West Wimmera Shire Council · 2018-01-21 · West Wimmera Shire Council will work in partnership...

1 ORDINARY COUNCIL MEETING AGENDA – 17 APRIL 2014

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Mission Statement:

West Wimmera Shire Council will work in partnership with the

community, business and government to develop and enhance a

productive, healthy and safe community by providing leadership, services,

advocacy and good governance.

TO BE HELD: Thursday 17 April 2014

LOCATION: Serviceton Memorial Bowling Club Elizabeth Street, Serviceton COMMENCEMENT: 4.00PM

REQUIRED TO ATTEND:

Councillors Senior Management/Officers

Ron Hawkins, Mayor Mark Crouch Chief Executive Officer

Bruce Meyer Venkat Peteti General Manager Corporate & Community Services

Annette Jones Robyn Evans General Manager Infrastructure Development & Works

Richard Wait

Warren Wait

Vision Statement:

West Wimmera Shire delivers the very best experience and opportunity

that rural living has to offer


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TABLE OF CONTENTS 1.0 WELCOME ........................................................................................................................ 4

2.0 OPENING PRAYER.......................................................................................................... 4

3.0 APOLOGIES AND LEAVE OF ABSENCE ................................................................... 4

4.0 DECLARATION OF CONFLICT OF INTEREST ........................................................ 4

5.0 DELEGATES REPORTS (FOR INFORMATION ONLY) AS LISTED IN THE COUNCIL KEPT COUNCILLOR DIARY................................................................................. 4

5.1 MAYOR, RON HAWKINS 4

5.2 COUNCILLOR ANNETTE JONES 4

5.3 COUNCILLOR BRUCE MEYER 5

5.4 COUNCILLOR RICHARD WAIT 5

5.5 COUNCILLOR WARREN WAIT 5

5.6 MARK CROUCH (CHIEF EXECUTIVE OFFICER) 6

6.0 CONDOLENCES ............................................................................................................... 6

7.0 CONFIRMATION OF MINUTES FROM PREVIOUS MEETING ............................ 6

8.0 BUSINESS ARISING FROM PREVIOUS MINUTES .................................................. 6

9.0 NOTICES OF MOTION ................................................................................................... 6

10.0 COMMITTEE RECOMMENDATIONS AND ASSEMBLY OF COUNCILLORS RECORD ........................................................................................................................................ 7

10.1 GENERAL COMMITTEE 7

10.2 ASSEMBLY OF COUNCILLORS 10

11.0 DEPUTATIONS AND PETITIONS ............................................................................... 10

12.0 CHIEF EXECUTIVE OFFICER AND GOVERNANCE ............................................ 11

12.1 COUNCIL MOTIONS TO MUNICIPAL ASSOCIATION OF VICTORIA (MAV) STATE COUNCIL – FRIDAY 16 MAY 2014 11

12.2 PROPOSED RESCHEDULING OF 15 MAY 2014 COUNCIL MEETING TO WEDNESDAY 14 MAY 2014 13

12.3 HISTORICAL COUNCIL RECORDS – MANAGEMENT AND STORAGE 15

12.4 IMPROVED REMOTE ACCESS TO WORKSHOPS AND TRAINING FOR RURAL COUNCILLORS 19


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12.5 PROPOSED FORMATION OF AN INDEPENDENT EDENHOPE TRADERS OR BUSINESS GROUP 22

12.6 RURAL COUNCILS VICTORIA – DRAFT 5 YEAR STRATEGIC PLAN – COUNCIL FEEDBACK 24

13.0 INFRASTRUCTURE DEVELOPMENT AND WORKS ............................................ 26

13.1 CORELLA MANAGEMENT PROGRAM 26

13.2 LICENSED UNUSED ROAD – PARISH OF BRINGALBERT 30

14.0 CORPORATE AND COMMUNITY SERVICES ........................................................ 34

14.1 PROPOSED WEST WIMMERA SHIRE YOUTH COUNCIL – CHALLENGES IN ESTABLISHMENT 34

14.2 ADVISORY COMMITTEE OF COUNCIL – EDENHOPE APSLEY AND SURROUNDS SOCIAL INFRASTRUCTURE ADVISORY COMMITTEE 37

14.3 REVITALISING RURAL RETAIL STREETLIFE - EDENHOPE 40

14.4 REVITALISING RURAL RETAIL STREETLIFE - KANIVA 45

15.0 LATE ITEMS OF BUSINESS ........................................................................................ 50

16.0 SEALING SCHEDULE ................................................................................................... 50

17.0 QUESTIONS FROM THE GALLERY ......................................................................... 50

18.0 CONFIDENTIAL (PURSUANT TO SECTION 89 LGA 89) ...................................... 50

18.1 SUPPLY OF MEALS FOR DELIVERY 50

18.2 SUPPLY & DELIVERY OF CENTRE BASED MEALS 50


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1.0 WELCOME

2.0 OPENING PRAYER

Almighty God, we humbly ask your blessing upon this Council. Guide and prosper our decisions to the advancement of Your Glory and the true welfare of the people of West Wimmera Shire.

3.0 APOLOGIES AND LEAVE OF ABSENCE

4.0 DECLARATION OF CONFLICT OF INTEREST All councillors have a personal responsibility to ensure they are aware of the provisions mandated in the Local Government Act 1989 with regard Conflict of Interest disclosures. The Conflict of Interest – A Guide for Councillors (October 2012) has been made available to all Councillors in hard copy form and is available via docs on tap.

5.0 DELEGATES REPORTS (FOR INFORMATION ONLY) AS LISTED IN

THE COUNCIL KEPT COUNCILLOR DIARY

5.1 MAYOR, RON HAWKINS

22/03/2014 Apsley Cup 26/03/2014 Special Meeting of Council 26/03/2014 Edenhope Business & Traders Meeting, Edenhope Golf Club 27/03/2014 MAV Rural Summit, Nhill 28/03/2014 MAV Rural Summit, Nhill 28/03/2014 Graduation Ceremony 2013, Longerenong College 30/03/2014 Lake Charlegrark Youth Art Exhibition 01/04/2014 Geoffrey Lord & Dr Paul Hemming, Chancellor, Federation College 03/04/2014 Assembly of Councillors – Councillor Forum 04/04/2014 Opening Ceremony, Masters Games, Naracoorte 08/04/2014 Jane Duff 150 Year Commemoration Events Committee Meeting 09/04/2014 West Wimmera Roads Inspection Tour 12/04/2014 2014 Regional Victoria Living Expo, Melbourne 15/04/2014 Policy Officer to Andrew Broad MP 17/04/2014 Council Meetings & Community Forum, Serviceton

5.2 COUNCILLOR ANNETTE JONES

26/03/2014 Fracking Information Session, Horsham 26/03/2014 Special Meeting of Council 26/03/2014 Edenhope Business & Traders Meeting, Edenhope Golf Club 30/03/2014 Lake Charlegrark Youth Art Exhibition 31/03/2014 Sub Committee Meeting, Jane Duff 150 Year Commemoration Events 03/04/2014 Assembly of Councillors – Councillor Forum 04/04/2014 Preplanning Meeting, Grampians Regional Waste Management Forum 08/04/2014 Jane Duff 150 Year Commemoration Events Committee Meeting


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08/04/2014 Wimmera Development Association Board Meeting, Horsham 09/04/2014 West Wimmera Roads Inspection Tour 11/04/2014 Wimmera Regional Library Corporation Board Meeting 14/04/2014 Wimmera Mallee Sustainability Alliance Board Meeting 15/04/2014 Policy Officer to Andrew Broad MP 17/04/2014 Council Meetings & Community Forum, Serviceton

5.3 COUNCILLOR BRUCE MEYER

26/03/2014 Special Meeting of Council 26/03/2014 Edenhope Business & Traders Meeting, Edenhope Golf Club 27/03/2014 MAV Rural Summit, Nhill 28/03/2014 MAV Rural Summit, Nhill 30/03/2014 Lake Charlegrark Youth Art Exhibition 02/04/2014 Kaniva Social Infrastructure Meeting 03/04/2014 Assembly of Councillors – Councillor Forum 09/04/2014 West Wimmera Roads Inspection Tour 15/04/2014 Policy Officer to Andrew Broad MP 17/04/2014 Council Meetings & Community Forum, Serviceton

