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Special Meeting of Council Minutes 12/10/2020 SPECIAL MEETING OF COUNCIL MINUTES (Open to the public) Monday 12 October 2020 Online - Delivered via Webex Events Commencement 6.34pm Attendance Councillor Cynthia Watson (Mayor) Councillor Jane Addis (at 6.39pm) Councillor Phillip Healey Councillor Lisa Hollingsworth Councillor Steve Hurd Councillor Jim Parke Councillor Coral Ross Councillor Felicity Sinfield Councillor Garry Thompson Councillor Jack Wegman Apologies Nil Officers Phillip Storer Chief Executive Officer Shiran Wickramasinghe Director Urban Living Carolyn McClean Director Community Support Bruce Dobson Director Customer and Transformation Daniel Freer Director Places and Spaces Andrew Dix Chair of Audit and Risk Committee David Thompson Manager Governance and Legal Chris Hurley Integrity Coordinator Callista Clarke Acting Chief Financial Officer Jacinta Stevens Program Management Office Lead Celia Robinson Coordinator Governance Helen Pavlidis Governance Projects Officer Elizabeth Manou Governance Projects Officer Special Meeting of Council Minutes 12/10/2020 Table of contents 2. Declaration of conflict of interest of any councillor or council officer 3 3. Presentation of officer reports 3.1 Annual Report 2019-20 3 3.2 Revised Instrument of Delegation from Council to the Chief Executive Officer 4 3.3 Recommendations of the Audit Committee Meeting held 19 August 2020 5 3.4 Letters Under Seal - Outgoing Mayor and Chairs of Delegated Committees 2019-20 5 3.5 August 2020 Monthly Financial Report 6 City of Boroondara Page 2 Special Meeting of Council Minutes 12/10/2020 2. Declaration of conflict of interest of any councillor or council officer Nil Councillor Addis entered the meeting at 6.39pm 3. Presentation of officer reports 3.1 Annual Report 2019-20 This report is presented for Council endorsement of the Annual Report for the 2019- 20 financial year. As required by Section 134 of the Local Government Act 1989, the Annual Report 2019-20 is considered at a meeting of Council, in order to present the report to the community. The report provides details on performance against the themes, strategic objectives and performance measures from the Council Plan 2017-21 and the Budget 2019-20. This report has been prepared from information provided by Managers and key staff across the organisation, as well as information collated through the June 2020 Quarterly Performance Report. The required public notice has been undertaken advising the availability of the Annual Report 2019-20 and advertising details of the public meeting. The Annual Report which includes Council’s Best Value Report as presented complies with the provisions of the Local Government Act 1989 and Local Government (Planning and Reporting) Regulations 2014. Additionally, the report fairly represents Council’s operations, financial position and Council’s performance in respect of the 2019-20 financial year. MOTION Moved Councillor Hollingsworth Seconded Councillor Sinfield That Council resolves to note the Annual Report for the 2019-20 financial year, included as Attachment 1, in accordance with S134 of the Local Government Act 1989. CARRIED City of Boroondara Page 3 Special Meeting of Council Minutes 12/10/2020 3.2 Revised Instrument of Delegation from Council to the Chief Executive Officer Instruments of Delegation represent the formal delegation of powers by Council under section 11(1)(b) of the Local Government Act 2020 (Act) and enable the business of Council to be carried out efficiently and in line with Council approved policies. A Council meeting is proposed to be held on 16 November 2020 at which time all new (and re-elected) councillors will take the oath or affirmation of office. This means from 6am on 24 October 2020 until the proposed Council meeting on 16 November 2020 (post-election period) there will be no Council to make decisions. Officers are of the view if circumstances were to arise during the post-election period, the Chief Executive Officer may not have sufficient delegated authority to deal with the matter. A Post-Election Instrument of Delegation to the Chief Executive Officer has been drafted so the Chief Executive Officer can, if necessary, exercise additional powers and functions during the post-election period. The proposed Post-Election Instrument of Delegation to the Chief Executive Officer is subject to: circumstances where in the opinion of the Chief Executive Officer the matter cannot reasonably wait until after the first meeting of Council following the general election; and if the power is used by the Chief Executive Officer a report will be provided as soon as practicable to a Council meeting. MOTION Moved Councillor Ross Seconded Councillor Parke That Council resolve in the exercise of the power conferred by s 11(1)(b) of the Local Government Act 2020 that: 1. There be delegated to the person holding the position, or acting in or performing the duties, of Chief Executive Officer the powers, duties and functions set out in the attached Post-Election Instrument of Delegation to the Chief Executive Officer (as annexed to the minutes), subject to the conditions and limitations specified in that Instrument. 