to be held at the Goughs Bay Boat Club, Bayside Boulevard ......Note that Cr Peter Olver undertook the Deputy Mayoral role in the absence of Cr Volkering from reporting period 18 July

COUNCIL MEETING

TUESDAY, 15 AUGUST 2017

Minutes of meeting

to be held at the Goughs Bay Boat Club, Bayside Boulevard, Goughs Bay

Commencing at 5.00pm

Our aspiration for our Shire and its community

We live, work and play in an inclusive, dynamic and prosperous place where community spirit

is strong and people are empowered to engage in issues that affect their lives.

Councillors: Mansfield Ward: Cr Paul Volkering (Mayor) Mansfield Ward: Cr Peter Olver (Deputy Mayor) Tolmie Ward: Cr Marg Attley Bonnie Doon Ward: Cr Paul Sladdin Jamieson Ward: Cr Harry Westendorp

Officers: Chief Executive Officer: Alex Green Development Services Manager: Michael Bismire Community Services Manager: Melanie Hotton Finance Manager: Mandy Kynnersley Human Resources Manager: Sharon Scott Engineering Manager: Neil Ogilvie

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Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Local Legislation on Governance.

MANSFIELD SHIRE COUNCIL Order of Business

1. OPENING OF THE MEETING The Mayor, who chairs the meeting, will formally open the meeting and welcome all present. 2. STATEMENT OF COMMITMENT The Council affirms its commitment to carry out its duties in the best interests of the community and

that its conduct shall maintain the standards of the Code of Good Governance by the following statement:

We, the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in the Council by the people of Mansfield Shire.

3. ACKNOWLEDGEMENT OF COUNTRY The Council affirms its recognition of the Indigenous people being custodians of this area by the

following statement: Mansfield Shire Council recognises that indigenous people have been custodians of this area for generations. We acknowledge the living culture and unique role of Taungurung people in our region.

4. APOLOGIES Where a Councillor is not present, his/her absence is noted in the Minutes of the meeting. 5. CONFIRMATION OF MINUTES The minutes of the previous meeting are placed before Council to confirm the accuracy and

completeness of the record. 6. DISCLOSURE OF CONFLICT OF INTERESTS

In accordance with the Local Government Act 1989, a Councillor must declare any Conflict of Interest or Personal Interests pursuant to Sections 77A, 77B, 78, 79 and 79B of the Act in any items on this Agenda. (Note that Section 79(2)(a)(i) of the Act requires Councillors to disclose the nature of a Conflict of Interest or a Personal Interest immediately before the relevant consideration or discussion). Section 79B also requires that the Councillor declaring a Personal Interest must seek consent from Council to be exempt from voting on the item. Council officers or contractors who have provided advice in relation to any items listed on this Agenda must declare a Conflict of Interest or Personal Interest regarding the specific item.

7. REPRESENTATIONS Council receives or presents acknowledgements to the general public. Council may also receive

petitions from residents & ratepayers on various issues. Any petitions received since the previous Council meeting are tabled at the meeting and the matter referred to the appropriate Council officer for consideration.

8. NOTICES OF MOTION A Motion is a request (Notice of Motion) that may be made by a Councillor for an issue not listed on

the Agenda to be discussed at a Council meeting and for a decision to be made. 9. MAYOR’S REPORT The Mayor provides a report on his/her activities.

Mansfield Shire Council – Ordinary Meeting of Council: 15 August 2017

Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Community Local Law (Meeting Procedures).

10. OFFICER REPORTS Detailed reports prepared by Council officers are considered by the Council. A Council position is adopted/endorsed on the matters considered.

11. ASSEMBLIES OF COUNCILLORS In accordance with section 80A of the Local Government Act 1989, Council must keep a written record

of all assemblies of Councillors. An Assembly of Councillors is defined as a planned or scheduled meeting, comprising at least three Councillors and one member of Council staff, that consider matters that are intended or likely to be. All such meetings are recorded.

12. ADVISORY AND SPECIAL COMMITTEE REPORTS Council considers reports from Advisory Committees that Councillors represent Council on. 13. AUTHORISATION OF SEALING OF DOCUMENTS Any documents that are required to be endorsed by the Chief Executive Officer under delegated

authority and sealed by the Council are presented to the Council. 14. PUBLIC QUESTION TIME This is an opportunity (usually 30 minutes), for members of the Gallery to raise questions with

Councillors. Question Time generally takes place at around 6.30pm. 15. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC Whilst all Council meetings are open to members of the public, Council has the power under the Local

Government Act 1989 to close its meeting to the general public in certain circumstances which are noted where appropriate on the Council Agenda. Where this occurs, members of the public leave the Council Chamber while the matter is being discussed.

16. CLOSE OF MEETING The Mayor will formally close the meeting and thank all present for attending.


Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Community Local Law (Meeting Procedures).

This page has intentionally been left blank.

1.

MANSFIELD SHIRE COUNCIL Ordinary Meeting of Council MANSFIELD SHIRE

MINUTES

TUESDAY, 15 AUGUST 2017 GOUGHS BAY BOAT CLUB

5.00PM

CONTENTS 1. OPENING OF THE MEETING............................................................................................... 2

2. STATEMENT OF COMMITMENT ........................................................................................ 2

3. ACKNOWLEDGEMENT OF COUNTRY ............................................................................... 2

4. APOLOGIES.............................................................................................................................. 2

5. CONFIRMATION OF MINUTES ........................................................................................... 3

6. DISCLOSURE OF CONFLICT OF INTERESTS .................................................................. 3

7. REPRESENTATIONS .............................................................................................................. 3

8. NOTICES OF MOTION ........................................................................................................... 3

9. MAYOR’S REPORT .................................................................................................................. 3

10. OFFICER REPORTS ............................................................................................................... 4

10.1 Departmental Reports ..................................................................................................... 4

Attachment 10.1.............................................................................................................. 5

10.2 Council Policy - Vehicle Fleet Policy and Procedures 2017 ....................................... 24

Attachment 10.2............................................................................................................ 27

10.3 Mansfield Shire Road Management Plan 2017 ........................................................... 51

Attachment 10.3............................................................................................................ 55

10.4 Appointments to the Mansfield Shire Audit and Risk Advisory Committee ............... 83

11. ASSEMBLIES OF COUNCILLORS ..................................................................................... 86

12. ADVISORY AND SPECIAL COMMITTEE REPORTS ....................................................... 87

13. AUTHORISATION OF SEALING OF DOCUMENTS ........................................................ 87

14. PUBLIC QUESTION TIME ................................................................................................... 88

15. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC ........................................... 89

mw02

Text Box

16. CLOSE OF MEETING............................................................................................................90

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Unconfirmed - for Cl Minutes


2.

MINUTES

TUESDAY, 15 AUGUST 2017 GOUGHS BAY BOAT CLUB

5.00PM

1. OPENING OF THE MEETING The Mayor, Cr Volkering, opened the meeting at 5.01pm.

Councillors: Marg Attley Tolmie Ward Peter Olver Mansfield Ward Paul Sladdin Bonnie Doon Ward Paul Volkering Mansfield Ward Harry Westendorp Bonnie Doon Ward Chief Executive Officer: Alex Green Engineering & Works Manager: Neil Ogilvie Development Services Manager: Michael Bismire

2. STATEMENT OF COMMITMENT

The Councillors affirmed the following Statement of Commitment: “We the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in this Council by the people of Mansfield Shire.”

3. ACKNOWLEDGEMENT OF COUNTRY

Crs Volkering, Olver and Westendorp affirmed the “Acknowledgement of Country” for the Mansfield Shire Council: “Mansfield Shire Council recognises that indigenous people have been custodians of this area for generations. We acknowledge the living culture and unique role of Taungurung people in our region.”

4. APOLOGIES

Cr Marg Attley, Tolmie Ward Cr Paul Sladdin, Bonnie Doon Ward

2

mw02

Unconfirmed - for Cl Minutes


3.

5. CONFIRMATION OF MINUTES

Councillors Olver/Westendorp: That the Minutes of the Mansfield Shire Council meeting, held on 18 July 2017, be confirmed as an accurate record.

Carried 6. DISCLOSURE OF CONFLICT OF INTERESTS

Nil. 7. REPRESENTATIONS

Nil.

8. NOTICES OF MOTION

Nil. 9. MAYOR’S REPORT The Mayor, Councillor Paul Volkering, presented the monthly Mayor’s report to

the Council. Note that Cr Peter Olver undertook the Deputy Mayoral role in the absence of Cr Volkering from reporting period 18 July 2017 to 3 August 2017.

18 July 2017 ü Weekly catchup with Mansfield Shire Chief Executive Officer ü Councillors’ Briefing ü Ordinary meeting of Council 28 July 2017 Mansfield Secondary College tour with Victorian Premier the

Hon. Daniel Andrews MP. 31 July 2017 Meeting with two residents of Victoria Street, Mansfield 1 August 2017 ü Weekly catchup with Mansfield Shire Chief Executive Officer ü Councillors’ Briefing 4 August 2017 L2P Program and Vehicle Launch – Martin’s Garage

Councillors Westendorp/Olver: That the Mayor’s report be received.

Carried

3


4.

10. OFFICER REPORTS 10.1 Departmental Reports

File Number: E103 Responsible Officer: Chief Executive Officer, Alex Green Introduction Departmental reporting allows a short briefing to be provided to the Council on the current operations, tasks and projects undertaken within each Department over the past month. The Chief Executive Officer will present the monthly Departmental reports to the Council, as follows:

· Community Services · Development Services · Engineering and Works · Executive Services (including Corporate and Organisational Development) · Finance Councillors Olver/Westendorp: That the monthly Department reports be received.

Carried

4


5.

ATTACHMENT 10.1

DEPARTMENTAL REPORTS

(18 PAGES)

5

Mansfield Shire Council – Ordinary Meeting of Council: 15 August 2017: Community Services Departmental Report

Community Services - Page 1 of 3

COMMUNITY SERVICES DEPARTMENTAL REPORT AUGUST 2017

COMMUNITY DEVELOPMENT

The Community Development Officer was invited to speak at the LGAT (Local Government Association of Tasmania) conference which was themed imagination, ideas and innovation. The presentation on community planning, the resulting projects and training and development undertaken with community groups was extremely well received. Sport and Recreation Mansfield Shire Council's Sport Facility Strategy consultant (Insight Leisure Planning) has presented their findings to the Mansfield Shire Sport & Recreation Advisory committee, following recent surveying of the community to identify issues and opportunities for local sports infrastructure. The committee provided feedback to the consultant, who has now commenced formulating the draft report. The Sport and Recreation Officer has reintroduced the Active Mansfield newsletter. The reinvigorated newsletter will act as a platform bi-monthly to provide local clubs with information on things such as upcoming grants, governance tips, recent local sport and recreation news, notable upcoming sport events, information on how clubs can fundraise or attract sponsors plus plenty more. The newsletter is uploaded onto Council's website, published on the Active Mansfield Facebook page (now grown to over 430 followers), emailed directly to sports clubs, plus printed and placed at the Mansfield Library and various cafes in Mansfield. Feedback from the first reinvigorated newsletter (released in late July) has been overwhelmingly positive.

The upgrade of the solar heating at the Mansfield Swimming Pool is nearing completion. All the badly deteriorated black solar matting on the roof has been removed, repairs have been made to the water damaged roof, and the contractor is now making the finishing touches on the brand new heating system. Mansfield Library The Library celebrated NAIDOC week during the school holidays. A storytelling activity was held where children heard Taungurung stories. They then made up their own story using Taungurung story stones. The story was photographed and is on display at the Library. Preschool children were treated to indigenous stories through dramatic play, and also made their own Tiddalik the frog. In addition a sand tray was placed in the foyer together with information about Taungurung language symbols and patrons were invited to draw the symbols in the sand. This was a popular activity because of its tactile nature and subject matter. Youth MYSPN (Mansfield Youth Service Providers Network) was reinitiated. This network was initiated in 2005 and ran through to 2015, bring together all of the youth services operating within the Mansfield Shire. Prior to reinitiating a survey was distributed to gain feedback on what worked, what didn’t, the key issues for the sector and what people wanted to achieve as a network. Over 25 services attended a very productive initial meeting, where the survey findings were discussed and mapping of services commenced.

6



Rural Access The Rural Access Officer worked in Partnership with VALID (Victorian Advocacy League for Individuals with Disabilities) to deliver a series of four workshops aimed at supporting families of people with a disability to plan for the NDIS. 5 families attended these sessions.

FAMILY, YOUTH AND CHILDREN’S SERVICES The final report for the Integrated Family Services audit has been received, and certification achieved for both Department of Health and Human Services Standards, and international standard ISO 9001:2015. The audit involved input from: Integrated Family Services Counsellors Family and Children’s Services

Administration Assistant Team Leader, Family and Children’s

Services Community Services Manager Maternal and Child Health staff staff from Council’s Engineering

department.

Financial Counselling Since November 2015, the Financial Counsellor has worked with the Revenue Co-ordinator on assessing Rates Financial Hardship applications. The relationship between the 2 services has worked well, with referrals of clients/ratepayers flowing both ways. It has seen good outcomes, with flexibility and alternative methods of payment (such as Centrepay) assisting ratepayers in meeting their rates obligations.

Integrated Family Services IFS Case work was consistent throughout July, with 3 new cases commenced – at the end of the month there were 44 open case files. Maternal Child Health MCH Mansfield Library’s Friends of the Library group were recently successful in obtaining funding from the Mansfield Community Fund. The funds were used to purchase ‘The Big Little Book Club’ book bags, containing 5 children’s books, tips and information about reading to children, and other information. Each new baby born to Mansfield families in 2017-18 receives a book bag at the initial MCH home visit.

AGED AND DISABILITY SERVICES The Department of Health continues to introduce reform in the Aged Care sector at a rapid pace and along with this reform comes new terminology. Our services are now increasingly being referred to as “Care at Home”. The reforms introduced in recent years is moving towards a: more consumer-directed market-based nationally consistent system

7



To allow the changes to bed-down and prepare the way for future reform, the government has recently announced that funding arrangements for the Commonwealth Home Support Program (CHSP) will be extended until 30 June 2020.

TOURISM, EVENTS & ECONOMIC DEVELOPMENT (TEED)

Victorian Tourism Industry Conference TEED attended the 2 day conference which focused on building profitable, sustainable and resilient tourism businesses in tune with the changing visitor economy by presenting new ideas, technologies, theories and research pieces. There was a comprehensive marketing update which included the digital and social space, with presentations from Tourism Australia, Visit Victoria along with workshops on topics such as risk management, developing aboriginal tourism experiences and the sharing economy. A highlight was a presentation on research conducted in Tasmania called ‘Tourism Tracer’. Around 300 visitors were tracked, to within 10 metres, across their entire stay – showing insights into visitors’ itineraries across identified segments – eg wilderness, adventure, arts & culture, heritage. Great Victorian Rail Trail The Great Victorian Rail Trail Marketing Committee has signed a 12 month Visitor Services Agreement with Mansfield Shire Council to provide a continuation of the services previously supplied by the Mansfield Mt Buller Regional Tourism Association. The services include answering visitor enquiry via a dedicated phone line and email, website and social media content updates and industry development. The services are provided by TEED Team together with our Visitor Information Centre staff.

Promoting our destination Recent activity in the public relations space include: • Feature on Hidden Trail horseriding couple

Laura and Christian Hayes in Country Style Magazine.

• A story on the Great Victorian Rail Trail in Qld Northern Star featuring the trail, its usage and fit within our broader tourism offer

• Mansfield Shire pet friendly accommodation properties were referred for a story to be run in News Ltd’s Escape magazine.

