You are on page 1of 59

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.

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 general manager must ensure that any advice, information or
recommendation given to the Council is given by a person who has the
qualifications or experience necessary to give such advice, information or
recommendation.

 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.

I therefore certify that with respect to all advice, information or recommendation
provided to the Council in or with this agenda:

a. the advice, information or recommendation is given by a person who has the
qualifications or experience necessary to give such advice, information or
recommendation; and

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 person’s general advice the advice from an appropriately qualified or
experienced person.

TIM WATSON
General Manager

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 2 of 24
Table of Contents
Item No Item Page
147/17 Confirmation of Minutes 17 July 2017 4
148/17 Confirmation of Closed Session Minutes 17 July 2017 4
149/17 Confirmation of Agenda 4
150/17 Declaration of an Interest by Councillors 4
151/17 Management Team Briefing Report 5-10
152/17 Council Workshops Held Since Last Council Meeting 10
153/17 Councillor Applications for Leave of Absence 10
154/17 Public Question Time 10-11
155/17 Deputations 11
156/17 Councillor Question Time 11
157/17 Notices of Motion by Councillors 11
158/17 Notice of Motion – Cr S J Arnold – Bentley Street Redesign 12-13
159/17 Notice of Motion – Cr G J Howard – Motion of No Confidence 14-15
160/17 Road Policy Review 16-17
161/17 Community Grants Policy Review 18-19
162/17 Emergency Relief Grant Policy 20-21
163/17 Variation to Annual Plan 2017-18 – Bridport Cemetery 22-23
164/17 Move to Closed Session 23

Closed Session Agenda Items
165/17 Contract 2017/18-04 ‘Bituminous Sealing of Roads’ 23
166/17 Contract 2017/18-01 ‘Main Street Bridport Street 23
Reconstruction’
167/17 Aminya/James Scott Update 24
168/17 Move to Open Council 24
Close 24

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 3 of 24
Dorset Council Meeting
Agenda
21 August 2017
___________________________________________________________________

The Meeting Opened:

Present:

Apologies: Cr L S Quilliam

147/17 Confirmation of Ordinary Council Meeting Minutes 17 July 2017
Ref: 17/7038

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.

148/17 Confirmation of Ordinary Council Meeting Closed Session Minutes
17 July 2017
Ref: 17/7041

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.

149/17 Confirmation of Agenda

Recommendation
That Council confirm the Agenda and order of business for the 21 August 2017
Council Meeting.

150/17 Declaration of an Interest of a Councillor or Close Associate

Cr S Y Martin – Item 167/17
Cr G J Howard – Item 167/17

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 4 of 24
151/17 Management Team Briefing Report

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 Council’s
Management Team.

Tassie Trails Fest – Tour de Trails Event
An article has appeared in the North Eastern Advertiser (16 August) in relation to the
ceasing of this event at Derby. The article has drawn some criticism on social media
and in particular myself as General Manager.

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.

In response, Mr Ord basically refused to consider an alternate weekend or a different
format which is perplexing given the previous conversation I had had with him early
in 2017.

From a community value for money perspective it would be verging on commercial
incompetence to pay an event operator $10,000 to run an event on a long weekend
when Derby and surrounding towns would already be at full capacity with mountain
bike visitors. Nor is there any mention in the article of the criticism Council received
from our mountain bike visitors for holding the event on the March long weekend of
this year.

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

Approved Approved Approved
July 2017 YTD 2016 YTD
Planning 5 49 37
Building 8 23 -
Plumbing 4 11 -

See attachments for detailed information about applications approved in July 2017.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 5 of 24
Capital Works Program Update 2016-17
CONSTRUCTION Project Phase
Sight distance Ponderosa Road, Old Waterhouse Road, Seg: 14
Completed
wear surface & pavement

Capital Works Program Update 2017-18
TOWN MAINTENANCE Project Phase
Scottsdale
Sidling Toilet Upgrade Planning
Scottsdale Stadium: Lights Planning
Dog Bay Area - 5 Additional Bays
Façade Upgrades to Municipal Offices Commenced
Scottsdale Rec Ground: Resurface Tennis Courts Quoted
Scottsdale: Replace Flag Poles on King Street Commenced
Bike racks at Derby and Scottsdale Completed
Concrete Slab in Flocon Parking Bay
Install Synthetic Grass near Town Clock Planning
Scottsdale Children's Reserve: BBQ, Grass Mounds, Cubby House
& play equipment including footpaths to toilets and BBQ Shelter
Scottsdale Children's Reserve: underground power for lighting &
Planning
BBQ
New BBQ Northeast Park
Ellesmere Cemetery: Concrete Strips and Headstones
Scottsdale Rubbish Wheelie Bins - Supply and Installation Planning
Cameras for Scottsdale Rec Ground Grandstand
Rail Trail

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

Bridport Seaside Caravan Park (BSCP)
BSCP: Main amenities block roof replacement Planning

