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Agenda

 

OF Special
COUNCIL MEETING

HELD ON

Thursday 16 April 2020

AT 3.00pm

summons

 

You are advised that a Special Meeting of Council has been called by the Acting Chief Executive Officer on Thursday, 16 April 2020 in Council Chamber, 25 Ferres Boulevard, South Morang at 3.00pm for the transaction of the following business.

 

When attending a Council Meeting a condition of entry is to check-in upon arrival.  Staff are available to assist.

 

J CARBONE

ACTING CHIEF EXECUTIVE OFFICER


Special Council Agenda                               Thursday 16 April 2020

 

 

 

ADMINISTRATOR

 

LYDIA WILSON                           ADMINISTRATOR

 

 

SENIOR OFFICERS

 

 

JOE CARBONE                                  ACTING CHIEF EXECUTIVE OFFICER

BELGIN BESIM                                  DIRECTOR COMMUNITY SERVICES

HELEN SUI                                         DIRECTOR CITY TRANSPORT & PRESENTATION

AMY MONTALTI                                 DIRECTOR CORPORATE SERVICES

JULIAN EDWARDS                           DIRECTOR PARTNERSHIPS, PLANNING & ENGAGEMENT

MICHAEL TONTA                              MANAGER GOVERNANCE

 


Special Council Agenda                               Thursday 16 April 2020

 

 

ORDER OF BUSINESS

 

The Acting Chief Executive Officer submits the following business:

1.           Opening.. 9

1.1        MEETING OPENING AND PRAYER.. 9

1.2        ACKNOWLEDGMENT OF TRADITIONAL OWNERS STATEMENT. 9

1.3        Present. 9

2.           Apologies.. 9

3.           Declarations of Interest. 9

4.           Officers' Reports.. 11

4.1        Corporate Services.. 11

4.1.1      Draft Council Plan 2017-2021 (Update 2020) including Draft Council Action Plan 2020-2021. 11

4.1.2      Proposed Annual Budget 2020-2021 and Proposed Strategic Resource Plan 2020-2024. 25

5.           Closure.. 195

 

 


Special Council Agenda                               Thursday 16 April 2020

 

 

Note:

At the Administrator’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, the Administrator 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/

 

 


Special Council Agenda                               Thursday 16 April 2020

 

1.         Opening

1.1       MEETING OPENING AND PRAYER

The Acting 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 Administrator 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 would also like to personally acknowledge Elders past, present and emerging.

1.3       Present

 

2.         Apologies

3.         Declarations of Interest


Special Council Agenda                               Thursday 16 April 2020

 

4.         Officers' Reports

4.1       Corporate Services

4.1.1      Draft Council Plan 2017-2021 (Update 2020) including Draft Council Action Plan 2020-2021

Attachments:                        1       Draft Council Plan 2017-2021 (Update 2020) including Draft Council Action Plan 2020-2021   

Responsible Officer:            Director Corporate Services

Author:                                  Team Leader Corporate Planning & Improvement   

 

RECOMMENDATION SUMMARY

1.      Authorise the Acting Chief Executive Officer to give public notice of the Draft Council Plan 2017-2021 A place for all (Update 2020) including the Draft Council Action Plan 2020-2021 (the ‘Draft Plan’) for the purposes of allowing consultation in accordance with sections 125, 126 and 223 of the Local Government Act 1989 (the ‘Act’).

2.      Note that the Proposed Strategic Resource Plan 2020-24 (the ‘Proposed SRP’) will be considered in conjunction with the Proposed Annual Budget 2020/21 (the ‘Proposed Budget’) and is referred to in the Draft Plan.

KEY FACTS AND / OR ISSUES

·      The Draft Plan includes 31 major initiatives for the 2020/2021 financial year.

·      The Proposed SRP is a component of the Council Plan which is updated annually to reflect the medium-term (four year) changes in financial planning; it will be considered in context with the Proposed Budget.

·      It is recommended Council adopt the Draft Plan to allow public consultation to take place between 18 April and 16 May 2020 as required under the Act.

