Professional Documents
Culture Documents
Agenda
Ordinary Meeting of Council
21 August 2017
Council Chambers, 3 Ellenor Street SCOTTSDALE
commencing 6.00 pm
TIM WATSON
General Manager
Ref 17/8356
Dorset Council
Qualified Persons Advice
___________________________________________________________________
The Local Government Act 1993, Section 65, provides (in part) as follows: -
A council is not to decide on any matter which requires the advice of a qualified
person without considering such advice unless the general manager certifies in
writing that such advice was obtained and taken into account in providing
general advice to the Council.
b. where any advice is directly given by a person who does not have the required
qualifications or experience that person has obtained and taken into account in
that persons general advice the advice from an appropriately qualified or
experienced person.
TIM WATSON
General Manager
Present:
Apologies: Cr L S Quilliam
Recommendation
That the Minutes of Proceedings of the Dorset Council Ordinary Meeting held on 17
July 2017, having been circulated to all Councillors, be confirmed as a true record.
Recommendation
That the Minutes of Proceedings of the Dorset Council Ordinary Meeting Closed
Session held on 17 July 2017, having been circulated to all Councillors, be confirmed
as a true record.
Recommendation
That Council confirm the Agenda and order of business for the 21 August 2017
Council Meeting.
The purpose of this agenda item is to provide Councillors and the community with a
briefing on matters of interest dealt with during the past month by Councils
Management Team.
The facts of the matter are that the event organiser Chris Ord was recently contacted
by myself where it was explained that it made no sense for a running event to be
held on the busiest long weekend of the year when Derby would be bursting at the
seams with mountain bikers. In addition, Mr Ord was reminded about a conversation
that I had had with him about broadening the event in 2019 to include mountain
biking and therefore justifying the considerable Council contribution ($10,000)
towards the running of the event.
It is disappointing that Mr Ord has chosen to criticise myself and Council as short-
sighted when all that is being done is ensuring that community is getting a return on
its investment, i.e. increased visitation. Chris Ord readily admits himself that the
mountain bike tourism associated with Derby will continue irrespective of the holding
of this event.
Planning/Building Applications
See attachments for detailed information about applications approved in July 2017.
Bridport
Bridport Rec Ground: Multifunction Centre
Awaiting Crown
RV Park - Bridport Main Street
Land Approval
Bridport Croquet Lawn Beach: Disabled access to the beach
Bridport Rec Ground: flexipave one netball court Quoted
Bridport Foreshore: BBQ Upgrade (Stage 2) Commenced
Bridport Destination Playground: additional play equipment
Bridport: Recycled plastic bench seats around towns Commenced
Bridport Foreshore Beautification Commenced
Bridport Foreshore: Repair Solar lights Planning
Derby Area
Blue Derby Mountain Bike Trails
Town Entrance Signage: Pioneer, Herrick and South Mount
Completed
Cameron
Branxholm Pool: Replace Pool Cover and Rollers
CONSTRUCTION
ROADS
Reseals
Aikman Court - Scottsdale
Renison Street - Derby
Hill Street - Derby
North Street - Derby
Bruce Street - Derby
Bell Street - Derby
Allan Street - Derby
Frederick Street - Derby
Esplanade - Derby
Charles Street - Derby
Christopher Street North - Derby
Christopher Street South - Derby
Krushka Street - Derby
Church Street - Derby
Cascade Road - Derby
Lower Cascade Road - Derby
Willow Court - Winnaleah
Wattle Grove - Winnaleah
Warrentinna Road - Winnaleah
BRIDGES
Banca Road Box Culvert: Replace Culvert Boobyalla River
Bridport: Western Access Road Bridge Tender Advertised
OTHER
North Scottsdale Road - Guardrail
Ada Street Scottsdale: Replace kerb east side of Ada Street
between Arthur & King Streets
King Street Scottsdale: Replace kerb, footpath & upgrade
Stormwater between LINC & Dorset Flex
Ada Street Bridport: Stabilise & Reseal between Main Street &
Bridport Road
Bentley Street: Design reconstruction of Bentley Street between
Planning
Main & John Street
Elizabeth Street Bridport: Design
Arthur Street Scottsdale: Reconstruct Railway Crossing, Replace
Planning
damaged kerb, Construct footpath between Hedley & Ada Street
FOOTPATHS
Ada Street Scottsdale: Between King & Arthur Street Planning
Ethel Street Scottsdale: Between King & Ellenor Street Planning
Main Street Bridport: Adjacent to Caltex Awarded
Elizabeth Street Bridport: Between Louisa Street & Bridview Place
Awarded
(east side)
Joseph Street Bridport: Between Main Street & Play Centre Awarded
Scott Street Branxholm: Between Pearce Street & West Side of No
26
Christopher Street Derby: Between Main Street & Bike Wash (north
side)
Tomahawk Drive Tomahawk: Between Caravan Park Entrance &
Commenced
Play Ground
Ringarooma Road: Footpath from Lovers Lane to Ringarooma Commenced
Bridport Destination Playground: footpath to play equipment near
Awarded
hall
STORMWATER
Gladstone Road Pioneer: Stormwater improvements
Fredrick Street Derby: Upgrade system adjacent to old works depot Planning
Richard Street: Extend Stormwater from Douglas Street to 114
Richard Street
Tomahawk Drive Tomahawk: Construct drain opposite Morgan
Esplanade
Winnaleah Fire Station: Stormwater Investigation - options to
reduce flooding behind Willow Court
Charles Street Derby: Install pipe to connect water from open drain
Commenced
above Main Street
Edward Place Branxholm: Upgrade Stormwater Completed
Nil
The following Question was Taken on Notice at the 17 July 2017 Council
Meeting.
