Minutes of Ordinary Meeting - 12 February 2014

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 February 2014

6.2 Building Permits - Monthly Update

Author’s Title: Compliance Administration Officer

Department: Works and Technical Services File No: DB/14/02

Nil

Motion:

That the Council note information contained in the report on Building Permits approved under delegation from 1^st December 2013 to 31^st January 2014.

Moved: Cr David Pollard

Seconded: Cr Gail Sharp

Carried.

1. Executive Summary

This report provides information on Building Permits approved under delegation from 1^st December 2013 to 31^st January 2014.

2. List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Value	Date Approved
20130166	22 Napier Street, DONALD	Other: Fence	$25,000	4/12/2013
20130167	32 Aitken Avenue, DONALD	New Building: Re-erection of storage building	$6,000	4/12/2013
20130169	611 Yeungroon-Woosang Road, YEUNGROON EAST	New Building: Shed-Farm Building	$80,000	9/12/2013
20130171	1-7 George Street, Sea Lake	New Building: Shed	$9,000	16/12/2013
20130173	22-28 Watchem Road, BIRCHIP	New Building: Front Fence	$1,500	20/12/2013
20130174	24 Main Street, CULGOA	New Building: Swimming Pool & Safety Barrier	$3,600	20/12/2013
20120048/3	Boundary Street, BIRCHIP	New Building: O’Connor’s Building Stage 3 to Install Sign	$750,000 (Total Project, Buildings etc)	20/12/2013
	January 2014
20140001	25 Park Street, CULGOA	New Building: Shed	$11,800	14/1/2014
20140002	10 Watchem Road, BIRCHIP	Extension: Veranda	$8,000	14/1/2014
20140005	18 Menzies Street, CHARLTON	Alteration: To Dwelling-Deck	$6,500	15/1/2014
20140008	14 Waugh Street, CHARLTON	Demolish Garage and Construct Shed	$10,000	17/1/2014
20140012	74 Woods Street, DONALD	Alteration: Replace Facade and Verandah to Shop	$43,000	31/1/2014

3. List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Value	Date Approved
201300168	2 Main Street, CULGOA	Extension & Alteration of Fire Station	$120,000	22/12/2013
20130170	Pratt Street, CURYO	Demolition of Hall	$22,302	11/12/2013
20130172	1437 Birchip-Wycheproof Road, NARRAPORT	New Building: Motor Room( Fire Station)	$249,370	9/12/2013
	January 2014
20140003	161 Jones Street, GLENLOTH	New Building: Fire Station & Motor Room	$492,516	20/12/2013
20140004	10 Watchem Road, BIRCHIP	New Building: Carport	$11,250	10/01/2014
20140006	37 Corack Road, BIRCHIP	New Building: Construction of a Vergola	$28,355	15/5/2013
20140007	Yeungroon Road, YEUNGROON	New Building: Fire Station	$311,250	7/1/2014
20140009	5129 Birchip-Sea Lake Road, SEA LAKE	New Building: Machinery Shed	$227,000	14/1/2014
20140010	21 Armstrong Street, CHARLTON	New Building: Construction of a Verandah	$14,340	20/1/2014
20140011	10 Sherwood Street, BIRCHIP	New Building: Dwelling-Detached	$32,500	23/1/2014

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 February 2014

7.2 Management Reports

7.2.1 Public Holidays Act 1993 - Melbourne Cup Holiday Arrangements

Author’s Title: Governance Officer

Department: Office of the CEO File No: PE/12/01

Attachments:

1 ViewMap of Northern Area of Shire - Mallee Machinery Field Day

2 ViewSummary of Northern Area of Shire - Mallee Machinery Field Day

3 ViewMap and Summary of Wycheproof, Nullawil and District - Wycheproof Show Day

Relevance to Council Plan 2009-13

Objective: A Buloke community connected and involved in shaping decisions that affect them

Strategy: Working with communities and other stakeholders in planning for and making decisions about the future

Priority: Celebrate the vitality and resilience of towns and localities across the Shire through facilitation and support for events and community festivals

Motion:

That:

1. Council nominate 22 October 2014 (Wycheproof Show day) as a substitute full day Public Holiday for Melbourne Cup Day for Wycheproof and District (including Nullawil) in accord with the map attached to this report.

2. Council nominate 6 August 2014 (the first day of the Mallee Machinery Field Days) as a substitute full day Public Holiday for Melbourne Cup Day for the northern section of the Shire as shown on the map attached to this report (the area being generally known as Berriwillock, Sea Lake, Nandaly and District)

3. The remainder of the Shire continue to recognise the Melbourne Cup Day as its gazetted full day Public Holiday.

Moved: Cr Stuart McLean

Seconded: Cr Graeme Milne

Carried.

1. Executive Summary

Council has received a request from the Minister for Employment and Trade, seeking advice on a preferred holiday/s it may wish to declare as an alternative local public holiday in lieu of Melbourne Cup Day.

This report proposes changes to the existing Melbourne Cup Day which is consistent with the days proclaimed in previous years.

2. Discussion

The Public Holidays Act 1993 provides the ability for regional councils, if preferred, to nominate one full day, or two half-day, Public Holidays in one or more parts of their municipal districts as a substitute Public Holiday in lieu of Melbourne Cup Day.

In accordance to the Act, Council is required to submit its request for alternative arrangements to the Minister for Employment and Trade, at least 90 days prior to Melbourne Cup Day.

The request will need to specify:

· The area or areas in the municipality subject to the proposed substitute arrangements;

· The nominated day or two half days in lieu of Melbourne Cup day; and

· The reasons for the request.

The Act also provides for a Council to nominate a half day on Melbourne Cup Day itself as one of its two half-day public holidays, if that is its preference.

Those Council’s, or areas of a municipality, not subject to a substitution arrangement will continue to automatically receive the Melbourne Cup Day Public Holiday on the first Tuesday in November 2014.

Arrangements for Melbourne Cup Day across the Shire in 2013 were as follows:

· Donald and District – Melbourne Cup Day Public Holiday

· Charlton and District – Melbourne Cup Day Public Holiday

· Birchip and District – Melbourne Cup Day Public Holiday

· Wycheproof and District (including Nullawil) – Wycheproof Show Day as a full day Public Holiday in lieu of Melbourne Cup Day

· Sea Lake and District (including Berriwillock and Nandaly) – Mallee Machinery Field Day as a full day Public Holiday in lieu of Melbourne Cup Day.

Advance Sea Lake Inc. has submitted to Council its request to make application to the Minister to substitute Wednesday 6 August 2014 as a Public Holiday for Sea Lake and District in lieu of Melbourne Cup Day.

Advance Sea Lake Inc advised in their application they have consulted with schools, businesses, service clubs and the general community, and confirmed their support for this application.

Following receipt of the request from Advance Sea Lake Inc contact has been made with the Nandaly Progress Association and Berriwillock Community Development Group to confirm their support for this substitute public holiday. Both organisations support this proposal.

The area proposed for the alternative Public Holiday for Mallee Machinery Field Day is to remain as per last year’s arrangements. (Description and map of the proposed area is attached).

Wycheproof Agricultural and Pastoral Society have indicated they wish to have the same arrangements as undertaken in 2013, to apply in 2014. The alternative Public Holiday for Melbourne Cup Day for Wycheproof and District will be Wednesday 22 October 2014. A description and map of the respective area relative to this holiday is attached.

Following Council consideration of this matter, an advertisement will be placed in the local papers advising the broader community of Council’s decision, and seeking any objections to the matter.

3. Financial Implications

There are no financial implications for Council from this report.

Council will continue to observe Melbourne Cup Day as the designated Public Holiday in accordance to its operational activities to be adopted in its Budget 2014/2015.

4. Community Consultation

The community has been consulted during consideration of this matter through direct approach to local representative associations.

Following Council consideration of this matter, an advertisement will be placed in the local papers advising the broader community of Council’s decision, and seeking any objections to the adopted proposal.

5. Internal Consultation

There has been no internal consultation on this matter.

6. Legislative / Policy Implications

This report is addressed in accordance with the provisions of the Public Holidays Act 1993.

7. Environmental Sustainability

Nil.

8. Conflict of Interest Considerations

There are no known Conflict of Interest considerations from this report.

9. Conclusion

The Public Holidays Act 1993 provides for regional and rural Councils to apply to the Minister to nominate substitute Public Holidays for Melbourne Cup Day.

It is recommended that Council continue to support both the Wycheproof Show Day and Mallee Machinery Field Days for an alternative Public Holiday for their respective districts as specified in the report.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 February 2014

7.2.2 Notice Of Intention To Approve Planning Permit 530/13 - Amendment To Planning Permit 488/13 Being For A Wind Energy Facility

Author’s Title: Senior Planner

Department: Corporate and Community Services File No: LP/09/01

Attachments:

1 ViewPlanning Permit conditions for 530/13

Relevance to Council Plan 2013 - 2017

Objective: A local economy in which new business is actively encouraged; investment welcomed; employment created; business skills developed and local networks are supported.

