Attachments: 1. Supporting Attachment 2. Records of Assemblies of Councillors

Management report to Council Agenda item 6.1 Records of Assemblies of Councillors Council Presenter: Keith Williamson, Manager Governance and Legal 25 August 2015

Purpose and background

1. The purpose of this report is to present the most recent written records of assemblies of Councillors for Council to note.

2. In accordance with section 80A of the Local Government Act 1989 (the Act), written records of assemblies of Councillors are to be reported at an ordinary meeting of the Council as soon as practicable.

Key issues

3. Amendments to the Act, which came into effect on 24 September 2010, altered the definition of an assembly of Councillors to include advisory committees where one or more Councillors were present, along with planned or scheduled meetings involving at least half the Councillors and an officer.

4. A Councillor who has a conflict of interest at an assembly of Councillors must disclose to the meeting that he or she has a conflict of interest, and leave the meeting while the matter is being discussed.

5. A written record is required to be kept of every assembly of Councillors including the names of all Councillors and staff at the meeting, a list of the matters considered, any conflict of interest disclosed by a Councillor and whether a Councillor who disclosed a conflict left the room.

6. Assemblies of Councillors that consider information that has been declared confidential under section 77 of the Act, require only the title of the written record to be disclosed. If the title of the written record is considered confidential, the written record will be reported upon in the closed session of the Council meeting.

Recommendation from management

7. That Council notes the written records of the assemblies of Councillors as detailed in Attachment 2.

Page 1 of 9

Attachment 1 Agenda item 6.1

Council 25 August 2015

1

Support attachment

Legal

1. The written records of the assemblies of Councillors are presented in accordance with section 80A of the Act.

2. Under section 79 of the Act, a Councillor must disclose to an assembly that he or she has a conflict of interest and leave the assembly whilst the matter is being considered by the assembly. The penalty for not declaring a conflict of interest and leaving the assembly while the matter is being considered and decided includes a maximum fine of 120 penalty units.

Finance

3. There are no direct financial implications arising from the recommendation in this report.

Conflict of interest

4. No member of Council staff, or other person engaged under a contract, involved in advising on or preparing this report has declared a direct or indirect interest in relation to the matter of the report.

Stakeholder consultation

5. There is no requirement to consult with external stakeholders.

Relation to Council policy

6. The recommendations within this report align with priorities and goals as identified in the Council Plan 2013–17 (Goal 8 – An accessible, transparent and responsive organisation).

Environmental sustainability

7. This proposal has no significant impact on environmental sustainability.

Page 2 of 9

1

Records of Assemblies of Councillors: summary

Date Meeting name Matters discussed

21 July 2015 Cr Forum Renewable Energy Purchasing Annual Plan Action report Proposed Changes to Sustainable Melbourne Fund Car Share Clean Energy Finance Corporation CEO Report General Business

o Aged Services Provision

28 July 2015 Cr Forum Transport Improvement Program 2014–15 Financial Result QVM Renewal Fund Council Meeting Agenda Discussion Planning Matters:

o TP-2015-133, 99 Hotham Street, East Melbourne

o TPM-2014, 12/A 2 Riverside Quay, Southbank Confidential item

29 July 2015 Melbourne Awards Advisory Group

Program update Submission workshop Nominations Judging process Melburnian of the Year Gala Ceremony update

4 August 2015 Cr Forum Christmas Festival 2015 Producing Phase Smoke Free Area Report back on Future Melbourne Plan Public Wi-Fi Design FMC1 Agenda Discussion

10 August 2015 Lord Mayor’s Commendation Advisory Group Meeting

Matters arising from previous minutes Program update Presentation ceremony Marketing of the event Board

11 August 2015 Cr Forum New Year’s Eve Producing Phase Transforming Southbank Boulevard and Dodds Street FMC2 Agenda Discussion Planning Matters: TPM-2013-15, 150 Turner Street, Port Melbourne

Attachment 2Agenda item 6.1

Council 25 August 2015

Page 3 of 9

RECORD OF ASSEMBLY OF COUNCILLORS

1. Time and Date of meeting:

2. Name of meeting:

3. Councillors present:

4. Officers present:

5. Matters discussed:

6.

