Scheduled Council - Agenda - 10 December 2024 Attachments

Agenda Scheduled Council Meeting 1

13. Corporate and Leisure

13.1 Councillor Appointments to Portfolios and Committees

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Governance & Reporting Advisor

Approver: Director Corporate and Leisure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to enable council to appoint councillors to portfolios and committees.

Council has identified several areas of community and strategic focus and uses councillor portfolios to help to achieve good governance and decision-making regarding those focus areas.

There are several council committees and council advisory committees to which council appoints councillors as members. Council is also entitled to appoint council representatives to external boards, committees, associations, and forums in accordance with the governance requirements of those bodies and council’s needs.

Recommendation:

That Council:

1. Changes the name of the ‘Sustainability, Environment and Resource Recovery’ portfolio to the ‘Sustainability’ portfolio and combines the ‘Economic Development’ and ‘Tourism’ portfolios into a single ‘Economic Development and Tourism’ portfolio.

2. Adopts the portfolios and appoints the councillors for each portfolio as set out in the attachment to this report;

3. Appoints councillors to council committees and advisory committees, and as council’s representatives to other committees and bodies as set out in the attachment to this report; and

4. Acknowledges and thanks council committees, reference groups and their members for their achievements and ongoing contribution to the community.

Background

Council nominates or appoints councillors to council portfolios, council committees and other committees and bodies. A councillor becomes a de facto member of the relevant Community Reference Group or Advisory Committees by virtue of their appointment to a portfolio (refer attachment). Participation in these activities is an essential part of a councillor’s representative role and each Reference Group or Advisory Committee is governed by their respective Charters/Terms of Reference.

In allocating portfolio and committee representative roles to councillors, consideration is given to councillors’ areas of interest and priorities along with a fair and reasonable sharing of workload and time demands.

Councillor portfolio holders, in addition to the responsibilities held as a councillor under the Local Government Act 2020 (Act), will aim to:

· keep up to date with council proposals, issues and activities relevant to the portfolio

· be a key point of contact and engagement with stakeholders relevant to the portfolio

· report to the councillor group on portfolio issues to ensure all councillors have all the information necessary to make informed council decisions

· promote council’s priorities and decisions relevant to the portfolio

Proposed Portfolios:

Portfolio	Purpose	Proposed Councillor representation
Agriculture	Supports the interests of the agricultural sector and focuses on agriculture and agribusiness industry development	Cr Harvey Benton
Arts and Culture	Supports the operations of the Performing Arts Centre, the Wangaratta Gallery, the Wangaratta Library, Council cultural and heritage pursuits and Council’s events program including Council involvement in the Wangaratta Festival of Jazz.	Cr Dave Fuller and Cr Allison Winters
Community Engagement	Supports Council’s strategic work through the community accountability provisions in the new local government act including the broad implementation of the community engagement policy and principles	Cr Allison Winters and Cr Ashlee Fitzpatrick
Community Wellbeing, Youth, Family and All Abilities	Supports Council’s children’s services, aged and disability care and Youth Council.	Cr Ashlee Fitzpatrick and Cr Tania Maxwell
Economic Development and Tourism	Focused on economic opportunities that deliver growth and improvements in: • workforce development • tourism development • investment ready land and infrastructure • employment • business confidence and diversification • tourism and related businesses industry development • tourism events • marketing	Cr Harry Bussell and Cr Tania Maxwell
Emergency Services	Supports infrastructure planning and delivery, field services, waste management and emergency services	Cr Harvey Benton
Planning	Supports strategic and statutory planning and building services. Includes strategic planning community consultation, statutory planning mediation and statutory planning consultation	Cr Dave Fuller and Cr Harvey Benton
Sport and Recreation	Supports Council’s sports reserves and sporting activities	Cr Harvey Benton
Sustainability (formerly Sustainability, Environment and Resource Recovery)	Supports Council’s environment and sustainability strategies, programs and services	Cr Dave Fuller

Implications

Policy Considerations

The following council advisory committees and reference groups require the appointment of councillors as members:

· Arts, Culture, Events and Heritage Advisory Committee

· Business and Industry Community Reference Group

· Environment and Sustainability Community Reference Group

· Sport and Recreation Advisory Committee

· Youth Council

Council committee member responsibilities are provided by each Committee Charter/Terms of Reference.

The following committees and bodies require appointment of a single Councillor representative, which is typically the mayor:

• Hume Region Local Government Network

• Municipal Association of Victoria State Council

• Municipal Assosciation of Victoria Rural North East Region Regional Forum

• Regional Cities Victoria

Financial/Economic Implications

There are no financial or economic implications identified for the subject of this report.

Legal/Statutory

Portfolio holders have no statutory responsibilities other than being councillors. Councillor roles, responsibilities and obligations are provided by the Act.

Social and Diversity

There are no social impacts identified for the subject of this report.

Equity Impact Assessment (EIA)

There are no equity impacts identified for the subject of this report.

Environmental/Sustainability Impacts

There are no environmental/ sustainability impacts identified for the subject of this report.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

1.1.1 Provide open and transparency communication to the community to build trust, respect and understanding.

1.1.2 Commit to the delivery of thorough and inclusive community engagement practices.

1.3.2 Engage in meaningful dialogue with the community and demonstrate how community participation is being used to inform decisions.

Risk Management

There are no high or significant risks associated with the implementation of the recommendations contained in this report.

Consultation/Communication

The assignment of a portfolio to councillors is considered to provide an effective means for council to be made aware of the community needs.

Committee representation provides an opportunity to identify and respond to the needs of the community.

Options for Consideration

Council may choose to do any or all of the following:

1. Change portfolios

2. Change Council Advisory Committees or Community Reference Groups

3. Appoint alternative councillor representatives to portfolios and committees

Conclusion

Council appointments of councillor portfolio and committee representatives will assist to achieve good governance and decision-making in community and strategic areas of focus.

Attachments

1 Councillor appointments to portfolios and committees 2024 ⇩

Agenda Scheduled Council Meeting 1

13.2 2024/2025 Quarter 1 Forecast Review

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Author: Financial Controller

Approver: Director Corporate and Leisure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to provide an update of Council’s financial performance and anticipated full year financial position based on developments over the first Quarter of 2024/25.

Recommendation:

That Council approves the 2024/2025 Quarter 1 Forecast Review, including:

1. The decrease in the projected full year accounting surplus of $485k to $13.43m

2. The increase in capital works expenditure by $1.55m to $35.43m, mostly due to carry overs from 2023/24 of $1.40m, which were adopted at the July 2024 council meeting.

3. Carry overs of unearned revenue from 2023/24 of $1.34m due to Capital Grants funding that was not fully expended last financial year.

4. The Environmental Upgrade Agreement quarterly statement.

Background

Council has completed its first quarter financial reporting process to manage and monitor its financial performance against the 2024/25 Budget.

Council's Quarter 1 Forecast Report indicates a decrease to the Accounting Surplus of $485k, and to the Adjusted Underlying Operating Result of $2.69m. This decrease is primarily driven by a conservative restatement of forecast operating grant funding relating to Financial Assistance Grant funds of $2.47m which will still be received but may fall into the 2025/26 financial year; and also to a decrease in net forecast income anticipated from the National Disaster Recovery Fund of $500k against council’s claims relating to the 2022 Flood event.

Council’s 2024/25 Capital Works expenditure has increased from $29.93m to $31.48m, a net increase of $1.55m. This is largely due to carry over adjustments of $1.40m from 2023/24 as a result of project delivery timelines and extension to existing projects.

Implications

Financial/Economic Implications

Quarter 1 Forecast Review

Accounting Surplus – Unfavourable Decrease:

Council's Quarter 1 Forecast Report indicates an expected overall decrease to the accounting surplus of $485k.