5.4 COUNCILLOR RICHARD WAIT

26/03/2014 Special Meeting of Council 26/03/2014 Edenhope Business & Traders Meeting, Edenhope Golf Club 27/03/2014 MAV Rural Summit, Nhill 28/03/2014 MAV Rural Summit, Nhill 30/03/2014 Lake Charlegrark Youth Art Exhibition 03/04/2014 Assembly of Councillors – Councillor Forum 08/04/2014 Johnny Mullagh Cricket Centre Special Committee Meeting 09/04/2014 West Wimmera Roads Inspection Tour 15/04/2014 Wimmera Mallee Tourism Meeting, Dimboola 15/04/2014 Policy Officer to Andrew Broad MP 15/04/2014 Kadnook Rural Fire Brigade Meeting 16/04/2014 West Wimmera Tourism Meeting, Goroke 17/04/2014 Council Meetings & Community Forum, Serviceton

5.5 COUNCILLOR WARREN WAIT

22/03/2014 Apsley Cup 26/03/2014 Special Meeting of Council 26/03/2014 Edenhope Business & Traders Meeting, Edenhope Golf Club 27/03/2014 MAV Rural Summit, Nhill 28/03/2014 MAV Rural Summit, Nhill 28/03/2014 Edenhope College 20 Year Anniversary 30/03/2014 Lake Charlegrark Youth Art Exhibition 03/04/2014 Assembly of Councillors – Councillor Forum 08/04/2014 Jane Duff 150 Year Commemoration Events Committee Meeting 09/04/2014 West Wimmera Roads Inspection Tour 15/04/2014 Policy Officer to Andrew Broad MP 17/04/2014 Council Meetings & Community Forum, Serviceton


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5.6 MARK CROUCH (CHIEF EXECUTIVE OFFICER)

21/03/2014 Wimmera Regional CEO Meeting 22/03/2014 Apsley Cup 25/03/2014 Post-Council Staff Briefing 25/03/2014 Goroke IGA 26/03/2014 Special Meeting of Council 26/03/2014 Edenhope Business & Traders Meeting, Edenhope Golf Club 27/03/2014 MAV Rural Summit, Nhill 28/03/2014 MAV Rural Summit, Nhill 28/03/2014 Official Opening of Hindmarsh Shire Offices 29/03/2014 Edenhope-Apsley Football Match with Fevola 30/03/2014 Lake Charlegrark Youth Art Exhibition 01/04/2014 BIS Budget Training 01/04/2014 Senior Management Group Meetings 02/04/2014 Strategic Review of Halls Meeting 03/04/2014 Assembly of Councillors – Councillor Forum 08/04/2014 Senior Management Group – Agenda Review 08/04/2014 Wimmera Southern Mallee Project Steering Committee Meeting 08/04/2014 Wimmera Development Association Board Meeting, Horsham 09/04/2014 West Wimmera Roads Inspection Tour 11/04/2014 Official Launch, 2014 Regional Victoria Living Expo, Melbourne 12/04/2014 2014 Regional Victoria Living Expo, Melbourne 13/04/2014 2014 Regional Victoria Living Expo, Melbourne 15/04/2014 Policy Officer to Andrew Broad MP 17/04/2014 Council Meetings & Community Forum, Serviceton

6.0 CONDOLENCES

7.0 CONFIRMATION OF MINUTES FROM PREVIOUS MEETING

RECOMMENDATION:

That the Minutes of the Ordinary Meeting of Council held on Thursday 20 March 2014, be taken as an accurate record and confirmed.

8.0 BUSINESS ARISING FROM PREVIOUS MINUTES 9.0 NOTICES OF MOTION


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10.0 COMMITTEE RECOMMENDATIONS AND ASSEMBLY OF

COUNCILLORS RECORD

10.1 GENERAL COMMITTEE

FOR DECISION

The resolutions arising from the General Committee Meeting held on Thursday 20 March 2014 are now required to be formally adopted by Council.

RECOMMENDATION: That the resolutions arising from the General Committee Meeting, being resolutions 2.1.2, 2.1.3, 2.2.1, 2.3.1, 2.3.2, 2.4.1, 2.4.2, 2.5.1, held on Thursday 20 March 2014, per below, be adopted. 2.1.2 TWO NEW FLAGPOLES Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Warren Wait

Seconded: Councillor Bruce Meyer

That the Shire erects two flag poles near the Monument in the Edenhope School Oval, for the purpose of flying Aboriginal and Shire Flags.

Carried Unanimously

Officer Comment – GMCCS: Meeting with Principal scheduled for later this year 2.1.3 EUROPEAN WASPS IN EDENHOPE Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Warren Wait

Seconded: Councillor Richard Wait

That Council supply the powder for poisoning European wasps free of charge to all affected residents and ratepayers within the Shire.

Carried Unanimously

GMIDW: Correction for the minutes - no private wasp removals are undertaken.


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Officer Comment – GMIDW: Wasps will be removed if on public land under Shire responsibility, but preference not to get involved in private landholders’ responsibilities. Shire has not taken on other private pest control - snakes, swooping birds, rats etc., but could provide referral information on the website. CEO – if Council seeks to provide services in relation to the management of European wasps, budget provision for the materials and associated education will need to be made in the budget 2014 2015. 2.2.1 STAFFING RESTRUCTURE Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Annette Jones


1. That Council be provided with a full budget for the proposed restructure. 2. That Council be informed of the legal expenses to date and final costs when

known. 3. That Council set ample time aside at the April 2014 Forum to discuss these

matters, and also discuss what restructuring options and alternatives are available to Council, and any budgetary implications.

Carried Unanimously

Officer Comment – CEO: CEO has no issue with keeping Council briefed on the staffing matter in an overall context, but argues the matter falls within Section 95A of the Local Government Act 1989: 94A. Functions of the Chief Executive Officer (1) A Council’s Chief Executive Officer is responsible for— (a) establishing and maintaining an appropriate organisational structure for the Council 2.3.1 STREETLIFE PROJECT AND PAVEMENT WORK Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Richard Wait

Seconded: Councillor Annette Jones

That when Council undertakes pavement work in the main street of our towns, connectivity of businesses is considered.

Carried Unanimously

Officer Comment – GMIDW: Whilst there are no major streetscape works currently in the assets plan, IDW happy to consider when there are.


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2.3.2 TOWN SIGNAGE Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Richard Wait

Seconded: Councillor Annette Jones

That if Council is unsuccessful in receiving the grant to implement the Town Signage Project, Council considers using the money budgeted for the project for the completion of the Kaniva and Edenhope stages.

Carried Unanimously

Officer Comment – GMIDW: no additional comment 2.4.1 CREATION OF ARCHIVE ROOM Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Bruce Meyer

Seconded: Councillor Warren Wait

That the Council investigate the creation of an archive room to store historic records of the former Shires of Kaniva and Kowree.

Carried Unanimously

Officer Comment – CEO: See Council agenda report under Chief Executive Officer and Government re Historical records management and storage. 2.4.2 SERVICETON ACTION GROUP Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Bruce Meyer


That the Council engage with the Serviceton Action Group on the day of the next Council Meeting to discuss issues relevant to Serviceton, including the Recreation Reserve, Railway Station and the Reservoir.

Carried Unanimously

Officer Comment – CEO: Scheduled for 17 April 2014 Council day.


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2.5.1 CONDITION OF KANIVA-EDENHOPE ROAD Thursday 20 March 2014 General Committee Meeting Resolution Moved: Councillor Bruce Meyer


That West Wimmera Shire Council advises VicRoads of the rapidly deteriorating condition of the edges of the Kaniva-Edenhope Road, including the significant narrowing of the sealed pavement.

Carried Unanimously

Officer Comment – GMIDW: Support the motion. Some recent works have been undertaken by West Wimmera on behalf of VicRoads.

