identified to protect the environment.
Council plays a leading role in working with external agencies and event organisers to ensure that environmental implications are appropriately managed.
The events staged during this period implemented a range of programs to minimise their environmental impacts, carbon footprint and to proactively provide positive legacies from their events.
Summary of Events Sponsored by GME 2020-2021 [2.3.1 - 1 page]
Source: |
City Services |
Director: |
Guy Wilson-Browne |
To seek Council endorsement for the City to become a founding member of the newly established Barwon South West Climate Alliance.
Across Victoria, regional climate alliances work on behalf of their member councils and government agencies to deliver climate change initiatives that provide shared benefits.
There are currently eight climate alliances in Victoria. The Barwon South West is the only region in Victoria that currently does not benefit from an established climate alliance.
Alliance projects benefit from joint effort, expertise and shared knowledge. A recent success was the Victorian Energy Collaboration (VECO) which resulted in 46 councils purchasing electricity from renewable sources.
The City is a non-fee paying member of the Western Greenhouse Alliance, a largely metropolitan group of eight councils west of the Melbourne central business district. The City has the opportunity to be a conduit between the Western Alliance and the new Barwon South West Climate Alliance as well as taking advantage of opportunities by being a member of both alliances.
The Victorian Government recognises the important work of greenhouse alliances to support local and regional climate action. In 2020, the Department of Environment Land Water and Planning provided funding to support the establishment of a Barwon South West Climate Alliance between the ten councils, water authorities, catchment management authorities and other relevant organisations of the Barwon South West region including:
City of Greater Geelong, Golden Plains Shire, Surf Coast Shire, Borough of Queenscliffe, Corangamite Shire, Colac Otway Shire, Warrnambool City Council, Moyne Shire, Glenelg Shire, Southern Grampians Shire, Barwon Water, Wannon Water, Corangamite Catchment Management Authority and Glenelg Hopkins Catchment Management Authority.
Warrnambool City Council is leading the project on behalf of the regional partners.
The proposed Barwon South West Climate Alliance will be a formal partnership between councils and other agencies to work together on joint projects, share knowledge and gain benefits from becoming a part of the larger cohort of regional climate alliances in Victoria.
At least five organisations are required to become founding members of the Barwon South West Climate Alliance to enable its establishment.
Founding members will have the opportunity to shape the rules of the Alliance, refine its governance and membership structure, and form its legal purpose.
Councillor Moloney moved, Councillor Mansfield seconded -
That Council:
|
Carried.
Each council will be required to pay an annual membership fee of $15,000 to be a member of the Barwon South West Climate Alliance.
The City’s membership will be paid for from the existing budget.
The development of the recent Draft Climate Change Response Plan was informed by extensive community engagement that revealed strong interest in regional climate change issues and solutions. A key theme of the feedback received included the community’s desire to see the City demonstrating leadership and working across the broader region to reduce the impacts of climate change.
A regional approach to tackling climate change will address and improve aspects of social equity including increasing access to affordable clean energy whilst reducing climate change impacts.
The Local Government Act 2020 has strengthened the mandate for consideration of climate change risk in council decision-making processes. Several of the overarching governance principles create obligations for councils in the context of climate change, including:
Under section 9(2)(b) Councils are required to give priority to achieving the best outcomes for the municipal community, including future generations;
Under section 9(2)(c) Councils are required to promote the economic, social and environmental sustainability of the municipal district, including mitigation and planning for climate change risks; and
Under section 9(2)(h) regional, state, and national plans and policies are to be taken into account during Council’s strategic planning.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
Sustainable development that supports population growth and protects the natural environment.
No officer involved in the preparation of this report declared a general or material conflict of interest.
Membership of the Barwon South West Climate Alliance will assist the City in minimising risks to the environment, at the same time improving its reputation as a regional leader.
Risks will be minimised by putting in place a governance structure (Attachment 1).
The Sustainability Framework, Environment Strategy 2020-2030 and Draft Climate Change Response Plan provide strategic justification for the City to become an active member of the Barwon South West Climate Alliance. The alliance will support the region to minimise impacts and realise new opportunities in relation to the climate change
Barwon South West Climate Alliance Governance Structure [YOB6] [2.4.1 - 3 pages]
Councillor Gryzbek declared a conflict of interest in relation to item 2.5 GMHBA Stadium Stage 5 Redevelopment in that, Councillor Gryzbek’s manager is a trustee of the Kardinia Park Stadium Trust and left the meeting at 7:25 pm prior to discussion of the item.
Source: |
City Planning and Economy |
Director: |
Gareth Smith |
To report to Council on the recommendations from the Council resolution from 23 March 2021 regarding the GMHBA Stadium Stage 5 Redevelopment.
A report was tabled at the 23 March Council meeting which sought support for the redevelopment of the GMHBA Stadium, public plaza and cricket hub.
At this meeting Council resolved to support the Minister for Planning as the Planning Authority and Responsible Authority for a planning scheme amendment that would allow the final stage of the stadium to be developed. The resolution also noted that the Kardinia Park Stadium Trust (KPST) had been nominated Committee of Management for the land associated with the development.
The report highlighted concerns raised by City officers in relation to the plaza area and cricket hub including tree removal, loss of open space for car parking, vehicle access, loading dock and ongoing involvement with the City as the amendment progressed.
Council resolved to support some aspects of the Council report, including the stadium development, the Minister for Planning’s role and the loading dock. A letter to this effect was sent to the KPST and the Minister for Planning.
Councillors sought further investigations on the issues relating to car parking, vehicle access and tree removal. An alternative recommendation endorsed by Council, requested officers to continue to work with the KPST, to review the business case for the cricket hub to ensure that the Geelong Cricket Club “is no worse off,” and to further investigate carparking, vehicle access and tree removal options.
The business case prepared by Callab Projects on behalf of Cricket Australia and Cricket Victoria was provided to Council officers on 3 May 2021. A copy of the business case has previously been provided to Councillors.
