Ordinary Meeting of Council Council Chambers, Service Centre 275 Upper Heidelberg Road, Ivanhoe 22 August 2016 commencing at 7.45pm Following the public forum commencing at approximately 7.30pm and may be extended to 8pm if necessary.
AGENDA
Acknowledgement of the Traditional Owner, the Wurundjeri willam people "Our meeting is being held on the Traditional Land of the Wurundjeri willam people and, on behalf of Banyule City Council, I wish to acknowledge them as the Traditional Owners. I would also like to pay my respects to the Wurundjeri Elders, past and present, and to the Elders of other Aboriginal peoples who may be here today.” Apologies and Leave of Absence Confirmation of Minutes Ordinary Meeting of Council held 8 August 2016 Disclosure of Interests Presentations - 50th Anniversary of the Battle of Long Tan – Minute Silence - Banyule Youth Summit 1. Petitions Nil REPORTS: 2. People – Community Strengthening and Support 2.1 Appointment of the North East Link Focus Group ...................................................3 2.2 Banyule Surveillance in Public Places Policy ..........................................................6 2.3 2017 - 2018 Community Sport Infrastructure Fund ...............................................10 3. Planet – Environmental Sustainability 3.1 2016 Environmental Sustainability Grants.............................................................15
AGENDA (Cont’d)
4. Place – Sustainable Amenity and Built Environment 4.1 Contract No. 0876-2016 For Construction of Concrete Paving and Kerb and Channel ................................................................................................21 4.2 Ivanhoe Community Library and Learning Hub .....................................................25 4.3 60 Buckingham Drive, Heidelberg - Update on application to Heritage Victoria ...................................................................................................30 5. Participation – Community Involvement in Community Life 5.1 2016 Banyule Youth Summit ................................................................................35 6. Performance - Use Our Resources Wisely 6.1 Assembly of Councillors........................................................................................41 6.2 Supply & Delivery of Three 22m³ Side Loading Refuse Trucks .............................45 6.3 Items for Noting ....................................................................................................50 7. Sealing of Documents 7.1 Sealing of Documents...........................................................................................55 8. Notices of Motion Nil 9. General Business 10. Urgent Business Closure of Meeting to the Public That in accordance with Section 89(2) of the Local Government Act 1989, Council close the Meeting to members of the public and adjourn for five minutes to allow the public to leave the Chamber prior to considering the following confidential matter: 11. Confidential Matters 11.1 Industrial Matters; AND Contractual Matters Matters Discussed in Camera That all confidential matters and reports related to the above items remain confidential unless otherwise specified. Closure of Meeting
Ordinary Meeting of Council - 22 August 2016
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2.1
APPOINTMENT OF THE NORTH EAST LINK FOCUS GROUP
Author:
Bailey Byrnes - Transport Planning Team Leader, City Development
2.1
People – Community Strengthening and Support
EXECUTIVE SUMMARY Following a resolution of Council at its meeting on 9 May 2016, an expression of interest was advertised for community involvement for a focus group on the North East Link. The role of the focus group is to provide input on a draft action plan advocating for the North East Link, with Council to consider the final action plan following a public consultation phase. A total of 13 nominations were received during the submission period, comprising of a mix of residents across the municipality with backgrounds in advocacy, technical disciplines, and involvement in a number of community interest groups. This report enables the appointment of community members to the North East Link Focus Group. RECOMMENDATION That Council: 1.
Appoint the following community members to the North East Link Focus Group, commencing August 2016: [insert names]
2.
Thank the non-successful applicants for their nomination and invite them to provide feedback on the North East Link Action Plan once it is released for community comment.
CITY PLAN This report is in line with Council’s City Plan key direction to “engage meaningfully with our community”. BACKGROUND At its meeting on 9 May 2016, Council considered a report on the metropolitan overdimensional vehicle route proposed for Rosanna Road and Greensborough Highway. At the meeting it was resolved in part to: “2.
Seek community interest in proposing a committee of local residents to serve as a focus group in the development of an action plan which should include the Mayor and any interested Councillors. The Chair to be a Councillor.”
This report considers the role, objectives, and structure and community nominations of the focus group in line with the above Council resolution.
Ordinary Meeting of Council - 22 August 2016
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People – Community Strengthening and Support
APPOINTMENT OF THE NORTH EAST LINK FOCUS GROUP cont’d LEGAL CONSIDERATION There are no direct legal implications arising from the recommendation contained in this report. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions. In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. DISCUSSION A focus group is a small group discussion and is used to learn more about opinions on a designated topic, and then to help guide future action. Such a group could be used to guide the development of an action plan to advocate for Council’s position on future orbital North East Link between the Metropolitan Ring Road and East Link east of the Mullum Mullum tunnels, and increase awareness of the impacts of excessive through traffic and freight on Rosanna Road and Greensborough Highway. The focus group will act as a mechanism to provide community input to guide Council through the development of an action plan for advocating on the North East Link. The information provided by the group will help develop a draft action plan which following input from a public consultation phase will be presented to Council for consideration. A Terms of Reference and set of objectives was established to help guide applicants and selection process for the focus group. The objectives are:
To provide information to Council on issues around safety and amenity of Rosanna Road and Greensborough Road/Highway from Banksias Street through to the Metropolitan Ring Road. To provide ideas and thoughts on how best to advocate for an orbital north east link between Greensborough and EastLink. To respond to and provide advice on the draft action plan.
The focus group is proposed to comprise the Mayor and interested Councillors, as well as eight to ten local community members. The community members of the focus group will be selected based on their location, their associations (i.e. groups they may represent) and why they are interested in being involved in the focus group. Nominations In July this year advertisements were place in local newspapers (Heidelberg and Diamond Valley Leaders), on the Banyule website, and through Banyule publications, calling for expressions of interest from Banyule residents for up to ten six-month positions on the North East Link Focus Group. Nominations were due 5 August 2016. A total of 13 nominations were received from community members.
Ordinary Meeting of Council - 22 August 2016
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People – Community Strengthening and Support
2.1
APPOINTMENT OF THE NORTH EAST LINK FOCUS GROUP cont’d Selection Criteria The applicants were assessed against the selection criteria stated in the Terms of Reference. The applicants represent a cross-section of the community and technical interests. Most are considered to be of very high calibre and will be an asset to Council’s North East Link Focus Group. Advice has been provided separately to Council on suitable candidates for the group. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION Following a resolution of Council at its meeting on 9 May 2016, an expression of interest was advertised for community involvement for a focus group on the North East Link. A total of 13 community members submitted an expression of interest for the North East Link Focus Group. Following an assessment against the selection, applicants are to be appointed to the focus group. The community members represent a crosssection of the community, and will be an asset to Council’s North East Link Focus Group.
ATTACHMENTS No.
Title
1
North East Link Focus Group Terms of Reference
Ordinary Meeting of Council - 22 August 2016
Page 60
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2.2
2.2
People – Community Strengthening and Support
BANYULE SURVEILLANCE IN PUBLIC PLACES POLICY
Author: Frances Gianinotti - Youth & Community Services Co-Ordinator, Community Programs
EXECUTIVE SUMMARY Council owns and manages a number of cameras in public spaces for surveillance purposes and works closely with Victoria Police as requested to assist with their investigations. Departments across Council have developed their own procedures around the management of the cameras and have responded to new requests within the scope of their own areas. Recent experiences across Council in responding to requests for investigations into camera installation in ‘hot spot’ areas has highlighted the urgent requirement for a consistent approach across Council, in particular the need for common criteria that applies transparency and clarity in decision making processes. In addition, the State Government has introduced the requirement for a Surveillance Policy to be in place before funding of cameras can be granted to local government and other organisations. The draft Banyule Surveillance in Public Places Policy has been developed with input from an organisational stakeholder working group. The draft document has been made available for public consultation from 4 July 2016 to 1 August 2016. Three responses were received during this period. After consideration of all responses, the draft Policy remains unchanged as there were no new or outstanding issues raised and now needs to be considered by Council for adoption. RECOMMENDATION That the Banyule Surveillance in Public Places Policy be adopted.
CITY PLAN This report is in line with Council’s City Plan key direction to “develop and promote safety and resilience in our community”. BACKGROUND Council owns and manages a number of cameras in public spaces for surveillance purposes and works closely with Victoria Police as required from time to time in response to their investigations. A number of Council departments are responsible for surveillance equipment. Each department has developed its own procedures around the management of the cameras and has responded to community requests for cameras in hot spot areas within the scope of their business unit.
Ordinary Meeting of Council - 22 August 2016
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BANYULE SURVEILLANCE IN PUBLIC PLACES POLICY cont’d Recent experiences of officers in responding to requests for investigations into camera installation in ‘hot spot’ areas has highlighted the urgent requirement for a consistent approach across Council, in particular the need for common criteria that applies transparency and clarity in decision making processes. In addition, the State Government has introduced the requirement for a Surveillance Policy to be in place before funding of cameras can be granted to local government and other organisations. A cross organisational management group was established, convened to oversee all aspects of the development of the Policy. The participating business units included; Community Safety, Leisure and Culture, Leisure facilities, Open Space Planning, Local Laws, Operations/Waste Management, Capital Projects, Assets and Infrastructure, Human Resources and IT. Consultants Safe Security Systems were further engaged in late 2015 to undertake an audit of all Council owned surveillance systems across Banyule. The report outlined the technical specifications and status of relevant systems and included recommendations for maintenance and or upgrade of systems. Subsequently a central database of all relevant surveillance cameras has been established to be maintained collectively by each business unit. Overview of the Banyule Surveillance in Public Places Policy The Banyule Surveillance in Public Places Policy has been developed to: • • •
Strengthen the coordination and encourage greater consistency across all business units in the operation and management of cameras in public spaces; Inform future decision making processes in response to requests for cameras in ‘hot spot’ areas; and Comply with State Government requirements in relation to future funding applications for cameras.
The Policy applies to all Council-owned systems installed in public places that have the purpose of surveillance. It does not apply to surveillance systems used by Council where public access is restricted. It also does not apply where surveillance is for Council’s own assets. However any incidental footage captured that is requested through a formal channel, e.g. Victoria Police, is included in the scope. The Policy will assist Council to manage legislative requirements such as privacy and provide direction where Council considers the installation of new systems. The objectives of the Policy are: • • • •
To ensure Council systems are compliant with relevant legislation and other laws; To ensure that systems are installed for a lawful and proper purpose; To ensure that management of records/footage is appropriate, including in relation to use, retention, security, privacy, access, disclosure, storage and disposal; and To ensure there is appropriate and ongoing monitoring and evaluation of existing systems.
Ordinary Meeting of Council - 22 August 2016
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2.2
People – Community Strengthening and Support
2.2
People – Community Strengthening and Support
BANYULE SURVEILLANCE IN PUBLIC PLACES POLICY cont’d The Policy also outlines the requirement for Standard Operating Procedures for each site, which covers technical data, maintenance, authorised officers, security and access of data and incident response. Outcomes of Public Consultations Residents and community were invited to provide feedback on the draft document over a four week period from 4 July 2016 to 1 August 2016. The community was given opportunities for feedback through: • • • • •
The Banyule Website, including links to the draft Banyule Surveillance in Public Places Policy and the feedback summary paper; Copies of the draft Banyule Surveillance in Public Places Policy being available at Council’s customer service centres and libraries; Email to targeted groups such as Neighbourhood Watch, Victoria Police, Diamond Village Shopping Centre Graffiti Project Group, Traders Associations and Centre Coordinators; Email to several residents who had contacted Council in the past about CCTV issues; Email to internal relevant business units.
Three responses were received – Council’s Youth Service, an internal staff member and a resident. The resident congratulated Council on the development of the Policy. The other two responses from within Council were similar in their concerns about the public’s rights to privacy and unauthorised access to data. In addition, concerns around young people specifically were highlighted. Responses to the concerns raised are listed below: •
•
•
These issues are covered in the draft Policy. Data is only viewed/used where it is reasonably necessary as a function of Council’s work or where the Victoria Police request it retrospectively due to reported crime. At all times the public would be aware that they may be under surveillance through public notices on display in the area. Privacy legislation that outlines the rights of individuals is cited in the Policy. For example, the Victorian Ombudsman’s Guidelines for developing Closed Circuit Television Policies for Victorian Public Sector Bodies, (November 2012). Further, Youth Law was contacted about any legislation specific to recording young people however there is no specific legislation. Each business unit operating a surveillance system is asked to name the authorised officer/s. There are commonly only 1 or 2 people authorised and they would have had training in the operation and legislative requirements. They will review data only when needed and not in public view of unauthorised Council officers. The Policy outlines the complaint process where unauthorised use would be addressed, and any unauthorised access would be able to be tracked.