Total projected income has decreased by $367k to $95.89m. This unfavourable decrease is largely due to:

· Grants Operating ($4.49m) unfavourable movement due to:

o Financial Assistance Grant ($2.47m) – A conservative change to the assumption of the likely timing of receipt of these funds, which may now fall into the 2025/26 year. Overall, no cashflow impact.

o Reallocation of the anticipated National Disaster Recovery Fund payments for the 2022 Flood Event from Grants Operating to Reimbursements ($1.80m).

o Home Care funding ($721k) – government has not been releasing new home care packages recently due to structural changes in the sector, therefore the expected number of packages to be released for the year has been revised down to reflect this.

o Regional Assessment funding ($237k) – reallocation of income to User Fees, with an overall net favourable impact of $390k.

· Grants Capital $2.60m favourable movement due to:

o Wangaratta Flood Mitigation $1.34m – due to a carry over of unearned revenue from 2023/24.

o Safe Pedestrian Program $843k – additional funding to be received for 5 additional crossings to be delivered by the end of June 2025.

o Roads2Recovery Program $420k – updated based on funding confirmation received in October 2024.

· User Fees $303k favourable movement due to:

o Regional Assessment Service additional income $627k – due to changes driven by the Aged Care Reform with council taking on additional client assessment services.

o Wangaratta Sport & Aquatics Centre ($222k) – primarily due to delay in opening of the stadium pending finalisation of the occupancy permit.

o Community Compliance ($110k) – due to reduced income from parking meters that are due to be replaced.

· Reimbursements - $1.34m favourable movement due to the above-mentioned reallocation of National Disaster Recovery Fund claim payments for the 2022 Flood Event from Grants Operating to Reimbursements. Council had submitted $1.80m in claims, but the payout figure advised from those claims that have been reviewed to date is $500k less than expected.

Total expenditure has a net forecast increase of $118k to $82.49m. This unfavourable movement is due to:

· Employee Benefits ($303k) – unfavourable movement due largely to planned organisation changes in the Field Services team and reallocation of external costs from Material and Services to Employee Benefits.

· Materials and Services $180k – favourable movement as some Field Services external costs will now be covered by staff.

Refer to Income Statement on the attached Quarter 1 Forecast Review document for further commentary on the changes to council’s 2024/25 projected position. Officers will be working to reduce the projected unfavourable variances over the remainder of the financial year. Council also notes that due to a current systems upgrade, the Quarter 1 actuals have not been reported. This will be rectified in the Quarter 2 report.

Council’s adjusted underlying operating result is calculated by taking the accounting surplus and removing items that do not fund Council operations, such as deducting income relating to assets, including capital grants, capital contributions and gifted assets. This demonstrates Council’s true operating position.

Council’s projected underlying operating result has decreased by $2.69m, because of changes in timing assumption for the receipt of the federal Financial Assistance Grant ($2.47m) and the decrease in net forecast income from the National Disaster Recovery Fund ($500k), partially offset by an increase in user fees forecast of $303k.

Capital Works

Expenditure of $2.18m towards Council’s capital works program had been spent as at 30^th September 2024, with a further $7.48m of works committed. The full year expenditure forecast has increased by $1.55m from the Adopted Budget largely due to $1.40m of approved carry overs from 2023/24:

· Whorouly Recreation Reserve, $152k.

· Federal Blackspot Program, $122k.

· Showgrounds Relief, $230k.

· WSAC Extension, $167k.

· Wangaratta Netball Courts, $60k.

· Newman Street Drainage, $326k

· Wangaratta Sports & Aquatic Centre Change Rooms, $119k.

· Major Patching and Asphalting, $28k.

· Major Culvert Renewal, $54k.

· Building Renewal, $127k.

· Aerodrome Hardstand Improvements, $10k

Balance Sheet

Council’s working capital is in a strong position at 377% due largely to Capital Works delays and carried over projects that are expected to be spent later this year. Under Financial Assets – Current, a $10m Term Deposit matured which has been transferred to Cash as interest rates are more favourable than Term Deposit rates currently and money is at call. This will continue to be monitored closely. Council has been able to maximise returns on its significant cash balance while ensuring compliance with its Investment Policy.

Current year rates outstanding is sitting at 82% compared to 80% same time last year. The rates receivable balance as at 30^th September 2024 was $34.52m.

Environmental Upgrade Agreements – Quarterly Statement

Environmental Upgrade Agreements provide funding for sustainability or climate adaptation building upgrades. Under these loans, a lender provides finance to the property owner for the upgrade and repayment of the loan is administered through Council rates. Section 181G of the Local Government Act 1989 requires the Council prepare a quarterly statement in respect of Environmental Upgrade Agreements.

There are two active Environmental Upgrade Agreements in operation with a total value of $57,048.33. Charges due this year total $4,360.68. the first instalment for this financial year of $1,090.17 falls due end of November 2024.

Legal/Statutory

In accordance with section 94 of the Local Government Act 2020 (the Act), Council must prepare a budget for each financial year. Additionally, section 101 of the Act requires Council to apply principles of sound Financial Management. Section 97 of the Act requires the Chief Executive Officer, at least every three months, to prepare a statement comparing the budgeted financial performance with the actual performance to date and present this report to Council.

Section 181G of the Local Government Act 1989 requires the Council prepare a quarterly statement in respect of Environmental Upgrade Agreements.

Social

Social benefits of the delivery of Council services and projects are outlined in the 2024/25 Budget and in the Council Plan 2021-25.

Environmental/Sustainability Impacts

Council budgets for and delivers several projects that support its Environmental Sustainability Strategy. Refer to the Council Plan 2021-25 for further details.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

Undertake regular and transparent reporting against Council’s Adopted Budget.

Risk Management

Risk Management Framework

Risks	Likelihood	Consequence	Rating	Mitigation Action
Poor performance against budget	M	M	M	Regular monitoring and reporting of the budget position

Consultation/Communication

Consultation has been undertaken with Council Managers and the Corporate Management Team. Officers believe that appropriate consultation has occurred, and the matter is now ready for Council consideration.

Options for Consideration

1. That Council endorse the Quarter 1 Forecast Review report – recommended.

2. That Council advises of any changes to the Adopted Budget and proposes an alternative recommendation for changes to the 2024/25 Budget.

3. That Council endorses the Environmental Upgrade Agreement quarterly statement.

Conclusion

This report compares actual performance with Council’s 2024/25 Budget, adopted by Council on 25 June 2024. Council’s Quarter 1 Forecast Review continues to be based on the best estimates of the organisation as to its financial outlook.

Attachments

1 Quarter 1 2024/2025 Financial Statements ⇩

Agenda Scheduled Council Meeting 1

14. Community and Infrastructure

14.1 C68456 – SGA Drainage Basin Construction

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Project Manager

Approver: Director Community and Infrastructure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to the Council with the recommendation to award contract 68456 SGA Drainage Basin Construction. The South Growth Area (SGA) Drainage Basin Construction is a new wetland retarding basin to support critical infrastructure required for precincts 3 & 4 of the Wangaratta South Growth corridor.

Recommendation:

That Council:

1. Awards Contract 68456 to North East Civil Construction Pty Ltd for the SGA Drainage Basin Construction.

2. Authorises the Chief Executive Officer to sign and seal all the relevant contract documents for contract 68456 SGA Drainage Basin Construction.

3. Discloses the contract price of contract 68456 SGA Drainage Basin Construction.

Background

The South Growth Area (SGA) Drainage Basin Construction is a project identified in the 2024/2025 Council Capital Works program. The scope of works includes a new wetland retarding basin, outlet drainage, and associated infrastructure for precincts 3 & 4 of the Wangaratta South Growth Area.

The wetlands/retardation basin will provide drainage improvements to the site to allow run off and storage of stormwater impacts during heavy rain fall and provide water treatment before letting water our at approved flow rates.

Council Officers reviewed the opportunities for collaboration with other Councils or public bodies but couldn’t find any suitable for this project.

