ordinary council meeting agenda - mildura rural city council
TRANSCRIPT
Ordinary Council Meeting Agenda
5.00pm Wednesday 25 January 2017
Committee & Council Room 76 Deakin Ave, Mildura
Prayer
Almighty God,
We who are gathered together in Council,
pledge ourselves to work in harmony for
the welfare and development of our Rural City.
Guide us, we pray, in our deliberations,
help us to be fair in our judgement and
wise in our actions,
so that prosperity and happiness
shall be the lot of our people.
Amen.
Acknowledgement of Country
“I would like to acknowledge the traditional custodians of
the land on which we are meeting, the Latji Latji people,
and pay my respects to Elders both past and present.”
Note to Councillors
Declaration of Interest Councillors should note that in accordance with Section 77A of the Local Government Act 1989, there is an obligation to declare a conflict of interest in a matter before Council. A conflict of interest can be a direct or indirect interest in a matter. A person has a direct interest if:
1. There is a reasonable likelihood that the benefits, obligations, opportunities or circumstances of the person would be directly altered if the matter is decided in a particular way;
2. There is a reasonable likelihood that the person will receive a direct
benefit or loss that can be measured in financial terms if the matter is decided in a particular way;
3. There is a reasonable likelihood that the residential amenity of the person will be directly affected if the matter is decided in a particular way.
A person has an indirect interest if the person has:
1. A close association whereby a “family member” of the person has a direct or indirect interest or a ”relative” has a direct interest, or a member of the person’s household has a direct interest in a matter;
2. An indirect financial interest in the matter;
3. A conflicting duty;
4. Received an “applicable” gift;
5. Become an interested party in the matter by initiating civil proceedings
or becoming a party to civil proceedings in relation to the matter; or
6. A residential amenity affect.
Disclosure of Interest A Councillor must make full disclosure of a conflict of interest by advising the class and nature of the interest immediately before the matter is considered at the meeting. While the matter is being considered or any vote taken, the Councillor with the conflict of interest must leave the room and notify the Chairperson that he or she is doing so.
INDEX
1 PRAYER AND ACKNOWLEDGEMENT OF COUNTRY ........................................... 6
2 OPENING AND WELCOME ...................................................................................... 6
3 PRESENT .................................................................................................................. 6
4 APOLOGIES ............................................................................................................. 6
5 CONFIRMATION OF MINUTES ................................................................................ 6
6 CONFIRMATION OF ASSEMBLY OF COUNCILLORS ............................................ 6
7 NOTIFICATION OF ABSENCE ................................................................................. 9
8 MAYORAL REPORT ................................................................................................. 9
8.1 MAYOR'S REPORT DECEMBER 2016 ......................................................... 9
9 COUNCILLORS REPORTS .....................................................................................11
9.1 COUNCILLORS' REPORT DECEMBER 2016 ..............................................11
10 RESPONSES TO COUNCILLORS QUESTIONS .....................................................13
10.1 CR SIMON CLEMENCE - RATES COMPARISON........................................13
11 QUESTIONS FROM COUNCILLORS ......................................................................13
12 NOTICES OF MOTION .............................................................................................13
13 MANAGEMENT REPORTS ......................................................................................15
13.1 LIBRARY SERVICES REVIEW .....................................................................15
13.2 ADOPTION OF S5 INSTRUMENT OF DELEGATION ..................................49
13.3 ADOPTION OF S11A INSTRUMENT OF APPOINTMENT AND AUTHORISATIONS ......................................................................................57
13.4 QUARTERLY FINANCIAL MANAGEMENT REPORT - 31 DECEMBER 2016 ..............................................................................................................63
13.5 SETTING OF MAYORAL AND COUNCILLOR ALLOWANCES ....................73
13.6 USE OF THE LAND FOR A RESTRICTED RECREATION FACILITY (PERSONAL TRAINING AND YOGA STUDIO) - 7 PEVENSEY GROVE, MILDURA ......................................................................................................75
14 URGENT BUSINESS ...............................................................................................90
15 OTHER MATTERS ...................................................................................................90
16 PUBLIC QUESTIONS ..............................................................................................90
CONFIDENTIAL BUSINESS ................................................................................................90
17 CONFIDENTIAL REPORTS .....................................................................................91
17.1 SECTION 89(2)(H) - (ANY OTHER MATTER WHICH THE COUNCIL OR SPECIAL COMMITTEE CONSIDERS WOULD PREJUDICE THE COUNCIL OR ANY PERSON) ......................................................................91
17.2 SECTION 89(2)(H) - (ANY OTHER MATTER WHICH THE COUNCIL OR SPECIAL COMMITTEE CONSIDERS WOULD PREJUDICE THE COUNCIL OR ANY PERSON) ......................................................................91
17.3 SECTION 89(2)(D) - (CONTRACTUAL MATTERS) ......................................91
17.4 SECTION 89(2)(D) - (CONTRACTUAL MATTERS) ......................................91
17.5 SECTION 89(2)(D) - (CONTRACTUAL MATTERS) ......................................91
17.6 SECTION 89(2)(D) - (CONTRACTUAL MATTERS) ......................................91
18 CLOSURE ................................................................................................................91
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1 PRAYER AND ACKNOWLEDGEMENT OF COUNTRY
2 OPENING AND WELCOME
3 PRESENT
4 APOLOGIES
5 CONFIRMATION OF MINUTES
Ordinary Council Meeting Held on 15 December 2016 That Council confirm the minutes of the Ordinary Council Meeting of 15 December 2016 as a correct record Confidential Council Meeting Held on 15 December 2016 That Council confirm the minutes of the Confidential Council Meeting of 15 December 2016 as a correct record
6 CONFIRMATION OF ASSEMBLY OF COUNCILLORS
In accordance with Section 80A of the Local Government Act 1989 (the Act), records of Assemblies of Councillors must be reported at the next practicable Council meeting and recorded in the minutes. An Assembly of Councillors is defined in Section 76AA of the Act as a meeting at which matters are considered that are intended or likely to be the subject of a Council decision or the exercise of a delegated authority and which is either of the following:
A meeting of an advisory committee where at least one Councillor is present; or
A planned or scheduled meeting that includes at least half the Councillors and at least one Council officer.
The record is therefore presented for Council’s noting. Recommendation That Council notes the Assembly of Councillors record from the meeting held on 8 December 2016.
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RECORD OF ASSEMBLIES OF COUNCILLORS
Assembly Details Councillor Attendees Officer Attendees Matters Discussed Conflict of Interest
Disclosures
Council Forum
8 December 2016
Cr Glenn Milne
Cr Jason Modica
Cr Greg Brown
Cr Mark Eckel
Cr Simon Clemence
Cr Min Poole
Cr Anthony Cirillo
Gerard José, Chief Executive Officer
Chris Parham, General Manager Corporate
Martin Hawson, General Manager Community
Andrew Millen, Acting General Manager
Development
Richard Sexton, Manager Corporate
Administration
1. Mildura Airport P/L
2. Mildura Tourism/ Mildura
Development Corporation
single entity
3. Mildura Rural City Council
Grants
4. Mildura Arts Centre Lift
5. Quarterly Financial
Management Report
6. Councillor’s questions
Nil
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7 NOTIFICATION OF ABSENCE
8 MAYORAL REPORT
8.1 MAYOR'S REPORT DECEMBER 2016
File Number: 02/01/06
1. Summary
The following is a report on the activities and functions attended by the Mayor during the month of December 2016.
2. Recommendation
That Council note the contents of this report.
3. Comments
Sunraysia Disability Resource Centre 8th Birthday Celebrations
Ministerial Airport Announcement
Pre-Assembly Meeting with Minister Pulford and Colleagues
Mallee Regional Partnership Regional Assembly
Officiated at Leda AG Official Opening
Red Cliffs Senior Citizens Christmas Lunch
Officially Launched Merbein Carols by Candlelight
Past Councillor Plaque Presentation
Meeting with Greater Sunraysia Pest Free Area Committee Members
Laid Wreath: Aboriginal & Torres Strait Islander War Memorial
Sister Cities Australia AGM, Melbourne
Dinner Meeting with Wentworth Mayor and General Manager
Mildura Ballet 2016 Seasonal Performance
Provided Christmas Address: Mildura Carols by Candlelight
Meeting with Wentworth Shire Mayor and General Manager
Meeting with Ratepayer
Official Launch of Willowfest Cricket Carnival
St Joseph’s College Annual Awards Ceremony
Irymple Bocce Club Annual Christmas Dinner
Regional Cities Victoria Meeting, Melbourne
Officially Opened Red Cliffs Carols by Candlelight
Murrayville Community College 23rd Presentation & Dinner
Willowfest Whack
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9 COUNCILLORS REPORTS
9.1 COUNCILLORS' REPORT DECEMBER 2016
File Number: 02/01/06
1. Summary The following is a report on the activities and functions attended by Councillors during the month of December 2016.
2. Recommendation That Council note the contents of this report.
3. Comments
Cr Greg Brown
Refer to the following table.
Cr Anthony Cirillo
Refer to the following table.
Cr Simon Clemence
Emergency Management Profile Briefing
Meeting with North West Municipalities Association members
Officiated at Ouyen P12 College Presentation Night
Northern Mallee Community Partnership Executive Meeting
Cr Ali Cupper
Sunraysia Disability Resource Centre 8th Birthday.
