appendix 2...1206 2290 189 4281 3051 7003 hacc service hours (under 65) july 2016 - june 2017...

Hobsons Bay City Council 10 October 2017

Ordinary Council Meeting Agenda

Appendix 2

Chief Executive Officer – Report on

Operations

CHIEF EXECUTIVE OFFICER REPORT ON OPERATIONS

September 2017

Issue 10 Published October 2017 Presented at the Ordinary Council Meeting of Council on 10 October 2017

The CEO Report on Operations is a regular report that is published by the Hobsons Bay City Council. The purpose of this report is to inform Council and the community of recent issues, initiatives and projects undertaken across Council. The report is provided on a monthly basis.

CEO Update The Mayor and CEO participated in a western region delegation to Canberra during the first week of September. Approx. 25 meetings were held over two days with government ministers, opposition and minor party representatives, and senior public servants. A series of priority projects for the west of Melbourne were promoted, including the request for our region to be considered for a ‘city deal’. The first ever northwest region Community Leaders Forum on Youth Suicide Prevention was hosted by Hobsons Bay at the Newport Substation. Around 80 people from across the region gathered to hear from a line-up of notable speakers, including former Australian of the Year Professor Patrick McGorry OAM, the founder of the Orygen mental health organisation and instigator of the Headspace model. Hobsons Bay Young Citizen of the Year Nikolina Mabic shared a moving and personal account of her experiences, and participated in a broad ranging panel discussion about tackling mental health challenges in the community. The CEO attended a variety of meetings including the Western Melbourne RDA Committee, the Western Local Automotive Transition Committee, and the Western Metropolitan Partnership. The partnership was charged with staging a regional assembly, scheduled for the 4th October, with a number of government ministers and MPs expected to attend.

As Chair of the Western Region Economy and Planning Working Group, the CEO welcomed officers from the region’s councils along with state government representatives to a planning session to identify regional opportunities, gaps and conflicts to inform a land use framework, with Plan Melbourne as a guiding document. The work of this group is also expected to be an important input to the work of the government’s western metropolitan partnership. The Governor of Victoria the Honourable Linda Dessau AC, hosted an event at Government House to celebrate the west. Hobsons Bay was represented by Cr Angela Altair and the CEO, with numerous community members among the approximately 800 people present. The Treasurer Tim Pallas and local resident Jim Williamson spoke about the strength of community and collaboration in the west, with particular attention given to the strong relationships between Western Health, the Western Bulldogs and Victoria University.

The CEO recently announced the formation of six internal collaborative working groups (CWGs) as an outcome of the Council of Excellence review process. Formed around six high level themes, the aim of these groups is to improve cross departmental communication and cooperation. Most importantly, these groups will have the fundamental task of understanding how the focus area in question impacts upon and can improve the experience of our customers. In addition, the CEO facilitated an innovation and future focus session for staff with guest speakers including Stephen Yarwood, an urban futurist and former Lord Mayor of Adelaide, and Dr Elizabeth Stark from local company Symbolix. The Vice Chancellor of Deakin University, Jane den Hollander, attended an afternoon event to formally sign a new Memorandum of Understanding between Hobsons Bay City Council and Deakin University. The new MOU replaces an expired agreement, which has led to a range of collaborations that benefit both organisations and the Hobsons Bay community. A governance body will be established to oversee the implementation of the new agreement

Chris Eddy Chief Executive Officer

www.hobsonsbay.vic.gov.au

http://www.hobsonsbay.vic.gov.au/

5

Contents

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

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

Delivering for our community ............................................................................................. 7

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

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

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

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

Our Performance .............................................................................................................. 18

Financial Management ...................................................................................................... 20

Enhancing our community ................................................................................................ 22

7

Delivering for our community

Community Grants Community Grants applications are currently progressing through the assessment stages. The draft recommendations were presented to the Councillor Review Panel for comment on 20 September. One Councillor from each ward was represented on the panel. Written notification of the outcome for applicants is anticipated in November following Council approval.

Newport Community Hub – 1st Birthday Approximately 500 Newport residents of all ages joined the Hub’s first birthday celebrations on Saturday 2 September. The morning featured storytime, craft, face painting, robotics, a sausage sizzle and the Hub was even filled with the sounds of Mozart, courtesy of Newport Strings.

Coffee and Brooklyn – the perfect blend Continuing the community-led place making activations within Brooklyn, residents will play host to the suburb’s very own community run pop-up café on the first Sunday of each month. Residents are invited to enjoy a free coffee, meet their neighbours and the cafe will also be a place for fruit and veggie swaps, book swaps, and more. The first ‘café’ operated as part of the Brooklyn Reserve playspace opening on 3 September.

Dragon, Dinosaurs and dreamt-up beasties A special evening storytime was held on Thursday 14 September to mark the nation-wide Reading Hour. This annual campaign encourages parents to share a book with their child for 10 minutes a day, to improve literacy and develop a life-long love of reading, with all the social and educational benefits this brings.

Spring school holidays 24 events were delivered during the libraries’ school holiday program with children and young people undertaking activities ranging from creative writing, to building rockets and catapults, to celebrating the Mid-autumn moon festival.

National eSmart Week National eSmart Week was held from the 4-8 September. The week was dedicated to building cyber safe communities. National eSmart week provides an opportunity for communities to come together to encourage everyone to be smart, safe and responsible when using digital technology.

