ࡱ> -0()*+,7 bjbjQQ 83d3dcG!<<  8 " zu&&L&&&(68L$J&Ǻ  9((99Ǻ &&4ԼyFyFyF9 & &ѕ$yF9yFyFlu& w>ZYL0p5@"pp 99yF99999ǺǺWC"9999999p999999999< G:  SEQ Minutes \r 0\h \* MERGEFORMAT  PROPOSED MINUTES OF THE Council Meeting HELD AT THE Council Chamber, Moreland Civic Centre, 90 Bell Street, Coburg ON Wednesday 13 February 2019 The Mayor opened the meeting at 7 pm and stated the Council meeting is being held on the traditional country of the Wurundjeri people and acknowledged them as Traditional Owners. The Mayor paid her respects to their Elders, past, present and emerging, and the Elders from other communities who may be here today. The Mayor acknowledged the Aboriginal and Torres Strait Islander people never ceded sovereignty of their lands and have continuously cared for their country for over 60,000 years as the world's oldest living culture. PresentTime InTime OutCr Natalie Abboud (Mayor)7 pm9.55 pmCr Mark Riley (Deputy Mayor)7 pm9.55 pmCr Sue Bolton 7 pm9.55 pmCr Annalivia Carli Hannan 7 pm9.55 pmCr Helen Davidson 7 pm9.55 pmCr Jess DorneyApologyCr John Kavanagh7 pm9.55 pmCr Ali Irfanli7 pm9.55 pmCr Dale Martin7 pm9.55 pmCr Lambros Tapinos7 pm9.55 pmCr Oscar Yildiz JP 8.47 pm9.55 pmAPOLOGIES: Cr Jess Dorney OFFICERS: Chief Executive Officer Nerina Di Lorenzo Director Business Transformation Sue Vujcevic Director City Infrastructure Grant Thorne Acting Director City Futures Phillip Priest Director Community Development Arden Joseph Director Engagement and Partnerships Joseph Tabacco Executive Manager Finance Liz Rowland 7.03 pm SUSPENSION OF STANDING ORDERSResolution Cr Riley moved, Cr Kavanagh seconded - That Council suspend Standing Orders to allow Councillors to come together to acknowledge the release of Hakeem Al-Araibi. Carried Cr Riley moved, Cr Bolton seconded - That Standing Orders be resumed at 7.06 pm. Carried CI1/19 Release of hakeem al-araibiCr Tapinos moved, Cr Kavanagh seconded -That Council endorses the following statement relating to the release of Hakeem Al-Araibi: Moreland City Council welcomes the decision of the Thai Courts and the Thai Government to drop the extradition procedures and to immediately release Hakeem Al-Araibi to return to Melbourne. Council has strongly supported this course of action and wrote to the Thai Prime Minister calling for Hakeems release on 17 December 2018, and firmly believes this situation should not have happened with Hakeem and should not happen with any other refugee in the future. Council also acknowledges the powerful advocacy taken by the Pascoe Vale Football Club, the State, national and international football bodies, former Socceroo Craig Foster, the Australian Government, humanitarian organisations and other supporters. Moreland is home to many asylum seekers. Through its commitments in the Moreland Human Rights Policy 2016 to 2026, Council is responsible for creating conditions that respect human rights in the municipality and to ensure dignified access to services for all residents of Moreland. As a local Council, we respect and value asylum seekers and their democratic right to participate in and contribute to the life of the community. We recognise their human rights, struggle, resilience and determination to secure a safe and secure future for themselves and their families. We commit to welcoming asylum seekers into our community and giving them fair access to our services. As it says out the front one community, proudly diverse. DECLARATION OF INTERESTS AND/OR CONFLICTS OF INTEREST: Cr Martin declared an indirect conflict of interest in Council report DCI1/19. CONFIRMATION OF MINUTES: Resolution Cr Riley moved, Cr Kavanagh seconded that the minutes of the Council meeting held on 12 December 2018 be confirmed. CarriedMinutes / Reports of Special Committee: Nil. Petitions: PET1/19 Request To Close Cash Street, Coburg (D19/28480)A petition (D18/444912) has been received containing 20 signatures requesting Council to close Cash Street, Coburg to through traffic. Officer Recommendation That Council: 1. Receive and note the petition for consideration as part of the future implementation of the proposed Moreland Integrated Transport Strategy (MITS), due to be reported to the March 2019 Council meeting. 2. Advise the petition organiser of this action. Resolution Cr Bolton moved, Cr Riley seconded - That Council: 1. Receive and note the petition for consideration as part of the future implementation of the proposed Moreland Integrated Transport Strategy (MITS), due to be reported to the March 2019 Council meeting. 2. Advise the petition organiser of this action. Carried QUESTION TIME: Question Time commenced at 7.08 pm. QT1/19 Tim Glandel - RESIDENT ACCESS TO PLANS DURING PUBLIC NOTIFICATION PERIOD The resident asked: Will council do something to reduce the current oppressive fees for planning documents? I was recently charged $700 for copies of plans, Cr Bolton has a copy of the receipt. While plans are computerised, community members have varying degrees of computer literacy and the other thing is that printers in council have the capacity to produce large plans in colour. This is needed when consulting with residents and businesses about developer proposals. I am quite happy to pay a reasonable amount, up to $100 but I consider $700 to be totally oppressive. As do many community members. Will Council act to reduce the current oppressive fees charged for copies of planning documents? The Mayor responded: That this question relates to an item listed on the agenda for tonights Council meeting, this question will be addressed at that time.  QT2/19 TIM GLANDEL Trial Moreland Design Excellence Scorecard- Council Action Plan Item The resident asked: This is about the streamlined planning process which has caused much concern throughout the community. Residents have also been given short notice about the change in the process. Considering planning applications is a major part of councils role and I dont think council should be giving up these decisions. How many other Councils have this streamlined process? Have you received advice from Local Government Victoria that you are within the law? At the request of the Mayor, Acting Director City Futures, Phillip Priest, advised: The excellence scorecard proposal, is a proposal to lift standards and design excellence throughout Moreland and has been discussed with Council. It is a proposal which sits outside the planning system and encourages better quality developments. The proposal seeks to lift the standards of development in terms of accessibility, environmental sustainability and public benefit. In relation to the changes to process, the design scorecard provides that planning applications will still need to meet planning scheme requirements. The proposal before Council, in the agenda tonight proposes no changes to public consultation and no change to consultation meetings with residents. It is expected, with the change in process, that there will be a greater focus on planning information sessions with residents as well as consultation sessions to get acceptable outcomes. At the request of Councillor Bolton, Acting Director City Futures, Phillip Priest then answered the second part of the residents question: The scorecard is a completely new idea, trying to influence better outcomes and better design within Moreland. This is a new innovation that has not been piloted by any other Council, however, systems of delegation vary across all Councils. It is common that the amount of delegation provided to Council officers to be very high, particularly for metropolitan Councils, where less than 10 percent of matters are heard before a planning committee.  QT3/19 PETER ODONNELL Trial Moreland Design Excellence Scorecard- Council Action Plan Item The resident asked: The proposed changes to delegate approval for developments to planners rather than councillors. The scorecard was devised without public knowledge and a community information campaign was not undertaken. It wasnt even on the agenda until about. How can Council even make a decision with all those short comings? The planning scorecard introduces a one-year trial, but this is effectively an automatic denial of rights for one year. Its not a concession to good planning and good management. I dont know why this would be included? If I were suspicious I would suggest it is to make it sound more attractive. What is the use of evaluation after one year? What would be the worth of an evaluation after this timeframe? This could be perceived as a way of making the proposal seem more democratic. At the request of the Mayor, Acting Director, City Futures advised: The scorecard proposal is not looking to remove public notification from the process or the oppress the rights of residents or businesses to object to the application. These rights will still exist and there will still be an emphasis on meetings, consultation and access to planning officers and Council for residents. There will still be full rights to appeal to the Victorian Civil and Administrative Tribunal if any community member remains concerned with the decision made by Council. Each year Council makes the majority of total planning decisions under delegated authority. Council deals with 1500 -1800 planning applications per year and of these, only 3-5 percent of these would go before the planning committee. Some of these applicants may choose to take up the voluntary scorecard and would therefore, continue to be processed under the delegation rather than go to the planning committeeCr Bolton sought clarification on which other Councils have implemented this type of process? At the request of the Mayor, Acting Director, City Futures advised: This is a new innovation that has not been tried by any other Council. However, systems of delegation vary across all councils. It would be common that the amount of delegations provided to officers is very high, particularly for metropolitan councils, and less than 10 percent of matters going before a planning committee. The scorecard is a completely new idea and is trying to influence better outcomes and better design within Moreland.  