Ms Louise Brooker:
(Question in relation to the Dorset Council Strategic Plan)
In the section, Natural and Built Environment, the third goal which covers Councils
preparation for and response to the effects of climate change in the coastal
environment, it has been totally deleted I noticed could you please explain your
reasons?
--------
155/17 Deputations
Nil
Purpose
The purpose of this agenda item is to consider a notice of motion proposed by
Councillor S J Arnold.
Background
The following Notice of Motion and background information was received from
Councillor Steve Arnold on 3 August 2017:
That Dorset Council should conduct a survey of Bridport residents (or the
wider community) regarding the future traffic arrangements for Bentley
Street.
Reasons:
Feedback from the community suggests that Bentley Street would be better utilised
as a one-way street, with traffic flowing in a northerly direction only. It has been
noted that two-way access would be required past Charles Street to enable access
to the far end of Bentley Street.
As of yet, Council hasnt articulated a clear vision for the redesign of Bentley Street.
By conducting a community survey, we could ascertain the public consensus of
ratepayers and road users as to whether Bentley Street should be one-way or two.
Conducting a survey at this stage of the planning process will potentially allow the
redesign of the street to address not just traffic flow but also safety, which will
continue to be an issue should the street remain two-way.
An allocation has been made in the 2017-18 Budget Estimates with planning
commenced to develop a design and call tenders for the project.
Council officers are proceeding on the basis of a design based on the current two-
way street including improvements to footpaths, kerb and gutter and vehicle
movements based on safety, improved access for pedestrians and traffic calming. It
is noted that Bentley Street is currently a 40km hour speed zone. Council Officers
As with all projects of this nature, Council will be regularly briefed on the design and
tender process. Further the community will be regularly informed of progress
through Councils normal communication process.
Recommendation Cr Arnold
That Dorset Council should conduct a survey of Bridport residents (or the
wider community) regarding the future traffic arrangements for Bentley Street.
Purpose
The purpose of this agenda item is to consider a notice of motion proposed by
Councillor G J Howard.
Background
The following Notice of Motion and background information was received from
Councillor Greg Howard on 14 August 2017:
Reasons:
Ever since the purchase of Aminya from Presbyterian Care by Dorset Council and
the appointment of May Shaw as the health care provider, all matters relating to the
financial arrangements of Aminya have been held in closed session.
Subsequent to the initial purchase and as part of the initial plan for a long term
solution to sustainable aged care in the North East, the discussions with the State
Government as to the integration of the James Scott Wing of the Hospital into
Aminya and redevelopment at Aminya to bring all operations under the one roof
have also been held in closed session.
Following regular discussions, all Councillors are acutely aware of the confidentially
of closed session agenda items and their obligations not to release information into
the public arena.
Councillor Archer has been agitating for some time for discussion about Aminya to
be held in open Council, even though this action would have the potential to
jeopardise the arrangements currently in place with May Shaw and the State
Government.
Despite Councils consistent refusal to move agenda items relating to Aminya out of
closed session, Councillor Archer has taken it upon himself to release information to
the North Eastern Advertiser for reasons known only to himself.
This action by Councillor Archer has breached the trust of Council as well as
potentially constituting a breach of the Code of Conduct and the Local Government
Act 1993.
