20180919 council minutes 19 september 2018

MINUTES

Ordinary Meeting of Council

6.00pm Wednesday 19 September 2018

*** Broadcast live on Phoenix FM 106.7 ***

VENUE: Reception Room, Bendigo Town Hall, Hargreaves Street, Bendigo NEXT MEETING: Wednesday 17 October 2018 Bendigo Town Hall

Copies of the City of Greater Bendigo Council’s Agendas & Minutes can be obtained online at www.bendigo.vic.gov.au

This Council Meeting is conducted in accordance with Local Law No. 8. It is an offence for any

person to engage in improper or disorderly conduct at the meeting.

Council VisionCouncil VisionCouncil VisionCouncil Vision

Greater Bendigo - creating the world's most liveable community.

Council ValuesCouncil ValuesCouncil ValuesCouncil Values

Six values inform everything we as Council do in working together to be the best we can for all of our community. Seeking to achieve the best value for our use of the community’s public funds and resources, by:

• We Lead; • We Learn; • We Contribute; • We Care; • We Respond; • We Respect.

GoalsGoalsGoalsGoals

• Presentation and Managing Growth

• Wellbeing and Fairness

• Strengthening the Economy

• Environmental Sustainability

• Embracing our Culture and Heritage

• Lead and Govern for All

ORDINARY MEETING WEDNESDAY 19 SEPTEMBER 2018 ORDER OF BUSINESS: ITEM PRECIS PAGE

ACKNOWLEDGEMENT OF COUNTRY 5

PRAYER 5

PRESENT 5

APOLOGIES 5

LEAVE OF ABSENCE 5

SUSPENSION OF STANDING ORDERS 6

RESUMPTION OF STANDING ORDERS 6

CR FYFFE'S REPORT 7

DECLARATIONS OF CONFLICT OF INTEREST 8

CONFIRMATION OF MINUTES 9

1. PETITIONS AND JOINT LETTERS 10

1.1 PETITION: REQUEST FOR A DOG PARK IN HEATHCOTE 10

2. PRESENTATION AND MANAGING GROWTH 11

2.1 2 HUSTLERS ROAD, BENDIGO 3550 - 2 LOT SUBDIVISION AND CONSTRUCTION OF A 3 STOREY DWELLING

11

2.2 LOT 1 MIDLAND HIGHWAY, BAGSHOT 3551 - 137 LOT SUBDIVISION (STAGED) AND REMOVAL OF VEGETATION

28

2.3 1 PINNACLE TERRACE, GOLDEN SQUARE 3555 - CONSTRUCTION OF 2 SINGLE STOREY DWELLINGS

50

2.4 14 MILL STREET, STRATHDALE 3550 - 2 LOT SUBDIVISION OF LAND

62

3. WELLBEING AND FAIRNESS 73

4. STRENGTHENING THE ECONOMY 73

5. ENVIRONMENTAL SUSTAINABILITY 73

6. EMBRACING OUR CULTURE AND HERITAGE 74

6.1 DRAFT PLACE INTERPRETATION AND NAMING POLICY 74

6.2 STRATEGIC REPORT ON GREATER BENDIGO'S HISTORICAL ARTEFACTS

90

7. LEAD AND GOVERN FOR ALL 99

7.1 FINANCIAL STATEMENTS AND PERFORMANCE STATEMENT FOR THE FINANCIAL YEAR ENDED 30 JUNE 2018

99

7.2 PROCUREMENT POLICY 103

7.3 CONTRACTS AWARDED UNDER DELEGATION 122

7.4 RECORD OF ASSEMBLIES 124

8. URGENT BUSINESS 132

9. NOTICES OF MOTION 133

10. COUNCILLORS' REPORTS 134

11. MAYOR'S REPORT 136

12. CHIEF EXECUTIVE OFFICER'S REPORT 138

13. CONFIDENTIAL (SECTION 89) REPORTS 138

____________________________

CRAIG NIEMANN CHIEF EXECUTIVE OFFICER

Ordinary Meeting - 19 September 2018

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ACKNOWLEDGEMENT OF COUNTRY

PRAYER

PRESENT

Cr Margaret O'Rourke Cr Matt Emond Cr George Flack Cr Rod Fyffe Cr Andrea Metcalf Cr James Williams Cr Yvonne Wrigglesworth Mr Craig Niemann (Chief Executive Officer) Mr Bernie O'Sullivan (Director, Strategy and Growth) Ms Debbie Wood (Director, Presentation and Assets) Ms Vicky Mason (Director, Health and Wellbeing) Mr Andrew Cooney (Director, Corporate Performance) Mrs Jessica Clarke-Hong (Manager Governance)

APOLOGIES

Cr Julie Hoskin RESOLUTION Moved Cr Fyffe, seconded Cr Flack. That the apology of Cr Hoskin be received and Leave of Absence be granted from this meeting.

CARRIED

LEAVE OF ABSENCE

Cr Jennifer Alden


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SUSPENSION OF STANDING ORDERS

That Standing Orders be suspended to allow and the conduct of Public Question Time. RESOLUTION Moved Cr Fyffe, seconded Cr Flack. That Standing Orders be suspended to allow the conduct of Public Question Time.

CARRIED COMMUNITY SECTION - Cr Margaret O'Rourke

- Acknowledged the Women Braves win over Launceston - Highlighted the hugely successful opening of the Eaglehawk Playspace - Grand final this weekend – Good luck to all teams!

RESUMPTION OF STANDING ORDERS

That Standing Orders be resumed. RESOLUTION Moved Cr Fyffe, seconded Cr Flack. That Standing Orders be resumed.

CARRIED


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CR FYFFE'S REPORT

Cr Fyffe reported on his attendance at the following meetings and events (a very active month): - White Night and Enlighten - what an outstanding success with nothing but positive

comments! - Mexican Independence Day; Indonesia Independence Day and Indian Harvest

Festival - all commemorating and celebrating unique cultures and involving the whole community

- Lockwood Ward Roundtable at Kangaroo Flat and Coffee with a Councillor at Spring Gully - a great turnout at both events

- attendance at Crusoe College Steam Festival encouraging students from science, technology, engineering, arts and mathematics to put their 'thinking caps' on!

- Passions and Pathways - a terrific hubbub - Innovation Games involving groups of tertiary students looking at problem solving

for Bendigo businesses - Breaking Bread - Dementia Awareness Café - Bendigo International Festival of Exploratory Music - Hockey Grand Final - another wonderful event played on our two magnificent

pitches and with the building of the clubrooms, will be even better Cr Fyffe expressed congratulations to the City's Events Unit in attracting and promoting so many wonderful events to the City.


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DECLARATIONS OF CONFLICT OF INTEREST

Pursuant to Sections 77, 78 and 79 of the Local Gov ernment Act 1989 (as amended) direct and indirect conflict of interest m ust be declared prior to debate on specific items within the minutes; or in writing to the Chief Executive Officer before the meeting. Declaration of indirect intere sts must also include the classification of the interest (in circumstances wh ere a Councillor has made a Declaration in writing, the classification of the i nterest must still be declared at the meeting), i.e. (a) direct financial interest (b) indirect interest by close association (c) indirect interest that is an indirect financial interest (d) indirect interest because of conflicting duties (e) indirect interest because of receipt of an app licable gift (f) indirect interest as a consequence of becoming an interested party (g) indirect interest as a result of impact on resi dential amenity (h) conflicting personal interest A Councillor who has declared a conflict of interes t, must leave the meeting and remain outside the room while the matter is being c onsidered, or any vote is taken. Councillors are also encouraged to declare circumst ances where there may be a perceived conflict of interest. Nil


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CONFIRMATION OF MINUTES

Minutes of the Ordinary Meeting of Wednesday 15 August 2018. The following items were considered at the Ordinary Council meeting held on Wednesday 15 August 2018 at 6:00pm. • Response to Petition regarding Bronze Drive Reserve and Neighbouring Retention

Basin on Olympic Parade • Planning Scheme Amendment C234 - 40 Harley Street, Strathdale (Nanga Gnulle)

for Consideration of Panel Report and Adoption of Amendment • 10 Mackenzie Street, Bendigo - Use and Development of Land for Place of

Assembly, for Food and Drink Premises, Use Land to Sell and Consume Alcohol; Alterations to a Heritage Building; Waiver Car and Bicycle Parking and Display Advertising Signage

• 3 Abel Street, Golden Square - Construction of Warehouse, Office and Food and Drink Premises; and Reduction of Car Parking

• 10 Hill Street, Bendigo - Two Lot Subdivision of Land, Construction of Two Dwellings on a Lot, Partial Demolition, Extension to Existing Dwelling, Construction of a Vehicle Crossover, Demolition and Construction of Fencing and Removal of Trees

• 151-155 High Street, Kangaroo Flat - Display of an Electronic Major Promotion Sign • 3188 Midland Highway, Goornong - Display of Major Promotion Sign • Municipal Emergency Flood Plan 2018 • Hard Court Facilities Strategy 2018-2028 • Sport and Recreation Victoria Grants • Contracts Awarded Under Delegation • Record of Assemblies • North Central Goldfields Regional Library Agreement 2019-2023 • Confidential Section 89 Report Relating to a Personnel and Contractual Matter The unconfirmed minutes have also been posted on the City of Greater Bendigo website pending confirmation at this meeting. RECOMMENDATION That the Minutes of the Ordinary Meeting of Council held on Wednesday 15 August 2018, as circulated, be taken as read and confirmed. RESOLUTION Moved Cr Flack, seconded Cr Metcalf. That the recommendation be adopted.

CARRIED

Petitions and Joint Letters - Reports Ordinary Meeting - 19 September 2018

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1. PETITIONS AND JOINT LETTERS

1.1 PETITION: REQUEST FOR A DOG PARK IN HEATHCOTE [Petitions and joint letters with ten (10) or more signatures are included in the agenda or tabled at the meeting, unless there is a separate legal process for considering the petition or joint letter, as there is for planning submissions or submissions following public notices (Section 223 LGA)]. The following petition has been received from residents and ratepayers in Heathcote, as outlined below: "We the undersigned residents and ratepayers of Greater Bendigo City Council

formally request Council to put in place an off leash dog park in Heathcote for the socialising of dogs and social inclusion with disabled access please".

Names - 271

RECOMMENDATION

That the petition be received and a response be prepared within two (2) meetings. RESOLUTION Moved Cr Wrigglesworth, Seconded Cr Metcalf. That the recommendation be adopted.

CARRIED

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Presentation and Managing Growth - Reports Ordinary Meeting - 19 September 2018

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2. PRESENTATION AND MANAGING GROWTH

2.1 2 HUSTLERS ROAD, BENDIGO 3550 - 2 LOT SUBDIVIS ION AND CONSTRUCTION OF A 3 STOREY DWELLING

Document Information

Author Grace Paisley, Planner Responsible Bernie O’Sullivan, Director Strategy an d Growth Director

Summary/Purpose

Application details: 2 lot subdivision and construction of a 3 storey dwelling.

Application No: DSD/752/2017

Applicant: Shane Muir Consulting Engineers Pty Ltd

Land: 2 Hustlers Road, BENDIGO 3550

Zoning: General Residential Zone

Overlays: N/A

No. of objections: 1 – subsequently withdrawn

Consultation meeting:

No consultation meeting was held.

Key considerations: • Neighbourhood Character • Compliance with ResCode

Conclusion: The application is recommended for refusal on the following basis: 1. The proposal is an unacceptable planning outcome with

regards to neighbourhood character 2. The proposal has a number of areas of non-compliance with

ResCode


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RECOMMENDATION

Pursuant to section 61 of the Planning and Environment Act (1987), Council resolve to issue a Refusal to Grant a Permit for a two lot subdivision and construction of a three storey dwelling at 2 Hustlers Road, BENDIGO 3550 on the following grounds:

1. The proposal is an inappropriate design response and is not in accordance with the residential character objectives outlined in Clause 22.11 Central Bendigo Residential Character Policy.

2. The proposal is not in accordance with the purposes of Clause 32.08 General Residential Zone with regard to respecting the character of the area.

3. The proposal will result in an unacceptable planning outcome from a character and amenity perspective as the proposal features a number of areas of non-compliance with ResCode including Clauses 55.02-1, 55.03-1, 55.03-5, 55.03-7, 55.03-8, 55.04-1, 55.06-3, 56.03-5 and 56.04-2.

RESOLUTION Moved Cr Metcalf, Seconded Cr Williams. That the recommendation be adopted.

CARRIED

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Policy Context

City of Greater Bendigo Community Plan 2017 – 2021

Goal 4: Presentation and managing growth • Planning, developments and infrastructure that increase our liveability and pride in

where we live.

Goal 6: Embracing our culture and heritage • Recognise and celebrate our unique history and diverse cultures.

Report

Subject Site and Surrounds

The site is located at 2 Hustlers Road, Bendigo. The site has an overall area of 1,137sqm, is irregular in shape and is developed with an elevated, single storey dwelling. The dwelling is located central to the lot and has been constructed with rendered brick and a tiled roof. The site also contains an outbuilding located in the north eastern corner of the lot.


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The site has two street frontages with the existing dwelling fronting Hustlers Road and backing onto Niemann Street. The Niemann Street frontage features a wide road reserve which is vegetated. The site has a frontage to Hustlers Road of 20.90 metres with a rear boundary width of 30.07m along Niemann Street. The site has a 6.5m fall towards Hustlers Road. Vehicle access to the site is via an existing crossover onto Hustlers Road. To the north the site adjoins a single storey dwelling which also fronts onto Hustlers Road. To the south the site is adjoined by a double storey dwelling which fronts onto Niemann Street. Dwellings in the area consist of a mixture of building styles ranging from a 19th century cottage style dwelling to recently constructed contemporary dwellings. The dwellings in the area are predominately single storey, masonry buildings with pitched roofs, rectangular form, double hung windows, garden settings within the front setback, reasonable front setbacks and large areas of private open space. There are also several examples of double storey dwellings in the area including 23, 26 Niemann Street and 1 Richardson Street. The site is located approximately 50m from the intersection of Hustlers Road and Milroy Street and just under 500m from the Bendigo CBD. The site is located within the urban growth boundary and is in proximity to a range of services and areas of public open space, including the Queen Elizabeth Oval and Rosalind Park. Public transport is available on nearby View Street with a bus stop located 250m from the subject site (bus route 54).

Figure 1 : Location map showing subject site.


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Proposal

The proposal is for a two lot subdivision of the site and the development of a three storey dwelling on the created lot. The subdivision would create a lot of 769 square metres for the existing dwelling (Lot 1) and a lot of 303 square metres for the new dwelling (Lot 2). Each lot would be accessed via a 65 square metre common property driveway on the northern side of the existing lot. The proposed dwelling would have an overall area of 278.50 square metres and would comprise of 2 bedrooms, 2 bathrooms with an additional 2 toilets, open plan living room, dining and kitchen, storage area, double garage and a lift. The design of the dwelling is contemporary with a skillion roof. The dwelling would be constructed with exposed concrete tilt panel, rendered cladding, painted cladding, Colorbond roof and aluminium fixed louvres.

Figure 2: Proposed plan of subdivision.


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Figure 3: Proposed site plan.

Figure 4: Ground and first floor plans.


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Figure 5: Second floor plan.


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Figure 6: 3D concept drawings

Figure 7: 3D concepts drawings.


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Planning Controls - Greater Bendigo Planning Scheme

Permit requirements The need for a planning permit is triggered by: • Clause 32.08-3 of the General Residential Zone, which states that a permit is

required to subdivide land. • Clause 32.08-6 of the General Residential Zone, which states that a permit is

required to construct more than one dwelling on a lot. Planning Policy Framework

• 11.01-1S Settlement • 11.01-1R Settlement - Loddon Mallee South • 15.01 Built environment • 15.02 Sustainable development • 16.01 Residential development • 16.01-3S Housing diversity Municipal Strategic Statement

• 21.02 Key issues and influences • 21.04 Strategic directions • 21.05 Compact Greater Bendigo • 21.08 Environment Local Planning Policies

• 22.11 Central Bendigo Residential Character Policy Other Provisions

• 32.08 General Residential Zone • 52.06 Car Parking • 55 Two or more dwellings on a lot • 56 Residential Subdivision • 65 Decision Guidelines • 71.02-3 Integrated decision making

Consultation/Communication

Referrals The following authorities and internal departments have been consulted on the proposal:

Referral Comment

Powercor No objection subject to conditions

Coliban Water No objection subject to conditions


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Referral Comment

Environmental Protection Authority

No objection subject to conditions

Department of Environment, Land, Water & Planning

No objection subject to conditions

Downer No objection subject to conditions

Traffic & Design Unsatisfactory, with concerns over car park layout, sight distances, vehicle crossing and the driveway. However, the concerns could be addressed via permit conditions.

Drainage No objection subject to conditions

Public Notification The application was advertised by way of notice on the site and letters to adjoining and nearby owners and occupiers. As a result of advertising, 1 objection was received, with the grounds of objection being:

• The balcony overlooks the objector's property resulting in a loss of privacy.

• Increased noise levels from people using the balcony.

• Overshadowing from the building due to its size.

• The proposal will limit the objector's potential to subdivide their land in the future due to the lack of privacy the building will result in.

The applicant amended the plans to address the concerns of the objector by adding additional screening and the objection was subsequently withdrawn.

Planning Assessment

Planning Policy Framework Clause 11 Settlement states that planning is to anticipate and respond to the needs of existing and future communities through provision of zoned and serviced land for housing, employment, recreation and open space, commercial and community facilities and infrastructure. It also states that planning is to facilitate sustainable development that takes full advantage of existing settlement patterns, and investment in transport and communication, water and sewerage and social facilities. The proposal supports these objectives. Clause 11.01-1R Settlement - Loddon Mallee South has the strategies to support Bendigo as the major population and growth hub for the region, and facilitating increased commercial and residential densities, mixed use development and revitalisation projects for underutilised sites and land in Bendigo. The proposed subdivision will support the demand for housing as a result of population growth in the municipality.


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Clause 15.01-5S Neighbourhood character seeks to recognise and protect cultural identity, neighbourhood character and sense of place. Strategies to achieve this objective include: • Ensuring development responds and contributes to existing sense of place and

cultural, identity; • Ensuring development recognises distinctive urban forms and layout and their

relationship to landscape and vegetation; • Ensuring development responds to its context and reinforces special characteristics

of local environment and place by emphasising: - The underlying natural landscape character; - The heritage values and built form that reflect community identity; - The values, needs and aspirations of the community.

Clause 16.01 Residential development promotes a diverse range of housing that meets community needs in locations that offer good access to services and transport and that is energy efficient. Clause 16.01-3S Housing diversity seeks to provide for a range of housing types to meet increasingly diverse needs, with one of the strategies to achieve this being to encourage the development of well-designed medium density housing which respects the neighbourhood character, improves housing choice, makes better use of existing infrastructure and improves energy efficiency of housing. It is outlined below in the assessment against the relevant residential character policy that the proposal does not respect the neighbourhood character and is an inappropriate design response. The Greater Bendigo Residential Development Strategy (2014) encourages urban consolidation in areas which have good access to local services and facilities. A key component of the Greater Bendigo Residential Development Strategy (2014) is implementing the concept of ‘10 minute neighbourhoods’ around activity centres. Clause 21.05 Compact Bendigo encourages ‘10 minute neighbourhoods’ which are attractive and feature well designed residential and mixed use developments, offer a range of housing choices, convenient access to public transport and activity centres, and have community and commercial facilities that are highly accessible by a variety of transport modes, in particular walking and cycling. Clause 21.05 states that “a 10 minute neighbourhood is an identifiable community where people can access many (but not necessarily all) of their daily needs within a 10 minute walk or cycle trip from where they live. Daily needs can include shops, schools, employment, a range of community facilities and public transport.” The location of this proposal meets the elements of a 10 minute neighbourhood. The site is located within the Central Bendigo Residential Character Policy Precinct 5. Clause 22.11 described the precinct as follows:

"This precinct has a consistency created by the regular front and side setback to the dwellings. In some areas dwellings are sited at an angle to the street. The horizontal emphasis of the dwelling form adds to an open feel to the streetscape due to the long, low elevations of the buildings in relation to their height. Occasional tall trees in the low level gardens and low or open style fencing and consistent side setbacks provide a sense of spaciousness to the streetscape."


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The statement of desired future character is that the ‘openness of the streetscapes and spaciousness of the dwelling settings will be maintained’. The desired future character is to be achieved by the following objectives and design responses: Objectives Response

To maintain and strengthen the garden settings of the dwellings

Prepare a landscape plan to accompany all applications for new dwellings, showing the incorporation of substantial vegetation.

Retain large, established trees and provide for the planting of new trees wherever possible.

Comment: A landscape plan has been submitted as part of the application. The plan does not include the incorporation of substantial vegetation due to the small size of the proposed lot and siting of the proposed dwelling. The majority of Lot 2 is occupied by the proposed dwelling and crushed rock surface for the driveway to allow for vehicle turning areas.

The landscaping directly around the dwelling consists of only bark chips and five climbing roses. An 112.09sqm cottage garden has been included, however, no details of the plantings have been shown and this area also includes the clothes line and is screened from the street by the proposed 1.5m high fencing.

The proposed carport for the existing dwelling will reduce the garden setting of the existing dwelling as it is proposed to be located in the front setback and requires the removal of vegetation.

As such, the proposal does not comply with the objective to maintain and strengthen the garden settings of the dwellings.

To maintain the consistency, where present, of building front setbacks.

The front setback should be not less than the average setback of the adjoining two dwellings.

Comment: Although vehicle access for the proposed dwelling would be from Hustlers Road, the dwelling is orientated to front Niemann Street with the entry door, pedestrian gate and mail box all fronting onto Niemann Street.

The setback of the dwelling to Niemann Street is only 200mm. This does not comply with ResCode and considering the dominance and height of the wall which is located only 200mm from the boundary would result in an unacceptable character outcome.

To reflect the existing rhythm of dwelling spacing.

Buildings should be setback between 1 and 3 metres from one side boundary, based on the predominant pattern in the streetscape.

