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Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON...

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OM257 MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON ON 7 JULY 2014 at 7PM PRESENT Cr. Darrel Taylor (Mayor) Cr. James Dooley Cr. Rebekah Spelman Cr. Glenn Aitken Cr. Sandra Mayer Cr. Suzette Tayler Cr. Brian Cunial Cr. Colin Hampton Cr. Michael O’Reilly APOLOGIES: Nil. ABSENT: Nil. OFFICERS: Mr. Dennis Hovenden, Chief Executive Officer Mr. Tim Frederico, Director Corporate Development Dr. Gillian Kay, Director Community Development Mr. Vito Albicini, Director City Development Ms. Fiona Johnstone, Acting Planning and Environment Manager Mr. Michael Craighead, Administration and Corporate Projects Manager Ms. Marilyn Miller, Media and Communications Coordinator Ms. Michelle Tipton, Council Core Business Coordinator EXTERNAL REPRESENTATIVES: Nil COUNCILLOR STATEMENT Councillor Cunial made the following statement: All members of this Council pledge to the City of Frankston community to consider every item listed on this evening’s agenda: Based on the individual merits of each item; Without bias or prejudice by maintaining an open mind; and Disregarding Councillors’ personal interests so as to avoid any conflict with our public duty. Any Councillor having a conflict of interest in an item will make proper, prior disclosure to the meeting and will not participate or vote on the issue.” Chairperson’s initials
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Page 1: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

OM257

MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON

ON 7 JULY 2014 at 7PM PRESENT Cr. Darrel Taylor (Mayor)

Cr. James Dooley Cr. Rebekah Spelman Cr. Glenn Aitken Cr. Sandra Mayer Cr. Suzette Tayler Cr. Brian Cunial Cr. Colin Hampton Cr. Michael O’Reilly

APOLOGIES: Nil. ABSENT: Nil. OFFICERS: Mr. Dennis Hovenden, Chief Executive Officer

Mr. Tim Frederico, Director Corporate Development Dr. Gillian Kay, Director Community Development Mr. Vito Albicini, Director City Development Ms. Fiona Johnstone, Acting Planning and Environment Manager Mr. Michael Craighead, Administration and Corporate Projects Manager Ms. Marilyn Miller, Media and Communications Coordinator Ms. Michelle Tipton, Council Core Business Coordinator

EXTERNAL REPRESENTATIVES:

Nil

COUNCILLOR STATEMENT

Councillor Cunial made the following statement:

“ All members of this Council pledge to the City of Frankston community to consider every item listed on this evening’s agenda:

• Based on the individual merits of each item; • Without bias or prejudice by maintaining an open mind; and • Disregarding Councillors’ personal interests so as to avoid any conflict with our

public duty.

Any Councillor having a conflict of interest in an item will make proper, prior disclosure to the meeting and will not participate or vote on the issue.”

Chairperson’s initials

Page 2: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

OM257

PRAYER

At the request of the Mayor, Councillors, officers and members of the gallery stood while Councillor O’Reilly read the Opening Prayer.

ACKNOWLEDGEMENT OF TRADITIONAL OWNERS

Councillor Tayler acknowledged the Boonerwrung and Bunurong peoples – the traditional custodians of the land on which we stand and recognised all Aboriginal and Torres Strait Islander peoples who have given to Australia’s identity – from the past, into the present and for the future.

Chairperson’s initials

Page 3: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 1 07 July 2014 OM257

1. PRESENTATION TO COMMUNITY GROUPS ................................................... 3

2. CONFIRMATION OF MINUTES OF PREVIOUS MEETING ............................... 3

Ordinary Meeting No. OM256 held on 18 June 2014. ......................................... 3

3. APOLOGIES ....................................................................................................... 3

4. DISCLOSURES OF INTEREST AND DECLARATIONS OF CONFLICT OF INTEREST .................................................................................................... 3

