Council Meeting Outcomes – 15 September 2020

At the Ordinary Council meeting on 15 September 2020, council resolved to:

  • The Minutes of the Ordinary Meeting of Council held on 18 August 2020 and the Minutes of the Special Meeting of Council held on 25 August 2020 (as previously circulated to Councillors) be confirmed.
  • Council received and notes the Mayor’s and Councillors’ reports.
  • Council received the Chief Executive Officer’s Report for September 2020.
  • Council acknowledged retiring Councillors and thanks them for their contribution to the Hepburn Shire Council for their respective terms.
  • Council received and noted the Petition titled ‘Objection to Hepburn Planning Scheme Review – Design and Development Overlay 6 (DD06)
  • Council refused to grant a planning permit application PA 2693 for the use and development of land for a dwelling at Railway road, Newlyn
  • Council refused to Grant a Planning Permit for application PA 2713 for the construction of 2 dwellings and a 2 lot subdivision at 3 Frazer Street, Daylesford,
  • Council refused to grant a planning permit for application PA 2676  for the staged nine (9) lot subdivision of land at 24 Alliance Street, Clunes
  • Issued a Notice of Decision to Grant a Planning Permit in respect of Application No. PA  2666
  • Refused to Grant a Planning Permit for application PA 2668 for the use and development of a dwelling at 10 Burma Track, Eganstown
  • Council prepared and exhibited Amendment C80hepb to the Hepburn Planning Scheme under section 19 of the Planning and Environment Act 1987, and having received and considered all written submissions made in response to Amendment C80hepb:
    1. Requested that the Minister for Planning appoint an Independent Panel under Part 8 of the Planning and Environment Act 1987 to consider all submissions to Amendment C80hepb;
    2. On the basis of submissions received, and to enable additional community and stakeholder consultation and further technical work to be undertaken by Council, advise the Panel that the following parts of the Amendment have been abandoned by the planning authority:

– Clause 43.02 Design and Development Overlay Schedule 6 until further technical work has been completed on the amenity impacts of the transfer station, to determine the extent of the buffer and to confirm revisions made to the proposed DDO6 Schedule which respond appropriately to submissions received;

– Clauses 42.03 Significant Landscape Overlay Schedules 1 and 2 until further work has been completed to review and confirm the mapping boundaries and revisions made to the proposed SLO 1 and 2 Schedules which respond appropriately to submissions received;

    1. Will refer all submissions to the Panel to be appointed by the Minister for Planning, including any late submissions;
    2. Endorsed the following to form the basis of Council’s submission to the Panel:

– responses to all relevant submissions (as included as Attachment 1) except those related to Clause 43.02 and 42.03 outlined in part (ii) above;

–  minor content revisions (as included in Attachment 1) to the Municipal Planning Strategy, local policies, Schedule 1 to the ESO and any administrative provisions;

    1. Authorises the Manager Development and Community Safety to consider any late submissions before referring them to the Panel;
    2. Advises all submitters of this resolution and of next steps; and
    3. Notes the importance for Council to consider in its mid-year 2020/2021 budget the following priorities:

– The protection of additional sites of significance to the Dja Dja Wurrung Clans Aboriginal Corporation (DDWCAC) in the Hepburn Planning Scheme including Lalgambook (Mt Franklin) and surrounds;

–  Preparation of a technical report on the amenity impacts, land use conflicts and environmental risks associated with the Daylesford Transfer Station to confirm the extent of the buffer required and revised DD06 Clause.

–  Preparation of a technical report on the environmental and amenity impacts, land use conflicts and environmental risks associated with the former Daylesford landfill site to inform what future planning and environmental management approaches may be required.

– Preparation of plans to support Restructure Overlays for Drummond and Sailors Falls; and  Preparation of fact sheets to assist the community in understanding the planning scheme and where a permit is required.

