OCM Appendix Master (A781185) · 2016-17 Guidelines will be revised and reissued to support delivery of the new contract. Existing providers and Department of Education and Training

Hobsons Bay City Council 8 August 2017

Ordinary Council Meeting Agenda

Appendix 2

Chief Executive Officer – Report on Operations

CHIEF EXECUTIVE OFFICER

REPORT ON OPERATIONS

July 2017

Issue 8 Published August 2017

Presented at the Ordinary Council

Meeting of Council on 8 August 2017

The CEO Report on Operations is a regular report that is published by the Hobsons Bay City Council .

The purpose of this report is to inform Council and the community of recent issues, initiatives and projects undertaken across Council. It will be provided on a monthly basis and replaces Service Reports previously presented at Council Meetings.

CEO Update A proposed refresh of the Council’s organisational

structure was released to staff for comment during

late June and early July. A large number of

submissions were received, many in support of the

proposed alterations, along with additional and/or

alterations. After consideration of all views, the CEO

finalised the updated structure which positions the

organisation to effectively deliver on the objectives of

the new Council Plan and Hobsons Bay 2030.

The CEO’s advocacy activities during July included

meetings with the recently appointed CEO of the

Victorian Planning Authority, the CEO of Cohealth, and

the Public Transport Ombudsman.

Local Government Victoria recently launched the

Listen Learn and Lead Gender Equity to the sector, and

the CEO was invited to participate in a panel to discuss

learnings from the pilot program. The program was

recently implemented at Hobsons Bay, and is leading

to the establishment of an internal collaborative

working group to develop and guide implementation

of a gender equity action plan.

With the Mayor, the CEO attended some sessions of

the EcoCity World Summit, a significant global event

held every two years, and staged this year for the first

time in Melbourne. It was last held in Australia in

Adelaide, in 1992. The Mayor participated in a panel

session on local actions to meet global climate

mitigation and adaptation targets.

Chris Eddy Chief Executive Officer

5

Contents

CEO Update .................................................................................................................... 3

Contents ......................................................................................................................... 5

Delivering for our community........................................................................................ 6

Organisational Update ................................................................................................. 12

Planning, Building and Health Update ......................................................................... 13

Planning Scheme Amendments ................................................................................... 16

Strategy and Advocacy................................................................................................. 17

Our Performance ......................................................................................................... 19

Financial Management................................................................................................. 21

Enhancing our community ........................................................................................... 23

6

Delivering for our community Jane Austen’s 200 Anniversary Jane Austen's 200 Anniversary was celebrated on 17 July at Newport Library with the Newport Strings joining in for a wonderful night of music and words. Everyone enjoyed the open mic section for members of the audience to share what they love best about Austen and her fine tradition of writing.

Scamming information session Nearly one in five older Victorians have fallen victim to an online scam. In response to this need for increased community awareness of online safety, an information session, delivered in partnership with Consumer Affairs Victoria, was held at Altona Library on Thursday 20 July.

Diversity Submissions have closed for the draft Reconciliation Action Plan. Submissions are currently being reviewed and community recommendations are being integrated into the draft plan. The next phase will see the plan submitted for endorsement by Reconciliation Australia.

2018 Community Grants Program Applications are currently open for the grants program, closing on 2 August. Throughout June/July the Community Grants Program offered Free Grant Writing Workshops and Drop in Sessions at the Libraries to assist local groups and organisations to prepare grant applications. The sessions were very popular with 61 residents attending, representing 55 different community groups and organisations.

Sons of the West 2017 Sons of the West is in the final weeks of the 2017 Premiership Season. There are approximately 120 participants in the program across both the Newport and Laverton sites. A graduation for the participants of the Premiership Season was held at the Civic Centre on Monday 31 July.

Cultivate Capacity The Cultivate Capacity Graduation Ceremony held on Monday 17 July provided an opportunity to celebrate the pilot governance training program, which is a six month pilot program, providing face to face workshop lectures on community governance including an online component. The celebration on July 17 provided highlights from program participants, speeches and awards.

Members of the Vietnamese Association in Hobsons Bay

Members of Friends of Market Street Reserve

Come Dine With Me – Hobsons Bay Interfaith Network Midwinter Feast The Hobsons Bay Interfaith Network, with support from Council hosted a midwinter feast at Williamstown Town Hall on Friday 30 June. The gathering brought together over 130 people from diverse faith and cultural backgrounds to share food and engage in an interfaith dialogue. The Venerable Bill Beagely of Holy Trinity Church of Williamstown (also a regular act in the Melbourne International Comedy Festival) hosted a special trivia session that brought people of different faiths together to learn about each other in a fun and humorous way.

7

Tour of Australian Islamic Centre new mosque At the invitation of Abdul Kamareddine (former Multicultural Advisory Group member) on behalf of the Australian Islamic Centre, Council’s former advisory groups, Councillors and staff attended an informal gathering and BBQ along with a tour of the new mosque on Saturday 15 July. It was a great opportunity for some of our active community members to step inside and learn about the Islamic community’s journey to create this sacred space.

Smalltalk Playgroups The recruitment process has been finalised and a facilitator has been appointed to the Arabic speaking playgroup. Two community member playgroup facilitators attended the Small Talk Training in July.

Occasional Care Bookings for term three have been taken and the 10 permanent spots on both days (Thursday and Friday) were filled quickly with five new families taking up a spot. All families that missed out on a permanent place are now on the waiting list.

Kindergartens Preparation for the allocation of kindergarten places for 2018 has commenced.

School Focused Youth Service funding School Focused Youth Service funding will be continued for 2 years to December 2019. The current 2016-17 Guidelines will be revised and reissued to support delivery of the new contract. Existing providers and Department of Education and Training staff will collectively explore priority program improvements to feed into the development of new updated 2018-19 Guidelines.