2. The common seal be affixed to the Instrument. 3. The Instrument comes into force immediately the common seal of Council is affixed to the Instrument. CARRIED City of Boroondara Page 4 Special Meeting of Council Minutes 12/10/2020 3.3 Recommendations of the Audit Committee Meeting held 19 August 2020 Council's Audit Committee held its most recent meeting on 19 August 2020. This report presents the recommendations of that Audit Committee meeting for consideration by Council. A schedule of reports and committee recommendations is presented as an attachment to this report. MOTION Moved Councillor Hurd Seconded Councillor Hollingsworth That Council resolve to adopt the resolutions recommended to Council contained in Attachment 1 (as annexed to the minutes) reflecting the recommendations from the Audit Committee meeting held on 19 August 2020. CARRIED 3.4 Letters Under Seal - Outgoing Mayor and Chairs of Delegated Committees 2019-20 It is customary for Council to present letters under seal to the Mayor and the Chairpersons of the Urban Planning Delegated Committee and the Services Delegated Committee in recognition of their service over the 2019-20 mayoral term. A council resolution is needed to present letters of appreciation under seal of Council to the Mayor, Cynthia Watson; the Chairperson of the Urban Planning Delegated Committee, Councillor Garry Thompson and the Chairperson of the Services Delegated Committee, Councillor Coral Ross in recognition of the work undertaken by them in the 2019-20 mayoral term. MOTION Moved Councillor Healey Seconded Councillor Wegman That Council resolve to present letters of appreciation under the seal of Council to: 1. The Mayor, Councillor Cynthia Watson for her contributions as Mayor during 2019-20. 2. Councillor Garry Thompson for his contributions as chairperson of the Urban Planning Delegated Committee during 2019-20. 3. Councillor Coral Ross for her contributions as chairperson of the Services Delegated Committee during 2019-20. CARRIED City of Boroondara Page 5 Special Meeting of Council Minutes 12/10/2020 3.5 August 2020 Monthly Financial Report The Monthly Financial Report for August 2020 is designed to identify and explain any major variances to budget at an organisational level for the period ending 31 August 2020. Council’s favourable operating result against year to date budget of $162.99 million is $2.97 million or 2% above the Annual Original Budget of $160.02 million primarily due to a number of factors which are outlined in Section 2 of Attachment 1 - Financial Overview. Capital works actual expenditure is $7.19 million which is $90,000 ahead of year to date budget phasing of $7.10 million. Priority projects expenditure of $3.16 million is $53,000 below year to date budget phasing of $3.21 million. Council's Balance Sheet and cash position are sound and depict a satisfactory result. At the end of August, Council's cash position stood at $96.67 million or $473,000 above year to date budget. MOTION Moved Councillor Thompson Seconded Councillor Sinfield That Council resolve to receive and note the Monthly Financial Report for August 2020 (Attachment 1). CARRIED The meeting concluded at 7.06pm Confirmed Chairperson ____________________________________________ Date ____________________________________________ City of Boroondara Page 6 MINUTES ATTACHMENTS Special Meeting of Council Monday 12 October 2020 Attachments annexed to the minutes for the following items: 3.1 Annual Report 2019-20 3.2 Revised Instrument of Delegation from Council to the Chief Executive Officer 3.3 Recommendations of the Audit Committee Meeting held 19 August 2020 3.5 August 2020 Monthly Financial Report Special Meeting of Council Minutes 12/10/2020 %XXEGLQIRX CITY OF BOROONDARA ANNUAL REPORT 2019-20 City of Boroondara Attachment - Page 1 of 180 Special Meeting of Council Minutes 12/10/2020 City of Boroondara Attachment - Page 2 of 180 Special Meeting of Council Minutes 12/10/2020 City of Boroondara Annual Report 2019-20 Contents Corporate governance Annual Report Overview Welcome to the Annual Report 2019-20 1 Governance 79 About this report 1 Management 83 Symbols in this report 3 Governance and management 85 checklist Report of Operations Statutory information 90 Introduction 4 Council snapshot 4 Financial Statements 100 Highlights of the year 6 Challenges and future outlook 8 Performance Statement 157 The year in review References 168 A message
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