Comment: The dwelling will be offset from the western boundary between 3.8m to 10.

To ensure that buildings and extensions do not dominate the streetscape.

Respect the predominant building height in the street and nearby properties. The height of the dwelling at the front of the


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Objectives Response

dwelling should match the typical single storey wall height.

Use low pitched roof forms.

Comment: The building does not respect the predominant building height in the street with an overall height of 9.936m. The dwelling does not match the typical single storey wall height at the front and the upper storey has not been recessed back from the front boundary. The building is an unacceptable design response and will dominate the streetscape due to the height, street setback and bulk of the building.

To use buildings materials and finishes that complement the dominant pattern within the streetscape.

In streetscapes, where weatherboard predominates, use timber or other non-masonry cladding materials where possible, and render, bag or paint brick surfaces.

Comment: The streetscape is dominated by brick and masonry clad buildings therefore the proposed materials and finishes are considered appropriate.

To maintain the openness of the streetscape

Provide low or open style front fencing up to a maximum of 1.2m metres.

Front fences should not exceed 1.2 metres other than in exceptional circumstances.

Comment: The proposal is not in accordance with this objective. As the dwelling is located 200mm from the front boundary, a fence is not proposed directly in front of the dwelling. A 1.5m high timber picket fence is proposed on the front boundary adjoining either side of the dwelling. The siting of the dwelling and the height of the fence detracts from the openness of the streetscape and result in an unacceptable design response.

General Residential Zone The purposes of the zone include encouraging development that respects the neighbourhood character of the area and encouraging diversity of housing types and housing growth, particularly in locations offering good access to services and transport. As discussed above, the site is well located in regards to services, open space and public transport and planning policy encourages additional infill development in such locations. However, the proposal is an inappropriate design response which does not respect the neighbourhood character as outlined in the above assessment against the Central Bendigo Residential Character Policy.


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Compliance with minimum garden area requirement Pursuant to Clause 32.08-4 of the Planning Scheme, 35% of the overall site must be provided as garden area. Garden area is a mandatory requirement under the General Residential Zone and cannot be varied. The plan submitted outlines 40.71% of the site set aside as garden area, however, this calculation includes a 1m wide strip within the common property driveway which does not meet the definition of garden area as outlined in the Planning Scheme. Regardless, the proposal does comply with the minimum garden area requirements even without the 1m wide portion of the driveway. Access and Car parking The two lots are proposed to be accessed via a common property driveway on the northern side of the lot. The common property would have a width of 3.5m, however; the plans provided also show a metre of garden area on the southern side of the common property which includes espaliered fruit trees. Under Clause 52.06 of the Planning Scheme, accessways must be a minimum of 3m wide, therefore due to the inclusion of the fruit trees the accessway does not comply with the provisions Clause 52.06. This does not allow for a functional and easily utilised driveway in accordance with design standard 1 of Clause 52.06-9. Clause 52.06 of the Planning Scheme also requires that 1 car space be provided for a 1-2 bedroom dwelling and 2 spaces, with at least one covered, be provided for a dwelling with 3 or more bedrooms. The existing dwelling requires 2 car spaces to be provided, while 1 space is required for the new dwelling. The application proposes to construct a double carport in the front setback of the existing dwelling and a double garage is proposed for the proposed dwelling. The proposed placement of the carport results in the removal of existing trees and would therefore reduce the garden setting of the existing dwelling. The placement of the carport in the front setback is out of character for Hustlers Road and would adversely impact the character of the Hustlers Road streetscape through obscuring the views of the existing dwelling and dominating the streetscape. Compliance with ResCode Compliance with the objectives of Clause 55 and Clause 56 are a mandatory requirement for residential developments within the General Residential Zone. The standards of Clause 55 and Clause 56 can be varied. The proposal is non-complaint with a number of ResCode objectives for neighbourhood character, setbacks (including street and side and rear), energy efficiency, safety, landscaping, daylight to new windows, provision of private open space, functionality of common property and lot area and building envelopes.


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While Council is able to accept a variation to ResCode standards if it believes a proposal will produce an acceptable planning outcome overall, the number of areas of non-compliance and the concerns about the design not respecting the neighbourhood character indicate the proposal is an inappropriate design response and overdevelopment of the site. The following clauses outline the areas of non-compliance with ResCode. Clause 55 Two or more dwellings on a lot • Clause 55.02-1 Neighbourhood character

Clause 55.02-1 has the objectives to ensure that the design respects the existing neighbourhood character or contributes to a preferred neighbourhood character, and to ensure that development responds to the features of the site and the surrounding area. The site is located in the Central Bendigo Residential Character Policy Precinct 5 which outlines the desired future character of the area. The proposal is not an acceptable design response as outlined above in the assessment against the character policy. The proposal does not respect the existing character nor responds to the desired future character of the area. As such, the proposal does not comply with the objective and standard of this clause. • Clause 55.03-1 Street setback Clause 55.03-1 has the objective to ensure that setbacks of buildings from a street respect the existing or preferred neighbourhood character and make efficient use of the site. As outlined above, the proposed dwelling is orientated to front Niemann Street. As there are no adjoining dwellings facing Niemann Street and the site is not located on a corner, a setback of 4m is required under the standard. A setback of only 200mm from the front boundary has been proposed and therefore the standard has not been met. The proposal does not meet the objective of respecting the existing or preferred neighbourhood character based on the above assessment against the local character policy. The setback is not a minor variance to the standard to ensure efficient use of the site, rather it is an unacceptable design response. Based on the above, the proposal does not comply with the objective or standard of this clause. • Clause 55.03-5 Energy efficiency Clause 55.03-5 has the objectives to achieve and protect energy efficient dwellings, ensure the orientation and layout of development reduces fossil fuel energy use, and makes appropriate use of daylight and solar energy. The proposed dwelling's living areas are located to the north and north-facing windows are proposed, however, substantial screening is included on the northern boundary which will reduce the solar access into the living areas.


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The secluded private open space for the proposed dwelling is located on the balcony which is to the north, however, this is screened to 1.7m high. The private open space for both the existing and proposed dwelling is located to the south. As such, the proposal does not comply with the objective or standard of this clause.

• Clause 55.03-7 Safety and Clause 55.05-2 Dwelling entry

Clause 55.03-7 has the objective to ensure the layout of development provides for the safety and security of residents and property.

The entrance to the new dwelling is unclear from the street. A portico and entry door is proposed on the eastern elevation. However, this is obscured from the street by the proposed 1.5m high fence and the vegetated road reserve. No footpath has been proposed from the entry gate to the street to clearly identify the entry. As such, the proposal does not comply with the objective or standard of this clause. • Clause 55.03-8 Landscaping Clause 55.03-8 has the objectives to respect the landscape character of the neighbourhood, encourage development that maintains and enhances habitat for plants and animals in locations of habitat importance, provide appropriate landscaping and to encourage the retention of mature vegetation on the site. The proposal provides for minimal landscaping opportunities for the proposed dwelling due to the site coverage and setbacks. The proposal seeks to provide for landscaping within private open space through the inclusion of a cottage garden, however, no further details have been provided regarding this. Based on the above, the proposal does not comply with the objective or standard of this clause. • Clause 55.04-1 Side and rear setbacks Clause 55.04-1 has the objective to ensure that the height and setback of a building from a boundary respects the existing or preferred neighbourhood character and limits the impact on the amenity of existing dwellings. A number of the setbacks of the proposed dwelling do not comply with this standard, this includes the first floor on the northern boundary (required to be 1.681m and 1.4m proposed) and the eastern boundary (required to be 1.822m and 1.263m proposed). The decision guidelines include consideration of the neighbourhood character, design response and amenity of habitable room windows and secluded private open space of existing dwellings. As outlined above, the proposal is not in accordance with the character of the area and therefore is not an appropriate design response. Due to the small setback of the dwelling onto the front boundary, the dwelling will have minimal impact on the amenity of habitable room windows and secluded private open space of existing dwellings. However, the front setback results in non-compliance with additional ResCode standards as outlined above.


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• Clause 55.06-3 Common Property The objectives of this clause are to ensure that communal open space, car parking, access areas and site facilities are practical, attractive and easily maintained, and to avoid future management difficulties in areas of common ownership. The standard requires common property to be functional and capable of efficient management. As discussed above, the common property accessway does not meet the design standards of Clause 52.06 due to the proposed 1m landscaping strip. The applicant was advised that the access way would not comply and the fruit trees should be removed, however, the amended plans submitted still show the fruit trees in the accessway. As the common property is not functional, the proposal does not comply with the above objective or standard. Clause 56 Residential subdivision • Clause 56.03-5 Neighbourhood character objective

The objective of this clause is to design subdivisions that respond to neighbourhood character. The proposed subdivision does not respect the neighbourhood character as outlined in the above assessment against the local character policy. As such, the proposal does not comply with the objective or standard of this clause. • Clause 56.04-2 Lot area and building envelopes Clause 56.04-2 has the objective to provide lots with areas and dimensions that enable the appropriate siting and construction of a dwelling, solar access, private open space, vehicle access and parking, water management, easements and the retention of significant vegetation and site features. The proposed Lot 2 is not of sufficient size to provide for a 10m by 15m building envelope due to the shape of the lot. The development proposed as part of this application is also non-compliant with a number of ResCode standards. Considering Lot 2 cannot contain a 10m by 15m building envelope for the proposed development, it is concluded Lot 2 does not comply with the above objective and standard. Contamination As the site has a history of mining, a preliminary site assessment was requested by the City. An assessment was provided which concluded there were some arsenic and heavy metals present, however, future residential use and development on the site could appropriately manage this through the use of hardstand areas, the importation of high quality top soil to a minimum 150mm depth and the incorporation of suitable landscaping to the private open space area. No further soil investigation or assessment was identified as being required in relation to the current proposal.


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Conclusion

While the site is well located within central Bendigo to take advantage of existing infrastructure, services and facilities, public open space, schools and transport, the proposal would result in an unacceptable planning outcome due to the inappropriate design response. The proposal is at odds with planning policy regarding respecting neighbourhood character and will result in an overdevelopment of the site and an unacceptable amenity outcome for the future occupants. The proposed development also fails to comply with several ResCode objectives and standards, which demonstrates the development is an inappropriate design response and an overdevelopment of the site. This application should be refused on the basis that it represents an unacceptable planning outcome with regard to neighbourhood character and compliance with ResCode.

Options

Council, acting as the responsible authority for administering the Planning Scheme, may resolve to: grant a permit, grant a permit with conditions, or refuse to grant a permit.


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2.2 LOT 1 MIDLAND HIGHWAY, BAGSHOT 3551 - 137 LOT SUBDIVISION (STAGED) AND REMOVAL OF VEGETATION


Author Peter O'Brien, Planning Coordinator Responsible Bernie O’Sullivan, Director Strategy an d Growth Director

Summary/Purpose

Application details: 137 lot subdivision (staged)

Application No: DS/514/2017

Applicant: Spiire Australia Pty Ltd

Land: Lot 1 Midland Highway, BAGSHOT 3551


Overlays: Development Plan Overlay 25; and Vegetation Protection Overlay 3

No. of submissions: 1


Officers met directly with the submitter (as there is an approved Development Plan, there are no third party rights afforded to the submitter in this application).

Key considerations: • Is there policy support (Planning Policy Framework and Local Planning Policy Framework) for a subdivision in this location;

• Consistency with the approved Development Plans; and • Can the lots be appropriately serviced, accessed, provide

for open space and meet the requirements of clause 56?

Conclusion: The applicant has appealed to the Victorian and Civil Administrative Tribunal (VCAT) against the City’s failure to determine the application within the statutory timeframe. This report recommends Council establish the position of supporting the proposal at the VCAT hearing scheduled for 16 October 2018. The proposal complies with the relevant clauses of the Planning Scheme and a planning permit would have been granted had the permit applicant not appealed the City’s failure to determine the application.


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RECOMMENDATION

That Council resolve to advise VCAT and the Permit Applicant that it supports the granting of a permit for a 137 lot subdivision (staged) at Lot 1 Midland Highway, BAGSHOT 3551 subject to conditions generally in accordance with those that appear at the end of this report. RESOLUTION Moved Cr Metcalf, Seconded Cr Williams. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context



where we live.


Background Information

The application was received in August 2017. Shortly after the application was received the proponent initiated a process under the Subdivision Act (1988) through VCAT to acquire an easement (for access and services) across land to the west of the application site, not in the ownership of the proponent. The adjoining land owner was not initially agreeable to their land being used for this purpose. With respect to the lodged permit application, officers were of the view that: • It was premature to determine the application before the fundamental question of

access/servicing of the land (via the proposed easement) was settled; and • That this proposal should include provision for Development Contributions; though in

the absence of an approved Development Contributions Plans any such provision would be via a voluntary agreement.

The lack of easement (providing orderly access to the land) or an agreement with respect to Development Contributions were the two reasons why the application was not determined in time.


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Towards the end of the VCAT process (which ultimately resulted in the easement being allowed) the proponent appealed the City’s failure to determine the application. This occurred in June 2018. No voluntary agreement has been reached on the question of Development Contributions. VCAT has ordered a compulsory conference be conducted. This conference is due to occur on 4 September 2018. The outcome of the conference may be that the recommended conditions in this report are adjusted to accord with any in principle agreement reached (subject to Council resolving to support the application).

Report

Subject site, surrounds and proposal

The land is question is described as being ‘Lot 1 PS730853 Midland Highway’, though the site has no abuttal to the Midland Highway, rather it abuts both Sherwood and Wakemans Roads. The land is 13.55 hectares in size and is one of seven ‘super-lots’ that resulted from permit DS/521/2014. The purpose of the ‘super-lots’ is that they are aligned with the major development stages in accordance with the approved Hermitage Development Plan, which would enable the orderly development of each super lot in accordance with the overall Development Plan approved in 2014.

Figure 1 : Location map showing subject site. The proposed subdivision is for a maximum of 137 lots to be undertaken in 6 stages. The majority of the lots (133) range in size between 308 square metres and 704 square metres, with the average being 487 square metres.


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Four super lots will be created which measure between 2,376 square metres and 6,274 square metres. The super lots will be developed further, in the future, for medium density housing and would be subject to separate planning permit applications. Native vegetation removal is also proposed, though this removal has been anticipated by the City’s strategic planning and a Native Vegetation Precinct Plan formed part of the suite of planning tools implemented when the land was rezoned. The effect of this is that native vegetation removal, in accordance with the precinct plan does not require planning approval, though must still be offset in accordance with the Precinct Plan. The Precinct Plan anticipated that a 20 metre wide area of Sherwood Road would provide for Warratah Road to be extended to Sherwood Road (thus accessing the site) and that Wakemans Road would not be used to service this proposal. Wakemans Road will be duplicated immediately to the north to avoid the removal of high quality native vegetation identified in the Precinct Plan, with the current road reserve potentially being repurposed to form part of a shared path.


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Figure 2 : Proposed plan of subdivision and stages.


The following clauses are relevant in the consideration of this proposal: State Planning Policy Framework

• 11.01-1S – Victoria - Settlement • 11.01-1R – Settlement Loddon Mallee South • 11.02-2-3S – Sequencing of development. • 11.03-2S – Growth areas • 11.03-6S – Regional and local places • 12.01-1S – Biodiversity – Protection of biodiversity • 12.01-2S – Native vegetation management • 13.01-1S - Climate change impacts – Natural hazards and climate change • 13.02-1S - Bushfire planning


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• 14.02-3S - Water conservation • 15.01-3S – Subdivision design • 15.01-4S – Healthy neighbourhoods • 15.02-1S – Energy and resource efficiency • 16.01-3S – Housing diversity • 16.01-4S – Housing affordability • 18.01-1S – Land use and transport planning • 18.02-1S – Sustainable personal transport • 18.02-3S – Road system • 19.02 – Community infrastructure • 19.03 – Development infrastructure Municipal Strategic Statement

• 21.05 – Compact Greater Bendigo • 21.05-6 – Greenfield development • 21.08-5 – Flooding • 21.08 – Environment • 21.09 – Integrated Transport and Infrastructure • 21.10 – Reference documents – Huntly Township Plan 2009 and Addendum 9

October 2009 – Revised 1 December 2009 Local Planning Policies

• 22.04 – Salinity and Erosion Risk Policy Other Provisions

• 32.08 – General Residential Zone • 42.02 – Vegetation Protection Overlay (Schedule 3) • 43.04 – Development Plan Overlay (Schedule 25) • 52.02 – Easements • 52.16 – Native vegetation precinct plan • 52.17 – Native vegetation • 53.01 – Public Open Space Contribution and Subdivision • 56 - Residential Subdivision • 65 - Decision Guidelines



Referral Comment

Powercor No objection subject to conditions

Coliban Water No objection subject to conditions

Downer Utilities No objection subject to conditions


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Referral Comment

Country Fire Authority No objection subject to conditions

VicRoads No objection subject to conditions

Transport for Victoria No objection subject to conditions

Traffic & Design No objection subject to conditions


Public Notification The Hermitage Development Plan was approved on 9 September 2014 in accordance with schedule 25 of the Development Plan Overlay. As is the City’s practice (as per it’s 2006 resolution), the Development Plan was informally advertised at that time and submissions received were considered in the decision making process. The effect of the Development Plan having been approved in 2014 means the subsequent planning permit application is exempt from notice and there are no third party review rights in this permit application. The City’s practice has not been to informally advertise a permit application in cases where a Development Plan has been previously approved. The resident (who discovered the application on the publically available Planning Register that lists all applications received) lodged a submission. Officers met separately with the submitter to discuss their concerns.

Planning Assessment

Is there policy support (Planning Policy Framework and Local) for a subdivision in this location; Clause 11 Settlement states that planning is to anticipate and respond to the needs of existing and future communities through provision of zoned and serviced land for housing, employment, recreation and open space, commercial and community facilities and infrastructure. It also states that planning is to facilitate sustainable development that takes full advantage of existing settlement patterns and investment in transport and communication, water, sewerage and social facilities. The proposal supports these objectives. Clause 11.01-1R Settlement - Loddon Mallee South has the strategies to support Bendigo as the major population and growth hub for the region and facilitating increased commercial and residential densities, mixed use development and revitalisation projects for underutilised sites and land in Bendigo. The proposed subdivision will support the demand for housing as a result of population growth in the municipality.


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Clause 16.01 Residential development promotes a diverse range of housing that meets community needs in locations that offer good access to services and transport and that is energy efficient. Clause 16.01-3S Housing diversity seeks to provide for a range of housing types to meet increasingly diverse needs, with one of the strategies to achieve this being to encourage the development of well-designed, medium density housing which respects the neighbourhood character, improves housing choice, makes better use of existing infrastructure and improves the energy efficiency of housing. The Greater Bendigo Residential Development Strategy (2014) encourages urban consolidation in areas which have good access to local services and facilities. A key component of the Greater Bendigo Residential Development Strategy (2014) is implementing the concept of ‘10 minute neighbourhoods’ around activity centres. Clause 21.05 Compact Bendigo encourages ‘10 minute neighbourhoods’ which are attractive and feature well designed residential and mixed use developments, offer a range of housing choices, convenient access to public transport and activity centres, and have community and commercial facilities that are highly accessible by a variety of transport modes, in particular walking and cycling. Clause 21.05 states that “a 10 minute neighbourhood is an identifiable community where people can access many (but not necessarily all) of their daily needs within a 10 minute walk or cycle trip from where they live. Daily needs can include shops, schools, employment, a range of community facilities and public transport.” The location of this proposal does not currently meets the elements of a 10 minute neighbourhood. The application site was rezoned as part of Amendment C136 (Huntly Township Plan), having long been identified as being potentially suitable for conventional residential densities. In a local planning policy standpoint, Huntly along with Strathfieldsaye, Jackass Flat and Maiden Gully are the four main ‘greenfield’ subdivision areas’ (clause 21.05-6) in the municipality that are currently zoned for this purpose. In terms of meeting the 10 minute neighbourhood aspiration, the site is not currently meeting this policy aspiration, though it is zoned (in fact was rezoned) to expressly allow this type of subdivision. Land immediately to the south is within an ‘Urban Growth Zone’ and clause 21.09-3 (derived from the findings of the Integrated Transport and Land Use Strategy (ITLUS)) that a key action is to ‘advocate for new railway stations at a number of locations (including Huntly). The Township Plan and Hermitage Development Plan (conceptually) identifies that the Urban Growth Zone to the south of the site could be anchored by a railway station such as that which the policy anticipates. The proposal is viewed as being acceptable having regard to policy. The vegetation to be removed has been identified strategically in the precinct plan and does not need a permit, therefore this is also in accord with policy. Consistency with the approved Development Plans; The permit application is viewed as being in general accordance with both of the Hermitage Development Plans (East and West).


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The West Development Plan assumed varying densities (including densities up to 80 dwellings per hectare). The density proposed under this application is more conservative: 12 dwellings per hectare, with an average lot size of 487 square metres. The East Development Plan shows the land being accessed via an extension to Warratah Road from Whirrakee Parade in the adjoining View Point Estate and Sherwood Road which adjoins the application site to the west. The required easement across the adjoining View Point land was secured through the VCAT process.

Figure 3 : Extract from the approved Development Plan showing the application land. The application itself (whilst of conventional density) otherwise accords with the Development Plan in terms of proposed road locations and general layout. The land is not being developed in the sequence that was anticipated when the Huntly Township Plan was developed. A plan showing the indicative sequencing is below. Approval of this application, if acted upon, will mean that the undeveloped portion of the View Point land to the west will be leapfrogged.


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There are no current plans for the separately zoned (Urban Growth Zone) land to the south, however, the Township Plan identified this zone as being appropriate for the land in anticipation of a future opportunity for a railway station. Whilst this land is to be developed outside of the anticipated sequence of development, this application has demonstrated that the land can be accessed and serviced, so this is not a reason why the permit should not be supported.