This procurement will appoint a suitably qualified contractor to undertake the construction of a new wetland retarding basin, outlet drainage, and associated infrastructure.

Implications

Policy Considerations

Councils Procurement Policy 2022 – 2025

Developer Contributions Scheme - South Growth Area

Financial/Economic Implications

The Council’s 2024/25 capital works budget allocates $1,000,000 for the delivery of the SGA drainage basin.

Legal/Statutory

The Local Government Act 2020

Social and Diversity

These works will allow for additional housing to be built within Wangaratta.

Equity Impact Assessment (EIA)

There are no equity impacts identified for the subject of this report.

Environmental/Sustainability Impacts

A well-designed wetland basin improves water quality by filtering pollutants, enhances biodiversity by creating habitats, reduces flood risks by absorbing excess water, and supports carbon sequestration, contributing to climate resilience and healthier ecosystems.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

Enter specific strategies and actions from the Council Plan document

Risk Management

Risks	Likelihood	Consequence	Rating	Mitigation Action
Delay due to Inclement Weather Conditions	Possible (3)	Moderate(3)	Medium(6)	Project Manager to monitor
Unsatisfactory Quality of Works	Possible(3)	Moderate(3)	Medium(6)	Project manager to manage

Consultation/Communication

Level of public participation	Promises to the public/stakeholders	Tools/Techniques
Inform	Work commencement and completion dates	Letterbox drop & social media posts, website
Consult	Road closures	VMS boards, letterbox drop & social media posts, website, email
Involve	RCoW departments - Media & Comms, Waste Team, field services	Email, meetings

Officers believe that appropriate consultation has occurred, and the matter is now ready for Council consideration.

Options for Consideration

1. Award contract 68456 SGA Drainage Basin Construction to North East Civil Construction Pty Ltd

2. Not award and retender as per the Council’s procurement policy.

Conclusion

Following an internal evaluation against pre-determined evaluation criteria and weightings, contract 68456 SGA Drainage Basin Construction is recommended to be awarded to North East Civil Construction Pty Ltd in accordance with the approved evaluation report.

Attachments

1 SGA Drainage Basin Construction Evaluation Report - Confidential

Agenda Scheduled Council Meeting 1

14.2 C65468 - Cryers Bridge Replacement Myrrhee Whitlands Road

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Project Manager

Approver: Director Community and Infrastructure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to the Council with the recommendation to award contract 65468 Cryer’s Bridge Replacement – Myrrhee-Whitlands Road.

Recommendation:

That Council:

1. Awards Contract 65468 to Nelmac Pty Ltd ABN 65 105 667 856 for the Cryer’s Bridge Replacement – Myrrhee-Whitlands Road.

2. Authorises the Chief Executive Officer to sign and seal all the relevant contract documents for contract 65468 Cryer’s Bridge Replacement – Myrrhee-Whitlands Road.

3. Discloses the contract price of contract 65468 Cryer’s Bridge Replacement – Myrrhee-Whitlands Road.

Background

The Rural City of Wangaratta has an annual budget for maintenance and replacement of bridges and associated infrastructure. As part of 2024/205 budget, replacement of Cryer’s Bridge has been prioritised due to its deteriorated existing condition.

Council Officers reviewed the opportunities for collaboration with other Councils or public bodies but couldn’t find any suitable for this project.

Cryer’s Bridge is located on Myrrhee-Whitlands Road in Myrrhee, approximately 150m south of the Boggy Creek Road.

This procurement will appoint a suitably qualified contractor to undertake the supply, fabrication and installation of a single span, concrete beam and concrete reinforced deck bridge. The work will also include the supply and installation of rock beaching and erosion protection.

Implications

Policy Considerations

Asset Management Policy

Financial/Economic Implications

The Council’s 2024/25 capital works budget allocates $675,000 for the delivery of Cryer’s Bridge Replacement - Myrrhee-Whitlands Road.

Legal/Statutory

The Local Government Act 2020

Social and Diversity

This bridge upgrade will allow safe access for all travellers.

Equity Impact Assessment (EIA)

There are no equity impacts identified for the subject of this report.

Environmental/Sustainability Impacts

There are no environmental/ sustainability impacts identified for the subject of this report.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

Enter specific strategies and actions from the Council Plan document

Risk Management

Risk Management Framework

Risks	Likelihood	Consequence	Rating	Mitigation Action
Residents unable to access their property	Possible(3)	Minor(2)	6	Project Manager to monitor & advise residents
Delay due to Inclement Weather Conditions	Possible (3)	Moderate(3)	Medium(6)	Project Manager to monitor
Unsatisfactory Quality of Works	Possible(3)	Moderate(3)	Medium(6)	Project Manager to monitor

Consultation/Communication

Level of public participation	Promises to the public/stakeholders	Tools/Techniques
Inform	Work commencement and completion dates	Letter box drop & social media posts, website
Consult	Road road closures	VMS boards, letter box drop & social media posts, website
Involve	RCoW departments - Media & Comms, Waste Team	Email,

Officers believe that appropriate consultation has occurred and the matter is now ready for Council consideration.

Options for Consideration

1. Award Contract 65648 – Cryer’s Bridge Replacement – Myrrhee-Whitlands Road to Nelmac Pty Ltd.

2. Not award and retenders as per the Council’s procurement policy.

Conclusion

Following a comprehensive evaluation of the tender against the pre-determined evaluation criteria and weightings, the contract 65648 Cryer’s Bridge Replacement – Myrrhee-Whitlands Road is recommended to be awarded to Nelmac Pty Ltd.

Attachments

1 Cryer's Bridge Replacement Evaluation Report - Confidential

Agenda Scheduled Council Meeting 1

14.3 C36995 - Provision for Cleaning - Contract Extension

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Manager Infrastructure Planning and Delivery

Approver: Director Community and Infrastructure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to approve a one (1) year extension of C36995 Provision for Cleaning including additional costs.

Recommendation:

That Council:

1. Approves a one (1) year extension of C36995 Provision for Cleaning with a total annual contract amount of $496,337.34 excluding GST.

2. Authorises the Chief Executive Officer to sign a (1) year extension for contract C36995 Provision for Cleaning.

Background

The original C36995 Provision for Cleaning was awarded to SSX Group Pty Ltd for 2 years. The contract included two (2) x one (1) year extensions. Officers are seeking to extend the existing contract by one year to allow for retendering in 2025.

Implications

Policy Considerations

Council’s procurement policy outlines the approved methods and processes for procurement, incuding this extension. As this contract was awarded under Council delegation, an extension with amended costs must be approved by the Council.

Financial/Economic Implications

Over the term of the contract existing site scopes have been amended and additional sites have been added. Based on this the contract costs have increased additional works are below:

· Two CPI increases (Within contract terms).

· Additional cleaning required at various facilities including PAC, WSAC and Depot.

· New assets including Ned Kelly Hub and Wangaratta transfer station office.

Total cost variation from original tender equates to $162,241 (including this extension. Averaged out across all three years at $54,080 per year).

Legal/Statutory

Cleaning contractors must comply with statutory obligations under the Occupational Health and Safety Act 2004, Environmental Protection Act 2017, and any relevant local government regulations.

Social and Diversity

There are no social impacts identified for the subject of this report.

Equity Impact Assessment (EIA)

There are no equity impacts identified for the subject of this report as it is an extension not a new contract.

Environmental/Sustainability Impacts

Contractor must have a enviromental management plan.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

a. - An effective and efficent Council

b. - Partnerships that bring benefit and oppertunnities to our community

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objective:

C1 - Ensure Council’s financial sustainability through transparent and accountable financial management

Risk Management

Risk Management Framework

Risks	Likelihood	Consequence	Rating	Mitigation Action
Cleaning does not occur in a timely manner	Possible	Major	High	Ensure a robust all inclusive cleaning contract is in place with a competent and consitant contractor awarded.
Clenliness of sites causes dissatisfaction and hygiene issues	Possible	Major	High

Consultation/Communication

This was orginally a public tender process and no community consultation was required. This is an extension of that orginal tender.

