council meeting minutes - melbourne.vic.gov.au · 1.2. by instrument of delegation sealed by the...

CITY OF MELBOURNE

Council Meeting

Minutes

Meeting Number 37 Tuesday 25 August 2015

5.30pm

Council Chamber Level 2

Melbourne Town Hall

Present Lord Mayor, Robert Doyle Deputy Lord Mayor, Susan Riley Councillor Richard Foster Councillor Rohan Leppert Councillor Kevin Louey Councillor Stephen Mayne Councillor Cathy Oke Councillor Beverley Pinder-Mortimer Councillor Arron Wood

Apologies Councillor Ken Ong Councillor Jackie Watts

Confirmed at the meeting of the Council on Tuesday 29 September 2015

1. Commencement of meeting and apologies

The meeting commenced at 5.30pm.

The Chair, Lord Mayor, Robert Doyle, advised that: © the meeting was being recorded and the audio would be made available on the City of Melbourne website

before close of business tomorrow • the agenda comprised of one report from Committee, 10 reports from management, four of which were

confidential ® apologies had been received from Councillors Ong and Watts.

2. Disclosures of conflicts of interest

The Chair, Lord Mayor, Robert Doyle, advised that conflicts of interest would be disclosed as they arose.

3. Confirmation of minutes of the previous meeting

Moved: Deputy Lord Mayor, Susan Riley

That the minutes of meeting No 36, held on Tuesday 28 July 2015, be confirmed.

Seconded: Cr Oke

The motion was put and carried unanimously with the following Councillors present: The Chair, Lord Mayor, Robert Doyle, Deputy Lord Mayor, Susan Riley, Councillors Foster, Leppert, Louey, Mayne, Oke, Pinder-Mortimer and Wood.

4. Matters arising from the minutes of the previous meeting

There were no matters arising from the minutes of the previous meeting.

Submissions/correspondence

The Chair, Lord Mayor, Robert Doyle, advised that as at 3pm the following submission had been received in accordance with the Council's Conduct of Meetings Local Law 2010:

In relation to Agenda item 6.3, World Cities Culture Forum ® Chris Thrum

4. Reports from Committee

There was one report from Committee for consideration in the open session.

5.1 2014-15 Fourth Quarter June 2015 YTD Financial Performance Report

The purpose of this report was to present the financial performance of the Council for the financial year ended 30 June 2015, in accordance with the Local Government Act 1989 and to provide information on supplementary valuations adopted by the Chief Executive Officer under delegation.

Moved: Cr Mayne

1. That Council:

1.1. Accepts the preliminary underlying surplus of $16.52 million for the Council financial performance for the 2014-15 financial year.

Council - Tuesday 25 August 2015 2

1.2. Allocates a further $8 million to the QVM Renewal Fund from the 2014-15 underlying surplus.

1.3. Accepts the preliminary comprehensive result of $120.18 million for the Council financial performance for the 2014-15 financial year.

1.4. Approves the submission of the Consolidated Financial Statements and Performance Statements to the Audit Committee on 28 August 2015 and then to Council.

1.5. Calls a special Council meeting on 8 September 2015 at 5pm to consider and approve in principle the Consolidated Financial Statements and Performance Statements.

1.6. Requests management to adjust future quarterly reporting to better reflect materiality by replacing the line item "project income" (total income just $326,000 in 2014-15) with separate reporting of "cash development contributions" (total income >$10m in 2014-15) in the income and revenue statements. The revenue analysis section should also itemise any individual material cash developer contributions received during the relevant quarter, similar to the reporting on supplementary rates.

Seconded: Cr Leppert


Reports from management

There were six reports from management for consideration in the open session.

6.1 Records of Assemblies of Councillors

The purpose of this report was to present the most recent written records of assemblies of Councillors for Council to note.

Moved: CrWood

That Council notes the written records of the assemblies of Councillors as detailed in Attachment 2 of the report from management.

Seconded: Deputy Lord Mayor, Susan Riley


6.2 Further update of delegations and appointments

The purpose of this report was to finalise the update of delegations and appointments by Council impacted by the organisational realignment and to create a new delegation under various Acts.

