Council Meeting

Minutes

Meeting No. 641

10 December 2024

Commenced at 7.00pm

Council Chamber

301 Hampshire Road, Sunshine,

Victoria

Fiona Blair

Chief Executive Officer

13 December 2024

Brimbank Council Meeting No. 641 - 10 December 2024

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Council

Cr Joh Bauch

Cr Victoria Borg

Deputy Mayor

Cr Thuy Dang

Mayor

Cr Maria Kerr

Cr Daniel Kruk

Cr Lucy Nguyen

Cr Katharine Nikolic

Cr Duyen Anh Pham

Cr Ranka Rasic

Cr Virginia Tachos

Cr Kim Thien Truong

Municipal Monitors

Ms Janet Dore

Municipal Monitor

Ms Penelope Holloway Municipal Monitor

Executive Leadership Team

Ms Fiona Blair

Chief Executive Officer

Ms Lynley Dumble

Director Community Wellbeing

Ms Georgie Hill

Director People, Partnerships and Performance

Mr Chris Leivers

Director Infrastructure and City Services

Mr Mark Stoermer

Director Corporate Services

Mr Kelvin Walsh

Director City Futures

Governance Team

Mr Danny Bilaver

Manager Governance and Risk

Mr Tony Vo

Coordinator Council Business

Ms Natalie Horvatic

Council Business Officer

Brimbank Council Meeting No. 641 - 10 December 2024

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Table of Contents

1 Opening (Including Acknowledgement Of Country) ......................................4

2 Council Commitment.....................................................................................4

3 Apologies/Leave Of Absence ........................................................................4

4 Disclosure Of Conflicts Of Interest ................................................................4

5 Designation Of Items As Confidential ...........................................................4

6 Confirmation Of Minutes Of Previous Council Meetings .................................5

7 Condolences .................................................................................................5

8 Congratulations ............................................................................................5

9 Public Question Time ....................................................................................5

10 Petitions .......................................................................................................7

11 Minutes/Reports Of Delegated Committees ..................................................7

12 Officer Reports .............................................................................................9

12.1 Planning Activity Update And Delegate Decisions And Planning Scheme

Amendments Update - September, October And November 2024 ..........9

12.2 Planning Compliance Activity Update - 1 July To 30 September 2024..13

12.3 Quarter 1 Budget Report (July/Aug/Sept) 2024 .................................15

12.4 Governance Report December 2024 ....................................................19

12.5 Appointment To Committees ...............................................................26

12.6 Quarterly Advocacy Update - December 2024 .....................................31

12.7 Council Plan Action Plan Y4Q1 Report And Draft Council Report..........37

12.8 Annual Brimbank Community Grants Program 2024/2025 ..................40

12.9 Contract No: 25/3549 - 2024/2025 Asphalt Resurfacing Works At

Various Roads (Package 1 And Package 2)..........................................45

13 Notices Of Motion .......................................................................................48

14 Notices Of Rescission ..................................................................................48

15 Urgent Business..........................................................................................48

16 Confidential Business..................................................................................48

17 Meeting Closure ..........................................................................................48

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1 Opening (Including Acknowledgement Of Country)

The Mayor, Cr Thuy Dang, opened the meeting at 7.00pm and welcomed all in

attendance.

The Mayor stated:

On behalf of Brimbank City Council, I respectfully acknowledge and recognise the

Wurundjeri and Bunurong Peoples as the Traditional Custodians of this land and pay

respect to their Elders, past, present and future.

2 Council Commitment

The Mayor, on behalf of the Council, read the Council Commitment:

As the Council, we will act in the best interests of the Brimbank community and consider

the immediate and long term impacts of our decisions. We will make these decisions

fairly and without bias.

We will uphold all of our obligations under the laws of Victoria and Council’s local laws,

and will act in accordance with the Model Councillor Code of Conduct.

3 Apologies/Leave Of Absence

Nil.

4 Disclosure Of Conflicts Of Interest

The Mayor Cr Thuy Dang and Cr Katharine Nikolic indicated they would raise a conflict of

interest in relation to Item 12.8.

5 Designation Of Items As Confidential

Motion

That Council declares confidential in accordance with section 66(2)(a) of the

:

•

Confidential Attachment 1 to Report 12.9 Contract No: 25/3549 - 2024/2025

Asphalt Resurfacing Works at Various Roads (Package 1 and Package 2)

as it relates to private commercial information, being information provided by a

business, commercial or financial undertaking that, if released, would unreasonably

expose the business, commercial or financial undertaking to disadvantage (s 3(1)(g) of

Resolution

Moved Cr Ranka Rasic/Seconded Cr Katharine Nikolic

That Council declares confidential in accordance with section 66(2)(a) of the

:

•

Confidential Attachment 1 to Report 12.9 Contract No: 25/3549 -

2024/2025 Asphalt Resurfacing Works at Various Roads (Package 1 and

Package 2)

Brimbank Council Meeting No. 641 - 10 December 2024

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as it relates to private commercial information, being information provided by a

business, commercial or financial undertaking that, if released, would

unreasonably expose the business, commercial or financial undertaking to

disadvantage (s 3(1)(g) of

CARRIED

6 Confirmation Of Minutes Of Previous Council Meetings

Motion

That Council confirms the Minutes of Council Meeting No. 637, held on 10 September

2024; Council Meeting No. 638, held on 15 October 2024; Council Meeting No. 639, held

on 20 November 2024; and Council Meeting No. 640, held on 25 November 2024.

Resolution

Moved Cr Virginia Tachos/Seconded Cr Maria Kerr

That Council confirms the Minutes of Council Meeting No. 637, held on

10 September 2024; Council Meeting No. 638, held on 15 October 2024; Council

Meeting No. 639, held on 20 November 2024; and Council Meeting No. 640, held

on 25 November 2024.

CARRIED

7 Condolences

Motion

That Council notes the passing of Dr Selvanayagam Selvendra, and extends condolences

to his family.

Resolution

Moved Cr Victoria Borg/Seconded Cr Duyen Anh Pham

That Council notes the passing of Dr Selvanayagam Selvendra, and extends

condolences to his family.

CARRIED

8 Congratulations

Nil.

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9 Public Question Time

164/24

Question

C Deigan

The derelict building at 6-18 Alexandra Avenue in Sunshine is a blight on the community,

unsightly and routinely attracting criminal and antisocial behaviour. What actions are

Council taking to clean up this property?

Answer

Council’s Compliance officers respond to complaints regarding sites and seek to have

corrective action undertaken by the property owners to rectify concerns when they are

raised.

In response to this question, Compliance officers will carry out an inspection of the site

and issue corrective Notices should they be warranted. Concerned residents should

report any alleged criminal activity to Victoria Police.

165/24

Question

C Deigan

There is an unfortunately a problem of rubbish dumping in Sunshine. What actions are

Council taking to create pride in our community and discourage this unfortunate

behaviour?

Answer

Illegal dumping is a significant problem across Brimbank and Victoria.

Council's response to illegal dumping includes community engagement, prevention,

cleansing and where appropriate, enforcement.

Services and actions to mitigate illegal dumping include:

•

‘At-Call’ Hard Waste Collection.

•

‘No-charge’ drop-off at the Resource Recovery Centre, and E-Waste Hubs across

Brimbank

•

Monitoring via surveillance cameras, investigations by authorised officers, and

enforcement where needed

•

Community education campaigns with schools, businesses, and environmental

groups to encourage proper waste disposal and reduce dumping.

Residents are encouraged to report dumped rubbish to Council at 9249 4000 or via the

Report It form online. Witnesses of illegal dumping can also contact the Police. For more

details, visit the Council website.

166/24

Question

T Morecroft

The playground at the end of Austral Pl (just off Fremont pde) was burned down

recently. Is there a plan to rebuild it with new equipment?

Thanks.

Brimbank Council Meeting No. 641 - 10 December 2024

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Answer

Council has removed damaged equipment from the recently vandalised and burnt Austral

Place playground. The slide frame will also need to be removed in the coming week.

Council has commenced the process to purchase replacement equipment.

167/24

Question

R Galati

Why is the Brimbank aquatic and wellness centre putting up posts about raising kids free

of harmful gender stereotypes.

Please clarify what does this mean exactly?

Answer

The global 16 Days of Activism against Gender-Based Violence campaign, led by UN

Women, runs every year from 25 November to 10 December.

Brimbank Council has been a long-time supporter of this campaign and is passionate

about working to make our city a place where women live free from violence.

Global evidence shows that levels of men’s violence against women are higher in

societies, communities and relationships where there are more rigid distinctions between

the roles of men and women, and between more stereotypical notions of the “ideal” man

or woman.

168/24

Question

D Cappelli

Compared to Hume, Moonee Valley, Melton, Hobsons Bay, Wyndham, and Maribyrnong,

Brimbank's hard waste collection process is less efficient, leading to increased dumped

rubbish. These mentioned councils offer easy online booking and next-day services

through third-party companies. Brimbank can improve by implementing an online

system, partnering with third-party services, increasing awareness, and regularly

evaluating the system for effectiveness. Can Brimbank align with the other councils and

offer the same rubbish collection services?

Answer

Officers have advised that Brimbank Council offers a similar service to those Councils

referenced in the question and that none offer a next day service.

Brimbank Council has an appointed external contractor to provide an ‘at call’ annual hard

waste collection service to all eligible properties. This is a ‘free service’.

