Brimbank Council Meeting No. 615 21 February 2023

1 of 27

12.7

Governance Report February 2023

12.7

Governance Report February 2023

Directorate

Advocacy Partnerships and Community Engagement

Director

Georgie Hill

Manager

Lauren Blatchford

Attachment(s)

1. Records of Informal Meetings of Councillors [

12.7.1

- 5

pages]

2. Delegate's and Representative's Reports [

12.7.2

- 5

pages]

3. Minutes of Audit and Risk Committee 9 December 2022

[

12.7.3

- 6 pages]

4. CONFIDENTIAL REDACTED - Works Order Evaluation

Report [

12.7.4

- 4 pages]

5. Submission to National Airports Safeguarding Advisory

Group [

12.7.5

- 2 pages]

6. Mayors for the Voice to Parliament Public Statement

[

12.7.6

- 1 page]

7. CONFIDENTIAL REDACTED - Tender Evaluation Report

[

12.7.7

- 3 pages]

8. CONFIDENTIAL REDACTED - Draft Master Lease

Agreement (Westpac) [

12.7.8

- 26 pages]

Purpose

For Council to consider:



A summary of recent Governance activity.



Contracts entered into, and works orders approved in accordance with the S7

Instrument of Sub Delegation.



Minutes of the Audit and Risk Committee Meeting.



Works Order No. 20/2836/W01-23 under Contract No. 20/2836 - Civil Works

Annual Supply Panel for Biggs Streets, St Albans between Arthur Street and Leslie

Street – Road Rehabilitation Works.



Updated and revised membership of the St Albans Town Centre Partnership

Group.



Council’s submission to the National Airport Safeguarding Framework Advisory

Group.



The Mayors for the Voice to Parliament public statement.



Membership of The West of Melbourne Economic Development Alliance

(WoMEDA).



Contract No. 22/3214A - Non-Maintained Operating Lease Services for Twelve

Side Loading Compactors to Westpac Institutional Bank.

Officer Recommendation

That Council:

a. Notes the:

i. Governance Report February 2023.

ii. Contracts entered into, and works orders approved, in accordance

with S7 Instrument of Sub Delegation (20/2836/W35-23;

22/3245; 20/2836/W37-23; 23/3333; 23/3351Q; 23/3286;

23/3308).

Brimbank Council Meeting No. 615 21 February 2023

2 of 27

iii. Records of Informal Meetings of Councillors, at Attachment 1 to

this report, for incorporation in the minutes of this meeting.

iv. Delegate’s and Representative’s Reports, at Attachment 2 to this

report, for incorporation in the minutes of this meeting.

b. Notes the Minutes of Audit and Risk Committee Meeting No. 133, held on

9 December 2022, at Attachment 3 to this report.

c. Approves Works Order No. 20/2836/W01-23 under Contract No.

20/2836 - Civil Works Annual Supply Panel for Biggs Streets, St Albans

between Arthur Street and Leslie Street – Road Rehabilitation Works to

Patten Pavement Services Pty Ltd.

d. Notes the updated and revised membership of the St Albans Town Centre

Partnership Group.

e. Notes that a Council officer submission was lodged to the National

Airports Safeguarding Advisory Group in relation to Guideline C:

Managing the Risk of Wildlife Strikes in the Vicinity of Airports, at

Attachment 5 to this report.

f. Endorses and commits to sign on behalf of Council, the Mayors for the

Voice to Parliament public statement, relating to the Uluru Statement

from the Heart, at Attachment 6 to this report.

g. Endorses Council’s membership on The West of Melbourne Economic

Development Alliance (WoMEDA), to be reviewed after three years.

h. Notes an annual membership fee of $15,000 for Government Partners of

The West of Melbourne Economic Development Alliance (WoMEDA).

i. Awards Contract No. 22/3214A - Non-Maintained Operating Lease

Services for Twelve Side Loading Compactors to Westpac Institutional

Bank.

Background

The monthly governance report is a standing report to Council, in accordance with best

practice and good governance principles, and to ensure compliance with the

requirements of the

Councillor Code of Conduct

2021 (Code), and Councillor Support (Major) Policy 2020.

Matters for Consideration

Analysis

Exercise of Delegated Authority

Council delegates powers, duties and functions to the Chief Executive Officer in order to

support efficient operation and delivery of Council services. The Chief Executive Officer

has sub-delegated some authority to Directors (and other Council officers). Significant

decisions made, or actions undertaken exercising delegated authority, are reported to

Council as a transparency and accountability measure.

The Chief Executive Officer has been delegated authority by Council to award contracts

up to $1,000,000 (inclusive of GST) through an Instrument of Delegation made on 20

July 2021 (S5 Instrument of Delegation to the Chief Executive Officer). The Chief

Executive Officer has sub-delegated authority to Directors to award contracts up to

Brimbank Council Meeting No. 615 21 February 2023

3 of 27

$200,000 (inclusive of GST) through an Instrument of Delegation made on 14

September 2022 (S7 Instrument of Sub-Delegation by the Chief Executive Officer).

Contracts entered into, and works orders approved, in accordance with S7

Instrument of Sub-Delegation

Contracts entered into, and works orders approved, under delegation since reporting to

the last Council Meeting are:

Contract

No.