  • Adopted the Pedestrian Crossing Policy and referred it to the 2021/2022 budget process, a project to investigate and develop design plans for pedestrian crossings in the nominated townships
  • Adopted the Hammon Park Trailhead – Community and Youth Hub master plan
  • Adopted the Doug Lindsay Recreation Reserve Masterplan
  • Adopted the Trentham Sportsground Masterplan 2020
  • Endorsed the Trentham Sportsground Pavilion Redevelopment Project to progress the design to a delivery ready design package.
  • Noted the Hepburn Hub at the Rex Project – September update, endorsed the amended project budget of $7.130M from $6.390M, referred the funding shortfall of $740,000, including $221,040 for the additional tender options, for consideration in the Mid-Year Budget review, endorsed the amended project program with a Date for Practical Completion of construction 14 June 2021, recognsied the advice of the Director Corporate and Community Services that:
    • The valuation of the Hepburn Hub for the 2019/2020 financial year is the purchase price and the cost of current works (Works in Progress, WIP).
    • WIP will be the valuation of the asset until the project is completed.
    • Following completion of the project, a qualified, independent valuer will be appointed to undertake a valuation as part of the year-end audit process.
    • That valuation will review all factors but would be likely to value the asset based on the Capitalisation of Net Income approach to be the most appropriate valuation methodology for fair value.
    • That valuation amount, and associated calculation of the capitalisation rate and all associated variables, will be presented to a) The Audit and Risk Committee and b) Council as part of the year-end financial statement process.
  • Awarded contract number HEPBU.RFT2020.102 for the fixed lump sum of $4,682,826 exclusive of GST to J Hutchinson Pty Ltd
  • Awarded Contract Number HEPBU.RFT2020.135 – Creswick-Lawrence Road Reconstruction, Creswick North for the fixed lump sum of $634,916.23 exclusive of GST to Fulton Hogan Industries Pty Ltd
  • Awarded Contract Number HEPBU.RFT2020.144 – Annual Supply CRS60/170 Emulsion for a scheduled rate of $0.99/litre exclusive of GST to Fulton Hogan Industries Pty Ltd
  • Approved for Council to transfer the management of the Glenlyon Dam and Surrounds to the Glenlyon Recreation Reserve Community Asset Committee, and requests the CEO to determine and execute with the Glenlyon Recreation Reserve Community Asset Committee all responsibilities, delegations, and reporting requirements appropriate to the management of the Glenlyon Dam
  • Appointed  community members listed on page 185 -169 of the meeting minutes) to the Local Law No. 2 Community Reference Groups
  • Adopted the Hepburn Shire Playspace Strategy 2020–2030, Play is for Everyone and note the inclusion of an annual review process that will ensure that the evolution of playspace within the Shire is identified throughout the life of The Strategy.
  • Noted the the process to progress the 2021 Heather Mutimer International Women’s Day (IWD) Honour Roll nomination and event, appointed an interim selection panel, of two former International Women Day committee members, Sue Craven and Robyn Rodgers, plus two Councillors to be determined at the November Statutory Council Meeting; agreed that the appointed panel recommends to Council at a subsequent Council Meeting, inductees to the Heather Mutimer International Women’s Day (IWD) Honour Roll 2021; and noted  that Council Officers will conduct a review of the International Women’s Day Committee and other associated gender equality initiatives (including White Ribbon Committee) and propose a structure moving forward
  • Endorsed the Public Art Advisory Committees recommendation to award the Glenlyon Public Art Commission totalling $30,000 to artist Yu Fang Chi to produce and install the ‘Drop’ public art sculpture at the Glenlyon Dam.
  • Adopted the Australia Day Awards Guidance Document and authorised the Australia Day Awards 2021 to open for nominations from 26 October 2020 to 22 November 2020;
  • Received  and noted the minutes of the following Advisory Committees which have been issued to Councillors under separate cover  being the Reconciliation Action Plan Advisory Committee – 8 July 2020 and the Mineral Springs Reserve Advisory Committee – 10 August 2020
  • Supported renewable energy and the need to access it; demanded  the undergrounding of the Western Victorian Transmission Network Project; supported the continued work with other municipalities to convince Federal and State Government of the importance of undergrounding the power line and demands honest and transparent community engagement and supported the continued work with community groups to get a clear and definite plan of the intended route of the proposed line. Also agreed to make it known to AEMO, Ausnet/Mondo and Governments the potential damage to the significant landscapes and heritage sites within Hepburn Shire as well as the damage to the rights to productively farm and approved to take all steps deemed necessary to put a strong submission regarding the Environmental Effects Statement; and stated that Hepburn Shire Council fully supports renewable energy in ways that do not cause damage to the Hepburn Shire and residents.
  • Made the following amendments to fees and charges – food, health and accommodation