LEGAL CONSIDERATION Council surveillance systems must operate and be managed in accordance with all relevant Commonwealth and State legislation, including; Privacy & Data Protection Act 2014, Public Records Act 1973, Private Security Act 2004, Charter of Human Rights and Responsibilities Act 2006 (the Charter), Freedom of Information Act 1982, and Evidence Act 2008.
Ordinary Meeting of Council - 22 August 2016
Page 8
People – Community Strengthening and Support
2.2
BANYULE SURVEILLANCE IN PUBLIC PLACES POLICY cont’d HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions. In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. It is considered that the subject matter may raise issues of a person’s right to privacy and their reputation. The Policy puts in place protections for the capture, access, storage and retention of the CCTV to mitigate any breaches of privacy. Access will only be available for lawful usage. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION The Banyule Surveillance in Public Places Policy will provide clear direction for future decision making processes in relation to requests for cameras in the community. The Policy is an important step forward to ensuring a consistent and coordinated effort across Council to strengthen Council’s response to issues relating to community safety and perceptions of safety by the community whilst protecting legislative requirements of privacy of residents.
ATTACHMENTS No.
Title
1
Surveillance in Public Places Policy August 2016
Ordinary Meeting of Council - 22 August 2016
Page 62
Page 9
2.3
2.3
People – Community Strengthening and Support
2017 - 2018 COMMUNITY SPORT INFRASTRUCTURE FUND
Author: Darren Bennett - Manager Leisure, Recreation & Culture, Community Programs Previous Items Council on 14 June 2016 (Item 2.2 - 2017 - 2018 Community Sport Infrastructure Fund) EXECUTIVE SUMMARY The Community Sports Infrastructure Fund (CSIF) provides high-quality and accessible community sport and recreation facilities. At its Ordinary Meeting of the 14 June 2016 Council resolved to proceed to first stage of the application process on the following projects: • • • • •
Minor Facilities: Burkitt Oval (Sports Field Lighting) Minor Facilities: East West Power Easement Trail (Stage 4) Cricket Facilities: Greensborough Park Multipurpose Facility Female Friendly Facilities: Gabonia Avenue Reserve Pavilion and Elder Street Reserve Pavilion Change Rooms Planning Category: Nets stadium - Feasibility Study for additional outdoor courts and supporting infrastructure
Sport and Recreation Victoria invited Banyule to progress the following projects to Full Application Stage which are due on 31 August 2016: • • •
Minor Facilities: Burkitt Oval (Sports Field Lighting) Cricket Facilities: Greensborough Park Multipurpose Facility Female Friendly Facilities: Elder Street Reserve Pavilion Change Rooms
Further meetings have been held with Sport and Recreation Victoria representatives and tenant sporting clubs to confirm the scope and cost estimate for the three proposed projects. This further consultation has confirmed the two red porous tennis courts where the Greensborough Park Multipurpose Facility was to be located are still required for competition purposes by the Greensborough Tennis Club. Further discussions are required with the key stakeholders to confirm the scope and cost of the proposed project and are recommending this project not proceed to Full Application Stage. Funding announcements and notification of outcomes are expected from November 2016 onwards.
Ordinary Meeting of Council - 22 August 2016
Page 10
People – Community Strengthening and Support
2.3
2017 - 2018 COMMUNITY SPORT INFRASTRUCTURE FUND cont’d RECOMMENDATION That Council: 1.
Endorse the following Project Proposals within the 2017/18 Community Sports Infrastructure Fund: • •
Minor Facilities: Burkitt Oval (Sports Field Lighting) Female Friendly Facilities: Elder Street Reserve Pavilion Change Rooms.
2.
Acknowledges it will provide matching funds of $200,000 to deliver the projects.
3.
Refer matching funding requirements to the 2017/18 budget process following any successful notification of funding from Sport and Recreation Victoria.
CITY PLAN This report is in line with Council’s City Plan key direction to “promote and support health and wellbeing”. BACKGROUND The Community Sports Infrastructure Fund (CSIF) for 2017-2018 provides grants for planning, building new, and improving existing facilities where communities conduct, organise and participate in sport and recreation. Funding is available under the following categories: • • • • • • •
Better Pools Major Facilities Small Aquatic Projects Minor Facilities Cricket Facilities Female Friendly Facilities Planning
The table below summarises the application categories, the number of applications Council can apply for, the total funding available and the funding ratio for each category: Application Number 1 Up to 3 total (max of 2 applications from any category) 2 1 1
Category Bette Pools Major Facilities (>$500 TPC*) Small Aquatic
Funding Amount Up to $3M Up to $650K Up to $200K
Minor Facilities (<$1m TPC*)
Up to $100K
Cricket Facilities
Up to $100K
Female Friendly Facilities Local Planning in Banyule Regional Planning
Up to $100K Up to $30K Up to $50K
Funding Ratio SRV $1:$3 local SRV $1:$1 local SRV $1:$1 local
Ordinary Meeting of Council - 22 August 2016
SRV $1:$1 local SRV $1:$1 local SRV $1.5:$1 local
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2.3
People – Community Strengthening and Support
2017 - 2018 COMMUNITY SPORT INFRASTRUCTURE FUND cont’d Application Process: • Stage 1 Project proposals for all applications were due on the 8 June 2016. • Sport and Recreation Victoria will advise Councils of project proposals supported to Full Application Stage. • Full application for all categories close on 31 August 2016. • Funding announcements and notification of outcomes are expected from November 2016 onwards. LEGAL CONSIDERATION There are no direct legal implications arising from the recommendation contained in this report. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions. In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. It is considered that the subject matter does not raise any human rights issues. CURRENT SITUATION At its Ordinary Meeting of the 14 June 2016 Council resolved to proceed to first stage of the application process on the following projects: • • • • •
Minor Facilities: Burkitt Oval (Sports Field Lighting) Minor Facilities: East West Power Easement Trail (Stage 4) Cricket Facilities: Greensborough Park Multipurpose Facility Female Friendly Facilities: Gabonia Avenue Reserve Pavilion; and Elder Street Reserve Pavilion Change Rooms Planning Category: Nets stadium - Feasibility Study for additional outdoor courts and supporting infrastructure
Sport and Recreation Victoria invited Banyule to progress the following projects to Full Application Stage which are due on 31 August 2016: • • •
Minor Facilities: Burkitt Oval (Sports Field Lighting) Cricket Facilities: Greensborough Park Multipurpose Facility Female Friendly Facilities: Elder Street Reserve Pavilion Change Rooms
CONSULTATION Officers have meet with Sport and Recreation Victoria representatives and tenant sporting Clubs to discuss the three proposed projects. DISCUSSION Burkitt Oval (Sports Field Lighting) – Ibbott Ward Burkitt Oval is one of two ovals located off Beverley Road in Heidelberg, adjacent to the Old Shire Offices. These two ovals currently serve three sporting clubs, Banyule Football Club, Banyule Junior Football Club and Banyule Cricket Club.
Ordinary Meeting of Council - 22 August 2016
Page 12
2017 - 2018 COMMUNITY SPORT INFRASTRUCTURE FUND cont’d The 2015 Sports Field Lighting Audit has prioritised this project as a high priority for replacement due to the number of teams, including junior and female teams. All tenant clubs are supportive of the proposed project and the Banyule Junior Football Club have confirmed a funding commitment of $20,000 for the project. Banyule City Council : Sport and Recreation Victoria: Club Contribution: Total project cost estimate:
$100,000 $100,000 $ 20,000 $220,000
Elder Street Reserve (Change rooms) – Bakewell Ward Elder Street Reserve is located in Watsonia and is used by many sporting clubs. The Elder Street Reserve pavilion is used by Watsonia Heights Soccer Club and Greensborough Cricket Club. The Watsonia Heights Soccer Club currently has the highest female participation in soccer according to the state sporting association data. All tenant clubs are supportive of the proposed project and the Watsonia Heights Soccer Club have indicated a funding commitment of $30,000 for the project. The details of this commitment and amounts via cash and loans will need to be determined. Sport and Recreation Victoria have confirmed the grant amount requested within Stage One ($50,000) cannot be increased. Banyule City Council : Sport and Recreation Victoria: Club Contribution: Total project cost estimate:
$100,000 $ 50,000 $ 30,000 $180,000
Greensborough Park Multipurpose Facility – Beale Ward Greensborough Park is home to many sporting clubs and community groups. Greensborough Park is currently used by Riverside Cricket Club, Greensborough Tennis Club and St Mary’s Junior Football Club. The audit of cricket net facilities in 2015 prioritised the Riverside Cricket Club nets at Whatmough Park as a priority for replacement. It was identified that an opportunity existed on the Greensborough Tennis Club courts and would be a shared facility between Greensborough Tennis Club and Riverside Cricket Club. The initial project scope involved converting one existing red porous tennis court into a multipurpose facility. One half of the new facility would include a fully enclosed synthetic grassed multipurpose area, providing 4 cricket training nets through the use of retractable netting. When not used for cricket training, the facility would cater for 4 hot shots 'red' tennis courts. While all sporting clubs were included in the initial discussions in the early stages of the planning process, further consultation has confirmed the two red porous tennis courts are still required for competition purposes by the Greensborough Tennis Club. Officers suggest further discussions are required with the key stakeholders to confirm the scope and cost of the project, and are recommending this project not proceed to Full Application Stage.
Ordinary Meeting of Council - 22 August 2016
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People – Community Strengthening and Support
2.3
People â&#x20AC;&#x201C; Community Strengthening and Support
2017 - 2018 COMMUNITY SPORT INFRASTRUCTURE FUND contâ&#x20AC;&#x2122;d FUNDING IMPLICATIONS The projects recommended in this report have an estimated total project cost of $400,000. If the funding applications are successful, Sport and Recreation Victoria will provide $150,000, Tennant Club will provide $50,000 and Council will be provide $200,000 to deliver the projects. TIMELINES Full applications will be developed and submitted by 31 August 2016, funding announcements and notification of outcomes will occur from November 2016 onwards and project funding is available from 1 July 2016. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION Having regard for the funding criteria, further discussions with the tenant sporting clubs and the highly competitive nature of the Sport and Recreation funding the projects identified in this report are considered the most appropriate to progress to Full Application Stage.
ATTACHMENTS Nil
Ordinary Meeting of Council - 22 August 2016
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3.1
3.1
Planet – Environmental Sustainability
2016 ENVIRONMENTAL SUSTAINABILITY GRANTS
Author: John Milkins - Environmental Sustainability Co-ordinator, City Development
EXECUTIVE SUMMARY This Report provides a summary of the grant applications received under the $50,000 Environmental Sustainability grant round for 2016. The Banyule Environment Advisory Committee reviewed the applications at its July meeting and the Committee’s assessment is included in this report. Applications were received seeking a total of $64,644. Of the 13 grant applications, 11 are recommended for full or partial funding to expend the grant pool of $50,000, and two applications were deemed unsuitable. The recommended projects reflect the strong community interest in food production and sustainable gardening, biodiversity, waste avoidance, organics composting, and sustainability education and align with Council’s PLANET priorities. Following Council’s consideration of the grant applications, applicants will be notified of their success or otherwise. Successful applicants will be invited to a presentation evening on Tuesday 14 September 2016. RECOMMENDATION That Council : 1.
Awards the following Environmental Sustainability Grants in 2016: Group
Project title and description
Friends of Darebin Creek
Revegetation and Enhancement of Napier Waller Reserve– planting of 4700 plants and sign design Interpretative Signage in Banyule Flats Reserve – design, construction and installation of three signs. From the bottom up! - Apple crate Garden beds with wicking system Frog Bog – creation of a dedicated frog habitat area. Renewing the Environment and Energy for Our Children - solar panel system sized to school needs. Year round sustainable gardening at Macleod Organic Community Garden – establishment of polytunnel with raised garden beds.
