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					    SPECIAL MEETING MINUTES
                     WEDNESDAY, 3 JUNE 2009
                  COUNCIL CHAMBER, LEONGATHA
                     COMMENCED AT 11.15AM



PRESENT:

Mayor:         Cr. James Fawcett
Councillors:   Robert Newton, Jennie Deane, Jeanette Harding, Mohya
               Davies, David Lewis and Mimmie Jackson

APOLOGIES: Cr. Warren Raabe (with Leave of Council granted 22 April
           2009) and Cr. Kieran Kennedy

OFFICERS:      Paul Bawden                Andrew McEwen
               Dirk Holwerda              Anthony Seabrook
               Natasha Berry              Lauren Green
               Linda Jamieson             Fred Huitema
               Tom Lovass                 Tony Price



                                MISSION
   To effectively plan and provide for the social, built, economic and
       natural environments that ensure the future wellbeing of
                     South Gippsland Communities.
South Gippsland Shire Council                                         3 June 2009
Special Meeting                                                         Leongatha

      ITEM 1:

      SECTION 223 SUBMISSIONS FOR 2009/10 BUDGET, 2009/10 – 2018/19
      LONG TERM FINANCIAL PLAN AND COUNCILLOR & MAYORAL
      ALLOWANCES

      Author: Tom Lovass

      Manager: Dirk Holwerda

      PURPOSE/INTRODUCTION

      The purpose of this report is to consider submissions made to the proposed
      2009/10 Budget, 2009/10 – 2017/18 Long Term Financial Plan and Councillor
      & Mayoral Allowances.

      RECOMMENDATION

      That each of the submissions be dealt with individually.



      MOVED: Cr. Jackson                    SECONDED: Cr. Harding
      THAT EACH OF THE SUBMISSIONS BE DEALT WITH INDIVIDUALLY.



      AMENDMENT

      MOVED: Cr. Deane                      SECONDED: Cr. Lewis

      THAT EACH OF THE SUBMISSIONS BE HEARD INDIVIDUALLY AND
      DETERMINED ON THE 17 JUNE 2009.

      Cr. Lewis foreshadowed that he would move the following motion at the
      17 June 2009 Meeting:

      THAT:

       1. BUDGETED INCREASES IN WAGES AND SALARIES FROM 2010/11
          BE REDUCED FROM 4% PA TO 3 % PA.

       2. THE CASH FLOW FROM THE ABOVE BE USED TO FUND AN
          INCOME STREAM TO REPAY COUNCILS REMAINING
          APPOXIMATELY $3.5 MILLION DEBT.

       3. THESE FUNDS BE APPLIED APPROXIMATELY EQUAL AMOUNG
          THE 3 WARDS.

       4. THE BUDGETED SHORT TERM DEBT REPAYMENTS OF
          APPROXIMATELY $1.1MILLION PER YEAR IN EACH OF 2009/10,
          2010/11 AND 2011/12 AND THE APPROXIMATELY $500,000

                                       Page 1
South Gippsland Shire Council                                 3 June 2009
Special Meeting                                                 Leongatha

             REMAINING THERE AFTER BE APPLIED TO IMPROVEMENTS IN
             THE SHIRE’S RURAL GRAVEL ROADS.


      The Amendment was PUT and CARRIED

      For:             Crs. Lewis, Deane, Davies and Newton

      Against:         Crs. Jackson, Harding and Fawcett



      The Amendment became the Motion before the chair.

      The Motion was PUT and CARRIED

      For:             Crs. Lewis, Deane, Davies and Newton

      Against:         Crs. Jackson, Harding and Fawcett




                                       Page 2
South Gippsland Shire Council                                           3 June 2009
Special Meeting                                                           Leongatha

      BACKGROUND

      At the Ordinary Council Meeting held on Wednesday 22 April, 2009 Council
      considered the draft 2009/10 Budget, draft Long Term Financial Plan 2009/10
      and Councillor & Mayoral Allowances for the purposes of the provisions of the
      Local Government Act 1989.        At the meeting Council adopted both
      documents in principle, made them available to the general public and invited
      submissions to be made.

      Submissions made were referred to Managers that had a program budget
      interest in the matters being raised for comment. Managers were expected to
      consider the issues raised, provide a management response and make
      recommendations as appropriate. Matters dealing with the strategic financial
      implications on either the Annual Budget or the Long Term Financial Plan
      were referred to the Manager Finance.

      This report collates the issues raised, management responses and makes
      recommendations to the issues.

      Any persons making a submission were also given opportunity to speak to
      their submission or request to be represented by a person specified in that
      submission. Actual submissions are an ‘in camera’ attachment to this report
      to protect individual privacy.

      The following persons have requested that they be able to speak to their
      submissions.

