Ordinary Council Meeting Brimbank City Council by alicejenny

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									Ordinary Council Meeting
Minutes

Meeting No. 321


Tuesday 17 July 2012
Commenced at 7.00pm


Victorian Croquet Association
65 Nobel Banks Drive
Cairnlea




                                TRIM Reference: DA/12/31
Brimbank City Council Welcomes You to Tonight’s Ordinary Council meeting.
The Ordinary Council meeting is held monthly in different locations across the municipality. The
purpose of the meeting is for Council to make decisions on policy and major operational matters
that affect the city. All matters for consideration by Council are listed in this Agenda.
These notes have been developed to help you to better understand how Council meetings work.
All meetings are conducted in accordance with Council’s Meeting Procedure, Local Law No.1 2009.
The Council comprises all Administrators who have the authority to transact the general business
of the Council.
Administrators
Chair: Peter Lewinsky
       Jo Anderson
       Meredith Sussex AM.

Administrators:
   •   understand and acknowledge their obligations under section 63 of the Local Government
       Act 1989 (the Oath of Office provision), and
   •   will conduct the meeting in accordance with the Administrators Code of Conduct.

Welcome
The Chair shall open the meeting and deliver an Acknowledgement of Country and recite the
Council Prayer, and request an overview of the nature of the business to be transacted. This will
be provided by the Chief Executive Officer.
Mr Peter Lewinsky is the Chair of all Ordinary Council Meetings unless he is absent. In the event
of the Chair being absent, a temporary Chair will be elected.

Apologies
When an Administrator is absent from the meeting, the absence is noted and recorded in the
minutes of the meeting.
Conflicts of Interest
In accordance with the Local Government Act 1989, Administrators or Senior Officers who have a
conflict of interest in any matter being considered by Council at the meeting, must disclose such
interest/s.
If an Administrator/s has disclosed a conflict of interest, they must leave the meeting prior to any
discussion or vote on the issue and may return to the meeting immediately following the vote.

Confirmation of Minutes
As a procedural requirement, Council is required to confirm the accuracy of the Minutes of the
previous Ordinary Council meeting or any Special Meeting of Council minutes.
Public Question Time
Public question time is conducted in accordance with Council’s Meeting Procedure Local Law No.1
2009.
Residents are welcome to ask questions in relation to the City of Brimbank. Questions are
required to be in writing and received by Council no later than 5.00pm on the day of the Ordinary
Council meeting. Residents should attend the Council meeting to hear the response.

There is a limit of two questions per person at any one meeting, however the Chair can exercise
their discretion to allow additional questions or hear questions from people not in attendance.
A question may be disallowed by the Chair if it: relates to a matter outside the duties, functions
and powers of Council or is defamatory, objectionable in language or substance, relates to
personnel matters or personal details of any resident or ratepayer or any matter which could be
deemed as confidential in accordance with the Local Government Act 1989.

A short summary of the response to the question will be recorded for the minutes of the meeting.
Condolences / Congratulations
Council may wish to acknowledge the passing of a member of the public or an event. A
congratulatory item(s) may be noted in the business paper and / or may include the presentation
of certificates.
Petitions
When Council receives a petition, it is acknowledged and tabled at the next available Council
meeting for noting and / or investigation. The lead petitioner will be notified of what the outcomes
of the investigation are and a report presenting the details of the investigation, and
recommendations by Officers, will be presented to the next available Council meeting.
Officer Reports
This is the section of the meeting where Council considers reports/business items listed for
consideration. The appropriate General Manager (Council Officer) may speak to relevant items of
business on the agenda.
Urgent Business
On occasions, Urgent Business may arise (which is a matter not listed on the circulated agenda)
which requires Council’s attention.
Urgent Business can be introduced by an Administrator or by the Chief Executive Officer but only
with the consent of the meeting.

Confidential Business
All Council meetings are open to the public.
In certain circumstances, Council may resolve to close the meeting when it is dealing with any of
the following: personnel matters, personal hardship of any resident/ratepayer, industrial matters,
contractual matters, proposed developments, legal advice, matters affecting security of Council
property and any other matters likely to prejudice Council or any person. The decision to close the
meeting to the general public is taken in accordance with Section 89 of the Local Government Act
1989.

When Council resolves to close the meeting to the public, all persons in the public gallery are
required to leave the room until such time as the confidential business has concluded and they are
invited to return to the Chamber.

Date of next meeting and location
Tuesday 21 August 2012 at 7.00pm
Council Chamber, Municipal Offices, 6-18 Alexandra Avenue, Sunshine
Council
Mr Peter Lewinsky          Administrator – Chair (Apology)
Ms Joanne Anderson         Administrator
Ms Meredith Sussex AM      Administrator




Executive Management Team
Ms Kelly Grigsby           Acting Chief Executive Officer
Mrs Doris Cunningham       General Manager Corporate Services
Mr Neil Whiteside          Acting General Manager Community Wellbeing
Ms Helen Morrissey         General Manager Governance & Community Relations
Mr Stuart Menzies          Acting General Manager City Development
Mr Paul Younis             General Manager Infrastructure & Environment




Governance Team
Mr Robert Tommasini        Legal & Governance Manager
Council Business Officer
                             Table of Contents
1.    Acknowledgement of Country                                      10836
2.    Prayer                                                          10836
3.    Council Meeting Overview                                        10836
4.    Apologies                                                       10836
5.    Disclosure of Conflicts of Interest                             10836
6.    Designation of Items as Confidential                            10836
7.    Confirmation of Minutes                                         10837
8.    Public Question Time                                            10837
9.    Condolences / Congratulations                                   10838
10.   Petitions                                                       10838
11.   Officer Reports