Cr Mark Eckel
Chaffey Trail Meeting
Meeting with Facilitator, Mildura Tourism / Development Corporation
Official Launch of Willowfest Cricket Carnival
Chaired Psyche Bend Committee of Management Meeting
Economic Tourism Board Briefing
Officiated at Red Cliffs College Speech Night
Cr Jason Modica
Officially Opened Silos + Silence Exhibition
Past Councillor Plaque Presentation
North West Funerals Christmas Catch Up
Guest Speaker: Rotary Club of Mildura
Meeting with General Manager Community
Friends of Mildura Arts Centre Presentation Ceremony
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Cr Min Poole
International Disability Day
Opening of Merbein Community Mosaic Cluster
Irymple Bocce Club Christmas Function
Provided Christmas Address, Ouyen Carols by Candlelight
Cr Max Thorburn
Refer to the following table.
This table represents attendances by two or more Councillors at the following functions, as advised by Councillor acceptances for such functions:
Function Attended
COUNCILLOR ()
Bro
wn
Cirill
o
Cle
mence
Cupp
er
Eckel
Miln
e
Modic
a
Poole
Th
orb
urn
Council Forum
Ordinary Council Meeting
Mildura Airport Minister Announcement
Municipal Association Victoria Induction
Amendment C89 Briefing
Council All Staff Luncheon / BBQ
Council Grants Presentation / Morning Tea
Municipal Association Victoria Induction
Andrew Broad MP Christmas Function
Civic Welcome: Willowfest / Cricket Council of India
Unveiling of Aboriginal and Torres Strait Island War Memorial
Murray Regional Tourism Board Meeting
CEO and Councillors’ Meeting
Attachments There are no attachments for this report.
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10 RESPONSES TO COUNCILLORS QUESTIONS
10.1 CR SIMON CLEMENCE - RATES COMPARISON
Record Number: 02/01/06
“The recent Council elections highlighted that there were a number of community members who believed their rates were too high and there was a need for a rate reduction. Some offered comparisons with other areas to highlight their belief that rates were too high. Some Council Candidates, including myself, offered to do what we could to give some rate relief. In a recent presentations to Councillors it appeared clear that Council’s rate policy was appropriate, however there were two issues of note. Firstly that the MRCC had the highest rate of employees when compared to other similar large Rural City Councils. And it also appeared from my recollection that the per person monetary cost of service delivery was slightly higher than those other Cities (as best I can recall). It was pointed out, and I believe generally accepted, that there are significant differences between the MRCC and these other large City Councils that impact on the cost of service delivery such as having the largest ‘by area’ municipality and therefore the associated additional costs relating to road infrastructure, footpaths, drainage etc. Also the number of very isolated satellite towns requiring their own individual infrastructure such as pools and libraries etc. These differences make a true comparison difficult and so it is likewise difficult to mount an argument for a rate reduction without accurate data. Based on the above information my question to Council is as follows: Is Council able to identify (as a best estimate) and extrapolate the major cost variations between the identified large Rural City Councils and the MRCC and having done so can the Council then present to Councillors a clear picture of the actual position the MRCC sits in in relation to rating levels once these variations are removed.”
As indicated at the December Council Meeting, a detailed response to this question will be prepared and this is currently being undertaken. The complexities within the issue will require a Council briefing by senior officers and this will be scheduled shortly. A comparative analysis against other regional cities will also be provided by the CEO in January 2017 and it is anticipated that the Marketing & Communications Unit will subsequently provide all of the information to the community following this.
Attachments There are no attachments for this report.
11 QUESTIONS FROM COUNCILLORS
12 NOTICES OF MOTION
Nil
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13 MANAGEMENT REPORTS
13.1 LIBRARY SERVICES REVIEW
File Number: 12/14/26 Officer: General Manager Community
1. Summary
The purpose of this report is for Council to consider the outcomes from the community engagement undertaken for the review of Library Services and consider recommended actions for future Library Services for residents of Irymple, Mallee Track and the Millewa.
2. Recommendation That Council endorse the following recommended actions from the review of Library Services and seek feedback from the community before reporting back to Council.
i. Develop a place-based Library from Council’s Ouyen Service Centre ii. Develop a place-based Library Service from an existing building in
Murrayville iii. Deliver a weekly Pop-up Library Service to Underbool and Walpeup iv. Deliver a weekly Pop-up Library Service to Werrimull and Lake
Cullulleraine v. Close the Irymple facility and develop an alternate Library Service model
for the Irymple area, including an enhanced home library service, increase staff visits to Kindergartens and provide technology services and programs.
3. Background
At its Ordinary Council Meeting held Thursday 26 May 2016, Council considered the findings of the sustainability review undertaken for Library Services and adopted the following recommendations:
That Council:
(i) Implement an Engagement Plan to seek feedback from the community in relation to the new directions and alternative Library Services Model as proposed in Section 4 of the Council Report; and
(ii) A further report is presented to Council to consider community feedback prior to making a decision on the implementation of the new direction proposed.
The Library Services Sustainability Review was undertaken to ensure the services are providing a cost effective service to the community and is value for money. It is also to ascertain if it is delivering services as efficiently as it can and is affordable into the future.
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The Sustainability Review acknowledged that libraries are an important part of our community and contribute significantly to the health and wellbeing of our residents but it also identified a shift in the way people access library resources.
Key points from the review reported to Council included:
Our smaller library and the mobile library are experiencing a decrease in patronage at some locations and a significant increase in the cost of providing the services.
Total operating costs for the Library service for 2014–15 was $1,972,520.
The cost of the Mobile Library Service in 2014-15 was $227,861 which increased in 2015-16 to $235,857.
Over the past 30 years State Government funding to assist council to deliver Library Services has decreased from 50 percent to approximately 18 percent.
Based on the subsidy level of $8.90 per loan (or $14.79 per visit for the Irymple Library) and $15.47 per loan (or $41.79 per visit for the mobile service), alternative service delivery models were presented to Council to address this unreasonable subsidy level for the future and make the service more sustainable. The subsidy level per Mobile Library active user is $719 per user.
4. Consultation Proposed/Undertaken
Following the Council decision an Engagement Plan was implemented which included the following:
Library staff visited the Irymple township to discuss with residents and travelled to the mobile library sites to inform customers at each town of the information considered during the review.
Letters were received from some residents after media reports regarding the New Directions proposed.
Formal Engagement Sessions were held at Irymple, Underbool, Murrayville, Ouyen and Walpeup where several council staff attended to advise attendees the background to the review, provide an understanding of why the review was being undertaken and to gather feedback and ideas of what Library Services could look like in their town in the future.
Library Services staff also telephoned all active library members from Nangiloc, Werrimull and Lake Cullulleraine. Further consultation is proposed pending Councils endorsement of actions to seek further feedback.
5. Discussion
Based on the feedback received during the consultation, further investigation has been undertaken to consider the ideas and options put forward by community members and staff. Recommendations have been developed for an alternative service delivery model for future Library Services along the Mallee Track, Millewa and Irymple.
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Separate Direction Papers are attached to this report which detail the recommendations and justification including consideration provided to other options. a The Direction Papers include the feedback and comments received from the community and responses from staff.
6. Time Frame
Further consultation is proposed during February and March 2017 prior to a report being presented back to Council.
7. Strategic Plan Links
This report relates to the Council Plan in the Key Result Areas:
4.4 Financial Sustainability Goals to be achieved:
Financial sustainability
Meet the community’s needs in a financially responsible manner.
1.5 Arts and Cultural Heritage Goals to be achieved:
Everyone has access to a diverse range of quality library materials, services and programs.
8. Asset Management Policy/Plan Alignment
Asset management will be addressed in subsequent reports to Council depending on final actions to be recommended.
9. Implications
Policy The Engagement Plan developed for the review process is in accordance with Council’s Community Engagement Policy (CP020). Legal/Statutory There are no legal/statutory implications associated with this report. Financial Financial costs if all three recommendations were implemented:
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Establishment Costs
Ouyen Fit-out:
Building alterations, furniture and technology.
$84,500
Murrayville:
Purchase and Fit-out of suitable building (includes furniture and equipment).
$50,000
Van:
Purchase and fit out
$29,000
Total $163,500
On-going Operational Annual Costs:
Salaries: $100,968
Plant Hire: $22,000 (Vehicle)
Maintenance – Murrayville (Utilities, etc.) $5,000
Maintenance – Ouyen (Equipment) $1,500 Hall Hire $10,000
Savings if all three recommendations were implemented:
On-going cost savings per annum
Salaries (Irymple): $73,454
Salaries (Mobile Library): $17,216
Staff Allowances: $7,270
Plant Hire: $95,000 (Prime Mover and Mobile Library Trailer)
Accommodation: $12,000
Total Savings would be approximately $200,000 per year.
Establishment costs are subject to the building required at Murrayville and building hire fees required for the Pop-up Libraries.
Establishment costs would reduce savings in the first year however, grants will be sought to reduce these initial costs.
Discussions with Victorian State Government, indicate that implementing the recommendations would be eligible for grant funding through the Living Libraries Program on a $2:$1 local ratio.
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Council should also note that the need to replace the Prime Mover and Mobile Library Trailer in the next few years has also been a consideration and this could be a further saving of at least $800,000.