Spring into Life - 18 September to 1 October 2017 Spring into Life is an annual event organised by Hobsons Bay City Council to encourage getting out and about after the lull of winter. A jam-packed program of fun and interesting activities across Hobsons Bay has been planned featuring activities such as yoga, dancing, gardening activities and art and craft classes. For more information visit Council’s Spring into life webpage www.hobsonsbay.vic.gov.au/SpringIntoLife

Early Years Playgroup staff are working to establish a supported playgroup at the Altona North Primary School, with the goal to eventually transition this playgroup to be a community parent-led playgroup on the school site. The Four Year Old Kindergarten Central Enrolment allocation process for 2018 is near completion, placing over 1,000 children in one of the 17 community managed kindergarten services. Members of the playgroup team met with Hobsons Bay library staff to discuss future opportunities to collaborate within the supported playgroups. In 2018 there will be a continued focus on the Abecedarian approach to support early literacy, with the scheduling of regular library visits to supported playgroups and professional development opportunities for staff. Kindergartens South Kingsville Preschool and Home Road Kindergarten will be offering a bush kinder program in 2018. Bush Kinda, otherwise known as Forest or Nature school, is a preschool held outdoors, where children are encouraged to explore, learn and play in a natural setting. Both programs will be operating at the Newport Lakes.

http://www.hobsonsbay.vic.gov.au/SpringIntoLife

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Delivering for our community Up/Youth UP delivered a Youth Mental Health First Aid training course to 14 parents of local secondary school students. Teen Mental Health was delivered to all year 10 students at Mount St Joseph’s Girls College and Laverton College, each student participated in three classroom sessions equipping them to identify signs of distress in their peers, provide support and information to them, and link them with adults who can help.

30 young people are currently engaged in the counselling service with 100 counselling sessions being provided throughout August 2017. 16 secondary consultations were delivered and emergency relief was provided to 12 young people and their families. The main presenting issues for young people over the past month were mental health issues including depression, anxiety, eating disorders & psychosis (40%), family issues (15%), anger management (9%). The Community Leaders Forum for Youth Suicide Prevention was held at The Substation on Monday 4th September with 80 attendees including clinicians, policy makers, educators, local government, the non-government sector, academics, and commissioning agencies who have a direct influence on the services and support for young people from across the Western Region UP hosted their first Wear it Purple event at Altona P-9 College. Many school staff supporting the initiative and the school principal made an address that outlined the school’s commitment to fostering a safe and equal learning space for all.

Maternal Child Health (MCH) A MOU has been signed with Mums Matter Psychology service to commence at Newport Community Hub on 22nd September. Council’s Immunisation Team gave 703 immunisations to 305 clients at regular preschool scheduled immunisation sessions and home visits. 107 birth notices were received by MCH over the last month.

Playgroup The playgroup team are exploring new ways to engage with families who are not attending playgroups which includes phoning, sending SMS messages and visits to the home.

Community Care The Community Care department has been reviewing last financial year service data as part of ensuring funded targets are met. Data for the Service Delivery and Active Service teams indicates respite, domestic assistance and personal care services continue to be the services most utilised by residents. A total of 114,419 hours of services were provided to clients throughout the financial year with 95,573 of those hours being provided to residents aged over 65 years. In addition to data shown in charts below, the Community Care department provided 44,214 meals to residents and 4,046 individual social support trips through the Community Care transport program. The total number of active clients receiving a service through the Community Care department during the last financial year was approximately 1700. Seventy-six per cent of these clients were aged over 65 years and 24 per cent under 65 years.

8261206

2290

189

4281

3051

7003

HACC Service Hours (under 65)July 2016 - June 2017

AssessmentPlanned Activity Group - CorePlanned Activity Group - HighProperty MaintenanceDomesitic Assistance

22329

343

26740

2236

13713

5929

5080

5766

13437

Community Home Support Program Service Hours (over 65)July 2016-June 2017

Social Support GroupHome MaintenanceDomestic AssistanceDomestic Assistance - growth fundsPersonal CareSocial Support IndividualFlexible RespiteCottage RespiteCentre Based Respite

9


The Substation Council provides funding to The Substation, in support of its role as a contemporary arts space in the west. The Substation also has organisational funding from Creative Victoria and other partners. Melbourne-based artist, Ash Keating has an exhibition called Gravity System Response showing on a series of six panels created for The Substation external billboards. Channels, the Australian Video Art Festival presented a mix of ticketed and free events showcasing new contemporary moving images by some of the most exciting Australian and international artists working in the field. Art in Public Places included The Container Project as a collaboration with The Substation and Footscray Community Arts Centre. Programming took place as part of Melbourne Fringe Festival.

Woods Street Arts Space Laverton Woods Street Arts Space continues to host ongoing workshops that include pottery, life drawing, Polynesian dance, electronics, children’s art workshops, plus more. The August to December program has been published and is available in print, on Council’s website and social media.

Heritage and Cultural Collections Restoration projects in progress are the two heritage lamps and the Dennis memorial drinking fountain from the forecourt of the Williamstown Town Hall, which will be refurbished and reinstalled to the site in November. Works continue on the Bill’s Horse Trough at the Grimwade Conservation Centre at Melbourne University before it is ready to return to Williamstown, (estimated by the end of this year). Areas of progress have been testing of the repair mortar to ensure it meets the requirements of the original surface, and trialling embedding of bluestone aggregate, and matching pigment where changes are required. Work is reported to be progressing well.

Indigenous Culture Airtime which showcases artworks on the flagpoles at the Altona Meadows Skate Park, has a new rotation featuring art on the theme of Grasslands. Concepts were developed during workshops with Laverton Link Centre that focussed on the way Indigenous Australians lived on local land prior to colonization. The same theme was explored for the newly opened Orbital exhibition at Central Square, with participants from the Loom Room in Williamstown. Both projects were facilitated by Wemba Wemba man Dean Stewart and local artist Heather van Heerwaarden.

Sister Cities The Joel Gallery at Louis Joel Arts and Community Centre hosted an exhibition showing the work of artists living in the Buloke region as part of the friendship alliance between Hobsons Bay and Buloke. It runs until 12 October.

Art in Public Places Art in Public Places is a biennial celebration of the arts led by Council in partnership with its arts community. The program opened at Logan Reserve, Altona with Light Up Logan, and included arts activations in several sites around the city during the month of September. These included Lignite at Harrington Square, Glow at Nelson Place, a portable arts container that travelled to Altona Meadows, Laverton and Newport, Speaking Bunting at Vernon Street South Kingsville and Brooklyn, The Caretaker Is In at Spotswood and Altona Gate, community arts at Louis Joel in Altona and several other events, closing with a screening of a short film about the lives of people around the Woods Street Laverton precinct. Art in Public Places also included more than 20 artist in business exhibitions, several with openings and other promotions around them. Art in Public Places was featured on 3RRR and Syn FM, in The Age Weekend things to do, through Mamma Knows West and enabled several features in local social media, through artists networks, in The Star Weekly. The Art in Public Places Facebook group has increased from 1,300 to 1,900 people during the month.