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 6 of 24
BSCP: Eastman’s Shower Block - Replace panels & tiles Awarded
BSCP: Eastman’s Shower Block - Re-tile Laundry Floor Awarded
BSCP: Main Amenities Block - Re-tile Laundry Floor Planning
BSCP: Amenities Block 6 - Re-tile Floor Planning
BSCP: Amenities Block 4 - Re-tile Floor Planning
BSCP: Eastman’s Laundry - Pin code doors, toilet block, &
Planning
amenities block 4
BSCP: Office - install glass panel (wind break) & light over notice
Planning
board
BSCP: Gofton's shower block retaining wall and footpath on top
Planning
side
BSCP: Power Outlet Poles Upgrade (1st Stage) Planning
BSCP: Upgrades and Sealing to internal roads

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

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 7 of 24
Hardman’s Lane - Winnaleah
Derby Back Road - Derby
New River Road - Ringarooma
East Maurice Road 1 - Ringarooma
East Maurice Road 2 - Ringarooma
West Maurice Road - Ringarooma
Golconda Road 1 - Nabowla
Golconda Road 2 - Nabowla
Resheeting
Austin’s Road - Scottsdale
Briggs Road - Scottsdale Commenced
Butlers Road - Scottsdale
Dead Horse Hill Road - Ringarooma Commenced
Jensen’s Road - Scottsdale
Lester’s Road - Derby Commenced
Mackenzie Valley Road - Scottsdale
Moore's Road - Scottsdale Commenced
Nations Road - Scottsdale
Oakdene Road - Scottsdale
Petterwood Road - Ringarooma Commenced
Ten Mile Track - Scottsdale Commenced
Westwood Street - Bridport
Resheeting Mathinna Plains Road Ringarooma –
Segments 4, 5, 6 & 7

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

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 8 of 24
Edward Street Gladstone: Overlay & reseal between Swan & Carr
Street

PROJECT / ASSET NAME
Main Street Bridport: Reconstruct between Walter & Maxwell Street Tenders Received
Golconda Road Nabowla: Purchase two parcels of land to improve Tender Received &
road alignment Awarded
Ringarooma Road Ringarooma: Purchase land to improve Planning
alignment - final stage Commenced
Buckney’s Road: Construct extension of Buckney’s Road to
Stronach Reserve
Henry Street Bridport: Gravel connect up to Maxwell Street
Bridport: Western Access Road In Progress

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

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 9 of 24
Recommendation
That the Management Team Briefing Report be received and noted.

152/17 Council Workshops Held Since Last Council Meeting

 1 August 2017 - Councillor Briefing/Workshop
 Presentation: May Shaw – Aminya/James Scott Wing
 Presentation: Scottsdale Visitor Information Centre
 Business Unit Financials
 Briefing Reports and Question Time
 Community Grants Policy Review
 Bridport Cemetery Project
 Road Policy Review
 Community Services Area Update
 Dorset NRM Discussion
 Code of Conduct Review
 Aminya/James Scott Wing – Update Options

153/17 Applications for Leave of Absence

Nil

154/17 Public Question Time

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?

Response from Director – Community & Development, Rohan Willis:
The relevant goal that Ms Brooker is referring to (“Encourage a resilient response to
the effects of climate change in coastal settlements”) was removed in the 2016
annual review of Council’s Strategic Plan. Actions identified for that goal – namely
the procurement of LiDAR mapping for coastal settlements of the municipality – were
completed (prepared by the Department of Premier and Cabinet (DPAC) and
supported financially by Council). This mapping now assists decision-making for
development in areas identified as at risk of future coastal inundation.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 10 of 24
Furthermore, Council will undertake review of its planning scheme zoning
configuration in coastal settlement areas during preparation of the incoming
Tasmanian Planning Scheme to ensure zoning duly considers and responds to
potential impacts from future coastal inundation.

--------

155/17 Deputations

Nil

156/17 Councillor Question Time

157/17 Notices of Motion by Councillors

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 11 of 24
158/17 Notice of Motion – Cr S J Arnold – Bentley Street Redesign
Ref: 17/8348 | NoM: 17/8346

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 hasn’t 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.

As we are borrowing a large sum of money to redesign Bentley Street, I feel it is
paramount that we get this right the first time. If this can be done effectively the first
time, it will go a long way to making the town a real attraction.

Officer’s Comments – Director - Corporate Services
Bentley Street, Bridport was brought forward as a Council project due to the
provision of a five year interest free loan through the Accelerated Local Government
Capital Program. Council have applied for and were successful in receiving a loan
of $3.2 million including $2.1 million for Bentley Street, Bridport. Projects under the
program are to commence construction prior to 1 February 2018.

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

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 12 of 24
are not aware of any traffic accidents in recent times. No allocation has been made
to upgrade one or more of the connection streets to Westwood Street - Short, Cross,
Alfred or Charles Streets which would also need to be upgraded to a suitable two-
way standard with kerb and gutter and seal extension.

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 Council’s normal communication process.

When contemplating community consultation for capital projects Councillors should
be aware that such processes have the potential to create unnecessary angst and
create unrealistic expectations within the community. There is a potential risk that
despite this being an overwhelmingly positive Council initiative for Bridport that a
decision to engage in community consultation could result in community negativity
against the project, despite the best intentions of Council.

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.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 13 of 24
Mayor Howard to vacate the Chair for Item 159/17 and Deputy Mayor Hall to take the
Chair.

