appendix - city of hobsons bay...issue 11 published november 2017 presented at the ordinary council...

Hobsons Bay City Council 14 November 2017

Ordinary Council Meeting Agenda

Appendix 1

Chief Executive Officer – Report on

Operations

CHIEF EXECUTIVE OFFICER REPORT ON OPERATIONS

October 2017

Issue 11 Published November 2017 Presented at the Ordinary Council Meeting of Council on 14 November 2017

The CEO Report on Operations is a regular report that is published by the Hobsons Bay City Council. The purpose of this report is to inform Council and the community of recent issues, initiatives and projects undertaken across Council. The report is provided on a monthly basis.

CEO Update In recent weeks, the Chief Executive has participated in meetings and discussions about a range of matters relevant to Hobsons Bay and the local government sector. Representatives of the RAAF bases at Point Cook and Laverton met with the CEO and Mayor as part of their program of engagement with key stakeholders. They discussed future plans and upcoming events for both sites. MAV President Cr Mary Lalios visited Hobsons Bay and met with the Mayor, Cr Wilson, MAV delegate Cr Angela Altair, and the CEO to talk about current issues impacting on the sector. These included the state government proposal to centralise annual valuations, and the review of the Local Government Act. Hobsons Bay was the last of 79 councils to be visited by the new MAV President. As a member of the western metropolitan partnership, the CEO participated in the first regional assembly on 4th October at Sunshine. Approximately 200 participants, including the Mayor Cr Wilson, discussed the region’s priorities and voted on ideas raised by attendees. Common topics included transport, social inclusion, jobs and skills, and health services.

The CEO attended a breakfast briefing by the Western

Youth Employment Partnership on social procurement

and the role of Councils in growing employment

opportunities for young people. The partnership

comprises the six Councils of the west, the local

learning and employment networks, LeadWest and

the western Melbourne RDA Committee.

The state government has introduced new catchment

forums for integrated water management, and

Hobsons Bay is covered by the Werribee and

Maribyrnong forums. The Chairs of the two forums,

Prof. Rob Skinner and Lydia Wilson, met with the CEO

and officers to outline the purpose of the forums,

which includes the development of regional priorities

to further the government’s Water for Victoria

objectives. The CEO or a delegate will participate in

upcoming meetings of the forums.

The CEO announced the introduction of the STRIVE

program, Real Women, Real Power, targeted at 12 up

and coming female leaders in the organisation, and

created to help them express themselves authentically

through the work that they do.

Key focus areas include building confidence,

enhancing communication skills, and ensuring

credibility. It aims to equip potential female leaders

with the insights, tools and confidence to accelerate

their career progression.

Other meetings and engagement forums attended by

the CEO included the Western Melbourne RDA

Committee, LeadWest board meetings, the Western

Local Automotive Transition Committee, and the

Resilient Melbourne Steering Committee.

Chris Eddy Chief Executive Officer

www.hobsonsbay.vic.gov.au

http://www.hobsonsbay.vic.gov.au/

5

Contents

Delivering for our community ............................................................................................. 7

Organisation Update ......................................................................................................... 11

Planning, Building and Health Update ............................................................................... 12

Planning Scheme Amendments ......................................................................................... 15

Strategy and Advocacy ...................................................................................................... 16

Our Performance .............................................................................................................. 18

Financial Management ...................................................................................................... 20

Enhancing our community ................................................................................................ 22

7

Delivering for our community

Up/Youth Hobsons Bay UP is in the process of developing a partnership framework to work directly with Orygen’s Community Development team after being informed that DHHS has increased funding to Orygen to provide 1.5 days per week of secondary support for young people within Hobsons Bay. The funding is for a 12 month period. Youth Suicide Prevention Through the partnership with Orygen, UP will play a key role in supporting the delivery of workshops and focus groups for their ‘Chat Safe’ and ‘Coping with Self-harm’ projects. ‘Chat Safe’ is a social media project which will roll out nationally over the next 2 years, including a localised version for Melbourne’s North-West. The aim of the project is to co-design a social media campaign with young people which is supported by evidence based messages and resources for youth suicide prevention. A partnership with Minus 18 is in initial development stages. This partnership will focus on developing capacity building support and services, as well as programs that will assist engagement with GBLTQI+ young people. Youth counselling update 34 young people are currently engaged in the counselling service with 72 counselling sessions being provided throughout September 2017. 24 secondary consultations were delivered and emergency relief was provided to 6 young people and their families. The main presenting issues for young people over the past month were mental health issues including depression, anxiety, eating disorders & psychosis (39%), family issues (14%), social and relationship issues (13%). A partnership between UP and IPC Health has developed the Youth Health Service. This service provides young people a broad scope of support and information about health and wellbeing including general and sexual health. Using a consulting room, the free service is confidential and a youth health nurse is funded by IPC Health. Carers Victoria have commenced operating twice a month using a hot desk setup and consulting rooms to deliver their Young Carers Program. It is envisaged they will deliver group and holiday respite programs using the Youth Lounge and Learning Lab.

Community Care satisfaction surveys Satisfaction surveys were conducted by telephone with a sample of clients who receive home care, personal care, delivered meals and those who attend the planned activity group. A cross section of clients were randomly selected and comprised 22 males; 95 females and 3 couples. Overall the results are pleasing with high satisfaction rates being conveyed. 1. Planned Activity Group (PAG) 100% of those surveyed enjoyed going to PAG and the activities on offer. Participants particularly valued the social aspect of the program and the staff who work at PAG.

2. Home Care 84% of those surveyed rated the service as good or excellent. 6% of people surveyed rated the services as poor or fair and 10% as satisfactory. 97% indicated the service was meeting their needs. 87% of service recipients rated the direct care staff as good or excellent.