Tuesday 21 July 2015 at 11.30am

Cr Forum

Lord Mayor, Robert Doyle, Deputy Lord Mayor Susan Riley, Cr Richard Foster, Cr Rohan Leppert, Cr Kevin Louey, Cr Stephen Mayne, Cr Ken Ong, Cr Arron Wood

Ben Rimmer, Rob Adams, Martin Cutter, Geoff Lawler, Linda Weatherson, Jane Crawley, Amelia Bitsis, Chanelle Pearson, Lindy Tan, Angelo Grizos, Mary Chrystiuk, Maureen Maginness, Rachelle Jordan, Ruth Caldwell, Jem Wilson, Alex Links, Krista Milne, Phu Nguyen, Ian Shears, Rose Bruhn, Deb Smith, Geoff Robinson, Haig Poulson, Victoria Hart, Oiiva Ng

1.1 Renewable Energy Group Purchasing

1.2 Annual Plan Action Report

1.3 Proposed Changes to Sustainable Melbourne Fund

1.4 Car Share

1.5 Clean Energy Finance Corporation

1.6 CEO Report

1.7 General Business

1.7.1 Aged Services Provision

Were there any conflict of interest disclosures by Councillors? Yes

Matter No. Names of Councillors who disclosed conflicts of interest Did thr Councillor leave the assembly?

YES NO

7. Record produced by: Name of Officer: ...Angelo Grizos.

Date: ...24.../...07 /...15

Page 4 of 9

RECORD OF ASSEMBLY OF COUNCILLORS CflY OF MEIBOUBHE

1. Time and Date of meeting:

2. Name of meeting:

3. Councillors present:

4. Officers present:

5. Matters discussed:

Tuesday 28 July 2015 at 11.30am

Cr Forum

Lord Mayor, Robert Doyie, Deputy Lord Mayor Susan Riley, Cr Richard Foster, Cr Rohan Leppert, Cr Kevin Louey, Cr Stephen Mayne, Cr Cathy Oke, Cr Ken Ong, Cr Jackie Watts, Cr Arron Wood

Ben Rimmer, Rob Adams, Martin Cutter, Geoff Lawler, Jane Crawley, Chanelle Pearson, Lindy Tan, Angelo Grizos, Mary Chrystiuk, Maureen Maginness, Rachelle Jordan, Ruth Caldwell, Margie Samai, Irene Vlahos, Katherine Millar, Rob Moore, Haig Poulson, Geoff Robinson, Gayle, McKie Catherine Grauf, Phu Nguyen, Sam Rumoro, Karen Snyders, Mark Allen, Veronica Furnier-Tosco Clement Michel - Yarra Trams, Mark Wild, Sally Pickering, Alison Karmelich, Andrew Korr - Public Transport Victoria

1.1

1.2

1.3

1.4

1.5

1.6

Transport Improvement Program

2014-15 Financial Result

QVM Renewal Fund

Council Meeting Agenda Discussion

Planning Matters

1.5.1 TP-2015-133, 99 Hotham Street, East Melbourne

1.5.2 TPM-2014, 12/A 2 Riverside Quay, Southbank

Confidential Item

6. Were there any conflict of interest disclosures by Councillors? Yes

7. Record produced by: Name Qf offjcer; Ange)o G-jzos

Date: ...31.../...07 /...15

Page 5 of 9

RECORD OF ASSEMBLY OF COUNCILLORS •TV OF HELBDUflHE

1. Time and Date of meeting:

2. Name of meeting:

3. Councillors present:

4. Officers present:

5. Matters discussed:

29 July 2015, 4pm - 6pm

Melbourne Awards Advisory Group

Deputy Lord Mayor, Councillor Susan Riley

Cherie Fraser, Executive Manager Premier Events

Craig Eloranta, Manager Melbourne Celebrations

Elise Schimmelbusch, Event Coordinator

Elizabeth Cox, Executive Support Officer

• Program update

• Submission workshop

• Nominations

• Judging process

• Melbumian of the Year

• Gala Ceremony update

6. Were there any conflict of interest disclosures by Councillors? No

A/idttC! No. Names of Councillors who disclosi.al conflicts of interest Did the Councillor lea assembly?

ve the

YES NO

YES NO

YES NO

YES NO

7. Record produced by: Name of 0fficer: Bizabeth Cox

Date: 30/07/15

Completed form to be forwarded to Council Business Level 3

Town Hail Administration Building

DM # 4984333 CB (MD) FACT SHEET AND FORMS ASSEMBLY OF COUNCILLORS

Page 6 of 9

RECORD OF ASSEMBLY OF COUNCILLORS CiTV OF MELBOURNE

Time and Date of meeting:

2.

3.