QT4/19 JOE PERRI Trial Moreland Design Excellence Scorecard- Council Action Plan ItemThe resident asked: Why does Council continue to persist with the fast track development process that only benefits the developers? Tonight, is the third time it is coming before Council for approval under a different guise this time as the Trial Design Excellence Scorecard. This is a way for Spring Street to ensure that nothing stops development by implementing a framework that supresses objections to a construction in their own streets. And how did many developers respond? Is Moreland awash with sustainable design, liveable and sustainable construction? No, its not. They squeezed every cent out of their projects, built over every inch of greenspace with little regard for climate change, and future community and social needs. Instead of accommodating cars onsite they apply the received waiver, resulting in quiet streets resembling ugly car parks. Its hard to believe the profit at all costs toxic behaviour of banks could be surpassed but it has, by property developers. At a time of headlines filled with stories about the Spencer Street a cladding fire, the Opal tower in Sydney, and the prediction that far more construction failures are ahead. Moreland council proposes to reward and incentivise developers to now do the right thing. The design excellence scorecard would ultimately result in fast tracking proposals and inhibiting consultation. So, the question is why? At the request of the Mayor, Acting Director City Futures, Phillip Priest advised: The scorecard seeks to incentivise a higher quality development, greater accessibility, improved environmental outcomes and public benefitpotentially further greening or anything else to improve public benefit. We have purposely not looked at this as a fast track system. The only way to fast track the system is to remove public consultation. The scorecard does not seek to reduce any consultation. It does seek to give a certainty of process in that it would be a delegated process. As previously mentioned, the majority of planning decisions made in metropolitan Melbourne are undertaken through a delegated process.  ON1/19 BENJAMIN ARMSTRONG - TRAFFIC SAFETY ON NEWLANDS ROADThe resident asked: I am here about Newlands Road and the traffic report that has just been completed. My first point is about the roundabout, which in the report it states that it is too expensive and impractical to put in a pedestrian crossing. It probably overshot the mark as to whats required. When I came last time, I advised that its not even possible to cross the footpath as there is no decline to get onto the road. To cross the road, it requires going to someones driveway. Secondly the report mentioned bicycle lanes. The bicycle lane starts at a roundabout and connects to nothing. It continues up Newlands Road and is only on one side of the road, which is full of parked cars. This pushes cyclists into the road. Can Council implement a separation of the bike lane to address basic safety issues? Can the roundabout at Newlands Road be looked at from a ground-level perspective so that it can be crossed safely, even if Council is not going to put any further infrastructure there? At the request of the Mayor, Acting Director City Futures, Phillip Priest advised: I will need to take the question on notice and follow up with Mr Armstrong.  QT5/19 Geneine Honey - TRAFFIC SAFETY ON NEWLANDS ROADThe resident asked: The traffic report refers only to observation of small to medium sized trucks but does not comment on the very large trucks that often need to move into the opposite traffic lane. To anyone who has seen this, it is clearly dangerous. Is Council aware of the size of some of the vehicles that use Newlands road, and if so, why doesnt the report consider very large vehicles, when this is clearly what residents are concerned about? Page 118 states that council officers do not support a reduction in the speed limit to 40kmph because they do not think it will be adhered to by most road users. If the majority of rules and laws governing the population were made based on this logic, what type of society would be the result? Can Council please look at this again? This time with officers visiting the residential section only? At the request of the Mayor, Acting Director City Futures, Phillip Priest advised: Officers that prepared the report would have visited the site and the entirety of Newlands Road. They focused on the Council resolution that talked about Newlands Road. This matter is on the agenda for tonight and will be discussed then.  ON2/19 GARY RAMM PLANNINGThe resident asked: Things are getting out of hand in the area. What are the priorities when issuing a planning permit? Can you advise whether the permit for 8 Victoria Street has gone ahead? At the request of the Mayor, the CEO clarified: If the resident is referring to a building permit, Council only processes a small number of building permits issued. Private building surveyors generally issue these permits. The resident clarified he was referring to planning permits. At the request of the Mayor Acting Director City Futures, Phillip Priest advised: Planning decisions are made with consideration of the Moreland Planning Scheme and will follow up this matter with Gary, as well as the question on the planning application for 8 Victoria Street. The resident asked: My second question relates to the overflow of cars because of the developments in the area. I would like to talk to the officer who looks after traffic management in suburban streets to find out the priorities? At the request of the Mayor Acting Director City Futures, Phillip Priest advised: Council is working on traffic and parking management strategy and he will also have a conversation with Gary about how he can engage with the strategy. Question Time concluded at 7.42 pm. Council Reports: DCF3/19 Trial Moreland Design Excellence Scorecard - Council Action Plan Item (D19/20690)Moreland is undergoing a rapid period of change as a growing number of people choose to make Moreland their home. Providing more housing while retaining and enhancing our streetscapes and public spaces is a key challenge in this context of growth. It is a Council Plan key priority to: Enhance liveability, affordability and sustainability by guiding growth, and excellence in urban design and development. To improve excellence in urban design and development, Council resolved to prepare a Design Excellence Scorecard (the Scorecard). The Design Excellence Scorecard is a tool to incentivise high-quality buildings and streetscapes that deliver community benefit. It will set a clear expectation for the quality of development expected in Moreland, and transfer the value gained through planning processes to the community. The Scorecard focuses on enhancing outcomes beyond the requirements of the planning scheme across 4 key areas Building design and materials, ESD and building performance, building accessibility and community benefit. Permit applicants are required to provide significantly improved development outcomes and community benefit defined by Council in the Scorecard. This will be provided in exchange for increased certainty and time savings in the permit process, created by guaranteed decision making under delegation. Participants in the voluntary Scorecard apply for permits through a standard application process and must accord with the requirements of the planning scheme. Public notification and consultation meetings with affected parties will continue and Planning Information and Discussion meetings will continue to enable Councillors to discuss proposals with permit applicants and objectors. Scorecard applications must meet the requirements of the Moreland Planning Scheme and permit applicants and objectors will continue to have the right to seek a review of planning decisions before the Victorian Civil and Administrative Tribunal (VCAT). Trialling the Scorecard for a one-year period will allow Council to test what can be achieved for the community through transparently setting a high benchmark for design excellence in Moreland. The trial will enable Moreland to lead the development industry towards providing improved development outcomes for current and future residents. The outcomes of a 12-month trial will be reported to Council in February 2020. Officer Recommendation That Council: 1. Adopts the Design Excellence Scorecard at Attachment 1, and proceeds with a 12-month trial of the Scorecard. 2. Notes that the Design Excellence Scorecard will be implemented in accordance with the Design Excellence Scorecard Guidelines for Applicants at Attachment 2. 3. Amends the Guidelines for the Exercise of Delegation for Planning Applications January 2019 in accordance with Attachment 3 to include an exemption from decision making at Planning and Related Matters Council Meetings for applications that meet scorecard requirements. 4. Amends the Council Action Plan Item 22 to require a report to Council on the achievements of the quality development scorecard by February 2020. Resolution Cr Kavanagh moved, Cr Martin seconded - That Council: 1. Adopts the Design Excellence Scorecard at Attachment 1, and proceeds with a 12-month trial of the Scorecard. 2. Notes that the Design Excellence Scorecard will be implemented in accordance with the Design Excellence Scorecard Guidelines for Applicants at Attachment 2. 3. Amends the Guidelines for the Exercise of Delegation for Planning Applications January 2019 in accordance with Attachment 3 to include an exemption from decision making at Planning and Related Matters Council Meetings for applications that meet scorecard requirements. 4. Amends the Council Action Plan Item 22 to require a report to Council on the achievements of the quality development scorecard by February 2020. 5. Following the trial period will arrange a public meeting prior to the final adoption of the Design Excellence Scorecard. AmendmentCr Bolton moved, Cr Tapinos seconded - That Council: 1. Prior to adoption of the Trial Moreland Design Excellence Scorecard, that Council organises a public meeting in Brunswick Town Hall to allow residents to discuss the proposal. 2. Adopts the Design Excellence Scorecard at Attachment 1, and proceeds with a 12- month trial of the Scorecard. 3. Notes that the Design Excellence Scorecard will be implemented in accordance with the Design Excellence Scorecard Guidelines for Applicants at Attachment 2. 