·      The final Council Plan 2017-2021 A place for all (Update 2020) including the Council Action Plan 2020-2021 is scheduled for Council adoption at the 11 June 2020 Council meeting.

 

Report

Background

Under sections 3C and 125 Local Government Act 1989 (the ‘Act’), the Council Plan is the City of Whittlesea’s main legislated plan to endeavour to achieve the best outcomes for the local community. Key elements of the Council Plan include Council’s strategic objectives, strategies, indicators and strategic resource planning.

Council’s strategic planning framework is based on the community’s vision Whittlesea 2040, which establishes four long-term goals and 12 key directions guiding all of Council’s work. In 2019, this framework was incorporated into the updated Council Plan. The fundamental planning framework remains unchanged for the 2020-2021 financial year.

Achievements under the current council plan

Great community outcomes drive Council’s program of work. Over the past 33 months since the current Council Plan has been in force, Council has delivered numerous initiatives. Amongst others, Council:

·     Developed the new vision Whittlesea 2040 A place for all in partnership with the community.

·     Prevented the installation of further electronic gaming machines in South Morang in a landmark legal case that will contribute to addressing the harmful impacts of gambling more broadly across the municipality.

·     Delivered more than $170 million in infrastructure and refurbished major facilities including:

State-of-the-art $25 million Mill Park Leisure Centre (approaching completion),

Whittlesea Swim Centre upgrade,

The Civic Centre redevelopment,

Phase 1 of the Findon Road/Ferres Boulevard intersection upgrade and extension to Plenty Road.

·     Advocated successfully for key local infrastructure including:

Two new primary schools;

The O’Herns Road/Hume Freeway interchange;

Plenty Road duplication;

Mernda Rail extension;

Mernda Town Centre.

·     Led an innovative collaboration with neighbouring councils to deliver the new Animal Welfare Facility in Epping.

·     Will save $28 million over ten years, grow local jobs and encourage social inclusion due to an innovative new approach to procurement.

·     Redeveloped and upgraded parks, gardens and recreation reserves including an all abilities play space, sports grounds, soccer pitches and pavilions.

·     Successful trialled a food and garden organics disposal service. 

Proposal

To update the Council Plan with the major initiatives for the 2020-2021 financial year, an updated Draft Plan has been developed (please refer to Attachment 1).

The Draft Plan includes:

·    The four goals and 12 key directions under which Council proposes to plan for community outcome delivery;

·    Council’s 22 main community services; services under the ‘Sustainable Environment’ goal have been restructured to reflect the evolving challenges in addressing climate change and Council’s role in managing water;

·    Council’s 17 strategic indicators for monitoring the achievement of the goals and directions;

·    31 major initiatives proposed for delivery in the 2020/21 financial year;

·    Council’s key achievements between July 2017 and June 2020;

·    Performance information for some of Council’s valued services;

·    Council’s goal to be a high-performing organisation, including the reference to Council’s four internal services;

·    Reference to the Strategic Resource Plan, which is part of the Council Plan.

It is proposed that Council authorise the Chief Executive Officer to give public notice of the Draft Plan and that following public consultation, the Draft Plan be adopted at a Special Council Meeting to be held on Thursday,11 June 2020.

Consultation

Extensive community consultation has been conducted as part of the Whittlesea 2040 development, which reached more than 4,000 individuals, community groups and organisations. The initial Draft Plan was developed following a series of internal workshops including the Corporate Leadership Team.

Councillors considered and provided feedback on the content for the Draft Council Plan 2017-2021 (Update 2020) at the Councillor Briefings on 28 January 2020 and 18 February 2020. The Draft Plan has been updated to reflect Councillor feedback.

It is proposed that the Draft Plan will be advertised on Saturday 18 April 2020, allowing public comments and submissions to be received up until Saturday 16 May 2020 5pm.

Critical Dates

It is proposed that the final Council Plan 2017-2021 A place for all (Update 2020) including the Council Action Plan 2020/2021, be adopted by Council at a Special Council Meeting to be held on Thursday 11 June 2020 following consideration of any submissions by Council.

Financial Implications

The Draft Plan has been considered in conjunction with planning for the Proposed Budget and the Proposed SRP.  The cost for preparing these documents is included as part of Council’s recurrent budget.