Description

Successful

Tenderer

Contract

Amount

(inc GST)

Date

Awarded

20/2836 Works Order No. W35-

23 - Civil Works Panel

– Oberon Avenue St

Panhold

Constructions Pty

Ltd

$753,500 25 November

2022

22/3245 Provision of Printing

Services

Forms Express

$154,000 28 November

2022

20/2836 Works Order No. W37-

23 - Civil Works Panel

– Road Humps

Constructions at

Various Locations

TDL Contractors $294,436 30

November

2022

23/3333 Supply of Natural Gas

for Small Tariff Sites

Energy Australia $109,034 6

December

2022

23/3351Q Supply and Delivery of

Two Zero Turn Mowers

Brandt Tractor Pty

Ltd

$99,770

9 December

2022

23/3286 Dempster Park

Children’s and

Community Centre –

Design Consultancy

Services

N2SH Design Studio $487,868 16

December

2022

23/3308 Supply of Natural Gas

for Large Tariff Sites

Shell Energy

$820,201 20 December

2022

Records of Informal Meetings of Councillors

An Informal Meeting of Councillors includes meetings that are:



Scheduled or planned for the purpose of discussing the business of Council or briefing

Councillors,



Attended by at least one member of Council staff, and



Not Council meetings, Delegated Committee meetings or Community Asset

Committee meetings.

Written records of Informal Meetings of Councillors are kept and include the names of all

Councillors and Council officers attending, the matters considered, any conflict of interest

disclosures made, and whether a Councillor who has disclosed a conflict of interest

leaves the meeting.

These records, as soon as practicable, will be reported at a Council Meeting, and

incorporated in the minutes of that Council Meeting.

Records of Informal Meetings of Councillors

(Attachment 1)

were received for the

following meetings:

Brimbank Council Meeting No. 615 21 February 2023

4 of 27

Date

Event

6 December 2022 St Albans Partnership Group Selection Panel

7 December 2022 Brimbank Aboriginal and Torres Strait Islander Consultative

Committee

14 February 2023 Council Meeting Briefing

Delegate’s and Representative’s Reports

The participation on a range of local, specific issues, committees established by Council,

peak body/sector associations, and local and regional forums, is an essential part of the

representative role Council plays. Council nominates Councillors as delegates and

representatives to these committees annually.

The role, as the Council delegate or Council representative on these committees, is to

represent the position of Council, and report back to Council at a Council Meeting on the

issues or progress of the committees, and any recommendations made by the

committees.

Delegate’s and Representative’s Reports

(Attachment 2)

were received for the

following meetings:

Date

Event

Councillor/s

6 December 2022 St Albans Partnership Group

Selection Panel

Mayor, Cr Bruce Lancashire

Cr Jae Papalia

Cr Virginia Tachos

7 December 2022 Brimbank Aboriginal and Torres

Strait Islander Consultative

Committee

Cr Ranka Rasic

1 February 2023 Metropolitan Transport Forum

Cr Jae Papalia

Councillor Declarations of Representations by Members of Parliament

Councillors have a legitimate role in advocating on behalf of their communities. At times,

this may include the receiving of representations by a Member of State or Federal

Parliament, to Council or Councillors. Councillors will declare and record any

representations made to a Councillor by a Member of Parliament or their staff

representative.

There are no Councillor Declarations of Representations by Members of Parliament for

this period.

Audit and Risk Committee

Confirmed Minutes of Audit and Risk Committee No. 133, held on 9 December 2022, are

provided to Council at

Attachment 3

for noting.

Works Order 20/2836/W01-23 under Contract No. 20/2836 - Civil Works

Annual Supply Panel for Biggs Streets, St Albans between Arthur Street and

Leslie Street – Road Rehabilitation Works

Contract No. 20/2836 - Civil Works Annual Supply Panel (Contract) was approved by

Council on 23 June 2020 under s186 of the

for a period of

two (2) years to a panel of ten (10) Contractors based on a Deed of Standing Offer

Agreement and the one (1) year extension to the Contract was approved at the Council

Meeting on 15 March 2022. Under the agreement, Council can issue Works Order to the

panel contractors to carry out Civil Works packages.

Biggs Streets, St Albans between Arthur Street and Leslie Street – Road Rehabilitation

Works is an approved capital works project in Council’s 2022/2023 Annual Budget.

Brimbank Council Meeting No. 615 21 February 2023

5 of 27

The works include reconstruction of footpath, kerb and channel and vehicle crossing

infills, drainage improvement, rehabilitation of road pavement, and asphalt resurfacing.

There is also a road hump in Biggs Street outside the road rehabilitation area that will be

done as part of this contract. The Works Order evaluation report is provided at

Confidential Attachment 4

.

St Albans Town Centre Partnership Group Update

At the Council Meeting on 17 May 2022 Council:



Endorsed the revised draft St Albans Town Centre Partnership Group (Partnership

Group) Terms of Reference



Resolved to invite Expressions of Interest (EOI) for membership to the Partnership

Group



Formed a selection panel to determine membership to the Partnership Group

comprising the Director City Development, the three Councillor representatives and

the Independent Chair



Resolved to receive a further update advising Council of the appointed members to

the Partnership Group.

The Council Report indicated that Council would initially approach current members to

determine their interest in remaining on the Partnership Group, and then call for

expressions of interest for membership to the vacant positions.

The Council Selection Panel met on 6 December 2022 to appoint two members in

response to the EOIs.