10.2 ASSEMBLY OF COUNCILLORS

RECOMMENDATION:

That the Assembly of Councillors Record for the Councillor Forum held Thursday 3 April 2014 be received and noted. 11.0 DEPUTATIONS AND PETITIONS


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12.0 CHIEF EXECUTIVE OFFICER AND GOVERNANCE

12.1 COUNCIL MOTIONS TO MUNICIPAL ASSOCIATION OF VICTORIA

(MAV) STATE COUNCIL – FRIDAY 16 MAY 2014

FILE NUMBER: AD0006

REPORT AUTHOR: MARK CROUCH, CHIEF EXECUTIVE OFFICER

FOR DECISION

Introduction The Municipal Association of Victoria (MAV) will hold its bi-annual State Council Meeting on Friday 16 May 2014 in Melbourne. Members of the Municipal Association of Victoria may submit motions in writing for consideration at State Council. Background Any motions submitted must be in accordance with MAV Rules, which state that motions must be of State-wide significance to local government. The due date for submitting written motions is Friday 18 April 2014. Hard copies of the motion template were provided to Councillors in the first week of April 2014. The motion template is also available from Elizabeth Matuschka at Council’s Edenhope Office. Given the fast approaching deadline for Council motions, any motions to be considered by Council should be prepared in writing and available in the template form for consideration 17 April 2014. Risk Management Implications Nil. Legislative Implications Nil. Environmental Implications Nil.


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Financial and Budgetary Implications Nil. Policy and Council Plan Implications Nil. Communication Implications Nil. Conclusion For Council consideration. Any Council motion will need to be in the form provided, and in accordance with MAV Rules. OFFICER RECOMMENDATION That the report be received and noted.

Attachments:

No. Name RecFind Ref 12.1.1 Email from MAV to CEO advising

deadline for receipt of motions to State Council Meeting on 16 May 2014

14/000996

12.1.2 MAV State Council Motion Template 14/000996


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12.2 PROPOSED RESCHEDULING OF 15 MAY 2014 COUNCIL MEETING

TO WEDNESDAY 14 MAY 2014

FILE NUMBER: AD0183


FOR DECISION

Introduction West Wimmera Shire Council currently schedules its monthly Council Meetings for the third Thursday of each month, with the exception of January when there is no meeting. Background In May 2014, the scheduled date for the General Committee Meeting and the Ordinary Council Meeting is Thursday 15 May 2014. The General Committee Meeting is scheduled to commence at 7:00pm, and the Ordinary Council Meeting is scheduled to commence at 7:30pm. On the same date, the Municipal Association of Victoria will hold its Rural Councils Victoria Forum in Melbourne, as an afternoon event. This Forum will be followed by the Municipal Association of Victoria State Council, on Friday 16 May 2014. The Mayor and Chief Executive Officer of West Wimmera Shire Council are expected to attend the Rural Councils Victoria Forum, as an important bi-annual event for rural Councils, particularly those as distance-challenged as West Wimmera Shire. One way to accommodate both commitments would be to bring the May 2014 Council Meetings forward by one day, and hold them on Wednesday 14 May 2014. Risk Management Implications Nil. Legislative Implications Nil. Environmental Implications Nil.


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Financial and Budgetary Implications Nil. Policy and Council Plan Implications Nil. Communication Implications

• Meeting schedule to be updated on the Shire’s website at: http://www.westwimmera.vic.gov.au/Agendas-and-Minutes

• Weekly Council Meeting newspaper advertisements to be amended to reflect new meeting date for May 2014, highlighting the amended date is now on a Wednesday rather than a Thursday.

Conclusion It is in the best interests of West Wimmera Shire Council to have the Mayor and Chief Executive Officer attend the Municipal Association of Victoria Rural Councils Victoria Forum as well as the May 2014 Council Meetings. OFFICER RECOMMENDATION That West Wimmera Shire Council re schedule its May 2014 Council Meetings, currently scheduled for Thursday 15 May 2014, to Wednesday 14 May 2014.

Attachments:

No. Name RecFind Ref 1 Nil

http://www.westwimmera.vic.gov.au/Agendas-and-Minutes


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12.3 HISTORICAL COUNCIL RECORDS – MANAGEMENT AND STORAGE

FILE NUMBER: PR0103


FOR DECISION

Introduction To enable Council to consider the management and storage of historical Council records held by Council and give consideration to processes required to be instigated to effectively manage and store historical records and meet Council Public Records Office (PRO) responsibilities going forward. Background Council has recently published the 150 years of local government in the West Wimmera 1862- 2012 Middle Gate. Dr Bob Marmion was engaged to compile and author the historical record for which the Shire can be justifiably proud. One issue to come into focus as part of producing the book has been the varied historical records management processes and understanding Council has with regard many of the historical records held by Council and other bodies relating to the two former Shires now forming the West Wimmera Shire. As part of compiling the book and tracking historical information and records to assist with the book, there has been the realisation that the management and storage of older historical records is an area where Council consideration and improvements is warranted. Council currently operates a records management system and uses the RECFIND software application to meet our operational needs. Council management are continually monitoring the usage and development of this system to meet operation Council requirements. There is ongoing investment in software upgrades, system administration training and development, and staff use and support of the system. Part of this process requires Council compliance with the PRO Retention and Disposal for Records of Local Government Functions. Older historical records, our understanding of what is held, cataloguing, copying of records and suitable storage of fast deteriorating records needs Councils focus and some form of management focus going forward. Both Council offices (Kaniva and Edenhope) have areas where older records are stored, but Council has little overall documented understanding of the records held, what has been catalogued and copied and what records will deteriorate in condition if not stored in environmentally controlled storage.


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Risk Management Implications The significant risk to Council will be loss of older historical records whether by way of losing control of what records are held and where, as well as more significant records deteriorating in condition. Urgent attention is warranted on all historical records to avoid further damage or loss of these records. Legislative Implications Council has responsibilities under the Public Records Act and the Retention and Disposal for Records of Local Government Functions schedule. Environmental Implications Nil Financial and Budgetary Implications The Council budget 2013 2014 has made no provision for the required management and appropriate storage of older historical records belonging to Council. The budget implications of a thorough examination of Council historical records, cataloguing, copying of relevant records and the correct storage of records has not been quantified. The task is a specialist role and suitable expertise would need to be engaged to undertake the work. Council staff are currently focussing on maintaining the operational records of Council and are not in a position to devoting the required resources, nor have the required skills to be addressing the management and storage of older historical records. Policy and Council Plan Implications Council has no policy with regard the management and storage of historical records. Communication Implications Preliminary discussions have been had with representatives from the Kaniva Historical Society with regard various records in their storage. The group have secured and hold a number of historical records and have an area set aside for the appropriate storage of various records. At the same time, the good work to date by this group will potentially form part of a comprehensive understanding by Council of historical records for which it is responsible and any processes that may be required to ensure Council meets its stewardship responsibilities into the future.


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Other groups who are currently doing good work in this area may also need to be engaged as part of a management of old historical records by Council. The skills and expertise possessed by members of the various historical groups should also be taken into account and these resources and skills used where possible. Conclusion Unless steps are taken in the short term, there is the risk that historical council records may be lost or deteriorate in condition. Efforts are currently underway to address the storage of a large amount of records in storage in Edenhope. Council records, including older historical records are currently stored in a number of locations including a shipping container and records rooms established behind the Edenhope Business Centre (EBC). Works are underway to upgrade the storage capacity and storage shelving in the storage areas behind the EBC. Efforts are being made to dispose of records that warrant disposal and a general clean-up is storage areas is underway. Older records are also stored in strong rooms in both the Edenhope and Kaniva offices, as well as the Kaniva Historical Society. The recording and copying of a number of historical records, including newspapers, has already been undertaken in part by Council as part of a staged program. Bob Marmion has also undertaken the copying of various records. At the 20 March 2014 General Committee meeting, the committee resolved that Council investigate the creation of an archives room to store historical records of the former Shires of Kaniva and Kowree. A comprehensive review of the older historical records may conclude that a number of the records, in the interests of records preservation, may warrant transfer to the Public Records Office in North Melbourne to enable storage in an appropriate environmentally controlled storage facility. At the same time, the main thrust will be to retain as many of these historical records as possible locally, but under improved management and storage regimes. Discussions have been held with Bob Marmion who has agreed to compile a brief proposal for Council consideration to have an initial assessment of the task at hand to be undertaken. The proposal will be tabled on Council day and circulated prior if time permits.


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OFFICER RECOMMENDATION In relation to the management and storage of older Council historical records; That Council: 1. Receive and note the report; 2. Undertake a preliminary assessment by way of engaging suitable historical

records and archival expertise to determine the scope and estimated cost involved in the identification, cataloguing, compliance by Council of sound public records requirements, the copying / digitisation of older historical records held by Council, together with the estimated costs for the establishment of a suitable archives room for the storage of historical Council records held in Kaniva, Edenhope and elsewhere.