Options for Consideration

1. Awards a one year extension to contract C36995 Provision for Cleaning Services to SXX Service Pty. Ltd.

2. Not award an extension to contract C36995 Provision for Cleaning Services and retender publicly as per Council’s procurement policy.

Conclusion

Following an internal evaluation of the SSX Service Pty. Ltd. performance against the key performance indicators in C36995 Provision for Cleaning Services. It is recommended to award a one year contract extension.

Attachments

Nil.

Agenda Scheduled Council Meeting 1

14.4 Awarding of Contract T12999 - Supply of Fertiliser, Horticulture Chemicals and Seed

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Field Services Manager

Approver: Director Community and Infrastructure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to Award Panel Contract T12999 – Supply and Deliver Seed, Chemical and Fertiliser Products.

The Rural City of Wangaratta is seeking reliable, suitable, experienced, competitively priced Panel of competent, qualified, and certified suppliers to provide a prompt and efficient service to supply and deliver seed, chemical and fertiliser products to support the works of the horticulture team.

Recommendation:

That Council:

1. Awards Contract T12999 – Supply and Deliver Seed, Chemical and Fertiliser Products to:

· Living Turf (Greenshed)

· Oasis

· KB Adams

· Nuturf

· Greenway Turf Solutions

2. Authorises the Chief Executive Officer to sign and seal all the relevant contract documents (including any extensions) Contract T12999 – Supply and Deliver Seed, Chemical and Fertiliser Products.

Background

Council seeks to establish a panel of supplies for the supply and deliver of seed, chemicals and fertilisers products

An open tender process was undertaken to ensure that all local suppliers were able to submit tenders. The tender process was conducted via eProcure, open to all registered contractors.

Five submissions were received with all suppliers being known to and used by Council previously. The evaluation process determined that all five suppliers should be included on the Panel. Including all suppliers with ensure Council’s ability to procure required products in an effective and competitive manner.

The contract term is set for an initial two (2) years, with the option of three (3) additional extensions of one (1) year each, up to a maximum total period of five (5) years. The decision to exercise these optional extensions lies at the sole discretion of the CEO and will depend on satisfactory performance during the initial contract period.

Implications

Policy Considerations

Council Procurment Policy 2022-2025

Financial/Economic Implications

The number of suppliers will secure value for money, reliability, for councils programs. Supply will be undertaken within Council’s existing budget.

Legal/Statutory

Pesticides Act 1999

Local Government Act 2020.

Social and Diversity

There are no social impacts identified for the subject of this report.

Environmental/Sustainability Impacts

Having a panel can streamline sourcing, ensuring more efficient resource use and reduced waste. It enables better inventory management, reduces transportation emissions, and fosters sustainable practices by selecting suppliers with eco-friendly products and responsible practices.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

Enter specific strategies and actions from the Council Plan document

1.2 - An effective and efficent Council

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objective:

C1 - Ensure Council’s financial sustainability through transparent and accountable financial management

Risk Management

Risk Management Framework

Risks	Likelihood	Consequence	Rating	Mitigation Action
Avalibility of quality trade services	Unlikely (2)	Moderate (3)	Medium(6)	Council evaluates all submissions to ensure quality of service
Inability to provide Council with value for money	Possible (3)	Moderate (3)	Medium (9)	Council may seek multiple quotes from the panel to ensure value for money

Consultation/Communication

This was a public Tender process. This tender was advertised on eProcure and was also advertised in the Wangaratta Chronicle in accordance with the procurement policy.

Options for Consideration

1. Awards Contract T12999 – Supply and Deliver Seed, Chemical and Fertiliser Products to all five tenders as listed above and recommended by the evaluation report.

2. Does not Award Contract T12999 – Supply and Deliver Seed, Chemical and Fertiliser Products and retenders publicly as per Council’s procurement policy.

Conclusion

Following an internal evaluation against pre-determined evaluation criteria and weighting, Contract T12999 – Supply and Deliver Seed, Chemical and Fertiliser Products is reccommended to be awarded to all five tenders in accordance with the attached evaluation report.

Attachments

1 Chemical, Seed and Fertaliser Tender. Evaluation report - Confidential

Agenda Scheduled Council Meeting 1

14.5 Award of Tender T15289 – Supply and Delivery of Emulsion.

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Maintenance Coordinator

Approver: Director Community and Infrastructure

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to award Tender T15289 – Supply and Delivery of Emulsion.

The Rural City of Wangaratta is seeking reliable, suitable, experienced, competitively priced Panel of competent, qualified, and certified suppliers to provide a prompt and efficient service to supply bituminous emulsion products to assist council in its sealed maintenance and reseal programs and requirements.

Recommendation:

That Council:

1. Awards tender T15289 – Supply and Delivery of Emulsion to:
1. Downer EDI Works Pty Ltd

2. Authorises the Chief Executive Officer to sign and seal all the relevant contract documents when available, (including any extensions) for tender T15289 – Supply and Delivery of Emulsion.

Background

Council seeks to engage the services of appropriately skilled, fully qualified, and experienced Contractor(s) to supply and deliver Emulsion to Council’s Depot, located at 51-69 Newman Street, Wangaratta, VIC.

This contract will also include annual maintenance inspections of Council’s 20,000 litre Emulsion Bulk Storage Tank to ensure the tank is kept free of excessive residue, and will be used to determine whether flushing, cleaning or dig out is required.

Council Officers reviewed the opportunities for collaboration with other Councils or public bodies but couldn’t find any suitable for this project.

Council has forecast to use an annual average of 90,000 litres of bitumeous emulsion a year to assit in the sealed road maintenance and reseal prepartion programs.

The term of the contract is for 2 years with an additional 1 x 1 x 1 year extension up to a maximum total period of 5 years. Exercising the optional extension period(s) shall be at the sole discretion of CEO and subject to the satisfactory performance during the initial contract period.

Implications

Policy Considerations

Councils procurment policy 2022-2025

Financial/Economic Implications

The number of suppliers will secure value for money, reliability, for councils programs. Supply will be undertaken within Council’s existing budget.

Legal/Statutory

There are no legal/statutory implications identified for the subject of this report.

Social and Diversity

There are no social impacts identified for the subject of this report.

Environmental/Sustainability Impacts

There are no environmental/ sustainability impacts identified for the subject of this report.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

Enter specific strategies and actions from the Council Plan document

1.2 - An effective and efficent Council

1.3 - Partnerships that bring benefit and oppertunnities to our community

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objective:

C1 - Ensure Council’s financial sustainability through transparent and accountable financial management

Risk Management

Risk Management Framework

Risks	Likelihood	Consequence	Rating	Mitigation Action
Avalibility of quality trade services	Unlikely (2)	Moderate (3)	Medium(6)	Council evaluates all submissions to ensure quality of service

Consultation/Communication

This was a public Tender process. This tender was advertised on eProcure and was also advertised in the Wangaratta Chronicle in accordance with the procurement policy.

Options for Consideration

1. Awards Tender T15289 – Supply and Delivery of Emulsion to Downer EDI Works Pty Ltd as
outlined in evaluation report – Downer EDI Works Pty Ltd were the only Supplier to Tender.

2. Does not award Tender T15289– Supply and Delivery of Emulsion and retender publicly as per Council’s procurement policy.

Conclusion

Following an internal evaluation against pre-determined elvaluation criteria and weighting, Tender T15289 – Supply and delivery of Emulsion is reccommended to be awarded to Downer EDI Works Pty Ltd in accordance with the attached evaluation report.