The St Albans Town Centre Partnership Group membership now comprises:

Professional Advisor

Gilbert Rochecouste, Managing

Director, Village Well

Council/Council Officers

Leanne Deans, City Strategy

Manager

Cinzia Crea, St Albans Place Manager

Michael Shiell, Art & Culture

Coordinator

State Government and Other Agencies

Trevor King, Victoria Police -

Brimbank Local Area Commander

Industry and Property Owners

Sebastian Agricola, President, St

Albans Business Association

Nick Lo Presti, Big Sam’s Market

Benny Nguyen, Sweeney Real Estate

Varuna Abeysekera, Woolworths

Jenny Sadler, McDonalds

Community representatives

Fatih Tuncer, Victoria University

Jenny Isa, Community representative

Senada Ekic, Community

representative

James Dredge, Youth services

representative

There are two remaining vacancies on the Partnership Group including:



A senior representative from Metro or VicTrack



One business operators or property owners.

The St Albans Town Centre Place Manager (Place Manager) is liaising with Metro and is

close to resolving a future member for this category. Senior representatives for

organisations including Victoria Police, Victoria University, St Albans Business Association

Inc., Metro/VicTrack and Woolworths sometimes change due to staff or positional

changes within the business entity, however these types of changes do not go through

Brimbank Council Meeting No. 615 21 February 2023

6 of 27

the Selection Panel process. The Place Manager will continue to engage with business

and property stakeholders to seek potential nominations for the remaining business

operator/property owner position and will schedule a Selection Panel meeting to assess

any additional EOIs that might arise in the future.

National Airports Safeguarding Advisory Group (NASAG) Review of Guideline C

The National Airports Safeguarding Framework (NASF) is a national land use planning

framework that aims to:



Improve community amenity by minimising aircraft noise-sensitive developments

near airports; and



Improve safety outcomes by ensuring aviation safety requirements are recognised in

land use planning decisions through guidelines being adopted by jurisdictions on

various safety-related issues.

In December 2022 the NASAG released an issues paper in relation to its review of

Guideline C:

. The review aims to update the

guidelines to improve clarity and useability.

Council officers prepared an officer submission and lodged it on 16 December 2022. The

officer submission is shown at

Attachment 5

and raises a range of matters for

consideration by the NASAG including:



The number of open and natural spaces located in Brimbank near Melbourne Airport



Whether the potential for bird strike is the same across the municipality and the

suggestion that the NASAG consider a nuanced and balanced approach



Potential resource implications associated with any increased requirements for

assessments associated with planning permit applications



The potential for policy conflict, particularly in relation to the aspirations for higher

canopy cover in Melbourne’s west



A preference for any future guidance to be discretionary, performance based and

practical



The limitations of the Planning Scheme, and that any review and monitoring should

be broader than the planning alone.

Council officers will continue to monitor the NASAGs ongoing review and update of the

NASF guidelines.

Voice to Parliament

A request has been made by the Mayor of the Inner West Council in Sydney for

Brimbank Council to sign the Mayors for the Voice of Parliament public statement

(Attachment 6)

.

If signed, Mayors are indicating that they endorse the Uluru Statement from the Heart;

supporting constitutional recognition for Aboriginal and Torres Strait Islander people

through a Voice to Parliament; and committing to building awareness in their

communities about the up and coming referendum.

The statement is not a legally binding document nor does it represent, if signed, that

Council has endorsed the Uluru Statement from the Heart.

The role of local government in the Voice to Parliament is yet to be determined. As of 19

December 2022, 38 mayors from across Australia have signed the Mayoral statement. Of

these, five are from Victoria and include Nillumbik Shire Council, Banyule City Council,

Bass Coast Shire Council, Maribyrnong City Council and the Borough of Queenscliff.

Membership of The West of Melbourne Economic Development Alliance

The West of Melbourne Economic Development Alliance (WoMEDA) was established with

an independent board and with the support of Victoria University in 2017. This

independent board includes CEOs and Executive Directors from a diverse range of major

Brimbank Council Meeting No. 615 21 February 2023

7 of 27

organisations, businesses and local governments across the western metropolitan region

of Melbourne.

WoMEDA is focused on the areas covered by Brimbank, Hobsons Bay, Maribyrnong,

Melton, Moonee Valley and Wyndham. The primary purpose of WoMEDA is to catalyse

economic development in the West, with the intention of supporting the achievement of

broader social engagement and health outcomes. The main priorities include creating

more local jobs, improved community health and wellbeing and smarter transport

connectivity.

WoMEDA’s advocacy in recent years has focused on developing Sunshine has a centre

for jobs development and economic growth, a new hospital for Melton and unlocking the

East Werribee Employment Precinct.

WoMEDA is planning to move to an incorporated association with a membership based

operating model. The new model proposes governance changes to the funding and

operating mechanisms of WoMEDA, as a result, WoMEDA has proposed a “Special”

membership category for Government Partners of $15,000 per annum.

The Government Partner membership will provide:



Access to biannual reports (two per year) produced by the Victoria University’s

Centre of Policy Studies (CoPS) relating to the west of Melbourne



Invitation to contribute to economic workshops with CoPS that test findings and

attend economic analysis briefings.



Participation in a Government Subcommittee which is also chaired by a

Government Partner.



One vote per Government Partner at the annual general meeting, general

meetings and special general meetings.



One position per Government Partner on the WoMEDA board (held by the CEO).



Government Subcommittee may nominate one partner to represent on the

Executive Committee each year.