3. Consider the scope and cost of works and requirements in 2. above at the May 2014 Council meeting for referral to budget 2014 2015 consideration.

Attachments:



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12.4 IMPROVED REMOTE ACCESS TO WORKSHOPS AND TRAINING

FOR RURAL COUNCILLORS

FILE NUMBER: AD0183


FOR DECISION Introduction To detail to council the position of the Municipal Association of Victoria (MAV) with regard remote training opportunities and professional development for rural Councillors. Background At the 21 November 2013 meeting of Council, Council resolved: That the Municipal Association of Victoria (MAV) firstly, urgently reviews its current Melbourne-centric training practices, and secondly, urgently establishes alternatives for rural Councillors, to overcome the inequity which rural Councillors currently face. Council wrote to the MAV detailing the concerns above and the MAV have responded. The MAV Board has resolved to endorse specific actions including:

1. For each of the day training workshops held under the ‘knowledge centre’ banner, two programs will be offered in regional / rural Victoria for each metropolitan program offered;

2. The programs offered will include finance, meeting conduct, public speaking, dealing with difficult people, media management and planning 101;

3. Various regional locations under consideration include Ararat, Ballarat, Benalla, Bendigo, Hamilton, Geelong, Hopetoun, Horsham, Sale, Swan Hill, and Wangaratta;

4. In-house delivery of programs will be available for any requesting Council on a cost neutral basis;

5. That a short version of each of these Knowledge Centre Programs be developed, produced and conducted via internet access.

The Councillor Development weekend will continue to be located in regional Victoria. The MAV have also indicated the 5 current locations for the delivery of the Diploma of Local Government Program, only one is in metropolitan Victoria with the other locations being based entirely on the preference of the participants. Currently these include Hindmarsh, Bendigo, Benalla and Surfcoast.


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Risk Management Implications Given the fast changing environment in which local Government operates, appropriate levels of training and professional development assist in equipping elected members to discharge their responsibilities. Legislative Implications Local Government Victoria has foreshadowed a raft of legislative changes that are currently in the process of being introduced to State Parliament. Part of the changes being flagged centre on training and professional development of elected members, particularly newly elected Councillors. Environmental Implications Nil Financial and Budgetary Implications Council makes budgetary provision on an annual basis for elected member training and development. The budget allocation 2013 2014 is $ 8000 under Course Seminar and Conference Registrations. Year to date Actual and committed expenditure totals $7090. Policy and Council Plan Implications Council currently has no policy with regard Councillors training and development. Given the need to establish and support a program of training and development, a suitable policy may be something for Council consideration. Communication Implications Nil. Conclusion As detailed above, the responsibilities placed on elected members necessitates a closer focus on training and development. Many professional bodies are taking steps to formalise professional development as part of the requirements for membership. Although Local Government entities are different to


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skills based boards, there is likely to be increased pressure placed on elected members to actively engage in training and development as part of normal operations of Councils. Council has a number of options how it may seek to address training and development. Council can formalise training and professional development within Council policy or it may seek to support training and development opportunities on an opportunistic or more informal basis. The important issue to be faced is that training and development for elected members will become increasingly important to assist Councillors discharge their duties and will likely be mandated on the sector over time. The information technology capacity of West Wimmera Shire to enable remote access to training and development opportunities has recently been enhanced. Recent improvements in data transmission and video conferencing capacity at West Wimmera Shire will now facilitate training and development opportunities that can be taken up by way of use of technology. OFFICER RECOMMENDATION In relation to training and professional development opportunities for elected member; That Council:

1. Develop a suitable draft Councillors training and professional development policy for Council consideration;

2. Maintain or increase the Councillors training and development budget 2014 2015.

Attachments:



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12.5 PROPOSED FORMATION OF AN INDEPENDENT EDENHOPE

TRADERS OR BUSINESS GROUP

FILE NUMBER: ED0064


FOR DECISION

Introduction To detail to Council progress toward the possible establishment of an Edenhope traders or business group. Background The initial push to establish such a group came from an earlier Council resolution: That Council convene, advertise and run a meeting, inviting all shop and business owners in the Edenhope Township to see if there is support for the establishment of a Street Traders-type group, which would operate in its own right independent of Council. A number of meetings have been convened since late 2013 to pave the way for the possible formation of such a group to provide a strengthened business / traders focus in Edenhope and facilitate a closer working relationship with Council to achieve strategic priorities to foster strengthened economic development in Edenhope and surrounding area. The recent meeting held 26 March 2014 afforded local operators and interested persons the opportunity to hear from a number of speakers from Donald who attended to share their knowledge and experience of successes (and failures) they have achieved in the economic development area. The speakers and subsequent discussion highlighted a range of opportunities that have the potential to be explored and embraced in Edenhope. Minutes of the meeting 26 March 2014 have been previously circulated. Council has recently instigated the preparation of an economic development strategy to assist Council establish the required objectives, strategies and actions to deliver an improved focus on economic development in the Shire. Council may see the formation of groups as detailed above as an important element of any strategy and in the fostering of economic development in West Wimmera. Risk Management Implications The risk associated with the non-formation of such a group is the lack of a focussed voice to articulate and promote the business interests in Edenhope, and the lack of an effective


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relationship between traders and Council to raise, consider and potentially advance opportunities. Legislative Implications Nil Environmental Implications Nil Financial and Budgetary Implications The establishment of such a group does not necessarily involve any direct resources of its own. What it will entail is the preparedness of Council to work with such a group, consider proposals on merit and factor any budgetary / financial implications into the normal planning and budgetary considerations by Council. Policy and Council Plan Implications Nil Communication Implications Council has actively engaged with business interests in Edenhope and surrounds as part of the process to date. Conclusion An outcome from the meeting held 26 March 2014 has been the formation of a small working party to examine opportunities for the formation of such a group. Developments and steps by the small working party will be monitored. OFFICER RECOMMENDATION That the report be received and noted.

Attachments:

No. Name RecFind Ref 12.5.1 Minutes of public meeting 26 March

2014 re proposed formation of an independent business / traders group in Edenhope

14/001043


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12.6 RURAL COUNCILS VICTORIA – DRAFT 5 YEAR STRATEGIC PLAN –

COUNCIL FEEDBACK

FILE NUMBER: AD0152


FOR DECISION Introduction The provide Council the draft Rural Councils Victoria (RCV) 5 year Strategic Plan for consideration and feedback to RCV. Background RCV is the peak body representing the 38 rural Victorian councils, supporting and promoting sustainable, liveable, prosperous rural communities. The draft 5 year strategic plan details the proposed strategic directions to be taken by the peak body on behalf of the rural councils sector. RCV seeks input and feedback from rural councils before formalising the 5 year strategic plan. Risk Management Implications Not commented on. Legislative Implications Nil. Environmental Implications Nil. Financial and Budgetary Implications Council makes no direct funding allocations to RCV. State Government funding to RCV at current levels is secured to June 30 2015. Depending on RCV securing ongoing funding, or whether it needs to adapt to lower funding support levels, RCV has an important role to play on behalf of its members.


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Policy and Council Plan Implications Nil. Communication Implications Nil. Conclusion Council has an opportunity to review the draft and provide any inputs or feedback to RCV. A copy of draft plan and other material has been earlier circulated to all Councillors. If there is specific feedback by Councillors, can I seek this feedback be provided in writing prior to the Council meeting. OFFICER RECOMMENDATION Nil

Attachments:

No. Name RecFind Ref 12.6.1 Rural Councils Victoria – Draft

Strategic Plan for Council consideration

14/001265


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13.0 INFRASTRUCTURE DEVELOPMENT AND WORKS

13.1 CORELLA MANAGEMENT PROGRAM

FILE NUMBER: PS0022

REPORT AUTHOR: ADRIAN SCHMIDT, ANIMAL CONTROL OFFICER

FOR DECISION

Introduction At the Special Meeting of Council on 7 February 2013, to consider the item “Corella Shooting/ Scare Program- Edenhope and Surrounds’, Council requested a policy be developed for the Management of Corellas within the Edenhope Township.

Moved: Councillor W. Wait

Seconded: Councillor Hawkins

That Council develop a policy in relation to the management of Corellas within the Edenhope Township in accordance with Department of Sustainability and Environment guidelines and seek a meeting to discuss the matter further with the Department of Sustainability and Environment.