Policy strategy and legislation

Key legislative and policy linkages for the Council Plan include:

·      Sections 3C, 125, 126 and 223 of the Act;

·      Whittlesea 2040.

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

Council is obliged to develop a Council Plan under section 125 of the Act and consider its content annually.

Links to whittlesea 2040 and the CoUNCIL Plan

Goal                              Connected community

Key Direction               A participating 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 Draft Plan establishes the new major initiatives for the 2020-21 financial year and updates the Council Plan in line with Council’s strategic planning framework W2040. It will be subject to a formal consultation period as required by the Act.  Following receipt and consideration of community feedback, the Draft Plan (with any amendments) will be adopted as the Council Plan 2017-2021 A place for all (Update 2020) including the Council Action Plan 2020-2021.

 

RECOMMENDATION

THAT Council resolve to:

1.       Authorise the Acting Chief Executive Officer to give public notice of the Draft Council Plan 2017-2021 A place for all (Update 2020) including the Draft Council Action Plan 2020-2021 (the ‘Draft Plan’) for the purposes of allowing consultation in accordance with sections 125, 126 and 223 of the Local Government Act 1989 (the ‘Act’).

2.       Make the Draft Plan available for inspection via Whittlesea City Council’s website – www.whittlesea.vic.gov.au and physical copies mailed out on request.

3.       Seek written public submissions on the Draft Plan during the consultation period of Saturday 18 April 2020 to 5.00 pm Saturday 16 May 2020.

4.       Consider any written submissions and to hear those persons requesting to be heard in relation to their submission at a format, time and date to be determined by Council.

5.       Consider submissions prior to the Special Council Meeting to be held at 6.00 pm on Thursday, 11 June 2020 proposed to adopt the Council Plan 2017-2021 A place for all (Update 2020).

6.       Note that the Proposed Strategic Resource Plan 2020-24 will be considered in conjunction with the Proposed Annual Budget 2020/21 and is referred to in the Draft Plan.

 


Special Council Agenda                               Thursday 16 April 2020

 

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Special Council Agenda                               Thursday 16 April 2020

 

4.1.2      Proposed Annual Budget 2020-2021 and Proposed Strategic Resource Plan 2020-2024

Attachments:                        1       Proposed Annual Budget 2020-2021

2       Proposed Strategic Resource Plan 2020-2024

3       Fees & Charges 2020-2021

4       Rating Strategy 2020-2021   

Responsible Officer:            Director Corporate Services

Author:                                  Acting Manager Finance & Assets   

 

RECOMMENDATION SUMMARY

Authorise the Acting Chief Executive Officer to give public notice of the Proposed Annual Budget 2020-2021, (‘the Proposed Budget’), Attachment 1 to this report, and Proposed Strategic Resource Plan 2020-2024 (‘Proposed SRP), Attachment 2 to this report, which make provision for two rate rebates (a $212,775 rebate relating to the Melbourne Wholesale Markets, and a $200,000 allocation for Sustainable Land Management Rebates).

This Proposed Budget and Proposed SRP are prepared for the purposes of sections 126, 127, 129 and 223 of the Local Government Act 1989.

KEY FACTS AND / OR ISSUES

·    Average rates in 2020-2021 will increase by 2 per cent, in line with the rate cap set by the Victorian Government under the Fair Go Rates System.

·    The Proposed Budget is $299.5 million, which includes an operating budget of $215.6 million and a capital works program of $83.9 million to improve roads and facilities around the City.

·    The Proposed Budget will be advertised on Saturday 18 April 2020, allowing public comments and submissions to be received up until 5pm Saturday 16 May 2020.

·    The final Budget is scheduled to be adopted by Council at a Special Council Meeting to be held on Thursday 11 June 2020 following consideration of any submissions by the Administrator.

·    The Proposed Budget includes a $0.09 million cash surplus.

 

 

Report

Introduction

Councillors, the Administrator and officers have worked together over many months in developing the Proposed Budget and Proposed SRP to ensure it meets the needs and aspirations of our community.