Strategy: Encouraging innovative energy solutions for future energy generation.

Priority: Actively promoting the Shire as a location for energy production from wind, solar and other clean energy technologies and advocate to other levels of Government for investment in infrastructure to ensure this can occur.

Motion:

That:

1. That Notice of Intention to approve planning permit 530/13 for amendments to the planning permit 488/13 for a wind energy facility, subject to conditions as attached, be given to the applicant and submitters.

Moved: Cr Leo Tellefson

Seconded: Cr Gail Sharp

Carried.

1. Executive Summary

A planning permit application to amend planning permit 488/13 was received by Council on the 18^th October 2014. The amendment was for:

· An additional wind turbine to be added to the existing five that were approved;

· A substation to be added to the development;

· Several planning permit conditions to be rewritten for clarification purposes; and

· The batching plant, office and lay-down areas to become permanent on the site.

As per the original application, all Notice of Application was repeated and several external bodies including Powercor, Vic Roads, Department of Environment and Primary Industry and the CFA were re advised. Notice of Application was also repeated in the North Central News and to all surrounding land holders within a five kilometre radius. Two objections were received and consultation was undertaken with submitters who wished to be involved in further discussions. The planning permit was assessed against a number of Planning and Environment Act 1987 decision guidelines and it is recommended that Notice of Intention to approve the planning permit be given.

2. Discussion

The relevant Buloke Planning Scheme sections were dealt with in the original report to Council and need not be repeated. The factors in this application are the increase in turbines and permanent fixtures on the site and whether they will have a greater amenity impact than the original application.

Whilst there are small increases in the noise impact assessment levels and increased visual impact by an additional turbine, it is considered that these are negligible if the project is assessed in its entirety. The permanency of several works on the site is also considered minimal given the project scale and their only being on the site for the life of the project. The substation is required to assist with regulating the input of power into the powerlines and is there to insure a consistent flow without overloading Powercor infrastructure.

3. Financial Implications

There are still financial implications for three scenarios; if the Notice of Intention to Approve is challenged through the Victoria Civil and Administrative Tribunal, Buloke

Shire Council will be required to provide legal support for the position taken in the planning permit process and outcome. If the planning permit is ultimately approved by the end of the Notice period or VCAT, then enforcement of the conditions will add additional workload to the Planning staff at Buloke Shire Council. Thirdly, once the project is developed and operational a set fee as determined by the Electricity regulator will be provided to Council annually from the energy producing facility

4. Community Consultation

Community consultation was undertaken by the Council as per Section 52 of the Planning

and Environment Act 1987 which included notice in the locally circulating newspaper (North Central News) and mail notification to neighbouring properties within a 5km radius
of the project.

5. Internal Consultation

Additional internal consultation to planning permit 488/13 was undertaken with Council’s Technical Services Officer regarding the traffic management criteria and also Council’s Environmental Officer regarding the vegetation aspects of the planning permit application. Advice was received by both officers and has been incorporated into the planning permit conditions.

6. Legislative / Policy Implications

There are many statutory requirements on wind energy facilities; this includes sections of the Planning and Environment Act, the Buloke Planning Scheme, Victoria Planning

Provisions and the Policy and Planning Guidelines for Development of Wind Energy

Facilities in Victoria 2009.

7. Environmental Sustainability

There are two environmental considerations for this planning permit, from the development perspective all environmental sustainability issues need to be addressed through environmental management plans and from a use perspective the alternative energy sector is proposed to increase overall environmental sustainability.

8. Conflict of Interest Considerations

No conflict of interest considerations are reasonably known.

9. Conclusion

It is recommended that Notice of Intention to approve planning permit application 488/13 be given.

The application meets the decision guidelines of the Buloke Planning Scheme including the State Planning Policy Framework and relevant particular provision. The wind energy facility application has met the numerous reports and specifications required under the Act, scheme and relevant policies and guidelines. The objections received by Council as a result of the application were considered by planning staff and it is felt that many of the concerns were able to be addressed in the planning permit conditions. The ongoing enforcement of the conditions should a planning permit be issued following the Notice of intention period will require close monitoring once the use and development commence and complete construction.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 February 2014

7.2.2 Notice Of Intention To Approve Planning Permit 530/13 - Amendment To Planning Permit 488/13 Being For A Wind Energy Facility

Attachment 1 Planning Permit conditions for 530/13

Attachment 1

It is recommended that Notice of Intention to approve planning permit 530/13 be given subject to the following planning permit conditions:

1. The use and development as shown on the endorsed development plans or other plans to the satisfaction of the Responsible Authority must not be altered or modified in any way without the written consent of the Responsible Authority save that the micro siting of wind generators will be regarded as generally in accordance with the endorsed plans if the Responsible Authority is satisfied that it will not give rise to a material change to assessed landscape, vegetation, cultural, visual, shadow or noise impacts and:

o (a) if a turbine requires micro siting then;

§ (ii) Houses #4, 5, 6, 8 should not have any turbine brought any closer than shown in the application plans.

§ (iii) Turbine 1 is not permitted to move closer to Mt Gowar Reserve

LIGHTING

2. No permanent external lighting of infrastructure associated with the wind energy facility, other than low level security lighting where appropriate, may be installed or operated without further consent from the Responsible Authority.

SPECIFICATIONS

3. The wind energy facility must be constructed in accordance with the following specifications, which must not be changed without the prior written consent of the Responsible Authority:

o (a) A total of not more than 6 wind turbine generators;

o (b) The turbine model that is selected must be to the satisfaction of the Responsible Authority.

o (c) The wind turbines shown on the plan shall have an overall height of not more than 150 metres

o (d) The rotor on each wind generator must comprise of three blades;

o (e) The tower, nacelle and rotor blades must be off-white or another colour satisfactory to the Responsible Authority, and must be of a non-reflective finish;

o (f) The colours and finishes of all substations and ancillary equipment must be specified to the satisfaction of the Responsible Authority so as to ensure that impact on landscape values is minimised;

o (g) All new electricity cabling associated with the collector network within the wind energy facility generator cluster must be placed under the ground unless exception is required at the request of Powercor.

o (h) The access tracks within the site are to be sited to ensure minimum impacts on the site, including impacts on erosion and overland flows and, where appropriate, having regard to the farming attributes of the land.

o (i) A permanent wind monitoring mast may remain on site.

o (i) The concrete batching plant, if required, become a permanent part of the development.
o (i) The lay down area designated in the development plans become a permanent part of the development.

4. A control room and site office, car parking for staff vehicles, amenities including bathroom and kitchen facilities, warehouse to accommodate equipment, an outside storage area and a substation are to be permanent features of the development. A site map showing this will be provided to the Responsible Authority at the same time lodgement for the building permit application is carried out.

5. The construction of the wind energy facility must not be staged without the prior written consent of the Responsible Authority.

TRAFFIC MANAGEMENT – VICROADS CONDITIONS

6. Before the commencement of any works and before the engagement of any haulage contractors, a Traffic Management Plan to the satisfaction of the Responsible Authority, in consultation with Vic Roads, in its capacity as road authority under the Road Management Act 2004 for local and arterial (public) roads used to transport material to/from and within the vicinity of the wind energy facility. The traffic management plan must be submitted to and approved by the Responsible Authority being Buloke Shire and Vic Roads. When approved, the plan will be endorsed by the Buloke Shire Council and Vic Roads.

