Logo_Primary_BlackWhite%20(JPG)

Agenda

 

OF Ordinary
COUNCIL MEETING

HELD ON

Tuesday 12 November 2019

AT 6:30pm

summons

 

You are advised that a Meeting of Council has been called by the Chief Executive Officer on Tuesday, 12 November 2019 in Council Chamber, 25 Ferres Boulevard, South Morang at 6:30pm for the transaction of the following business.

 

When attending a Council Meeting a condition of entry is to sign-in upon arrival.  If you are unable to sign-in alternate arrangements can be made.

 

S OVERLAND

CHIEF EXECUTIVE OFFICER


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

 

 

COUNCILLORS

 

TOM JOSEPH                                  NORTH WARD

RICKY KIRKHAM                            NORTH WARD

EMILIA LISA STERJOVA               NORTH WARD

SAM ALESSI                                    SOUTH EAST WARD

ALAHNA DESIATO                         SOUTH EAST WARD

NORM KELLY                                  SOUTH EAST WARD

MARY LALIOS                                 SOUTH EAST WARD

LAWRIE COX                                   SOUTH WEST WARD

STEVAN KOZMEVSKI                    SOUTH WEST WARD

CAZ MONTELEONE                       SOUTH WEST WARD

KRIS PAVLIDIS                               SOUTH WEST WARD


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

 

 

SENIOR OFFICERS

 

 

SIMON OVERLAND                          CHIEF EXECUTIVE OFFICER

RUSSELL HOPKINS                         DIRECTOR COMMUNITY SERVICES

HELEN SUI                                         DIRECTOR CITY TRANSPORT & PRESENTATION

AMY MONTALTI                                ACTING DIRECTOR CORPORATE SERVICES

                                                            ACTING DIRECTOR PARTNERSHIPS, PLANNING & ENGAGEMENT

MICHAEL TONTA                              MANAGER GOVERNANCE

 


Ordinary Council Agenda                                                          Tuesday 12 November 2019

 

 

ORDER OF BUSINESS

 

The Chief Executive Officer submits the following business:

1.            Opening.. 11

1.1         MEETING OPENING AND PRAYER.. 11

1.2         ACKNOWLEDGMENT OF TRADITIONAL OWNERS STATEMENT. 11

1.3         Present.. 11

2.            Apologies.. 11

3.            Declarations of Interest. 11

4.            Confirmation of Minutes of Previous Meeting.. 11

5.            Questions, Petitions and Joint Letters.. 11

5.1         Questions To Councillors.. 11

5.2         Petitions.. 13

Nil Reports.. 13

5.3         Joint Letters.. 15

Nil Reports.. 15

6.            Officers' Reports.. 17

6.1         Partnerships, Planning & Engagement. 17

6.1.1       Seating arrangements at Council Meetings.. 17

6.1.2       Amended Council Meeting Schedule for 2020. 19

6.1.3       Review of Election Period Policy and Guidelines.. 23

6.1.4       Assemblies of Councillors - 12 November 2019. 67

6.1.5       City of Whittlesea Australia Day Awards Advisory Committee - Expression of Interest - Committee Representation.. 75

6.1.6       Appointment of Councillor and Officer Representation on Organisations and Committees for 2019-20. 79

6.2         Community Services.. 105

6.2.1       Supply and Maintenance of the Mill Park Leisure Health Club Equipment. 105

6.2.2       Thriving Children, Young People and Families.. 109

 

 

6.3         City Transport and Presentation.. 137

6.3.1       CONSTRUCTION OF THE THOMASTOWN PRIMARY SCHOOL KINDERGARTEN CONTRACT 2019-85 - TENDER EVALUATION REPORT  137

6.4         Corporate Services.. 141

6.4.1       Committee of Council recommendation - Part of Thomastown Primary School - Road Discontinuance.. 141

6.4.2       Committee of Council recommendation Lease - Department of Treasury & Finance - Epping Police Station - 785 High Street Epping.. 147

6.4.3       Panel Contract Expenditure Distribution.. 155

6.5         Executive Services.. 161

6.5.1       MEETINGS OF THE CHIEF EXECUTIVE OFFICER 19 SEPTEMBER - 30 OCTOBER 2019. 161

7.            Notices of Motion.. 165

Nil Reports.. 165

8.            Questions to Officers.. 165

9.            Urgent BusineSS.. 165

10.         Reports from Delegates Appointed BY Council TO Other Bodies. 165

11.         Confidential Business. 167

11.1       Partnerships, Planning & Engagement. 167

Nil Reports.. 167

11.2       Community Services.. 169

Nil Reports.. 169

11.3       City Transport and Presentation.. 171

11.3.1    Interim Alternate Recycling Option.. 171

11.4       Corporate Services.. 173

Nil Reports.. 173

11.5       Executive Services.. 175

11.5.1    Chief Executive Officer Employment Matters Advisory Committee (CEMAC) - annual review of chief executive officer for 2018-2019. 175

11.6       Notices of Motion.. 177

Nil Reports.. 177

12.         Closure.. 179


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

 

Note:

At Council’s discretion, the meeting may be closed in accordance with Section 89 of the Local Government Act 1989. The provision which is likely to be relied upon to enable closure is set out in each item. These reports are not available for public distribution.

 

 

Question Time:

During the meeting, Council will answer questions from residents and ratepayers. Questions should be submitted in writing no later than 3pm on the day of the ordinary Council Meeting unless this unreasonably prevents or hinders you from participating. A Question Time form can be downloaded from Council’s website and copies of the form are available at the meeting. Refer: https://www.whittlesea.vic.gov.au/about-us/council/council-meetings/

 

Council is committed to ensuring that all residents and ratepayers of the municipality may contribute to Council’s democratic process and therefore, if you have special requirements, please telephone the Governance Team prior to any Council Meeting on 9217 2294.

 

 

Large Attachments:

Where large attachments form part of the Report, due to the size of the attachments – a copy has not been provided in the Agenda document

Copies of these attachments are available for inspection by the public at the following locations:

a)      Council offices at 25 Ferres Boulevard, South Morang; and

b)      Council’s internet site – http://cam.whittlesea.vic.gov.au/

 

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

1.         Opening

1.1       MEETING OPENING AND PRAYER

The Chief Executive Officer will open the meeting with the reading of the prayers:

 

Almighty God, we humbly beseech thee, to vouchsafe thy blessing upon this council.  Direct and prosper its deliberations to the advancement of thy glory and the true welfare of the people of the Whittlesea City Council.

 

Our father who art in heaven, hallowed be thy name, Thy kingdom come, Thy will be done in earth as it is in heaven. Give us this day our daily bread and forgive us our trespasses as we forgive them that trespass against us; and lead us not into temptation but deliver us from evil, For thine is the kingdom, the power and the glory, for ever and ever.

 

Amen

 

1.2       ACKNOWLEDGMENT OF TRADITIONAL OWNERS STATEMENT

The Mayor will read the following Acknowledgement of Traditional Owners Statement.

 

On behalf of the Whittlesea City Council I recognise the rich Aboriginal heritage of this country and acknowledge the Wurundjeri Willum Clan as the traditional owners of this place.

 

I as a non-aboriginal or Torres Strait Islander would ask that you may consider a conversation with our Aboriginal and Torres Strait peoples to educate and understand their depth of feeling around the treatment of our first nations peoples and events that have shaped their lives.

 

1.3       Present

2.         Apologies

3.         Declarations of Interest

4.         Confirmation of Minutes of Previous Meeting

Ordinary Meeting of Council held 1 October 2019

Special Meeting of Council held 7 November 2019

5.         Questions, Petitions and Joint Letters

5.1       Questions To Councillors

5.2       Petitions

Nil Reports

5.3       Joint Letters

Nil Reports   


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.         Officers' Reports

6.1       Partnerships, Planning & Engagement

6.1.1      Seating arrangements at Council Meetings  

Responsible Officer:           Director Partnerships, Planning & Engagement

Author:                                  Governance Officer   

 

Report

This report is currently under production and will be distributed separately following the Special Council Meeting 7 November 2019.

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.1.2    Amended Council Meeting Schedule for 2020  

Responsible Officer:           Director Partnerships, Planning & Engagement

Author:                                  Governance Officer   

 

RECOMMENDATION SUMMARY

THAT Council resolve to amend the Special Council Meeting schedule for 2020 as adopted at the 6 August 2019 Council Meeting as follows:

1.       Schedule an additional Special Council Meeting on Tuesday, 10 March 2020 at 6pm to adopt the 2020-2021 Budget Initiatives (please note this will be a closed confidential meeting);

2.       Reschedule the Special Council Meeting on Tuesday, 9 June 2020 to Thursday, 4 June 2020 at 6pm to adopt the 2020-2021 proposed Budget and Council Action Plan;

3.       Give public notice of the 2020 Council Meeting schedule with amendments to Special Council Meetings indicated in points 1 and 2 above.

KEY FACTS AND / OR ISSUES

·    The Council meeting schedule for 2020 was adopted at the Ordinary Council Meeting on 6 August 2019 and has taken into account the Local Council Election to be held on Saturday 24 October 2020, public holidays and other sector specific events, such as conferences.

·    Subsequent to that meeting, administrative adjustments to the budget process require minor changes to the meeting cycle dealing with budget related matters.