The Proposed Budget balances the needs for additional infrastructure and responsible expenditure, while meeting the key priorities outlined within the proposed 2017-2021 Council Plan A place for all (Update 2020).

In 2020/21 Council will spend $299.5 million to deliver more than 100 community services and invest in essential new infrastructure. This includes a $83.9 million capital works program.

The proposed rate increase is 2 per cent, in line with the order by the Minister for Local Government on 13 December 2019 under the Fair Go Rates System. Council will not be seeking a variation to the rate cap for the 2020-2021 year and is very aware of cost pressures on individuals and businesses.

The COVID-19 pandemic is posing an unprecedented challenge to communities around the world and Council will also be faced with many challenges. Council will not have a comprehensive understanding of the financial impact of the pandemic for many months, however the Proposed Budget includes an initial $2 million allocation into a Community Pandemic Relief Fund.

After hearing public submissions, it is proposed that the Budget and SRP will be adopted at a Special Council Meeting to be held on Thursday 11 June 2020.

Background

The Proposed Budget (Attachment 1) has been prepared on the principles of responsible financial management to achieve an operating surplus that ensures and maintains long term financial sustainability and on a cash basis to deliver a surplus in order to fund new works.

The compilation of the Proposed Budget has been challenging in order to deliver services to a growing community, whilst improving organisation efficiencies and business processes. 

Whilst always difficult to raise revenue, especially in times of economic uncertainty, the rate increase proposed is in line with the rate cap set by the State Government and provides for a responsible mix of recurrent and capital budget expenditures.

Budget highlights

Some key features of the budget include:

·    Operating revenue of $230.72 million (excluding developer contributions, non-monetary assets and non-recurrent capital grants);

·    Operating expenditure of $215.6 million;

·    $11.86 million to provide services, programs and activities and enable older people to live independently in their homes;

·    $9.43 million for provision of family and children services;

·    $5.22 million contribution to provide the Regional Library Service;

·    $4.83 million for traffic management services, including school crossings and community education programs;

·    $5.87 million for public health services and programs delivered to protect and enhance community health, safety and wellbeing;

·    $2.22 million for supporting local youth services..

Capital works

The Proposed Budget includes a new capital works budget of $74.2 million and $9.7 million of works carried forward from 2019-20 including:

 

Improving roads, footpaths and bike paths

·    $13.05 million for Boundary Road works.

·    $3 million for the completion of the Findon Road extension through to Plenty Road. 

·    Continued investment in roads renewal and rehabilitation program, dogs off leash areas, disability access and traffic management initiatives around schools.

 

Upgrading or building new community facilities

·    $4.30 million for construction of a Community Activity Centre – west of Epping Road;

·    $3.29 million for Mernda Sports Hub – Mernda Recreation and Leisure Centre;

·    $2.53 million upgrade for McLeans Road kindergarten;

·    $2.00 million for construction of kindergarten at the Thomastown Primary School;

·    $1.80 million for streetscape improvements at the Lalor High Street shops;

·    $1.24 million for streetscape improvements at the Thomastown High Street shops.

Parks and playgrounds

·    $2.03 million for final stage of the All Abilities Play Space at Mill Park Recreation Reserve;

·    $1.41 million for ongoing programs to upgrade playgrounds and general landscape;

·    $1.10 million for Whittlesea Public Gardens master plan implementation.

Waste Charge

Whittlesea introduced a separate waste charge in 2018-19 and this charge will continue in 2020-2021.

The cost to Council of delivering waste collection services to the community has been materially impacted by:

 

·    Disruptions in the recycling processing market has necessitated Council having to enter into new contractual arrangements for the processing of the recyclable material collected by Council. The new contractual arrangements have added an additional cost to Council of $1.10 million.

·    The Victorian State Government’s introduction of Recycling Victoria – A new economy details an increase of the landfill levy from $65.90 per tonne in 2019-20 to $85.90 per tonne for 2020-2021. The increase to the landfill levy will add an additional cost to Council of $1.28 million.

Despite these cost increases to Council, it is proposed to only increase the waste collection service charges by 2 per cent.