4. Amends the Guidelines for the Exercise of Delegation for Planning Applications January 2019 in accordance with Attachment 3 to include an exemption from decision making at Planning and Related Matters Council Meetings for applications that meet scorecard requirements. 5. Amends the Council Action Plan Item 22 to require a report to Council on the achievements of the quality development scorecard by February 2020. The amendment was put to the vote. Lost Cr Bolton called for a division. For Against Cr Bolton Cr Abboud Cr Carli Hannan Cr Irfanli Cr Davidson Cr Kavanagh Cr Tapinos Cr Martin Cr Riley Total For (4) Total Against (5)  AmendmentCr Tapinos moved, Cr Bolton seconded That Council: 1. Adopts the Design Excellence Scorecard at Attachment 1, and proceeds with a 12-month trial of the Scorecard. 2. Notes that the Design Excellence Scorecard will be implemented in accordance with the Design Excellence Scorecard Guidelines for Applicants at Attachment 2. 3. Amends the Guidelines for the Exercise of Delegation for Planning Applications January 2019 in accordance with Attachment 3 to include an exemption from decision making at Planning and Related Matters Council Meetings for applications that meet scorecard requirements. 4. Amends the Council Action Plan Item 22 to require a report to Council on the achievements of the quality development scorecard by February 2020. 5. Amend the Design Excellence Scorecard to only permit planning applications to use the new streamline scorecard process if they meet the Moreland Planning Scheme and stay within the existing height limits listed in the Structure Plans and DDOs (Design and Development Overlays). 6. Following the trial period will arrange a public meeting prior to the final adoption of the Design Excellence Scorecard. The amendment was put to the vote. Lost Cr Bolton called for a division. For Against Cr Bolton Cr Abboud Cr Tapinos Cr Carli Hannan Cr Davidson Cr Irfanli Cr Kavanagh Cr Martin Cr Riley Total For (2) Total Against (7)  Resolution The substantive motion was put to the vote: The substantive motion was carried Cr Abboud called for a division. For Against Cr Abboud Cr Bolton Cr Carli Hannan Cr Tapinos Cr Davidson Cr Irfanli Cr Kavanagh Cr Martin Cr Riley Total For (7) Total Against (2)  DCD1/19 Friends of Aileu: Invitation to Aileu Municipal Secretary to visit Melbourne in May 2019 (D18/484562)This report recommends Council invites Mrs Victoria Mesquita do Rego, Aileu Municipal Secretary (equivalent to Deputy Municipal Administrator, similar to Deputy Chief Executive Officer), to visit Melbourne for a 2-week study tour in May 2019, allowing her to participate in a range of activities including: The 7 May 2019 meeting of the Friends of Aileu Community Committee; and The annual dinner and forum planned for 10 May 2019 to mark the occasion of the 19th anniversary of the commencement of the Friendship Relationship between the Councils and communities of Moreland and Hume and the Municipality and people of Aileu, Timor-Leste. Officer Recommendation That Council authorises the Mayor to invite the Aileu Municipal Secretary, to visit Melbourne for a study tour over a period of up to two weeks in May 2019. Resolution Cr Bolton moved, Cr Carli Hannan seconded - That Council authorises the Mayor to invite the Aileu Municipal Secretary, to visit Melbourne for a study tour over a period of up to two weeks in May 2019. Carried The Mayor determined that report DCF5/19 be considered as the next item of business. DCF5/19 Traffic Safety On Newlands Road, Coburg North - Response to Notice of Motion NOM52/18 (D19/5201)At its November 2018 Council meeting, Council resolved via Notice of Motion NOM52/18 to receive a report with recommendations on measures to improve traffic and pedestrian safety in the vicinity of Newlands Road, Coburg North. The resolution sought consideration of a wide range of potential safety measures including: Review of speed limits and associated signage; Pedestrian crossings; Reduction of lane widths and dedicated bicycle lanes; Safety barriers; Naturestrip plantings; Engine brakes curfew; Community engagement and advocacy regarding vehicle speeds and speed limits; and Alignment of the footpath along Murray Road between Newlands Road and Coburg Lake Reserve playground. Newlands Road, Coburg North is classified a Major Road and is managed by Council. It is not prioritised for renewal over the medium term and there is no evidence that it is a road safety hotspot. The road consists of two sections: Between Murray Road and Acheson Place which is essentially residential; and To the north of Acheson Place, Newlands Road which is mainly a commercial/industrial area. The Moreland Industrial Land Strategy 2015-2030 states that appropriately located industrial land should be protected and that it has an important role in providing for local and regional economic development and employment opportunities. Continued operation and support of this commercial/industrial area in Coburg North is important to the local economy. This report summarises the outcomes from consideration of the various safety measures proposed in the vicinity of Newlands Road. Some additional safety measures are supported and can be implemented within existing workplans and budgets including: Re-marking of existing (faded) bicycle lanes and addition of further  50 kilometres road pavement markings; Application to VicRoads for an overnight engine-brakes curfew to minimise noise from trucks at night; Regular placement of Council s speed trailer in Newlands Road to remind motorists of their speed; and Liaison with the Victoria Police regarding targeting of speed enforcement in this part of Coburg North. The context of Newlands Road means that several proposed measures would not be supported/prioritised. These include: Further lowering of the speed limit, from the current 50 kilometres/hour; Seeking installation of additional pedestrian crossings; Reduction in road lane widths (at the expense of kerbside parking); Installation of guardrails; and Creation of an alternative access path in the Coburg Lake parkland from the bluestone bridge at Newlands Road to the playground. The relevant considerations for each suggested measure are detailed in the report. Some matters can be easily implemented and included as part of current Council works programs. Other consideration discussed in the report include significant cost implications, the need for further Vic Roads approval, loss of on-street parking and impacts on public parkland.Officer Recommendation That Council endorses the following actions arising from the review of measures to improve traffic and pedestrian safety in the vicinity of Newlands Road, Coburg North: 1. Re-marks the existing road pavement markings (including bicycle lanes) in Newlands Road, Coburg North; 2. Makes an application to VicRoads, to implement an overnight engine brakes curfew in Newlands Road; 3. Regularly places Councils speed trailer in Newlands Road to discourage speeding; and 4. Liaises with Victoria Police to target speed enforcement activity on Newlands and Murray Road.  Amendment Lapsed Cr Bolton moved That Council endorses the following actions arising from the review of measures to improve traffic and pedestrian safety in the vicinity of Newlands Road, Coburg North: 1. Re-marks the existing road pavement markings (including bicycle lanes) in Newlands Road, Coburg North; 2. Makes an application to VicRoads, to implement an overnight engine brakes curfew in Newlands Road; 3. Regularly places Councils speed trailer in Newlands Road to discourage speeding; 4. Liaises with Victoria Police to target speed enforcement activity on Newlands and Murray Road; 5. Conduct community consultation about an adequate pedestrian crossing at the Roundabout on Newlands Road and; 6. Advocate to VicRoads for a speed reduction for the residential section of Newlands Road. The amendment lapsed for want of a seconder 8.35 pm During the debate Cr Tapinos left the Council Chamber. 8.35 pm During the debate Cr Carli Hannan left the Council Chamber. 8.37 pm Cr Carli Hannan returned to the Council Chamber. DeferredResolution Cr Riley moved, Cr Bolton seconded - That item DCF5/19 be deferred to a further meeting of Council. Carried 8.39 pm Cr Bolton left the Council Chamber. DBT1/19 Australian Citizenship Ceremonies Code review 2019 (D19/28411)This report has been prepared in response to the Australian Government reviewing the Australian Citizenship Ceremonies Code (the Code) and proposed changes to the Code, which seek to ensure it reflects the expectations of the Australian community and provides clear guidance to Councils on hosting citizenship ceremonies. Council has been provided with a deadline of 28 February 2019 to provide feedback to the Department of Home Affairs on the proposed changes to the Code, which will be collated and provided to the Minister for Immigration, Citizenship and Multicultural Affairs. The revised Code (shown at Attachment 1) outlines the way that Councils are required to plan and implement Citizenship Ceremonies on behalf of the Department of Home Affairs. This report recommends that Council provides feedback on the changes proposed to the Code, as detailed in the Issues section of this report. 8:44 pm Cr Bolton returned to the Council Chamber. Officer Recommendation That Council writes to the Honorable David Coleman MP, Minister for Immigration, Citizenship and Multicultural Affairs advising the following with respect to proposed changes to the Australian Citizenship Ceremonies Code (the Code): 1. The proposal to amend the Code so that federal members of Parliament, if attending a ceremony, are to read the Ministers message at citizenship ceremonies, is not supported as traditionally the Mayor has read the Ministers Message, as part of their speech and ceremony preamble. 