Dorset Council Meeting Agenda 21 August 2017
TRIM Ref: 17/8356
Page 14 of 24
Officers Comments General Manager
In the article published in the North Eastern Advertiser (9 August) Councillor Archer
makes a number of statements about Dorset Councils involvement in the Aminya
aged care facility. The inference being that Council is not being transparent with the
community about this important community matter and Councils financial exposure.
To the contrary Council has taken considerable steps to inform the community of the
progress of the aged care solution and has consistently advised the community that
Council would have a financial exposure for a period of time.
Specifically, the Mayor and General Manager made a presentation to the community
on 14 October 2015 in which it was stated that Council would fund the purchase of
the Aminya facility, equipment purchases and operational losses. These outlays
would then be reimbursed via future cash surpluses that a combined facility would
generate. A follow up presentation was made to the community on 15 June 2016.
Copies of these presentations have been made available to the public on Councils
website.
The exact details of the report are subject to commercial in confidence and
therefore cannot be publicly disclosed, however, the following provides an
indication of the likely financial risk to Council and an assessment of that risk.
On this basis it is difficult to understand how it could be argued that the community
has not been adequately informed of Councils involvement in the aged care solution
for the North East.
Recommendation Cr Howard
That Council pass a motion of no confidence in Councillor Lawrence Archer
for his decision to publicly disclose commercial in confidence information
(which has only been made available to Councillors in Closed Sessions of
Council) relating to the financial performance of Aminya and State
Government support.
Purpose
The purpose of this report is for Council to review the Road Policy.
Background
The Annual Plan for 2016-17 required reviewing of several Council policies. The
Road Policy was scheduled for review as part of this process.
The Road Policy was adopted by Council on 20 June 2011 and last reviewed at the
16 June 2014 Council Meeting. The proposed changes were discussed with
Councillors at the August Workshop.
This Policy allows Council to continuously improve the standard of municipal roads
and streets to meet the safety and amenity needs of the community by adopting a
criterion based approach and adherence to sound asset management practices to
manage Councils road network.
Risk Management
Regular review of policies is important to appraise the merits of individual policies
and ensure ongoing compliance with current legislation and standards.
Community Considerations
N/A
Officers Comments
The revised policy outlines suggested changes due to the following reasons:
Recommendation
That Council adopt the revised Road Policy.
Purpose
The purpose of this report is for Council to review the Community Grants Policy.
Background
The Annual Plan for 2017-18 requires reviewing of several Council policies. The
Community Grants Policy is scheduled for review as part of this process.
The Community Grants Policy was adopted by Council on 18 August 2014 and is
scheduled for review as per the Annual Plan.
Preliminary revisions to the Community Grants Policy were discussed at the August
Council Workshop. Discussions initially focussed upon refining the wording of the
grant guidelines, particularly toward ensuring that sourcing of works/services from
local businesses featured as part of the assessment criteria for each grant stream
available under the Community Grants Program.
Discussion then moved to considering the existing format of the policy and in
particular, whether to (i) continue with the existing policy format (i.e. guidelines being
included alongside the policy content), or (ii) removing the guidelines from the policy
(and retaining policy specific content only). Support to retain policy content only was
the preferred format and thus the policy has been reviewed in this context.
Risk Management
Regular review of policies is important to appraise the merits of individual policies
and ensure ongoing compliance with current legislation and standards.
Community Considerations
The Community Grants Program was developed with a philosophy of partnership,
whereby Council recognises the vital role community groups and organisations
Officers Comments
By removing grant guidelines from the Community Grants Policy, the revised policy
will ensure Councils policy position content for community grants is retained while
enabling for the efficient review of grant guidelines as required from time-to-time and
collaboratively between Councillors and relevant Council staff.
Recommendation
That Council adopt the revised Community Grants Policy.
Purpose
The purpose of this report is for Council to adopt an Emergency Relief Grant Policy.
Background
While undertaking assessment of the 2016-17 Community Grants Program,
members of the Community Grants Selection Panel expressed interest in forming an
Emergency Relief Grant that, subject to a suitable annual budget allocation, would
enable Council to provide financial assistance to local residents experiencing sudden
hardship or disaster.
A draft Emergency Relief Grant Policy was subsequently discussed at the August
Council Workshop. An overall cap on the amount of financial assistance to be
provided (per approved request), as well as (i) suitable eligibility and assessment
requirements, and (ii) formation and make-up of an Emergency Relief Grant Panel
(to assess each request for funding), was considered.
Risk Management
N/A
Community Considerations
Matters of emergency and disaster are indiscriminate and present a significant
personal and financial burden upon those affected. Councils Emergency Relief
Grant Policy has been prepared for compassionate purposes and seeks to alleviate
some of the financial strain experienced by local residents during these events.
