Banyule City Council Minutes 5 September 2016 by Banyule City Council

Ordinary Meeting of Council Council Chambers, Service Centre 275 Upper Heidelberg Road, Ivanhoe 5 September 2016 commencing at 7.45pm

MINUTES

PRESENT .............................................................................................................................. 3 APOLOGIES .......................................................................................................................... 3 LEAVE OF ABSENCE ........................................................................................................... 3 CONFIRMATION OF MINUTES ............................................................................................. 3 DISCLOSURE OF INTERESTS ............................................................................................. 3 PRESENTATION ................................................................................................................... 3 9.1 Councillor Steven Briffa .......................................................................................... 4 1. PETITIONS ...................................................................................................................... 5 1.1 Central Kindergarten Enrolment - Priority of Access ............................................... 5 1.2 Petition for a pedestrian crossing - Turnham Avenue, Rosanna .............................. 6 2. PEOPLE – COMMUNITY STRENGTHENING AND SUPPORT ...................................... 7 2.1 Age-friendly Banyule Policy Statement ................................................................... 7 2.2 Jets Creative Arts Program - Options under the National Disability Insurance Scheme (NDIS)....................................................................................................... 7 2.3 Nets Stadium - Court Resurfacing........................................................................... 9 3. PLANET – ENVIRONMENTAL SUSTAINABILITY ......................................................... 9 Nil 4. PLACE – SUSTAINABLE AMENITY AND BUILT ENVIRONMENT.............................. 10 4.1 Award of Construction of Telfer Reserve Pavilion Contract No 0891-2016............ 10 4.2 Banyule Safe Travel Plan 2016-2026 .................................................................... 11 4.3 Plannning Scheme Amendment C108 - Heidelberg Central and Bell Street Mall Parking Overlays - Schedule 2 & 3 ................................................................ 12 4.4 Urban Planning and Building Department Activity Report - January 2016 July 2016 .............................................................................................................. 13 5. PARTICIPATION – COMMUNITY INVOLVEMENT IN COMMUNITY LIFE ................... 14 5.1 Victorian Local Governance Association (VLGA) Membership .............................. 14

These Minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

6. PERFORMANCE - USE OUR RESOURCES WISELY .................................................. 15 6.1 Amended Council Meeting Schedule for the Remainder of 2016 .......................... 15 6.2 Review of the Meeting Procedures Code (2015) ................................................... 16 6.3 Councillor Expense & Resource Policy ................................................................. 17 6.4 Contract No. 0893-2016 Audio Visual Equipment for Council Office at 1 Flintoff St, Greensborough .................................................................................... 18 6.5 Assembly of Councillors ........................................................................................ 19 6.6 Local Government Act Review - Directions Paper and Submission....................... 22 6.7 Re-appointment of independent Audit Advisory Committee member .................... 23 6.8 Items for Noting .................................................................................................... 23 6.9 Provision of Multifunction Devices and Related Products & Services .................... 24 7. SEALING OF DOCUMENTS ......................................................................................... 24 Nil 8. NOTICES OF MOTION .................................................................................................. 24 Nil 9. GENERAL BUSINESS .................................................................................................. 25 9.2 Dr Brendan Murphy............................................................................................... 25 9.3 75th Anniversary celebration of the Diamond Creek Country Fire Authority (CFA) .................................................................................................................... 25 9.4 Events - Community.............................................................................................. 25 9.5 Watsonia Football Club ......................................................................................... 26 10. URGENT BUSINESS..................................................................................................... 26 CLOSURE OF MEETING..................................................................................................... 26

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

EXTENSION OF PUBLIC FORUM (CO2016/286) Resolution That the Public Forum be extended until 8pm. Moved: Cr Steven Briffa Seconded: Cr Tom Melican

CARRIED

The Meeting opened at 8.02pm.

Acknowledgement of the Traditional Owner, the Wurundjeri willam people The Mayor read an acknowledgement of the traditional land owners, the Wurundjeri willam people.

Present Mayor Cr Craig Langdon, Cr Steven Briffa, Cr Mark Di Pasquale, Cr Rick Garotti, Cr Tom Melican, Cr Jenny Mulholland. Apologies Cr Wayne Phillips

Leave of Absence Cr Steven Briffa submitted a leave of absence from the 14 September to 2 October 2016 inclusive. Confirmation of Minutes That the following Minutes be confirmed: Ordinary Meeting of Council held 22 August 2016 Moved: Cr Jenny Mulholland Seconded: Cr Tom Melican

CARRIED

Disclosure of Interests Nil Presentation Nil

Cr Mark Di Pasquale left the Chamber at 8.03pm, and returned at 8.04pm.