3. Personal Care Client satisfaction with the service is generally high. 90% of those surveyed rated the service as good or excellent. 100% of those surveyed stated the service was meeting their needs. Council’s direct care staff were rated highly by those surveyed with 90% of service recipients rating the staff as good or excellent.

4. Delivered meals Overall client satisfaction with the meals is generally good. Half of those surveyed have been receiving meals for more than two years. Of particular note is the improvement in satisfaction in relation to choice of meals and taste of main meals.

8

Delivering for our community Brooklyn pop-up community café 150 Brooklyn residents attended the first of the monthly ‘pop-up café’ mornings on Sunday 1 October. Residents enjoyed the opportunity to socialise and meet new neighbours while enjoying coffee, and swapping books and garden produce. The ‘café’ will run on the first Sunday of each month between 10am and 12pm at Brooklyn Reserve.

Seniors Month A series of events were held as part of the Hobsons Bay Seniors Festival including Reinventing Middle Age, a talk by renowned social experts Patricia and Don Edgar who shared their insights into the new middle age - 50 to 75 - at Newport Community Hub.

Storytimes in the Parks and Gardens The annual season of outdoor storytimes commenced in the Williamstown Botanic Gardens. Nine outdoor storytimes will be held across the municipality throughout the summer months.

Maternal Child Health (MCH) 89 birth notices were received by MCH over the last

month with Newport Gardens and Altona North sites

the busiest this month.

Council’s Immunisation Team gave 856 immunisations to 414 clients at regular preschool scheduled immunisation sessions and home visits.

Kindergartens Four year old kindergarten placements for 2018 are in the final stages of allocation with all 936 Hobsons Bay families placed at one of the 17 community managed services, with offers now extending to 80 non-residents on the waitlist. Planning for 2018 training needs will see early years staff working with the Early Learning Association of Australia to develop a training program which will include key areas such as the Child Safe Standards, engaging families in early years planning, governance, financial management, and early year’s reforms

9

Delivering for our community

The Substation

The Substation reported to Council as part of its funding requirements including data on programs and audience. The cultural program in October included very well reviewed and attended shows as part of the Melbourne Festival.

Heritage and Cultural Collections An invitation to participate in Heritage Hobsons Bay was sent out to local groups. Heritage Hobsons Bay is a local program instigated by Council, which is held to coincide with the National Trust Australia Heritage Month. The events take place in April and May 2018.

Sister Cities Yarrabah Mayor Cr Ross Andrews and CEO Janelle Menzies visited Hobsons Bay to coincide with the Hobsons Bay Business Excellence Awards. Buloke Mayor Cr David Pollard also attended the event.

Cultural Development Council is developing its new Arts and Culture plan. A community forum was held at Louis Joel Arts and Community Centre in October, with approximately 30 artists, residents, or arts representatives contributing. A public survey is open until 6 November. Around the Bay In A Day cycling event visited Logan Reserve Altona, with approximately 1,200 cyclists. An event was held at Scienceworks, Spotswood to coincide with the Environmental Film Festival. Out on the Weekend music event was held at Seaworks, Williamstown. Cultural celebrations for the Sri Lankan community and the Vietnamese community were supported at Laverton and Newport Hubs respectively. The Hobsons Bay Arts and Events booklet for October and November was distributed.

Filming One filming permit and 3 low impact permissions were issued. Filming took place at 4 locations throughout the municipality.

Venues

Altona Theatre A fire occurred while Altona City Theatre company was finalising its technical run for an October production. The fire was contained to under the stage with some electrical damage and structural damage to the supporting beams. Works are underway to prepare the venue for the forthcoming dance season. ACT postponed their production season to the first quarter 2018. Williamstown Mechanics Institute Regular users Williamstown Film Society, Williamstown Historical Society and the Parkingsong group utilised the venue throughout the period. Williamstown Musical theatre company held rehearsals for their forthcoming season of RENT – The Musical, and ACT held rehearsals in the space during the closure of the Altona Theatre. Williamstown Town Hall Bookings continued while the external works to create a new public space in the Town Hall forecourt progressed. Bookings included Toastmasters and All Aboard Club, and casual bookings including two afternoon tea dances for senior’s week, anniversary celebrations, and school social events. Council hosted its biennial Hobsons Bay Business Excellence Awards and the final presentation of the Arts at your Doorstep program Lovely Lady Lump. Hobsons Bay City Band were re housed from the Altona Theatre into the Town Hall for their annual concert and the annual Last Night of the Proms presented its 17th season to a packed house.

10

Delivering for our community In total:

96 meetings/workshops/forums/ rehearsals

4 performances

3 fundraiser balls/events

1 film screening

5 private parties

4 religious presentations

Approximately 4,100 people came through the doors.

Hobsons Bay Visitor Information Centre (VIC) During Seniors Week the VIC provided eight free historical walking tours within Hobsons Bay, attracting visitors from across Victoria. The VIC also organised in partnership with Altona Homestead Historical Society a Seniors Devonshire Tea, which was full to capacity with 91 bookings and additional walk ups, and on Tuesday 3 sessions for a tour of the Homestead and Altona history talk. Throughout October free heritage walking tours continued every Tuesday and Friday at 11.45am. Visitation to the VIC was 3443 being 139 less than the same period in 2016.

Business Support and Economic Development Projects and Programs Council was represented at the National Economic Development Awards which were held in Victoria, with Art and Industry announced as a finalist in the Community / Economic Development category. Trader activity during the period included the annual pre summer planning meeting with Altona Village Traders Association and Victoria Police, attendance at the Altona Village Traders Association AGM, attendance at the Newport Traders Association monthly meeting. Funding agreements for trader associations were prepared, coinciding with AGM and relevant reporting requirements.