5. PUBLIC QUESTION TIME.................................................................................. 3

6. HEARING OF PUBLIC SUBMISSIONS ............................................................. 3

7. ITEMS BROUGHT FORWARD .......................................................................... 4

8. PRESENTATIONS / AWARDS ........................................................................... 4

9. PRESENTATION OF PETITIONS AND JOINT LETTERS ................................. 4

10. CONSIDERATION OF TOWN PLANNING REPORTS ...................................... 5

10.1 May Town Planning Progress Report ....................................................... 5

11. CONSIDERATION OF REPORTS OF OFFICERS ............................................. 6

11.1 Record of Assemblies of Councillors ........................................................ 6

11.2 2014 General Revaluation ........................................................................ 7

11.3 Documents for Sealing - Lease Agreement - Langwarrin Service Centre ....................................................................................................... 8

11.4 Proposed Lease of Crown Land - Telecommunications Facility (Existing) - 2/185N Cranbourne-Frankston Road Langwarrin (Lloyd Park Reserve) ................................................................................ 9

11.5 Review of Procurement Policy ................................................................ 10

11.6 Wuxi Sister City Relationship - Outbound Delegation ............................. 11

12. NOTICES OF MOTION ..................................................................................... 12

12.1 NOM - 1049 - Frankston City Band - ANZAC War Memorial Concert Fundraiser ................................................................................. 12

13. LATE REPORTS .............................................................................................. 13

14. URGENT BUSINESS ........................................................................................ 14

Urgent Business – McClelland Gallery Proposal for Frankston Station Precinct ............................................................................................................. 14

Urgent Business – Pharmacotherapy Outlets ................................................... 15

Urgent Business – Diamond Interchange at Ballarto Road ............................... 16

Chairperson’s initials

Page 4: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 2 07 July 2014 OM257

15. CONFIDENTIAL ITEMS ................................................................................... 17

C.1 Frankston Charitable Fund Committee of Management Appointments .......................................................................................... 17

C.2 Confidential Papers - Expiry of Confidential Period - Sandsculpting Australia .......................................................................... 17

C.3 Nomination for Pride, Safety and Beautification Committee ................... 17

C.4 Outcomes of the Audit and Risk Management Committee - 23 May 2014 ................................................................................................ 17

C.5 Documents for Sealing - Heads of Agreement for Frankston Football Club Inc. .................................................................................... 17

16. OUTCOME OF CONSIDERATION OF CERTAIN CONFIDENTIAL ITEMS..... 18

C.2 Proposed Assignment of Lease – Beach Café – 10N Nepean Highway, Seaford (presented to Council on 5 May 2014 – OM254)................................................................................................... 18

C.1 Frankston Charitable Fund Committee of Management Appointments (presented to Council on 7 July 2014 – OM257)............. 18

Chairperson’s initials

Page 5: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 3 07 July 2014 OM257

1. PRESENTATION TO COMMUNITY GROUPS Nil

2. CONFIRMATION OF MINUTES OF PREVIOUS MEETING Ordinary Meeting No. OM256 held on 18 June 2014. Council Decision Moved: Councillor Aitken Seconded: Councillor Mayer That the minutes of the Ordinary Meeting No. OM256 held on 18 June 2014 copies of which had previously been circulated to all Councillors, be confirmed, approved and adopted.

Carried Unanimously

3. APOLOGIES Nil

4. DISCLOSURES OF INTEREST AND DECLARATIONS OF CONFLICT OF INTEREST The Mayor, Councillor Taylor declared an interest in Item 11.6: Wuxi Sister City Relationship – Outbound Delegation. The Mayor stated that he will be attending the Wuxi International Sister City Forum. The Mayor also advised of his intention to leave the chamber while discussion on the matter took place.

The Chief Executive Officer declared a conflict of interest in the Urgent Business matter relating to the McClelland Gallery proposal for Frankston Station Precinct. The Chief Executive Officer stated that he is a Board Member of McClelland Gallery. The Chief Executive Officer also advised of his intention to leave the chamber while discussion on the matter took place.

5. PUBLIC QUESTION TIME Three (3) people submitted questions to Council. At the request of the Mayor, the Chief Executive Officer read the questions and answers to the gallery. The questions and answers are contained in Appendix.

The Mayor provided a brief overview of the Anzac Centenary celebrations proposed for 2015.

6. HEARING OF PUBLIC SUBMISSIONS The Chief Executive Officer declared a conflict of interest in the Urgent Business matter relating to the McClelland Gallery proposal for Frankston Station Precinct and left the

chamber at 7.21pm.