Given the volume of requests, it is not possible to offer a next day service, however

bookings can be made online, at a time that best suits the resident. Additional

collections can also be arranged based on a ‘fee for service’.

In addition, Council offers a ‘no charge’ drop-off service at its Resource Recovery Centre

and Resource Recovery. E-Waste Hubs drop off points are also provided at locations

across Brimbank.

.

Background

Council is a Responsible Authority under the

(

). In this role, Council administers the Brimbank Planning Scheme (Planning Scheme)

and, among other things, determines planning permit applications made for the use and

development of the land in the municipality. Certain planning permit applications, and

other matters, are determined by Council officers under the delegated authority of

Council.

The statistics presented do not represent all development activity in the municipality.

Many types of use and development do not require a planning permit and may take

Brimbank Council Meeting No. 641 - 10 December 2024

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place without being recorded as part of the planning approvals data. In addition, some

planning permits are not acted on, or there may be a delay between when the approval

is granted and when works take place.

Council is a Planning Authority for the Planning Scheme and undertakes amendments to

the Planning Scheme when authorised by the Minister for Planning (Minister), or in

accordance with section 8A(7) of

. Council undertakes amendments for a range of

reasons including to enhance or implement the strategic vision, to implement local

policy, to correct mistakes, to enable or restrict development, and to set aside land for

acquisition for a public purpose or remove such a reservation when it is no longer

required.

The Minister may prepare an amendment or authorise the preparation of an amendment

by another Minister, public authority or municipal council. For the purpose of this report,

the status of Planning Scheme Amendments will only include amendments where Council

is the Planning Authority, and where Council has resolved to request authorisation from

the Minister to prepare and exhibit an amendment or has requested that the Minister

prepare an amendment under section 20(4) of

.

Matters for Consideration

60 planning determinations and 28 subdivision determinations were made under

delegated authority in September 2024. 44 new planning permit applications were

received in September 2024. The value of development for these 44 applications is

$15.6 million.

77 planning determinations and 20 subdivision determinations were made under

delegated authority in October 2024. 69 new planning permit applications were received

in October 2024. The value of development for these 69 applications is $22.1 million.

67 planning determinations and 24 subdivision determinations were made under

delegated authority in November 2024. 52 new planning permit applications were

received in November 2024. The value of development for these 52 applications is

$15.22 million.

A list of the planning applications determined under delegation from Council during

September, October and November 2024, at

Attachments 1-3. Attachment 4

provides a graphical representation of the data over the last three years.

Sep

2024 Oct 2024 Nov 2024 Previous

month

(Aug 2024)

Monthly

average

for past

12 months

Nov

2023

Applications

Received

44

69

52

56

67

68

Planning

Permit

Approvals

54

65

60

68

73

76

Notice of

Decision to

Grant a

Permit

6

12

5

8

7

5

Brimbank Council Meeting No. 641 - 10 December 2024

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Refusal to

Grant a

Planning

Permit

0

0

2

0

2

1

Subdivision

Approvals

28

20

24

16

22

25

Cost of

development

for new

applications

(millions)

$15.6 $22.1 $15.2 $17.4

$66.3

$169.7

Three (3) planning appeals were determined by the Victorian Civil and Administrative

Tribunal (VCAT) in this period:

•

A consent order was reached between the parties for a planning permit to be issued

for the development of the land for a telecommunications facility following an appeal

being lodged by the applicant against the refusal of the application (P381/2023 for

2A Roseleigh Boulevard, Sydenham).

•

A consent order was reached between the parties for an altered planning permit to

be issued for the construction of two multi-storey apartment buildings and a

reduction in car parking following an appeal being lodged by the applicant against

conditions of permit (P132/2023 for 5A Mineral Terrace, Sunshine North).

•

A consent order was reached between the parties for an altered planning permit to

be issued for the use and development of the land for a child care centre following an

appeal being lodged by the applicant against conditions of permit (P609/2023 for

1/20 Mt Derrimut Rd, Derrimut).

•

An application for review was withdrawn following a Practice Day hearing for an

amendment to the buildings and works for a multi-dwelling development (P824/2017

for 390 Sydenham Rd & 29B Trickey Ave, Sydenham).

At the end of November 2024 there were five appeals lodged at VCAT that had not yet

been determined. This is the same as at the end of November 2023.

The Planning Scheme Amendment Summary is shown at

Attachment 5

and includes

three Planning Scheme Amendments where Council is the Planning Authority or has

requested the Minister to prepare an amendment under section 20(4) of

.

Progress highlights for the September, October and November 2024 period includes:

Amendment

Intent

Progress status

Amendment C227brim

Apply a Heritage Overlay to

the Sunshine Silos

Amendment C227brim was

approved by the Minister

for Planning. The Heritage

Overlay came into effect on

5 September 2024 when a

notice approving

Amendment C227brim was

published in the

government gazette.

Community Engagement

Not applicable.

Brimbank Council Meeting No. 641 - 10 December 2024

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Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

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

Legislation/Council Plan/Policy Context

This report complies with the

,

and the Brimbank Planning Scheme.

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

conflicts of interests to declare.

Resolution

Moved Cr Katharine Nikolic/Seconded Cr Virginia Tachos

That Council:

a. Notes the Planning Activity Update and Delegate Decisions – September,

October and November 2024 report, and Delegated Planning Permit

Decisions, at Attachments 1-3 to this report.

b. Notes the Planning Scheme Amendment Summary – September, October

and November 2024, at Attachment 5, and that this relates to

amendments where Council has resolved to request authorisation from

the Minister for Planning to prepare and exhibit an amendment or has

requested that the Minister prepare an amendment under section 20(4)

of the

.

CARRIED

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12.2

Planning Compliance Activity Update - 1 July To 30 September 2024

12.2

Planning Compliance Activity Update - 1 July to 30

September 2024

Directorate

City Futures

Director

Kelvin Walsh

Manager

Matt O’Mara (Acting)

Attachment(s)

1. Service Requests Received and PINS Issued - 1 July to

30 September 2024 [

12.2.1

- 1 page]

2. Location of Requests for Service Received - 1 July to 30

September 2024 [

12.2.2

- 1 page]

Purpose

For Council to note the Planning Compliance Activity Update for the period 1 July to

30 September 2024.

Officer Recommendation

That Council notes the Planning Compliance Activity Update for the period of 1 July to 30

September 2024.

Background

Council is the Responsible Authority under the

. In this role, Council administers the Planning Scheme and enforces its

requirements to ensure the use and development of land in the municipality is consistent

with the various zones, overlays and other planning provisions. Council also enforces

compliance with conditions of planning permits and other statutory requirements,

including agreements made under section 173 of

.

Matters for Consideration

Analysis

Request

Requests for

Service

Resolved

during this

period

Total active

requests

Infringement

Notices

Issued

Official

Warnings

Issued

Quarterly

1 July – 30 Sept 2024 106

166

151

3

2

Year to Date

1 July – 30 Sept 2024 106

166

151

3

2

Council’s Planning Compliance Unit received 106 new requests for service between 1 July

and 30 September 2024. The number of requests received was lower than the previous

quarter when 123 requests were received. There were 166 requests resolved by officers

during the quarter, 13 more than the previous quarter.

The most common requests received related to signage without a permit which

accounted for 26 per cent of the total requests. These requests were located throughout

the municipality, with the majority being in the West and North-Western areas.

Uses without a planning permit were next, being 25 percent of total requests, and

contravention of planning permit conditions being 22 percent were the most common

requests received. Other requests for service related to home-based businesses.

Brimbank Council Meeting No. 641 - 10 December 2024

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Information on the number of service requests received and Planning Infringement

Notices issued is in

Attachment 1

. A location map of requests received is in

Attachment 2

.

Planning Infringement Notices (PINs)

There were 3 PIN’s issued during the quarter relating to:

•

Erection and display of Real Estate signage in breach of the Planning Scheme.

•

Breach of Planning Scheme/Use of the land without a valid planning permit.

Community Engagement

Not applicable.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

There are no Community, Environmental, Financial, Regulatory or Safety risks

identified.

Legislation/Council Plan/Policy Context

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

2. Places and Spaces - Liveable and connected neighbourhoods that support

healthy and sustainable futures - A green place for all

• Liveable and Connected - Inviting and liveable spaces and facilities, connected so

people can get around.

This report complies with the

and the Brimbank

Planning Scheme (Planning Scheme).

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

conflicts of interests to declare.

Resolution

Moved Cr Victoria Borg/Seconded Cr Maria Kerr

That Council notes the Planning Compliance Activity Update for the period of

1 July to 30 September 2024.

CARRIED

Brimbank Council Meeting No. 641 - 10 December 2024

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12.3

Quarter 1 Budget Report (July/Aug/Sept) 2024

12.3

Quarter 1 Budget Report (July/Aug/Sept) 2024

Directorate

Corporate Services

Director

Mark Stoermer

Manager

Andrew Brae

Attachment(s)

1. CR Quarterly Budget Report - 30 September 2024

[

12.3.1

- 13 pages]

Purpose

For Council to note the Quarterly Budget Report and accompanying statements for the

period ending 30 September 2024.

Officer Recommendation

That Council notes the Quarterly Budget Report and accompanying statements for the

period ending 30 September 2024, at

Attachment 1

to this report.

Matters for Consideration

For Council to note the Quarterly Budget Report and accompanying statements for the

period ending 30 September 2024, as per

Attachment 1

to this report.

Analysis

Operating Performance

The Annual Budget for the 2024/25 financial year has an operating surplus of $1.77

million.