Environmental There are no environmental impacts associated with this report.
Social It is recognised that libraries provide opportunities for social interaction of clients in addition to other benefits. While this report proposes a new service model which may limit opportunities for some, there will be increased access for the majority of clients.
Economic The opportunity for ongoing economic benefits are detailed in the above financial considerations.
10. Risk Assessment
By adopting the recommendation, Council will be exposed to the following risks:
Risks
Controls
Residual Risk
Community dissatisfaction due to some library users having altered access to services.
Extensive consultation undertaken with affected communities and involvement in decision making.
Moderate
Conflicts of Interest No conflicts of interest were declared during the preparation of this report.
Attachments 1 Council Forum - Directions Paper - Millewa Library Service - January 2017(2) 2 Council Forum - Directions Paper - Irymple Library - January 2017(2) 3 Council Forum -Directions Paper - Mallee Track Library Service - January 2017 4 Library Community Engagement - Submissions Received - Millewa Library Service -
December 2016
5 Library Community Engagement - Submissions Received - Mallee Track Library Service - December 2016
6 Library Community Engagement - Submissions Received - Irymple Library - December 2016
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DIRECTIONS PAPER - MILLEWA LIBRARY SERVICE
1. Introduction
The main concerns raised by the residents of Nangiloc, Werrimull and Lake Cullulleraine
areas were retention of current service, accessibility, access to computers, loss of resources
and the ability to browse.
The recommendation developed has taken into consideration the feedback from the
community, financial sustainability, availability of alternative library services and usage
statistics.
Feedback from community at Nangiloc and the Millewa indicated their preference for the
Mobile Library Service to continue, but they understood the difficulties with usage of the
service declining and costs increasing.
A copy of the feedback received during the engagement process is attached which includes
responses from staff.
2. Recommendation
That Council deliver a weekly Pop-Up Library Service to Werrimull and Lake
Cullulleraine.
3. Discussion
Nangiloc has only six percent of all active users of the Mobile Library Service, Werrimull five
percent and Lake Cullulleraine only two percent. Following one-on-one telephone calls, most
active users from Nangiloc use the Red Cliffs and Mildura Libraries, however only half from
Werrimull and Lake Cullulleraine use other Libraries.
Pop-Up Libraries
This would involve replacing the current prime mover and mobile trailer with a suitable large
Van that runs to Werrimull and Lake Cullulleraine. It would drop off holds and hold a
selection of items for customers to browse and pick up items. It could be operated from
facilities in each town and suggestions from people contacted included the Tennis Club at
Lake Cullulleraine and the Post Office in Werrimull. There could be drop off points in
Werrimull and Lake Cullulleraine as well.
The Service could have one weekly two hour visits to both Werrimull and Lake Cullulleraine.
Kinder and School visits would continue.
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4. Alternative Models
The other suggestion to continue the current Mobile Library Service was examined, but
considered unviable as data shows the cost per member and per loan is very high because
usage is declining. The current subsidy level of $719 per active user is considered not
sustainable. The cost to replace the mobile library prime mover and trailer is estimated to be
approximately $800,000.
There would be no pop-up Library in Nangiloc, given the high number of Active Users that
use other Libraries, but Kinder and School visits would continue.
5. Financial Considerations
Data shows that the annual operating cost for the mobile library service will be $266,954 in
2017-18 and the proposed new model would have an operating cost of $139,648, delivering
an annual saving of $127,486.
6. Conclusion
The recommendation would maintain service and accessibility in Werrimull and Lake
Cullulleraine but decreases service at Nangiloc. The Pop-Up Libraries at Werrimull and
Lake Cullulleraine will provide a more reliable and consistent service as they are not affected
as much by weather events, mechanical breakdowns and general maintenance.
Taking into account cost, usage data and feedback, overall the recommendation will give the
best overall sustainable result while improving services to the majority of the mobile library
users across the municipality.
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DIRECTIONS PAPER - IRYMPLE LIBRARY
1. Summary
The main concerns raised by the residents of Irymple through letters to Council and the
community engagement, were opening hours, accessibility, access to computers, promotion,
increased access to other MRCC services, loss of resources, and the inadequacy of the
current building.
A recommendation has been developed which take into consideration the feedback from the
community, financial sustainability, availability of alternative library services and usage
statistics.
A copy of the feedback received during the engagement process is attached which includes
responses from staff.
2. Recommendation
Close the Irymple facility and develop an alternate Library Service model for the
Irymple area, including an enhanced home library service, increase staff visits to
Kindergartens and provide technology services and programs.
3. Discussion
Library access
Residents would need to access library services at Red Cliffs or Mildura. Red Cliffs library is
located 7km from Irymple and the Mildura library is located 10km from Irymple. Mildura and
Red Cliffs libraries have longer opening hours than the Irymple library.
The other advantages of using these libraries are that they have larger collections, additional
computers, more space for programs and space to sit and meet others. Currently 56 percent
of Library members who have an Irymple postcode borrow items from the Mildura Library
and seven percent from the Red Cliffs Library.
Access to programs would not change with this recommendation. Currently Mildura Library
Community Engagement staff visit Irymple Kindergartens three times a year and once a year
the kindergartens have visited the Irymple library. The Mildura library staff would continue to
visit kindergartens at least four times a year. In addition, visits to the Mildura or Red Cliffs
library would be facilitated.
Some Irymple residents would be disadvantaged if they currently walk to the library as they
do not have a licence or vehicle or are unable to access public transport. Others may visit
towns such as Mildura or Red Cliffs only occasionally – having direct public transport to both
Mildura and Red Cliffs Libraries.
In order to serve these residents, the library could expand the Home Library Service. There
are six Irymple residents on the home library list and there is capacity within current
resources to expand this service.
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The Red Cliffs and the Mildura Libraries have better access for those with a disability. A drop
off point would be offered if arrangements can be made with a suitable agency. A Smart bin
specifically designed for this purpose would be purchased.
Technology
There is access to technology including Wi-Fi and computers at the Mildura and Red Cliffs
libraries and trained staff to assist people to access information.
However, for Irymple residents, there would be no public access computers located in
Irymple. Council could provide a Wi-Fi hotspot and a computer in the Senior Citizens Centre
for the older residents to access. Technology classes are currently provided at Mildura and
Red Cliffs libraries and the Library Service could run this program at a community facility
such as the Irymple Senior Citizen’s Centre or assist with the transport of people to the
Mildura Library program.
4. Alternate Service Models
Other options were examined, but considered unviable such as:
Alteration of opening hours
This option does not resolve the issues with the current facility such as the ones raised
during the community consultation and the correspondence received by Council:-
Lack of space for programs/school visits
Lack of space for more computers
Lack of space for meeting room
Lack of space for increased collections
Building needs modernisation
Exterior needs improvement
No space for an external return chute.
Build a new facility or expand the current facility
A new Library at Irymple would cost approximately two million dollars and this is not
considered feasible due to the small amount of users and the proximity of other libraries.
Council has several other priorities for capital expenditure in the future and the availability of
government grants is unlikely, considering the competitiveness of grant funding, usage data
and proximity to other libraries.
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Page 24
Maintain current facility and service
Again this suggestion does not resolve the issues with the current facility such as the ones
raised during the community consultation and the correspondence received by Council as
mentioned above.
It is not a sustainable option into the future. Usage has declined over several years and
even though the Irymple area has a growing population in recent years, this usage trend has
continued.
5. Financial Considerations
This model would deliver annual operating cost savings of $73,454.
6. Conclusion
The recommendation will achieve the objective of the service review to ensure that the
library service is cost effective and value for money while still delivering services to the
majority of Irymple residents.
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DIRECTIONS PAPER - MALLEE TRACK LIBRARY SERVICE
1. Summary
The main concerns raised by the residents during the Community Engagement process
were:
Retention of current service
Retention of trained library staff
Importance of social interaction, accessibility, access to computers, promotion,
access for children and the elderly
Loss of resources and the ability to browse.
Residents also stated the inability of volunteers to run a library service in their town when
this option was discussed.
The recommendation developed has taken into consideration the feedback from the
community, financial sustainability, availability of alternative library services and usage
statistics.
A copy of the feedback received during the engagement process is attached which includes
responses from staff.
2. Recommendation
That Council:
(i) Develop a place-based Library from Council’s Ouyen Service Centre
(ii) Develop a place-based Library Service from an existing building in
Murrayville
(iii) Deliver a weekly Pop-Up Library Service to Underbool and Walpeup.
3. Discussion
Ouyen and Murrayville have the higher numbers of active members, therefore it has been
recommended to address this with libraries. Especially with Murrayville being so isolated, it
has been given greater consideration in regards to library services in the area.
Ouyen Service Centre Library
Open Monday to Friday, 8.00am – 5.00pm
Home Library Service
Continue to provide Kindergarten and School visits
Agenda - Ordinary Council Meeting Wednesday 25 January 2017
Page 26
Provide School Holiday Activities.
This would increase the number of hours available to access the service from eight hours a
week to 45 hours per week.
Place Based Service
Developing a ‘place based’ service will create a more flexible, functional traditional library
service. This will enable a wider range of possible services in comparison to the limited
mobile service. It also adds to the comprehensive options the Ouyen Service Centre can
offer.