The traffic management plan, without limiting the generality of the plan, must include:

o (a) Prior to commencement of works, an existing conditions survey of public roads and associated infrastructure that may be used in connection with the wind energy facility (for access, delivery of material, pre-construction or construction purposes) including details of the suitability of the proponent’s use, design, condition and construction standard of the relevant public roads and bridges.

o (b) The designation of appropriate construction and transport vehicle routes to the wind energy facility for pre construction, construction and transport.

o (c) The designation of all vehicle access points to the wind energy facility from surrounding roads, including main road access points to local access roads.

o (d) The designation of vehicle access points which must be designed and located to ensure safe sight distances, turning movements, and avoid potential through traffic conflicts.

o (e) engineering plans and reporting demonstrating whether, and if so, how truck movements to and from the site can be safely accommodated within a road reserve. Mitigation measures are to be developed by the proponent and agreed to by Vicroads and the Buloke Shire Council for all hazards including, but not limited to; oversize and over-mass haulage, traffic management, removal of roadside vegetation, reduction in speed limits, alteration to any road furniture or intersection, emergency management, and risk management.

o (f) recommendations regarding the need for road, bridge and intersection upgrades to accommodate any additional traffic, oversize or over-mass loads, or site access requirements (whether temporary or ongoing). Where upgrades are required, the traffic management plan must include:

i) Detailed engineering plans showing the required works,

ii) The timing of when works are to be undertaken.

o A program of regular inspections to be carried out during the construction of the wind energy facility to identify maintenance works necessary as a result of construction traffic.

o Works identified during surveys in condition a above must be completed expeditiously to the satisfaction of Vicroads and the Buloke Shire Council.

o The designation of operating hours and speed limits for trucks on routes accessing the site which:

i) Avoid school bus routes and school bus times where relevant,

ii) Provide for resident safety

o Measures to be taken to manage traffic impacts associated with the construction and ongoing operation of the wind energy facility on the traffic volumes and flows on surrounding roads.

o A program to rehabilitate existing public roads and associated infrastructure to a safe and usable condition to a standard no less then what is required to support the proposed use or the condition identified by the surveys required under Condition 1a above, whichever is the greater:

i) During the construction period.

ii) At the conclusion of the construction of the wind energy facility,

iii) First two years during the operation of the wind energy facility.

o Demonstration that all necessary permits have been obtained for the removal of vegetation within the road reserve for the purpose of providing access to the site for material.

o That the proponent is responsible for any damage caused to construction vehicles or other vehicles in the event that the safe and usable quality of any public road and associated infrastructure is degraded or compromised as a result of the development, and that Vicroads or the Buloke Shire Council will not accept liability for any such damage.

7. By no later that three (3) months after the date of completion of the wind energy facility, a post construction conditions surveys of public roads that have been used in connection with the wind energy facility (for access, preconstruction or construction purposes) must be submitted to the satisfaction of Vicroads and the Buloke Shire Council. The report must include details of any dilapidation or damage to the roads and a program of rehabilitation in accordance with the requirements of the approved Traffic Management Plan.

8. The traffic management and road upgrade and maintenance works indentified in the endorsed traffic management plan must be carried out in accordance with the endorsed traffic management plan to the satisfaction of Vicroads and the Buloke Shire Council.

9. The provision of a security bond prior to the commencement of works equal to the estimated cost of the rehabilitation/replacement of any infrastructure identified as being at risk to the satisfaction of Vicroads and the Buloke Shire Council.

10. Al works, reporting and the provisions of Vicroads road escort vehicles and personnel are to be at not cost to Vicroads or the Buloke Shire Council, including but not limited to: all additional route survey work, together with all associated Vicroads bridge assessments for the over dimensional and over-madd vehicles and their loads, and all additional traffic management resources and equipment such as variable message signs.

11. The use and development must be carried out in accordance with the endorsed Traffic Management Plan and the cost of any works including maintenance are to be at the expense of the permit holder.

ENVIRONMENTAL AND CULTURAL MANAGEMENT PLAN

12. . The environmental management plan received with the application will be endorsed

by the Responsible Authority. The Environmental Management Plan includes:

§ (i)The identification of all construction and operational processes that could potentially lead to water contamination.

§ (ii) The identification of appropriate storage, construction and operational methods to control any identified contamination risks.

§ (iii) The identification of waste re-use, recycling and disposal procedures.

§ (iv) A management plan for the concrete batching plant to prevent pollution of local waterways particularly from wash water and waste concrete materials.

§ (v) Appropriate sanitary facilities for construction and maintenance staff.

§ (iii) The identification of waste re-use, recycling and disposal procedures.

§ (iv) A management plan for the concrete batching plant to prevent pollution of local waterways particularly from wash water and waste concrete materials.

§ (v) Appropriate sanitary facilities for construction and maintenance staff.

The plan must contain procedures for the removal of works buildings and staging area on completion of construction of the project and for the return of the site to its former condition. This information is currently contained in the main report page 179 and will need to be included in the Environmental Management Plan.

(b) A sediment, erosion and water quality management plan. This plan must be referred to and approved by relevant water supply authorities, as described in Clause 66.02-10 of the Planning Scheme, who may consult with and take into account the views of the relevant Catchment Management Authority and other authorities.

The sediment and erosion plan must include:

· (i) Procedures to ensure that silt from batters, cut-off drains, table drains and road works is retained on the works site during and after the construction stage of the project. All land disturbances must be confined to a minimum practical working area and to the vicinity of the identified works areas. Soil to be removed must be stockpiled and separate soil horizons must be retained in separate stockpiles and not mixed. Stockpiles must be located away from drainage lines.

· (ii) The installation of geotextile silt fences (with sedimentation basins where appropriate) on all drainage lines from the site which are likely to receive run-off from disturbed areas.

· (iii) Procedures to contain any contaminated or turbid run-off during and after construction of the wind energy facility.

· (iv) Procedures to suppress dust arising from construction-related activities. Appropriate measures may include water spraying of roads and stockpiles, stabilising surfaces, temporary screening and/or wind fences, modifying construction activities during periods of heightened winds and revegetating exposed areas as soon as practicable.

· (v) Procedures to ensure that steep batters are treated in accordance with Environmental Protection Authority recommendations detailed in the ‘Construction Techniques for Sediment Pollution Control’ No 275, May 1991.

· (vi) Criteria for the siting of any temporary concrete batching plant associated with the development of the wind energy facility and the procedure for its removal and reinstatement of the site once its use finishes. The establishment and operation of any temporary concrete batching plant must be in accordance with the Environment Protection Authority’s Environmental Guidelines for the Concrete Batching Industry, Publication No. 628.

· (vii) Procedures for waste water and discharge management.

· (viii) A process for overland flow management to prevent the concentration and diversion of waters off site or erosion prone slopes.

· (ix) Pollution management measures for management of stored and stockpiled materials including waste materials, litter and any other potential source of water pollution.

· (x) Incorporation of control measures outlined in EPA publication No. 480 Environmental Guidelines for Major Construction Sites.

· (xi) Siting of concrete batching plant and any on-site wastewater and disposal and disposal treatment fields at least 100 metres from any watercourse.

· (xii) Appropriate capacity and an agreed program for annual inspection and regular maintenance of any on-site wastewater management system constructed to service staff, contractors or visitors.

· (xiii) Immediate remediation of localised erosion, with a specified response time.

· (xiv) Method identified under condition 9(a)(iv) to protect groundwater aquifiers.

(c) Procedures for the storage of any fuels, lubricants or waste oil to be stored in bunded areas with contingency measures to ensure that any chemical or oil spills are contained on-site and cleaned up in accordance with the Environment Protection Authority’s requirements are to be provided to the responsible authority for endorsement within three months of project construction commencement.

(d) The Emergency Management Plan will be endorsed by both the Country Fire Authority and Buloke Shire Council as part of the planning permit and will not be altered without the written consent of both parties.

(e) While no Aboriginal sites were recorded during the survey there is low-moderate potential for very diffuse stone artefact scatters and scarred trees to be present within the study area. To ensure there is no accidental damage to potential sites it is required that:

· (i) Contractors are provided with information on Aboriginal site identification and what to do in the event that suspected Aboriginal site material is uncovered. This ‘induction’ should be undertaken by Aboriginal Affairs Victoria or Framlingham Aboriginal Trust, prior to works commencing.

· (ii) Monitoring of construction activities associated with the Coonnoer Bridge wind farm is undertaken by Aboriginal representatives. Works which require monitoring are initial topsoil stripping in all areas where ground disturbing activities are taking place. Aboriginal monitors will primarily be monitoring the works to determine whether unregistered sites are uncovered during construction. An archaeologist should be on call if Aboriginal monitors detect cultural heritage material. The archaeologist can assist the Aboriginal representatives to record any cultural material uncovered. They will also be able to provide management advice and if necessary, make arrangements for Consent to Disturb.

· (iii) Procedures for the management of potential Aboriginal site values for the project, should be outlined in a Cultural Heritage Management Plan, prepared in consultation with the Registered Aboriginal Party and Aboriginal Affairs Victoria.

· (iv) If suspected Aboriginal cultural heritage material is located in the study area contact: Aboriginal Affairs Victoria (1300 888 544) and Framlingham Aboriginal Trust (03 5567 1003). If suspected non-Aboriginal cultural heritage material is located in the study area contact Heritage Victoria (9637 9475).

(f) A native vegetation protocol. This protocol is to be established in consultation with the Department of Environment and Primary Industry– North West Region. The protocol is to clarify the circumstances in which a further planning permit will be sought for native vegetation removal. The protocol is to also include the Net Gain actions that will be undertaken if native vegetation disturbance or removal cannot be avoided for the construction, operation and decommissioning stages of the project.