      1.   Petition – Suburb Name Change from St Albans to Kealba
           (neighbourhood bounded by Main Road East, Cowper Avenue,
           Errington Road and Sunshine Avenue)                        10839
      2.   Petition regarding dumped rubbish in Pimelea Terrace,
           St Albans and adjacent grasslands                          10842
      3.   Governance Report                                          10845
      4.   Assemblies of Council Report                               10847
      5.   Delegates and Committee Reports                            10851
      6.   Exercise of Delegated Authority                            10853
      7.   Strategic Framework for the Social Housing System          10855
      8.   Contract No. 12/1495 Keilor Park Soccer Pitch 3 - Ground
           Reconstruction, Tender Report                              10858


12    Notices of Motion                                               10860
13.   Rescission Motions                                              10860
14.   Documents for Sealing                                           10860
15.   Urgent Business                                                 10860
16.   Confidential Business                                           10860
Brimbank City Council
Ordinary Council Meeting Minutes




Order of Business
Note: The Acting Chief Executive Officer, Ms Kelly Grigsby advised that with the
      absence of Mr Peter Lewinsky, Chair of the Panel of Administrators, which was
      minuted on 19 June 2012, a nomination was sought for an Acting Chair for this
      Ordinary Council meeting.

      Administrator Ms Jo Anderson nominated Administrator Ms Meredith Sussex, AM
      as Acting Chair for this Ordinary Council Meeting.

1.    Acknowledgement of Country

      I would like to acknowledge the traditional custodians of this land, the Wurundjeri
      people, and pay my respects to their elders past and present.

2.    Prayer

      The prayer was led by Acting Chair Administrator Ms Meredith Sussex, AM.

Note: Acting Chair, Administrator Ms Meredith Sussex noted that this was the second
      meeting for the month held in the Deer Park District, as part of the program to
      rotate Council meetings through each of the 5 districts, and welcomed everyone.

3.    Council Meeting Overview

      The overview was provided by the Acting Chief Executive Officer, Ms Kelly
      Grigsby.

4.    Apologies

      Leave of Absence for Chair, Administrator Mr Peter Lewinsky for the month of July
      2012, granted at the 19 June 2012 Ordinary Council Meeting.

5.    Disclosure of Conflicts of Interest

      Nil.

6.    Designation of Items as Confidential

      Confidential Attachments
      Report No. 8:        Contract No. 12/1495 Keilor Park Soccer Pitch 3 – Ground
                           Reconstruction Tender Report

      Motion
      Moved Ms Anderson / Seconded Ms Sussex
      That Contract No. 12/1495 Keilor Park Soccer Pitch 3 – Ground Reconstruction
      Tender Report be classed as confidential.
                                                                              Carried




Meeting No. 321                      17 July 2012                                 10836
Brimbank City Council
Ordinary Council Meeting Minutes


7.    Confirmation of Minutes

Note: Due to the absence of Chair Mr Peter Lewinsky, the Minutes of Ordinary Council
      Meeting No. 319, held on Tuesday 19 June 2012, and Minutes of Special Meeting
      of Council No. 320, held on Tuesday 26 June 2012, will be confirmed at the next
      Ordinary Council Meeting.

8.    Public Question Time

      Question 1 (P54/2012)
      V. Tachos

      1.     We are hearing from the Community the difficulty in accessing Council
             agendas and minutes on the current Brimbank Council website, and ask
             that the agenda and minutes be available earlier then they currently are to
             allow for the public to be informed and respond in a timely manner.

      2.     As a service to the community we ask that the Brimbank Council sets up
             an alert system on the website with attached links to inform the public of
             the immediate availability of both General and Planning Council meeting
             agendas and minutes.

      Answer
      Ms Helen Morrissey, General Manager Governance & Community Relations,
      advised that Council produces two sets of agendas and two sets of minutes each
      month. The Planning and Ordinary Council Agendas are on the website as soon
      as practicable. The Minutes of the Planning Committee and Ordinary Council
      meetings are uploaded to the website 24 hours after being confirmed. Council is
      very supportive of the alert system and hope to have this functionality sooner
      rather than later.

      Question 2 (P55/2012)
      D & M Cremona

      1.     I would like to know how seriously this council takes on complaints?

      2.     My wife was told to “shut up” from one of your school crossing
             supervisors, after the crossing supervisor entered our property without our
             consent, a complaint was lodged and we received a letter from council to
             state a reply will be sent within 30 days but as the 30 days has expired,
             no further written response was received. Please explain?

             I would like the school crossing lady to be removed from outside my house
             due to a previous matter. I would like to know what measures will be
             taken to ensure this is done? Should this not be done matters will be
             taken further.

      Answer
      Ms Helen Morrissey, General Manager Governance & Community Relations,
      advised that Council takes complaints from residents very seriously and advised
      that there had been a site visit, and some attempts made to discuss this issue
      with the residents. Council has conducted an investigation, which was slower
      than anticipated due to the school holiday period. A formal written response will
      be provided by the end of the week.




Meeting No. 321                      17 July 2012                                   10837
Brimbank City Council
Ordinary Council Meeting Minutes


9.    Condolences / Congratulations

      Congratulations

      Motion
      Moved Ms Anderson / Seconded Ms Sussex
      That Council congratulates and acknowledges Vanessa Scibberas from the St
      Albans Leisure Centre on being awarded the 2012 Customer Service Officer
      Award at the Victorian Aquatics and Recreation Awards at Crown Palladium in
      June 2012.
                                                                              Carried

Note: Acting Chair Ms Meredith Sussex and Administrator Ms Jo Anderson presented
      Vanessa Scibberas with a Certificate of Achievement.