Cultural Development Council commenced the development of its new arts and culture plan, with a public survey during September and consultation sessions in October.

10


Festivals and Events

Planning is underway to encourage local businesses to participate in Eat Drink Westside, part of the Melbourne Food and Wine Festival which will take place in March 2018. Eat Drink Westside is a coordinated western region campaign to promote good food in the west. Organising Councils include Brimbank, Hobsons Bay, Maribyrnong, Moonee Valley, and Wyndham.

Nelson Place Presents Sessions of activities for children took place at Commonwealth Reserve on 27 and 28 September.

Event applications and Permits 2 events permits were issued for September.

Funding – Local Events and Festivals, Major Events Two briefing meetings took place with the successful applicants in the Local Events and Festivals and Major Events categories.

Events and Risk Management Planning Workshop for Community Workshop sessions took place during September and were attended by 15 people, representing nine organisations.

Crowded Places and Mass Gatherings Forum A Council officer attended the Crowded Spaces and Mass Gatherings Forum. The forum, conducted by the Australian Institute of Disaster Resilience provided an opportunity to contribute to the national conversations on resilient mass gatherings and to the development of the new Crowded Places and Mass Gatherings handbook.

Street Banners Art in Public Places banners were on display during September.

Filming Five filming permits and 2 low impact permissions were issued. Filming took place at 7 locations throughout the municipality.

Venues Altona Theatre: Altona City Theatre Company were in their exclusive use period throughout the month and during that time, began rehearsals for the forthcoming season of Rock of Ages. ACTion youth theatre continued with four classes throughout the month and presented All Shook Up as part of the junior program.

Old Laverton School: Friends of Skeleton Creek held their monthly meeting, other bookings included church services, yoga and community sessions.

Williamstown Mechanics Institute: Regular users Williamstown Film Society, Williamstown Historical Society and the Parkingsong group utilised the venue throughout the period. Topknot Bunshichi presented ANU Za Kabuki performance for two nights, Eelam Tamil Association presented an annual concert and the Williamstown Musical Theatre Company continued rehearsals 3 times a week for the upcoming November production of Rent – The Musical.

Williamstown Town Hall Bookings continued while the external works to create a new public space in the Town Hall forecourt progressed. Bookings included program usage by Toastmasters and All Aboard Club, and casual bookings including a school concert, Williamstown Super Rules and Williamstown Hospital fundraising balls, TWIC East Community fundraiser, a wedding ceremony and immunisations. In addition, the Australian Red Cross ran the Blood Bank for five days. In total:

80 meetings/workshops/forums/rehearsals

8 performances

3 fundraiser balls/events

1 film screening

6 civic activities

Approximately 5,500 people came through the doors.

Hobsons Bay Visitor Information Centre (VIC)

Step Back In Time free heritage walking tours commenced again for the season, operating every Tuesday and Friday at 11.45am. The VIC received 2521 visitations during the month of September a decrease of 554 than the same period last year. The decrease is due to the Tenacious Tall Ship attracting Victorian visitation during September 2016.

11


Business Support and Economic Development Projects and Programs A business workshop was provided on Record Keeping for Small Business and support provided to the Williamstown Chamber of Commerce led retail and social media workshops program. The Small Business Bus, operated by Small Business Victoria, delivered its support program at Aviation Road Laverton and at Pier Street Altona. Laverton: 3 mentoring sessions, 13 business engagements. Altona: 3 mentoring sessions, 19 business engagements. Council is participating in a Resilience Melbourne pilot program assisting in a call out for businesses to be part of a sustainability BCorp assessment, assisted by graduate students, and is working with the western region to support an application made by Maribyrnong to Small Business Victoria for its Better Approvals program, helping to identify regulatory changes that may streamline processes. An officer participated in a Launch Victoria workshop to help develop a local government framework to identify and support the start up economy, the aim being ultimately to help promote local opportunities across property, services, and networks. Council’s Hobsons Bay Business Works monthly e-news was distributed.

Hobsons Bay Business Excellence Awards The Hobsons Bay Business Excellence Awards are being held at the Williamstown Town Hall on Friday 20 October. During September, the judging panel convened to meet with businesses. The panel comprises representatives from Department of Economic Development, Jobs, Transport and Resources; Victorian Chamber of Commerce; Destination Melbourne; Visit Victoria; NBN Co; Department of Education and Training; Australian Retailers Association; Melbourne City Council; e-West; Victorian Planning Authority. Tickets for the Awards also went on sale during September.

Tourism Melbourne Tourism Week takes place during the first week of September each year, with a focus on the tourism industry. Hobsons Bay participated in two

Destination Melbourne opportunities. The Visitor Information Centre in partnership with Captains Retreat and the Enterprize delivered an information booth at the Melbourne Tourism Industry Exchange promoting Hobsons Bay to more than 500 tourism and travel industry attendees. Council attended a networking event with key tourism and hospitality guests. The guest’s panelists discussed how food is intrinsically linked with authenticity and identity of a destination and how food experiences influence visitors.

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Organisational Update

Junior Council

A Junior Council meeting was held on Wednesday 13 September 2017. Students received a presentation from Council’s Animal Management Officers on responsible pet ownership including the benefits of microchipping and animal registration.

Citizenship Ceremony A citizenship ceremony for 58 candidates was held at the Laverton Community Hub on Wednesday 27 September 2017.