Building
Two rooms within the Ouyen Service Centre would be used for library collections. RFID
equipment would be installed such as a smart returns bin, and a self-loans machine so that
residents can borrow and return items at all hours the centre is open with minimal staff
assistance.
Technology
There is Wi-Fi service already available within the Service Centre. Two public access
computers would be installed in the Centre for residents.
Staffing
Ouyen Service staff would be trained in library workflows and procedures. Customer help
would also be offered through Mildura library Service via telephone email and the website at
the same level as is currently offered.
The part-time library officer would be retained as the Mallee Track Library Officer on seven
hours per week to assist residents and run programs in Ouyen, Walpeup and Underbool and
assist Service Centre staff.
The Rural Outreach Library Officer would visit Ouyen Service centre weekly to change over
stock, drop off and pick up holds.
Collections
The collections currently on the mobile library would be used to stock the Service centre.
The Collections size would be similar to the current mobile library at 5,000 items. However,
this stock would be changed over more frequently than currently occurs.
Programs
Programs would be held in the Ouyen Service centre, utilising the Council Chambers.
Programs and visits to schools could be increased under this option using the Mallee track
Library Officer. Home library service would continue as at present.
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Page 27
Murrayville
Open six hours a week staffed by Library staff
Open longer if operated by volunteers
Provide Kindergarten and School visits
Building
Murrayville residents at the community engagement session identified buildings that may be
suitable for a library. The residents suggested that the library be co-located with other
community facilities such as a men’s shed. The library would open six hours per week at
times to suit local residents.
Technology
It is recommended that a public access computer and printer be provided.
Staffing
A new position would be created for the Murrayville library for eight hours per week. Six
hours per week would be used to staff the library and two hours per week would be used for
programs such as kinder visits, school visits and holiday programs.
Collections
A collection of approximately 2000 items depending on the building size would be used to
service the residents and stock would be changed over regularly.
Place Based Service
Developing a ‘place based’ service will create a more flexible hub where by it has the
potential for the service to grow and offer more traditional library services and programs,
compared to the limited functions of a mobile library service. This will also enable the
efficient delivery of a pop-up library service to Walpeup and Underbool, while staff service
stock change-over and deliveries weekly between Murrayville and Ouyen.
Pop-up Libraries
Pop-up Library service to Walpeup and Underbool:
Two hours weekly in Walpeup
Two hours weekly in Underbool
Provide Kindergarten and Schools visits.
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Replace the existing prime mover and mobile trailer with a suitable large Van that runs to
Walpeup and Underbool weekly. It would drop off holds and hold a selection of items to
browse and pick up items.
It could be operated from facilities such the Halls in Walpeup and Underbool for two hours in
each town.
4. Alternative Models
Other suggestions were examined in variety of combinations, but considered unviable such
as:
Library at Ouyen Service Centre and continue a mobile library service to Walpeup,
Underbool, Murrayville, Werrimull and Lake Cullulleraine
Continue the current Mobile Library Service.
Data shows the cost per member and per loan is very high because usage is declining. The
current subsidy level of $719 per active user is considered not sustainable. The cost to
replace the mobile library prime mover and trailer is estimated to be approximately
$800,000.
5. Financial Considerations
Data shows that the annual operating cost for the mobile library service will be $266,954 in
2017-18 and the proposed new model would have an operating cost of $139,648, delivering
an annual saving of $127,486.
6. Conclusion
Feedback from community indicated their preference for a library service run by library staff.
They did not feel that using a volunteer run service would work because residents already
volunteer for other community roles. They also strongly put forward their views that they
want a local presence where they can meet, browse and borrow. The feedback from the
residents along the Mallee track indicated that they wanted to retain the current mobile
library service.
The recommendation will improve service and accessibility in Ouyen and Murrayville and
slightly decreases service at Walpeup and Underbool.
A library at Ouyen and in Murrayville will provide a more reliable and consistent service as
they are not affected as much by weather events, mechanical breakdowns and general
maintenance. Taking into account cost, usage data and feedback, overall the
recommendation will give the best overall sustainable result while improving services to the
majority of the mobile library users across the municipality.
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LIBRARY SERVICE SUSTAINABILITY REVIEW
Community Engagement Millewa
FEEDBACK RECEIVED AND RESPONSES
Engagement Period 14 November to 25 November 2016
Agenda - Ordinary Council Meeting Wednesday 25 January 2017
Page 30
Engagement Undertaken The Engagement Plans involved gathering initial feedback and disseminating information through pop-up visits to the Millewa and through letters to Council from residents. Telephone calls to active library members at Nangiloc, Werrimull and Lake Cullulleraine areas were completed from 14 November 2016 – 25 November 2016. The feedback from these processes and responses is listed below:
MOBILE LIBRARY - WERRIMULL
Notes:
Library Access
Three out of the six contacted only use the Mobile Library, the other three contacted used other branches. Four were regular users.
Level of Service
Five borrowed from the collections and one used the internet only. Residents preferred weekly service to fortnightly.
Issue Response
Barriers to mobile use
The options need to take into account that the Werrimull site is not prominently located, stock needs to be rotated more often, increased promotion of service, and the ability to borrow more than 10 items.
The recommendation will address this issue.
Alternative library service
Residents suggestions included a physical library, the Post Office, The Lake shop, pop-up library with computer, operated by library staff
The recommendation will address this issue.
Promotion of service
We could extend promotion to include Millewa news and local websites.
Promotion of library services is a priority with a marketing plan produced annually. It is promoted through Television Advertisement, websites, Radio, Social Media, and
Agenda - Ordinary Council Meeting Wednesday 25 January 2017
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MOBILE LIBRARY – LAKE CULLULLERAINE
Notes:
Library Access
Two out of the five respondents were regular users and all five only use the mobile library.
Level of Service
All five borrow library materials and one uses the internet.
Newspapers. This can be extended to more local options.
Leave as is The ongoing costs of maintaining this service is not viable as the cost per loan and per visit continues to increase. Recommended Pop-up Service will continue to deliver access.
Issue Response
Barriers to mobile use
The only issue mentioned was that Friday could be an issue if away.
Noted.
Alternative library service
Alternatives to be considered could include library depot at the Tennis Club, pop-up library, or a pick-up drop off point.
The recommendation will address this issue.
Leave as is The ongoing costs of maintaining this service is not viable as the cost per loan and per visit continues to increase. Recommended Pop-up Service will continue to deliver access.
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MOBILE LIBRARY – NANGILOC
Notes:
Library Access
Only one person out of the 10 contacted, use the Mobile Library – all others use another Branch.
Level of Service
All of the users borrow library materials.
Issue Response
Barriers to mobile use
Hard to remember days and times, Day and time not convenient,
Noted.
Alternative library service
Some residents mentioned that a drop off and pick up point would be convenient, or pop-up library. The Red Cliffs Library is convenient.
The recommendation will address this issue by residents utilizing the Red Cliffs Library.
Leave as is
The ongoing costs of maintaining this service is not viable considering the amount of users
as the cost per loan and per visit continues to increase.
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LIBRARY SERVICE SUSTAINABILITY REVIEW
Community Engagement Mallee Track
FEEDBACK RECEIVED AND RESPONSES
Engagement Period July 2016 to October 2016
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Engagement Undertaken The Engagement Plans involved gathering initial feedback and disseminating information through pop-up visits to the Mallee Track and through letters to Council from residents. More formal Engagement Sessions were held from 4 October 2016 – 25 October 2016 at Ouyen, Underbool, Walpeup and Murrayville. The feedback from these processes and responses is listed below:
MOBILE LIBRAY – OUYEN
Feedback Council Response
Library staff
Residents wanted trained library staff to operate the library service.
Agreed the recommended option includes the use of trained library staff at the current level in Ouyen and the training of Ouyen Service Centre staff.
Upgrade service
Options need to consider: changing over collections more often. Longer hours. Greater access to programs, author visits, computers.
Agreed the recommended option will provide longer access hours for Ouyen residents, include greater access to programs and retain public access computer facilities.
Continue mobile service
This is not considered to be a viable option given the decline in people utilising the current service and the escalating cost of the current service model.
Alternative facilities
Several options were mentioned.
The recommended option includes the use of an alternative facility located at the Ouyen Service Centre. A place based model that will significantly improve the Ouyen service and this will supplement and support the Mallee Track towns.
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MOBILE LIBRARY – MURRAYVILLE
Mallee track
Ouyen was concerned that library service at Ouyen would be improved at the expense of the other towns along the Mallee Track.
The recommended option includes a permanent library at Murrayville and service to Walpeup and Underbool in addition to a permanent library at Ouyen.
Other comments
Some residents commented on the benefit of library service in the Ouyen Service Centre.
Noted.
Feedback Council Response
The effect on health and well-being of rate payers along the Mallee Track hasn’t been considered, the cost of this cannot be ignored.
Agree the recommended local library at Murrayville will improve access for residents.
Many have no transport and are unable to use the website
Agree the recommended permanent library at Murrayville will address this issue.
Children who should be encouraged to visit the library regularly won’t be able to do so
The recommended permanent library at Murrayville will address this issue. Won’t be able to access. Agree with encourages children to attend library which this model will entice.
We pay high rates but compared to Mildura residents what services do we receive for our rates?