Warringal Conservation Society
Montmorency South Primary School Banyule Primary School Watsonia Pre-School Association
Sustainable Macleod Inc
Ordinary Meeting of Council - 22 August 2016
Total $ $4,780.00
$5,000.00
$6,680.00 $800.00 $7,990.00
$3,444.00
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3.1
Planet – Environmental Sustainability
2016 ENVIRONMENTAL SUSTAINABILITY GRANTS cont’d Greenhills Primary School
Greenhills Neighbourhood House Murundaka Cohousing Community
"Mapping the Groundswell" Steering Committee
St Pius X Catholic Primary School
Eltham Copper Butterfly (ECB) Habitat Development and School Waste Recycling – 800 plants planted and composting system for ongoing food recycling and garden improvements. Worm Farms for Occasional Childcare – 3 worm farms for green waste with curriculum integration. 2016-17 Sustainable Gardening Workshops – four community workshops on sustainable food production. MAPPING THE GROUNDSWELL – Sustainability initiatives in the Community of Banyule. Research design and production of map of top 100 sustainability examples in Banyule. St Pius X Community Environmental Park – creation of educational shelter shed, garden bed upgrades, shade house and compost system. Total:
2.
$5,000.00
$500.00
$2,500.00
$6,500.00
$6,806.00
$50,000.00
Informs successful applicants and thanks unsuccessful applicants for their interest.
CITY PLAN This report is in line with Council’s City Plan key direction to “act as environmental stewards”. BACKGROUND The Banyule Environmental Sustainability Grants provide incentive annually to new or established local ‘friends’ and conservation groups, schools and individuals to develop various environmental programs and projects that benefit the Banyule community. Grant applications generally follow the key directions of the Planet Section of Council’s City Plan, and include the conservation of resources, reducing waste and pollution, maintaining and enhancing the natural environment or encouraging environmental stewardship. The 2016 grant pool is $50,000 with a maximum of $8000 to be awarded to any single entity. Applications are assessed by the Banyule Environment Advisory Committee (BEAC) in accordance with its Terms of Reference to: “Provide advice on the management of Council’s Environment Grants Program and make appropriate recommendations to Council on allocation of funds.”
Ordinary Meeting of Council - 22 August 2016
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Planet – Environmental Sustainability
3.1
2016 ENVIRONMENTAL SUSTAINABILITY GRANTS cont’d DISCUSSION Grants Assessment During its July meeting, BEAC assessed the grant applications according to the criteria outlined in the grant guidelines (Attachment 1). A total of 13 applications requesting a total of $64,644 were received. Based on the assessment, 11 applications were recommended for the funding amounts shown in Table 1 below. Table 1: Environmental Sustainability Grants Recommended Applicants 2016 Group Friends of Darebin Creek
Warringal Conservation Society Montmorency South Primary School Banyule Primary School Watsonia Pre-School Association Sustainable Macleod Inc
Greenhills Primary School
Greenhills Neighbourhood House Murundaka Cohousing Community
"Mapping the Groundswell" Steering Committee
St Pius X Catholic Primary School
Project title and description Revegetation and Enhancement of Napier Waller Reserve– planting of 4700 plants and sign design Interpretative Signage in Banyule Flats Reserve – design, construction and installation of three signs. From the bottom up! - Apple crate Garden beds with wicking system Frog Bog – creation of a dedicated frog habitat area. Renewing the Environment and Energy for Our Children - solar panel system sized to school needs. Year round sustainable gardening at Macleod Organic Community Garden – establishment of polytunnel with raised garden beds. Eltham Copper Butterfly (ECB) Habitat Development and School Waste Recycling – 800 plants planted and composting system for ongoing food recycling and garden improvements. Worm Farms for Occasional Childcare – 3 worm farms for green waste with curriculum integration. 2016-17 Sustainable Gardening Workshops – four community workshops on sustainable food production. Mapping the Groundswell – Sustainability initiatives in the Community of Banyule. Research, design and production of map of top 100 sustainability examples in Banyule. St Pius X Community Environmental Park – creation of educational shelter shed, garden bed upgrades, shade house and compost system.
TOTAL
Ordinary Meeting of Council - 22 August 2016
Total $ $4,780.00
$5,000.00
$6,680.00 $800.00 $7,990.00
$3,444.00
$5,000.00
$500.00
$2,500.00
$6,500.00
$6,806.00
$50,000.00
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Planet – Environmental Sustainability
2016 ENVIRONMENTAL SUSTAINABILITY GRANTS cont’d Trends in Grant Application Themes The Environmental Sustainability grants have been running for over 20 years, and Figure 1 below shows the number of successful applications in the last six years across the broad sustainability themes. With the easing of the millennium drought there has been a shift away from water security themed applications (e.g. water tanks). The community appears to be more aware of building its local resilience to longer term climate change impacts and is celebrating the return to local food production and planting local vegetation. Banyule Council environmental stewardship programs such the Sustainable Homes and Communities Program, and the Community Leaders for Sustainability course have significantly enhanced the capacity of the Banyule community in applying for, and implementing sophisticated and innovative grant projects. Over time there has been a wider pool of applicants, expanding from the education sector to Neighbourhood Houses, ‘friends’ groups, the Transition Town movement and a range of other organisations. 40 35 30 25 20 15 10 5 0 Gardening / Food
Revegetation work
Waste / Composting
Water
Biodiversity
other
Engagement
Energy
Transport
Figure 1: Themes of Grants Awarded 2010-2016
Awarding of Grants Following Council’s formal decision to allocate grants, successful applicants will be awarded their grant at a presentation evening on 14 September 2016. LEGAL CONSIDERATION There are no direct legal implications arising from the recommendation contained in this report.
Ordinary Meeting of Council - 22 August 2016
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Planet â&#x20AC;&#x201C; Environmental Sustainability
3.1
2016 ENVIRONMENTAL SUSTAINABILITY GRANTS contâ&#x20AC;&#x2122;d HUMAN RIGHTS CHARTER In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. It is considered that the subject matter does not raise any human rights issues. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION The 2016 Banyule Environmental Sustainability Grants applications have been assessed with recommendations made for Council approval, and successful grants will be disbursed at the 2016 Banyule Grants presentation evening on 14 September, 2016. The projects recommended reflect the strong community interest in food production and sustainable gardening, biodiversity, waste avoidance, organics composting, and sustainability education. Over the years of the grants there has been a continuing shift from the education sector dominating the applicant pool to sharing it more equally with broader community groups. This reflects a growth in capacity in the community to manage projects, offer workshops and provide sustainability training for other community members. This is a desirable trend as it reflects a mature, environmentally literate community interested in the benefits of peer-to-peer change outcomes.
ATTACHMENTS No.
Title
1
2016 Environmental Sustainability Grant Guidelines - 20160129
Ordinary Meeting of Council - 22 August 2016
Page 74
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4.1
CONTRACT NO. 0876-2016 FOR CONSTRUCTION OF CONCRETE PAVING AND KERB AND CHANNEL
Author:
James Kelly - Manager Assets & Infrastructure, Assets & City Services
EXECUTIVE SUMMARY This report is to consider the awarding of Contract No 0876-2016 for the “Construction of Concrete Paving and Kerb and Channel” throughout the municipality for the period ending 30 June 2017, with the option of extending the contract on a year to year basis until the 30 June 2020 based on satisfactory performance of the contractors. Public tenders were invited in the local government tender section of The Age newspaper on Saturday 5 March 2016. Tenderers were requested to submit schedule of rate prices for the construction of concrete paving and kerb and channel works related items. The tender closed on Tuesday, 19 April 2016. Tender evaluation was performed using a weighted scoring matrix on the lowest tendered prices. Four contractors have been shortlisted and recommended for appointment. A fifth contractor has been selected as a replacement/back up supplier in the event of any of the preferred contractors not performing or not providing the service to council’s satisfaction and service level, as outlined in the proposed contract specifications. RECOMMENDATION That: 1.
The Contract 0876-2016 be awarded to the following panel of contractors for the construction of concrete paving and kerb and channel projects during the period ending 30 June 2017: 1. 2. 3. 4. 5.
S & A Piccirillo Paving Pty Ltd A & F Basile Paving Pty Ltd N & G Nerone Paving Pty Ltd Forefront Engineering Pty Ltd J R Willett Pty Ltd (as a replacement/back up supplier if required)
2.
The Chief Executive Officer be authorised to extend the contract on a year by year basis until 30 June 2020, based on satisfactory performance of the contractors.
3.
The Common Seal of the Banyule City Council be affixed to the contract agreements. 4.
Ordinary Meeting of Council - 22 August 2016
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CONTRACT NO. 0876-2016 FOR CONSTRUCTION OF CONCRETE PAVING AND KERB AND CHANNEL cont’d CITY PLAN This report is in line with Council’s City Plan key direction to “maintain and improve Banyule as a great place to live”. BACKGROUND The contract for the current panel for the construction of concrete paving and kerb and channel civil works projects expired on 30 June 2016. Public tenders were invited for construction of concrete paving and kerb and channel in the local government tender section of The Age newspaper on Saturday, 5 March 2016. Tenderers were requested to submit schedule of rate prices for construction of concrete paving and kerb and channel works. A total of 30 contractors registered and down loaded the tender documents from Council's web site. The tender closed on Tuesday 19 April 2016 and thirteen (13) companies submitted tenders. LEGAL CONSIDERATION – Section 186 of the Local Government Act 1989 (Act) requires Councils to undertake a competitive process to test the market by giving public notice and invite tenders before entering into a contract when the value of the contract is equal to or greater than: 1. 2.
$150,000 (including GST) for contracts for the purchases of goods or services; or $200,000 (including GST) for contracts for the carrying of works.
These thresholds have been set in alignment with the thresholds that apply to State Government and are reviewed from time to time. The threshold for the 'carrying out of works' was set by Ministerial Direction by order in Council dated 5 August 2008. The awarding of this contract complies with the tendering provisions of Section 186 of the Local Government Act 1989.There are no direct legal implications arising from the recommendation contained in this report. Additional confidential information is contained in Attachment 1, as circulated in the confidential section of the agenda attachments. This is in accordance with Section 89(2) of the Local Government Act 1989, as the information relates to contractual matters and premature disclosure of the information could be prejudicial to the interests of Council or other persons. This item has been included in the public agenda to facilitate transparency and accountability in Council's decision making. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions.
Ordinary Meeting of Council - 22 August 2016
Page 22
CONTRACT NO. 0876-2016 FOR CONSTRUCTION OF CONCRETE PAVING AND KERB AND CHANNEL cont’d In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. It is considered that the subject matter does not raise any human rights issues. BANYULE PROCUREMENT POLICY Councils Procurement Policy is made under Section 186A of the Local Government Act 1989. The purpose of this Policy is to: • • • • •
provide policy and guidance to the Council to allow consistency and control over Procurement activities; demonstrate accountability to ratepayers; provide guidance on ethical behaviour in public sector purchasing; demonstrate the application of elements of best practice in purchasing; and increase the probability of obtaining the right outcome when purchasing goods and services.
The Act and the Procurement Policy of Council are the primary reference points for how all procurement should be performed. TENEDER EVALUATION A Tender Evaluation Panel (TEP) evaluated each tender using a weighted matrix based on financial, technical, commercial and other criteria discussed further in this report. Factors considered in the assessment included: • • • • •
Tender price; Previous performance, experience and reliability in the provision of similar services; Capacity and capability of the tenderer to undertake the services as specified; Existence of an accredited management system and procedures covering Quality, OHS and Environmental performance; Referee feedback.
Tenders were evaluated by the tender evaluation panel comprising officers from Infrastructure Maintenance and Procurement Units. In undertaking the assessment, all members of the TEP completed and signed the conflict of interest and confidentiality declaration.
Ordinary Meeting of Council - 22 August 2016
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CONTRACT NO. 0876-2016 FOR CONSTRUCTION OF CONCRETE PAVING AND KERB AND CHANNEL cont’d Evaluation using a weighted matrix was performed for the tender. It is evident from the analysis that awarding the tender to the following panel of contractors will deliver the best benefit and value for money for Council: 1. 2. 3. 4. 5.
S & A Piccirillo Paving Pty Ltd A & F Basile Paving Pty Ltd N & G Nerone Paving Pty Ltd Forefront Engineering Pty Ltd J R Willett Pty Ltd (as a replacement/back up supplier if required)
Tender number 5 has been selected as a replacement/back up supplier in the event of any of the preferred contractors not performing or not providing the service to Council’s satisfaction and service level, as outlined in the proposed contract specifications. FUNDING IMPLICATIONS The estimated value of the work over the four year period from 2016/17 to 2019/20 is approximately $5,500,000 which will be funded from Council's approved annual capital and operational budgets. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION As a result of the quotation evaluation, the Tender Evaluation Panel recommends that Contract No 0876-2016 Construction of Concrete Paving and Kerb and Channel throughout the Municipality for the period ending 30 June 2017, with the option to extend the contract on a year by year basis to 30 June 2020 subject to satisfactory performance, should be awarded to the following panel of contractors: 1. 2. 3. 4. 5.