Assembly of Councillors

The following Assemblies of Councillors occurred

during the period 9 September 2017— 6 October 2017:

9 August, 12 September and 3 October.

Documents for Sealing The following documents were sealed during this

period as a result of Council resolution or delegation:

Register number 17/30—sealed 25/08/2017

Contract No.2017.35

Provision of Planning Notices

Register number 17/31—sealed 6/08/2017 Contract No. 2017.25 Provision of day and Overnight Respite – Bateman House

Register number 17/32—sealed 13/09/2017 Contract No. 2017.27 Refurbishment of Weaver Reserve Amenities

Local Laws Issued 130 disabled parking permits

Logged 153 CHARM assignments

Impounded 2 derelict/abandoned vehicles

Issued 3 Local Law Infringement

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

Animal Management Logged 176 CHARM assignments

14, 322 animals registered

Impounded animals (as at 30 Aug 2017)

Dogs – 20 impounded, 17 released

Cats – 39 impounded, 8 released

Issued 109 animal Infringement Notices (higher

number of infringements due to annual animal

registration door knocking)

Parking Issued 106 resident, 647 ticket machine and 47

visitor permits

Logged 172 CHARM assignments

Issued 1,360 parking infringements

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

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Number of Local Laws Infringements

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Planning, Building and Health Update

Planning Applications Received

Council received 76 planning permit applications for the month of September. For the six month period from April to September, 517 planning permit applications were received, a 7 per cent decrease from the same period last year.

Planning Applications to Amend Permits Council received 26 planning permit amendment applications for the month of September. For the six month period from April to September, 170 planning permit amendment applications were received, a 25 per cent decrease than the same period last year.

Planning Applications Determined Council determined 94 planning permit applications for the month of September For the six month period from April to September, 573 planning permit applications were determined, a 7 per cent increase than the same period last year.

Planning Amendment Requests Determined Council determined 29 planning amendment applications for the month of September. For the six month period from April to September, 190 planning amendment applications were determined, a 21 per cent decrease than the same period last year.

82 93 77 93 96 76103 97 95 98

7495

Planning Applications Lodged - six month period.

This year (517) Last Year (555)

2232 30 28 32 26

3449

34 2945

37

Planning Amendments Received -six month period

This year (170) Last Year (228)

7495 111 112

87 94101 10380 71 85 97

Planning Permit Applications Determined - six month period

This year (total 573) Last year (total 537)

3560 48 33 32 3434 29 31 45

28 29

Amendment Requests Determined - six month period

(both Section 72 Applications and Secondary Consent requests)

Last Year (total 242) This Year (total 190)

14

Planning, Building and Health Update VCAT The Town Planning Department received the following appeal decisions: Application: PA1635923 – 81 New Street, South

Kingsville

Proposal: Subdivision of the land into three lots and

common property (PS738761J) in accordance with the

endorsed plans

Delegate Decision: Approved

SPC Decision: Not applicable

VCAT Decision: Affirmed

Application: PA1633901 – 125 Blyth Street, Altona

Proposal: Construction of two or more dwellings on a

lot (five dwellings). A reduction (including reduce to

zero) the number of car parking spaces (waiver of one

visitor car parking space). In accordance with the

endorsed plans.

Delegate Decision: Refused


VCAT Decision: Set aside – approved by VCAT

Application: PA1634739 – 22 Maclean Street,

Williamstown

Proposal: Demolish the existing dwelling and construct

two storey dwellings including basement, a swimming

pool and front fence

Delegate Decision: Refused


VCAT Decision: Affirmed

Special Planning Committee The following application was considered at the 26 September Special Planning Committee:

Application: PA1736318 – 120 Mason Street, Newport Proposal: Construct a four storey building for the purpose of a 120 bed aged care facility with basement carpark Delegate Decision: Notice of Decision SPC Decision: Approved with an alteration to condition 1 (l)

Planning Enforcement Active and significant enforcement matters Based on the year to date figures, 482 enforcement matters are expected to be received this year. There are currently 170 active enforcement matters.

Five Infringement notices have been issued this month. These were issued for illegal real estate signage, heritage demolition, constructing a hard stand area in the front setback and waste glass storage without planning permits.

225309 302 323

359 350

481

344

2010 2011 2012 2013 2014 2015 2016 2017

EA 2017

15

Planning, Building and Health Update Building News

A review of multi-storey residential buildings has commenced to check for potential combustible cladding

Staff attended Annual Conferences for both the Victorian Municipal Building Surveyors Group and the Australian Institute of Building Surveyors. Topics included: o Recent and proposed regulatory

amendments o Assessment, inspection and enforcement

processes relating to non-complying buildings & building materials such as steel framing, cladding and waterproofing

Coping with emergencies personally and professionally

Policy – Council Intervention into Private Building Surveyor Functions The Corporate Management Team recently endorsed a new policy for Council Intervention into Private Building Surveyor Functions. The policy sets out how and when Council and its Municipal Building Surveyor will respond to building control matters where a private building surveyor has been appointed and is responsible to carry out functions under the Act. It also sets out when matters be referred to the Victorian Building Authority for its administration and enforcement of the Building Act 1993. The policy is available on the Council website.

Permits and Consents

3 Permits issued by Council, 86 Permits issued externally

34 applications received, 27 approved, 2 refused

146 Property information requests 14 copies of plans supplied

Inspections and Enforcement 33 inspections, including 6 Essential Safety Measure inspections 8 notice and orders issued, 8 resolved / completed / cancelled

Public Health 71 mandatory food assessments and inspections were completed. 3 registered food premises. 9 mandatory health inspection were completed. 3 requests for investigation and report were received from the Department of Health and Human Services. 55 customer requests were received; 35 related to community noise.

95

139118 115 126

89

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Building Permits - Issued

2016 2017

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2622

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2734

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Council Consent & Report -Application Received

2016 2017

129

191

134154

180146

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Property Information Requests

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16

Planning Scheme Amendments Amendment C88 – Precinct 15, Blackshaws Road,

Altona North

Amendment C88 was exhibited for eight weeks between July and September 2017. During this time there were a range of communications including letters, newspaper articles, websites and drop in sessions. The exhibition period attracted 101 submissions including responses from the land holders, relevant authorities (such as VicRoads), however, the majority came from community members. Of those from community members the main concerns were with the expected traffic impacts as a result of the development of the site.

Amendment C109 – Millers Junction A Panel Hearing for Amendment C109 was held in July 2017 and Council was provided with a Report including the Panel’s recommendations in August. The Panel Report is now available for viewing and will be considered by Council at the 10 October Ordinary Council Meeting. The Panel broadly supported the proposal and recommended some minor changes.