2. The proposal to amend the Code so that Local Government Councils must hold a citizenship ceremony on 26 January, as part of their Australia Day celebrations is not supported, as it is worded in a way that implies Councils must celebrate Australia Day. Council has never conducted specific Australia Day celebrations, which is true of many Councils. It has generally conducted a citizenship ceremony on January 26, like many Councils. This is the only Council event conducted on that day. It is likely that any Parliamentarians in attendance will refer to Australia Day in their speeches, which could lead to perceptions that Councils citizenship ceremony is an Australia Day event. This will cause confusion about this Councils adopted position in relation to January 26. Councils should be able to decide whether they conduct an Australia Day celebration, considering the varying resource levels between Councils. 3. The proposal to amend the Code so that Councils must hold a citizenship ceremony on Australian Citizenship Day, September 17 is not supported. Whilst Council has a ceremony scheduled for this date in 2019, looking beyond 2019, this would impact the approach to planning for citizenship ceremonies as Council typically hosts them on a Tuesday or a Thursday, so they do not impact on Councils own meetings and briefings schedule. Further to this, there would be resourcing implications for Council, when this date falls on a Sunday. 4. The proposal to amend the Code so that Councils do not schedule a citizenship ceremony on federal or state parliament sitting dates is not supported as it will have negative impact on Council and the community. When scheduling ceremonies, Council must consider its own briefing/meeting schedule, Council events and the availability of the Mayor. This combined with the number of parliamentary sitting dates, means that Council would not be able to conduct a ceremony each month as required to meet the current demand for conferral. This requirement would result in a significant backlog of conferees building up. Further to this, Councils current schedule will be negatively impacted, as a number of the citizenship ceremonies that have been planned for the 2019 year, will have to be changed. This will result some external bookings of the Coburg Town Hall needing to be cancelled, which may impact negatively on community groups/facility users. 5. The proposal to amend the Code so that Council must engage with relevant federal and state elected members to ascertain their availability to attend ceremonies, when scheduling ceremony dates is not supported as this will potentially limit the dates that ceremonies can be conducted. When scheduling ceremonies Council officers have to also consider Councils own briefing/meeting schedule, Council events and the availability of the Mayor. This may also put Council in a position where the number of ceremonies conducted each year may need to be reduced, if elected members arent available on the dates otherwise available to Council for the conduct of ceremonies. 6. The proposal to amend the Code to include the requirement for Council to recommend a standard of dress for ceremony attendees is supported, as Council can simply include a line on its citizenship ceremonies webpage similar to Dress code is neat casual. National or cultural dress is welcomed. 7. Given that Councils host these special events on behalf of the Federal Government, Councils have borne the cost of these ceremonies and maintained autonomy in their scheduling, design and scope. With the advent of this Code, and the varying ability of some Councils (particularly rural) to absorb additional costs, Council asks the Federal Government to consider specific funding to assist in covering the cost of future ceremonies.Resolution Cr Irfanli moved, Cr Abboud seconded - That Council writes to the Honorable David Coleman MP, Minister for Immigration, Citizenship and Multicultural Affairs advising the following with respect to proposed changes to the Australian Citizenship Ceremonies Code (the Code): 1. The proposal to amend the Code so that federal members of Parliament, if attending a ceremony, are to read the Ministers message at citizenship ceremonies, is not supported as traditionally the Mayor has read the Ministers Message, as part of their speech and ceremony preamble. 2. The proposal to amend the Code so that Local Government Councils must hold a citizenship ceremony on 26 January, as part of their Australia Day celebrations is not supported, as it is worded in a way that implies Councils must celebrate Australia Day. Council has never conducted specific Australia Day celebrations, which is true of many Councils. Council resolved at its meeting on 13 September 2017, to continue to conduct a citizenship ceremony on 26 January, like many Councils this is the only Council event conducted on that day. It is likely that any Parliamentarians in attendance will refer to Australia Day in their speeches, which could lead to perceptions that Councils citizenship ceremony is an Australia Day event. This will cause confusion about this Councils adopted position in relation to January 26. Councils should be able to decide whether they conduct an Australia Day celebration, considering the varying resource levels between Councils. 3. The proposal to amend the Code so that Councils must hold a citizenship ceremony on Australian Citizenship Day, September 17 is not supported. Whilst Council has a ceremony scheduled for this date in 2019, looking beyond 2019, this would impact the approach to planning for citizenship ceremonies as Council typically hosts them on a Tuesday or a Thursday, so they do not impact on Councils own meetings and briefings schedule. Further to this, there would be resourcing implications for Council, when this date falls on a Sunday. 4. The proposal to amend the Code so that Councils do not schedule a citizenship ceremony on federal or state parliament sitting dates is not supported as it will have negative impact on Council and the community. When scheduling ceremonies, Council must consider its own briefing/meeting schedule, Council events and the availability of the Mayor. This combined with the number of parliamentary sitting dates, means that Council would not be able to conduct a ceremony each month as required to meet the current demand for conferral. This requirement would result in a significant backlog of conferees building up. Further to this, Councils current schedule will be negatively impacted, as a number of the citizenship ceremonies that have been planned for the 2019 year, will have to be changed. This will result some external bookings of the Coburg Town Hall needing to be cancelled, which may impact negatively on community groups/facility users. 5. The proposal to amend the Code so that Council must engage with relevant federal and state elected members to ascertain their availability to attend ceremonies, when scheduling ceremony dates is not supported as this will potentially limit the dates that ceremonies can be conducted. When scheduling ceremonies Council officers have to also consider Councils own briefing/meeting schedule, Council events and the availability of the Mayor. This may also put Council in a position where the number of ceremonies conducted each year may need to be reduced, if elected members arent available on the dates otherwise available to Council for the conduct of ceremonies. 6. The proposal to amend the Code to include the requirement for Council to recommend a standard of dress for ceremony attendees is supported, as Council can simply include a line on its citizenship ceremonies webpage similar to Dress code is neat casual. National or cultural dress is welcomed. 7. Given that Councils host these special events on behalf of the Federal Government, Councils have borne the cost of these ceremonies and maintained autonomy in their scheduling, design and scope. With the advent of this Code, and the varying ability of some Councils (particularly rural) to absorb additional costs, Council asks the Federal Government to consider specific funding to assist in covering the cost of future ceremonies. Carried unanimously  EMF1/19 First Right of Refusal Process for Sale of VicTrack Site at 331 Barkly Street, Brunswick (D19/32628)VicTrack owns land at 331 Barkly Street, Brunswick (the subject site), measuring approximately 150 square metres and comprising an old derelict building as shown at Attachment 1. The subject site is known as Lot 1 on Title Plan 617812G, contained in certificate of title Volume 01453 Folio 446. The subject site has been declared surplus to VicTracks needs and was formally offered for acquisition through the First Right of Refusal (FROR) process on 29 January 2019 to other Government agencies. Council has 60 days to respond to the FROR, the conclusion date being 29 March 2019. If no other agencies seek to acquire the subject site it will be offered for sale on the open market. It is zoned part Public Park and Recreation Zone (PPRZ), with overlays: Public Acquisition Overlay (PAO); Design and Development Overlay Schedule 18 (DDO18); and Heritage Overlay (HO180). The Public Acquisition Overlay (PAO) on the Jewell Station Reserve was supported by Council as the Jewell Station Reserve is leased from VicTrack by Council for Open Space purposes. The subject site is not part of the Jewell Station Reserve land used as Open Space. The Heritage Overlay (HO180) ensures a Planning Permit is required for any works on the subject site. In 2018, a Planning Permit (MPS/2018/399) was issued for renovations, part demolition, rear extension and use of land as a retail premises for the subject site. Officers are currently preparing a report for the 8 May 2019 Council meeting with a recommendation regarding securing the subject site. In the interim, this report seeks Councils approval to inform the local community on the proposed sale in accordance with Councils original Notice of Motion NOM61/17 decision, that Council will notify and consult the public when Council becomes aware of possible land swaps, land transfers and land sales with State or Federal Government. Officer Recommendation That Council: 1. Endorses the commencement of a 4-week public and internal consultation process, informing the local community of the proposed sale of land by VicTrack at 331 Barkly Street, Brunswick, as shown in Attachment 1 to this report, which will include publishing information on Councils website and in the Moreland Leader and Northern Leader Newspapers. 2. Receives a further report at the 8 May 2019 Council meeting providing outcomes of the consultation regarding the proposed sale of land by VicTrack at 331 Barkly Street, Brunswick, including a recommendation on the subject site for Councils consideration. 