159/17 Notice of Motion – Cr G J Howard – Motion of No Confidence
Ref: 17/8378 | NoM: 17/8379

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:

“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.“

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 Council’s 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
Officer’s Comments – General Manager
In the article published in the North Eastern Advertiser (9 August) Councillor Archer
makes a number of statements about Dorset Council’s 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.

Quote from the NE Advertiser Article – 9 August:
“I believe in a more open Council than we have here it’s time Council told
people what is happening with Aminya” – Cr Archer

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 Council’s
website.

Subsequent to these community presentations at the 19 September 2016 Council
Meeting, Councillors and community were also provided with a very detailed report
which clearly outlined Council’s potential financial exposure to the aged care
solution. (see following extract)

“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 Council’s 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.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 15 of 24
160/17 Road Policy Review
Reporting Officer: Director – Infrastructure, Dwaine Griffin
Ref: 17/8376 | Reviewed Policy: 17/5848

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 Council’s road network.

Planning, Environment & Statutory Requirements
Relevant legislation references are contained within the policy.

Risk Management
Regular review of policies is important to appraise the merits of individual policies
and ensure ongoing compliance with current legislation and standards.

Financial & Asset Management Implications
N/A

Community Considerations
N/A

Officer’s Comments
The revised policy outlines suggested changes due to the following reasons:

1. Council’s road network has decreased by 45 km due to the 2015 State
Government road swap.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 16 of 24
2. 3.1 Background - Figures have been removed as these are based on data
which is no longer contemporary and require revision at a later date.
3. Removal of Part 4 – Assigning Road and Street Names – This is a statutory
process regulated by the Nomenclature Board and requires a specific
resolution of Council on a case by case basis.
4. Removal of Part 5 – Unmade Street Schemes – Dorset only have a few
unmade urban streets with only two approved in the last twenty years.
5. Removal of Part 6 – Kerb and Gutter Contribution – Urban Subdivisions - This
is appropriately managed through the conditioning of planning permits.
6. Other minor changes to legislative dates and formatting.

A copy of the revised policy is attached to this item for discussion.

Recommendation
That Council adopt the revised Road Policy.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 17 of 24
161/17 Community Grants Policy Review
Reporting Officer: Director – Community & Development, Rohan Willis
Ref: 17/8393 | Reviewed Policy: 17/8428

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.

A copy of the revised policy is attached to this report.

Planning, Environment & Statutory Requirements
Relevant legislation references are contained within the policy.

Risk Management
Regular review of policies is important to appraise the merits of individual policies
and ensure ongoing compliance with current legislation and standards.

Financial & Asset Management Implications
N/A

Community Considerations
The Community Grants Program was developed with a philosophy of partnership,
whereby Council recognises the vital role community groups and organisations

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 18 of 24
perform in contributing to the creation of a vibrant and sustainable municipality. In
return, Council provides a range of grants to encourage and support groups in the
community to engage in activities that enhance the quality of life in Dorset.

Officer’s Comments
By removing grant guidelines from the Community Grants Policy, the revised policy
will ensure Council’s 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.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 19 of 24
162/17 Emergency Relief Grant Policy
Reporting Officer: Director – Community & Development, Rohan Willis
Ref: 17/8410 | Policy: 17/8411

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.

A copy of the relevant policy is attached to this report.

Planning, Environment & Statutory Requirements
Relevant legislation references are contained within the policy.

Risk Management
N/A

Financial & Asset Management Implications
N/A

Community Considerations
Matters of emergency and disaster are indiscriminate and present a significant
personal and financial burden upon those affected. Council’s 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.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 20 of 24
Officer’s Comments
The Emergency Relief Grant Policy provides a framework for Council to consider
allocating emergency funds in an efficient, equitable and effective manner to local
residents experiencing sudden hardship or disaster.

Recommendation
That:
(i) Council adopt the attached Emergency Relief Grant Policy; and
(ii) Appoint the Mayor and two Councillors to become Council’s Emergency
Relief Grant Panel.

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 21 of 24
163/17 Variation to Annual Plan 2017-18 – Bridport Cemetery
Reporting Officer: Director – Corporate Services, Guy Jetson
Ref: 17/8337

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:

 Department Project – Bridport Cemetery – Recommend to Council preferred
site.

Council has been progressively conducting site evaluations to establish a new
cemetery site at Bridport. Site assessment to date has presented a number of
challenges, including land tenure (and associated exploration approvals),
geotechnical limitations and flora and fauna considerations.

Planning, Environment & Statutory Requirements
Sections 71, Local Government Act 1993

Risk Management
N/A

Financial & Asset Management Implications
N/A

Community Considerations
Establishment of a Bridport Cemetery was identified as a key priority for the Bridport
Reference Group.

Officer’s 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).

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 22 of 24
Results received for investigations for an area located to the east of Maxwell Street
have recently confirmed that excavation depths are not adequately suited to a
cemetery being established. Council officers will therefore be pursuing options to
undertake further investigative works at other identified locations. In anticipation of
potential delays in obtaining investigation approvals, it is recommended that
identification of the preferred site for the Bridport Cemetery be deferred until the
June 2018 quarter.