– Provide a 50% discount to fees and charges as detailed in the Adopted Budget 2020/2021, under the Food Act 1984 and Public Health and Wellbeing Act, for the renewal of registrations;

– Provide a 100% waiver for the following fees and charges for 2020/2021 to assist businesses in the transition to predominantly outdoor seated service as part of Regional Victoria’s roadmap for reopening:

    1. A-Frame signage,
    2. Table and two chairs,
    3. Goods for display or sale,
    4. Wind barriers.
  • Authorised the Chief Executive Officer to enter into Memorandums of Understanding (MOU’s), based on this report, with the following Signature/Iconic events
    • ChillOut Festival
    •  Clunes Booktown
    •  Great Trentham Spudfest
  • Received and noted the 2019/2020 Partnership Agreement Results report and adopted  the 2020/2021 Partnership Agreement between Council and Daylesford Macedon Tourism.
  • Endorsed the 2019/2020 quarter 4 performance appraisal of the Chief Executive Officer, the 2019/2020 annual key performance indicators for the Chief Executive Officer, the 2020/2021 quarterly indicators for the Chief Executive Officer; and approved the 2020/2021 annual key performance indicators for the Chief Executive Officer
  • Approved the request by the Chief Executive Officer for annual leave for the period 21 September 2020 to Friday 2 October 2020 inclusive
  • Appointed the Director Infrastructure and Development Services – Mr Bruce Lucas – to be the Acting Chief Executive Officer for the period 21 September 2020 to Friday 2 October 2020 inclusive
  • Noted the update on customer requests for August 2020
  • Noted the Development and Community Safety Report for information.
  • Adopted the Public Interest Disclosure Procedures for Hepburn Shire Council.
  • Gave in principle approval to the financial statements and performance statement for the year ended 30 June 2020 and authorised Councillors Licia Kokocinski and John Cottrell to certify the 2019/2020 annual financial report and performance statement in their final forms after any changes recommended, or agreed to, by the auditors have been made and noted that that once the final statements have been certified by the nominated Councillors and the independent auditors report received from VAGO, they will form part of Council’s annual report which will be forwarded to the Minister by 30 November 2020.
  • Approved that once the final statements have been certified by the nominated Councillors and the independent auditors report received from VAGO, they will form part of Council’s annual report which will be forwarded to the Minister by 30 November 2020.
  • Received the draft minutes of the Audit and Risk Advisory Committee Meeting that was held on the 27 July 2020 and notes recommendations and resolutions from the meeting to Council
  • Approved the closure of the Hepburn Shire Council offices, depots and libraries from 3:00pm on Thursday 24 December 2020 and reopening on Monday 4 January 2021
  • Approved the closure of the Hepburn Shire Council offices, depots and libraries from 1:00pm on Friday 11 December 2020 to facilitate a staff end of year function, pending the current COVID-19 restrictions
  • Approved the Chief Executive Officer to reschedule the date of the staff end of year function if required under COVID-19 restrictions, and advertise the new closure date
  • Authorised  Council officers to place advertisements advising of the closure arrangements, indicating service delivery and emergency response arrangements during the 2020/2021 holiday period
  • Received and noted the Records of Assemblies of Councillors.
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