3. Writes to VicTrack seeking an extension of time from 29 March 2019 until after the Council meeting on 8 May 2019, to respond to the First Right of Refusal process. Resolution Cr Riley moved, Cr Bolton seconded - That Council: 1. Endorses the commencement of a 4-week public and internal consultation process, informing the local community of the proposed sale of land by VicTrack at 331 Barkly Street, Brunswick, as shown in Attachment 1 to this report, which will include publishing information on Councils website and in the Moreland Leader and Northern Leader Newspapers. 2. Receives a further report at the 8 May 2019 Council meeting providing outcomes of the consultation regarding the proposed sale of land by VicTrack at 331 Barkly Street, Brunswick, including a recommendation on the subject site for Councils consideration. 3. Writes to VicTrack seeking an extension of time from 29 March 2019 until after the Council meeting on 8 May 2019, to respond to the First Right of Refusal process. Carried DCD2/19 Disability Access to Stores and Venues - Response to Notice of Motion NOM48/18 (D19/2063)At the November 2018 Council meeting, a Notice of Motion (NOM45/18), sought to gain advice from Councils Disability Working Group, officers and traders to understand what opportunities may exist to make our city more accessible and inclusive. This report seeks to provide preliminary advice about any opportunities to make Moreland more accessible and inclusive and, more specifically, about the following five separate, but related, items: A Council branded window sticker program demonstrating that a store or venue is accessible; A Council branded store window sticker program indicating that a store or venue offers the use of their toilet to members of the public; An online map highlighting which stores or venues are accessible, and/or offer the use of their toilet to members of the public; Any other online map programs for consideration, including low sensory shopping outlets; and Grant program to incentivise traders to retrofit stores/venues to increase access. Following consultation from the Moreland Disability Working Group and Council officers during November and December 2018, mixed views were received about implementing a new branded window sticker program, online maps and a grants program. The consultation process also identified some significant challenges and raised several questions about the practical implications of any such programs, which will be identified in this report. Further consultation is required with Moreland businesses and trader organisations. It is recommended that council does not adopt a new branded window sticker program, online maps and a new grants program. Rather, Council reviews its Councils Good Access Is Good Business (GAIGB) Program as well as the piloted GAIGB grants program and provides a report within two months. It is also recommended that Council explore opportunities to extend the Moreland Awards program to stores who demonstrate and deliver improved access and inclusion for people with a disability, thereby recognising and celebrating good access. Officer Recommendation That Council: 1. Reviews Councils Good Access Is Good Business program and provide a report detailing this review within 2 months. 2. Explores opportunities to extend councils Moreland Awards Program to traders who demonstrate and deliver improved access and inclusion for people with a disability. 8.46 pm During the debate Cr Irfanli left the Council Chamber. 8.47 pm Cr Yildiz returned to the Council Chamber. 8.48 pm Cr Irfanli returned to the Council Chamber. Deferred Resolution Cr Martin moved, Cr Abboud seconded - That item DCD2/19 be deferred to a further meeting of Council. Carried DCF4/19 Pedestrian Safety Issues at Laneway Adjacent to 185 Moreland Road, Coburg - Response to Notice of Motion NOM36/18 (D19/4182)At its September 2018 Council meeting, Council resolved via Notice of Motion NOM36/18 to undertake a review of the pedestrian safety issues in the laneway adjacent to 185 Moreland Road, Coburg. This review should include investigating traffic calming measures that address concerns raised by residents who access their homes off the laneway. This report summarises the outcome of the review and future actions recommended. There are 9 dwellings (6 at 185 Moreland Road and 3 at 4 Blair Street), constructed between 2007 and 2009, that access their homes directly from the 4.5-metre-wide laneway, which is shared with local vehicles. A traffic count has revealed an average daily traffic volume of 59 vehicles through the laneway with an average speed of 18.2 kilometres/hour, which is not suggestive of rat running. Generally, Moreland does not install traffic calming measures in laneways. Installation of speed humps to slow traffic in shared laneways such as the one in question is not supported as speed humps would reduce accessibility for all pedestrians, wheelchair users and mobility scooter users. Other potential pedestrian safety measures were investigated and outcomes summarised in the report. The key action recommended is that Council install advisory signage to raise awareness by motorists that the laneway is shared with pedestrians. 8.50 pm Cr Tapinos returned to the Council Chamber. Officer Recommendation That Council: 1. Installs advisory signage to improve motorist awareness that pedestrians use the laneway adjacent to 185 Moreland Road, Coburg. 2. Writes to residents of 1-6/185 Moreland Road thanking them for raising these concerns with Council and advising that Council would be supportive of the installation of a fence/gate (at their expense) near their front door as a measure that may assist in addressing concerns regarding pedestrian safety in the laneway. Resolution Cr Irfanli moved, Cr Martin seconded - That Council: 1. Installs advisory signage to improve motorist awareness that pedestrians use the laneway adjacent to 185 Moreland Road, Coburg. 2. Writes to residents of 1-6/185 Moreland Road thanking them for raising these concerns with Council and advising that Council would be supportive of the installation of a fence/gate (at their expense) near their front door as a measure that may assist in addressing concerns regarding pedestrian safety in the laneway. Carried  8.51 pm Cr Martin left the Council Chamber. EMF2/19 Discontinuance and Sale of Right of Way - Adjoining 5 McKay Street, Brunswick (D19/20882)On 19 September 2017, the owner of 5 McKay Street, Brunswick, contacted Council expressing an interest in acquiring a narrow section of the Right of Way (ROW) enclosed within the fence boundary of the property shown at Attachment 1. The owner of 5 McKay Street, Brunswick was advised of a title boundary anomaly following a feature survey of the property by a land surveyor. The survey identified the wall of the dwelling built along the north side of the ROW is built slightly over the property title boundary encroaching into the ROW. The encroachment ranges from approximately 25 centimetres to 55 centimetres in width and 31 metres in length, measuring approximately 15 square meters in total. The proposed discontinuance and transfer of land from the former road will not affect the current status of the laneway. This enclosed narrow section of ROW is not required for road purposes. The remaining ROW measures 4 metres in width, which is sufficient for vehicle access and wider than the standard ROW width of 3 metres. On 11 July 2018 (DCS36/18), Council resolved to commence the procedures to discontinue the enclosed narrow section of Right of Way (ROW) and sell the land in accordance with section 206 and clause 3 of Schedule 10 of the Local Government Act 1989. As part of the statutory process, public notice of the proposal was given. No objections were received. The proposed sale of the former ROW to the owner of 5 McKay Street Brunswick will provide income of $8,750 plus GST to Council. This amount has been agreed upon by the applicant and a letter of offer has been signed by the applicant for the purchase pending a Council decision. This transaction would result in the removal of the road status for the enclosed narrow length of ROW to the side of 5 McKay Street, Brunswick. The purpose of this report is to recommend the discontinuance of the road status and sale of the land from the former road, to the adjoining owner(s) of 5 McKay Street, Brunswick. Officer Recommendation That Council: 1. Approves the discontinuance and sale of the road enclosed within the side of 5 McKay Street, Brunswick, as shown at Attachment 1 to this report, by private treaty to the property owners of 5 McKay Street, Brunswick in accordance with section 206 and clause 3 of Schedule 10 of the Local Government Act 1989 and Councils Rights of Way Associated Policies 2011 and the Rights of Way Strategy. 2. Notes that no objections were received, and internal and external referrals provided no objections, to the proposed discontinuance and sale of the road enclosed within the side of 5 McKay Street, Brunswick, as shown at Attachment 1 to this report and determines the road within the side of 5 McKay Street, Brunswick, is not reasonably required as a road for public use. 3. Authorises the Executive Manager Finance to do all things necessary to affect the discontinuance and sale of the narrow section of road enclosed within the side of 5 McKay Street, Brunswick to the adjoining property owner. 4. Publishes notice of this decision in the Victoria Government Gazette. 5. Updates the Register of Public Roads in accordance with section 19 of the Road Management Act 2004, in the following the discontinuance being published in the Victoria Government Gazette, without a further report to Council. Resolution Cr Riley moved, Cr Kavanagh seconded - That Council: 1. Approves the discontinuance and sale of the road enclosed within the side of 5 McKay Street, Brunswick, as shown at Attachment 1 to this report, by private treaty to the property owners of 5 McKay Street, Brunswick in accordance with section 206 and clause 3 of Schedule 10 of the Local Government Act 1989 and Councils Rights of Way Associated Policies 2011 and the Rights of Way Strategy. 