Unanimously Carried

This report is the review of the first year of operations for this program. Background Council determined a budget of $80,000 (including officer salary) for 2013-2014 be dedicated for managing Corellas in townships and at the Special Meeting of Council 7/2/2013 resolved to develop a policy in relation to the Management of Corellas. An officer was appointed 10 June 2013. Corellas are a highly social species and have scout or lead birds to reconnoitre sites ahead of the main population. Large numbers of Corellas are known to roost and feed in towns, farms and bush land across the West Wimmera Shire. The Corella roosting period generally commences in October through to April depending on seasonal weather variations. During this time they migrate to townships where there they have access to water and feed. Corellas cause damage to trees, (native and ornamental street and park trees) create noise issues and anecdotally damage to buildings and infrastructure. A Corella Management Program 2013-2014 was developed and endorsed by Council. The program was a trial of new technologies with a review and consideration of


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continuation of the program to be held April 2014. Risk Management Implications Any use of firearm has a risk. This risk has been and will continue to be mitigated by Firearms Safety Training, risk assessments and safety procedures. Public safety may be affected if entering a shooting zone. This risk is mitigated by the Safe Work Place procedures and Firearms Safety Training. Traffic management at entry points and an exclusion zone will further reduce the risk to public. Legislative Implications Wildlife Ac 1975 Firearms Act 1996 Prevention of Cruelty to Animals Act 1994 Catchment and Land Protection Act 1994 Environmental Implications Corellas in plague proportions are a direct threat to:

• endangered species of flora, • localised native fauna such as South-Eastern Redtail Black Cockatoos by

competing for nesting sites • parks and gardens ornamental and decorative trees.

Causation of costly damage and destruction to:

• residential assets and property • sporting recreation facilities:

o the synthetic turfs of the Edenhope Bowling Club and Edenhope College (replacement cost of $ 1.3 million) and;

o the ‘greens’ of the Edenhope Golf Course. Financial and Budgetary Implications The summation of cost for the 2013 Corella Management Plan (excluding Officer salary) is: Shooters’ wages $ 8,072 Asset materials purchased e.g. Signs, Bird deterrents, Guns $ 8,414 Consumables e.g. Bullets, Bird fright. $ 8,053 Licences and permits $ 634 Unpresented consumables $ 1,300 Unpresented Assets $ 700 Firearms Training to be completed $ 5,000 Total Cost $32,173 ex GST


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$45,600 is the predicted budget for the 2014 Corella Management Plan 2014 if program is continued. Policy and Council Plan Implications West Wimmera Shire Council Corella Management Plan 2013-2017 West Wimmera Shire Council Plan Strategic Action 2:2:3 Communication Implications The Corella management program was promoted in several ways including media (advertising in local papers), West Wimmera Wire Newsletter and information posted on Council’s web site. Community feedback on the program was sought during March 2014. Both negative and positive comments about the program were received from members of the public (see below). Conclusion The Corella Management Plan 2013 was a success in relation to managing numbers.

Two matters from the trial program were extremely effective and would be utilised in the 2014 program if reinstated they are:

• the early roll out of the program which inhibited the Corellas establishing in the towns and

• the ‘mixed’ approach.

Community feedback on The Corella Management Plan 2013 was advertised in the local papers. Council received 11 responses in total: 6 in favour (including 2 from the caretakers of the synthetic turfs Edenhope) and 5 against the program. They are listed as an accompanying attachment for perusal.

Overview of the Corella Management Plan 2013: Dispersing the Corellas at Kaniva didn’t work as well as at Edenhope due to the town layout and lack of wetlands habitat nearby. This was clearly displayed the weekend of duck opening in the Edenhope area, where a large mob of Corellas returned to Edenhope for a short period of time due to the shooting at the outlying swamps. The timing of bird fright cartridges at Kaniva being earlier (6.00pm till 7.15pm) compared to Edenhope (8pm till 9.30pm) allowed the Corellas to roost in Kaniva. From 8.00 pm till dusk is the optimum time to disperse the Corellas from roosting for the evening. At Kaniva the larger mob of Galahs had quite an impact. The Galahs tended to disperse within the town taking some Corellas with them.


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West Wimmera Shire Council was the first in Victoria (more permits) to use a new banging and screaming bird fright cartridge product imported from New Zealand. This product is used mainly at airports to disperse birds and is half the cost of similar products with a better result. The Budget for the upcoming season is based on a heavy shooting program as was last season however, if not required due to successful deterrent activities the budget will be considerably less. The listed amount of $45,600 needs to be accepted as this is only the 2nd year and Corella deterrent is still uncertain. Once the deterrent activity has been exhausted the live shooting will be conducted. Live shooting has a higher social impact and financial cost to Council thus all effort is applied to avoid live shooting. Possible Improvements for the Corella Management Plan 2014: Some possible changes to this year’s program if reinstated will be a second Bird fright cartridge launcher to be used in Kaniva. The best time to disperse the Corellas is at 8.00 pm till 9.30pm thus one person cannot be in Kaniva and Edenhope at the same time. I will monitor the Corellas at Kaniva and if not dispersing over the breeding season some trapping in early spring to reduce the constant numbers maybe an option. Late Last season at Edenhope we invited the residents from the caravan park to the Shire depot while shooting was being conducted. This was well received and would continue next year. Text messages will be sent to residents before shooting commences advising them when the Corella program is about to be conducted, however this would only benefit people with mobile phones. General media information will still continue. OFFICER RECOMMENDATION That Council continue with the West Wimmera Shire Council Corella Management Plan 2013-2015 and approves a Budget of $45,600 for the proposed 2014 program operations.

Attachments:

No. Name RecFind Ref 13.1.1 Summation of Budget Corella

Management Plan 2014 14/001351

13.1.2 Combined list of correspondence received regarding Corella Management Plan 2013

14/001350


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13.2 LICENSED UNUSED ROAD – PARISH OF BRINGALBERT

FILE NUMBER: PS0007 REPORT AUTHOR: GILLIAN BRADSHAW, PLANNING OFFICER FOR DECISION Introduction Council has received a written request from The Committee of Management (COM), for the Lake Bringalbert Foreshore to open Hamilton Lane which is located through Crown Allotment 41, north of allotment 39, north and east of allotment 3, no section, Parish of Bringalbert. Refer attachment. Hamilton Lane is currently leased by Hawkins Bringalbert Pty Ltd from the Department of Environment and Primary Industry (DEPI). Refer attachment. Background Lake Bringalbert is a very popular recreational lake approximately 15 kilometres north east of Apsley. The Lake is used for camping, waterskiing and other water recreational activities, with visitors travelling long distances to access the Lake. The COM has in the last few years been progressively improving the amenities at Lake Bringalbert by erecting two picnic shelters, enclosed fire pits and a picnic table, and most recently installed portable chemical toilets, all of which have enhanced the amenity of the area. Hamilton Lane currently has three gates at intervals on the Lane and these are used by the Lessee when moving livestock along the Lane. The gates are not locked and can be opened by the general public when necessary. The road surface of Hamilton Lane is not maintained by the Lessee and visitors and members of the COM would like to have the road surface improved and maintained to provide safe travel along the road. The COM has written to Council requesting that the road surface be improved. Refer attachment. The COM has formally requested Council to declare that the road be opened and that the Department of Environment and Primary Industries (DEPI) then revoke the license, therefore bringing the road under the control of Council which would then ensure that the road is improved and maintained with a safe trafficable surface. Risk Management Implications Under the Road Management Act, once the road is declared an open road it will fall under Council responsibility, and the gates will need to be removed to allow the public free access along the road once again.


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Legislative Implications The Local Government Act 1989, Sections 204(1),(2),and (3), 205 and 206 relate to road openings and Councils responsibility. This road would also be subject to the care and responsibility of Council under the Road Management Act 2004. The following relevant sections of the Local Government Act 1989 are provided in full for Council information:

204 Council may declare a road to be a public highway or to be open to the public (1) A Council may, by notice published in the Government Gazette, declare a

road in its municipal district to be a public highway for the purposes of this Act.

(2) A Council may, by resolution, declare a road that is reasonably required for public use to be open to public traffic.

(3) A road does not become a public highway by virtue of a Council resolution made under subsection (2).