S & A Piccirillo Paving Pty Ltd A & F Basile Paving Pty Ltd N & G Nerone Paving Pty Ltd Forefront Engineering Pty Ltd J R Willett Pty Ltd (as a replacement/back up supplier if required)
ATTACHMENTS No.
Title
1
Tender Evaluation Results - CONFIDENTIAL
Ordinary Meeting of Council - 22 August 2016
Page
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4.2
IVANHOE COMMUNITY LIBRARY AND LEARNING HUB
Author: Services
Giovanna Savini - Acting Manager Organisational Systems, Corporate
Previous Items Council on 7 July 2014 (Item 4.5 - Ivanhoe Civic Precinct Master Plan) EXECUTIVE SUMMARY After extensive community consultation the Ivanhoe Civic Precinct Master Plan was adopted by Council in 2014. The Master Plan presents a step forward in realising key aspirations for the Ivanhoe civic precinct and sets a clear strategic direction for future land-use and the development of detailed designs for the Community Learning Hub. The main elements of the Master Plan are: • • • •
A new Community Learning Hub, and demolition of the existing library; A public plaza fronting Upper Heidelberg Road; New car parking arrangements; and Mixed Use Development at the southern end of the civic precinct.
In April 2016, Croxon Ramsay Architects were engaged to undertake the concept design for the Community Learning Hub as the first stage in realising the Master Plan’s key aspirations for the civic precinct. Key users and stakeholders of the Community Learning Hub have been involved in the concept planning and design. The report recommends that Council approves the developed concept plans for the Community Learning Hub prepared by Croxon Ramsay to be publically presented for broader community consultation and feedback to influence further design work. The report also recommends to undertake Transport and Traffic Engineering analysis and assessment of car parking requirements for the proposed Ivanhoe Community Learning Hub, and to ensure both elements are considered in future detailed design processes. RECOMMENDATION That Council: 1.
Approves the draft Ivanhoe Community Learning Hub concept plans as prepared by Croxon Ramsay, to be presented for community consultation and feedback to influence further design work.
2.
Engage a consultant to prepare a Transport and Traffic Engineering analysis and assessment of car parking requirements for the draft concept of the Ivanhoe Community Learning Hub proposal.
Ordinary Meeting of Council - 22 August 2016
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IVANHOE COMMUNITY LIBRARY AND LEARNING HUB cont’d 3.
Receives a further report to consider the community feedback on the concept plans for the Ivanhoe Community Hub and the outcomes and needs of Transport and Traffic Engineering analysis.
CITY PLAN This report is in line with Council’s City Plan key direction to “strengthen local activity and employment areas”. BACKGROUND After extensive community consultation the Ivanhoe Civic Precinct Master Plan was adopted in 2014. The Master Plan sets a clear strategic direction for future land-use and development for the precinct. The main elements of the Master Plan are: • • • •
A new Community Learning Hub, and demolition of the existing library; A public plaza fronting Upper Heidelberg Road; New car parking arrangements; and Mixed Use Development at the southern end of the civic precinct.
The Ivanhoe Civic Precinct Master Plan presented a complex set of proposals, which could not be completely resolved at the stage of adoption. The Master Plan map and objectives set a clear agenda for development of a new community facility, consolidation of car parking and establishment of a new public plaza and introduction of active commercial and residential uses. The proposed Community Learning Hub at the centre of the Ivanhoe Civic Precinct, next to Banyule’s iconic art-deco Town Hall in Ivanhoe, will bring libraries, community engagement and culture to the heart of the community learning experience in the City of Banyule and across the northern suburbs of Melbourne. The proposed hub will house a range of facilities to provide the ultimate community learning experience including: • • • • • •
Community library; Arts vault / gallery; An interactive video-conferencing hub with community meeting and working hub spaces; Theatrette; Maternal and Child Health Consulting Suites; and Community café.
In April 2016, Croxon Ramsay were engaged to provide architectural services to design the Community Learning Hub as the first stage in realising the Master Plan’s key aspirations for the civic precinct. Croxon Ramsay have translated the Master Plan vision, scope and specifications identified for the Ivanhoe Community Learning Hub and developed a set of concept plans in consultation with key stakeholders.
Ordinary Meeting of Council - 22 August 2016
Page 26
IVANHOE COMMUNITY LIBRARY AND LEARNING HUB contâ&#x20AC;&#x2122;d In working toward delivering the overall vision for the Civic Precinct Master Plan, a preliminary assessment of the potential car parking arrangements based on the developed Community Learning Hub Concept Plans has been undertaken. However an analysis of car parking requirements by a Transport and Traffic Engineer will be required to progress car parking considerations and to inform any required revisions of the Ivanhoe Civic Precinct Master plan. LEGAL CONSIDERATION There are no direct legal implications arising from the recommendation contained in this report. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions. In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. It is considered that the subject matter does not raise any human rights issues. Locality Plan
Ivanhoe Civic Precinct Master Plan
Ordinary Meeting of Council - 22 August 2016
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IVANHOE COMMUNITY LIBRARY AND LEARNING HUB cont’d CONSULTATION In April 2016, a consultation process was initiated to invite key hub users and community stakeholders to share their views and visions for the hub based on the approved project scope. This included participation in workshop sessions and a library hub bus tour, with feedback used to inform the development of the concept plans. The concept plans have subsequently been presented back to the stakeholder groups for feedback. The feedback has been very positive with general agreement that the concepts address and respond to the scope and vision for the hub. Overall approximately fifty - five community members and key stakeholders have been engaged during the development of the concept plans. The next stage is to receive greater community feedback on the developed concept plans to provide Council with feedback on the concepts and influence further design works. Broader community consultation will commence with the public release of the Concept Plans. This will be in the form of: • • •
Promotion on the Banyule Website, including links to the concept plans. Copies of the Concept Plans being available at Council’s customer service centres and Ivanhoe Library. Community forums inviting community feedback on the plans in early September and again in November 2016.
The feedback received will assist Council with the detailed design phase of the project. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION The proposed Community Learning Hub will add value to the precinct as a cultural and community destination with a focus on learning, reading, meeting and art, realising the key aspirations outlined in the Ivanhoe Civic Precinct Master Plan. As the first stage in realising the Master Plan’s key aspirations for the civic precinct, Council has made progress in the design of the Community Learning Hub with the development of the concept plans. However, further analysis remains to be undertaken addressing car parking arrangements prior to progressing the project to detailed design and informing and required revisions of the Ivanhoe Civic Precinct Master plan.
Ordinary Meeting of Council - 22 August 2016
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4.2
IVANHOE COMMUNITY LIBRARY AND LEARNING HUB cont’d ATTACHMENTS No.
Title
1
Ivanhoe Community Learning Hub_Concept Plans_090816
Ordinary Meeting of Council - 22 August 2016
Page 81
Page 29
4.3
Place – Sustainable Amenity and Built Environment
4.3
60 BUCKINGHAM DRIVE, HEIDELBERG UPDATE ON APPLICATION TO HERITAGE VICTORIA
Author:
Paul Wood - Development Planning Co-ordinator , City Development
EXECUTIVE SUMMARY A submission has been made to Heritage Victoria in relation to an application for works (Heritage Victoria Reference P25085) at 60 Buckingham Drive, Heidelberg (Banyule Homestead). It has raised concern that the application is premature, as the proposed works would facilitate the use of the land for a function centre, a use that does not have approval from Council. The submission also raised concern about the appropriateness of the works to the significance of the Heritage Victoria registered place. RECOMMENDATION That Council confirm support for the submission made to Heritage Victoria in relation to an application for works (Heritage Victoria Reference P25085) at 60 Buckingham Drive, Heidelberg (Banyule Homestead) which raises concern that the application is premature and also identifying specific heritage concerns.
CITY PLAN This report is in line with Council’s City Plan key direction to “maintain and improve Banyule as a great place to live”. BACKGROUND Heritage Victoria has received an application for works to a registered place (Banyule Homestead) and as part of their decision making process has referred the application to Council under Section 71 of the Heritage Act 1995, seeking submission on: • • •
Whether the registered place (Banyule Homestead) is within or adjoining a locally significant place or precinct subject to a Heritage Overlay control and whether there is any adverse effect on that locally significant place or precinct. Whether the Municipal Strategic Statement or a local policy specifically mentions or relates to Banyule Homestead. Any heritage issues that affect this place.
The application includes a series of internal and external works to facilitate the adaptive re-use of Banyule Homestead and its grounds to be used for public and private functions and community events.
Ordinary Meeting of Council - 22 August 2016
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4.3
60 BUCKINGHAM DRIVE, HEIDELBERG - UPDATE ON APPLICATION TO HERITAGE VICTORIA cont’d Proposal before Heritage Victoria The details of the proposal being considered by Heritage Victoria include the following internal and external works: Internal works • • • • • • • •
New opening in the entrance hall to the drawing room to match the 1970s opening opposite; New opening in the east wall of an 1846 room to a 1908 room; Re-opening and enlarging of previous opening between three 1908 rooms; Viewing window to cellar; Conservation of original surfaces in the entrance hall; New decorative work to the main areas on the ground floor and the stair hall on the first floor; Redecoration to 1846 and 1908 rooms; and Internal upgrade of existing services.
External works • • • • • • •
Pergola with retractable roof on the south side of the house; Permanent marquee frame in the courtyard at the rear of the house; Temporary marquee on tennis court; New southern gates; Pond urn; Rose pergola and rose obelisk; and Storage on site of octagonal column sections.
The following will provide an overview of the subject site, Heritage Victoria and Council application considerations and details of the response provided to Heritage Victoria in relation to their referral under Section 71of the Heritage Act 1995. LEGAL CONSIDERATION There are no direct legal implications arising from the recommendation contained in this report. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions. In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities.
Ordinary Meeting of Council - 22 August 2016
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60 BUCKINGHAM DRIVE, HEIDELBERG - UPDATE ON APPLICATION TO HERITAGE VICTORIA contâ&#x20AC;&#x2122;d LOCALITY PLAN
DISCUSSION Subject site The subject site is located at 60 Buckingham Drive, Heidelberg on the eastern side of the road and is commonly known as Banyule Homestead. The subject site is a 9101sqm parcel of land and is a significant heritage asset which is listed on the Victoria Heritage Register (Reference H926). The main building was completed in 1946 with more recent additions in 1908 and the late 1990s. It was developed as a residence and has had various uses over the years including as an art gallery for the State Government. Recent history Following the disposal of Banyule Homestead by the State Government on or around 1995, it was used as a private residence until approximately one year ago when the property was vacated. Since then, some minor works have taken place including removal of vegetation that is exempt from requiring a planning permit, landscaping works and upgrades of paths and trails. Some vegetation has also been removed that also required planning approval from Council. It is important to note that there are two regulatory systems that have jurisdiction over applications associated with Banyule Homestead. The first being Heritage Victoria in respect of all heritage matters as the property is identified as being of State significance and listed on the Victorian Heritage Register; and Council, acting as the Responsible Planning Authority, in respect of how the property is used, some elements of buildings and works and some vegetation removal.
Ordinary Meeting of Council - 22 August 2016
Page 32
60 BUCKINGHAM DRIVE, HEIDELBERG - UPDATE ON APPLICATION TO HERITAGE VICTORIA cont’d General discussion about application processes and response to Heritage Victoria The applicant has applied to Heritage Victoria to undertake a series of works outlined in this report to facilitate the use of the Banyule Homestead and its grounds for public and private functions and community events. Heritage Victoria has sole jurisdiction over this application and as part of its decision making process allows potentially affected parties to make a submission and seeks comments from the relevant municipal Council. The submission to Heritage Victoria (Attachment 1) notes that the proposal should not be supported and considers that the application has been made prematurely. The submission has detailed that Council has not received an application to use the land for a function centre and therefore the works to the building and grounds are speculative on such approval being given for the use. The submission also identifies that the extent of works is likely to be more substantial than what has been proposed as part of the Heritage Victoria application given that there are factors that may necessitate additional works when it comes to considering the use. In this respect the site presents some challenges in terms of its location within a quiet residential area and its restrictive road access. The full scope of the use is also unknown at this stage in terms of hours of operation, patron numbers, acoustic attenuation, traffic management and therefore it is considered that if the works are acceptable in relation to Heritage Victoria’s considerations, they may not present a true reflection of the entirety of the works required for the use to take place. The submission has also drawn on the specialist heritage guidance of Council’s Heritage Advisor (Attachment 1) who has identified that the proposal does not identify the more critical repair works that are required to the building and emphasised that the works would likely compromise the integrity of the original residence. In summary, the submission to Heritage Victoria has advised that the works are inappropriate. Attachment 1 provides full details of the submission to Heritage Victoria. Next steps Heritage Victoria is now required to make a decision on the application for works to Banyule Homestead and will notify Council of its decision. It is anticipated that Council will receive an application for use of the land as a function centre in the near future which will undergo a standard planning permit process involving consultation with surrounding properties. Any further information about applications at the Banyule Homestead will be included on Council’s website at http://www.banyule.vic.gov.au/Services/Planning/PlanningApplications-of-Significant-Interest/60-Buckingham-Drive-Heidelberg-BanyuleHomestead.