The year to date (YTD) operating surplus of $167.54 million is $12.10 million or 7.79%

favourable to the YTD Budget of $155.43 million. Rates and Charges income is fully

recognised at the start of the year which inflates the YTD surplus at the beginning of the

year.

Current full year forecast estimates an operating surplus of $9.56 million, being $7.79

million or 438.95% favourable to the Annual Budget.

The favourable variance is mostly driven by the net of:

•

Total Income $8.07 million favourable to full year budget, made up of:

o

$2.79 million Grants and Contributions carried forward from 2023-24

financial year;

o

$1.55 million increase in Supplementary Rates mainly due to additional

rates received from subdivision of Orica site;

o

$1.63 million unbudgeted Capital Grants mainly relating to Old Geelong

Road Rehabilitation;

o

$0.76 million additional VGC funding; and

o

$0.63 million increase in User fees mainly due to additional BAWC income

•

Total Expenses $0.28 million unfavourable to full year budget, made up of:

o

$0.94 million unfavourable Material Services mainly due to additional

Agency expenses of 0.4 million and Contractor expenses of $0.25 million.

o

$1.28 million favourable Employee expenses mainly due to staff

vacancies

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Capital Performance

The 2024/25 Annual Budget is $61.36 million, comprising of $58.67 million of Capital

Works projects and $2.69 million carried forward from the 2023/24 financial year.

YTD Capital Works actual expenditure is $5.04 million against a budget of $3.77 million,

variance of ($1.27) million, driven mainly by YTD expenditure beyond forecast in

Recreation, Leisure and Community Facilities ($0.18) million, Parks Open Space &

Streetscapes ($0.54) million, Roads ($0.74) million, Buildings ($0.21) million and

Stormwater Drainage ($0.39) million. This was partly offset by under spend in Plant

Machinery & Equipment of $0.84 million.

The YTD external funding is $2.72 million comprising recurrent and non-recurrent grants

and contributions. Total full year external funding is forecasted at $5.18 million.

The full year capital expenditure forecast estimates expenditure of $63.52 million being

($2.16) million higher than budget. Officers expect the overall expenditure to be

managed, to fall within the budgeted allocation, by the end of financial year.

Cash Position

The YTD cash balance is $93.98 million comprising an opening balance of $77.97 million

at 1 July 2024 and year-to-date net inflows of $16.02 million.

The forecast closing cash at bank for the year ending 30 June 2025 is $80.74 million

which is $450k higher than the budgeted closing cash at bank of $80.29 million. Section

2 of attached report provides a detailed analysis on the variances to budget.

Key Financial Ratios

Details of key financial ratios are:

Indicator

Measure

Budget

2024/25

Forecast

Risk

Adjusted

underlying

result

Underlying net

surplus (or

deficit) /

Adjusted

Underlying

Revenue

-3%

-1%

Medium

Underlying

Result

Underlying

surplus

(deficit)/ Total

revenue

1%

4%

Low

Internal

Financing

Net Operating

cash flow / Net

Capital

Expenditure

101%

104%

Low

Capital

Replacement

Capital

expenditure /

Depreciation

1.09

1.13

Medium

Asset Renewal Asset renewal

expenditure /

Depreciation

0.91

0.90

Medium

Indicator

Measure

Budget

2024/25

Actual YTD Risk

Liquidity

Current assets

/ Current

liabilities

1.79

4.27

Low

Brimbank Council Meeting No. 641 - 10 December 2024

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Indebtedness Non-current

liabilities / Own

source revenue

35.81%

38.33%

Low

Adjusted Underlying Result

This measures an entity’s ability to generate surplus in its ordinary course of business,

excluding non-recurrent capital grants, non-monetary asset contributions and other

contributions to fund capital expenditure from its net result. A surplus or increasing

surplus suggests an improvement in the operating position.

The forecast result of -1% indicates a medium risk and this can indicate a risk of long

term run down to cash reserves and inability to fund asset renewal

Underlying Result

A positive result indicates a surplus. The larger the percentage, the stronger the result.

A negative result indicates a deficit. The result indicates Council’s core financial

performance and sustainability in providing ongoing services. Operating deficits cannot

be sustained in the long term. The forecast result of 4% indicates a Low risk.

Internal Financing

This measures an entity’s ability to finance capital works from generated cash flow. The

forecast result of 104% indicates a Low risk.

Capital Replacement

This is a long-term indicator measuring how well Council is reinvesting in or replacing its

assets, indicating if asset renewals match or exceed depreciation over time, ensuring

infrastructure sustainability. The forecast result of 1.13 indicates a medium risk and that

spending is faster than the depreciation rate. This result should be read with caution as

it is important to note that only 59% of the overall capital budget was identified as

renewal and upgrade expenditure.

Asset Renewal

This indicator measures spending on renewing existing assets compared to depreciation,

indicating if the council is adequately maintaining infrastructure to meet community

needs sustainably. The forecast result of 0.90 indicates a medium risk and is constant

with only 59% of the overall forecasted capital budget identified as renewal and

upgrade. This would suggest that there is moderate spending on the renewal and

upgrade of existing assets.

Liquidity

The actual result of 4.27 indicates a Low risk to Council. This is due to a change in

accounting treatment of rates income. The full amount of rates income is now recognised

when we issue the Annual Notice, instead of progressively recognising income over the

year which has significantly increased the rates debtors in current assets at the start of

the year. It is anticipated that the ratio will be in line with the budget at year end with

the payment of rates.

Indebtedness

The Actual result of 38.33% indicates Low risk and that Council has the ability to repay

debt from its own revenue sources.

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Community Engagement

The Annual Budget 2024/2025 was adopted by Council at the Council Meeting on 18

June 2024, following a community consultation process.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

Financial:

significant financial impacts

• Yes - Council must ensure that it has implemented the principles of sound financial

management including prudently managing financial risks faced by Council, pursuing

spending and rating policies consistent with a reasonable degree of stability, ensuring

decisions are made and actions taken having regard for the financial effects on future

generations, and ensuring full, accurate and timely disclosure of financial information

relating Council. This report addresses the risks associated with demonstrating Council’s

commitment to the principles of sound financial management by reviewing Council’s

financial position to the adopted budget, projecting a year end position to ensure overall

financial strength of Council and outlining to the community that Council is managing its

finances in a sustainable and responsible manner.

Regulatory:

legal, legislative or regulatory implications including the rights/obligations

of stakeholders

• Yes - The Quarterly Budget Report is a requirement under the

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

• Engaged and Responsive - Community insights are valued to enhance connection and

engagement with Council

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

liveability for the Brimbank community.

This report complies with the

, Australian Accounting

Standards and Annual Budget 2024/2025.

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

conflicts of interests to declare.

Resolution

Moved Cr Victoria Borg/Seconded Cr Virginia Tachos

That Council notes the Quarterly Budget Report and accompanying statements

for the period ending 30 September 2024, at Attachment 1 to this report.

CARRIED

Brimbank Council Meeting No. 641 - 10 December 2024

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12.4

Governance Report December 2024

12.4

Governance Report December 2024

Directorate

People, Partnerships and Performance

Director

Georgie Hill

Manager

Danny Bilaver

Attachment(s)

1. Record of Informal Meeting of Councillors [

12.4.1

- 22

pages]

2. Delegates and Representatives Report [

12.4.2

- 4 pages]

3. DRAFT Chief Executive Officer Employment Matters

Committee - Terms of Reference - December 2024 [

12.4.3

- 3 pages]

4. Proposed Council Meeting Dates for 2025 [

12.4.4

- 1

page]

5. Audit and Risk Committee Charter 2023 [

12.4.5

- 9 pages]

6. S11A Instruments of Appointment - Planning and

Environment Act - December 2024 [

12.4.6

- 4 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.

•

Councillor Declarations of Representations by Members of Parliament.

•

Updated Terms of Reference of the Chief Executive Officer Employment Matters

Committee.

•

Proposed Council Meeting Dates for 2025.

•

Audit and Risk Committee Charter and membership.

•

Appointment of authorised officers under the

Officer Recommendation

That Council:

a. Notes the:

i. Governance Report December 2024.

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

S7 Instrument of Sub Delegation (24/3515Q; 25/3524; 25/3529;

25/3531; 25/3533; 25/3541Q; 25/3542; 25/3543Q; 25/3547; 25/3558;

25/3559; and 25/3562).

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.

v. Councillor Declarations of Representations by Members of Parliament.

b. Approves the updated Terms of Reference of the Chief Executive Officer

Employment Matters Committee, at

Attachment 3

to this report.

c. Approves the proposed Council Meeting dates for 2025, at

Attachment 4

to this

report, and gives notice of the dates in the Star Weekly newspaper and on

Council’s website.

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d. In relation the Audit and Risk Committee:

i. Approves the updated Audit and Risk Committee Charter, at

Attachment

5

to this report.

ii. Reappoints Audit and Risk Committee independent member, Jen

Johanson, for a further three year period.

iii. Approves the extension of Geoff Harry as Chair of the Audit and Risk

Committee until 31 March 2025, and as an independent member of the

Audit and Risk Committee until 30 June 2025.

iv. Notes that a recruitment process for a new Independent Chair of the

Audit and Risk Committee will be undertaken in early 2025.

e. Appoints Ian Babore, Winny Enniss, Sunny Rehman and Glenda Roberts under

section 147(4) of the

, to be authorised

officers for the purposes of the

and the

regulations made under that

; and under section 313 of the

authorises Ian Babore, Winny Enniss, Sunny Rehman and Glenda

Roberts generally, to institute proceedings for offences against the

and

regulations described in the instrument, at

Attachment 6

to this report.