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

PROCEDURAL MOTION (CO2016/287) Resolution That an item of General Business be brought forward. Moved: Cr Jenny Mulholland Seconded: Cr Tom Melican

9.1

CARRIED

COUNCILLOR STEVEN BRIFFA

Cr Steven Briffa announced he would not recontest the Hawdon Ward. Cr Briffa outlined some of his work over the past 8 years and said it had been an honour to serve the community over this period. Cr Briffa thanked the Councillors, officers and the regulars that attend the Council meetings over the past 8 years. Cr Craig Langdon read a statement from former Mayor, Peter McKenna, in honour of Cr Briffa and later made his own observations about the contribution of Cr Briffa, including his achievements with the Banyule Environment Advisory Committee (BEAC). Cr Tom Melican thanked Cr Briffa for all that he has done over his two terms as Hawdon Ward Councillor. Cr Jenny Mulholland passed on her congratulations to Cr Briffa on what he has achieved over the course of 8 years. Cr Rick Garotti said that it was a privilege to serve with Cr Briffa, and further mentioned that Cr Briffa has done a great job on the leadership team over the past two years as Deputy Mayor, and noted that he always operated in the best interest of Council.

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

1. PETITIONS 1.1

CENTRAL KINDERGARTEN ENROLMENT - PRIORITY OF ACCESS

EXECUTIVE SUMMARY A petition with 86 signatures has been received in relation to the Central Kindergarten Enrolment- Priority of Access process. The petition proposes that children who are currently attending three year old kindergarten be considered as first choice in the first round of offers to continue their education journey into the four year old funded kindergarten program at the same kindergarten. The petition prayer reads as follows: “At present the process for 4 year old kindergarten placements in the Banyule City council area do not offer existing 3 year old kindergarten children already attending designated centre, the first priority in a placement for the following year. The current preference order Council use in determining which children are offered first placement in 4 year old kindergarten does not include the children already attending there! Therefore if new applicants in the Banyule Area submit their application forms first they have priority over the children that are already attending at the kindergarten. Our concern is for our children. 3 year old kinder is a very important development stage. Most children will learn to build the confidence to be apart from their parent/carer for the first time. They build a rapport and trust at kindergarten where they feel safe, to then build their own friendships for the very first time. The familiarity of the kindergarten and their teachers is very important and fundamental to the development of their social skills and confidence. Moving our children out of their familiar surroundings to a new centre with unfamiliar teachers and children is unnecessary. We strongly suggest that the children attending 3 year old kindergarten to be given first choice in the first round of offers, to continue in their placement.” Council’s current Priority of Access for Central Kindergarten Enrolment for funded four year old kindergarten does not include this as a priority listing. Three year old kindergarten is not a funded program and not seen as a priority in the processing of four year old kindergarten offers. Current lease agreements with kindergartens in Council buildings clearly articulates that four year old funded kindergarten is a priority and is in line with the legislative requirements for State Government the Department of Education and Training (DET). Council in collaboration with Kindergarten Licensee’s completed a review of the Central Kindergarten Enrolment Policy which was endorsed and enacted on 1 January 2014. The policy was also reviewed by DET and Municipal Association of Victoria (MAV) to ensure that all key priority groups and the process demonstrated fair and equitable access to funded four year old kindergarten programs across the municipality. Banyule currently manages all central enrolment applications for funded four year old kindergarten programs. Council does not manage three year old kindergarten programs and as such the petition request cannot be managed in a fair and equitable manner across the community.

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

Cr Steven Briffa left the Chamber at 8.23pm. Resolution (CO2016/288) That Council: 1.

Receives and notes the petition and;

Develop an information flyer with key dates for enrolments to be made available to each kindergarten for distribution.

Moved: Cr Jenny Mulholland Seconded: Cr Tom Melican

1.2

CARRIED

PETITION FOR A PEDESTRIAN CROSSING - TURNHAM AVENUE, ROSANNA

Mr Paul Tvermoes and Mr Kevin Biaggini spoke on the item. EXECUTIVE SUMMARY A petition with 104 signatures has been received from users of the child care centre on Turnham Avenue and the surrounding area requesting the installation of a crossing on Turnham Avenue outside the child care centre. The petition prayer is as follows: “Dear Parents, As many of you know I have been petitioning the Council since last year to get speed limit changed to 40km in Turnham Ave and a safe crossing point outside the centre, while the 40km limit has gone in I am very disappointed to say that our council has not included the crossing in their budget and after a meeting today with the Manager Transport, Sustainability and Municipal Laws I have decided we need to Lobby together to get this crossing.” Resolution (CO2016/289) That Council: 1.

Receives and notes the petition.

Notes that “children crossing” advisory signs have been installed in the proximity of the existing informal pedestrian crossing on Turnham Avenue, Rosanna, close to the Rosanna Village Childcare Centre and Kindergarten.

As part of the streetscape works programmed for Rosanna Village, considers the installation of a raised pedestrian crossing including lighting on Turnham Avenue, Rosanna, to facilitate safer pedestrian access to Rosanna Village Childcare Centre and Kindergarten with costings for the crossing to be presented back to Council with the streetscape plan. An update report on the streetscape plan including the potential for the crossing and costings to be provided in December 2016.

Advises the primary petitioner accordingly.