Recommendation
That:
(i) Council adopt the attached Emergency Relief Grant Policy; and
(ii) Appoint the Mayor and two Councillors to become Councils Emergency
Relief Grant Panel.
Purpose
The purpose of this item is to present a proposed variation to the Annual Plan for
2017-18.
Background
The 2017-18 Annual Plan includes the following action to be completed by 30
September 2017:
Risk Management
N/A
Community Considerations
Establishment of a Bridport Cemetery was identified as a key priority for the Bridport
Reference Group.
Officers Comments
Investigation of preferred sites for a new Bridport Cemetery commenced over 18
months ago. Five sites were flagged for investigation; all of which are located upon
Crown Land. The ability to expediently undertake necessary feasibility investigations
for these sites has consequently been constrained (approval to undertake
geotechnical test pit investigations took nearly two months alone to obtain).
Recommendation
That Council defer the following 2017-18 Annual Plan item to the June 2018
quarter:
Department Project Bridport Cemetery Recommend to Council
preferred site.
Recommendation
That pursuant to Regulation 15 (2) (d) of the Local Government (Meeting
Procedures) Regulations 2015, Council close the meeting to the public.
Time:
This item is considered in closed session in accordance with Section 15 (2) (d) of the
Local Government (Meeting Procedures) Regulations 2015.
15 (2) (d):
Contracts, and tenders, for the supply of goods and services and their terms,
conditions, approvals and renewal.
This item is considered in closed session in accordance with Section 15 (2) (d) of the
Local Government (Meeting Procedures) Regulations 2015.
15 (2) (d):
Contracts, and tenders, for the supply of goods and services and their terms,
conditions, approvals and renewal.
This item is considered in closed session in accordance with Section 15 (2) (g) of the
Local Government (Meeting Procedures) Regulations 2015.
15 (2) (g):
Information of a personal and confidential nature or information provided to the
Council on the condition it is kept confidential.
21 August 2017
Dorset Council
Improving the quality of life of the people
of the Municipality through services
based on the principles of quality, equity,
value and responsiveness.
UNCONFIRMED Minutes
Ordinary Meeting of Council
17 July 2017
Council Chambers, 3 Ellenor Street SCOTTSDALE
commencing 6.00 pm
TIM WATSON
General Manager
Ref 17/7038
Table of Contents
Item No Item Page
129/17 Confirmation of Minutes 26 June 2017 3
130/17 Confirmation of Closed Session Minutes 26 June 2017 3
131/17 Confirmation of Agenda 4
132/17 Declaration of an Interest by Councillors 4
133/17 Management Team Briefing Report 4
134/17 Council Workshops Held Since Last Council Meeting 4
135/17 Councillor Applications for Leave of Absence 5
136/17 Public Question Time 5-7
137/17 Deputations 7
138/17 Councillor Question Time 8
139/17 Notices of Motion by Councillors 9
140/17 Dorset Strategic Plan 2017-2026 9
141/17 Annual Plan June 2017 Final Report 9
142/17 Risk Management Policy Review 10
143/17 Move to Closed Session 10
Recommendation
That the Minutes of Proceedings of the Dorset Council Ordinary Meeting held on 26
June 2017, having been circulated to all Councillors, be confirmed as a true record.
Decision
Crs Hall/Arnold
That the Minutes of Proceedings of the Dorset Council Ordinary Meeting Closed
Session held on 26 June 2017, having been circulated to all Councillors, be confirmed
as a true record.
Carried Unanimously
Dorset Council Meeting UNCONFIRMED Minutes 17 July 2017
TRIM Ref: 17/7038
Page 3 of 11
131/17 Confirmation of Agenda
Recommendation
That Council confirm the Agenda and order of business for the 17 July 2017 Council
Meeting.
The General Manager requests that a late agenda item be admitted to the Council
Meeting Closed Session. The item had not been able to be included in the agenda
as officers were still in the process of sourcing background information. It was
considered the matter required Councils urgent consideration (Local Government
(Meeting Procedures) Regulations 2015 Part 2, Division 1, Section 8(6)(b).
Decision
Crs Jessup/Arnold
That Council confirm the Agenda with the addition of a late closed session
agenda item 143A and order of business for the 17 July 2017 Council Meeting.
Carried Unanimously
The purpose of this agenda item is to provide Councillors and the community with a
briefing on matters of interest dealt with during the past month by Councils
Management Team.
Recommendation
That the Management Team Briefing Report be received and noted.