2. Notes that no objections were received, and internal and external referrals provided no objections, to the proposed discontinuance and sale of the road enclosed within the side of 5 McKay Street, Brunswick, as shown at Attachment 1 to this report and determines the road within the side of 5 McKay Street, Brunswick, is not reasonably required as a road for public use. 3. Authorises the Executive Manager Finance to do all things necessary to affect the discontinuance and sale of the narrow section of road enclosed within the side of 5 McKay Street, Brunswick to the adjoining property owner. 4. Publishes notice of this decision in the Victoria Government Gazette. 5. Updates the Register of Public Roads in accordance with section 19 of the Road Management Act 2004, in the following the discontinuance being published in the Victoria Government Gazette, without a further report to Council. Carried 8.53 pm Cr Martin returned to the Council Chamber. DCF6/19 Bonwick Street Streetscape Upgrade - Commence Procedures for Laneway Closures (D19/28367)This report seeks to commence the consultation process for the formal closure to vehicular traffic of the unnamed North East and North West laneways, comprised of 60 lineal meters of road, connecting Bonwick Street to the rear carparking. The closure of these laneways is consistent with the implementation of the Concept Plan for the Bonwick Street Shopping Strip Streetscape Upgrade, resolved by Council at the 12 December 2018 Council meeting (DCF1/18). The closure also facilitates the Laneway Treatments which Council resolved at the 9 May 2018 Council Meeting (DED27/18). Council has the power under the Local Government Act 1989 to close the road to vehicular traffic. This report authorises the commencement of a submissions process in accordance with s223 of the Local Government Act 1989. Following this, submissions will be considered at a Submissions Committee meeting will be held on a date and time to be set, at the Moreland Civic Centre, 90 Bell Street, CoburgOfficer Recommendation That Council: 1. Determines the unnamed North East and North West laneways, comprised of 60 lineal meters of road connecting Bonwick Street to the rear carparking, are not reasonably required for motorised traffic. 2. Approves the commencement of the process for the closure of the unnamed laneways at the northern end of the Bonwick Street shopping strip as outlined in Schedule 11; Clause 9 of the Local Government Act 1989. 3. Gives public notice of the proposal in the Moreland and Northern Leader newspapers and on Councils website and calls for submissions as required under sections 207A, 82A and 223of the Local Government Act 1989. 4. Appoints Councillor ____________, as Chair, and Councillors ______________, ________________ and ______________ to a Committee to hear any submitters requesting to be heard in support of their written submission. 5. Notes the Hearing of Submissions Committee meeting will be held on a date and time to be set, at the Moreland Civic Centre, 90 Bell Street, Coburg. 6. Notes that in the event of no submissions being received, or following the hearing of submissions at a future Hearing of Submissions Committee meeting, a further report be prepared to Council for a final decision on the proposed road closures. Resolution Cr Irfanli moved, Cr Abboud seconded - That Council: 1. Determines the unnamed North East and North West laneways, comprised of 60 lineal meters of road connecting Bonwick Street to the rear carparking, are not reasonably required for motorised traffic. 2. Approves the commencement of the process for the closure of the unnamed laneways at the northern end of the Bonwick Street shopping strip as outlined in Schedule 11; Clause 9 of the Local Government Act 1989. 3. Gives public notice of the proposal in the Moreland and Northern Leader newspapers and on Councils website and calls for submissions as required under sections 207A, 82A and 223of the Local Government Act 1989. 4. Appoints Councillor Abboud as Chair, and Councillors Bolton, Carli-Hannan and Irfanli to a Committee to hear any submitters requesting to be heard in support of their written submission. 5. Notes the Hearing of Submissions Committee meeting will be held on a date and time to be set, at the Fawkner Senior Citizens Centre, Jukes Road, Fawkner. 6. Notes that in the event of no submissions being received, or following the hearing of submissions at a future Hearing of Submissions Committee meeting, a further report be prepared to Council for a final decision on the proposed road closures. Carried  EMF3/19 Financial Management Report for the Period Ended 31 December 2018 including Mid Year Financial Review - Cyclical Report (D19/9071)This report presents the Financial Management Report for the financial year to date (YTD) period ending 31 December 2018 and the results of the Mid-Year Financial Review. Council has continued to run a financial strategy of generating surpluses to reinvest in much needed infrastructure projects. The December 2018 Income Statement shows that Council is $7.6 million better than the YTD budget. This comprises overall revenues having ended $3.7 million (4%) better than the YTD budget and overall expenditures having ended $4.0 million (4%) better than the YTD budget. Council has spent $29.5 million on capital expenditure which is $6.7 million more than the YTD budget. However, this increase is mainly due to the unbudgeted property purchases totalling $11.1 million and offset by the timing differences in current capital projects. In addition, officers undertook the Mid-Year Financial Review and forecast an improvement in the rates deficit from $2.1 million to $1.1million for the 2018/2019 financial year, primarily due to savings recognised in the delivery of the capital works projects. The operating surplus has reduced from $29.9 million to $27.4 million. This is primarily a result of $3.9 million additional revenue, including an additional $1.1 million in Public Resort and Recreational Land Contributions which are transferred to reserves (and therefore not available for other purposes). The increase in revenue is offset by an increase in expenditure of $6.4 million, primarily due to an increase in utility costs of $1.8 million incurred due to the completion of a long-term electricity contract and large market increases. The increase in expenditure also allows for a $5 million transfer of capital budget that is operational in nature. After reviewing the Capital Expenditure program, $0.8 million will need to be moved to 2019/2020, offset by $0.4 million that can be brought forward into 2018/2019. Additional project funding of $1.0 million approved by Council have been included, offset by recognised savings of $2.1 million from existing capital projects. The review also recognised the $3.1million carried forward to complete projects from 2017/2018 and capital projects approved to be funded from the 2017/2018 surplus. Officer Recommendation That Council: 1. Receives the Council Finance Report for the year to date 31 December 2018 at Attachment 1 to this report. 2. Notes the forecast that Council will meet the operating financial targets set in the 2018/2019 Annual Budget and that the budgeted deficit of $2.1 million is now forecast to be a deficit of $1.1 million at year end. 3. Approves the full-year forecast OPEX expenditure of $5.0 million arising from the Mid-Year Financial Review. 4. Approves the full-year forecast CAPEX expenditure of $45.3 million arising from the Mid-Year Financial Review. 5. Notes the following 2018/2019 CAPEX program projects that will be moved to the 2019/2020 year for completion: Richards Reserve Sporting Pavillion  $60,000 City Oval Grandstand/Pavilion Works  $358,000 Craigieburn Shared Path  $411,000 6. Brings forward the following project from the 2019/2020 Capital Expenditure program due to capacity to complete it earlier than projected: Hadfield Community Hall Middle Street Reserve  $405,000 Resolution Cr Riley moved, Cr Abboud seconded - That Council: 1. Receives the Council Finance Report for the year to date 31 December 2018 at Attachment 1 to this report. 2. Notes the forecast that Council will meet the operating financial targets set in the 2018/2019 Annual Budget and that the budgeted deficit of $2.1 million is now forecast to be a deficit of $1.1 million at year end. 3. Approves the full-year forecast OPEX expenditure of $5.0 million arising from the Mid-Year Financial Review. 4. Approves the full-year forecast CAPEX expenditure of $45.3 million arising from the Mid-Year Financial Review. 5. Notes the following 2018/2019 CAPEX program projects that will be moved to the 2019/2020 year for completion: Richards Reserve Sporting Pavilion  $60,000 City Oval Grandstand/Pavilion Works  $358,000 Craigieburn Shared Path  $411,000 6. Brings forward the following project from the 2019/2020 Capital Expenditure program due to capacity to complete it earlier than projected: Hadfield Community Hall Middle Street Reserve  $405,000 Carried  DBT2/19 Governance Report - February 2019 - Cyclical Report (D19/4860)The Governance Report has been developed as a monthly standing report to Council to provide a single reporting mechanism for a range of statutory compliance, transparency and governance matters. The Governance Report  February 2019 includes: Key issues from Committee to Council; Assembly of Councillors Records; The Councillor Support, Expenses and Resources Policy; Australian Institute of Company Directors Course  Councillor Dorney; Appointment and authorisation to enforce the Planning and Environment Act 1987; Audit and Risk Management Committee Charter Review; Audit and Risk Management Committee Health Check; and Implementation progress of the Preventing Family Violence in Moreland Strategy 2016-2020. This report recommends Council notes the reports from Committees to Council, Records of Assemblies of Councillors, Audit and Risk Management Committee Health Check and the implementation progress of the Preventing Family Violence in Moreland Strategy 2016-2020. This report also recommends that Council adopts the Councillor Support, Expenses and Resources Policy, approves additional expenditure for a Councillor to attend a training course and adopts the revised Audit and Risk Management Committee Charter. To enforce the Planning and Environment Act 1987, a Council officer must be properly authorised. The authority to authorise a Council Officer for this purpose is reserved for Council. This report seeks authorisation of two Planning Enforcement Officers. Officer Recommendation That Council: 1. Notes the minutes and key reports from Committee to Council, at Attachment 1 to this report. 