Ms. Christine Richards made a submission to Council regarding the Urgent Business Item relating to the McClelland Gallery proposal for Frankston Station Precinct; and

Mr. Robert Lindsay made a submission to Council regarding the Urgent Business item relating to the McClelland Gallery proposal for Frankston Station Precinct.

The Chief Executive Officer returned to the chamber at 7.46pm.

Chairperson’s initials

Page 6: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 4 07 July 2014 OM257

7. ITEMS BROUGHT FORWARD Nil.

8. PRESENTATIONS / AWARDS Nil

9. PRESENTATION OF PETITIONS AND JOINT LETTERS Councillor Tayler left the chamber at 7.48pm.

Councillor Tayler returned to the chamber at 7.49pm.

Council Decision Moved: Councillor Aitken Seconded: Councillor Hampton

That the petition containing 17 signatures from the residents of Finlay Street be received and lay on the table.

Carried Unanimously

Chairperson’s initials

Page 7: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 5 07 July 2014 OM257

10. CONSIDERATION OF TOWN PLANNING REPORTS 10.1 May Town Planning Progress Report

(NN Community Development)

Council Decision Moved: Councillor Hampton Seconded: Councillor Cunial That the report be noted.

Carried Unanimously

Chairperson’s initials

Page 8: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 6 07 July 2014 OM257

11. CONSIDERATION OF REPORTS OF OFFICERS 11.1 Record of Assemblies of Councillors

(MT Corporate Development)

Council Decision Moved: Councillor Spelman Seconded: Councillor Hampton That Council receives the following written records:

• 9 April 2014;

• 28 April 2014;

• 29 April 2014;

• 30 April 2014;

• 5 May 2014;

• 6 May 2014;

• 7 May 2014;

• 14 May 2014;

• 15 May 2014;

• 19 May 2014;

• 21 May 2014;

• 26 May 2014;

• 2 June 2014;

• 4 June 2014;

• 10 June 2014;

• 11 June 2014; and

• 18 June 2014.

Carried Unanimously

Chairperson’s initials

Page 9: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 7 07 July 2014 OM257

11.2 2014 General Revaluation (KJ Corporate Development)

Council Decision Moved: Councillor Mayer Seconded: Councillor Dooley That Council receives and notes the return of the 2014 General Revaluation.

Carried Unanimously

Chairperson’s initials

Page 10: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 8 07 July 2014 OM257

11.3 Documents for Sealing - Lease Agreement - Langwarrin Service Centre (MT Corporate Development)

Council Decision Moved: Councillor Hampton Seconded: Councillor Mayer That the Deed of Renewal and Variation of Lease in respect of Shop T6, The Gateway Shopping Village, Langwarrin, be signed and sealed.

Carried Unanimously

Chairperson’s initials

Page 11: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 9 07 July 2014 OM257

11.4 Proposed Lease of Crown Land - Telecommunications Facility (Existing) - 2/185N Cranbourne-Frankston Road Langwarrin (Lloyd Park Reserve) (MC Corporate Development)

Council Decision Moved: Councillor Mayer Seconded: Councillor Hampton That:

1. Crown Castle be advised that Council agrees in principle to the leasing of part of the Crown Land at 2/185N Cranbourne-Frankston Road Langwarrin, being part of Crown Allotment 1A Section B in the Parish of Langwarrin, County of Mornington, permanently reserved for Public Recreation, for a term of fifteen (15) years, for the sum of $25,000 plus GST per annum, for the purposes of a Telecommunications facility, subject to:

(i) the satisfactory completion of statutory procedures for the leasing of Council land pursuant to s.190 Local Government Act 1989.

2. The Chief Executive Officer be authorised to commence the statutory procedures for the leasing of land including public notice.

Carried Unanimously

Chairperson’s initials

Page 12: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 10 07 July 2014 OM257

11.5 Review of Procurement Policy (GV Corporate Development)

Council Decision Moved: Councillor Mayer Seconded: Councillor Dooley That Council:

1. notes the effectiveness of the 2013/2014 procurement strategy and in particular, the achievements and actions taken to ensure value for money and best practice; and

2. adopts the 2014/2015 Procurement Policy.