Moved: Cr Leppert

1. That Council:

1.1. By instrument of delegation sealed by the Council under section 58A(1A) of the Food Act 1984 (F Act), delegates to the persons from time to time holding the positions referred to in Attachment 2 of the management report, its powers and discretions under Part III of the F Act in relation to temporary food premises and mobile food premises subject to:

1.1.1. The restrictions contained in section 98(1) of the Local Government Act 1989.

1.1.2. Compliance with Council's General Delegations Policy.


1.2. By instrument of delegation sealed by the Council under section 53M(8) of the Environment Protection Act 1970 (EPA), delegates to the persons from time to time holding the positions referred to in Attachment 2 of the management report, its powers under section 53M of the EPA in relation to septic tank systems subject to:

1.2.1. The restrictions contained in section 98(1) of the Local Government Act 1989.

1.2.2. Compliance with Council's General Delegation Policy.

1.3. Pursuant to section 27E(1) of the City of Melbourne Act 2001 (CoM Act), removes from the Docklands Coordination Committee (DCC) the persons from time to time holding the positions of:

1.3.1. Director City Design.

1.3.2. Manager Urban and Parks Design as deputy to the Director City Design.

1.3.3. Director Corporate Business as deputy to the Chief Executive Officer.

1.4. Pursuant to section 27C(1)(a)(i) of the CoM Act appoints the person from time to time holding the position of Director City Strategy and Place as a member of the DCC.

Seconded: Deputy Lord Mayor, Susan Riley


6.3 World Cities Culture Forum

The purpose of this report was to provide feedback on the benefits of joining the World Cities Culture Forum and if the assessment is favourable, recommends the approval of up to €15,000 (AUD $22,100) drawn from surplus in order to join the forum.

Moved: Cr Leppert

1. That Council:

1.1. Approves an amount of $22,100 to join the World Cities Culture Forum.

1.2. Requests management provide a report evaluating the value of World Cities Culture Forum membership at the end of the first year.

Seconded: CrWood


6.4 Asset Management Strategy

The purpose of this report was to seek Council's endorsement of the Asset Management Strategy. Moved: Cr Mayne

That the Council endorses the Asset Management Strategy 2015-25.

Seconded: CrWood



6.5 2014-15 Council Works Program Fourth Quarter report

The purpose of this report was to inform the Council of the financial performance of the 2014-15 Council works program at the end of the fourth quarter of the financial year. It also outlines the progress of Council's major projects, and seeks Council approval to program adjustments and the proposed carry forward funding to the 2015-16 financial year.

Moved: Cr Mayne

1. That Council:

1.1. Notes the 2014-15 Council Works Program fourth quarter report.

1.2. Approves the program adjustments to the 2014-15 Council Works Program that are included in Attachment 4 of the report from management.

1.3. Approves the proposed carry forward funding for projects totalling $27.5 million as set out in Attachment 7 of the report from management.

1.4. Requests management to present for noting the adjusted $113 million 2015-16 council works budget, complete with detailed project listings equivalent to that provided in the quarterly capital works reports, to a Future Melbourne Committee as soon as practicable, but no later than 13 October 2015.

Seconded: CrWood


6.6 Management and operation of the City Square, Council House and Elgin Street Car Parks -Contract 3528

The purpose of this report was to provide details on the tendering program undertaken for the management and operation of City Square, Council House and Elgin Street Car Parks contract 3528 and to recommend the preferred tenderer 'Greenco Parking Pty Ltd' for a term of five years from 20 September 2015 with the option to extend for up to a further five years.

Moved: Cr Mayne

That Council awards Contract 3528 for the Management and Operation of City Square, Council House and Elgin Street Car Parks to Greenco Parking Pty Ltd for an initial term of five years commencing 20 September 2015 for $5.97 million with options to extend the contract term by up to a total of a further five years and otherwise in accordance with the negotiated terms and conditions of contract.

Seconded: CrWood


8. Urgent business

There were no items of proposed urgent business for consideration in the open session.


9. Closure of open meeting

Moved: Cr Louey

That pursuant to sections 89(2)(d) and (h) of the Local Government Act 1989, the meeting of the Council be closed to members of the public for the consideration of the reports under the following categories:

• Agenda item 6.7 as it contains information which if released would prejudice the Council or any person.

© Agenda item 6.8 as it contains information relating to contractual matters.

Seconded: CrWood


The Chair, Lord Mayor, Robert Doyle, declared the open meeting closed at 5.48pm.

Confirmed at the Council meeting on Tuesday 29 September 2015.

Chair Council


council meeting minutes - melbourne.vic.gov.au · 1.2. by instrument of delegation sealed by the...

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