Under this new model, a partnership with the Centre for Policy Studies (CoPS) will be

established. This partnership will enable reports and modelling to be a regular feature of

WoMEDA’s offering.

WoMEDA and Council share an alignment of objectives relating to advocacy and

economic development. Being a member of WoMEDA aligns with our partnership

approach to advocacy and strengthens our collective voice to state and federal

governments, with new avenues of engagement with key industries and stakeholders

and opportunities for input in research and development.

It is recommended that Council continue its relationship with WoMEDA and endorse the

membership as a Government Partner.

Contract No. 22/3214A - Non-Maintained Operating Lease Services for Twelve

Side Loading Compactors

At the Council Meeting on 11 October 2022, Council approved Westar Truck Centre as

the preferred supplier for the supply of seven waste collection trucks and Volvo Trucks as

the preferred supplier for the supply of five waste collection trucks.

It was noted that a separate procurement process will be undertaken to procure the

supplier to lease the trucks.

Brimbank Council Meeting No. 615 21 February 2023

8 of 27

Contract No. 22/3214A - Non-Maintained Operating Lease Services for Twelve Side

Loading Compactors forms part of the Operating Budget as part of the 2022/23 Annual

Budget.

Council advertised an Invitation to Tender for the Contract on 25 November 2022.

The Tender Evaluation Report is provided at

Confidential Attachment 7.

A Draft Master Lease Agreement from Westpac is provided at

Confidential Attachment

8

and includes all applicable leasing conditions.

Community Engagement

Not applicable.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2022/2023.

Regulatory:

legal, legislative or regulatory implications including the rights/obligations

of stakeholders

• This report fulfils legislative governance obligations, to provide transparent and

accountable reporting of governance activity.

There are no Community, Environmental, Financial or Safety risks identified.

Legislation/Council Plan/Policy Context

This report supports the Council Plan 2021-2025 strategic direction and objective of:

4. Leadership and Governance - A high performing organisation that enacts the

vision and decisions of Council through the delivery of quality and innovative

services - A fairer place for all

• High Performing and Accountable - Our workforce strive to enhance services and

liveability for the Brimbank community.

This report complies with the

, Council Plan 2021-2025, S5 Instrument of

Delegation to the Chief Executive Officer, S7 Instrument of Sub-Delegation by the Chief

Executive Officer, Councillor Code of Conduct 2021 and Procurement Policy.

Council officers contributing to the preparation and approval of this report, have no

conflicts of interests to declare.

Page 1 of 1

Record of Assembly of

Councillors

Meeting details

Title:

St Albans Town Centre Partnership Group Selection Panel

Date:

6 December 2022

Time:

4.30pm to 4.50pm

Location:

Via Zoom

Councillors in

attendance:

☐

Cr Victoria Borg

☐

Cr Sarah Branton

☐

Cr Thuy Dang

☐

Cr Sam David JP

☐

Cr Maria Kerr

☒

Cr Bruce Lancashire, Mayor

☐

Cr Jasmine Nguyen

☒

Cr Jae Papalia

☐

Cr Ranka Rasic, Deputy Mayor

☒

Cr Virginia Tachos

Council Officers in

attendance:

Cinzia Crea (St Albans Town Centre Place Manager)

Leanne Deans (Manager City Strategy)

Kelvin

Walsh, (Director, City Development)

Other attendees:

Representative from V

illage Well

Name of Council

Officer completing

Record of Assembly:

Cinzia Crea

Issues considered

No. Brief description of issue/agenda item

Name of person(s)

who disclosed a

conflict of interest

Did the person(s)

leave the meeting?

1. Reviewed expressions of interests and

appointed new members to the St Albans

Par

tnership

Group

N/A

N/A

Forward completed

to Governance within 48 hours of the meeting for

Reporting to Council.

Brimbank Council Meeting No. 615 21 February 2023

9 of 27

Attachment 12.7.1

Page 1 of 2

Record of Informal Meeting

of Councillors

Aboriginal and Torres Strait Islander Consultative Committee

7 December 2022

5:30pm to 7:30pm

Coowinda Community Centre (43 Furlong Road, Sunshine North)

☒

Cr Victoria Borg

☐

Cr Sarah Branton

☐

Cr Thuy Dang

☐

Cr Sam David JP

☐

Cr Maria Kerr

☐

Cr Bruce Lancashire, Mayor

☐

Cr Trung Luu

☐

Cr Jasmine Nguyen

☐

Cr Jae Papalia

☒

Cr Ranka Rasic, Deputy Mayor

☐

Cr Virginia Tachos

Wambui Thirimu - Connected Communities Acting Manager

Jaimie-Lea Lyons - Reconciliation Officer

Community Representatives x4

Facilitator

Jaimie-Lea Lyons

Brimbank Council Meeting No. 615 21 February 2023

10 of 27

Attachment 12.7.1

Page 2 of 2

1. Welcome and warm up

All

2. Acknowledgment of Country

Cr Rasic

Uncle Boots

3. Review minutes and actions from previous

meeting

Jaimie-Lea

4. Coowinda update

Uncle Boots

5. Coowinda launch

Wambui

6. Development of new Reconciliation Action Plan Jaimie-Lea

7. Yarn Up - Community perspective

All

8. Meeting Close

Forward completed

to Governance within 48 hours of the

meeting for Reporting to Council.

