Agenda of Ordinary Meeting of Council - 25 June 2013

• Silence should be maintained in the gallery at all times, unless the Mayor allows otherwise. A visitor to the gallery must not interject or interfere with debate that occurs in the Chamber.
• Members of the gallery are able to participate in the meeting through lodgement of written questions. Each person may submit up to two questions by placing them in the receptacle at the door leading into the Council Chamber prior to 7.00pm on the evening of the Council Meeting. The author of the question must be in the gallery at the time the question is to be dealt with for it to be valid. The Mayor may at his sole discretion allow the submitter of a question to raise a point of clarification.
• If a member of the gallery breaches the Local Law requirement for silence, they will be called to order by the Mayor. If a call to order is not complied with, the Mayor may direct a person to be removed from the Chamber. A person who fails to leave the Chamber when so directed by the Mayor is guilty of an offence, and is liable to a penalty of $500.
• If the Gallery becomes too disruptive, the Mayor has the authority to adjourn the meeting to a later time, to allow order to be restored.

Ordinary Meeting of Council25 June 2013

Table of Contents

1.Opening Prayer and Reconciliation Statement5

2.Apologies and Leave of Absence5

3.Declaration of Any Pecuniary Interest, Other Interest or Conflict of Interest of Any Councillor 5

4.Adoption and Confirmation of Minutes of Previous Meetings5

5.Petitions and Joint Letters5

6.Resumption of Debate or Other Business Carried over from a Previous Meeting 5

7.Public Question Time5

8.Presentation of Staff Reports6

8.1Authorising of Affixing The Common Seal of Council6

For Council to adopt the schedule of documents (Appendix 1) requiring the Common Seal of Council.

8.2Municipal Audit Committee8

To advise Council of the minutes of the Municipal Audit Committee meeting held on 12 June 2013 and recommends actions emanating from the minutes.

8.3Suburb Naming Advisory Committee Minutes 22 May 201310

This report advises Council of the minutes of the Suburb Naming Advisory Committee meeting held on 22 May 2013.

8.4Djerriwarrh Festival Committee Minutes 25 June 2013 12

Presentation of the unconfirmed minutes of Djerriwarrh Festival Advisory Committee meeting held on Thursday, 6 June 2013.

8.5Response to Notice of Motion 362 14

To report to Council on support provided to ANZAC Day Dawn Services held within the municipality and for the upcoming ANZAC Centenary Commemoration in 2015.

8.6Planning Application PA C113 - To apply a Heritage Overlay to part of the property At 161 Bulmans Road, Melton West 16

To consider the adoption of Planning Scheme Amendment C113 which applies a Heritage Overlay to part of the property at 161 Bulmans Road, Melton West.

8.7City of Melton Heritage Strategy 2013-201719

To consider the City of Melton Heritage Strategy 2013-2017.

8.8Duplicate Road Names - The Esplanade - Taylors Hill, Caroline Springs and Sydenham 21

To advise Council on a request received from Brimbank City Council and the Office of Geographic Place Names to rename The Esplanade, Taylors Hill 3037.

8.9Delegations of Authority25

It is appropriate for Council to review its delegation of powers and instruments of delegation to the Chief Executive Officer and members of staff (Appendix 1, 2, 3, 4 and 5) to capture any changes in legislation and to accurately reflect the organisational structure of Council.

8.10Councillor Code of Conduct 28

To seek Council adoption of the revised Councillor Code of Conduct in accordance with s76C of the Local Government Act 1989 (the Act).

8.11MacPherson Park Netball Lighting Project30

To inform Council of a further $40,000 in capital funding secured via the Victorian State Governments 2013/2014 Funding Program.

9.Reports of Committees32

9.1Minutes of Section 223 Submissions Committee held on 11 June 201332

This report advises Council of the minutes of the Section 223 Submissions Committee meeting held on 11 June 2013 and recommends actions emanating from the minutes.