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

and the Model Councillor Code

of Conduct 2024.

Matters for Consideration

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 $2,000,000 (exclusive of GST) through an Instrument of Delegation made on 23

April 2024 (S5 Instrument of Delegation to the Chief Executive Officer). The Chief

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

$200,000 (inclusive of GST) through an Instrument of Delegation made on 12 December

2023 (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

Contract

No.

Description

Successful

Tenderer

Contract

Amount (inc

GST)

Date

Awarded

24/3515Q Brimbank Aquatic and

Wellness Centre Car

Park Lighting Installation

Garnet Electrical

Services

$56,086 28/09/2024

25/3524 MAV Supply and

Delivery of One Single

Cab Park Tipper Truck

Westar Truck

Centre

$131,192.27 17/8/2024

25/3529 Supply of Corporate and

Workwear Uniforms

Rodney Marks Pty

Ltd

$495,000 17/10/2024

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25/3531 PA Fleet Consumables Panel of Suppliers

$500,000

5/8/2024

25/3533 Churchill Reserve

Sportsground Upgrade

Global Turf

Projects

$686,691.17 25/9/2024

25/3541Q Ralph Reserve Pavilion

Refurbishment Change

Room Design

Avor Architecture

$81,400 13/9/2024

25/3542 Employee Assistance

Program

Acacia Connections $285,433.50 11/10/2024

25/3543Q Keilor Tennis Club Fence

Replacement

RMS Groundworks

$376,307 19/9/2024

25/3547 Delahey Enclosed Off

Leash Dog Park

Vine Civil

$295,095.30 18/11/2024

25/3558 MAV Supply of Five Park

Maintenance Tipper

Trucks

Westar Trucks

Centre

$804,547 17/10/2024

25/3559 Jones Creek Footbridge

St Albans

Heuron Screenline

$486,122 14/10/2024

25/3562 MAV Supply of Two

7500kg GVM Tipper

Trucks

Westar Trucks

Centre

$370,045.58 8/10/2024

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:

Date

Event

9 September 2024 Social Justice Coalition – Strategic Implementation Group

8 October 2024

Council Meeting Briefing

14 November 2024 Councillor Workshop 1 (including Briefing)

18 November 2024 Councillor Induction Training 1 (including Briefing)

19 November 2024 Councillor Orientation 2 (including Briefing)

21 November 2024 Councillor Orientation 3 (including Briefing)

25 November 2024 Briefing

26 November 2024 Finance Presentation and Corporate Services Overview

28 November 2024 Councillor Workshop 3 (including Briefing)

2 December 2024 Councillor Training Workshop (including Briefing)

3 December 2024 Council Meeting Briefing

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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

27 August 2024 Disability Advisory Committee

Cr Borg

9 September 2024 Social Justice Coalition – Strategic

Implementation Group

Cr Borg

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.

Councillor Declarations of Representations by Members of Parliament were received for

the following meetings.

Chief Executive Officer Employment Matters Committee

The Chief Executive Officer Employment Matters Committee coordinates employment

related matters pertaining to the Chief Executive Officer, particularly Performance

Review and Recruitment.

Due to changes in the electoral structure, a review of the Councillor Representative

component of this committee is required. Accordingly, the committee's Terms of

Reference have been updated and are presented to the Council for consideration

(Attachment 3)

.

Date

Councillor Member of

Parliament

Matter Discussed

4 December 2024 Cr Dang Natalie

Suleyman MP

St Albans Library

Errington Reserve

St Albans Welcome Project

Alfrieda Street Masterplan

Melbourne Airport Rail

Outdoor Pool / Splash Park at BAWC

Youth Services

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Proposed Council Meeting Dates for 2025

Council’s current meeting cycle model was introduced in March 2016. The model consists

of a Planning Forum (with no decision making functions) held on the second Tuesday of

the month, and a Council Meeting generally on the third Tuesday of the month. The

election of the Mayor is to be held the Tuesday following the anniversary of the election

of the Mayor. Additionally, two Tuesdays of the month are used to provide briefings to

Councillors on upcoming matters likely to be presented to Council for consideration.

The proposed Council Meeting Dates for 2025 are at

Attachment 4

. It is recommended

Council approve these dates and give notice in the Star Weekly newspaper and on

Council’s website.

Audit and Risk Committee Charter and Independent membership

Council’s Audit and Risk Committee (ARC) is governed by a Charter, most recently

reviewed and adopted by Council on 19 September 2023.

The Charter outlines that there are to be three Independent ARC Members, one of which

will act as the Independent Chair of the committee. Each Independent Member is elected

to a term of three years, with the option of a three year extension based on

performance.

Two Independent Members have terms concluding in the near future. Firstly,

Independent Member Jen Johanson’s first three year term comes to completion at the

end of 2025. Ms Johanson’s performance on Council’s ARC has been assessed as

satisfactory. It is recommended that Council notes the reappointment of independent

member, Jen Johanson to the Audit and Risk Committee for an additional three-year

term. This is based on mutual agreement and her satisfactory performance as per the

Charter.

Secondly, the tenure of ARC’s current Independent Chair, Geoff Harry, comes to an end

in February 2025, which will be his second, and last, three year term. However, to

support the transfer of the role to the new committee Chair and maintain the

committee’s independent membership requirement during the recruitment of the role, it

is proposed that Mr Harry’s role be extend until the end of June 2025.

Recruitment of a new Independent Chair will commence in early 2025.

To facilitate the above proposal, it is recommended that the Audit and Risk Committee

Charter be amended to include under the Appointment section:



Section 3.13 - To support the smooth transfer of committee membership to

newly appointed members, the Committee can extend an existing independent

committee member beyond the three-year term plus additional three-year term,

as approved by Council.

The amendment to the Charter is presented to Council for approval

(Attachment 5)

.

Appointment of Authorised Officers under the

An Authorised Officer is an individual formally appointed by a council or Chief Executive

Officer under the

or other relevant legislation to perform

regulatory and enforcement functions. These officers ensure compliance with legislation

and local laws, such as planning, animal management, public health, and environmental

protection, and are empowered to investigate, issue fines or notices, and conduct

inspections.

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Their authority is granted through an official instrument of appointment that specifies

their duties, and they operate under several legislative frameworks, including the

and the

.

Council has delegated the power to appoint authorised officers to the Chief Executive

Officer in most instances in order to enforce provisions of various acts and local laws.

However, Section 188(2)(c) of the

precludes Council from delegating its power to appoint an authorised officer for the

purposes of enforcing the

.

The Instruments of Delegation

(Attachment 6),

based on the template provided by the

Maddocks Delegations and Authorisations Service, provide for Council to appoint an

officer by resolution, pursuant to section 147 of the

. The Instruments also

include the general appointment provision in section 313 of the

to commence proceedings on behalf of Council.

A Council resolution is therefore required to authorise officers under the

As such, it is recommended that the following officers be appointed: Ian Babore,

Winny Enniss, Sunny Rehman and Glenda Roberts.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

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, Safety, Environmental or Financial 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 strives 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, Model Councillor Code of Conduct 2024 and Procurement Policy.

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

conflicts of interests to declare.

Resolution

Moved Cr Ranka Rasic/Seconded Cr Daniel Kruk

That Council:

a. Notes the:

i. Governance Report December 2024.

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

with S7 Instrument of Sub Delegation (24/3515Q; 25/3524;

25/3529; 25/3531; 25/3533; 25/3541Q; 25/3542; 25/3543Q;

25/3547; 25/3558; 25/3559; and 25/3562).

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.

v. Councillor Declarations of Representations by Members of

Parliament.

b. Approves the updated Terms of Reference of the Chief Executive Officer

Employment Matters Committee, at Attachment 3 to this report.

c. Approves the proposed Council Meeting dates for 2025, at Attachment 4

to this report, and gives notice of the dates in the Star Weekly

newspaper and on Council’s website.

d. In relation the Audit and Risk Committee:

i. Approves the updated Audit and Risk Committee Charter, at

Attachment 5 to this report.

ii. Reappoints Audit and Risk Committee independent member, Jen

Johanson, for a further three year period.

iii. Approves the extension of Geoff Harry as Chair of the Audit and

Risk Committee until 31 March 2025, and as an independent

member of the Audit and Risk Committee until 30 June 2025.

iv. Notes that a recruitment process for a new Independent Chair of

the Audit and Risk Committee will be undertaken in early 2025.

e. Appoints Ian Babore, Winny Enniss, Sunny Rehman and Glenda Roberts

under section 147(4) of the

, to be

authorised officers for the purposes of the

and the regulations made under that

; and under section 313 of

the

authorises Ian Babore, Winny Enniss,

Sunny Rehman and Glenda Roberts generally, to institute proceedings for

offences against the

and regulations described in the instrument, at

Attachment 6 to this report.

CARRIED

Brimbank Council Meeting No. 641 - 10 December 2024

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12.5

Appointment To Committees

12.5

Appointment to Committees

Directorate

People, Partnerships and Performance

Director

Georgie Hill

Manager

Danny Bilaver

Attachment(s)

Nil

Purpose

For Council to consider appointments to Committees and changes to committee

representation.