Hobsons Bay Business Excellence Awards The 2017 Hobsons Bay Business Excellence Awards Gala Dinner was held on Friday 20 October at the Williamstown Town Hall. Business people from across Hobsons Bay attended the event as the finalists were celebrated and the winners were announced. The Hobsons Bay Business of the Year Award was presented to Modscape in Brooklyn; Modscape was also awarded the Trades and Construction Award.

Other category winners were Not for Profit – Altona Village Traders Association; New/Start Up – The Reading Mountain; Hospitality – Bezirk Altona Café; Tourism – Captain’s Retreat B&B, Cottages and Apartments; Manufacturing and Industrial (S-M) East Coast Generators; Manufacturing and Industrial (L) Downer EDI; Transport and Warehousing – IFC Global Logistics; Professional Services – Lavanya Spa Retreat; Home-Based Business – Get Farmed and Retail – Quazi Design. The Mayoral Award was provided to Mamma Knows West.

Tourism Western Melbourne Tourism finalised its strategic plan in October. Project work nearing completion includes a large scale audit of attractions, events, things to do, products across the western region that will assist collaboration and co-operative packaging, and a western region visitor advocacy list. WMT including Hobsons Bay representatives are participating in the development of the Greater Melbourne Destination Management Visitor Plan (GMDMVP) headed by Destination Melbourne, to enable a cohesive look at the visitor economy in Melbourne, and to encourage longer stays and through this, greater yield for the state. The work is supported by State Government funding.

11

Organisation Update

Junior Council A Junior Council meeting was held on Wednesday 25 October 2017. Students received a presentation from Council’s Youth Services team on the programs and initiatives offered by the department.

Assembly of Councillors The following Assemblies of Councillors occurred during the period 7 October 2017—9 November 2017: 10, 17, 31 October.

Documents for Sealing The following documents were sealed during this period as a result of Council resolution or delegation:

Register number 17/33—sealed 18/10/2017 Instrument of Delegation – Council to Chief Executive Officer

Register number 17/34—sealed 18/10/2017 Instrument of Delegation – Council to Members of Council Staff

Local Laws Issued 184 disabled parking permits

Logged 149 CHARM assignments

Impounded 4 derelict/abandoned vehicles

Issued 61 Local Law Infringement

The graph below reflects the progressive number of Local Law Infringements over the past 6 years (Financial Years):

Animal Management Logged 190 CHARM assignments

14, 293 animals registered

Impounded animals (as at 30 Sep 2017)

Dogs – 14 impounded, 12 released

Cats – 39 impounded, 5 released

Issued 74 animal Infringement Notices

Parking Issued 407 resident, 1973 ticket machine and

204 visitor permits

Logged 173 CHARM assignments

Issued 1,785 parking infringements

The graph below reflects the progressive number of parking infringements over the past 6 years (Financial years)

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Number of Local Laws Infringements

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12

Planning, Building and Health Update

Planning Applications Received

Council received 82 planning permit applications for the month of October. Last October, 130 applications were received in response to the increase in statutory fees. For the six month period from May to October, 520 planning permit applications were received, a 12 per cent decrease from the same period last year.

Planning Applications to Amend Permits Council received 39 planning permit amendment applications for the month of October. For the six month period from May to October, 193 planning permit amendment applications were received, a 16 per cent decrease than the same period last year.

Planning Applications Determined Council completed 99 planning permit applications for the month of October. For the six month period from May to October, 599 planning permit applications were completed, a 16 per cent increase than the same period last year.

Planning Amendment Requests Determined Council determined 33 planning amendment applications for the month of October For the six month period from May to October, 195 planning amendment applications were determined, an 18 per cent decrease than the same period last year.

93 77 93 96 79 8295 9874 95 96

130

Planning Applications Lodged - six month period

This year (520) Last Year (588)

32 30 28 32 3239

4934 29

4537 36

Planning Amendments Received -six month period

(both Section 72 Applications and Secondary Consent requests)

This year (193) Last Year (230)

95 111 11287 95 99103

80 71 85 9779

Planning Permit Applications Determined - six month period

This year (total 599) Last year (total 515)

6048

33 32 34 3229 3145

28 29 33

Amendment Requests Determined - six month period

(both Section 72 Applications and Secondary Consent requests)

Last Year (total 239) This Year (total 195)

13

Planning, Building and Health Update

VCAT The Town Planning Department received the following appeal decisions: Application: PA1635075 – 68-70 Tyquin Street,

Laverton

Proposal: Construction of six dwellings and waiver of

one on-site visitor car parking space in accordance with

the endorsed plans

Delegate Decision: Notice of Decision

SPC Decision: Not applicable

VCAT Decision: Varied

Application: PA1635868 – 19 Cole Street,

Williamstown

Proposal: Construction of a garage and vehicle crossing

Delegate Decision: Refused


VCAT Decision: Affirmed

Application: PA1634549 – 40-52 McArthurs Road,

Altona North

Proposal: Use and development of the land for the

purpose of warehouses (62 tenancies) and a café (food

and drink premises) together with advertising signage

and a reduction in the statutory car parking

requirement in accordance with the endorsed plans




Application: PA1635766 – 21 Carmen Street, Newport

Proposal: Construction of alterations and additions to

four existing dwellings to create two double storey

dwellings and two single storey dwellings

Delegate Decision: Refused


VCAT Decision: Set aside

Application: PA1633369 – 57 Stevedore Street,

Williamstown

Proposal: Convert the former church to a dwelling and

associated demolition works in accordance with the

endorsed plans




Planning Applications of Interest

PA1738171 – 90 Melbourne Road & 130 Ferguson Street, Williamstown A planning application has been lodged for the former Williamstown RSL site for a two storey child care centre with basement parking and catering for 176 children.