      1. Paul Hendry, Nippards and Ameys Tracks, Foster

      2. Dane Perczyk, Hattam Court Drainage Works, Leongatha

      3. John & Jacqueline Taylor, Hattam Court Drainage Works, Leongatha

      4. Ken Dowdy, Road Safety Dollar Road, Dumbalk




                                      Page 3
South Gippsland Shire Council                                              3 June 2009
Special Meeting                                                              Leongatha

      SUBMISSION: E1

      Canavans Road Sealing, Mount Eccles

      Issues raised

      A petition was received on 22 April 2009 from residents and road users of
      Canavans Road, Leongatha, requesting Council make provision for funds in
      the 2009/10 budget, or soon after, to seal the unsealed portion of Canavans
      Road to a low cost standard, similar to that used on Grand Ridge Road.
      Specifically, the request is for priority to be given to the section of Canavans
      Road from the end of the existing seal to McKeans Road, a distance of
      approximately 700 metres to which a commitment was stated to have been
      made by the former Woorayl Shire.

      Management Response

      Under Council’s long standing practice, Council officers currently only assess
      roads for inclusion to sealing programs with traffic volumes over 100 vehicles
      per day (vpd).

      The Assets Department is currently assessing gravel roads with traffic
      volumes over 100 vpd. Canavans Road traffic volumes are currently 79 vpd at
      end of the seal and 49 vpd at McKeans Road.

      Canavans Road clearly does not meet vehicle numbers for consideration for
      sealing.

      Recommendation

      That:

      1.      the petition be received and noted;

      2.      the sealing of Canavans Road not be included in the Capital Works
              program;

      3.      the petitioners be advised accordingly;

      4.      traffic volumes continue to be monitored for this road.



      Member of the gallery addressed Council in regards to Item E1.




                                          Page 4
South Gippsland Shire Council                                               3 June 2009
Special Meeting                                                               Leongatha

      SUBMISSION: E2
      Carmodys Road Sealing, Leongatha South

      Issues raised

      Councillor Jackson advised of representations from residents and users of
      Carmodys Road, Leongatha South, expressing concerns regarding the
      condition of Carmodys Road, specifically relating to pot holes and
      corrugations. An additional letter has also been received dated 26 May 2009
      regarding the same issue.

      Management Response

      At this stage the engineering site inspection has been programmed to occur
      before the end of May 2009. A traffic usage survey is currently underway and
      the geotechnical investigation processes should be completed prior to the end
      of June 2009. Upon completion of these initial investigations, an assessment
      will enable a preliminary scope of works to be prepared, together with
      budgetary costing and criticality evaluation.

      The outcomes of the investigation will be considered in the preparation of
      2010/11 budget. It should be noted the ‘Gravel to Seal Upgrade’ program
      commences in 2011/12.

      Recommendation

      That:

      1.      the representations be received and noted;

      2.      the sealing of Carmodys Road not be included in the Capital Works
              program at this time;

      3.      the petitioners be advised that investigations are currently underway and
              that this matter will be considered in the 2010/11 budget preparations;

      4.      traffic volumes continue to be monitored for this road.



      Ms. Sheryl Tumino addressed Council in regards to Item E2.

      Mr. Paul Norton addressed Council in regards to Item E2.




                                          Page 5
South Gippsland Shire Council                                             3 June 2009
Special Meeting                                                             Leongatha

      SUBMISSION: E3

      Sparrow Lane Light Pole, Leongatha

      Issues raised

      Concerns were raised regarding lighting of the carpark at the rear of
      Gardner’s Electronics and Sparrow Lane.

      Management response

      The car park near Gardner’s Electronics off Sparrow Lane is a private car
      park, not under the control of Council. Lighting of the car park is the
      responsibility of the owner.

      The lighting of Sparrow Lane itself is extremely difficult, as there is no room
      within the road reserve to install poles from which to hang a light. Kerb lines
      are offset 300mm from title lines leaving not enough room for a pole footing.

      The lighting of lanes in general is not encouraged, as there are no footpaths
      to provide safe pedestrian access.

      In the case of the privately owned car park alternative, well lit access is
      available along McCartin Street.

      Recommendation

      That:

      1.      Council not install lighting along Sparrow Lane;

      2.      the submitter be advised accordingly.

      No presenters.




                                          Page 6
South Gippsland Shire Council                                             3 June 2009
Special Meeting                                                             Leongatha

      SUBMISSION: E4

      Sealing of Foster Mirboo Road and Dollar Woorarra West Road,
      Falconcliffe Road to Camp Rumbug, Foster North

      Issues raised

      A letter was received on 7 May 2009 requesting 2 sections of road sealing at
      Foster North totalling approximately 2.4kms:

      1.      Dollar Woorarra West Road from Foster Mirboo Road to the Camp
              Rumbug property; and

      2.      Foster Mirboo Road from Dollar Woorarra West Road to Falconcliffe
              Road.

      Management Response

      Under Council’s long standing practice, Council officers currently only assess
      roads for inclusion to sealing programs with traffic volumes over 100 vehicles
      per day (vpd).

      The Assets Department is currently assessing gravel roads with traffic
      volumes over 100 vpd. Foster Mirboo Road between Falconcliffe Road and
      Dollar Woorarra West Road has a traffic volume of 73 vpd.

