Attachments: 1. Supporting Attachment 2. Records of Assemblies of Councillors MANAGEMENT REPORT Agenda Item 6.1 Council RECORDS OF ASSEMBLIES OF COUNCILLORS 28 June 2011 Presenter: Keith Williamson, Manager Governance Services Purpose and background 1. The purpose of this report is to present the most recent written records of assemblies of Councillors for Council to note. 2. In accordance with section 80A of the Local Government Act 1989, written records of assemblies of Councillors are to be reported at an ordinary meeting of the Council as soon as practicable. Key issues 3. Amendments to the Act, which came into effect on 24 September 2010, altered the definition of an assembly of Councillors to include advisory committees where one or more Councillors were present, along with planned or scheduled meetings involving at least half the Councillors and an officer. 4. A Councillor who has a conflict of interest at an assembly of Councillors must disclose to the meeting that he or she has a conflict of interest, and leave the meeting while the matter is being discussed. 5. A written record is required to be kept of every assembly of Councillors including the names of all Councillors and staff at the meeting, a list of the matters considered, any conflict of interest disclosed by a Councillor and whether a Councillor who disclosed a conflict left the room. 6. Assemblies of Councillors that consider information that has been declared confidential under section 77 of the Act, require only the title of the written record to be disclosed. If the title of the written record is considered confidential, the written record will be reported upon in the closed session of the Council meeting. Recommendation from management 7. That Council note the written records of the assemblies of Councillors as detailed in Attachment 2. Page 1 of 13
Transcript
Attachments: 1. Supporting Attachment 2. Records of Assemblies of Councillors
M A N A G E M E N T R E P O R T Agenda Item 6.1 CouncilRECORDS OF ASSEMBLIES OF COUNCILLORS 28 June 2011 Presenter: Keith Williamson, Manager Governance Services
Purpose and background
1. The purpose of this report is to present the most recent written records of assemblies of Councillors for Council to note.
2. In accordance with section 80A of the Local Government Act 1989, written records of assemblies of Councillors are to be reported at an ordinary meeting of the Council as soon as practicable.
Key issues
3. Amendments to the Act, which came into effect on 24 September 2010, altered the definition of an assembly of Councillors to include advisory committees where one or more Councillors were present, along with planned or scheduled meetings involving at least half the Councillors and an officer.
4. A Councillor who has a conflict of interest at an assembly of Councillors must disclose to the meeting that he or she has a conflict of interest, and leave the meeting while the matter is being discussed.
5. A written record is required to be kept of every assembly of Councillors including the names of all Councillors and staff at the meeting, a list of the matters considered, any conflict of interest disclosed by a Councillor and whether a Councillor who disclosed a conflict left the room.
6. Assemblies of Councillors that consider information that has been declared confidential under section 77 of the Act, require only the title of the written record to be disclosed. If the title of the written record is considered confidential, the written record will be reported upon in the closed session of the Council meeting.
Recommendation from management
7. That Council note the written records of the assemblies of Councillors as detailed in Attachment 2.
Page 1 of 13
Attachment 1 Agenda Item 6.1
Council 28 June 2011
1
SUPPORTING ATTACHMENT
Legal
1. The written records of the assemblies of Councillors are presented in accordance with section 80A of the Local Government Act 1989.
2. Under section 79 of the Act, a Councillor must disclose to an assembly that he or she has a conflict of interest and leave the assembly whilst the matter is being considered by the assembly. Penalty for not declaring a conflict of interest and leaving the assembly while the matter is being considered and decided may incur a fine of 120 penalty units.
Finance
3. There are no direct financial implications arising from the recommendation in this report.
Conflict of interest
4. No member of Council staff, or other person engaged under a contract, involved in advising on or preparing this report has declared a direct or indirect interest in relation to the matter of the report.
Stakeholder consultation
5. There is no requirement to consult with external stakeholders.
Relation to Council policy
6. The recommendations within this report align with priorities and goals as identified in the Council Plan 2009-13 (Goal 7 – Lead by example; Outcome 7.1 – Respected and credible leadership).
Environmental sustainability
7. This proposal has no significant impact on environmental sustainability.
Page 2 of 13
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Attachment 2Agenda Item 6.1
Council28 June 2011
RECORDS OF ASSEMBLIES OF COUNCILLORS - SUMMARY
Date Meeting Name Matters discussed
22 February 2011 Parks and Gardens Advisory Committee
Open Space Strategy Urban Forest Strategy Royal Park – return to parkland project
6 May 2011 Melbourne Music Internal Steering Committee
Program Update Consultation Forum Marketing
9 May 2011 Melbourne Spring Fashion Week Advisory Board
Program Update Creative Concept Commercial Partner Update
11 May 2011 Moomba Festival Advisory Board
Event Cycle Parade Sponsorship Opportunities General Business
18 May 2011 Parks and Gardens Advisory Committee
Royal Park return to parkland project Open Space strategy update Urban forest strategy update
19 May 2011 Melbourne Retail Advisory Board
Swanston Street Retail Prospect Study Great Melbourne Treasure Hung post campaign findings Christmas in the City update Melbourne Music Week Victorian Government Update Draft budget 2011-12 Key Highlights impacting retail New parking technology update Look.Stop.Shop Productivity Commission
24 May 2011 Councillor Forum Docklands Second Decade
31 May 2011 Councillor Forum Central City Heritage Review Planning Scheme Event Partnership Program Christmas Tree Kathleen Syme Centre
7 June 2011 Councillor Forum Gatehouse Street Melbourne Wholesale Fish Market Outstanding Council and Committee Resolutions Event Partnership Program CEO Report
Page 3 of 13
Record of Assembly of Councillors Form - DM # 6521404
RECORD OF ASSEMBLY OF COUNCILLORS
1. Time and Date of meeting: 22 February 2011, 5.30 – 7.30pm
2. Name of meeting: Parks and Gardens Advisory Committee
3. Councillors present: Cr Cathy Oke
4. Officers present: Ian Shears, Graham Porteouss, Francis Khoo, Eamonn Fennessy, Cathy Kiss, Meg Caffin, Lainie Berka, Rebecca Campbell
5. Matters discussed:
• Open Space Strategy
• Urban Forest Strategy
• Royal Park – return to parkland project (Royal Children’s hospital site)
Agenda #6288992
Minutes #6351922
6. Were there any conflict of interest disclosures by Councillors? No
Matter No. Names of Councillors who disclosed conflicts of interest Did the Councillor leave the assembly?