Carried Unanimously

Chairperson’s initials

Page 13: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 11 07 July 2014 OM257

11.6 Wuxi Sister City Relationship - Outbound Delegation (SJ Corporate Development)

The Mayor, Cr Taylor, having declared an interest pursuant to Section 79 of the Local Government Act 1989, left the Chamber prior to discussion on this item and

was not present for voting.

Cr. Spelman assumed the Chair.

Council Decision Moved: Councillor Hampton Seconded: Councillor Mayer That Council endorses the Mayor’s attendance at the 7th Wuxi International Sister City Forum at a cost of up to $5,000.

Carried Unanimously

The Mayor returned to the Chamber at 7.52pm.

The Mayor resumed the Chair.

Chairperson’s initials

Page 14: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 12 07 July 2014 OM257

12. NOTICES OF MOTION 12.1 NOM - 1049 - Frankston City Band - ANZAC War Memorial Concert Fundraiser

(AC Chief Executive Office)

Council Decision Moved: Councillor Tayler Seconded: Councillor Hampton

That the cost of hiring the Frankston Arts Centre Theatre for the Frankston City Band – ANZAC War Memorial Concert fundraiser being held on the 12th October this year be paid for using my Councillor Discretionary Fund to the maximum of cost of $1,500.

Carried Unanimously

Chairperson’s initials

Page 15: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 13 07 July 2014 OM257

13. LATE REPORTS

NIL.

Chairperson’s initials

Page 16: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 14 07 July 2014 OM257

14. URGENT BUSINESS Urgent Business – McClelland Gallery Proposal for Frankston Station Precinct

Council Decision Moved: Councillor Aitken Seconded: Councillor Cunial That the matter of the McClelland Gallery Proposal for Frankston Station Precinct be accepted as urgent business.

Carried Unanimously

The Chief Executive Officer, having declared an interest pursuant to Section 79 of the Local Government Act 1989, left the Chamber

prior to discussion on this item.

Council Decision Moved: Councillor Cunial Seconded: Councillor Hampton

That Cr Aitken be granted an extension of time.

Carried Unanimously

Council Decision Moved: Councillor Aitken Seconded: Councillor Cunial That a report be prepared for Council’s consideration at the 28 July, 2014 meeting regarding the proposal for Council to request State Government to utilise a fifteenth of the $13.8m (i.e. $920,000) earmarked for Frankston Station Precinct Improvements or other sources of funding from State or Federal Government to fund the McClelland Gallery’s proposal to include a number of major and minor art works within the Station Precinct and surrounds.

Carried Unanimously

The Chief Executive Officer returned to the Chamber at 8.04pm.

Chairperson’s initials

Page 17: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 15 07 July 2014 OM257

Urgent Business – Pharmacotherapy Outlets

Council Decision Moved: Councillor Cunial Seconded: Councillor Mayer That the matter of Pharmacotherapy Outlets be accepted as urgent business.

Carried Unanimously

Council Decision Moved: Councillor Cunial Seconded: Councillor Tayler That Council seeks urgent meetings with the Minister for Police and Emergency Services, Minister for Public Transport, Minister for Tourism, Major Events and Small Business, Minister for Crime Prevention and the Minister for Planning. Such meetings are requested in order to discuss the negative impacts that the concentration of pharmacotherapy outlets are having and have had for many years on public order, tourism, transport, development and trade within the city. It is anticipated that all Councillors will be included at any meetings with the Ministers. A short report detailing what meetings have been arranged is to be provided to Council at our next meeting on the 28th July 2014.

Carried Unanimously

Chairperson’s initials

Page 18: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

ORDINARY MEETING MINUTES 16 07 July 2014 OM257

Urgent Business – Diamond Interchange at Ballarto Road

Council Decision Moved: Councillor Mayer Seconded: Councillor Aitken

That the matter of the diamond interchange at Ballarto Road be accepted as urgent business.

Carried Unanimously

Council Decision Moved: Councillor Mayer Seconded: Councillor O'Reilly

On 30 June 2014, Shadow Minister for Roads, Luke Donnellan, announced the Labor Party’s commitment to a full diamond interchange at Ballarto Road as part of the Westernport freeway upgrade.