FReeZA partnership UP will be the first to run an audio and video editing component utilising the recording studio at Newport Community Hub. The video editing component was hosted on 6 July and the audio editing was held on 13 July. The purpose of these training days was to upskill young people in the areas which they have highlighted that they would like to learn more about. UP also aims to introduce the recording studio to young people who may be interested in Council’s upcoming Emerging Artists program.

Youth counselling update for end of June 22 young people are currently engaged in the counselling service with 18 counselling sessions being provided throughout June 2017. Nine secondary consultations were delivered and emergency relief was provided to 9 young people and their families. The main presenting issues for young people over the past month were mental health issues including depression, anxiety, eating disorders & psychosis (42%), social/relationship issues (15%) and family (8%). Currently there is a four week waiting list with three young people on the list. *The number of individual counselling sessionsdecreased due to staff preparing for annual leave and closing of files.

Maternal Child Health The next young parent group will be conducted in conjunction with the Cradle to Kinder program and will commence in the new term. The Cradle to Kinder program supports young mothers from the birth of their child through to age five.

8

Delivering for our community Pre-School Field Officers (PSFO) The new PSFO team have been visiting kindergarten teachers and Child Care Centre staff who had children referred. Outstanding service visits have been actioned and all referrals were completed. PSFO’s have met with colleagues at Wyndham, Brimbank and Maribyrnong Councils to discuss the PSFO role and best practice. PSFO’s attended the Early Learning Association of Australia professional development training held at Hobsons Bay on the 27th June to introduce themselves and be available for conversations with educators. The team is currently working with three teachers from sessional / long day care kinder and primary schools to plan and develop a transition to school network / expo for term 4. Surveys have been distributed and completed by the officers and the data collation is in process.

UP/Youth The Hobsons Bay Youth Parliament team successfully submitted a bill for regulation of the Northern Pacific Seastar, an invasive starfish species that threatens the health of Port Phillip Bay and our rivers. The team put a lot of hard work into their Bill, spoke confidently and were incredibly inspiring. Their Bill was rebutted from the Opposition a number times, and each time the team were able to respond confidently with well-structured arguments. After agreeing to a few amendments from the Opposition, the Bill was successfully passed. Team member, Yasmin received the prize for Best Debater for the Legislative Assembly at Youth Parliament.

2017 Hobsons Bay Youth Parliament Members

UP/Youth WYEP – Western Youth Employment Partnership. UP hosted the regional meeting this month. Jan Owen, CEO of the Foundation for Young Australians has agreed to deliver a keynote address and the Minister for Local Government, Natalie Hutchins, has confirmed her availability to open the regional procurement forum scheduled for October 4. UP continues to support Latitude in the delivery of Linking Laverton as a key partner. The Wynbay Bulldogs footy team program as part of the Reclink league continues to thrive. The Food Angels food security program has been completed and recruitment for the young men’s mentor group will soon commence.

Hobsons Bay Caravan Park Closure Council staff facilitated a group of agencies that worked with residents over the past twelve months to source and secure alternative housing. Despite complex and challenging conditions, this task is now complete. Those provided with assistance included families, singles, couples, elderly, short term, long term (residents of over 25 years) and transient people who came and went during this period. Over eleven organisations and agencies, together with Council, assisted approximately 150 people to transition in to alternative accommodation. In addition, many residents were also provided with access and referrals to health, mental health, legal and tenancy services, assistance with housing applications, advice and representation for VCAT proceedings, advocacy and opportunities to sell, relocate and keep the cabins and caravans they considered home. This has been an extremely successful project showcasing the collaborative efforts of many in support of some of Hobsons Bay’s most vulnerable community members.

9

Delivering for our community The Substation Following his work XFRMR presented in 2016 for Melbourne Festival, Robbie Thomson returns to The Substation with a series of six panels created specifically for The Substation billboards. The work uses high contrast black and white digital collage and hand-cut techniques to create illusionary optical effects and pulsating visual rhythms along the length of the building. The Substation hosted a live music event on 29 July called SIGNAL which pushes the boundaries of modern electronica with a collection of artists that showcased various integrations of modular synthesis.

Woods Street Arts Space Laverton Woods Street Arts Space continues to host ongoing workshops that include pottery, life drawing, Polynesian dance, children’s art workshops, plus more. Programming has been completed for August to December 2017 and will be available via Council’s website and social media. One of the new programs featured is a creative workshop program delivered to children with dyslexia.

Heritage and Cultural Collections Council’s Arts and Culture Officer who oversees the cultural heritage collection has project managed the moving of the Dennis memorial drinking fountain and heritage lamp posts from the Williamstown Town Hall precinct for specialist conservation works. Both will be returned to the site once works are complete. The Cultural street signs program continued with new heritage street signs installed at Bladin Street, Lohse Street and Maher Road, Laverton.

Indigenous Culture Council hosted a successful NAIDOC Week flag raising ceremony with guest speakers, Caroline Martin a proud Boon wurrung woman, alongside the inspirational local Williamstown young leader, Aretha Stewart Brown. Aretha is the Prime Minister of the National Youth Parliament. Music by emerging Indigenous talent Alice Skye completed the day as everyone mingled and enjoyed refreshments afterwards.

Sister Cities Local Yarrabah resident Elverina Johnson was awarded the National NAIDOC artist’s award during a ceremony held in Cairns.

The Anjo youth delegation visited Council in early July along with host families and Hobsons Bay students who will be visiting Anjo in the weeks ahead. Council hosted the event with the Hobsons Bay International Friendship Association with Mesh Mash gifting the students hand printed tote bags and sticker packs.

Art in Public Places The new identity for Art in Public Places which consists of a neon light sign of the logo photographed at various Hobsons Bay landmarks was released in July. The program is being finalised ready for release in early August and includes activity across the city, from artist in business partnerships to several events and interactive opportunities.

Cultural Development Arts and Culture continue to work with the community in the development of many of the programs on offer, including Art in Public Places.