      These roads do not meet the criteria for sealing.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      the sealing of Foster Mirboo Road between Falconcliffe Road and Dollar
              Woorarra West Road not be included in the Capital Works program;

      3.      the submitter be advised accordingly;

      4.      traffic volumes continue to be monitored for this road.


      Mr. Ben Wallis from Camp Rumbug addressed Council in relation to E4.




                                          Page 7
South Gippsland Shire Council                                             3 June 2009
Special Meeting                                                             Leongatha

      SUBMISSION: E5
      Toora Rail Park Management Plan 2006

      Issues raised

      The Toora Rail Park Management Plan was formally adopted by Council at its
      Ordinary Meeting held 16 August 2006.

      The Toora Railway Reserve Park Advisory Committee worked with Council
      officers and a consultant to develop the Management Plan (the Plan). The
      Plan will assist the Council, community and other stakeholders to develop and
      maintain the park, utilising resources effectively and to provide direction for
      future works.

      Currently there are no funds allocated in the budget to implement this plan.

      Management Response

      The following works have occurred at the Toora Railway Park as noted in the
      Management Plan:

      •       Skate park construction to the value of $29,800 through the Sports and
              Recreation Victoria Grants Program in 2006.

      •       Landscaping Works were undertaken to the value of $40,000 through
              the Drought Assistant Program in 2008.

      It is intended that the implementation of the next stages occur in conjunction
      with the next stage of construction of the Great Southern Rail Trail, pending
      successful grant application.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no changes to the budget be made;

      3.      the submitters be advised accordingly.


      No presenters.




                                         Page 8
South Gippsland Shire Council                                              3 June 2009
Special Meeting                                                              Leongatha

      SUBMISSION: E6
      Nippards and Ameys Tracks, Foster

      Issues Raised

      A letter was received by Council on 22 May 2009 regarding the condition of
      Nippards and Ameys Track, Foster, specifically relating to improving the road
      surface of the unmade sections (particularly relating to usage) by residents
      and other users, including school buses, during adverse weather conditions.

      Management Response

      Under Council’s long standing practice, Council officers currently only assess
      roads for inclusion in the ‘Gravel to Seal Upgrade’ program with traffic
      volumes over 100 vehicles per day.

      At this stage, an engineering site inspection has been programmed to occur
      before the end of June 2009. Traffic usage surveys were conducted on:

      •       Ameys Track at chainage 7790 (on unmade section) in May 2007 which
              indicated a traffic volume of 40 vpd; and

      •       Nippards Track at chainage 1500 in September 2005 showing a traffic
              volume of 84 vpd.

      The project is not in Council’s 10 year capital works program.

      Nippards and Ameys Track clearly do not meet vehicle numbers criteria.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no changes to the budget be made;

      3.      ongoing monitoring continue and that this road be assessed for inclusion
              in the resheet program if required;

      4.      Councils normal routine maintenance program continue for these roads;

      5.      the submitter be advised accordingly.

      Mr. Paul Hendry addressed Council in regards to Item E6.




                                         Page 9
South Gippsland Shire Council                                                 3 June 2009
Special Meeting                                                                 Leongatha

      SUBMISSION: E7
      Hydes Road Sealing, Koorooman

      Issues Raised

      A letter was received on 25 May 2009 regarding the condition of the sealed
      surface of Hydes Road, Koorooman, from Mardan Road to the Telecom
      exchange facility (approx. 400m). The submission includes a request to
      reseal Hydes Road, to seal its intersection with Mardan Road, and to provide
      line-marking along Mardan Road, Koorooman.

      Management Response

      A traffic usage survey is currently being planned for late 2009 as Council
      does not have any traffic volume data for this road.

      Assessment of the survey results will form the basis of any decision to include
      these works in the forward Capital Works Program.

      The line-marking works are included in the Maintenance budget for 09/10 and
      will be undertaken in accordance with the Australian Standard (Mardan Road
      is currently line-marked but not to the Australian Standard).

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no changes to the budget be made;

      3.      traffic volume monitoring be undertaken;

      4.      consideration of the works and their inclusion in the forward Capital
              Works Program be informed by the monitoring outcomes;

      5.      the submitter be advised accordingly.

      No presenters.




                                          Page 10
South Gippsland Shire Council                                      3 June 2009
Special Meeting                                                      Leongatha

      SUBMISSION: E8
      Hattam Court Drainage, Leongatha

      Issues Raised

      A letter was received on 22 May 2009 regarding the completion of Hattam
      Court Drainage, Leongatha.

      Management Response

      Hattam Court Drainage works are currently in Council’s 10 Year Capital
      Works Program scheduled to commence in 2010/11 financial year.

      There is no justification for bringing this forward.

      Recommendation

      That:

      1.      the submissions be received and noted;

      2.      no changes to the budget be made;

      3.      the submitters be advised accordingly.