The Minister for Planning has approved amendment C423 for the Stage 5 redevelopment of the Stadium, plaza and cricket hub. A further decision is required on car parking and access for the cricket hub post approval of the amendment.
Four options have been considered to provide additional car parking in proximity to the cricket hub that are discussed in Attachment 1.
Following further discussions with KPST, officers recommend supporting the removal of 11 trees, an additional 2 trees have been reassessed. The River Red Gum will be retained.
The carpark near the Cricket Hub and associated access road is not consistent with the Council’s Clever and Creative Vision of no net loss of open space by suburb and the consolidation of carparking in Kardinia Park is not supported. Officers recommend the additional car parking on Carr Street (Option 3 outlined in Attachment 1). With design modifications, the Moorabool Street accessway is acceptable but not preferred.
Councillor Harwood moved, Councillor Murrihy seconded -
That Council as part of its consideration of the GMHBA Stadium Stage 5 redevelopment:
|
Councillor Nelson moved, Councillor Kontelj seconded -
That Council as part of its consideration of the GMHBA Stadium Stage 5 redevelopment:
|
Carried.
The construction of the final stage of the GMHBA stadium and associated cricket hub, additional car parking and plaza area will be funded by the State Government. The project is estimated to cost $142 million.
The KPST undertook community engagement for a six-week period from 9 December 2020 – mid January 2021. Engagement involved a mail out of 500 letters to adjacent landowners and notices in the local paper. Information about the project was available on the KPST web site. A report on the findings from the consultation was prepared in February 2021 and presented to the Minister for Planning for consideration as part of the amendment process.
The Stage 5 redevelopment will provide all abilities access to the stadium and the surrounding plaza area. The existing cricket club will also benefit from the development with the provision of new change and club rooms within the stadium. The cricket hub and indoor nets will also be a significant asset for the local and regional cricket community. The new plaza area has been designed to include a half basketball court and grass area enabling the space to function as a local park on non-event days.
The Clever and Creative Vision calls for no net loss of open space in each suburb. The introduction of additional car parking and access road into Kardinia Park will result in a loss of open space in Geelong.
The development of the Kardinia Park Master Plan has recently commenced which may present opportunities to offset this loss, however it is not possible to determine this at this point.
The completion of the stadium is consistent with promoting and enhancing the capacity of the precinct for sporting and cultural events. A new cricket hub is proposed as part of the stadium redevelopment, which is generally consistent with the G21 Cricket Strategy adopted by Council in 2019 that identifies Kardinia Park as a location for the cricket hub.
The Governor in Council in February 2021 extended the committee of management responsibilities for KPST to include the plaza and cricket hub area.
In September 2020 Council adopted the Tree Management Council Policy. This policy provides direction on the protection, retention and removal of trees on City managed land and where protection exists under the Greater Geelong Planning Scheme. A maximum of 11 trees including two street trees would be removed from the site.
On 15 June 2021, the Minister for Planning wrote to the Mayor informing the City that he had approved Amendment C423 to the Greater Geelong Planning Scheme, to facilitate the redevelopment and upgrades to the GMHBA stadium, forecourt plaza and cricket hub.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Healthy, caring and inclusive community.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A destination that attracts local and international visitors.
An inclusive, diverse, healthy and socially connected community.
It also aligns with there is to be no net loss of open space in each suburb.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The final stage of development of the GMHBA stadium, plaza and cricket hub will be fully funded by the State Government. Project construction will be managed by the State Government and KPST through various contractors. The State and the KPST will need to continue liaising with City officers during construction to ensure safe and equitable traffic management, and access to the balance of Kardinia Park by sporting clubs and the general public can be maintained.
Initial investigations during the design phase of the project has estimated approximately 5,000-10,000 cubic metres of contaminated fill is under the current northern stand. It is proposed that this contaminated fill will be managed by placing it under the plaza area.
The City is aware that the EPA on 4 March 2021 has exempted the need for a works approval to place contaminated fill under the plaza, subject to conditions which include the submission of an Environmental Management Plan (EMP) by KPST. The City will request a copy of the EMP and any other supporting documentation be provided to the City to support overall park management in partnership with the KPST.
A Stormwater Servicing Strategy has been developed for the site. The strategy will deal with stormwater runoff generated from the development including its capture and reuse to water ovals and grassed areas.
An Environmentally Sustainable Design Statement has been prepared for the development. The development will implement best practice environmentally sustainable design principles and operating practices, use sustainable building materials, reuse and recycle waste building materials, meet Green Star requirements and implement drought proof landscaping.
A maximum of 11 trees including 2 street trees, will be removed from the site and 52 replacement trees are proposed by KPST. An existing River Red Gum will be retained on the site.
Attachment 1 Planning process GMHBA stadium redevelopment cricket hub [2.5.1 - 9 pages]
Attachment 2 - Tree Impacts and Conflicts Report [2.5.2 - 10 pages]
Letter to Minister for Planning Council meeting July 2021 [2.5.3 - 3 pages]
Councillor Grzybek re-entered the meeting room at 7:41pm.
Source: |
City Planning & Economy |
Director: |
Gareth Smith |
To seek Council authorisation to release the attached draft Domestic Animal Management Plan 2022-25 for public consultation.
The Domestic Animals Act 1994 (the Act) requires all Victorian municipalities to develop a Domestic Animal Management Plan (DAMP) every four years. The DAMP is required to be submitted to the Department of Jobs, Precincts and Regions (DJPR) by 3 December 2021. The scope of the plan is limited to domestic dogs and cats, as defined by the Act.
The DAMP is expected to outline how the City intends to promote the following standards of animal management:
To promote and encourage the responsible ownership of dogs and cats;
To ensure that people comply with the Act, its regulations and any related legislation;
To minimise the risk of attacks by dogs on people and animals;
To address any over-population and high euthanasia rates for dogs and cats;
To encourage the registration and identification of dogs and cats;
To minimise the potential for dogs and cats to create a nuisance; and
To effectively identify all dangerous dogs, menacing dogs and restricted breed dogs in the municipal district and ensure that those dogs are kept in compliance with the Act and regulations.