Public Art Spirits of Time and Place was completed for installation along the Kororoit Creek Shared Trail and launched at the community opening coinciding with National Tree Day. The public artwork by Geoffrey Ricardo comprises eight 3 metre high figures that reflect the many layers of history on the site through the artist’s unique whimsical narrative. The public art commission was funded by Toyota Australia. A supporting program into August at Louis Joel Arts and Community Centre will include the outcome of school engagement in the works and an artist talk.

https://thesubstation.org.au/archive/xfrmr-mess-live/

10

Delivering for our community Festivals and Events Applications are being assessed in the Major Events and Local Events and Festivals categories for events taking place between October 2017 and June 2018. Twelve applications have been received in Major Events and 16 in Local Events and Festivals.

Two applications have been received in the Small/Short Lead Events category.

Major Events The Newport Folk Festival took place between 30 June and 2 July at various Market Street venues. The Festival was well attended and offered multiple participation and engagement opportunities which were low cost to attend.

Local Events and Festivals Eid al Fitr took place at Seaworks on 1 and 2 July. The event is a celebration marking the end of Ramadan and is supported through the Local Events and Festivals Fund.

Nelson Place Action Plan Waterfront Williamstown Winter Wonderland took place at Seaworks on 14 and 15 July. The event was aimed at families with young children and each session was sold out.

Event applications and Permits Six applications were received during July

Street Banners Corporate flags were on display during July.

Filming Twelve applications were received during July. Eight filming permits and four low impact permissions were issued. Filming took place at 24 locations throughout the municipality.

Venues Altona Theatre: Altona City Theatre Company were in exclusive use presenting their season of “The Snow Queen”.

Old Laverton School: Friends of Skeleton Creek held their monthly meeting, Redeemed Christian Church of God ran four church services, Yoga in Altona ran five classes and Choose and Connect ran sessions each weekday.

Williamstown Mechanics Institute: Regular users, Williamstown Film Society, Williamstown Historical Society and the Parkinson group utilised the venue throughout the period.

Williamstown Town Hall: Bookings continued while the external works to create a new public space in the Town Hall forecourt progressed. Bookings including program usage by Toastmasters and All Aboard Club which hosted a tea party to celebrate their 80th year of operation, an immunisation session, wedding, five performances including Nrityanjali 2017, Battlegrounds Melbourne, Sikura and Teeyan West Deeyan. The Hoppers Crossing Rotary Club held their annual Antiques and Collectables Fair.

In total:

53 meetings/workshops/forums

18 performances

1 fundraiser

1 immunisation session

2 film screenings

3 trade fair days

1 wedding

Seven per cent of these were Council run meetings and events and 93 per cent external community and private hire. Approximately 8,500 people came through the doors.

Business Support and Economic Development Projects and Programs Hobsons Bay Business eWorks July edition went out to approximately 8,000 local business contacts.

Nominations continued to be promoted for the 2017 Hobsons Bay Business Excellence Awards. Two information sessions were held on Wednesday 12 July and were well attended. Nominations close at 5pm on Friday 18 August and winners will be announced at a gala dinner at the Williamstown Town Hall on Friday 20 October.

Council assisted the Laverton Traders Association to enable a local area customer survey in Aviation Road that took place on Saturday 1 July; the survey was undertaken by local research and analytics company Symbollix.

11

Delivering for our community Council is assisting in the working group for the upcoming Melbourne’s West Jobs Fair which will be held in Sunshine on Thursday 31 August, contacting local industry to seek job openings and to promote involvement. The jobs fair is held in partnership with all western region councils, State and Commonwealth Government, and is positioned to attract workers from the automotive industry and associated supply chains.

Council’s business workshop program continued with Business Planning Essentials, presented by Small Business Victoria on Thursday 27 July at the Hobsons Bay Civic Centre. The program for the Small Business Festival was announced, including a marketing workshop in Newport and an NBN and digital technology session in Laverton in August.

Tourism The annual Open House program was announced, this year including the Pumping Station at Scienceworks, The Substation, the Australian Islamic Centre in Blenheim Road and Modscape in Brooklyn. The Hobsons Bay tours for Open House have sold out.

Western Melbourne Tourism hosted a stand at the Victorian Tourism Conference, distributing maps and collateral to attendees, including material from Hobsons Bay.

Council is participating in the development of a Greater Western Metropolitan Visitor Destination Management Plan through its membership of Western Melbourne Tourism. Local businesses and attractions have attended one of two western workshops and participated in digital surveys as part of information gathering.

Hobsons Bay Visitor Information Centre During June the VIC received 1,917 visitations, an increase of 83 visitors for the same period last year. 45 per cent of these visitors were from within Victoria, 21.5 per cent from overseas, 17 per cent from interstate, and 16.5 per cent from Hobsons Bay.

YTD Information requested at Hobsons Bay Visitor Information

Centre

2971 9153408

331

4408

14340

665

394

710

6162798

5032

16791347

39,614 total

Ferries/Boats EatingWalks/Bike Trails AccommodationServices Things to do/AttractionsShops MarketsPublic Transport Admin/HBCCOther regions Maps & Directions

12

Organisational Update Citizenship Ceremony A citizenship ceremony for 70 candidates was held at the Hobsons Bay Civic Centre on Wednesday 19 July 2017. The next citizenship ceremony will be held on Wednesday 27 September 2017 at the Laverton Community Hub.

Assembly of Councillors The following Assemblies of Councillors occurred during the period 7 July 2017—4 August 2017: 11, 18 July and 1 August.