      Ms. Jacqualine Taylor addressed Council in regards to Item E8.




                                         Page 11
South Gippsland Shire Council                                          3 June 2009
Special Meeting                                                          Leongatha

      SUBMISSION: E9
      Lewry Place Lane Construction, Korumburra

      Issues Raised

      A letter was received on 25 May 2009 regarding the condition of Lewry Place
      Korumburra, which is a laneway to access the Korumburra Swimming Pool
      and Scout Hall.

      Management Response

      An engineering site inspection has been programmed.

      Council does not have a policy dealing with upgrades of urban laneways.

      A traffic usage survey is currently underway and the geotechnical
      investigation processes should be completed prior to the end of June 2009.
      Upon completion of these initial investigations assessment will enable a
      preliminary scope of works to be prepared together with budgetary costing
      and criticality evaluation.

      The result of the investigations will be incorporated in the 2010/11 budget
      preparation process for consideration to complete this project.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no changes to the budget be made;

      3.      the submitter be advised accordingly.

      Ms. Christina Lamby addressed Council in regards to Item E9.




                                         Page 12
South Gippsland Shire Council                                           3 June 2009
Special Meeting                                                           Leongatha

      SUBMISSION: E10
      Baromi Centre Carpark Widening, Mirboo North

      Issues Raised

      A letter was received on 26 May 2009 requesting the widening of the carpark
      entry and increasing the capacity of car park servicing the Baromi Centre in
      Couper Street, Mirboo North. This centre caters for functions held by the
      Mirboo North Senior Citizens or other community groups. It is contended that
      there is demand for parking far in excess of the carpark capacity.

      Management Response

      Council has no data relating to the usage of this carpark and this issue has
      not been raised previously.

      An Engineering investigation relating to the operation and capacity of the
      Baromi Centre Carpark needs to be undertaken and is planned to occur
      within a time frame to allow its consideration in the 2010/11 budget process.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no changes to the budget be made;

      3.      the submitter be advised accordingly.

      No presenters.




                                         Page 13
South Gippsland Shire Council                                            3 June 2009
Special Meeting                                                            Leongatha

      SUBMISSION: E11
      Garbage Service for Holiday Homes

      Issues raised

      Difficulty for holiday home owners to effectively use Council’s kerbside waste
      collection service because they are unable to return bins to their property
      after collection if they have returned to their main place of residence. A
      resident suggests that a communal bank of bins be located at the entrance to
      holiday towns.

      Management Response

      Council provides a kerbside garbage and recycling collection service where
      bins are collected from kerbside without the need for the driver to exit the
      vehicle during the normal collection process. Residents are charged a fee for
      this service.

      The establishment of a communal bin system may create significant issues
      around illegal dumping and inappropriate disposal of hazardous waste.

      This issue will be included in the review of the Waste Management Strategy
      and the outcomes of the review will be considered in the 2010/11 budget
      process.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no changes to the budget be made;

      3.      the submitter be advised accordingly.

      No presenters.




                                         Page 14
South Gippsland Shire Council                                                 3 June 2009
Special Meeting                                                                 Leongatha

      SUBMISSION: E12
      Prom Country Regional Tourism Funding

      Issues raised

      Councillor Deane forwarded a submission from the chair of Prom Country
      Regional Tourism (PCRT) seeking an increase of their current funding of
      $40,000 to $50,000.

      Management Response

      PCRT do an excellent job of marketing and supporting tourism across the
      Shire. An increase in funding would allow for additional activities to be
      undertaken which may provide considerable benefit for supporting tourism
      subsequent to the Bushfires.

      This request is additional to the extra $10,000 which was provided in the
      2008/09 budget.

      An amount of $40,000 has been included in the budget. PCRT are funded on
      the basis of matching Council’s contribution to membership funds raised. The
      level of membership funds will not be known until October 2009.

      It is suggested that Council revisit this issue after the amount of funds raised
      is known and review the amount of contribution from existing budgetary
      allocations within the Sustainability Directorate budget.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      review the allocation in October 2009 as a budget adjustment;

      3.      the submitter be advised accordingly.

      No presenters.




                                         Page 15
South Gippsland Shire Council                                                   3 June 2009
Special Meeting                                                                   Leongatha

      SUBMISSION: E13

      Restructure Plans for old Crown Township Subdivisions

      Issues raised

      A submission was received that sought action with regard to the development
      of restructure controls (planning scheme tool) for old Crown Township
      subdivisions for reasons of:

           •    anticipated development pressure within South Gippsland;

           •    climate change and potential sea level rise implications; and

           •    increased certainty for affected land owners.

      Management Response

      Council has a wide range of strategic planning priorities to reconcile over the
      life of the Council Plan. This includes the ongoing review of the Planning
      Scheme, development and implementation of the Rural Strategy,
      development and implementation of township strategies etc. This is outlined
      within the four year strategic work program set out at strategy 3.3.4 of the
      draft Council Plan.