10.   Petitions

      1.       Petition received from 16 signatories requesting that Council
               improve public safety in Summers Street, Deer Park

      Motion
      Moved Ms Anderson / Seconded Ms Sussex

      That Council:

      a.       Receives and notes the petition.
      b.       Investigates the matter raised in the petition and report to the next
               Ordinary Council Meeting or as soon as practicable thereafter.
      c.       Informs the organisers of the petition of Council’s investigation of the
               issues raised in the petition.
                                                                                      Carried

      2.       Petition received from 502 signatories requesting Council provide
               additional car park spaces in Oleander Drive, St Albans South

      Motion
      Moved Ms Anderson / Seconded Ms Sussex

      That Council:

      a.       Receives and notes the petition
      b.       Investigates the matter raised in the petition and report to the next
               Ordinary Council Meeting or as soon as practicable thereafter.
      c.       Informs the organisers of the petition of Council’s investigation of the
               issues raised in the petition.
                                                                                       Carried

11.   Officer Reports (Reports 1 - 8 to follow)




Meeting No. 321                        17 July 2012                                    10838
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports



1.      Petition – Suburb Name Change from St Albans to Kealba
        (neighbourhood bounded by Main Road East, Cowper Avenue, Errington
        Road and Sunshine Avenue)

Division:        Governance & Community Relations
General Manager: Helen Morrissey
Policy:          Place Naming Policy

Purpose

To report the outcome of investigations arising from a petition requesting the name of
the neighbourhood bounded by Main Road East, Cowper Avenue, Errington Road and
Sunshine Avenue, be changed from St Albans to Kealba (Attachment 1).

Report

1.      Background

A petition from 16 signatories was tabled at the 15 May 2012 Ordinary Council Meeting.

The petitioners state that “in 1998, the neighbourhood bounded by Main Road East,
Cowper Avenue, Errington Road and Sunshine Avenue, the Council (without any
consultation with the residents) changed the name from Kealba Views to St Albans….”
and “therefore request Brimbank City Council change the name of the above mentioned
neighbourhood from St Albans to Kealba since it shares the geographical, historical and
cultural significance with the rest of the suburb of Kealba”.

Council resolved as follows:

That:

a.      Council receives and notes the petition
b.      Council investigates the matter raised in the petition and report to the next
        Ordinary Council Meeting
c.      The organisers of the petition be informed of Council’s investigation of the issue
        raised in the petition.


2.      Consultation

Discussions with the Office of Geographic Names, Council’s Manager Revenue and
Process Management and Place Naming Officer were held in relation to this matter. The
Guidelines for Geographic Names 2010 were referred to for compliance, information and
guidance.

3.      Analysis

A search of Council records back to 1978 has been undertaken. Council records show
this part of St Albans was subdivided circa 1978, and that this area has always been
named as St Albans. There is no Council record or record at the Office of Geographic
Names of a suburb called ‘Kealba Views’. The area referenced in the petition as ‘Kealba
Views’ may have been marketed as such by the developer of the estate, but there is no
record of any official suburb name change.




Meeting No. 321                        17 July 2012                                     10839
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Petition – Locality Change from St Albans to Kealba (neighbourhood bounded
by Main Road East, Cowper Avenue, Errington Road and Sunshine Avenue)
(cont’d)

The Guidelines for Geographic Names 2010, Section 2: Features, Principle 2(c)
Locational names, second paragraph, states:

       “The recorded names of neighbourhoods, estates and subdivisions should not be
       applied to a feature. The reason for this approach is that if many features are
       named after a local estate or neighbourhood rather than the official locality, there
       can be public confusion about the official addresses in the area”.

The interest of public safety is paramount when any boundary or feature is created,
named and / or renamed. The Guidelines for Geographic Names 2010, Section 1:
Purpose and Principles, 1.8 Principles, Principle 1 (c) Ensuring public safety, states:

       “Geographic names and boundaries must not risk public and operational safety
       for emergency response, or cause confusion for transport, communication and
       mail services. Many emergency response and other public services (such as mail)
       are determined by locality boundaries or road extents, and proposals must ensure
       that operations will not be adversely affected”.

The current suburb delineation between Kealba and St Albans is clearly defined by
Sunshine Avenue which is a dual carriage motorway. It provides a distinct boundary
between the two suburbs

The pocket of land defined within the petition would not be in line with the sections of
the Guidelines for Geographic Names guidelines as above, and have the potential to
cause risk to public and operational safety for emergency response, or cause confusion
for transport, communication and mail services.

It is for these reasons outlined above that it is recommended that the neighbourhood /
suburb remain named St Albans.

4.     Resource Implications

Nil.

5.     Compliance Statement

This report complies with the Guidelines for Geographic Names 2010 and Council’s Place
Naming Policy.

6.     Recommendation

That Council:

a.     note the report, and

b.     inform the organisers of the petition of Council’s investigation and decision to
       retain the suburb name as St Albans.




Meeting No. 321                        17 July 2012                                   10840
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Petition – Locality Change from St Albans to Kealba (neighbourhood bounded
by Main Road East, Cowper Avenue, Errington Road and Sunshine Avenue)
(cont’d)

Motion
Moved Ms Anderson / Seconded Ms Sussex
That Council:

a.       note the report, and

b.       inform the organisers of the petition of Council’s investigation and decision to
         retain the suburb name as St Albans.
                                                                                      Carried




Meeting No. 321                         17 July 2012                                  10841
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports



2.       Petition regarding dumped rubbish in Pimelea Terrace, St Albans and
         adjacent grasslands

Division:        Infrastructure & Environment
General Manager: Paul Younis
Policy:          Council’s General Local Law 2008

Purpose

To advise Council of the outcome of an investigation into a petition regarding dumped
rubbish in Pimelea Terrace, St Albans and the adjacent grasslands.