Officer Recommendation

That Council:

a. Appoints until Council resolves otherwise:

i. Councillor ___________ as Chair and Councillor ___________ as

representative, to the Brimbank Aboriginal and Torres Strait Islander

Consultative Committee.

ii. Councillor ___________ as Chair, and Councillors ___________ and

___________ as representatives, to the Brimbank Arts Advisory

Committee.

iii. Councillors ___________ and ___________ as representatives, to the

Brimbank Economic and Employment Advisory Group.

iv. Councillor ___________ as co-Chair, and Councillor ___________ as

representative, to the Brimbank Youth Council.

v. Councillors ___________, ___________, ___________, and

___________ as representatives, to the Chief Executive Officer

Employment Matters Committee.

vi. Councillor ___________ as co-Chair, and Councillors ___________ and

___________ as representatives, to the Disability Advisory Committee.

vii. Councillor ___________ as co-Chair and Councillor ___________ as

representative, to the Safety and Wellbeing Partnership.

viii. Councillors ___________ and ___________ as representatives and

Councillor ___________ as substitute, to the St Albans Town Centre

Partnership Group.

ix. Councillor ___________ as representative, to the Sunshine Town Centre

Partnership Group.

x. Councillors ___________ and ___________ as representatives, to the

yaluk barring park Consultative Committee.

xi. Councillor ___________ as delegate and Councillor ___________ as

substitute, to the Brimbank Community Fund Advisory Committee.

xii. Councillors ___________ and ___________ as delegates, to the Brooklyn

Community Representative Group.

xiii. Councillor ___________ as delegate, and Councillor ___________ as

substitute, to the Calder Highway Improvement Committee.

xiv. Councillor ___________ as delegate and Councillor ___________ as

substitute, to the Local Government Working Group on Gambling.

xv. Councillor ___________ as delegate and Councillor ___________ as

substitute, to the Metropolitan Transport Forum.

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xvi. Councillor ___________ as delegate, and Councillor ___________ as

substitute delegate, to the Municipal Association of Victoria (MAV).

xvii. Councillor ___________ as delegate and Councillors ___________ and

___________ as substitutes, to the Western Melbourne Tourism.

b. Discontinues the operation of the Heritage Advisory Committee, the Brooklyn

Industrial Precinct Committee and the Social Justice Coalition – Strategic

Implementation Group.

c. Notes that Council will no longer appoint a Councillor delegate to the Melbourne

Regional Landfill Community Reference Group.

Background

Committees

Council has established a range of internal advisory committees to which it appoints

Council representatives. Council is also invited to participate on external committees

convened by other organisations and bodies, to which it appoints Council delegates.

The role of the Council representative or delegate is defined in the Terms of Reference

for each committee, and is, broadly, to represent the issues facing, and position of

Council.

Matters for Consideration

Committee Appointments

Council has established a range of internal advisory committees to which it appoints

Council representatives. Council is also invited to participate on external committees

convened by other organisations and bodies, to which it appoints delegates. The role of

the Council representative or delegate is defined in the Terms of Reference for each

committee, and is, broadly, to represent the issues facing, and position of Council.

Council generally reviews appointments of Council representatives and delegates to

committees on an annual basis.

At the Council Meeting on 20 November 2024, Council appointed Council delegates and

representatives to the LeadWest Joint Delegated Committee and the Audit and Risk

Committee.

It is recommended that Council appoints Council delegates and representatives to the

remaining of the committees.

Committees Proposed to be Discontinued

The following committees are recommended for discontinuation due to low attendance,

resource constraints, and the availability of alternative forums or processes to address

the relevant issues.

The Heritage Advisory Committee has experienced low attendance and difficulty

achieving a quorum, even after reducing membership. Much of the information shared

can be communicated directly to historical societies via email. Meetings often focus on

general enquiries rather than heritage matters, and require significant Council resources.

Recruitment efforts have been largely unsuccessful, and heritage work already

undergoes community consultation through legislative processes, reducing the need for

the committee.

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Future actions (subject to adoption of recommendation):

•

Engage with historical societies as needed for heritage policy development and

planning scheme amendments.

•

Explore more effective ways to promote heritage within Brimbank.

•

Exhibit heritage amendments in accordance with the

.

The Brooklyn Industrial Precinct Committee has faced low attendance from industry

members, despite accommodating their preferred meeting times, dates, and formats.

The committee's aim to engage businesses for site development has been challenging to

progress due to declining participation. Since COVID-19, actions arising from these

meetings have been minimal and could be addressed more efficiently via direct

communication or confirm action requests. Additionally, there are alternative forums,

such as the Brimbank Community Representative Group, to address precinct issues, and

other networking opportunities for businesses, such as Brimbank Business Link Meet

ups, making the loss of this committee negligible.

Future actions (subject to adoption of recommendation):

•

Promote alternative business networking forums through Economic

Development.

•

Support the Brimbank Community Representative Group as a platform for

residents and industry to discuss air quality concerns.

The Social Justice Coalition – SIG has faced limited engagement from stakeholder

participants, indicating insufficient interest in its current form. It is recommended that

Council ceases the operation of the Social Justice Coalition – Strategic Implementation.

Future actions (subject to adoption of recommendation):

•

Reassess engagement processes with key stakeholders on shared social justice

priorities in line with the review of Council’s Social Justice Charter and strategic

approach in 2025.

•

Explore alternative frameworks or working groups that could support social

justice initiatives with a structure and focus that better align with Council

priorities. This approach allows for an adaptable structure that would more

effectively support social justice objectives and align with Council interests and

community needs.

•

Existing SIG community organisation representatives will be invited to join the

Brimbank Service Providers Network and Safety Wellbeing Partnership, which

serve similar purposes to the SIG and provide opportunity for ongoing

collaboration between partners and Council.

The Melbourne Regional Landfill Community Reference Group is not an advisory

committee to Council but operates under Cleanaway as a reference group for landfill

operations. The landfill sits outside Brimbank, and Cleanaway is required to consult

Council only on major planning applications.

Future actions (subject to adoption of recommendation):

Brimbank Council Meeting No. 641 - 10 December 2024

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•

Contact Cleanaway directly for operational complaints related to the landfill.

Community Engagement

Not applicable.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

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, Model Councillor Code of Conduct 2024 and Procurement Policy.

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

conflicts of interests to declare.

Section 129 of the

provides that a conflict of interest does

not arise in relation to a decision by a Councillor on a matter or in a circumstance that is

prescribed to be exempt by the

. Regulation 7(1) prescribes the following are exempt matters:

•

the nomination or appointment by the Council of a Councillor to a position for

which the Councillor will not be remunerated;

•

the nomination or appointment by the Council of a Councillor to a position in the

Municipal Association of Victoria or in another body that has the purpose of

representing the interests of Councils.

Resolution

Moved Cr Virginia Tachos/Seconded Cr Victoria Borg

That Council:

a. Appoints until Council resolves otherwise:

i. Councillor Ranka Rasic as Chair and Councillor Victoria Borg as

representative, to the Brimbank Aboriginal and Torres Strait

Islander Consultative Committee.

ii. Councillor Daniel Kruk as Chair, and Councillors Lucy Nguyen and

Duyen Anh Pham as representatives, to the Brimbank Arts

Advisory Committee.

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iii. Councillors Virginia Tachos and Kim Thien Truong as

representatives, to the Brimbank Economic and Employment

Advisory Group.

iv. Councillor Katharine Nikolic as co-Chair, and Councillor Duyen

Anh Pham as representative, to the Brimbank Youth Council.

v. Councillors Victoria Borg, Thuy Dang, Katharine Nikolic, and

Ranka Rasic as representatives, to the Chief Executive Officer

Employment Matters Committee.

vi. Councillor Maria Kerr as co-Chair, and Councillors Victoria Borg

and Kim Thien Truong as representatives, to the Disability

Advisory Committee.

vii. Councillor Duyen Anh Pham as co-Chair and Councillor Maria Kerr

as representative, to the Safety and Wellbeing Partnership.

viii. Councillors Duyen Anh Pham and Joh Bauch as representatives

and Councillor Daniel Kruk as substitute, to the St Albans Town

Centre Partnership Group.

ix. Councillor Daniel Kruk as representative, to the Sunshine Town

Centre Partnership Group.

x. Councillors Daniel Kruk and Ranka Rasic as representatives, to

the yaluk barring park Consultative Committee.

xi. Councillor Virginia Tachos as delegate and Councillor Daniel Kruk

as substitute, to the Brimbank Community Fund Advisory

Committee.

xii. Councillors Victoria Borg and Katharine Nikolic as delegates, to

the Brooklyn Community Representative Group.

xiii. Councillor Ranka Rasic as delegate, and Councillor Katharine

Nikolic as substitute, to the Calder Highway Improvement

Committee.

xiv. Councillor Kim Thien Truong as delegate and Councillor Lucy

Nguyen as substitute, to the Local Government Working Group on

Gambling.

xv. Councillor Lucy Nguyen as delegate and Councillor Virginia

Tachos as substitute, to the Metropolitan Transport Forum.

xvi. Councillor Katharine Nikolic as delegate, and Councillor Joh Bauch

as substitute delegate, to the Municipal Association of Victoria

(MAV).

xvii. Councillor Duyen Anh Pham as delegate and Councillors Maria

Kerr and Virginia Tachos as substitutes, to the Western

Melbourne Tourism.

xviii. Councillor Virginia Tachos as Chair and Councillor Lucy Nguyen as

substitute representative, to the Heritage Advisory Committee.

b. Discontinues the operation of the Brooklyn Industrial Precinct Committee

and the Social Justice Coalition – Strategic Implementation Group.

c. Notes that Council will no longer appoint a Councillor delegate to the

Melbourne Regional Landfill Community Reference Group.