(g) The pest animal management will be undertaken as per section 4.5 and the works schedule of the Environmental Management Plan. The procedure provides that follow-up pest animal control is undertaken on all areas disturbed by the wind energy facility construction works for a period of two years following the completion of the wind energy facility.
(h) Procedures to prevent the spread of weeds and pathogens from earth moving equipment and associated machinery including the cleaning of all plant and equipment before transport to the site and the use of road making material comprising clean fill that is free of weeds.
(i) A program of early identification and eradication of weeds in disturbed areas and follow-up weed control for a minimum period of two years following the completion of the works.
(j) An environmental monitoring plan.
(k) A training program including a site induction program relating to the range of issues addressed by the Environmental Management Plan.
(l) A program for reporting, including a register of environmental incidents, non-conformances, complaints and corrective actions.

13. The Environmental Management Plan is to be reviewed every five years to reflect operational experience and changes in environmental management standards and techniques and is to be submitted to the Responsible Authority for re-endorsement.

14. The use and development must be carried out in accordance with the endorsed Environmental Management Plan.

NOISE

15. The operation of the wind energy facility must comply with the New Zealand Standard ‘Acoustics – The Assessment and Measurement of Wind Farm Noise’ (NZ 6808:2010) (the ‘New Zealand Standard’), in relation to any dwelling existing at the date of approval of this document to the satisfaction of the Responsible Authority. In determining compliance with the New Zealand Standard, the following apply:

o (a) The sound level from the wind energy facility, when measured outdoors within 10 metres of a dwelling at any relevant nominated wind speed, should not exceed the background level (L₉₅) by more than 5dBA or a level of 40dBA L₉₅, whichever is the greater.

o (b) When sound has a special audible characteristic, the measured sound level of the source shall have a 5dBA penalty applied.

o (c) Compliance at night must be separately assessed with regard to night time data. For these purposes the night is defined as 10.00pm to 7.00am. For sleep protection purposes, a breach of the standard set out at Condition 12(a), for 10% of the night, amounts to a breach of the condition.

16. Before the use commences, details of a noise complaint, evaluation and response process must be submitted to and approved by the Responsible Authority to address any alleged breaches of Condition 12. This evaluation process should include, but not be limited to the following components:

o (a) A noise complaint telephone service;

o (b) Details of validity requirements for noise complaints (that is: date, time, noise description and weather conditions at the receptor);

o (c) Response protocol to valid noise complaints including, but not limited to:

§ (i) determination of the meteorological circumstances at the time of the breach and the operational status of the turbine(s) at that time;

§ (ii) noise optimisation of the relevant turbine(s) under the same meteorological circumstances as occurred at the time of the breach;

§ (iii) in the event of further breaches the selective shut down of the relevant wind turbine(s) in the same meteorological circumstances; and

§ (iv) where under the same meteorological conditions subsequent confirmed noise breaches occur, the decommissioning of the relevant turbine(s).

o (d) A register of complaints, responses and rectifications which may be inspected by the Responsible Authority;

o (e) Provision for review of the complaint and evaluation process, including review of the process six months after commencement of the operation of the wind energy facility.

o (f) Upon receiving a written request by the Responsible Authority, the operator must within 30 days of that request supply an assessment of noise levels emitted by the wind energy facility by a qualified acoustic consultant with readings taken at times and locations specified by the Responsible Authority. Recommendations to address any non-compliance with NZS6808 must be included in the report and, on agreement by the Responsible Authority, measures to address non-compliance must be immediately implemented to the satisfaction of the Responsible Authority.

17. An independent post-construction noise monitoring program must be commissioned by the proponent within two months from the commissioning of the last generator and continue for 24 months all to the satisfaction of the Responsible Authority. The program must be carried out in accordance with the New Zealand standard as varied by Conditions 12 (a), (b) and (c) above. The permit holder must pay the reasonable costs of the monitoring program.

18. An independent report summarising the results of the monitoring program, and the data collected, and indicating compliance or non compliance with the New Zealand Standard, must be forwarded to the Responsible Authority within 45 days quarterly for the monitoring period. The results must be written in plain English and formatted for reading by lay people.

19. The Responsible Authority must make a copy of the report referred to in Condition 18 and any data available as soon as practicable during office hours for any person to inspect free of charge.

20. For the purposes of this permit, the carrying out of preliminary investigative works is not considered to amount to commencement of the Development.

21. The associated infrastructure and activities related to the wind energy facility on the nominated site must comply with the Environment Protection Authority’s Interim Guidelines for Control of Noise for Industry in Rural Victoria NIRV: 1411 at all times to the satisfaction of the Responsible Authority.

BLADE SHADOW FLICKER

22. No existing dwelling will experience over 12 hours blade shadow flicker per annum.

COMPLAINTS HANDELING

23. Before the use commences the complaint, evaluation and response process outlined at figure 3-20 of the main report and approved by the Responsible Authority will be initially used to assess any breach of Condition 19.

TELECOMMUNICATION AND TELEVISION RECEPTION AND INTERFERENCE

24. If complaints are made regarding the television and radio reception at the residences identified as number 1 to 16 within 5km, or regarding the GPS system, a post-construction qualitative survey must be carried out. If the qualitative survey establishes any detrimental increase in interference to reception or transmission, measures must be taken to mitigate the interference to return the affected reception or transmission to pre-construction quality at the cost of the wind energy facility operator and to the satisfaction of the Responsible Authority.

SECURITY

23. All site and wind generator access points and electrical equipment must be locked and made inaccessible to the general public to the satisfaction of the Responsible Authority. Public safety warning signs must be located on all towers and all spare parts and other equipment and materials associated with the wind energy facility must be located in screened, locked storage areas that are inaccessible to the public to the satisfaction of the Responsible Authority.

EMERGENCY ARRANGEMENTS

24. Before the use starts, the operator of the wind energy facility must conduct a familiarisation visit and explanation of emergency procedures for the Country Fire Authority (CFA) and the State Emergency Service (SES), and thereafter must continue to provide such sessions for the CFA and SES on a regular basis and/or as required by those agencies.

RE-POWERING

25. No wind turbine or any component of a wind turbine, approved in the plans endorsed under Condition 2 of this permit, shall be replaced in a manner that would materially affect the location, size, external visual appearance, sound power characteristics, generator capacity, or electrical output of the turbine, without further written consent from the Responsible Authority.

AVIATION

26. The applicant will provide appropriate conspicuous markings to the existing wind monitoring tower.

27. The wind turbines to be identified on the relevant aeronautical charts once final locations are selected.

DECOMMISSIONING

28. The wind energy facility operator must, without delay, notify the Responsible Authority in writing as soon as all or any wind energy facility generators have permanently ceased to generate electricity, whether due to planned removal, faults or otherwise. Within 12 months of that date, the wind energy facility operator, or in the absence of the operator, the owner of the land in which the relevant generator is located must undertake the following to the satisfaction of the Responsible Authority:

o (a) Remove all non-operational or downed equipment;

o (b) Remove and clean up any residual spills;

o (c) Clean up and restore all storage, construction and other area associated with use, development and decommissioning of the wind energy facility, including provision of soil cover and grassing over the wind generator site;

o (d) Restore all access roads and any other area affected by the project closure or decommissioning, if not otherwise useful to the on-going management of the land;

o (e) Prepare and submit a post-decommissioning traffic management plan to the satisfaction of the Responsible Authority and, when approved by the Responsible Authority, implement that plan; and

o (f) Prepare and submit a post-decommissioning revegetation management plan to the satisfaction of the Responsible Authority and, when approved by the Responsible Authority, implement that plan.

AGREEMENTS

29. Agreements required under Conditions 12 shall be retained by the wind energy facility operator for inspection by the Responsible Authority and any prospective purchaser of a property containing wind turbines.

DEPARTMENT OF ENVIRONMENT AND PRIMARY INDUSTRY

Offsets

1. In order to offset the removal of native vegetation as identified in Table 3 of the report’ Coonooer Bridge Wind Farm Flora and Fauna Assessment’ (February 2013) approved for removal as part of this permit, the applicant must provide offsets to achieve targets identified in Table 22 of the report, plus an additional 5% or an alternative to the satisfaction of the responsible authority.

To provide the required offset, within 12 months of the vegetation removal the applicant or owner must either:

a) Provide to the responsible authority, an Allocated Credit Extraction issued by the Department of Environment and Primary Industries Native Vegetation Credit Register, which satisfies the required offset, or

b) Commence management of an offset in accordance with an offset plan to the satisfaction of the Department of Environment and Primary Industries and endorsed by the responsible authority. The offset plan must be prepared to the satisfaction of and approved by the responsible authority.

The offset plan must include details of how the targets outlined in table 22 of the report ‘Coonooer Bridge Wind Farm Flora and Fauna Assessment’ (February 2013) are to be achieved including:

i. Methods of permanent protection for established offsets;

ii. Location of the offsets including details of Bioregion;

iii. Type of offsets to be provided;

iv. details of any revegetation including number of trees, shrubs and other plants; species mix; density; methods of interim protection and management until vegetation is established and a schedule of works;

v. details of any existing vegetation to be retained including methods of managing and restoring the vegetation and a schedule of works;

vi. the person(s) responsible for implementing and monitoring the offset plan;

vii. the timeline for the implementation of the offset plan.