2. Notes the Records of Assemblies of Councillors held between 1 November 2018 and 31 January 2018, at Attachment 2 to this report. 3. Adopts the Councillor Support, Expenses and Resources Policy at Attachment 3 to this report. 4. Approves an additional allocation of $539 (excluding GST), to enable Councillor Jess Dorney to complete the Australian Institute of Company Directors course on the next suitable date. 5. In the exercise of the powers conferred by section 147(4) of the Planning and Environment Act 1987 and section 232 of the Local Government Act 1989: a) Appoints and authorises the Council staff referred to in the Instruments at Attachment 4 and 5 to this report, as set out in each instrument. b) Determines the instruments come into force immediately when the common seal of Council is affixed to the instrument and remain in force until Council determines to vary or revoke. c) Authorises the affixing of Councils common seal. 6. Adopts the revised Moreland City Council Audit and Risk Management Committee Charter at Attachment 6 to this report. 7. Notes the Audit and Risk Management Committee Health Check at Attachment 7 to this report. 8. Notes the implementation of the Preventing Family Violence in Moreland Strategy 2016-2020 as presented in the Action Progress Tracking Table 2017-2018 at Attachment 8 to this report. Resolution Cr Kavanagh moved, Cr Davidson seconded - That Council: 1. Notes the minutes and key reports from Committee to Council, at Attachment 1 to this report. 2. Notes the Records of Assemblies of Councillors held between 1 November 2018 and 31 January 2018, at Attachment 2 to this report. 3. Adopts the Councillor Support, Expenses and Resources Policy at Attachment 3 to this report. 4. Approves an additional allocation of $539 (excluding GST), to enable Councillor Jess Dorney to complete the Australian Institute of Company Directors course on the next suitable date. 5. In the exercise of the powers conferred by section 147(4) of the Planning and Environment Act 1987 and section 232 of the Local Government Act 1989: a) Appoints and authorises the Council staff referred to in the Instruments at Attachment 4 and 5 to this report, as set out in each instrument. b) Determines the instruments come into force immediately when the common seal of Council is affixed to the instrument and remain in force until Council determines to vary or revoke. c) Authorises the affixing of Councils common seal. 6. Adopts the revised Moreland City Council Audit and Risk Management Committee Charter at Attachment 6 to this report. 7. Notes the Audit and Risk Management Committee Health Check at Attachment 7 to this report. 8. Notes the implementation of the Preventing Family Violence in Moreland Strategy 2016-2020 as presented in the Action Progress Tracking Table 2017-2018 at Attachment 8 to this report. Carried  DCF7/19 Contract 652T - Craigieburn Shared User Path - Stage 2 - Devon Road to Bothwell Street, Pascoe Vale (D18/496740)This report seeks the appointment of the preferred contractor ADP Constructions Pty Ltd to construct Stage 2 of the Craigieburn Shared User Path (SUP). The proposed works include a 3-metre-wide SUP from Devon Road to Bothwell Street, Pascoe Vale with solar lighting and a refuge island on Devon Road to link to Stage 1. An overview of the extent of Stage 2 is shown in Attachment 1 to this report. Council issued a tender seeking a contractor to deliver the project. Tenderers were evaluated by the Tender Evaluation Panel and ADP Constructions Pty Ltd achieved the highest score and notably also submitted the lowest price. The tender evaluation matrix is at Confidential Attachment 2 to this report. The project has a remaining budget of $761,841 within the 2018/2019 capital works program for construction of Stage 2. The total tender price submitted by ADP Constructions Pty Ltd, including a provisional sum and 10% contingency, was $1,417,432. Unfortunately, the total tender submission is substantially higher than the remaining project budget. This is due to a number of factors including, the timing delays associated with obtaining Vic Track and MTM consents and a change in retaining wall construction methodology required by MTM. The higher costs are also associated with the increased cost of materials due to unprecedented civic construction across Melbourne (refer to Project costs within Issues section for more detail). To enable appointment of the preferred tenderer, it is recommended that additional funds of $655,591 are allocated to the project in 2019/20. This will deliver one of the top ten bicycle projects as identified in the May 2017 Council Meeting. The additional funds are proposed to come from two sources: $500,000 already nominated in the 2019/2020 capital budget for bicycle infrastructure, and A new budget bid of $155,591 in 2019/2020; Additionally, it is expected the contractor will spend approximately $350,000 for the remainder of 2018/19, so it is expected that approximately $411,000 will need to be carried forward into 2019/2020. Subject to Councils approval to appoint the preferred contractor, the project will commence construction in April 2019 and reach completion around September 2019. Budget realignment will be addressed in greater detail in the report for the new ten-year capital program for bicycles required for Council Action Plan (CAP) Item 78: Review and fund the Moreland Bike Strategy - ensuring alignment with revised Moreland Integrated Transport Strategy (MITS). This report will be submitted to Council in the coming months. In accordance with standard procedural procurement practices, the tender amount and project scope were interrogated to evaluate both cost and scope. After consulting internally with Councils Department of City Infrastructure, it was deemed that there would be no benefit in publicly retendering the project. After consideration of timing, cost and work scope, this report recommends this project proceed to construction and be awarded to ADP Constructions Pty Ltd. The tender complies with Section 186 of the Local Government Act 1989.Recommendation That Council: 1. Awards Contract 652T Craigieburn Rail Line Shared Path Phase 2, Oak Park to ADP Constructions Pty Ltd for the lump sum tendered amount of $1,417,432 (excluding GST), including provisional items and excluding contingency. 2. Endorse utilising the $500,000 capital funds in 2019/2020 and preparing an additional budget bid of $155,591 through the upcoming budget process. 3. Authorises the Chief Executive Officer to do all things necessary to execute Contract 652T Craigieburn Rail Line Shared Path Phase 2, Oak Park, and any other required documentation, including approving any cost overruns, provided the overall (revised) budget for the project is not exceeded. 4. Notifies all tenderers of the outcome for Contract 652T Craigieburn Rail Line Shared Path Phase 2, Oak Park. Resolution Cr Kavanagh moved, Cr Davidson seconded - That Council: 1. Awards Contract 652T Craigieburn Rail Line Shared Path Phase 2, Oak Park to ADP Constructions Pty Ltd for the lump sum tendered amount of $1,417,432 (excluding GST), including provisional items and excluding contingency. 2. Endorse utilising the $500,000 capital funds in 2019/2020 and preparing an additional budget bid of $155,591 through the upcoming budget process. 3. Authorises the Chief Executive Officer to do all things necessary to execute Contract 652T Craigieburn Rail Line Shared Path Phase 2, Oak Park, and any other required documentation, including approving any cost overruns, provided the overall (revised) budget for the project is not exceeded. 4. Notifies all tenderers of the outcome for Contract 652T Craigieburn Rail Line Shared Path Phase 2, Oak Park. Carried DCF8/19 Contract 748T - Brunswick Town Hall and Mechanics Institute Forecourts Upgrade - Council Action Plan Item (D19/32058)This report seeks the appointment of the preferred contractor (Evergreen Civil Pty Ltd) to supply, construct and deliver the upgrade works for Brunswick Town Hall and Brunswick Mechanics Institute Forecourts (located at the intersection of Sydney Road, Dawson Street and Glenlyon Road). This upgrade project delivers Council Action Plan Item 56 in the 2018/2019 Council Action Plan. The proposed works will include: footpath upgrades, including feature paving with new kerb and channel; bluestone and timber seating; new timber decking; landscape works including lawn, trees and raingarden; and new lighting design. The project has an allocated budget of $1,185,901 within the 2018/2019 financial year. The total tender price submitted by Evergreen Civil Pty Ltd is $1,081,165.84, which is within the allocated project budget. The tender price, when combined with the contingency amount of $129,739.90, exceeds the current allocated $1,185,901.45 budget for this project. This shortfall of $25,004.29 can be accommodated within the contingency budget of $129,739.90 and hence additional funds will not be required to cover this shortfall. Subject to Councils approval, the project will commence construction in March 2019 and be completed in August 2019. Council Action Plan (CAP) Item 56 identifies a target completion date of June 2019. This report recommends that the target date for delivery of this project in the CAP be revised to August 2019 to align with the tenderers completion timeframes. Construction will be complete in August 2019. The tender complies with Section 186 of the Local Government Act 1989.Recommendation That Council: 1. Awards Contract 748T - Brunswick Town Hall and Brunswick Mechanics Institute Forecourts Upgrade to Evergreen Civil Pty Ltd for the lump sum tendered amount of $1,081,165.84 (excluding GST), including provisional items and excluding contingency. 2. Endorses a change to the target delivery date for the project to be reflected in the 2018/2019 Council Action Plan as September 2019. 