YES NO
YES NO
YES NO
YES NO
7. Record produced by: Name of Officer: …Cathy Kiss…………………………………. Date: 2 / 6 / 11
Completed form to be forwarded to Council Business Level 3
Town Hall Administration Building
Page 4 of 13
Confidential Record of Assembly of Councillors Form - DM # 4984333
RECORD OF ASSEMBLY OF COUNCILLORS
1. Time and Date of meeting: Friday 6 May 2011, 10am – 11.30am
2. Name of meeting: Melbourne Music Internal Steering Committee
3. Councillors present: Councillor Oke
4. Officers present: Martin Cutter – Director, City Business
Steve Nagle – Manager, Events Melbourne
Elise Peyronnet – Event Manager, Event Melbourne
Laura Koomen – Event Coordinator, Events Melbourne
Karly Hickman – Advisory Board Support Officer, Events Melbourne
Ruth Caldwell – Personal Assistant, Office of the CEO
5. Matters discussed:
• Program Update
• Consultation Forum
• Marketing
6. Were there any conflict of interest disclosures by Councillors? Yes / No
Matter No. Names of Councillors who disclosed conflicts of interest Did the Councillor leave the assembly?
YES NO
YES NO
YES NO
YES NO
7. Record produced by: Name of Officer: Karly Hickman Date: 16/05/2011
Completed form to be forwarded to Council Business Level 3
Town Hall Administration Building
Page 5 of 13
Confidential Record of Assembly of Councillors Form - DM # 4984333
RECORD OF ASSEMBLY OF COUNCILLORS
1. Time and Date of meeting: Thursday May 9 2011, 4.30pm – 6.30pm
2. Name of meeting: Melbourne Spring Fashion Week Advisory Board
3. Councillors present: Deputy Lord Mayor Susan Riley
4. Officers present: Steve Nagle – Manager, Events Melbourne
Cherie Fraser – Premier Event Manager, Events Melbourne
R Adams, M Cutter, L Weatherson; M Chrystiuk, A Grizos, S Jolme, R Jordan, H Campbell, T Browne, R Moore, A Kleist, S Wells, R Greig, R Fraser, C Thurling, S Harford, A Paterson, R Bruhn, I Hicks
• Docklands Second Decade
6. Were there any conflict of interest disclosures by Councillors? Yes
YES NO
YES NO
YES NO
YES NO
Record produced by:Name of Officer: HAR-'t CH-124-S-rt LAK
Date: 9-1--t/ / It
„
Completed form to be forwarded to Council Business Level 3
Town Hall Administration Building
Record of Assembly of Councillors Form - DM # 6374189
Page 11 of 13
fiat& it-AAL iga-A
ECORD OF ASSEMBLY OF COUNCLLOR'4CITY (IF MELBOURNE
;7. . if' •
• Time and Date of meeting:
• Name of meeting:
12.30pm Tuesday 31 May 2011
Councillor Forum
ALM Susan Riley, Cr Clarke, Cr Kanis, Cr Oke, Cr Ong . Councillors present:
4. Officers present: R Adams, M Cutter, L Weatherson; M Chrystiuk, A Grizos, S Jolme, R Jordan, H Campbell, J Hanna, S Schwarz, S Zelez, R Brennan, L Mitchell, K Williamson, R Fraser, D Mayes, D Costa, M Coffey, L Perera, A Paterson, R Bruhn, M Hearne, G Masclef, R Hellman, S Nagle, L Creamer
Central City Heritage Review
. Planning Scheme
Event Partnership Program
Christmas Tree
Kathleen Syme Centre
Nere there any conflict of interest disclosures by Councillors? Yes /(No
--
YES ,/ NO
YES NO
YES NO
YES NO
Record produced by:Name of Officer: VIk'/ P---\-1 /-14)---\-t'S-1-‘ (--1,
Date:
Completed form to be forwarded to Council Business Level 3
Town Hall Administration Building
Record of Assembly of Councillors Form - DM # 6374189
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*Pfs] 1 asl ff11:1-14 1 :1 %We] M110111 Di I I KC aziCITY OF MELBOURNE
/ No Were there any conflict of interest disclosures by Councillors
. Officers present:
Matters discussed:
K Alexander, M Cutter, G Lawler, M Stoermer, G Robinson, B Rosen, L Weatherson, M Chrystiuk, A Grizos, R Jordan, H Campbell, T Browne, R Caldwell, N Zaibak, S Nagle, R Bruhn