 

 

Report

Proposal

This report sets out the amended Special Council Meeting schedule, noting that no changes have been made to the schedule of Ordinary Council Meeting dates adopted at the 6 August 2019 meeting.

background

At the 6 August 2019 Ordinary Council Meeting, Council adopted the Council Meeting schedule for 2020 as set out below, allowing for the Local Council Elections, public holidays and other sector specific events, such as conferences. 

Unless otherwise determined by Council, Ordinary Council Meetings will commence at 6.30pm in the Council Chamber at the Council Offices, 25 Ferres Boulevard, South Morang.

4 February                 

4 August

3 March

1 September

7 April

6 October

5 May

17 November

2 June

8 December

7 July

 

The following dates for Special Council Meetings for 2020 were also adopted:

·    Tuesday, 24 March 2020 at 6pm for the approval to advertise the 2020-2021 proposed Council Budget and Council Action Plan;

·    Tuesday, 9 June 2020 at 6pm for adopting the 2020-2021 proposed Council Budget and Council Action Plan; and

·    Wednesday 4 November 2020 at 7pm for the swearing-in of new Councillors, the declaration to abide by the Councillor Code of Conduct and the election of the Mayor and Deputy Mayor.

Financial Implications

Costs associated with holding Council Meetings are covered in existing budgets.

link to strategic risks

Strategic Risk Governance - Management - Ineffective governance of Council’s operations and activities by Management resulting in either a legislative or policy breach

Regular Council meetings promote open and transparent decision making and civic engagement.

 

 

 

 

 

 

 

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A participating community

Strategic Objective                        Our voice is reflected through inclusive Council decision making processes

Council Priority                              Organisational Sustainability

 

Council will work to build a stronger sense of community within neighbourhoods and across the municipality and create new opportunities for social networks and civic engagement.

Conducting Council meetings throughout the year gives the community an opportunity to become involved in Council’s decision-making process on issues that affect the community.

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989, officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

It is recommended that the proposed amended special Council meeting dates be adopted and advertised to the public.  The schedule of meeting dates will facilitate Council's decision-making processes by ensuring that regular meetings are held and promote Council meetings to the public.

Subsequent to that meeting, administrative adjustments to the budget process require minor changes to the meeting cycle dealing with budget related matters.

 

RECOMMENDATION

THAT Council resolve to amend the Special Council Meeting schedule for 2020 as adopted at the 6 August 2019 Ordinary Council Meeting as follows:

1.       Schedule an additional Special Council Meeting on Tuesday, 10 March 2020 at 6pm to adopt the 2020-2021 Budget Initiatives (please note this will be a closed confidential meeting);

2.       Reschedule the Special Council Meeting on Tuesday, 9 June 2020 to Thursday, 4 June 2020 at 6pm to adopt the 2020-2021 proposed Budget and Council Action Plan;

3.       Give public notice of the 2020 Council Meeting schedule with amendments to Special Council Meetings indicated in points 1 and 2 above.

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.1.3      Review of Election Period Policy and Guidelines

Attachments:                        1        Revised Election Period Policy

2        Revised Election Period Policy and Guidelines  - Marked Up   

Responsible Officer:           Director Partnerships, Planning & Engagement

Author:                                  Team Leader Governance   

 

RECOMMENDATION SUMMARY

That Council resolve to adopt the revised Election Period Policy and Procedural Guidelines for the 2020 Council elections.

KEY FACTS AND / OR ISSUES

This report reviews the Election Period Policy and Procedural Guidelines and recommends its adoption.

·    The Policy sets out how Council will conduct its business immediately prior to a general election.

·    There is a requirement that the Policy be reviewed before each general election period and published on Council’s website.

·    The Policy aims to ensure Council elections are not compromised by inappropriate electioneering by existing Councillors and to safeguard the authority of the incoming Council.

·    Only minor amendments were required to be made to the Policy including updating the policy template and critical dates and the relevant financial thresholds.

·    For the 2020 general elections, the election period will commence at midnight on 22 September 2020 and conclude at 6pm on 24 October 2020, being Election Day.

·    The Election Period Policy will affect matters submitted to the Council meeting scheduled to be held on 6 October 2020.

 

 

Report

Background

The Local Government Act 1989 (‘the Act’) prohibits Council from making ‘major policy decisions’ during the election period including decisions to award contracts beyond the threshold that requires a competitive tender process, decisions on certain entrepreneurial activities and decisions about the CEO’s employment and remuneration.

The Act also requires Council to prepare and adopt an election period policy that contains the relevant election period provisions in the Act as well as matters specifically prescribed by section 93B including:

(a)   Procedures intended to prevent the Council from making inappropriate decisions and misusing resources during the election period before a general election;

(b)   Limits on public consultation and the scheduling of Council events; and

(c)   Procedures to ensure that access to information held by Council is made equally available and accessible to all candidates during the election.

Proposal

The purpose of the Policy is to provide candidates with fair and equitable access to information during the election period and to prevent Council from misusing resources and making inappropriate decisions.

The revised Policy for the 2020 elections complies with the legislative requirements of the Act and is consistent with the best practice guidelines published by the Local Government Investigations and Compliance Inspectorate following the 2016 general elections.

Attachment 1 contains a copy of the revised Policy and Guidelines and Attachment 2 contains a marked up copy with revisions.

Some of the key matters the Policy provides guidance on include:

·    Councillors are not to use appearances at public events for the purposes of electioneering and are not to speak at these events unless expressly authorised by the CEO. Any speeches must be written for them by Council staff under the direction of the CEO.

·    A public register of information requests will be maintained by Council staff and accessible on Council websites so that each request for Council information is recorded and the information is available to all candidates in the election.

·    No electoral material can be placed on Council websites or social media during the election period. Council will place an election period statement on its website and social media accounts advising they will not be updating or adding new information to those channels, other than necessary operational information.

The adopted Policy will be included as part of the candidate information packs handed out during candidate information sessions.

Consultation

Councillors have an opportunity to review the draft before deciding on its adoption. There is no requirement for public consultation in relation to this Policy.

Critical Dates

For the 2020 Council general elections, the election period will commence at midnight on 22 September 2020 and conclude at 6pm on 24 October 2020. Matters submitted to the Council meeting scheduled to be held on 6 October 2020 will be affected.

The Policy must be reviewed no later than 12 months before a general election period.

Financial Implications

There are no financial implications.

Policy strategy and legislation

The adoption of the Election Period Policy will ensure Council adopts best practice in the lead-up to the 2020 general Council elections.link to strategic risks

Strategic Risk

Governance - Councillors - Ineffective Council governance resulting in legislative non-compliance; breaches of duties of a Council; breaches of duties of a Councillor.

Governance - Management - Ineffective governance of Council’s operations and activities by Management resulting in either a legislative or policy breach.

 

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Enabling the vision

Whittlesea 2040 Key Direction     Making it happen

Strategic Objective                        Our Council explores and adopts best practice models

Council Priority                             Organisational Sustainability

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

The revised Policy complies with the legislative requirements of the Act and is consistent with the best practice guidelines published by the Local Government Investigations and Compliance Inspectorate following the 2016 general elections.

It is recommended that Council adopt the Election Period Policy which aims to provide candidates with fair and equitable access to information during the election period and to prevent Council and Councillors from misusing resources and making inappropriate decisions during the election period.

 

RECOMMENDATION

THAT Council resolve to adopt the revised Election Period Policy and Guidelines for the 2020 Council elections.

 

 


Ordinary Council Agenda                                                                        Tuesday 12 November 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


Ordinary Council Agenda                                                                        Tuesday 12 November 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.1.4      Assemblies of Councillors - 12 November 2019  

Responsible Officer:           Director Partnerships, Planning & Engagement

Author:                                  Governance Officer   

 

recommendation summary

That Council note the record of the Assemblies of Councillors meetings as set out in the table in the report.

key facts and/or issues

To report to Council the records of Assemblies of Councillors in accordance with Section 80A(2) of the Local Government Act 1989.


 

Report

Background

The Local Government Act 1989 requires records of Assemblies of Councillors to be reported to an ordinary Council meeting and recorded in the minutes of that meeting.

A meeting is an assembly of Councillors if it considers matters that are likely to be the subject of a Council decision or the exercise of a Council delegation and the meeting is:

·    A planned or scheduled meeting that includes at least half the Councillors and a member of Council staff; or

·    An advisory committee of Council where one or more Councillors are present.

A record must be kept of an assembly of Councillors which lists the Councillors and members of Council staff attending, the matters discussed, disclosures of conflict of interest and whether a Councillor left the meeting after making a disclosure.

Proposal

Assemblies of Councillors records not previously reported to Council are detailed in the following table:-

Assembly Details

Councillor attendees

Officer attendees

Matters discussed

City of Whittlesea Australia Day Committee

19 August 2019

Cr Cox

(Mayor)

GO

No quorum achieved, meeting adjourned to October 2019.

Arts Cultural & Sporting Grants Program for Young People

4 September 2019

Cr Cox

(Mayor)

Cr Pavlidis

CGDO

DSO

TLCI

1.     Ezekiel Taupau – Sporting Grant – Interstate – Successful

Nil disclosures

Masons Road Advisory Committee

9 September 2019

Cr Cox

(Mayor)

Cr Kirkham

Cr Sterjova

ACEO

ADCTP

GO

PM

TLG

 

 

 

1.  Adjourned Masons Road Advisory Committee Meeting:

Cr Joseph declared an indirect interest and did not attend this meeting.