___________________________________________________________________
Decision
Crs Stein/Moore
That the Management Team Briefing Report be received and noted.
Carried Unanimously
Nil
Ms Louise Brooker:
I wonder could you please explain why Council is revising the Strategic Plan:
a. before it runs its course in 2018; and
b. without consulting the community?
In the section, Natural and Built Environment, the third goal which covers Councils
preparation for and response to the effects of climate change in the coastal
environment, it has been totally deleted I noticed could you please explain your
reasons?
Ms Irene MacFarlane:
My questions pertain to item 116/17 in the Minutes of the Council Meeting 26 June
2017, where I note that the Mayor acknowledged himself to be in a position of a
conflict of interest or perceived conflict of interest and so vacated the chair, to
consider a notice of motion proposed by Councillor L D Archer That Dorset Council
does not support or condone the Mayors email of 8 th of June which was send to the
Local Government Association of Tasmania and all Tasmanian Councils and note
that the motion lapsed, due to no seconder.
I note the mayor complied with Code of Conduct (Part 2 Conflict of Interest: 5) in
removing himself from debate, by vacating the chair. Does the Mayor consider
himself as complying with Code of Conduct (Part 2 Conflict of Interest 6 b) which
requires the exercise of good faith and reasonable judgement to determine whether to
retire from the room until the matter was decided?
Does the Mayor consider himself as acting in accord with the Code of Conduct (Part 3
Use of Office: 2) to not take advantage of his office or status to influence Council in
the exercise of their functions in order to benefit for himself, in this instance to allow
for a seconder to the motion to facilitate fearless, fair and frank discussion?
In respect of the content of the email, as published in The Advertiser June 28, does
the Mayor consider himself to be acting in accord with the Code of Conduct (Part 8
Representation: 1, 4, 5, 6): A councillor must accurately represent the policies and
decisions of the Council, must clearly indicate when he or she is putting forward his or
her personal views, show respect when expressing personal views, which must not be
expressed in such a way as to undermine the decisions (either present or future) of
the Council.
Does not the failure of Council to second the motion referred to above and therefore to
not debate the matter imply that Council not only endorses the personal viewpoint of
the Mayor but also the manner in which it was expressed, in which case does not a
motion to that effect (endorsement) require debate, during which it is appropriate that
the Mayor remove himself during same?
Why dismiss the NRM Officer at a time when the second round of grants were being
opened? This action proved very disruptive to people, like myself and our farming
arrangements with applying for additional grants for fencing and protecting the river,
etc.
137/17 Deputations
Nil
Cr S J Arnold:
Bentley Street Bridport Letterbox Drop
Purpose
This purpose of this report is for Council to receive and adopt the Dorset Council
Strategic Plan 2017 2026.
Recommendation
That Dorset Council adopt the Dorset Council Strategic Plan 2017-2026.
___________________________________________________________________
Decision
Crs Hall/Moore
That Dorset Council adopt the Dorset Council Strategic Plan 2017-2026.
Carried Unanimously
Purpose
The purpose of this agenda item is to present a report on the achieved result of
Councils Annual Plan for 2016-17.
Recommendation
That the Dorset Council Annual Plan 2016-17 - Final Report be received and noted.
___________________________________________________________________
Decision
Crs Jessup/Stein
That the Dorset Council Annual Plan 2016-17 - Final Report be received and
noted.
Carried Unanimously
Purpose
The purpose of this agenda report is to review Councils Risk Management Policy.
Recommendation
1. That Council adopt the revised Risk Management Policy.
2. That the following action be added to the 2017-18 Annual Plan - December
quarter for activity 6:
Review Councils risk management strategy and risk register.
___________________________________________________________________
Decision
Crs Hall/Moore
1. That Council adopt the revised Risk Management Policy.
2. That the following action be added to the 2017-18 Annual Plan -
December quarter for activity 6:
Review Councils risk management strategy and risk register.
Carried Unanimously
Decision
Crs Jessup/Arnold
That pursuant to Regulation 15 (2) (f) of the Local Government (Meeting Procedures)
Regulations 2015, Council close the meeting to the public.