When approved the offset plan will be endorsed and form part of this permit.

2. Within twelve months of the native vegetation removal:

· The offset site must be permanently protected to the satisfaction of the responsible authority such as through an encumbrance on the title, and

· A copy of the endorsed offset plan and protection mechanism(e.g. title showing encumbrance) must be lodged with the Department of Environment and Primary Industries.

3. At two, five and ten years after the responsible authorities’ approval of the offset plan, the applicant must provide notification to the Department of Environment and Primary Industries of the management actions undertaken towards the management of the offset as specified in the offset plan. Vegetation removal and the provision of offsets must accord with the enclosed plan.

Plans

4. Prior to the commencement of works the following documents are to be prepared to the satisfaction of the Department of Environment and Primary Industries:

· A Construction Environmental Management Plan,

· A plan for fauna monitoring protocols post construction,

· A Wildlife Management Plan, including details of animal welfare handling and release protocols and capture and release technique for follow dependent fauna.

Three copies of the documents must be submitted, approved and endorsed by the responsible authority; when endorsed the documents will form part of the permit.

Management of Remnant Vegetation

5. Prior to the commencement of works, the boundaries of all vegetation to be removed and retained must be clearly marked on the ground with tape or temporary fencing to the satisfaction of the responsible authority.

6. To prevent damage to remaining grassland vegetation there must be no temporary or permanent storage of any materials, vehicles or equipment within areas of native vegetation identified to be retained in accordance with the endorsed plans. All storage sites must be restricted to existing cleared areas close to existing roads and tracks, and must not adversely impact upon native vegetation, including the root zones of existing trees. Such sites must not be located on or near erodible surfaces, surface water runoff areas or areas infested with weeds.

Vehicle Hygiene

7. All vehicles, earth-moving equipment and other machinery must be cleaned of soil and plant material before entering and leaving the site to prevent the spread of weeds and pathogens.

Adjoining Crown Land

8. All turbines must be a minimum distance of 220 metres from the Mount Gower Scenic Reserve.

9. No associated infrastructure such as access tracks and powerlines are to impact on the Crown land.

(Notes)

· Third part offsets may be available from Bushbroker Over the Counter program. Please email bushbroker@dse.vic.gov.au or visit www.dse.vic.gov.au/nativevegetation for further information.

· The adjoining Crown land is not to be used for access, storage of materials or rubbish. Any private use of Crown land requires consent and/or licensing from the Department of Environment and Primary Industries.

· Any proposal to develop the road reserve will require the applicant to purchase the road. The sale of the road is dependant on the outcome of a Public Land assessment and consultation with adjoining owners and Buloke Shire Council.

· It is noted that one of the roads is currently held under licence by an adjoining landowner.

LANDSCAPE

30. Before the development starts, a program of landscape mitigation works is to be offered at no initial cost to the owners any house within 5km of a wind turbine. As part of this program an Off-site Landscaping Plan must be prepared and submitted, to the satisfaction of the Responsible Authority. When approved, the plan will be endorsed by the Responsible Authority. The Off-site Landscaping Plan may be submitted in stages, to the satisfaction of the Responsible Authority (such that not all stages are completed before the development starts) and must include:

o (a) A provision for the owners of any other dwellings within 5km of a wind turbine to have the opportunity to accept the offer of visual screen planting at any time up to until 12 months after the commissioning of the last wind turbine generator;

o (b) The process by which the owners of any other dwellings within 5km of a wind turbine will be informed of this offer and the process by which it can be accepted;

o (c) Details of planting or other treatments that will be used to reduce the visual impact of the wind turbines at the dwellings of participating landowners;

o (d) Details of the species proposed to be used for the landscaping including details of height and size of species at maturity;

o (e) A timetable for the implementation plan.

31. Before the development starts, a Landscape Plan for the intended permanent buildings on site to the satisfaction of the Responsible Authority must be submitted to and approved by the Responsible Authority. It must be prepared by a suitably qualified person and show details of landscaping of around compound to minimise the visual impact of the facility from public roads and nearby dwellings. When approved, the landscape plan will be endorsed and will then form part of the permit.

43. The development must be carried out in accordance with the endorsed Off-site Landscaping Plan and Landscape Plan for the intended permanent buildings on site, to the satisfaction of the Responsible Authority.

ADVERTISING SIGNS

32. Details of any signage proposed to be displayed as part of the wind farm must be approved by the Responsible Authority and limited to:

o (a) (b) One logo or company identification for the wind facility operator or wind generator manufacturer displayed on each wind turbine.

o (c) Signs required specifically in relation to site safety issues.

EXPIRY

33.. Notwithstanding other provisions of these conditions, this permit will expire if one of the following circumstances applies:

o (a) The development is not started within three years of the date of this permit.

o (b) The development is not completed and the use is not started within five years of the date of this permit.

The Responsible Authority may extend the periods referred to if a request is made in writing before the permit expires or within three months afterwards.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 February 2014

7.2.3 Contract No. C18 – 2011/12 -Construction of Managers Cottage,
Travellers Rest, Charlton

Author’s Title: Director Works and Technical Services

Department: Works and Technical Services File No: CP/21/14

Attachments:

1 Attachment - Confidential Schedule - printed in separate document

Relevance to Council Plan 2013 - 2017

Objective: A local economy in which new business is actively encouraged; investment welcomed; employment created; business skills developed and local networks are supported.

Strategy: Development of infrastructure and services that take advantage of the major transport routes through the Shire, including experiential visitor opportunities.

Priority: Work with communities located on the Calder Highway and Sunraysia Highway to provide a range of commercial, public health, accommodation and recreational facilities to travellers on these two major road networks.

Motion:

That:

1. Council notes and declares the Confidential Attachment to this Report for Contract No C18 – 2011/12 – Construction of Manager’s Cottage, Traveller’s Rest, Charlton, pursuant to Section 77 (2) of the Local Government Act 1989, on the grounds that it relates to Contractual Matters as described in Section 89 (2) of the Local Government Act 1989.

2. Council award the Contract (Contract No. C18 – 2011/12 for Construction of the Managers Cottage at Travellers Rest, Charlton to Neatline Homes Pty Ltd for the tendered lump sum price of $169,700.00 (excluding GST); and

3. Delegate authority to the Chief Executive Officer to approve payments to the contractor for undertaking works associated with the Contract.

Moved: Cr David Pollard

Seconded: Cr Stuart McLean

Carried.

1. Executive Summary

This report provides a summary of the Tender Evaluation Panel Report for the Construction of the Managers Cottage at Travellers Rest in Charlton.

2. Discussion

In 2010/11, on behalf of the Charlton Travellers Rest Committee of Management, Council secured external funding through the Helen McPherson Smith Trust fund and the Local Government Infrastructure Program for the construction of the Managers Cottage/Information Centre at Travellers Rest, Charlton.

Council worked with the Charlton Travellers Rest Committee of Management in developing plans for the proposed building and called for Tenders in October 2013.

At the time of opening tenders, one submission was received, which was significantly over the available total project budget.

The tender evaluation panel, having satisfied the tendering requirements of the Local Government Act and Council’s Procurement Policy and through agreement with the Acting Chief Executive Officer, commenced negotiated with building companies specialising in construction of transportable homes.

Following preliminary evaluation of the available floorplans and pricing options from three separate firms, the panel requested a formal quotation from Neatline Homes Pty Ltd.

Neatline Homes Pty Ltd provided a submission, including a quotation and floorplan that was both within budget and fits the original intent and scope of the project. The quotation for the construction of the Managers Cottage/Information Centre is $169,700 exclusive GST.

In evaluating the tender against the total project budget, Council have made an allowance of $75,000 (excluding GST) additional to the lump sum price to cover connection of services, stormwater run-off, relocation of rainwater tank, professional fees and contingencies.

The tender evaluation panel are satisfied that:

· The submission of Neatline Homes Pty Ltd suits the original intent of the project brief and functionality of the proposed Charlton Travellers Rest Manager’s Cottage.

· The quotation of Neatline Homes Pty Ltd, along with the additional costs ($75,000) is within the set total project budget.

· Neatline Homes Pty Ltd has the expertise and capability required to undertake the work.

· Neatline Homes Pty Ltd can undertake the works of the contract within acceptable timeframes (completion 23^rd May 2014).

· The submission from Neatline Homes Pty Ltd provides a good value for money outcome for Council and the community.

3. Financial Implications

The total project cost, which includes connection of services costs and contingencies outside of the lump sum tender, is estimated to be $244,700 exclusive GST.

This is within the total project budget of $245,000 exclusive GST.

Council have previously received $172,000 of external funding for the project, with the balance to be provided by the committee and local fundraising. Any cost overruns will be by the responsibility of the committee.