Councillor Briefing

10 September 2019

 

 

Cr Joseph

(Deputy Mayor)

Cr Desiato

Cr Kozmevski

Cr Pavlidis

Cr Sterjova

ACEO

ADCRS

ADCTP

DCS

DPPE

MCBP

MPRV

MSPD

SPA

SPO

SPPO

TLSP

TLSPP

 

1.      Confidential item: Facilities Management Service Review

2.      Housing Diversity Strategy and Whittlesea Planning Scheme Briefing

3.      Epping Community Services Hub Annual Report

4.      Social and Affordable Housing Policy and Strategy Update

5.      General Business

a.   Dog attack update

b.   Council meetings – protocol for guests of Councillors.

Nil disclosures

 

Assembly Details

Councillor attendees

Officer attendees

Matters discussed

Arts Cultural & Sporting Grants Program for Young People

16 September 2019

Cr Cox

(Mayor)

Cr Pavlidis

CGDO

DSO

TLCI

1.     Taylah Romeo – Sporting Grant – Interstate – Successful

2.     Jake Anagnostopoulos – Sporting Grant – Interstate - Successful

Nil disclosures

Councillor Briefing

17 September 2019

 

Cr Cox

(Mayor)

Cr Joseph

(Deputy Mayor)

Cr Alessi

Cr Desiato

Cr Kozmevski

Cr Pavlidis

Cr Sterjova

ADCTP

AMAC

AMMP

CEO

CO

DCS

DCRS

DPPE

MLCF

TLSR ULIP

 

1.      MRPV Suburban Roads Upgrade

External attendees: William Hogarth-Scott, Senior Project Manager, Major Road Projects Victoria

Jacinta Moyston, Communications & Stakeholder Engagement Officer, Major Road Projects Victoria

Dipal Sorathia, Project Director – Northern Roads Upgrade, Major Road Projects Victoria

2.      Lalor Streetscape Improvement Program

3.      Advocacy Priorities 2019/20

4.      Confidential item: Casa D’Abruzzo Partnership Opportunity

5.      General Business

a.   Update on dog attack

b.   End of year function

c.   Circulation of policy on gaming and use of policy/funding for community groups.

Nil disclosures

Whittlesea Reconciliation Group Meeting

19 September 2019

Cr Cox

(Mayor)

Cr Sterjova

ALC MCCD

 

1.      Acceptance of 22 August minutes

2.      New WRG Co-chair appointments

3.      RAP Annual Report

4.      Aboriginal Liaison Officer Report

5.      Annual Program and Budget

6.      Change the Date

7.      Aboriginal Gathering Place

8.      Possum Skin Cloak Workshop

9.      Mayor and CEO Meeting 17 October

10.   Local Drug Action Team Program

Nil disclosures

Chief Executive Officer Employment Advisory Committee Meeting

24 September 2019

Cr Cox

(Mayor)

Cr Alessi

 

CEO

MG

1.     Confidential item: Confirmation of the 14 May 2019 CEMAC meeting

2.     Confidential item: CEO KPIS – Quarterly Performance Report – Q4 and Annual Review 2018/2019

3.     Confidential item: CEO Employment and Remuneration Policy – Draft for Discussion.

Independent Member of CEMAC in Attendance: Agata Jarbin

Nil disclosures

City of Whittlesea Australia Day Committee

7 October 2019

Cr Cox

(Mayor)

Cr Joseph

(Deputy Mayor)

EC

TLGA

 

1.  Confirmation of Minutes of meetings held 6 May 2019, 22 July 2019 and 19 August 2019

2.  Welcome 2019 recipient – Liam Gallagher to the Committee

3.  Expression of Interest Process for Community Representatives

4.  Opening of Awards nomination period

5.  Update regarding Council’s Communications Team involvement with the advertisement of Australia Day Award nominations

6.  Australia Day Event Update from Council’s Event Co-ordinator.

Nil disclosures

 


Assembly Details

Councillor attendees

Officer attendees

Matters discussed

Councillor Briefing

8 October 2019

 

Cr Joseph

(Deputy Mayor)

Cr Alessi

Cr Kelly

Cr Kirkham

Cr Kozmevski

Cr Sterjova

ADCTP

CEO

DCS

DCRS

DPPE

MFCYP

STPPO

TLACD

 

1.   Thriving Children, Young People and Families – Supporting the Health, Wellbeing and Positive Development of Children, Young People and Families in the City of Whittlesea

2.   Organisation Achievements 2018/2019

3.   Growth Councils Victoria

4.   Response to Joint Letter – Australia Day and Our Aboriginal Community

5.   General Business

a.   Recycling update

b.   Update on 525 McDonalds Road, South Morang

c.   Update for Councillors regarding Mernda Town Centre

d.   Kaufland Supermarket update

e.   Acting arrangements – Helen Sui to be Acting Director City Transport and Presentation with Amy Montalti becoming Acting Director Corporate Services.

Nil disclosures

Councillor Briefing

15 October 2019

Cr Cox

(Mayor)

Cr Joseph (Deputy Mayor)

Cr Alessi

Cr Kirkham

Cr Kozmevski

 

ADCRS

CEO

DCS

DCTP

DPPE

MSPD

SRO

TLRE

1.   Audit & Risk Committee Chair’s Report

External attendee: Geoff Harry, Chair of Audit & Risk Committee

2.   2019 Whittlesea 2040 Indicators Report

3.   Shenstone PSP Exhibition

4.   General Business:

a.     Parks and Gardens

Nil disclosures

 

The table below represents an Index of Officer titles:

Initials

Title of Officer

Initials

Title of Officer

ACEO

Acting Chief Executive Officer – Helen Sui

MFCYP

Manager Family, Children & Young People – Wendy Castles

ADCRS

Acting Director Corporate Services – Frank Joyce

MG

Manager Governance – Michael Tonta

ADCRS

Acting Director Corporate Services – Amy Montalti

MLCF

Manager Leisure & Community Facilities – Benjamin Waterhouse

ADCTP

Acting Director City Transport and Presentation– Ben Harries

MPRV

Manager Property, Rates & Valuations – Gino Mitrione

ALC

Aboriginal Liaison Coordinator – Donna Wright

MSPD

Manager Strategic Planning & Design – George Saisanas

AMAC

Acting Manager Advocacy & Communications – Heather Crosling

PM

Project Manager - Paul Diffey

AMMP

Acting Manager Major Projects – Mark Tomasiello

SPA

Strategic Procurement Advisor – William Yip

CEO

Chief Executive Officer – Simon Overland

SPO

Social Policy & Project Officer – Karen Greer

CGDO

Community Grants Development Officer – Krystle Kalomaka

SPPO

Social Policy & Planning Officer – Joanna Stubbings

CO

Communications Officer – Michele Purtle

SRO

Senior Research Officer – Laura Aisbett

DCRS

Director Corporate Services – Helen Sui

STPPO

Strategic Planner & Project Officer – Monikka Haynes

DCS

Director Community Services – Russell Hopkins

TLACD

Team Leader Aboriginal & Cultural Diversity – Nick Butera

DCTP

Director City Transport and Presentation – Helen Sui

TLCI

Team Leader Community Inclusion – Kelisha Nikitas

DPPE

Director Partnerships, Planning and Engagement – Liana Thompson

TLGA

Team Leader Governance Administration – Amanda Marijanovic

DSO

Department Support Officer – Cheryl Gallagher

TLG

Team Leader Governance – Angelo Mamatis

EC

Events Co-ordinator – Julie McBride

TLRE

Team Leader Research Engagement – Caralene Moloney

GO

Governance Officer – Felicity Maddern

TLSP

Team Leader Strategic Planning Policy – Denise Turner

GO

Governance Officer – Amanda Marijanovic

TLSPP

Team Leader Social Policy & Planning – Carmen Faelis

MCBP

Manager Community Building & Planning – Belgin Besim

TLSR

Team Leader Sport & Recreation – Allana Sharman

MCCD

Manager Community Cultural Development – Catherine Rinaudo

ULIP

Unit Leader Infrastructure Projects – Louie D’Amore

Consultation

Consultation has taken place with internal Council Officer representatives of each of the meetings and committees that qualify as an Assembly of Councillors.

Financial Implications

There are no financial implications as a result of this report.

Policy Strategy and Legislation

Section 3C(2)(g) of the Local Government Act 1989 provides that one of Council’s facilitating objectives is to have regard to ensuring transparency and accountability in Council decision making.

Accordingly, section 80A of the Local Government Act 1989 requires that the Chief Executive Officer must ensure that the written record of an assembly of Councillors is, as soon as practicable:-

(a)           reported at an ordinary meeting of the Council; and

(b)           incorporated in the minutes of that Council meeting.

link to strategic risks

Strategic Risk Governance - Management - Ineffective governance of Council’s operations and activities by Management resulting in either a legislative or policy breach

Reporting assemblies of Councillor meetings is a legislative requirement which also promotes open and transparent decision making.

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Enabling the vision

Whittlesea 2040 Key Direction     Making it happen

Strategic Objective                        Our Council monitors and evaluates all of its operations

Council Priority                             Organisational Sustainability

The provision of this report is in line with Whittlesea 2040 and the Council Plan by ensuring Council monitors and evaluates all of its operations.