Further information has been requested and the application will be advertised once the information received.

PA1737943 – 463-465 Melbourne Road, Newport. This application is for the use and development of the land for the purpose of a two storey child care centre with roof top play space, basement car parking and associated signage and creation of access to a road in a Road Zone 1.

Further information has been requested and the application will be advertised once the information is received.

There was a previous similar proposal for this site which was refused. Council’s decision was upheld at VCAT with one of the key issues being the proximity of the centre to a major hazard facility. Officers will need to consider whether the new proposal addresses the issues raised in VCAT’s determination, among other things.

Planning Enforcement Active and significant enforcement matters Based on the year to date figures, 544 enforcement matters are expected to be received this year. There are currently 188 active enforcement matters.

225309 302 323 359 350

481

389

2010 2011 2012 2013 2014 2015 2016 2017

EA 2017

14

Planning, Building and Health Update Council issued three penalty infringement notices: non -compliant landscaping, real estate signage and illegal heritage demolition to the rear of the dwelling. Enforcement action is being taken for the stockpiling of dirty bulk crushed glass and storage of bulk comingled plastics without planning permission. The two separate companies are subject to enforcement and compliance actions.

Building News

Council officers attended the new full-scale building façade fire test which was demonstrated by Exova Warrington at their Dandenong testing facility.

Permits and Consents

7 Permits issued by Council, 84 Permits issued externally.

18 applications received, 13 approved, 5 refused.

162 requests. 25 copies of plans supplied.

Inspections and Enforcement 35 inspections, including 2 Essential Safety Measure inspections. 11 notice and orders issued, 6 resolved / completed / cancelled.

Public Health 33 mandatory food assessments and inspections were completed. No food samples were submitted for analysis. 5 mandatory health inspection were completed. 3 requests for investigation and report were received from the Department of Health and Human Services. 54 customer requests were received; 34 related to community noise.

139118 115 126

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Council Consent & Report -Applications Received

2016 2017

191

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180146 162

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Property Information Requests

2016 2017

15

Planning Scheme Amendments Amendment C109 – Millers Junction

Amendment C109, to rezone land at 24-42 Millers Road, Altona North from Industrial 3 Zone to Commercial 2 Zone to facilitate the use of the land for a supermarket and bulky goods retailing, was adopted by Council on 10 October 2017. Officers are working with the proponent to negotiate section 173 Agreements prior to the Amendment being submitted to the Minister for Planning for approval.

Amendment C112 – Local Gaming Policy Amendment C112 proposes to introduce a local policy into the Hobsons Bay Planning Scheme. This policy will guide where electronic gaming machine venues can be located. Council resolved to prepare and exhibit the amendment at its meeting on 12 September. The Minister for Planning has granted Council approval to exhibit the amendment. The amendment will be exhibited in November for a period of six weeks.

Amendment C88 – Precinct 15, Altona North Amendment C88 – which proposes to rezone land in Altona North from Industrial zoning to a mix of uses including residential, commercial, and open space, was exhibited for a period of eight weeks from 6 July 2017 to 1 September 2017. During that time 103 submissions were received. Council decided at the Ordinary Council meeting on 10 October to request an independent Planning Panel to consider all submissions to the Amendment. A Panel has been appointed and are in the process of contacting all submitters. A Directions Hearing to lay out the Panel Hearing process and consider preliminary issues has been set for 2 November. The Panel Hearing will follow and is set to begin on 20 November.

16

Strategy and Advocacy

National Housing Finance and Investment

Consultation Paper

In the 2017-18 Federal Budget, the Government announced a comprehensive housing affordability plan to improve outcomes across the housing continuum. The Government’s plan includes establishing:

the National Housing Finance and Investment

Corporation (NHFIC) – a new corporate

Commonwealth entity dedicated to improving

housing affordability

a $1 billion National Housing Infrastructure

Facility (NHIF) which will use tailored financing

to partner with local governments in funding

infrastructure to unlock new housing supply

an affordable housing bond aggregator to drive

efficiencies and cost savings in the provision of

affordable housing by community housing

providers

Council has provided a submission which is available on Council’s website

Victorian Planning Provisions Reform – Discussion Paper The Victorian Government has released a Smart Planning program discussion paper that proposes a range of substantial reforms to the Victoria Planning Provisions (VPP), specifically, a reformed VPP structure, a new approach to planning policy, and assessment pathways. Smart Planning’s VPP reforms will be implemented in two phases: quick-win Phase One reforms are anticipated by early 2018; and the more substantial, Phase Two reforms in mid-2018. Submissions close 25 January 2018.

Submission to Australian Government – Inquiry into the waste and recycling industry in Australia The Australian Government is undertaking an inquiry into the waste and recycling industry in Australia which will include reviewing issues related to landfill, markets for recycled waste and the role of the Australian Government in providing a coherent approach to the management of solid waste. For more information visit Parliament of Australia. Council has provided a submission which is available on Council’s website

Policy Review Integrated Transport Plan 2017-30 The Integrated Transport Plan (ITP) 2017-30 has been updated based on feedback provided through the exhibition period, which ended on 19 September. Five submissions were received which led to a number of changes to the plan, including updating two strategic directions and adding a key action. The ITP will be considered at the 14 November Ordinary Council Meeting for adoption.

ESD Policy Background Paper A key initiative in this year’s Council Plan is the development of an Environmental Sustainable Design (ESD) Policy. A background paper is currently being prepared to understand the key trends, challenges and opportunities to inform the development of the Policy and its integration into the Local Planning Scheme.

Community Events and Programs Time to Talk Budget 2018-19 Budget consultation opened on 18 September and closes on 8 December 2017. Three information sessions were held on 2 October, 11 October and 12 October which were well received by the community. To date 22 submissions for budget allocation have been received.