      In preparing this four year work program, officers had regard to the relative
      strategic priorities of a wide range of projects, including the need for
      restructure overlays relating to the old Crown Township subdivisions. In
      considering this matter it was considered that there currently exists a strong
      State policy basis for assessment of such matters (for example in the
      Victorian Coastal Strategy 2009) and also an adopted position of Council
      relating to future development and subdivision of land within the old Crown
      Townships. The decision of VCAT with regard to the development of
      dwellings in proximity to Toora (Grip Road) also provides strong policy
      guidance on this matter.

      In this context other strategic planning priorities were identified (where
      existing controls and/or guidance is not available) and incorporated into the
      Council Plan. The need for restructure overlays is, however, noted by officers
      and will continue to be monitored for action when the opportunity allows.

      Recommendation

      That:

      1.       the submission be received and noted;

      2.       no change be made to the draft Council Plan or four year strategic work
               program set out in strategy 3.3.4;

      3.       the submitter be advised accordingly.

      No presenters.

                                          Page 16
South Gippsland Shire Council                                            3 June 2009
Special Meeting                                                            Leongatha

      SUBMISSION: E14

      Councillor and Mayoral Allowances

      Issue raised

      The proposed increase in the Councillor and Mayoral Allowances should be
      limited to the same percentage as allowed to the Council staff under the
      Enterprise Bargaining Agreement. Savings should be added to community
      grants.

      Management Response

      The level of increase is in line with advice received from Department of Local
      Government for the Category of this Council.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no change be made to the proposed increase in Councillor and Mayoral
              Allowances;

      3.      the submitter be advised accordingly.

      No presenters.




                                         Page 17
South Gippsland Shire Council                                             3 June 2009
Special Meeting                                                             Leongatha

      SUBMISSION: E15

      Rate rises and wage moves above CPI

      Issues raised

      Concern that rate rises and wage movements are higher than the Consumer
      Price Index (CPI).

      Management Response

      Council’s costs increases are invariably greater than the CPI which is a
      measure of household cost movements. A significant proportion of Council’s
      costs are construction costs and employee costs, both of which tend to
      increase greater than the CPI. The employee cost increases granted in
      previous years and modelled for future years are in line with Commsec
      Wages Prices Index (WPI) forecasts and result from three yearly Enterprise
      Bargaining Agreements and Award movements which are generally in line
      with industry standards.

      Council takes a strategic approach to setting budgets within a long term
      financial plan framework. Council has an obligation to provide adequate
      levels of funding for a defined level of service which includes maintaining and
      replacing its extensive infrastructure, both now and in future years.

      It should also be noted that since Council adopted a strategic approach to
      preparing annual budgets seven years ago, rate increases have been
      consistently less than the average rate increases for large rural Councils in
      Victoria.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      the annual and forward budgets not be amended;

      3.      the submitter be advised accordingly.

      No presenters.




                                         Page 18
South Gippsland Shire Council                                           3 June 2009
Special Meeting                                                           Leongatha

      SUBMISSION: E16
      Road Safety on Dollar Road

      Issue raised

      This is a follow up submission on road safety issues as opposed to road
      sealing issues.

      Management Response

      The submission is not specific.

      Delineation has occurred on segments of Dollar Road during May 2009.

      No further works are proposed.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no change be made to the budget;

      3.      the submitter be advised accordingly.

      Mr. Ken Dowdney addressed Council in regards to Item E16.




                                         Page 19
South Gippsland Shire Council                                               3 June 2009
Special Meeting                                                               Leongatha

      SUBMISSION: E17
      Grand Ridge Road Sealing, Trida

      Issues Raised

      A letter was recently received by Council from the President of the Western
      Strzelecki’s Local Neighbourhood Advisory Group requesting Council
      consider the value of sealing the last four (4) kilometres of Grand Ridge
      Road, Mirboo North. Specifically, the issues raised are:

      1.      Safety – dust mitigation for safer driving.

      2.      Impact of climate change needs to be considered.

      3.      Arising from the recent bushfires, Grand Ridge Road, together with
              Darum-Allambee Road and McDonalds Track would make a high quality
              alternative route bearing in mind the roads which were closed during the
              fires such as the Strzelecki Highway & Princes Highway.

      4.      Tourism potential – improved attraction of Strzelecki’s and South
              Gippsland as a unique tourist destination.

      Management Response

      At this stage, an engineering site inspection will not be undertaken as the
      current traffic usage survey conducted on Grand Ridge Road 800 metres
      north from the end of the existing sealed section was 74 vpd. Currently, the
      criteria for inclusion on Council’s future ‘Gravel to Seal Upgrade’ program,
      due to commence in 2011/12 is a traffic volume of 100 vpd or more.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      the sealing of the last 4km of Grand Ridge Road not be included in the
              Capital Works program;

      3.      the submitter be advised accordingly.

      A member from the gallery addressed Council in regards to Item E17.