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

CONCLUSION

It is recommended that the report containing details of the business transacted at recent Assemblies of Councillors meetings be noted.

 

Recommendation

THAT Council note the record of the Assemblies of Councillors meetings in the table set out in the report.

 

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.1.5      City of Whittlesea Australia Day Awards Advisory Committee - Expression of Interest - Committee Representation  

Responsible Officer:           Director Partnerships, Planning & Engagement

Author:                                  Governance Officer   

 

RECOMMENDATION SUMMARY

THAT Council resolve to:

1.   Ratify appointment of Matthew Bui and Jenny Nicholls as Community Representatives to the City of Whittlesea Australia Day Awards Committee for a two-year term expiring in February 2021; and

2.   Continue to seek expressions of interests for the one remaining community representative vacancy.

KEY FACTS AND / OR ISSUES

·    Following the 2 April 2019 Council Meeting, nominations for the three vacant community representative positions were advertised in the Whittlesea Leader newspaper, on Council’s website and through social media inviting expressions of interest.

·    One community representative position remains vacant.

 

Report

Background

In accordance with the City of Whittlesea’s Australia Day Awards Advisory Committee’s Terms of Reference, two Community representative positions both for a two-year term, became vacant due to the expiration of community representative terms.  The third position became available as 2019 recipient Brian Crowley, Senior Citizen of the Year opted out of the Committee and as per the terms of reference, the Committee decided to advertise this vacancy as a community representative position for a two-year term. 

Following the 2 April 2019 Council Meeting, nominations for the three vacant community representative positions were advertised in the Whittlesea Leader newspaper, on Council’s website and through social media inviting expressions of interest.

Membership

Currently the Committee comprises of the following representatives:

a)   Two Councillor representatives;

b)   Award recipients for the most recent year;

i.    If an Award recipient chooses to opt out of the Committee their position is to be advertised as a Community Representative position for the duration of the Award recipient’s term (a maximum of two years);

c)   Award recipients for the previous year; and

i.    If an Award recipient chooses to opt out of the Committee their position is to be advertised as a Community Representative position for the duration of the Award recipient’s term (a maximum of one year); and

d)   A minimum of three and maximum of five community representatives appointed for a fixed term. There is one appointment for a term of four years, two appointments for a term of three years and two appointments for a term of two years.

Proposal

To date, two nominations were received during the expression of interest period from:

·    Matthew Bui; and

·    Jenny Nicholls

At the Committee meeting held on 7 October 2019, the Committee considered the expressions of interest received.

The Committee recommended that:

·    Matthew Bui and Jenny Nicholls be appointed as Community Representatives for a two year period expiring in February 2021; and

·    Council continue to seek expressions of interests for the community representative vacancy that remains.

link to strategic risks

Strategic Risk Not linked to the risks within the Strategic Risk Register.

 

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A participating community

Strategic Objective                        We build shared visions of how local communities work with Council

Council Priority                             Organisational Sustainability

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

It is recommended that the two community representatives nominated by the Committee be ratified by Council and that Council continue to seek expressions of interests for the one remaining community representative vacancy.

 

RECOMMENDATION

THAT Council resolve to:

1.   Ratify appointment of Matthew Bui and Jenny Nicholls as Community Representatives to the City of Whittlesea Australia Day Awards Committee for a two-year term expiring in February2021; and

2.   Continue to seek expressions of interests for the one remaining community representative vacancy.

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.1.6      Appointment of Councillor and Officer Representation on Organisations and Committees for 2019-20

Attachments:                        1        Organisations and Committees   

Responsible Officer:           Director Partnerships, Planning & Engagement

Author:                                  Governance Officer   

 

RECOMMENDATION SUMMARY

THAT Council resolve to nominate Councillor Representatives and to confirm Officer representatives to organisations and committees listed in Attachment 1 commencing immediately and continuing until the general Council elections on 24 October 2020.

KEY FACTS AND / OR ISSUES

·    At the first Council meeting following the election of the Mayor each year, Council considers the appointment of Councillor representatives to internal committees and external bodies and committees that require or have requested Council representation.

·    Appointments commence immediately and continue until the Council Election on 24 October 2020.

 

 

Report

Introduction

This report sets out the details of the groups that require or have requested Council representation and notes any changes made since the last appointments in 2018.

Background

Councillor appointments to external groups are made for a number of reasons.  These appointments demonstrate Council’s interest and involvement in the organisations and allow Council to be involved in developing the organisation’s strategic direction.  In some instances, the constitution of some of these external bodies includes provision for Councillor membership.

Proposal

Nominations from interested Councillors are sought for representation on the organisations listed in Attachment 1.  Appointments will commence immediately and continue until the general Council elections on 24 October 2020.  New appointments will be made at the first Ordinary Council Meeting to be held following the elections which is 17 November 2020.

The list has been reviewed and updated and includes, where relevant, Council Officers who also attend meetings of these groups.

changes to committee memberships

Friends of South Morang (External)

Council resolved on 11 December 2018 to no longer appoint a delegate to this Committee.  This Committee has been removed from the table attached.

MAV – Municipal Association of Victoria (External)

Council resolved on 6 August 2019 to re-join the Association.

Northern Council’s Alliance

Please note this Committee was called the Melbourne Northern Metropolitan Mayor’s and CEO’s Forum.  At the September 2019 meeting of the Alliance, Mayors and CEOs of member councils were signatories to a Memorandum of Understanding (the Charter) outlining that membership of the Alliance is to comprise one appointed Councillor representative from each member Council, supported by the CEO from each member Council.  A substitute representative for the Councillor delegate may be appointed.  The Charter provides for voting rights.

Victorian Local Governance Association (VLGA)

Council resolved on 6 August 2019 to re-join the Association.

Visual Art

Council resolved on 2 July 2019 to amend the Terms of Reference so that membership include the Mayor of the Day and one other Councillor delegate.  This change has been reflected in the table attached.

Whittlesea Disability Network (WDN)

The Terms of Reference of this committee were amended at the WDN meeting of 10 September 2019 and the draft Terms of Reference were endorsed by the Network.

Whittlesea Youth Commitment Strategic Advisory Group

Please note this Committee was called the Whittlesea Youth Commitment Management Group and has now changed its name to Whittlesea Youth Commitment Strategic Advisory Group.

Financial Implications

There are no additional financial obligations.

Policy strategy and legislation

At Council’s meeting held 11 December 2012, Council resolved to make appointment to Committees and external bodies at the first Council meeting following the Statutory Council Meeting to elect the Mayor. 

link to strategic risks

Strategic Risk Not linked to the risks within the Strategic Risk Register.

 

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A participating community

Strategic Objective                        Our voice is reflected through inclusive Council decision making processes

Council Priority                             Organisational Sustainability

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

Nominations from interested Councillors are sought for representation on the organisations listed in Attachment 1 commencing immediately and until the Council Election on 24 October 2020. 

 

RECOMMENDATION

THAT Council resolve to nominate Councillor Representatives and to confirm Officer representatives to organisations and committees listed in Attachment 1 commencing immediately and continuing until the general Council elections on 24 October 2020.

 


Ordinary Council Agenda                                                                                     Tuesday 12 November 2019

 

PDF Creator

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.2       Community Services

6.2.1      Supply and Maintenance of the Mill Park Leisure Health Club Equipment

Attachments:                        1        Tender Confidential Attachment - Confidential

Confidential in accordance with Section 89(2)(d) of the Local Government Act 1989 as it contains details relating to contractual matters.    

Responsible Officer:           Director Community Services

Author:                                  Leisure Contracts Coordinator   

 

RECOMMENDATION SUMMARY

It is recommended that contract number 2019-33 for the supply, installation and maintenance of health club equipment at Mill Park Leisure:

·    is awarded to Johnson Health Tech. Australia Pty Ltd (Matrix Australia)

·    for the lump sum price of $658,254.18 (excl. GST)

·    for a term of five years, with the commencement date to align with the reopening of the Mill Park Leisure Centre.

KEY FACTS AND / OR ISSUES

The tender evaluation panel advises that:

·    12 proposals were received from five tenderers; as tenderers could submit up to three different proposals (premium, medium and budget).

·    The recommended tender was the highest ranked and is considered best value because it provides quality equipment with innovative technology features designed to engage the Mill Park Leisure target market.  

·    This was a collaborative tender with Whittlesea YMCA.

 

Report

Background

Council is currently undertaking a $26M redevelopment of the Mill Park Leisure Centre. A key element of the fitout of the facility involves the selection of suitable equipment for the health and fitness areas. Tenders were invited for the provision of motivating, safe and inclusive equipment to assist the Whittlesea community to become more active through use of this renewed and important community asset.

Equipment tendered includes; cardio and pin loaded machines, free weights, functional training equipment, group fitness equipment, spin bikes, virtual class technology and a body scanner.

In recent years, health club equipment has evolved to provide complete integration between the customers initial assessment, fitness prescription, exercise equipment and on-going experience.