Beginners Guide to Growing your own Food Four workshops were held in a series called “Beginners Guide to Growing your own Food at Home”. These three hour workshops were facilitated by Janice Miller of Red Radish Gardens demonstrating how to grow fresh vegetables and fruit at home including trouble-shooting particular issues including planting from seed, soil health and combatting pests.

http://www.hobsonsbay.vic.gov.au/Home

http://www.aph.gov.au/Parliamentary_Business/Committees/Senate/Environment_and_Communications/WasteandRecycling

http://www.hobsonsbay.vic.gov.au/Home

17

My Smart Garden My Smart Garden held two events in October. ‘Sharing Your Garden with Wildlife’ helped participants to increase habitat for native animals while learning about the benefits of native plants for edible gardens The South Kingsville Permablitz was a hands-on working bee where an edible garden design drawn at a previous workshop was implemented. My Smart Garden also hosted a stall at the Hobsons Bay Children’s Picnic.

Residential Solar Program Council has launched its residential solar campaign in partnership with Positive Charge to offer the community advice, customer support and savings on power bills. This program is delivered under the Community Greenhouse Strategy working to reduce greenhouse gas emissions throughout the municipality. Information sessions were held on 9 and 16 October at Laverton and Newport Hubs respectively. Over 90 attendees learnt about solar systems and had the opportunity to meet the preferred installers and discuss enquiries specific to their situation. They could also register to receive a quote for installation.

Electronic Waste Recycling Event Council will hold an electronic waste (ewaste) recycling event on Saturday 18 November 2017 at Council’s Operations Centre in Sugar Gum Drive, Altona from 8am-3pm. Hobsons Bay residents can drop off their ewaste for free. For further details, visit www.hobsonsbay.vic.gov.au/ewaste. Further information on the event including how many residents participated and how much ewaste was recycled will be reported once it is received.

http://www.hobsonsbay.vic.gov.au/ewaste

18

Our Performance

Customer Service

Hobsons Bay City Council is committed to improving

our performance and better responding to our

community needs. One way in which we do this is to

capture how our community approaches us to ensure

we can make that process the best it can be to assist

our customers with access to information needed.

Top enquiries coming from incoming calls are for the following service areas:

Town Planning (846)

Waste (745)

Rates (692)

Hard Waste (662)

Community Care (598)

Local Laws (499)

Animals (454)

City Services (375)

Top reasons our customers contacted Council via Web Chat related to the following service areas:

Non Council Related (56)

Waste (33)

Rates (26)

Town Planning (24)

Local Laws (22)

City Services (20)

Parking permits (11)

Animals (10)

Top enquiries coming from emails are for the following service areas:

City Services (425)

Cashier InBox (200)

Local Laws (197)

Waste (130)

Facilities (102)

Rates (52)

Health (85)

Junk Mail (67)

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bsiteCounter/Payments

Aug-17 54.48% 2.02% 24.63% 30.08%

Sep-17 53.75% 1.80% 22.29% 32.47%

Oct-17 57.64% 1.58% 24.60% 26.60%

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19

Our Performance

Top reasons our customers visited the Civic Centre related to the following service areas:

Payments (655)

Parking Permits (400)

Town Planning (253)

Delivery (180)

Rates (144)

Meeting & Interview (95)

Local Laws (88)

Animals (80)

Assets (67)

Community Care (56)

Snap Send Solve is a free app for iPhone or Android

devices that allows visitors and residents of Hobsons

Bay to easily report issues to Council by capturing a

photo of an issue, and having this information sent

directly to Council for review.

Council’s CHARM (Customer Help and Resolution Management) system is the system used to record where a customer makes contact with Council to request something. The most preferred ways in which customers make contact to log a CHARM is via phone, Snap, Send and Solve and via email.

Top CHARM requests logged related to the following service areas:

Hard Waste (843)

Garbage (440)

Council Building Maintenance (304)

Parking (197)

Animals (190)

Recycling (182)

Top CHARM requests closed related to the following service areas:

Hard Waste (736)

Garbage (447)

Council Building Maintenance (282)

Parking (204)

Recycling (204)

Animals (198)

Animal

s

Assets

CommCare

Delivery

Local

Laws

Meeting &Interview

ParkingPermit

s

Payment

Rates

TownPlanning

Aug-17 91 75 50 230 158 147 298 867 230 267

Sep-17 91 55 61 173 148 177 319 1060 202 232

Oct-17 80 67 56 180 88 95 400 655 144 253

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20

Financial Management Each quarter the Council produces a detailed financial report which is presented to Council. The following information provides a snapshot of some key monthly metrics as supplementary information.

Financial Statistics The average balance of cash and investments during October 2017 was $68.603 million. This compares to the average balance of $55.839 million in September 2017 and an average balance of $46.95 million in August 2017. The closing balance of cash and investments at the end of October 2017 was $64.651 million. Compared to $63.739 million at the end of September 2017 and $48.702 million at the end of August 2017. Council investments at the end of October 2017 included cash and at call investments of $1.651 million and term deposits of $63 million, with an average date to maturity of 186 days and an average interest rate of 2.48 per cent.

Amounts outstanding over 90 days at the end of October 2017 total $227,000 representing 26.1 per cent of total debts. The most significant debtor groups include home care, sporting clubs and city maintenance. The balance of outstanding debtors for October 2017 was $871,000 compared to an average balance of $1.761 million over the last twelve months. The provision for doubtful debts at the end of October 2017 is $227,000 or 26 per cent of total debts.