Ordinary Meeting of Council - 22 August 2016
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60 BUCKINGHAM DRIVE, HEIDELBERG - UPDATE ON APPLICATION TO HERITAGE VICTORIA cont’d OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION Heritage Victoria is the responsible authority for assessing the merits of the proposed works at Banyule Homestead located at 60 Buckingham Drive, Heidelberg. A submission has been provided to Heritage Victoria advising that the application has been made prematurely and recommends that Heritage Victoria not support the proposed works.
ATTACHMENTS No.
Title
1
Attachment 1 - Submission to Heritage Victoria incorporating Heritage Advisor Comments
Ordinary Meeting of Council - 22 August 2016
Page 101
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5.1
Participation – Community Involvement in Community Life
2016 BANYULE YOUTH SUMMIT
Author: Frances Gianinotti - Youth & Community Services Co-Ordinator, Community Programs
EXECUTIVE SUMMARY Council held the second Banyule Youth Summit on 6 May, 2016, the inaugural event being held in October 2014. Over one hundred (100) young people from across twenty (20) secondary schools in and around Banyule participated to discuss issues identified by both themselves and their peers during pre-summit workshops coordinated by Council’s youth service. The main topics identified for discussion were gender equality, mental health, education and gender/sexual diversity. Other areas for discussion included alcohol and other drugs, cultural diversity, animal rights and the environment. The young participants showed great insight in the development of key recommendations. Nineteen (19) key recommendations have been incorporated for action as part of the Youth Services Annual Planning process for 2016/17. The recommendations and findings should also inform the development of Council’s next City Plan which will be reviewed in 2017. The Youth Summit is a powerful engagement tool and offers Council direct links to young people and their opinions. The model is consistent with the Banyule Youth Charter which Council endorsed in 2009. The Youth Summit model comprises a two year cycle as follows: • •
Year 1 - the preparation and delivery of the Youth Summit and key recommendations; Year 2 - implementation of the key recommendations with a report to Council on the work undertaken and achieved.
RECOMMENDATION That Council: 1.
Receive and acknowledge the recommendations of the 2016 Youth Summit as presented by young people.
2.
As part of the review of the City Plan, consider the Youth Summit recommendations as key strategic directions or actions.
3.
Receive a further report on the implementation of the recommendations in August 2017.
Ordinary Meeting of Council - 22 August 2016
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2016 BANYULE YOUTH SUMMIT cont’d CITY PLAN This report is in line with Council’s City Plan key direction to “engage meaningfully with our community”.
Attachment 1
BACKGROUND The Banyule Youth Summit is a biennial event hosted by Banyule City Council. The purpose of the Summit is to engage with young people in discussions that identify issues important in their lives. Importantly young people develop potential solutions to the issues through key recommendations which are presented to Council for its consideration. The key recommendations provide direction and focus to Council in setting priorities and developing actions within its resources that respond to these issues. Twenty secondary schools in and around Banyule participated and sent a delegation of students to participate on the day. Council’s Youth Service team visited all twenty secondary schools to conduct pre-summit workshops in order for the young people to develop the topics that would be discussed at the Summit. An important part of the process was liaising with schools to ensure a diverse representation was sent to the Summit. They included young people with disabilities, those who identified as GLBTI, African Australian young people, Aboriginal young people and people of a variety of faith backgrounds in attendance. Over one hundred (100) young people attended on the day. Nineteen (19) topic areas were chosen and discussed at the Summit, each receiving a dedicated round table discussion session. Many of the discussions were facilitated by young people who participated in the 2014 Summit. A number of the “behind the scenes” roles were delivered by young people including filming, photography and reporting. Across the nineteen (19) topic areas, young people identified 106 ideas to address the issues. From this list, key recommendations were voted on and proposed by the young people. The full list of 106 ideas will be made available via Council’s website and Youth webpage for services and young people to refer to. All three levels of government were represented at the handing down of the recommendations on the day in addition to a broad cross section from schools and the youth sector. Council’s Youth Services will oversee the implementation of the key recommendations of the Summit and report to Council on the progress via an official Report Card presentation in August 2017. YOUTH SUMMIT RECOMMENDATIONS The Youth Summit made key recommendations as follows: 1.
Education • That a tutoring program be offered at Banyule’s libraries • That schools work in consultation with Banyule Youth Services to address issues affecting students at the different stages of their education.
Ordinary Meeting of Council - 22 August 2016
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2.
Somali Girls • That Council support young people to hold a multicultural community event to educate and change perceptions of other cultures and religions. • Invite young people to contribute articles to Truth 4 Youth to challenge misconceptions in the community about religion, culture, and women. • Create an empowering and uniting social media presence for young Muslim women.
3.
Somali Boys • Youth programs and camps for young Somali boys. • That a five A side soccer pitch be installed at Malahang Reserve.
4.
Environment • That Council establish a youth representative environment group to spearhead change and raise awareness.
5.
Alcohol and Other Drugs • That Council work with specialist organisations to hold information sessions focussing on alcohol and other drugs.
6.
Mental Health • Create a social media campaign with young people sharing their stories and raising awareness around mental health.
7.
Social Media • That Council work with young people to use social media to promote positive self and body image.
8.
Recreation • That Council assist in the establishment of a youth led ‘Things to Do” Committee that investigates ways to provide more social and inclusive opportunities for young people.
9.
Bullying • Explore the opportunity for young people with personal experiences of bullying to create a video to educate other young people about the impact of bullying.
10.
Cultural Diversity • That an art project be established, and exhibited in Banyule, focusing on the similarities between people rather than the differences.
11.
Domestic Violence • That Council facilitate information packs to all secondary schools that include tools, posters, resources, speakers and programs they can use with students to increase awareness of family violence and how to seek help.
12.
Animal Rights • That Council support and fund a youth animal action group focused on raising awareness of and promoting social justice for animals.
Ordinary Meeting of Council - 22 August 2016
Page 37
Attachment 1
2016 BANYULE YOUTH SUMMIT cont’d
2.1 5.1
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Attachment 1
2.1 5.1
Participation – Community Involvement in Community Life
2016 BANYULE YOUTH SUMMIT cont’d 13.
Gender Equality • That respectful relationship programs be embedded in the curriculum of all schools in order to promote healthy relationships. • That Council support teachers on building awareness of how to build on avoiding segregation and promote gender inclusion and the gender identity spectrum in the school setting.
14.
Sex Education • That online resources that include information and education from different perspectives and contexts should be used in classes.
15.
Gender and Sexual Diversity • That a short video be made available explaining gender and pronouns, including gender fluidity. • Create a social media campaign focused on gender diversity, homophobic language, stereotypes and equal rights.
16.
Body Image • That an online and in person young women’s group be developed that addresses issues, offers fun and healthy activities in a safe place.
17.
Aboriginal Culture • Support the Aboriginal community to start a girls, boys and mixed Aboriginal youth group to do activities, learn and advocate for Aboriginal youth in Banyule.
18.
Public Transport • That Council address feedback provided by young people about after hours public transport.
19.
Refugees • When Syrian refugees arrive locally, Council should work with young people to support them to engage with the community through sport, arts and other means.
LEGAL CONSIDERATION The 4-year City Plan 2013-2017 was initially adopted by Council in June 2013 and sets Council’s priorities and direction over four years. It helps guide the services we provide to residents and the broader Banyule community. The City Plan is Banyule’s Council Plan as required by Section 125 of the Local Government Act 1989. The recommendations of the Youth Summit should be considered in the review of the City Plan due 2017. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions.
Ordinary Meeting of Council - 22 August 2016
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2016 BANYULE YOUTH SUMMIT cont’d In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. In particular, whether the scope of any human right established by the Victorian Charter of Human Rights and Responsibilities is in any way limited, restricted or interfered with by the recommendations contained in this report.
2.1 5.1
Participation – Community Involvement in Community Life
• • • • • • •
Right to recognition and equality before the law (section 8) Freedom of thought, conscience, religion and belief (section 14) Freedom of Expression (section 15) Protection of Families & Children (section 17) Taking part in a Public Life (section 18) Cultural Rights (section 19) Right to liberty and security per person (section 21)
OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter. CONCLUSION The Youth Summit is consistent with the Banyule Youth Charter to meaningfully engage and consult with young people. It is a valuable process that ensures young people have the opportunity to directly express their concerns to Council and are educated about Council governance as well.
ATTACHMENTS Nil
Ordinary Meeting of Council - 22 August 2016
Page 39
Attachment 1
It is considered that the Banyule Youth Summit and its outcomes and recommendations enhances and protects the following Human Rights:
6.1
ASSEMBLY OF COUNCILLORS
Author:
Ellen Kavanagh - Governance Officer, Corporate Services
6.1
Performance - Use Our Resources Wisely
EXECUTIVE SUMMARY Under the Local Government Act 1989 an Assembly of Councillors is defined as: A meeting of an advisory committee of the Council, if at least one Councillor is present or; A planned or scheduled meeting of at least half of the Councillors and one member of Council staff which considers matters that are intended or likely to be: a) b)
the subject of a decision of the Council or; subject to the exercise of a function, duty or power of the Council that has been delegated to a person or committee.