That Council writes to the Minister for Transport, the Hon Terry Mulder, seeking a matched commitment to a full diamond interchange at Ballarto Road.

Carried Unanimously

Chairperson’s initials

Page 19: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Confidential Items 17 07 July 2014 OM257

15. CONFIDENTIAL ITEMS

Council Decision Moved: Councillor Cunial Seconded: Councillor Tayler

That the Ordinary Council Meeting be closed to the public to consider the following items which are of a confidential nature, pursuant to section 89(2) of the Local Government Act (LGA) 1989 for the reasons indicated:

C.1 Frankston Charitable Fund Committee of Management Appointments Agenda Item C.1 Frankston Charitable Fund Committee of Management Appointments is designated confidential as it relates to Any other matter which the Council or special committee considers would prejudice the Council or any person (s89 2h)

C.2 Confidential Papers - Expiry of Confidential Period - Sandsculpting Australia Agenda Item C.2 Confidential Papers - Expiry of Confidential Period - Sandsculpting Australia is designated confidential as it relates to proposed developments (s89 2e)

C.3 Nomination for Pride, Safety and Beautification Committee Agenda Item C.3 Nomination for Pride, Safety and Beautification Committee is designated confidential as it relates to Any other matter which the Council or special committee considers would prejudice the Council or any person (s89 2h)

C.4 Outcomes of the Audit and Risk Management Committee - 23 May 2014 Agenda Item C.4 Outcomes of the Audit and Risk Management Committee - 23 May 2014 is designated confidential as it relates to Any other matter which the Council or special committee considers would prejudice the Council or any person (s89 2h)

C.5 Documents for Sealing - Heads of Agreement for Frankston Football Club Inc. Agenda Item C.5 Documents for Sealing - Heads of Agreement for Frankston Football Club Inc. is designated confidential as it relates to contractual matters (s89 2d)

Carried Unanimously

Chairperson’s initials

Page 20: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Confidential Items 18 07 July 2014 OM257

16. OUTCOME OF CONSIDERATION OF CERTAIN CONFIDENTIAL ITEMS

C.2 Proposed Assignment of Lease – Beach Café – 10N Nepean Highway, Seaford (presented to Council on 5 May 2014 – OM254) Moved: Councillor Aitken Seconded: Councillor Spelman That:

1. Council consents to the Assignment of the Lease for the Beach Café Seaford, to John Christou and Chris Christou as Trustee for the Halifax Investments Family Trust.

2. That the Deed of Assignment be signed and sealed. 3. That the recommendation be released to the public following the execution of

documentation by all parties

This MOTION was put and CARRIED unanimously

C.1 Frankston Charitable Fund Committee of Management Appointments (presented to Council on 7 July 2014 – OM257) Moved: Councillor Mayer Seconded: Councillor Spelman That Council:

1. Approves appointment of Michelle Graham to the Frankston Charitable Fund Committee of Management.

2. Approves appointment of Karin Hann to the Frankston Charitable Fund Committee of Management.

3. Notifies unsuccessful applicant to the Frankston Charitable Fund Committee of Management.

4. Retains three community representatives on the Committee of Management as specified in the Deed of Gift with Lord Mayor’s Charitable Foundation.

5. That this recommendation be released immediately following Closed Council.

This MOTION was put and CARRIED unanimously

Chairperson’s initials

Page 21: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Confidential Items 19 07 July 2014 OM257

The meeting closed at 8.30 p.m. CONFIRMED THIS DAY OF 2014 ……………………………………………..

CHAIRPERSON

AUTHORITY TO STAMP INITIALS ON MINUTES I, Cr. Darrel Taylor, Chairperson – Council Meeting hereby authorise the use of a stamp of my initials to initial each page of these Minutes of the Council Meeting held on Monday 7 July 2014, confirmed on Monday 28 July 2014. …………………………………………………………… (Cr. Darrel Taylor, Chairperson – Council Meeting) Dated this day of 2014

Page 22: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Question Time 20 07 July 2014 OM257

Jennie Allen QUESTION 1: At the June 18th council meeting it was widely discussed by councillors their desire for others to fund this project. What fundraisers activities have the councillors undertaken to raise funds for the War memorial since this meeting? RESPONSE: Comments from Chief Executive Officer Council has participated in a tin raffle to help raise funds towards the war memorial fund. These tins are located at all Council outlets and various shops within the municipality.