The latest technology now allows customers to;

·    conveniently test and review their body composition results and biological-age;

·    scan into cardio and pin loaded strength machines with membership wrist bands or specific smart watches;

·    view exercise demonstrations on equipment displays;

·    allow the technology to automatically record the completed sets, repetitions and weight on their fitness prescription;

·    view their exercise prescription on equipment displays; and

·    communicate with fitness trainers and accept additional ad-hoc challenges.

The advancements create improved opportunities to enhance the health and wellbeing journey for new members by removing the intimidating barriers that exist for those commencing or returning to exercise in the gym environment.

Tenders for the contract closed on 14 August 2019.  The tendered prices and a summary of the evaluation are detailed in the confidential attachment.

EVALUATION

No member of the Tender Evaluation Panel declared any conflict of interest in relation to this tender evaluation.

A Tender Probity & Evaluation Plan was designed specifically for this tender process and it was authorised prior to this tender being advertised.  All tenders received were evaluated in accordance with that plan. The evaluation involved scoring of conforming and competitive tenders according to these pre-determined criteria and weightings:

Criteria

Weighting

Price

35%

Capability

30%

Capacity

15%

Impact

20%

The weightings reflect the importance of each element to this particular contract.  They were determined as being most appropriate after considering numerous factors including (but not restricted to) quality, risk and contract management requirements which were likely to have the most impact on the achievement of best value.

Tenderers were asked to submit up to three proposals (premium, medium and budget) that meet the needs of the Mill Park Leisure target market. Only tenders that were conforming and competitive were fully scored.  Tender submissions that were evaluated as non-conforming or not sufficiently competitive were set aside from further evaluation.  In cases where this occurred the reasons for that outcome are detailed in the confidential attachment.

The evaluation outcome was as follows:

TENDERER

CONFORMING

COMPETITIVE

SCORE

RANK

Tenderer A
Johnson Health Tech. Australia Pty Ltd (Matrix Australia)

Yes

Yes

79.3

1

Tenderer B

Yes

Yes

78.3

2

Tenderer C

Yes

Yes

77.4

3

Tenderer D

Yes

Yes

75.7

4

Tenderer E

No

Yes

NA

NA

Tenderer F

Yes

Yes

60.6

9

Tenderer G

Yes

Yes

63.0

7

Tenderer H

Yes

Yes

65.7

5

Tenderer I

Yes

Yes

61.4

8

Tenderer J

Yes

Yes

65.3

6

Tenderer K

No

Yes

NA

NA

Tenderer L

No

Yes

NA

NA

Refer to the confidential attachment for further details of the evaluation of all tenders.

FINANCIAL IMPLICATIONS

The contract is for a total lump sum price of $658,254.18 (excl. GST). Costs associated with the provision of the health club equipment are incorporated in Council’s recurrent budget for the duration of this agreement.

link to strategic risks

Strategic Risk Contractor Management - Failure to manage contractors to deliver agreed outcomes

Should the timing or quality of the delivery of the specified contract outputs not be managed, the project will negatively impact the relaunch of Mill Park Leisure.

Links to WHITTLESEA 2040 AND the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A healthy and safe community

Strategic Objective                        There is a focus on preventative approaches to health issues and health policy

Council Priority                             Health and Wellbeing

The provision of health club equipment is vital in allowing the community to access Mill Park Leisure and maximise the health and wellbeing benefits aligned with the services offered.

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

CONCLUSION

The tender from Johnson Health Tech. Australia Pty Ltd (Matrix Australia) was determined to be best value and it is considered that this company can perform the contract to the required standards. 

 

Recommendation

THAT Council resolve to accept the tender submitted by Johnson Health Tech Australia Pty Ltd (Matrix Australia) for the sum of $658,254.18 for the following contract:

Number:    2019-33

Title:          Supply and Maintenance of the Mill Park Leisure Health Club Equipment

Term:         5 years – 2020 to 2025 (commencement date to align with the reopening of Mill Park Leisure)

subject to the following conditions:

a)    Tenderer to provide proof of currency of insurance cover as required in the tender documents.

b)    Price variations to be in accordance with the provisions as set out in the tender documents.

c)    Tenderer to provide contract security as required in the tender documents.

 

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.2.2      Thriving Children, Young People and Families

Attachments:                        1        Thriving Children, Young People and Families Strategy   

Responsible Officer:           Director Community Services

Author:                                  Strategic Planner & Project Officer   

 

RECOMMENDATION SUMMARY

That Council endorse the Thriving Children, Young People and Families Strategy.

KEY FACTS AND / OR ISSUES

·    Thriving Children, Young People and Families provides direction in supporting the health, wellbeing and positive development of children, young people and families.

·    This Strategy is an update of the former Connect: a municipal plan for children, young people and their families in the City of Whittlesea 2013 to 2018.

·    The Strategy’s Goal, that The City of Whittlesea has thriving and connected children, young people and families will be delivered through four objectives and associated priority actions as outlined in the draft Strategy:

 

Objective 1; Provide services and programs that promote positive wellbeing and development

Objective 2; Identify and respond to the needs of children, young people and families experiencing vulnerability or risk

 

Objective 3; Work in partnership to strengthen service delivery and advocacy

Objective 4; Provide children, young people and families with opportunities to inform decisions and connect with the community

·    The draft strategy of Thriving Children, Young People and Families is attached.

 

Report

Introduction

Thriving Children, Young People and Families highlights Council’s commitment to continue strengthening the liveability of and support offered to all families in the municipality.

It highlights the City of Whittlesea’s evidence-based approach and commitment to supporting the health, wellbeing and positive development of children, young people and families. It responds to the needs of people from before birth to 25 years and their families.

The strategy is an update of the former Connect: a municipal plan for children, young people and their families in the City of Whittlesea 2013 to 2018.

Background

Children and young people in Whittlesea are a crucial part of the community. They account for almost one in three residents, with approximately 67,000 children and young people aged zero to 25 years.

With a rapidly increasing population, Council needs to continue to provide services and support for the growing number of families to help children and young people achieve their full potential.

This Strategy provides a flexible and adaptive framework to direct Council’s work.

The Strategy’s Goal, that The City of Whittlesea has thriving and connected children, young people and families will be delivered through four objectives and associated priority actions as outlined in the draft Strategy:

 

·    Objective 1; Provide services and programs that promote positive wellbeing and development

·    Objective 2; Identify and respond to the needs of children, young people and families experiencing vulnerability or risk

 

·    Objective 3; Work in partnership to strengthen service delivery and advocacy
 

·    Objective 4; Provide children, young people and families with opportunities to inform decisions and connect with the community

 

A detailed action plan that outlines the specific work to be undertaken to operationalise the Strategy will be developed subsequent to Council’s adoption of the Strategy.

Proposal

To endorse the Thriving Children, Young People and Families Strategy.

Consultation

In developing the strategy, more than 7,000 residents’ views were considered and consisted of children, young people, parents and carers. The strategy also considers the voices of the Culturally and Linguistically Diverse community such as new migrants to Australia residing in the City of Whittlesea, specific cultural groups and Aboriginal and Torres Strait Islander communities.

Consultations were also held with community service providers who shared their expertise as well as their priorities for the municipality now and into the future.

Research, demographic data, and best practice guidelines were also used to help guide the development of the strategy.

Financial Implications

An action plan describing resources and initiatives will be developed for inclusion in future budget considerations, should the strategy be endorsed by Council.

Policy strategy and legislation

Thriving Children, Young People and Families provides strategic direction for Council to meet its requirement under the Local Government Act (1989) to build safe, healthy communities and to provide equal access to services and facilities in relation to this section of the community.

National and State priorities

The National and State priorities, outlined in the documents below are examples of some frameworks that reinforce the need for this strategy. They also support Council’s commitment to build safe, healthy communities and to provide equitable access to services and facilities.

·    Education and Care Services National Regulations and Law

·    Victorian Child Friendly Cities and Community Charter

·    Department of Education and Training: 2018-2022 Strategic Plan

·    Marrung-Aboriginal Education Plan 2016-2026

·    Department of Health and Human Services Roadmap for Reform: children and families – Progress and Directions 2018

·    The Early Years Compact 2017-2027

·    Youth Policy: Building Stronger Youth Engagement in Victoria.

Local priorities

Locally, Thriving Children, Young People and Families aligns to:

Whittlesea 2040: A place for all. The City of Whittlesea’s long term-vision which guides all of Council’s work and partnerships with the community and other key stakeholders operating within Whittlesea.

It directly works towards Goal 1: Connected Community.

The work undertaken through this strategy also intersects with the three other Goals:

·    Goal 2. Liveable Neighbourhoods

·    Goal 3. Strong Community

·    Goal 4. Sustainable Environment.

The strategy also aligns to: The City of Whittlesea’s Child Safe Policy 2019 – which highlights our commitment to the safety of every child and young person.

Finally, it integrates the approach between the following frameworks:

·    Early Years Policy

·    Middle Years in Whittlesea: A Collective Response

·    Family Strengthening in the City of Whittlesea: An Outcomes Framework

·    YouthPlan2030+

·    Child Safe Policy.

There are many other policies and frameworks the strategy is linked to. This highlights how Council works within a complex and dynamic regulatory environment.

STRATEGIC RISKS

This strategy plays a crucial role in mitigating risks such as:

·    Service delivery: Inability to proactively plan for and provide critical community services and infrastructure impacting on community wellbeing. This could lead to poor decisions and outcomes.