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

Register number 17/22—sealed 28/06/2017

Deed of Assignment of Lease and Carpark Licence –

139A Esplanade, Altona


Contract 2016.13 Flood Mapping Survey


Deed of Renewal of Lease – 44-48 Woods Street,

Laverton (Woods Street Arts Centre)


Contract No. 2017.01 Provision of Security Service


Transfer of Land – former right of way adjoining 83

High Street, Newport


Transfer of Land – former right of way abutting 36

Severn Street, Newport


Transfer of Land – former right of way abutting 173

Millers Road, Altona North

Local Laws Issued 36 disabled parking permits

Logged 121 CHARM assignments

Impounded 5 derelict/abandoned vehicles

Issued 2 Local Law Infringement

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

Animal Management Logged 167 CHARM assignments

14, 051 animals registered

Impounded animals*

*At the time of printing, statistical data in relation tothe number of impounded animals for the month of

July is not yet available. Issued 41 animal Infringement Notices

Parking Issued 123 resident, 588 ticket machine and 50

visitor permits

Logged 114 CHARM assignments

Issued 1,348 parking infringements

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

13

Planning, Building and Health Update Planning Applications Received Council received 74 planning permit applications for the month of July.

For the six month period from February to July, 531 planning permit applications were received, 25 applications less than the same period last year.

Planning Applications to Amend Permits Council received 24 planning permit amendment applications for the month of July.

For the six month period from February to July, 184 planning permit amendment applications were received, 56 applications less than the same period last year.

Planning Applications Determined Council determined 95 planning permit applications for the month of July.

For the six month period from February to July, 431 planning permit applications were determined, ten more than the same period last year.

Planning Amendment Requests Determined Council determined 42 planning amendment applications for the month of July.

For the six month period from February to July, 250 planning amendment applications were determined, 53 less applications than the same period last year.

92 10082

9377

8789104 96 95 98

74

February March April May June July

Planning Applications Received -six month Period

This year (531) Last Year (556)

3640

22

32 3024

39

55

34

49

3429


Planning Amendments Received - six month period (Section 72 and

secondary consent requests)

This year (184) Last Year (240)

6879 70

85102 9594 104

85 9272 68


Planning Permit Applications Determined - six month period

This year (total 431) Last year (total 421)

42 38 3560

483330

43 34 29 31 42


Amendment Requests Determined - six month period

(both Section 72 Applications and Secondary Consent requests)

Last Year (total 197) This Year (total 250)

14

Planning, Building and Health Update VCAT The Town Planning Department received the following appeal decisions:

Application: PA1633874 – 289 Millers Road, Altona

North

Proposal: Construction of three double storey

dwellings and alteration to access on a road in a Road

Zone category 1 in accordance with the endorsed plans

Delegate Decision: Refused

SPC Decision: Not applicable

VCAT Decision: Approved Overturned by VCAT

Application: PA1634512 – 184 Hall Street, Spotswood.

Proposal: Construction of an extension to an existing

dwelling, partial demolition of an existing building and

removal of two trees from land subject to the Heritage

Overlay (HO142), in accordance with the endorsed

plans

Delegate Decision: Approved


VCAT Decision: Approved Consent orders issued

Application: PA1428697 – 28 Ferguson Street,

Williamstown.

Proposal: Amendment to original permit approved for:

Alterations and additions to the existing building

associated with the use as a hotel and restaurant,

erection of advertising signage, waiver of on-site

parking and loading bay requirements, plus alteration

to liquor licence in accordance with the endorsed plans



VCAT Decision: Approved Consent orders issued

Application: PA1634110 -136-140 Douglas Parade,

Williamstown

Proposal: The construction of a three-storey building (plus basement) accommodating dwellings and associated car parking, and a reduction of the visitor car parking requirement to zero in accordance with the endorsed plans. Delegate Decision: Refused


VCAT Decision: Approved

(Note: The application was originally for 16 dwellings in

a three storey building. Prior to the VCAT hearing the

applicant amended the plans to be for 12 dwellings (a

25% reduction) in a three storey building with a

reduced third level footprint. The VCAT decision

requires further changes to the built form to increase

setbacks.)

Application: PA1634487 – 9 George Street, Spotswood

Proposal: Construction of two double storey dwellings

to the rear of the site behind the existing dwelling,

where vehicular access to both new dwellings are

provided via a rear laneway.



VCAT Decision: Approved

Application: PA1633861 – 221 Queen Street, Altona

Proposal: Construction of a single dwelling comprising

two storeys above a basement.



VCAT Decision: Affirmed, no permit granted

Application: PA1634699 – 15 Old Geelong Road,

Laverton

Proposal: Construction of three townhouses



VCAT Decision: Affirmed, no permit granted

Special Planning Committee The following applications were considered at the 29 June Special Planning Committee:

Application: PA1635412 – 43/87-115 Nelson Place, Williamstown Proposal: Construction of a first floor deck above the garage to the existing dwelling Delegate Decision: Approved SPC Decision: Approved

Application: PA1636033 – 97 Ferguson Street, Williamstown Proposal: Demolition of the existing building and use and development of a four storey building comprising 14 dwellings and three ground floor retail tenancies plus a reduction in the statutory parking rate and waiver of loading bay requirements. Delegate Decision: Approved SPC Decision: Approved

15

Planning Building and Health Update Planning Enforcement Active and significant enforcement matters Based on the year to date figures, 440 enforcement matters are expected to be received. There are currently 153 active enforcement matters. This month’s campaign has refocussed onto the removal of Real Estate Agent “For Sale” boards displayed longer than 7 days after the date of sale. After written warnings two infringement notices were issued for this breach.

Building News Comments were submitted to the Department of Environment Land Water and Planning on the Draft Building Regulations 2017. From 1 July 2017, tighter controls on domestic builders were introduced to better protect consumers.

Permits and Consents

3 Permits issued by Council, 78 Permits issued externally

13 approved, 1 refused

154 requests

22 copies of plans supplied

Inspections and Enforcement 33 inspections, including 2 Essential Safety Measure inspections 4 notice and orders issued, 6 resolved/completed/cancelled

Public Health 76 mandatory food assessments and inspections were completed. No food samples were submitted for analysis. 816 registered food premises.