Figure 4 : Extract from the Huntly Township Plan showing preferred development sequence. The subject site is part of stage 4. Can the lots be appropriately serviced, accessed, provide for open space and meet the requirements of clause 56? • Standard C1: Strategic implementation

The Huntly Township Plan is the key strategic plan relevant to the application. The plan envisages Huntly as a new development area that will support population growth. According to the plan, the subject land is suitable for residential development in the short to medium term (the land is shown as forming ‘stage 4’ of the preferred development sequence for the Huntly township). The subject land is not identified in the plan as having any particular development constraints, aside from the findings of the Native Vegetation Precinct Plan.


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The subdivision will be consistent with the Huntly Township Plan and the broader strategies contained in the Municipal Strategic Statement and the State Planning Policy Framework. The subdivision will help to support the continued growth of Bendigo within the boundaries of an established urban area. The subject land is zoned for residential purposes and has access to a water supply and sewerage services. The conventional layout of the subdivision will integrate with the existing neighbourhood.

• Standard C5: Built environment

The subdivision will result in a conventional housing typology. The subdivision layout will be integrated with a broader, future street network. In the interim, the land will be accessed via the easement across the View Point land to the west, though this easement will not be a ‘road’ vested in Council at this time. Overall, the subdivision will offer future residents a functional and safe environment and will contribute positively to the future character of the area.

• Standard C7: Lot diversity and distribution

The broader Huntly township includes shops, a school, public transport and community facilities. Local strip shopping is located on Midland Highway.

The subdivision will yield a conventional suburban density. The lots will accommodate a mix of single dwellings and medium density housing (in the four super lots). The proposed density will be appropriate in the context and in the future will support a more compact neighbourhood whereby future residents will have good access to services within the Urban Growth zoned land to the south, as well as the Huntly township.

• Standard C8: Lot area and building envelopes

Almost all the lots in the subdivision will be rectangular in shape. The lots will predominately have frontage widths of between 11m and 18m and will be between 308m2 and 704m2 in area. None of the lots will be constrained by unusual site conditions such as steep topography or vegetation. The geometry of the lots will be suitable to accommodate conventional suburban housing with space for backyards, car parking and gardens.

• Standard C9: Solar orientation

The lot layout will broadly follow an east-west alignment which will ensure good solar access may be obtained.

• Standard C10: Street orientation

The lots will be arranged in a way that is conducive to the visibility and surveillance of the public realm.

• Standard C11: Common area

The subdivision will not feature any common areas. • Standard C12: Integrated urban landscape

Streetscape landscaping will be carried out within the road reserves created by the subdivision.

• Standard C13: Public open space provision


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The Subdivision Act (1988) at section 18 sets out the factors relevant to determining if an open space contribution is warranted and these include: • The existing and proposed use or development of the land; • Any likelihood that existing open space will be more intensively used after, rather

than before the subdivision; • Any existing or likely population density in the area of the subdivision and the

effect of the subdivision on this; • Whether there are existing places of public resort or recreation in the

neighbourhood of the subdivision, and the adequacy of these; • How much of the land in the subdivision is likely to be used for places of resort

and recreation for lot owners; and • Any policies of the council concerning the provision of places of public resort and

recreation.

The subdivision will result in the need for more public open space, having regard to the criteria set out in legislation. It is therefore appropriate that the developer make a public open space contribution. The subdivision plan and applicant submission shows a public reserve of 0.46 ha (an indicative layout plan is below in figure 5). This area can be viewed as usable open space and amounts to 4% of the land. The applicant's written submission is that the open space contribution includes the aforementioned land, as well as a cash contribution for the balance (being 1% of the value of the land). This will equate to a 5% open space contribution, which given the scale of the subdivision and its location with respect to existing open space at Whirakee Parade, is viewed as being appropriate.

Figure 5 : Concept for the open space reserve.


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• Standard C15: Walking and cycling network

Waratah Road will provide a direct and safe route for pedestrians and cyclists to travel between the subdivision and the local activity centre located on Midland Highway.

• Standard C17: Neighbourhood street network

The proposed street network will align with the network shown in the approved development plan. An extension of Waratah Road will provide an important link between Midland Highway and the balance of the Huntly new development area.

• Standard C18: Walking and cycling network detail

The footpaths proposed for the local streets will be constructed to standards set out in the City’s Infrastructure Design Manual.

• Standard C19: Public transport network detail

Waratah Road will be required to be constructed to the standards set by Public Transport Victoria (PTV) such that it will be suitable as a bus route. Bus stops will be installed along Waratah Road in locations determined by PTV.

• Standard C20: Neighbourhood street network detail

The local streets proposed to form part of the subdivision will provide an appropriate low-speed environment while still allowing convenient traffic movement. The design of the streets will comply with the City’s Infrastructure Design Manual (IDM).

• Standard C21: Lot access Each lot owner will be responsible for constructing a crossover to their lot. Crossovers will be constructed to the standards set out in the IDM. The works will be regulated by a ‘works in the road reserve’ approval process.

• Standard C22: Drinking water supply

Reticulated drinking water will be supplied to the lots in the subdivision in accordance with the conditions contained in Coliban Water’s referral response.

• Standard C23: Reused and recycled water

A reused or recycled water supply system is not available in the area. • Standard C24: Waste water management

The lots in the subdivision will be connected to a reticulated waste water system in accordance with the conditions contained in Coliban Water’s referral response.

• Standard C25: Urban run-off management

The City’s development engineer reviewed the application and was satisfied that stormwater run-off associated with the subdivision will be properly managed.

• Standard C26: Site management

It is not expected that the works will have a significant impact on the environment or the amenity of the area; however, it is the City’s practice to require the submission of a site management plan for subdivisions as a check and balance to ensure works do not create an amenity impact.


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• Standard C27: Shared trenching

It is expected that shared underground trenching will be used to provide reticulated services to the lots in the subdivision.

• Standard C28: Electricity, telecommunications and gas

Electricity, telecommunications and gas services will be provided for the lots in the subdivision. The supply systems for these services will be designed in accordance with the requirements of the relevant public utility. The mandatory telecommunications conditions in clause 66.01-1 will be included on the permit.

• Standard C29: Fire hydrants

Fire hydrants will be provided for the subdivision in accordance with the conditions contained in the CFA’s referral response.

• Standard C30: Public lighting

Public lighting will be installed in the new local streets. The subdivision will be consistent with the City’s vision for the Huntly New Development Area. The lots created by the subdivision will be fully serviced and will gain safe vehicular access via an extension of Waratah Road. Stormwater run-off from the lots will be properly managed. The subdivision will be an appropriate response to the site conditions and will meet the objectives of clause 56.

Conclusion

The applicant has appealed to the Victorian and Civil Administrative Tribunal (VCAT) against the City’s failure to determine the application within the statutory timeframe. This report recommends Council establish the position of supporting the proposal at the VCAT hearing scheduled for 16 October 2018. The proposal complies with the relevant clauses of the Planning Scheme and a planning permit would have been granted had the permit applicant not appealed the City’s failure to determine the application. Options Council, acting as the responsible authority for administering the Planning Scheme, may resolve to advise VCAT and the permit applicant that, had it been making the decision on the application, that it would have: granted a permit, granted a permit with conditions, or refused to grant a permit.

Attachments

• Submission


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Conditions the permit should be subject to:

1. LAYOUT MUST NOT BE ALTERED The layout of the subdivision as shown on the endorsed plans must not be altered without the written consent of the responsible authority.

2. STAGING PLAN Before a statement of compliance is issued for the first stage of the subdivision a staging plan to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority.

3. ORDER OF STAGES The subdivision of the land must proceed in the order of stages as shown on the endorsed plan except with the written consent of the responsible authority.

4. LANDSCAPE MASTERPLAN Prior to the certification of the first stage of the subdivision, an open space and street tree landscape master plan must be prepared by a person suitably qualified or experienced in landscape design to the satisfaction of the responsible authority. When approved, the plan will be endorsed and will then form part of the permit. The plan must show: (a) The location of all proposed street trees, including an indicative species list

of all proposed street tree plantings. (b) Site contours and any proposed changes to existing levels including any

structural elements such as retaining walls. (c) The area and dimensions of the open space reserve. (d) The general layout of reserve plantings including the proposed location of

evergreen and deciduous tree species (as applicable), and an indicative species list of all proposed planting.

(e) The proposed location of structures and furniture items. (f) The proposed location of paths, trails and any other pavement areas. (g) The proposed location of playgrounds including a list of proposed play

elements and age groups of play.

5. COMPLETION OF LANDSCAPING Before a statement of compliance is issued for each stage of the subdivision the landscaping works shown on the endorsed must be carried out and completed for that stage to the satisfaction of the responsible authority.

6. LANDSCAPING MAINTENANCE The landscaping works shown on the endorsed plans must be maintained to the satisfaction of the responsible authority for 24 months after the works are completed, including that any dead, diseased or damaged plants are to be replaced.

7. PUBLIC OPEN SPACE CONTRIBUTION The public open space contribution consists of 4% of the land (0.46 ha) and a sum equivalent to 1% of the site value of all the land in the subdivision. Before a statement of compliance is issued for the relevant stage (Stage 2), this condition is required to be satisfied.


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8. STORMWATER MANAGEMENT STRATEGY

Prior to the submission of engineering plans the developer will submit a drainage strategy in accordance with Section 3.4 of the Infrastructure Design Manual.

9. DETAILED DRAINAGE Prior to the certification of the plan of subdivision under the Subdivision Act 1988, plans to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plans will be endorsed and then will form part of the permit. The plans must be drawn to scale with dimensions. The plans must include: (a) Direction of stormwater run-off; (b) A point of discharge for each lot; (c) Independent drainage for each lot; (d) Documentation must be provided demonstrating approval from the relevant

authority for the point of discharge; (e) Stormwater detention to predeveloped levels for major & minor events; and (f) Stormwater quality.

10. DRAINAGE EASEMENTS The subdivision must provide easements for drainage within and through the subject land for external outfall drainage to a point of lawful discharge to the satisfaction of the responsible authority.

11. CONSTRUCTION OF WORKS Road works, drainage and other civil works must be constructed in accordance with the City of Greater Bendigo Infrastructure Design Manual and plans and specifications approved by the responsible authority and must include: (a) Fully sealed pavement with kerb and channel; (b) Footpaths and/or shared pedestrian/bicycle paths (if required); (c) Underground drainage; (d) Indented car parking and/or bus parking bays (if required); (e) Underground conduits for water, gas, electricity and telephone; (f) Appropriate intersection and traffication measures; (g) Appropriate street lighting and signage; and (h) High stability permanent survey mark.(if required) WARATAH ROAD (a) Waratah Road must be constructed between Whirrakee Parade and

Sherwood Road in accordance with plans approved by the responsible authority.

12. DECORATIVE LIGHTING

The decorative lighting style is to be consistent with any adjacent decorative lighting. The responsible authority shall determine decorative lighting styles where conflicts arise. The applicant shall submit for approval full details of any proposed decorative lighting to the responsible authority prior to commencement of works. All decorative lighting must be low energy. Prior to the issue of the statement of compliance the applicant will make payment to the responsible authority in accordance with Table 15 of the Infrastructure Design Manual.


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13. PUBLIC ASSETS

Before the subdivision starts the developer must submit to the responsible authority a written report and photos of any prior damage to public infrastructure. Listed in the report must be the condition of kerb and channel, footpath, seal, street lights, signs and other public infrastructure fronting the property and abutting at least two properties either side of the development. Unless identified with the written report, any damage to infrastructure post construction will be attributed to the development. The owner or developer of the subject land must pay for any damage caused to any public infrastructure caused as a result of the development or use permitted by this permit.

14. CONSTRUCTION MANAGEMENT PLAN Prior to commencement of works the owner or applicant must submit a “Construction Management Plan” (CMP) for approval by the responsible authority. This plan shall include, but not be limited to: (a) A site specific plan showing proposed erosion and sedimentation control

works. (b) Techniques and intervention levels to prevent a dust nuisance. (c) Litter control. (d) Techniques to prevent mud and dirt being transported from the site to

adjacent streets. (e) The protection measures taken to preserve any vegetation identified for

retention.

During construction of works associated with the subdivision, the must employ and provide the protection methods contained in the CMP to the satisfaction of the responsible authority.

15. OFFSET EVIDENCE Prior to the removal of any native vegetation (or certification of the Plan of Subdivision for the first stage) the applicant/owner must provide evidence to the responsible authority that the vegetation has been appropriately offset in accordance with the Huntly Township Plan Native Vegetation Precinct Plan (September 2010).

16. COLIBAN WATER (a) The owner is required to reach agreement with Coliban Water for the

provision of reticulated water supply and sewerage services to each of the lots within the subdivision and comply with any requirements arising from any effect of the proposed development on Coliban Water assets. Services are to be provided in accordance with our specifications.

(b) All Coliban Water assets within the subdivision, both existing and proposed, are to be protected by an easement in favour of Coliban Region Water Corporation.

17. POWERCOR

(a) The plan of subdivision submitted for certification under the Subdivision Act 1988 shall be referred to Powercor Australia Ltd in accordance with Section 8 of that Act.

(b) The applicant shall: - provide an electricity supply to all lots in the subdivision in accordance with Powercor’s requirements and standards,


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including the extension, augmentation or re-arrangement of any existing electricity supply system, as required by Powercor (A payment to cover the cost of such work will be required). In the event that a supply is not provided the applicant shall provide a written undertaking to Powercor Australia Ltd that prospective purchasers will be so informed.

(c) Where buildings or other installations exist on the land to be subdivided and are connected to the electricity supply, they shall be brought into compliance with the Service and Installation Rules issued by the Victorian Electricity Supply Industry. You shall arrange compliance through a Registered Electrical Contractor.

(d) Any buildings must comply with the clearances required by the Electricity Safety (Installations) Regulations.

(e) Any construction work must comply with Energy Safe Victoria’s “No Go Zone” rules.

(f) Set aside on the plan of subdivision for the use of Powercor Australia Ltd reserves and/or easements satisfactory to Powercor Australia Ltd where any electric substation (other than a pole mounted type) is required to service the subdivision. Alternatively, at the discretion of Powercor Australia Ltd a lease(s) of the site(s) and for easements for associated powerlines, cables and access ways shall be provided. Such a lease shall be for a period of 30 years at a nominal rental with a right to extend the lease for a further 30 years. Powercor Australia Ltd will register such leases on the title by way of a caveat prior to the registration of the plan of subdivision.

(g) Provide easements satisfactory to Powercor Australia Ltd, where easements have not been otherwise provided, for all existing Powercor Australia Ltd electric lines on the land and for any new powerlines required to service the lots and adjoining land, save for lines located, or to be located, on public roads set out on the plan. These easements shall show on the plan an easement(s) in favour of "Powercor Australia Ltd" for “Power Line” pursuant to Section 88 of the Electricity Industry Act 2000.

(h) Obtain for the use of Powercor Australia Ltd any other easement external to the subdivision required to service the lots.

(i) Adjust the position of any existing easement(s) for powerlines to accord with the position of the line(s) as determined by survey.

(j) Obtain Powercor Australia Ltd’s approval for lot boundaries within any area affected by an easement for a powerline and for the construction of any works in such an area.

(k) Provide to Powercor Australia Ltd, a copy of the version of the plan of subdivision submitted for certification, which shows any amendments which have been required.

18. DOWNER UTILITIES The plan of subdivision submitted for certification must be referred to AusNet Gas Services in accordance with Section 8 of the Subdivision Act 1988.

19. TELECOMMUNICATIONS (a) The owner of the land must enter into an agreement with:

• A telecommunications network or service provider for the provision of telecommunication services to each lot shown on the endorsed plan in accordance with the provider’s requirements and relevant legislation at the time.


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• A suitably qualified person for the provision of fibre ready telecommunication facilities to each lot shown on the endorsed plan in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre.

(b) Before the issue of a statement of compliance for any stage of the subdivision under the Subdivision Act 1988, the owner of the land must provide written confirmation from: • A telecommunications network or service provider that all lots are

connected to or are ready for connection to telecommunications services in accordance with the provider’s requirements and relevant legislation at the time.

• A suitably qualified person that fibre ready telecommunication facilities have been provided in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre.

20. COUNTRY FIRE AUTHORITY

HYDRANTS (a) Above or below ground operable hydrants must be provided. The maximum

distance between these hydrants and the rear of all building envelopes (or in the absence of building envelopes, the rear of the lots) must be 120 metres and the hydrants must be no more than 200 metres apart. These distances must be measured around lot boundaries.

(b) The hydrants must be identified with marker posts and road reflectors as applicable to the satisfaction of the Country Fire Authority.

**Note – CFA’s requirements for identification of hydrants are specified in “Identification of Street Hydrants for Fire fighting Purposes” available under publications on the CFA web site (www.cfa.vic.gov.au) ROADS (a) Roads must be constructed to a standard so that they are accessible in all

weather conditions and capable of accommodating a vehicle of 15 tonnes for the trafficable road width.

(b) Proposed roads must have a suitable trafficable width to allow the unimpeded access of emergency fire fighting vehicles (notwithstanding any parking restrictions that Council may apply) to the satisfaction of CFA.

(c) Dead end roads and cul-de-sac’s more than 60m in length from the nearest intersection must have a turning circle with a minimum radius of 8m (including roll-over kerbs if they are provided); T or Y heads of dimensions specified by the CFA may be used as alternatives.

(d) The average grade must be no more than 1 in 7 (14.4%) (8.1 degrees) with a maximum of no more than 1 in 5 (20%) (11.3 degrees) for no more than 50 meters. Dips must have no more than a 1 in 8 (12%) (7.1 degree) entry and exit angle.

(e) Curves must have a minimum inner radius of 10 metres.


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21. VICROADS

(a) Prior to the Certification of Stage 2A of the plan of subdivision, the GTA Transport Impact Assessment Report (TIAR) (SPEAR Ref: S043056A, dated 03/09/2014, issue C, reference 13M17552000) must be updated at no cost and to the satisfaction of the Roads Corporation (VicRoads) to identify if the following works are required at the respective intersections on the Midland Highway for any stage of the proposed subdivision (e.g. the 137 lots):

• Waratah Road: Traffic signals construction and operation (but no later than stage inclusive of the 1,015th lot); and

• “New Sawmill Road”: Channelised Right (CHR) and Auxiliary Left (AUL) turn lane treatments in accordance with Austroads – Guide to Road Design (but no later than the stage inclusive of the 1,400th lot).

(b) Should the amended GTA TIAR identify mitigating works are required at the Midland Highway intersections with Waratah Road and/or “New Sawmill Road” then: • Prior to the certification of Stage 2A functional layout plans (FLP) of each

mitigated intersection (e.g. one or both) must be submitted to the Roads Corporation for approval. The FLP must be submitted to and approved by the Roads Corporation. When approved by the Roads Corporation, the plans may be endorsed by the Responsible Authority and will then form part of the permit. The plans must be drawn to scale with dimensions and copies must be provided. The plans must be dated and annotated (but not limited to) show: o Bicycle lanes; o All left and right turn lane treatments (existing and proposed); o Traffic signals (if required); o All existing crossovers within the limit of works (both sides of the

road); o All swept paths for the relevant design vehicle in accordance with

Austroads Guide to Road Design (including 0.5 metre clearances on both sides of the design vehicle – not required for the check vehicle); and

o All existing and proposed line marking, signs, trees, power poles etc. (c) Should the FLP of any arterial road intersections show that the road reserve

boundary is required to be altered that it be undertaken prior to the certification of the relevant stage of the subdivision.

(d) Upon the approval of the functional layout, a detailed design must be carried out to the satisfaction of the Roads Corporation.

Subsequent to the approval of the detailed design, a ‘Detailed Design Stage’ Road Safety Audit (RSA) must be submitted to the Roads Corporation for approval. The RSA must be undertaken by an independent VicRoads pre-qualified audit team and be conducted in accordance with Austroads – Guide to Road Safety Part 6 –Road Safety Audit (2009).

When the detailed engineering layouts are approved, copies must be submitted to the Roads Corporation. The detailed engineering plans for road works must be amended to address any issue raised in the Road Safety Audit to the satisfaction of the Roads Corporation and the Responsible Authority prior to the approval of the plans and prior to the commencement


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of works within the road reserve. (e) Prior to the issue of a Statement of Compliance for Stage 2A:

• If traffic signals are required to be constructed at the Midland Highway /Waratah Road intersection, a Memorandum of Authorisation (MOA) application form must be submitted and approved by the Roads Corporation prior to the traffic signals coming into use; and

• All road works must be completed (and if required, traffic signals in operation) to the satisfaction of and at no cost to the Roads Corporation.

22. TRANSPORT FOR VICTORIA

(a) Cross sections for roads identified as potential bus routes must be in accordance with the approved cross sections within the Huntly Township Development Plan. Any alteration to the approved cross sections in the Huntly Township Development Plan must be referred to the Head, Transport for Victoria for approval.

(b) Intersections, roundabouts, slow points, splitter islands and any other local area traffic management treatments must be designed and constructed in accordance with the Public Transport Guidelines for Land Use and Development. The use of speed humps’ raised platforms, one-way road narrowing and ‘weave points’ must not be constructed on any portion of a road identified as a potential bus route.

23. EXPIRY OF THE PERMIT – STAGED SUBDIVISION

This permit will expire unless: (a) All stages of the approved subdivision have been certified within five years

of the date of this permit; (b) Any stage of the approved subdivision is not completed within five years of

the certification of the plan of subdivision under the Subdivision Act 1988. The responsible authority may extend the time for certification of a plan of any stage of the subdivision if a request is made in writing before the permit expires, or thereafter, within the period allowed by section 69 of the Planning and Environment Act 1987.