In accordance with Section 80A of the Local Government Act 1989 Council is required to report as soon as possible to an Ordinary Meeting of Council a record of any assemblies of Councillors held. Below is the latest listing of notified assemblies of Councillors held at Banyule City Council. RECORD OF ASSEMBLIES 1
Date of Assembly:
14 July 2016
Type of Meeting:
Banyule Environment Advisory Committee
Matters Considered:
Conflict of Interest:
1. Change Makers 2. Environmental Sustainability Officer 3. Yarra River Protection Program Engagement 4. Green Legends Mark Di Pasquale Craig Langdon Tom Melican Daniel Kollmorgen - Manager Transport Environmental Sustainability and Municipal Laws John Milkins - Environmental Sustainability Coordinator Sian Gleeson - Environmental Sustainability Officer Denise Fernando, Maree Keenan, Peter Castaldo, Kate Roberts, Julie Fechner, Chris Pittock and Jane Oldfield Nil
Date of Assembly:
18 July 2016
Type of Meeting:
Councillor Briefing
Matters Considered:
1. Festival and Events Review 2. Banyule Safe Travel Plan 3. Banyule Road and Rosanna Road Intersection 4. Hurstbridge Railway Upgrade 5. Ivanhoe Library Hub Concept Plans Steve Briffa Mark Di Pasquale
Councillors Present:
Staff Present:
Others Present:
2
Councillors Present:
Ordinary Meeting of Council - 22 August 2016
Page 41
6.1
Performance - Use Our Resources Wisely
ASSEMBLY OF COUNCILLORS cont’d
Conflict of Interest:
Rick Garotti Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips Simon McMillan – Chief Executive Officer Allison Beckwith – Director Community Programs Scott Walker – Director City Development Marc Giglio – Director Corporate Services Geoff Glynn – Director Assets & City Services Colin James – Arts and Cultural Services Team Leader Ben McManus – Coordinator Leisure & Cultural Services Jacquie Ratcliff – Festival Coordinator Bailey Byrnes – Transport Planning Team Leader Daniel Kollmorgen – Manager Transport, Sustainability and Municipal Laws David Bailey – Engineering Service+s Coordinator Giovanna Savini - Acting Manager Organisational Systems Robbie Colosimo – Acting Manager Youth & Family Services Architects Croxon Ramsay - Catherine Ramsay and Richard Cox Nil
Date of Assembly:
25 July 2016
Type of Meeting:
Councillor Briefing
Matters Considered:
Items on the Council Agenda for the Ordinary Meeting of 25 July 2016 as listed below:
Staff Present:
Others Present:
3
1.1 Reichelt Avenue and Buena Vista Drive intersection, Montmorency - Request for 'road closure' to be repositioned 2.1 Sporting Reserve User Guide Review 2.2 Age-friendly Victoria Declaration 4.1 Rosanna Road and Banyule Road, Rosanna - Road Safety Audit 4.2 Removal of vegetation at Seddon Reserve (103 Green Street, Ivanhoe) P260/2016 4.3 Hurstbridge Rail Line Upgrade – Lower Plenty Road Level Crossing Removal Consultation Update 4.4 Yarra River Protection Discussion Paper 5.1 Hughes Street and Deirdre Court, Montmorency - Proposed Permanent Road Closure 5.2 Commemorative naming events 6.1 Adoption of Services Asset Management
Ordinary Meeting of Council - 22 August 2016
Page 42
ASSEMBLY OF COUNCILLORS cont’d
Others Present:
6.2 Reappointment of the Chief Executive Officer 6.3 Assembly of Councillors 6.4 Items for Noting General Business: - Mainstreet Awards - Battle of The Somme 100 Year Anniversary Urgent Business: - VCAT Mediation for Planning Permit – Performing Arts Centre Loyola College Steve Briffa Mark Di Pasquale Rick Garotti Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips Simon McMillan – Chief Executive Officer Allison Beckwith – Director Community Programs Scott Walker – Director City Development Marc Giglio – Director Corporate Services Geoff Glynn – Director Assets & City Services Vivien Ferlaino – Governance Coordinator Gina Burden – Manager Governance & Communication Daniel Kollmorgen – Manager Transport, Sustainability & Municipal Laws Joseph Tabacco – Manager Property & Economic Development -
Conflict of Interest:
Simon McMillan - Item 6.2 Reappointment of CEO
Date of Assembly:
1 August 2016
Type of Meeting:
Confidential Councillor Briefing
Matters Considered:
-
Councillors Present:
Steve Briffa Mark Di Pasquale Rick Garotti Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips Simon McMillan – Chief Executive Officer Allison Beckwith – Director Community Programs Scott Walker – Director City Development Marc Giglio – Director Corporate Services Geoff Glynn – Director Assets & City Services Joseph Tabacco – Manager Property & Economic Development -
Councillors Present:
Staff Present:
4
Staff Present:
Others Present:
Ordinary Meeting of Council - 22 August 2016
Confidential Matters
Page 43
6.1
Performance - Use Our Resources Wisely
6.1
Performance - Use Our Resources Wisely
ASSEMBLY OF COUNCILLORS cont’d
5
Conflict of Interest:
-
Date of Assembly:
8 August 2016
Type of Meeting:
Councillor Briefing
Matters Considered:
Items on the Council Agenda for the Ordinary Meeting of 8 August 2016 as listed below: 4.1
Others Present:
Naming of Reserve in Ironbark Crescent, Ivanhoe 4.2 Construction of a multi-level apartment building at 1 Vine Street, Heidelberg - P326/2016 4.3 LaTrobe National Employment Cluster 4.4 Supreme Court Decision 16 Odenwald Road, Eaglemont 4.5 Proposed five to six storey apartment building at 15-17 Livingstone Street, Ivanhoe - P1244/2015 5.1 Municipal Association of Victoria (MAV) - State Council Motions 2016 5.2 Garage Sale Trail 6.1 Report on property transactions for the six months ending 30 June 2016 6.2 Items for Noting 7.1 Sealing of Documents Rick Garotti Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips Allison Beckwith – Director Community Programs Scott Walker – Director City Development Marc Giglio – Director Corporate Services Geoff Glynn – Director Assets & City Services Gina Burden – Manager Governance & Communication Kellie O’Shea – Senior Governance Officer Joel Elbourne – Manager Urban Planning & Building -
Conflict of Interest:
-
Councillors Present:
Staff Present:
RECOMMENDATION That the Assembly of Councillors report be received.
ATTACHMENTS Nil
Ordinary Meeting of Council - 22 August 2016
Page 44
6.2
SUPPLY & DELIVERY OF THREE 22M³ SIDE LOADING REFUSE TRUCKS
Author:
David Walczak - Fleet Co-ordinator, Assets & City Services
EXECUTIVE SUMMARY This report is to consider the awarding of Contract No Q580 for 'Supply and Delivery of three (3) 22m³ Side Loading Refuse Trucks” to replace existing side loading refuse trucks due to age and wear with similar new fleet items. Council previously approved the use of Municipal Association of Victoria (MAV) Procurement and National Procurement Network (NPN) contracts. These contracts provide benefits of collective purchasing and to improve efficiency in the procurement process of Council’s fleet. A request for quotation was initiated through the MAV Tender for trucks (NPN04-13). Sixteen suppliers were invited to quote and eleven submissions were received. A comprehensive evaluation was undertaken of the 11 truck cab-chassis and body combinations for compliance with council’s specification. The tender evaluation panel (TEP) has recommended that the submission from Adtrans Truck Centre be accepted for the supply and delivery of three (3) IVECO ACCO 2350G 6x4 cab chassis with 22m³ Bucher side loading compaction bodies at a total cost of $1,222,909.11 (excluding. GST, registration & stamp duty). RECOMMENDATION That: 1.
Contract No. ‘Q580’ for ‘Supply and Delivery of three (3) 22m³ Side Loading Refuse Trucks’ be awarded to Adtrans Truck Centre for $1,222,909.11 (exclusive of GST, registration & stamp duty).
2.
Council officers be authorised to sign a contract agreement with Adtrans Truck Centre.
CITY PLAN This report is in line with Council’s City Plan key direction to “plan and manage the systems and assets that support Council’s service delivery”. BACKGROUND Banyule City Waste Service Unit uses side loading refuse trucks to pick up waste, greens and recycled waste from Banyule residents. Three of Council’s current side loader trucks are nearing the end of their useful life and need to be replaced.
Ordinary Meeting of Council - 22 August 2016
Page 45
6.2
Performance - Use Our Resources Wisely
Performance - Use Our Resources Wisely
6.2
SUPPLY & DELIVERY OF THREE 22M³ SIDE LOADING REFUSE TRUCKS cont’d Banyule City Council is a signatory to MAVP contracts NPN04-13 for trucks and NPN1.15 for truck bodies. These are Australia wide contracts on behalf of Local Government. All manufacturers and suppliers in Australia have the opportunity to submit their products. A Request for Quotation (RFQ) was initiated through these contracts. MAV Procurement is a not-for-profit unit of the Municipal Association of Victoria focused on achieving better procurement outcomes for local government. They are also members of the National Procurement Network (NPN). The NPN connects procurement services offered by local government associations in all states and territories to provide national programs where it is beneficial to combine the purchasing power of councils Australia wide. LEGAL CONSIDERATION Section 186 of the Local Government Act 1989 (Act) requires councils to undertake a competitive process to test the market by giving public notice and invite tenders before entering into a contract when the value of the contract is equal to or greater than: • •
$150,000 (including GST) for contracts for the purchases of goods or services; or $200,000 (including GST) for contracts for the carrying of works.
These thresholds have been set in alignment with the thresholds that apply to State Government and are reviewed from time to time. The threshold for the ‘carrying out of works’ was set by Ministerial Direction by order in Council dated 5 August 2008. The awarding of this contract complies with the tendering provisions of Section 186 of the Local Government Act 1989. Additional confidential information is contained in Attachment 1, as circulated in the confidential section of the agenda attachments. This is in accordance with Section 89(2) of the Local Government Act 1989, as the information relates to contractual matters and premature disclosure of the information could be prejudicial to the interests of Council or other persons. This item has been included in the public agenda to facilitate transparency and accountability in Council's decision making. BANYULE PROCUREMENT POLICY Councils Procurement Policy is made under Section 186A of the Local Government Act 1989. The purpose of this Policy is to: • • • • •
provide policy and guidance to the Council to allow consistency and control over Procurement activities; demonstrate accountability to ratepayers; provide guidance on ethical behaviour in public sector purchasing; demonstrate the application of elements of best practice in purchasing; and increase the probability of obtaining the right outcome when purchasing goods and services.
Ordinary Meeting of Council - 22 August 2016
Page 46
SUPPLY & DELIVERY OF THREE 22M³ SIDE LOADING REFUSE TRUCKS cont’d The Act and the Procurement Policy of Council are the primary reference points for how all procurement should be performed. The process for inviting quotations and evaluation was undertaken in accordance with the Policy. HUMAN RIGHTS CHARTER Victoria's Charter of Human Rights and Responsibilities (the Charter) outlines the basic human rights of all people in Victoria. The Charter requires that governments, local councils and other public authorities comply with Charter and to consider relevant Charter rights when they make decisions. In developing this report to Council, the subject matter has been considered in accordance with the requirements of the Charter of Human Rights and Responsibilities. It is considered that the subject matter does not raise any human rights issues. QUOTATION EVALUATION Through the MAVP contracts NPN04-13 for trucks and NPN1.15 for truck bodies, suppliers were invited to provide submissions for three side loading refuse trucks according to Council’s tender specification. Suppliers provided quotations for a combination of truck and truck bodies based on their assessment of the specification. A Tender Evaluation Panel (TEP) evaluated each quotation using a weighted matrix based on financial, technical, commercial and other criteria discussed further in this report. The evaluation process also included discussions with current owners and users. The assessment also considered: • • • •
the non-conformances to the tender specification in the submissions; the overall operating cost to Council over the life of the trucks; any modifications which would need to be carried out to the trucks to ensure operational requirements were met and; Occupational health and safety impacts for the drivers
Council currently owns and operates 21 x IVECO ACCO 2350G 6x4 trucks with the 22m³ Bucher side loading compaction body. Any change to either the cab chassis or the compaction body would require Council’s fleet workshop to significantly increase parts stock held to ensure that downtime is minimised. In addition Council’s workshop staff would need additional training to become proficient in diagnosis and repair of any new models introduced. Factors considered in the assessment of all truck cab-chassis and body combinations included: • • • • •
Payload; Turning circle; Driver road visibility; Occupational health and safety risks of the various setups on driver; Proximity of filters and hydraulic hoses to bins making them susceptible to damage;
Ordinary Meeting of Council - 22 August 2016
Page 47
6.2
Performance - Use Our Resources Wisely
Performance - Use Our Resources Wisely
SUPPLY & DELIVERY OF THREE 22M³ SIDE LOADING REFUSE TRUCKS cont’d •
6.2
• • • • •
Requirement for a sub frame to increase chassis rigidity and therefore stability when traveling on the road; Requirement for two hydraulic rams to increase body stability when tipping a load; Ground clearance; Bin lifter placement to driver position (bin visibility); Access for larger drivers; Warranty.
An evaluation matrix was prepared detailing the weightings and scores for each criteria from the 11 submissions. The membership of the tender evaluation panel was as follows: • • •
Fleet Management Co-ordinator Workshop Team Leader Waste Management Team Leader
In undertaking the assessment, all members of the TEP completed and signed the conflict of interest and confidentiality declaration. The submission by Adtrans Truck Centre for the IVECO ACCO 2350G 6x4 with the 22m³ Bucher side loading compaction body has been assessed as having the lowest overall operating cost to Council over the trucks’ expected life and being the best in terms of Occupational health and safety and driver comfort. This truck has the highest payload, the shortest distance between drivers head and bin lifter as well as a good turning circle. This tender scored highest overall in the weighted criteria, fully complies with Council’s specifications and is therefore recommended for acceptance. It is also important to note that of all the submissions received, only Iveco and Bucher manufacture the entire truck and body in Melbourne thus providing local economic growth and employment opportunities. FUNDING IMPLICATIONS Council has allocated $1,320,000 in its 2016/17 capital works budget for the purchase of the trucks. Due to ongoing variations between annual budgets and the prices for replacing fleet at the time of purchase, savings obtained in this tender go back into the plant and equipment reserve to ensure that future purchases are adequately funded. OFFICER DECLARATION OF CONFLICT OF INTEREST Section 80C of the Local Government Act 1989 (Act) requires members of Council staff, and persons engaged under contract to provide advice to Council, to disclose any direct or indirect interest in a matter to which the advice relates. Council officers involved in the preparation of this report have no conflict of interest in this matter.
Ordinary Meeting of Council - 22 August 2016
Page 48
Performance - Use Our Resources Wisely
6.2
SUPPLY & DELIVERY OF THREE 22M³ SIDE LOADING REFUSE TRUCKS cont’d CONCLUSION As a result of the quotation evaluation, the Tender Evaluation Panel recommends that Council award Contract No. Q580b, to Adtrans Truck Centre for the supply and delivery of three (3) IVECO ACCO 2350G 6x4 cab chassis with 22m³ Bucher side loading compaction bodies for the lump sum price of $1,222,909.11 (excluding. GST, registration & stamp duty).