                                           Page 20
South Gippsland Shire Council                                             3 June 2009
Special Meeting                                                             Leongatha

      SUBMISSION: E18

      Mirboo North Library Garden Maintenance

      Issue raised

      A letter was received on 27 May 2009 requesting Council to take over the
      maintenance of the literary garden in the grounds of the Mirboo North Library.

      Management Response

      Council officers consent was given to the Friends of the Mirboo North Library
      to construct the literary garden on the condition the Friends of the Library
      would undertake the maintenance of the garden.

      This matter may also set a precedence for a number of other situations
      across the Shire.

      Recommendation

      That:

      1.      the submission be received and noted;

      2.      no change be made to the budget;

      3.      the submitter be advised accordingly.

      Ms. Maria Decastro addressed Council in regards to Item E18.




                                         Page 21
South Gippsland Shire Council                                                 3 June 2009
Special Meeting                                                                 Leongatha

      SUBMISSION: I1

      SPLASH Hydrotherapy / Gymnasium extensions

      Issues raised

      Council have received advice from the Federal Government (Community
      Infrastructure Program) that we were unsuccessful in obtaining the grant for
      this project.

      Management Response

      This has freed up $250,000 in 2009/10 budget and an additional $250,000 in
      2010/11.

      It is anticipated that further State and Federal government economic stimulus
      packages are likely to arise during the 2009/10 year and beyond.

      It would be prudent for Council to maintain these funds for strategic projects
      in the 2009/10 and 2010/11 budget to provide leverage for any projects that
      Council may wish to consider under this funding source.

      Council should review the specific allocation of this money on a regular basis
      during this coming year.

      Recommendation

      That;

      1.      these funds be retained in the budget for strategic capital projects
              leveraged by external funding sources;

      2.      no changes to the budget be made.

      No presenters.




                                          Page 22
South Gippsland Shire Council                                          3 June 2009
Special Meeting                                                          Leongatha

      SUBMISSION: I2
      Budgeted carry forwards (from 2008/09 to 2009/10)

      Issues raised

      Budgeted carry forwards (from 2008/09 to 2009/10).

      Management Response

      Managers across all departments have identified projects that will not be
      completed by 30 June 2009.

      These include

      Project / Nature of expenditure                         Amount      Status
      Strategic Planning                                      $36,447         I
      Buildings Capital and Operations                        $46,036         I
      Community Projects                                      $177,800       G
      Bridge / Culvert rehabilitation                         $16,500         I
      Emergency Management                                    $55,050        G
      Coal Creek                                              $80,000        G
      Community Building                                      $64,119        G
      HACC Services                                           $57,025        G
      Supported Playgroups                                    $11,000        G
                                                              $543,977

      Project /Nature of income
      Buildings                                               $47,500        G
      Dredging Toora Channel                                  $127,636       G
                                                              $175,136

      Net carry forwards                                      $368,841

      Legend
      G - Grant funded
      I - Internal projects

      Budget carry forwards are cost neutral. Budgets for incomplete projects are
      reduced in 2008/09 and increased in the following 2009/10 financial year by
      the same amount to enable completion of the projects.

      Recommendation

      That the budgeted carry forwards be approved and reflected in the final
      2009/10 Budget, Council Plan and Long Term Financial Plan documents that
      will be provided to Council to formally adopt at the 17 June 2009 Council
      Meeting.

      No presenters.




                                     Page 23
South Gippsland Shire Council                                               3 June 2009
Special Meeting                                                               Leongatha

      SUBMISSION: I3
      Council Caravan Parks

      Issues raised

      Providing for future years’ caravan park expenditure obligations.

      Management Response

      Council has obligations under existing caravan park leases to reinvest a
      proportion of income received back into caravan parks. The forward budget
      has recognised future years income streams and operational expenditure
      streams. It also has earmarked $300,000 capital expenditure to occur over
      two years, 2011/12 and 2012/13. However, it has a potential obligation to
      expend an additional $1 million that has not as yet been allocated in forward
      capital works projects.

      The draft Council Plan provides for a master planning exercise for all caravan
      parks and the outcomes of this exercise may impact on future budgets.

      Council’s lease obligations from the Crown require us to transfer sums of
      money raised from the caravan park to future caravan park expenditure.

      It is prudent to provide for future expenditure obligations of Council if these
      are known.

      By accounting for the future financial impact in such a manner ensures that
      longer term the integrity of the long term financial strategies and key financial
      performance indicators are not compromised.

      Recommendation

      That the forward budgets be adjusted to take into account the net cost
      obligations for caravan parks for future years.

      No presenters.




                                        Page 24
South Gippsland Shire Council                                                3 June 2009
Special Meeting                                                                Leongatha

      SUMBISSION: I4
      Emergency Management

      Issues raised

      Since the formulation of the draft budget Emergency Management has
      received significantly greater focus (Fire, Earthquake, Pandemic)

      Management Response

      Funds will need to be provided to enable the effective undertaking of this
      function.