NOTES CONSENT FOR WORK ON ROAD RESERVES The applicant must comply with; 1. The Road Management Act 2004, 2. Road Management (Works and Infrastructure) Regulations 2005 and 3. Road Management (General) Regulations 2005. With respect to any requirements to notify the Coordinating Authority and/or seek consent from the Coordinating Authority to undertake “works” (as defined in the Act) in, over or under the road reserve. The Responsible Authority in the inclusion of this condition on this planning permit is not deemed to have been notified of, or to have given consent to undertake any works within the road reserve


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VICROADS NOTES Separate ‘detailed design’ approval (fees and charges apply) and the specifications of these are required under the Road Management Act. For the purposes of this application the works will include provision of: • Right and left turn treatments; • Traffic Signals (if required); and • Any other road and access works as required by the Roads Corporation. Please forward details marked attention to David Wallace at email address [email protected] Further information regarding VicRoads’ consent to work within the road reserve can be found on the VicRoads Website https://www.vicroads.vic.gov.au/business-and-industry/design-andmanagement/working-within-the-road-reserve


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2.3 1 PINNACLE TERRACE, GOLDEN SQUARE 3555 - CONSTR UCTION OF 2 SINGLE STOREY DWELLINGS


Author Beth Lavery, Planner Responsible Bernie O’Sullivan, Director Strategy an d Growth Director

Summary/Purpose

Application details: Construction of 2 single storey dwellings

Application No: DR/279/2018

Applicant: A N Basile and E J Basile

Land: 1 Pinnacle Terrace, GOLDEN SQUARE 3555


Overlays: Bushfire Management Overlay

No. of objections: 5


A consultation meeting was held on 24 July 2018 with 4 of the objectors, the assessing planner and 2 Ward Councillors present. No resolution of issues was reached at the conclusion of this meeting.

Key considerations: • Whether the proposal is consistent with Planning Scheme policy regarding housing, design and infill residential development;

• Whether the proposal is consistent with neighbourhood character policy and the provisions of the General Residential Zone;

• Whether the existing infrastructure within Oakes Place has the capacity to accommodate two extra dwellings

Conclusion: Planning Scheme policy supports the construction of two dwellings on the lot. The design is appropriate with regards to neighbourhood character within the context of Oakes Place. Overall the development is an appropriate and orderly planning outcome.


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RECOMMENDATION

Pursuant to section 61 of the Planning and Environment Act (1987), Council resolve to issue a Notice of Decision to Grant a Permit for construction of 2 single storey dwellings at 1 Pinnacle Terrace, GOLDEN SQUARE 3555 subject to the conditions at the end of this report. RESOLUTION Moved Cr Metcalf, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context



where we live.



A planning permit approving the subdivision of Oakes Place was issued in 2007. At this time, a small portion of land within the subdivision was created and consolidated with the existing title for 1 Pinnacle Terrace to create a laneway from the subject land to Oakes Place. At the time of this subdivision, it was anticipated that this laneway would eventually be constructed as a driveway to provide access to 1 Pinnacle Terrace from Oakes Place, to support future subdivision or development of the land.

Report


The subject land is an irregularly shaped vacant allotment of 3464m2 with frontage to Pinnacle Terrace to the north, and Oakes Place to the south. The site is surrounded by residential development to the north, south and west, while land to the east contains the Sparrowhawk Gully Bushland Reserve. Topographically, the land falls significantly to the south and east.


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Figure 1 : Location map showing subject site. Objector’s properties marked with a star. Proposal

The application proposes the construction of two single storey, four bedroom dwellings on the land. The dwellings will be located in the southern portion of the lot, with access to both dwellings proposed via a common driveway from Oakes Place. The northern portion of the allotment, accessed from Pinnacle Terrace, will remain vacant. No subdivision of the dwellings is proposed as part of this application. An overall site plan and floor plans of the proposed dwellings are shown below.

Figure 2 : Proposed site plan


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Figure 3 : Floor plan – proposed dwelling 1

Figure 3 : Floor plan – proposed dwelling 2


The following clauses are relevant in the consideration of this proposal: State Planning Policy Framework

• 11-01-1S - Settlement • 11.01-1R – Settlement – Loddon Mallee South • 13.02-1S – Bushfire planning • 15.01-1S – Urban design • 15.01-5S – Neighbourhood character • 16.01-3S – Housing diversity


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Municipal Strategic Statement

• 21.02-1 - Compact Greater Bendigo • 21.05 – Compact Greater Bendigo • 21.05-4 – Housing density and diversity Local Planning Policies

• 22.01 – Development at the urban-forest interface policy • 22.15 – Golden Square Residential Character Policy – Precinct 6 Other Provisions

• 32.08 - General Residential Zone • 44.06 – Bushfire Management Overlay • 52.06 - Car Parking • 55 - Two or more dwellings on a lot • 65 - Decision guidelines



Referral Comment

Country Fire Authority No objection subject to conditions

Traffic No objection subject to conditions


Public Notification The application was advertised by way of two notices on the site and letters to adjoining and nearby owners and occupiers. As a result of advertising, five objections were received, with the grounds of objection being:

• Traffic and parking implications from two extra dwellings accessing and parking within Oakes Place;

• Capacity of Oakes Place (including the road itself and existing drainage systems) to cope with additional development;

• Uncertainty over the future development of the balance of the site;

• Access and safety concerns, with regard to Bushfire Management Overlay requirements;

• Amenity impacts, including possible overshadowing and overlooking;


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• Consistency with existing neighbourhood character and pattern of development;

• Potential for the development to be re-sited to allow alternative access from Pinnacle Terrace.

The objections are discussed within the planning assessment below.

Planning Assessment

Is the development appropriate in terms of planning policy and the objectives of the General Residential Zone? The need to increase residential density in appropriate locations is a strong policy theme within the Planning Scheme, both at a state and local level. Clause 11.01-1S (Settlement) recognises the need to limit urban sprawl and direct growth into existing settlements, while Clause 16.01-1S (Integrated Housing) and 16.01-2S (Location of Residential Development) note that the supply of housing in existing urban areas should be increased, particularly on underutilised urban land, and opportunities for increased residential densities to help consolidate urban areas should be identified. Likewise, the Greater Bendigo Residential Strategy (2014) at Clause 21.05 promotes compact urban form and seeks to manage the city’s outward growth and avoid sprawl by directing development into areas within the urban growth boundary. Building on these objectives, the purpose of the General Residential Zone also encourages diversity in housing types and housing growth, particularly in locations offering good access to services and transport. The land is a large undeveloped site in a location with good connection to existing services and infrastructure, including roads, passive open space (Sparrowhawk Gully Bushland Reserve, adjoining the site), formal recreational public open space (Backhaus Oval Reserve ~1km south east of the site) and commercial facilities (Bendigo CBD, ~3.5km north east, Kangaroo Flat, ~2.9km south). Further, the land falls within the Urban Growth Boundary and is located within an established residential neighbourhood. Development of the site as proposed is in accordance with the policy themes outlined above. Bushfire risk Clause 13.02 of the Planning Scheme sets out the assessment criteria against which sensitive uses within areas of bushfire risk must be assessed, and ultimately seeks to strengthen the resilience of settlements and communities to bushfire, through risk based planning which prioritises the protection of human life. Clause 44.06 (Bushfire Management Overlay) and Clause 53.02 (Bushfire planning) build on this policy, and outline the application requirements and approved standards which must be met for the proposed use and development of land in areas within the Bushfire Management Overlay.


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In order to satisfy these requirements, and ensure that the development will not present an unacceptable bushfire risk of to life and property, a Bushfire Management Plan has been submitted to and approved by the CFA, and will be endorsed to form part of any permit issued. Proposed access to the site is compliant with Approved Measures set out at Clause 53.02, and any future development of the site will also be required to address these measures. In terms of functionality of proposed access, the layout of the proposed common access way has been assessed as suitable by Council’s Traffic Engineers. The Development at the Urban-Forest Interface Policy at Clause 22.01 also provides guidance regarding proposed development which abuts public or privately owned forest. The provision of a 30 metre buffer from habitable buildings to the forest boundary is recommended for public forest abutting land within the General Residential Zone. The application proposes a buffer of 24 metres from the Sparrowhawk Gully Bushland Reserve, in accordance with the required defendable space provisions at Clause 53.02. Whilst this does not fully achieve the recommended 30m, this setback is considered consistent with the intent of this policy, where the separation between forest and development should be maximised. Is the development consistent with the existing neighbourhood character? This area of Golden Square is recently developed, and is characterised by mostly large dwellings with small setbacks on ‘standard’ sized residential allotments. Although the proposed dwellings do not have an immediate street presence, the size and siting of the dwellings will be consistent with this existing pattern of development within Oakes Place. Preferred neighbourhood character for many areas within urban Bendigo is set out within residential character policies, which build on the findings of the City of Greater Bendigo Residential Character Study 2001. The subject land sits within Precinct 6 of the Golden Square Residential Character Policy, which is found at Clause 22 of the Planning Scheme. The statement of desired future character for this particular precinct is ‘The garden setting and spacious qualities of the streetscape will be strengthened’, and is achieved through the encouraging development to be consistent with the following objectives and design responses:

Objectives Design responses

To encourage additional planting of trees to achieve the future preferred character of the area.

Retain existing high canopy trees and understorey wherever possible.

Prepare a landscape plan to accompany all development proposals.

The site does not contain any significant vegetation. A landscape plan has not been prepared however will be required by condition, to ensure that the proposed dwellings will appropriately complement the existing streetscape. It will be recommended that this landscape plan include the planting of some canopy trees to ensure the bushland feel is maintained.

To maintain the consistency, where present, of building front setbacks.

The front setback should be not less than the average setback of the adjoining two dwellings.

As the proposed dwellings will be accessed via the common driveway from Oakes


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Place they do not have street frontage and this criteria is therefore not relevant.

To reflect the existing rhythm of dwelling spacing.

Buildings should be off-set from both side boundaries.

Both of the dwellings will be appropriately set off all boundaries, and will remain consistent with setbacks of adjoining dwellings.

To ensure that new buildings and extensions do not dominate the streetscape.

Respect the predominant building height in the street and nearby properties.

Where there is a dominance of single storey, the height at the front of the dwelling should match the typical single storey wall height.

Use flat or low pitched roof forms.

While the dwellings will not have an immediate street presence due to no frontage with Oakes Place, the site’s topography will mean that they will be partly elevated and visible from within Oakes Place. Nonetheless, given their single storey form, it is considered that they will sit appropriately behind existing dwellings and will not unduly dominate the streetscape.

To maintain the openness of the streetscape.

Provide no front fencing.

No front fencing is proposed.

The proposed development is considered consistent with all residential character policy objectives, as outlined above. Will the development put unreasonable strain on existing infrastructure within Oakes Place? Many of the objector’s concerns centre on the provision of adequate car parking for the development, including the assertion that Oakes Place is unable to cope with current parking demands, and that proposed development will create further traffic problems beyond the court’s capacity. Each of the proposed dwellings is to contain a double garage. Table 1 at Clause 52.06 within the Planning Scheme sets out that for each three or more bedroom dwelling, two car parking spaces must be provided. In addition, Standard B15 at Clause 55.03 requires that convenient parking for resident and visitor vehicles be provided, and that car parking facilities should be located reasonably close and convenient to residential buildings. The proposed onsite parking complies with these requirements. The provision of a double garage, the distance of the proposed dwellings from the street itself, along with the capacity of the site to contain additional vehicles due to its size, means that it is not likely that future occupants of the proposed dwellings will utilise Oakes Place for parking purposes on a regular basis.


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In terms of drainage, Council’s Development Engineer consents to the proposal and has proposed conditions requiring the submission of a detailed, engineer designed drainage plan to meet the City’s standards, and in accordance with the Infrastructure Design Manual, to ensure that drainage of the site does not exacerbate any existing drainage concerns. In addition, it is considered that the capacity of other service infrastructure within the area will not be unreasonably exceeded through the construction of two additional dwellings. Consistency with Clause 55 Clause 55 applies to the construction of two or more dwellings on a lot and seeks to ensure residential development provides reasonable standards of amenity for existing and new residents. A full assessment of the application against the requirements of Clause 55 has been undertaken. In terms of concerns about overshadowing and overlooking resulting from the development, overlooking plans submitted to support the application show that the proposal is fully compliant with the standards within the Planning Scheme. All ground floor windows are screened by existing and proposed 1.8m high fences to limit views into secluded private open space and habitable room windows.

Conclusion

Planning Scheme policy supports the construction of two dwellings on the lot. The design is appropriate with regards to neighbourhood character within the context of Oakes Place, and will not put unreasonable strain on existing infrastructure. Overall the development is an appropriate and orderly planning outcome.

Options


Proposed Notice of Decision Conditions

1. NO ALTERATION TO LAYOUT The use and development permitted by this permit as shown on the endorsed plans or described in the endorsed documents must not be altered or modified (for any reason) except with the prior written consent of the responsible authority.

2. GENERAL EXTERIOR TREATMENT The exterior treatment of the building(s) permitted by this permit including all exterior decoration, materials, finishes and colours must be to the satisfaction of the responsible authority. The exterior treatment of the building(s) must be maintained to the satisfaction of the responsible authority.


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3. REFRIGERATION AND AIR-CONDITIONING EQUIPMENT Any equipment required for refrigeration, air-conditioning, heating and the like must be suitably insulated for the purpose of reducing noise emissions and must be located so as to not be highly visible from the street to the satisfaction of the responsible authority.

4. LANDSCAPE PLAN Before the development starts, a landscape plan to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plan will be endorsed and will then form part of the permit. The plan must be drawn to scale with dimensions and two copies must be provided. The plan must show: (a) A survey (including botanical names) of all existing vegetation to be

retained and/or removed; (b) Details of surface finishes of pathways and driveways; (c) Planting schedule of all proposed trees, shrubs and ground covers,

including botanical names, common names, pot sizes, sizes at maturity, and quantities of each plant, including the provision of some canopy trees (in accordance with Condition 15).

5. DETAILED DRAINAGE

Prior to the commencement of works, plans to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plans will be endorsed and then will form part of the permit. The plans must be drawn to scale with dimensions. The plans must include • Direction of stormwater run off • A point of discharge; • Consent of the responsible authority for the point of discharge.

6. CONSTRUCTION OF WORKS Road works, drainage and other civil works must be constructed in accordance with the City of Greater Bendigo Infrastructure Design Manual and plans and specifications approved by the Responsible Authority and must include: (a) Underground drainage

7. VEHICLE CROSSINGS Vehicular access to the subject land from Oakes Place must be by way of a vehicle crossing(s) constructed at right angles to the road, to suit the proposed driveway(s) and vehicles that will use the crossing. A Works within Road Reserves permit must be obtained from the City of Greater Bendigo Engineering Department prior to any work commencing in the road reserve.

8. DRIVEWAY The common driveway must be at least 3 metres wide, sealed or concreted or equivalent, and have an internal radius of at least 4 metres at changes of direction or intersections or be at least 4.2 metres wide. Vehicles must exist in a forwards direction.


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9. SEALED CAR PARK

Areas set aside for the parking of vehicles together with the aisles and drives must be properly formed to such levels that they can be utilised in accordance with the endorsed plan and must be drained and provided with an impervious all weather seal coat. The areas must be constructed, drained and maintained in a continuously useable condition to the satisfaction of the responsible authority.

10. USE OF CAR PARKING AREAS Areas set aside for the parking and movement of vehicles as shown on the endorsed plan must be made available for such use and must not be used for any other purpose.

11. PEDESTRIAN SIGHTLINES The minimum sight line for pedestrian safety must be provided at the exit lane frontage so as to accord with Clause 52.06-8 of the City of Greater Bendigo Planning Scheme.

12. FENCING OF SITE The fence(s) as shown on the endorsed plans must be erected and maintained to the satisfaction of the responsible authority.

13. NO MUD ON ROADS In the event of mud, crushed rock or other debris being carried onto public roads or footpaths from the subject land, appropriate measures must be implemented to minimise the problem to the satisfaction of the responsible authority.

14. BUSHFIRE MITIGATION MEASURES The bushfire protection measures forming part of this permit or shown on the endorsed plans, including those relating to construction standards, defendable space, water supply and access, must be maintained to the satisfaction of the responsible authority on a continuing basis. This condition continues to have force and effect after the development authorised by this permit has been completed.

15. COUNTRY FIRE AUTHORITY The Bushfire Management Plan (Attachment 4, pages 13 & 14) in Version 3 of the BMS prepared by Adrian Basile, dated 20/6/2018) must be endorsed to form part of the permit and must not be altered unless otherwise agreed in writing by the CFA and the Responsible Authority.

16. EXPIRY OF PERMIT This permit will expire if the development permitted by this permit is not completed within 2 years from the date hereof. The time within which the development must be completed may be extended, on written request to the responsible authority, before or within 6 months after the expiry of this permit where the development has not yet started or 12 months where the development has commenced.


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City of Greater Bendigo Engineering Note: A Works within Road Reserves permit must be obtained from the City of Greater Bendigo Engineering Department prior to any work commencing in the road reserve.


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2.4 14 MILL STREET, STRATHDALE 3550 - 2 LOT SUBDIV ISION OF LAND


Author Liz Commadeur, Subdivision Planner Responsible Bernie O’Sullivan, Director Strategy an d Growth Director

Summary/Purpose

Application details: 2 lot subdivision of land

Application No: DS/198/2018

Applicant: Shane Muir Consulting Engineers Pty Ltd

Land: 14 Mill Street, STRATHDALE 3550


Overlays: There are no overlays

No. of objections: 4


24 May 2018

Key considerations: The permit application raises three key matters for consideration:

� The compatibility of a newly created lot with the surrounding neighbourhood.

� Whether a future dwelling on Lot 2 will create amenity issues for the abutting neighbours.

� Whether the proposed subdivision will increase traffic concerns and parking congestion.

Conclusion: This report assesses the merits of the proposed subdivision and discusses the issues raised by the objectors. The subdivision meets the requirements of the Planning Scheme and it is recommended that a permit should be granted.


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RECOMMENDATION

Pursuant to section 61 of the Planning and Environment Act (1987), Council resolve to issue a Notice of Decision to Grant a Permit for a two lot subdivision at 14 Mill Street, STRATHDALE 3550 subject to the conditions at the end of this report. RESOLUTION Moved Cr Wrigglesworth, Seconded Cr Metcalf. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context



where we live.


Report


The subject site is located in an established residential area of Strathdale on the eastern side of Mill Street, approximately 190 metres north of the St Aidans Road intersection. The site is generally regular in shape with an area of 808 square metres. An elevated, timber clad, single storey dwelling, constructed in 1960, is located on the site. An attached carport is located on the northern part of the site. The dwelling is setback approximately 7.5 metres from the front boundary of Mill Street. The site slopes generally towards Mill Street. A 2 metre wide drainage easement runs along the eastern boundary. The garden at the front of the dwelling, that extends onto the nature strip, is relatively small and a number of small trees are located towards the rear of the site. Mill Street is comprised of lots that range in area from 313 square metres to 1,581 square metres. The street is characterised by medium to large dwellings which are constructed of brick with tiled roofs. Gardens tend to be medium in size. Services, including reticulated water and sewerage, power, gas and telecommunications are able to be connected to the site. Mill Street is a sealed street with kerb and channel. There is no footpath constructed along the street.


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Figure 1 : Location map showing subject site. Objectors' properties are marked with a star. The objector at 48 Mill Street is not shown on this map. Proposal

It is proposed to subdivide the backyard off from the existing house to create a new vacant lot suitable for a dwelling.

• Lot 1 will have an area of 369 square metres and will retain the existing dwelling. • Lot 2 will have an area of 439 square metres. • Access to Lot 1 will continue from Mill Street • Access to Lot 2 will be via a battle-axe driveway along the northern boundary from

Mill Street.

Figure 2 : Proposed plan of subdivision.


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The following clauses are relevant in the consideration of this proposal: State Planning Policy Framework:

• Regional development (clause 11.05). • Urban environment (clause 15.01). • Sustainable development (clause 15.02). • Integrated transport (clause 18.01). • Movement networks (clause 18.02). Municipal Strategic Statement:

• Municipal profile (clause 21.01). • Key issues and influences (clause 21.02). • Vision - strategic framework (clause 21.03). • Strategic directions (clause 21.04). • Settlement (clause 21.05). • Housing (clause 21.06). • Environment (clause 21.08). • Infrastructure (clause 21.09). • Reference documents (clause 21.10). Local Planning Policies:

• Salinity and erosion risk policy (clause 22.04). • Strathdale/Kennington residential character policy (clause 22.24) Other relevant provisions:

• Residential subdivision (clause 56) • Decision guidelines (clause 65). • Referral and notice provisions (clause 66).


Referrals The following internal departments have been consulted on the proposal:

Referral Comment

Traffic & Design No objection subject to conditions



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Public Notification The application was advertised by way of notice on the site and letters to adjoining and nearby owners and occupiers. As a result of advertising, four objections were received, with the grounds of objection being:

• Not in keeping with the existing neighbourhood character: o Inappropriate lot sizes for the area; o Overdevelopment of the site.

• Loss of amenity to abutting neighbours: o Concern of what type of dwelling would be constructed on Lot 2; o Lack of privacy; o Potential overlooking.

• Traffic and parking issues.

• Devaluation of properties. A consultation meeting was held with the applicant, objectors and Ward Councillors in attendance. The objectors did not wish to withdraw their objection and therefore, the application has been submitted to Council for a decision.

The objections are discussed below.

Planning Assessment

Impact on neighbourhood character

The site is located within Precinct 8 of the Strathdale/Kennington residential character policy. The precinct is described as having been: “… developed mostly from the 1960s to the 1980s, where the horizontal emphasis of dwelling form is important, resulting from the long, low elevations of the buildings in relation to their height. Brick and tile is the predominant building material. Most have similar, modest front and side setbacks, creating a more intimate street feel, combined with an absence of front fencing in most instances”. The desired future character for the precinct is to maintain the horizontality of the dwellings, the consistent use of materials and the flow of landscape up to the face of the dwellings. Mill Street generally reflects the description of this character policy and is comprised of lots that range in area from 304 square metres to 4,695 square metres. The objectors are concerned that the future construction of a dwelling on Lot 2 will not respect the existing character of Mill Street. The objectors believe that the small lot will promote the construction of a double storey dwelling which is not in keeping with the surrounding area. Having regard to the site description, design response and objectors’ concerns, it is considered that the proposed subdivision is in keeping with the neighbourhood character for the following reasons:


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• Lot 2 is sufficiently large to cater for a small to medium sized dwelling. The future dwelling size and setbacks from boundaries, raised by the objectors, will have to comply with the Building Regulations at the Building Permit stage.