Attachments

1 Award T15289 - Supply and Delivery of Emulsion - Confidential

Agenda Scheduled Council Meeting 1

15. Sustainability and Culture

15.1 Draft Climate Adaptation Plan

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Environment and Sustainability Coordinator

Approver: Director Sustainability and Culture

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to consider the draft Climate Adaptation Plan (see Attachment 1) for public exhibition. The 10-year Climate Adaptation Plan has been developed to address the significant challenges posed by climate change on Council’s operations, assets, services and activities. It is designed to enhance the resilience and adaptability of the municipality, ensuring our community can thrive amidst changing climate conditions.

Recommendation:

That Council:

1. Endorses the draft Climate Adaptation Plan for public exhibition from 12 December 2024 to 14 February 2025.

2. Reviews and considers all submissions and amendments made to the draft Climate Adaptation Plan at a future Scheduled Council Meeting.

3. If no submissions requesting changes to the Plan are received, adopts the Climate Adaptation Plan without further resolution of Council.

Background

Wangaratta has felt the impacts of natural hazards and adverse weather events, such as bushfires, intense storms, droughts and flooding. These extreme weather events are escalating in frequency and severity due to climate change and will likely result in increased impacts across the municipality. Council recognises the importance of adapting to climate change to ensure it can continue to service the community in a way that supports social, economic, and environmental sustainability. A draft Climate Adaptation Plan has been prepared to help with this. The key outcomes the draft Plan seeks are as follows:

· Understanding our vulnerabilities: Through the desktop study, review of scientific data and community feedback identify the risks and vulnerabilities that stem from climate change impacts.

· Clear future insights: Outline how climate impacts are predicted to affect our municipality and Council’s operations, assets and service delivery under two different emission scenarios and two timescales; 2030 and 2050.

· 10 Year Action plan: Set priorities for Council’s operations for the next 10 years to reduce our vulnerability to these impacts or to capitalise on opportunities created by these changes.

Implications

Policy Considerations

The Climate Adaptation Plan addresses actions within the Council Plan 2021-2025 as well as the Environmental Sustainability Strategy (2021-2026) and Climate Adaptation & Mitigation Policy.

Financial/Economic Implications

The costs associated with the development of the plan have been funded through the existing budget allocation and a $50,000 grant provided by Emergency Management Victoria's ‘Risk & Resilience Program.’ Implementation of the plan will require a combination of in-house resources, new budget submissions, and the pursuit of additional grant funding opportunities.

Legal/Statutory

Under the Local Government Act 2020, Councils are required to promote environmental sustainability that includes planning for climate change risks.

Social and Diversity

This plan also recognises the impacts climate change will have on health & wellbeing, the economy and the vulnerable people in our community.

Equity Impact Assessment (EIA)

An Equity Impact Assessment has been undertaken and will inform community engegement to be undertaken during the public exhibition and delivery stages.

Environmental/Sustainability Impacts

The environmental impacts are considered in this Plan, with climate change impacts predicted to impact on native flora & fauna, waterways, land and soil, weed & pests and natural sites of cultural significance.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

1.4.1.1 Keep informed of emerging trends and issues that may impact our community, our region and our Council.

1.4.1.4 Provide leadership to the community on Environmental Sustainability.

2 Nurturing our Wellbeing

2.6.1 Ensure we are prepared for emergency response and recovery.

2.6.1.2 Continue to support recovery from the 2019/20 fires and COVID-19 and respond to new emergencies as required.

2.6.1.5 Build community & Council capacity and resilience to respond to emergencies and disasters are are a result of climate change.

3 Valuing our Environment

3.1.1.3 Through education programs, support the community to understand the importance of natural areas and biodiversity, and encourage involvement in caring for the environment.

3.1.3.3 Create environments that protect residents and visitors from harmful UV radiation levels and minimise urban

3.3.1.1 Explore and advance opportunities to be community leaders in adapting to the impacts of climate change.

heat island effects.

4 Expanding our Economy

4.2.6.1 Understand the economic impacts for our businesses and community following an adverse event.

4.2.6.2 Advocate for government support and assistance programs to support recovery from adverse events.

6 Growing with Integrity

6.3.1.2 Ensure future settlements are designed and located to consider the risks of climate changes including fire, floods, and other natural hazards.

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objectives:

K1 Ensure we are prepared for emergency response and recovery

N2 Increase the capacity of the community to mitigate and adapt to climate change

Q6 Support economic recovery following emergencies

CC1 Ensure decision making upholds a balance between environmental sustainability, the need for development and acknowledges risks to the landscape

Climate Mitigation & Adaptation Policy

1. Taking a precautionary approach to planning for and mitigating climate change by managing climate change-related risks and opportunities.

2. Ensuring Council’s climate change actions reflect Council’s operational & financial capacity,

community expectations and that it remains current as the science of climate change develops

7. Partnering with other government agencies, community and stakeholders to meet the challenges of climate change

Risk Management

Risks	Likelihood	Consequence	Rating	Mitigation Action
Failure to deliver final plan by grant deadlines	Unlikely -2	Minor	Low - 4	Thorough project plan developed to ensure deadlines are met.
Low community participation	Possible - 3	Moderate	Medium - 6	Ensure all media channels are used to promote public exhibition period & both in person and online consultation held.
Scope may be misunderstood	Possible – 3	Minor	Medium - 5	Ensure all communications highlight that the plan seeks to address climate change challenges and risks on Council’s operations, assets, services and activities.
Limited funding availability for actions	Possible -3	Major	High - 7	The actions are a mix of inhouse, grant dependant, and budget bids to spread risk. Once endorsed priority projects would be put into the long term financial plan.

Consultation/Communication

A community engagement plan had been developed as part of the project development. To date the following community engagement activities have occurred to inform the development of the draft Plan:

· workshop held with the Environmental & Sustainability Reference Group (ESRG) to provide initial vision, concerns and feedback on the proposed community survey;

· workshop was held with 21 Council officers;

· workshop held with Youth Council;

· community survey ran for 4 weeks with 65 responses received;

· drop-in sessions were held in Moyhu, Glenrowan, Wangaratta & Milawa;

· meetings held with key stakeholders (DEECA, GMCA, CFA, NECMA, EPA & NEW) and;

· a follow up workshop was held with the ESRG in November for feedback on the initial draft.

A range of opportunities to provide feedback on the draft Plan will be available during the public exhibtion period.

Options for Consideration

1. That Council endorses the draft Climate Adaptation Plan for public exhibition from 12 December 2024 until 14 February 2025 (Recommended).

2. That Council does not endorse the draft Climate Adaptation Plan for public exhibition.

Conclusion

The draft Climate Adaptation Plan is ready for public exhibition and community feedback.

Attachments

1 Draft Climate Change Adaptation Plan ⇩

Agenda Scheduled Council Meeting 1

15.2 Tourism Event Funding Recommendations

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Economic Development & Tourism Officer

Approver: Director Sustainability and Culture

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to obtain approval for the recommended events under the Tourism Event Funding Programs 2025.

Council’s Tourism Events Grant Funding Program is for events taking place between January and December 2025, and the allocated budget for this round of the program is $40,000, which is divided into two streams, an annual grants stream and a three-year sponsorship stream. Council received eleven applications under the Tourism Events Funding Grant Stream and one application under the Tourism Event Sponsorship Stream with a total funding request of $45,000. Of the $40,000 allocated under this program, $10,000 is already committed from successful Sponsorship applications in previous years.