1 mandatory health inspection was completed. No Prohibition and Improvement Notice was served

2 requests for investigation and report were received from the Department of Health and Human Services

44 customer requests were received; 26 related to community noise

225

309 302 323359 350

481

237

2010 2011 2012 2013 2014 2015 2016 2017

EA 2017

97123

95

138104

81

0

50

100

150

200

Feb Mar Apr May Jun Jul

Building Permits - Issued

2016 2017

2619

14

2622

16

0

20

40


Council Consent & Report -Applications Received

2016 2017

132160

129191

134 154

0

100

200

300


Property Information Requests -Processed

2016 2017

16

Planning Scheme Amendments Amendment C88 – Precinct 15, Former Don

Smallgoods Site, Blackshaws Road, Altona North Amendment C88 proposes to change land generally bounded by Blackshaws Road, New Street, Kyle Road and the West Gate Freeway from its current industrial use to allow for residential and commercial development, with open space and community facilities.

Exhibition of Planning Scheme Amendment C88 officially began with a notice in the Victorian Government Gazette on Thursday 6 July 2017 and will run for a period of eight weeks until Friday 1 September 2017. Letters have been sent to nearby land owners and occupiers, community and sporting groups, and relevant authorities. Council’s ‘Participate’ portal has been updated with all the amendment information and advertises the drop in sessions.

Drop in sessions were held during July with the last session being held on: Thursday, 10 August 2017, 4pm - 7pm South Kingsville Community Centre 43 Paxton Street, South Kingsville

As at the 31 July 2017, 27 submissions had been received. Concerns raised range from congestion on roads, pressure on existing services and concern around open space provision.

Submissions are being received by mail, by email or through the ‘Participate’ portal.

Council will consider submissions at the Ordinary Council Meeting of 12 September 2017. Any unresolved submissions will be referred to an independent Planning Panel for consideration in November 2017.

Amendment C109 – Millers Road, Altona North The panel hearing for Amendment C109 which considered submissions received during the exhibition process, was held on 10, 12 and 13 July 2017 at the Hobsons Bay Civic Centre. The amendment proposes to change the old Bunnings site on Millers Road, Altona North from industrial to commercial use. This change would allow the site to be used for a supermarket which is also proposed through a combined planning permit application. The Panel now have six weeks to prepare a report and make recommendations about the amendment. Council will then make a decision about whether to proceed with the amendment.

17

Strategy and Advocacy 2017-18 Social Policy Action Plan The 2017-18 Social Policy Action Plan is being finalised. The Social Policy Action Plan is the key mechanism for the implementation of Council’s social policies, which includes the Ageing Well Strategy 2007-17, Children and Young People’s Plan 2014-18, Disability Access and Inclusion Strategy 2013-17 and the Multicultural Policy 2016-20.

For the first time, the 2017-18 action plan also includes actions which align with Council’s Gender Equity Policy Statement 2014. The implementation of Council’s Gender Equity Action Plan is a Council Plan initiative for 2017-18.

Reporting on the 2016-17 action plan will form the basis of an update within Council’s 2016-17 Annual Report, to be published later in the year.

Compact of Mayors Along with over 7,457 cities, Council was a recent signatory to the Compact of Mayors. Council is working with Ironbark Sustainability (the Compact of Mayors reporting provider) to report Council’s emissions. The 28 July is a milestone date for Council to report its emissions inventory. This data is key for the Compact of Mayors Annual Aggregation Report, which is to be presented at the Conference of Parties (COP23) the Sustainable Innovation Forum, in Bonn, Germany.

Community Greenhouse Strategy 2013-30 As part of Council’s Community Greenhouse Strategy 2013-30, our Energy$mart program subsidises solar power generation and lighting upgrade projects for our residents and businesses. In July, Council approved the subsidy of two projects in our community; the Williamstown Community Education Centre has installed an 11.13 kW solar power system that is expected to reduce their emissions by 18.7 tonnes. Get Lost Travel, also located in Williamstown, has installed an LED lighting upgrade, this is expected to reduce their emissions by 25.3 tonnes. To increase awareness of the Energy$mart and the Environmental Upgrade Agreement programs, over 300 land owners in the Williamstown North Industrial Zone received a letter from Council informing them of the benefits of these programs.

Plastic Free July During July Council promoted Plastic Free July, a campaign designed to get people to think about the abundance of single use plastic in their lives. People could sign up for a day, a week or the whole month and refuse plastic whenever they were presented with it. This includes plastic bags, straws, water bottles or takeaway plastic lined coffee cups. Instead people were encouraged to say no to plastic, carry reusable bags, use a refillable water bottle or keep a reusable cup or mug handy. People could sign up online if they were ready to take the challenge. Council promoted the campaign via a media release, newsletters, news articles, website and social media.

Australian National General Assembly of Local Government Motions Council put forward two motions to the Australian National General Assembly of Local Government (ALGA) in June. They included the following:

That the Assembly call upon the FederalGovernment to increase funding for mentalhealth services for young people, in alignmentwith local community needs.

That the Assembly call upon the FederalGovernment to support local government withfunding and resources to develop andimplement open data initiatives and expeditethe release of council data assets

Both motions were carried by the National General Assembly and will now be considered by the ALGA Board at a Special Board meeting.

Municipal Association of Victoria Motions Council put forward two motions to the Municipal Association of Victoria (MAV) State Council. They included the following:

That the MAV call upon the State Government

through Transport Victoria to:

- Lead a coordinated multi agency response to

the integrated transport challenges and

congestion in the western metropolitan region

of Melbourne through provision of clear and

facilitated strategic objectives.

- Advocate to State Government for a whole of government response in collaboration with local government to manage population growth challenges within the western region through integrated transport solutions that includes all modes.

That the MAV call upon the State Government

to:

18

- Ensure a more equitable distribution of funding to local government for the purposes of planning and delivering on foreshore asset protection.

- Establish clear and consistent roles and responsibilities across the various state and local government agencies that have foreshore management responsibilities

Both motions were adopted at the May 2017 State Council.