Name of meeting:

Councillors present:

Officers present:

Matters discussed:

Tuesday 4 August 2015 at 11.30am

Cr Forum

Lord Mayor, Robert Doyle, Deputy Lord Mayor Susan Riley, Cr Richard Foster, Cr Rohan Leppert, Cr Kevin Louey, Cr Stephen Mayne, Cr Cathy Oke, Cr Ken Ong, Cr Pinder-Mortimer, Cr Jackie Watts

Ben Rimmer, Martin Cutter, Geoff Lawier, Linda Weatherson, Jane Crawley, Chanelle Pearson, Lindy Tan, Alex Links, Jack Hanna, Angelo Grizos, Mary Chrystiuk, Maureen Maginness, Rachelle Jordan, Ruth Caldwell, Margie Samai, Irene Vlahos, Sam Bishop, Sarah Lindenmayer, Gayle McKle, Lucan Creamer, Craig Eloranta, Toby Feldman, David Mayes, Sophia Healy, Cherie Fraser, Yvonne Lynch, Russell Webster, Sky Daly Holt, Daniela Failla, Lorraine Tighe, Colin Fairweather, Karen Snyders

1.1 Christmas Festival 2015 Producing Phase

1.2 Smoke Free Area

1.3 Report back on Future Melbourne Plan

1.4 Public Wi-Fi Design

1.5 FMC1 Agenda Discussion

6. Were there any conflict of interest disclosures by Councillors? Yes /^Jo^)

Md'tcr No Names of Councillors who disclosed conflicts of interest Die! the Councillor leave the assembly?

YES NO

Record produced by: Ngme of 0ffjcer; Ange!o Grjzos

Date: ... 10.../...08 /...15

Page 7 of 9

RECORD OF ASSEMBLY OF COUNCILLORS G1YWMELB0URHE

1.

2.

3.

4.

Time and Date of meeting:

Name of meeting:

Councillors present:

Officers present:

Matters discussed:

Monday 10 August'2015,4pm - 5pm

lord Mayor's Commendation Advisory Group Meeting

Councillor Beverley Pinder-Mortimer

Craig Eloranta, Manager Melbourne Celebrations

Natasha Benrad, Event Coordinator

Elizabeth Cox, Executive Support Officer

• Matters arising from previous minutes

• Program update

• Presentation ceremony

• Marketing of the event

• Board

6. Were there any conflict of interest disclosures by Councillors? No

Matter No. , Names of Councillors who disclosed conflicts of interest Did the Councillor leave the assembly? .

I YES NO

YES NO

YES NO

' i YES NO

7. Record produced by: Name Qf 0{fjcer; Hizabeth Cox

Date: 11/08/2015

Completed form to be forwarded to Council Business Level 3

Town Hail Administration Building

DM # 49&43SS CB (WD) FACT SHEET AMD FORMS ASSEMBLY OF COUNCILLORS

Page 8 of 9

RECORD OF ASSEMBLY OF COUNCILLORS CITY OF MELBOURNE

1. Time and Date of meeting:

2. Name of meeting:

3. Counciilors present:

4. Officers present:

Matters discussed:

Tuesday 11 August 2015 at 11.30am

Cr Forum

Lord Mayor, Robert Doyle, Deputy Lord Mayor Susan Riley, Cr Richard Foster, Cr Rohan Leppert, Cr Kevin Louey, Cr Stephen Mayne, Cr Cathy Oke, Cr Ken Ong, Cr Pinder-Mortimer, Cr Jackie Watts, Cr Arron Wood

Ben Rimmer, Rob Adams, Martin Cutter, Geoff Lawler, Linda Weatherson, Jane Crawley, Chanelie Pearson, Lindy Tan, Angelo Grizos, Mary Chrystiuk, Maureen Maginness, Helena Campbell, Rachelle Jordan, Ruth Caldwell, Margie Samai, Irene Vlahos, Jem Wilson, Cherie Fraser, Lucan Creamer, Stephen Nagle, Cathy Grauf, Sam Rumoro, Ian Shears, Rob Moore, Evan Counsel, Christie Blyten, Craig Eloranta, Steve Perumal, Skye Haldane, Angela Kennedy

1.1 New Year's Eve Producing Phase

1.2 Transforming Southbank Boulevard and Dodds Street

1.3 FMC2 Agenda Discussion

1.4 Planning Matters:

1.4.1 TPM.2013-15: 150 Turner Street, Port Melbourne

Were there any conflict of interest disclosures by Councillors? Yes

Names of Councillors who disclosed conflicts of mtcrcs

YES NO

7. Record produced by: Ngme of offjcer; Ange|o Qrjzos

Date: ... 14.../...08 /... 15

Page 9 of 9