An assessment process has been undertaken with a recommendation the below programs be funded for:

- Grants Program: $17,000

- Sponsorship Program (per year over three-year): $13,000

Recommendation:

That Council:

1. Awards a total of $17,000 to fund the following five events as part of the Tourism Events Funding Program - Grant Stream, for the 2025 calendar year:

Event Name	Organisation	Date of Event	Grant Amount Recommended
Wangaratta Cruise Night	Wangaratta Early Holden Car Club Inc	3^rd Saturday of month- daylight savings	$3500
Wangaratta Rock and Roll Dance	Da Vinci Social Club Inc	25-27 July 2025	$2000
Back to Wangaratta	Vauxhall Owners Club of Australia	13-17 March 2025	$1500
Wangaratta Caravan Camping Leisure Roadshow	EXPOZ Pty Ltd	28 Feb- 2 Mar 2025	$5000
Makietie at the Maze 2025	Brookfield Maze	24-26 September 2025	$5000

2. Awards a total of $13,000 annually to fund the following three events as part of the Tourism

Events Funding Program - Sponsorship Stream for 2025, 2026 and 2027 calendar years:

Event Name	Organisation	Event Date 2024	Sponsorship Amount Recommended
Wangaratta Marathon	North East Sports	16 March 2025	$5,000 per annum- 2025-2027
Wangaratta Swap Meet	Wangaratta Road and Custom Club Inc	23 November 2025	$3000 per annum- 2025-2027
Wangaratta Historic Motor Show & Fly In	Wangaratta Historic Motor Show and Fly In Committee	27 April 2025	$5,000 per years 2025 and 2027 only due to Biennial event.

2. Authorises the Chief Executive Officer to utilise any unspent funds, after consulting with Councillors, to support any other tourism events taking place between January and December 2025 and align with Council’s tourism strategies.

Background

Each year Council’s Tourism Events Funding Program provides financial assistance to event organisers for the promotion and development of their festivals and events.

The objectives of the Tourism Events Funding Program are to –

• maximise economic and community benefits;

• provide significant branding and marketing opportunities for the municipality and region;

• substantially build the profile of the event to attract visitors from outside of the Rural City of Wangaratta; and

• promote the tourism product strengths of the Rural City of Wangaratta.

Grants and sponsorship are available up to $5,000 for major and marquee events (events that attract over 500 visitors) and up to $2,000 for minor events (events that attract less than 500 visitors).

The total amount requested for this round was $45,000 with an estimated economic value add to the local economy of $2.5 million (Remplan).

Applications were assessed against the program criteria including their ability to attract visitation to the region, their potential to develop into a key tourism and/or visitor attraction event in the foreseeable future, a well-researched marketing plan targeting areas beyond the immediate municipality and other relevant criteria. Following this assessment, three events are recommended to receive funding on a three-year Memorandum Of Understanding (MOU) Sponsorship Stream and five events are recommended to receive funding under the Tourism Grant Stream.

Four events were not recommended for funding as they did not meet program criteria to attract visitation from outside of the region, develop into a key tourism event or maximise economic and community benefits to the municipality.

Implications

Policy Considerations

The program applications have been assessed by a panel of three Council officers from different departments with funding allocation recommendations made in line with the Council Plan objective for tourism, the key directions of the Economic Development and Tourism Strategy and the grant & Sponsorship program assessment criteria.

Financial/Economic Implications

Council has an allocation of $40,000 to fund this program for 1 January to 31 December 2025. The recommendation on the current round under review is to allocate a total of $30,000 to the successful applicants. Former sponsorship program was allocated $10,000 in 2024 for a 3-year period.

Legal/Statutory

There are no legal/statutory implications identified for the subject of this report.

Social and Diversity

Events have the capacity to increase the level of local interest and participation within the community and strengthen regional values. Increased local pride and community spirit, as well as an increased awareness of non-local perceptions.

Equity Impact Assessment (EIA)

An Equity Impact Assessment was included as an assessment criterion for the grants and sponsorships applications. The aim is to increase events participation and awareness of cultural and gender diversity, accessibility and social inclusion when organising, promoting and running events.

Environmental/Sustainability Impacts

Environmental and sustainability impacts were included as an assessment criterion for the grants and sponsorship applications. The aim is to increase events participation and awareness of waste, water reduction and reducing the impact on the environment.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Expanding our Economy

· Promote the diverse tourism offering within the region.

· Drive visitation by generating awareness and consideration of RCOW as an attractive regional tourist destination.

· We encourage and support responsible growth of our existing businesses and industries.

· Support the development of small and medium enterprises.

· Enhance the activity in our rural townships.

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objectives:

· Tourism continues to thrive, with visitors attracted to the region’s natural beauty, food and wine, cycling tracks, art facilities, cultural heritage and festivals.

Other strategic links

This report supports the Economic Development and Tourism Strategy 2024-2029.

Risk Management

Risk Management Framework

Risks

Likelihood

Consequence

Rating

Mitigation Action

Event organiser’s ability to contribute cash and in-kind

(3) possible

(2) minor

Medium

Ask for financial commitment and

financials in application

Event organisers capacity to deliver the promised event

(3) possible

(2) minor

Medium

Constant communication with event organisers to ensure event success

Consultation/Communication

Level of public participation

Promises to the public/stakeholders

Tools/Techniques

Inform

Provide an event funding program

The Chronicle

Industry e-Newsletter

Digital Media Channels

Council website

Empower

Provide support to event organisers

Advice on completing and submitting applications

Officers believe that appropriate consultation has occurred, and the matter is now ready for Council consideration.

Options for Consideration

Option 1: (Recommended)

Council approves the allocation of a total of $30,000 to fund the recommended eight events as part of the Tourism Events Funding Grant Program for 2025 as listed. Authorises the Chief Executive Officer to utilise any remaining budget or returned funding after consulting with Councillors, to support any other tourism future events taking place between January and December 2025 that align with Council’s tourism strategies and funding guidelines.

Option 2: (Not Recommended)

Council rejects or amends the allocation of a total of $30,000 to fund the recommended eight events as part of the Tourism Events Funding Program for 2025 and does not proceed with the program as per council officers’ recommendations.

Conclusion

Following a detailed assessment, twelve applications across both programs were reviewed and eight were recommended for funding. They are listed in this report, and it is requested that Council approves the allocation of a total of $30,000 to fund these events.

Attachments

1 Tourism Event Funding Program 2025 - Application Summary - Confidential

Agenda Scheduled Council Meeting 1

15.3 Youth Council Advisory Committee 2025

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Author: Youth Development Officer

Approver: Director Sustainability & Culture

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to seek endorsement of applications recently received for membership of the 2025 Rural City of Wangaratta Youth Council Advisory Committee (Youth Council).

Nominations were sought from –

· secondary schools,

· alternative education institutions, and

· local youth service providers.

In total 13 applications were received with representation from all the secondary schools.

Recommendation:

That Council appoints the following individuals to represent their peers in the 2025 Rural City of Wangaratta Youth Council Advisory Committee:

1. Amitee Turnbull*	Galen College
2. Cadence Buchan	Wangaratta high school
3. Darcy Murray	Cathedral College
4. Edward Browne*	Cathedral College
5. Emma Jose	Galen College
6. Emmy Hansted	Moyhu Primary school
7. Harrison Allen*	Galen College
8. Kayla Jose*	Galen College
9. Lanie Evans*	Wangaratta High School
10. Lucy Wilkinson*	Cathedral College
11. Luna Vogels	Cathedral College
12. Malachy Allen	Borinya
13. Rylee Duke-Sutton	Wangaratta High School

*From the 2024 Youth Council

Background

The Rural City of Wangaratta’s Youth Council provides a voice for young people to engage with Council and the community. Many activities and events undertaken by the Youth Council connect young people who otherwise may not have the opportunity to do so.

Consultation has occurred with educational institutions and youth service providers. Applicants were required to submit an application and attend an interview. At each interview the candidate was asked a series of set questions to determine their suitability.

Consideration was given to a candidate’s suitability, team fit, and ability to represent their peers as well as their lived experiences and circumstances.

Applications for the Youth Council Advisory Committee were advertised in –

· the Wangaratta Chronicle;

· through social media including Facebook & Instagram;

· posters around town;

· through the Rural City of Wangaratta website; and

· through existing school networks, youth service providers and newsletters.

Implications

Policy Considerations

Council’s Child Safety and Wellbeing Policy applies to this item.