Report

1.       Background

A petition was presented to the Ordinary Council Meeting on 15 May 2012, signed by 14
property owners or residents of Pimelea Terrace, St Albans in relation to issues with
dumped rubbish.

The petition requests that Council resolve the issue of dumped rubbish by implementing
the following:

     -   Make the grasslands into a park and recreation area,
     -   The installation of hidden cameras to capture people littering,
     -   The installation of signage warning that fines will be issued to people caught
         littering, and
     -   Implementation of a maintenance program for the grasslands so that the grass is
         kept cut short ensuring that people cannot hide in the area.

Council resolved as follows:

That:

a.       Council receives and notes the petition.
b.       Officers investigate the matter raised in the petition and report to the next
         Ordinary Council meeting.
c.       The organiser of the petition be informed of Council’s investigation of the
         issue raised in the petition.

2.       Consultation

A meeting was held on site between Council officers and the lead petitioner to obtain
additional information and discuss possible strategies which will assist in reducing the
incidences of illegally dumped rubbish in and around Pimelea Terrace, St Albans.

3.       Analysis

A review of Council’s records to determine the frequency of reports of illegal dumping of
rubbish in Pimelea Terrace and surrounds detailed that Council’s Cleansing Team have
received eleven (11) requests for rubbish removal since 2006 (an average of two (2)
requests per year).




Meeting No. 321                          17 July 2012                                    10842
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Petition regarding dumped rubbish in Pimelea Terrace, St Albans and adjacent
grasslands (cont’d)

Council officers were advised by the lead petitioner that in some cases the residents
have proactively cleaned up the dumped rubbish themselves rather than reporting it to
Council.

Upon investigation it was determined that the ‘adjacent grasslands’ are part of a native
grassland reserve which is owned by the Department of Sustainability and Environment
(formerly Department of Conservation and Natural Resources) and managed by Victoria
University (refer Attachment 1).

Victoria University is solely responsible for the management of the native grassland
reserve. No management or works plan has been provided to Council.

Council is responsible for the maintenance around the perimeter of the fenced grassland
reserve.

In reviewing the suggested strategies proposed by the petitioners to address the issue of
illegal dumped rubbish the following comments are provided:

a.     Council convert grasslands into a park and recreation area.

       The grassland opposite Pimelea Terrace is part of a native grasslands reserve and
       is owned by Department of Sustainability and Environment and managed by
       Victoria University. It is one of the three (3) sites managed by Victoria University
       which includes the Iramoo grasslands. Development of this site into a
       park/recreation area by Council or any party is not possible given the
       conservation significance of the land as a designated native grassland reserve.

       The vegetation which makes up this native grassland reserve is one of the most
       depleted ecosystems within Australia and is listed as critically endangered under
       the Federal Environment Protection and Biodiversity Conservation Act.

b.     The installation of hidden cameras to capture people littering.

       Council’s City Compliance Department is set to commence trialling the use of
       portable surveillance cameras as a possible strategy to prevent illegal rubbish
       dumping in ‘hotspot’ locations across the municipality.

       Based on the above Council officers will assess the suitability of using surveillance
       cameras in the Pimelea Terrace area and, if appropriate, conduct periodic
       surveillance.

c.     The installation of signage warning that fines will be issued to people caught
       littering.

       It is considered that the installation of signage at strategic locations along
       Pimelea Terrace, detailing that fines will apply for illegal dumping of rubbish, will
       act as a deterrent. It is recommended that they be installed.




Meeting No. 321                        17 July 2012                                   10843
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Petition regarding dumped rubbish in Pimelea Terrace, St Albans and adjacent
grasslands (cont’d)

d.       Implement a maintenance program for the grasslands so that the grass is kept
         cut short ensuring that people cannot hide in the area.

         As this native grassland reserve is protected under the Federal Environment
         Protection and Biodiversity Conservation Act any management of the reserve
         needs to be undertaken in accordance with the Act to ensure the integrity and
         values of the site are maintained.

         Grasslands are diverse ecosystems, which are maintained differently to general
         areas of open space. Maintenance generally consists of weed control and
         biomass reduction. Biomass reduction is generally undertaken once per year via
         an ecological controlled burn.

         Council officers will continue dialogue with Victoria University to encourage
         improved maintenance of the site in line with the desired ecological outcomes.

         Council’s Cleansing Team have included Pimelea Terrace, St Albans in its
         proactive dumped rubbish patrol schedule to ensure the area is regularly
         inspected and cleaned as required.

4.       Resource Implications

Actions implemented as a result of the petition are within Council resources.

5.       Compliance Statement

This report has been prepared in accordance with Council’s General Local Law 2008.

6.       Recommendation

That Council:
a.       note this report.
b.       approve the installation of signage in Pimelea Terrace to deter illegal dumping.
c.       write to Victoria University to notify them of the residents’ petition and concerns
         with the current management of the native grasslands reserve.
d.       inform the organiser of the petition of Council’s response.

Motion
Moved Ms Anderson / Seconded Ms Sussex
That Council:
a.       note this report.
b.       approve the installation of signage in Pimelea Terrace to deter illegal dumping.
c.       write to Victoria University to notify them of the residents’ petition and concerns
         with the current management of the native grasslands reserve.
d.       inform the organiser of the petition of Council’s response.
e.       approve the installation of interpretive signage to explain what the native
         grasslands are and their importance.
                                                                                       Carried



Meeting No. 321                         17 July 2012                                   10844
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports


3.     Governance Report

Portfolio:             Finance & Governance
Division:              Governance & Community Relations
Manager:               Robert Tommasini
Policy:                Local Government Act 1989/Administrators Code of Conduct

Purpose

This report provides a summary of Governance activity for the period from 1 April 2012
to 30 June 2012 and is presented to Council for noting.