Alpine Resorts Vulnerability Council recently made comments on the draft Alpine Resorts Vulnerability report. The report aims to identify in particular the social and economic impacts likely in different climate change and mitigation scenarios. Mt Buller and Mt Stirling resorts are significant in the context of our destination appeal, with the visitor economy underpinning our local economy and enhancing our community liveability. Trip Advisor Workshop 72% of travellers check out Trip Advisor in the planning session of a holiday and we’re keen that local businesses understand this opportunity to shine. 15 local businesses joined the conversation around the pros and cons of the way Trip Advisor can be managed. Hosted by the Tourism North East (TNE) team, the workshop explored the best ways to set up a listing and how to respond to good and bad reviews. Another session was also held on our destination website and the value of listing via Visit Victoria and individual mentoring opportunities were well taken up.

8

Mansfield Shire Council – Development Services Department Report

Development Services - Page 1 of 9

DEVELOPMENT SERVICES DEPARTMENTAL REPORT August 2017

ENVIRONMENT

Electric Vehicles in Regional Council Fleets The Goulburn Broken Greenhouse Alliance project to determine the viability and business case for the uptake of electric vehicles commenced on 28 July 2017. Ten regional councils are participating in the project.

Ndevr Environmental has been appointed to implement the feasibility study and Mansfield has provided information regarding its current fleet to the project team. Participation in this project and the Goulburn Broken Greenhouse Alliance may deliver future opportunities for cost effective collaborative fleet procurement for Council.

The draft report will be presented to the Project Team at the next workshop in November 2017 with a subsequent update to Council. Local Government Energy Saver Program The State Government has announced a new program to support resource constrained Councils to understand, prioritise and implement energy efficiency and renewable energy upgrades on existing buildings and facilities.

The three program streams are:

• Stream 1: Establish Local Government Corporate Emissions Profile and Reduction Plan

• Stream 2: Local Government Owned Facility Energy Audits

• Stream 3: Implementation of Retrofit Works

This program of funding presents an opportunity for Mansfield Shire Council to reduce greenhouse gas emissions and electricity costs on Council facilities. Participating Councils are required to contribute ‘In-kind’ costs such as staff time to the program.

Sustainability Victoria has offered to brief Councillors on this program.

STRATEGIC PLANNING

Amendment C36 - Domestic Wastewater Management Plan The exhibition period concluded in June with two submissions not supportive of parts of the amendment. Discussions are continuing with those submitters to seek resolution of issues raised with a report on the amendment anticipated be considered at the September Council meeting. Amendment C39 - Heritage Overlay Exhibition of this amendment concluded on 28 July 2017. One public submission was received and discussions are currently underway with that submitter to explore how their concerns might be addressed to allow for withdrawal of the submission. It is anticipated that a report on the amendment will be considered at the September Council meeting. Town Approaches Project An extensive analysis of the four key town approaches along Maroondah Highway, Midland Highway, Mount Buller Road and the Mansfield Whitfield Road has been undertaken and has been incorporated into a draft set of guidelines, local policy and a draft Design and Development Overlay for further discussion with Council. Mansfield Township Housing Strategy Preliminary consultation concluded at the end of June 2017and the consultants are currently writing a draft report outlining the key issues with appropriate strategies to address them. Councillors will be updated in the September 2017 Councillor briefing schedule. State Government changes to Bushfire Management Overlay (BMO) It is anticipated that State Government will introduce revised BMO mapping in August 2017 for bushfire risk areas across Victoria including Mansfield Shire and in some cases introduce schedules to the BMO for certain areas.

9



The revised mapping will closely reflect current mapping for Bushfire Prone Areas used for assessing building permit applications and will affect many properties in the Shire through increases (and, in some cases, reductions) in the mapping coverage to land parcels already affected, or new inclusions whereby no mapping was previously in place. For example, the township of Jamieson currently has many properties not included but is an obvious anomaly as the town is surrounded by bushfire risk. The amendment will also bring in several schedules to the overlay specific to settlements in the Shire This will provide development compliance requirements and may reduce the need for a referral to the CFA if all requirements are met. Funding has been secured from State Government to engage a bushfire consultant (Kevin Hazell) to undertake information sessions with the community and also training for Council planners and local planning/building design consultants. Staff departure After almost six years at Mansfield, strategic planning officer Victoria Brown has taken up a new position at Vic Roads in Benalla. Victoria worked on numerous projects including several key amendments such as C15 (Flood Zone and Overlays), C31 (Martin's Garage rezoning), C39 (Heritage Overlay), C37 (Planning Scheme Review, Mansfield Township Structure Plan and Merrijig Township Plan).

LOCAL LAWS

Cruelty Case Rangers have assisted the RSPCA with a potential cruelty case where a number of animals were found in an emaciated state. Two dogs have been surrendered and compliance work continues. Annual VicRoads Audit Council is required to undertake an annual audit of its procedures relating to the use and storage of information provided by VicRoads for parking offences and this year’s audit has been submitted to VicRoads for evaluation.

STATUTORY PLANNING

Staffing update Statutory Planning Team Leader, Grant Trenwith, has accepted an offer from Towong Shire as their Planning Manager and leaves mid-August. The vacated position will be filled on an acting basis by Leanne Curphey.

ENVIRONMENTAL HEALTH

Tobacco Legislation Amendment In support of the ‘Smoking is off the menu' advertising campaign and commencement of the legislation on 1 August, Officers have now visited all premises impacted and discussed the new requirements and provided the required signage for display. Positive feedback is being received and to date no complaints or non-compliance has been observed or reported to Council. Markets and Food Fair operators have also been provided resources and information pamphlets. ‘No smoking within 10m’ signage at the skate-park has also been replaced. Premises Registrations Routine inspections continuing with 1 food illness complaint investigated. Mt Buller accommodation and food inspections are proceeding well. 2 existing premises on Mt Buller have recently been registered to recognise their trade as accommodation providers to the general public. Following the completion of renovations, the brewery in Jamieson has recommenced meal availability and a local manufacturer has relocated to new premises in Mansfield (Alice Langtons’ sauces). Immunisation The session at Mansfield Secondary College on 18 July for the Year 10 – 12 classes, State funded Meningococcal vaccine program was undertaken without incident and resulted in 144 students being protected with the vaccine. Opportunity will exist for those absent on the day or those providing late consent to receive their vaccine at the next session in October, which will focus on the routine vaccines due for year 7 students.

10



Domestic Wastewater Management Plan (DWMP) The review of assessment reports for septic systems in high risk locations (after contractor’s site visit) is progressing satisfactorily.

EMERGENCY MANAGEMENT

Updated copies of the Municipal Emergency Management Plan and related sub-plans have been placed onto Council’s website with restricted access versions also updated and provided to the Distribution list and Committee members and, to Agencies, via the cloud-based Crisisworks software program.

11



DEVELOPMENT SERVICES STATISTICS - JULY 2017

PLANNING

Planning Applications Lodged for the Month

Type of Application Lodged

New Dwellings (5 with outbuildings 1 with native veg removal)

7

Outbuildings 4

Buildings & Works Extension to Dwelling 1

Two Lot Subdivision 1

Buildings & Works Extension to Existing School Buildings & Staff Accommodation

1

TOTAL (includes combined applications)

14

Planning Applications Determined for the Month

Type of Application Determined

Dwelling 7

Outbuilding 4

Buildings & Works (Mansfield Fire Station) 1

Buildings & Works (replace existing greenhouse, removal of native vegetation)

1

Buildings & Works (extension to existing dwelling) 1

Amend Common Boundary 1

Two Lot Subdivision 1

Development of the Land for 3 Dwellings 1

Three Lot Subdivision 1

TOTAL 18

Other Planning Consents & Enquiries

Statement of Compliance 2

12



Certification Applications Lodged for the Month July

Application No Date

Lodged Type Location

Application Stage

S107294E/17 31/72017 Five lot subdivision 47A Highton Lane Mansfield

Under Assessment

Days Taken to Approve Planning Applications

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

1-30 days 2 4 4 0 1 3 4

31-60 days 2 4 6 4 5 4 7

Over 60 days 6 11 9 8 11 8 7

Withdrawn /Permit not

required/lapsed 0 4 1 1 1 3 0

Number of applications

finalised 10 23 20 13 18 18 18

Delegated Planning Approvals

File No Description Property Address

DA6679 Development of the land for 3 dwellings

32 Malcolm Street Mansfield

DA6366 Three lot subdivision 113 Bunstons Road Tolmie

DA4995 Buildings and works (Extension to existing dwelling)

47 Tanners Lane Bonnie Doon

DA6710 Development of Dwelling 5 Lightwood Court Merrijig

DA3920/3 Buildings & Works (replace existing greenhouse, removal of native vegetation)

1096 Mansfield Whitfield Road Barwite

DA3277 Use and Development for a Dwelling Jenkin Road Macs Cove

DA6534 Buildings & Works (Mansfield Fire Station)

29 Highett Street Mansfield

DA6712 Use and Development of a Dwelling 43 Curia Street Mansfield

DA5464 Development of Outbuilding 228 Homepoint Drive Bonnie Doon

DA4620 Development of Outbuilding 651 Piries Goughs Bay Road Goughs Bay

13



Delegated Planning Approvals cont.

File No Description Property Address

DA5963 Development of Outbuilding 55 Lochiel Road Barwite

DA5216 Development of Dwelling 4937 Mansfield Woods Point Road Kevington

DA6637 Two Lot Subdivsion 156 Ashwin Road Howqua

DA6662 Development of Dwelling Lot 2 16-20 Kidston Pde Mansfield

DA6664 Development of Dwelling Lot 3 16-20 Kidston Pde Mansfield

DA6663 Development of Dwellling Lot 7 16-20 Kidston Pde Mansfield

DA897/3 Amend Common Boundary 564 Soldiers Road Barwite

BUILDING Monthly Comparative Value of Building Permits Lodged

2017-18 2016-17 2015-16

JUL $2,806,374 $1,239,521 $2,882,301

AUG $3,028,490 $2,036,159

SEP $3,283,640 $4,076,727

OCT $3,087,059 $3,980,488

NOV $2,840,190 $4,195,913

DEC $1,287,616 $2,340,597

JAN $4,662,701 $1,931,990

FEB $3,473,971 $3,256,275

MAR $5,214,249 $3,259,043

APR $4,342,287 $2,648,340

MAY $3,247,878 $4,056,281

JUN $1,011,969 $3,462,222

TOTAL $2,806,374 $36,719,571 $38,126,336

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Monthly Comparison of Permits Lodged for Dwellings

2017-18 2016-17 2015-16

JUL 7 7 3 3 10 10

AUG 11 14 5 15

SEP 9 23 12 27

OCT 10 33 12 39

NOV 6 39 9 48

DEC 5 44 6 54

JAN 9 53 5 59

FEB 10 63 11 70

MAR 9 72 9 79

APR 11 83 9 88

MAY 12 95 10 98

JUN 3 98 11 109

TOTAL 7 98 109

Value of Building Permits Lodged with Council

Type Number Value

RESIDENTIAL (1 Rural, 6 Township) 7 $2,076,255 ALT & ADDITIONS 6 $521,019 DOMESTIC SHEDS & CARPORTS 7 $107,650 SWIMMING POOLS & FENCES 2 $101,450 COMMERCIAL&PUBLIC AMENITIES 0 $0

TOTAL COST OF BUILDING WORKS 22 $2,806,374

15



SEPTIC Septic Applications Lodged, Approved and Issued Monthly

2017/18 APPLICATIONS

LODGED

PERMITS ISSUED TO

INSTALL

PERMITS ISSUED TO

USE

JUL 5 5 7

AUG

SEP

OCT

NOV

DEC

JAN

FEB

MAR

APR

MAY

JUN

TOTAL 5 5 7

16



Septic Applications Lodged

2017-2018 2016-2017 2015-2016

JUL 5 5 5 5 8 8

AUG 8 13 7 15

SEP 4 17 15 30

OCT 8 25 7 37

NOV 7 32 5 42

DEC 5 37 8 50

JAN 2 39 3 53

FEB 4 43 7 60

MAR 12 55 2 62

APR 6 61 5 67

MAY 6 67 3 70

JUN 6 73 5 75

TOTAL 5 73 75

17

Mansfield Shire Council – Ordinary Meeting of Council: Engineering and Works Department Report

Engineering and Works - Page 1 of 2

ENGINEERING AND WORKS DEPARTMENT REPORT August 2017

CAPITAL WORKS

The Dead Horse Lane Bridge has been completed and the road is open to traffic.

Footpath and kerb & channel reinstatement work in High and Highett Streets has been completed. The tender for the underground drainage, automatic irrigation and turf installation for the Additional Playing Fields has been awarded. These works will be undertaken from August to November 2017. The old irrigator previously used on the additional playing fields has been sold. The Apollo Street kerb & channel replacement and underground drainage installation project has been awarded with works set to be undertaken in October 2017. The Chenery Street footpath has been designed and tender documents have been prepared. A survey of the tennis court site for the proposed Hot Shots court has been completed and the design is well underway. Development of the 2017-18 Reseal and Resheet programs have commenced.

FIELD SERVICES Major Works for the month: • Remove trees on rural roads - Monkey Gully,

Howes Creek, Chapel Hill and Hearns Roads. • Seal road edging and potholes in Mansfield. • Maintenance to toilets in Mansfield. • Installation of seats in Bonnie Doon for “a stroll

down memory lane”. • Drain cleaning Bonnie Doon area – Ancona,

Dry Creek, Lonergans and Donaldsons Roads, and James and Mitchell Streets.

• Pit cleaning in Bonnie Doon and Jamieson. • Use of Long reach mower to remove

vegetation from shoulders in the Jamieson area.

Glen Sutcliffe installing rubber matting

Minor Works for the month: • Maintenance of play grounds. • Vandalism is still happening with a few hours a

week spent straightening, replacing signs. • Sealed roads maintenance, road signs and

drain cleaning Mansfield, Bonnie Doon and Jamieson.

• Install and remove banners at the start of High Street.

• Street sweeper in Mansfield, Jamieson and Bonnie Doon.

18

Mansfield Shire Council – Ordinary Meeting of Council: Engineering and Works Department Report

Engineering and Works - Page 2 of 2

• Working to complete Customer Request Management System issues.

• Install road counters in Mansfield town. • Cleaning of CBD bins and butt bins every 2

weeks. • Installation of soft fall pads at the Skate Park. • Installation of bin stand at Merton. • Fill in for Local Laws. • Fill in at School crossing in Chenery Street.

James Brown constructing tables for

“a stroll down memory lane”. Plant Hours: Combined, both backhoes operated for 182 hours throughout the month of June.

PARKS & GARDENS Major works for the month: • Planting or Erril Street has commenced. • Seasonal pruning, clean-up and mulching

has started on the roundabout garden beds. • Replacement street trees are being planted.

Steve Evans working at Erril Street.

Minor works for the month: • Tree inspections in stage 2 of ‘The Grange’. • Pruning of suckers around trees within the

township. • Meeting with Landcare to discuss under story

planting by Earth Kinder. • Mowing, weeding, spraying Mansfield area. • Daily rubbish pick up walk through in Mansfield. • Regular scheduled rail trail maintenance. • Regular scheduled garden rounds. • Regular scheduled mowing rounds.

Matt Comerford tree planting

CUSTOMER REQUEST MANAGEMENT SYSTEM

There are currently 6 outstanding requests in the CRM System for the Field Services unit. Throughout July 30 new requests were received and 24 were completed.

CEMETERY During July there were 3 burials at Mansfield and one at both Bonnie Doon and Merton cemeteries. Quotes are being prepared for the installation of two shelters, one to be situated at Bonnie Doon and the other at Jamieson. Samples and pricings are being collected for new plaque options which will offer an alternative to bronze plaques.