To inform the development of the draft DAMP, initial community consultation was undertaken over 6 weeks during March/April to receive feedback on key aspects of animal management to inform the objectives of the DAMP. The consultation was promoted with extensive advertising encouraging community member participation.
The consultation webpage received 2117 views; 717 online surveys and 2 hard copy submissions were received.
An overview of the community engagement was created (Attachment 1) as well as an extended engagement report which has been published on the City’s website.
The draft DAMP (Attachment 2) has been informed by the initial consultation and is now proposed to be released for consultation with the community.
Councillor Grzybek moved, Councillor Harwood seconded -
That Council:
|
Carried.
There are no financial implications for approving the draft DAMP for consultation. Implementation of projects and activities identified in the DAMP will be considered annually as part of the Council’s budget process.
Extensive community engagement was undertaken during the consultation period to inform the development of the draft DAMP. An overview of the responses received during the initial community engagement process is included in Attachment 1. A more comprehensive community engagement report has also been developed and made available to the community. The results from the community engagement were used to inform the draft DAMP 2022-25.
The draft DAMP is proposed to be released for public comment from 30 August -
26 September 2021 via the Geelong Australia, “Have your say” page. The release will be publicised via radio and social media advertising. The followers of the “Have your say” page will also receive an email notification of the release of the draft report.
A central aim of the DAMP is to promote the benefits of pet ownership and celebrate the positive aspects of owning a pet. This is something that should be accessible for all community members regardless of their demographic. For this reason, the DAMP includes reduced cost cat desexing, access to off-leash areas for dog walking across the municipality, free mediation in animal nuisance disputes, and provision of information and resources at key community events.
We will partner with relevant community groups and agencies to deliver outcomes for the community and their pets.
Programs and services will be guided by statistics gathered on key areas such as dog attacks, low compliance with registration, and nuisance reports and will target these appropriately.
The DAMP is a legislative requirement pursuant to the Domestic Animals Act 1994. An updated plan for 2022-25 is to be provided to the DJPR by 3 December 2021.
A draft Plan will be released for community consultation between 30 August – 26 September 2021, and the final plan submitted to Council at the November Council meeting.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Healthy, caring and inclusive community.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
An inclusive, diverse, healthy and socially connected community.
People feel safe wherever they are.
Sustainable development that supports population growth and protects the natural environment.
No officer involved in the preparation of this report declared a general or material conflict of interest.
If the draft DAMP 2022-25 is not approved to be released for community consultation during September, the plan will not be able to be finalised before the 3 December 2021 deadline.
The aims of the DAMP are to reduce risk of negative animal related incidents and improve community safety.
Irresponsible pet ownership can have negative implications on native habitats, water ways and open spaces. Actions to minimise these implications are included in the DAMP 2022-25.
DAMP 2022 25 Community Engagement Results Snapshot [2.6.1 - 3 pages]
2022 2025 DAMP DRAFT [R884] [2.6.2 - 17 pages]
Source: |
City Planning & Economy |
Director: |
Gareth Smith |
To seek Council endorsement of the revised terms of reference for the Heritage Advisory Committee (Attachment 1).
The Geelong Heritage Advisory Committee (HAC) was formed by the Council in 2018.
The HAC representation has had some changes this year with Councillors
Peter Murrihy and Belinda Moloney appointed by Council as the Chair and Deputy Chair, respectively. Community representation has also had some changes following a public expression of interest process.
There have been differing member expectations as to the committee’s role and procedures in recent times and the terms of reference had some minor anomalies compared to other Council advisory committees, therefore changes were required to the terms of reference.
The proposed revisions to the terms of reference include:
Providing increased clarity as to what is, and what is not the role of the HAC;
Reflect a changed administrative context, secretariat functions are now being provided by the Urban Design and Heritage unit under a restructured City Planning and Economy directorate; and
Introduce a higher level of oversight to key processes, in respect to requiring the committee to always be Chaired by a Councillor, and member appointments to be vetted by the City’s Chief Executive Officer.
The proposed revisions were prepared by the secretariat in consultation with the new Heritage Advisory Committee.
Councillor Murrihy moved, Councillor Moloney seconded -
That Council adopt the revised Geelong Heritage Advisory Committee Terms of Reference at Attachment 1. |
Carried.
There are no additional financial implications as a result of the revised terms of reference.
A draft of the proposed revisions was circulated prior to, and discussed at the Heritage Advisory Committee meeting of 28 June 2021.
The committee does not make decisions in respect to service delivery; however its membership framework is structured to draw input from a wide range of Aboriginal, historical and other community groups on community heritage-related issues.
The proposal supports the continuation of the 2018 policy decision of Council to convene a Heritage Advisory Committee. The committee is advisory and any legal or statutory implications from its advice will be separately appraised and considered by Council upon receipt of that advice.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A destination that attracts local and international visitors.
An inclusive, diverse, healthy and socially connected community.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The committee exists to mitigate risks to the community’s heritage by keeping the Council in close touch with heritage stakeholders on contemporary issues.
Advice provided by the committee will periodically require the Council and City to inform itself on a community heritage issue and consider appropriate action. Any risks from acting upon the committee’s advice will be separately appraised and considered by Council or the City upon receipt of that advice.
The committee is advisory and any environmental implications from its advice will be separately appraised and considered by Council upon receipt of that advice.
Committee Terms of Reference Greater Geelong Heritage Advisory Committee [OQ1U] [2.7.1 - 9 pages]
Source: |
Strategy, People & Performancetegy & Performance |
Director: |
Kaarina Phyland |
To present the Greater Geelong: A Clever and Creative Future 2nd Edition for adoption by Council.
The community-led 30-year vision, Greater Geelong: A Clever and Creative Future, was launched in August 2017 following a considerable deliberative engagement process which captured the voices of over 16,000 community members.
The new Local Government Act 2020 specifies ‘A Council must develop or review the Community Vision in accordance with its deliberative engagement practices and adopt the Community Vision by 31 October in the year following a general election’.