CARRIED

12.6

Quarterly Advocacy Update - December 2024

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12.6

Quarterly Advocacy Update - December 2024

Directorate

People, Partnerships and Performance

Director

Georgie Hill

Manager

Elie Khalil

Attachment(s)

Nil

Purpose

To note the major advocacy-related developments from September to November 2024

and to relaunch a refreshed Transforming Brimbank campaign.

Officer Recommendations

That Council:

a. Notes the major developments over the past three months that are related to our

advocacy priorities.

b. Endorses the relaunch of our refreshed Transforming Brimbank campaign, with a

focus on the development of the Sunshine Precinct and the construction of the

Melbourne Airport Rail (MAR).

Background

Brimbank’s Advocacy Priorities

Council’s advocacy priorities are aligned to the Council Plan Strategic Directions and are

detailed in the Brimbank Advocacy Plan 2023-25. Our priorities are selected using a

rigorous process that identifies topics with strong community support as well as those

that provide benefits that span across Brimbank and beyond our boundaries and have

ongoing lasting effects well into the future.

These priorities are outlined below along with their level of importance.

•

Transforming Brimbank – Gold

•

Mental Health – Gold

•

Road Infrastructure – Silver

•

Climate Emergency – Silver

•

Addressing Unemployment – Bronze

•

Housing and Homelessness – Bronze

•

Melbourne Airport Third Runway - Maintain Influence

•

Gambling Harm - Maintain Influence

•

Major Parks - Maintain Influence

•

Libraries - Maintain Influence

•

Government Burden on Council - Maintain Influence

Major advocacy developments and highlights are reported to Council each quarter.

Transforming Brimbank Community Campaign

Located in the middle of Melbourne’s fast-growing western suburbs, Brimbank is home to

nearly 200,000 residents and is a car-centric municipality facing high traffic congestion,

limited transport options, a high unemployment rate, diverse housing needs, and a less

mature development market.

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At the centre of Brimbank sits the Sunshine Precinct, strategically located less than

15 km west of the CBD and less than 15 km south of Melbourne Airport. The Precinct is

also a transport hub with ample land available for development. It is therefore well

placed to be the centre of Melbourne’s booming west and a key economic hub, with the

capacity for an additional 29,000 jobs and housing for 43,000 new residents by 2051.

The Sunshine Precinct is the only location in Melbourne that the Victorian Government

has declared a Metropolitan Activity Centre, a National Employment and Innovation

Centre, a Priority Precinct and a Transport Super Hub. It has also been added to

Infrastructure Australia’s list of priority projects.

To realise Sunshine’s full potential and break the cycle of generational disadvantage in

Melbourne’s west, Council launched the ‘Transforming Brimbank’ advocacy campaign in

2021, focused on major local infrastructure investments promoting transport

connectivity and stimulating significant economic growth, particularly around the

Sunshine Precinct. As part of this campaign, we produced the Sunshine Priority Precinct

Vision 2050 followed by the ‘Let’s Build It Better’ brochure, positioning Sunshine as a key

Priority Precinct with significant opportunities for transport connections, jobs, economic

development and housing.

In response, the Victorian Government released the Sunshine Precinct Opportunity

Statement in November 2021, outlining its vision and framework for transformational

outcomes in the area. This was followed by several government announcements ahead

of the 2022 Victorian State election which committed to constructing a new train station

at Keilor East, $80 million towards the rebuild of Albion Station and the release of the

Sunshine Station Masterplan coupled with a $143m commitment towards implementing

the first stage of this Masterplan. Despite these announcements, delays have since

emerged.

In May 2023, the Australian Government conducted a review of the nation’s

‘Infrastructure Investment Program’, casting doubts on the MAR project and related

infrastructure projects committed for Melbourne’s west, including the implementation of

the Sunshine Station Masterplan, the Albion Station rebuild and the new Keilor East

station. After strong advocacy efforts from Brimbank, the Australian Government

reconfirmed its $5 billion commitment to MAR in November 2023. However, due to a

longstanding disagreement between the Melbourne Airport operator and the Victorian

Government over the positioning of the station at the airport (underground vs above

ground), the Australian Government appointed an independent mediator in January 2024

in an attempt to break the deadlock. Following the mediation process in June 2024, it

was recommended that the airport station be built above-ground. Despite Melbourne

Airport’s consequent concession to proceed with an above-ground station, the Victorian

Government has insisted on a 4-year delay to the MAR project. A further complicating

issue is the Australian Government’s approval in August 2024 of Melbourne Airport’s

Major Development Plan for a third runway. Set to become operational in 2031, this

additional runway will result in an increased number of airline passengers and airport

staff. In the absence of an airport rail, the traffic congestion on the already busy road

network in Melbourne’s west will be further exacerbated.

The Australian Government’s independent mediation also recommended that

”, and that these works can proceed on a ‘no regrets’ basis due to existing

progress and future benefits. In September 2024, Council welcomed a joint

announcement by the State and Federal Governments to invest $63.5m to commence

works to rebuild Sunshine Station in preparation for MAR. While this is a step in the right

direction, no start date has been specified for the Sunshine Station Masterplan, which

includes 3 Victorian Government-owned development sites; Station Place, Sun Crescent

and Southern Village, each offering diverse spaces for new businesses and affordable

housing to address the current housing crisis.

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New residential dwellings close to public and active transport connections can also be

achieved by the development of the Albion Quarter which sits on the northern end of the

Sunshine Precinct. In May 2024, the Victorian Government released the Albion Quarter

Structure Plan discussion paper. This aims at transitioning the area around Albion

Station from industrial-focused businesses to mixed use by supporting the next

generation of jobs, housing, innovation and services. Council looks forward to continuing

to work with the Victorian Government on the progression and implementation of this

Structure Plan.

Matters for Consideration

Relevant Advocacy Developments

The whole-of-Council advocacy-related developments and highlights from September

2024 to the end of November 2024 are summarised below.

For over 2 years, Brimbank has advocated strongly for the Federal Government to

consider the health impacts of Melbourne Airport’s proposed third runway on our

residents. We have hosted and participated in various community events, provided

numerous submissions to government and raised the matter on multiple occasions at the

National General Assembly of the Australian Local Government Association. We have also

met with the responsible Minister the Hon Catherine King MP on several occasions.

The Minister provided conditional approval for the Major Development Plan (MDP) for the

project on 13 September 2024. We will continue to advocate to Melbourne Airport and

the Federal Government about the importance of community engagement with the

Brimbank community and improvements to airport planning.

Following the government’s decision to approve the MDP, a Senate Inquiry into the

was held on 20 September 2024. Brimbank

welcomed this Inquiry as well as the topics that were discussed, particularly our

concerns with Melbourne Airport’s third runway that were raised by Senator Steph

Hodgins-May.

On 19 September 2024, the State and Federal Governments jointly announced a $63.5

million investment to start works to rebuild Sunshine Station. This will include an

additional platform, track and bridge works, as well as signalling improvements.

The works will create the capacity for:

•

A rail connection to Melbourne Airport, enabling 6 trains per hour to the airport.

•

More frequent and reliable services passing through Sunshine.

•

Additional services from Wyndham Vale.

•

Future electrified trains to run from Melton.

Council issued a media release and a social media post to welcome this announcement,

particularly as it forms part of our gold level Transforming Brimbank advocacy priority.

The announcement was followed by a visit to Brimbank on 23 October by the Hon Colin

Brooks MP, Victorian Minister for Precincts. This was an opportunity for Council Officers

to discuss our vision for the Sunshine Precinct with the Minister as well as next steps.

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On 19 September 2024, Brimbank Council Officers appeared before the

to provide evidence on how current government

legislative requirements and regulations are fast becoming a burden on Local

Government. Brimbank’s evidence included our challenges to invest in community

infrastructure and deliver necessary community services while dealing with the

restrictions of rate-capping and the cost-shifting of responsibilities from the Victorian

Government to Local Government. Examples of cost-shifting in Brimbank include:

•

School crossing supervisors

•

Changes in funding to libraries

•

Changes in funding to maternal and child health programs

•

Policy changes for kindergartens

•

Changes to State policy on waste that are driving increased expenditure

•

Responsibility for social infrastructure

•

Expenses related to flammable cladding

•

Public maintenance of works for which the State is responsible, such as arterial

roads.

Brimbank used the opportunity of this Inquiry to advocate for:

•

A review of the current rate-capping system

•

Increase government grant funding as well as an increase in the quantum of the

Federal Government’s Financial Assistance Grants

•

Cost-shifting to be analysed and consideration given for appropriate levels of

funding.

On 29 October 2024, State Minister for Roads the Hon Melissa Horne MP announced the

beginning of works funded through the $210 million

that was committed last year. This will include $616,000 for the installation of

speed humps along Hall Street, Hilma Street and Mailey Street in Sunshine West. The

speed humps will be spaced in regular intervals to encourage slower speeds, increasing

pedestrian safety and reducing the likelihood of crashes.

Transforming Brimbank Community Campaign

Launched in April 2021, Council’s Transforming Brimbank campaign preceded the State

Government committing to a number of significant projects ahead of the 2022 Victorian

State Election. However, the progression of these projects has been much slower than

anticipated, coupled with the construction of the MAR being delayed until 2033. A new

Council term creates an opportunity to refresh and resume the Transforming Brimbank

campaign, with the aim of progressing the projects that have been promised for the

residents of Brimbank and Melbourne’s west.