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.

164/17 Closure of Meeting

Recommendation
That pursuant to Regulation 15 (2) (d) of the Local Government (Meeting
Procedures) Regulations 2015, Council close the meeting to the public.

Time:

Closed Session Agenda Items

165/17 Contract 2017/18-04 – ‘Bituminous Sealing of Roads’

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.”

166/17 Contract 2017/18-01 – ‘Main Street Bridport Street Reconstruction’

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.”

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 23 of 24
167/17 Aminya/James Scott Update

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.”

168/17 Move to Open Council

Time Meeting Closed:

Dorset Council Meeting Agenda – 21 August 2017
TRIM Ref: 17/8356
Page 24 of 24
Ordinary Meeting
Agenda Attachments

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

Closed Session Agenda Items
143A/17 Stage 2 Derby Mountain Bike Trails Contract
144/17 Purchase of Private Land
145/17 Aminya/James Scott Update
146/17 Move to Open Council
Close

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 2 of 11
Dorset Council Meeting
Minutes
17 July 2017
___________________________________________________________________
The Meeting Opened: 6.00 pm

Present: Crs G J Howard (Mayor), M A Hall (Deputy Mayor), S D Moore, L D
Archer, L C Stein, D R Jessup, S J Arnold, S Y Martin

General Manager T J Watson, Director – Infrastructure D J Griffin,
Director – Community & Development R P Willis

Apologies: Cr L S Quilliam, Director – Corporate Services G R Jetson

129/17 Confirmation of Ordinary Council Meeting Minutes 26 June 2017
Ref: 17/6099

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.

Cr Archer – Amendment to 26 June 2017 Minutes
Item 116/17 – to include the words “…but did not leave the room” in relation to the
declaration of interest made by Mayor Howard.
___________________________________________________________________
Decision
Crs Moore/Stein
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, subject to the inclusion of Cr Archer’s amendment.
Carried Unanimously

130/17 Confirmation of Ordinary Council Meeting Closed Session Minutes
26 June 2017
Ref: 17/6105

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 Council’s 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

132/17 Declaration of an Interest of a Councillor or Close Associate

Cr S Y Martin – Item 145/17
Cr G J Howard – Item 145/17

133/17 Management Team Briefing Report

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 Council’s
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

134/17 Council Workshops Held Since Last Council Meeting

4 July 2017 - Councillor Briefing/Workshop

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 4 of 11
135/17 Applications for Leave of Absence

Nil

136/17 Public Question Time

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?

Response by Mayor Greg Howard:
We are not revising it as such, we only do one major revision every four (4) years
which is the one due in 2018 as you rightly said. In between that we just update it
from time to time but we don’t normally consult the public during these updates.
There is no major revision happening until after the new Council is elected in 2018.

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?

Question Taken on Notice

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?

Response by Mayor Greg Howard:
The answer is yes I do. If you read the Code of Conduct there is a materiality clause
in it. So you can declare an interest and as a Councillor declaring an interest, you can
decide as to whether or not that interest is material enough to exclude/remove
Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 5 of 11
yourself from the room. That is the sole decision of the Councillor and I considered it
to be immaterial.

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?

Response by Mayor Greg Howard:
I think the answer is the same as the first question. I consider I complied with the
Code of Conduct on all matters. The intention was that I would make a statement if
the motion got a seconder, then remove myself from the room, but I needed to make
the statement first as the discussion couldn’t be had without that statement. So it is
still about materiality and it is still my choice.

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.

Response by Mayor Greg Howard:
What happened in relation to this motion that went before the LGAT Meeting is that
we don’t take a decision of Council as when you attend the meeting, motions get
amended and therefore a decision of Council is not applicable anyway. So what we
do with motions for decision at LGAT meetings is take general direction from
Councillors, either at a Workshop or by simple contact with each Councillor. In this
instance I did a poll of all Councillors, as all Councillors would be able to attest to, we
had six (6) Councillors indicated that they were in favour of the TasWater takeover
and three (3) Councillors who indicated that they were against the TasWater takeover.
In my opinion I’ve acted in full accordance of the wishes of Councillors.

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?

Response by Mayor Greg Howard:
Answer is no. If there is no seconder it doesn’t get debated.

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 6 of 11
Mrs Edwina Powell:
As far as I understand there have been ten (10) positions either people resigning or
their contracts ended and that has all happened within the last two (2) years. More
recently, there has been two (2) resignations and two (2) conclusions of contracts
which I believe there are question marks over that. I think it doesn’t appear to be a
natural kind of attrition taking place it’s possibly a sign of a toxic workplace and
perhaps either a mismanagement of what the Council vision is and ideas and the
processes of those employees wanting to implement that vision. Will the Councillors
look into the problems associated with the rapid turnover of staff associated with
community development?