4. Community Consultation

A significant amount of consultation has been held with the Charlton Travellers Rest Committee of Management in the development and design of this project. Two members of the committee were involved on the Tender Evaluation Panel.

5. Internal Consultation

Staff within the Works and Technical Services Directorate along with the Senior Planning Officer, Building Surveyor and Acting Chief Executive Officer have met to discuss this project and tender evaluation panel report.

6. Legislative / Policy Implications

This tender was conducted in accordance with requirements of the Local Government Act and Council’s Tender Procedures.

7. Environmental Sustainability

Where possible, environmentally sustainable design features have been incorporated into the building. This includes solar hot water systems, claiming and re-using stormwater

8. Conflict of Interest Considerations

Nil

9. Conclusion

The Confidential Attachment outlines the estimated value of these tenders.

It is recommended that Council award the tender for the Construction of the Managers Cottage, at Travellers Rest, Charlton to Neatline Homes Pty Ltd for the lump sum of $169,700 (excluding GST).

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 February 2014

7.2.6 Road Management Plan Review

Author’s Title: Director Works and Technical Services

Department: Works and Technical Services File No: RO/15/08

Attachments:

1 ViewDraft Road Management Plan - Version 3.0

2 ViewRoad Management Plan Maps

Relevance to Council Plan 2013 - 2017

Objective: A Shire where roads, drains, public spaces, community facilities, parks and other essential infrastructure are fit for purpose, well maintained and contribute to the well-being of the community.

Strategy: Improving local road and transport networks to facilitate safe and efficient transport movement within and across the Shire.

Priority: Keep local roads maintained to a high standard as specified in Council’s Road Management Plan.

Motion:

That the Council :

1. Endorse the Draft Road Management Plan (Version 3.0) to be released for public consultation.

2. Give notice of its intention to make amendments to Council’s Road Management Plan and invite submissions in the Government Gazette and in the Buloke Times, North Central News and Sea Lake Times Ensign in accordance with Section 54 of the Road Management Act 2004.

3. Make copies of the Draft Road Management Plan and associated maps available on Council’s website and at each of the Council’s District Offices.

4. Prepare a Consultation Plan to guide community consultation on the Road Management Plan.

5. Receive a further report following the consultation period, updating Council on the submissions received, and formally adopt the Plan.

Moved: Cr David Pollard

Seconded: Cr Ellen White

Carried.

1. Executive Summary

This report updates Council on the progress of the amending the Road Management Plan and seeks endorsement to release the draft plan for public consultation.

2. Discussion

A Road Management Plan is a statutory plan under the Road Management Act 2004 that sets out the maintenance regime for management of the municipal road network for Buloke Shire. It establishes the management system for Council to inspect, maintain and repair its public roads based on policy and operational objectives having regard to available resources.

The purpose of this Road Management Plan is to:

· Detail the management systems for the road management functions under the control of Buloke Shire Council,

· Set the relevant standards in relation to the discharge of duties in the performance of those road management functions within the approved budget,

· Ensure the provision of a safe and efficient road network for use by road users and the community.

In reviewing the plan, a classification of roads based on a functional hierarchy rather than the current condition based system (i.e. sealed, gravel, earth) is proposed.

A functional classification system enables each road to be critically assessed based on destination and purpose, with agreed criteria to determine whether the road system is meeting the needs of the road users.

In developing the road classification system the following guiding principles have been used:

· Classification system is linked with, and consistent to the Austroads National Functional Road Classification system;

· Traffic volumes, vehicle type, existing road structure, abutting property use, future demand etc, assist in determining appropriate classification; and

· Access to abutting properties;

· Direct linkage with other roads in the network, including arterial roads;

· Transportation and bus routes;

· Identifiable origin and destination function served;

· Links within areas of the municipality, such as agricultural, community and commercial

· The existing width of a road or whether it is sealed is not necessarily criteria that influence a classification.

The revised plan now proposes that each road be classified into a Link (e.g.. Birchip-Corack Road), Collector (e.g. Seven Mile Road), Access (e.g. roads servicing residential properties) or Limited Access (e.g. road servicing rural paddocks) road and identified the standard Council desires to achieve for that class of road. In considering this re-classification, the hierarchy maintains the current Council Policy to provide all weather access roads to an occupied residence.

The road hierarchy approach to the classification of roads will have an impact on the level of service attributed to some roads. Minor roads are classed as those roads that do not provide a primary access to an occupied residence. These roads are generally maintained to an earth road standard. The new classification system proposed will result in an additional 45km of sealed roads and 610km of gravel roads being maintained to an earth road standard rather than the current sealed or gravel road standard.

This represents an annual reduction of approximately $1.56million on the required renewal of these assets. This saving has been calculated based on completing sealed road rehabilitation every 60 years at $275,000 per kilometre, sealed road surface re-seal every 15 years at $20,000 per kilometre and gravel road re-sheet every 15 years at $32,000 per kilometre.

Council have also completed a functional re-classification of its footpath network based on Primary Access (high traffic footpaths such as commercial areas and school zones) and Secondary Access (lower traffic/residential areas).

The move to a functional hierarchy has also brought about changes to the type and frequency of pro-active condition inspections, intervention levels and the standard for renewal. These changes vary dependent on the classification level of a road or footpath.

Under the Road Management Act 2004, Council must publically advertise the proposed change to the plan for 28 days. It is recommended that the Council endorse the draft plan for consultation and receive a further report at the April 2014 Ordinary Meeting of Council following the public consultation period.

3. Financial Implications

There are short-term financial savings in the implementation of the Draft Road Management Plan, however the major benefit of the plan is that it offers a sustainable long term plan of managing our road assets. The long-term financial savings associated with the proposed functional hierarchy of our asset network will be fully realised through the subsequent review and implementation of the Road Asset Management Plan.

4. Community Consultation

The recommendations of this report sets out the proposed consultation program, including provision of advertisements in local papers and the Government Gazette.

5. Internal Consultation

A staff working party has been developed in mid-2013 to do a complete review of the Road Management Plan and the Road Hierarchy. This working party will continue to work on the implementation and ongoing reviews of the plan.

6. Legislative / Policy Implications

The Road Management Act 2004 sets out the requirement and procedures for making a Road Management Plan. The contents of the plan and the recommendations for public consultation are in line with this Act.

The Plan reflects the purpose and objective of Council as specified under Sections 6 and 7 of the Local Government Act 1989.

This Road Management Plan sets the key policy framework of how Council manages its road, footpaths and related assets. This Plan, combined with Council’s Road Asset Management Plan, sets the service levels of the Buloke Shire road network.

7. Environmental Sustainability

Nil.

8. Conflict of Interest Considerations

Nil.

9. Conclusion

The Draft Road Management Plan will give Council an increased strategic and sustainable approach to managing and maintaining our extremely large and important road network. The plan will be less prescriptive than previous versions and allow Council to plan and prioritise work based on condition and class of a particular road.

The revised classification system recognises the changing function and use of roads over time and will deliver to council a reduction of approximately $1.56mill on annual renewal expenditure liability. This will assist in improving councils long term financial sustainability.

It is recommended that the Council endorse the Draft Road Management Plan and arrange for advertisements for public consultation and submissions in line with Section 54 of the Road Management Act 2004.

Buloke Shire Council Ordinary Meeting Wednesday, 12 February 2014

7.2.6 Road Management Plan Review

Attachment 1 Draft Road Management Plan - Version 3.0

1. Introduction

The Buloke Shire Council (Council) is committed to ensuring that accessible, quality services and facilities are provided to our community.

The development of the Road Management Plan compliments the Council’s Council Plan by addressing specific elements of the maintenance and management of the road network, as well as the legislative responsibilities under the Road Management Act 2004.

2. Purpose of the Plan

The purpose of this Road Management Plan is to:

· Detail the management systems for the road management functions under the control of Buloke Shire Council,

· Set the relevant standards in relation to the discharge of duties in the performance of those road management functions,

· Ensure the provision of a safe and efficient road network for use by road users and the community.

3. Legislative Basis for the Plan

This Road Management Plan is prepared in accordance with, Division 5 of the Road Management Act 2004 (the Act), and in accordance with Ministerial Code of Practice – Road Management Plans.

The Plan reflects the purpose and objective of Council as specified under Sections 6 and 7 of the Local Government Act 1989.

In developing the relevant standards detailed in this Plan, Council has had regard to the following Best Value Principals specified under Section 208B of the Local Government Act 1989.

All services must be:

· Measured against quality and cost standards;

· Responsive to the needs of its community;

· Accessible to those members of the community for whom the service is intended;

· Subject to continuous improvement;

· Linked to a program of regular community consultation; and

· Report regularly to the community.

4. Roads for which the Plan Applies

This Plan applies to all roads and pathways for which Council is the coordinating road authority in accordance with Sections 36 and 37 of the Act. The roads are listed in Council’s Register of Public Roads.