Time: 6.35 pm
Carried Unanimously
Mayor
DEV-2017/42 Mr J F Kolkert Lodged 06/06/2017 Change of Use (former Service Station into Residential
Use) with Build
2 Frances ST BRIDPORT Value of Works - $18,220 Determined APPD on 17/07/2017
DEV-2017/45 Brendyl Pty Ltd Lodged 09/06/2017 Visitor Accommodation with Relaxation of Derby Historic
Development St
5 Cascade Dam RD DERBY Value of Works - $20,000 Determined APPD on 07/07/2017
DEV-2017/51 Mr D A Beswick Lodged 22/06/2017 Building Additions (Community Meeting & Entertainment
use) with Relaxa
67 Main ST BRIDPORT Determined APPD on 31/07/2017
Page 1 of 1
DORSET COUNCIL
1 July 2017 to 31 July 2017
BLD-2017/55 G & T Developments Pty Ltd Lodged 12/07/2017 House and Deck
Spotswood DR SCOTTSDALE Value of Works - $220,000 Determined APPR on 12/07/2017
Page 1 of 2
BUILDING/PLUMBING APPLICATIONS APPROVED
Page 2 of 2
DORSET COUNCIL
1 July 2017 to 31 July 2017
Page 1 of 1
Policy 40 Road Policy
TRIM Ref: 14/541317/5848
Adopted: 20 June 2011
Minute 91/11
Version: 23
Reviewed Date: 16 June 201421 August
2017
Council Minute No: 93/14
Local Government Act 1993
Statutory Authority: Local Government (Highways) Act 1982
WHS Act 2012 and Regulations 2012
OBJECTIVE
To continuously improve the standard of municipal roads and streets to meet the
safety and amenity needs of the community by adopting a criterion based approach
and adherence to sound asset management practices to manage Councils road
network.
POLICY
1. PURPOSE
Dorset Councils road network includes 244 228 km Sealed sealed roads and
492 463 km uUnsealed roads. This policy provides a systematic approach to the
progression and maintenance of the municipal road network to ensure the
continuation of a safe and efficient road network for public and commercial use.
2. SCOPE
All constructed and defined urban and rural roads listed in Councils adopted
Register of Public Roads and Road Asset Management Program;
3.1 Background
Page 1 of 11
The historical basis for Council not sealing unsealed roads has been based
on financial and asset whole of life cycle cost analysis. Based on Councils
road asset data, the current cost incurred in sealing an unsealed road and
maintaining it over a life cycle of 30 years is on average 4.43 times is more
expensive than that of re-sheeting and grading an unsealed road over the
same period..
It is also recognised that the average expense may vary over the road
network depending on a range of factors, including:
Traffic vVolume
High productivity and high mass vehicle usage.
Road geometry and construction gravel
Terrain and gGeology
Climate fFactors
Consistent with the priorities of Councils Strategic and Ten Year Plans
and Road Asset Management Program.
Page 2 of 11
Councils Road Asset Management Program and after assessing the
following criteria:
Council will prepare standard contracts for landowners who wish to apply
dust suppressants adjacent to their properties. The cost attributable to the
application of dust suppressants is to be on a cost share basis of two thirds
frontager and one third Council and be applied for each application of
material.
Council will maintain the roads and/or road segments listed in the Councils
adopted register of Public Roads based on the standards required for specific
road classifications and in accordance with the Road Asset Management
Program.
Assigning new names for roads and streets has a primary objective of drawing
on a memorial category tempered by the following pre-conditions;
Page 3 of 11
That the names of the fallen service men relate to the locality in which they
previously lived.
That in the case of assigning names within a new subdivision with more than
one street, that the principal street name be chosen from the memorial
category and the others at Councils discretion.
and that unmade street contributions be calculated by one third each from
frontagers, Council and State Government.
To ensure that all subdividers are treated equally in relation to the provision of
kerb and guttering on all urban subdivisions, except boundary adjustments, the
following applies:-
Page 4 of 11
Where a subdivider does not wish to install the kerb and guttering or
where there is no kerb and guttering in the street cash in lieu may be
accepted by way of entering into a Part 5 Agreement under the provisions
of the Land Use Planning and Approvals Act 1993.
A Permit is not required to undertake Council work, as Council is subject to its own
internal procedures.
Page 5 of 11
APPENDIX 1: ROAD SEALING CRITERIA AND SPECIFIC ASSESSMENT
REQUIREMENTS
The intent is for the right data to be collected to ensure that the information provided
from an analysis supports informed decision making in relation to sealing and
resealing roads and returns tangible value to the community.
By analysis, demonstrate that sealing would not result in a change in the nature/status
of the road unless it is identified in the Ten Year Plan or Annual Plan.
Demonstrate that sealing would not result in negative flow on effect from a road
network perspective such as traffic volumes beyond the road purpose. If data is
available, a comparative analysis against unsealed roads carrying similar volumes of
traffic within the Dorset Municipality is required to be undertaken to provide a relative
reference.