Moved: Cr Tom Melican Seconded: Cr Craig Langdon 6

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

2. PEOPLE – COMMUNITY STRENGTHENING AND SUPPORT 2.1

AGE-FRIENDLY BANYULE POLICY STATEMENT

EXECUTIVE SUMMARY In November 2014, Banyule was accepted as a member of the World Health Organisation Global Network of Age-friendly Cities (GNAFC). In joining the Global Network, Council made a commitment to a cycle of continual improvement to influencing the health and quality of life of older people Council has established mechanisms to include older people in developing an Age-friendly Banyule through the implementation of the Age-friendly Banyule Advisory Committee and Champion’s program. Council has also worked with the World Health Organisation to create local indicators which will allow Council to measure age-friendliness within Banyule. On 10 June 2016, the Age-friendly Banyule Advisory Committee recommended that Council adopts the Age-friendly Banyule Policy Statement. This Age-friendly Banyule Policy Statement supports Council’s commitment to the GNAFC and the development of the Age-friendly Banyule Policy Statement is the next step in generating the Age-friendly Banyule Strategy and Action Plan. Cr Steven Briffa returned to the Chamber at 8.35pm. Resolution (CO2016/290) That Council adopt the Age-friendly Banyule Policy Statement. Moved: Cr Jenny Mulholland Seconded: Cr Craig Langdon

2.2

CARRIED

JETS CREATIVE ARTS PROGRAM - OPTIONS UNDER THE NATIONAL DISABILITY INSURANCE SCHEME (NDIS)

Mr Kevin Biaggini spoke on the item. EXECUTIVE SUMMARY Council conducted a review of its disability services over the past 12 months in preparation for the introduction of the National Disability Insurance Scheme (NDIS) in Banyule from 1 July 2016. Council determined to not register as a National Disability Insurance Scheme service provider at its 9 May 2016 meeting. Council resolved to strongly advocate to the Victorian Department of Health and Human Services (DHHS) and the National Disability Insurance Agency (NDIA) for continued funding to support an extended transition period beyond December 2016 for current Jets Creative Arts Program (CAP) clients until appropriate choices are available for Jets clients to receive similar services under NDIS.

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

The NDIS is expected to bring about new and expanded service organisations and a greater range of choice and control to people with a disability to access the support services they require. The current environment is new and emerging and will take time to become fully operational and mature under the new NDIS regime. Currently there is a recognised service gap for young people aged 13-25 years in the region. A petition from Jets families was considered by Council on the 9 May 2016 requesting that Council retain Jets CAP within Council and provide ongoing funding. As a result, officers have explored service options for Council’s consideration. The four options are: Option 1 – Retain current service and maintain status quo Option 2 – Transition service to other organisations - building community capacity Option 3 - Remodel service to meet identified strengths Option 4 – Discontinue service and build Council’s capacity to be more inclusive Option 2 is recommended as the preferred option as it provides continuity of service for families whilst giving Council time over a 12 month period to identify and collaborate with appropriate organisations to successfully transition the service. This report outlines the Jets CAP program, details of the four service options, and the considerations and risks relating to Council’s ongoing role in supporting young people with a disability. Resolution (CO2016/291) That Council 1.

Support the continuation of the delivery of Jets Creative Arts Program for up to 12 months after Department of Health and Human Services funding ceases in December 2016.

Allocate $56,500 each year from the 2016/17 and 2017/18 annual budgets to accommodate the extension period of the Jets Creative Arts program.

Continue to advocate to the National Disability Insurance Agency and the Brotherhood of St Laurence for appropriate services to be established for young people aged 13-25 years.

Moved: Cr Jenny Mulholland Seconded: Cr Tom Melican

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

2.3

5 SEPTEMBER 2016

NETS STADIUM - COURT RESURFACING

EXECUTIVE SUMMARY In 2003 Council entered into a Development and Licence Agreement to develop a four court netball stadium at the Macleod College. Council is responsible for managing and operating the facility including maintenance and renewal. In 2016 Council allocated $55,000 to restore the surface of courts 1 & 2 and a further $30,000 to repair the internal wall lining of the stadium (a total of $85,000). Over the past 18 months Banyule Leisure has received a number of complaints from users in relation to the slipperiness of courts 3 & 4. The slipperiness is generally a seasonal issue and is directly related the dirt and mud coming into the stadium on shoes. These courts were scheduled to be resurfaced in 2017/18. Officers believe courts 3 & 4 presents a risk to Council. This report recommends Council repriorities the scheduled renewal works within Nets Stadium and allocates an additional $15,000 within the 2016/17 capital works budget to enable the resurfacing of all courts be undertaken as soon as possible. Resolution (CO2016/292) That Council: 1.

Allocate an additional $55,000 within the 2016/17 capital works budget to accommodate the re-surfacing of Courts 1, 2, 3 & 4.

Proceed with the works to repair the walls within NETS stadium and acknowledge that an additional $5,000 may be required to complete the project and that may be accommodated within the contingency of the re-surfacing.