The 2020-2021 proposed waste service charges are:

·    $112.70 per annum for residential and farming properties.

·    $172.60 per annum for commercial and industrial properties.

This will bring average rates and charges (general rates plus waste service charge) to $1,845.59 per household, being 1.13% higher than the 2019-20 level of $1,824.88, below the rate cap of 2 per cent. Note that the waste charge is not subject to rate capping. 

Proposal

It is proposed that Council authorise the Chief Executive Officer to give public notice of the Proposed Budget for the 2020-2021 financial year.

Consultation

The Proposed Budget and Proposed SRP will be advertised on Saturday 18 April 2020, allowing public comments and submissions to be received up until 5pm Saturday 16 May 2020.

Critical Dates

It is proposed that the final Budget be adopted by Council at a Special Council Meeting to be held on Thursday 11 June 2020 following consideration of any submissions by the Administrator.

Financial Implications

In 2020-2021 Council will spend $299.5 million to deliver more than 100 community services and invest in essential new infrastructure.

This includes a $83.9 million capital works program, with projects to build and upgrade community centres, sporting facilities, playgrounds, roads, bike paths and footpaths across our new and established areas.

Policy strategy and legislation

Council prepares its annual Budget under the provisions of the Local Government Act 1989 and the Local Government (Planning and Reporting) Regulations 2014.

link to strategic risks

Strategic Risk Financial Sustainability - Inability to meet current and future expenditure

Links to whittlesea 2040 and the CoUNCIL Plan

Goal                              High-performing organisation

Key Direction               More informed Council decisions based on strong advice and community consultation and engagement

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

Council has developed a responsible Budget which reflects community needs and is closely aligned to the proposed Council Plan.  The Proposed Budget continues Council’s efforts to deliver its capital expenditure obligations and meet its day to day service delivery challenges.

 

As Council works within the current uncertain environment as a result of the COVID-19 pandemic, added financial discipline, monitoring, and continuous improvement will be required to ensure that Council is delivering services in a cost-effective manner. As the financial effects of the pandemic become measurable, it may be necessary during 2020-21 under section 128 of the Local Government Act 1989 to prepare a revised budget should any material financial changes be identified.

Residents and other interested members of our community are invited to make comments and submissions on the Proposed Budget and Proposed SRP.

 

RECOMMENDATION

THAT Council resolve to:    

1.       Authorise the Acting Chief Executive Officer to give public notice of the Proposed Annual Budget 2020-2021 (‘the Proposed Budget’), Attachment 1 to this report, and Proposed Strategic Resource Plan 2020-2024 (‘Proposed SRP), Attachment 2 to this report, which make provision for two rate rebates (a $212,775 rebate relating to the Melbourne Wholesale Markets, and a $200,000 allocation for Sustainable Land Management Rebates). The Proposed Budget and Proposed SRP are prepared for the purposes of sections 126, 127, 129 and 223 of the Local Government Act 1989.

2.       Make copies of the Proposed Budget and Proposed SRP available for inspection via Whittlesea City Council’s website – www.whittlesea.vic.gov.au with physical copies mailed out on request.

3.       Seek written public submissions on the Proposed Budget and Proposed SRP during the consultation period of Saturday 18 April 2020 to 5.00 pm Saturday 16 May 2020.

4.       Consider any written submissions and hear those persons requesting to be heard in relation to their submission in a format, time and date to be determined by Council.

5.       Summary report of submissions with any recommendations to be submitted to the Special Council Meeting to be held at 6.00 pm on Thursday 11 June 2020.

6.       Not give incentives under Section 168(1) of the Act for the payment of rates before the due date for payment.

7.       Confirm the Proposed Schedule of Fees and Charges attached to this report (Attachment 3).

8.       Note the 2020-2021 Draft Rating Strategy (Attachment 4).

 


Special Council Agenda                               Thursday 16 April 2020

 

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Special Council Agenda                               Thursday 16 April 2020

 

 

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Special Council Agenda                               Thursday 16 April 2020

 

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Special Council Agenda                               Thursday 16 April 2020

 

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Special Council Agenda                               Thursday 16 April 2020

 

5.         Closure