• Any future dwelling constructed on Lot 2 will be generally concealed behind the existing dwelling on Lot 1 and will have little impact on the existing streetscape.

• In-fill development of this type is a key component of the City's Residential Strategy 2014, in particular, it will make a positive contribution to housing diversity and residential development in Strathdale.

Overall, the two lot subdivision proposed will respect the objectives of the Strathdale/Kennington Residential Character Policy and won’t detract from the character of the existing streetscape. Amenity Issues The site has abuttals to three properties. The objectors are concerned that any future construction of a dwelling on Lot 2 will impact on the privacy and amenity of their properties. Any new development within the backyard of a site can potentially create amenity issues. In regards to this application, the abutting neighbour to the south argues that their privacy will be greatly curtailed by the construction of a future dwelling on Lot 2. The secluded open space of this property is located at the eastern side of the property, whereby some overlooking could occur, but would be minimal. In any event the future construction of any dwelling on Lot 2 will need to be assessed for the minimization of potential overlooking at the Building Permit stage. One objector is concerned about what type of building will be constructed on lot 2. The applicant was not required to submit dwelling plans with this application as the area of the proposed lots is greater than 300 square metres, which is in accordance with the Planning Scheme. Site management concerns during construction. New residential development can be noisy and inconvenient for surrounding residents, during the construction phase. All works will need to comply with the guidelines of the Environment Protection Authority and the City's Local Laws. A condition will be placed on the permit requiring a Construction Management Plan to be submitted for approval. This will only cover the works undertaken throughout the subdivision phase. This plan will not be applicable whilst any future dwelling is constructed on Lot 2. Increase in noise from traffic movements. Two of the objectors are concerned that the noise levels emanating from traffic entering and exiting from Lot 2 will increase. There could possibly be a small increase in noise from vehicles along the northern boundary, however, this would not be considered excessive for a residential area.


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Increased traffic and parking congestion Some of the objectors are concerned that the future construction of dwellings will generate extra traffic and cause parking congestion along Mill Street, which will compromise traffic safety in the area. One objector provides the following summation:

“Combined with the close proximity to a frequently used and hazardous corner of Cotswold Crescent, and vehicles often parked in the street on either side, together with existing property entrances, this exacerbates a potentially dangerous environment for, not only vehicular traffic, put particularly pedestrians and cyclists (school children). Accessibility to either proposed lots by emergency service vehicles also raises concerns, as does the potential for increased on-street parking”.

Mill Street is quite undulating, with the section of road fronting the subject site being quite steep. The street is relatively wide for a suburban street with designated and marked edge lanes, so that vehicles may back out of existing driveways safely, whilst also allowing on-street parking. There is no footpath on either side of the road, but the nature strips are quite generous in width to cater for pedestrian traffic. The City’s Engineering Department conducted a traffic count along Mill Street, between McKay Street and Cotswold Crescent during the period of Thursday, 21 June and Thursday, 28 June, 2018. The report concluded that the average daily tally of 552.6 traffic movements is well below the maximum count of 1,000 – 2,000 movement per day for this type of road. The traffic likely to be generated by one additional residential lot amounts to approximately twenty movements per day. These traffic volumes are acceptable to the City's Traffic Engineer. It is considered that one additional dwelling along Mill Street will not cause any adverse impact on traffic or pedestrian safety. The objectors are concerned that the proposed subdivision will create car parking congestion along Mill Street, particularly in the vicinity of the subject site. In response, the City's Traffic Engineer states that Mill Street is sufficiently wide enough for cars to park on both sides of the street. As mentioned earlier, there are designated edge lanes which are capable of accommodating on-street parking. Devaluation of property Some of the objectors are concerned that the proposed subdivision will cause devaluation of their own properties. There is established case law which holds that a potential decrease in property value is an irrelevant consideration. A long standing position held by VCAT is that other than in exceptional cases, and where evidence can be presented, loss in property values will not be entertained as a ground of objection.

Conclusion

There are no structure plans or development plans for the area that prohibit the subdivision of existing lots, nor is the land affected by any overlays. The variation in lot sizes results in greater housing choice in the area. These smaller lots are in accordance with the objectives of ResCode and policies within the State and Local Planning Policy to encourage medium density housing in a residentially zoned area.


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It is concluded that the proposed subdivision of the site complies with the Planning Scheme and thus a permit should be granted.

Options


Attachments

• Objections

Proposed Notice of Decision Conditions 1. PLANS TO BE ENDORSED

The plans to be endorsed and which will then form part of the permit are the plans submitted with the application.

2. LAYOUT PLANS The subdivision, as shown on the endorsed plans, must not be altered without the prior written consent of the responsible authority.

3. PROVISION OF SERVICES The owner of the land must enter into agreements with the relevant authorities for the provision of water supply, drainage, sewerage facilities, electricity and gas services to each lot shown on the endorsed plan in accordance with the authorities’ requirements and relevant legislation at the time.

4. EASEMENTS All existing and proposed easements and sites for existing and required utility services and roads must be set aside in favour of the relevant authority for which the easement or site is to be created on the plan of subdivision submitted for certification under the Subdivision Act 1988.

5. REFERRAL OF PLAN The plan of subdivision submitted for certification under the Subdivision Act 1988 must be referred to the relevant authority in accordance with section 8 of that Act.

6. DETAILED DRAINAGE PLANS Prior to the certification of the plan of subdivision under the Subdivision Act 1988, plans to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plans will be endorsed and then will form part of the permit. The plans must be drawn to scale with dimensions. The plans must include: (a) Direction of stormwater run-off. (b) A point of discharge for each lot. (c) Independent drainage for each lot.


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(d) Stormwater quality. (e) Stormwater detention - Allowable Discharge Q10% = 6.4 l/s. (f) Easements as required.

7. CONSTRUCTION OF WORKS

Road works, drainage and other civil works must be constructed in accordance with the Infrastructure Design Manual and plans and specifications approved by the responsible authority and must include: (a) Stormwater drainage.

8. SECTION 173 AGREEMENT

Prior to the issue of statement of compliance, the applicant/owner must enter into an agreement under section 173 of the Planning and Environment Act 1987. Such agreement must covenant that: (a) The owner will maintain on-site stormwater detention system and not

modify without prior written approval from the responsible authority. (b) The owner shall allow duly authorised officers of the responsible

authority to inspect the system at mutually agreed times. (c) The owner will pay for all costs associated with the construction and

maintenance of the system.

9. REMOVAL OF OUTBUILDINGS Prior to the issue of a statement of compliance, all outbuildings on Lot 2 will require removal to the satisfaction of the responsible authority.

10. REMOVAL OF RETAINING WALL Prior to the issue of a statement of compliance, any retaining wall located on the nature strip must be removed to the satisfaction of the responsible authority.

11. PUBLIC ASSETS Before the development starts, the owner or developer must submit to the responsible authority a written report and photos of any prior damage to public infrastructure. Listed in the report must be the condition of kerb and channel, footpath, seal, street lights, signs and other public infrastructure fronting the property and abutting at least two properties either side of the development. Unless identified with the written report, any damage to infrastructure post construction will be attributed to the development. The owner or developer of the subject land must pay for any damage caused to any public infrastructure caused as a result of the development or use permitted by this permit.

12. CONSTRUCTION MANAGEMENT PLAN Prior to commencement of works the owner or applicant must submit a “Construction Management Plan” (CMP) for approval by the responsible authority. This plan shall include, but not be limited to; • A site specific plan showing proposed erosion & sedimentation control

works, • Techniques and intervention levels to prevent a dust nuisance, • Techniques to prevent mud and dirt being transported from the site to


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adjacent streets and • The protection measures taken to preserve any vegetation identified for

retention.

During construction of works associated with the subdivision, the must employ and provide the protection methods contained in the CMP to the satisfaction of the responsible authority and the Environment Protection Agency.

13. TELECOMMUNICATIONS (a) The owner of the land must enter into an agreement with:

• A telecommunications network or service provider for the provision of telecommunication services to each lot shown on the endorsed plan in accordance with the provider’s requirements and relevant legislation at the time.

• A suitably qualified person for the provision of fibre ready telecommunication facilities to each lot shown on the endorsed plan in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre.

(b) Before the issue of a Statement of Compliance for any stage of the subdivision under the Subdivision Act 1988, the owner of the land must provide written confirmation from: • A telecommunications network or service provider that all lots are

connected to or are ready for connection to telecommunications services in accordance with the provider’s requirements and relevant legislation at the time.

• A suitably qualified person that fibre ready telecommunication facilities have been provided in accordance with any industry specifications or any standards set by the Australian Communications and Media Authority, unless the applicant can demonstrate that the land is in an area where the National Broadband Network will not be provided by optical fibre.

14. EXPIRY OF THE PERMIT

The permit will expire if: (a) The plan of subdivision is not certified within two years from the date of

this permit; or (b) The subdivision is not completed within five years from the date of

certification of the plan of subdivision. The responsible authority may extend the time for certification of the plan if a request is made in writing before the permit expires or within six months afterwards.


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NOTES: CONSENT FOR WORK ON ROAD RESERVES

The applicant must comply with: (a) The Road Management Act 2004. (b) Road Management (Works and Infrastructure) Regulations 2005. (c) Road Management (General) Regulations 2005. with respect to any requirements to notify the coordinating authority and/or seek consent from the coordinating authority to undertake “works” (as defined in the Act) in, over or under the road reserve. The responsible authority in the inclusion of this condition on this planning permit is not deemed to have been notified of, or to have given consent to undertake any works within the road reserve as proposed in this permit. SIGHT DISTANCE AT PROPERTY BOUNDARY:

The subdivision must ensure minimum sight lines for pedestrian safety are provided at the exit lane frontage so as to accord with Clause 52.06-8. VEHICLE CROSSINGS/DRIVEWAYS

• The driveway between the property boundary and the kerb must be constructed in accordance with the Infrastructure Design Manual SD 240. A Works Within Road Reserve Permit must be obtained from Council’s Engineering and Public Space Unit prior to commencing this work. (A Planning Permit is not a Works Within Road Reserve Permit).

• Any driveway must be 1.0m clear of power poles. • Any vehicle crossing must be constructed in accordance with AS 4970: the

protection of trees on development sites. A Tree Protection Zone (TPZ) shall be established for the duration of any works in proximity to a Council tree. A TPZ is calculated by multiplying the diameter of the tree at 1.4m above ground level by 12. (i.e.: a tree with a diameter of 30cm will have a TPZ of 3.6m).

• Vehicle crossings need to be at 90º to the road and the property boundary. • All vehicles must enter and exit Lot 2 in a forwards direction. • The existing crossover is to be reconstructed to remove the asphalt infill.

Wellbeing and Fairness Strengthening the Economy Environmental Sustainability Ordinary Meeting - 19 September 2018

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3. WELLBEING AND FAIRNESS

Nil.

4. STRENGTHENING THE ECONOMY

Nil.

5. ENVIRONMENTAL SUSTAINABILITY

Nil.

Embracing Our Culture and Heritage - Reports Ordinary Meeting - 19 September 2018

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6. EMBRACING OUR CULTURE AND HERITAGE

6.1 DRAFT PLACE INTERPRETATION AND NAMING POLICY


Author Dannielle Orr, Heritage Planner, Regional Su stainable Development Responsible Bernie O’Sullivan, Director Strategy an d Growth Director

Purpose

The purpose of this Report is to request Council to adopt the Draft Policy developed for Place Interpretation and Naming activities for all public space owned or managed by the City of Greater Bendigo.

Summary

The Draft Place Interpretation and Naming Policy (Draft Policy) contributes to the Vision of the Greater Bendigo City Council to ‘create the world’s most liveable community’ by creating a consistent approach for place interpretation and naming activities. The Draft Policy will enable the City to manage increased demand on our public spaces, preserve the rich character and presentation of our municipality and enable interpretation of the diverse cultures and heritage of Greater Bendigo. The transparent and simplified approach proposed by the Draft Policy will assist with assessing and actioning requests in a consistent, balanced and timely manner.

RECOMMENDATION

That Council resolve to adopt the Draft Place Interpretation and Naming Policy for all public space owned or managed by the City of Greater Bendigo.

RESOLUTION Moved Cr Wrigglesworth, Seconded Cr Metcalf. That the recommendation be adopted.

CARRIED

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Policy Context

Community Plan Reference: Goal 4 Presentation and managing growth Objective 4 Keep Greater Bendigo attractive with good quality public facilities and

places Goal 6 Embracing our culture and heritage Objective 1 Celebrate our unique heritage Objective 2 Build pride in and shared responsibility for our public spaces Objective 4 Embrace diversity Objective 5 Advance Reconciliation


In the past decade there have been a number of important place interpretation and naming activities in Greater Bendigo that have presented opportunities to celebrate the stories of our community. Such activities have included the renaming of the Williamson Street extension to Sidney Myer Place (2010), renaming the Old Gaol to the Ulumbarra Theatre (2013), the formal gazettal of the historic name of Redesdale Bridge (2015), renaming of the Bull Street extension to William Vahland Place (2016), naming the new Gurri Wanyarra Wellbeing Centre (2017), and the renaming of the Bendigo Aquatic Centre to the Faith Leech Aquatic Centre (2018). These names are in themselves a way of celebrating our history. However, many of these proposals were also associated with physical assets that have required other commemorative activities such as plaques, memorials or monuments, which can also include interpretation, way finding and other signage. Essentially, one place naming activity can result in upwards of three new, hard physical assets that the City is required to maintain and repair or restore when necessary. These recent place interpretation and naming activities have highlighted that while each instance may be well planned, designed and executed, these instances are not necessarily consistent with each other and that there is no standard approach across the City of Greater Bendigo. There is a high demand on the public spaces in Greater Bendigo, particularly on the premier sites in the city centre, to serve multiple purposes for different sections of the community, for a variety of activities. Place interpretation and naming therefore needs to be well considered, planned, designed, displayed and maintained to enhance public spaces for residents and visitors, enable access, inclusion and enjoyment for all and interpret the many stories about Greater Bendigo places, events and peoples that are now significant to the whole community. A review of the existing Place Naming Policy was undertaken to address this inconsistency and manage the growing demand on our public spaces. The initial review work also identified that several other policies and guidelines would be impacted by the review process and these should be included in the review. These other policies and guidelines were the:

• Municipal Facility Signage Draft Policy (adopted May 2006); • Roadside Memorials Draft Policy (adopted April 1999); and • Plaques, Memorials and Monuments Guidelines (July 2011).


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The review also found that there was no clear process or individual area identified as the process owner to which the community could submit requests. As a result, the Draft Policy takes a cross organisational approach towards place interpretation and naming activities and replaces the above four previous policies and guidelines. The Draft Policy establishes a balanced and consistent approach to place interpretation and naming requests and provides a clear governance framework to support the community, Council and officers. Previous Council Decision Dates: 18 July 2018 Council adopted the Greater Bendigo Public Space Plan;

March, 2013 Council adopted the Place Naming Policy;

3 May, 2006 Council adopted the Municipal Facility Signage Policy; and

6 April, 1999 Council adopted the Roadside Memorials Policy.

Report

The Draft Policy applies to all public space owned or managed by the City of Greater Bendigo, where the City is the designated naming authority. It will apply to all requests that intend to mark an occasion, event, person or organisation, or name a place or feature that can be considered to have an outcome that will create a sense of place. The Draft Policy does not cover those place interpretation or naming activities that are already well regulated or outside the City’s authority. This includes public land that is not owned or managed by the City and private land; regulatory signage such as traffic and warning signs; tourist and service signs; advertising signage at public spaces; plaques for State heritage listed buildings; and naming for subdivisions. These matters are to be referred to the appropriate authority. The Draft Policy has been written with two significant concepts in mind about place interpretation and naming activities. The first approach is that of ‘placemaking’; the idea that these activities, whether they are driven by the City or the community, need to be intentional, well considered activities that take into account the existing context and setting, to create a public space that will promote the community’s wellbeing. It is about enhancing our rich, unique public spaces, not about adding another element that bears little relevance or relationship to the public space. The second approach is that of best practice asset management. Many of the names or assets that have populated Greater Bendigo over the past few decades have been installed on public land without any risk assessment, compliance process or consideration of the asset management lifecycle. A naming example of this situation is where a community group has informally ‘named’ facilities or reserves and installed signage reflecting this. This approach has implications for emergency services being able to promptly attend the site.


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An asset example of this is the Dick Turner Reserve in Golden Square, which is a 1,688m2 triangle of land at the corner of High and Old High Streets. The reserve contains more than three decades worth of ad hoc place interpretation and naming activities such as an unregistered name, public toilets, bus shelter, children’s playground, BBQs, picnic tables, seating, garbage bins, the Bendigo Women’s Memorial sculpture, a Hungarian Monument, two monuments for Dick Turner (a former Councillor), and signage to identify the reserve. The reserve is now crowded with individual elements that do not relate to each other or to that particular location. Ultimately, the poor design of the reserve contributes to its lack of use by the community and contributes little to the liveability and wellbeing of the immediate residents. Key elements of the Draft Policy This Draft Policy takes an holistic view of the public space with each new request. Each request will need to meet the relevant Draft Policy principles. The principles consider matters such as the municipal significance of the event, whether the request is relevant to the public space, is inclusive of our community, or represents the diversity of Greater Bendigo’s stories. Additionally, each request will need to meet every one of the ten identified conditions set out in the Draft Policy that allow for the request to be properly risk assessed and compliant, which includes, amongst other things, that the request is safe, accessible, is not duplicated elsewhere in the municipality, communicates effectively and is of an appropriate scale. To ensure that the Draft Policy’s standard approach is effectively implemented, monitored and reviewed, a cross organisational committee will be established to ensure that all the relevant work areas have input into whether each request meets the Draft Policy principles and conditions. This approach will simplify the process from a community perspective and provide transparency with the Draft Policy clearly stating what the application will be assessed against (principles) and what conditions would be applied to any approval of a request. Priority/Importance: This is a matter of medium importance. The City receives or initiates a number of place interpretation and naming requests every year. It is hard to quantify how many requests are generated annually due to there being no clear process owner or process resulting in a fragmented response, but it could be up to one hundred. The transparent and simplified approach proposed by the Draft Policy will assist with assessing and actioning these requests in a consistent, balanced and timely manner.


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Options/Alternatives: Council has the options of:

1. Adopting the Draft Place Interpretation and Naming Policy for all public space owned or managed by the City of Greater Bendigo. This is the preferred option.

2. Amending and adopting the Draft Place Interpretation and Naming Policy for all public space owned or managed by the City of Greater Bendigo.

3. Taking no further action. Risk Analysis: There is a risk that if the City continues to add assets, fixtures and names that are not dealt with in a consistent manner, our public spaces will continue to, and increasingly be, populated with elements that impact and even detract from the amenity and setting of the public space. The impacts range from failing assets due to lack of maintenance or use of poor quality materials, the accumulation of more assets eventually resulting in a higher maintenance cost, to public spaces that are so cluttered or unattractive that use decreases to the detriment of the community’s wellbeing. There is also a lesser risk associated with the community’s perception of the Draft Policy. Sports user groups within the community may not be aware that there are existing regulations in the Greater Bendigo Planning Scheme related to the general prohibition of advertising signage on public space owned or managed by the City. There may be a perception by these sports user groups that this Draft Policy is initiating a position on advertising signage, whereas this form of commercial activity is outside the scope of the Draft Policy. Another section of the community that may disagree with this Draft Policy is those invested in ‘monumentalising’ people, places and events. It is simply not possible to commemorate every person, place or event in Greater Bendigo’s history. The Draft Policy seeks to regulate this activity so that those circumstances that are important and significant to the entire community or the community as a whole, are duly recognised and celebrated.


Internal Consultation: The development of the Draft Policy has occurred in consultation with all relevant areas and participation from: Active and Healthy Lifestyles Property Services Communications Public Space Design Community Partnerships Regional Sustainable Development Engineering Statutory Planning Governance Tourism and Major Events Parks and Open Space Works


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External Consultation: The Draft Policy has been presented to the Rosalind Park Advisory Committee meeting of 8 August 2018 and the Heritage Advisory Committee on 16 August 2018. Both Committees were very supportive of the Draft Policy and suggested the following two amendments respectively: 1. The Rosalind Park Advisory Committee suggested the following wording be added

under the principle of significance:

“Any application should be able to clearly identify that the significant contribution was not enabled by any special advantage of paid employment, allowance while in office, other financial reimbursement or similar payment”.

2. The Heritage Advisory Committee suggested additional wording be added under Section 3 Scope – tourist and service signs to clarify that the Tourism and Major Events Unit is involved with the ‘white on brown’ tourism and ‘white on blue’ service signs.

The Draft Policy has been amended to reflect the comments.

Resource Implications

There is a minor resource implication from the Draft Policy, including some officer time and resources to establish the committee.

Attachments

1. Draft Place Interpretation and Naming Policy


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6.2 STRATEGIC REPORT ON GREATER BENDIGO'S HISTORICA L ARTEFACTS

Document Information Author Dannielle Orr, Heritage Planner - Regional S ustainable Development Responsible Bernie O'Sullivan, Director Strategy an d Growth Director Purpose This Report is to advise Councillors of the outcome of the community consultation on the Strategic Report on Greater Bendigo’s Historical Artefacts and provide a response to its four key recommendations. Summary The Strategic Artefacts Report (SAR) was released for community comment from 22 February to 22 March 2018. Submissions received indicated strong support for the majority of the recommendations; however, for Council the financial implications of accepting all or part of the recommendations are substantial hence the need for careful consideration. The four key recommendations of the SAR are generally written to be considered and/or acted upon sequentially:

1. Establish and staff an object storage and preservation facility 2. Support viability of the groups 3. Engage in contingency planning 4. Commission a museum feasibility study. As a result, until the implications of the first recommendation can be fully understood, only some elements of the remaining recommendations can be progressed. It should be noted that a primary theme from all groups considered in the SAR is the need for more storage space for current collections. To assist in addressing this issue a greater understanding of the management and content of the collections will be required. This information would then inform the recommended feasibility study for an object storage and preservation facility.