The recommended permanent library at Murrayville will mean that library service will continue in Murrayville. All Council services to Murrayville are subsidised extensively.
We give hours of voluntary service to our communities this costs not only time but also money and travel
Noted. Volunteers will not be required under this recommendation but could add to the service if a local need develops in the future.
Our population has decreased and this is a reason for lack of patronage but perhaps the library could have events/activities to encourage all ages
The recommendation allows time for library staff to run programs in Murrayville.
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particularly children to visit
The proposed library at Ouyen would benefit Ouyen residents only but would deprive ratepayers and their families along the Mallee Track of an accessible Library Service
Agree the recommended permanent library at Murrayville will mean that library service will continue in Murrayville.
Rates Noted
Loss of reading materials, social activity, meeting place, internet access The recommended permanent library at Murrayville will address this issue.
Unable to carry out internet banking as their bank was also closed earlier this year
The recommended permanent library at Murrayville will have access to a public computer and printer.
Loss of stability and continuity for a male with autism
The recommended permanent library at Murrayville will mean that library service will continue in Murrayville and will more stable than current service.
Loss of an outlet to remove everyday pressures
The recommended permanent library at Murrayville will address this issue.
The population consists of an average age of 60 years and older, which can’t be expected to travel to Ouyen each week.
The recommended permanent library at Murrayville will address this issue.
Affect towards businesses
The recommended permanent library at Murrayville will address this issue.
Availability of borrowing items
The permanent library in Murrayville is likely to have a smaller stock that the previous mobile library but stock will be exchanged regularly and collections will be supplemented by access to the larger collection at the Ouyen Service Centre.
Removal of DVD hire
The recommended permanent library at Murrayville will address this issue.
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The Mobile Library Service was situated within walking distance from my workplace
The recommended permanent library at Murrayville will retain a local presence.
Removal of a friendly atmosphere and meeting place
The recommended permanent library at Murrayville will address this issue.
Removal of internet services and a printing facility
The recommended permanent library at Murrayville will address this issue.
Mothers are unable to take their children to the facility
The recommended permanent library at Murrayville will address this issue.
The elderly in the community will be most effected
The recommended permanent library at Murrayville will address this issue.
In some services the cost should not be the prime consideration
Service needs, alternative methods of delivery and remoteness were taken into consideration as well as financial sustainability in developing the recommendation for a permanent library in Murrayville.
We don’t seem to get lots for our rates - Mallee Track rates must provide a significant amount of MRCC revenue
Noted.
The proportion of rate payers using the service here is probably larger then in Mildura
Noted.
The Library is the only sign of Council at work in our community (apart from occasional grading of the rocks).
The recommendation means that library service will continue in Murrayville.
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MOBILE LIBRARY – UNDERBOOL
Murrayville -- Depot/Agency -- staff
The recommendation uses trained library staff to provide service to residents of Murrayville.
Murrayville – Depot/Agency building
Feedback from residents indicate there would be suitable building/s that could be used for a static library in Murrayville.
Current Service Options
This is not considered to be a viable option due to the increasing costs and decreasing usage of the mobile library.
Issue Response
Disadvantage to rural remote country students
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services. Current service numbers are in decline.
The whole library experience will no longer be available to the students
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
The service affects the students and families
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services. Student numbers are in decline.
The service was used as an encouragement for the students to read on a nightly basis
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
The students will no longer be able to do author studies
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services. Author studies can continue.
The proposal would not be adequate as to be able to access the service 150km worth of travel is required. Which is not suitable for the school as this would
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
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involve costs and travel times to transport the children
Ouyen library is 40km away and pop up library would remain.
Library activities will no longer be available to utilised by the school
The recommendation includes a van delivery service to Underbool weekly. Library staff would continue to hold library activities and programs in Underbool. In addition the place based location would provide a variety of program options for students.
No longer able to walk to the Library each fortnight to borrow books and DVD's
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services. Services would continue with access to books and DVD’s.
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Removes the ability to be able to visually look at the books and read the blurbs to see if they interest us
The recommendation includes a van delivery service to Underbool weekly. The delivery would utilize a building so that residents can browse on a limited basis.
If we see the cover pictures they can grab our interest and encourage us to borrow more books
The recommendation includes a van delivery service to Underbool weekly. The delivery would utilize a building so that residents can browse on a limited basis.
No longer able to be involved with the range of activities the Library offers
The recommendation includes a van delivery service to Underbool weekly. Library staff would continue to hold library activities and programs in Underbool.
No longer able to catch up with Raelene and the other staff who are friendly and caring
The recommendation includes the use of trained library staff.
Removes the ability to be able to meet with people from the community and use the Library Services such as; computers, books, magazines, talking books, DVD's and CD's
The recommendation includes a van delivery service to Underbool weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Eliminates community needs such as facilities to be strong, socializing and friendly like the community we are
The recommendation includes a van delivery service to Underbool weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Concerns that this is only the beginning of the closure of MRCC facilities in Underbool
The recommendation includes a van delivery service to Underbool weekly.
The Mobile Library Service is an extremely important aspect of the program for ELC, it fits in with community links, as well as being an invaluable resource to build and improve on early literacy skills
The recommendation includes a van delivery service to Underbool weekly. In addition the programs for preschoolers will not change.
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No longer a significant learning experience for the children
The recommendation includes a van delivery service to Underbool weekly.
To remove this service in an area where most services and conveniences are already threatened or in decline will be devastating not only for the children but also for the community as a whole
The recommendation includes a van delivery service to Underbool weekly.
Limits social interaction, literacy development, education, entertainment and access to technology.
The recommendation includes a van delivery service to Underbool weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Social interaction and exposure to fictual and factual information can be limited
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Will cause isolation to residents with limitations
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Severely impact on the access to library facilities for the elderly and the young
The recommendation includes a van delivery service to Underbool weekly.
Proposed alternative arrangements would not replace the face to face experience important to the members of the community
The recommendation includes a van delivery service to Underbool weekly.
Significantly impact on the health and wellbeing of an already venerable demographic of the community
The recommendation includes a van delivery service to Underbool weekly.
Value not received for the rate contribution
Noted.
A fixed service in Ouyen will not provide adequate library facilities for the portion of the Council population extending past Ouyen
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
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MOBILE LIBRARY – WALPEUP
The rates should provide extra assistance to isolated communities
Noted.
Altering Hours
The recommendation includes a van delivery service to Underbool weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Smaller Vehicle
The recommendation includes a van delivery service to Underbool weekly.
Alternative Services
The recommendation includes a van delivery service to Underbool weekly. Other alternatives were investigated but considered not viable.
Issue Response
No longer able to walk to the Library each fortnight to borrow books and DVD's
The recommendation includes a van delivery service to Walpeup weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Removes the ability to be able to visually look at the books and read the blurbs to see if they interest us
The recommendation includes a van delivery service to Walpeup weekly. The delivery would utilize a building so that residents can browse on a limited basis.
No longer able to be involved with the range of activities the Library offers
The recommendation includes a van delivery service to Underbool weekly. Library staff would continue to hold library activities and programs in Walpeup.
If we see the cover pictures they can grab our interest and encourage us to borrow more books
The recommendation includes a van delivery service to Walpeup weekly. The delivery would utilize a building so that residents can browse on a limited basis.
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No longer able to catch up with Raelene and the other staff who are friendly and caring
The recommendation includes the use of trained library staff.
Removes the ability to be able to meet with people from the community and use the Library Services such as; computers, books, magazines, talking books, DVD's and CD's
The recommendation includes a van delivery service to Walpeup weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Eliminates community needs such as facilities to be strong, socializing and friendly like the community we are
The recommendation includes a van delivery service to Underbool weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Not committing to Council's vision in rural areas
The recommendation includes a van delivery service to Walpeup weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
No longer have access to the internet and the assistance from the librarians
The recommendation includes the use of trained library staff.
The Ouyen proposal will not meet the required needs
The recommendation includes a van delivery service to Walpeup weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Posting out books could be a service but would only be satisfactory where there is no other alternative, eliminates the ability to physically view the book
Noted – Postal service no longer being considered.
Value not received for the rate contribution
Noted
The use of reference material is another aspect for some as often the internet does not provide the ease of use that books can
The recommendation includes a van delivery service to Walpeup weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Removal of social interaction
The recommendation includes a van delivery service to Walpeup weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
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Loss of a valuable service to the community
The recommendation includes a van delivery service to Walpeup weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Loss of a service that orders books
The recommendation includes a van delivery service to Walpeup weekly. The Ouyen Service Centre would provide supplementary access to collections and services.
Unable to communicate face-to-face with a Librarian
The recommendation includes the use of trained library staff.
Loss of technology and Internet connectivity
The recommendation includes a van delivery service to Walpeup weekly and there may be opportunities to utilize technology.
Removal of social interaction, a meeting place, function place and distribution point for specific community information
The recommendation includes a van delivery service to Walpeup weekly. The delivery would utilize a building so residents can still continue to meet with each other and borrow a range of materials.
Promotion
Promotion of library services is a priority with a marketing plan produced annually. It is promoted through Television Advertisement, websites, Radio, Social Media, and Newspapers
Leave as is
The ongoing costs of maintaining this service is not viable as the cost per loan and per visit continues to increase.
Other Location
The recommendation will allow the Van to utilize other locations if required.