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Mansfield Shire Council – Executive Services Department Report

Executive Services - Page 1 of 2

EXECUTIVE SERVICES DEPARTMENTAL REPORT August 2017

EXECUTIVE Mansfield Shire 2016-17 Annual Report Council’s 2016-17 Annual Report is currently being prepared by Council officers. The finalised report will be forwarded to the Minister for Local Government by 30 September 2017 in accordance with requirements under the Local Government Act 1989. Review of Community Local Law No. 1 (General) Council’s Community Local Law No. 1 (General Provisions) sunsets in February 2018. As a result, a new Local Law is currently being drafted in accordance with the Local Government Act 1989. A community reference group has been established to provide meaningful community input into the development of this new Local Law. This group had its first meeting earlier this month. It is anticipated that the draft Local Law will be presented to Council for consideration in late 2017. In accordance with the Act, public consultation will take place prior to its endorsement by Council and subsequent gazettal in the Victorian Government Gazette. Internal Audit Action Tracking A new system has been developed to track our performance against the delivery of actions arising from internal audits using Council’s performance reporting software, OMNI. This software allows progress reports to be created and submitted to the Council’s Audit and Risk Advisory Committee and senior management. Council Policies A number of internal and external Policies are currently under review. Presented to this August meeting Vehicle Fleet Policy and Procedures for Council endorsement. The purpose of Council’s vehicle fleet is to cater for the transportation requirements of Council staff in delivering normal Council business in a safe, efficient and cost effective way.

CORPORATE AND ORGANISATIONAL DEVELOPMENT

Risk / Occupational Health and Safety Safe Work Methods Statements (SWMSs) for 23 high risk construction activities have now been established and reviewed by Field Services personnel. Onsite hazardous substances and dangerous goods are currently being audited against the current hazardous substances and dangerous goods register. Safety Data Sheets (SDSs) are also being updated to reflect not only the findings of the audits, but the new Global Harmonisation requirements. OHS inductions have been developed and are currently being reviewed. Property damage continues to rank as the highest incident classification, with insignificant and minor injuries ranking second. Of the nine injuries recorded this year, two have involved members of the public and one has involved a client. The location and nature of injuries for the year are represented in the graphs on below.

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Mansfield Shire Council – Executive Services Department Report

Executive Services - Page 2 of 2

Information Management Initial specifications are being developed for an upgraded development application management system. Analysis and evaluation of potential asset management systems and providers has been undertaken with the Engineering and Works Department. An external company has been commissioned to evaluate Council needs for updated and improved web and system services to customers and officers. Initial working group sessions have been held with the senior managers and identified departmental groups. Customer Service Over July there has been a continuing stream of animal registrations and disabled parking permit applications. As it is a lower intensity period, this has been an excellent opportunity for the customer service staff to update forms and documentation to encompass the changed fees and other details for the new financial year. At the same time a number of procedures have been updated to improve services. Records The Records unit has continued working on the rates project to scan and capture archival paper-based rates information currently held in filing cabinets. We have also completed the archiving for the Revenue and Finance Department for the 2016-17 financial year. The Records unit has also been assisting Strategic Planning to ensure all their documents were moved from the local G Drive into Council’s designated record keeping system (TRIM).

Information Technology The IT team have undertaken program upgrades for SynergySoft and Chris21 Payroll and HR. The Chris21 upgrade was urgently required for the end of financial year processing, and was a complex operation. The upgrades were successfully completed thanks to the hard work of the IT team. The final stages of reconfiguring the telephone and voice message system at the Visitor Information Centre were completed over June. Customer Requests CRMS statistics for the month show 94 customer requests registered with 127 open requests closed during the month. The majority of requests opened were for Field Services (31.9%) and Local Laws (27.7%). Department Events Closed Open Pend’g

No Department 2 2 0 0 Planning & Environment 1 2 1 0

Environmental Health 4 3 1 0

Waste 5 6 0 0

Engineering 4 9 0 1 Customer Service & Records

22 18 2 4

Local Laws 26 39 0 2

Field Services 30 48 3 1

Total 94 127 7 7

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Mansfield Shire Council – Ordinary Meeting of Council: Finance Departmental Report

Finance - Page 1 of 2

FINANCE DEPARTMENTAL REPORT August 2017

FINANCE UNIT

Financial Year End The finance team are working through the final stages of the 2016-17 financial year end procedures. Council’s financial auditors visited on 10 and 11 August 2017 to conduct the annual audit. The Management Letter comments will be presented to the Audit and Risk and Advisory Committee at their next meeting on 21 August 2017, at which time we anticipate a draft of the audited annual Financial Statements will be also be presented to the Committee. The final report will go before Council on 19 September 2017. Audit and Risk Advisory Committee Nominations for the two vacant positions closed on 31 July 2017 with four applications received. A recommendation is presented to Council for appointment as part of the Agenda for this Council Meeting, 15 August 2017.

REVENUE UNIT

Training and Development Revenue Co-ordinator, Bess Gillard, attended a Midstate Credit Collect Workshop held in Wangaratta. Topics discussed included the Debt Recovery Process from demand letter to bankruptcy, advanced debt recovery procedures – Section 181, mortgagee letters, caveats, deceased estates. The Revenue Co-ordinator met with Australia Post to review the My Post Digital Mailbox system.

Systems and Continued Improvement The revenue department have set up a new NAB Virtual Terminal out at the council depot. This will allow depot staff to receive customer payments by credit card immediately at the time of sale, eliminating the need to raise an invoice, post and follow up payments. The result is a more efficient manner of processing sales made at the depot. Staff were trained in the use of the virtual terminal and given written procedures/steps to follow. Financial Hardship We received an Application for Financial Hardship. The Revenue Coordinator and Council’s Financial Counsellor met to discuss the application. The application was granted, in accordance with Council’s Financial Hardship – Rate and Debtor Relief Policy. Naming of New Roads Requests for community submissions to name two new roads have now closed. Seven suggestions were received for the road off Buttercup Road, Merrijig and eleven suggestions were received for the road off Harpers Road, Barjarg. Council officers will meet to scrutinise the applications before making their recommendation to Council. Rate Arrears as at 31 July 2017

Arrears

Rates 226,744 Waste 128,194 Municipal 86,169 Sub Total 441,107

FSPL 59,875 TOTAL 500,983

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Mansfield Shire Council – Ordinary Meeting of Council: Finance Departmental Report

Finance Department - Page 2 of 2

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10. OFFICER REPORTS CONT. 10.2 Council Policy - Vehicle Fleet Policy and Procedures 2017 File Number: E3208 Responsible Officer: Fleet Officer, Anne Edwards Disclosure of Conflicts of Interest The author of this report have declared no conflicts of interest in relation to this item. Introduction Council’s Vehicle Fleet Policy and Procedures has recently undergone extensive review by Council officers. The Policy provides a framework for improved management of all Council owned and managed passenger and light commercial vehicles, ensuring that motor vehicles are selected, acquired and used in ways that provide the best possible support to Council operations. The Vehicle Fleet Policy and Procedures is presented to the Council for their information and subsequent endorsement. Background Motor vehicles are a necessary tool to enable Council employees to operate efficiently, particularly field staff, who travel substantial distances and who may be required to exercise Council’s functions outside normal working hours. Council provides and maintains a vehicle fleet with a range of vehicle types appropriate to the needs of Council operations in accordance with best m anagement practices and in the interests of serving the community. Council’s vehicle fleet also includes private use, commuter use and pool vehicles. A fleet vehicle policy has been in place since February 2008 with its last review taking place in 2016. The Policy aims to ensure: · Council’s financial commitment is minimised. · Environmental sustainability is considered. · Statutory obligations are observed in regard to occupational health and safety. · The business of Council is delivered efficiently. Statutory Requirements A number of Federal and State vehicle related legislation and policies are referred to in the Vehicle Fleet Policy and Procedures. Such legislation will take precedence over this Policy where appropriate.

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10.2 Council Policy - Vehicle Fleet Policy and Procedures 2017 cont. Council Plan The Vehicle Fleet Policy and Procedures is aligned to the Council Plan theme “Driving organisational performance and resource management”. The Policy communicates Council’s objectives to perform efficient and effective procurement, management and use of all Council vehicles. Further, the Policy includes the overall strategic direction of Council in the governance of vehicle assets in accordance with relevant best practice, statutory obligations and probity regulations. Financial Operating and running costs associated with the management of Council vehicles are covered in Council’s budget. Replacement of vehicles will be guided in priority order by the availability of capital budget and a replacement timing that minimises net cost to Council. Replacement of vehicles will be assessed for cost effective purchase and disposal advantages including model changes, kilometres, age of vehicle, recurrent costs or accident damage. Social Council vehicles with a logo attached are recognisable within the community. Good driving behavior within these vehicles should reflect positively on the organisation, and the Policy explains at length the expectations required of all fleet vehicle users. With the exception of private use vehicles, all Council vehicles will have Council’s logo affixed in a prominent position. Environmental All new fleet vehicles are currently considered based on their environmental performance and are assessed using the Australian Governments Green Vehicle Guide. Economic In choosing the most appropriate vehicles for Council’s fleet, regard is given to maximising standardisation of vehicles that seek to reduce operating costs, maintain service levels and, when possible, continue sustainable practices. Risk Management Council is committed to purchasing and leasing vehicles equipped only with proven safety features that allow for safer driving. Employees intending to use a Council vehicle are required to demonstrate their commitment to safety by practising safe driving behaviours and observing the ‘Guide to Safe Work Related Driving’ – a handbook for workplaces published by the Transport Accident Commission.

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10.2 Council Policy - Vehicle Fleet Policy and Procedures 2017 cont. All Council vehicles are insured under a comprehensive policy covering vehicles, drivers, passengers and damage to third parties. Community Engagement The nature of the Policy does not require consultation with the community. Officer’s Comments Council’s vehicle fleet caters for the transportation requirements of Council staff in delivering normal Council business in a safe, efficient and cost effective way. In accordance with the Vehicle Fleet Policy and Procedures, Council’s fleet shall be managed to: · minimise overall environmental impacts, · achieve maximum potential resale price, · minimise procurement, operational and maintenance costs, · provide an on-going safe work environment for staff, and · deliver the business of Council efficiently and to the satisfaction of the community. Councillors Westendorp/Olver: That Council adopt the Mansfield Shire Council Vehicle Fleet Policy and Procedures 2017.

Carried

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27.

ATTACHMENT 10.2

COUNCIL POLICY - VEHICLE FLEET POLICY AND

PROCEDURES 2017

(23 PAGES)

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Council Policy

Vehicle Fleet Policy and Operational Procedures 2017 Department/Unit: Engineering and Works

First Implemented: December 2005 Effective From: 28 June 2016 Review Date: 30 June 2017 Version: 9 Trim Reference: E582 / E3208

Origin: Responsible Officer Engineering and Works Manager Authorising Officer: Chief Executive Officer

Governance Use Only Action / Status: • Reviewed by EMT: Yes • Staff consultation undertaken: No (minor updates required only) • Reviewed by Audit & Risk Advisory Committee: No • For endorsement by Council: 15 August 2017

PURPOSE/OBJECTIVES The purpose of Council’s vehicle fleet is to cater for the transportation requirements of Council staff in delivering normal Council business in a safe, efficient and cost effective way. The vehicle fleet shall be managed to minimise overall environmental impacts, achieve maximum potential resale price, and minimise procurement, operational and maintenance costs whilst providing an on-going safe work environment for staff. The objective of the Vehicle Fleet Policy and Procedures is to ensure: • Council’s financial commitment is minimised over the life of the vehicle use • The Environmental impact associated with Council’s vehicle fleet is minimised • Statutory obligations are observed in regard to OH&S • The business of Council is delivered efficiently, to the satisfaction of the community SCOPE This policy applies to all Mansfield Shire Council employees, Councillors and volunteers. DEFINITIONS OH&S Occupational Health and Safety. RACV Royal Automobile Club of Victoria, supplying Council’s emergency roadside assistance.

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POLICIES AND PROCEDURES: VEHICLE FLEET POLICY AND PROCEDURES 2017: FOR ENDORSEMENT BY COUNCIL

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ANCAP Australian New Car Assessment Program, providing Australian and New Zealand consumers with independent vehicle safety information through the publication standardised safety ratings. Green Vehicle The Green Vehicle Guide CO2 Best Variant Rating measures vehicle Guide performance based on greenhouse gas and air pollution emissions. This measure considers fuel consumption, particulate emissions and other emissions that contribute to smog. This rating also allows direct comparison of vehicles that run on different fuels, petrol diesel, LPG and electricity. AWD All Wheel Drive – sends torque to all four wheels constantly and does not offer the option to operate in two-wheel drive, i.e. does not have low range. 4WD Four Wheel Drive - uses a driver selectable system that mechanically engages the drive to all four wheels, i.e. does offer a low range option. Pool Vehicle Use A vehicles which may be driven by an appropriately licensed staff member and is required to be garaged on Council premises or an approved designated location. Private Vehicle A vehicle is provided to an employee as part of their salary package Use for both private and business purposes and is also available for pool use during normal working hours. Commuter The vehicle is used only for Council business and restricted personal Vehicle Use use commuting to and from an employee’s place of residence and place of work. Standard Vehicles listed in Appendix 1. Passenger Vehicles

Light Commercial Utilities and small trucks, mostly provided to the depot.

Modified Definition as above with modifications including but not limited to the Light Commercial with the fitting of additional suspension springs, tool boxes, animal cages, cranes, fuel tanks etc. POLICY STATEMENT The Vehicle Fleet Policy and Procedures is an overarching governance framework relating to the management and operation of Council’s vehicle fleet. This document communicates Council’s objectives to perform efficient and effective procurement, management and uses of Council’s vehicle fleet in line with State and Federal policies and environmental obligations. The Policy includes the overall strategic direction of Council in the governance of vehicle assets in accordance with relevant best practice, statutory obligations and probity regulations.

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The Procedures provide overall administrative framework and rules to better manage the vehicle fleet on a daily basis, including vehicle allocation, employee obligations and expected driver behaviour. A vehicle provided for business use is considered to be a workplace and as a road management authority, Mansfield Shire Council is committed to providing strong direction, leadership, coordination and service in road safety. Together with this, Council is committed to providing a safe working environment for all employees when they are driving or a passenger under the requirements of the Occupational Health and Safety Act 2004. Council is committed to purchasing and leasing vehicles equipped only with proven safety features that allow for safer driving. Employees intending to use a council vehicle are required to demonstrate their commitment to safety by practising safe driving behaviours and should observe the Guide to Safe Work Related Driving – a handbook for workplaces published by the Transport Accident Commissions. This handbook is available on line at www.worksafe.vic.gov.au or in TRIM ref IN15/22967 and also on the Intranet. RESPONSIBILITIES All Council vehicles form part of Council’s fleet and will be made available for use by Council staff on Council business during normal office hours, unless the vehicle is being utilised by the Assigned Officer. The responsibilities of each officer are outlined below. The Mayoral role has full private use of a vehicle as per this policy. Council will pay all operating and maintenance expenses, including the cost of fuel, oil, insurance, registration and any fringe benefits tax, as all vehicles are tools of trade-use vehicles in the first instance. The allocation and/or use of a vehicle shall not be regarded as a condition of employment unless stipulated under an employment contract. Being allocated a vehicle is a privilege and not a right. Any breach of this Policy will be dealt with in accordance with Council’s Disciplinary Policy. The allocation of a vehicle to any particular position does not infer a vehicle will be offered to future incumbents. It is the responsibility of the relevant Manager (or delegate) to bring the Policy and Procedures to the attention of each staff member under their control that will have access to a Council vehicle. This Policy and Procedure will form part of the employee’s induction. Any Councillor or Council staff member operating a Council vehicle who causes loss through negligence or non-compliance with any Federal or State law, local law or Council Policy is financially and legally responsible for their actions.

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Responsible Officer Responsible for Chief Executive Officer

• Approve the size of Vehicle Fleet on advice and analysis from Fleet Officer.

• Approval of annual review and changes to this policy. • Authorise allocation of vehicles with private or commuter use. • Approve any non Council employees to use a Council vehicle

in accordance with this policy. • Authorise by delegation to Fleet Officer the purchase of

vehicles. • Discretion to withdraw the allocation of a Council vehicle for

breaches of this policy.

Managers • Accountable for ensuring the allocation and usage entitlements of vehicles are in accordance with this policy.

• Authorise temporary reallocation of a Council vehicle due to leave or other reasons.

• Consult the Fleet Officer regarding any changes to use, allocations, or modifications.