Council also has on its website a pledge form which enables residents to make donations towards the War Memorial project. Funds are also promoted via the Ritchie’s Community benefits program.

The Women for the War Memorial Group held a tin collection at the Wells Street Market in June and raised $600.

QUESTION 2: At the June 18 council meeting Cr Dooley stated in regards to the War memorial that the council does not really have an open cheque book for any project he also stated it is our job to critically examine every project for value, need and quality. The process should not be rushed.

Is this the parameters that the council will set for every project proposal for which is presented to them?

RESPONSE: Comments from Director City Development When developing the draft Capital Works Program (projects), the following parameters are utilised by Council:

1. The Council Plan, the Long Term Financial Plan (LTFP) and the relevant Asset Management Plan (AMP) are the core considerations for proposing capital programs;

2. Projects are sorted into renewals, compliance, upgrades or new programs. No upgrade projects will be included in the renewals program. Any maintenance works or funding for master plan development will be referred to the Operational Budget.

3. The 30 Year Capital Works Program will only contain projects that are derived from a Strategic Plan, Asset Management Plan, Master Plan, Structure Plan (and the like), an approved Business Case or from a specific Council or Executive resolution.

4. Business Cases are required for individual projects greater than $1,000,000 or have not been established through the development of a Strategic Plan, Asset Management Plan, Master Plan or Structure Plan (and the like). Business Cases for the project can be developed throughout the year but must have Executive approval before commencing.

5. Complex projects or new / upgrade projects over $500k will be planned to be delivered over a minimum three year period. The typical delivery model will be:

- Year 1 - Concept planning and development of project brief; - Year 2 – Schematic design, consultation, detailed design and obtaining permits; - Year 3 and beyond - Construction and defects liability monitoring. - Council can decide not to proceed or postpone the project after Year 1 or Year 2.

Chairperson’s initials

Page 23: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Question Time 21 07 July 2014 OM257

6. In order to improve the planning of works, improve integration of works, sharing of knowledge and minimising operational disruption, the following shall occur:

7. Renewal Programs: Asset Managers must discuss proposed program with Service Manager and seek their input in the development of the program.

8. New / Upgrade Programs: Program Sponsor must discuss proposed works / program with Project Manager and seek input from Asset Manager in finalising the Project Implementation Plan.

9. Program Sponsors and Asset Managers shall initiate integration discussions of their programs to seek opportunities to integrate works from different programs to deliver multiple projects at one location so as to encourage optimum use of resources and outputs; and

10. Projects without some level of mature planning will not be consider to be fully funded for year one. For example projects that are poorly scoped, or lack consultation will be given a lower priority.

QUESTION 3: Can council please explain how they are going about addressing all of the issues relating to the issues outlined in the resolution from the 18th June council meeting? How will these issues be addressed and what is the way forward to ensure that the issues are addressed?

RESPONSE: Comments from Chief Executive Officer Council is meeting with the RSL on Wednesday to discuss funding and Council will continue to identify other funding sources at State and Federal Government level.

All other issues will be addressed in the officer’s report when it is presented to Council for consideration.

Chairperson’s initials

Page 24: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Question Time 22 07 July 2014 OM257

Leanne Hodolic QUESTION 1: Upon listening to the recording of the June 18 meeting during the debate in relation to the war memorial Cr Aitken remarked on the damage to the Bali war memorial in Lincoln square Carlton, Cr Aitken expressed his concern about the design attracting skaters and the ongoing cost and maintenance of this issue.

Can council provide a list of other infrastructure within the city of Frankston that is damaged or vandalised as a result of skaters, if the list can be provided what measures has council taken to prevent the damage from skaters and how successful have the measures been?

RESPONSE: Comments from Director City Development Damage from vandalism as a result of skaters does not appear to be an issue at this Council.