Brimbank Council Meeting No. 615 21 February 2023

11 of 27

Attachment 12.7.1

Page 1 of 2

Record of Informal Meeting

of Councillors

Council Meeting Briefing

14 February 2023

6.00-8.16pm

Zoom

☒

Cr Victoria Borg

☐

Cr Sarah Branton

☒

Cr Thuy Dang

☒

Cr Sam David JP

☒

Cr Maria Kerr

☒

Cr Bruce Lancashire, Mayor

☒

Cr Jasmine Nguyen

☒

Cr Thomas O’Reilly

☒

Cr Jae Papalia

☒

Cr Ranka Rasic, Deputy Mayor (attended at 7.15pm)

☒

Cr Virginia Tachos

Fiona Blair, Chief Executive Officer

Lynley Dumble, Director Community Wellbeing

Georgie Hill, Director Advocacy Partnerships and Community Engagement

Shane Marr, Director Organisational Excellence

Tom Razmovski, Acting Director Infrastructure and City Services

Kelvin Walsh, Director City Development

Lauren Blatchford, Manager Governance

Leanne Deans, Manager City Strategy

Glenn Menner, Coordinator Social Policy and Research

Leanne Mitchell, Manager Community Strengthening and Social Planning

Cassie Morris, Social Planning and Policy Officer

Lauren Blatchford, Manager Governance

Brimbank Council Meeting No. 615 21 February 2023

12 of 27

Attachment 12.7.1

Page 2 of 2

1. Sunshine Town Centre Marketing and Business

Development Special Rate Scheme

None

None

2. Establishment of Sydenham Park Consultative

Committee - Terms of Reference

Georgie Hill

Yes

3. Quarterly Budget Report (Oct/Nov/Dec)

None

None

4. Financial Hardship Policy

None

None

5. Governance Report February 2023

None

None

6. Appointments to Portfolios and Committees

None

None

7. Council Plan 2021-2025 - Year Two Annual

Action Plan (2nd Quarter Progress Report)

None

None

8. Brimbank Community Grants 2022/2023

Program Successful Grants

None

None

9. Contract No. 20/2791 - Ex: Recyclables

Processing Service - Extension of Contract

None

None

10. List of Reports for Council Meeting

None

None

11. Local Safety Committee Proposal

None

None

12. Terms of Reference - Safety and Wellbeing

Partnership Group (Safety Roundtable review)

None

None

13. Establishment of Sydenham Park Consultative

Committee – Terms of Reference

None

None

14. Voice to Parliament

None

None

Brimbank Council Meeting No. 615 21 February 2023

13 of 27

Attachment 12.7.1

Page 1 of 1

Council Representative

Report

Report details

Representative/s:

Councillors Bruce Lancashire (Mayor), Virginia Tachos and Jae Papalia

Committee/Event:

St Albans Town Centre Partnership Group Selection Panel Meeting

Meeting date:

6 December 2022

Report author:

Cinzia Crea, St Albans Town Centre Place Manager

Report

The Selection Panel met to

review two expressions of interest received for membership to the

St Albans Town Centre Partnership Group (the Group) and appointed two new members to the

Group.

Recommendations

A report providing an update about current membership has been included in the Governance

Report to the Council Meeting on 21 February 2023 for noting.

Brimbank Council Meeting No. 615 21 February 2023

14 of 27

Attachment 12.7.2

Page 1 of 1

Council Representative's

Report

Report details

Representative/s:

Cr Ranka Rasic, Deputy Mayor

Committee/Event:

Brimbank Aboriginal and Torres Strait Islander Consultative Committee

Meeting date:

7 December 2022

Report author:

Jaimie-Lea Lyons

Report

The Brimbank Aboriginal

and Torres Strait Islander Consultative Committee included discussions

and reports on the following matters:

1. Coowinda update

2. An update Coowinda launch.

3. An update on development of new Reconciliation Action Plan.

Recommendations

There were no matters to be considered by Council.

Next meeting:

TBC at 5:30pm, Coowinda Community Centre

Brimbank Council Meeting No. 615 21 February 2023

15 of 27

Attachment 12.7.2

Page 1 of 3

Delegate's Report

Cr Jae Papalia

Metropolitan Transport Forum (MTF)

1 February 2023

Adrian Ashford, Manager Engineering Services

February Meeting Report.

The meeting opened with an Acknowledgement of Country by the Chair, Cr Jonathon Marsden.

Elections were held for the MTF Executive positions. The results were as follows:

Chair – Cr Jonathon Marsden

Deputy Chair – Cr Victor Franco

Secretary – Melissa Falkenberg

Treasurer – Ross Evans

General Members (4 positions, only 2 nominations – these vacancies can be filled through the

year) – Cr Richard Stockman and Cr Anna Chen.

The Minutes of previous meeting (7 December 2022) were adopted with no amendments.

Luisiana Paganelli (Ballarat City Council) and Nino Pires (Stonnington City Council) – Integrated

Transport Planning: Learnings from Curitiba and Lisbon.

Mr Pires presented on Lisbon, details as follows:

Lisbon Council area has about 100 sq. km with population of about 0.5 million (metro area of

Lisbon has a population of about 2.9 million and 1.5 million access Lisbon Council area each

day). Lisbon Council is responsible for public transport (buses and trams) unlike Victorian

councils.