205 Councils to have the care and management of certain roads (1) A Council has the care and management of— (a) all public highways vested in the Council; and (b) all roads that are the subject of a declaration under section 204(2);

and (c) all public highways on Crown land and roads vested in a Minister

(other than freeways and arterial roads within the meaning of the Road Management Act 2004 and public highways and roads vested in a public authority); and

(d) all roads that the Council has agreed to have the care and management of.

(2) This section is subject to the Road Management Act 2004.

206 Power of Councils over roads (1) The powers of a Council in relation to roads in its municipal district

include the powers set out in Schedule 10. (2) Except as provided in section 207B(1), the exercise of a power under

clause 2, 3 or 8(1)(a) of Schedule 10 does not in itself vest the land in a Council.

Environmental Implications There are no environmental implications in this matter, as there is no requirement to remove native vegetation for access. Council does not have to undertake any works to the road to provide access to Mr Farrell.


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Financial and Budgetary Implications There are no financial costs involved other than a newspaper advert. DEPI are responsible for all other costs involved. Council would need to maintain the road if it was no longer leased. Road maintenance would be basic as per Council’s Road Management Plan for similar roads, i.e. initially a basic formation followed by a once every two years grading. This would constitute less than a day’s work every two years and would be easily absorbed into recurrent works of Council.

Policy and Council Plan Implications The proposal complies with the Council Plan, Goal 2, Outcome 2.4 A safe and efficient transport network 2.4.1 Ensure appropriate management and development of roads, bridges, footpaths and shared paths

• By adherence to the Road Management Plan

Outcome 2.6 Attractive and user-friendly parks, gardens and streetscapes 2.6.1 Provide accessible and sustainable parks and open spaces that provide opportunities for passive and active recreation

• By maintaining community parks and playgrounds Communication Implications Robyn Evans, General Manager Infrastructure Development and Works, has written to the COM outlining the process to facilitate the opening of a leased road. It is standard practice to advertise the proposed opening of a road in a local newspaper and to advise adjoining landowners in writing of the proposal. This would include the person who currently leases the road from the DEPI. Conclusion The COM has submitted a formal written request to have the road known as Hamilton Lane opened for free and clear access by the public. All necessary requirements have been met and Council may now consider the matter.


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OFFICER RECOMMENDATION

1. That Council consider the cancellation of the leased road known as Hamilton Lane which is located through Crown Allotment 41, north of allotment 39, north and east of allotment 3, no section, Parish of Bringalbert, as shown on the attachment, under Section 204 (1), (2) and (3) of the Local Government Act 1989, and the road to be declared open.

2. That a notice be placed in the local newspaper and adjoining landowners and occupiers be advised in writing of the request for the proposed road opening, with a period of 28 days to respond.

3. That the Department of Environment and Primary Industry be notified of the request for the proposed road opening and be requested to cancel the current road lease.

Attachments:

No. Name RecFind Ref 13.2.1 Letter from Lake Bringalbert Foreshore

COM requesting road opening 14/001122

13.2.2 Copy of DEPI Road lease to Hawkins Bringalbert Pty Ltd

14/001122

13.2.3 Letter from Lake Bringalbert Foreshore COM requesting road improvement

13/004736

13.2.4 Letter from GMIDW to COM 14/001342 13.2.5 Plan of Lake Bringalbert


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14.0 CORPORATE AND COMMUNITY SERVICES

14.1 PROPOSED WEST WIMMERA SHIRE YOUTH COUNCIL –

CHALLENGES IN ESTABLISHMENT

FILE NUMBER: CS0075

REPORT AUTHOR: BRONWYN FISCALINI – YOUTH OFFICER & VENKAT

PETETI – GENERAL MANAGER CORPORATE & COMMUNITY SERVICES

FOR DECISION

Introduction In the General Committee of Council meeting held on 21/10/2011, it was resolved: That Council establish a working group which includes interested Council members, relevant office staff and members of the community experienced in this area to move this project further. The task of this working group would be to establish a model for the Youth Council and to explore finding opportunities available to do this and to then bring this back to Council for further decision This report discusses challenges faced by officers to implement the resolution and seeks Council consideration to rescind the resolution made 21 October 2011 to consider the establishment of a Youth Council. Discussion Establishing a Youth Council for West Wimmera Shire Council is a challenging exercise. In order to ensure representation for all community members the Youth Council must have representatives from across the Shire. Recruiting and managing members across the Shire for Youth Council would require significant amount of time commitment from the Youth Officer. Currently the Youth Officer is employed on the basis of 0.6 FTE (3 days a week). It is estimated that to manage a proposed Youth Council initiative, the officer would need to be engaged for a further 4 hours per week. There is currently no separate budget allocated to this initiative. It is estimated to run Youth Council initiative will costs Council a minimum $10,000 each year. The $10,000 estimate does not include the labour cost. Officers have applied for Youth Inclusion grants twice in the last 18 months however were unsuccessful in obtaining the grants on both occasions. In the last two years Council organised Youth Art at Lake Charlegrark event. This event was well received by the community and has potential to become a regional wide event.


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Our existing human resources do not provide resources to run both Youth Council and Youth Art at Lake Charlegrark events. Council has recently agreed to provide in principle support to the Rural and Remote Engagement (RARE) program for the next two years. Support to RARE program will require budgetary support for an additional $23,000 per annum. Officers believe that considering the new cost pressures in the community services area, it will be a challenge to allocate funds to run Youth Council. Risk Management Implications Not commented on Legislative Implications Not commented on Environmental Implications Not commented on Financial and Budgetary Implications It is estimated that organising a Youth Council will cost Council over $10,000 per annum. Currently no budget was allocated in 2013-14 and no budget was proposed for 2014-15. If Council decides to undertake the establishment of Youth Council, an additional allocation of $10,000 PA will be needed in 2014-15 and 2015-16 budgets. Policy and Council Plan Implications Not commented on Communication Implications Not commented on Conclusion There are various advantages having a West Wimmera Shire Youth Council, however without proper resource allocation it is not possible to establish and operate a Youth Council. There were two genuine efforts made by officers to apply for grants, both being unsuccessful. Considering the other cost pressures in the community services area it is a challenge to allocate separate funds for this initiate.


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OFFICER RECOMMENDATION In relation to the establishment of a Youth Council and further to General Committee resolution of 20 October 2011; That Council rescind the resolution made on 20 October 2011 to establish a Youth Council for West Wimmera Shire:

That Council establish a working group which includes interested Council members, relevant office staff and members of the community experienced in this area to move this project further. The task of this working group would be to establish a model for the Youth Council and to explore finding opportunities available to do this and to then bring this back to Council for further decision

Attachments: Nil


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14.2 ADVISORY COMMITTEE OF COUNCIL – EDENHOPE APSLEY AND

SURROUNDS SOCIAL INFRASTRUCTURE ADVISORY COMMITTEE

FILE NUMBER: ED0078 REPORT AUTHOR: VENKAT PETETI, GENERAL MANAGER CORPORATE AND COMMUNITY SERVICES FOR DECISION Introduction This report provides Council with an opportunity to consider the draft Terms of Reference for a proposed advisory Committee of Council – Edenhope, Apsley and Surrounds Social Infrastructure Advisory Committee. Background At its meeting on 21 March 2013, Council resolved: That Council; 1. Acknowledge the need for Social Infrastructure Master Planning and consider

supporting the need for Master Planning in all future plans and strategies; and 2. Consider allocating $30,000 towards the Master Plans for Social Infrastructure in

the 2013-14 budget to support matching funding required to attract grants available to undertake Master Plans for Social Infrastructure across West Wimmera Shire; and

3. Authorise General Manager Corporate and Community Services to provide expression of interest for Social infrastructure study grants for $30,000 towards Kaniva and surrounding areas social infrastructure master plan and feasibility study for proposed project at Kaniva Show Grounds and Recreation Reserve in April 2012.