Response by Mayor Greg Howard:
We will be replacing some of those positions. Some of those positions were externally
funded so therefore they were not funded by Council, so that funding ceased and
therefore it’s a decision of Council whether to continue to fund those roles out of
ratepayer funds. The youth officers role is perfect example of that where the funding
actually expired 31 December 2016 and Council voted to extend that position until 30
June 2017 but it was purely an active youth role as opposed to a true youth officer role
and there have been some thoughts thrown around about how the role could be
expanded to better utilise funds if we as a Council vote to extend that role. This will
be discussed at the August Workshop. Some of the positions have gone due to
cessation of funding, some positions are now vacant due to people resigning for their
own reasons. I don’t think it is anything extraordinary in terms of the number of
positions and we will find that we probably only end up one (1) position less which will
take us back to the same staffing levels in that area as we had two (2) years ago.

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.

Response by Mayor Greg Howard:
The NRM Officer position will be replaced, and the new officer will understand that
they work for Council even though some of the funding comes from NRM and is
obliged to take direction from Council and pass on information that is required to be
passed on.

Further Response by General Manager, Tim Watson:
The incumbent in that position wasn’t dismissed the contract wasn’t renewed.

137/17 Deputations

Nil

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 7 of 11
138/17 Councillor Question Time

Councillor Steve Arnold:
In regards to Bentley Street, Bridport. Have the Council looked into doing a letterbox
drop survey of each residence on which way we should do Bentley Street, be it one-
way or two-way?

Response by Mayor Greg Howard:
We’ve had the discussion in a Workshop and there wasn’t any support for a one-way
option for Bentley Street so given that there was no support for it we didn’t progress it
any further. As this is currently not factored into the plan, a Notice of Motion would
need to be put forward for discussion and decision of Council.

Councillor Leonie Stein:
I’ve had over the past couple of weeks several people come and ask me what we are
doing so far at the Bridport Reference Group. Whilst we are internally across a few
things such as the Cemetery, is it possible to publicise a report for the public to show
where we are at with the recommendations provided?

Response by Director – Community & Development, Rohan Willis:
I did circulate an email to Councillors a few months ago with an update of those items
and the status of them. We can of course pop this information on the Council website
for information.

Councillor Lawrence Archer:
When will Council be in a position to discuss Aminya updates in open Council, not
including the financials?

Response by General Manager, Tim Watson:
In terms of broad information, it’s not a standing agenda item unless someone raised
a motion for it to be. We can always put an update on our website

Comment by Councillor Dale Jessup:
Could we discuss options at an upcoming workshop?

Response by General Manager, Tim Watson:
Of course, good idea.

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 8 of 11
139/17 Notices of Motion by Councillors

Cr S J Arnold:
Bentley Street Bridport – Letterbox Drop

140/17 Dorset Strategic Plan 2017-2026
Reporting Officer: General Manager, Tim Watson
Ref: 17/6606 | Plan: 17/4709

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

141/17 Annual Plan 2016-17 - Final Report
Reporting Officer: Director – Corporate Services, Guy Jetson
Ref: 17/6607 | Final Report: 17/4034

Purpose
The purpose of this agenda item is to present a report on the achieved result of
Council’s 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

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 9 of 11
142/17 Risk Management Policy Review
Reporting Officer: Director – Corporate Services, Guy Jetson
Ref: 17/6785 | Reviewed Policy: 17/6784

Purpose
The purpose of this agenda report is to review Council’s 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 Council’s 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 Council’s risk management strategy and risk register.

Carried Unanimously

143/17 Closure of Meeting

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

Adjourned Meeting: 6.35 pm
Resumed Meeting: 6.50 pm

Time Meeting Closed: 7.30 pm

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 10 of 11
Minutes Confirmed: 21 August 2017
Minute No:

………………………………………
Mayor

Dorset Council Meeting UNCONFIRMED Minutes – 17 July 2017
TRIM Ref: 17/7038
Page 11 of 11
DORSET COUNCIL
1 July 2017 to 31 July 2017

DEVELOPMENT APPLICATIONS APPROVED

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-2017/43 Mr P C Bennett Lodged 08/06/2017 Dwelling Additions/Alterations with Relaxation of Building
Mrs S Bennett Envelope St
69 Bentley ST BRIDPORT Value of Works - $50,000 Determined APPD on 20/07/2017

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

DEV-2017/56 Mr S J Hemphill Lodged 28/07/2017 Change of Use
Mrs A A Hemphill
2 Stoke ST BRANXHOLM Determined APPD on 31/07/2017

Page 1 of 1
DORSET COUNCIL
1 July 2017 to 31 July 2017

BUILDING/PLUMBING APPLICATIONS APPROVED

BLD-2017/32 Mr D R Fenton Lodged 18/05/2017 House
Mrs R L Fenton
32 Carins CL TOMAHAWK Value of Works - $50,000 Determined APPR on 01/07/2017

BLD-2017/47 Cyclad Building Lodged 05/07/2017 Garage
23 William ST SCOTTSDALE Value of Works - $19,900 Determined APPR on 05/07/2017

BLD-2017/60 Mr P C Bennett Lodged 07/07/2017 House and Garage
69 Bentley ST BRIDPORT Value of Works - $50,000 Determined APPR on 18/07/2017

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

BLD-2017/52 Mr A J Wrankmore Lodged 17/07/2017 Extension to Existing Deck
Mrs E M Wrankmore
6 Alan Lade PL BRIDPORT Value of Works - $5,000 Determined APPR on 17/07/2017