Report
1.     Summary

It is recommended that Council receive and note the report.

2.     Background

The Governance report has been developed as a standing quarterly report to Council at
the request of Council’s Administrators, to report on governance issues in accordance
with best practice and transparent good governance principles. The report is presented
to Council as soon as practicable following the end of each quarter in March, June,
September and December.

3.     Consultation

Not Applicable.

4.     Analysis

The governance activities noted for the months of April, May and June 2012 are as
follows:

a.     Assembly Report

       Assemblies of Council are reported separately in a monthly Assemblies Report.

b.     Inspection of Public Registers

       No request for inspection of public registers was received during the period.

c.     Administrators Expenses

       Clause 18 of the Administrators’ Code of Conduct requires a report to be
       presented to Council on the value of expenses claimed by the Administrators at
       the end of each quarter. Administrators’ expenses for the quarter ending 30 June
       2012 were as follows:

                  Expense Item                            Cost
                  Travel - Local                          $4,982.95
                  Travel - Interstate                            Nil
                  Communication Expenses                      371.12



Meeting No. 321                         17 July 2012                                   10845
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Governance Report (cont’d)

d.       Risk Management – Risk Appetite Statement

         In accordance with Council’s Risk Management framework, a Risk Appetite
         Statement has been developed (copy attached as Attachment 1) and was
         presented to the Risk Management Committee (RMC) for consideration at the
         RMC meeting held on 12 June 2012. The RMC recommends to Council the Risk
         Appetite Statement attached to this report for adoption.

5.       Resource Implications

None.

6.       Compliance Statement

This report has been prepared in compliance with Local Government Act 1989, and
Council’s Administrators’ Code of Conduct.

The recommendation made in this report is consistent with Council’s Governance
Framework and the Local Government Act 1989.

7.       Recommendation

That Council:
a.       receive and note this report, and
b.       adopt the Risk Appetite Statement attached to this report.


Motion
Moved Ms Anderson / Seconded Ms Sussex
That Council:
a.       receive and note this report, and
b.       adopt the Risk Appetite Statement attached to this report.
                                                                                 Carried




Meeting No. 321                         17 July 2012                              10846
  Brimbank City Council
  Ordinary Council Meeting Minutes
  Officer Reports



  4.      Assemblies of Council Report

  Division:        Governance & Community Relations
  General Manager: Helen Morrissey
  Policy:          Local Government Act 1989

  Purpose

  This report provides a summary of Assemblies of Council for the period from 1 June 2012 to 30
  June 2012 and is presented to Council for noting.

  Report

  1.      Background

  This Assemblies Report has been developed as a standing monthly report to Council to report on
  Assemblies of Council in accordance with the Local Government Act 1989 (the Act) and best
  practice good governance principles.

  Section 80A of the Act requires that written records of Assemblies of Councillors (Assemblies of
  Council in Brimbank’s case) be kept, comprising the information prescribed in section 80A(1).

  Section 80A(2) of the Act prescribes that these records be, as soon as practicable:
  (a)    reported at an ordinary meeting of the Council, and
  (b)    incorporated in the minutes of that Council meeting.

  2.      Consultation

  Not Applicable.

  3.      Analysis

  Assemblies of Council for the month of June 2012 are as follows:

Date of             Venue       Present at             Issues discussed             Declaration
Meeting                         Meeting                                                 of
                                                                                    Interest(s)
8 May 2012          Committee   Administrator Ms       Issues considered:           Nil
Finance &           Room,       Meredith Sussex            1. Quarterly Financial
Governance          Sunshine    Administrator Ms              Report & Capital
Committee                       Jo Anderson                   Works Status
                                CEO
(not previously                 GM CS
reported)                       GM G & CR
                                GM I & E
                                Manager Legal &
                                Governance
                                Minute Taker




  Meeting No. 321                       17 July 2012                                      10847
  Brimbank City Council
  Ordinary Council Meeting Minutes
  Officer Reports

  Assemblies of Council Report (cont’d)

5 June 2012      Committee    Administrator         Issues considered:           Manager City
Administrators   Room,        Peter Lewinsky        1. Sunshine/Kealba           Planning
Workshop         Sunshine     Administrator             Quarry                   declared an
                              Meredith Sussex       2. Agenda items:             indirect
                              AM                        • Planning Activity      interest in
                              Administrator Jo             Updated and           relation to a
                              Anderson                     Delegate              matter
                              CEO                          Decisions             contained in
                              GM CD                     • Planning               Issue 1
                              Executive Manager            Compliance            Planning
                              Regulations &                Activity Update       Activity
                              Compliance                • Planning Permit        Update and
                              Manager City                 Application           Delegate
                              Strategy                     P923/2011             Decision, full
                              Manager City              • Planning Permit        details of
                              Planning                     Application           which have
                              Coordinator                  P871/2011             been
                              Strategic Planning        • Planning Permit        provided in
                              Manager Urban                P810/2005             writing to the
                              Design                    • Planning Permit        Chief
                                                           Application           Executive
                                                           P920/2011             Officer, in
                                                        • Regional Rail Link     accordance
                                                           – Planning            with section
                                                           Scheme                79(2)(a) and
                                                           Amendment C154        79(2)(d) of
                                                           and Anderson          the Local
                                                           Road/ Sydenham        Government
                                                           Railway Corridor      Act 1989.
                                                           Grade Separation
                                                        • Sunshine
                                                           Structure Plan
                                                           Update
                                                        • Draft Brimbank
                                                           Industrial Land
                                                           Strategy
                                                        • Brooklyn
                                                           Industrial Precinct
                                                           Strategy Plan
                                                           “Brooklyn
                                                           Evolution”
5 June 2012      Committee    Administrator         Issues considered:           Nil
Administrators   Room,        Peter Lewinsky            1. RRL
Meeting          Sunshine     Administrator
                              Meredith Sussex
                              AM
                              Joanne Anderson
                              CEO
                              Manager Urban
                              Design