19

Our Performance Customer Service Hobsons Bay City Council is committed to improving

our performance and better responding to our

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

capture how our community approaches us to ensure

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

our customers with access to information needed.

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

Town Planning (793)

Rates (698)

Waste (646)

Community Care (631)

Hard Waste (532)

Local Laws (469)

City Services (427)

Animals (391)

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

Waste (30)

Animals (20)

City Services (19)

Town Planning (18)

Rates (17)

Non Council Related (16)

Local Laws (12)

Building (6)

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

City Services (316)

Local Laws (154)

Cashier InBox (142)

Waste (114)

Animals (102)

Junk Mail (83)

Facilities (82)

Town Planning (52)

0

2000

4000

6000

8000

10000

12000

14000

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Incoming Calls Offered

2015 2016 2017

0

100

200

300

400


Web Chats

2015 2016 2017

0

500

1000

1500

2000

2500

3000


Emails Completed

2015 2016 2017

Telephone

WebchatEmail/W

ebsite

Counter/Payment

s

May-17 57.69% 1.39% 19.79% 29.50%

Jun-17 71.20% 1.63% 19.91% 13.00%

Jul-17 68.45% 1.91% 22.33% 14.35%

0.00%20.00%40.00%60.00%80.00%

Customer Interaction Methods

20

Our Performance

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

Rate Enquiries (122)

Payments (502)

Town Planning (291)

Parking Permits (239)

Delivery (187)

Meeting & Interview (198)

Local Laws (116)

Animals (77)

Community Care (65)

Assets (65)

Snap Send Solve is a free app for iPhone or Android

devices that allows visitors and residents of Hobsons

Bay to easily report issues to Council by capturing a

photo of an issue, and having this information sent

directly to Council for review.

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

Top CHARM requests logged related to the following service areas:

Hard Waste (680)

Garbage (397)

Council Building Maintenance (237)

Parking (159)

Animals (166)

Recycling (163)

Top CHARM requests closed related to the following service areas:

Hard Waste (693)

Garbage (385)

Council Building Maintenance (281)

Parking (174)

Animals (217)

Recycling (166)

Animal

s

Assets

CommCare

Delivery

Local

Laws

Meeting &Interv…

ParkingPermit

s

Payment

Rate

Enquiries

TownPlanning

May-17 110 73 85 194 159 140 341 927 162 313

Jun-17 118 66 68 229 118 169 330 589 694 348

Jul-17 77 65 65 187 116 198 239 502 122 291

0200400600800

1000

Counter Top Ten

0

100

200

300

400


Snap Send Solve

2015 2016 2017

0

2000

4000

6000


Monthly CHARM Enquiries Logged

2015 2016 2017

0

1000

2000

3000

4000

5000


Monthly CHARM Enquiries Closed

2015 2016 2017

21

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

Financial Statistics The average balance of cash and investments during July 2017 was $56.929 million. This compares to the average balance of $67.629 million in June and an average balance of $58.421 million in May.

The closing balance of cash and investments at the end of July was $48.41 million, compared to $59.580 million at the end of June and $64.693 million at the end of May.

Council investments at the end of July included cash and at call investments of $1.41 million and term deposits of $47 million, with an average date to maturity of 184 days and an average interest rate of 2.55 per cent.

The balance of outstanding debtors for July 2017 was

$1.562 million compared to an average balance of

$2.116 million over the last twelve months.

Amounts outstanding over 90 days at the end of July

total $238,000 representing 15.2 per cent of total

debts. The most significant debtor groups include

home care, sporting clubs, city maintenance and

property services.

The provision for doubtful debts at the end of July is

$240,000 or 15.3 per cent of total debts.

Hardship Policy

Any person who currently requires financial assistance will be invited to enter into a payment arrangement or assessed for inclusion into the Council’s hardship group. Since the start of the financial year there has been one application approved and one account has been paid in full.

At 31 July 2017 a total of 49 ratepayers, including 25 pensioners, were listed on the Council’s hardship register. One account has been approved for the deferment of rate payments. Council continued to receive regular payments in the month of July and the total amount outstanding as at 31 July 2017 is $307,000.

Revenue Statistics The Outstanding Rates Balance as at 31 July 2017 was $3.764 million. This is made up of general rates ($3.457 million) and the hardship group ($307,000).

0

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

Apr-17 M ay -17 Jun-17 Jul-17

$ 0

00

Average monthly bank and investment balance

Current Year Prior Year

22

Financial Management Procurement

Tenders have been called for the following:

Contract No: 2017.51

Biodiversity Assessment - Burns Road


Dredging of Altona Boat Ramp

The following contracts have been closed and are being evaluated:


Weaver Reserve Amenities


Digital and ICT Strategy


Drainage Condition Survey


Provision of Printing (Panel)

No tenders awarded under delegated authority.

The Tender Board convened to discuss the following recommendation:

Contract No: 2017.23A

Altona Foreshore Stormwater Outfalls Upgrade

be awarded to MACA Infrastructure Pty Ltd at a

fixed lump sum price of $720,909.20 (GST

inclusive).

23

Enhancing our community The Infrastructure and City Services Directorate continues to deliver a range of projects across the municipality.

Kororoit Creek Shared Trail (KCST)

Stages 2 and 3 of the trail is approximately 2.5km and

continues from the Grieve Parade Bridge to Barnes

Road. The construction and landscaping works have

been completed for the National Tree Day on Sunday,

30 July 2017.

The official opening of stages 2 and 3 of the Kororoit

Creek Shared Trail, named Toyota Way will be opened

during the National Tree Planting Day celebrations at

GJ Hosken Reserve, Altona North on Sunday, 30 July

2017.

The unique public art sculptures by local artist Geoffrey

Ricardo are ready to be installed along the trail.

Above: Art sculptures entitled “A Strange Trail of Beasts, Spirits and Guardians” lined up in the studio ready to be transported to site.

Above: KCST construction works and safety rails.