From around 2011 and 2012, access into the city started changing, with restrictions including

banning pre-2000 age vehicles to reduce emissions. Other changes included changing priority at

Brimbank Council Meeting No. 615 21 February 2023

16 of 27

Attachment 12.7.2

Page 2 of 3

traffic signals to pedestrians over cars, improving cycling and walking network (currently have

209km of bike lanes), and lower speed zones in residential areas (mostly to 30 km/h).

Four neighbourhoods have restricted access, footpath widening, pedestrians have priorities,

pedestrian islands, road narrowing and bollards (which only lower for residents, delivery

vehicles and emergency vehicles).

Public transport free for under 23 and over 65.

Private vehicle usage -37% over last 6 years, increased health and wellbeing, local activity

centres are booming and emissions reduced.

Ms Paganelli presented on Curitiba, details as follows:

Curitiba is in south of Brazil. First city Master Plan developed in 1943, with a radial layout. Due

to increasing population growth, the city developed another Master Plan in the 1960s, with a

linear structure rather than radial. The linear structure has higher density along corridors, with

lower density the further away from the corridors. A Trinary system introduced, to minimise

traffic in the city, which sandwiched a central two-lane street restricted to buses and local car

traffic between wide, fast moving one-way streets. Also, six blocks were made pedestrian only

(now 15 blocks).

The transport system evolved in 2000s with different buses for different purposes (such as

larger buses on longer corridor trips).

A further master plan in 2004 introduced a further corridor – the green line. This was formerly a

national highway with truck stops and was changed into bus lanes, green spaces and the like.

259km of bike lanes implemented.

Curitiba have since introduced improved ticketing for bus network (using cards instead of cash),

sustainability improvements via trials of electric bus fleets, station redesigns etc.

Despite all of the above, Curitiba is seen as the most car dependent city in Brazil. They are now

looking to improve bus networks and corridors to serve a greater share of the population to

reduce car usage.

Working on advocacy issues for MTF to state and federal government. Also reviewing state

government promises from last election.

Councillors and Council officers from the cities of Melton and Melbourne were invited to discuss

transport projects and actions being delivered in their respective municipalities.

Working on integrated transport model and refreshed transport strategy to be used as advocacy

document.

Council advocated successfully for additional station for Melbourne Airport Rail Link to service

Keilor East and Airport West. 23kms of pop-up bicycle lane program delivered along connector

Brimbank Council Meeting No. 615 21 February 2023

17 of 27

Attachment 12.7.2

Page 3 of 3

routes. Separated bike lanes along Mt Alexander Road, between Fletcher Street and Moonee

Valley junction to commence works in April.

These were postponed to the next meeting due to time constraints.

No general business items.

There were no matters to be considered by Council.

1 March 2023 at 6.15pm, in person or MS Teams

Brimbank Council Meeting No. 615 21 February 2023

18 of 27

Attachment 12.7.2

CONFIDENTIAL

Page 1 of 6

Minutes

Meeting details

Title:

Audit and Risk Committee (Committee) Meeting No. 133

Date:

9 December 2022

Time:

1:30pm to 3.30pm

Location:

Event room level 6 and Zoom

Chairperson:

Geoff Harry

Attendees:

ARC: Cr Kerr; Mark Davies; Jen Johanson

Council Officers:

Chief Executive Officer, Fiona Blair;

Director Advocacy, Partnerships and Community Engagement, Georgie Hill;

Director City Development, Neil Whiteside;

Director Infrastructure and City Services, Kelvin Walsh;

Director Organisational Excellence, Shane Marr;

Manager Finance, Andrew Brae;

Strategic Risk Officer, Adnan Yacoub.

Officers attending to present specific agenda items:

Contaminated Land Coordinator, Matthew Barker;

Manager Asset and Property Services, Dominic Di Martino;

Manager Projects and Innovation, Pallav Ahuja

Manager Environment, Michelle Van Gerrevink

ICT Team member/specialists Mohneesh Mahajan/Brendan Skehan

Conflict of interest:

Refer to item 2

Guests:

Andrew Zavitsanos – Partner, Crowe;

Nick Walker - Partner, HLB Mann Judd (attended only the In Camera session)

Brimbank Council Meeting No. 615 21 February 2023

19 of 27

Attachment 12.7.3

Page 2 of 6

Apologies:

Cr Lancashire; Director Community Wellbeing, Lynley Dumble; Manager Governance, Lauren Blatchford; Lynda

Cooper - Senior Manager, Crowe.

Minute taker:

Strategic Risk Officer, Adnan Yacoub.

Meeting items

No. Topic

Key discussion points

Future actions

1. Attendance

The Chair made a statement for acknowledgement of country, and

welcomed all attendees and noted apologies.

The Chair advised:



the new arrangement with a pre ARC meeting before the main

meeting took place at 1:15pm



the Mayor’s apology due to other engagement



The Mayor and Chair to meet after meeting to discuss

outcomes.

NFA

2. Conflicts of Interest

No conflicts of interest were declared.

NFA

3. ARC Annual Work Plan

The Chair noted the ARC annual work plan

NFA

4. Confirmed Minutes of Meeting

No.132

The Chair noted minutes of meeting no.132 were confirmed out of

session and subsequently provided to Council for noting’

NFA

5. Minutes Actions Status Report

The Committee noted the report.

The Chair advised out of sessions approval of:



Fraud Internal Audit Memorandum of Audit Plan (MAP)



Procurement Internal Audit AMP



Climate Change Internal Audit MAP

Minutes actions of meeting no.

133 to be added to the Minutes

Actions Status Report.