• Disputes arising from this Policy and Procedures will be referred to the direct Manager in the first instance.

• Responsible for ensuring all operational requirements of this policy document are met .

• Monitor the usage and condition of all Council vehicles. • Ensure that employees operate vehicles in accordance with

this policy and procedure.

Senior Accountant • Calculate and recommend the annual contribution for private use to be authorised by the CEO.

• Calculate and recommend the business unit contributions, in consultation with the relevant Manager, as part of the annual budget process.

Fleet Officer • Administration of the policy and responsibility for interpretation and application.

• Annually review this policy and recommend changes to the CEO.

• Responsible for the purchase, replacement and temporary re-allocation of vehicles where possible.

• Monitor vehicle service intervals.

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Responsible Officer Responsible for Staff allocated a Council Vehicle – Private Use

• Whilst driving a Council vehicle is responsible for adhering to the requirements detailed in this policy and procedures.

• Maintain roadworthiness of vehicle by arranging regular scheduled servicing with the relevant dealership and for the repair of any faults.

• Ensure cleanliness of vehicle interior and exterior. • Drive vehicle to and from work every day whilst at work. • Make vehicle available to other staff to undertake Council

business during working hours. • Make the applicable employee contribution to offset costs of

private usage of vehicle.

Corporate and Organisational Development Manager

• Responsible for employment related elements of this policy and procedures.

Policy Review • Annually

REFERENCES Vehicle related legislation and policies are listed below and take precedence over this policy. Vehicle related governance legislation and policies Safety Occupational Health & Safety Act 2004

Road Safety Act 1986 Road Safety Road Rules 2009 Guide to Safe Work Related Driving – Workplace Australia

Crashes Transport Accident Act 1986

Environment Environment Protection Act 1970

Employees including volunteers

Mansfield Shire Council - Employee Code of Conduct Mansfield Shire Council - Drug and Alcohol Policy Mansfield Shire Council - Recruitment and Selection Policy and Procedure

Fleet Policy Mansfield Shire Council – Vehicle Fleet Policy & Procedure

Employee Contracts Individual employment contracts Mansfield Shire Council – Vehicle Fleet Policy & Procedure

Procurement Mansfield Shire Council – Procurement Policy & Procedure

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Governance & Legislation Local Government Act 1989 Privacy and Data Protection Act 2014 Mansfield Shire Council – Enterprise Agreement 2016 Plant & Vehicle Management Manual 3rd Edition IPWEA

Process Mansfield Shire Council – 10 steps to Policy Revision

IMPLEMENTATION This policy is effective once endorsed by Council. REVIEW DATE This Policy is to be reviewed annually and by 30 June 2018. Council reserves the right to review, vary or revoke this Policy at any time. AUTHORISATION TO IMPLEMENT POLICY This Policy must be endorsed by the Mansfield Shire Council. Signed: ______________________ Witnessed: ______________________

Councillor Chief Executive Officer Dated:

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VEHICLE FLEET POLICY PROCEDURES

The following procedures are designed to ensure that all decisions relating to this policy are made in a consistent and open manner.

Table of Contents

1. Key Purchasing Considerations ........................................................................................... 9 1.1 Operational Suitability ................................................................................................ 9 1.2 Safety ........................................................................................................................... 9 1.3 Environmental Impact ................................................................................................. 9 1.4 Negotiated Contractual Arrangements...................................................................... 10 1.5 Employee Vehicle Entitlements & Conditions of Use ............................................... 10 1.6 Private Use Vehicle ................................................................................................... 10 1.7 Commuter Use Vehicle .............................................................................................. 11 1.8 Pool Use Vehicle ....................................................................................................... 11 1.9 Use of Employee’s Private Vehicle ........................................................................... 11 1.10 Usage Exclusions....................................................................................................... 12 1.11 Minimising FBT ......................................................................................................... 12

2. Safe Driving and Use of Council Vehicles......................................................................... 12 2.1 Table 3: Driver Safety ............................................................................................... 12

3. Driver Responsibilities ........................................................................................................ 14 3.1 General Requirements ............................................................................................... 14 3.2 Speed Limits............................................................................................................... 14 3.3 Seat Belts & Other Safety Features ........................................................................... 14 3.4 Alcohol, Drugs & Driving ......................................................................................... 15 3.5 Fatigue & Driving ..................................................................................................... 15 3.6 Use of Mobile Phones ................................................................................................ 15 3.7 Complying with Road Rules ...................................................................................... 15 3.8 Courteous Driving ..................................................................................................... 16 3.9 Tolls ........................................................................................................................... 16

4. Smoke Free Vehicles ........................................................................................................... 16

5. First Aid Kits ....................................................................................................................... 16

6. Fuel Purchasing .................................................................................................................. 16

7. Vehicle Pool Arrangements ................................................................................................ 17

8. Reporting Requirements ..................................................................................................... 17

9. Council’s Logo .................................................................................................................... 18

10. Insurance ............................................................................................................................. 18

11. Motor Vehicle Accident Procedures ................................................................................... 18 11.1 Safety First Priority ................................................................................................... 18 11.2 Action at the Accident Scene ..................................................................................... 19 11.3 Recording of the Accident Details ............................................................................. 19

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12. Maintenance, Servicing & Repairs .................................................................................... 20 12.1 Routine Maintenance ................................................................................................. 20 12.2 Periodic Servicing ..................................................................................................... 21 12.3 Repairs & Damage .................................................................................................... 21 12.4 Replacement Vehicles ................................................................................................ 21

14. Breakdown Arrangements .................................................................................................. 21

15. Vehicle Replacement Procedures ....................................................................................... 21 14.1 Vehicle Accessories ................................................................................................... 21 14.2 Replacement Vehicles ................................................................................................ 22 14.3 Inspection and Disposal ............................................................................................ 22

16. Acknowledgement of the Motor Vehicle Policy ................................................................. 22

Appendix 1 – Replacement Vehicle Options ................................................................................ 23

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1. KEY PURCHASING CONSIDERATIONS Vehicle must be purchased in consideration with the following key requirements: 1.1 Operational Suitability Vehicles must be fit for purpose and meet functional business requirements for which they are to be used in terms of size, performance, cargo, towing, terrain, and customer recognition. The listed vehicle models can be considered for general light vehicle fleet: • All Wheel Drive (AWD) can be considered where this is the only option for the model

within the listed vehicle variants. Two wheel drive vehicles must be selected where there is an option.

• Diesel or petrol can be selected within the listed vehicle variants.

The base models of vehicles to be considered for general light vehicles and can be found in the attached Appendix 1 which will be reviewed annually and approved by the CEO. Four-wheel drive (low range transfer case) vehicles require CEO approval. Any departure from the vehicle types and accessories offered in thie policy and procedure will require approval from the CEO. A clear business case must be submitted as part of the request. The business case will include operational justification, financial accountability and evidence that alternative solutions have been considered. Sports cars, large SUV and people movers as a vehicle variant will not be considered under this policy. 1.2 Safety All vehicles will be purchased with consideration to the Australian New Car Assessment Program (ANCAP). Light commercial and passenger vehicles must have an ANCAP safety rating of 4 or higher. Light coloured vehicles are preferred on the basis of both safety and bodywork maintenance and uniformity. All field services vehicles will be white. 1.3 Environmental Impact All new light fleet vehicles are considered based on their environmental performance and this is measured by the Green Vehicle Guide. • Light Commercial vehicles have a Green Vehicle Guide CO2 Best Variant rating of

180g/km or less.

• Passenger vehicles must have a Green Vehicle Guide CO2 Best Variant rating of 150g/km or less.

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1.4 Negotiated Contractual Arrangements All new contractual arrangements with staff will be in line with this policy. Previous arrangements for vehicle use relating to a specific position that falls outside this policy will not form justification for future ‘as of right’ use. Any arrangements that are currently in place and not consistent with this policy will remain in place until such time as the position is vacated. 1.5 Employee Vehicle Entitlements & Conditions of Use A personal use agreement may be entered into with individual officers:

- By approval of the CEO - In accordance with the policy - Where there is capacity within the fleet

No employee is permitted to use a Council vehicle for personal use unless they have written authorisation. A copy of the authority must be forwarded to the Corporate and Organisational Development Manager for retention on the employee’s personnel file for taxation purposes. Outside of the pooling arrangements, the responsibility for the safe and legal operation of the vehicle rests with the assigned employee to whom the vehicle is provided. That responsibility extends to any other person authorised to use the vehicle. When using a pool car the responsibility for the safe and legal operation of the vehicle rests with the driver. The assigned officer (excluding the Mayor) must bring the allocated vehicle to work when in attendance at their designated workplace. If not required by the employee, the vehicle must be made available for pool use by other employees during standard work hours. 1.6 Private Use Vehicle Private Use category applies where a vehicle has been provided to an Officer as part of their salary package for both private and business purposes. Positions that have full private use entitlements are prescribed by the CEO. An annual salary contribution depending on the size of vehicle selected is required for by those eligible to take up the private use option. The contribution shall be apportioned and deducted from the fortnightly salary. The contribution per annum amounts will be reviewed and adjusted each time the policy is reviewed to accurately reflect the cost of private vehicle use.

Vehicle Category Contribution per annum Small $8,000 Medium $10,000 Large $12,000

An Appendix list of available vehicles within each category is attached to this document (Appendix 1).

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The Mayor may select the vehicle of his or her own choice. The CEO has the option to upgrade two models above the base model with an increase to the contribution per annum of $1,000. Private use is unrestricted during periods of annual leave, sick leave and long service leave. Interstate travel is permitted. The vehicle must be returned for periods of leave without pay. The vehicle may be returned for extended leave periods if the officer does not require it. The salary contribution will only be proportionally adjusted for periods in excess of two weeks. Full private use entitlements include members of immediate families who shall be allowed use of the vehicle provided they are licensed in accordance with Vic Roads. All staff entitled to private use of a vehicle as per their employment contract, may elect to provide their own vehicle for travel to and from work and not contribute to the private use benefit provision option, if approved by the CEO. 1.7 Commuter Use Vehicle This category applies to those vehicles provided to an employee without private use contribution and for business use only. Council provides vehicles for commuter use on the basis the vehicle is used only for Council business and restricted personal use commuting to and from an employee’s place of residence and place of work. When the employee is on planned leave for more than 2 days (not including weekends or public holidays) the vehicle is to be garaged at a Council location. Unplanned leave may require the vehicle to be collected from the employee’s residence depending on the work need for the vehicle. Eligibility for commuter use will be determined by the relevant Manager. 1.8 Pool Use Vehicle This category applies to all vehicles required to be garaged on Council premises or an approved designated location. These vehicles are Council’s pool vehicles and may be driven by an appropriately licensed staff member. Pool vehicles will be fitted with a Council logo. A Manager may authorise the commuter use of the vehicle where an on-the-job start is required. Fuel is to be purchased using Council’s fuel card system. 1.9 Use of Employee’s Private Vehicle An employee may use their own vehicle for Council business when no Council vehicle is available. Prior approval must be obtained from their Manager and only after all other options have been exhausted. The employee will be reimbursed travel costs based on the distance travelled in accordance with the Mansfield Shire Council Enterprise Agreement or, where not specified, in accordance with the rates specified in the Local Government Industry Award 2010 and subsequent amendments. These expenses will be costed against the relevant department’s budget.

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The private vehicle must be covered by a comprehensive private insurance policy, a copy of which must be submitted when seeking approval. Council has an insurance policy to cover the loss of employees, voluntary workers and Councillors for only their insurance “no claim bonus and/or policy excess” up to a sum of $1,000 in the event of an accident whilst driving their own vehicle for Council business. 1.10 Usage Exclusions Use of Council vehicles shall be consistent with the purpose for which the Council acquired the vehicle or for related activities within the terms and conditions of employment. Vehicles must not be used for business activities outside of the employee’s employment contract with Council or any business related activities of any other person with authorisation to use a Council vehicle including family members. Under no circumstances are Council vehicles to be used in a car rally, time trial or any other similar motor sport event, which is inconsistent with the normal use of the vehicle. 1.11 Minimising FBT Council reserves the right to manage the fleet to minimise exposure to FBT. Council may require drivers to complete log books to determine use rates. 2. SAFE DRIVING AND USE OF COUNCIL VEHICLES Employees intending to use a Council vehicle are required to demonstrate their commitment to safety by practising safe driving behaviours. Table 3 below sets out many of the key issues which address driver safety in the context of OH&S and which Council considers in meeting their obligations to drivers of Council vehicles. 2.1 Table 3: Driver Safety Safe Work Systems • Ensure driver-initiated reports on vehicles are acted upon

• Ensure vehicle service schedule & safety checks are adhered to.

Education • Provide vehicle familiarisation where a driver has not had sufficient driving experience with a particular vehicle.

• As part of Council’s induction all drivers of Council vehicles must be made aware of the Fleet Policy & Procedure and Road Safety Act that concern safe vehicles, safe driving, driver behaviour including driver health and safety.

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Driver Management • In accordance with the Staff Code of Conduct, Occupational

Health and Safety Act 2004 and the Road Safety Act 1986, all drivers of Council vehicles must exhibit appropriate driving behaviour and safe driving practice.

• Where persistent failure to exhibit appropriate driving behaviour and safe driving practice, a staff member will receive counselling and possible re-education. If improvement is not exhibited, that staff member will have approval to drive a Council vehicle withdrawn.

• Council will, where practically possible, develop, implement and monitor safe driving-work practices in relation to driver fatigue, health and other stressful repetitive activities.

• Drivers incurring an infringement notice for an offence are to receive appropriate driver behaviour counselling.

• Ensure all persons who intend to drive a Council vehicle including contractors and family members of private use officers hold a current and appropriate driver licence.

Driver responsibility • Drivers of Council vehicles must take reasonable care for their own health and safety and for the health and safety of passengers and other road users.

• Comply with the applicable provisions of the Vehicle Fleet Policy & Procedures, Staff Code of Conduct, the Road Safety Act 1986, the Road Transport Act (Dangerous Goods) 1995 and any other relevant legislation of any applicable jurisdiction.

• Co-operate on any action taken to comply with the vehicle Fleet Policy & Procedures or any requirement imposed by relevant legislation.

• Drivers of Council vehicles may be required to authorise Council to record and obtain from VicRoads or any other appropriate authority regarding all traffic and vehicle related offences committed while driving a Council vehicle. Information includes the driver’s licence details, status and any loss of driver’s licence points. This information is to be administered in accordance with the provisions of the Privacy and Data Protection Act 2014.

• Safely park the vehicle prior to operating a hand held mobile phone, two way radio, and/or satellite navigation system or any other electronic equipment other than where exempt under the Road Safety (Road Rules) Regulations.

• Comply with drug and alcohol laws at all times. • Effectively finalise infringement notices.

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3. DRIVER RESPONSIBILITIES 3.1 General Requirements A driver of a Council vehicle must be the holder of a current driver licence endorsed to drive the class of vehicle being used and licence currency is the responsibility of the individual driver. Drivers are responsible for advising the Corporate and Organisational Development Department of any changes to their licence including renewals, cancellations and suspensions. Disciplinary action will be taken against any employee found in control of a vehicle without a current licence or whilst the current licence is under suspension. Licences may be sighted by a driver’s direct supervisor. The Corporate and Organisational Development Department will confirm licences on employment with a copy to be placed on the employee’s personnel file. The driver (private and commuter use) or department (pool vehicles) shall be responsible for ensuring proper and adequate care, usage and maintenance of the vehicle. This includes daily and weekly checks, scheduled servicing, monitoring of tyre wear as well as the cleanliness of vehicle. All drivers are responsible for ensuring that vehicles are properly secured, with valuables out of sight, doors locked and keys removed. All drivers must familiarise themselves with basic maintenance requirements, including oil, water, transmission fluid, brake and clutch fluid levels, tyre condition and pressure. Drivers must carry out weekly checks on these and not wait for warning lights or gauges. 3.2 Speed Limits Drivers must obey and remain within speed limits at all times. Drivers must drive at safe speeds for the prevailing conditions, recognising in some circumstances, this may be below the speed limit. When considering what a ‘safe’ speed is, observance of weather and road conditions, along with potential impacts of a collision with other road users including pedestrians and cyclists. 3.3 Seat Belts & Other Safety Features All vehicles purchased will have features promoting safer driving including seatbelt warning devices and automatic daytime running lights. Drivers should also: • drive with headlights on when visibility is poor and use light detection sensors if fitted; • use seatbelts at all times, ensuring all passengers comply; • adjust headrests so the top of the rest is level with the top of the head.