Since this time, Council was successful in receiving two grants of $30,000 each under putting locals first. The First grant was to undertake feasibility study in Kaniva and Surrounds which is nearing completion and the second one is for Edenhope and Apsley and surrounds. Attached to the report is a draft Terms of Reference (TOR) for the Edenhope, Apsley and surrounds Social Infrastructure Advisory Committee. The TOR outlines to objectives and responsibilities of the Committee, the structure of the Committee and its meetings and the code of conduct for members. The Committee is an advisory committee only and has no powers delegated to it by Council. All recommendations resolved by the Committee must be referred to Council for consideration and ratification. The main objective for the Committee is to work towards the improvement of social infrastructure throughout Edenhope, Apsley and surrounding districts for the benefit of the entire community. The Committee will be charged with identifying and prioritising social


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infrastructure needs for the entire community to develop a Master Plan for the next 10 years, 2014-2024 for Edenhope, Apsley and surrounding districts. A process is underway to appoint a consultant to undertake the Master Plan. Risk Management Implications Not commented on Legislative Implications Local Government Act 1989 LGA89 extract – S3 definitions advisory committee means any committee established by the Council, other than a special committee, that provides advice to— (a) the Council; or (b) a special committee; or (c) a member of Council staff who has been delegated a power, duty or function of the Council under section 98 Environmental Implications Not commented on Financial and Budgetary Implications Council has allocated $40,000 in 2013-2014 budget for Recreation Reserve Audits. Council was successful in receiving $30,000 funds through Putting Locals First Grants. Policy and Council Plan Implications In the Council Plan 2013-17 Council resolved to improve community amenity through strategic objective 2 which reads as “Strategic Objective 2: Increased community amenity - protect unique values of our rural communities”. Current project provides inputs to achieve the actions listed under strategic objective 2. Communication Implications Community engagement is critical for the master plan process. Appropriate communication measures would need to be adopted to keep the community informed and engaged in these processes. It is essential to have community buy-in in these master plans hence Council should consider submissions on all draft plans. Conclusion By adopting the Terms of Reference for the Advisory Committee – Edenhope, Apsley and Surrounds Social Infrastructure Advisory Committee, Council will be able to proceed with this important feasibility study. The outcomes of the study will give strategic direction in relation to Social Infrastructure for the next 10 years.


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OFFICER RECOMMENDATION That Council:

1. Approve the Terms of Reference (TOR) for Advisory Committee – Edenhope Apsley And Surrounds Social Infrastructure

2. Authorise General Manager Corporate and Community Services to be the ex- officio of the committee

3. Nominate Councillor(s) (name to be inserted) to represent Council in the Advisory Committee – Edenhope Apsley And Surrounds Social Infrastructure

4. Authorise General Manager Corporate and Community Services to establish The Advisory Committee – Edenhope Apsley And Surrounds Social Infrastructure to be comprised of one member each from various sporting , community and service organisation as per the Terms of Reference for Advisory Committee – Edenhope Apsley And Surrounds Social Infrastructure

Attachments:

No. Name RecFind Ref 14.2.1 Terms of Reference (TOR) for

Advisory Committee – Edenhope Apsley and Surrounds Social Infrastructure

14/001443


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14.3 REVITALISING RURAL RETAIL STREETLIFE - EDENHOPE

FILE NUMBER: ED0044 REPORT AUTHOR: VENKAT PETETI, GENERAL MANAGER CORPORATE AND COMMUNITY SERVICES FOR DECISION Introduction West Wimmera Shire has secured $20,000 funding to participate in The Revitalising Rural Retail project. The project aims to give local retailers specific insights into drivers, trends and preferences for residents as well as facilitating collaboration between council, traders and local business industry groups to identify opportunities to revitalise the local retail precinct. The Revitalising Rural Retail project was initiated by Rural Council’s Victoria and in the Wimmera Region the Project is co-ordinated by Wimmera Development Association. Collective procurement practice was adopted to engage suitable consultants for this project and SOCOM were selected through the process. As part of this project SOCOM did extensive study on strengthening retail sector in Edenhope and presented the finding to traders at Edenhope. SOCOM also conducted a workshop with retailers in Edenhope to identify three projects that could revitalise the retail sector. Out of the three projects identified Council must select one project for which SOCOM will provide a project plan to implement the project. The other projects identified and the information captured will be referred to the Economic Development Strategy for future action. This report presents three project ideas coming from the workshop conducted at Edenhope on 19th March 2014 and ask Council to select one project / idea from the three presented. Discussion Workshops with Edenhope retailers were held on Wednesday 19 March 2014.

During the workshop retailers were asked to keep the results of the ‘Edenhope Revitalising Rural Retail – research report’ (attached) in mind, as well ideas in the Rural Retail Handbook.

Key findings from the research report Residents rated the following reasons as most important in their decision to purchase items or services out of town or online:

• Bigger range (8.5/10)


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• Unique products and services (8.2/10) • Cheap prices (7.9/10) • Already travelling out of town for other reasons (7.4/10).

Retailers seemed well in tune with their residents’ needs as they listed similar reasons why locals who shop out of town:

• Already travelling out of town for other reasons (8.5/10) • Convenience of shopping centres with everything under one roof (8.5/10) • Cheap prices (8.4/10) • Bigger range (8.1/10) • Unique products and services (8.0/10).

Clearly, bigger ranges/unique products services, and cheaper prices, are key factors influencing where residents choose to shop. The strategies rated most highly by retailers, and their own suggestions to improve local retail, focussed on:

• Improving the appeal of the local shopping area • Increasing the number of potential shoppers (both tourists and new local

residents).

It is worth noting that retailers also made special mention of improving the appeal of the lake as a major tourist attraction; specifically on keeping it filled as much as possible. These strategies do match up to certain extent with the residents’ responses, except that the key resident issues of broader product/service ranges and cheaper prices does not get the attention from local retailers that would reflect its importance to residents in their reasons for shopping out of town or online, and also were reflected in residents’ most favoured strategies to increase their own spending in the town.

During the Edenhope workshop, it was noted that the survey results and also discussions during the town walk identified the water levels of Lake Wallace as the major concern for many residents and retailers. There is an overwhelming feeling from residents and retailers that to attract visitors and bring investment to the region, Lake Wallace needs to be filled. While this was identified as the key opportunity to improving the retail by many working group members, it was decided that it was outside of the scope of the Streetlife project to solve this issue.

The working group was also asked to describe the town’s personality keeping in mind that this could be developed into a brand / theme for any potential projects or campaigns.

Town personality

• Writers • Arts • Wetlands (25% of the wetlands in Victoria are located close to Edenhope)


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• Red-tail Black Cockatoo • More bird varieties than Kakadu • Rare Orchid • Wool • Location – only 1 hour from many destinations

After the extensive discussion the following three projects were selected by participants to present to Council. Project 1

Fresh eyes for Edenhope

- Use local and regional expertise to take a fresh look at local businesses and offer advice to retailers about merchandising (product mix), window displays and visual merchandising, customer services, business processes and systems.

- Use experts to do the same if / when appropriate - Organise participating Edenhope retailers to do retail tours / visits of successful

retailers in other towns / regions

Project 2

Hello Edenhope

- Information about town and retail offerings for visitors and residents - Signage leading into town about the retail precinct - Signs for caravans and visitors to stop / park - Build on activity around central seating area adjoining Bendigo bank, public

toilets and Bus Bays (tourist stop), could be enhanced to encourage visitors to stay or draw them into the main street – e.g. Take advantage of blank walls (near Bendigo Bank) and use to promote precinct

- Opportunity for new Art Gallery to also have tourist information about Edenhope to compensate for the official information centre being in the wrong spot

- Create ambassadors for the town by skilling retail staff about town amenities and other businesses

- Encourage retailers and businesses to engage in cross-promotion

Project 3

Paint the Town Red-Tail / Peak-a-bird

- Link the unique natural attractions of the area to an attraction in the main street - Use bird artwork to indicate each new shop (paintings or sculptures branded for

each different retailer), a trail of discovery


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- Create a trail up and down Main street, improves the legibility of the street, identifying the extents of the retail area

- Links with red-tail gallery, promotes this new asset/ attraction– something unique to Edenhope!