(

)

Brimbank Council Meeting No. 615 21 February 2023

20 of 27

Attachment 12.7.3

Page 3 of 6

6. CEO Update

The Chief Executive Officer, Fiona Blair, provided a summary of a

number of key points detailed in the report. The Committee and

management discussed:



Risks to Finance System



Building, Planning and Heritage Legislation Amendment

(Administration and Other Matters) Bill 2022



Melbourne Airport advocacy campaigns



Closed Sunshine Landfills update



Brimbank Aquatic and Wellness Centre Project. The

overwhelming success. Credit to Neil and his team.

The Committee noted the report.

NFA

7. Risk Management

7.1 Strategic Risk Management

Report

Adnan Yacoub presented the report.

The Committee discussed the outstanding items and noted the

report.

Report improvements:



to reflect the relationship

between risk appetite and

risk residual



to show any changes to the

risk rating since previous

meeting.

(

)

7.2 Potentially Contaminated Land

Program

Kelvin Walsh presented the report.

The Committee noted the report.

Provide a summary section in the

report.

Increase transparency in the

report by mapping high risk

sites. To be shared out of

session.

Provide 6 monthly Summary

Report to ARC.

Brimbank Council Meeting No. 615 21 February 2023

21 of 27

Attachment 12.7.3

Page 4 of 6

Add the Biannual Potentially

Contaminated Land Program

Summary update to the Annual

Plan

(

)

7.3 ICT Security Report

Shane Marr presented the report.

The Committee noted the report’s assessments and actions.

NFA

7.4 Cyber security program

progress report

Shane Marr presented the report.

The Committee discussed and noted the report.

Report update to ARC in May

meeting.

Add the Biannual Security Report

update to the Annual Plan.

(

)

7.5 Significant Insurance Matters

incl. update on insurance

premiums

The Committee noted the report.

NFA

7.6 Disaster Recovery Plans Test

results

Shane Marr presented the report.

The Committee endorsed the report.

NFA

8. External Audits - NIT

9. Internal Control

9.1 Quarterly Financial Report

Shane Marr presented the report.

The Committee noted the report.

Present overview report in May

ARC meeting to highlight high

Brimbank Council Meeting No. 615 21 February 2023

22 of 27

Attachment 12.7.3

Page 5 of 6

level 10 year outlook.

9.2 Post Implementation Review

of 2021/2022 Capital Works

Program

Neil Whiteside presented the report.

The Committee noted the good report.

NFA

10. External Reporting - NIL

11. Internal Audit

11.1 Internal Audit Program

Progress Report (Crowe)

The Committee noted the report.

NFA

11.2 Internal Audit

Recommendations Status Report

Shane Marr presented the report. The Committee noted the status

of internal audit recommendations for the quarter.

The Committee discussed the outstanding items and noted the

report and status of actions.

Revised target dates to be

included. Include mitigating

actions for High risks until

resolved.

11.3 Crowe: Curious Eyes Report Members endorsed the key points and acknowledged actions taken

by Council.

NFA

12. ARC Performance

12.1 ARC Charter Review

The Committee noted the report.

Noted in the first Pre ARC meeting:



The Charter has a vacuum to be addressed in relations to:



Communication between Council and ARC



Quorum



Members agreed to put the Charter on hold until review is

completed.

Need to consider matters further

in regards to Committee role.

13. Legislative Governance

13.1 Significant Legal Matters and

Legislative Governance Report

The Committee noted the report.

Present the Policy Register at

May 2023 ARC meeting and

provide update on Policy

Brimbank Council Meeting No. 615 21 February 2023

23 of 27

Attachment 12.7.3

Page 6 of 6

Transformation Project in Feb

2023 ARC meeting.

13.2 BCC Annual Report

The Committee noted the report

NFA

14. Other Business

14.1 ARC Meeting Schedule 2023

and 2024

The Committee noted the report.

The Chair acknowledged the 2 year meetings plan.

The Chair acknowledged Neil Whiteside/Director City Development

contributions and wished him well in his new role

NFA

14.2 Any other matters

The Chair invited members to comment or provide feedback on any

aspect of the meeting.

Andres Brae reminded the Independent Member recruitment

process to commence very shortly.

Circulate the self-assessment to

independent

(

)

The Chair closed the meeting at

3:40

15.

Closed In Camera Session.

3:40pm – 4:55pm

Annual in camera session for ARC

members, Internal Auditor

(Andrew Zavitsanos, Crowe) and

Lynda Cooper and External Auditor

Nick Walker

Next meeting:

24 February 2023, 2PM – 4:00pm.

Location – Civic Centre Level 6 Event Room and Zoom

Brimbank Council Meeting No. 615 21 February 2023

24 of 27

Attachment 12.7.3

T 9249 4000

W brimbank.vic.gov.au

PO BOX 70

Sunshine, Victoria 3020

22/592889

16 December 2022

National Airports Safeguarding Advisory Group

systemsproductivity.policy@planning.nsw.gov.au

Dear Sir/Madam,

National Airport Safeguarding Framework – Guideline C:

Brimbank City Council (Council) welcomes the opportunity to provide feedback in

response to the Issues Paper to improve the clarity, accessibility and the useability of

Guideline C in the National Airport Safeguarding Framework (NASF). The Brimbank

municipality is located to the south and south west of Melbourne Airport, where the

majority is located within 13km of the Airport. Given the impact of Melbourne Airport on

the municipality, Council holds a keen interest in changes to airport guidelines.