Moved: Cr Tom Melican Seconded: Cr Jenny Mulholland

CARRIED

3. PLANET â&#x20AC;&#x201C; ENVIRONMENTAL SUSTAINABILITY Nil

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

4. PLACE – SUSTAINABLE AMENITY AND BUILT ENVIRONMENT 4.1

AWARD OF CONSTRUCTION OF TELFER RESERVE PAVILION CONTRACT NO 0891-2016

EXECUTIVE SUMMARY This report is to consider the awarding of Contract No 0891-2016 for 'Construction of NJ Telfer Reserve Pavilion’, Bundoora. This project involves the construction of a new pavilion facility at Telfer Reserve which includes 2 unisex change rooms with associated toilets and showers, multi-purpose function room, kitchen with pantry, umpires room with associated toilets and showers, community meeting room, 2 store rooms, 3 accessible toilets, male and female toilets and a covered outdoor area. A Request For Tender was advertised in the local government tender section of The Age newspaper on Saturday 23 July 2016. Tenderers were requested to submit a lump sum tender. The tender closed on Tuesday, 16 August 2016. The Tender Evaluation Panel has recommended that the submission from Stokes Rousseau Pty Ltd be accepted for the Construction of NJ Telfer Reserve Pavilion, Bundoora, for a total fixed price lump sum of $1,289,606.11. Resolution (CO2016/293) That 1.

Contract No 0891-2016 for 'Construction of NJ Telfer Reserve Pavilion’ be awarded to Stokes Rousseau Pty Ltd for $1,289,606.11 (exclusive of GST).

The Common Seal of the Banyule City Council be affixed to the contract agreements.

Moved: Cr Rick Garotti Seconded: Cr Tom Melican

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

4.2

5 SEPTEMBER 2016

BANYULE SAFE TRAVEL PLAN 2016-2026

EXECUTIVE SUMMARY The Banyule Safe Travel Plan 2016-2026 has been prepared in response to a key action in Council’s Banyule Integrated Transport Plan. The document will help guide safe travel decisions in the municipality, providing an overall framework to address safe travel issues and create a more accessible, safe, sustainable and active community. It sets a long-term vision, high-level themes and objectives, and outlines strategic directions and actions to achieve this. The Banyule Safe Travel Plan has been shaped by community input and external partnership expertise. Information collected through the various consultation periods has been used to develop the plan’s vision and themes, as well as the supporting strategic directions and actions. Overall approximately 900 community members and stakeholders have been engaged during the development of the Banyule Safe Travel Plan. The draft Banyule Safe Travel Plan was placed on public exhibition from 10 May 2016 to 6 June 2016. Community feedback from all levels of consultation was collated, analysed and incorporated into the final Banyule Safe Travel Plan. Resolution (CO2016/294) That Council: 1.

Adopt the Banyule Safe Travel Plan 2016-2026 included as Attachment 1.

Provide a copy of the Banyule Safe Travel Plan 2016-2026 on the Council’s website.

Advise all stakeholders and submitters to the Banyule Safe Travel Plan 2016-2026 of the adoption of the Plan, thank them for their input and provide a copy of the Plan for their future reference.

Moved: Cr Jenny Mulholland Seconded: Cr Tom Melican

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

4.3

5 SEPTEMBER 2016

PLANNNING SCHEME AMENDMENT C108 - HEIDELBERG CENTRAL AND BELL STREET MALL PARKING OVERLAYS - SCHEDULE 2 & 3

EXECUTIVE SUMMARY In April 2016 Council adopted the Heidelberg Central and Bell Street Mall Parking Plan (“Parking Plan”). The Parking Plan has key objectives to guide the management of parking in the study area. It also informed the preparation of Parking Overlays for both Heidelberg Central and the Bell Street Mall area. This work was done during the development of the Parking Plan and a draft Planning Overlay and maps were presented to Council on the 18 April 2016. Amendment C108 implements the recommendations of the Parking Plan by introducing two new Schedules to the Parking Overlay which give: • • • •

New on-site parking rates based on actual demand. A framework for financial contributions where on-site parking does not meet the statutory requirement (Schedule 2 - Heidelberg Central only) Make provision for bicycle and motorcycle parking. Use of green travel plans to reduce parking demand and encourage sustainable transport modes.

C108 also makes changes to the Banyule Planning Scheme’s Municipal Strategic Statement for objectives and strategies in the Banyule Integrated Transport Plan 2015-2035. C108 was publicly exhibited from 12 July to 19 August 2016. Six submissions were received. Given that the submissions request changes to Amendment C108 that cannot be resolved at this time, Council can now request the Minister for Planning to establish a planning panel. Concept work will need to be undertaken to establish the scope and timing of any future multi-level car-parking facility. Preliminary concept plans will be prepared for the purpose of informing the C108 amendment process. Resolution (CO2016/295) That Council: 1.

Determines that public exhibition of Amendment C108 is now complete, and no further submissions will be considered for this Amendment.

Request the Minister for Planning appointment of an independent planning panel, to consider referred submissions.

Advises submitters to Amendment C108 of Council’s decision.

Acknowledges that the Parking Plan anticipates that: a. b. c.

funds to be collected for the construction of a future multi-level car-parking to support future floor-space growth in the Centre. The priority site for construction of a future multi level car park is the Cartmell Street site. The final scope and timing will be informed by future budget planning available funding sources, as well as preparation of permits and plans for a proposal that considers car-parking and other community needs for the site.

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

That preliminary concept plans for the Cartmell St site be prepared for the purpose of informing the C108 amendment process.