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RECOMMENDATION That Greater Bendigo City Council resolve to:

1. Develop a City of Greater Bendigo collection policy to be applied on completion of the historic and heritage objects and artefacts audit.

2. Establish a governance framework that requires all groups seeking support for storage to have a collection policy and ensure it has been applied appropriately.

3. Undertake a feasibility study for the development and management of an object storage and preservation facility.

4. Acknowledge the role the Post Office Gallery provides, with the support of the Bendigo Heritage Representative Group, in the display of collections items from local heritage groups.

5. Actively monitor the progress of recommendations 1–3 of the Strategic Artefacts Report (SAR) to enable an informed discussion with the community on the feasibility of a new museum for Bendigo.

6. Write to all participant groups of the SAR, thanking them for their involvement and updating them on the outcomes of this Report.

RESOLUTION Moved Cr Emond, Seconded Cr Metcalf. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~ Policy Context Community Plan Reference: Goal 6 Embracing our culture and heritage Objective 1 Celebrate our unique heritage Goal 1 Lead and govern for all Objective 1 Engage with all communities Background Information In 2016 the Bendigo Historical Society (BHS) made a budget submission for the City to ‘future proof’ the conservation, storage and public access of its historical artefacts. In response, Council allocated $15,000 in 2016/17 for a ‘strategic report to consider the long term sustainability of Bendigo’s historical artefacts and conservation of the BHS collection’. In order to broadly understand the issue, five core Greater Bendigo community groups that collect local history were surveyed:


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• Bendigo Historical Society; • Eaglehawk Heritage Society; • Elmore Progress Association; • Heathcote McIvor Historical Society; and • Huntly and Districts’ Historical Society. This work was finalised in the Strategic Artefacts Report (SAR) in September 2017. A finding of the SAR is that five core Greater Bendigo community groups care for around 45,000 local heritage items on behalf of the Greater Bendigo community. Around 5,300 of these are objects and artefacts ranging from artworks and textiles to domestic items, hardware, agricultural equipment and even firearms. Collections Context The SAR focused on five core Greater Bendigo community groups that specifically collect the local history and heritage of our area, and that between them cover the breadth of the municipality. Managed and run by extremely dedicated volunteers, these community collections face ongoing struggles to afford specialised conservation expertise, source funding, access or maintain collection storage and record keeping at best practice standards, succession planning for their collections, and to make their collections publically accessible. Although only five community collections are the focus of the SAR, there are other significant collections held within Greater Bendigo. City of Greater Bendigo Collection The City also has a substantial collection of objects and artefacts. An audit of Council owned properties commenced in 2017/18 following a budget allocation of $30,000 and is due to be completed by the end of 2018/19. Considered together with the SAR, this work will provide significant clarity around the vulnerability, condition and size of the heritage and historical artefacts owned / managed by the City. Previous Council Decision Dates: 21 February, 2018 - Council resolved to release the Strategic Artefacts Report for community comment and investigate the four key recommendations. Report The Strategic Artefacts Report (SAR) was released for community comment from 22 February to 22 March 2018. There were a total of 19 submissions received from community groups and individual residents. There are four key recommendations from the SAR: 1. Establish and staff an object storage and preservation facility 2. Support viability of the groups 3. Engage in contingency planning 4. Commission a museum feasibility study


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The four key recommendations are considered below: 1. Establish and staff an object storage and preservation facility The main recommendation from the SAR is to develop and staff an object storage and preservation facility on the site adjacent to the existing Bendigo Regional Archives Centre. This recommendation was supported by the majority of the community groups and individuals who made submissions. A common theme of the submissions is that many groups have limited or constrained space for their collections, and where space is available the environment is not up to museum industry standards for preservation. The submissions also expressed concerns about what would happen to these collections if these groups were to cease, and considered that a facility would enable their collections to be properly cared for when they could no longer be caretakers. Response to Recommendation One: The need for an appropriate object storage and preservation facility is an issue of concern for the City as well as the community groups. However, the cost of constructing, managing and staffing will be significant. To understand the financial implications to Council, it is recommended that a feasibility study be undertaken. A budget bid for the next financial year will be prepared and considered in the context of the broader community priorities for the 2019/2020 financial year. 2. Support Viability of the Groups In general, this strategic recommendation is concerned with helping the groups to help themselves so they can continue to function and be active in their current locations, managing their own collections. There are nine sub-recommendations that detail different aspects of how the groups can, amongst other things, improve their museum skills with collection management, ensure the groups and collections are legally compliant, promote and market themselves better, track their performance and attract volunteers. Submissions on this recommendation agreed with the need for and interest in boosting museum related skills, abilities and training of volunteers. A common theme of the submissions was that there is a diverse range of skills and abilities in the groups with volunteers strong in some aspects while there are gaps in other areas of expertise. In the period of this SAR, one of the sub-recommendations, to assist Heathcote McIvor Historical Society to access funding for a large object display shed (Recommendation 2B), has become superseded by the changed circumstances at Camp Hill, Heathcote. As well, the sub-recommendation to adjust the City’s Community Grants to allow for history and heritage projects (Recommendation 2H) has occurred through the alignment of the grants projects with the City of Greater Bendigo’s Community Plan 2017-2021 vision and goals, of which Goal 6 is ‘Embracing our Culture and Heritage’. If Council decides to investigate the feasibility and costs of an object repository and construct a facility in the future, it is important for the community and the groups to understand that this potential facility would not be for general or self-storage, but instead would be a facility built to museum industry standards that stores and preserves objects that meet identified criteria of a collection policy (Recommendation 3C) and that are


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legally compliant (Recommendation 2E). It will therefore be critical for all the groups to boost their museum related skills so they can establish, or comply with, their own collection policy and become, or continue, legal compliance as a group and as a collection. The City is in the process of auditing its own collection of historic and heritage objects and artefacts and the next step will be to ensure that it too establishes a collection policy which is then applied to the collection to accession and deaccession items. Once the City and the community groups have an accurate count of accessioned objects and artefacts that could potentially be stored in an object storage and preservation facility, then interim storage solutions such as portable buildings (Recommendation 2A) can be investigated. Many of the other sub-recommendations relate to services that are already provided in Greater Bendigo and it is a matter of these collecting groups connecting into these existing networks. For instance, assistance with attracting volunteers (Recommendation 2C) can be accessed through the Bendigo Volunteer Resource Centre; there are courses online for promotion and marketing (Recommendation 2D) which are available through the Goldfields Library events program and Lynda.com database; legal compliance with Aboriginal items (Recommendation 2E) can be organised with Dja Dja Wurrung and Aboriginal Victoria; industry guidelines and training in museum related skills and knowledge (Recommendation 2F) can be organised through the Museums Australia (Victoria) annual program; and lastly, general grant writing skills (Recommendation 2H) are provided through the workshops run by the City for the Community Grants program. The Bendigo Heritage Representative Group network was established to facilitate knowledge sharing between the groups. This network has demonstrated over many years that it is very effective at enabling participation and collaboration by the many collecting organisations in Greater Bendigo to the Post Office Gallery exhibitions. Similarly, this network could be an ideal forum for many of the sub-recommendations to be discussed and for the groups to action together. Response to Recommendation Two: The principle underpinning Recommendation Two, that the groups are most viable and effective when they work together to help themselves, is supported. There are a number of sub-recommendations in Recommendation Two and given that there are a limited number of volunteers managing a large number of items, it will be critical for the collecting groups themselves to identify their priorities and then work together to achieve an outcome that can benefit them now and into the future. All consideration or investigation of interim storage solutions should be undertaken only following the application of a relevant collection policy and legal compliance, when there is an accurate count of accessioned objects and artefacts held by the community groups. There are a small number of operational sub-recommendations and these should be referred to the appropriate areas for consideration. The sub-recommendation for maintenance of Council buildings and properties (Recommendation 2A) should be lodged through the ‘Request maintenance to a City managed property or facility’ online form so these requests can be prioritised and if appropriate, budgeted for and actioned as part of the City’s ongoing property maintenance program.


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3. Engage in Contingency Planning This strategic recommendation outlines the contingency planning and frameworks that will need to be in place if an appropriate object storage and preservation facility is constructed (Recommendation 1). The main emphasis of the recommendation is to establish and adopt a collection policy for Greater Bendigo, applying it to items that the City currently owns and manages, as well as to those objects and artefacts within community collections that may meet the criteria. The submissions that commented on this recommendation agreed with the need for industry frameworks such as collection policies, to enable donations and collections to be properly assessed and accessioned or deaccessioned accordingly. From the City’s perspective, its own historic and heritage items are currently being audited (Recommendation 3A) and the next step will be to ensure that a collection policy for the organisation is established and then applied to accession or deaccession items that meet the criteria. All other sub-recommendations are contingent upon the provision of an object storage and preservation facility (Recommendation 1) and that relevant industry guidelines and legal requirements have been applied (Recommendation 2). Response to Recommendation Three: The principle of applying museum industry guidelines such as collection policies to a potential Greater Bendigo Heritage Collection is supported. Once the City’s audit of its own historic and heritage objects and artefacts is complete, a collection policy will be established and items accessioned or deaccessioned accordingly. 4. Commission a Museum Feasibility Study This strategic recommendation proposes a staged approach towards the question of a Greater Bendigo museum. The SAR documents that the most critical need for collections in Greater Bendigo today is an appropriate object storage facility with a proper preservation environment built to museum industry standards. The SAR proposes that the City and the community work towards resolving the storage issue, that all collection managers help each other to help themselves, and that when a facility is available the contingency plans are put in place, so that Greater Bendigo as a Council, organisation and community are caring for its history and heritage in the best possible manner. If the most critical need of appropriate storage is met and managed accordingly by all collecting groups with the appropriate policies, then the SAR argues that this is the best time to assess whether a museum is still called for and if so, commission a museum feasibility study. Nearly all submissions commented on this recommendation and while all were supportive in some manner, there were a diversity of opinions expressed regarding the staging of this approach. Opinions can be grouped as: • Yes, commission a museum feasibility study and follow the staging recommended in

the SAR; • Yes, commission a museum feasibility study but undertake it now alongside other

recommendations; • No, a museum feasibility study is not required; undertake to construct a museum

now.


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The primary strategic issue remains the need for an appropriate object storage and preservation facility, however, a museum is primarily a display / exhibit and education space, not a storage space. A parallel in Greater Bendigo is the Bendigo Art Gallery, which manages around 5,000 objects and at any one time has approximately 5% on display in the actual gallery space, with the remainder of the permanent collection kept in a storage and preservation environment. A Greater Bendigo museum will not resolve this most urgent need for appropriate storage. Response to Recommendation Four: The staging proposed by the SAR is the preferred option as it will allow for a fully informed discussion of the appropriateness of a museum to be held. Priority/Importance: The object storage and preservation facility is a matter of high priority to be considered and it is recommended that a feasibility study be commenced to progress this. Options/Alternatives: Council can: 1. Adopt recommendations 1-4 of this Report which would commence the development

of a governance framework, collections policy and budget request for a feasibility study. This is the recommend option.

2. Amend and adopt the recommendations of this Report. This may delay actioning the recommendations and is not the recommended option.

3. Takes no further action on this matter. Risk Analysis: The risk to the organisation of simply adopting the recommendations of this SAR are significant in regards to financial implications. Therefore, it is recommended that a decision on an object repository be informed by a feasibility study which would consider design requirements, costs, location and timing. Once this information is available, the priority of such a project could be considered in the broader context of a forward works program. There is a risk that one or more of these community groups, or similarly other collecting groups in Greater Bendigo, may cease to operate in the near future and that their collections may be lost. Undertaking some of the recommendations of this report will partially assist, however, it is the community groups who will have the most influence and ability to address the risk through promoting the value of their contributions and also attracting more members. There is also a moderate reputation risk associated with how Council will deal with the recommendations made in the SAR. The SAR has raised the expectations within the community that Council will respond to the issues raised, however, these recommendations did not consider any costs associated with adopting the recommendations.


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Consultation/Communication External Consultation: The SAR was released for community comment from 22 February to 22 March 2018. The SAR was made available on the City’s website, circulated through the Bendigo Heritage Representative Group network to all the collecting groups in Greater Bendigo and promoted by social media. Hard copies were also provided to each of the participating community groups. There were a total of 19 submissions received from community groups and individual residents. The main theme of the submissions are addressed within this report at each Recommendation. Advice was received from the Registered Aboriginal Party, Dja Dja Wurrung Clans Aboriginal Corporation and Aboriginal Victoria who both offered assistance, if required, to the City and the collecting groups on the specific issue of dealing with the registration of Aboriginal artefacts. The Dja Dja Wurrung fully supported the recommendation for dealing with Aboriginal artefacts and offered assistance with the registration process (Recommendation 2E). The Dja Dja Wurrung also noted that they should also be involved in the process of formulating policies for a Greater Bendigo collection, especially where they involve Aboriginal cultural heritage (Recommendation 3). Aboriginal Victoria advised that with the 2016 Amendments to the Aboriginal Heritage Act (2006), there are new obligations for collections that have custody of Aboriginal objects, especially Secret or Sacred Objects and that all reasonable steps must be taken to deal with these cultural objects in the appropriate legislated manner. The SAR was also considered at the Greater Bendigo Heritage Advisory Committee (HAC) meeting on 15 February 2018. The Committee considered all of the recommendations of the SAR to be realistic and considered, offering both short and long term options. Their view was that the recommendations build upon previous strategic work and actions and HAC believes this will largely satisfy the needs of all stakeholders while ensuring precious heritage material is preserved. HAC strongly supports Recommendations One to Four, though they considered that the feasibility study for a museum (Recommendation 4) should be undertaken in parallel to Recommendations One to Three, rather than considered after their implementation. Internal Consultation: The consultant had access to all of the relevant City of Greater Bendigo officers with the expertise, knowledge or experience in this area. Resource Implications The main resource implication relates to Recommendation One which proposes that the City investigate building an object storage and preservation facility. Initially a budget bid would be prepared seeking funding to undertake the study in 2019/2020.


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There may be some resource implications from the establishment and application of a City of Greater Bendigo collection policy. The current budget of $30,000 until the end of 2018/19 will only provide for the audit of the City’s historic and heritage objects and artefacts. If an external consultant is not required, there may be resource implications for the Bendigo Art Gallery if this work is to be completed by the City. Budget Allocation in the Current Financial Year: $15,000 for an internal audit of the City’s heritage assets (second year of a two year project). Previous Council Support: 2017/18: $15,000 for an internal audit of the City’s heritage assets (first year of a two

year project).

2016/17: $15,000 for the ‘strategic report to consider the long term sustainability of Bendigo’s historical artefacts & conservation of the BHS collection’.

Projected costs for future financial years: A budget request will need to be put forward for the feasibility and costs study for an object storage and preservation facility. Attachments Nil

Lead and Govern For All - Reports Ordinary Meeting - 19 September 2018

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7. LEAD AND GOVERN FOR ALL

7.1 FINANCIAL STATEMENTS AND PERFORMANCE STATEMENT FOR THE FINANCIAL YEAR ENDED 30 JUNE 2018


Author Nathan Morsillo, Manager Financial Strategy Responsible Andrew Cooney, Director Corporate Pe rformance Director

Summary/Purpose

The purpose of this report is to approve, in principle, the Financial Statements, and Performance Statement for the financial year ended 30 June 2018 and to authorise two (2) Councillors to sign the final statements on behalf of Council.

RECOMMENDATION

1. That the Council:

a. approve "in principle" the draft Financial Statements and the draft Performance Statement as presented; and

b. authorise the Mayor, Cr O’Rourke and Cr Flack (or their delegates), as the Finance Committee/Audit Committee representatives to certify the Financial Statements and the Performance Statement in their final form on behalf of the Council of City of Greater Bendigo.

2. That the Principal Accounting Officer be authorised to make any non-material

changes to the Financial Statements and the Performance Statement that may arise as a result of the audit;

3. That the Chairman of the Audit Committee be notified of any material changes proposed to be made to any of the Statements so that it may be decided whether the Audit Committee needs to meet further to consider such proposed changes prior to two Councillors signing off the Statements;

4. That a copy of the Statements in their final form be forwarded to the members of the Audit Committee.


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RESOLUTION Moved Cr Flack, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Community Plan Reference:

City of Greater Bendigo Community Plan 2017-2021:

Goal 1 Lead and Govern for All

Objective 1.3 Be innovative and financially responsible

Strategy 1.3.2

Ensure value for investment on behalf of the community


The Local Government Act 1989 requires the following:

A Council must, in respect of each financial year, prepare an annual report containing:

(a) a report of its operations during the financial year; (b) audited Financial Statements for the financial year; (c) a copy of the Performance Statement; and (d) a copy of the report on the Performance Statement; (e) any other matter required by the regulations.

Council must not submit the Financial Statements to its auditor or the Minister unless it has passed a resolution giving its approval in principle to the Financial Statements and Performance Statement. The Council must authorise two (2) Councillors to certify the Financial Statements and Performance Statement in their final form after any changes recommended, or agreed to, by the auditor have been made.

Report

The City of Greater Bendigo has prepared its annual Financial Statements and Performance Statement for the financial year ending 30 June 2018. These statements have been presented to the Audit Committee. The Audit Committee reviewed the statements and recommends that Council approve the statements in principle.


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The Council must authorise two (2) Councillors to certify the statements, being the Mayor Cr O’Rourke and Cr Flack (or their delegates) as members of both Council's Finance and Audit Committees. The statements have been reviewed by the Victorian Auditor General's Office (VAGO) and are considered to be in their final form. As the statements have been finalised, they can be signed as soon as two (2) Councillors have been authorised. Headline results in the financial statements

The statements, including comprehensive income, balance sheet, cash flows, equity and capital works summarise the financial position as at 30 June 2018. The following section highlights items of note in the Financial Statements. The year end result reported a $30.66M operating surplus. The budgeted operating surplus was $22.41M, resulting in a favourable variance of $8.25M to budget. This result is influenced significantly by asset movements and grants received during the year. Income and expenditure reported is in line with applicable Accounting Standards, and includes:

• Total income of $206.92M for the financial year. • Total operating expenses, including non-cash items of $176.25M. • The City delivered $70.05M of Capital Works during 2017/2018 ($80.33M in

2016/2017). Capital Works project expenditure being carried forward totalled $15.85M ($29.65M in 2016/2017).

Cash balances at 30 June 2018 are $70.92M, a decrease of $9.03M from prior year. A large percentage of the 30 June cash balance has some form of restriction or intended allocation for future needs. These include: • Statutory Reserves $8.12M • Trust funds $3.4M • Discretionary Reserves (including grants received in advance) $25.19M • Carry Forward projects $15.8M • Other funds received for future projects $0.76M An important ratio reported by Councils is the Working Capital Ratio, which demonstrates the level of current assets to current liabilities. The City’s Working Capital Ratio is 2.02:1 (2016/2017 was 2.32:1). This is categorised by VAGO’s financial sustainability assessment criteria to be of low risk. The Performance Statement also includes information on Council's performance against elements of the community plan adopted in the 2017/2018 Budget. Variances between actual and the 2017/2018 budget

Note 1 of the Financial Statements details actual results to budget and includes explanation of significant variances. This includes variance analysis for Income and Expenditure and the Capital Works statements, at Note 1.1 of the Financial Statements. Major operating activities influencing the results against budget include the following:


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• Victorian Grant Commission payments were paid early for the 2017/2018 year, resulting in an $8.8M variance favourable to budget.

• Additional grants received for projects such as the Bendigo Tennis Pavilion, Scott Street Bridge and electronic sheep tagging.

• Delayed contribution payments for the Bendigo Stadium redevelopment.

• Additional costs associated with running the City’s waste services, including the increased levy to meet EPA requirements at Eaglehawk landfill.

Risk Analysis: To the best of the Officer's knowledge, these statements are true and correct.


External Consultation:

These statements were examined by the Audit Committee at its meeting of 13 September 2018.

Resource Implications

The annual audit of the Council's Financial Statements costs approximately $50,000 and Performance Statements costs approximately $5,000 which is provided for in the budget. Budget Allocation in the Current Financial Year: Yes Current Estimate or Tender Price: $55,000 Projected costs for future financial years: CPI Plus

Attachments

1. Financial Statements and Performance Statement as at 30 June 2018.


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7.2 PROCUREMENT POLICY


Author Greg Painter, Coordinator Procurement Responsible Steven Abbott, Acting Director Corporat e Performance

Purpose

The Local Government Act requires that Council’s Procurement Policy be reviewed at least once each financial year. The Procurement Policy has been reviewed by officers, and is now presented for Councillor consideration and feedback.

Summary

The strategic procurement of goods and services is one of the key mechanisms for Councils to use in delivering services, projects and outcomes for communities. Council expenditure through procurement is significant, and procurement strategies and methods in themselves can be used to benefit the local community and further Council’s objectives. The Procurement Policy has been revised using the new Policy Framework. There have been various changes to the policy to remove procedures and other items related to sustainability which will be included in a new Sustainable Procurement Policy being prepared by the Procurement Unit.

RECOMMENDATION

That the Greater Bendigo City Council adopt the revised Procurement Policy. RESOLUTION Moved Cr Metcalf, Seconded Cr Fyffe. That the recommendation be adopted.

CARRIED

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Policy Context

Community Plan Reference: City of Greater Bendigo Community Plan 2017-2021:

Goal 1 Lead and Govern for All

Objective 1.3 Be innovative and financially responsible

Strategy 1.3.2 Ensure value for investment on behalf of the community


Council’s Procurement Policy must be reviewed at least once each Financial Year in accordance with the following provision of Local Government Act:

s.186A - Procurement Policy (7) At least once in each financial year, a Council must review the current procurement policy and may, in accordance with this section, amend the procurement policy.

Council has had a Procurement Policy in place since 2009, with reviews conducted annually since.