      Costs that will be incurred include:

         •   Training

         •   Staff time

         •   Emergency Preparedness materials

         •   Community education

      It is difficult at this time to estimate likely costs as the outcomes of the Royal
      Commission into the bushfires will not be known for some time.

      It would be prudent to provide some monies to enable this to occur.

      Recommendation

      That an amount of $50,000 be included in the budget and the Long Term
      Financial Plan.

      No presenters.




                                        Page 25
South Gippsland Shire Council                                         3 June 2009
Special Meeting                                                         Leongatha


      ITEM 2:
COUNCIL PLAN SUBMISSIONS 2009 - 2013

      Author: Dirk Holwerda

      Manager: Paul Bawden

      PURPOSE

      This report addresses the Council Plan, which has been provided under
      separate cover to Council. Under Section 125 of the Local Government Act
      1989 (the Act), Council is required to review its Council Plan annually to
      determine if any adjustment is required.

      RECOMMENDATION

      That Council receive the submissions to the Council Plan 2009-2013 as
      required under Section 223 of the Local Government Act 1989 and make
      the following changes to the exhibited draft for adoption at the 17 June
      2009 Council meeting;

      1.    Page 28, 4.2.1A of the Implementation           Plan     –   change
            Responsibility to Manager Engineering;

      2.    Page 35, 5.2.4B of the Implementation Plan – change Responsibility
            to Manager Information Services;

      3.    Pages 16,25, 26 of the Council Plan and pages 18, 20, 22, 24 & 25 of
            the Implementation Plan – substitute non-South Gippsland
            photographs with South Gippsland photographs; and

      4.    Page 8 of the Council Plan – Substitute Organisational Chart with
            updated version.

      5.    Development of restructure plans for old Crown Township
            subdivisions in the Farming Zone.

      6.    Due to potential climate change issues, old Crown township
            subdivisions near the coast [Toora and Port Franklin] should
            receive priority.




                                     Page 26
South Gippsland Shire Council                                    3 June 2009
Special Meeting                                                    Leongatha

      Cr. Jackson left the Meeting at 12.39pm.

      Cr. Jackson entered the Meeting at 12.42pm.


      MOVED: Cr. Davies                 SECONDED: Cr. Harding
      THAT COUNCIL RECEIVE THE SUBMISSIONS TO THE COUNCIL PLAN
      2009-2013 AS REQUIRED UNDER SECTION 223 OF THE LOCAL
      GOVERNMENT ACT 1989 AND MAKE THE FOLLOWING CHANGES TO
      THE EXHIBITED DRAFT FOR ADOPTION AT THE 17 JUNE 2009
      COUNCIL MEETING;

      7.    PAGE 28, 4.2.1A OF THE IMPLEMENTATION PLAN          – CHANGE
            RESPONSIBILITY TO MANAGER ENGINEERING;

      8.    PAGE 35, 5.2.4B OF THE IMPLEMENTATION PLAN – CHANGE
            RESPONSIBILITY TO MANAGER INFORMATION SERVICES;

      9.    PAGES 16,25, 26 OF THE COUNCIL PLAN AND PAGES 18, 20, 22,
            24 & 25 OF THE IMPLEMENTATION PLAN – SUBSTITUTE NON-
            SOUTH GIPPSLAND PHOTOGRAPHS WITH SOUTH GIPPSLAND
            PHOTOGRAPHS; AND

      10. PAGE   8  OF   THE   COUNCIL   PLAN   –   SUBSTITUTE
          ORGANISATIONAL CHART WITH UPDATED VERSION.

      11. THAT NO CHANGES BE MADE.

      12. THAT NO CHANGES BE MADE.

      13. NO ACTION BE TAKEN.

      CARRIED UNANIMOUSLY

      IT WAS AGREED THAT THE CARRY FORWARD AMOUNT INCLUDED IN
      ITEM I2 OF THE BUDGET SUBMISSIONS BE INCORPORATED INTO THE
      DRAFT OF THE BUDGET TO BE CONSIDERED AT THE 17 JUNE 2009
      MEETING.




                                    Page 27
South Gippsland Shire Council                                               3 June 2009
Special Meeting                                                               Leongatha

      COUNCIL PLAN

      Council is required under Section 125 (7) of the Local Government Act of
      1989 to review its Council Plan annually and determine if any adjustment is
      required for the remaining period of the Council Plan. Council’s current
      practice is to undertake a detailed annual review process, which effectively
      updates the strategies, initiatives, strategic indicators, and Strategic Resource
      Plan (SRP). As this significantly alters the content, a public submission
      process is required under Section 223 of the Act.

      The Council Plan identifies 5 strategic objectives each supported by sub
      strategies and a detailed Implementation Plan across the four years of the
      plan.

      The Council Plan forms a key strategic planning document for the next
      4 years. The Council Plan also acts as a key communication document for
      Council.