Moved: Cr Jenny Mulholland Seconded: Cr Craig Langdon

4.4

CARRIED

URBAN PLANNING AND BUILDING DEPARTMENT ACTIVITY REPORT JANUARY 2016 - JULY 2016

EXECUTIVE SUMMARY This report details the activities of the Urban Planning and Building Department (consisting of Development Planning, Strategic Planning and Banyule Building Permits and Inspections (BPi)) for the period January to June 2016. For Development Planning, detail is provided in relation to applications received and determined, the backlog of undetermined applications, processing timeframes, planning investigations including infringements and planning appeals. Key highlights for this period include: • Maintaining a consistent level of determination against applications received in an environment of increased applications and requests. • 80% of VicSmart applications were determined in less than 10 business days which is an improvement from 50% in the 2014/2015 financial year. • The number of tree removal and pruning applications continues to be the highest application type with approximate 600 applications in the last financial year and a jump in the last six months. • Planning investigations held steady over the last six months with an average of 105 live investigations. On average 21 new investigations were both lodged and finalised each month. • 39 appeals were lodged at the Tribunal in the last six months which is a continual decrease in appeals against Council decisions. • Progressed development of online lodgement tools to facilitate a paperless planning process. For BPi there has been continual focus of building the business while also maintaining statutory functions. This has seen a continued financial return for Council. Profit for this period has been above expectation. Key highlights for the first half of the 2015/2016 financial year include: • A 12% increase in permits processed based on annualised performance of July – December 2015 compared with the previous financial year. • Continued growth in operating profit. • Resolution of 11% in outstanding building investigations over the 6 month period. • Progressed development of electronic lodgement of applications and record storage plan. For Strategic Planning there has been conclusion of the Ivanhoe Structure Plan and delivery of the Picture Watsonia Vision. The team has also made substantial progress in relation to Urban Design Guidelines for a number of precincts within the Greensborough Activity Centre and anticipate this moving towards the exhibition of a Planning Scheme Amendment. A key achievement was the implementation of the Special Building Overlay and its progression through a Planning Panel convened in July 2015.

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

Resolution (CO2016/296) That Council note the Urban Planning and Building Activities Report for the period January 2016 to June 2016. Moved: Cr Jenny Mulholland Seconded: Cr Rick Garotti

CARRIED

5. PARTICIPATION â&#x20AC;&#x201C; COMMUNITY INVOLVEMENT IN COMMUNITY LIFE 5.1

VICTORIAN LOCAL GOVERNANCE ASSOCIATION (VLGA) MEMBERSHIP

EXECUTIVE SUMMARY The Victorian Local Governance Association (VLGA) is unique in Australia, being a peak body that has local government, community organisations and individuals making up its membership. Council has previously been a member of the VLGA. The VLGA advocates for social change and empowers local governments by strengthening their capacity to engage with their communities. It is governed by an elected Board of Councillors and individual members and is broad-based both geographically and politically. Members are from rural and regional, interface and metropolitan areas and from a wide range of (or no) political affiliations. Joining the VLGA would provide many benefits including Advocacy on a whole of sector level. The purpose of this report is for Council to consider re-joining the VLGA. Resolution (CO2016/297) That the item be deferred to a future meeting of Council.

Moved: Cr Jenny Mulholland Seconded: Cr Craig Langdon

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

6. PERFORMANCE - USE OUR RESOURCES WISELY 6.1

AMENDED COUNCIL MEETING SCHEDULE FOR THE REMAINDER OF 2016

EXECUTIVE SUMMARY Council annually sets Council meeting dates for the following year. In August 2015 Council resolved meeting dates for the 2016 year including the meetings for after the General Election. A change in the meeting schedule is required due to the recent making of the new Local Government (Electoral) Regulations 2016 which were made on 26 July 2016 and came into effect on 7 August 2016. The new Regulations prescribe a range of processes and activities in relation to the conduct of Council elections. In particular the receipt date for Postal Votes to be received was extended to 12 noon on Friday 28 October 2016. Whilst Banyule is conducting attendance voting, residents are still entitled to apply for postal voting. This affects the date for determining provisional results as it means that certain activities cannot be completed by the VEC before Friday 28 October 2016. The VEC has advised that by Friday November 4 all Elections will be declared. The new extended declaration date requires Banyule to cancel the current date for the Mayoral Election (27 October) and rearrange the proceeding Council meetings and arrange a new Mayoral Election date. A revised meeting schedule for the remainder is presented: • • •

cancel meetings originally scheduled for the 27 October, 21 November and 5 December; reschedule the Mayoral Meeting and include the formal Swearing into Office of Councillors for the 7 November 2016; Set new meetings for 14 November and 28 November.