  Meeting No. 321                    17 July 2012                                      10848
  Brimbank City Council
  Ordinary Council Meeting Minutes
  Officer Reports

  Assemblies of Council Report (cont’d)

12 June 2012     Committee      Administrator        Issues considered:           Nil
Administrators   Room,          Peter Lewinsky           1. Maternal and Child
Meeting          Sunshine       Administrator               Health Best Value
                                Meredith Sussex             Review Outcome
                                AM
                                CEO
                                GM CW
12 June 2012     Committee      Administrator        Issues considered:           Nil
Policy and       Room,          Peter Lewinsky           1. Office
Strategy         Sunshine       Administrator               Accommodation
Meeting                         Meredith Sussex          2. Western Transport
                                AM                          Strategy
                                CEO                      3. Brimbank Housing
                                GM I & E                    Strategy – Home
                                GM CS                       & Housed
                                Manager City             4. Domestic Animal
                                Strategy                    Management
                                Executive Manager           Framework
                                Regulations &            5. Long Term
                                Compliance                  Financial Plan
                                City Compliance          6. Best Value Report
                                Manager                  7. Business Planning
                                GM G & CR                   for Capital Works
                                GM CD                       report.
12 June 2012     Administrators Administrator        Issues considered:           Nil
Risk             Lounge,        Peter Lewinsky           1. Minutes of RMC
Management       Sunshine       Administrator               meeting 21
Committee                       Meredith Sussex             February 2012
Meeting                         AM                       2. Actions arising
                                CEO                         from previous
                                GM G & CR                   minutes
                                GM CW                    3. Departmental BCP
                                Strategic Risk              training
                                Officer                  4. Strategic Risk
                                                            update
                                                         5. Risk appetite
                                                            statement
                                                         6. Review RMC terms
                                                            of reference
                                                         7. Other business –
                                                            VAGO report on
                                                            Fraud Prevention
                                                         8. Strategies in Local
                                                            Government




  Meeting No. 321                     17 July 2012                                      10849
  Brimbank City Council
  Ordinary Council Meeting Minutes
  Officer Reports

  Assemblies of Council Report (cont’d)

26 June 2012     Committee      Administrator          Issues considered:          Nil
Administrators   Room,          Peter Lewinsky             1. Review of Special
Meeting          Sunshine       Administrator                 Council Meeting of
                                Meredith Sussex               26 June 2012
                                AM                         2. Brimbank
                                Acting CEO                    Foundation
                                GM CS                      3. Arts Spaces
                                GM G & CR                  4. Age editorial on
                                GM I & E                      the opportunities
                                Acting GM CW                  for the West,
                                                              Tuesday 26 June
                                                              2012
                                                           5. RDA funding –
                                                              Maribyrnong River
                                                              Cycleways

  4.       Resource Implications

  Nil.

  5.       Compliance Statement

  This report has been prepared in compliance with section 80A of the Local Government
  Act 1989.

  The recommendation made in this report is consistent with Council’s Governance
  Framework and the Local Government Act 1989.

  6.       Recommendation

  That Council receive and note this report.

  Motion
  Moved Ms Anderson / Seconded Ms Sussex
  That Council receive and note this report.
                                                                                     Carried




  Meeting No. 321                       17 July 2012                                     10850
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports



5.     Delegates and Committee Reports

Division:        Governance & Community Relations
General Manager: Helen Morrissey
Policy:          Meeting Procedure Local Law No. 1 2009

Purpose

To note and receive delegates reports for the period 1 June 2012 to 30 June 2012.

Report

1.     Background

As part of the representative governance role of Council, Administrators participate in a
range of specific issue committees, peak body associations, local and regional forums.

Administrators are nominated as Council’s delegate to these committees annually.

Their role as the delegate on these committees is to represent the position of Council
and involves reporting back to the full Council at the Ordinary meeting on the issues or
progress of the committees.

2.     Consultation

Not Applicable.

3.     Analysis

For the period 1 June 2012 to 30 June 2012, the following committees to which Council
has a nominated representative took place.


Name of Committee                    Date                   Delegate
Sunshine Town Centre                 4 June 2012            Administrator, Ms Meredith
Partnership Group                                           Sussex, AM
Sydenham Partnership Group           5 June 2012            Administrator Ms Jo Anderson
Municipal Emergency                  6 June 2012            Administrator Ms Jo Anderson
Management Planning Committee
(MEMPC)
Metropolitan Local Governments’      14 June 2012           Administrator Ms Jo Anderson
Waste Management Forum


The delegates’ reports for the aforementioned committees are attached.

4.     Resource Implications

There are no financial implications associated with this report.




Meeting No. 321                        17 July 2012                                 10851
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Delegates and Committee Reports (cont’d)

5.       Compliance Statement

The reporting back from committees through a delegate’s report complies with previous
Council resolutions in respect to Council representation on Committees.

6.       Recommendation

That Council receive and note the delegates’ report for the Sunshine Town Centre
Partnership Group, Sydenham Partnership Group, Municipal Emergency Management
Planning Committee (MEMPC), Metropolitan Local Governments’ Waste Management
Forum as attached to this report.

Motion
Moved Ms Anderson / Seconded Ms Sussex
That Council receive and note the delegates’ report for the Sunshine Town Centre
Partnership Group, Sydenham Partnership Group, Municipal Emergency Management
Planning Committee (MEMPC), Metropolitan Local Governments’ Waste Management
Forum as attached to this report.
                                                                                 Carried




Meeting No. 321                      17 July 2012                                10852
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports



6.     Exercise of Delegated Authority

Division:        Corporate Services
General Manager: Doris Cunningham
Policy:          Section 98(1) of the Local Government Act 1989

Purpose

To detail the exercise of delegated authority by the Chief Executive Officer in awarding
Contracts up to the period ending 30 June 2012.