Amendment C112 – Local Gaming Policy Amendment C112 proposes to include a local Gaming Policy into the Hobsons Bay Planning Scheme. Council resolved to request the Minister for Planning for authorisation to prepare and exhibit the amendment. The exhibition of the amendment is likely to begin in late October 2017.

Policy Review Burns Road Industrial Estate The Burns Road Management Group (BRMG) has officially become an Incorporated Association and from now on will be known as the Burns Road Landowners Group Incorporated (BRLG Inc). The purpose of the BRLG Inc. is to facilitate the use and development of the Burns Road Industrial Estate by the owners of the land in the estate. The first step to considering future development of the estate is to establish the impact of any biodiversity issues on the development potential of the land. Council has allocated funding in the 2017-18 budget to undertake a comprehensive assessment of the biodiversity values of the estate. Any land affected by biodiversity matters and rendered undevelopable will require a holistic conservation management strategy to address the remainder of the developable area of the estate.

Spotswood Structure Plan Work has commenced on a Structure Plan for the Spotswood Activity Centre to provide a long term vision and guide the type and scope of land use change for the centre. The Structure Plan will provide guidance on housing, urban growth, infrastructure, economic development and the natural environment. A Background Report providing a comprehensive analysis of the issues and opportunities for the activity centre will be prepared for community consultation in early 2018.

17

Strategy and Advocacy

Annual Community Survey

The Annual Community Survey for 2017 has been completed. Eight hundred residents were surveyed door to door earlier this year. A summary of results will be published on Council’s website and the Know Your Council website. A selection of legislated results will be published in Council’s 2016-17 Annual Report. Overall the 2017 survey results have shown that the majority of the Hobsons Bay community remains ‘satisfied’ to ‘very satisfied’ with Council’s services across a variety of its functions. In particular, weekly garbage collection, green waste collection, recycling collection, immunisation and libraries remain the services with the highest level of satisfaction. The survey indicated opportunities for improvement within town planning and building control. The results of the survey will allow Council to monitor progress with current policies, services and programs as well as support future service planning and advocacy.

Draft Integrated Transport Plan 2017-30 The public exhibition period for the draft Integrated Transport Plan concluded on Tuesday 19 September 2017. All feedback will be considered in the finalisation of the plan. It is anticipated that the Integrated Transport Plan will be presented to Council to be considered for adoption at an Ordinary Council Meeting in November.

Time to Talk Budget 2018/19 Pre-budget submissions opened on Monday 18 September. Community members are invited to suggest an idea to be considered in the 2018-19 budget or beyond via participate.hobsonsbay.vic.gov.au. Community members can also make a presentation on their budget idea at one of the three information sessions which run from 6pm to 7.30pm:

Monday 2 October, Altona Meadows Library and Learning Centre

Wednesday 11 October, Hobsons Bay Civic Centre

Thursday 12 October, Newport Community

Hub

Budget submissions close at 5pm on Friday 8 December 2017.

Community Greenhouse Strategy Energy$mart – 10 solar installations of 400kW representing $98,842 savings for Hobsons Bay

businesses have occurred. Follow up letters will be sent to businesses with outstanding quotes and industrial areas. In addition an investigation of a large scale community / micro grid project will occur. Residential Solar – a mail out to residents is being prepared to launch a residential solar program in partnership with Positive Charge. Information sessions have been arranged for 9 October at 6.30pm (Laverton Community Hub) and 16 October 6.30pm (Newport Community Hub).

Schools Environment Program The Schools Environment Program is a collaboration between the Sustainability Team, the Environmental Management Team, and the Conservation Team. It is delivered to a maximum of six primary schools a year. The program involves students participating in three rotating workshops revolving around biodiversity, waste, litter and sustainability action planning. The fourth of six programs for 2017 was delivered on 18 September at Newport Lakes with the Year 3 students of St Marys Primary, Williamstown in attendance.

My Smart Garden My Smart Garden delivered two community events during September. A Design Your Edible Oasis workshop taught residents to make the most of their garden space for food production, and a Propagation workshop helped residents to grow their own plants cheaply from seed, cuttings and division.

Submissions to the Victorian Government Council recently made two submissions to the Victorian Government. In a letter to the EPA, Council expressed its interest in being informed and consulted while implementing the Victorian Government’s proposed electronic waste (ewaste) ban from landfills. Council also made a submission to Sustainability Victoria on the amendments to the Statewide Waste and Resource Recovery Infrastructure Plan. Council’s submission highlighted the importance of integrated land use planning and waste and resource recovery infrastructure planning.

18

Our Performance

Customer Service

Hobsons Bay City Council is committed to improving

our performance and better responding to our

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

capture how our community approaches us to ensure

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

our customers with access to information needed.

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

Rates (790)

Town Planning (767)

Waste (670)

Community Care (540)

Hard Waste (504)

Local Laws (440)

Animals (352)

City Services (323)

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

Waste (51)

Non Council Related (34)

City Services (23)

Rates (23)

Animals (16)

Town Planning (15)

Local Laws (8)

Parking Permits (8)

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

City Services (299)

Local Laws (169)

Cashier InBox (132)

Waste (120)

Rates (68)

Health (66)

Junk Mail (60)

Facilities (51)

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bsiteCounter/Payments

Jul-17 60.73% 1.69% 22.33% 24.02%

Aug-17 54.48% 2.02% 24.63% 30.08%

Sep-17 53.75% 1.80% 22.29% 32.47%

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Customer Interaction Methods

19

Our Performance

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

Payments (1060)

Parking Permits (319)

Town Planning (232)

Rates (202)

Meeting & Interview (177)

Delivery (173)

Local Laws (148)

Animals (91)

Community Care (61)

Assets (55)

Snap Send Solve is a free app for iPhone or Android

devices that allows visitors and residents of Hobsons

Bay to easily report issues to Council by capturing a

photo of an issue, and having this information sent

directly to Council for review.

