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									                                                                                       Agenda Item 5.6
COUNCIL                REPORT

                                                                                        26 August 2008
ATTENDANCE AT ANZAC DAY COMMEMORATIONS AND
OTHER MEETINGS IN FRANCE WHILE ON SELF FUNDED
TRAVEL – COUNCILLOR SHANAHAN


Committee              Finance and Governance


Presenter              Cr Shanahan


Purpose

1.     The purpose of this report was to report on Councillor Shanahan’s visit to Villers-Bretonneux and
       Bordeaux, France to participate in ANZAC Day commemorations and other meetings with city
       officials while on private travel between 22 April to 16 May 2008.


Consideration at Committee

2.     As a result of consideration at Committee, the following parts of the recommendation endorsed by
       the Finance and Governance Committee were dealt with under Committee delegation:

       •       note the report by Councillor Shanahan on activities associated with representing the City of
               Melbourne at ANZAC Day commemorations services at Villers-Bretonneux and other
               meetings with city officials in Bordeaux while on private travel between 22 April to 16 May
               2008;

       •       note the tabled DVD featuring the ABC telecast of the ANZAC Day ceremony at Villers-
               Bretonneux; and

       •       approve the variance of $2,990.87 between estimated and actual costs associated with
               Councillor Shanahan’s travel while expressing concern at the high cost of car and driver
               hire that was required of Councillor Shanahan to be involved in the ANZAC Day
               commemorations services.

3.     The remaining part of the recommendation below is presented to Council for approval.


Recommendation

4.     That Council request a report be prepared to consider City of Melbourne representation on a
       regular basis at the ANZAC Day ceremonies in Villers-Bretonneux, renewing and deepening our
       relationship with Villers-Bretonneux.




Council Report Attachment:
1.     Finance and Governance Committee, Agenda Item 6.1, 12 August 2008
                                        Page 1 of 3

FINANCE           AND       GOVERNANCE                  COMMITTEE                    Agenda Item 6.1
REPORT

                                                                                      12 August 2008

ATTENDANCE AT ANZAC DAY COMMEMORATIONS AND
OTHER MEETINGS IN FRANCE WHILE ON SELF FUNDED
TRAVEL – COUNCILLOR SHANAHAN


Presenter      Councillor Shanahan

Purpose

1.   To report to the Finance and Governance Committee on Councillor Shanahan’s visit to Villers-
     Bretonneux and Bordeaux, France to participate in ANZAC Day commemorations and other
     meetings with city officials while on private travel between 22 April to 16 May 2008.

Recommendation

2.   That the Finance and Governance Committee:

     2.1.   note the report by Councillor Shanahan on activities associated with representing the City of
            Melbourne at ANZAC Day commemorations services at Villers-Bretonneux and other
            meetings with city officials in Bordeaux while on private travel between 22 April to 16 May
            2008;

     2.2.   note the tabled DVD featuring the ABC telecast of the ANZAC Day ceremony at Villers-
            Bretonneux;

     2.3.   approve the variance of $2,990.87 between estimated and actual costs associated with
            Councillor Shanahan’s travel; and

     2.4.   recommend to Council that a report be prepared to consider City of Melbourne
            representation on a regular basis at the ANZAC Day ceremonies in Villers-Bretonneux,
            renewing and deepening our relationship with Villers-Bretonneux.

Background

3.   Following the recommendation of the Finance and Governance Committee (11 March 2008), the
     Lord Mayor approved the proposal for Councillor Shanahan to visit Villers-Bretonneux and
     Bordeaux, France to represent the City of Melbourne during self-funded, private travel between 22
     April to 16 May 2008.

Key Issues

Details of Travel

4.   Following an invitation from the Mayor of Villers-Bretonneux and the Department of Veterans
     Affairs, Councillor Shanahan represented the City of Melbourne at the official Australian ANZAC
     Day Commemorations on 25 and 26 April 2008. The Dawn Service marked the 90th anniversary of
     the counter-attacks by Australian forces to liberate the town of Villers-Bretonneux and the 90th
     anniversaries of the final battles that led to the Armistice on 11 November, 1918.
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5.     It is understood that this is the first time the City of Melbourne has been invited to participate in
       ANZAC Day Commemorations in France.