Hardship Policy

Any person who currently requires financial assistance will be invited to enter into a payment arrangement or assessed for inclusion into the Council’s hardship group. Since the start of the financial year there has been one application approved and one account has been paid in full. As at 31 October 2017 a total of 51 ratepayers, including 25 pensioners, were listed on the Council’s hardship register. Council has waived $5,668 in interest charges since the start of the 2017-18 financial year. One account has been approved for the deferment of rate payments. Council continued to receive regular payments in the month of October and the total amount outstanding as at 31 October 2017 is $386,013.

Revenue Statistics Rates income as at 31 October 2017 was $33.85 million, compared to the year to date budget of $33.488 million and the budget review of $33.761. This is made up of general rates ($31.629 million), waste collection charges ($2.296 million), payments in lieu of rates ($83,000) and supplementary income ($170,000). These are slightly offset against revaluation objections rebates ($328,000).

The Outstanding Rates Balance as at 31 October 2017 was $72.319 million. This is made up of general rates ($70.855 million), pension rebates to be collected ($1.078 million) and the hardship group ($386,000).

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20,000

30,000

40,000

50,000

60,000

70,000

80,000

Jul-17 Aug-17 Sep-17 Oct-17

$ 0

00

Average monthly bank and investment balance

Current Year Prior Year

21

Financial Management Procurement

Tenders have been called for the following:

Contract No: 2017.77 & 2017.95

Asphalt Resurfacing Program Package 1 and 2

Contract No: 2017.83E

Altona Early Years – Centre Management

Contract No: 2017.94

Civil Works Panel


Altona Foreshore Sand Renourishment

Contract No:

2017.97 Facility Maintenance and Roads and

Drainage Maintenance Service Models and

Service Contract Review

The following contracts have been closed and are being evaluated:


Supply and Delivery of One Footpath Sweeper


Yooralla Kindergarten Refurbishment

Contract No: 2017.72A

Williamstown Library HVAC and BMS works


Newport Hub –Installation of Solar Panels


Laverton Hub HVAC Mechanical Consultant

2017.84

Roy Picone Pavilion Change Room Facilities

Tenders awarded under delegated authority:


Digital and ICT Strategy, awarded to Pario

Solutions Group Pty Ltd at a fixed lump sum

price of $148,856.00 (GST inclusive).


Nelson Place Action Plan – Commonwealth

Reserve Decorative Lighting Works, awarded to

iPower Pty Ltd at a fixed lump sum price of

$76,890.00 (GST inclusive).

Contract No: 2017.98 Provision of Coin

Collection, awarded to Care Park Pty Ltd for a

fixed lump sum of $82,500.00 (GST inclusive).

The Tender Board convened to discuss the following recommendation:


Second Avenue Shopping Strip Upgrade Project

be awarded to Kaizen Civil Pty Ltd at a fixed

lump sum price of $533,091.67 (GST inclusive).

22

Enhancing our community In 2017/18, the Council’s Infrastructure and City

Services Directorate committed to deliver one of the

largest road rehabilitation and resurfacing programs.

Hobsons Bay is responsible for maintaining an

estimated 430 kilometers of roads within the

municipality in addition to 717 kilometers of footpaths

including shared trails. The 2017/18 roads program

covers the following two categories:

Road Rehabilitation This involves the replacement of kerb and channel and

areas of asphalt when the kerb and channel and

structure of the road are showing signs of

deterioration. Storm water drainage improvement

works are often programmed concurrently.

In 2017/18, 21 road rehabilitation projects are listed to

be delivered involving approximately 170 tonnes of

asphalt.

Road Rehabilitation works soon to start include;

Tobruk Crescent, Williamstown

Anzac Crescent, Williamstown

Brown Street, Newport

Hope Street, Spotswood

Hope Street, Spotswood Road Rehabilitation As part of Council’s 2017/18 Capital Works Program, with funding support from the Australian Government’s Roads to Recovery Program, Council is rehabilitating Hope Street, between Hudsons Road and The Avenue. The works will commence late October and are expected to take 6 weeks to complete. The first stage of these works will be the installation of the new drainage line and replacement of the kerb on the residential side of the street.

Road Resurfacing This refers to the replacement of the asphalt top layer

of the road. It is undertaken when the asphalt surface,

the condition of the road and the shape or the profile

of the road are showing signs of deterioration.

In 2017/18, 70 road resurfacing projects are to be

delivered and utilising approximately 2000 tonnes of

asphalt in the process.

Current Projects Multiple projects are on schedule including:

• Newport Lakes Car Park Renewal Project

• HD Graham, Altona Meadows Car Park

Upgrade

• Challis Street, Newport Drainage Upgrade

• Buchanan Road, Brooklyn Road Rehabilitation

• Package of Drainage Outfall works at Webb,

Correa and Maidstone Streets Altona.

Above: Newport Lakes Car Park Renewal

Above: Millers Road, Altona Drainage Outfall

Footpaths During 2017/18 (up until 31 October), the Directorate

has delivered 548 linear meters of footpaths replaced,

and spent $130K on footpath repairs.

23

Enhancing our community Footpath replacement works in;

Albert Street Williamstown, between Douglas

Parade and Queen Street (both sides)

Elphin Street Newport, from Douglas Parade to

Home Road (both sides)

Agg Street Newport, from Jack Street to Challis

Street (both sides)

Federal Street Williamstown, from Freyer

Street to Courtis Street (east side)

Civic Parade Williamstown, from the Altona

Bowling Club to Irvington Street

Blackshaws Road Altona North, from Millers

Road to Freemans Road (north side)

McNeilage Street, Spotswood

Asphalt Resurfacing Program This involves the profiling and re-sheeting of streets showing signs of deterioration. The following streets will be upgraded in 2017/18 as part of the Asphalt Resurfacing Program;

Cobham Street Altona

Rayner Street Altona, from Blyth Street to

Railway Street South)

South Avenue Altona Meadows, from Howard

Street to Rattray Court

Batman Street Altona Meadows, from Edwards

Drive to Duane Court

Dickenson Street Altona Meadows, from

Victoria Street to Scherman Drive

Ward Court, Altona Meadows

Everingham Road, Altona Meadows, from Polly

Woodside Drive to Queen Street.