10.Reports from Delegates Appointed by Council to Other Bodies33

10.1Presentation of Written and Verbal Reports from Councillors in Their Role as Delegates to Other Bodies 33

10.2Parliamentarian and Departmental Letters Received by The Mayor34

10.3Record of Assembly of Councillors Attached To This Agenda in Accordance with Section 80a(1) of The Local Government Act 1989 35

4 June 2013 Record of Assembly of Councillors

20 June 2013 Record of Assembly of Councillors

11.Notices of Motion36

11.1Notice of Motion 363 (Cr Majdlik) Integrated Transport Strategy36

12.Councillor’s Questions Without Notice37

13.Motions without Notice37

14.Urgent Business37

15.Confidential Business38

15.1Municipal Audit Committee Minutes Confidential Items39

This report advises Council of the “in-camera” minutes of the Municipal Audit Committee meeting held on 12 June 2013 and recommends actions emanating from the minutes.

15.2Property Development Advisory Committee (PDAC) Meeting40

To consider the minutes of the Property Development Advisory Committee from 4 June 2013 (meeting number 28).

15.3Consideration of Contract Extension Provisions - 09/009A Parks and Open Space Maintenance, 09/009B High Profile Site Maintenance and 09/009C Tree Maintenance 41

To present to Council the contract extension evaluation report recently completed for Contracts 09/009A, 09/009B and 09/009C. A recommendation is presented to Council.

15.4Energy Efficiency Program42

To provide an update to Council on an energy efficiency program.

15.5Trade Services Contract Extensions43

To provide Council with an overview of trade services contracts and present options to extend contract provision for a further two (2) years.

15.6Caroline Springs Leisure Centre44

To provide Council with an overview of Caroline Springs Leisure Centre usage.

15.7Melton Waves Leisure Centre 2013-14 Service Delivery Plan45

To seek Council endorsement of the 2013-14 Melton Waves Leisure Centre Service Delivery Plan.

15.8Contract 13/039 Annual Registered Contractors List 2013/1446

To advise that the tender assessment for Contract No. 13/039 Annual Registered Contractors List, 2013/14 has been completed and to seek Council approval to award the contract to a panel of Contractors.

16.Close of Business47

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Ordinary Meeting of Council25 June 2013

1.Opening Prayer and Reconciliation Statement

The Mayor, Cr Majdlik will read the opening prayer and reconciliation statement.

Prayer

“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 welfare of the people whom we serve – Amen.”

Reconciliation Statement

Melton City Council acknowledges that the land it now occupies has a history that began with the Indigenous occupants, the Kulin Nation. Council pays its respects to the Kulin Nation people and their Elders and descendants past and present.

2.Apologies and Leave of Absence

The Mayor will call for any apologies received from any Councillors who are unable to attend this meeting.

3.Declaration of Any Pecuniary Interest, Other Interest or Conflict of Interest of Any Councillor

Pursuant to Section 77A, 77B, 78 and 79 of the Local Government Act 1989, any Councillor must declare any direct or indirect interest, and any conflict of interest, in any items contained within the Notice Paper.

4.Adoption and Confirmation of Minutes of Previous Meetings

5.Petitions and Joint Letters

The Chief Executive will table any petitions and/or joint letters received prior to this meeting.

6.Resumption of Debate or Other Business Carried over from a Previous Meeting

Nil.

7.Public Question Time

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Ordinary Meeting of Council25 June 2013

8.Presentation of Staff Reports

8.1Authorising of Affixing The Common Seal of Council

Author: Christie Shields- Governance Officer

Presenter: Peter Bean- General Manager Corporate Services

Purpose of Report

Report

1.Executive Summary

Documents requiring the Common Seal of Council to be affixed are detailed in (Appendix 1).

2.Background/Issues

Use of the Council Seal is required where Council as a body corporate is required to acquit a document or agreement for the purpose of performing its functions and exercising its powers.