Key focus areas / gaps identified through the review process included diversity and inclusion, emergency services, safety, accessible health and specialist services, mental health, family violence, local economy and the need for ongoing COVID-19 support.
A total of 30 written submissions were received following a three-week consultation period and further changes have been incorporated based on the feedback provided.
Greater Geelong: A Clever and Creative Future 2nd Edition aims at addressing the focus areas / gaps to ensure that the vision remains relevant and deliverable in the current environment. However, it is not the intention to make any significant changes to the vision until a more substantial community engagement is undertaken, scheduled for 2023.
Councillor Sullivan moved, Councillor Kontelj seconded -
That Council adopt the Greater Geelong: A Clever and Creative Future 2nd Edition. |
Carried.
There are no financial implications associated with the review of the community vision.
A review of the current 30-year vision was undertaken as part of the deliberative engagement with the community to develop the Our Community Plan 2021-25. Engagement was also undertaken with the Vision Partner Group, the City of Greater Geelong Youth Council and internal stakeholders.
The draft 2nd edition of the vision document was released to the community for a three-week consultation period.
The vision document was developed in collaboration with the community. This update reflects community data relating to the community aspiration for an inclusive, diverse, healthy and socially connected community.
The new Local Government Act 2020 specifies ‘A Council must develop or review the Community Vision in accordance with its deliberative engagement practices and adopt the Community Vision by 31 October in the year following a general election’.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Healthy, caring and inclusive community;
High-performing council and organisation;
Strong local economy; and
Sustainable growth and environment.
This report aligns with the Community led 30-year vision, “Greater Geelong: A Clever and Creative Future” community aspirations:
A destination that attracts local and international visitors;
A fast, reliable and connected transport network;
A leader in developing and adopting technology;
A prosperous economy that supports jobs and education opportunities;
An inclusive, diverse, healthy and socially connected community;
Creative and diverse culture;
Development and implementation of sustainable solutions;
People feel safe wherever they are; and
Sustainable development that supports population growth and protects the natural environment.
No officer involved in the preparation of this report declared a general or material conflict of interest.
Delivering the Greater Geelong: A Clever and Creative Future vision has been identified as a strategic risk for the City.
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.
The vision document was developed in collaboration with the community. This 2nd edition document reflects the community feedback received through the deliberative community engagement relating to the community aspirations for sustainable development that supports population growth and protects the natural environment, and development and implementation of sustainable solutions.
Clever and Creative 30-Year Vision Refresh - Report [2.8.1 - 32 pages]
Source: |
City Planning & Economy |
Director: |
Gareth Smith |
For Council to endorse the submission (Attachment 1) to the Bellarine Peninsula Distinctive Area and Landscape phase three consultation on the draft Statement of Planning Policy.
The Bellarine Peninsula was declared as a Distinctive Area and Landscape on 29 October 2019. The declaration triggers the requirement to prepare a Statement of Planning Policy (SPP).
The Department of Environment, Land, Water and Planning (DELWP) is leading the project and have prepared a draft SPP that has been on public consultation in July-August 2021.
The draft SPP includes a 50-year vision and objectives and strategies to deliver the vision under eight policy domains.
The draft SPP has been informed by two phases of community consultation and several technical reports.
As a responsible public entity (RPEs) the Council will be required to endorse the final SPP.
Officers are generally supportive of the vision and the objectives and strategies contained within the draft SPP.
Protected settlement boundaries are recommended for all townships on the Bellarine. They generally accord with existing settlement boundaries except for Ocean Grove which removes two areas on the eastern edge of the township currently zoned farming and the inclusion of existing residential zoned land in Portarlington.
Changes to residential zones include recommendations to ‘back zone’ land generally in accordance with the methodology used in urban Geelong. It is not clear how this will be implemented.
Changes are recommended to provide greater certainty and clarity around the content of the draft SPP that are outlined in the submission.
A key concern is the limited detail around how the SPP will be implemented and who will lead and resource this work.
It is recommended DELWP prepare a detailed implementation plan and guidelines on how RPE’s use the SPP for Council consideration prior to requesting formal endorsement of the SPP.
It is noted that unlike the Surf Coast Distinctive Area and Landscape, a Standing Advisory Committee has not been appointed by the Minister to consider submissions and provide advice. Officers recommend DELWP provide a written response to the matters raised in submissions (Council and other submitters) by way of a public report. This will help provide transparency around decision making on the final SPP.
That Council:
|
Councillor Asher moved, Councillor Sullivan seconded –
Add to Point 1 the text in bold:
That Council:
|
Carried.
Councillor Sullivan moved, Councillor Mason seconded -
That Council:
|
Carried.
There is no cost associated with endorsing a submission to the phase 3 consultation. The submission requests DELWP provide a detailed implementation plan prior to requesting Council endorsement. This should give Council greater certainty around what the future resource requirements will be to meet our obligations as an RPE to deliver the SPP.
DELWP has carried out significant consultation which has included 3 phases of community engagement. Phase 1 related to values and attributes. Phase 2 related to the vision statement and draft policy approaches and phase 3 was on the draft SPP.
A mix of online, in-person sessions and written submissions were used to disseminate information as well as receive feedback.
All landowners were notified in writing as part of phase 3.
DELWP has aimed to provide opportunities for those impacted by the draft SPP to have input into the plan.
The draft SPP has been prepared in accordance with the Distinctive Area and Landscape requirements under the Planning and Environment Act 1987. Once the SPP is finalised, Council will be required to endorse it as an RPE under the legislation. This binds Council to certain matters contained within the SPP.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A destination that attracts local and international visitors.
Sustainable development that supports population growth and protects the natural environment.
No officer involved in the preparation of this report declared a general or material conflict of interest.
There are no risks associated with this report. When Council is requested to endorse the SPP it will need to consider the implications and risks associated with being an RPE at that time.
Sustainability is a key consideration within the draft SPP. Policy domains relating to Environmental risks and resilience, Landscape and Environment and biodiversity contains several objectives and strategies to support a more sustainable future.