·    Community and Stakeholder Engagement: Ineffective stakeholder engagement resulting in compromised community outcomes and failure to have a municipal wide approach to the provision of family, children and young people’s services.

·    Governance: Ineffective governance of strategic alignment in operations and activities resulting in either a legislative or policy breach.

·    Advocacy: Failure to proactively advocate for a range of issues impacting families, children and young people.

·    Financial Sustainability: Inadequate future funding on major projects (e.g. sustainable Commonwealth funding on education, mental health services for children and young people).

 

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A healthy and safe community

Strategic Objective                        Health and human services are accessible and responsive to the needs and aspirations of all people

Council Priority                             Health and Wellbeing

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

Thriving Children, Young People and Families provides strong line of sight to National and State priorities and provides Council with a strong framework to drive action. It provides direction in supporting the health, wellbeing and positive development of children, young people and families. This strategy ensures that Council can continue to strengthen the liveability of and support it offers to all families.

 

RECOMMENDATION

THAT Council resolve to endorse Thriving Children, Young People and Families Strategy.

 


Ordinary Council Agenda                                                                        Tuesday 12 November 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


PDF Creator


PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.3       City Transport and Presentation

6.3.1      CONSTRUCTION OF THE THOMASTOWN PRIMARY SCHOOL KINDERGARTEN CONTRACT 2019-85 - TENDER EVALUATION REPORT

Attachments:                        1        Detailed Evaluation - Confidential

Confidential in accordance with Section 89(2)(d) of the Local Government Act 1989 as it contains details relating to contractual matters.    

Responsible Officer:           Director City Transport and Presentation

Author:                                  Senior Contracts Executive   

 

RECOMMENDATION SUMMARY

It is recommended that contract number 2019-85 for the Construction of the Thomastown Primary School Kindergarten:

·    Is awarded to Circon Constructions Pty Ltd;

·    For the lump sum price of $3,754,300 (excluding GST).

KEY FACTS AND / OR ISSUES

The tender evaluation panel advises that:

·                five tenders were received; and

 

·                the recommended tender was the highest ranked and is considered best value because it has demonstrated it has the highest ability to deliver this project in accordance with Council’s specified requirements.

 

Report

Background

The purpose of this contract is to engage a Contractor for the construction of the Thomastown Primary School Kindergarten.

A new kindergarten facility is required to meet the population growth and the needs of the diverse Thomastown community.

The new Thomastown Primary School Kindergarten will consist of two 33 place kindergarten rooms, associated support spaces, an entrance/gathering foyer, a community external play space and a multipurpose consult room on the school site. The service will operate both three and four-year-old sessional kindergarten programs, managed by a Council appointed service provider, TRY Australia.

As the kindergarten will be located on the Thomastown Primary School site, the land has been offered by the Department of Education (DET) to Council under a long-term lease.  Agreement has been reached for a section of a disused road reserve within the school site to be formally discontinued and transferred to DET given their contribution to the project ($650,000 via the Children’s Facilities Capital Program) and agreed extended land lease period (21 years with a 21 year further term).  The recommendation to formally discontinue and transfer the section of disused road reserve is detailed in a separate report at the 12 November 2019 Council Meeting.

Tenders for the construction contract for the Thomastown Primary School Kindergarten closed on 18 September 2019.  The tendered prices and a summary of the evaluation are detailed in the confidential attachment.

EVALUATION

No member of the Tender Evaluation Panel declared any conflict of interest in relation to this tender evaluation.

A Tender Probity & Evaluation Plan was designed specifically for this tender process and it was authorised prior to this tender being advertised.  All tenders received were evaluated in accordance with that plan.  The evaluation involved scoring of conforming and competitive tenders according to these pre-determined criteria and weightings:

Criteria

Weighting

Price

50%

Capability

23%

Capacity

20%

Impact

7%

The weightings reflect the relative importance of each element to this particular contract.  They were determined as being most appropriate after considering numerous factors including (but not restricted to) the time, quality, risk and contract management requirements which were likely to have the most impact on the achievement of best value.

Only tenders that were conforming and competitive were fully scored.  Tender submissions that were evaluated as non-conforming or not sufficiently competitive were set aside from further evaluation.  In cases where this occurred the reasons for that outcome are detailed in the confidential attachment.

The evaluation outcome was as follows:

TENDERER

CONFORMING

COMPETITIVE

SCORE

RANK

Tenderer A
Circon Constructions Pty Ltd

Yes

Yes

92.8

1

Tenderer B

Yes

Yes

89.7

2

Tenderer C

No

Yes

NA

NA

Tenderer D

Yes

Yes

82.9

3

Tenderer E

Yes

Yes

74.8

4

Refer to the confidential attachment for further details of the evaluation of all tenders.

FINANCIAL IMPLICATIONS

Sufficient funding for this contract is available in the budget for Construct Kindergarten-Thomastown Primary School.

link to strategic risks

Strategic Risk Not linked to the risks within the Strategic Risk Register.

Links to WHITTLESEA 2040 AND the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A socially cohesive community

Strategic Objective                        We are socially inclusive of all ages, abilities, gender, race, ethnicity, sexuality, religion, culture and heritage

Council Priority                             Health and Wellbeing

A new kindergarten facility is required to meet the population growth and the needs of the diverse Thomastown community.

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

CONCLUSION

The tender from Circon Constructions Pty Ltd was determined to be best value and it is considered that this company can perform the contract to the required standards. 

 

 

 

 

 

Recommendation

THAT Council resolve to:

1.         Accept the tender submitted by Circon Constructions Pty Ltd for the sum of $3,754,300 (excluding GST) for the following contract:

Number:    2019-85

Title:          Construction of the Thomastown Primary School Kindergarten

subject to the following conditions:

a)    Tenderer to provide proof of currency of insurance cover as required in the tender documents.

b)    Price variations to be in accordance with the provisions as set out in the tender documents.

c)    Tenderer to provide contract security as required in the tender documents.

2.         Approve the funding arrangements detailed in the confidential attachment.

 

  


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.4       Corporate Services

6.4.1      Committee of Council recommendation - Part of Thomastown Primary School - Road Discontinuance

Attachments:                        1        Site Plan   

Responsible Officer:           Acting Director Corporate Services

Author:                                  Senior Property Officer   

 

RECOMMENDATION SUMMARY

1.   Note that Council officers have completed the statutory processes required under Sections 206 and 223 of the Local Government Act 1989, for the proposed discontinuance of the section of the road reserve (being approximately 737m2) which is exclusively occupied as part of the Thomastown Primary School.   

2.   Formally discontinue and transfer the section of road reserve to the Department of Education and Training (‘DET’) for the purposes of consolidation and enable a lease to be agreed with Council for the construction of a kindergarten and early years centre

KEY FACTS AND / OR ISSUES

·        Council, at its meeting held on 6 August 2019, formally resolved to invite public submissions on the proposed discontinuance of a section of the road reserve (being approximately 737m2) which is exclusively occupied as part of the Thomastown Primary School (10 Spring Street Thomastown).

·        Following the public submission advertising period, no submissions were received, and the Committee of Council were advised there was no requirement to meet.

·        Proceed with the proposed road discontinuance and transfer of land to the DET. The land has been valued at a price of $160,000 ($225/m2), however, an agreement has been reached (by both parties) that the land be gifted to the DET given their significant contributions to the establishment of a new kindergarten and early years centre at the Thomastown Primary school ($650,000).

·        Both parties have further agreed that a long lease be offered to Council (21 years with a 21 year further term) at a nominal annual rental of $1 per annum (if demanded).

 

Report

Background

Council, at its meeting held on 6 August 2019, formally resolved to invite public submissions on the proposed discontinuance of a section of the road reserve (being approximately 737m2) which is exclusively occupied as part of the Thomastown Primary School.

The land has been valued at a price of $160,000 ($225/m2), however, an agreement has been reached (by both parties) that the land be gifted to the DET given their significant contributions to the establishment of a new kindergarten and early years centre ($650,000) and willingness to offer a lease beyond 15 years. The land will be offered under a long lease to Council (21 years with a 21 year further term) at a nominal annual rental of $1 per annum (if demanded).

The new Thomastown Primary School Kindergarten will consist of two 33 place kindergarten rooms, associated support spaces, an entrance/gathering foyer, a community external play space and a multipurpose consult room on the school site. The service will operate both three and four-year-old sessional kindergarten programs. Council will appoint the preferred service provider to operate the facility once constructed.

Tenders for the construction contract (2019-85) closed on 18 September 2019 and noted total construction costs at $3,754,300 (excluding GST).  The tendered prices and a summary of the evaluation are detailed within a subsequent report being presented at Council’s meeting held on 12 November 2019.

This project is being delivered as part of Council’s endorsed Established Areas Infrastructure Plan (EAIP) which identified the need for additional kindergarten facilities to meet forecast demand in the Thomastown precinct by 2021. 

Proposal

To seek Council’s final recommendation in consideration of the public submissions received (none) in response to the proposed discontinuance of the section of the road reserve (being approximately 737m2) which is exclusively occupied as part of the Thomastown Primary School.

The discontinuance and proposed sale/transfer will formalise the ownership of the road with the Department Education & Training and enable a lease to be agreed with Council for the construction of a new kindergarten and early years centre within the Thomastown Primary School (10 Spring Street Thomastown).