Determine by road traffic modeling the likelihood of increased road traffic movements
over the next 3 to 5 years and the impact on capability of infrastructure to support
increased traffic volume including HML and HP vehicles.
Page 6 of 11
Criteria 2: Safety and Risk Assessment
Collate, review and report on accident history (DIER Department of State Growth
database) over the previous five year period.
Determine the road designation as a current school bus route or planned route in next
5 years.
Undertake an engineering survey of the existing road geometry and risk assess using
ISO 31000:2009 Risk Management The intent is to determine the extent by which
road safety would be increased if a road were to be sealed versus remaining unsealed.
Review road drainage issues that may present an unacceptable risk to property
damage and road users and risk assess using ISO 31000:2009 Risk Management
Perform a cost analysis based on current asset management data and unit rates to
determine the degree by which sealing affects the net maintenance effort and the
assets net whole of life cost. A comparative analysis of a dimensionally similar
unsealed road and traffic volume within the Dorset Municipality road network and the
alternative life-cycle costs of invoking ongoing controls e.g. dust suppression, is also
required to provide a relative maintenance cost for comparison purposes.
Demonstrate by sound economic analysis the extent by which the road supports the
economic, industry and trade development of the municipality.
Determine by study, the extent by which development of a freight network that allows
goods to be efficiently transported to their markets in a fit for purpose condition.
Demonstrate by sound economic analysis the extent to which the road reduces
operating costs for freight transport.
Page 7 of 11
Quantify the extent of external of potential funding available for road sealing and
determine the gap cost to Council.
Demonstrate that a higher priority for sealing can be assigned based on available
external funding.
Criteria 7: Pre-planning
Determine the level of community consultation required and develop a consultation
plan.
Identify partner/liaison parties e.g. DIERDepartment of State Growth, Crown Land
Services, other
Detail technical and engineering design requirements and challenges due to above
and below ground services and drainage locations and report on forecast capital costs
(within 10%).
Determine requirement(s) for land acquisition, licences & permits.
Page 8 of 11
APPENDIX 2 APPLICATION FOR PERMIT TO CARRY OUT WORKS IN A
ROAD RESERVATION
apAPPLI
APPLICATION FOR PERMIT TO CARRY OUT
WORKS IN A ROAD RESERVATION
The purpose of this application is for Council to provide approval for works to be
undertaken in the road reservation that impact Council assets or involve public
safety.
1. Applicants Details
Fax No:
Email address:
2. Insurance Details
Location:
Page 9 of 11
Type of Work:
Reason for
Work:
YOU DO NOT HAVE APPROVAL AND MUST NOT COMMENCE WORKS UNTIL YOU RECEIVE WRITTEN
NOTIFICATION FROM COUNCIL QUOTING A PERMIT NUMBER
4. Conditions
Special Conditions:
_____________________________________________________________________________
___
_____________________________________________________________________________
___
You do not have approval and must not commence works in the road reserve until you
receive written notification for Council quoting a permit number.
The applicant must notify Council following completion of work.
A copy of this application shall be kept on-site with all supporting drawings, plans and current
public liability insurance at all times.
Please allow a minimum of 15 working days notice from the date Council received this
application to allow time to inspect the site and process all documentation.
Page 10 of 11
I/we agree to comply with all conditions and will accept full responsibility for damage of any kind
whatsoever which may be caused within the public road reservation as a result of the works at the
location described, and hereby undertake to pay the Dorset Council the total coat of any repairs
or reinstatement within the public road reservation as may be deemed necessary by Councils
Works and Infrastructure Manager and or/engineer.
Applicant:
NOTE: Persons not having the required level of $10 million public liability insurance cover may
arrange to have works carried out by and approved Contractor or alternately by arrangement with
Dorset Council in the form of a fixed price quotation (Private Works)
Dorset Council reserves the right not to approve works in the road reservation which to not meet the
required standards, conflict with existing infrastructure, present an unacceptable risk to public safety
or otherwise deemed inappropriate within the road reserve.
The information that Council is collecting from you is information required under the Local Government (Highways Act 1982)
The intended recipients of the information are officers of the Dorset Council in order to carry out Council business. Personal
information will be used only for the purpose described in the At, or may be disclosed in authorised by law. The supply of the
information by you is not voluntary. If you cannot provide or do not wish to provide the information sought, Dorset Council will
not be able to process your application. You may make application to access or amend the information held by Council by
contacting the relevant Council Officer on 6352 6500. A change of notification to details is the responsibility of the applicant .