The Local Government Act 1989 prescribes that a Council must have a common seal, and that the common seal must –

(a)Bear the name of the Council (which name may refer to the inhabitants of the municipal district) and any other word, letter, sign or device the Council determines should be included; and

(b)Be kept at the Council office; and

(c)Be used in accordance with the local laws of the Council.

Council’s Meeting Procedure Local Law 2004 prescribes the use of Council’s Common Seal and the authorized officers who have the authority to sign every document to which the common seal is affixed.

3.Council Plan Reference and Policy Reference

The Melton City 2009-2013 Council Plan refers to the need to:

Ensure everyone has access to quality Council services.

Management and control of the use of the Council seal is an important element of ensuring good governance.

4.Financial Considerations

There are no financial considerations relating to the use of the Council Seal.

5.Consultation/Public Submissions

Not applicable.

6.Risk Analysis

Ensuring that the Council Seal is only affixed in accordance with a resolution of Council controls the potential risk of the seal being incorrectly affixed to a document.

7.Options

Not applicable.

List of Appendices

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Ordinary Meeting of Council25 June 2013

8.2Municipal Audit Committee

Author: Cheryl Santoro- Senior Administration Officer

Presenter: Peter Bean- General Manager Corporate Services

Purpose of Report

Report

1.Executive Summary

The unconfirmed minutes of the Audit Committee meeting held on 12 June 2013 are appended to this report as Appendix 1. The Committee considered various issues in relation to risk, financial management and governance and the minutes contain recommendations for the consideration of Council.

2.Background/Issues

It is a requirement within the Terms of Reference of the Municipal Audit Committee to meet and report its decisions and recommendations to the Council for consideration.

Issues discussed and recommendations made by the Committee are noted in the minutes for action by both individuals and Council.

3.Council Plan Reference and Policy Reference

The Melton Shire Council 2009-2013 Council Plan refers to the need to:

Practice good governance, social, economic and environmental responsibility

4.Financial Considerations

A provision has been provided in this year’s budget for the remuneration on a fee per meeting basis for independent member of the Committee, with an optional additional amount paid to the Chairperson.

5.Consultation/Public Submissions

The Municipal Audit Committee consists of Councillor Majdlik, Councillor Ramsey and three independent external audit members Mr Alan Hall as Chairperson, Mr Mark Holloway and Mr Adam Roberts.

6.Risk Analysis

N/A

7.Options

The Audit Committee is an advisory committee of Council, and Council therefore has the discretion to accept, reject or amend its recommendations.

List of Appendices

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Ordinary Meeting of Council25 June 2013

8.3Suburb Naming Advisory Committee Minutes 22 May 2013

Author: Tracy Spiteri- Governance Coordinator

Presenter: Peter Bean- General Manager Corporate Services

Purpose of Report

Report

1.Executive Summary

The Suburb Naming Advisory Committee has been established to assist Council to develop a list of suburb names to apply to the formation of eleven new localities within the Melton municipality.

This report presents the minutes arising from the meeting, attached at Appendix 1.

2.Background/Issues

At the Ordinary Meeting of Council held on 20 September 2012 Council endorsed the community engagement framework for the proposed creation of eleven new suburbs in the City of Melton.

The establishment of a Suburb Naming Advisory Committee is a key community engagement strategy to meet the requirements of the guidelines of the Office of Geographic Names (OGN), who have the authority to approve, defer or reject naming proposals and guiding local government authorities with boundary alterations for new and existing localities. The committee will be responsible for ensuring compliance with the principles of OGN Guidelines and offering specialist advice and recommendations for the development of a suburb name shortlist for consideration by Council.

The Suburb Naming Advisory Committee Terms of Reference were adopted at the Ordinary Meeting of Council on 5 March 2013.

Membership of the committee is based upon direct invitation from key stakeholder groups and subject matter experts and an Expression of Interest process for general community representatives.