Due to the limited time provided for Council to respond, this submission has not been

endorsed by Council and is an officer response. Further it has not undergone detailed

consultation and review with internal stakeholders. It is acknowledged the Issues Paper is

in response to previous concerns raised by stakeholders, including those in Council’s

submission provided to National Airports Safeguarding Advisory Group (NASAG) in 2019.

Land within the 13km threshold from Melbourne Airport is zoned for a variety of uses

including green wedge, rural conservation, industrial and residential uses. Many of the

areas in Brimbank are well established and include those settled prior to the opening of

Melbourne Airport. Given the variety of land uses there is the possibility high risk uses

already exist and are permissible within the planning framework. On this basis further

clarity is sought on NASAG’s expectations on how land can be managed within the three

nominated threshold distances (5km, 8km and 13km). It is understood these thresholds

have come from the International Civil Aviation Organization (ICAO).

There are a number of significant open and natural spaces located near Melbourne

Airport, including Brimbank Park, Horseshoe Bend Farm and the Maribyrnong River

Corridor. It not clear how Guideline C would impact this land given the existence of the

natural and native landscape. These and other locations across Brimbank host bird

species that have the potential to create a bird strike, include the Ibis, Swift Parrot,

Starling and Raptor species. It is however considered that the potential for bird strike

would not necessarily occur evenly across the municipality, and in certain instances may

not be deemed a risk by ICAO or NASAG. Consequently it is suggested that a finer case

based approach be considered, instead of three threshold distances to differentiate land

management. It also suggested that blanket buffers be avoided, and that a more nuanced

and balanced approach is examined that doesn’t place an unreasonable burden on

applicants, councils and other stakeholders.

While it is not clear if and how Guideline C might be incorporated into the planning

system, Council officers also hold concerns about whether councils have the resources

and expertise required to undertake assessments (if required), and propose that this

should also be a key consideration.

Brimbank Council Meeting No. 615 21 February 2023

25 of 27

Attachment 12.7.5

22/579454

Page 2 of 2

It is also important to understand the broader policy context and potential for policy

conflict. The western region (including Brimbank) currently has the lowest tree canopy

cover in Melbourne. Urban development that results in the loss of trees and vegetation

causes average temperatures in these areas to increase. This is known as the urban heat

island effect, which impacts the health of both people and animals. Council is seeking to

increase tree canopy coverage from 6.2% to 30% as outlined in Council’s Urban Forest

Strategy (2016-46) and encourages the planting of trees across the municipality. Should

NASAG seek to apply landscaping guidelines, Council officers suggest that controls should

be discretionary and include guidance on the planting of native flora. Council has

previously worked with Melbourne Airport to develop Planting Guidelines for non-bird

attracting species and if landscape controls are proposed, and Council officers urge

NASAG to consider these, and to work with councils if this is to be pursued in the future.

The Guidelines and Issues Paper highlight the necessity for local government and

planning authorities (among others) to regulate land uses. The Melbourne Airport

Environs Overlay (MAEO) contains triggers for planning permits, and where required,

Melbourne Airport is notified of applications. Provisions in the MAEO are informed by the

Australian Noise Exposure Forecast and relate largely to noise attenuation measures and

density. This could be expanded to include landscaping guidelines, but it is considered

that any additional guidelines should be discretionary, performance based and practical.

The need for a planning permit has not changed despite recent amendments to State

policy at Clause 18.02 within the Planning Policy Framework. Further, the MAEO does not

apply to the entire 13km threshold. Given the lack of formal triggers and/or controls in

the planning scheme not all high risk land uses may be captured.

While the Guidelines and Issues Paper imply that while high risk uses may be acceptable,

this is subject to long term review and monitoring by State and local Government. It isn’t

clear who and how this would be undertaken and the resources required, especially given

the limitations of the planning system. Given that many activities can occur without a

planning permit, there are significant limitations in a reliance on the planning system. On

this basis it is proposed any review and monitoring needs to be broader than the planning

system, and potentially undertaken by agencies with the appropriate resources and

expertise. Cooperation from other authorities or mechanisms that carry out land use

reviews should also be considered i.e. the EPA for high risk land uses, such as landfills.

Council looks forward to further consultation as this review progresses. If you have any

further questions about this letter please contact Leanne Deans, City Strategy Manager,

on 9249 4353 or leanned@brimbank.vic.gov.au

Yours sincerely

Kelvin Walsh

Director City Development

Brimbank Council Meeting No. 615 21 February 2023

26 of 27

Attachment 12.7.5

Mayors for the

Voice to Parliament

Public Statement

We the undersigned endorse the Uluru Statement from the Heart and

support constitutional recognition for Aboriginal and Torres Strait Islander

people through a Voice to Parliament.

As local leaders we are committed to building awareness in our

communities about the upcoming referendum.

Our citizens should be informed about what constitutional recognition

through a Voice to Parliament will mean for Indigenous people and

Australian society as a whole.

Local government must play an important role in holding civic forums,

promoting dialogue, and providing a platform for Indigenous voices to be

heard in the debate.

We believe that a successful referendum can be a unifying achievement

for Australia.

We are ready to work with all levels of government to educate and inform

our communities about why this referendum is such an important moment

for our nation.

Brimbank Council Meeting No. 615 21 February 2023

27 of 27

Attachment 12.7.6