Report

All relevant staff were consulted to seek input on the changes proposed to the Procurement Policy. The Procurement Policy has now been aligned with the new Policy Framework and sections considered to be procedures have been removed and included into the Procurement Procedures Manual. These are:

1.5 Records Management 1.6 Overseas Purchasing 1.7 Suppliers 1.8 Payment of Accounts 1.9 Consideration of Terms and Payment Terms 2.2.3 Methods 2.2.6 Trade-in Policy 2.8 Contract Terms

Schedule 2 – Exemption to Complying with Requirement for Minimum Number of Quotes.

Other items have been moved to different sections or deleted. The major items to note as deleted are:


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3.4.2 Reporting 3.4.3 Minimise Environmental Impact over Whole-of-life 3.4.4 Consider value for money over whole-of-life 3.4.5 Avoid unnecessary consumption and manage demand 3.4.6 Green the Supply Chain Schedule 1 – Employee Procurement Authorisation has been revised as follows:

• Authorisation limits have been increased by 10% to match the limits described in Schedule 2 as per GST ruling by Financial Strategy.

• Dollar value of variations for CEO increased from $150,000 to $495,000 which is in line with 30% of $1.65M delegation limit.

• Dollar value of variations for Director increased from $50,000 to $165,000 which is in line with 30% of $550,000 delegation limit.

• Coordinators that supervise a team have been added. This is not automatically applied. Managers will need to request delegations for individual roles, including Coordinators, via a new Request for Financial Delegation Form.

• A register of all financial delegations will be maintained by the Governance Unit. • The statement authorising credit card purchases has been strengthened. • A new statement authorising fuel card purchases has been added.

Schedule 2 has been revised.


To ensure a whole of organisation view was taken, feedback was sought from the Organisational Leadership Team in March to be considered as part of the review. All feedback was reviewed and some suggestions and changes were incorporated into the new policy.

Attachments

Existing Procurement Policy Revised Procurement Policy Request for Financial Delegation Form


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PROCUREMENT POLICY

Approval Level: Council

Policy Type: Council

Approval Date: 30/06/2018

Review cycle: Annually in June

Review Date: 30/06/2019

Responsible Officer: Manager Governance

Owner: Governance

Responsible Director: Corporate Performance

Relevant Legislation/Authority: Local Government Act 1989 (Vic)

DOCSETID: [##TBC]

1. BACKGROUND

Greater Bendigo City Council (City ) recognises that developing a procurement strategy and adopting appropriate best practice contracting and procurement principles, policies, procedures and processes for all goods, services and works by the City, will assist the City to achieve its procurement objectives. These objectives include sustainable and socially responsible procurement, bottom-line cost savings, supporting the regional economy, achieving innovation and the provision of better services for the community.

2. PURPOSE

The purpose of this policy is to:

• provide a framework to guide the efficient, effective, socially and ecologically responsible procurement of goods, services and works for the City;

• provide guidance to the City to allow consistency and control over procurement activities;

• demonstrate accountability to ratepayers;

• provide guidance to the City employee’s regarding ethical behaviour in public sector purchasing;

• demonstrate the application of elements of best practice in purchasing; and

• align the City’s procurement practices with the Guidelines.


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3. SCOPE

This policy is made under Section 186A of the Act.

This section of the Act requires the City to prepare, approve and comply with a procurement policy encompassing the principles, processes and procedures applied to all purchases of goods, services and works by the City.

This policy must be considered in all aspects of the procurement of goods, services and works by the City.

This policy applies to all procurement activities at the City and is binding upon Councillors, City employees and all contractors, agents and consultants engaged by the City from time to time.

All monetary values stated in this policy include GST, unless stated otherwise.

4. DEFINITIONS

In this policy:

Act means the Local Government Act 1989 (Vic).

commercial in confidence means information that, if released publically or to a third party, may prejudice the business dealings of a party, including but not limited to prices, discounts, rebates, profits, methodologies and process information.

contract management means the process of ensuring both parties to a contract meet their respective obligations as efficiently and effectively as possible, in order to deliver the business and operational objectives required from the contract and in particular, to provide value for money.

City employee means all full-time, part-time and temporary City employees and contractors and consultants while engaged by the City from time to time.

GST means GST within the meaning of A New Tax System (Goods and Services Tax) Act 1999 (Cth).

Guidelines means the Victorian Local Government Best Practice Procurement Guidelines 2013.

local content means suppliers based within the Greater Bendigo City municipality and its immediate neighbouring municipalities of Loddon, Mount Alexander, Campaspe, Strathbogie and Mitchell.

probity means qualities demonstrating strong moral principles and good process, achieved through clear processes consistent with the City’s policies and legislation, which consider the legitimate interests and ensure the equitable treatment of all suppliers.

procurement means the process of acquiring external goods, services or works from initial concept through to disposal of an asset at the end of its useful life or completion of the contract.

quotation means a formal statement of promise, submitted usually in response to a request for quotation, by a potential supplier to supply the goods, services or works required by a buyer at specified prices and within a specified period.


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social procurement means a strategic approach to meeting social and economic objectives throughout procurement using procurement processes and purchasing power to generate positive social and economic outcomes in addition to the delivery of efficient goods, services and works.

sustainability means meeting the needs of the present generation without compromising the ability of future generations to meet their needs, including social procurement, local content and environmental considerations.

value for money means selecting the supply of goods, services and works taking into account both cost and non-cost factors including:

(a) contribution to the advancement of the City’s priorities;

(b) local content;

(c) non-cost factors such as fitness for purpose, quality, service and support; and

(d) cost related factors including whole-of-life costs and transaction costs associated with acquiring, using, holding, maintaining and disposing of the goods, services or works,

in conjunction with the best value principles contained in Section 208B of the Act and the Guidelines.

5. PRINCIPLES

The City’s procurement activities must be performed with integrity and in a manner able to withstand close scrutiny. The following fundamental best practice principles must be applied to all procurement, irrespective of the value and complexity of the procurement:

• value for money;

• open and fair competition;

• accountability;

• risk management; and

• probity and transparency.

The City’s procurement strategy must align to the aims and objectives set out in its Community Plan, including but not limited to those related to sustainability, protection of the environment, corporate social responsibility and meeting the needs of the local community such as:

• supporting the local community;

• feeling safe;

• living in a clean and pleasant environment, and

• delivering good quality and well managed City services that are considered to be value for money.

The City must seek to use aggregated arrangements with other Councils, MAV Procurement, Procurement Australia and State Government Purchase Contracts wherever appropriate.


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6. POLICY

6.1 Ethics and Probity

Councillors and City employees must always conduct themselves ethically and with integrity and must:

• treat potential and existing suppliers with equality and fairness;

• not seek or receive personal gain;

• maintain confidentiality of commercial in confidence information such as contract prices and other sensitive information;

• present the highest standards of professionalism and probity;

• deal with suppliers in an honest and impartial manner that does not allow conflicts of interest;

• provide all suppliers and tenderers with the same information and equal opportunity; and

• be able to account for all decisions and provide feedback on them.

The City employees who are responsible for managing or supervising contracts are prohibited from performing any works under the contract they are supervising.

Councillors and City employees must not participate in any action or matter associated with the arrangement of a contract (i.e. specification development, evaluation, negotiation, recommendation, or approval), where that person or any member of their immediate family has a significant interest, or holds a position of influence or power in a business undertaking tendering for the work.

In relation to conflict of interest, Councillors must comply with Division 1A of the Act. The City employee expectations are outlined in the internal manual titled ‘Conflict of Interest – A Guide for City of Greater Bendigo Employees’ and the City’s Code of Conduct.

Confidentiality of information provided by existing and prospective suppliers must be maintained at all times, particularly commercially sensitive material such as, but not limited to prices, discounts, rebates, profit, manufacturing and product information.

6.2 Risk Management

6.2.1 General

Risk management must be appropriately applied at all stages of procurement activities which will be properly planned and carried out in a manner that will protect and enhance the City’s capability to prevent, withstand and recover from interruption to the supply of goods, services and works.

6.2.2 Supply by contract

The provision of goods, services and works by contract potentially exposes the City to risk.

The City will minimise its risk exposure through measures such as:

• standardising contracts to include current, relevant clauses;


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• requiring security deposits or bank guarantees where appropriate;

• referring specifications to relevant experts;

• requiring contractual agreement before allowing the commencement of work;

• use of, or reference to, relevant Australian Standards (or equivalent); and

• effectively managing the contract including monitoring and enforcing performance.

6.2.3 OH&S and other mandatory requirements

The City undertakes due diligence activities on all prospective suppliers to ensure compliance with legislative and business requirements. The City will require all contractors, service providers and volunteers to comply with all OH&S legislative requirements. These requirements are mandatory and non-compliance will disqualify prospective suppliers.

Suppliers must provide evidence of insurances in providing goods, services or works.

6.2.4 Contract terms

Contractual relationships must be documented in writing based on standard terms and conditions. In circumstances where this is not possible, approval must be sought from the appropriate City employee (based on the value and nature of the contract) and supported by procurement and legal advice as reasonably required.

Contract terms and conditions must be settled prior to any commitment being made to a supplier. Any exceptions to this process must be pre-authorised by the appropriate City employee.

All City contracts will incorporate dispute management and alternative dispute resolution provisions to minimise the potential for litigation.

6.2.5 Contract management

The purpose of contract management is to ensure that the City and its clients receive the goods, services or works to the required standards of quality and quantity required by the contract by:

• establishing a system which monitors and reinforces the performance of all parties’ responsibilities and obligations under the contract;

• ensuring adherence with any risk management framework established by the City and compliance with any applicable legislation including, but not limited to, relevant occupational health and safety procedures; and

• providing a means for the early recognition of issues and performance problems and the identification of solutions.

Contracts must be proactively managed by the City employee responsible for the delivery of the contracted goods, services or works to ensure the City receives value for money.


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6.3 Performance Measure and Continuous Improvement

Appropriate performance measures must be established and reporting systems must be used to monitor performance and compliance with this policy and the City’s procurement procedures and controls.

Procurement procedures, practices and costs must be benchmarked externally. Internal service standards must be agreed within the City and performance against these targets must be measured and reviewed regularly to support continuous improvement.

The performance measurements developed will be used to:

• Highlight trends and exceptions where necessary to enhance performance;

• Improve the internal efficiency of the procurement process and where relevant the performance of suppliers;

• Facilitate programmes to drive improvement in procurement to eliminate waste and inefficiencies across key spend categories;

• Continuous improvement is also achieved by providing feedback to employees on findings from internal policy compliance reviews. Employees are informed of findings to improve practices in the future.

6.4 Environmental Sustainability

The City recognises that procurement decisions have an impact on the environment and that through considered purchasing decisions the City has the opportunity to contribute to positive environmental outcomes, maximising long-term benefits for the community.

The City is committed to achieving long term environmental sustainability through the procurement process and is committed to reducing resources, consumption and minimising waste during the procurement life cycle.

Within the tender process, the City must require applicable tender applications to consider the environment to ensure that all purchases have a positive or minimised impact on the environment.

6.5 Diversity

Promoting social equality through procurement can improve competition, value for money, the quality of public services, satisfaction among users and community relations. Every procurement project should reflect a corporate commitment to diversity and equal opportunities wherever possible.

6.6 Support of the Regional Economy

The City is committed to buying from local business where such purchases may be justified on value for money grounds.

All other factors being equal, the City must give preference to regional economic benefit when sourcing products. Included in all tender evaluation criteria is a mandatory 10% weighting for local content.

These benefits may take the form of:


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• increased local employment;

• local youth initiatives;

• increased activity and spend in the local economy with identifiable benefits; or

• the level of local content in the goods, services and works.

The application of regional content must have consideration of the best value principles set out in the Act and the Competition and Consumer Act 2010 (Cth).

6.7 Social Procurement

Social procurement often takes the form of a local, state or federal department strategically using an appropriate procurement opportunity to generate targeted employment for a specific population group, such as people with a disability, the long-term unemployed, indigenous, culturally and linguistically diverse groups, youth, social housing tenants, or a regional, rural or disadvantaged metropolitan area. The City is committed to social procurement and in particular facilitating employment opportunities in disadvantaged communities within the City municipal area.

6.8 Procurement Thresholds

The City will, from time to time, determine and publish minimum spend competition thresholds. These will be decided by the City by analysing the historical size and complexity of the procurement activity and of proposed procurement activities. The City considers aggregated spend based on a five year contract.

6.8.1 Quotations

Purchase of goods or services valued up to $150,000 and works valued up to $200,000 may be undertaken using the procurement by quotation method as described in the table below:

Value Threshold

Number of written quotations required

Comment

$Nil to $1,000 Minimum of 1 quotations required, if possible

As a matter of good practice, it is desirable to obtain a minimum of one written quotation and ensure the details are recorded before placing an order. However, it is recognised that this is not always practical for reasons of administrative efficiency.

If it is not possible to obtain a written quotation, every effort must be made to ensure the process followed in the circumstances is responsible, transparent and accountable.

$1,001 to $5,000

Minimum of 1 quotations required

$5,001 to $25,000


Details of the suppliers contacted and their quotations must be recorded on the Quote


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Summary Template (available on the Intranet). All original quotations must be maintained in the City’s document management system.

Goods and services $25,001 to $149,999


Public advertising is not required; however a detailed specification must be supplied.

Details of the suppliers contacted and their quotations must be recorded on the Quote Summary Template (available on the Intranet). All original quotations must be maintained in the City’s document management system.

Works $25,001 to $199,999


Public advertising is not required; however a detailed specification must be supplied.

Details of the suppliers contacted and their quotations must be recorded on the Quote Summary Template (available on the Intranet. All original quotations must be maintained in the City’s document management system.

The situation may arise where insufficient quotations are received to satisfy the above requirements.

This may occasionally occur where there are few suppliers of the goods, services or works being sought, the work is highly specialised or the supplier(s) contacted have declined to quote. In this case, the details of the contacted suppliers must be recorded on the Quote Summary Template (available on the Intranet) or recommendation and an appropriate comment recorded, for transparency. There must be a genuine attempt to achieve best value.

6.8.2 Tendering

Purchase of all external goods and services for which the estimated expenditure reaches $150,000 and works for which the estimated expenditure reaches $200,000 must be undertaken by public tender in accordance with the thresholds contained in the Act.

All tender processes must be conducted in accordance with the requirements of this policy and any associated procedures, relevant Legislation, relevant Australian Standards, the Guidelines and the Act.

Requests for tenders may be advertised at the Service Unit Manager’s discretion in addition to the methods above. Examples of when this may occur include when a field of potential tenderers has not been established, when an innovative approach is required or when the project has broad appeal that may attract keen prices.

6.8.3 Exemptions to the Policy for Obtaining Quotes:

All areas of expenditure identified below are exempt from the requirements of clause 6.8.1 of this policy. However, transactions must still comply with clause 6.8.2 if it fits within the tendering threshold.


PAGE 114

• Ministerial Approval - The requirements of Section 186 of The Act do not apply if a contract is entered into by the City in accordance with arrangements approved by the Minister.

• Shop Supplies - Units of the City that operate a retail outlet within its Unit that are required to purchase stock for resale to the public. Goods purchased for the purpose of resale are exempt from obtaining quotes. This is due to the nature of the goods that are offered for resale, which may be of a unique nature.

• Performers - Units of the City that engage performers as part of their performance program are exempt from the conditions of this policy. Performers are engaged for resale to the public and based on potential earnings the City can raise.

• Artworks, Statues and Monuments - The City is in a unique position of operating an Art Gallery. It is not practical to obtain quotes for artworks, statues and monuments as each piece of work is unique. These Items are to be purchased with annual budget restraints in mind. Please note that if an artwork is commissioned to be created then this exemption does not apply and quotations must be sought.

• Sole Supplier (Core Service) - The City deals with a number of core service sole suppliers. There is no market to test and obtain multiple quotations. Examples of core service sole suppliers are:

(a) Library Service - North Central Goldfields Regional Library;

(b) Water - Coliban Water;

(c) Water Catchment Authority - North Central Catchment Authority;

(d) Professional membership payments (must relate to position held at the City);

(e) Where the supplier is the sole source of specific intellectual property; and

(f) Advertising (newspapers and magazines).

An Exemption to Complying with Minimum Number of Quotes form must be completed for these purchases. (available on the intranet)

• Plant & Equipment Servicing & Spare Parts - plant and equipment purchased by the City require servicing at regular intervals. To maintain a valid warranty, works need to be carried out by recognised suppliers using genuine parts. To achieve this, the City utilises servicing by the manufacturers from whom the plant and equipment was originally purchased. Spare parts from specific manufacturers can also be purchased to complete works on plant and equipment in the City’s workshop.

• Specialist Knowledge and Skill Exemption – if the City requires advice in a timely manner from a supplier who offers specialist knowledge. An Exemption to Complying with Minimum Number of Quotes form must be completed for these purchases.

• Legal Services - Legal services are exempt from the requirements of Section 186 of the Act. While there is no requirement under this policy for employees to obtain three quotes from a legal firm, employees must consult with the City’s Legal Officer before engaging external legal providers. This internal consultation will ensure the most appropriate firm is engaged, that advice received is relevant without unnecessary replication and that the City receives value for money.


PAGE 115

• The Legal Officer is the initial point of contact for all legal matters, except specialist planning advice, prosecutions and conveyancing where the City is either the purchaser or the vendor. In these limited circumstances it is accepted practice for business units to directly engage specialist legal providers.

• The direct referral to specialist legal providers is subject to review every three years.

• Emergency Situations – If the CEO or delegated key emergency management employees have determined that an emergency exists, purchases can be made without the need to initially follow policy. Emergency situations may arise due to unforeseen events or occurrences relating to, but not limited to life threatening situations, genuine concerns for public safety, security, loss of essential services and, invoking an emergency response plan. An Exemption to Complying with Minimum Number of Quotes form must be completed for these purchases.

6.9 Delegation of Procurement Authority

6.9.1 Procurement Requirements

Delegations and authorisations define the limitations within which the City employees are permitted to operate. Delegation or authorisation of procurement authority allows specified employees to approve certain purchases, quotations, tender and contractual processes without prior referral to the City. This enables the City to conduct procurement activities in an efficient and timely manner while maintaining transparency and integrity.

Procurement delegations and authorisations ensure accountability and provide confidence to the City and the public that purchasing activities are dealt with at the appropriate level.

Accordingly, the City has delegated or authorised responsibilities as detailed in Schedule 1 and Schedule 2 of this policy, relating to the expenditure of funds for the purchase of goods, services and works, the acceptance of quotes and tenders and for contract management activities.

Delegation and authorisations can be altered at the CEO’s discretion.

6.9.2 Purchasing Decisions Reserved for the City

Commitments and processes which exceed the CEO’s delegation must be approved by the City.

6.10 Internal Controls

The City must install and maintain a framework of internal controls over procurement processes that will ensure:

• more than one person is involved in and responsible for a transaction end to end;

• transparency in the procurement process;

• a clearly documented audit trail exists for procurement activities;

• appropriate authorisations are obtained and documented; and

• systems are in place for appropriate monitoring and performance measurement.


PAGE 116

6.11 Standards

The City’s procurement activities must be carried out to the professional standards required by best practice and in compliance with:

• the Act;

• the City’s policies and procedures;

• any other relevant legislative and policy requirements; and

• the related documents set out in Clause 7.

7. RELATED DOCUMENTS

Readers are encouraged to access the following relevant documents and resources:

• the Guidelines;

• the City’s Procurement Procedures Manual;

• the City’s Corporate Purchasing Card Policy; and

• the City’s Staff Code of Conduct. Requests for further information or advice on this policy should be directed to Governance.

8. HUMAN RIGHTS COMPATIBILITY

The implications of this policy have been assessed in accordance with the requirements of the Victorian Charter of Human Rights and Responsibilities.

9. ADMINISTRATIVE UPDATES

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not materially alter this, such a change may be made administratively. Examples include a change to the name of a City unit, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact. However, any change or update which materially alters this document must be made through consultation with the staff Consultative Committee and with the approval of EMT or where required, resolution of the City.

DOCUMENT HISTORY

Date Approved

Responsible Officer

Unit Change Type Version Next Review Date

June 2018 GR Procurement Review (Significant)

Increase version number each time document is updated/ changed

June 2019


PAGE 117

Schedule 1 - Employee Procurement Authorisation The City must maintain a documented scheme of procurement authorisations, identifying appropriate City employees authorised to make such procurement commitments in respect of goods, services and works on behalf of the City and their respective delegations contained in the Instrument of Delegation. The procurement authority structure (where delegated) is as follows:

The abovementioned delegation for coordinators is not automatically applied. Managers must request a delegation for individual roles via the Request for Financial Delegation Form. As part of the Annual Budget process, the City adopts a Capital Works Programme. A Project Manager, Client Manager and responsible Director are assigned to each project. As part of this process, each Project and Client Manager is assigned an authorisation limit as detailed below to be used solely for the nominated project. Any authority already assigned under the Managers’, Directors’ and CEO’s limits will over-ride that detailed below unless it is of a lesser amount. Project Management Level Authorisation Limit Senior Works Coordinator – Works $110,000 Coordinator Civil Infrastructure Delivery – Engineering

$55,000

Coordinator Civil Design – Engineering $55,000 Coordinator Public Space Design – Parks & Open Space

$55,000

Coordinator Infrastructure Development – Engineering

$55,000

Project Manager $22,000 Client Manager $22,000

Purchasing Card Purchases Director Corporate Performance

Authority to authorise and issue employees a City purchasing card. Employees are authorised to purchase goods and services within the limits stated in the Purchasing Card Policy. Usage must also be in accordance with all other conditions of the City’s Purchasing Card Policy.

Fuel Card Purchases Director Corporate Performance

All employees are authorised to utilise fuel cards up to the value of $200.00 per transaction. Fuel cards can only be used to purchase fuel or oil.

Management Level Authorisation Limit CEO $1,650,000 Directors (EMT) $550,000 Managers (Senior Officers) $110,000 Coordinators that supervise a team $11,000


PAGE 118

Schedule 2 – Contract value delegation thresholds

Position Value Limit

Contract Form Works

Council Above $1.65M

Contract Awarding contracts over $1,650,000 or for any contract that the CEO or Directors consider requires a Council Resolution for approval.