The first meeting of the Committee was held on 22 May 2013 (minutes attached at Appendix 1).

3.Council Plan Reference and Policy Reference

The Melton Shire Council 2009-2013 Council Plan refers to the need to:

Managing Growth.

4. Ensuring our fast growth is well planned and managed, and Council’s physical assets are well maintained.

Leadership

5. Leading the organisation and the community through accountability, transparency and advocacy.

5.1Practice good governance, social, economic and environmental responsibility.

Community Engagement

6.Fostering a well-connected and engaged community.

6.4 Ensure that all groups have an equal opportunity to participate and be involved.

4.Financial Considerations

There are limited financial considerations in the meeting of the Committee.

5.Consultation/Public Submissions

Public consultation and engagement are key principles driving the establishment of the Committee and the development of a suburb name shortlist for Council. Membership of the Committee is based on direct invitation of key stakeholder groups and relevant subject matter experts, with an expression of interest process to select general community representation.

The Committee will partly be responsible for providing insight into community preferences and feedback, and receiving and assessing submissions received for potential suburb names during the public consultation phase.

6.Risk Analysis

If the Committee was not established, there is a high risk that the OGN will determine that a significant component of the community engagement requirement had not been met, resulting in refusal of the Council application to establish new suburban boundaries and names.

There is limited risk in establishing the Committee to advise Council of possible suburb names, as the ultimate decision of which names are included within the application to the OGN remains with the naming Authority being Council.

7.Options

The Suburb Naming Committee is an Advisory Committee and Council therefore has the discretion to accept/reject or amend the recommendations of the Committee as the Council deems appropriate.

List of Appendices

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Ordinary Meeting of Council25 June 2013

8.4Djerriwarrh Festival Committee Minutes 25 June 2013

Author: Madeleine Millson- Events Support Officer

Presenter: Peter Bean- General Manager Corporate Services

Purpose of Report

Report

1.Executive Summary

The Djerriwarrh Festival Advisory Committee met on 6 June 2013 and resolved on key issues for Council’s consideration.

2.Background/Issues

The Djerriwarrh Festival Advisory Committee is a key community committee dedicated to the planning and delivery of the annual Djerriwarrh Festival.

The appointment of the committee supports the ongoing planning and preparation of this signature event and encourages a diverse program of opportunities that will achieve maximum community participation.

The Terms of Reference includes membership of the Djerriwarrh Festival Advisory Committee at a maximum of fourteen community members plus one Councillor Representative and one Council staff member.

3.Council Plan Reference and Policy Reference

The Melton Shire Council 2009-2013 Council Plan refers to the need to:

Support the Djerriwarrh Festival Advisory Committee

Community Health & Wellbeing:

1.2: Provide opportunities for people to come together, socialise and be involved in their community.

Community Engagement:

6.1: Consult and involve the community to provide responsive, high quality services and facilities.

6.2: Enhance volunteering and leadership within the community.

6.3: Build strong, productive relations to encourage the sharing of knowledge;

6.4: Ensure that all groups have an equal opportunity to participate and be involved.

4.Financial Considerations

Operational costs for the Djerriwarrh Festival are referred annually to Council’s recurrent budget.

5.Consultation/Public Submissions

The Djerriwarrh Festival Advisory Committee is an Advisory Committee of Council and where public consultation and or submissions are identified as being appropriate the Committee would recommend an appropriate consultation process to Council for endorsement.

6.Risk Analysis

Maintaining up to date policies within an organisational framework assists Council in controlling risk.

7.Options

Djerriwarrh Festival Advisory Committee is an Advisory Committee of Council and Council therefore has the discretion to accept/reject or amend its recommendations as Council deems appropriate.

List of Attachments

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Ordinary Meeting of Council25 June 2013

8.5Response to Notice of Motion 362

Author: Kristina McMennemin- Events & Culture Coordinator