Above: KCST landscaping works and the installation of seating along the trail.

Hard Court Renewal Program Works are now complete at Bruce Comben Reserve, Altona Meadows as part of the Hardcourts Renewal Program. Works included the upgrade of two northern tennis courts to Sepak Takraw courts.

Above: Sepak Takraw Courts at Bruce Comben Reserve

Works to construct a new half-court at Craig Street Reserve, Spotswood are nearing completion. The works include a new concrete paved slab, as well as new basketball and netball hoops. New line-marking will be undertaken in late September/early October when warmer weather conditions will allow for correct adherence of acrylic line-marking.

Above: Craig Street Reserve

24

Enhancing our community Playgrounds Renewal Program

The Playground Renewal Program for 2016/2017 has

been completed. The works included replacement of

deteriorated equipment, new rubber safety surfacing,

nature-play elements and additional soft fall across

four sites.

Above: Stirling Reserve, Altona Meadows – removal of some deteriorated play equipment, a new ‘pod’ spinner and rubber safety surfacing.

Above: RJ Long, Reserve, North Williamstown – new swing seats and spinner along with new rubber safety surfacing and construction of grass-seeded mounds.

Above: Lee Hoffman Reserve, Newport – removal of some deteriorated equipment, new timber log-steppers along with new rubber safety surfacing.

Above: Homestead Run Reserve, Seabrook – a new multi activity unit was installed to replace the removed, deteriorated unit.

Brooklyn Reserve Improvement Project With input from the local community during the design phase of this project, this much loved reserve in the centre of Brooklyn is nearing completion.

Along with the new play equipment, native animal sculptures and new pathways the reserve will also include the planting of 40 new trees.

The play space will be fenced off throughout August to allow the garden beds and the new grass area time to establish prior to the official opening in early September.

Above: Brooklyn Reserve Improvement works

25

Enhancing our community Building Greenhouse Strategy Program

The solar panels project included the installation of 717 solar panels at four sites across the municipality. The benefits of this project include:

an estimated saving of $1.5M over a 25 yearperiod

reduction on electricity bills ranging between27% and 39%

a reduction in greenhouse emissions of 384tonnes per year.

The table below summarises the benefits for each site.

JK Grant Sports Pavilion Upgrade Construction of the $1.2M project is currently in progress and is scheduled to be completed in December 2017. The project includes funding from Council, Victorian State Government, Football Victoria and tenant clubs.

The pavilion is tenanted by the Altona Junior Football Club, Altona Football Club, Altona Auskick Centre and the Altona Cricket Club. The redevelopment will help accommodate the growth in participation in sport in the community, particularly amongst women and girls.

The upgrade will substantially improve the pavilion’s social room, change facilities, toilets and also include the installation of a new storage facility.

All new sewer, storm water and underground power installations are complete, and all overhead wiring and poles will be located underground in the sports precinct. The new electronic scoreboard will be fully operational by the end of the July.

Above: JK Grant Sports Pavilion external works

Above: dismantled kitchen which will become the new bar and storeroom

Community Sports Infrastructure Fund Last year, Council was successful with its grant applications in the State Government’s 2017-18 Community Sports Infrastructure Funding Program for female friendly upgrades to the Roy Picone Pavilion (Donald McLean Reserve, Spotswood) and an oval/cricket net upgrade at Loft Reserve, Newport. Both projects will occur this financial year with supporting funding in Council’s Capital Works Program.

Project proposals for the following projects have also be submitted for the 2018-19 Community Sports Infrastructure Funding Program:

PJ Lynch Reserve Pavilion (Paisley Park, AltonaNorth) – Female Friendly Facilities Category

BF Jackson Pavilion (Laverton Park, AltonaMeadows) - Female Friendly Facilities Category

Bryan Martyn Oval Upgrade and NewportCourt Lighting, Newport – Minor FacilitiesCategory

Kororoit Creek Trail Stage 4 and 5 Design andConstruction – Major Facilities Category.

26

Enhancing our community Project proposals that are successful in this initial assessment stage will be invited to submit a full application which will be due in September 2017.

National Tree Day 30 July 2017 Each year thousands of families, businesses and groups across Australia take part in National Tree Day. This year Hobsons Bay hosted their event at Altona Coastal Park which attracted over 150 volunteers.

The day was a great success with over 2500 shrubs, grasses and groundcovers being planted and fun had by all. The planting activity was followed by a delicious lunch and entertainment all day provided by the Connies. Hobsons Bay conservation team would like to sincerely thank the volunteers, especially the Sewa Victoria group, and Mount St Joseph’s School who attended to assist beautifying the area.

The Friends of Kororoit Creek hosted their annual planting day in conjunction with the trail opening along Kororoit Creek. It is great to see over 500 people volunteering their Sunday morning to assist with planting in Hobsons Bay. Thanks to everyone who contributed to the day.

Conservation Volunteers and Events Over the course of the year the Conservation team host many events to promote the environmental significance of our city and enhance the awareness of the public on conservation and biodiversity issues. Events are run by a Conservation ranger and range from the traditional planting day, bird walk and talks, school incursions, corporate activity days and many more.

Below is a short summary of the public engagement managed by the conservation team over the 2016/17 financial year.

This financial year saw a total of 113 conservation events held made up of the following:

48 school group activities, including incursions

and excursions, 76 presentations, 1,100 plants

planted and 102 contact hours by a

Conservation ranger;

37 Friends Group volunteer days, such as

planting and maintenance days, total of 1,100

participants and 3,645 plants planted;

8 community engagement days, such as birdtours, dogs breakfast event;

10 corporate and 10 other community groupvolunteer days, where 3,900 plants wereplanted and 2,073 public engagementparticipants over the year.

The Friends Group volunteers provided Hobsons Bay with a total of 946 volunteer hours spent in our conservation sites planting, mulching, removing rubbish and other general maintenance tasks. In monetary terms this equates to approximately $25,000 in kind help.