GH Ransom Reserve drop-in session Enthusiastic community members attended a drop-in session on 12 October on-site at Ransom Reserve, Altona. Around 20 people attended and were engaged in discussions around concept plans, foreshore related matters, access and connections. Council is reviewing the feedback and will report back to the community late November.

Above: GH Ransom Reserve, Altona

Local Area Place Making (LAPM)

Council’s traffic team will commence two studies to identify and improve the conditions on Hobsons Bay local streets. The Local Area Place Making (LAPM) studies will be a collaborative effort in creating public spaces that best meet the needs of the community which include walking, cycling, streetscaping, traffic and parking management. The studies will also assist in tackling the road and safety issues. Engagement with the community will be undertaken as part of the study to identify issues and needs in those neighbourhoods. The studies will involve two areas (east and west). The East area will include Altona North (near to the former Don site), South Kingsville, Spotswood, Newport (East) and South Williamstown (North), and the west area will include Laverton, Seabrook and Altona Meadows (South).

Drainage Condition Audit The Drainage Condition Survey has commenced which involves an assessment of the network of drainage pipes and pits within the municipality. The audit will be completed by March 2018. Certified inspectors will be using specially designed cameras to capture images at each pit and the easily identified vehicles will be using traffic management techniques when applicable to avoid disruption to traffic or pedestrians.

The condition audit will enable Council to have a full understanding of the current state and condition of the drainage network.

24

Enhancing our community

The Drainage Condition Audit will be available on social media and Council’s website

Sports Ground Renovation The renovation of sports ovals and turf wickets is in full swing. The sports ground team renovated 23 turf wickets and 2 practice wickets during September with maintenance undertaken during October. Further top dressing and other sports ground renovation works will continue over the next few months.

Above: turf wicket preparation at Bruce Comben Oval, Altona Meadows

In October a new concrete wicket and a new synthetic wicket was installed at Bruce Comben oval. The synthetic turf surface provides an even playing surface with exceptional consistency which in turn promotes a cricketers’ confidence and optimum performance.

Above: new synthetic turf wicket being installed at Bruce Comben, Altona Meadows

2017 Tree Planting Wrap Up This year approximately 1600 new trees were planted in streets and parks throughout Hobsons Bay. The tree

program runs from May to September. Once a tree is planted it is placed on a two year maintenance program of regular watering, mulching and inspection. The tree establishment period is important for the long term health and stability of the tree. The Wetland Ward received 444 trees this year, with 328 trees planted in Altona Meadows, 55 in Laverton and 61 in Seabrook. Areas that received large amounts of plantings include:

57 Lophostemon confertus were planted in

Victoria Street.

140 new trees in Bruce Comben Reserve

35 new Angophora costata’s planted in WE

Hubble Reserve Altona Meadows

Cherry Lake Ward received 629 trees with 369 Australian Natives planted in Altona. 170 trees were planted in Brooklyn and 90 in Altona North. Some areas that received plantings include:

Doug Grant Reserve, with over 20 Corymbia

maculata (spotted gums) planted and 80

Banksia integrafolia (coastal banksias)

30 Lophostemon confertus planted in Civic

Parade Altona

20 Corybia ficifolia (wildfire) planted at JK

Grant Reserve

25

Enhancing our community 474 trees have been planted in Strand Ward, with 181 in Altona North, Newport had 144 trees planted and 149 in Williamstown/Williamstown North.

Pavey Park at Newport Lakes has had 67 trees planted this year. 25 Allocasuarina verticillata were planted in the lawn area east of the playground. These trees are used extensively on difficult sites. It is extremely heat-tolerant, and will grow, once established, with minimal additional irrigation. Several Brachychiton rupestris have been planted around the playground. 60 Corymbia maculata’s have been planted along Kororiot Creek Road between Maddox Road and Merritt Drive. These trees will significantly improve the amenity on the local area and will link up to other sections of Kororiot Creek Road that currently have the same species of tree well established. 50 trees have been planted in WJ Irwin Reserve as part of the Open Space upgrade project. Varieties planted are Olea europaea (olive tree) and Angophora costata. The Olive trees will provide a great contrast in colour and texture within the landscape and the Angophora’s will provide great shade in the future.

Altona Safe Boat Harbour Dredging To ensure an adequate depth is maintained at the Altona Safe Harbour for the safe passage of boats, dredging is undertaken once a year as part of the Annual Dredging program. This year 4000 cubic metres of spoil was removed from the Altona Safe Harbour entrance channel and outside of the rock wall. The spoil from the harbour is disposed of in the inter-tidal zone at PA Burns Reserve and is used to re-nourish the beach.

Above: during dredging (mid works)

Above: after dredging

GIS mapping The Operations centre is in the process of capturing

and managing geographical data relating to litter bin

collection and street sweeping schedules. The first part

of the program has recently been completed which

includes the mapping of the street sweeping program

throughout the municipality.