At this stage, Council does not have a detailed list that identifies vandalism or damage which is due to skaters. However Council keeps records of all requests for infrastructure repairs and resolves these when requests are received.

Some of the means that Council uses to minimise the damage to infrastructure due to skaters is to use metal inserts placed in horizontal joints of the sandstone blockwork seats and feature walls in the municipality and have found these measures to be successful to date. QUESTION 2: The recording of the June 18 council meeting on the War Memorial Cr Dooley who wishes to be the Labour candidate for the seat of Frankston stated that there is nothing wrong with the current war memorial, except there is no space.

Can council provide a list of the names of councillors who have attended Anzac Day, Vietnam Veterans Day and Remembrance Day at the current war memorial and been seated in the front row of the seating area to witness the difficulty with access, trip hazards and the difficulty of our older veterans to lay wreaths?

RESPONSE: Comments from Director Corporate Development To the best of my knowledge there are no formal records of which past or present councillors have attended the various ceremonies and if or where they may have been seated.

QUESTION 3: Upon listening to the recording of the June 18 council meeting during the debate in relation to the war memorial CR Cunial asked the question on whether the Frankston Sunrise Rotary Club had been approached by council for assistance for the war memorial. Cr Cunial also mentioned he is a member of the Frankston Sunrise Rotary Club. Has Cr Cunial himself directly approached the club to contribute or undertake any part of the war memorial project?

RESPONSE: Comments from Director Corporate Development The Frankston Sunrise Rotary club had indicated its preparedness to work with Council on delivering the original proposal opposite St Paul’s church. Formal discussions have yet to be held with the club regarding any involvement in delivering the revised proposal.

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Page 25: Minutes of Ordinary Meeting - 7 July 2014 · MINUTES OF ORDINARY COUNCIL MEETING OF THE FRANKSTON CITY COUNCIL . HELD IN THE CIVIC CENTRE, DAVEY STREET, FRANKSTON . ON 7 JULY 2014

Question Time 23 07 July 2014 OM257

Michelle Clark QUESTION 1: The council wishes for others to fund the War Memorial project of which costs are reported to have remained consistent at $1.4m. Currently, some Councillors are not satisfied with the current design. If design issues are resolved to the satisfaction of all Councillors and this resolution causes the project costs to escalate. Who will pay the additional cost to the project?

RESPONSE: Comments from Chief Executive Officer The estimated project cost of the Memorial Place Precinct and the Avenue of Honour in Baxter Street is $1.4 million including design and documentation. Council has previously allocated $100,000 in the 13/14 budget for the project design and a further $300,000 from rate revenue in the 14/15 budget for construction of Stage 1A.

It is clear that Council has already made a substantial financial commitment to the project. Council will continue to identify other funding sources at State and Federal Government level. Should the project proceed as a council project, Council will ultimately be responsible for any cost overruns should they occur.

QUESTION 2: At the Council Meeting on the 18th June 2014, after almost 45 mins of discussion, all the Council resolved was to put out a press release. What has the Council done since that meeting to address the issues outlined in the resolution and sub-sequentially the press release?

RESPONSE: Comments from Chief Executive Officer Further work is being undertaken by Council officers on the design features. A meeting with the Victorian RSL branch and Frankston sub-branch has also been scheduled for Wednesday.

Following discussions with the RSL, a draft report will be prepared, which will be reviewed between Councillors and officers. A final report will be then presented to a formal meeting of Council as soon as possible for a decision.

QUESTION 3: I am completely moved and inspired by the design of the war memorial put forward by the designers as are other members of the community. Councillors have commented that it does not have a cenotaph which is totally incorrect. It was made quite clear what is described as the peninsula is the cenotaph which I found relevant and emotionally thought provoking. It is clear the community like the design, why are Councillor’s requiring others to fund the project i.e. the community yet wish to dictate the design?

RESPONSE: Comments from Chief Executive Office From inception of the initial and current project, Council has always envisaged seeking widespread community support towards the funding and construction of the new memorial including the application of grant funds from the State and Federal Governments and all other sources.

Ultimately, the finished project will become councils responsibility to maintain and it is therefore important that the project is designed to ensure maintenance costs and the likelihood of any damage is minimised.

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