3. Authorises the Chief Executive Officer to do all things necessary to execute Contract 748T - Brunswick Town Hall and Brunswick Mechanics Institute Forecourts Upgrade, and any other required documentation, including approving any cost overruns, provided the overall budget for the project is not exceeded. 4. Notifies all tenderers for Contract 748T - Brunswick Town Hall and Brunswick Mechanics Institute Forecourts Upgrade of the outcome. Resolution Cr Riley moved, Cr Abboud seconded - That Council: 1. Awards Contract 748T - Brunswick Town Hall and Brunswick Mechanics Institute Forecourts Upgrade to Evergreen Civil Pty Ltd for the lump sum tendered amount of $1,081,165.84 (excluding GST), including provisional items and excluding contingency. 2. Endorses a change to the target delivery date for the project to be reflected in the 2018/2019 Council Action Plan as September 2019. 3. Authorises the Chief Executive Officer to do all things necessary to execute Contract 748T - Brunswick Town Hall and Brunswick Mechanics Institute Forecourts Upgrade, and any other required documentation, including approving any cost overruns, provided the overall budget for the project is not exceeded. 4. Notifies all tenderers for Contract 748T - Brunswick Town Hall and Brunswick Mechanics Institute Forecourts Upgrade of the outcome. Carried Before Council report DCI1/19 was considered, Cr Martin stated he believed he had an indirect conflict of interest, due to what may be perceived as a conflict of duty. Accordingly, Cr Martin left the Council Chamber at 9.00 pm, prior to discussion of this item. DCI1/19 Contract SS-01-2018 State Purchase Contract (SPC) - Supply of Motor Vehicles (D18/496893)Council tendered for the Supply of Motor Vehicles using Department of Treasury and Finance (DTF) as the tendering agent, for a State Purchase Contract (SPC). The Department of Treasury and Finance released an open Request for Tender (RFT SS-01-2018) for the supply of motor vehicles to the market on 19 February 2018, which closed on 16 March 2018.The establishment of this panel contract, allows for the transition from the current contract relating to Motor Vehicle Purchase, upon its expiry. Eighteen suppliers were recommended for inclusion to the State Purchase Contract (SPC) panel, which commenced on 1 May 2018, with 16 of these currently registered with the contract. The SPC agreement term is ongoing and will remain in force until DTF cancels a pre-qualification or dissolves the panel. DTF may also refresh the panel at its discretion. It is expected that the first refresh period will not occur until early 2019. The tender complies with Section 186 of the Local Government Act 1989 and any passenger vehicles purchased via this contract will comply with Councils Light Vehicle PolicyRecommendation That Council: 1. Joins the State Purchase Contract for the Supply of Motor Vehicles under Contract SS-01-2018, noting that the current suppliers registered on the open panel as part of the contract are: BMW Australia; Fiat Chrysler Australia (includes Jeep); Ford; General Motors Holden; Hyundai; Iveco Trucks; Kia Australia; Mercedes Benz Passenger; Mercedes Benz Vans; Mitsubishi Australia; Nissan Australia; Peugeot; Renault; Subaru; Toyota Australia; and Volkswagen (includes Skoda). 2. Authorises the Director City Infrastructure to do all things necessary to execute the contracts for the provision of bulk fuels. 3. Advises Department of Treasury and Finance of Councils decision in this matter. Resolution Cr Carli Hannan moved, Cr Kavanagh seconded - That Council: 1. 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Authorises the Director City Infrastructure to do all things necessary to execute the contracts for the provision of bulk fuels. 3. Advises Department of Treasury and Finance of Council s decision in this matter. Carried 9.02 pm Cr Martin returned to the Council Chamber. Notices of Motion: NOM1/19 Apartment building defects (D19/31928)Motion That Council writes to the Victorian Premier Daniel Andrews, calling for an inquiry into apartment building defects. The purpose of the inquiry would be to: 1. Ascertain the extent and type of building defects in apartment complexes; and 2. Make recommendations to increase building regulation to decrease the number of defects and protect purchasers. Copies of the letter should be sent to the State Member for Brunswick, Tim Read, and State Member for Pascoe Vale, Lizzie Blandthorn and Northern Metropolitan Members of Legislative Councils. Resolution Cr Bolton moved, Cr Abboud seconded - That Council writes to the Victorian Premier Daniel Andrews, calling for an inquiry into apartment building defects. The purpose of the inquiry would be to: 1. Ascertain the extent and type of building defects in apartment complexes; and 2. Make recommendations to increase building regulation to decrease the number of defects and protect purchasers. 3. Take the proposal for an inquiry to the MAV and the VLGA 4. Issue a public statement calling for an inquiry Copies of the letter should be sent to the State Member for Brunswick, Tim Read, and State Member for Pascoe Vale, Lizzie Blandthorn, Northern Metropolitan Members of Legislative Councils and Member for Broadmeadows, Frank McGuire. Carried NOM2/19 Support of a return Season of Serenading Adela (D19/32022)Motion That Council: 1. Notes that the booking for the free use of the Coburg Town Hall for the return season of Serenading Adela scheduled for April 2019, has been cancelled as it is not possible for the production to go ahead as originally planned. 2. Provides free use of the Coburg Town Hall during the Serenading Adela production week, for five consecutive days in 2019, subject to availability and to providing 4 weeks notice. This free use will include any insurance or security requirements. Resolution Cr Kavanagh moved, Cr Riley seconded - That Council: 1. Notes that the booking for the free use of the Coburg Town Hall for the return season of Serenading Adela scheduled for April 2019, has been cancelled as it is not possible for the production to go ahead as originally planned. 2. Provide free use of Council venues during 2019, as per the 13th June 2018 resolution, subject to availability. Carried  NOM3/19 Resident access to plans during public notification period (D19/32029)Motion That Council receives a report with recommendations to make copies of plans accessible to residents who are not businesses at a reasonable cost. Resolution Cr Bolton moved, Cr Kavanagh seconded - That Council receives a report with recommendations to make copies of plans accessible to residents who are not businesses at a reasonable cost. Lost NOM4/19 #SaveHakeem (D19/33171)Motion That Council: 1. Endorses the public statement in relation to Hakeem Ali al-Araibi: Moreland City Council expresses its concerns for Australian refugee Hakeem Ali al-Araibi, who is in imminent danger of deportation from Thailand back to Bahrain. Hakeem Al-Araibi is a current and required playing member with the Pascoe Vale Football Club, a premier community football club within Moreland City Council and contributes strongly to our football community. Moreland is home to many asylum seekers. Through its commitments in the Moreland Human Rights Policy 2016-2026 and Moreland Social Cohesion Plan 2018-2020, Council is responsible for creating conditions that respect human rights in the municipality and ensure dignified access to services for all residents of Moreland. As a local Council we respect and value asylum seekers who live in our municipality and their democratic right to participate in and contribute to the life of the community. We recognise their human rights, struggle, resilience and determination to secure a safe and secure future for themselves and their families. We commit to welcoming asylum seekers into our community and give them fair access to our services. Moreland City Council calls upon the Government of Thailand to reverse the decision and release Hakeem Ali Al-Araibi and allow him to be returned safely to Australia and his family. 2. Writes a second letter to Thai Prime Minister Prayut Chan-Ocha calling for the release of Al-Araibi and for his return to Australia, now that Bahrain has officially lodged extradition papers in the Thai courts. 3. Writes to Minister for Home Affairs, Peter Dutton, and the Minister for Foreign Affairs, the Hon Marise Payne, to request information about the sequence of actions that Australia took which led to Al-Araibis detention. 4. Send copies of this letter to the Member for Wills, Peter Khalil MP, Victorian Senators, the Pascoe Vale Football Club, the Professional Footballers Association and the Football Federation Australia. Resolution Cr Bolton moved - That Council: 1. This Notice of Motion was withdrawn at the request of Cr Bolton. Notice of Rescission: Nil. Foreshadowed Items: Cr Bolton foreshadowed a Notice of Motion regarding access to community venues for Open Table. Cr Martin foreshadowed a Notice of Motion regarding a stormwater system drains and stamp/stencil program. URGENT BUSINESS REPORTS: Nil Confidential Business: Confidential BusinessResolution Cr Riley moved, Cr Davidson seconded - In accordance with section 89(2) of the Local Government Act 1989, this Council meeting be closed to the public to consider this/these report(s): ( EMF4/19 Proposed Purchase of Property (D19/3429) because it relates to any other matter which the Council or special committee considers would prejudice the Council or any person. Moved Cr Martin, seconded Cr Riley ( EMF5/19 VicRoads Land, Fawkner (D19/22189) because it relates to any other matter which the Council or special committee considers would prejudice the Council or any person. ( DCF9/19 Route 58 Tram Infrastructure (D19/29581) because it relates to any other matter which the Council or special committee considers would prejudice the Council or any person. DBT3/19 Contract Matter (D19/40591) because it relates to contractual matters. Carried  9.20 pm Cr Bolton left the Council Chamber. The meeting closed to the public at 9.20 pm. OPENING THE MEETING TO THE PUBLIC Resolution Cr Kavanagh moved, Cr Davidson seconded - That the Council meeting be opened to the public. CarriedThe Council meeting was opened to the public at 9.55 pm. The meeting closed at 9.55 pm. 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