Financial Implications

The land has been valued at a price of $160,000 ($225/m2), however, an agreement has been reached (by both parties) that the land be gifted to the DET given their significant contributions to the establishment of a new kindergarten and early years centre ($650,000) and willingness to offer a lease beyond 15 years. The land will be offered under a long lease to Council (21 years with a 21 year further term) at a nominal annual rental of $1 per annum (if demanded).

Tenders for the construction contract (2019-85) closed on 18 September 2019 and noted total construction costs at $3,754,300 (excluding GST). 

Policy strategy and legislation

Council has sought public submissions on the proposed discontinuance under Section 206 and 223 of the Local Government Act 1989.  Submissions were invited for a period of no less than 28 days and referred on to an appointed Committee of Council for consideration.  The appointed Committee has been advised that no submissions were received.

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Liveable neighbourhoods

Whittlesea 2040 Key Direction     Well-designed neighbourhoods and vibrant town centres

Strategic Objective                        The built environment in our community is universally accessible

Council Priority                             Planning and Infrastructure

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

Discontinuation of the subject section of road reserve and its transfer to the Department of Education and Training will enable the construction of a new kindergarten and early years centre.  Council’s endorsed Established Areas Infrastructure Plan (EAIP), identified the need for additional kindergarten facilities to meet forecast demand in the Thomastown precinct by 2021. 

 

 

RECOMMENDATION

THAT Council resolve to:

1.       Note that Council have completed the statutory processes required under Sections 206 and 223 of the Local Government Act 1989 and that no submissions were received at the close of the public submission period.

2.       Formally discontinue and transfer the section of road reserve which is exclusively occupied as part of the Thomastown Primary School. The land (being approximately 737m2) will be transferred to the Department of Education and Training (at a nominal cost) for the purposes of consolidation within the existing school boundaries. Once transferred, both parties will enter into a new peppercorn lease (42 years) for the purposes of constructing a new kindergarten and early years centre.

3.       Authorise the Chief Executive Officer to sign all documentation, including the land transfer.

 


Ordinary Council Agenda                                                                        Tuesday 12 November 2019

 

PDF Creator


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.4.2      Committee of Council recommendation Lease - Department of Treasury & Finance - Epping Police Station - 785 High Street Epping

Attachments:                        1        Site Plan & Photo

2        Floor Plan   

Responsible Officer:           Acting Director Corporate Services

Author:                                  Senior Property Officer   

 

RECOMMENDATION SUMMARY

1.   That Council officers have completed the statutory processes required under Sections 190 and 223 of the Local Government Act 1989, and that a lease may be negotiated for part of Council’s premises located at 785 High Street, Epping.  

2.   That the lease be awarded to the Department of Treasury & Finance (‘DTF’ on behalf of the ‘Victoria Police’) for the purposes of providing an extension of lease to meet their current and future staff accommodation requirements.

KEY FACTS AND / OR ISSUES

·    Council, at its meeting of 6 August 2019, resolved to invite public submissions on the proposed lease with the Department of Treasury & Finance to lease Council’s premises located at 785 High Street, Epping.

·    The office and car-parking will continue to be made exclusively available to the Victoria Police under a combination of short-term leases (one year with further terms of one year, three years, one year and one year respectively). The proposed terms will provide stability and flexibility (in relation to future needs) to Victoria Police whilst ensuring that current business operations remain unaffected.

·    A commencement date rental of $210,000 per annum (plus GST) will be applied and reviewed by the Valuer General Victoria at the end of the initial term and all further terms. No rental increases will be applied in the years to which a market rent is not applied.

Following the public submission advertising period, no submissions were received, and the Committee of Council were advised there was no requirement to meet.

Report

Background

Council, at its meeting of 6 August 2019, resolved to invite public submissions on the proposed lease with Department of Treasury & Finance (‘DTF’ on behalf of the ‘Victoria Police’) to lease Council’s premises located at 785 High Street, Epping (Epping Police Station).

The office and car-parking located within the Epping Police Station (see Attachment 1 – Site Plan & Photo and Attachment 2 – Floor Plan) will continue to be made exclusively available to the Victoria Police under a combination of short-term leases (one year with further terms of one year, three years, one year and one year respectively). The lease terms are specifically requested to honour the existing lease terms being surrendered (two years) whilst providing a further five-year extension. 

The proposed terms will provide stability and flexibility (in relation to future needs) to Victoria Police whilst ensuring that current business operations remain unaffected.

Proposal

To seek Council’s approval on the proposed lease in consideration that no submissions were received throughout the public submission process.

Financial Implications

The Tenant will pay a commencement date rental of $210,000 per annum (plus GST) which will be reviewed by the Valuer General Victoria at the end of the initial term and all further terms.

Council’s Manager Property, Rates & Valuations has reviewed the market rental determination and confirmed that it suitably reflects the market conditions for office accommodation.

Policy strategy and legislation

Council officers have completed the statutory processes required under Sections 190 and 223 of the Local Government Act 1989.  Submissions were invited for a period no less than 28 days. No submissions were received as part of the advertising process and the elected Committee of Council was advised that a submissions hearing was not required. The matter may now be presented to Council for their final recommendation. 

link to strategic risks

Strategic Risk Service Delivery - Inability to plan for and provide critical community services and infrastructure impacting on community wellbeing

The proposed lease will ensure that suitable staff accommodation facilities are secured by the Victoria Police and ensure that business operations remain unaffected.

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A healthy and safe community

Strategic Objective                        We have a police presence that deters crime and violence

Council Priority                             Community Safety

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

The proposed lease to the Department of Treasury & Finance (on behalf of the Victoria Police) will provide stability and flexibility (in relation to future needs) to Victoria Police whilst ensuring that current business operations remain unaffected.

 

RECOMMENDATION

THAT Council resolve to:

1.       Note that Council have completed the statutory processes required under Sections 190 and 223 of the Local Government Act 1989 and that no submissions were received at the close of the public submission period.

2.       Enter in a lease with Department of Treasury & Finance (on behalf of the Victoria Police) for Council’s premises located at 785 High Street, Epping (Epping Police Station), for the purposes of providing on-going staff accommodation. The lease will be drawn under the following terms and conditions:

a)      The Tenant will be granted exclusive use of the office and car-parking areas under a combination of short-term leases. The lease will be for a period of one year with further terms of one year, three years, one year and one year respectively. The lease terms are specifically requested to honour the existing lease terms being surrendered (two years) whilst providing a further five-year extension. 

b)      The Tenant will pay a commencement date rental of $210,000 per annum (plus GST) which will be reviewed by the Valuer General Victoria at the end of the initial term and all further terms. No rental increases will be applied in the years to which a market rent is not applied. DTF will be charged for the reimbursement of essential service management costs which are projected to be $16,700 per annum.

3.       Authorise the Chief Executive Officer to negotiate all other terms and conditions, including the signing of the lease agreement.

 


Ordinary Council Agenda                                                                        Tuesday 12 November 2019

 

PDF Creator


Ordinary Council Agenda                                                                                     Tuesday 12 November 2019

 

PDF Creator


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.4.3      Panel Contract Expenditure Distribution

Attachments:                        1        Explanatory Notes re Panel Contract Orders

2        Panel Contract Expenditure Tables - Confidential

Confidential in accordance with Section 89(2)(d) of the Local Government Act 1989 as it contains details relating to contractual matters.    

Responsible Officer:           Acting Director Corporate Services

Author:                                  Team Leader Procurement   

 

RECOMMENDATION SUMMARY

That Council note the report. 

KEY FACTS AND / OR ISSUES

At Council’s request a report is presented biannually detailing the comparative distribution of expenditure to contractors engaged to deliver works, goods and services under current panel contract arrangements.

·    These reports have been presented since 20 March 2012.

·    The attached tables and supporting material explain the various methods of work order allocation and provide commentary on each panellist.

·    The data indicates that panel contract expenditure is currently being allocated according to processes which enable fairness, transparency and best value.

 

Report

Introduction

Council undertakes tender processes to establish contracts for the provision of works, goods and services.  In accordance with approved procedures, the tenders received are evaluated against four standard criteria: price, capability, capacity and impact.

Depending on the nature of the contract, Council will either award it to a single company or appoint a panel of contractors to meet the organisation’s needs.  Panel contractors are usually selected due to their capacity or specialty.

Schedule of Rates (SoR) panel contracts are established to expedite the engagement of contractors where works or services are needed repeatedly over a period and where the total value of the contract is unknown at the time it is established.  This enables achievement of better value by:

·    Leveraging economies of scale

·    Minimising administration

·    Ensuring efficient, responsive and continuous service.

The expenditure data for this report was prepared on 16 September 2019 for active SoR panel contracts in use throughout the organisation.  Expenditure to every contractor on these panels is addressed in the attachments.

Background

Expenditure is drawn from budgets which have previously been approved by Council.  Efficiency is achieved because the terms and conditions of SoR contracts are only established once at the beginning of the contract and apply throughout the whole contract term (generally a period of three to five years).  In accordance with the Council’s Procurement Policy the allocation, variation and finalisation of individual orders made under panel contracts may be approved by the CEO or under delegated authority.

Some key points to note include:

1.   The even distribution of spend across panel members is not an objective of the order allocation process.  If more than one panel member can satisfy the stated requirements then an evaluation is conducted to identify which contractor is available, has the most appropriate skills and resources, etc. and ultimately offers best value. 