Submission to Bellarine DAL Phase 3 [2.9.1 - 26 pages]
Source: |
City Services |
Director: |
Guy Wilson-Browne |
To finalise the Special Charge Scheme 294 for road construction works between 122 and 155 Tower Road; and 110 and 128 Sproat Street, Portarlington.
The road construction works were delivered in response to requests from several residents for sealing the unsealed section of Tower Road. The scheme recognised community demand for improved transport infrastructure, to complement recent land developed, address road safety and limit impacts from dust to the adjacent properties.
This project involved construction of a new road pavement between No. 122 to No. 155 Tower Road and between No. 110 to No. 128 Sproat Street, Portarlington (Attachment 2 - Map). The property owners supported the option for a rural road construction to provide improved road safety and access.
No formal submissions were received in relation to the proposed special charge scheme during the one month submission period following the public notice sent to residents on 11 September 2020. No submissions were received by VCAT.
The scheme works are complete (Attachment 4). The Special Charge Scheme can be finalised based on the recommended cost as shown in Attachment 1 - Schedule A.
Councillor Mason moved, Councillor Sullivan seconded -
That Council:
|
Carried.
The City’s contribution has been funded from the core street construction capital works program (C02301).
The final design and construction costs are summarised below:
|
Estimate |
Actual |
Variance |
Variance (%) |
|---|---|---|---|---|
Scheme cost to project 1 owners (Tower Road seal) |
$44,041.24 |
$40,847.40 |
$3,193.84 |
-7.25% |
Scheme cost to project 2 owners (Tower Road kerb and channel) |
$19,382.77 |
$14,159.88 |
$5,222.89 |
-26.90% |
Scheme cost to project 3 owners (Sproat Street kerb and channel) |
$23,235.14 |
$18,508.86 |
$4,726.28 |
-20.30% |
Scheme cost to the City |
$296,182.85 |
$251,532.79 |
$44,650.06 |
-15.08% |
Scheme Total |
$382,842.00 |
$325,048.93 |
$57,793.07 |
-15.10% |
Estimated proposed contributions from property owners was $86,659.15 (22.64%) based on an apportionment of cost. Council’s contribution was estimated at $296,182.85 (77.36%). The estimated cost and apportionment are shown in Attachment 1 - Schedule A.
The total cost is less than the total declared value representing a total saving of $57,793.07, made up of $13,143.01 to residents and $44,650.06 to the City. Adoption of the final costs and minor decreases are in accordance with the Local Government Act 1989, Section 166 without the need to formally vary the scheme.
The finalised recommended special charges shown in Attachment 1 include the proposed adjustments:
The savings were realised due to the contractor’s tendered price being lower than the officer’s cost estimate; and
Property owners were able to nominate a payment plan and request consideration in line with our hardship policy if applicable as outlined in the levy notice to property owners.
The total actual cost of $325,048.93 is reduced from the initial estimate and includes:
Contributions from the City for the community benefits of the scheme $251,532.79; and
Property owner special benefit contributions totalling $73,516.14.
This apportionment is pro rata to the original estimate.
Community engagement and the consultation process for the road construction Special Charge Scheme has been carried out as follows:
In June 2015 residents of Tower Road between Alison Road and Sproat Street formed an action group and raised several road safety concerns with the City regarding the road crest, concealed driveways and dust in summer and mud in winter. The residents involved in the action group asked for the road to be sealed and indicated support to contribute to the cost of works.
Requests to improve the road infrastructure is summarised with the following records of communication:
A total of 76 requests for service relating to grading and pothole repairs along the unsealed section of Tower Road;
A total of 13 requests for dust suppression along the unsealed section of Tower Road;
A total of 7 requests for service for the section of Tower Road to be sealed;
Confirmation via 13 letters to residents advising them that the road will be considered for construction under a Special Charge Scheme as part of the City’s forward road construction program; and
Several letters received through the local MP’s office on behalf of residents seeking construction, and the City’s response acknowledging the community requests and that a Special Charge Scheme would be considered in future works programs.
In December 2018, three residents campaigned for sealing on this section of Tower Road with one resident noting “there are 13 residences in this part of Tower Road and almost all owners want to see this road sealed as soon as is possible.”
Subsequent to Council’s intention to declare a Special Charge Scheme resolution at its meeting of 12 May 2020:
A Public Notice was placed in the Geelong Advertiser on 13 June 2020 with a copy sent to all property owners who receive special benefit;
Letters to all special benefit property owners were sent 9 June 2020 advising of the Intention to Declare and avenues to provide feedback; and
An online information portal was established on Council’s website containing all pertinent scheme information.
No submissions were received during the 28-day submission period following the advertisement of the Public Notice which closed on 10 July 2020:
During the 28-day period, officers received informal enquiries regarding the apportionment of scheme cost and responses provided.
The scheme was declared by Council at its meeting on 8 September 2020.
No submissions were received by VCAT.
Public Tender invite was advertised in the Geelong Advertiser Saturday 31 October 2020.
Letters to all affected property owners were sent on 19 February 2021 by Civil Force on behalf of the City informing property owners that works would commence on the 1 March 2021.
There are 30 residential properties abutting the works that were determined to receive special benefit. There are no City owned properties abutting the scheme.
The Special Charge Scheme process is described in Attachment 3.
The provision of properly sealed and drained roads provides improved amenity, connectivity and safety for pedestrians.
The scheme has been prepared in accordance with the Special Rate and Charge provisions of the Local Government Act 1989 and guided by Council’s Special Rates and Charges Policy. The process chart for implementation of this scheme is shown in Attachment 3.
In accordance with Council’s Special Rates and Charges Policy, now the project has been completed and all costs aggregated, the next step is for Council to consider finalising the scheme. Any cost adjustments are in accordance with requirements of the Local Government Act 1989.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A fast, reliable and connected transport network.
No officer involved in the preparation of this report declared a general or material conflict of interest.
Improved sealed roads and drainage lowers the City’s ongoing maintenance requirements and delivers a higher level of service.