Staff
The recommendation includes the use of trained library staff.
Reduce Access
The service to Walpeup will be reduced by one hour per week and use of a Van rather than the Mobile Library. The permanent Library at Ouyen will allow increased use for residents.
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Increase Service
The permanent Library at Ouyen will allow for increased access for Walpeup residents.
Volunteers
Volunteers are not required to be used in the recommendation.
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LIBRARY SERVICE SUSTAINABILITY REVIEW
Community Engagement Irymple
FEEDBACK RECEIVED AND RESPONSES
Engagement Period July - September 2016
Agenda - Ordinary Council Meeting Wednesday 25 January 2017
Page 47
Engagement Undertaken
The Engagement Plans involved gathering initial feedback and disseminating information through pop-up visits to Irymple and through letters to Council from residents. A
formal Engagement Session was held at Irymple on Tuesday 27 September 2016.
The feedback from these processes and responses is listed below:
IRYMPLE LIBRARY
Feedback Council Response
Loss of a great resource which provides books, computer access newspapers and magazines
These services will be available at the Red Cliffs and Mildura libraries.
Disadvantage to the aged and young children
The recommended option includes enhancement of the home library service and the provision of children’s programs in Irymple.
Affecting the history
There are currently no plans to demolish the current building.
Affecting rate payers
Noted
Affects the ongoing development in Irymple
Although Irymple has been growing in population, in recent years the use of the Irymple library has continued to decline.
Access to computers
This service will be available at the Red Cliffs and Mildura Libraries. The recommended option includes a public access computer and Wi-Fi hotspot located in Irymple.
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Upgrade facility for increased use Irymple residents believe that the current facility is not large enough, or modern enough, an upgrade is needed, larger collections are required, there is not enough space to provide programs or private access to computers, a return chute, or drop off point is needed Residents mentioned the need for school visits and author visits, and children’s programs.
The Red Cliffs and Mildura libraries provide the facilities mentioned that are not currently available in the Irymple library. The capital costs of expanding or replacing the current Irymple library building is not feasible given the low usage and proximity of other libraries. School visits and children’s programs will continue.
Change opening hours such as evening access and Saturday mornings
The Red Cliffs and Mildura libraries provide opening hours which include evenings and weekends. Current hours at Irymple Library include Wednesday opening until 6pm but has shown to have minimal use.
Accessibility Concerns were expressed about the accessibility to the library with a disability including mobility scooters. Options need to address disability access.
The Red Cliffs and Mildura libraries provide ramps for access and Mildura library has disabled parking bays.
Alternative Facility
There are alternative facilities of the Red Cliffs and Mildura Libraries that offer increased library services to the Community.
Use of Volunteers
There would be no need to recruit, manage or train volunteers as Irymple residents could use the Red Cliffs and Mildura libraries.
Increase access to other MRCC Services
Increased access to other MRCC Services has been investigated previously and currently considered not viable due to security risks associated with the large collection of money if in the area of the payment of fees and charges.
Promotion
Promotion of library services is a priority with a marketing plan produced annually. Library Services including Irymple have been promoted through Television Advertisement, websites, Radio, Social Media, and Newspapers
Leave as is
The ongoing costs of maintaining this service is not viable as the cost per loan and per visit continues to increase.
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13.2 ADOPTION OF S5 INSTRUMENT OF DELEGATION
File Number: 18/02/05 Officer: General Manager Corporate
1. Summary
In accordance with Section 98(1) of the Local Government Act 1989 (the Act), Council may, by instrument of delegation, delegate to a member of its staff any power, duty or function of a Council under this Act or any other Act. This report presents the S5 Instrument of Delegation from Council to the Chief Executive Officer for adoption.
2. Recommendation
That Council: (i) revoke the S5 Instrument of Delegation from Council to the Chief
Executive Officer executed by Council on 24 March 2016; (ii) adopt the S5 Instrument of Delegation from Council to the Chief Executive
Officer as presented; and (iii) authorise, once adopted, all powers be delegated to members of Council
staff holding, acting in or performing the duties of officers or position referred to in the attached instrument of delegation.
3. Background
Council last adopted the S5 Instrument of Delegation to the Chief Executive Officer on 24 March 2016 and there has been no amendments since this time.
4. Consultation Proposed/Undertaken
Consultation has been undertaken with senior management in the development of these delegations.
5. Discussion
The Local Government Act 1989 requires that the S5 Instrument of Delegation be reviewed within 12 months following election of a new council.
6. Time Frame
If adopted by Council, the instrument of delegation will come into force once the Common Seal is affixed.
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7. Strategic Plan Links
This report relates to the Council Plan in the Key Result Area: 4.1 Leadership and Representation Goal to be achieved:
Deliver results in line with community expectations
8. Asset Management Policy/Plan Alignment
There are no asset management implications associated with this report.
9. Implications
Policy Implication There are no policy implications associated with this report. Legal/Statutory Implications This report aligns with Section 98(1) and 98(6) of the Local Government Act 1989. Financial Implications There are no financial implications associated with this report. Environmental Implications There are no environmental implications associated with this report. Social Implications There are no social implications associated with this report. Economic Implications There are no economic implications associated with this report.
10. Risk Assessment
By adopting the recommendation, Council will not be exposed to any significant risk.
11. Conflicts of Interest
No conflicts of interest were declared during the preparation of this report.
Attachments 1 S5 Instrument of Delegation - January 2017
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S5. Instrument of Delegation to Chief Executive Officer
Instrument of Delegation
to
The Chief Executive Officer
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Document Control Page
Document Information
Information
TRIM File Number 18/02/05
Document Owner General Manager Corporate Services
Last Update March 2016
Document History
Version Issue Date Changes
0.1 27 May 2010 Minor wording change to include ‘or future Act’.
0.2 March 2013 No changes – reviewed in accordance with Section 98(6) of the Local Government Act 1989
1.0 June 2013 Removal of reference to impartiality by Valuers as no longer relevant
2.0 February 2014 Insertion of Condition 5
3.0 February 2015 Insertion of word ‘act” in condition 5
4.0 September 2015
Amendments to section 4.1 to reflect change to financial delegation
5.0 March 2016 Reference to appointment of Acting Chief Executive Officer
6.0 January 2017 Instrument of Delegation review by new Council
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Instrument of Delegation In exercise of the power conferred by section 98(1) of the Local Government Act 1989 ("the Act") and all other powers enabling it, the Mildura Rural City Council ("Council") delegates to the member of Council staff holding, acting in or performing the position of Chief Executive Officer, the powers, duties and functions set out in the Schedule to this Instrument of Delegation, AND declares that 1. this Instrument of Delegation is authorised by a Resolution of Council passed on
Wednesday 25 January 2017. 2. the delegation
2.1 comes into force immediately the common seal of Council is affixed to this Instrument of Delegation;
2.2 is subject to any conditions and limitations set out in the Schedule;
2.3 must be exercised in accordance with any guidelines or policies which Council
from time to time adopts; and 2.4 remains in force until Council resolves to vary or revoke it.
3. The member of Council staff occupying the position or title of or acting in the position of
Chief Executive Officer may delegate to a member of Council staff any of the powers (other than the power of delegation conferred by section 98(3) of the Act or any other powers not capable of sub-delegation) which this Instrument of Delegation delegates to him or her.
THE COMMON SEAL of the MILDURA RURAL CITY ) COUNCIL was affixed hereto by authority of the ) Council in the presence of: ) ) ................................................ COUNCILLOR ................................................ COUNCILLOR ................................................ CHIEF EXECUTIVE OFFICER 25 JANUARY 2017 DATE
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SCHEDULE The power to
1. determine any issue; 2. take any action; or 3. do any act or thing
arising out of or connected with any duty imposed, or function or power conferred on Council by or under any Act or future Act.
Conditions and Limitations 4. in their absence, the Chief Executive Officer must not appoint a person to be acting Chief
Executive Officer for a continuous period of more than four weeks. The delegate must not determine the issue, take the action or do the act or thing 5. if the issue, action, act or thing is an issue, action, act or thing which involves
5.1 awarding a contract exceeding the value of $500,000.00;
5.2 making a local law under Part 5 of the Act;
5.3 approval of the Council Plan under s.125 of the Act;
5.4 adoption of the Strategic Resource Plan under s.126 of the Act;
5.5 preparation or adoption of the Budget or a Revised Budget under Part 6 of the Act;
5.6 adoption of the Auditor's report , Annual Financial Statements, Standard Statements and Performance Statement under Part 6 of the Act;
5.7 determining pursuant to s.37 of the Act that an extraordinary vacancy on Council not be filled;
5.8 exempting a member of a special committee who is not a Councillor from submitting a return under s.81 of the Act;
5.9 appointment of Councillor or community delegates or representatives to external organisations; or
5.10 the return of the general valuation and any supplementary valuations;
6. if the issue, action, act or thing is an issue, action, act or thing which is required by law to
be done by Council resolution; 7. if the issue, action, act or thing is an issue, action or thing which Council has previously
designated as an issue, action, act or thing which must be the subject of a Resolution of Council;
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8. if the determining of the issue, taking of the action or doing of the act or thing would or would be likely to involve a decision which is inconsistent with a
8.1 policy; or 8.2 strategy
adopted by Council; or
9. if the determining of the issue, the taking of the action or the doing of the act or thing
cannot be the subject of a lawful delegation, whether on account of section 98(1)(a)-(f) (inclusive) of the Act, or otherwise; or
10. the determining of the issue, the taking of the action or the doing of the act or thing is already the subject of an exclusive delegation to another member of Council staff.