BLD-2017/56 Mr C A Hill Lodged 18/07/2017 House and Deck
Mrs K Hill
2 Neville DR BRIDPORT Value of Works - $250,000 Determined APPR on 31/07/2017

Page 1 of 2
BUILDING/PLUMBING APPLICATIONS APPROVED

BLD-2017/59 Mr M R Reid Lodged 18/07/2017 Deck
17 John ST BRIDPORT Value of Works - $12,000 Determined APPR on 18/07/2017

BLD-2017/58 Brendyl Pty Ltd Lodged 27/07/2017 House
5 Cascade Dam RD DERBY Value of Works - $29,000 Determined APPR on 31/07/2017

Page 2 of 2
DORSET COUNCIL
1 July 2017 to 31 July 2017

SPECIAL PLUMBING APPLICATIONS APPROVED

SP-2017/32 Mr D R Fenton Lodged 18/05/2017 House
Mrs R L Fenton
32 Carins CL TOMAHAWK Value of Works - $50,000 Determined APPR on 01/07/2017

SP-2017/57 Manion Plumbing Lodged 05/07/2017 Septic Tank/Absorption Drains
14 West Minstone RD SCOTTSDALE Determined APPR on 05/07/2017

SP-2017/56 Mr C A Hill Lodged 18/07/2017 House and Deck
Mrs K Hill
2 Neville DR BRIDPORT Value of Works - $250,000 Determined APPR on 31/07/2017

SP-2017/58 Brendyl Pty Ltd Lodged 27/07/2017 House
5 Cascade Dam RD DERBY Value of Works - $29,000 Determined APPR on 31/07/2017

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 Council’s road
network.

POLICY

1. PURPOSE

Dorset Council’s 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

This policy applies to the management of

 All constructed and defined urban and rural roads listed in Council’s adopted
Register of Public Roads and Road Asset Management Program;

 Unmade Street Schemes;

 Assigning Road and Street names.

3. COUNCIL’S PUBLIC ROAD NETWORK

3.1 Background

Council recognises that road sealing provides a higher level of service to
the community and understands its stewardship obligation to balance need
and what the community can afford.

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 Council’s
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

3.2 Unsealed Roads: Sealing

Council will give consideration to the sealing of unsealed roads and/or
defined road segments if a defined road is:

 Listed in Dorset Council’s adopted Register of Public Roads

 Consistent with the priorities of Council’s Strategic and Ten Year Plans
and Road Asset Management Program.

 Affordable in terms of what rate-payers can afford or under available
government road funding.

The following criteria will be objectively assessed in the decision making
process that determines whether a road is sealed or left unsealed.:

 Road network and access
 Safety and risk assessment
 Maintenance costs – “whole of life cost”
 Community dDemand
 Economic dDevelopment
 Funding Ssources
 Pre-planning

Refer to Appendix 1 “Road Sealing Criteria – Specific Assessment
Requirements”.

3.3 Sealed Roads: Re-Sealing

Council will give consideration to the re-sealing of existing sealed roads
and/or defined road segments listed in Council’s adopted register of Public
Roads on the condition that sealing is consistent with the priorities of

Page 2 of 11
Council’s Road Asset Management Program and after assessing the
following criteria:

 Safety and risk assessment
 Maintenance costs – “whole of life cost”
 Funding sSources
 Pre-planning

Refer to Appendix 1 “Road Sealing Criteria – Specific Assessment
Requirements”

3.4 Unsealed Roads: Dust Suppression

To provide the residents of Dorset Municipality with an equitable and
consistent means for control of dust emissions generated from unsealed
roads the following condition applies.

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.

3.5 Unsealed Roads: Re-sheeting

Council will manage re-sheeting of unsealed roads as determined by the
Road Asset Management Program.

3.6 Road Maintenance

Council will maintain the roads and/or road segments listed in the Council’s
adopted register of Public Roads based on the standards required for specific
road classifications and in accordance with the Road Asset Management
Program.

Maintenance activities include all work activity required to maintaining wear
surface, pavement, shoulder, earthworks, drainage and footpaths to
established service levels.

Changes to the maintenance plan will be driven by periodic external audit of
road condition and in-house routine inspection of road condition. Road
condition and subsequent work priority may change as a result of changes in
traffic volume and use of high productivity and high mass vehicles and due to
environmental factors, such as storm and flood damage.

4. ASSIGNING ROAD AND STREET NAMES

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 Council’s discretion.

 The final names of streets and roads are to be decided by Council.

5.0 UNMADE STREET SCHEMES

To provide an appropriate and consistent means of progressing the construction of
unmade streets as defined under the Local Government (Highways) Act 1982, the
following criterion applies;

5.1 Written Submissions

 A written submission from all frontagers should be submitted to Council, and
 100 percent private frontager contribution agreed and indicated in the
submission, and
 Should an objection be lodged to the Scheme by any frontager to the street
concerned during notification to each individual frontager, then the proposed
scheme shall not proceed.