Construction of the unsealed section of Tower Road provides safer driving conditions for motorists. The improved drainage with kerb and channel on both Tower Road and Sproat Street reduces hazards associated with water over roads.
The new sealed road provides improved sealed access and amenity as dust, mud and stormwater concerns are mitigated.
No significant vegetation removal was required to complete the project.
Tower Road Sproat Street Portarlington SRC 294 - Schedule A [2.10.1 - 3 pages]
Tower Road Sproat Street Portarlington SRC 294 - Map [2.10.2 - 1 page]
Tower Road Sproat Street Portarlington SRC 294 - Process Chart [2.10.3 - 1 page]
Tower Road Sproat Street Portarlington SRC 294 - Photos [2.10.4 - 2 pages]
Source: |
Customer & Corporate Services |
Director: |
Michael Dugina |
To award Contract C2100080 Operation and Management of The Geelong Resource Recovery Centre to GDP Industries (ABN 96 004 811 116).
The current contract was due to expire on 31 July 2021. Ministerial exemption has been sought and received to extend the existing contract while this new contract is being finalised.
To facilitate the operation and management of the Geelong Resource Recovery Centre, Procurement Services undertook an open (public) tender on behalf of Environment and Waste.
The expenditure for the operation of the Geelong Resource Recovery Centre has been approved in the 2021-22 Budget. Future expenditure will be funded from the annual budget cycle.
Based on the high quality of the written tender submission and competitive pricing offered, the recommended tenderer provided a value for money option for the City.
Procurement Services managed an open tender process seeking to appoint a suitably qualified and experienced contractors to operate and manage the Geelong Resource Recovery Centre.
The submissions were evaluated in accordance with the processes detailed in the City’s ‘Procurement and Contracts Manual’.
Based on the tenderer’s experience, expertise and value for money, the Tender Evaluation Panel (TEP) recommend that GDP Industries (ABN 96 004 811 116) be awarded the contract for the provision of the above services.
Subject to awarding the contract, the contract will commence on 1 October 2021, for an initial 2-year term, with the option of 3 x 1-year extensions as sole discretion of the City.
The estimated cost across the maximum 5-year term of the contract for the delivery of the services is $10,125,031.30 (excl. GST).
Councillor Moloney moved, Councillor Mansfield seconded -
That Council:
|
Carried.
The operation cost of the Geelong Resource Recovery Centre will be mainly covered by user charges revenue, with the shortfall between income and operating costs funded by Council budget.
The contract value of $10,125,031.30 is within the operation budget.
The Geelong Resource Recovery Centre provides a wide range of waste and recycling services to the community with approximately 100,000 visits every year.
The City engaged with the community regularly through waste education programs and campaigns. Communication and engagement activities include social media posts, printed materials, monthly e-newsletter and advertising in newspaper.
The tender outcomes support the City to collaborate with organisation that provide employment opportunities to the disadvantaged communities in Geelong.
The Geelong Resource Recovery Centre provides residents and community members with a local waste and recycling facility to dispose of their waste, as well as to recover unwanted products as recycled resources. Services provided under this contract support local social enterprise to employ disadvantaged communities.
This tender was publicly tendered in accordance with the requirements of section 186 of the Local Government Act 1989 and the tender process has been conducted in accordance with Council’s Procurement Policy.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A prosperous economy that supports jobs and education opportunities.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The tender evaluation process involved the assessment of Work, Health and Safety policies, procedures and risk assessment documents. Any other risks associated with the acceptance of this tender will be managed through the contract conditions.
Any environmental implications associated with this contract provision are the responsibility of the Contractor and will be managed through the contract documentation.
Nil.
Contract C2100080 Operation and Management of The Geelong Resource Recovery Centre
The City issued Tender T2100080, closing 2:00pm Wednesday 7 July 2021, seeking to appoint a contractor to operate & manage the Geelong Resource Recovery Centre.
Table 1 Invitations to Tender
Medium |
Date Advertised |
|---|---|
Geelong Advertiser |
12 June 2021 |
City of Greater Geelong website - eProcure |
12 June 2021 |
The Tender Evaluation Panel (TEP) comprised the following staff.
Table 2 Tender Evaluation Panel
Position Title |
Panel role |
|---|---|
Senior Procurement Specialist |
Chair |
Manager Environment and Waste |
Member |
Coordinator Sustainable Waste Services |
Member |
Team Leader Waste Contract Management |
Member |
Waste Contract Support Supervisor |
Member |
At tender close the City received 4 tender submissions.
Table 3 Tender Submissions Received
Tender |
Conforming tender |
|
|---|---|---|
A |
GDP Industries |
Yes |
B |
Tender B |
Yes |
C |
Tender C |
Yes |
C |
Tender D |
Yes |
The TEP used the following qualitative criteria (in order of weighting) to assess the submissions:
Table 4 Comparative Criteria Weighting
Comparative Criteria |
Weighting % |
|---|---|
GROW & G21 initiatives |
25 |
Current & past experience |
20 |
Contract resourcing |
15 |
Economic & local contribution |
10 |
Methodology & plan for performing contract |
10 |
Customer service processes |
10 |
Risk identification |
5 |
Recycled and Environmental considerations |
5 |
At the conclusion of the qualitative evaluation the single submission was deemed and capable of providing services to the City.
Table 5 Tender Evaluation Scores
Tender |
Rank |
|
|---|---|---|
1 |
GDP Industries |
Recommended |
2 |
Tender B |
Not Recommended |
3 |
Tender C |
Not Recommended |
4 |
Tender D |
Not Recommended |
The proposed contract was reviewed and agreed to by GDP Industries as part of their tender submission.
No probity issues were identified.
Source: |
Customer & Corporate Services |
Director: |
Michael Dugina |
To award Contract C2100035 for the Parks Reserve Maintenance services to Programmed Property Services Pty Ltd (ABN 66 106 015 632).
The Procurement Services Unit partnered by Parks and Gardens administered an open tender process on behalf of the City for the provision of Parks Reserves maintenance services.