The register provides a list of the roads for which Council is the Responsible Authority, and includes (where applicable) the following;

· Road name

· Locality

· Date Road became a Public Road

· Start and end description

· Length

· Road Classification

· Footpath Classification

· Surface Type

· Ancillary Areas

· Demarcation Responsibility

Council has determined that those roads and footpaths on the Register of Public Roads are those roads that are considered to be reasonably required for public use. The Register of Public Roads has been adopted by Council and is amended from time to time as required. The Register of Public Roads is available for inspection at Council offices.

Council’s responsibility for the operation of arterial roads is detailed in the Code of Practice- Operational Responsibility for Declared Freeways and Arterial Roads.

Where applicable, the details of agreements between the Council and other road authorities, made pursuant to Section 15 of the Act, are also included in the Register of Public Roads.

This Plan does not apply to any driveway or pathway providing access from private property to a public road.

5. Management System

Council’s Road Management Plan has been developed within an overall planning framework, which guides Council in identifying community needs and aspirations.

Information flow and the decision making process is complex, with the Council Plan, Financial Plan and Annual Budget, providing the framework to a range of supporting Plans and Strategies.

Council’s Road Asset Management Plan is a key document in detailing the strategic guidelines and identifying maintenance, renewal and upgrade improvements for the road network. The Road Asset Management Plan takes a lifecycle approach to the management of our road network and identifies the elements necessary for the long term sustainability of our asset. It provides details of the particular actions and resources required to manage the road system.

The management system that Council uses for its road management functions can be summarised in the diagram provided in Schedule A. The flowchart outlines the process for determining asset standards, allocating resources and prioritising works.

6. Asset Standards

Council’s road management standards have been developed within the overall planning framework, taking into account community expectations, industry standards, relevant risk factors and available resources.

Maintenance standards and asset performance targets will vary across the road network in line with relevant risk factors such as the nature and volume of traffic using the road, operating speed, the susceptibility of assets to deterioration, the cost effectiveness of repairs and the competing priorities for funding.

For the purposes of the Road Management Plan standards have been defined in terms of:

· The Road and Footpath Classification;

· Standards for Expansion Upgrade and Renewal;

· Standards for Maintenance; and

· Condition Monitoring and Response.

7. Classification System

A new classification system has been developed for both roadways and footpaths, to ensure that appropriate management, engineering standards and planning practices are applied to a road based on its function.

The new functional based classification system also enables more efficient use of resources by allocating funding to those roads that are of higher priority and the costs are better justified.

7.1 Road Classification

In developing the road classification system the following guiding principles have been used:

· Classification system is linked with, and consistent to the Austroads National Functional Road Classification system;

· Classification system is function based;

· Traffic volumes, vehicle type, existing road structure, abutting property use, future demand etc, assist in determining appropriate classification; and

· Width of a road or whether it is sealed is not necessarily criteria that influence a classification.

ROAD CLASSIFICATION
LINK ROAD	A Link Road provides primarily for collecting and distributing traffic from local areas to the wider Arterial Road Network. It provides connectivity to significant town and rural industries, including farm produce, quarries and tourist’s activities. Link Roads cater generally for higher traffic volumes (>150ADT), heavy vehicles and higher travel speeds.
COLLECTOR ROAD	A Collector Road provides primarily a feeder service to Link Roads. It provides access to local properties in both rural and town areas and access to moderate local rural industries, including farm produce, quarry and tourist activities. Collector Roads generally cater for moderate traffic volumes (50 - 100 ADT), and medium travel speeds
ACCESS ROAD	An Access Road provides primarily direct access to occupied residential properties and industries in urban and rural areas. It provides access to limited local rural industries, including farm produce, quarry, and tourist activities. Access Roads cater generally for lower traffic volumes (20 – 100 ADT), and low travel speeds.
LIMITED ACCESS/TRACK	A Limited Access Road/Track provides primarily access to undeveloped properties in rural areas. It is not required to provide daily access to residences, and may be used for paddock access, fire protection purposes and management access. Limited Access roads / Tracks cater for very low speeds, low traffic volumes (<10 ADT)

7.2 Footpath Classification

The footpath classification system has been developed based on the expected usage of the network.

FOOTPATH CLASSIFICATION

PRIMARY ACCESS ROUTE

Provides services to areas with expected high volumes of pedestrian traffic.

Generally confined to commercial areas.

SECONDARY ACCESS ROUTE

Provides services to areas with lower expected volumes of pedestrian traffic.

Predominantly confined to residential areas.

8. Standards for Upgrading and Renewal of Road Assets

The Standards for construction of new rural local roads and for the expansion, upgrading and renewal of existing rural local roads, have been developed in accordance with the standards described in Schedule B Standards for Urban streets are determined on an individual basis depending on site conditions, traffic and amenity.

The standards take into account road user requirements relating to operational comfort, convenience, safety and the funding resources available to Council.

Compatible cross-section, horizontal and vertical alignment will provide users with an consistent quality of service in terms of ride comfort, convenience and a safe facility.

It is not intended that all roads will comply with adopted Standards, however any new or refurbishment work should be constructed to the desirable Standard, where practicable. In instances where adopted standards cannot be achieved, professional judgements will be adopted.

9. Maintenance Standards

Maintenance Standards have been developed in consultation with internal stakeholders, the community, an assessment of available historical data and industry standards.

Standards will vary across the road network in line with relevant risk factors such as the nature and volume of traffic using the road, operating speed, the susceptibility of assets to deterioration, the cost effectiveness of repairs and the competing priorities for funding. The variation of maintenance standard across the network is reflected in Council’s road classification system.

Council has identified critical maintenance defects for all roads for which it is responsible. For each defect, the following criteria have been developed:

· The level at which the defect is a potential safety hazard; and

· The level at which a defect reaches a desirable performance standard.

In determining the point at which a defect is identified as a potential hazard, Council has referred to industry standards developed by Austroads and VicRoads.

Schedule C provides the hazard description adopted by Council for roads for which it is responsible. The desirable performance standards describe the standard at which maintenance works are to be implemented. They are based on community consultation, available resources and the optimal time to intervene to maximise the life of the road. The performance standards are under development and will form part of Council’s Road Asset Management Plan.

10. Monitoring System and Response

Council inspects all roads for which it is responsible on a cyclic basis to identify potential safety hazards, and defects which exceed accepted maintenance standards.

The inspection program reflects the road priority identified in the road classification system and appropriate use of resources.

INSPECTION TYPE	INSPECTION FREQUENCY BY CLASSIFICATION
	Footpaths (all)	Link Road	Collector Road	Access Road	Limited Access / Track
Day Time	Yearly	Four per year	Twice per year	Once per year	Once every five years
Night Time	Not inspected	Yearly	Once every two years	Once every five years	Not inspected

In addition to being identified through the routine monitoring system, defects are logged into Council’s Customer Service Request System from other sources, including identification by a customer or road user.

When a defect is identified through routine inspection, or reported from a customer, the defect is logged electronically to identify the nature of the defect, its location, the responsible officer, and the appropriate response.

Bridge Structures are inspected once per year. The VicRoads Level 1 Bridge Inspection form is used to record the annual inspections.

Once identified the defects are then assessed and actioned. Appendix C describes the hazard response adopted by Council for each classification of road.

11. Force Majeure

Council will make every endeavour to meet all aspects of its Road Management Plan. However, in the event of natural disasters and other events including, but not limited to, fires, floods, droughts, and the like, together with human factors, such as lack of Council staff or suitably qualified Contractors, because of Section 83 of the Victorian Wrongs Act 1958, as amended, Council reserves the right to suspend compliance with its Road Management Plan.

In the event that the CEO of Council, has to, pursuant to Section 83 of the above Act, consider the limited financial resources of Council an its other conflicting priorities, meaning Council’s Plan cannot be met, they will write to Council’s Officer in charge of its Road Management Plan and inform them that some, or all, of the timeframes and response times are to be suspended.

Once the events beyond the control of Council have abated, or if the events have partly abated, Council’s CEO will write to Council’s Officer responsible for Council’s Plan and inform them which parts of Council’s Plan are to be reactivated.

12. Off-Road Paths

Paths, walking tracks and trails which are not located on the Public Roads are not included in the Council Register of Public Roads and are excluded from this Road Management Plan.

These paths are considered off-road and are located in recreation reserves, parklands, or properties for which Council has responsibility. These paths are inspected and maintained by Council in a similar way to the “Limited Access/Track” as detailed in the Appendices of this plan.

APPENDIX A – ASSET MANAGEMENT SYSTEM

Chart –Planning Process Linkages

Council has commenced the process of developing a robust strategic planning process built around a policy framework established through a careful analysis of economic capacity, risk mitigation and soundly based service standards.