6.     For many years the local communities of Villers-Bretonneux and Bullecourt have remembered
       those Australians who, 90 years ago, fought to recapture and defend their villages. Anzac Day
       commemorations are held annually on the closest Saturday to ANZAC Day, this year on 26 April,
       at the Australian National Memorial, the town centres of Villers-Bretonneux and Bullecourt and at
       the Australian “Digger” Memorial on the Bullecourt village outskirts. The Australian Embassy in
       Paris and the Department of Veterans’ Affairs support the local commemorations.

7.     While in France, Councillor Shanahan also met with representatives of the Mayor of Bordeaux and
       Transdev, the parent company of Yarra Trams.

Councillor Travel Guidelines

8.     The Director Commerce and Marketing, Scott Chapman, has confirmed that the travel undertaken
       does accord with all the requirements of the Councillor Travel Guidelines.

Outcomes / Benefits

9.     Benefits and outcomes of City of Melbourne representation by Councillor Shanahan while in
       France included the following:

       9.1.   formal recognition by the City of Melbourne of the sacrifices by all Australian military
              personnel. Councillor Shanahan laid a wreath at the service on behalf of the City of
              Melbourne. Australian troops, many from Melbourne and country Victoria, played a crucial
              role in the liberation of Villers-Bretonneux in 1918. The main street of Villers-Bretonneux
              is named Rue de Melbourne, the primary school called Victoria College and the town is
              twinned with Robinvale. Participation at the official ANZAC Day Commemorations
              reinforced the City of Melbourne’s desire to continue the relationship with Villers-
              Bretonneux and gives formal recognition to the significance of the battle in Villers-
              Bretonneux for all Australians who fought in France and Belgium;

       9.2.   city participation in an important ceremony continues to increase broader community
              understanding and awareness of sacrifices made by armed forces. The Department of
              Veterans’ Affairs estimated that over 5,000 Australians have made their way to the
              Australian National Memorial. Councillor Shanahan’s attendance allowed the City to
              accompany other State and Federal leaders in a ceremony of significant national importance.
              The Prime Minister, the Hon Kevin Rudd MP, has given a commitment to holding an annual
              Dawn Service at Villers-Bretonneux. Continued services at future Anzac Day Dawn
              Services at the Australian National Memorial will allow Australians to honour the 295,000
              First World War servicemen and women who served on the Western Front, and the 46,000
              who died; and

       9.3.   the visit also provided the opportunity to make a connection with an organisation associated
              with a key mode of transport in the City of Melbourne. Transdev is a major international
              multi-modal transport group based in Paris. In addition to operations in France, Transdev
              has operations in the UK, Portugal, Spain, Holland, Germany, Canada and Italy.
              Melbourne’s tram network is an important component of creating a sustainable Melbourne
              and features strongly in the City of Melbourne Transport Strategy 2020.

Cost

10.    Under the Councillor Expenses and Resources Guidelines, a variance of 10 per cent or greater
       between estimated and actual costs of travel needs to be reported as part of post travel reporting.


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11.   When approved, an amount of $1,600 was allocated to assist Councillor Shanahan’s incidental
      costs including the laying of a wreath, accommodation and local transport. The estimated local
      transport costs were based on arrangements which, upon arrival in France, were not considered
      appropriate by the Australian Embassy for security and logistical reasons. To be able to participate
      in official commemorations with VIP guests and enter restricted areas in a range of locations on 25
      and 26 April, Councillor Shanahan was required to utilise a vehicle and driver arranged through the
      Australian Embassy in Paris. This arrangement was similar to that put in place for other visiting
      dignitaries, who included the Minister for Veterans’ Affairs, Leader of the State Opposition,
      Premier of Western Australia and the Australian Ambassador.

12.   These increased local transport costs resulted in a total of $4,590.87 being incurred by the Council
      through Councillor Shanahan’s representation at official commitments while in France.




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