Corporate volunteer groups came from a wide variety of local businesses including Mobil, Get Lost Travel, Cummins Diesel and National Trust. The Corporate groups as well as other community based groups, such as Dera Sacha Sauda, planted approximately 3900 plants.

Sand Profiling works Improvement works were undertaken throughout July at Altona Beach to re-profile the sand which has collected along the seawalls. This work is carried out on an annual basis and involves the use of a small track mounted bobcat that collects sand that has built up against the seawall and relocates the sand closer to the waterline.

This recent work compliments the work which was completed late last year and has proven to be successful in greatly reducing the amount of sand which is blown from the beach over the wall into surrounding areas.

Works began on the eastern side of the Pier on Altona beach and worked progressively further east towards Bayview Street. Williamstown Beach also had some works undertaken in July to improve the profile of the beach away from the seawall and toward the water.

Above: re-profile works at Altona Beach

27

Page 1 of 2

ASSEMBLY OF COUNCILLORS – SECTION 80A LOCAL GOVERNMENT ACT 1989

Meeting Information

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

Meeting Name/Type Agenda Briefing Pre-OCM

Meeting Date

Meeting Start Time

Meeting Finish Time

11 July 2017

6.30pm

6.50pm

Attendees

Councillors Cr Sandra Wilson Cr Colleen Gates

Cr Peter Hemphill Cr Jonathon Marsden

Cr Michael Grech

Cr Tony Briffa (arrived 6.43pm)

Officers Chris Eddy Bill Millard Tammi Rose

Peter Hunt Kathleen McClusky Steven Zelez

Martina Simkin

Matters/Items Discussed Time Cr Left/

Time Cr Returned

Council Welcome/Apologies/Disclosures ofInterest /Minutes Confirmation

Councillors’ Questions

Public Question Time

Petitions/Joint Letters

Chief Executive Officer – Report onOperations

Contract No. 2017.25 Provision ofDay/Overnight Respite – Bateman House andproposal to lease Bateman House, 99Osborne Street, Williamstown

Contract No. 2017.41 Library Collections,Furniture and Associated Requirements

Page 2 of 2

Volunteer Hobsons Bay Strategy 2017

Policy Review – Flying of Flags

Audit Committee Update

Altona Early Years Hub Construction Timeline

Response to Petition – Brooklyn Dog Park

Response to Petition – Request to ImplementParking Restrictions along Ford Street,between Mirls Street and Jack Street,Newport

Response to Petition – Altona and SeaholmeForeshore

Delegates Report

Supplementary Question Time

Other Business

Interest disclosures - Nil

Matter/Item No. Councillor making disclosure

Councillor left meeting

Time Cr Left/ Time Cr Returned

Page 1 of 2


Meeting Information


Meeting Name/Type Councillors’ Briefing Session – Mobil

Meeting Date

Meeting Start Time

Meeting Finish Time

18 July 2017

6.30pm

10.19pm

Attendees

Councillors Cr Sandra Wilson Cr Peter Hemphill

Cr Colleen Gates Cr Michael Grech

Cr Jonathon Marsden Cr Tony Briffa

Officers Chris Eddy Tammi Rose

Peter Hunt Bill Millard

Kathleen McClusky Stephen Zelez

Adrian Murphy Jo Leigh

Leigh McCallum

Guests Riccardo Cavallo – Mobil Altona Refinery Manager

Ryan James and Andy Rossiter – I.D Consulting

Richard Simon – Director, Simon Leisure Pty Ltd

Larry Sengstock – Associate, Otium Planning Group Pty Ltd

Michael King – Director, Otium Planning Group Pty Ltd

Matters/Items Discussed Time Cr Left/ Time Cr Returned

1. Presentation – Mobil

2. Digman Reserve Master Plan

3. Altona Sports Centre Concept Design andFeasibility Study

4. Altona Early Years – Workshop One

5. Advisory Committee/Portfolio Model

Page 2 of 2

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

7. Western Regional Trails Strategic Plan

8. Procurement Policy

9. Briefing Report – Council Collaboration

10. Advocacy Strategy 2014-18 Progress Report

11. Future Reports Listing

Conflict of Interest disclosures - Nil

Matter/Item No. Councillor making disclosure Councillor left meeting


Page 1 of 2


Meeting Information


Meeting Name/Type Councillors’ Briefing Session

Meeting Date

Meeting Start Time

Meeting Finish Time

1 August 2017

6.30pm

9.08pm

Attendees

Councillors Cr Sandra Wilson Cr Peter Hemphill

Cr Colleen Gates Cr Angela Altair

Cr Jonathon Marsden Cr Tony Briffa

Officers Chris Eddy Tammi Rose

Peter Hunt Bill Millard

Kathleen McClusky Stephen Zelez

Leigh McCallum Marg Scanlon

Leanne McGuire

Matters/Items Discussed Time Cr Left/ Time Cr Returned

1. Presentation – Level Crossing RemovalAuthority

2. Presentation – Altona Early Years –Workshop Two

3. Confidential Report

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

5. Briefing Report – Level Crossing Removals –Community Engagement

6. Draft Integrated Transport Plan 2017-30

7. Awarding of Tender 2017.23A AltonaForeshore Stormwater Outfalls Upgrade

Page 2 of 2

8. CEO Performance Review

9. Briefing Report – Service Planning andService Reviews

10. Asset Management Policy and ImprovementAction Plan

11. Hobsons Bay City Council’s Membership ofthe Western Metropolitan Partnership

12. Chief Executive Officer – Report onOperations

13. Delegates Report

14. Future Reports Listing

15. NOM 1192 – Condolence Motion Mr DouglasKeith Grant OAM

15. NOM 1193 – Road and Nature StripWidening adjacent to VicRoads Vacant Land,Kororoit Creek Road, Williamstown

Conflict of Interest disclosures - Nil

Matter/Item No. Councillor making disclosure Councillor left meeting