Report

1.     Background

The Chief Executive Officer has awarded the following Contracts under delegation, as
listed below up to the period ending 30 June 2012.

2.     Consultation

No consultation is required.

3.     Analysis

Details of Contracts approved and awarded under delegation during the above period are
shown below:

Contract    Description                 Successful              Contract          Date
No.                                     Tenderer                Amount (excl.     Awarded
                                                                GST)
12/1467     Consultancy Services for    Dock4 Pty Ltd           $83,890.00        22/6/2012
            Dempster Park –
            AFL/Cricket Pavilion
            Refurbishment including
            Change Rooms/Toilets
12/1477     Provision of a Single       MAV Procurement &       $49,333.46        28/6/2012
            VMware Partner to           Thomas Duryea
            Administer the Local        Consulting Pty Ltd
            Government VMware
            Enterprise Licensing
            Agreement
12/1499     2011/2012 Loan              National Bank           $8million         26/6/2012
            Borrowings                  Australia

4.     Resource Implications

No resource implications.

5.     Compliance Statement

This report has been prepared in accordance with the Instrument of Delegation from
Council to the Chief Executive Officer and Council’s Procurement Policy and Procedures.




Meeting No. 321                        17 July 2012                                 10853
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Exercise of Delegated Authority (cont’d)

6.       Recommendation

That Council note the action taken under delegated authority by the Chief Executive
Officer in awarding the Contracts.

Motion
Moved Ms Anderson / Seconded Ms Sussex
That Council note the action taken under delegated authority by the Chief Executive
Officer in awarding the Contracts.
                                                                                 Carried




Meeting No. 321                      17 July 2012                                 10854
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports



7.       Strategic Framework for the Social Housing System

Division:               Community Wellbeing
Acting General Manager: Neil Whiteside
Policy:                 Council Plan 2012-2016

Purpose

To seek Council approval for a submission (Attachment 1) to be sent to the Department
of Human Services who seek feedback on the development of a new social housing
system in Victoria.

Report

1.       Background

On 3 May 2012, the Hon. Wendy Lovell, Minister for Housing, announced a three month
public consultation on a new strategy framework for the Victorian Social Housing
System. To guide the process, two discussion papers have been released for public
feedback and comment. These discussion papers are:

     •   Pathways to a Fair and Sustainable Social Housing System, Public Consultation
         Discussion Paper, Victorian Department of Human Services (April 2012); and
     •   Social Housing – A discussion paper on the options to improve the supply of
         quality housing, KPMG (April 2012).

The Victorian Government is looking to reform the public and community housing sector
to make the system fairer and financially sustainable, and explore the role of
government and the role of other sectors in the community (such as the not-for-profit
sector) in the provision of social housing.

Definitions used in both papers reviewed are:

     •   Public housing – housing owned and managed by the State Director of Housing.
         The Director of Housing is the landlord of public housing tenants.
     •   Community housing – housing managed by the not-for-profit registered housing
         associations or agencies and providers for affordable housing purposes.
     •   Transitional housing – housing owned by the State and managed by the
         community sector.
     •   Social housing – term used to describe both public and community housing
         (including transitional housing).


The context for reform is the Victorian Auditor-General Access to Public Housing Report
(March 2012), where the situation in public housing has been described as ‘critical’, and
the ‘long-term provision of this vital public service is at risk’.

The State Government’s position is that the ‘status quo is not an option’, and ‘reform is
required if public housing is to be sustained’.




Meeting No. 321                        17 July 2012                                 10855
Brimbank City Council
Ordinary Council Meeting Minutes
Officer Reports

Strategic Framework for the Social Housing System (cont’d)

The Pathways to a Fair and Sustainable Social Housing System, Public Consultation
Discussion Paper, Victorian Department of Human Services (April 2012) outlines how
Victoria’s public housing system has emerged. It looks at the role of public housing at
different times in our history, explores why history and demographic changes have
impacted on the financial sustainability of the system (drivers of reform) and includes
key questions to help clarify options for future reforms.

The second report by KPMG addresses the supply-side options available to improve the
availability of quality social housing in Victoria.

The Government is seeking ‘input, comment, and views from the community and
stakeholders on these two papers to inform reforms of the social housing system, meet
fundamental challenges and make the system more equitable and viable into the future’.
The consultation period is open until 31 July 2012.

The feedback will be used to develop a strategic framework for public and community
housing that is fair and financially sustainable.

2.       Consultation

The submission is consistent with issues raised by the Social Justice Implementation
Group and issues raised by the community in a consultation process for Brimbank’s
Housing Strategy – Home and Housed.

3.       Analysis

Council congratulates the State Government for tackling this complex and urgent issue,
particularly in the light of the ongoing financial challenges to provide fair and sustainable
access to social housing, in particular public housing in Victoria now and into the future.

An informed response to key issues is detailed in the body of the submission. The
response is informed by Council’s Social Justice Charter and Housing Strategy – Home
and Housed, both of which were the subject of substantial community engagement.
Summary points are as follows:

     •   Brimbank is the second most disadvantaged Local Government area in the State
         index of 930.5 (ABS Census, 2006). The median weekly household income in
         Brimbank is 17% lower than Greater Melbourne (ABS Census, 2012).

     •   There are high levels of social and economic disadvantage and vulnerability
         among many public and social housing tenants, and it is important that if a
         review of current tenure occurs that it does not disproportionately impact on
         Brimbank residents who are one of the most vulnerable and disadvantaged
         communities in the State.