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3.4 Alcohol, Drugs & Driving Drivers must not exceed the blood alcohol limit of .05 and should refrain from alcohol consumption before and when driving Council vehicles. Drivers must be aware of the effect and influence of medications or other drugs on responsiveness and driving performance and must mitigate their consumption before or whilst driving. 3.5 Fatigue & Driving Drivers must: • Plan realistic driving schedules and avoid tight timeframes; • Take appropriate rest breaks and ‘powernaps’; • Avoid driving during normal sleeping hours; • Avoid commencement of a long trip after a day’s work; • Avoid driving after 16 hours since last sleep; • Avoid very early and very late meetings where possible, Managers will authorise

overnight accommodation when required.

3.6 Use of Mobile Phones Drivers must: • Only use a mobile phone whilst driving if a hands free connection is available. Use of a

mobile phone without a hands free function is illegal; • Minimise hands free mobile phone calls when driving and restrict the length of call

time; • Pull over to use a mobile phone, when safe to do so; • Allow calls to divert to message bank if unable to answer safely and only respond

when safe to do so; • Not operate a mobile phone when fuelling a vehicle.

3.7 Complying with Road Rules Drivers of Council vehicles must: • Carry an appropriate and current Victorian driver licence; • Comply with all Australian Road Rules. Drivers are personally liable for the payment of parking and traffic violations when the vehicle is in their care. Council reserves the right to revoke use privileges where violations are considered serious, jeopardise insurance cover, or repeat offences show a pattern of unsafe behaviour.

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If an employee has their licence suspended or cancelled for any reason, and a licence is deemed necessary to carry out the main duties of employment the following issues will be considered: • Availability of suitable alternative duties; • Circumstances surrounding the loss of licence; • Work performance; • Repeated offence; • Length of time without a licence. Redeployment will also be considered, however this may be at a different level of responsibility and pay. After consideration of all issues, disciplinary action in the form of a warning, leave without pay or instant dismissal may apply, at the discretion of the CEO. 3.8 Courteous Driving Drivers of all Council vehicles shall drive in a courteous manner and be considerate of other road users. 3.9 Tolls Toll ways (Citylink) connect a number of major freeways and dramatically reduce travel time. All Council vehicles are registered with Citylink and may be used on Toll Roads. 4. SMOKE FREE VEHICLES Smoking is strictly forbidden in all Council vehicles at any time. 5. FIRST AID KITS First aid kits are issued for each vehicle and must be left in the vehicle at all times. These are to be transferred to the replacement vehicle on changeover. Personnel who use a first aid kit should ensure the Fleet Officer or Risk Management Officer is advised so as to enable replenishment. First aid kits are to be checked by Council’s dedicated First Aid Officers every two years. Allocated drivers must report any lost, stolen or misplaced First Aid Kits to the Fleet Officer or Risk Management Officer. 6. FUEL PURCHASING All Council vehicles will be issued with a fuel card, authorised for fuel, top up oils and hydraulic fluids only. No other unauthorised products may be purchased using the fuel card and fuel must not be purchased for other vehicles. Drivers will ensure the correct odometer reading is given to the fuel outlet attendant at the time of purchase.

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In the event that fuel has been purchased using personal cash or credit card, a Tax Invoice is required to substantiate a re-imbursement claim. Re-imbursement will be made by forwarding a completed claim form and tax invoice to the Finance Department, authorised by the appropriate Supervisor/Manager. Drivers of all Council vehicles are to ensure the fuel card is kept in the glove box, centre console or an available slot on the right hand side of steering wheel, of the designated vehicle at all times. At vehicle changeover time, the fuel card must be returned to the Fleet Officer. 7. VEHICLE POOL ARRANGEMENTS All Council vehicles when not in use by the allocated driver during their normal working hours must be made available for use by other Council employees. Managers must ensure employees are aware and comply with any vehicle pool arrangements in place for their department or workplace location. Commuter use vehicles may be temporarily reallocated to accommodate employees on council business involving after hours, overnight and weekends. In these instances every effort will be made to provide an alternative vehicle if possible. Adequate notice will be given (48 hours) so the displaced driver can make alternative arrangements.

8. REPORTING REQUIREMENTS For the purposes of administering the vehicle fleet, employees are required to complete all necessary declarations in relation to vehicle usage in a timely manner and as directed by the Finance Manager . Vehicle entitlements may be withdrawn with repeated breaches of reporting requirements.

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9. COUNCIL’S LOGO

Mansfield Shire Council vehicles with a logo attached are recognisable within the community. It is expected that good driving behaviour, vehicle cleanliness, and courtesy to other drivers on the road is observed by all drivers of Council vehicles. Logos will be fitted to all commuter use and pool vehicles. Logos will not be fitted to private use vehicles. Under no circumstances are logos to be removed from vehicles unless directed by a Manager. 10. INSURANCE All Council vehicles are insured under a comprehensive policy covering vehicles, drivers, passengers and damage to third parties. Certain circumstances and actions may result in the policy being declared null and void and may include, but are not limited to:

• A driver who is not in possession of the relevant current driver licence or permit; • A driver who is driving under the influence of alcohol; • A driver breaking any road traffic law or regulation; • Where there has been unauthorised modifications made to the vehicle; • Unauthorised use of the vehicle. Council’s Risk Management Officer may be contacted during business hours to clarify insurance matters. Personal belongings and valuables are not covered under Council’s policy in the event of damage or theft. Council vehicles shall only be operated by employees or family members as authorised under 1.6 of this Policy document. The Risk Management Officer will notify all drivers of any change to the insurance arrangements. 11. MOTOR VEHICLE ACCIDENT PROCEDURES The following procedures should be followed at all times if a Council vehicle is involved in an accident or road incident. 11.1 Safety First Priority

• Take all precautions necessary for personal safety, casualties and bystanders against any further injury;

• Turn off ignition and if fuel leakage is apparent in the accident area, vacate the area and stay clear;

• Attend to emergency needs, including first aid, notifying ambulance, police and fire brigade on Emergency Telephone Number 000.

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11.2 Action at the Accident Scene

• Do not admit liability even if considered at fault; • Make notes of any conversations between parties; • Do not offer compensation for repairs.

Council’s insurance company must initiate all liability discussions or admissions, and any made by an employee would be in breach of Council’s policy and could prejudice the claim. Other drivers or third parties requiring details of Council’s Insurance should be directed to the Risk Management Officer. In the event of an accident that immobilises the vehicle, the following procedure is required: • Call RACV Emergency Roadside Assist on 1800 686 494. You will be required to

quote Council’s membership number 5527983. The phone number and membership number are located on the top left hand corner of the windscreen and on the vehicle key ring.

• During business hours, telephone your immediate supervisor as soon as practical.

Advise your location and details. If the vehicle has been towed, you will need all details of the tow truck operator and the address of where the vehicle is being taken.

• Outside of business hours you will need all details of the tow truck operator and the

address of where the vehicle is being taken. Employees must not sign any authorisation for crash services other than an authorisation to tow the vehicle to a secure location. Employees must not authorise any party involved to obtain quotations for repairs to Council’s vehicle or the third parties vehicle. This will be arranged by Council’s Risk Management Officer. If any person is injured or if any property is damaged or destroyed, and neither the owner of the property or a representative of the owner, or a member of the police is present at the scene of the accident, you must as soon as possible report in person full particulars of the accident at the nearest police station. This is mandatory by law. All accidents MUST be reported to the Risk Management Officer and Fleet Officer. The Incident Report Investigation form located on the Intranet, must be completed with 24 hours where possible. 11.3 Recording of the Accident Details The following information is required by the Risk Management Officer together with a police report when necessary. In every instance a Vero Motor Vehicle Claim Form must be completed and submitted to the Risk Management Officer. These forms are available on Council’s Intranet and TRIM.

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Accident Details Other vehicle(s) and Driver(s) and property: • Name and address of owner • Name and address of driver • Licence number of driver • Vehicle make, model & registration number • Other parties insurance company • Damage to vehicle & property

Relevant to Mansfield Shire Council’s vehicle: • Driver’s name and address • Department and position • Driver licence number • Vehicle make, model and registration number • Location of accident • Date and time of accident • Damage to vehicle and property Additional Information • Names and address of any witnesses if available; • Details of personal injuries to any party; • Sketch a brief plan of the accident including streets, distances from kerb/corners,

traffic control signs, direction of travel and skid marks of all vehicles involved; • Take photos as necessary by way of a cell phone or digital camera. 12. MAINTENANCE, SERVICING & REPAIRS 12.1 Routine Maintenance It shall be the responsibility of the driver of any Council vehicle to undertake appropriate routine maintenance inspections of engine oil, water, tyre pressures, battery, brakes, hydraulic fluids, windscreen cleaning. Any staff member unable to perform these checks should ensure Council’s Workshop Mechanic carries out these checks on a regular basis. Routine maintenance checks shall include, but not be limited to, the following: • All lights and indicators should be working and have no cracks in the lenses; • Look for any fresh oil or water leaks; • Check tyres including the spare for wear, inflation level or damage; • Check steering comfort; • Check oil, coolant, brake fluid and screen washer levels; • Check bodywork for scratches and dents, windscreen cracks.

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12.2 Periodic Servicing The allocated vehicle driver/department is responsible for ensuring the vehicle is serviced in accordance with the manufacturer’s recommended schedules in the vehicle manual. Servicing is to be carried out by the relevant dealership. Failure to undertake servicing in accordance with the manufacture’s requirements may void the vehicle warranty and the vehicle may also become unsafe to drive. Failure to comply may also lead to withdrawal of entitlements attached to the use of the vehicle. 12.3 Repairs & Damage It is the responsibility of the allocated vehicle driver to report to the Fleet Officer and Risk Management Officer any vehicle damage or defects. All damage/defects should be reported to the Manager and Fleet Officer as soon as possible and the relevant Incident Investigation Report form completed. Where insurance is void or not eligible for a claim, the full amount of repairs will be charged to the driver’s department. 12.4 Replacement Vehicles A replacement vehicle may be provided if available at the time an allocated vehicle must undergo repairs or servicing. The standard of the replacement vehicle might vary and replacements only provided if another vehicle is available within Council’s fleet. 13. BREAKDOWN ARRANGEMENTS All vehicles are registered with RACV. The details are on the top left hand corner of the windscreen and also on the key tag. RACV provide a 24 hour service. Drivers should, where practical remain with the vehicle until assistance arrives. If the problem cannot be fixed roadside, the driver can authorise for the vehicle to be towed to the nearest registered dealership. 14. VEHICLE REPLACEMENT PROCEDURES Replacement vehicles shall conform to the criteria in Section 1.Key Purchasing Considerations. 14.1 Vehicle Accessories Accessories requested by an employee shall be purchased and installed at the cost of that employee. If the fitting of an accessory modifies the vehicle in a manner that impacts resale value, the employee shall have no claim on that accessory and it will remain on the vehicle. The following items are considered as accessories at the employee’s cost: • Roof Racks • Electronic trailer brakes • Factory window tinting

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• Bull bar • Sports bar • Driving lights Tow bars will are considered an acceptable accessory at Council’s expense on private use vehicles. Vehicles cannot be modified or upgraded at officer cost. The purchasing of vehicles shall be carried out through Council’s Engineering department. The Engineering Manager and Fleet Officer (or their delegate) is the authorised signatory for all vehicle purchases. 14.2 Replacement Vehicles Replacement of vehicles will be guided in priority order by: • Availability of capital budget; and • A replacement timing that minimises net cost to Council Vehicle replacement should occur approximately as follows: • Standard passenger vehicles - 80,000 – 100,000kms • Light commercial - 140,000kms • Modified light commercial – life of vehicle • Four Wheel Drive passenger vehicles – 150,000kms These are guidelines only and each replacement case will be assessed for cost effective purchase and disposal advantages including model changes, excess kilometres, age of vehicle, recurrent costs or accident damage. These replacement periods are at the discretion of the Engineering & Works Manager (or their delegate). 14.3 Inspection and Disposal The Fleet Officer shall liaise with the allocated vehicle driver regarding the date of the vehicle changeover. It is the responsibility of the allocated driver or department to ensure the vehicle is prepared in a clean and tidy condition with all personal items removed for inspection/appraisal. Collection of a new vehicle is arranged with the Fleet Officer and only after all forms and relevant legal documents has been satisfactorily completed and authorised. 15. ACKNOWLEDGEMENT OF THE MOTOR VEHICLE POLICY Staff members through the induction process are required to acknowledge they have read and agree to abide by the conditions of this policy.

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APPENDIX 1 – REPLACEMENT VEHICLE OPTIONS Small

Make Model ANCAP Ford Fiesta 5 Holden Barina Sedan or Hatch 5 Toyota Yaris 5

Medium

Make Model ANCAP Ford Focus 5 Holden Trax 5 Astra 5 Toyota Corolla 5

Large

Make Model ANCAP Ford Kuga 5 Mondeo 5 Holden Captiva 5 Nissan Altima 5 X-Trail 2WD 5 Qashqai 5 Toyota Aurion 5 Camry Altise 5 RAV 4 2WD 5

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10. OFFICER REPORTS CONT. 10.3 Mansfield Shire Road Management Plan 2017 File Number: E1062 Responsible Officer: Engineering Manager, Neil Olgivie Disclosure of Conflicts of Interest The author of this report has declared no conflict of interest in relation to this matter. Introduction The Road Management Act 2004 and Road Management (General) Regulations 2016 (the Regulations) require Council to undertake a review of the Road Management Plan (the Plan) in parallel with the preparation of its Council Plan following the election of a new Council. This review has been undertaken, in consultation with relevant stakeholders, and a report prepared outlining the findings of this review (see Attachment 1). Through this process, it has been determined that the minor amendments that are required to be made to the Plan including; adding more detail around the frequency and type of planned maintenance works, clarifying the definitions of some hierarchical terms used in the Plan, clarifying the purpose and usage of the Fire Access hierarchy and ensuring inspection outcomes are reviewed by an officer responsible for the planning of rectification works prior to determine if rectification works are required or not. Given that these minor changes will serve to increase road management standards, regulation 10 of the Regulations can be enacted. This means that the statutory consultation process, undertaken when major revisions to a Plan or decrease in service standards are proposed, is not required. There will be notification in the local paper and in the Victorian Government Gazette about the completion of the review and where copies of the revised Plan and report outlining the review’s findings can be viewed and obtained. It is recommended that Council note the review’s findings, adopt the amended Road Management Plan V4.3 and give the required notice under the Act. Background The current Road Management Plan was adopted by Council in March 2015 (Version 4.2) and is designed to: · Clearly document Council’s road asset management system · How roads will be maintained, including the service levels for each type of road · Ensure there are linkages between road management systems and strategic policy

objectives · Ensure that the identified service levels reflect the resources available to road

maintenance and road management functions.