ATTACHMENTS No.
Title
1
Tender Evaluation Results - Q580 - CONFIDENTIAL
Ordinary Meeting of Council - 22 August 2016
Page
Page 49
6.3
Performance - Use Our Resources Wisely
6.3
ITEMS FOR NOTING
Author:
David Bailey - Transport Advocacy Manager, City Development
RECOMMENDATION That Council note the following: 1.
Response from the Hon. Bruce Atkinson MLC to the Mayor’s letter of 29 June 2016 regarding the Hurstbridge Line Upgrade – Lower Plenty Road Level Crossing Removal.
2.
Response from VicRoads to the Mayor’s letter of 29 June 2016 regarding safety on Rosanna Road and school crossing supervisor funding.
3.
Banyule Environment Advisory Committee meeting Notes July 2016
The following Minutes or Reports are presented for noting: 1
Report:
Officer: Brief explanation:
Response from the Hon. Bruce Atkinson MLC dated 15 July 2016 regarding the Hurstbridge Line Upgrade – Lower Plenty Road Level Crossing Removal David Bailey Council at its meeting 14 June 2016 resolved (in part) the following: Resolution (CO2016/1) That: 1. Council welcomes the State Government commitment to allocate $140m in the 2018/19 Budget for duplicating the Hurstbridge Rail line between Heidelberg and Rosanna including the grade separation of Lower Plenty Road and the railway line. However a number of matters need to be clarified: a)
b)
c)
d)
Ordinary Meeting of Council - 22 August 2016
confirmation that no land acquisition is required for the duplication and grade separation including no impact on adjoining land and proposed developments; the measures to be introduced as part of the works to protect the amenity and construction impacts to nearby properties and the Rosanna Parklands; the form of the grade separation, in particular the alignment and whether the railway line or road will be built under or over (ie. elevated train line); the urban design approach to the new railway station at Rosanna and its relationship between the Rosanna Shopping Centre at Beetham Parade, Lower Plenty Road and the
Page 50
ITEMS FOR NOTING contâ&#x20AC;&#x2122;d
e)
f)
g)
h)
i) j)
k)
emerging activity at Turnham Avenue. The connection of the activity centre is a critical element and consideration; the impact on bus services in Lower Plenty Road and Turnham Avenue with confirmation there will be no service interruptions during construction and the ongoing provision of enhanced services as part of a new bus interchange following completion of the project. Lower Plenty Road and Turnham Avenue are heavily utilised by various bus services; that all relevant authorities including VicRoads, VicTrack, the Level Crossing Removal Authority and relevant State Government Departments will work with Council and the Local Shopping Centre to reduce and minimise disruption to the businesses; that measures will be introduced to ensure resident access across the railway line and Lower Plenty Road are maintained during construction and into the future including the pedestrian crossing at Davies Street; the extent and length of time that Brown Street and Darebin Street will be closed (if at all) during the duplication; that local residents will be protected from noise impacts during construction; ongoing impact on Rosanna Parklands including the ability to retain trees and provide ongoing maintained landscaping and new tree planting; and detail on ongoing soundproofing to provide for noise amenity protection of residents which is designed to minimise graffiti.
2. Council write to: a) the Premier, Minister for Transport and Major Projects as well as all local Federal and State Members seeking their response to these issues. Letters were sent to the Premier, Minister for Transport and Major Projects as well as all local Federal and State Members on 29 June 2016. Council has recently received a response from the Hon. Bruce Atkinson MLC, a copy of which is attached. 2
Report/Committee Name:
Response from VicRoads dated 20 July 2016 regarding safety on Rosanna Road and school crossing supervisor funding.
Officer:
David Bailey
Ordinary Meeting of Council - 22 August 2016
Page 51
6.3
Performance - Use Our Resources Wisely
6.3
Performance - Use Our Resources Wisely
ITEMS FOR NOTING cont’d Brief explanation:
Council at its meeting 14 June 2016 resolved the following: Resolution (CO2016/2) That Council: 1. Write to VicRoads: a) expressing the Banyule community’s urgent concerns about the safety of Rosanna Road and requesting that VicRoads takes immediate action to address the safety issues that have been identified in the SafeSystemSolution report dated 14 March 2016 titled “Rosanna Road, Heidelberg Road Safety Assessment”; and b) expressing disappointment that the SafeSystemSolution report on Rosanna Road safety issues was not provided to Council prior the request of Council to endorse the Road as an Over Dimensional (OD) route, despite having the report at the time of making the request of Council. 2. Call on VicRoads to: a) provide a 50% contribution for a Crossing supervisor as a matter of urgency at Rosanna and Banyule Road, with Council contributing the balance; and b) require all trucks to be restricted to the centre lane only. 3. Write to local Members of State Parliament requesting their support to advocate to the State Government and VicRoads for immediate action to address the safety issues in Rosanna Road. Letters were sent to the local Members of State Parliament and VicRoads on 22 June 2016. Council has recently received a response from Mr Vince Punaro, Regional Director of VicRoads, a copy of which is attached.
3
Report/Committee Name: Officer:
Ordinary Meeting of Council - 22 August 2016
Banyule Environment Advisory Committee July 2016 John Milkins
Page 52
Performance - Use Our Resources Wisely
Brief explanation:
6.3
ITEMS FOR NOTING contâ&#x20AC;&#x2122;d BEAC discussed the following matters: 16.21 Change Makers 16.22 Environmental Sustainability Grants â&#x20AC;&#x201C; Review BEAC recommended funding 11 of the 13 grant applications to meet the Grant fund total of $50,000 (Details in the Environmental Sustainability Grants Report to Council for the meeting of 22 August, 2016). 16.25 Yarra River Protection Program Engagement 16.27 Green Legends- BEAC provided in-principle support to the concept of Green Legends to recognise the outstanding work and achievement of many community members who may have participated in BEAC in the past.
ATTACHMENTS No.
Title
1
Letter from the Hon. Bruce Atkinson MLC
107
2
Letter from VicRoads
108
3
Banyule Environmental Advisory Committee (BEAC) July 2016 Meeting Notes
110
Ordinary Meeting of Council - 22 August 2016
Page
Page 53
7.1
SEALING OF DOCUMENTS
Author:
Andrea Turville - Property Officer, City Development
Ward:
Various
7.1
Sealing of Documents
RECOMMENDATION That the Common Seal of the Banyule City Council be affixed to the following documents: 1.
Deed of Renewal and Variation of Lease, between Banyule City Council and the Neighbourhood Houses for the sites listed below, for the term of five (5) years commencing 1 July 2016 and ending 30 June 2021 Neighbourhood House Rosanna Fire Station Community House Inc. Watsonia Neighbourhood House Inc. Diamond Valley Learning Centre Inc. Contact Bundoora Community Centre Inc. Olympic Adult Education Inc. Greenhills Neighbourhood House Inc.
2.
Sites 230-232 Lower Plenty Road, Rosanna 47 Lambourn Road, Watsonia 11 Diamond Creek Road, Greensborough 20 Noorong Avenue, Bundoora 233 Southern Road, Heidelberg West 37 St Helena Road, Greensborough
Licence Agreement between Banyule City Council and Returned & Services League of Australia (Victorian Branch) Inc. for the Viewing Platform at 16 Mountain View Road, Montmorency for the term commencing 1 January 2017 and ending 31 December 2020.
The following documents require the affixing of the Common Seal of Council: 1
PARTY\PARTIES: OFFICER: FILE NUMBER: DOCUMENT: ADDRESS:
WARD:
Ordinary Meeting of Council - 22 August 2016
Banyule City Council and six Neighbourhood Houses as listed below Andrea Turville F2013/1256, 1257, 1258, 1016, 1254, 1255 Deed of Renewal and Variation of Lease 230-232 Lower Plenty Road, Rosanna 47 Lambourn Road, Watsonia 11 Diamond Creek Road, Greensborough 20 Noorong Avenue, Bundoora 233 Southern Road, Heidelberg West 37 St Helena Road, Greensborough Ibbott, Grimshaw, Beale, Olympia
Page 55
7.1
Sealing of Documents
SEALING OF DOCUMENTS contâ&#x20AC;&#x2122;d BRIEF EXPLANATION:
Council owns and leases the land and improvements to the respective Neighbourhood Houses listed below: Neighbourhood House Rosanna Fire Station Community House Inc. Watsonia Neighbourhood House Inc. Diamond Valley Learning Centre Inc. Contact Bundoora Community Centre Inc. Olympic Adult Education Inc. Greenhills Neighbourhood House Inc.
Land and Improvements 230-232 Lower Plenty Road, Rosanna 47 Lambourn Road, Watsonia 11 Diamond Creek Road, Greensborough 20 Noorong Avenue, Bundoora 233 Southern Road, Heidelberg West 37 St Helena Road, Greensborough
The current leases, which included a further option of five (5) years, expired on 30 June 2016. All Neighbourhood Houses have exercised the option for a further five (5) years. A Deed of Renewal and Variation of Lease (Deed) has been prepared to renew the lease generally on similar terms and conditions. The term for the renewed lease will commence on 1 July 2016 and contain no option for any further term. The proposal should be supported by Council formally ratifying the Deed by resolving to affix its Common Seal. 2
PARTY\PARTIES:
Banyule City Council and Returned & Services League of Australia (Victorian Branch) Inc (RSL)
OFFICER: FILE NUMBER: DOCUMENT: ADDRESS: WARD:
Andrea Turville F2013/1013 Licence 16 Mountain View Road, Montmorency Hawdon
Ordinary Meeting of Council - 22 August 2016
Page 56
SEALING OF DOCUMENTS contâ&#x20AC;&#x2122;d BRIEF EXPLANATION:
Council is the owner of the land and improvements known as 16 Mountain View Road, Montmorency (land). The Returned & Services League of Australia Victorian Branch Inc. (RSL), with Councilâ&#x20AC;&#x2122;s consent, constructed a viewing platform on the land. Under licence the RSL uses the viewing platform for commemorative ceremonies and gatherings throughout the year. The licence provides that the RSL is responsible for maintaining the viewing platform and the surrounding garden beds, and associated cleaning. The current Licence which commenced on 24 April, 2012 is due to expire on 31 December 2016. A three (3) year Licence has been prepared commencing 1 January 2017 and ending 31 December, 2020. The proposal to grant a new licence should be supported by Council formally ratifying the Licence and by resolving to affix its Common Seal.
ATTACHMENTS Nil
Ordinary Meeting of Council - 22 August 2016
Page 57
7.1
Sealing of Documents
ATTACHMENTS
2.1
Appointment of the North East Link Focus Group Attachment 1
2.2
Banyule Surveillance in Public Places Policy Attachment 1
3.1
Ivanhoe Community Learning Hub_Concept Plans_090816............ 81
60 Buckingham Drive, Heidelberg - Update on application to Heritage Victoria Attachment 1
6.3
2016 Environmental Sustainability Grant Guidelines 20160129 ........................................................................................ 74
Ivanhoe Community Library and Learning Hub Attachment 1
4.3
Surveillance in Public Places Policy August 2016............................ 62
2016 Environmental Sustainability Grants Attachment 1
4.2
North East Link Focus Group Terms of Reference .......................... 60
Attachment 1 - Submission to Heritage Victoria incorporating Heritage Advisor Comments.......................................................... 101
Items for Noting Attachment 1 Attachment 2 Attachment 3
Letter from the Hon. Bruce Atkinson MLC ..................................... 107 Letter from VicRoads..................................................................... 108 Banyule Environmental Advisory Committee (BEAC) July 2016 Meeting Notes ...................................................................... 110
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 59
Item: 2.1
Attachment 1: North East Link Focus Group Terms of Reference
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 60
Item: 2.1
Attachment 1: North East Link Focus Group Terms of Reference
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 61
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
2.2
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 62
2.2
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 63
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
2.2
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 64
2.2
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 65
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
2.2
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 66
2.2
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 67
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
2.2
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 68
2.2
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 69
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
2.2
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 70
2.2
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 71
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
2.2
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 72
2.2
Attachment 1: Surveillance in Public Places Policy August 2016
Attachment 1
Item: 2.2
ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 73
3.1
Item: 3.1
Attachment 1: 2016 Environmental Sustainability Grant Guidelines - 20160129
BANYULE CITY COUNCIL ENVIRONMENTAL SUSTAINABILITY GRANT GUIDELINES 2016
“Practice sound stewardship of the natural environment to ensure its diversity, protection and enhancement”.