The Local Government Act 1989 (Act) provides for the setting of meeting dates and Council is required to give public notice of the proposed change. Resolution (CO2016/298) That the Council Meeting schedule for the new Council term until the end of the year be amended and meetings scheduled as follows: • • • •

7 November 2016 for the Swearing In ceremony & Mayoral Election 14 November 2016 28 November 2016 19 December 2016

Moved: Cr Jenny Mulholland Seconded: Cr Craig Langdon

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.2

5 SEPTEMBER 2016

REVIEW OF THE MEETING PROCEDURES CODE (2015)

EXECUTIVE SUMMARY Council’s Meeting Procedure Code (Code) governs the conduct of Council meetings including the rules of behaviour for those participating in or present at Council Meetings. The Code is incorporated in Banyule’s Governance Local Law No.2. The Governance Local Law and Meeting Procedures Code were made in April 2015. Since the making of the Local Law and Code there have been substantial changes made to the Local Government Act 1989 (Act) that requires changes to be made to the Code. In accordance with best practice other changes are also recommended to enhance the Code. This report outlines the review of the Code and the proposed amendments and recommends adoption of the revised Code. Resolution (CO2016/299) That: 1.

Council adopts the reviewed Banyule Meeting Procedures Code and;

A notice be published in the Government Gazette advising of the amendments to Council’s Meeting Procedures Code.

Moved: Cr Tom Melican Seconded: Cr Steven Briffa

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.3

5 SEPTEMBER 2016

COUNCILLOR EXPENSE & RESOURCE POLICY

EXECUTIVE SUMMARY The Councillor Resource Expense and Entitlement Policy has been reviewed and amended to include a number of updated provisions. The Policy has been reviewed to ensure that leading up to the Council election on 22 October 2016, the resourcing needs and requirements for a newly elected Council are covered, and that the policy includes adequate provisions for the return of equipment and resources upon the completion of a Councillor’s term. In accordance with section 75B of the Local Government Act 1989 (Act), a council must adopt a policy in relation to the reimbursement of expenses for Councillors. The Policy also outlines the support, resources and facilities available for Councillors to allow them to perform their roles and undertake their official duties. It ensures that reimbursement of expenses and access to resources and support are provided in an equitable manner to cater for the full participation of all Councillors in Council business and with their communities, while also recognising individual needs and circumstances. The current Banyule Councillor Expense, Resource and Entitlement Policy has been reviewed and is presented for adoption by Council, the changes include: • • •

Provision of minimum level of resources for Councillors – recognition of role of Councillors New paragraph in relation to Candidature of Councillors at State or Federal Elections based on guidelines issued by Local Government Victoria during the last State election New shortened title

Resolution (CO2016/300) That Council adopt the amended Councillor Expense and Resource Policy. (Attached). Moved: Cr Jenny Mulholland Seconded: Cr Mark Di Pasquale

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.4

5 SEPTEMBER 2016

CONTRACT NO. 0893-2016 AUDIO VISUAL EQUIPMENT FOR COUNCIL OFFICE AT 1 FLINTOFF ST, GREENSBOROUGH

EXECUTIVE SUMMARY This report is to consider the awarding of Contract No 0893-2016 for the supply of “Audio Visual Equipment for Council Office at 1 Flintoff St, Greensborough” as part of the construction of the staff accommodation and community facilities over WaterMarc at Greensborough. Public tenders were invited in the local government tender section of The Age newspaper on Saturday 2 July 2016. Tenderers were requested to submit schedule of rate prices for the supply of audio visual equipment and associated fittings and licenses. The tender closed on Tuesday, 26 July 2016. The Tender Evaluation Panel has recommended that the submission from Pro AV Solutions (Vic) trading as IBS AV (Aust) Pty Ltd be accepted for the provision of Audio Visual Equipment for 1 Flintoff St, Greensborough Resolution (CO2016/301) That: 1.

The Contract 0893-2016 be awarded to Pro AV Solutions (Vic) trading as IBS AV (Aust) Pty Ltd be for the supply of audio visual equipment for the Council office at 1 Flintoff St, Greensborough for the amount of $503,667.56 (excluding GST).

The Common Seal of the Banyule City Council be affixed to the contract agreements.

Moved: Cr Mark Di Pasquale Seconded: Cr Rick Garotti

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.5

5 SEPTEMBER 2016

ASSEMBLY OF COUNCILLORS

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:

15 August 2016

Type of Meeting:

Councillor Briefing

Matters Considered:

1. 2. 3. 4.

JETS & NDIS Review Rosanna (Lower Plenty Road) Level Crossing Removal – rail duplication VicRoads general update Victorian Local Government Association (VLGA) presentation

Councillors Present:

Mark Di Pasquale Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips

Staff Present:

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 Frances Gianinotti – Coordinator Youth & Community Partnerships Lisa Raywood – Manager Health & Aged Services Roberta Colosimo - Acting Manager Youth & Family Services Daniel Kollmorgen - Manager Transport, Sustainability and Municipal Laws David Bailey - Transport Advocacy Manager

Others Present:

Steve Brown – Level Crossing Removal Authority (LXRA) Jay Furness – LXRA Sally Peters – LXRA David Teague - VicRoads Vince Punaro - VicRoads Brian Westley - VicRoads Sebastian Klein – VLGA Michelle Kleinert - VLGA

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

Conflict of Interest:

Date of Assembly:

15 August 2016

Type of Meeting:

Confidential Councillor Briefing

Matters Considered:

Confidential Contractual Matter

Councillors Present:

Mark Di Pasquale Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips

Staff Present:

Others Present:

Conflict of Interest:

Date of Assembly:

22 August 2016

Type of Meeting:

Multicultural Advisory Committee

Matters Considered:

Business arising: - Previous Minutes - Review of 2016/17 Multicultural Plan New business: - Stepping Stones – business program for women from refugee & migrant backgrounds - Achievement Report 2015/16 - Review of Advisory Committee Other business: - Youth Services update – Youth Summit outcomes - Youth Services update – African Women’s Action Group

Councillors Present:

Mark Di Pasquale Craig Langdon Tom Melican Jenny Mulholland

Staff Present:

Allison Beckwith – Director Community Programs Theonie Tacticos – Coordinator Community & Social Planning India Mortlock – Community & Social Planner Jess Sayers – Local Area Development & Support Officer Erica Hardie – Coordinator Economic Development

Others Present:

Conflict of Interest:

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

Date of Assembly:

22 August 2016

Type of Meeting:

Councillor Briefing

Matters Considered:

Items on the Council Agenda for the Ordinary Meeting of 22 August 2016 as listed below: 2.1 2.2 2.3 3.1 4.1

4.2 4.3

5.1 6.1 6.2 6.3 7.1

Appointment of the North East Link Focus Group Banyule Surveillance in Public Places Policy 2017 - 2018 Community Sport Infrastructure Fund 2016 Environmental Sustainability Grants Contract No. 0876-2016 For Construction of Concrete Paving and Kerb and Channel Ivanhoe Community Library and Learning Hub 60 Buckingham Drive, Heidelberg Update on application to Heritage Victoria 2016 Banyule Youth Summit Assembly of Councillors Supply & Delivery of Three 22m³ Side Loading Refuse Trucks Items for Noting Sealing of Documents

Councillors Present:

Mark Di Pasquale Craig Langdon Tom Melican Jenny Mulholland Wayne Phillips

Staff Present:

Simon McMillan – Chief Executive Officer Allison Beckwith – Director Community Programs Scott Walker – Director City Development Geoff Glynn – Director Assets & City Services Marc Giglio – Director Corporate Services Gina Burden – Manager Governance & Communication Emily Outlaw – Council Governance Liaison Officer Joseph Tabacco – Manager Property & Economic Development

Others Present:

Conflict of Interest:

Resolution (CO2016/302) That the Assembly of Councillors report be received. Moved: Cr Jenny Mulholland Seconded: Cr Mark Di Pasquale

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.6

5 SEPTEMBER 2016

LOCAL GOVERNMENT ACT REVIEW - DIRECTIONS PAPER AND SUBMISSION

EXECUTIVE SUMMARY The Victorian State Government is undertaking a comprehensive review of the Local Government Act 1989 (the Act) and is seeking submissions on its Directions Paper – ‘Act for the Future’. The review of the Act responds to calls from the local government sector for legislative reform after over 90 amending acts have resulted in hundreds of individual amendments to the principal Act in the past 25 years. The outcome of the review will result in a new Local Government Act likely to be proclaimed in 2018. The Government’s Directions Paper is the next step in the consultation process and follows on from a series of discussion papers covering all aspects of the Act that were released in 2015. ‘Act for the Future’ outlines 150 reforms with the stated aim of making councils more effective, autonomous and democratic. Submissions from councils and individuals are being encouraged and are open until 16 September 2016 Banyule Council made an initial submission to the Review back in December 2015 and given the importance of this key reform process for local government, it is proposed that a further submission outlining Council’s position on the key directions of the review be endorsed and forwarded. Resolution (CO2016/303) That Council endorse and lodge the (attached) Banyule Submission in response to the State Government’s Directions Paper ‘Act for the Future – Directions for a New Local Government Act’. Moved: Cr Tom Melican Seconded: Cr Jenny Mulholland

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.7

5 SEPTEMBER 2016

RE-APPOINTMENT OF INDEPENDENT AUDIT ADVISORY COMMITTEE MEMBER

EXECUTIVE SUMMARY A Council must establish an Audit Committee in accordance with Section 139 of the Local Government Act 1989. It is an advisory Committee of Council. The Audit Committee Charter outlines the role of the Committee and terms of reference. The Audit Committee plays a vital role in reviewing Council’s governance arrangements and includes oversight responsibilities on financial reporting, compliance requirements, internal control systems and risk and fraud prevention management systems. The two-year appointment for one of the current Independent Representatives, John Purcell, is due to conclude as at 30 September 2016. This Reports seeks to review the appointment term for John Purcell, Independent Representative, on Council’s Audit Committee. Resolution (CO2016/304) That 1.

The report be received.

John Purcell be re-appointed as an Independent Representative of the Audit Committee with a new two-year term of appointment concluding on 30 September 2017.

Moved: Cr Rick Garotti Seconded: Cr Mark Di Pasquale

6.8

CARRIED

ITEMS FOR NOTING

Resolution (CO2016/305) That Council 1.

Note the following minutes: a. b. c. d. e. f.