Council’s new campaign will be focusing on the development of the Sunshine Precinct as

the first step of the MAR project. We will also be calling on the State Government to

reconsider the 4-year delay to the rail’s construction. With the third runway at Melbourne

Airport set to be operational by 2031, the increased number of airline passengers and

airport staff will further congest the already busy Tullamarine Freeway. It is therefore

imperative that the rail be completed before the runway.

Investment in both the Sunshine Precinct and MAR is poised to unlock one of

Melbourne’s largest urban renewal projects and up to $8 billion in private economic

development opportunities, attracting new residents, businesses, creative industries and

tourists to Melbourne’s west.

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Council’s campaign will call for the fulfilment of government commitments to:

•

Immediately commence works on the Sunshine Station Masterplan (State and

Federal)

•

Revise the timeline of the MAR project so that the rail is completed ahead of

Melbourne Airport’s third runway becoming operational in 2031 (State and

Federal)

•

Proceed to rebuilding Albion Station (State) and ensuring that the Albion

Quarter Structure Plan aligns with the vision of our community

•

Construct the new train station at Keilor East (State)

•

Provide clear timelines for the above-mentioned projects.

In addition, Council calls on the State Government to introduce a new direct bus service

from Sunshine Station to Melbourne Airport, thereby providing airport staff and airline

passengers with this much needed connection from a major transport hub in Melbourne’s

west to one of the State’s largest single-site employers.

Melbourne’s west has not received the level of infrastructure funding that is required to

sustain one of the nation’s fastest growing populations. Such infrastructure is also critical

for the investment to accommodate the strong need for new housing development in the

region. Our campaign is necessary to ensure that Melbourne’s west is given the same

level of priority as Melbourne’s east that will benefit from mega projects such as the

Suburban Rail Loop, set to service populations that are already well connected by public

transport, despite costing significantly more and requiring a much longer timeline to

build compared with the Melbourne Airport Rail project.

Community Engagement

This report is consistent with the policy, evidence and current positions of Council, widely

informed by community engagement and insight and the Brimbank Advocacy Plan 2023-

25. Our Transforming Brimbank campaign is based on Council’s Sunshine Priority

Precinct Vision 2050 document that was conceived following extensive community

consultation.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

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

Legislation/Council Plan/Policy Context

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

1. People and Community - A welcoming, safe and supported community - An

inclusive place for all

• Wellbeing and Belonging - Responsive services that support mental and physical

wellbeing

2. Places and Spaces - Liveable and connected neighbourhoods that support

healthy and sustainable futures - A green place for all

• Liveable and Connected - Inviting and liveable spaces and facilities, connected so

people can get around

• Sustainable and Green - Protect natural environments for current and future

generations

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3. Opportunity and Prosperity - A future focused, transforming city where all

have opportunities to learn and earn - A prosperous place for all

• Growing and Transforming - Optimise community opportunities through infrastructure

innovation and investment

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 priorities identified in the Brimbank Advocacy Plan 2023-

2025 and the Sunshine Priority Precinct 2050 Vision.

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

conflicts of interests to declare.

Resolution

Moved Cr Virginia Tachos/Seconded Cr Duyen Anh Pham

That Council:

a. Notes the major developments over the past three months that are

related to our advocacy priorities.

b. Endorses the relaunch of our refreshed Transforming Brimbank

campaign, with a focus on the development of the Sunshine Precinct and

the construction of the Melbourne Airport Rail (MAR).

CARRIED

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12.7

Council Plan Action Plan Y4Q1 Report And Draft Council Report

12.7

Council Plan Action Plan Y4Q1 Report and Draft Council

Report

Directorate

People, Partnerships and Performance

Director

Georgie Hill

Manager

Rachel Deans

Attachment(s)

1. Council Plan Action Plan Y4 Q1 Report (July - September

2024) [

12.7.1

- 37 pages]

Purpose

For Council to note the status of progress towards implementing the Council Plan Action

Plan Year 4 Quarter 1 as presented in the attached Quarter One Progress Report for July

– September 2024.

Officer Recommendation

That Council notes the status of progress towards implementing the Council Plan Action

Plan Year 4 Quarter 1 as presented in the attached Quarter One Progress Report for July

- September 2024.

Background

Adopted in October 2021, ‘Together we are Brimbank’ integrates Council’s Community

Vision, Council Plan (2021-2025) and Municipal Health and Wellbeing Plan.

Implementation of ‘Together we are Brimbank’ is monitored and evaluated through

quarterly reporting of Council Plan actions identified in the Council Plan Annual Action

Plan. End of financial year achievements are published in the Brimbank Annual Report.

Both of these reporting mechanisms are requirements of the Local Government Act

2020.

This year (2024-2025) the Council Plan Action Plan contains 81 actions.

19

28

18

16

0 5

10 15

20 25

30

People and Community Places and Spaces Opportunity and Prosperity Leadership and Governance

Breakdown of 2024/2025 Council Plan Actions by Strategic Direction

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Matters for Consideration

Analysis

Results – Progress of Actions

As of 30 September 2024, the status of the 81 actions in the Council Plan Annual Action

Plan are as follows:

•

96% (77) actions are in progress

•

2% (2) actions are completed

•

1% (1) action has not commenced

•

1% (1) action is not due to commence until Quarter 4

.

The following actions are completed:

•

Advocate to the State Government to allocate funding for local government

Social Inclusion Action Groups (People and Community)

•

Continue implementation of Council’s Urban Forest Strategy through street tree

planting in Kings Park, Deer Park and St Albans (Places and Spaces)

Detailed commentary about progress of each of the 81 actions is included in

Attachment 1

.

Community Engagement

The ‘Together we are Brimbank’ Council Plan Annual Action Plan Quarterly Report has

been developed for community. The report includes information about the progress of

Council’s 81 actions and service highlights aligned to each of the Council Plan Strategic

Directions.

Links to quarterly action plan progress reports are made available to the public via the

Council Plan webpage on the Brimbank City Council website.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

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

Actions in

progress , 77

Actions

completed , 2

Actions not yet

commenced , 1

Actions not due to

commence ,1

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Legislation/Council Plan/Policy Context

This report supports the Council Plan 2021-2025 goal and strategic 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 strives to enhance services and

liveability for the Brimbank community.

Legislation

The

requires that Council’s must, after a general election:

•

Prepare Council Plan for a period of at least the next 4 financial years

•

Adopt the Council Plan by

31 October

in the year following the

general election (2025).

Over the next six months Council will be working with Councillors, Community and

Council staff to develop the Council Plan 2025-2029.

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

conflicts of interests to declare.

Resolution

Moved Cr Victoria Borg/Seconded Cr Kim Thien Truong

That Council notes the status of progress towards implementing the Council

Plan Action Plan Year 4 Quarter 1 as presented in the attached Quarter One

Progress Report for July - September 2024.

CARRIED

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12.8

Annual Brimbank Community Grants Program 2024/2025

12.8

Annual Brimbank Community Grants Program

2024/2025

Directorate

Community Wellbeing

Director

Lynley Dumble

Manager

Elyse Rider

Attachment(s)

1. Brimbank Annual Community Grants 2024/2025

Successful Grants [

12.8.1

- 16 pages]

Purpose

For Council to note the Brimbank Annual Community Grants Program 2024/2025

assessment outcome.

Officer Recommendation

That Council notes the Annual Brimbank Community Grants Program 2024/2025

assessment outcome as at

Attachment 1

.

Background

The Brimbank Community Grants Program provides one-off financial assistance to not

for-profit organisations and community groups seeking to deliver projects that support

and improve the Brimbank community’s health and wellbeing, support life-long learning,

encourage sustainable living, promote Brimbank as a destination and build capacity

through partnerships and networks.

The Community Grants Program has a total financial year allocation of $600,000 spread

throughout two funding streams:

1. Annual Community Grants - delivered once per calendar year.

2. Quick Responsive Grants – Two Community Grants categories (Responsive and

Establishment Grants) available throughout the year from 2024 to fill a gap for

eligible organisations requiring assistance for emerging or unexpected needs

and opportunities outside the Annual Community Grants Program timelines.

These Grants are assessed tri-annually in February, August and November.

Funded initiatives are required to align with Council’s Strategic objectives:

•

People and Community - A welcoming, safe and supported community - An

inclusive place for all.

•

Places and Spaces - Liveable and connected neighbourhoods that support

healthy and sustainable futures - A green place for all.

•

Opportunity and Prosperity - A future focused, transforming city where all have

opportunities to learn and earn - A prosperous place for all.

The Brimbank Annual Community Grants Program 2024/2025 was open for a period of

approximately 7 weeks from 29 May to 14 July 2024. There were 168 applications, with

a requested total amount of $1,015,241. These included: 23 Community Strengthening

Grants, 15 Mental Health and Wellbeing Grants, 3 Climate Emergency Grants, 4 Young

People’s Ideas Grants, 38 Community Festival and Event Grants, 8 Major Festival and

Event Grants, and 77 Seniors Operational Grants applications.

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Assessments were completed in October 2024. Out of the $600,000 budget allocation, a

total of $547,805 was allocated to this program and the remaining $52,195 will be

allocated to all year round Quick Responsive Grants.

Successful and unsuccessful applicants were notified in November 2024.