5.2 Carriageway Costs

For the purpose of appointing carriageway costs to frontagers the following
alternative methods be considered case by case;

 100 percent frontage
 100 percent lot area
 Equal appointment to all frontagers
 50 percent frontage and 50 percent lot area

and that unmade street contributions be calculated by one third each from
frontagers, Council and State Government.

5.3 Construction of Unmade Streets
The construction of unmade streets when a development is proposed be on the
basis that 50 percent be paid by the developer and 50 percent by Council and a
formal street scheme is not required.

6. KERB AND GUTTER CONTRIBUTION – URBAN SUBDIVISIONS

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.

7.6. APPLICATION TO CARRY OUT WORKS IN A ROAD RESERVE

In order to comply with the following:-

a) WHS Act 2012 and Regulations 2012
b) Australian Standard AS 1742.3 – 2009 Manual of uniform traffic
control devices, Part 3: Traffic control for works on roads
c) Traffic control for works on roads - Tasmanian Guide 20112014.

applicationsApplications must be made to Council seeking approval for works to be
undertaken in the road reservation that impact Council assets or involve public
safety.

The Permit process applies to

1. All members of the community undertaking works on the road reserve
2. Utility and service providers

A Permit is not required to undertake Council work, as Council is subject to its own
internal procedures.

Refer to appendix 2 – “Application for Permit to Carry Out Works in a Road
Reservation”

Page 5 of 11
APPENDIX 1: ROAD SEALING CRITERIA AND SPECIFIC ASSESSMENT
REQUIREMENTS

To ensure a consistency of approach and transparency of a decision made by
Council to seal an unsealed road, the following assessment criteria have been
developed.

 Road network & access
 Safety and risk assessment
 Maintenance costs – “whole of life cost”
 Community dDemand
 Economic dDevelopment
 Funding sSources
 Pre-planning

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.

Criteria 1: Road Network and Access Analysis
Confirmation of Council road / segment ownership & level of responsibility.
Confirmation of the number of properties and dwellings fronting the road.
Collation of daily traffic volume, speed and vehicle classification data (captured over a
minimum 8 week period to ensure statistical validity of data).
By assessment, confirmation that the road provides for more consistent and reliable
travel and good connectivity of the road network.

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”

Criteria 3: Maintenance Cost

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
asset’s 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.

Criteria 4: Community Demand & Customer Service Requests
Demonstrate the broader community demand for sealing of the road.
Clarify and report on matters that may have been raised or reported to Council by the
community through the Customer Service Request System for the road asset being
assessed. Risk assess using ISO 31000:2009 “Risk Management” in consultation with
the stakeholder.

Criteria 5: Economic Development

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.

Criteria 6: Funding Sources

Identify the potential source(s) of full or supplementary funding

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

Applicant Name: Mobile No:

Address: Phone No:

Fax No:

Email address:

Company Name: DA Number:

2. Insurance Details

A current public liability insurance policy of $10million is required to be obtained to cover
all works undertaken on public property.

Insurance Company: Phone No:

Policy Number: Agency:

Value: Expiry Date:

OR Volunteer Registration Number:

3. Details of Works (Attach further paperwork if required)

Location:

Page 9 of 11
Type of Work:

Reason for
Work:

Proposed Start Date: Proposed Completion Date:

Working Hours: From: To:

YOU DO NOT HAVE APPROVAL AND MUST NOT COMMENCE WORKS UNTIL YOU RECEIVE WRITTEN
NOTIFICATION FROM COUNCIL QUOTING A PERMIT NUMBER

4. Conditions

All applications must be accompanied by the following:
4.1 Site plan detailing all proposed work
4.2 Work Plan Schedule
4.3 Traffic Management detail that shall be implemented in accordance with:
d) AS 1742.3 – 2009 Manual of uniform traffic control devices, Part 3: Traffic
control for works on roads
e) Traffic control for works on roads - Tasmanian Guide 2011.
4.4 You must comply with Work Health and Safety Act 2012 and Work Health and Safety
Regulations 2012 in providing a safe work site for the public and site personnel at all times.
4.5 Works within the nature strip are to be fenced off using barrier mesh and all site
personnel are to wear high visibility clothing in accordance with the relevant Australian
Standards.
4.6 No building materials are to be kept on nature strips during construction and works on
nature strips are to be completed within fourteen (14) days of commencement.
4.7 You must check the location of underground services with asset owners before
commencement of work. Any damage to Council infrastructure will result in an invoice
being sent to the applicant to cover the costs of repair.
4.8 You must reinstate the area of works to its original condition as approved and agreed by
Council.
4.9 Work is not permitted to be carried out at night time, weekends or public holidays without
prior written approval from Council.

Special Conditions:
_____________________________________________________________________________
___
_____________________________________________________________________________
___

Instructions for Applicant

 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 Council’s
Works and Infrastructure Manager and or/engineer.

Notification has been provided to other parties/authorities and adjoining property
owners/occupiers affected by the proposed works.

Name (print) Signed Date

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.

PERMIT (office use only)
Permit No ……………………………………..
This Permit is not valid until signed by an authorised officer of Council and is valid for 6 months only from
date of issue.
Signed: Date:

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.

Key policy objectives are to:

 Establish the type of grants available to community groups.