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

Top CHARM requests logged related to the following service areas:

Hard Waste (656)

Garbage (380)

Council Building Maintenance (220)

Animals (176)

Recycling (161)

Parking (156)

Top CHARM requests closed related to the following service areas:

Hard Waste (637)

Garbage (381)

Council Building Maintenance (265)

Animals (183)

Tree, street (175)

Recycling (169)

Animal

s

Assets

CommCare

Delivery

Local

Laws

Meeting &Interview

ParkingPermits

Payment

Rates

Town

Planning

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

Aug-17 91 75 50 230 158 147 298 867 230 267

Sep-17 91 55 61 173 148 177 319 1060 202 232

0200400600800

10001200

Counter Top Ten

0

100

200

300

400


Snap Send Solve

2015 2016 2017

0

1000

2000

3000

4000

5000


Monthly CHARM Enquiries Logged

2015 2016 2017

0

1000

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Monthly CHARM Enquiries Closed

2015 2016 2017

20

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

Financial Statistics The average balance of cash and investments during September 2017 was $55.839 million. This compares to the average balance of $46.95 million in August 2017 and an average balance of $56.929 million in July 2017. The closing balance of cash and investments at the end of September 2017 was $63.739 million as a result of the receipt of the first instalment of rates, compared to $48.702 million at the end of August 2017and $48.41 million at the end of July 2017. Council investments at the end of September 2017 included cash and at call investments of $5.739 million and term deposits of $58 million, with an average date to maturity of 183 days and an average interest rate of 2.48 per cent.

Amounts outstanding over 90 days at the end of September 2017 total $184,000 representing 12.5 per cent of total debts. The most significant debtor groups include home care, sporting clubs and city maintenance. The balance of outstanding debtors for September 2017 was $1.456 million compared to an average balance of $1.943 million over the last twelve months. The provision for doubtful debts at the end of September 2017 is $184,000 or 12.5 per cent of total debts.

Hardship Policy

Any person who currently requires financial assistance will be invited to enter into a payment arrangement or assessed for inclusion into the Council’s hardship group. Since the start of the financial year there has been one application approved and one account has been paid in full. At 30 September 2017 a total of 49 ratepayers, including 25 pensioners, were listed on the Council’s hardship register. One account has been approved for the deferment of rate payments. Council continued to receive regular payments in the month of September and the total amount outstanding as at 30 September 2017 is $385,185. Revenue Statistics The Outstanding Rates Balance as at 30 September 2017 was $83.191 million. This is made up of general rates ($81.746 million) pension rebates yet to be collected ($1.060) and the hardship group ($.385).

- 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000

100,000 110,000 120,000 130,000 140,000 150,000

June July August September

Outstanding Rate Balances ($,000)

Outstanding Rates Balance 2016/2017

Outstanding Rates Balance 2017/2018

21

Financial Management Procurement

Tenders have been called for the following:

Contract No: 2017.72A Williamstown Library HVAC & BCMS Rectification (Re-tendered)

Contract No: 2017.74 Nelson Place Action Plan – Commonwealth Reserve Decorative Lighting Works

Contract No: 2017.77 Asphalt Resurfacing

Program Stage 2

Contract No: 2017.82 Laverton Hub HVAC

Mechanical Consultant

The following contracts have been closed and are being evaluated:

Contract No: 2017.57

Supply and Delivery of One Footpath Sweeper


Second Avenue Shopping Strip Upgrade


Digital and ICT Strategy


Williamstown Library HVAC and BMS works.

Tenders awarded under delegated authority:

Nil The Tender Board convened to discuss the following recommendation:

Contract No: 2017.56 Loft Reserve Oval and

Cricket Practice Nets Redevelopment be

awarded to SJM Group Pty Ltd at a fixed lump

sum price of $680,577.21 (GST inclusive).

Contract No: 2017.34 Provision of Printing

Panel be awarded to Elikon, Finsbury, Highlight

Printing, Roosters IMC and Print Media based

on a standing offer at an estimated amount of

$413,600 (GST inclusive) for a period of 2

years.

Contract No: 2017.39 Altona Early Years

Construction, be awarded to Melbon Pty Ltd at

a fixed lump sum price of $7,470,112.10 (GST

inclusive).

22

Enhancing our community

Brooklyn Reserve Playspace Upgrade

The upgraded playspace at Brooklyn Reserve was officially opened to the community on the 3 September with approximately 100 community members attending the opening. The community enjoyed the day, and the new playspace, (including a 6m high climbing tower and timber sculptures). The upgrade of the playspace is part of a series of works that have taken place at the Brooklyn Reserve over the past 12 months. Some of the other improvements include improved parking facilities, fencing, better path connections and tree planting in the reserve. This project was jointly funded by an Inspiring Environmental Solutions grant from the Environment Protection Agency (EPA) and Hobsons Bay City Council. Council has committed $170,000 in the Capital Works Program towards the development of a fenced off-leash dog park in this reserve. The dog park is due to be constructed by June next year and will be a popular feature of the reserve.

Mayor Cr Wilson welcoming guests at the official opening

The newly installed ‘Eagles Lair’ 6m high climbing tower

Second Avenue, Altona North Streetscape Improvement Project A drop is session was held on the 21 September 2017 at the Phoenix Westgate Migrant Resource Centre in

Second Avenue to provide the local community with an overview of the current plans for the proposed streetscape improvement works and to hear about the timing for construction works. From here, the project team will proceed with the construction tender process to be presented to Council later this year.

Weaver Reserve, Altona Public Toilet Refurbishment The refurbishment of the public toilet at Weaver Reserve is underway. The project includes new male and female amenities and accessible toilet facilities. The new facility will also have four external showers, drinking fountain and hand wash basins. Works are expected to be completed by late November.

Sportsground Floodlight Project The sportsground floodlight project at Paisley Park Soccer Complex is complete. The project included the installation of two new towers on the far east pitch (pitch 4) which has previously not had any floodlighting. The provision of floodlighting on this field will help service the training needs of the Altona East Soccer Club. Also included as part of the project is the replacement of one pole on the club’s senior pitch (pitch 3).

Pitch 3 at Paisley Park

Williamstown Town Hall Carpark, Forecourt and Lenore Crescent The carpark works at the Town Hall are complete and is available for Lenore Crescent residents’ parking only whilst the Lenore Crescent road works are being undertaken. The forecourt works and the rehabilitation of Lenore Crescent are progressing well and works are expected to be completed by December.