- May include trails around Lake Wallace - Opportunity to include a mural on town hall – enhance the attractiveness of this

building - May include temporary and regularly changed sculptures in the round-about

Benefits and barriers for each of the ideas above were provided in the SOCOM report, which was provided as an attachment. Risk Management Implications Not commented on Legislative Implications Not commented on Environmental Implications Not commented on Financial and Budgetary Implications It is unclear at this stage how much each idea will cost to implement. However it is possible to allocate contribution of up to $15,000 to implement an idea. Also, Council could leverage opportunities from Putting Locals First or any other relevant grant and leverage community pro bono assistance to advance any idea further. Policy and Council Plan Implications In the Council Plan 2013-17 Council resolved to support existing businesses. Revitalising Rural Retail project aims to achieve Council’s strategic priorities to strengthen the rural retail and support existing businesses. Communication Implications Not commented on Conclusion Revitalising Rural Retail project provided clear insights to the leakages of retail sector in Edenhope, these findings will be referred to the Economic Development Strategy preparation and an action plan will be identified to implement the ideas came from the workshop


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OFFICER RECOMMENDATION In relation to the recently conducted Edenhope Revitalisation Rural Retail workshop conducted 19 March 2014 That Council:

1. Receives and notes the report and workshop findings for the Edenhope Revitalising Rural Retail workshop session held 19 March 2014 ; and

2. Approve project ....................................................................... to be the preferred project supported by Council to be developed into a full project plan by SOCOM in relation to Edenhope.

Attachments:

No. Name RecFind Ref 14.3.1 Revitalising Rural Retail workshop

report - Edenhope 14/001444

14.3.2 Pre-workshop research report for Revitalising Rural Retail - Edenhope

14/001444


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14.4 REVITALISING RURAL RETAIL STREETLIFE - KANIVA

FILE NUMBER: ED0044 REPORT AUTHOR: VENKAT PETETI, GENERAL MANAGER CORPORATE AND COMMUNITY SERVICES FOR DECISION Introduction West Wimmera Shire has secured $20,000 funding to participate in The Revitalising Rural Retail project. The project aims to give local retailers specific insights into drivers, trends and preferences for residents as well as facilitating collaboration between council, traders and local business industry groups to identify opportunities to revitalise the local retail precinct. The Revitalising Rural Retail project was initiated by Rural Council’s Victoria and in the Wimmera Region the Project is co-ordinated by Wimmera Development Association. Collective procurement practice was adopted to engage suitable consultants for this project and SOCOM were selected through the process. As part of this project SOCOM did extensive study on strengthening retail sector in Kaniva and presented the finding to traders at Kaniva. SOCOM also conducted a workshop with retailers in Kaniva to identify three projects that could revitalise the retail sector. Out of the three projects identified Council must select one project for which SOCOM will provide a project plan to implement the project. The other projects identified and the information captured will be referred to the Economic Development Strategy for future action. This report presents three project ideas came from the workshop conducted at Kaniva on 18th March 2014 and ask Council to select one project / idea from the three presented. Discussion Workshops with Kaniva retailers were held on Wednesday 18 March 2014.

During the workshop retailers were asked to keep the results of the ‘Kaniva Revitalising Rural Retail – research report’ (attached) in mind, as well ideas in the Rural Retail Handbook.

Key findings from the research report Residents rated the following reasons as most important in their decision to purchase items or services out of town or online:

• Unique products and services (8.1/10) • Bigger range (8.0/10)


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• Already travelling out of town for other reasons (7.5/10). Retailers seemed well in tune with their residents’ needs as they listed similar reasons why locals who shop out of town:

• Bigger range (9.2/10) • Already travelling out of town for other reasons (8.7/10) • Unique products and services (8.5/10). • Cheap prices (8.4/10).

Clearly, bigger ranges/unique products services, and cheaper prices, are key factors influencing where residents choose to shop. The strategies rated most highly by retailers, and their own suggestions to improve local retail, focussed on:

• Improving the appeal of the local shopping area • Increasing the number of potential shoppers (both tourists and new local

residents).

The working group was also asked to describe the town’s personality keeping in mind that this could be developed into a brand / theme for any potential projects or campaigns.

Town personality

• Warm and friendly • Green and pretty • Good customer service • Good coffee • Gourmet pies • Agriculture and local produce • Sheep • Broad acre grains • Chickpeas • Pasta – durum wheat • Olive oil (big employer) • Pistachios • Carrot farm • Yabbies


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After the extensive discussion the following three projects were selected by participants to present to Council. Project 1

Thank-you for shopping locally

• Communication campaign to educate locals about the benefits of shopping locally • Coordinated 12 month communication plan incorporating the following channels:

local newspaper, council newsletter, Kaniva Facebook page, Kaniva website, in store, resident led communication, advertisements in local directory

• The campaign would use positive reinforcement and reward loyalty • Retail staff profiles in store and in the local newspaper would put a humanistic

spin on local business and send the message to residents – ‘thank you for shopping locally; you’ve helped to keep a local job for me’.

• The Kaniva ‘local of the month’ is a chance for retailers to publicly thank their loyal customers for their support and patronage

• Regular stories about retailers giving back to the community will send a message to residents ‘thank you for shopping locally, you’ve helped us <support your local football club>’, for example.

• ‘I love Kaniva retail’ bumper stickers helps to create a social norm around shopping in local businesses, foster community spirit and create a sense of pride among residents

• ‘Pay it forward’ within local businesses

Project 2

Unified street art

• Relate to town character ‘farming, agriculture’ • Improve legibility by incorporating information about the business • Consider art on building roof tops with appropriate lighting • Consider night projections of buildings using Percy Leason animations • Involve other local artists including Bob Marchant’s Wimmera series which

depicts shire life in the 1950s • Include locals by running a competition to vote for the winning artwork

Project 3

Entrance and access signage project

• Signage to let passers-by know where to stop (especially caravans and bigger vehicles)

• Signage and way fining improvements to make it easier to find out what is in the street and where it is located (‘town directory’ currently not very easy to use)


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• Make both sides of the main street easier to access and more legible for visitors • Utilise tops of buildings in unified approach • Incorporates town branding

Benefits and barriers for each of the ideas above were provided in the SOCOM report, which was provided as an attachment. Risk Management Implications Not commented on Legislative Implications Not commented on Environmental Implications Not commented on Financial and Budgetary Implications It is unclear at this stage how much each idea will cost to implement. However it is possible to allocate contribution of up to $15,000 to implement an idea. Also, Council could leverage opportunities from Putting Locals First or any other relevant grant and leverage community pro bono assistance to advance any idea further. Policy and Council Plan Implications In the Council Plan 2013-17 Council resolved to support existing businesses. Revitalising Rural Retail project aims to achieve Council’s strategic priorities to strengthen the rural retail and support existing businesses. Communication Implications Not commented on Conclusion Revitalising Rural Retail project provided clear insights to the leakages of retail sector in Kaniva, these findings will be referred to the Economic Development Strategy preparation and an action plan will be identified to implement the ideas came from the workshop


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OFFICER RECOMMENDATION In relation to the recently conducted Kaniva Revitalisation Rural Retail workshop conducted 18 March 2014: That Council:

1. Receives and notes the report and workshop findings for the Kaniva Revitalising Rural Retail workshop session held 18 March 2014 ; and

2. Approve project ....................................................................... to be the preferred project supported by Council to be developed into a full project plan by SOCOM in relation to Edenhope.

Attachments:

No. Name RecFind Ref 14.4.1 Revitalising Rural Retail workshop

report - Kaniva 14/001445

14.4.2 Pre-workshop research report for Revitalising Rural Retail - Kaniva

14/001445


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15.0 LATE ITEMS OF BUSINESS

Pursuant to Local Law No.7 (2012), Meeting Procedure and Common Seal Local Law 2012, West Wimmera Shire Council:

25. Urgent Business Business must not be admitted as urgent business unless it:

i. Relates to or arises out of a matter which has arisen since distribution of the agenda; and

ii. Cannot safely or conveniently be deferred until the next Ordinary Meeting.

16.0 SEALING SCHEDULE

Nil. 17.0 QUESTIONS FROM THE GALLERY

18.0 CONFIDENTIAL (PURSUANT TO SECTION 89 LGA 89)

RECOMMENDATION

That Council pursuant to section 89(2) (d) Contractual Matters and (f) Legal advice of the Local Government Act 1989 close the meeting to members of the public at ....... pm to resolve on matters pertaining to the following items:

18.1 SUPPLY OF MEALS FOR DELIVERY

18.2 SUPPLY & DELIVERY OF CENTRE BASED MEALS

RECOMMENDATION

That the resolutions pertaining to Confidential / In-Camera items be adopted and made public and that the reports for those items remain In-camera and that Council open the meeting to the public at ..... pm.

MEETING CONCLUDED: NEXT MEETING: 15 MAY 2014 EDENHOPE COUNCIL CHAMBER

West Wimmera Shire Council · 2018-01-21 · West Wimmera Shire Council will work in partnership...

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