A strong relationship has been developed between asset maintenance, asset renewal and the annual budget decision-making process based on an informed assessment of the resources required to achieve continuous improvement to Council's asset base.

Road expenditure, capital and maintenance, is assessed on the basis of road category, traffic type and volume, road condition, maintenance consumption, associated risk and customer request. A process for evaluating all asset improvement requests has been developed and is in the process of being implemented.

Each year’s annual program is based on an annual review of the 10 year forward capital program with current year works being prioritised on the basis of road category, traffic type & volume, road condition, maintenance consumption, associated risk and customer request.

The 10 year forward capital program is regularly reviewed by Council taking into account economic capacity, road category, traffic type and volume, road condition, maintenance consumption, associated risk and customer request.

APPENDIX B – STANDARDS FOR UPGRADING AND RENEWAL OF ROAD ASSETS

APPENDIX C – DESCRIPTION OF HAZARD AND HAZARD RESPONSE

PAVEMENTS
Description of Hazard	Response Time by Classification
	Link Road	Collector Road	Access Road
Obstructions and Substances in Traffic Lane
Materials fallen from vehicles, dead animals, wet clay and other slippery substances, hazardous materials, accumulation of dirt or granular materials on the traffic lane of sealed roads	3 days	1 week	1 week
Ponding of water >300mm deep, fallen trees, oil spills, stray livestock.	24 hours	3 days	1 week
Pavement of Surface Defects
Potholes in traffic lane of a sealed pavement greater than 300mm in diameter and greater than 100mm deep or in the traffic lane of an unsealed pavement greater than 500mm diameter and 150mm deep	2 weeks	1 month	3 months
Deformations greater than 100mm under a 3m straight edge	2 weeks	1 month	3 months
Edge drops onto unsealed shoulder greater than 100mm	2 weeks	1 month	3 months
Drainage
Damaged or missing drainage pit lids, surrounds, grates, in pedestrian areas or traffic lanes.	2 weeks	1 month	3 months

ROADSIDES
Vegetation - Trees, Shrubs and Grassed Areas
Tree limbs or trees that have been classified as in danger of falling and causing a danger to the public	24 hours	3 days	1 week
Trees, shrubs or grasses that have grown to restrict design sight distance to intersections or restrict viewing of safety signs	2 weeks	1 month	3 months
Vegetation intruding within an envelope over roadways from the back of shoulder and/or kerb and a minimum of 5m height clearance over pavement and the trafficable portion of shoulders.	3 months	6 months	12 months
Safety signs missing, illegible or damaged making them substantially ineffective	2 weeks	1 month	3 months
Guideposts missing or damaged at critical locations making them substantially ineffective	3 months	6 months	12 months
Safety barriers and fencing missing or damaged at critical locations making them substantially ineffective	3 months	6 months	12 months

Pavement markings missing, illegible or confusing at a critical location	3 days	1 week	2 weeks

STRUCTURES
Damage affecting structural performance.	24 hours	24 hours	1 week

APPENDIX C – DESCRIPTION OF HAZARD AND HAZARD RESPONSE

FOOTPATHS AND PATHWAYS
Footpath Classification	Primary Access Route	Secondary Access Route
Defective pedestrian areas with a step greater than 25mm	6 months	12 Months
Vegetation which presents a physical hazard to the public over pedestrian/bicycle paths, intruding into a clearance envelope between the edges of path and a minimum of 2.5m height clearance over path.	6 months	12 Months

When Council inspects or is notified of a hazard, Council will rectify it if possible, or provide appropriate warning within the response time indicated. Where, because of the nature of the repair required, level of resources required or workload, it is not possible to rectify within the time shown, appropriate warning of the hazard is to be provided until the repair can be completed

Appropriate warning could include, for example:

· Provision of warning signs,

· Traffic control action

· Diverting traffic around the site,

· Installation of a temporary speed limit,

· Lane closure,

· Closure of the road to use by certain vehicle (eg a load limit), or

· Road closure

· Or any other measure which reasonably addresses the duty of care to road users.

Limited Access/Tracks are inspected every five years. Repair works are scheduled on a programmed basis and will be attended to when resources become available.

APPENDIX D – ROAD AND FOOTPATH HIERARCHY MAPS

Date and Time:	9 December 2013	Time: 5.00pm to 8.00pm
Location:	Charlton District Office
Attendees:	Cr Reid Mather – Mayor Cr Ellen White Cr David Pollard Cr Stuart McLean Cr Leo Tellefson Cr Gail Sharp Cr Graeme Milne Paul Younis – Acting Chief Executive Officer Bill Ryan – Manager Finance Anthony Judd – Manager Assets and Infrastructure Gaynor Doreian – Manager Works and Construction Bill Keane – Manager Community Services Jessie Lysaght – Senior Planning Officer
Apologies:	Nil

NO.	TOPIC
1.	Declarations of Conflicts of Interest
	1.1	Cr Leo Tellefson (Item 2.1)	On the basis of his membership on the Board of the East Wimmera Health Service
2.	Presentations
2.	2.1	Paula Noble (East Wimmera Health Service)
3.	Items for Discussion
	3.1	Council Reports
	3.2	2014/2015 Budget Development
	3.3	Christmas/New Year Break Service Arrangements
4.	CEO Updates
	4.1	Contract CO6 Update
	4.2	Fire Notices

Application No	Applicant	Address	Date Rec	Summary of Proposal	Status
535/14	Acciona	Gap Road, Nine Mile	20/12/2013	Wind Energy Facility and associated works	Notice of Application
536/14	Adrian Cummins & Associates Surveying	27 Golf Links Road, Charlton	13/12/2013	Two Lot Subdivision – Dwelling Excision	Further Info request
537/14	Ferguson Perry Surveying	7 Hammil Street, Donald	06/01/2014	Two Lot Subdivision	Notice of Application
538/14	Country Fire Authority	4679 Donald- Swan Hill Road, Dumosa	20/12/2013	Use and development of an Emergency Services Facility	Referral
539/14	A Borafitrey	28 Camp Street, Watchem	10/01/2013	Buildings and works in Township Zone	Notice of Application

Date	Permit No.	Applicant	Address and Project
13.1.14	510/13	Simon Early on behalf of the CFA P O Box 701 Mt Waverley Vic 3419	55 – 63 Railway Avenue, Sea Lake Pty No: 245 401 904 Development and Use of an Emergency Services Facility
13.1.14	527/13	Peter Clapham Plans for People 434 Hargreaves Street Bendigo 3550	73 Best Street, Sea Lake Pty No: 240 003 504 Building and Works (Verandah)
13.1.14	531/13	Country Fire Authority	270 Yeungroon – Nine Mile Road, Yeungroon Pty No: 381 913 402 Use and development of Emergency Services Facility
8.1.14	522/13	Price Merrett Consulting on behalf of P & K Hutcheon P O Box 1172 Swan Hill Vic 3585	CA 72A and 72B Parish of Teddywaddy Pty No: 185 168 004 Known as 4907 St Arnaud-Wycheproof Road, Teddywaddy West 3527 Two Lot Subdivision
Date	Permit No.	Applicant	Address and Project
7.1.14	528/13	K Harberger Box 6 Donald Vic 3480	Lot 56 PS 40521 Known as Racecourse Road, Donald Pty No: 115 400 703 Works to construct a Weighbridge and Weigh Station
8.1.14	534/13	St Josephs School P O Box 149 Charlton vic 3525	Lot 2 PS 409705 Known as 25 Watson Street, Charlton Pty No: 363 011 102 Development of an Outdoor Shelter
4.12.13	533/13	P Shirley P O Box 22 Culgoa Vic 3530	Lot 1 TP 170787P Parish of Kaneira Known as 25 Park Street, Culgoa 3530 Pty No: 254 401 004 Development and Use of a Shed

Provider	Recipient	Date	Purpose for Recognition
Australian Government	Merridee Hardinge OAM, Altona (Wife of Former Councillor and Mayor of Hobsons Bay Leigh Hardinge)	26 Jan 2014	The Order of Australia Medal has been for her service to the community of Hobsons Bay. Buloke Council wishes to recognise this achievement as Merridee and Leigh provided assistance to Buloke community during the difficult times of drought and were vital links in strengthening the Council’s Friendship Alliance.
State Government’s Community Sport and Recreation Awards	Tom Trewin Wycheproof	Dec 2013	Was one of the last three finalists for the “Young Volunteer of the Year Award” in the State Government’s Community Sport and Recreation Awards. This Award recognises Tom for his volunteer work he has undertaken for Junior Cricket in his community, showing exceptional leadership qualities and being held in high regard by his team mates, opponents and administrators.
Wycheproof P-12 College	Christopher Driscoll Wycheproof	Dec 2013	Awarded the Dux for Wycheproof P-12 College in 2013
Charlton College	Matthew Peverill Charton	Dec 2013	Awarded the Dux for Charlton College in 2013