The Youth Council Advisory Committee will operate in accordance with the Youth Council Advisory Committee Charter.

Financial/Economic Implications

There are no financial or economic implications identified for the subject of this report.

Legal/Statutory

There are no legal/statutory implications identified for the subject of this report.

Social

The Youth Council Advisory Commmittee brings together young people who have an interest in the wellbeing of the young people in our community and advocates for them. The program provides a voice for young people to engage with Council and the community. Many activities and events undertaken by the Youth Council connect with young people who otherwise may not have the opportunity to do so.

Environmental/Sustainability Impacts

There are no environmental/ sustainability impacts identified for this subject of this report.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

1. Strengthening our Leadership

1.4.2 Support leadership development and training opportunities.

1.4.2.1 Develop and deliver a program of Youth Council training and development.

2. Community Vision 2021-2033

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objectives:

E2 support leadership development and training opportunites.

Risk Management

Risks	Likelihood	Consequence	Rating	Mitigation Action
Limited youth involvement in Council	Likely	Minor	Medium	Maintain Youth Council Advisory Committee Program and commitment to Youth engagement.

Consultation/Communication

Level of public participation	Promises to the public/stakeholders	Tools/Techniques
Inform	Youth Advisory nominees	Correspondence
Consult	Youth Advisory providers	Correspondence; meetings
Involve	Councillors, Operational staff	Correspondence; meetings
Collaborate
Empower

Officers believe that appropriate consultation has occurred and the matter is now ready for Council consideration.

Options for Consideration

1. Council appoints the nominees as recommended and listed in the recommendation to the Rural City of Wangaratta Youth Council Advisory Committee.

2. Council does not endorse the recommended nominees and seeks further nominations from the community.

Conclusion

The Rural City of Wangaratta’s Youth Council is an Advisory Committee of Council, established to provide a voice for young people to engage with Council and the community.

Through the Youth Council Advisory Program, young people are given opportunities to –

· represent their peers;

· become involved in community activities;

· gain a wider understanding of community issues;

· advocate for youth projects and programs; and

· enhance their leadership skills.

The nomination process for the Youth Council has followed procedures outlined in Section 5 of the Youth Council Advisory Committee Charter.

The nominated Youth Council Advisory Committee members are a diverse group of students who have a similar goal of advocating for their peers and acknowledge that mental health and wellbeing has been and is still a big issue for young people in our community. The nominees want to use their position to bring some positivity with community engagement and events.

Attachments

Nil

Agenda Scheduled Council Meeting 1

15.4 Combined Planning Scheme Amendment & Planning Permit Application (C86) - Wangaratta-Whitfield Road & Targoora Park

Meeting Type: Scheduled Council Meeting

Date of Meeting: 10 December 2024

Category: Strategic

Author: Manager Statutory Services

Approver: Director Sustainability and Culture

No Council officers or contractors who have provided advice in relation to this report have declared a conflict of interest regarding the matter under consideration.

Executive Summary

This report is presented to Council to consider progressing to the next stage of the combined Planning Scheme Amendment and Planning Permit application to facilitate residential development on land at Wangaratta-Whitfield Road and Targoora Park.

The proposed combined Planning Scheme Amendment and permit was authorised by the Minister for Planning and subsequently exhibited in accordance with the Planning and Environment Act 1987 (the Act). The proposal is to amend the Wangaratta Planning Scheme by rezoning the subject land, along with an application for a Planning Permit to subdivide land. Attachment 1 shows the overall concept development plan and Attachment 2 is the Explanatory Report providing further detail about the proposal. Both these documents were exhibited.

The amendment to the Wangaratta Planning Scheme is to rezone land at Lot 2 PS744661 Wangaratta Whitfield Road (near Clarkes Lane) and Targoora Park, 330 Wangaratta-Whitfield Road (see Attachment 3).

The amendment specifically seeks to rezone the land from Low Density Residential Zone (LDRZ) to General Residential Zone 1 (GRZ1). The proposal also seeks to rezone land at Targoora Park, 330 Wangaratta-Whitfield Road as it applies to a portion of Targoora Park from Public Park and Recreation Zone (PPRZ) to Public Use Zone (PUZ) to accommodate an Integrated Water Management (IWM) facility which accompanies the proposed planning permit application.

Following exhibition of the combined Planning Scheme Amendment and Planning Permit application Council is being requested to consider the submissions received and decide on the next steps for this proposal.

Recommendation:

That Council:

1. Considers submissions to the rezoning and subdivision proposal included in Wangaratta Planning Scheme Amendment C86 pursuant to Section 22(1) of the Planning and Environment Act 1987.

2. Refer Amendment C86 to a Panel appointed under Part 8 of the Planning and Environment Act 1987.

3. Formally request the Minister for Planning appoints a Panel in accordance with Section 23(1)(b) of the Planning and Environment Act 1987.

4. Notifies submitters to Amendment C86 of Council’s decision.

Background

The proposal is for a combined amendment to the Wangaratta Planning Scheme (amendment) and application for a Planning Permit (application) made pursuant to Section 96A of the Act.

The amendment seeks to rezone land at:

· Lot 2 PS744661 Wangaratta-Whitfield Road from Low Density Residential Zone (LDRZ) to General Residential Zone (GRZ1).

· Rezone part of Targoora Park at 330 Wangaratta-Whitfield Road from Public Park and Recreation Zone (PPRZ) to Public Use Zone (PUZ).

The Planning Permit application seeks to:

· Subdivide the land at Lot 2 PS744661 Wangaratta-Whitfield Road into 233 residential lots (including 3 super lots) in stages.

· Remove native vegetation.

· Create/alter an acess to a road in a Transport 2 Zone.

· Removal and variation of an Easement.

The site at Lot 2 PS744661 Wangarata-Whitfield Road is vacant LDRZ zoned land which is currently used for argicultural purposes. Targoora Park is a Council owned receational park. The proposal seeks to rezone land in Targoorga Park to facilitate an Integrated Water Management (IWM) facility that will support the subdivision and wider catchment with a sewerage option in the absence of the ability to connect to the current reticulated system owned and operated by North East Water (NEW).

The proposal has arisen due to a number of factors. These include:

· A shortage of housing in Wangaratta caused by population growth a delay of planned supply coming onto the market due to lack of available sewer capacity.

· The municipality’s sewer system owned and operated by NEW has been acknowledged as having significant capacity constraints which is inhibiting the ability of new housing supply in the growth areas in the south and north west of Wangaratta to be realised.

· The proposal at Wangaratta-Whitfield Road allows for the development of 233 new residential lots (including 3 super lots reserved for medium density housing) and is accompanied by an innovative IWM proposal which acts as a wastewater treatment plant collecting wastewater, treating it and then storing it in a pond facility for future irrigation use at Targoora Park and the nearby school or to be returned to the reticulated sewer system / local waterways. Solids are stored and then pumped into the existing reticulated sewer system when it is under-utilised (over night).

· The proposal will serve a wider catchment than just the proposed 233 lots. This will enable other nearby developments for example in the south growth area, to use this facility whereby creating the potential for an additional 100 lots to be available for release. In total 350 lots could use the proposed IWM facility.

The IWM facility has been given in-principle approval by both the Environment Protection Agency (EPA) and NEW. The approval process for the IWM facility is running concurrently with the planning process. Full details around the operation and any impacts on the surrounding area can not be fully established but buffer areas to protect existing development from odour and odour mitigation design have been considered when seeking EPA and NEW in-principle approval. A draft planing permit was also exhibited and the IWM will need to be constructed prior to any lots being released to ensure waste water can be dealt with for this new development.

The applicant indicates that the indicative footprint of the IWM facility will not change following exhibition.

Application process

There are a number of stages in a combined Planning Scheme amendment and Planning Permit appplication process, in general terms these include:

1. Council considering whether the proposal should be submitted to the Minister for Planning for authorisation to prepare and proceed to public exhibition.