 Establish the eligibility criteria that must be met by applicants to be considered for
a grant under Council’s Community Grants Program.

 Establish the selection criteria that will be used to consider and assess
applications received under Council’s Community Grants Program.

 Establish the composition of the Grant Applications Evaluation Panel.

 Establish the responsibilities and accountabilities for both the acquittal of funds
and reporting of outcomes for grants awarded under Council’s 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.

The Community Grants program is developed with a philosophy of partnership; whereby
Council recognises the vital role that community groups and organisations play in
contributing to the creation of a vibrant and sustainable municipality. In return, Council
provides a range of grants to encourage and support groups in the community to
engage in activities that enhance the quality of life in Dorset.

Council’s Community Grants Program:
Council provides the following grants streams to the 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
Council’s Grant Funding ProgramGrants Programs.

Council Grant Funding Programs:
Council has the following grants available to the community:

 Small Grants
 Community Matching Funding Grants
 Councillors Discretionary Grants

Attached is a summary of each funding program, full program details including
evaluation panels and acquittal and reporting requirements are outlined in the separate
funding guidelines.

Assessment of Grant Applications
Grants are assessed by the Dorset Council Community Grants Selection Panel,
comprised of three Councillors and up to two Council Officers. The Selection Panel will
assess applications in accordance with the applicable Assessment Criteria for each
grant stream, as provided under the funding guidelines, and make recommendations for
the awarding of funds. Recommendations for awarding of funds will then be considered
at a Council Meeting, with final decision to be made by a resolution of Council.

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:

 Any variations to the grant must be agreed to in writing by Dorset Council;
 Projects must be completed within the same financial year funds are received;
 Appropriate acknowledgement must be given to the support provided by Dorset
Council;
 Council is not responsible for any shortfall should the project run over budget;
 Evaluation report and financial acquittal must be provided to Council within 2
months of funds being spent. The information required includes: a financial
report, a brief assessment of the event/project and details of your organisations
acknowledgement of Dorset Council’s support, including documentation.

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.

Applications for funding of up to $1,000 are invited.

Eligibility

 Be Incorporated Not for profit organisation, or auspiced by incorporated
organisation
 Serve the Dorset municipality
 Demonstrate capacity to manage project and administer their project on time and
within budget
 Demonstrate other support (monetary, in‐kind, and volunteer) has been obtained
or is being sought.
 Have appropriate Public liability insurance cover
 Have no outstanding grant evaluations/financial acquittals with Dorset Council

What will not be funded

 Duplicate of current project
 Projects will not be funded in retrospect
 Activities with fund‐raising outcomes
 Ongoing administration and running costs
 Trophies or Prize Money
 Established events

Assessment Criteria

Applicants must demonstrate:
 Management capacity of applicant organisation
 Level of volunteer, in‐kind and financial input from application organisation
 Number of Dorset residents to benefit
 Potential to meet a community need
 Potential to enhance opportunities for disadvantaged community members
 Level of community acceptance and support

Page 4 of 6
Name of Grants Program

Community Matching Funding Grants

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

 Community based groups, community based organisations, ad hoc groups and
business groups who want to do a project to build stronger connections in the Dorset
community.
 Live and/or work in the Dorset municipality

What will not be funded

 Duplicate of an existing public or private program
 Support programs or services
 Replace funding lost from other funding sources
 Pay for an organisations operating expenses not directly related to the awarded
project
 Purchase land or buildings
 Pay for any travel expenses

Assessment Criteria

Community Matching Funding grants have four sections that are reviewed and rated for
a total of 100 points.

 Proposed idea (20 points)
 Community involvement/community building (30 points)
 Outcomes (20 points)
 Project resources and readiness (30 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

Councillors Discretionary Grants

Purpose
The purpose of the Councillors Discretionary Grants is to provide community groups
with funding for projects that are on Council owned land.

Eligibility

 Be Incorporated Not for profit organisation, or auspiced by incorporated
organisation
 Serve the Dorset municipality
 Demonstrate capacity to manage project and administer their project on time and
within budget
 Demonstrate other support (monetary, in‐kind, and volunteer) has been obtained
or is being sought.
 Have appropriate Public liability insurance cover
 Have no outstanding grant evaluations/financial acquittals with Dorset Council

What will not be funded

 Projects that are not on Council owned land

Fund Criteria

 Encourage projects that respond to local community issues.
 Encourage projects that increase participation in community sport, recreation,
physical health and activity
 Encourage arts and cultural projects that stimulate the local community’s
creativity and cultural development

Assessment Criteria

Applicants must demonstrate:

 Management capacity of applicant organisation
 Level of volunteer, in‐kind and financial input from application organisation
 Potential to meet a community need
 Level of community acceptance and support
 Acceptable timeframes

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.

Assessment and Determination
Assessment and determination for providing financial assistance under the program will be
undertaken by Dorset Council’s Emergency Relief Grant Panel, comprised of the Mayor
and two Councillors.

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.

No written application is necessary, and each situation will be considered in relation to
financial context, known individual circumstances, urgency of necessary assistance and
personal merit. Specific information may be sought from individuals or acquaintances to
assist the Selection Panel in their decision-making process.

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.

2