Variations Contract variations exceeding 30% of the original contract sum in the aggregate, or over $495,000 individually.

CEO Up to $1.65M

Contract Awarding contracts up to $1,650,000.

Variations Contract variations not to exceed 30% of the original contract sum in the aggregate, or $495,000 individually, whichever is the lesser, subject to remaining within budget or offset savings being identified.

Director Up to $550,000

Contract Awarding contracts up to $550,000.

Variations Contract variations not to exceed 30% in the aggregate of the original contract sum, or $165,000 individually, whichever is the lesser, and contract total not to exceed $550,000, subject to remaining within budget or offset savings being identified from within the program.

Service Unit Manager

Up to $110,000

Contract Service Unit Manager - awarding of contracts within budget for amounts up to $110,000.

Variations Not Applicable.

Project Managers

Up to $15,000

Day Works Total of all Day Works to be within the specified Day Works Provisional Sum included in the contract Maximum of $15,000 per item


PAGE 119

Position Value Limit

Contract Form

Service/Goods - Fixed Deliverables (fixed $ commitment)


Contract Awarding contracts over $1,650,000 or for any contract that the CEO or Directors consider requires a Council Resolution for approval.

Variations Contract variations exceeding 30% of the original contract sum in the aggregate, or over $495,000 individually.

CEO Up to $1.65M

Contract Awarding contracts up to $1,650,000.

Variations Contract variations not to exceed 30% of the original contract sum in the aggregate, or $495,000 individually, whichever is the lesser, subject to remaining within budget or offset savings being identified from within the program.


Contract Awarding contracts up to $550,000.

Variations Contract variations not to exceed 30% in the aggregate of the original contract sum, or $165,000 individually, whichever is the lesser, and contract total not to exceed $550,000, subject to remaining within budget or offset savings being identified from within the program.


Up to $110,000

Contract Service Unit Manager - awarding of contracts within budget for amounts up to $110,000.


Project Managers

Up to $15,000

Day Works

Not Applicable.


PAGE 120

Position Value Contract Form Service/Goods - Schedule of Rates


Contract Awarding multi-year, schedule of rates based contracts over $1,650,000 per annum or for any contract that the CEO or Directors consider requires a Council Resolution for approval.

Variations Contract variations exceeding 30% of the original contract sum in the aggregate per annum, or $495,000.

CEO Up to $1.65M

Contract Awarding multi-year, schedule of rates based contracts up to $1,650,000 per annum based on the first year of the contract.

Variations Contract variations not to exceed 30% of the original contract sum in the aggregate per annum, or $495,000, whichever is the lesser, subject to remaining within budget or offset savings being identified.


Contract Awarding multi-year, schedule of rates based contracts up to $550,000 per annum based on the first year of the contract.

Variations Contract variations not to exceed 30% in the aggregate per annum of the original contract sum, or $165,000 individually, whichever is the lesser, and contract total not to exceed $550,000 per annum, subject to remaining within budget or offset savings being identified from within the program.


Up to $110,000

Contract Not Applicable.


Project Managers

Up to $15,000

Day Works

Not Applicable.


PAGE 121

REQUEST FOR FINANCIAL DELEGATION FORM This form is to be completed if a financial delegation is required for coordinators or those that require more than the standard amount or those not listed on Schedule 1 of the Procurement Policy. Requests will be processed in January and July of each year.

Job Title:

Staff member currently in position:

Amount Requested:

Reason for Request:

Requested By (Supervisor)

Title:

Signature:

Approval

Manager Governance

Approved / Not approved

Signature: Date:

Director, Corporate Performance


Signature: Date:

Chief Executive Officer


Signature: Date:

Please return signed form to Governance.


PAGE 122

7.3 CONTRACTS AWARDED UNDER DELEGATION


Author Lee Taig, Contract Support Administrator, G overnance Unit Responsible Andrew Cooney, Director Corporate Perf ormance Director

Purpose/Summary

The purpose of this report is to provide information on contracts recently awarded under delegation.

RECOMMENDATION

That the contracts awarded under delegation, as outlined in this report, be acknowledged by Council. RESOLUTION Moved Cr Fyffe, Seconded Cr Flack. That the recommendations contained in the Lead and Govern For All Report Nos. 7.3 (Contracts Awarded Under Delegation) and 7.4 (Record of Assemblies) be adopted.

CARRIED

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Delivery of programs, projects and services that respond to community needs. Community Plan Reference: City of Greater Bendigo Council Plan 2017-2021 Goal 1 : Lead and govern for all Objective: 1.2 Be innovative and financially responsible


PAGE 123

Report

Contract No Project Successful Contractor

Value (GST Excl)

Delegated Officer Date Signed

Capital Contracts

CT000397 QEO Kiosk / Toilet Construction

Fairbrother $1,308,723.07 Craig Niemann 20 July 2018

CT000399

CT000399 Supply & Delivery of Two (2) Side Loading Compactors

Bendigo Truck Centre $772,190.27 Craig Niemann 30 July 2018

CT000406 Eaglehawk BMX Kiosk / Toilet Construction

DAV Building Constructions Pty Ltd

$176,055.00 Vicky Mason 03 August 2018

Service Contracts

CT000386

Provision of Regional Asbestos and Hazardous Materials Audit Services

Safety Systems Pty Ltd

Schedule of Rates

Steve Abbott – Acting Director

17 August 2018

Current annual Council Budget for the goods/services contracted via this schedule of rates is $160,000.00


PAGE 124

7.4 RECORD OF ASSEMBLIES


Author Jessica Clarke-Hong, Manager Governance Responsible Andrew Cooney, Director Corporate Perfo rmance Director

Purpose

The purpose of this report is to provide the record of any assembly of Councillors, which has been held since the last Council Meeting, so that it can be recorded in the Minutes of the formal Council Meeting.

RECOMMENDATION

That Council endorse the record of assemblies of Councillors as outlined in this report.

(refer to page 122 - recommendation adopted)

~~~~~~~~~~~~~~~~~~~~~~~~~

Policy Context

Community Plan Reference: City of Greater Bendigo Community Plan 2017-2021:

Goal 1 Effective community engagement will guide well informed, responsive decision-making and financially responsible resource allocations, which are transparent and accountable.


A meeting will be an assembly of Councillors if it considers matters that are likely to be the subject of a Council decision, or, the exercise of a Council delegation and the meeting is: 1. A planned or scheduled meeting that includes at least half the Councillors (5) and a

member of Council staff; or 2. an advisory committee of the Council where one or more Councillors are present.


PAGE 125

The requirement for reporting provides increased transparency and the opportunity for Councillors to check the record, particularly the declarations of conflict of interest.

Report

Meeting Information Meeting Name/Type

Consultation meeting

Meeting Date 21 June 2018 Matters discussed Planning application DP/854/2017

362 High Street, GOLDEN SQUARE 3555 Redevelopment of existing caravan park

Attendees/Apologies

Councillors Cr Jennifer Alden Cr Matt Emond

Staff/ Community Representatives

Peter O'Brien Applicant Objectors

Conflict of Interest disclosures

Matter No.

Councillor/officer making disclosure Councillor/officer left meeting

Nil



Meeting Date 28 June 2018 Matters discussed Planning application DSD/110/2018

10 Hill Street, BENDIGO 3550 Two lot subdivision of land, construction of two dwellings on a lot, partial demolition, extension to existing dwelling, construction of a vehicle crossover and removal of trees.

Attendees/Apologies

Councillors Cr Andrea Metcalf Staff/ Community Representatives

Chris Duckett Applicant Objectors


Matter No.


Nil


PAGE 126

Meeting Information

Meeting Name/Type


Meeting Date 23 July 2018 Matters discussed Planning application DS/308/2018

139 Carolyn Way, MAIDEN GULLY 3551 2 Lot subdivision

Attendees/Apologies

Councillors Cr Jennifer Alden Staff/ Community Representatives

Liz Commadeur Applicant Objectors


Matter No.


Nil



Meeting Date 24 July 2018 Matters discussed Planning application DR/279/2018

1 Pinnacle Terrace, GOLDEN SQUARE 3555 Construction of 2 single storey dwellings

Attendees/Apologies

Councillors Cr Rod Fyffe Cr Jennifer Alden


Beth Lavery Applicant Objectors


Matter No.


Nil


PAGE 127

Meeting Information

Meeting Name/Type


Meeting Date 25 July 2018 Matters discussed Planning application DS/346/2018

(Lot 2 PS 805695X) 14 Strickland Street, ASCOT 351 Subdivide land into 3 lots

Attendees/Apologies

Councillors Cr James Williams Cr Andrea Metcalf


Liz Commadeur Applicant Objectors


Matter No.


Nil


PAGE 128

Meeting Information

Meeting Name/Type

Councillors' Briefing

Meeting Date 30 July 2018 Matters discussed 1. Emergency Management

2. Peter Krenz Leisure Centre 3. Sport and Recreation Victoria Grants 4. Future sport and recreation projects 5. Road maintenance program 6. Home and community care program 7. Update on Discovery

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr Jennifer Alden Cr George Flack Cr Rod Fyffe Cr Andrea Metcalf Cr Yvonne Wrigglesworth Apologies: Cr Matt Emond Cr Julie Hoskin Cr James Williams


Mr Craig Niemann Ms Vicky Mason Ms Debbie Wood Mr Bruce Duncan Mr Bernie O'Sullivan Mrs Jessica Clarke-Hong Mr Peter Hargreaves Apology: Mr Steven Abbott


Matter No.


Nil


PAGE 129

Meeting Information

Meeting Name/Type

Councillors' Briefing

Meeting Date 6 August 2018 Matters discussed 1. Planning matters and draft Ordinary Agenda review

2. Signage Policy 3. Procurement Policy 4. GovHub Progress Report

Attendees/Apologies

Councillors Cr Margaret O'Rourke Cr Jennifer Alden Cr Matt Emond Cr George Flack Cr Rod Fyffe Cr Julie Hoskin Cr Andrea Metcalf Cr James Williams Cr Yvonne Wrigglesworth


Mr Craig Niemann Mr Bernie O'Sullivan Ms Vicky Mason Ms Debbie Wood Mr Steven Abbott Mrs Jessica Clarke-Hong


Matter No.


Nil


PAGE 130

Meeting Information

Meeting Name/Type

Sustainability and Environment Advisory Committee

Meeting Date 7 August 2018 Matters discussed 1. Spring Gully Mountain Bike Trail Network Masterplan

2. Draft Greater Bendigo Public Space Plan 3. Greening Greater Bendigo Strategy project update 4 Greater Bendigo Planning Scheme Review 5. City Studio project 6. Bendigo Sustainability Group 7. Waste Management 8. Regional Fruit Fly Grant 9. Central Victorian Greenhouse Alliance 10. Junortoun Action Group 11. City of Gastronomy

Attendees/Apologies

Councillors Cr Jennifer Alden Cr Andrea Metcalf Cr Margaret O'Rourke


Mr Anthony Sheean Ms Morgan James Ms Tania MacLeod/ Mr James Shaddick Mr Chris Weir Mr Colin Smith Mr Geoff Caine Ms Meg Caffin Apologies: Ms Bridget Maplestone Ms Emma Bryant Mr Bernie O'Sullivan Mr Trevor Budge/ Ms Jess Milroy Ms Terri Williams Ms Pamela Beattie Ms Kelly Button


Matter No.


Nil


PAGE 131

Meeting Information

Meeting Name/Type

Heritage Advisory Committee

Meeting Date 16 August 2018 Matters discussed 1. Greening Greater Bendigo community engagement

2. Greater Bendigo and Ballarat Heritage Advisory Committees visit 3. Regional Sustainable Development update 4. Planning update 5. Property update

Attendees/Apologies

Councillors Cr Matt Emond Staff/ Community Representatives

Ms Angela Gladman Ms Tania MacLeod Dr Dannielle Orr Mrs Wonona Fuzzard/ Mr Peter Abbott Mr Laurie Brown Bishop Andrew Curnow Mr Bruce McClure Ms Jess Milroy Ms Jenny Trewartha Apologies: Ms Emma Bryant Mr Trevor Budge Ms Trudy Rickard/ Mr Matthew Dwyer


Matter No.


Nil

Urgent Business Ordinary Meeting - 19 September 2018

PAGE 132

8. URGENT BUSINESS

RECOMMENDATION That Council consider, as an item of urgent business, a proposed motion for the Municipal Association of Victoria State Council Meeting. RESOLUTION Moved Cr Fyffe, seconded Cr Williams. That the recommendation be adopted.

CARRIED MOTION Moved Cr Metcalf, seconded Cr Williams. That the Municipal Association of Victoria calls on the State Government to appoint rural and regional municipal representation to the Sustainability Fund Committee as a further means of improving governance arrangements for the management of funds derived from the Municipal and Industrial Landfill Levy.

CARRIED


PAGE 133

9. NOTICES OF MOTION

Nil.


PAGE 134

10. COUNCILLORS' REPORTS

Cr Flack reported on a wonderful and inspiring month at the following meetings and events: - attendance at the rededication of the grave of Bendigo's first Anglican Bishop

Langley (Langley Hall is named after Bishop Langley) - attendance at the 'switching-on' of the lights at the reserve at Marist College - continued progress with the City Studio project - Eppalock Ward Tour and the opportunity to ride on the bike path - White Night - what a wonderful event! - attendance at a number of committee and other meetings - opening of the Eaglehawk Playspace - National Citizenship Day citizenship ceremony at the Bendigo Town Hall Cr Wrigglesworth reported on her attendance at the following meetings and events: - as part of her role at Bendigo Health, had the opportunity to travel to the United

States to visit some health facilities and also had the opportunity to witness Local Government in the US, which was an eye-opener

- Eppalock Ward Tour - great opportunity to meet some of the community organisations and groups in the area

- attendance at the Festival of Failure which is part of the Bendigo Innovation and Inventors Festival

- attendance at the Bendigo Tourism Board Annual General Meeting and farewelled the outgoing Chair, Kathie Bolitho, together with some long-serving members, Bob Downing and Evonne Oxenham and congratulated and thanked them for their commitment to tourism in the region and to quote the guest speaker on the night: "Tourism is regional Victoria's job solution"

Cr Emond reported on his attendance at the following meetings and events: - Lockwood Ward Roundtable in Kangaroo Flat and Coffee with a Councillor in

Spring Gully - both very well attended events - wished to convey appreciation to the dedication of a passionate Bendigo resident,

Bill Clark, who has adopted some areas in One Tree Hill as his projects to keep these areas in immaculate condition and has a terrific rapport with Parks Victoria - well done Bill

- attendance at the launch at the Bendigo Livestock Exchange of the electronic identification of livestock

- the meeting of the Heritage Advisory Committee held at the Tramways Depot - wonderful to meet in a historic venue

- welcomed the return of the Bendigo steam train R7 class at the Bendigo Station Cr Emond highlighted the depth of opportunity in Bendigo with so many terrific events happening.


PAGE 135

Cr Metcalf reported on a busy, but fabulous month of events: - congratulations to the Women's Braves team on winning the Grand Final with

Gabe Richards also earning the Most Valuable Player for the game! - White Night and the Eaglehawk Playspace - overwhelmingly positive events! - thanked Empowering Eaglehawk for the additional $5,000 presented to her to be

added to the contribution of $40,000 already committed by it for the Eaglehawk Playspace - what wonderful support the Eaglehawk community gives

- opened the CWA Bendigo Northern Group Conference, with the theme being very relevant: 'Farmers' Health'

- attended the South Bendigo Football Netball Club Sports Dinner with Guest Speaker, Kevin Sheedy - a very funny and inspiring speaker

- attendance at the German Friendship Society's, 'Austria comes to Australia' (or in this case, Caradon House in Eaglehawk)

- the Enlighten contribution to White Night - a complement to each other - witnessed the successful Eaglehawk Soccer Club win of its Grand Final - inspection of the R7 class Bendigo Steam locomotive on its trip back to Bendigo

and another 'hidden gem' of witnessing trains 'being turned' in the railway workshops

- finally, hoping to be able bring the BFNL Cup(s) back over the bridge to Eaglehawk after the forthcoming weekend's Grand Final!

Cr Williams reported on his attendance at the following meetings and events: - Attended Rail Freight Alliance meeting in Melbourne - Highlight of the month was the opening of the Eaglehawk Playspace; this was

closely followed by White Night! - Attendance at a meeting, tour and dinner with Farming Consultative Committee at

the Bendigo Livestock Exchange to view the electronic identification system special guest presenter, Michael Bretherton from AgVic


PAGE 136

11. MAYOR'S REPORT

The Mayor, Cr Margaret O'Rourke, tabled a report on her attendance at the following meetings and events:

• Officiated at the Strathfieldsaye Early Years Hub Opening Event

• Chaired Loddon Campaspe Councils meeting

• Opened Botanic Illustrators exhibition at Dudley House

• Attended the Bendigo Fire Brigade Annual Presentation Dinner

• Laid wreaths at both Vietnam Veteran’s Day on 18 August and Peacekeepers Day on 14 September

• Spoke at the Advantage Receiver Girls Tennis Program

• Officiated the turning on of match-lighting at Marist College (the only ground in Loddon Valley Football Netball League capable of hosting a night match).

• Visit to Canberra to meet with numerous Federal Ministers/advisors

• Spoke at the state AGM Conference of the Catholic Women’s League of Victoria

• Spoke at the Bendigo University of the Third Age (U3A) social gathering

• Met with Rob Rankin - Police Association of Victoria & Minister for Police Lisa Neville.

• Attended the Regional Cities Victoria (RCV) Annual function at Parliament House, Melbourne

• Attended Regional Cities Victoria (RCV) Annual Forum at the Trade Centre Victoria

• Attended the Annual Report Award Presentation (ARAP) District Bendigo at Koolamurt Scout Camp

• Opened the Australian Dancing Society (ADS) Dancesport Classic held in Bendigo

• Continued “Meet the Mayor” with residents

• Attended the opening of the New Shared Pathway through Bendigo National Park in Junortoun along with Strathfieldsaye & District Community Enterprise, Dja Dja Wurrung and Parks Victoria

• Attended and 'tossed the coin' at the IGA/CVFLW Grand Final

• Officiated at the opening of “Enlighten: A Festival of Projection” at the Bendigo Conservatory

• Provided official welcome to attendees of the Northern Victorian New Energy Workshop

• Participated in Eppalock Ward Tour – Catherine McAuley College, Bendigo Baptist Church, Domain Village, Axedale Tavern, Axedale Hall, Sullivans Rd – Shared pathway.

• Officiated at the South Bendigo Bowls Club Opening Day

• Spoke at the Official Reception for White Night Bendigo


PAGE 137

• Spoke and Presented at the Hockey Central Vic Women’s Grand Final

• Spoke at the opening of the Bendigo Invention and Innovation Festival

• Attended the Bendigo Inventor Awards

• Attended the Water Industry Operators Association of Australia (WIOA) dinner

• Attended the Saltworks Community Dinner fundraiser

• Visited Bunbunarik Heathcote Children’s Hub

• Spoke at the Completion of the Heritage Victoria, Living Heritage Grant for the Bendigo RSL with Minister Allan MP and Maree Edwards MP

• Opened the Celebrations Day for the Bendigo CWA Branch’s 90th Birthday

• Officiated at the Council of Small Business Organisations Australia (COSBOA)

• Met with Girton Grammar Year 9 students to present about Careers

• Opened Evans Shoe Shop in Hargreaves Mall, Bendigo

• Open the workshop, Collective Action: Creating a Common Plan with your Community (with Michel Bauwens – Peer to Peer and Commons Transition advocate, for activists, community leaders and local government representatives)

• Attended and officiated at the opening of the Eaglehawk Playspace

• Officiated at the Citizenship ceremony for National Citizenship Day

• Participated on the Panel at the 2018 Sustainable Communities National Summit

• Officiated the close of the Passions and Pathways Expo

• Participated in numerous workshops and forums

• Participated in numerous radio, newspaper, television media interviews and photo opportunities

• Met with many residents, businesses and community groups regarding a wide range of issues.

Thank you to the Deputy Mayor and those Councillors who represented me at events I was unable to attend.


PAGE 138

12. CHIEF EXECUTIVE OFFICER'S REPORT

The Chief Executive Officer, Mr Craig Niemann, tabled a report on his attendance at the following meetings and events: • Attended the opening of the Strathfieldsaye Early Years Hub by Minister Allan • Attended a quarterly meeting between VicRoads and City of Greater Bendigo • Attended a meeting of the Loddon Campaspe Councils • Attended the official ceremony to turn on the lights at Marist College • Presented City of Greater Bendigo priority projects to Federal Ministers and Advisors • Attended a meeting of Loddon Mallee Regional Development Australia • Participated in the Lockwood Ward Roundtable • Participated in regular media interviews • Attended the Regional Cities Victoria annual forum • Attended a meeting of Bendigo Futures Reference Group • Attended a Board meeting of Bendigo Heritage Attractions • Attended the launch of the Enlighten Festival • Attended the White Night official reception • Attended the LGPro Executive Leadership Program graduation dinner • Participated in the Eppalock Ward tour • Attended the information session on Open House Bendigo • Attended a meeting between representatives of Bendigo Kangan TAFE and City of

Greater Bendigo • Visited Bunbunarik - Heathcote Children's Hub • Attended the acquittal ceremony of the RSL Project by Minister Allan and Maree

Edwards • Attended a meeting between representatives of EPA and City of Greater Bendigo • Attended the parking strategy workshop • Presented to Bendigo Bank Branch Managers, Business Banking Managers and

Regional Staff on City of Greater Bendigo growth projections and priority projects • Participated in the City of Greater Bendigo Internal Audit Committee meeting • Participated in a Citizenship Ceremony at which 33 residents became Australian

Citizens • With the Mayor, participated in an ABC radio talk back session • Provided a presentation to 15 Bangladeshi mid and senior level civil servants

participating in a Queensland University professional development program

13. CONFIDENTIAL (SECTION 89) REPORTS

Nil.


PAGE 139

There being no further business, the meeting closed at 7:54 pm.

Confirmed: 17 October 2018 Chair

20180919 council minutes 19 september 2018

Documents