2. Seeking advice from statutory authorities such as the Environmental Protection Agency (EPA) and North East Water (NEW).

3. Public exhibition of the proposal providing an opportunity for submission to be made in response to the proposal.

4. Considering any submisisons and refering the proposal to a Panel if submissions can not be resolved.

5. If appropriatte, submitting the proposal to Council for their final consideration and adoption.

6. Final decision by the Minister for Planning.

Stages 1-3 above have been completed for this proposal Stage 3 and Stage 4 is the subject of this report.

Exhibition and Submissions

The proposal was exhibited to the public and referral agencies on 5 April 2024 with a closing date of 14 May 2024. Notices were placed in the Government Gazzette, Wangaratta Chronicle and letters sent to 523 surrounding properties.

29 public submissions were received along with 6 referral agency submissions. A summary of the submissions is provided in the table below:

Submitter	Submissions details	Response from proponent
Agency
AusNet	Listed infrastructure requirements needed for the development. Proposed removal of easement – to remain.	Subdivision design needs to be changed to accomodate this infrastructure. Easement to remain.
DEECA	No objection subject to conditions including required native vegetiation offsets.	No further response required.
EPA	Objected but with further information provided has advised it no longer objects subject to conditions and permit approval for the IWM facility.	Detailed design and odour assessment have been passed to EPA in post-exhibition discussions. EPA no longer objects to proposal.
Goulburn Murray Water	No objection subject to conditions	No further response required
NEW	Following post exhibition discussions and further information provided, NEW does not object to the proposal.	Further conditions to be added to any permit issued.
NECMA	No objection subject to conditions.	No further response required
CFA	No reponse	Agency has been sent reminders requesting a response.
Public Submissions
IWM facility in Targoora Park	· Lack of design information · Lack of detail over exact location · In a sensitive area (park) · Relocate to developers land · Concern over issues with it e.g smell, noise · Potential on-going financial burden to ratepayers · Concern over risk assessment done · More information on agreements between Council, NEW and developer	More design detail has been provided since exhibtion including an odour assessment. EPA now supports the application
Removal of public space within Targoora Park	· Request for developer to put IWM on their land · Limit size of system	IWM facility will also supply other future developments with a sewer solution.
Native vegetation impacts	· Vegetation removal is not accurate · Impacts on wildlife in Targoora Park and One Mile Creek not accounted for · Impact on trees along Wangaratta-Whitfield Road	DECCA has approved the process subject to conditions. An updated Biodiversity report has also been received from the proponent since exhibition.
Character / zoning changes	· Intensity of development is not consistent with surrounding area · Should be Low Density Residential Zone · Increased number of people will impact service provision	The density proposed provides choice and diversity in housing stock. Deficiencies in existing utility coverage cannot be covered by this amendment.
Traffic impacts	· Traffic counts done during Covid (Feb 2022) and not reflective of current situation or take account of proposed new developments in area · Concern over proposed freight route and increase in traffic	Traffic Impact assessment has been updated Development has broadly taken account of the proposed freight route
Impacts on one Mile Creek	· Increased stormwater · Management of Reserve · Impact on wildlife in corridor	A reserve between the development and the Creek has been proposed as part of the development.

Following exhibition, Section 23 (1) of the Act gives Council, as the Planning Authority, three options when considering submissions and the next steps of an amendment. These are:

· change the amendment in the manner requested; or

· refer the submissions to a Panel appointed under Part 8 of the Act; or

· abandon the combined amendment/permit application or part of it.

The proponent has not agreed to make requested changes to the combined amendment and permit application, but has responded to submissions by providing further information / updated reports.

Officers consider that the best way forward for this proposal is for the submissions to be refered to a Panel. This will allow submitters and the proponent to make representation to the Panel and for all relevant matters to be considered independently by the Panel. The Panel will provide recommendations for Council to consider.

Implications

Policy Considerations

The planning scheme amendment process is being undertaken in accordance with the provisions of the Planning and Environment Act 1987.

Financial/Economic Implications

There are likely to be economic benefits with this proposal in supporting residential development as it has the potential to support the development additional residential lots over and above the 233 lots provided under the subdivision proposal.

The proponent is responsible for fees and costs associated with the combined amemdment and permit process, including Panel costs. Cost associated with Council officer time spent on this matter is provided for within Council’s budget.

Legal/Statutory

All matters will adhere to the requirements of the Planning and Environment Act 1987.

Social and Diversity

There are likey to be social impacts with the proposal generating residential development in close proximity to services and facilities. These are considered under submissions following exhibition and can be brought to a Panel hearing by submitters for further consideration.

Equity Impact Assessment (EIA)

There are no equity impacts identified for the subject of this report.

Environmental/Sustainability Impacts

If realised this proposal may have a positive environmental impact related to water saving with the re-use of treated and stored water being available for irrigation purposes.

Strategic Links

Council Plan 2021 – 2025

This report supports the 2021-2025 Council Plan through the following objectives and actions:

Growing with Integrity

6.1.1.2 – Idenify opportunites for residential land supply to accommodate future population growth.

6.1.2.2 – Encourage a variety of lot sizes in new residential estates.

6.3.1.2 – Ensure future settlements are designed and located to consider the risks of climate change including fire, flood and ther natural hazards

Rural City of Wangaratta 2033 Community Vision

This report supports the 2033 Community Vision through the following objectives:

L2 Facilitate design and development that creates environmentally supportive impacts.

BB2 Provide an efficient and effective permit system.

CC1 Ensure decision making upholds a balance between environmental sustainability, the need for development and acknowledges risks to the landscape.

Risk Management

Risk Management Framework

Risks

Likelihood

Consequence

Rating

Mitigation Action

Lack of community consultation carried out on this porposal in particular the IWM facility and its location in Targoora Park.

High

Submissions while on exhibition

Carry out consultation.

Assess the submissions from exhibition process.

Advise submitters of Panel hearing dates.

Concern from landowners in growth areas which requires development contributions.

High

Submissions while on exhibition

Assess the submissions from exhibition process.

Advise submitters of Panel hearing dates.

Consultation/Communication

Level of Public Participation	Promises to the Public/Stakeholders	Tools/Techniques
Inform	We will keep you informed	Notice in Government Gazette. Letters to prescribed Ministers, affected agencies and affected landowners and occupiers.
Consult	We will keep you informed listen and acknowledge concerns and provide feedback on how public input can me made throughout the process.	Opportunity for submissions and questions. Refer submission to a Panel.
Involve	We will work with you to ensure that your concerns and issues go back to the proponent for consideration. And notify you of the Panel hearing and process associated with that for you to input.	Opportunity for submissions and questions. Opportunity to participate in a Panel hearing.

Officers believe that appropriate consultation has occurred and the matter is now ready for Council consideration for the next step of the process, being refering the submissions to a Panel.

Options for Consideration

Option 1 (recommended option)

That Council resolve to request the appointment of a Planning Panel to consider unresolved submisisons.

This option complies with the statutory process to progress the proposal and ensures submisions are considered by a Panel. Council will have an opportunity to consider the Panel’s recommendations.

Option 2

That Council abandon the amendment under Section 23(1)(C) of the Act, given the issues raised within the unresolved submissions to the amendment.

Conclusion

This combined Planning Scheme amendment and Planning Permit application will provide for 233 new residential lots (including 3 super lots marked for medium density housing) and an IWM facility which could service an additional 100 lots. The IWM facility will be located at Targoora Park and forms part of the proposed Planning Scheme amendment and Planning Permit proposal. Following exhibition of the proposal 29 public submissions were received and 6 agency submissions.

Officers recommend that Council refer the submissions to a Panel.

Attachments

1 Proposed Development Plan as Exhibited ⇩

2 Explanatory Report as Exhibited ⇩

3 Proposed Zoning Plan as Exhibited ⇩