The tender was published on 27 March 2021, seeking to engage a suitably qualified and experienced contractor for the provision of Parks & Reserves maintenance services to assist the City’s Parks and Gardens Department.
The City subcontracts out these specialised maintenance works to ensure the required level of service for the maintenance of Parks and Reserves can be achieved.
These works, along with some minor regular maintenance (again which is currently subcontracted out), have recently been tendered out to:
Deliver a more cost-effective model by allowing contractors to invest long term with plant and labour;
Ensure a greater safe work approach as it allows for greater forward planning and post review; and
Allow a more programmed and timely approach to be created across the Geelong region.
The Procurement Services unit administered an open tender process on behalf of City Works to provide services to maintain reserves throughout the municipality in each of the three zones; North, South and East.
The submissions were evaluated in accordance with the processes detailed in the City’s ‘Procurement and Contracts Manual’.
Based on the tenderers’ past project experience, expertise and value for money the Tender Evaluation Panel (TEP) recommends that Programmed Property Services Pty Ltd be awarded the contract for the provision of these services across the 3 zones.
Subject to Council awarding the Contract, the services will commence in September 2021 and run for an initial 2-year period with the option of 2 x 12-month extensions at the sole discretion of the City.
The lump sum price for the delivery of the services is $2,201,856.52 (excl. GST) over the full 4 years of the potential agreement.
Councillor Aitken moved, Councillor Kontelj seconded -
That Council:
|
Carried.
This fixed price lump sum nature of the new contract will provide a superior value for money option for the City in comparison to the current arrangement for these services. The existing contract is structured to engage contractors on a schedule of rates basis as required and has proven to be more expensive as contractors are not assured of ongoing work. Given the regularity of the services required, and the specialised equipment required by contractors to complete the services, the fixed price lump sum contract provides surety of services (to the contractor) across a specified contract term and therefore superior value for money as the City.
The contract value is based on the fixed pricing provided by the contractor and falls within the budgeted amount allocated across the 3 zones.
There is no community engagement conducted for this program as it is a replacement of a current contract.
The contractor has a Geelong office with a national presence, and this contract will provide employment opportunities to the Geelong region due to the scope and scale of the contracted works.
This tender was 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.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
This report aligns with the Community led 30-year Vision, “Greater Geelong: A Clever and Creative Future” community aspiration:
A destination that attracts local and international visitors.
People feel safe wherever they are.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The tender evaluation process involved the assessment of Work, Health and Safety policies, procedures and risk assessment documents. Any other risks associated with the acceptance of this tender will be managed through the contract conditions.
Any environmental implications associated with this contract will arise from the execution of the works. It is considered that these are the responsibility of the contractor and will be managed through the contract documentation.
Contract C2100035 Parks Reserve Maintenance.
The City issued an open tender T2100035, closing 2pm Friday 14 May 2021, seeking to appoint a suitably qualified and experienced contractor to undertake maintenance services within the City’s Parks Reserves.
Table 1 Invitations to Tender
Medium |
Date Advertised |
|---|---|
Geelong Advertiser |
27 March 2021 |
City of Greater Geelong Website - eProcure |
27 March 2021 |
The Tender Evaluation Panel comprised the following staff:
Table 2 Tender Evaluation Panel
Position Title |
Panel role |
|---|---|
Procurement Specialist |
Chair (non-voting) |
Manager, Parks and Gardens |
Member (voting) |
Co-ordinator, Parks |
Member (voting) |
Maintenance Officer, Parks - North Zone |
Member (voting) |
Maintenance Officer, Parks - East Zone |
Member (voting) |
At tender close the City received 9 tender submissions:
Table 3 Tender Submissions Received
Tender |
Conforming tender |
|
|---|---|---|
A |
Tender A |
Yes |
B |
Tender B |
Yes |
C |
Programmed Property Services Pty Ltd |
Yes |
D |
Tender D |
Yes |
E |
Tender E |
Yes |
F |
Tender F |
Yes |
G |
Tender G |
Yes |
H |
Tender H |
Yes |
I |
Tender I |
No |
The Evaluation Panel used the following qualitative criteria (in order of weighting) to assess the submissions:
Table 4 Comparative Criteria Weighting
Comparative Criteria |
Weighting % |
|---|---|
Methodology and Plan |
25% |
Capability and Experience |
25% |
Proposed Project Resourcing |
20% |
Economic and Social Sustainability Considerations |
10% |
Quality Management |
10% |
Risk Management |
10% |
At the conclusion of the evaluation the tenders were ranked in the following order:
Table 5 Tender Evaluation Scores
Tender |
Rank |
|---|---|
Programmed Property Services Pty Ltd |
1 |
Tender D |
2 |
Tender A |
3 |
Tender F |
4 |
Tender H |
5 |
Tender B |
6 |
Tender E |
7 |
Tender G |
8 |
The proposed contract was negotiated between the City and Programmed Property Services Pty Ltd as part of the tender evaluation process and mutual terms agreed to prior to the recommendation to award the contract.
No probity issues were identified.
Nil.
Source: |
City Services |
Director: |
Guy Wilson-Browne |
To revoke Council’s designation of 12 December 2006 of flood affected land at The Creek Stage 1 as liable to flooding pursuant to regulation 153 of the Building Regulations 2018.
Council has a statutory obligation under the Building Regulations 2018 to designate land as liable to flooding where it reasonably knows it to be prone to flooding. Conversely, there is an obligation to remove the encumbrance of designation from land that is no longer considered to be flood-prone.
The current designated flood mapping (Attachment 1) was designated by Council at its meeting of 12 December 2006.
This revocation will result in a stage of new lots in The Creek Estate fronting 10 Whites Road, Mt Duneed being free of their flood prone status, enabling homes to be built on this land.
The flood mapping is subject to a revision due to the subdivision and development at 10 Whites Road, Mt Duneed. Prior to subdivision the parent lot was considered liable to flooding. This development site, which is also known as The Creek Stage 1 achieves flood immunity for newly created lots for flood events up to and including the 100-year Average Recurrence Interval (ARI) event due to the completion of approved internal works.