Attachment 1
Introduction Banyule City Council invites applications from community groups, non-profit organisations and individuals for the 2016 Environmental Sustainability Grant funding round. Council is seeking applications that address clearly identified environmental benefits, community needs and support Council objectives as identified in the City Plan 2013-2017. Council has identified 5 key directions for Planet (Environmental Sustainability) in its City Plan: Planet Key Directions (not prioritised) • Protect and enhance our natural environment • Conserve water and improve stormwater quality and impact • Deliver action on climate change • Avoid waste generation • Encourage environmental stewardship http://www.banyule.vic.gov.au/Council/Environment-and-Sustainabilty/Policies-and-Reports Funding is provided on the basis of applicants meeting eligibility criteria. Successful applications will provide a detailed description of how the project will be developed and managed and a clear and accountable budget. Please note that your application needs to provide enough detail so that someone with no prior knowledge of your group or project clearly understands the proposal and the outcomes you aim to achieve. Grant Pool For 2016, $50,000 has been allocated for the Environmental Sustainability Grants program. The maximum individual grant of $8,000 would only be provided for an exceptional project. Opening and Closing Dates Applications open on Monday 2nd May 2016 and must be submitted no later than 11.59 pm on Sunday 19th June 2016. Aim Banyule City Council is keen to encourage community involvement in the achievement of environmental sustainability, particularly through the maintenance and enhancement of the natural environment, the conservation of resources including materials, water and energy, a reduction in waste and pollution and the encouragement of sustainable transport use and ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 74
Attachment 1: 2016 Environmental Sustainability Grant Guidelines - 20160129
environmental stewardship in the community. These grants are provided as an incentive to new or established groups to develop initiatives that achieve these aims.
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Purpose To assist the community with the costs of organising and implementing environmental sustainability projects.
Groups, organisations and individuals who meet the following eligibility criteria: •
Are not for profit.
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Are incorporated or auspiced by an incorporated body.
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Have an ABN or qualifies to submit a statement by supplier.
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Have appropriate insurance and adhere to equal opportunity principles and sound work place health and safety practices.
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Are able to demonstrate financial viability. Must provide a current financial statement. Primary and secondary schools are excepted.
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Provide at least one quotation for minor capital works or equipment purchases over $2000.
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Develops a project that will take place in Banyule and/or directly benefit Banyule’s local environment and community.
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Aligns their proposal with Council’s key strategic PLANET priorities identified in the City (the City Plan can be viewed online or at Council’s customer service centres).
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Have complied with acquittal conditions for previous Council funding rounds.
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Have contacted the Environment Officer on 9457 9828 to discuss their project prior to submitting the application.
Specifically for planting projects: •
Planting projects must use indigenous plants of local provenance. A detailed species list must be provided with the application, or at the least, there must have been consultation with the Environmental Sustainability Education Officer or Bushland Management Team about plant selection. Detailed descriptions of site conditions, preparation and ongoing maintenance must be included.
Specifically for educational institutions: ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 75
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Who can apply?
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Attachment 1: 2016 Environmental Sustainability Grant Guidelines - 20160129
School projects must involve students in the activity and must link the activity to course work on conservation and the environment. Details on the classes involved and the nature of student involvement, the courses or subjects in which the project is run and the student time involved should be provided. The following will not be funded by Council:
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• Applications that have not been discussed with the Council officer prior to submission. • Applications for projects on private land may be considered, but must fulfil the existing assessment criteria and demonstrate benefit to the wider community, or positive impacts to public land. • Project management and/ or auspicing fees. • Projects that run solely for fundraising purposes, without broader community benefit. • Projects that require ongoing financial support from Council (one-off facilitation costs may be considered for community education projects) • Projects where the group/organisation has received full funding from another source. • Funding for planning expenses e.g. master plans, landscape plans, building plans. • Funding
for prizes, donations, sponsorships or gifts.
• Activities
that have already commenced prior to a grant application being successful. .
• Activities
of a religious, spiritual or political nature.
• Activities
that are clearly the responsibility of another funding body or level of government.
• Activities
that are solely for private gain or commercial purposes.
Assessment Criteria & Selection Process Banyule’s Environmental Advisory Committee (a community group established to advise Council on environmental issues) assesses the grant applications on the basis of how well they benefit Banyule’s local environment, community and Council’s PLANET priorities presented in the City Plan 2013 – 2017. Need, Merit, ‘Value for Money’ and Innovation are also taken into account. The Council will then decide the allocation of the grants based on the recommendations of Council Officers and BEAC. All applicants will be advised of the outcome of their application. Some preference may be given to those groups or individuals who have not previously received a grant from Banyule City Council. Council is committed to supporting projects that enhance social cohesion, address issues of access and equity and provide opportunities for members of Banyule’s diverse community. Grant Conditions ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 76
Successful applicants are expected to: •
Attend the grant presentation evening on Wednesday 14th September to accept their ‘cheque’.
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Invoice Banyule City Council by 1st September 2016
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Complete the project within 12 months of receiving the funding.
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Complete an on line acquittal form within 4 weeks of completing the project or by 31 October 2017. This report should be submitted using an online form which will become available in the event that your project is chosen for funding at: https://banyule.smartygrants.com.au. You will be required to detail the project outcomes and document how the grant funds were spent. Please keep all documents necessary to verify how the grant funds were spent, including all receipts, which must be submitted with your report. Photos of the finished project are greatly appreciated.
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Acknowledge the contribution of Banyule City Council to the project /organisation by including reference to it in publications, advertising material, annual reports etc. The words “supported by a Banyule City Council Environmental Sustainability Grant” can be used and/ or the Council logo.
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Comply with all statutory legal and insurance obligations.
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Return all grant monies to the funder should the project not proceed.
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Use allocated funds only for the purposes outlined in the agreement, unless consent is given by the Environment Officer for variations. Variations must be made in writing and are subject to approval.
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Allow Council Officers to inspect the project when completed to evaluate outcomes.
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Seek Public Land Manager Consent to undertake any works on Council-owned land and on or within any Council-owned building.
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Conduct any “events” in accordance with Banyule City Council’s “Smoke free Outdoor Area Policy”.
Auspiced applications Groups that are not incorporated and wish to apply for a grant will require an incorporated association/legally constituted not for profit entity to act as their auspice. If the application is successful, funds will be paid to the auspicing organisation. The incorporated organisation then administers the funding on behalf of the applicant and is responsible for ensuring the funds are spent appropriately.
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Attachment 1: 2016 Environmental Sustainability Grant Guidelines - 20160129
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The application form requires you to attach a letter from your auspice acknowledging that they have agreed to auspice your application. An organisation may auspice one or more community groups and still lodge an application on its own behalf. Acting as an auspice for another community group will not affect the auspice group’s opportunity for success with its own grant application.
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Applying for a grant All applications must be made online through SmartyGrants on the Banyule City Council website: www.banyule.vic.gov.au or https://banyule.smartygrants.com.au/ Please note: to apply through SmartyGrants you will need an email address. If your email account has been registered with SmartyGrants previously and you have forgotten your password, are having difficulties logging in or registering a new account please contact the SmartyGrants helpdesk on 9320 6888. Free Internet Access A number of community organisations can assist with internet access. Venues and opening times are listed below: The Community Hub 55 Oriel Road, Heidelberg West Monday – Friday: 11.00am – 3.00pm (this group can assist you to set up an email address) Diamond Valley Community Support Shop 378 A, Level 3 Greensborough Plaza, Greensborough Monday – Friday 9.30am – 4.30pm Yarra Plenty Regional Library Library membership is required; computers can be booked in advance. •
Ivanhoe Library – 255 Upper Heidelberg Road, Ivanhoe Monday- Thursday: 10.00am – 8.30pm Friday & Saturday: 10.00am – 5.00pm Sunday: 1.00pm – 5.00pm
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Rosanna Library – 72 Turnham Avenue, Rosanna Monday - Thursday: 10.00am – 8.30pm Friday & Saturday: 10.00am – 5.00pm
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Watsonia Library – Ibbottson St , Watsonia Monday - Thursday: 10.00am – 8.30pm Friday & Saturday: 10.00am – 5.00pm Sunday: 1.00pm – 5.00pm
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Attachment 1: 2016 Environmental Sustainability Grant Guidelines - 20160129
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Help for applicants If you need help in completing the online application form, or would like more information regarding the grants round please contact Banyuleâ&#x20AC;&#x2122;s Environment Officer on 9457 9828 Mon â&#x20AC;&#x201C; Fri or email esgrants@banyule.vic.gov.au
If you need an interpreter please contact TIS National on 131 450 and ask to be connected to Banyule City Council on 9490 4222.
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If your hearing or speech is impaired you can call us through the National Relay Service on 133 677 (TTY) OR 1300 555 727 ordinary handset and ask for 9490 4222.
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Attachment 1: Ivanhoe Community Learning Hub_Concept Plans_090816
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Attachment 1: Attachment 1 - Submission to Heritage Victoria incorporating Heritage Advisor Comments
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Attachment 1: Letter from the Hon. Bruce Atkinson MLC
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Attachment 2: Letter from VicRoads
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Attachment 3: Banyule Environmental Advisory Committee (BEAC) July 2016 Meeting Notes
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[Draft] Meeting Notes Banyule Environment Advisory Committee Wednesday 14 July, 2016 6.30PM (Refreshments) 7PM - 9PM Rosanna Meeting Room 1
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1. Present / Apologies Present Community Representatives: Denise Fernando, Maree Keenan, Peter Castaldo, Kate Roberts, Julie Fechner, Chris Pittock, Jane Oldfield Council Officers: Daniel Kollmorgen Manger Transport Environmental Sustainability and Municipal Laws, John Milkins Environmental Sustainability Coordinator, Sian Gleeson Environmental Sustainability Officer. Councillor Representatives Cr Mark Di Pasquale (BEAC Councillor Representative) Cr Craig Langdon, Cr Tom Melican Apologies Katherine Shields 2. Confirmation of June meeting notes DH, PC 3. Disclosures of Interests • DF disclosed an interest in 16.22 Application Number 138 (Warringal Conservation Society) • PC disclosed an interest in 16.22 Application Number 193 (‘Mapping the Groundswell’ Steering Committee). 4. Matters arising from previous meetings 16.21 Change Makers BEAC discussed the recent Change Makers event. There was general agreement that the night was enjoyed by all those attending and that the guest presentations were well received. Special thanks was given to Kate Roberts for her evaluation of the night, and BEAC members who supported this.
5. Key Business 16.22 Environmental Sustainability Grants – Review BEAC members discussed each of the applicants to the 2016 Environment Sustainability Grant program. It was noted that application numbers were lower than previous years for a range of reasons. It was noted as part of discussions, that there should be a new requirement for more than 1 quote to be provided for large applications. Council’s internal procurement policy guidelines could be used as a basis for requirements. ORDINARY MEETING OF COUNCIL ON 22 AUGUST 2016 Page 110
Attachment 3: Banyule Environmental Advisory Committee (BEAC) July 2016 Meeting Notes
13 Applications totalling $63,914 were received. Council officers and BEAC members endorsed the allocation of 11 applications, totalling $50,000.
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16.25 Yarra River Protection Program Engagement Yarra River Protection Ministerial Advisory Committee has released its discussion paper and is seeking feedback from the community on key issues and opportunities for Yarra River. Daniel noted that Banyule have strong existing controls along the Yarra to protect the quality and integrity of the river and surrounding flora and fauna. He encouraged interested members to provide feedback on the proposal through the departmental website (http://www.dtpli.vic.gov.au/planning/plans-and-policies/waterwaysplanning/yarra-river-planning) New Items 16.27 Green Legends Cr Langdon requested initial support for the development of a ‘green legends’ program from BEAC. This will recognise the outstanding work and achievement of many community members who may have participated in BEAC in the past. Members confirmed their in-principle support of the program. New Business The following items will be held over to next meeting: 16.23 Town Hall - LED Lighting (Daniel Kollmorgen) 16.24 Poison in the Darebin Creek (Daniel Kollmorgen) 16.26 Habitat Protection Opportunities (Kate Roberts) 16.28 Take2 Pledge (raised by Cr. Tom Melican) 16.29 Beyond Zero Emissions – Energy Plan (Peter Castaldo)
Contact John Milkins on 9457 9834 for further information Next Meeting: August 10, 2016
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Action: • SG to prepare a Briefing Note and Report to Council. • SG to amend future Grant Program Guidelines to include additional quote requirements.