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10.3 Mansfield Shire Road Management Plan 2017 cont. The Plan outlines: · Inspection intervals for roads, bridges and footpaths; · Response times for road and footpath defects; · Criteria for classifying roads to a particular service level (ie hierarchy); · Criteria for more significant projects such as grading, resheeting and resealing. The Plan needs to refer to and compliment the Road Register (the list of all public roads for which Council is the road authority), the Draft Footpath Strategy, Draft Road Strategy and the Municipal Fire Management Plan. Statutory Requirements The Road Management Act 2004 and Local Government Act 1989 requires a newly elected Council to review its plan in link with the timelines attributed to the development of a new Council Plan, which is the latter of within the first six months, or by 30 June. It is noted that the Minister for Local Government extended the timelines for the preparation of council plans until 31 August 2017, hence the timelines for the review of road management plans were also extended. The Road Management (General Regulations) 2016 provide more detail around the mechanics of reviewing a road management plan. Regulation 9 requires public notice to be given in the local paper and the Government Gazette of the outcome of the Plan’s review, and where copies of the Plan and the review’s findings can be obtained. Regulations 10 and 11 state that the statutory consultation process (requiring 28 days during which comments can be received from the public) does not have to be undertaken if the Chief Executive Officer certifies that the review and proposed amendments result a higher standard of service being applied. This certification can be found in Attachment 1. Council Plan Strategic Objective 2.3 relates to prudently managing Council’s assets and capital works program in line with financial resources. One of the reasons why the Road Management Plan is reviewed within the same timeframe as the development to of the Council Plan, which includes the Strategic Resource Plan, is to ensure that this objective is achieved. Financial The Road Management Plan review process is to ensure that the financial and human resources required to deliver on the service standards it sets out for different classes of roads and infrastructure are able to be met. The review has ensured that maintenance standards reflect the Shire’s resource capacity. Funding has been provided in the 2017-18 budget and 2017-21 Strategic Resource Plan to support the Plan’s implementation.

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10.3 Mansfield Shire Road Management Plan 2017 cont. Social The Road Management Plan is designed to ensure that Council’s road, bridge and footpath networks are maintained to ensure community safety and connectivity. Environmental Maintaining Council assets to an appropriate standard can have positive impacts on the environment through stormwater management and a coordinated approach to asset management. Economic The Road Management Plan is designed to ensure that Council’s road, bridge and footpath networks are developed and maintained to standards that support economic growth. Risk Management The Plan assists Council in managing road, bridge and footpath assets in a manner that mitigates risks to the public. Community Engagement Given the review has identified that only a handful of minor amendments need to be made, and that those amendments increase the service standards for some classes of assets, the statutory consultation processes are not required. Internal discussion and engagement has occurred to inform the review. Officer’s Comments The review process involved discussions with Council’s Engineering Manager, Works Coordinator, Roads Supervisor, Asset & Maintenance Liaison Officer and Municipal Fire Prevention Officer. A briefing was also provided on the review to Councillors in early 2017. The outcomes of the review may be summarised as follows: · More detail is required around the frequency and type of planned maintenance work in

accordance with road type, construction materials used and traffic volumes;

· Existing service standards were considered to be suitable;

· Hierarchies of roads were considered to be suitable, however alignment between the Footpath Strategy and roads listed in the Municipal Fire Management Plan is required to ensure that all documents list the same assets in the same hierarchy. This means that maintenance of roads listed as Fire Access Roads in the Municipal Fire Management Plan is undertaken prior to the fire season;

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10.3 Mansfield Shire Road Management Plan 2017 cont. · The addition of a third grader to Council’s fleet of vehicles has greatly assisted in

maintaining roads to the standards set by the Road Management Plan;

· An additional step is required to verify whether or not remedial action is required to address issues identified during an inspection of an asset.

As these findings do not constitute major changes to the Plan, and represent an increased standard in the maintenance of previously unlisted fire access tracks, the exemption from public notice under regulation 10 may be applied. Councillors Westendorp/Olver: That Council: 1. Note the findings of the 2017 review of the Mansfield Shire Road Management

Plan 2017. 2. Note the declaration from the Chief Executive Officer, made under Regulation

11 of the Road Management (General) Regulations 2016 that the review has resulted in changes to the Road Management plan that allow a determination under section 41 of the Road Management Act 2004 to be made that maintenance standards are higher than previously determined.

3. Adopt the Mansfield Shire Road Management Plan 2017. 4. Give public notice in the Mansfield Courier, The Age, the Victorian Government

Gazette and on the Shire’s website stating that the review has been completed and outlining where copies of the review report and amended Road Management Plan can be obtained.

Carried

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ATTACHMENT 10.3

MANSFIELD SHIRE ROAD MANAGEMENT PLAN

2017

(27 PAGES)

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Road Management Plan

For endorsement by Council on 15 August 2017

Version 4.3.1: August 2017

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MANSFIELD SHIRE COUNCIL ROAD MANAGEMENT PLAN 2017

ii

This page has been intentionally left blank

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Road Management Plan

Contents

SCHEDULE OF CHANGES & AMENDMENT .................................................................................. IV

GLOSSARY OF TERMS ..................................................................................................................... V

1 INTRODUCTION ........................................................................................................................ 1 1.1 OVERVIEW ............................................................................................................................. 1 1.2 ROAD MANAGEMENT PLAN OBJECTIVES ................................................................................. 1 1.3 ROAD MANAGEMENT PLAN AVAILABILITY ................................................................................. 2 1.4 ROAD MANAGEMENT PLAN AUDIT ........................................................................................... 2 1.5 ROAD MANAGEMENT PLAN REVIEW ........................................................................................ 2 1.6 STAKEHOLDERS ..................................................................................................................... 2 1.7 RELATED DOCUMENTS ........................................................................................................... 3

2 ROAD MANAGEMENT SCOPE ................................................................................................ 4 2.1 ROAD REGISTER .................................................................................................................... 4

2.1.1 CRITERIA FOR INCLUDING ROADS ON COUNCIL’S ROAD REGISTER .............................. 4 2.2 DEMARCATION OF RESPONSIBILITY ......................................................................................... 5

2.2.1 BORDERING MUNICIPALITIES...................................................................................... 5 2.2.2 VICROADS ................................................................................................................ 6

2.3 ROAD & PATHWAY CLASSIFICATION ........................................................................................ 6 TABLE 1 – ROAD HIERARCHY ................................................................................................. 7

2.4 EXCEPTIONAL CIRCUMSTANCES ............................................................................................. 8 3 INSPECTIONS ........................................................................................................................... 9

3.1 INSPECTION TYPES ................................................................................................................ 9 3.2 INSPECTION FREQUENCIES ..................................................................................................... 9

TABLE 2 – INSPECTION FREQUENCY ....................................................................................... 9 3.3 BRIDGES, FLOODWAYS AND MAJOR CULVERTS ..................................................................... 10 3.4 PROACTIVE AND REACTIVE INSPECTIONS .............................................................................. 10

3.4.1 ONSITE INSPECTION ................................................................................................ 10 3.4.2 INSPECTION ASSESSMENT ....................................................................................... 11

3.5 CONDITION INSPECTION ....................................................................................................... 11 3.5.1 ROAD PAVEMENTS (UNSEALED AND SEALED ROADS) ............................................... 11 3.5.2 WEARING COURSE (BITUMINOUS SEALS & ASPHALT) ............................................... 12 3.5.3 SUBGRADES (UNSEALED ROADS AND SEALED ROADS) ............................................. 12

4 RESPONSES ........................................................................................................................... 13 4.1 RESPONSE STANDARDS ....................................................................................................... 13

TABLE 3 – RESPONSE STANDARDS ...................................................................................... 15 4.2 BRIDGES, FLOODWAYS AND MAJOR CULVERTS ..................................................................... 18 4.3 PROGRAMMED MAINTENANCE AND CAPITAL WORKS .............................................................. 18

4.3.1 GRADING ................................................................................................................ 18 4.3.2 RESHEETING/RESEALING......................................................................................... 19

4.4 SEALING .............................................................................................................................. 19 5 ROAD SAFETY ........................................................................................................................ 20

APPENDIX A – INSPECTION PROCESS ........................................................................................ 21

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Schedule of Changes & Amendment

Version Date Changes/Amendment V1.00 8/11/2004 Endorsed by Council at its meeting 8 November 2004

Gazetted 2 December 2004.

V2.0 – Draft 3/10/2006 Reviewed and updated following completing the “Infrastructure Asset Management Plan – Part ‘B’ Road Network The Road Register has been removed and service levels updated.

V3.0 9/11/2007

Updated to include revised inspection and routine maintenance schedules The Routine Maintenance Surveyor and Activity sheet is amended to reflect the CRMS document tracking system in use by Council. Draft V2.00 remained in draft form only. Endorsed by Council at its meeting November 2007 Gazetted 3 January 2008

V4.00 – Draft 30/7/2014 Inspection frequency and defect response time reviewed and revised

V4.1 Minor format changes V4.2 28/1/2015 Clarifications based on comments after public display.

V4.2.1 5/3/2015 Footpath Hierarchy expanded. Bridge inspection regime clarified. V4.2.2 17/9/2015 Minor format and wording updates.

V4.3 27/3/2017 Change Fire Access to Limited Access, refine inspection process, include Council assessment step, reorder structure (without major content change)

V4.3.1 7/8/2017 Change Draft state, set date of endorsement to original Council date, as plan is only amended under Reg 11

1. Prime number changes to Versions (e.g. V1.0.0 to V2.0.0) will be made when the document undergoes its regular

review and when significant changes are made to standards and guidelines for inspections, intervention levels or work

2. Minor number changes (e.g. V1.0.0 to V1.1.0) will apply to amendments that materially impact the document 3. Point number changes (e.g. V1.0.0 to V1.0.1) will apply to minor amendments that do not materially impact the

document and are intended only to clarify or update issues.

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Glossary of Terms

Pavement The road surface, which can be gravel, bitumen, asphalt, concrete or other material.

Seal Solid road surface comprising concrete or bituminous compounds and embedded gravel.

Reseal Replacement of existing bituminous seal on road.

Resheet Replacement or addition of gravel road surface on existing formed road.

Gravel Road Road without bituminous or concrete surface, but with defined gravel surface.

Formed Road Road without bituminous or concrete surface seal, graded but no defined gravel surface.

Road Reserve Area designated as part of the road area. Effectively from property boundary on one side of road to property boundary on other side.

Government Road Reserve – Crown land reserved for roads and available to Council to build road on. The existence of a road reserve does not obligate Council to build or maintain roads on the land.

Unused Government Road Reserve Government Road Reserve that has been gazetted as Unused, and is available to be licensed for grazing purposes.

Grazing License License provided by the Department of Environment, Land, Water and Planning to allow usage of unused government road for agricultural grazing. This license can be revoked at the request of Council with 3 months notice.

Private Road Road over on privately-owned property. Regardless of whether or not road is named, Council has no obligations toward these roads.

Bridge Structure allowing road or foot traffic to cross an obstacle (such as a creek or river). A bridge typically consists of supports, beams and decking. Bridges managed by the Mansfield Shire Council are recorded on the Bridge Asset Register

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Culvert Structure allowing road or foot traffic to cross an obstacle (typically a creek). A culvert typically is made of preformed concrete pipes, either round or rectangular, with a gravel fill covering and road surface.

Major Culvert Culvert with a cross-sectional area greater than 3 square metres. Major Culverts managed by the Mansfield Shire Council are recorded on the Bridge Asset Register.

Floodway Structure allowing road or foot traffic to cross a watercourse with variable flow levels. A floodway is typically is made of preformed concrete pipes, either round or rectangular, with a gravel or concrete fill covering and road surface. The structure is such that water can flow over the road surface when the waterway is in flood. Floodways managed by the Mansfield Shire Council are recorded on the Bridge Asset Register.

Road driving envelope Typically paved section of road where vehicles are expected to travel.

Gazetted Cause to have notice announcing decision or action to be published in the government gazette.

Pathway Path or track intended for non-vehicular use by pedestrians, with formed base and either gravel or sealed surface.

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1 INTRODUCTION This document constitutes the Council’s Road Management Plan. The road management plan describes the inspection intervals for roads, bridges and pathways, the response times for road and pathway defects according to road hierarchy and defect type. It describes the criteria for classification of a road to a particular hierarchy level, and the criteria for more extensive road maintenance such as grading, resheeting or resealing. 1.1 Overview The Road Management Act 2004 was developed to provide a safer and more efficient road network within Victoria. The key principles of the Act include: • Clarification of civil liability laws for the management of roads. • Establishing processes and accountabilities for policy decisions and performance

standards. • Clear allocation of road asset ownership and management. • Provision of operational powers to achieve targets and performance standards. The Act provides councils and Local Government Authorities with the following: • The ability to develop and adopt a practical Road Management Plan and associated

maintenance policies and procedures. • The opportunity to be consistent in updating road provisions for declared roads,

including freeways and arterial roads managed by VicRoads, and public roads managed by councils and other Local Governments Authorities.

• A clear definition to allocate the responsibilities between Road Authorities through a Code of Practice for managing different road elements (i.e. carriageway, footpath, parking area, school crossing).

• A definition of the powers and obligations with regard to Traffic Management, Access Management, and Works within Road Reserves, by utility providers and other entities.

• The minimum threshold amount on financial claims against a road authority for property damage that has resulted from road conditions.

• An outlined frame work to allow VicRoads, councils and other road authorities (i.e. DEPI) to enter into arrangements to transfer or delegate responsibility from one authority to another, for operational/coordination functions.

1.2 Road Management Plan Objectives The key objectives of the Road Management Plan are: • To establish a system for road and pathway management functions for Council which is

based on policy, operational objectives, available resources and risk management considerations.

• To specify the relevant standards and management system in relation to the discharge of duties in the performance of those road management functions.

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Structural road design details are outside the scope of this document, and instead are covered by the Infrastructure Design Manual. 1.3 Road Management Plan Availability A copy of the Plan can be obtained or viewed by the public free of charge at: • Council Office 33 Highett St, Mansfield VIC 3722 • Council Website www.mansfield.vic.gov.au

The Engineering Manager is responsible for: • The control of the Road Management Plan document. • Issuing of the Road Management Plan amendments.

1.4 Road Management Plan Audit The Plan will be audited internally and reported to Council’s Executive Management Team. The audit will take place in the two months following the end of the financial years (i.e. July & August). A key objective of the audit is to ensure that the systems in place are satisfactory to deliver the level of service adopted by Council for its road network assets. The audit shall review: • Planned versus Actual response times for the defects identified. • The number of inspections being completed in the specified time frames. • That the planned response time for each defect type is achievable for Council’s road

and pathway networks. • The outcomes and comments received as part of the annual “Community Satisfaction

Survey” are addressed and satisfied.

1.5 Road Management Plan Review The Plan will be reviewed in accordance with Sections 303 and 304 of the Road Management (General) Regulations 2005. The review will be conducted every four years in line with Council elections. The review will provide particular attention to manage the demand for road maintenance in relation to the proposed level of service and resources made available through Council’s budget. 1.6 Stakeholders The following table provides a list of the stakeholders in this Road Management Plan: • Residents, rate payers, agricultural sector, and businesses within Council boundaries. • Pedestrians, including those with disabilities or restricted mobility. • Other users such as cyclists, mobility scooters, wheel chairs, prams etc. • Drivers of cars, buses, commercial vehicles, and motor cycles. • Tourists and visitors to the area.