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13.3 ADOPTION OF S11A INSTRUMENT OF APPOINTMENT AND AUTHORISATIONS
File Number: 18/02/05 Officer: General Manager Corporate
1. Summary
The Planning and Environment Act 1987 requires Council to appoint authorised officers by way of a S11A Instrument of Appointment and Authorisation. This report seeks Councils adoption of two S11A Instruments. These instruments also allow the officers to commence legal proceedings in Councils name.
2. Recommendation
That Council adopt the S11A Instrument of Appointment and Authorisation documents for the following staff: (i) Bonnie Pettett, Environmental Sustainability Coordinator
(ii) Joanne Robinson, Environment Sustainability Biodiversity Officer
3. Background
The Planning and Environment Act 1987 was previously included in the S11 Instrument of Appointment which is delegated from the Chief Executive Officer to staff. Councils solicitors have recently advised that these should be an individual instrument adopted by the Council.
4. Consultation Proposed/Undertaken
Consultation has been undertaken with Senior Management in the development of these delegations.
5. Discussion
Council’s solicitor, Maddocks has provided Council with an S11A Instrument of Appointment and Authorisation document which requires Council to appoint officers by resolution, to be an authorised officer under the Planning and Environment Act 1987 and also to be an authorised officer to commence proceedings in Council’s name. Adoption of the S11A Instrument of Appointment and Authorisation allows Council officers to conduct their normal business in relation to the Planning and Environment Act 1987 and act in Council’s name. Bonnie Pettett and Joanne Robinson are required to be made Authorised Officers for the purpose of entering private properties in order to provide advice to landholders and Council planning department regarding native vegetation.
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6. Time Frame
If adopted by Council the documents would come into force once the Common Seal is affixed.
7. Strategic Plan Links
This report relates to the Council Plan in the Key Result Area: 4.1 Leadership and Representation Goal to be achieved:
deliver results in line with community expectations.
8. Asset Management Policy/Plan Alignment
There are no asset management implications associated with this report.
9. Implications
Policy There are no policy implications associated with this report. Legal/Statutory This report aligns with Section 98 of the Local Government Act 1989. Financial There are no financial implications associated with this report. Environmental There are no environmental implications associated with this report. Social There are no social implications associated with this report. Economic There are no economic implications associated with this report.
10. Risk Assessment
By adopting the recommendation Council will not be exposed to any risks.
11. Conflicts of Interest
No conflicts of interest were declared during the preparation of this report.
Attachments 1 S11A Instrument of Authorisation - Bonnie Pettett 2 S11A Instrument of Authorisation - Joanne Robinson
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S11A. Instrument of Appointment and Authorisation (Planning and Environment Act 1987)
Mildura Rural City Council
Instrument of Appointment and Authorisation (Planning and Environment Act 1987 only)
for
BONNIE PETTETT ENVIRONMENTAL SUSTAINABILITY COORDINATOR
25 JANUARY 2017
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Instrument of Appointment and Authorisation
In this instrument "officer" means -
BONNIE PETTETT
By this instrument of appointment and authorisation Mildura Rural City Council –
1. under section 147(4) of the Planning and Environment Act 1987 – appoints the officer to be an authorised officer for the purposes of the Planning and Environment Act 1987 and the regulations made under that act; and
2. under section 232 of the Local Government Act 1989 authorises the officers
generally to institute proceedings for offences against the Acts and regulations described in this instrument.
It is declared that this instrument – (a) comes into force immediately upon its execution; (b) remains in force until varied or revoked. This instrument is authorised by a resolution of the Council on __________.
THE COMMON SEAL of the MILDURA RURAL CITY ) COUNCIL was affixed hereto by authority of the ) Council in the presence of: ) ) ................................................ COUNCILLOR ................................................ COUNCILLOR ................................................ CHIEF EXECUTIVE OFFICER ................................................ DATE
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S11A. Instrument of Appointment and Authorisation (Planning and Environment Act 1987)
Mildura Rural City Council
Instrument of Appointment and Authorisation (Planning and Environment Act 1987 only)
for
JOANNE ROBINSON ENVIRONMENTAL SUSTAINABILITY BIODIVERSITY OFFICER
25 JANUARY 2017
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Instrument of Appointment and Authorisation
In this instrument "officer" means -
JOANNE ROBINSON
By this instrument of appointment and authorisation Mildura Rural City Council –
1. under section 147(4) of the Planning and Environment Act 1987 – appoints the officer to be an authorised officer for the purposes of the Planning and Environment Act 1987 and the regulations made under that act; and
2. under section 232 of the Local Government Act 1989 authorises the officers
generally to institute proceedings for offences against the Acts and regulations described in this instrument.
It is declared that this instrument – (a) comes into force immediately upon its execution; (b) remains in force until varied or revoked. This instrument is authorised by a resolution of the Council on __________.
THE COMMON SEAL of the MILDURA RURAL CITY ) COUNCIL was affixed hereto by authority of the ) Council in the presence of: ) ) ................................................ COUNCILLOR ................................................ COUNCILLOR ................................................ CHIEF EXECUTIVE OFFICER ................................................ DATE
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13.4 QUARTERLY FINANCIAL MANAGEMENT REPORT - 31 DECEMBER 2016
File Number: 02/01/07 Officer: General Manager Corporate
1. Summary
This report presents Council’s draft financial position for the period ending 31 December 2016 through a number of standard reports that have been prepared using generally accepted accounting principles.
In summary, these reports show:
a surplus of $37.603 million
capital expenditure of $12.776 million
cash and cash equivalents balance of $29.081 million
investments greater than 90 days of $4.758 million.
2. Recommendation
That Council note the contents of the Quarterly Financial Management Report for 31 December 2016.
3. Background
Financial regulations require certain reports comparing actual data against the Annual Budget to be prepared and presented to Council to facilitate decision making. Reports provided are:
Draft Income Statement
Draft Balance Sheet
Draft Cash Flow Statement
Draft Statement of Capital Works.
4. Consultation Proposed/Undertaken
There are no consultation implications associated with this report.
5. Discussion
The budget process begins in August in order to meet required timeframes for the Annual Budget to be completed by 30 June. The figures and timings thereof in the Annual Budget are predominantly decided upon in October, November and December. This means that events occurring after this time, but prior to June, will not always be reflected in the Annual Budget and can cause variances to occur. The Annual Budget for 2016-17 has been significantly impacted by the Mildura Airport runway upgrade. Council is receiving $15.000 million in grant funding, which is being on paid to the Mildura Airport Pty Ltd for the upgrade. An additional $4.000 million is being contributed by Council for the Mildura Airport runway upgrade. If not for this
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$4.000 million contribution, Council’s operating surplus from operations would show a $0.232 million surplus. Due to this abnormal payment, a $3.768 million deficit is evident. The December quarterly review of the 2016-17 Annual Budget is currently in progress. Our Annual Budget process has commenced for 2017-18. Income Statement Council’s operating gross turnover to the end of December 2016 is $81.563 million, which is $1.760 million above the budgeted forecast or two per cent. It is worth noting that the majority of this income is due to the striking of our rates. Accounting standards dictate we show all our rate income for 2016-17 upon being struck even though we have not yet physically received the cash receipts. Council has received $25.876 million in cash receipts in this period for rates. Council’s expenditure to the end of December 2016 is $45.428 million. This is $0.714 million below budget forecast or two per cent. The overall surplus of $37.603 million will reduce through the financial year to our expected budgeted position as at 30 June 2017. The operating result is $2.474 million ahead of budget expectation for the period ending 31 December 2016. Balance Sheet Current assets are $78.256 million as at 31 December 2016. As above this is largely due to the striking of our rates for the 2016-2017 financial year. Trade and other receivables are sitting at $43.902 million. As rates receipts are received, this figure will reduce down to our expected budgeted position as at the end of June 2017. Cash Flow Statement Council’s cash balance for the period ending 31 December 2016 is $29.081 million, which is $3.483 million ahead of budget expectations. This is influenced by the higher than expected ending cash balance at 30 June 2016. Reasons for this are in part due to delays in the completion of the 2015-16 capital works program requiring works to be carried over into 2016-17. It is also influenced by delayed capital funding. Statement of Capital Works Council is $0.311 million in front of target for the period ending 31 December 2016, with total expenditure for the period of $12.776 million.
6. Time Frame
This report relates to Council’s financial position as at 31 December 2016.
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7. Strategic Plan Links
This report relates to the Council Plan in the Key Result Area: 4.4 Financial Sustainability Goals to be achieved:
Financial sustainability
Meet the community’s needs in a financially responsible manner.
8. Asset Management Policy/Plan Alignment
There are no asset management implications associated with this report.
9. Implications
Policy This report has been prepared in line with current Council policies. Legal/Statutory The information in this report is dictated by Australian Accounting Standards and Best Practice Financial Reporting. Financial The information provided in this report indicates that Council remains in a sound financial position. Environmental There are no environmental implications associated with this report. Social There are no social implications associated with this report. Economic There are no economic implications associated with this report.