23

Enhancing our community Edwards Reserve Floodlighting Project

Works at Edwards Reserve are nearing completion with the installation of two additional floodlight towers and floodlights on the eastern side of the oval. The project is expected to be completed mid-October.

Traffic Update The Traffic team receive a number of traffic engineering queries pertaining to road safety in our municipality. This includes designing road intersections, roundabouts, line marking and road signs. Our traffic engineers also assess street lighting levels to ensure they comply with Australian standards and provide a well-lit road environment. The traffic team typically receives 15 customer enquires per month. For the month of September the major of enquires relate to pedestrian crossing, speed hump and parking requests.

A number of traffic projects have been completed this year, some of these include:

A trial Drop Off and Pick Up Zone on Mintaro

Way, Seabrook. This was implemented to aid

traffic movements during pick up and drop off

times at Seabrook Primary.

A number of improvements along Pinnacle

Road, Altona North, including additional ‘No

Stopping’ parking signs, a right-turn lane to

increase standing capacity for trucks and

additional street lighting.

Marked parallel parking bays and the reduction

of parking restrictions in James Street,

Williamstown.

The construction of pram crossings at the

intersection of Mount Street and Blyth Street,

Altona.

• A permanent asphalt raised intersection platform at the intersection of Market Street and Derwent Street to address vehicle speeding issues.

Raised intersection platform at the intersection of Market and Derwent Streets

Building Renewal and Upgrades Currently there are 48 projects in the 2017/18 Building Renewal Program, some of these include renewal works at:

The Laverton Swim and Fitness Centre

Hatt Reserve Beach Shelter

Williamstown Surf Life Saving Club

Altona Library furniture, fitout and minor

upgrade works

Laverton Old School

Roy Picone Pavilion (Spotswood)

Edwards Reserve Pavilion (South Kingsville)

Minor Building Renewal (HVAC) Heating,

Ventilation and Air Conditioning, Roof &

Guttters and Security Systems subprograms.

Roof frame installation at Hatt Reserve Beach Shelter

Sports Club Development Workshop – Show us the Money! Council hosted its third sports club development workshop for 2017 on 11 September. Show us the Money covered the fundamentals of raising funds at sports clubs. The workshop included topics such as funding and applying for grants, attracting and retaining sponsors, creating events that can raise your club $10,000 or over, using social media to raise funds and 20 proven fundraising events that any club can run. 18 volunteers from 13 clubs attended the two hour workshop providing positive feedback.

24

Enhancing our community

Summer Season Sportsground Allocations Seasonal sportsground allocations have been completed for the 2017/18 summer season. This season saw Council implement a more efficient web-based system to manage ground allocations. This system has reduced the time required for clubs to submit and for Council to process and approve applications. For the 2017/18 season, Council has allocated 28 clubs access to 32 venues. Cricket remains the most popular summer season sport with 16 clubs in Hobsons Bay providing opportunities for around 1,500 participants. There has been an increase in requests for synthetic wickets for junior participants, meaning Friday night and Sunday morning timeslots will be busier than previous seasons.

Changing Places Hobsons Bay’s first Changing Places accessible change and toilet facility opened in September at Bayfit Leisure Centre. The new state-of-the-art facility will provide a more convenient and comfortable experience for people with a range of physical or intellectual disabilities who cannot use regular accessible bathrooms. Changing Places facilities are larger than most accessible toilets, complete with ceiling hoists and change tables large enough for an adult. The new Changing Places facility was part of $330,000 of renewal works Council undertook at the Centre in 2017.

SmartBin Litter Bin Usage Data The Cleansing team have commenced using sensors in bins which allow Council to track the amount of litter being put into them and ensure servicing occurs at appropriate frequencies. At present there are twelve sensors installed across the municipality. The data will be used in the coming warmer months to plan for peak use.

Drainage Condition Survey The Drainage Condition Survey contract has been awarded. The survey will provide Council with drainage data collection and revaluation services. The data collected will inform the development of a long term capital works program consisting of new, upgrade and renewal drainage projects across the municipality. This will enable Council to have a full understanding of the current state of the drainage network and be in a position to make informed evidence based decisions on drainage investment over the next 10 years. The condition audit will be completed by March 2018 and an Asset Management

Plan for drainage assets will be developed by June 2018.

Williamstown Botanic Gardens (WBG) Over the winter months every garden bed within the historic Williamstown Botanic Gardens received rejuvenation with a focus on clearing of fallen debris, weeding and coordination of specified tree works to the significant, historic tree collection.

Seasonal pruning of the shrubberies and to the many and varied significant plant collection was undertaken by the experienced WBG staff to ensure optimum health and longevity of historic plant material and improved seasonal displays. Planting has also been completed over the winter months.

The importance of planning for displays and maintenance works, both long and short term, is most evident at this time of year in the gardens. The pond was cleaned out as part of the autumn program and is now looking good.

Following much research, planning and design, over 8,000 bulbs, daffodils, jonquils, hyacinth and snowdrops were planted. In the coming years this display will begin in May and continue over the winter until September, getting better each year. The bulbs that were planted in May this year are now providing a fantastic display beneath the Elm Avenue.

The past few months have been a busy time for staff at the gardens with a lot of work completed. The local community and visitors, as well as the many weddings booked here over the next few months, will now benefit with the gardens looking great.

25

Enhancing our Community

Bulb displays at WBG

It's time to be snake aware As we all know the warmer weather tends to be the time when we start to see snakes in our reserves and even in our backyards. Snakes play a vital part in keeping nature's balance. They help control pests by eating insects, rodents and other feral animals. They thrive in warmer weather and are most active on warm nights. They move to residential areas in hot dry conditions usually in search of water, food or somewhere to hide. The most common snake you'll find in Hobsons Bay are Tiger snakes. Tiger snakes are generally scared of you and will try to get away when approached or disturbed, if you see a snake on your property it is important to have it taken away by a professional wildlife controller.