     •   Increasing the supply of social housing without broader support being provided to
         tenants will have a profound effect on people’s ability to successfully maintain
         their housing tenure.




Meeting No. 321                         17 July 2012                                  10856
Brimbank City Council
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Officer Reports

Strategic Framework for the Social Housing System (cont’d)

     •   The State Government needs to maintain a key role in the delivery of housing to
         ensure the ongoing supply and sustainability of affordable housing. Any
         abdication of this responsibility risks cost shifting to the community, the
         Commonwealth and Local Government. This is not a fair and sustainable solution.

     •   The State Government should explore solutions for increasing housing growth by
         considering an interim benchmark of five per cent of total housing stock, both
         public and community housing in Victoria.

     •   The State Government should explore options for increasing tenant participation
         and empowerment in housing solutions including exploring choice-based letting.
         This involves introducing an element of choice in property allocation allowing
         tenants to assess the appropriateness of the property themselves.

     •   The State Government should work collaboratively with a range of stakeholders
         including business, community housing providers, and Local Government to
         increase the supply of accessible, affordable and appropriate social housing.

4.       Resource Implications

There are no budgetary impacts associated with this report.

5.       Compliance Statement

This report has been prepared in accordance with the Council Plan 2012-2016, the
Brimbank Social Justice Charter and the Brimbank Housing Strategy – Home and
Housed.

6.       Recommendation

That Council approve the submission (Attachment 1) to be sent to the Department of
Human Services in response to the Department’s request for feedback on the
development of a new social housing system in Victoria.

Motion
Moved Ms Anderson / Seconded Ms Sussex
That Council approve the submission (Attachment 1) to be sent to the Department of
Human Services in response to the Department’s request for feedback on the
development of a new social housing system in Victoria, subject to minor wording
amendments.
                                                                                 Carried




Meeting No. 321                        17 July 2012                                10857
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Ordinary Council Meeting Minutes
Officer Reports



8.     Contract No. 12/1495 Keilor Park Soccer Pitch 3 - Ground
       Reconstruction, Tender Report

Division:        Infrastructure & Environment
General Manager: Paul Younis
Policy:          Asset Management – Brimbank Open Space and
                 Playground Policy and Plan

Purpose

To recommend the award of Contract No. 12/1495 ‘Keilor Park Soccer Pitch 3 - Ground
Reconstruction’.

Report

1.     Background

Contract No. 12/1495 ‘Keilor Park Soccer Pitch 3 - Ground Reconstruction’ forms part the
Open Space Program approved by Council under the 2012/2013 Capital Works Program.

The works include reconstruction of the pitch surface, irrigation system and subsoil
drainage.

A locality plan is provided in Attachment No. 2.

2.     Consultation

A Council sport and recreation officer liaised with the local clubs, which explained the
proposed works. The clubs have been very supportive of the works proceeding.

3.     Analysis

The tender for the above mentioned works closed on 12 June 2012.

A total of four (4) tenders were received, as indicated in Confidential Attachment No.1.

The tender evaluation procedure has rated Independent Turf Services as the preferred
tenderer for the tendered amount of $534,074.84 (excluding GST).

It is considered that Independent Turf Services has the expertise and capacity to
complete the works under the contract.

The tender evaluation summary is provided in Confidential Attachment No. 1.

4.     Resource Implications

The project is funded from the 2012/2013 Capital Works Program ($850,000.00
excluding GST).




Meeting No. 321                       17 July 2012                                 10858
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Ordinary Council Meeting Minutes
Officer Reports

Contract No. 12/1495 Keilor Park Soccer Pitch 3 - Ground Reconstruction,
Tender Report (cont’d)

                                                           Income
                                                                            Cost to
                                                            from
        Details                Total Cost (A)                               Council
                                                           Funding
                                                                             (A-B)
                                                             (B)
                     Contract No. 12/1495 =
 Keilor Park         $534,074.84 including contingency.
                     Other costs $217,150.00                            $751,224.84
 Soccer Pitch 3
                                                               Nil      (exclusive of
 Ground              Estimated Total Project                            GST)
 Reconstruction      Cost = $751,224.84 (exclusive of
                     GST)

Please refer to Confidential Attachment No.1 for specific details in relation to resource
implications and associated costs of this project.

5.       Compliance Statement

This report has been prepared in compliance with Council’s Procurement Policy.

6.       Recommendation

That:

a.       Contract No. 12/1495 ‘Keilor Park Soccer Pitch 3 - Ground Reconstruction’ be
         awarded to Independent Turf Services for the amount of $534,074.84 (excluding
         GST).

b.       The contract be signed and sealed by Council.

Motion
Moved Ms Anderson / Seconded Ms Sussex
That:

a.       Contract No. 12/1495 ‘Keilor Park Soccer Pitch 3 - Ground Reconstruction’ be
         awarded to Independent Turf Services for the amount of $534,074.84 (excluding
         GST).

b.       The contract be signed and sealed by Council.
                                                                                 Carried

Note: Administrator Ms Jo Anderson congratulated Mr Younis and his team on the first
      Capital Works project for the year.




Meeting No. 321                        17 July 2012                               10859
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Ordinary Council Meeting Minutes


12.   Notices of Motion

      Nil.

13.   Rescission Motions

      Nil.

14.   Documents for Sealing

      Nil.

15.   Urgent Business

      Nil.

16.   Confidential Business

      Nil.




There being no further business the meeting was declared closed at 7.32p.m.


Confirmed this …………………… day of ……………………2012.




…………………………………..
Administrator Ms Meredith Sussex, AM
Acting Chair




Meeting No. 321                     17 July 2012                              10860

								
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