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• Emergency services (i.e. Police, Fire, Ambulance, SES). • Utility Service Authorities (water, sewerage, electricity, telecommunications). • The State and Federal Government who provide support funding to assist with

management of the network. 1.7 Related Documents The Road Management Plan is a stand-alone document as required by the Road Management Act 2004. Other documents related to the Plan include: • Infrastructure Design Manual – adopted by Council on 27 March 2008. • VicRoads Traffic Engineering Manual

- Part 1: Traffic Management - Part 2: Signs & Marking

• Council Asset Management Plans (currently being developed):

- Roads & Pathways - Bridges - Drainage & Stormwater Systems

• Council Municipal Emergency Management Plan:

- Municipal Fire Management Plan - Woods Point & Surrounding District Community Safety Plan - Sawmill Settlement Emergency Management Plan - Animal and Stock Emergency Welfare Plan - Roadside Management Plan

• Other Council Documents

- Road Register - Roadside Conservation Management Plan

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2 ROAD MANAGEMENT SCOPE The Road Management Plan covers the management of following Council assets: • Roads & Pathways on Council’s Road Register • Traffic Signs. • Traffic Control Devices (e.g. speed humps, traffic circles, traffic islands). • Road markings (e.g. centrelines, lane marking, statcon lines) • Bridges and culverts within road reserve. The Road Management Plan does not cover the management of the following: • Private Roads/ Private driveways / pathways providing access from private property to a

public road • Street Furniture other than those listed above (e.g. bus shelters) • Trees and other vegetation outside the road driving envelope • Nature Strips • Private Property Fencing, including damage caused by falling trees • VicRoads Arterial Roads. • Any public highway not listed in the Council Road Register (e.g. laneways, access ways,

right of ways, tracks, unused government road reserves etc). To support our road management activities, all work within the road reserve require a permit and must comply with Council standards. The inspection process encompassed in this plan is outlined in Appendix A. As part of the process, all defects and condition reports are analysed to inform the plans for major asset maintenance work. Major asset maintenance work includes grading, resheeting, sealing/resealing and other significant capital works. 2.1 Road Register Pursuant to the requirements of the Road Management Act 2004, Mansfield Shire is the “co-ordinating road authority” for all Council roads within the municipality. These roads are listed on Council’s Road Register, as Public Roads for which Council is responsible. Council has determined that those roads and footpaths on the Road Register are those that are considered to be reasonably required for general public use. The Road Register has been adopted by Council and is amended from time to time as required. The Road Register is available for inspection at Council Customer Service or Council website (www.mansfield.vic.gov.au). 2.1.1 Criteria for Including Roads on Council’s Road Register

The following criteria will be used to assess whether any section of road is “reasonably required for general public use” and should therefore be included in Council’s Road Register.

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a) Mandatory Requirements

The road must be a public road (i.e., the road is): • declared to be a public highway under Section 204(1) of the Local

Government Act 1989; or • declared to be a municipal road under Section 14(1) of the Road

Management Act 2004; or • a public highway under Section 24(2)(c) of the Subdivision Act 1988

It should be noted that roads which are public roads (or public highways) are not necessarily going to be deemed to be “reasonably required for general public use” and therefore will not necessarily be included on Council’s Road Register of Public Roads.

b) Non-Mandatory Requirements

The road must satisfy at least seven of the following ten criteria: • Provides primary access to at least one full-time occupied residence. • Is named and signed. • Has previously been constructed by and / or maintained by Council. • Contains public utilities (e.g., AusNet Services, Telstra). • Provides clear benefit to several property owners (not just one). • Is required for fire access purposes. • Connects into and forms part of the wider network of public roads. • Is fenced on both sides. • Is required for vehicular use. • Is the only means of access to abutting property/properties.

2.2 Demarcation of Responsibility The Mansfield Shire road network interfaces with other road network at locations including municipal boundaries, arterial roads and crown land.

2.2.1 Bordering Municipalities Mansfield Shire borders seven municipalities. The following table provides the details for the agreement status with each of the four Councils:

• Baw Baw Shire Agreement formulated; • Wangaratta Rural City Not Complete; • Murrindindi Shire Not Complete; • Strathbogie Shire Not Complete; • Benalla Rural City Not Required (no bordering Council roads); • Yarra Ranges Shire Not Required (no bordering Council roads); • Wellington Shire Not Required (no bordering Council roads).

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2.2.2 VicRoads VicRoads is the managing authority of all the arterial roads throughout the state of Victoria. The following is a list of roads managed by VicRoads within Mansfield Shire:

• Merton – Euroa Road • Maroondah Highway • Midland Highway • Midland Link Highway • Mansfield – Whitfield Road • Mt Buller Road • Mansfield – Woods Point Road • Jamieson – Licola Road (30 km Jamieson to Mt Sunday Road)

2.3 Road & Pathway Classification The road hierarchy divides the network of roads into identifiable road classifications or types which reflect the functionality of the roads. Typically the road network provides for the following: • Effective access to property • Free flow of vehicles and pedestrians • Management of traffic movements • Protection of roadside amenity • Support of sustainable land development. The Road Hierarchy aims to reflect the preferred movement of vehicles throughout the network and gives guidance to road managers, road users and land developers as to Council's intended road network objectives. The design of a road’s physical attributes such as width, pavement strength, surfacing and other design elements are determined by the classification within the road hierarchy. The adopted road hierarchy and classification for Council roads and footpaths is listed in Table 1 below, with 1 being at the top of the hierarchy and 4 being at the bottom. The classification describes and utilises four road functional classes, namely link, collector, access roads, and limited access roads. The classification also includes three functional classes for pathways: high use, recreational and medium use pathways. A copy of the current Council roads by functional class is included on the Council website (www.mansfield.vic.gov.au).

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Table 1 – Road Hierarchy Road Hierarchy

Hierarchy ID Classification Role Description

1 L Link Road

Provides a link between major roads and regions

Provides a linkage between significant population centres and major traffic generators such as residential, industrial and commercial nodes and/or the declared road network. These roads are generally sealed.

2 C Collector Road

Provides a mixed function that includes traffic mobility and property access

Provides a route between, and through residential, industrial, commercial, agricultural, tourist and forest traffic nodes and the link and/or declared road network.

3 A Access Road Provides access to property residences

Provides direct access for abutting residential, industrial, commercial properties and, in other locations, forestry, tourist and agricultural properties and connects into the link, collector or declared road network. There is minimal to no through traffic. Parking areas, including on-street and off-street parking are included as part of this road class.

4 LA Limited Access Road

Provides passage for emergency vehicles and agricultural vehicles

A rural or urban access track, service road or back-lane providing access for agricultural purposes, fire and/or maintenance vehicles. This category of road is typically unformed with nominal pavement, unsealed and considered a dry weather road where seasonal closures may apply.

Footpath Hierarchy

1 PW1 Primary Pathway

Provides all-ability access to pedestrians

High Use - e.g. CBD – High Street

2 PW2 Recreational Pathway

Provides access to pedestrians, cyclists, horse riders

Parks and Rail Trail

3 PW3 Secondary Pathway

Provides access to pedestrians and their animals.

All other Shire-maintained pathways

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2.4 Exceptional Circumstances Council will endeavour to meet all its commitments under this Road Management Plan, unless under exceptional circumstances. Such circumstances include but are not limited to:

• Natural Disasters (e.g. floods, bushfire, storms). • Significant reduction in financial ability (e.g. economic downturns). • Prolonged labour shortage (e.g. ill staff, competitive labour market).

Where exceptional circumstances prevail and the requirements for this Road Management Plan cannot be met, pursuant to Section 83 of the Wrongs Act 1958, the CEO will correspond with the Council Officer in charge of this plan and inform them that some or all of the timeframes and responses in Council’s Plan are to be suspended. Once the events beyond the control of Council have been resolved, or if the events have partly abated, Council’s CEO will correspond with the Council Officer responsible for this Road Management Plan and inform them which parts of Council’s Plan are to be re-activated and when this is to occur.

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3 INSPECTIONS

3.1 Inspection Types Council has a duty to inspect, maintain and repair roads and pathways. The inspections aim to:

• To identify defects and act to minimise the risk of injury to asset users. • To identify the need for maintenance and repair to prevent premature failure of

assets and minimise the financial impact to the community. All inspections comprise two parts – an onsite inspection of the asset and an assessment of the results of the inspection. The inspections for Council roads and pathways are divided into the following three categories:

• Proactive Inspections These inspections determine if the road complies within the tolerable level for defects as defined in this Road Management Plan.

• Reactive Inspections Undertaken following notification to Council of defects and safety issues.

• Condition Inspections Conducted to assess the condition and remaining useful life of the road and pathway network in order to prioritize infrastructure renewal works and report financial depreciation figures.

3.2 Inspection Frequencies A summary of the inspection frequency for the three inspection categories is in table 2 below. Table 2 – Inspection Frequency

Inspection Frequency

Classification Proactive Inspection Reactive Inspection

Condition Inspection Day Time Night Time

Link Road 4 per year

1 per year 10 Working Days

maximum 5 years between

inspections

Collector Road 3 per year Access Road 2 per year 15 Working Days Limited Access Road 1 per year 20 Working Days Primary Pathway 2 per year

none 5 Working Days

Recreational Pathway 2 per year 10 Working Days Secondary Pathway 1 per year

The adopted inspection frequency, ensures that all Council-maintained roads and footpaths are inspected a least once a year, with higher class assets inspected more frequently.

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3.3 Bridges, Floodways and Major Culverts Bridges, Floodways and Major Culverts will receive a proactive inspection annually, regardless of the hierarchy of the associated road or footpath. This inspection is a Level 1 (visual) bridge inspection. Level 1 inspections are routine inspections which are used to check the general serviceability of a bridge or major culvert and to ensure the safety of road users. A Level 1 inspection is intended to identify obvious issues and degradations and may result in the need for a Level 2 inspection by a qualified engineer. Level 2 inspections are condition inspections and are used to assess the condition of structures and their components. Reactive inspections will be undertaken within 10 Working Days of notification of an issue. Reactive inspections may result in the requirement for a Level 2 inspection, which will be scheduled according to availability of qualified Level 2 inspectors and possible interventions to mitigate risk. Bridges will receive a Condition Inspection on a 5 yearly basis, which will be conducted as a Level 2 inspection. 3.4 Proactive and Reactive Inspections Council may record three categories of defect in inspections:

• Intervention-level defects • Asset degradation defects • Condition assessments

All Intervention-level defects require a response from Council. All other defects identified in inspections and recorded in the asset management system are recorded to assist in asset maintenance. Intervention-level defect requirements are documented in the Response Standards, together with a response timeframe. Asset degradation defects are recorded at the discretion of the inspecting officer.

3.4.1 Onsite Inspection Onsite inspections are undertaken either in a vehicle or on foot. The inspector is required to traverse the segment being inspected, observing and recording apparent defects and issues. Asset conditions may also be recorded at the same time.

The inspector is expected to be an experienced or qualified roads inspector.

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3.4.2 Inspection Assessment After completion of the onsite inspection, Engineering and Works department staff, under the direction of the Engineering Manager, review the identified defects and issues. An inspection under this Road Management Plan is not complete until the inspection assessment occurs.

An inspection assessment may undertake one or more of the following actions: • Confirm a defect requires intervention according to the response standards. • Re-categorise a defect to be addressed within programmed maintenance and

planned capital works. • Close a defect due to work being undertaken after the physical inspection and

prior to the inspection assessment. • Assign a defect to a works crew or works supervisor for intervention.

3.5 Condition Inspection Road and footpath condition assessments are recorded in the Council’s asset management system for each segment of road or pathway. Roads are segmented in a logical fashion according to identifiable boundaries, previous maintenance and capital works and road types. Road segments may be altered and amended for operational and practical reasons at any time.

3.5.1 Road Pavements (Unsealed and Sealed Roads) Condition assessments are carried out at least every five years.

The condition of the pavement is assessed on the following scale of 0-10:

• 0 – virtually new pavement with no defects • 2 – only slight decline in visible condition • 4 – good condition but with signs of deterioration evident • 6 – fair to poor condition, with maintenance costs rising • 8 – pavement badly deformed, no further capital works will result in the road being

closed to traffic within the next 2 years. • 10 – pavement at end of working life and not suitable for traffic This score reflects the remaining life of the road in the absence of renewal or reconstruction work.

Defects identified through reactive inspections and proactive inspections by Engineering and Works Department Inspectors are also recorded against the road segments or road names in Council’s asset management system, and may be used in assessing the need for capital works on a road.

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3.5.2 Wearing Course (Bituminous Seals & Asphalt) Condition assessments are carried out for sealed road wearing courses and pavements every three years as per the asset condition assessment program (see Asset Management Strategy). The procedure for assessing the condition of a wearing course is determined by evaluating the following on a score of 0 (new) to 5 (poor)

• Oxidation (weighting factor - 7) • Cracking (weighting factor - 3) • Depth of binder (weighting factor - 1) • Stone loss (weighting factor - 1) • Patching (weighting factor - 2)

This weighted sum (divided by 100) provides condition scores which reflect the remaining life shown in the earlier degradation curve

3.5.3 Subgrades (Unsealed Roads and Sealed Roads) The condition of the subgrade is generally not assessed as it is inaccessible without excavation. Poor condition subgrades will reflect in poor pavement and wearing course conditions.

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4 RESPONSES

The Council has a duty to inspect, maintain and repair roads and pathways. As a result of inspections, maintenance and repair requirements are identified. The Council will then consider appropriate interventions to address these maintenance and repair requirements. 4.1 Response Standards The response times for intervention-level defects adopted for this road management plan identified from proactive and reactive inspections are listed in the tables following. The response time is considered to be measured from the point at which Council has actual knowledge of the defect – either when the inspecting officer confirms it is an intervention-level defect as a result of a reactive inspection, or when the designated reviewing officers review the inspection results and confirm that they are intervention level defects. Council maintains two categories of defect:

• Intervention-level defects • Asset degradation defects

All other defects identified in inspections and recorded in the asset management system are recorded to assist in asset maintenance, and do not have a formal time frame for resolution under this road management plan. Any time frames associated via supporting asset management applications are in place for operational reasons and to assist with prioritisation, but do not constitute a policy or commitment. The interventions for an intervention-level defect require providing an appropriate response within the timescale specified. The response will be a combination of one or more of:

• warning signs • traffic control actions • repair and rectification works • Other actions to mitigate risk • Other actions to mitigate further asset degradation and damage.

Intervention does not automatically include rectification of the defect, which may be deferred to be rectified under programmed maintenance or planned capital works. The action to be taking will be determined by the inspecting officer for defects recorded for reactive inspections, and by the designated reviewing officers for defects recorded for proactive inspections. Any repair and rectification will be done in a manner that restores the asset to Council’s accepted construction standards (as documented in the Infrastructure Design Manual). The intention is to eliminate the defect and provide a practical engineering remedy that will address the defect and its cause and prevent the defect from re-occurring in a reasonable timeframe. Asset degradation defects may be addressed under programmed maintenance, planned capital works or specific work orders, based on operational priorities, asset management requirements and available budgets.

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Overall, repair and rectification priorities will be based on :

• estimated costs to repair the defect • upcoming programmed maintenance activities • Prospective capital works programs

Assessment of defects contribute to the development of the Council capital works programs. After an engineering assessment of the scope and range of defects on a road segment, individual defects or classes of defects may be reprioritised as Capital work to be rectified via the Council’s Capital Works and Planned Maintenance programs.

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Table 3 – Response Standards

Classification

Sealed Unsealed

Pot Hole

Rutting Depression Deformation

Seal Edge Break Shoulder Edge

Drop

Pot Hole

Scour Rutting

Corrugations

Depth > 50 mm & Diameter > 350

mm

Depth > 100 mm (2 m straight edge)

Depth > 50 mm & Length > 10 m from a sealed surface to unsealed shoulder

Depth > 150 mm & Diameter > 500

mm

Depth > 100 mm or

Depth > 50mm over 50m

Link Road 15 Working Days 2 Months 2 Months N/A1 N/A*

Collector Road 15 Working Days 2 Months 2 Months 3 Months 3 Months

Access Road 4 Months 4 Months 4 Months 4 Months 6 Months

Limited Access Road

Limited Access Roads are not generally maintained - recognition of defects and response to road issues to be in accord with instructions from Engineering Manager

Primary Pathway

N/A2 Secondary Pathway

Recreational Pathway 1 All Council Link Roads are sealed 2 These defects are typically vehicle-related. Similar footpath defects are assessed by the “raised edge” and “hole” standards for

Footpaths

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Table 3 – Response Standards (cont.)