Prevention is always better than a cure so here are some simple tips and facts to help discourage snakes from your property. • cut your grass regularly • keep any materials in your backyard to a minimum • ensure there are no gaps or holes in your fence by

extending your fence with metal or plastic sheeting into the ground

• things leaning against your fence make good hiding places for snakes

• animals like chickens, rabbits and birds attract mice. Snakes love to eat mice. They are attracted to backyards where food is abundant, such as bird seed or dry dog food.

When you are out in the park please keep your dog on

a lead where snakes may be present. By keeping to the

path you will be less likely to come across a snake unexpectedly. If you do see a snake on your property please call the Council's Customer Service number: 9932 1000. This message regarding snakes has been added to the Council’s Facebook page to alert residents.

ASSEMBLY OF COUNCILLORS – SECTION 80A LOCAL GOVERNMENT ACT 1989

Meeting Information

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

Meeting Name/Type Truganina Explosives Reserve Advisory Committee

Meeting Date

Meeting Start Time

Meeting Finish Time

9 August 2017

10.00 am 11.20 am

Attendees

Councillors Mayor Sandra Wilson

Officers Ian Brown

Frank Fardell

Matters/Items Discussed Time Cr Left/ Time Cr Returned

1. Business Arising

2. Update on Capital Works

3. Rangers Report

4. TERPS Update 10:25 arrival

5. General Business

Conflict of Interest disclosures

Matter/Item No. Councillor making disclosure Councillor left meeting

Time Cr Left/ Time Cr Returned

Yes/No

Yes/No

of 3


Meeting Information


Meeting Name/Type Agenda Briefing Pre-OCM

Meeting Date

Meeting Start Time

Meeting Finish Time

12 September 2017

6.30pm

6.58pm

Attendees

Councillors Cr Sandra Wilson Cr Colleen Gates

Cr Peter Hemphill Cr Jonathon Marsden

Cr Michael Grech Cr Angela Altair

Cr Tony Briffa

Officers Chris Eddy Bill Millard Tammi Rose

Peter Hunt Sanjay Manivasagasivam

Stephen Zelez Martina Simkin

Diane Eyckens Leigh McCallum

Matters/Items Discussed Time Cr Left/

Time Cr Returned

Council Welcome/Apologies/Disclosures ofInterest /Minutes Confirmation

Councillors’ Questions

Public Question Time

Petition – Public Events in CommonwealthReserve, Williamstown

Chief Executive Officer – Report onOperations

Response to Petition – Early Years Servicesin Altona/Seaholme

of 3

2018 Community Grants Program

Contract 2017.50 – Drainage ConditionSurvey

Draft Sport and Recreation Policies forExhibition

Proposal to lease Williamstown DressingPavilion located at 26 Esplanade,Williamstown and the Rotunda located at 26AEsplanade, Williamstown

Response to Joint Letter – Council’sSubmission to the Inquiry and AdvisoryCommittee on the West Gate Tunnel Project

Response to Petition – Central Avenue andPoint Cook Road Precinct Safety Concerns

Response to Petition – Belmar Avenue,Altona

Contract 2017.44 Bill Payment Service

Financial Report – Year Ended 30 June 2017

Draft Annual Financial Report 2016-17

Amendment C112 – Local Gaming Policy

Universal Design Policy Statement

Hobsons Bay City Council Media Policy forCouncillors and Officers

Motion to Municipal Association of VictoriaState Council

Delegates Report

Notice of Motion No. 1194 CondolenceMotion Mr Raymond James Willis

Notice of Motion No. 1195 Certificates ofAppreciation to the 2017 Youth Parliamentteam

of 3

Notice of Motion No 1196 – NationalVoluntary Postal Survey on Marriage Equality

Supplementary Public Question Time

Other Business

Interest disclosures

Matter/Item No. Councillor making disclosure

Councillor left meeting


8.2.1 Cr Grech declared an interest in 8.2.1. as his son

attends Somers Parade Kindergarten

No

of 3


Meeting Information


Meeting Name/Type Councillors’ Briefing Session

Meeting Date

Meeting Start Time

Meeting Finish Time

3 October 2017

6.30pm

9.14pm

Attendees

Councillors Cr Sandra Wilson Cr Colleen Gates

Cr Angela Altair

Cr Tony Briffa (phoned in at 8.35pm)

Officers Chris Eddy Tammi Rose

Peter Hunt Bill Millard

Sanjay Manivasagasivam Stephen Zelez

Diane Eyckens Marg Scanlon

Kathleen McClusky Rodney Banks

Guests Lorenzo de Falco and Vivienne Gray - Williamstown Crossing Group representatives

Matters/Items Discussed Time Cr Left/ Time Cr Returned

1. Presentation – Ferguson Street LevelCrossing Removal

2. Presentation – Level Crossing Removals –Community Engagement

3. Review of Domestic Animal ManagementPlan

4. Briefing Report – Victoria State EmergencyService Funding Review

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

of 3

6. Amendment C88 – Consideration ofsubmissions and request for a PlanningPanel for the proposed rezoning of Precinct15, Altona North

7. Contract 2017.39 Altona Early Years CentreConstruction

8. Altona P-9 College – Lease of Land

9. Public Exhibition of the Digman Reserve DraftMaster Plan

10. Briefing Report – Epsom Street Master PlanUpdate and Project Separation

11. Consideration of Panel Report and Adoptionof Amendment C109 – Precinct 9: Landfronting Millers Road, Altona North (FormerCabots site) and granting Planning Permit PA1533038

12. Kororoit Creek Fishing Village

13. 2017-18 Social Policy Action Plan

14. Contract 2017.456 Loft Reserve Oval andCrickets Nets Redevelopment

15. Briefing Report – 122 Woods Street, Newport– Restrictive Covenant

16. Mayoral Focus Report

17. Briefing Report – Council Civic AwardsProposal

18. Annual Report 2016-17

19. Policy Review – Gifts, Benefits andHospitality Policy

20. Contract 2017.30 Supply of Electricity forSmall Tariff Buildings

21. The Substation Six Monthly Report -September 2017

22. Council Officer Delegations Update 2017

of 3

23. CEO – Report on Operations

24. Delegates Report

25. Future Reports Listing

Conflict of Interest disclosures - Nil

Matter/Item No. Councillor making disclosure Councillor left meeting