Council has also supported 13 grant applicants through the Quick Responsive Grants

since the program’s inception in February 2024.

Matters for Consideration

Analysis

The 2024/2025 Annual Community Grants categories were endorsed by Council at its

Ordinary Council Meeting on 21 May 2024. Under the Community Grants Policy, Council

determines the Community Grants categories annually while the grant assessment is

delegated to Council Officers. The final grant approval is delegated to the Director

Community Wellbeing with the engagement of an external Probity Officer to provide

independent probity advice on the final approval’s conduct.

The following categories endorsed to be delivered as part of the Brimbank Annual

Community Grants Program 2024/2025:

1.

Community Strengthening Grants - up to $10,000

- support for projects

and activities that strengthen the community, promote resilience and leadership,

lifelong learning, encourage partnerships and involvement in community life and

develop a strong sense of belonging and identity.

2.

Mental Health and Wellbeing Grants - up to $10,000

- support projects or

activities that improves community mental health and wellbeing, builds

community capacity to support mental wellbeing and strengthen community

connections.

3.

Climate Emergency Grants - up to $10,000

- support the community to

implement projects that support greenhouse emissions reduction and climate

adaptation within Brimbank.

4.

Young People’s Ideas Grants - up to $10,000

- support a young person or

group of young people (aged 12-25 years) who are supported by an auspice

organisation or are part of an incorporated group, to deliver a project, event or

program that positively impacts other young people in the Brimbank

Community.

5.

Community Festival and Event Grants - up to $10,000

- support the

contribution of Brimbank’s smaller groups and organisations that play a role in

building a more connected and engaged community via a festival and event.

These are local smaller scale festival and events primarily attracting local

audiences.

6.

Major Festival and Event Grants - up to $25,000

- support festival and

events that showcase Brimbank’s diversity, places, talents, cultures or unique

offerings. These festival and events enhance Brimbank’s reputation as a great

place to live, work, visit and play and are of larger scale attracting more than

5,000 people.

7.

Seniors Operational Grants - up to $1,000

- support Brimbank seniors'

groups towards their day-to-day operating costs.

The Brimbank Annual Community Grants Guidelines and a Seniors Operational Grant

Guidelines were developed to provide applicants with information about the categories,

eligibility requirements, the application, assessment and approval processes, and

requirements for the administration of funding.

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Grants promotion and information sessions

Council promoted the grants opportunity through a variety of mediums and offered

online and face-to-face information and drop-in sessions. To publicise the grants,

advertisements were placed in local newspapers, on Council’s website, digital screens

and social media platforms, and information was sent to various partner organisations,

community networks and mailing lists, and all council facing customer service areas.

Supporting documents including local demographic data, translated materials and other

supporting resources for grant applicants were made available.

Face to face and online information sessions included:

•

2 interactive Grants Writing Workshops at St Albans Community Centre (STACC)

and Sunshine Library – in attendance were 37 participants

•

3 drop-in sessions at STACC and Sunshine Library

•

2 information sessions at Keilor Library and online

•

Promotion at the Seniors Expo and presentation at the Seniors Forum meeting

•

8 online and in-person festival and events training sessions related to contracts

& suppliers, risk management, events permits and accessible events.

•

Over 230 phone enquiries answered during the application period.

Assessment Process

All applications were assessed via SmartyGrants, an online grant management portal

against the published criteria of the Grants Guidelines.

Each of the eligible applications, excluding the Seniors Grants, were assessed by a

minimum of two selected content expert officers from across different Council units. The

Seniors Operational Grants were assessed by the Carers, Disabilities and Seniors Unit. A

second-round assessment was then completed by senior council staff.

The Final Panel Assessment was completed by the Director Community Wellbeing,

Manager Community Strengthening and Social Planning, Coordinator Connected

Communities, Community Grants Officer, Coordinator Arts and Culture, Social Policy and

Research Coordinator and an external Probity advisor.

An external and independent Probity Advisor provided probity advice on the conduct of

the Final Grants Assessment Panel in consideration of the Brimbank Community Grants

Policy and Guidelines. In addition, the probity advisor ensured the following probity

principles were met transparency and accountability, Fairness and equity, Impartiality

and ethical conduct, value for money, conflict of interest management and confidentiality

management.

Summary of Grant Outcomes

The table below provides a summary of the applications received, recommended, not

recommended and the recommended amounts.

Grant

Category

Total

Applications

Received

Total

Applications

Recommended

Total

Applications

Not

Recommended

Total

Amount

Allocated

Community

Strengthenin

g Grants

24

9

15

$71,603

Mental

Health and

15

7

8

$59,995

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Wellbeing

Grants

Climate

Emergency

Grants

3

2

1

$14,997

Young

People’s

Ideas Grants

4

2

2

$18,600

Community

Festival and

Event Grants

37

24

13

$202,110

Major

Festival and

Event Grants

8

5

3

$107,500

Seniors

Operational

Grants

77

73

4

$73,000

Total

168

122

46

$547,805

Implementation

Successful applicants have until December 2025 to implement their projects, events or

festivals.

Community Engagement

Not applicable

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

Community:

potential impact on community, including public trust and customer

service impact

• Yes - Unsuccessful grant applications have received feedback and an invitation to

attend future grant writing workshops.

Regulatory:

legal, legislative or regulatory implications including the rights/obligations

of stakeholders

• Yes - The grant round was administered in accordance with the Brimbank City Council

Grants Major Policy 2014 and assessment overseen by an independent probity

governance officer.

There are no Environmental, Financial or Safety risks identified.

Legislation/Council Plan/Policy Context

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

1. People and Community - A welcoming, safe and supported community - An

inclusive place for all

• Wellbeing and Belonging - Responsive services that support mental and physical

wellbeing

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• Pride and Participation - Community and cultural connections built through social and

artistic expression

2. Places and Spaces - Liveable and connected neighbourhoods that support

healthy and sustainable futures - A green place for all

• Sustainable and Green - Protect natural environments for current and future

generations

3. Opportunity and Prosperity - A future focused, transforming city where all

have opportunities to learn and earn - A prosperous place for all

• Earning and Learning - Everyone has access to education, training and lifelong learning

to support their aspirations

This report complies with S5 Instrument of Delegation to the Chief Executive Officer, S7

Instrument of Sub-Delegation from the Chief Executive Officer to Council Staff, and

Brimbank City Council Grants Major Policy 2014.

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

conflicts of interests to declare.

Resolution

Moved Cr Virginia Tachos/Seconded Cr Daniel Kruk

That Council notes the Annual Brimbank Community Grants Program

2024/2025 assessment outcome as at Attachment 1.

CARRIED

Matters for Consideration

Contract No. 25/3549 – 2024/2026 Asphalt Resurfacing Works at Various Roads

(Package 1 and Package 2) was advertised as a public tender on 10 August 2024 and

closed on 3 September 2024. 10 submissions were received and evaluated by the

Tender Evaluation Panel (TEP) as per the confidential report attached.

Analysis

The TEP considers that Asphaltech (Vic) Pty Ltd has the expertise and capacity to

complete the works under the contract for Package 1 and Tompsett Asphalt Pty Ltd has

the expertise and capacity to complete the works under Contract for Package 2.

The tender evaluation report is provided at

Confidential Attachment 1.

Implementation

Upon awarding the Contract, the Contractors will inform the Superintendent for the

works of the commencement date all as per the Contract conditions.

Community Engagement

A notification letter drop will be distributed to all affected properties by the contractors

on behalf of Council, prior to commencement of works for each individual road.

Resource And Risk Implications

Resource requirements can be met within the Annual Budget 2024/2025.

Community:

potential impact on community, including public trust and customer

service impact

• Yes – Deliver the project efficiently and effectively benefiting the community.

Environmental:

impacts on environmental sustainability, including water/waste

management, climate change, and contaminated land

• Yes – The Contract addresses construction environmental control measures related to

the construction works.

Financial:

significant financial impacts

• Yes - The project will be delivered within the allocated and approved budget.

Regulatory:

legal, legislative or regulatory implications including the rights/obligations

of stakeholders

• Yes - The process meets the requirements of the Local Government Act and Council

tender and procurement processes.

Safety

: health, safety or duty of care impacts

• Yes – OH&S is a mandatory requirement in this contract.

Legislation/Council Plan/Policy Context

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

2. Places and Spaces - Liveable and connected neighbourhoods that support

healthy and sustainable futures - A green place for all

• Liveable and Connected - Inviting and liveable spaces and facilities, connected so

people can get around

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3. Opportunity and Prosperity - A future focused, transforming city where all

have opportunities to learn and earn - A prosperous place for all

• Growing and Transforming - Optimise community opportunities through infrastructure

innovation and investment.

This report complies with Council’s Procurement Policy and the

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

conflicts of interests to declare.

Resolution

Moved Cr Duyen Anh Pham/Seconded Cr Maria Kerr

That Council:

a. Awards Contract No. 25/3549 – 2024/2025 Asphalt Resurfacing Works

at Various Roads (Package 1) to Asphaltech (Vic) Pty Ltd based on a Bill

of Quantities for the estimated amount of $2,360,845.46 (incl. GST) for

Package 1, and;

b. Awards Contract No. 25/3549 – 2024/2025 Asphalt Resurfacing Works

at Various Roads (Package 2) to Tompsett Asphalt Pty Ltd based on a Bill

of Quantities for the estimated amount of $2,231,848.68 (incl. GST) for

Package 2.

CARRIED