Classification

Road Furniture, Drainage, Obstructions

Road Furniture Drainage Hazardous Obstruction

Missing/ Damaged Guide Posts, Safety Barriers; Missing/ Damaged/Illegible

Safety Signs

Hazardous Drainage Items (damaged/ missing pit lids, grates, kerb &

channel damage)

Fallen Trees Fallen items from

vehicles Other significant

objects

Link Road 2 Months 1 Month 24 Hours

Collector Road 2 Months 1 Month 24 Hours

Access Road 3 Months 3 Months 24 Hours

Limited Access Road 3 Months N/A3 24 Hours

Primary Pathway N/A4 2 Weeks 24 Hours

Recreational Pathway

2 Months4 2 Weeks 24 Hours

Secondary Pathway

N/A4 2 Weeks 24 Hours

3 Limited Access Roads are formed-only roads in rural environments with minimal infrastructure, not intended for regular traffic. 4 Road furniture near Primary and Secondary pathways is treated according to road requirements. Road furniture on recreational

pathways may be remote from roads, and have safety or risk considerations

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Classification

General / Other Footpath

Obscuring Vegetation

Vegetation Intruding

Structure Damaged affecting

performance or safety

Raised Edge

Hole, Rut or washaway

Restricts sight distance

Viewing of safety signage)

Trafficable Lanes - 5m

Pathway – 2.1m

Structure (Bridges, Culverts,

Floodway, other)

Greater than 25mm

Depth > 50mm and perimeter

length > 1m

Link Road 1 Month 3 Months 2 Days

N/A5

Collector Road 1 Month 3 Months 2 Days

Access Road 2 Months 6 Months 1 Week

Limited Access Road No intervention No intervention 1 Month

Primary Pathway

N/A6 3 Months 1 Month 2 Weeks 2 Weeks

Recreational Pathway

N/A6 3 Months 1 Month N/A7 2 Month

Secondary Pathway

N/A6 3 Months 1 Month 2 Months 2 Months

5 These defects only apply to footpaths 6 Obscuring vegetation is only considered in relation to vehicle traffic 7 Recreational pathways are all unsealed, and considered to inherently have surface variations.

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4.2 Bridges, Floodways and Major Culverts Identified correctable defects from Bridge, Floodway and Major Culvert inspections will be addressed as per the response standards tabulated in Table 3 according to hierarchy and severity. Where defects are identified requiring more extensive investigation and/or work, corrective action will be scheduled through the capital works program. If a major safety-related defect is identified with the inspected structure, an engineering assessment will be made to undertake one or more of the following actions: • Reduce load limits • Close the bridge • Urgent remedial action • Longer-term structural work and programmed capital works

4.3 Programmed Maintenance and Capital Works Grading and edge sealing is treated as programmed maintenance work. Resheeting and resealing work is treated as programmed capital works. Grading, Edge Sealing, Resheeting and Resealing activity for individual road segments will be programmed based on road category, seasonal impacts and the results of condition inspections.

4.3.1 Grading • A road grading program is developed at the start of each financial year. The aim

of the program is to grade the following categories of road on the Council road register:

• All unsealed roads on the Council road register graded at least once per grading season.

• All Limited Access roads graded once per year, with Limited Access Roads identified in the Municipal Fire Management Plan as necessary for Fire Access be graded prior to the Christmas holiday period

• All Bus routes on unsealed roads to be graded twice per grading season. • All shoulders on sealed rural roads to be graded at least once every three years. Additional grading depends on the number of defects, seasonal factors (both weather and usage) and class of road. Road segments included in the Council resheet or reseal renewal programs, and roads scheduled for sealing will not normally be graded under the grading program.

The grading season runs from late winter to late autumn, depending on weather conditions. Grading is restricted by access to water, wet weather and other operational constraints. Road grading will be prioritised as follows if it is not practically possible to grade all roads identified above:

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1. Limited Access Tracks identified in the Municipal Fire Management Plan 2. Unsealed Collector Roads 3. Unsealed Bus Routes 4. Major tourist roads (Jamieson-Licola Road; Matlock-Walhalla Road) 5. High traffic access roads (>=50vpd) 6. Low traffic access roads (<50 vpd) 7. Other Limited Access Tracks

4.3.2 Resheeting/Resealing Resheeting and resealing is a capital-intensive process and is programmed through the Council’s annual budget. Within the context of the road management plan, roads deemed most in need of resheeting or resealing will be scheduled first. Due to the complexity of the engineering and financial decisions and planning and scheduling process, it is not suitable for the road management plan to be prescriptive about which roads are most in need. However, factors taken into account include:

• Number of defects • Frequency of defects (is the number and severity of defects increasing over

time?) • Condition inspections • Weather impacts • Volume of traffic

4.4 Sealing Sealing is a capital-intensive process that defers maintenance expenditure but requires more expensive maintenance. The Council does not consider sealing of roads to automatically be an appropriate solution for issues with unsealed and unformed roads. Depending on usage factors and depth of seal, a sealed road would normally require resealing every 10 to 15 years. As such, a sealed road can be a financial issue for future ratepayers if put in place inappropriately. The decision to seal a road will include assessment of the following factors: • Number of defects • Frequency of defects (is the number and severity of defects increasing over time?) • Condition inspections • Weather impacts • Volume and type of traffic, including impact on surrounding roads • Resident willingness to participate in a co-funding arrangement • Alternative resheeting and other maintenance costs

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5 ROAD SAFETY

Road Safety is a critical aspect of road maintenance and management. Responsibility for road safety lies with a number of government groups and is affected by a variety of legislative instruments. The Council is not a qualified accident investigator. As Council is the “co-ordinating road authority” for Council-managed roads within the Mansfield Shire, it has established the Traffic Liaison Committee (TLC) to discuss safety and accident issues within the Shire. The TLC meets quarterly and includes representatives from Victoria Police, VicRoads and Council. Where appropriate, members of the public and other agencies with safety issues and concerns can be invited to participate in this meeting. Victoria Police assist in the identification of road safety issues contributing to accidents on Council-managed roads and provide guidance based on information from their qualified accident investigators through the TLC. VicRoads provide Council with accident data within the Shire. Accident and safety-related data is tracked internally and utilised in decision-making for road works, as well as providing supporting evidence for funding applications.

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Appendix A – Inspection Process

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10. OFFICER REPORTS CONT. 10.4 Appointments to the Mansfield Shire Audit and Risk Advisory Committee File Number: E34 Responsible Officer: Finance Manager, Mandy Kynnersley Disclosure of Conflicts of Interest The author of this report does not have a conflict of interest in this matter Introduction The Mansfield Shire Audit and Risk Advisory Committee (ARAC) has two vacant positions that require appointment. The ARAC Charter denotes that Councillors shall make new appointments by simple resolution. Officers have received and reviewed four applications, two of which are recommended herein for appointment by Council. Background The term of an independent member of the ARAC is 3 years. There are 3 independent members and their renewal terms are staggered to effect one renewal each year. Two independent member positions are now vacant on the ARAC:

- Dannielle MacKenzie: The incumbent chairperson of the Committee, Dannielle has completed her 3 year term, and her position is now up for renewal. Dannielle has re-applied for a further term.

- Richard Merton: Relocated interstate after completing 1 year of his term, and resigned from the ARAC. A position is available to fill for 2 years, being the remainder of Richard's term.

The positions have been advertised during July in the Mansfield Courier and on Council’s website. Officers received four applications for the positions: Sandy Robinson

- Currently works with Council in a consulting capacity for Human Resources (Employee Assistance Program)

- Qualifications in Counselling and Hypnosis - Work history in small business and private counselling - Lives in Mansfield

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10.1.4 Appointments to the Mansfield Shire Audit and Risk Advisory Committee cont.

Robert Bennett

- Current (new) member of the City of Casey Audit and Ethics Committee - Qualified CPA and Member of the Aust Institute of Company Directors - Work history in CFO roles in Australia and Asia Pacific. - Lives in Melbourne

Dannielle MacKenzie

- Existing member of the ARAC, re-applying as her current term has expired - Qualified CA - Audit Partner at Crowe Horwath (Albury) - Lives in Mansfield

Barbara Brond

- BBus (Marketing), Ass Dip Medical Laboratory Technology, Celebrant - Has been a member of the ARAC in the past - Work history with DHHS - Lives in Mansfield

Applicants full CVs and application forms have been made available for Councillors to review under separate cover. Statutory Requirements Section 139 of the Local Government Act 1989 requires Council’s to induct an independent Audit Committee. Council’s Audit and Risk Advisory Committee Charter dictates that: · Council shall call for nominations for the appointment of skill based representatives to

the Committee · Council shall make the appointment by simple resolution · Members of the Committee shall be eligible for re-appointment for a further term or

terms of 3 years each · The Council shall appoint another person to fill any vacancy caused by the resignation

of any member of the Committee · Any person appointed to fill a vacancy on the Committee shall hold office for the

unexpired portion of the previous members term of office Council Plan Strategic objective 2 – Financial Sustainability. Financial There is no direct financial impact.

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10.1.4 Appointments to the Mansfield Shire Audit and Risk Advisory Committee cont.

Social There is no direct social impact. Environmental There is no direct environmental impact. Economic There is no direct economic impact. Risk Management ARAC appointees should have the appropriate skills base to be able to meaningfully monitor and advise Council officers in all matters of risk management. Community Engagement In accordance with the ARAC Charter, both available positions were advertised in the Mansfield Courier and on Council’s website. Applications received have been reviewed by Council officers and provided to Councillors for review. Officer’s Comments Officers recommend Council re-appoint Dannielle MacKenzie for a 2 year term, and appoint Robert Bennett for a 3 year term on the Mansfield Shire Audit and Risk Advisory Committee. Both Dannielle and Robert demonstrate proven skills and professional experience in finance and Risk Management. Robert brings a truly independent voice as he has no ties to the Mansfield district. He will also bring Local Government insights from his experiences at the City of Casey. Dannielle, having completed a 3 year term already, provides continuity and has a solid understanding of historical issues and Local Government. This is particularly useful given both the Councillors on the ARAC are new to their roles in the last 12 months. Councillors Olver/Westendorp: That Council re-appoint Dannielle MacKenzie to the Mansfield Shire Audit and Risk Advisory Committee for a term of 2 years, and appoint Robert Bennett to the Audit and Risk Advisory Committee for a term of 3 years.

Carried

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11. ASSEMBLIES OF COUNCILLORS Under section 76AA of the Local Government Act 1989 an Assembly of Councillors (however titled) is defined as a planned or scheduled meeting, comprising at least three Councillors and one member of Council staff, that consider matters that are intended or likely to be: · The subject of a decision of the Council; or · Subject to the exercise of a function; duty or power of a Council that has been

delegated to a person or committee [s.76AA]. An assembly of Councillors does not include a meeting of the Council, a special committee of the Council, or any club, association, peak body, political party of other organisation. A written record of each assembly is held by Council and is available for public inspection. The following is a list for the past month of assemblies held and the issues discussed. Date Type of Assembly Issues Discussed

18 July 2017 Councillors’ Briefing Session Councillors: · Marg Attley · Peter Olver · Paul Sladdin · Harry Westendorp Apologies: · Cr Paul Volkering · Corporate and Organisational Development

Manager, Sharon Scott Officers: · Chief Executive Officer, Alex Green · Finance Manager, Mandy Kynnersley · Development Services Manager, Michael

Bismire · Engineering Manager, Neil Ogilvie · Community Services Manager, Melanie Hotton

Conflicts of Interest: Nil. Issues Discussed: · Victoria Grants Commission · Local Law Review representation

Mansfield Health and Wellbeing Plan BPay payments at Post Office

· Cindy McLeish and Peter Walsh Shire visit · Family History Group – request for storage space · Headspace · L2P Program · Breakfast with Cindy McLeigh · Mansfield Sports Facilities Strategy · Howqua Boat Ramp · Stroll Down Memory Lane project · Donaldson’s Road · Sealing of shoulders along Ancona Road · Small Lot Abbatoir · Cittaslow Movement · Update on “The Cape” at Mornington Peninsula

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11. ASSEMBLIES OF COUNCILLORS CONT. Date Type of Assembly Issues Discussed

1 August 2017 Councillors’ Briefing Session Councillors: · Marg Attley · Peter Olver · Paul Sladdin · Harry Westendorp Apologies: · Cr Paul Volkering Officers: · Chief Executive Officer, Alex Green · Finance Manager, Mandy Kynnersley · Development Services Manager, Michael

Bismire · Engineering Manager, Neil Ogilvie · Community Services Manager, Melanie Hotton · Corporate and Organisational Development

Manager, Sharon Scott · Library Services Co-ordinator, Justine Shelton · Community Development Co-ordinator, Kirsten

Lingard · Executive Assistant, Lisa Fricke

Conflicts of Interest: Nil. Issues Discussed: · Township Reserve Management Policy · Community Initiated Projects Policy · Strategic Approach to Illegal Occupation of Sheds · Environmental Strategy – Renewable Energy,

Sustainable Buildings, Waste · Friday’s Lane Bridge Court Case · Meeting with Federal Member for Indi, Cathy

McGowan · Meeting with Local MP Cindy McLeish and the Hon.

Peter Walsh, Leader of the Nationals · Visit to Secondary College by Victorian Premier,

Daniel Andrews and Jaclyn Symes, MLC, Northern Victoria

· Invitation to Jaclyn Symes, MLC, Northern Victoria · Ancona Road repairs · Foster Parents · Street Lighting at Highlands Estate · Facility Leasing Policy · Rural Land Use Study · Statewide Library Management System · Advisory Committee Review · Tree Clearing at Merrijig · School Bus Shelters · Aged Care at Indigo

Councillors Olver/Westendorp: That the Council note the Assemblies of Councillors as provided.

Carried 12. ADVISORY AND SPECIAL COMMITTEE REPORTS

Nil. 13. AUTHORISATION OF SEALING OF DOCUMENTS The following documentation has been signed and sealed by Council: · Memorandum - Participating Organisation Agreement - Solar Savers Program (as

endorsed by Council at its July 2017 meeting) · S11A Instrument of Appointment & Authorisation - Planning & Environment Act 1987

(as endorsed by Council at its July 2017 meeting) Councillors Westendorp/Olver: That Council note the above documents signed and sealed by Council.

Carried

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88.

SUSPENSION OF STANDING ORDERS Councillors Westendorp/Olver: That Council suspend standing orders to facilitate public question time.

Carried 14. PUBLIC QUESTION TIME 14.1 Ms Glenyse Skinner asked about the ongoing maintenance of the existing

walking track, mentioning in particularly rutting of the track which appears to be caused by motor vehicles. Ms Skinner had contacted Council’s Senior Civil Engineer, and it appears that some ameliorate works had resulted.

The Chief Executive Officer, Mr Alex Green, responded, and on the basis that the

track may need more major works, suggested that the matter be more appropriately raised as a submission to the budget process. In addition, it was suggested that the track may be located on land managed by Goulburn Murray-Water, making any financial contribution from Council more problematic.

14.2 Ms Skinner asked Council might do to improve and increase public access to

Lake Eildon. The Chief Executive Officer recommended that Ms Skinner correspond with the

CEO of Goulburn Murray-Water given their responsibilities for managing infrastructure on the Lake and the lake edge.

The Mayor, Cr Paul Volkering, suggested that the community might with the

invite Goulburn Murray-Water’s CEO, Mr Pat Lennon, to visit Goughs Bay. 14.3 Ms Skinner sought advice on the new Tobacco Act legislation and how it relates

to Goughs Bay Boat Club. The CEO responded that he would arrange for Council’s Senior Environmental Health Officer to visit the Club.

RESUMPTION OF STANDING ORDERS Councillors Olver/Westendorp: That Council resume standing orders.

Carried

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89.

15. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC

That pursuant to the provisions of Section 89(2) of the Local Government Act 1989, the meeting be closed the public in order to consider: (a) personnel matters; (b) the personal hardship of any resident or ratepayer; (c) industrial matters; (d) contractual matters; (e) proposed developments; (f) legal advice; (g) matters affecting the security of Council property; (h) any other matter which the Council or special committee considers would

prejudice the Council or any person; (i) a resolution to close the meeting to members of the public.

Councillors Westendorp/Olver: That the meeting be closed to members of the public under Section 89(2) of the Local Government Act 1989, specifically sub-section (d) contractual matters.

Carried

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93.

Councillors Olver/Westendorp: That the meeting be reopened to members of the public.

Carried 16. CLOSE OF MEETING

There being no further business the meeting concluded at 6.38pm. CONFIRMED this day of 2017.

________________________________ Mayor

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