10. Risk Assessment
Council is not exposed to any significant risks in the adoption of the recommendation.
11. Conflicts of Interest
No conflicts of interest were declared during the preparation of this report.
Attachments 1 Quarterly Financial Management Report - 31 December 2016
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13.5 SETTING OF MAYORAL AND COUNCILLOR ALLOWANCES
File Number: 02/01/06 Officer: General Manager Corporate
1. Summary
Following a public submission process, Councillors are now required to formally set allowances for the Mayor and Councillors for the current four year Council term.
2. Recommendation
That Council resolves to set the following allowances: (i) the allowance for the Mayor to be set at $74,655.00 per annum; (ii) the allowance for Councillors be set at $24,127.00 per annum.
3. Background
At its Annual Council Meeting held on 10 November 2016, Council resolved its intention to set the Mayoral and Councillor Allowances for the four year Council term as follows: Mayor $74,655.00 per annum Councillor $24,127.00 per annum
4. Consultation Proposed/Undertaken
Consultation has been undertaken as required under the Local Government Act 1989.
5. Discussion
Public submissions were invited in accordance with Section 223 of the Local Government Act 1989, and no submissions were received.
6. Time Frame
Council allowances are set for the four year Council term, subject only to periodical Ministerial review and adjustment.
7. Strategic Plan Links
This report relates to the Council Plan in the Key Result Area: 4.2 Communication and Engagement Goals to be achieved:
Responsive to community input and feedback
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8. Asset Management Policy/Plan Alignment
There are no asset management implications associated with this report.
9. Implications
Policy There are no policy implications associated with this report. Legal/Statutory Council has complied with its obligations under the Local Government Act 1989. Financial Funding for all allowances is contained within Council’s operational budget. Environmental There are no environmental implications associated with this report. Social There are no social implications associated with this report. Economic There are no economic implications associated with this report.
10. Risk Assessment
By adopting the recommendation, Council will not be exposed to any significant risk.
11. Conflicts of Interest
No conflicts of interest were declared during the preparation of this report.
Attachments There are no attachments for this report.
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13.6 USE OF THE LAND FOR A RESTRICTED RECREATION FACILITY (PERSONAL TRAINING AND YOGA STUDIO) - 7 PEVENSEY GROVE, MILDURA
File Number: 005.2016.00000254.001 Officer: General Manager Development
1. Summary
Date Received: 8 August 2016
Subject Property: 7 Pevensey Grove MILDURA (Lot 77 PS 333453D P.E.R.)
Proposed Use/Development: Use of the land for restricted recreation facility (personal training and yoga studio).
Zone: General Residential Zone
Overlays: Nil
Applicant: Kate Tankard
Application Triggers: Clause 32.08-2 Use
Relevant Provisions: Clause 11.02-3 Structure Planning Clause 17.01-1 Business Clause 32.08 General Residential Zone Clause 52.06 Car Parking Clause 65 Decision Guidelines Clause 66 Referral and Notice Provisions
Objections Received 13
The application seeks approval for a restricted recreation facility at 7 Pevensey Grove Mildura. The use will involve the running of numerous classes in the shed at the rear of the property. Classes will include, yoga and meditation. Proposed class times are Monday 5.15pm - 7.15pm, Tuesday 6.30am – 7.15am, Wednesday 5.45pm – 6.45pm, Thursday 6.30am – 7.15am and 5.50pm – 6.40pm. A boxing class on Fridays from 5.30pm – 6.30pm was included in the original application however the applicant has advised this class has been cancelled. The use has been operating for several months and came to Council’s attention through a complaint from an adjoining land owner. Council has received 13 objections to date. The key issues that were raised in the
objections are:
Traffic
Noise
The majority of the objectors had no issue with the use of the land but expressed concerns regarding the request for a car parking waiver given the increased volume of traffic in the street already experienced. Several objectors did raise concerns regarding the lack of sound proofing of the shed and the noise generated by clients entering and existing the site (particularly for the 6.30 am classes).
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Consultation was undertaken and included:
Mediation was undertaken on Tuesday 25 October 2016. While discussions were held regarding methods of reducing traffic issues (eg staggering classes, parking in Eighth Street and walking to the site and line marking to prevent cars parking close to the intersection) no resolution was reached and no objections were withdrawn.
The applicants did advise that they have purchased land in a Mixed Use Zone (Orange Avenue) and will eventually move the business to its new premises. GSD Architects have been engaged to submit a planning application for this property, however it will be approximately 12-18 months before the new premises will be up and running.
The application was presented to Council’s Planning Referral Committee on 7 November 2016. The PRC recommended approval of the application subject to stringent conditions regarding hours of operation, noise and a limited time permit.
2. Recommendation
That Council having caused notice of Planning Application No. 005.2016.00000254.001 to be given under Section 52 of the Planning and Environment Act 1987 and having considered all the matters required under Section 60 of the Planning and Environment Act 1987 decides to issue a Notice of Decision to Grant a Permit under the provisions of Clause 32.08-2 of the Mildura Planning Scheme in respect of the land known and described as 7 Pevensey Grove MILDURA (Lot 77 PS 333453D P.E.R.) for Use of the land for restricted recreation facility (personal training and yoga studio), in accordance with the endorsed plans, with the application dated 5 August 2016, subject to the following conditions:
i. The use as shown on the endorsed plans must not be altered or modified
in any way without the prior written consent of the Responsible Authority. ii. The use may only operate between 6.30am and 8pm. iii. Class sizes and seminars must be restricted to a maximum of 12
participants. iv. Class times must be staggered with a minimum of 15 minutes between
each class. v. Shed door and windows must be kept closed at all times during classes.
vi. No classes are to be undertaken outside the shed.
vii. Onsite car parking is to be made available. viii. This permit will expire 2 years from the date of issue.
Permit Note
The use must comply with the Environment Protection (Residential Noise) Regulations 2008.
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3. Time Frame
Outline key dates
Application Received 5 August 2016
Application Referred Not Applicable
Application Notified 14 September 2016 (Fees letter sent 16 August 2016 and paid on 7 September 2016)
Objector Consultation Meeting 25 October 2016
Planning Referral Committee Meeting 7 November 2016
4. Strategic Plan Links
This report relates to the Council Plan in the Key Result Area: 2.5 Strategic Land Use Goal to be achieved:
a well-developed long-term land use vision.
5. Asset Management Policy/Plan Alignment
This is not relevant to the subject application.
6. Implications - Assessment of the Application
Policy Implications The State Planning Policy Framework (SPPF), Local Planning Policy Framework (LPPF) and the Planning Scheme Revisions are discussed in the attached report.
Legal/Statutory Implications Council is required to determine the application pursuant to Section 61 of the Planning and Environment Act 1987. Council’s decision is subject to possible review by the Victorian Civil and Administrative Tribunal (VCAT). Financial Implications All relevant fees have been paid. In the event of an application for review by VCAT, each party will be required to bear their own costs. Environmental Implications As detailed in the Assessment of the Application Social Implications As detailed in the Assessment of the Application Economic Implications As detailed in the Assessment of the Application.
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7. Risk Assessment
Council’s decision is subject to possible review by the Victorian Civil and Administrative Tribunal. In the event of an application for review by VCAT, each party will be required to bear their own costs.
8. Conflicts of Interest
No conflicts of interest were declared during the preparation of this report.
Attachments 1 Planning Delegation Report 2 Site Photo
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14 URGENT BUSINESS
15 OTHER MATTERS
16 PUBLIC QUESTIONS
CONFIDENTIAL BUSINESS
Pursuant to Section 89(2) of the Local Government Act 1989, Council will resolve to move into confidential business to deal with:
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17 CONFIDENTIAL REPORTS
17.1 SECTION 89(2)(H) - (ANY OTHER MATTER WHICH THE COUNCIL OR SPECIAL
COMMITTEE CONSIDERS WOULD PREJUDICE THE COUNCIL OR ANY PERSON)
● COUNCILLOR PORTFOLIOS AND COMMITTEES
17.2 SECTION 89(2)(H) - (ANY OTHER MATTER WHICH THE COUNCIL OR SPECIAL COMMITTEE CONSIDERS WOULD PREJUDICE THE COUNCIL OR ANY PERSON)
● APPOINTMENTS TO MILDURA TOURISM AND ECONOMIC DEVELOPMENT (SINGLE ENTITY) BOARD OF DIRECTORS
17.3 SECTION 89(2)(D) - (CONTRACTUAL MATTERS)
● TENDER AWARD - PROVISION OF DEBT RECOVERY SERVICES (MUNICIPAL ASSOCIATION OF VICTORIA) - DR8410-2015
17.4 SECTION 89(2)(D) - (CONTRACTUAL MATTERS)
● TENDER AWARD - PROVISION OF LOAN BORROWINGS - CONTRACT 1617/31
17.5 SECTION 89(2)(D) - (CONTRACTUAL MATTERS)
● TENDER AWARD - SUPPLY OF THREE 6X4 10 CUBIC METRE TIPPER TRUCKS - CONTRACT 1617/20
17.6 SECTION 89(2)(D) - (CONTRACTUAL MATTERS)
● TENDER AWARD - MAV PLAYGROUND EQUIPMENT - CONTRACT 1516/41
18 CLOSURE