      CONSULTATION

      Open briefings to Council have been held during development of the Council
      Plan. As part of the community consultation process, Council conducted an
      independent community survey by telephone to seek the views of the
      community. A written survey to seek the views of the community groups was
      also undertaken.
      Outcomes of the surveys informed the drafting of the Plan and have been
      included where relevant.
      A formal submission process under Section 223 of the Local Government Act
      of 1989 commenced on 5 May 2009 with advertisements in the local papers,
      display at local libraries, Council locations and on Council’s Website and
      concludes at close of business on the 26 May 2009.




                                        Page 28
South Gippsland Shire Council                                                                       3 June 2009
Special Meeting                                                                                       Leongatha

      Submissions                        By          Comments                           Recommendations
      Issues Raised                      Whom
 1.                                      Internal    Drafting error                     That      the       officer
      4.2.1A Responsibility should sit
                                                                                        responsibility be amended
      with Manager Engineering, not
      Infrastructure Maintenance.

 2.                                      Internal    Drafting error                     That      the       officer
      5.2.4 Responsibility should sit
                                                                                        responsibility be amended
      with Manager IS.

 3.     AFTER BROWSING THROUGH           External    Consultants    photos    were      That new photos be
       YOUR STRATEGIC PLAN, I WAS                    sourced from Tourism Vic and       inserted to replace the
      PUZZLED WHY PHOTOS OF BAW                      incorrectly labelled as South      incorrect photos on pages
      BAW SHIRE ARE FEATURED.EG                      Gippsland
          BAW BAW MUSEUM AND
           WALHALLA RAILWAY
 4.   ORGANISATIONAL STRUCTURE           Internal    Outdated Chart included in         That      the     updated
       CHART INCORRECTLY TITLED                      Draft                              Organisational   Structure
      DEPARTMENTS IE: ‘PROPERTY &                                                       be included
          BUILDING’ IS ‘ASSETS
             MANAGEMENT’
 5. In the section that lists planning   External    Council has a wide range of        That no changes be made
    goals, I think it is important to                strategic planning priorities to
    include mention of strategic                     reconcile over the life of the
    planning work commencing on                      Council Plan. This includes
    development of restructure plans                 the ongoing review of the
    for    old    Crown      Township                Planning              Scheme,
    subdivisions in the Farming Zone.                development                 and
                                                     implementation of the Rural
                                                     Strategy, development and
                                                     implementation of township
                                                     strategies etc.       This is
                                                     outlined within the four year
                                                     strategic work program set
                                                     out at strategy 3.3.4 of the
                                                     draft Council Plan.




                                                    Page 29
South Gippsland Shire Council                                                                             3 June 2009
Special Meeting                                                                                             Leongatha



      Submissions                            By          Comments                             Recommendations
      Issues Raised                          Whom
 6. Due to potential climate change          External    The issues raised in this            That no changes be made
    issues, I think old Crown                            submission will be covered in
    township subdivisions near the                       the development of the
    coast [Toora and Port Franklin]                      Sustainability       Strategy
    should receive priority.                             included in the plan

      The reason for this is that with
      likely development pressure in
      relation to potential expansion of
      activities at Port Anthony and
      Port     Welshpool,     the    old
      subdivisions need to be sorted
      out promptly to give confidence
      one way or the other as to what
      can be done on those small lots.

      If sea level rises will represent a
      risk to development, then the
      potential purchase of lots for rural
      living should be stopped before
      more people get ‘caught’ buying
      land they are not allowed to
      develop in accordance with their
      expectations.

      Landowners have waited a very
      long time for development issues
      to be resolved in the old township
      subdivisions and it is an issue
      that seems to be left in the ‘too
      hard basket’.
 7.       a) Page 7. Profile data            External    This is ABS data                     No action to be taken
          b)  Page 15. Outcome 2.2                       Issues included in the Rural         No action to be taken
                                                         Strategy,            Economic
                                                         Development      Strategy   &
                                                         Sustainability Strategy. Farm
                                                         Succession Planning       and
                                                         Workforce Planning are not
                                                         Council responsibilities
                                                         This is covered in many of
                                                         Council’s Plan.

          c)    Page 17. Outcome 3.1                     This is addressed        in   this   No action to be taken
          Community support for                          strategy.
          farming & farmers. Helping
          businesses.
          d)   Outcome 5.1.3. Some of                    Goal 1.2.3 covers this               No action to be taken
          the Community feels ignored
          and disengaged from Council
          e)   Equity in service
          delivery to smaller towns                                                           No action to be taken
          especially Mirboo North




                                                        Page 30
South Gippsland Shire Council                                        3 June 2009
Special Meeting                                                        Leongatha

      IMPLEMENTATION
      In accordance with the Local Government Act the adopted Council Plan will
      be printed and sent to the Minister for Local Government by 30 June 2009.




                                    Page 31
South Gippsland Shire Council                                                        3 June 2009
Special Meeting                                                                        Leongatha

MEETING CLOSED
      The Meeting closed at 1.00pm.




                                  CONFIRMED: ...............................................

                                  Cr James Fawcett, Mayor

                                  DATE: ...........................................................




                                      Page 32

				
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