This means that the value of work allocated to individual contractors over the life of the contract may vary substantially.

2.   The approved Procurement Procedures require that individual SoR contract orders for significant projects:

·    Are limited to a maximum value of:

$500,000 including GST for civil works, or

$100,000 including GST for all other works, goods and services, and;

·    Will predominantly consist of items that are listed in the contract schedules.  Non-scheduled items will only constitute a maximum of 20% of the total order value.

 

Proposal

Explanatory Notes (Attachment 1) and Panel Contract Expenditure Tables (confidential Attachment 2) are provided for Council’s information.  The tables detail payments made under all current panel contracts from the contract commencement date through to 16 September 2019.  It is proposed that Council reviews and notes this information.

Consultation

Contract Managers responsible for each contract were consulted for comment in relation to the expenditure.  Relevant commentary is included in confidential Attachment 2.

Financial Implications

Expenditure under panel contracts is drawn from operational budgets which have previously been approved by Council.  The estimated total expenditure under each panel contract is also approved by Council (or an appropriate Delegate) when the contract is awarded and again whenever it is extended or varied.

Policy strategy and legislation

Regular financial monitoring and reporting of panel contract expenditure is consistent with section 2.2.4 of Council’s Procurement Policy (Responsible Financial Management).

Wherever required, the panel contracts were established in accordance with the requirements of section 186 of the Local Government Act 1989.

link to strategic risks

Strategic Risk Contractor Management - Failure to manage contractors to deliver agreed outcomes

Effective management of work allocation under panel contracts helps to ensure that best value is obtained and that contractors deliver works and services that meet the needs of the Council and our community.

 

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Enabling the vision

Whittlesea 2040 Key Direction     Making it happen

Strategic Objective                        Our Council monitors and evaluates all of its operations

Council Priority                             Organisational Sustainability

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

The attached tables and supporting material indicate that panel contract expenditure is currently being allocated according to processes which enable fairness, transparency and best value.

 

RECOMMENDATION

THAT Council resolve to note the report.

 

 


Ordinary Council Agenda                                                                        Tuesday 12 November 2019

 

PDF Creator


 

PDF Creator

 


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

6.5       Executive Services

6.5.1      MEETINGS OF THE CHIEF EXECUTIVE OFFICER 19 SEPTEMBER - 30 OCTOBER 2019  

Responsible Officer:           Chief Executive Officer

Author:                                  Executive Assistant   

 

RECOMMENDATION SUMMARY

The Council note the record of meetings held by the Chief Executive Officer with external persons and organisations and significant internal issues as set in the table in the report.

KEY FACTS AND / OR ISSUES

This is to report to Council details of meetings held by the Chief Executive Officer with external persons and organisations and significant internal issues.

 

Report

Background

Council has previously resolved, as part of the Chief Executive Officer’s annual performance review, that the Chief Executive Officer provide Council with a regular report containing details of external persons and organisations with whom he has met and the purpose of such meetings and any significant internal issues.   The report is designed to promote openness and transparency in the Office of the Chief Executive Officer.

Proposal

It is proposed that a standard report be included in the Council Notice paper in future meetings which will record details of external meetings and details of significant internal events. 

EXTERNAL MEETINGS

Date

Organisation or Individual

Purpose of Meeting

19/09/2019

Northern Councils Alliance

Mayor and CEO Forum. Also in attendance Mayor Cr Cox

26/09/2019

Mirvac, Mr C Bracher

Site visit and stakeholder meeting

27/09/2019

Grand Final Public Holiday

30/09/2019

Growling Frog Golf Course

Site visit and meeting with operator.  Also in attendance Director Community Services

01/10/2019

Seniors Community Lunch

Annual event.  Also in attendance Mayor Cr Cox

02/10/2019

Mr Nazih Elasmar, Member for Northern Metropolital Region

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

02/10/2019

Mr Rob Mitchell, MP

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

03/10/2019

PRACE

Relationship meeting.  Also in attendance Director Partnerships Planning & Engagement

08/10/2019

Mr Craig Ondarchie, MP

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

10/10/2019

City Deal Roundtable meeting

Invitation by Department of Infrastructure, Transport, Cities and Regional Development

12/10/2019

Blessing of the Fleet

Annual event.  Also in attendance Mayor Cr Cox

15/10/2019

Mr Tim Quilty, MLC

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

16/10/2019

Jo-anne Chapman, CEO - LGPro

Meet and Greet

17/10/2019

Aboriginal Community Meeting

Bi-annual meeting.  Also in attendance Mayor Cr Cox

17/10/2019

Upper Merri Creek IWM Pilot San Symposium

Internal and external stakeholder meeting.  MC duties

18/10/2019

Mr Ray Deegan, VCCI

Meet and Greet

18/10/2019

Mayoral Community Thank-you Function

Annual event.  Also in attendance Mayor, Councillors and Directors

21/10/2019

ICP Steering Group Meeting

Member / participant

21/10/2019

Ms Danielle Green, Member for Yan Yean

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

22/10/2019

Mr James O’Brien, Chief of Staff – Ms Jacinta Allan, MP

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

22/10/2019

Ms Bronwyn Halfpenny, MP

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

23/10/2019

Ms Fiona Patten, MLC

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

25/10/2019

Climate Change Risk and Obligations

Seminar

25/10/2019

Janefield Community Centre

Official Opening.  Also in attendance Minister Adem Somyurek and Mayor Cr Cox

25/10/2019

Mr Collin Brooks, MP

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

25/10/2019

Mill Park Library Refurbishment

Official Opening.  Also in attendance Mayor Cr Cox

25/10/2019

Ms Lily D’Ambrosio, MP

City of Whittlesea advocacy priorities.  Also in attendance Mayor Cr Cox

30/10/2019

Mr Jim Williamson

City Deal meeting

 

SIGNIFICANT INTERNAL ISSUES

23/09/2019

Citizenship Ceremony

23/09/2019

ELT Meeting

24/09/2019

CEMAC Meeting

25/09/2019

ELT Governance Meeting

27/09/2019

Grand Final Public Holiday

30/09/2019

ELT Operational Meeting

01/10/2019

Ordinary Council Meeting

02/1/2019

ELT Governance Meeting

07/10/2019

ELT Strategy Quarterly Meeting

08/10/2019

All Staff Forum

08/10/2019

Councillor Briefing

09/10/2019

CLT Meeting

09/10/2019

ELT Governance Meeting

10/10/2019

All Staff Forum

14/10/2019

ELT Meeting

16/10/2019

Councillor Briefing

16/10/2019

ELT Governance Meeting

21/10/2019

ELT Meeting

22/10/2019

Councillor Briefing

23/10/2019

ELT Governance Meeting

25/10/2019

Annual Staff Recognition of Service Event

28/10/2019

Citizenship Ceremony

28/10/2019

ELT Operational Meeting

29/10/2019

City of Whittlesea – 2019 Wellbeing Awards

30/10/2019

ELG Governance

Consultation

Nil

Financial Implications

Costs associated with these meetings are covered in the recurrent budget.

Links to whittlesea 2040 and the CoUNCIL Plan

Whittlesea 2040 Goal                    Connected community

Whittlesea 2040 Key Direction     A participating community

Strategic Objective                        We have access to information, skill development and knowledge to participate in decision-making in an informed way

Council Priority                             Organisational Sustainability

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Conclusion

The Council note the record of meetings held by the Chief Executive Officer with external persons and organisations and significant internal issues as set in the table in the report.

 

Recommendation

THAT Council resolve to receive and note the report containing a record of meetings held by the Chief Executive Officer with external persons and organisations and significant internal issues.

 

  


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

7.         Notices of Motion

Nil Reports 

8.         Questions to Officers

9.         Urgent BusineSS

10.       Reports from Delegates Appointed BY Council TO Other Bodies

11.       Confidential Business

11.1     Partnerships, Planning & Engagement

Nil Reports

11.2     Community Services

Nil Reports


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

11.3     City Transport and Presentation

11.3.1  Interim Alternate Recycling Option

Responsible Officer:           Director City Transport & Presentation

Author:                                  Unit Leader Environmental Operations

Report

 

It is proposed that the following item be considered in closed session.

 

Recommendation

 

 

THAT Council resolve to close the meeting to members of the public for the purpose of considering details relating to the following, in accordance with Section 89(2) of the Local Government Act 1989:

 

(d)       contractual matters

  


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

11.4     Corporate Services

Nil Reports


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

11.5     Executive Services

11.5.1  Chief Executive Officer Employment Matters Advisory Committee (CEMAC) - annual review of chief executive officer for 2018-2019

Responsible Officer:           Chief Executive Officer

Author:                                  Chief Executive Officer Employment Matters Advisory Committee

Report

 

It is proposed that the following item be considered in closed session.

 

Recommendation

 

 

THAT Council resolve to close the meeting to members of the public for the purpose of considering details relating to the following, in accordance with Section 89(2) of the Local Government Act 1989:

 

(a)        personnel matters

(h)       any other matter which the Council or special committee considers would prejudice the Council or any person

  


Ordinary Council Agenda                                                           Tuesday 12 November 2019

 

11.6     Notices of Motion

Nil Reports

12.       Closure