Inclusion, Access and Equity Achievements Report 2015/16. Disability and Inclusion Advisory Committee Meeting on 10 August 2016; Age-Friendly Banyule Advisory Committee meeting on 12 August 2016; Lesbian, Gay, Bisexual, Transgender and Intersex (LGBTI) Advisory Committee Meeting on 16 August 2016; Multicultural Advisory Committee Meeting on 22 August 2016 Banyule Environment Advisory Committee (BEAC) August Meeting Minutes

Write letters to all new members of the new Federal Parliament, advising them of Council’s support for marriage equality.

Moved: Cr Jenny Mulholland Seconded: Cr Mark Di Pasquale

CARRIED

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

6.9

5 SEPTEMBER 2016

PROVISION OF MULTIFUNCTION DEVICES AND RELATED PRODUCTS & SERVICES

EXECUTIVE SUMMARY This report is to consider the awarding of Contract No PA1805/0835 for 'Provision of Multifunction Devices (MFDs) and Related Products and Services” to replace existing MFDs for which the existing lease agreement is due to expire 31st December 2016. Council is member of Procurement Australia (PA). PA facilitate public tenders for members. This particular contract provides benefits of collective purchasing and to improve efficiency in the procurement process of Council’s MFD equipment. A request for quotation was initiated through the Procurement Australia Tender for Provision of MultiFunction Devices and Related Products and Services (PA1805/0835). Six suppliers were invited to quote and five submissions were received, one of which was non-conforming. A comprehensive evaluation was undertaken of the four conforming solutions for compliance with council’s specification. The tender evaluation panel (TEP) has recommended that the submission from Sharp Corporation Australia Pty Ltd be accepted for the leasing of thirty-nine (39) devices plus estimated copy/print charges at an approximate cost of $614,388.00 (excluding GST) over three (3) years. Resolution (CO2016/306) That: 1.

Contract No. ‘PA1805/0835’ for ‘Provision of Multifunction Devices and Related Products & Services’ be awarded to Sharp Corporation Australia P/L for approximately $614,388.00 (exclusive of GST) over three (3) years.

Council officers be authorised to sign a contract agreement with Sharp Corporation Australia Pty Ltd.

Moved: Cr Rick Garotti Seconded: Cr Mark Di Pasquale

CARRIED

7. SEALING OF DOCUMENTS Nil

8. NOTICES OF MOTION Nil

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

5 SEPTEMBER 2016

9. GENERAL BUSINESS 9.2

DR BRENDAN MURPHY

On behalf of Banyule Council Cr Craig Langdon noted Councils appreciation of Dr Brendan Murphy for his 11 years of service as CEO of Austin Health. Cr Langdon acknowledged that during his time as CEO, Austin Health has seen enormous development at the Austin Hospital, Repatriation Hospital and the Royal Talbot Hospital, including: the establishment of the Olivia Newton-John Cancer Wellness and Research Centre; the Brain Institute; opening the operating theatres at the Repatriation Hospital; and Mental Health facilities at both the Austin and Repatriation Hospitals and Lions house. Cr Langdon noted that during his entire time as CEO, Austin Health has operated within their budgets, which he acknowledged as a remarkable achievement given the major developments undertaken. Cr Langdon further noted that Dr Murphy has been appointed to the position of Australian Government Chief Medical Officer.

9.3

75TH ANNIVERSARY CELEBRATION OF THE DIAMOND CREEK COUNTRY FIRE AUTHORITY (CFA)

Cr Craig Langdon noted that on Saturday 3rd September 2016 he attended the 75th Anniversary celebration of the Diamond Creek Country Fire Authority (CFA). On behalf of Banyule Council, Cr Langdon recorded Councils appreciation of 75 years of service to the community. Cr Langdon commented that the CFA have played an important role in protecting the community and assisting of road accidents.

9.4

EVENTS - COMMUNITY

Cr Jenny Mulholland acknowledged the following community events. 50th Anniversary Long Tan - Commemorative Events at Remembrance Park Heidelberg attended by the Mayor Cr Langdon, Cr Melican and Cr Mulholland on 24 August 2016. Banyule Best Biz Awards 2016 – Presentation evening on 24 August 2016 Ivanhoe Park Croquet Club - Opening of the season on 26 August 2016 Eaglemont Village Spring Fair – Held on 27 August 2016 Ivanhoe Bowls - Opening of the season on Saturday 27 August 2016 Level Crossing Removal Site visit undertaken on 31 August 2016 - Attended by the Mayor Cr Langdon, Cr Melican and Cr Mulholland Age Friendly Forum on Transport Issues – Held on 1st September 2016 Art Exhibition – 2nd September 2016, all abilities at the Rosanna Fire station community

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016

MINUTES ORDINARY MEETING OF COUNCIL

9.5

5 SEPTEMBER 2016

WATSONIA FOOTBALL CLUB

Cr Rick Garotti congratulated the Watsonia Football Club for winning their grand final on Saturday 3 September 2016.

10. URGENT BUSINESS Nil

Closure of Meeting The Meeting was closed at 9.13pm.

DATED:........................... DAY OF ........................... 2016

............................................. MAYOR

These minutes are circulated subject to confirmation by Council at the next Ordinary Meeting to be held on 19 September 2016