The recommendation by City engineers that the flood prone status can be removed includes assessment of internal drainage, road construction and earthworks to contain potential floodwaters from the 100-year ARI event within road and drainage reserves (Attachment 2).
It should be noted that designation is separate to the creation of flood overlays within the Planning Scheme, which generally follows designation. In the case of this development, the planning scheme amendment to create post-development flood zones or overlays is proposed after the design of the proposed precincts.
Councillor Harwood moved, Councillor Nelson seconded –
That Council revoke the Council designation of 12 December 2006 of flood affected land at The Creek Stage 1, Mount Duneed as liable to flooding pursuant to regulation 153 of the Building Regulations 2018. |
Carried.
There are no financial implications arising from the subject of this report.
A revocation of designation does not warrant public consultation as it constitutes the removal of an encumbrance on land.
Relevant City databases and flood maps will be revised and updates sent to the Corangamite Catchment Management Authority.
The City has a responsibility to the community to provide the best possible information on areas that are flood prone. The removal of flood prone designation allows owners to build on their land without a special permit from the City, and without raising the floor level of their home. It also reduces the cost of property insurance.
The City has various statutory responsibilities for drainage management and flood management (prevention, response and recovery) as set out in the Local Government Act 2020, Planning and Environment Act 1987, Building Regulations 2018, Water Act 1989, Subdivision Act 1988 and Emergency Management Act 2013.
The works have resulted in the lots being protected from flooding during a major storm event that has a one per cent probability of occurring in any one year and occurs on average once in 100 years. This is the required standard for new subdivisions.
This report aligns with Our Community Plan 2021-2025 strategic priority:
Sustainable growth and environment.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The City has some risk exposure with any failure to disclose the flood-prone status of a property in a Land Information Certificate.
The revocation of the designation is the final step in minimising Council’s risk.
The revocation of flood-prone areas designation and designation of revised flood data through the design of this stage is considered unlikely to result in any known adverse environmental impacts.
The Creek, Stage 1 current flood map [2.13.1 - 1 page]
The Creek, Stage 1 amended flood map [2.13.2 - 1 page]
Source: |
Strategy, People & Performance |
Director: |
Kaarina Phyland |
To provide an update on the progress of the Transformation Program 2.0 as at 30 June 2021.
The Transformation Program was primarily developed to address recommendations coming out of the Commission of Inquiry Report.
The program focuses on critical projects that are progressing and reflect six key areas of change: Civic Precinct, Digital Modernisation, Asset Management, Advocacy and Stakeholder Management, People and Culture, and Service Planning and Review.
Key achievements within the past six months include:
Named Civic Precinct ‘Wurriki Nyal’ following consultation with Wadawurrung Traditional Owners;
Confirmed changes to ensure 100% accessibility across meeting spaces;
Determined Platinum WELL building standard rating achievable within current design;
Completion of concrete pour for Lower Ground, Ground Floor and Podium Level and structural steel to Podium North;
Assessed assistance required to archive paper based corporate records and send off-site;
Endorsement of Business Systems Refresh (BSR) Scope for Phase 1 delivery;
Completed Data Management Strategy on a page ready for endorsement;
Completed the Working for Victoria data collection project;
Continued Konnect Maintenance Management System development and rollout;
Continued alignment of the Corporate Affairs functions;
Secured $8.5 million in government funding for the Northern Aquatic and Community Hub;
Aligned advocacy priorities to federal and state government funding opportunities;
Commenced delivery of capability building leadership courses;
Endorsement of new Leadership Capability Framework;
Endorsement of Strategic Workforce Planning;
Completed second year of the Service Planning program;
Completed Governance Framework review; and
Established new Data Governance Committee.
While the status of the Business Systems Refresh Core Systems Replacement project is currently ‘needs attention’, the project is expected to get back on track once timelines have been re-baselined.
A detailed progress update on the Transformation Program 2.0 is provided in Attachment 1 – Transformation Program 2.0 Progress Report – June 2021.
Councillor Moloney moved, Councillor Grzybek seconded -
That Council note the Transformation program 2.0 Progress Report - June 2021. |
Carried.
Several projects such as civic accommodation, digital modernisation, asset management, social infrastructure plan, workforce planning and leadership development are subject to current and future budget funding and are allocated in the strategic resource plan.
The Transformation Program 2.0 Progress Report was prepared in consultation with Managers, Coordinators and Officers from across the organisation. Progress on the Transformation Program 2.0 is reported to the Executive Leadership Team, Council and to the Minister for Local Government and is available publicly on the Geelong Australia website.
The Social Infrastructure Plan review is one of the current projects in the Transformation Program 2.0. The diversity and inclusion and gender equity plans were delivered during phase one of the Transformation Program.
The Transformation Program was originally developed in response to the 2016 Commission of Inquiry report. In that report there were 12 key recommendations and 25 secondary recommendations to be addressed. While the Municipal Monitor concluded his role on 12 November 2020, the progress of Transformation Program 2.0 will continue to be monitored by the Chief Executive Officer and Council and reported regularly to the Minister for Local Government.
This report aligns with Our Community Plan 2021-2025 strategic priority:
High-performing council and organisation.
No officer involved in the preparation of this report declared a general or material conflict of interest.
The Transformation Program is monitored via the organisations enterprise risk update and reported to the Audit and Risk Committee.
There are no environmental implications arising from this report.
Transformation Program 2.0 Progress Report - June 2021 [2.14.1 - 17 pages]
Source: |
Office of Chief Executive - Governance |
Chief Executive Officer: |
Martin Cutter |
Councillor Aitken moved, Councillor Sullivan seconded -
That Council consider CEO Employment Matters in confidential session due to the following: Pursuant to sections 3(1) and 66(5) of the Local Government Act 2020, the information contained in this report is confidential because it contains personal information that would if released result in unreasonable disclosure of information about personal affairs. This section is applicable because it relates to the Chief Executive Officer’s personal affairs. The information in this report is also confidential in that it contains information from a meeting closed to the public in accordance with section 66(2) of the Act. |
Carried.
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