Page 11 of 11
Policy 47 Community Grants
TRIM Ref: 17/8428
Adopted: 18 August 2014
Minute 124/14
Version: 1
Reviewed Date: 21 August 2017
Council Minute No: -
Statutory Authority: Local Government Act 1993 Section 77
Related Guidelines: Small Grants 14/7587
Community Matching Funding Grants 14/7591
Councillors Discretionary Grants 14/7592
OBJECTIVE
The purpose of this policy is toTo provide a framework for Council to allocate approved
funds to community groups in an effective and equitable manner. to community groups.
Establish the eligibility criteria that must be met by applicants to be considered for
a grant under Councils Community Grants Program.
Establish the selection criteria that will be used to consider and assess
applications received under Councils Community Grants Program.
Establish the responsibilities and accountabilities for both the acquittal of funds
and reporting of outcomes for grants awarded under Councils Community
Grants Program.
POLICY
Council values and recognises the role of community groups within the municipal area
and acknowledges that the provision of grants is a way Council can directly support the
local community.
Page 1 of 6
Dorset Small Grants
Dorset Community Matching Fund Grants
Dorset Councillors Discretionary Grants
Full program details including eligibility requirements, assessment criteria, critical dates
and funding conditions are provided in the funding guidelines, accessible from the
Dorset Council website.
Funding Allocations:
In preparing its annual budget, Council will determine the budget allocations for the
Councils Grant Funding ProgramGrants Programs.
Small Grants
Community Matching Funding Grants
Councillors Discretionary Grants
Where funds from a grant stream or multiple streams remain(s) unallocated following a
grant round, a supplementary round may be conducted at the discretion of Council
until such time as all grant stream funds (within the annual budget allocation) have been
awarded.
Successful Applications
For applications that are successfully awarded grant funding, applicants must supply an
invoice to Dorset Council for the allocated grant amount and agree to abide by the
following conditions:
Page 2 of 6
Organisations that do not satisfactorily acquit their grant may not be eligible for
funding the following year; and
Unexpended funds must be returned to Dorset Council within 2 months of project
finalisation.
Page 3 of 6
Name of Grants Program
Small Grants
Purpose
The purpose of Councils Small Grants program is to contribute to the community life in
Dorset. Community groups and organisations are encouraged to apply for financial
assistance towards programs, projects or events that improve the wellbeing of people
living in Dorset.
Eligibility
Assessment Criteria
Page 4 of 6
Name of Grants Program
Purpose
The purpose of Councils Community Matching Funding program is to provide
Community groups with Council resources for community-driven projects that enhance
and strengthen the Dorset community. All projects are initiated, planned and
implemented by community members in partnership with Council.
Eligibility
Assessment Criteria
Community Matching Funding grants have four sections that are reviewed and rated for
a total of 100 points.
Match Requirements
Core to the Community Matching Funding is the contribution of community match which
may include the following:
Volunteer labour
Donated materials
Professional services
Cash
Page 5 of 6
Name of Grants Program
Purpose
The purpose of the Councillors Discretionary Grants is to provide community groups
with funding for projects that are on Council owned land.
Eligibility
Fund Criteria
Assessment Criteria
Page 6 of 6
Policy 53 Emergency Relief Grant
TRIM Ref: 17/8411
Adopted: 21 August 2017
Minute XXX/17
Version: 1
Reviewed Date:
Council Minute No:
Statutory Authority: Local Government Act 1993 Section 77
OBJECTIVE
To provide a framework for Council to allocate funds in an efficient and effective manner to
local residents experiencing sudden hardship or disaster.
POLICY
Council will consider providing up to a maximum of $1000 financial assistance to
individuals that reside in the Dorset municipal area who experience sudden financial
hardship due to: (i) destruction or damage of property not caused intentionally, (ii) a family
emergency, or (iii) other emergency/disaster associated changes in circumstances beyond
the individual/s control.
Funding Allocation
In preparing its annual budget, Council will determine the overall budget allocation for the
Emergency Relief Grant.
Only individuals that permanently reside in the Dorset municipality will be eligible to apply
for funding under the grant.
Applicants seeking (i) to replace funding lost from other funding sources, or (ii) funding
assistance that could otherwise be provided via a more suitable program or service, are not
eligible to apply for funding under this program.
1
Funding Notification
Councillors will be notified of any allocation of funds through the Community and
Development departmental briefing report, provided within the Council Meeting Agenda,
which will include reasoning behind the allocation of funding. Personal details of applicants
(or acquaintances of applicants approached to assist decision-making) may not be
disclosed publically, in order to maintain discretion and protect individuals privacy as
appropriate.