An example of this mapping is provided below showing

Pier Street, Altona. Over time the map will be

developed to included special schedules, identify areas

that may be difficult to clean and concentrated

development areas.

of 3

ASSEMBLY OF COUNCILLORS – SECTION 80A LOCAL GOVERNMENT ACT 1989

Meeting Information

Note: If Councillors leave the room during the Assembly, please record the time the Councillor left the room and the time of their return

Meeting Name/Type Agenda Briefing Pre-OCM

Meeting Date

Meeting Start Time

Meeting Finish Time

10 October 2017

6.30pm

6:58pm

Attendees

Councillors Cr Sandra Wilson Cr Colleen Gates

Cr Peter Hemphill Cr Jonathon Marsden

Cr Michael Grech Cr Angela Altair

Cr Tony Briffa

Officers Chris Eddy Bill Millard Tammi Rose

Peter Hunt Sanjay Manivasagasivam

Stephen Zelez Diane Eyckens

Matters/Items Discussed Time Cr Left/

Time Cr Returned

Council Welcome/Apologies/Disclosures ofInterest /Minutes Confirmation

Councillors’ Questions

Public Question Time

Joint Letter – IAC Panel regarding the WestGate Tunnel Project EES Evaluation

Chief Executive Officer – Report onOperations

Mayoral Focus – End of Term Report

Review of Domestic Animal ManagementPlan

of 3

Policy Review – Gifts, Benefits and Hospitality Policy

Council Officer Delegations Update 2017

Altrona P – 9 College – Lease of Land

Contract No 2017.39 Altona Early Years Centre Construction

Level Crossing Removals – Community Engagement

Contract 2017.30 Supply of Electricity for Small Tariff Buildings

Public Exhibition of the Digman Reserve Draft Master Plan

Contract 2017.56 Loft Reserve Oval and Crickets Nets Redevelopment

Annual Report 2016-17

2017-18 Social Policy Action Plan

Amendment C88 – Consideration of submissions and request for a Planning Panel for the proposed rezoning of Precinct 15, Altona North

Consideration of Panel Report and adoption of Amendment C109 – Precinct 9: Land fronting Millers Road, Altona Nth and granting Planning Permit PA 1533038

The Substation Six Monthly Reporting – September 2017

Delegates Report

Notice of Motion No. 1197 Acknowledgement of Leigh and Merridee Hardinge

Notice of Motion No. 1198 Vic Roads Driver Testing Centre Sunshine

Supplementary Public Question Time

of 3

Other Business

In Camera Business

Interest disclosures Nil

Matter/Item No. Councillor making disclosure

Councillor left meeting

Time Cr Left/ Time Cr Returned

of 2


Meeting Information


Meeting Name/Type Councillors’ Briefing Session

Meeting Date

Meeting Start Time

Meeting Finish Time

17 October 2017

6.30pm

9:15 pm

Attendees

Councillors Cr Sandra Wilson Cr Peter Hemphill

Cr Colleen Gates Cr Angela Altair

Cr Jonathon Marsden Cr Michael Grech

Officers Chris Eddy Tammi Rose

Peter Hunt Bill Millard

Sanjay Manivasagasivam Stephen Zelez

Adrian Murphy Marg Scanlon

Guests

Matters/Items Discussed Time Cr Left/ Time Cr Returned

1. Presentation – Coastal Management Plan

2. a) Mayoral Report b) Councillor Reportsc) Chief Executive Officer Report

3. Westgate Tunnel Project EES – Inquiry andAdvisory Committee

4. Adoption of Integrated Transport Strategy

5. 2018 Community Grants ProgramRecommendations

6. Briefing Report - Altona Sports CentreExtension

7. Street Name Change Request – Anile Place,Williamstown

of 2

8. Briefing Report - 30th Anniversary of Anjo Sister City Relationship

9. Response to Petition – Public Events at Commonwealth Reserve

10. Briefing Report – Council Civic Awards Proposal

11. Future Report Listing

Conflict of Interest disclosures - Nil

Matter/Item No. Councillor making disclosure Councillor left meeting


of 3


Meeting Information


Meeting Name/Type Councillors’ Briefing Session

Meeting Date

Meeting Start Time

Meeting Finish Time

31 October 2017

6.30pm

10:24pm

Attendees

Councillors Cr Sandra Wilson Cr Peter Hemphill

Cr Tony Briffa Cr Angela Altair

Cr Colleen Gates Cr Michael Grech

Cr Jonathon Marsden

Officers Chris Eddy Tammi Rose

Peter Hunt Bill Millard

Sanjay Manivasagasivam Stephen Zelez

Adrian Murphy Diane Eyckens

Jake Trevaskis Sue-Ann Lowther

Leanne McGuire Marg Scanlon

Jo Noesgaard Brook Quinn

Kelvin Thompson & Susan Rennie – Alliance for Gambling Reform

Anne Barker & Craig Rowley - LeadWest

Matters/Items Discussed Time Cr Left/ Time Cr Returned

1. Presentation – Alliance for Gambling Reform

2. Presentation – LeadWest

3. (a) Mayoral Report(b) Councillor Reports(c) Chief Executive Officer Report

4. Briefing Report – Update National DisabilityInsurance Scheme

5. Briefing Report – Draft Sports FacilitiesNeeds Analysis

of 3

6. Briefing Report – Draft Tennis Needs Assessment

7. Confidential Report

8. Confidential Report

9. Municipal Emergency Management Plan

10. Policy Review – Gifts, Benefits and Hospitality Policy

11. Municipal Waste Service and Charge Policy

12. Briefing Report – 30th Anniversary of Anjo Sister City Relationship

13. Provision of New Pathways Policy

14. Contract 2017.59 – Second Avenue Shopping Strip Upgrade, Altona North

15. Briefing Report – Pier Street Revitalisation

16. Briefing Report – Blenheim Road Community Park

17. Quarterly Financial Report for the period ended 30 September 2017

18. Briefing Report – Annual Budget Timetable 2018-19

19. CEO Operations Report

20. Delegates Report

21. Certificates of Achievement – 2017 Hobsons Bay City Council Youth Parliament Participants

22. Future Reports Listing

of 3

Conflict of Interest disclosures - Nil

Matter/Item No. Councillor making disclosure Councillor left meeting
