Ordinary Council Meeting Held in the Council Chamber Whitehorse Civic Centre 379 Whitehorse Road Nunawading on Monday 22 June 2015 at 7.00 p.m. Members: Cr Andrew Munroe (Mayor), Cr Bill Bennett, Cr Raylene Carr, Cr Robert Chong AM, Cr Andrew Davenport, Cr Philip Daw, Cr Helen Harris OAM, Cr Sharon Ellis, Cr Denise Massoud, Cr Ben Stennett Mr Philip Warner Acting Chief Executive Officer Whitehorse City Council Ordinary Council Minutes 22 June 2015 TABLE OF CONTENTS 1 PRAYER 3 2 WELCOME AND APOLOGIES 3 3 DISCLOSURE OF CONFLICT OF INTERESTS 3 4 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 4 5 RESPONSES TO QUESTIONS 4 6 NOTICES OF MOTION 5 6.1 Notice of Motion 88 – Cr Davenport 5 7 PETITIONS 6 7.1 Notice of Application for Planning Permit WH/2014/559 Whitehorse City Council – 99 Morack Road, Vermont South 6 7.2 Proposed Redevelopment of the Whitehorse Centre – Car Parking 6 7.3 Proposed development at 25 – 29 Watts Street 7 8 URGENT BUSINESS 7 9 COUNCIL REPORTS 8 9.1 CITY DEVELOPMENT 8 STRATEGIC PLANNING 8 9.1.1 Significant Tree Study Stage Three (2014-15) 8 9.1.2 Consideration of the Panel Report for Amendment C158 - Implementation of the Box Hill Central Activities Area Car Parking Strategy 2014 13 ENGINEERING & ENVIRONMENTAL 23 9.1.3 Box Hill Mall – Review of Vehicle Access 23 9.2 INFRASTRUCTURE 28 9.2.1 Tender Evaluation Report - Contract 14040 - Provision of Inspection and Repair Services for Emergency / Exit Lighting and Means of Egress Inspections 28 9.2.2 Tender Evaluation Report – Contract 14046 Provision of Plumbing Maintenance Services, Installation & Associated Services 32 9.3 HUMAN SERVICES 36 9.3.1 The Draft Proposed Strathdon House & Precinct Development 36 9.3.2 Cleaning of Aquatic Leisure Facilities Tender Evaluation Report 39 9.4 CORPORATE SERVICES 41 9.4.1 Review of Council’s Procurement Policy 41 9.4.2 2015/16 Annual Internal Audit Plan 43 9.4.3 Adoption of the 2015/16 Proposed Budget and Draft Strategic Resource Plan 2015-2019 45 9.4.4 Council Plan Annual Review 54 9.4.5 Contract Extension – Provision of Internal Audit Services 58 9.4.6 Tender Evaluation Report – Provision of Workers Compensation Services 60 9.4.7 Intention to Sell Land in accordance with Section 189 of the Local Government Act 1989 62 9.4.8 Naming of Laneway – Adjacent to 77-79 Doncaster East Road Mitcham 66 9.4.9 Delegated Decisions – April 2015 69 Page 1 Whitehorse City Council Ordinary Council Minutes 22 June 2015 10 REPORTS FROM DELEGATES, SPECIAL COMMITTEE RECOMMENDATIONS AND ASSEMBLY OF COUNCILLORS RECORDS 85 10.1 REPORTS BY DELEGATES 85 10.2 RECOMMENDATIONS FROM THE SPECIAL COMMITTEE OF COUNCIL MEETING OF 9 JUNE 2015 86 10.2.1 Draft Trans Pacific Partnership Agreement 86 10.2.2 Commonwealth Financial Assistance Grants 87 10.3 RECORD OF ASSEMBLY OF COUNCILLORS 88 11 REPORTS ON CONFERENCES/SEMINARS ATTENDANCE 90 12 CONFIDENTIAL REPORTS 91 12.1 Parkland and Bicycle Advisory Committees – Selection of Members 91 13 CLOSE MEETING 91 Page 2 Whitehorse City Council Ordinary Council Minutes 22 June 2015 Meeting opened at 7.00pm Present: Cr Munroe (Mayor & Chairperson), Cr Bennett, Cr Carr, Cr Chong AM, Cr Davenport, Cr Daw, Cr Harris OAM, Cr Massoud, Cr Stennett AGENDA 1 PRAYER 1a Prayer for Council We give thanks, O God, for the Men and Women of the past whose generous devotion to the common good has been the making of our City. Grant that our own generation may build worthily on the foundations they have laid. Direct our minds that all we plan and determine, is for the wellbeing of our City. Amen. 1b Aboriginal Reconciliation Statement “In the spirit of reconciliation we acknowledge the Wurundjeri as the traditional owners of the land on which we are gathered.” 2 WELCOME AND APOLOGIES The Mayor welcomed all. APOLOGIES: Cr Ellis has sought a leave of absence for tonight’s meeting. COUNCIL RESOLUTION Moved by Cr Massoud, Seconded by Cr Harris That the apology from Cr Ellis be received for tonight’s meeting and that the leave of absence be granted. CARRIED UNANIMOUSLY 3 DISCLOSURE OF CONFLICT OF INTERESTS None disclosed. Page 3 Whitehorse City Council Ordinary Council Minutes 22 June 2015 4 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS Minutes of the Ordinary Council Meeting 18 May 2015 and Confidential Minutes 18 May 2015. COUNCIL RESOLUTION Moved by Cr Bennett, Seconded by Cr Carr That the minutes of the Ordinary Council Meeting of 18 May 2015 and Confidential Minutes of the 18 May 2015 having been circulated now be confirmed. CARRIED UNANIMOUSLY 5 RESPONSES TO QUESTIONS 5.1 William Orange asked a question regarding Box Hill Mall – Review of Vehicle Access (Item number 9.1.3) in respect of cycling through the Box Hill Mall. The Acting Chief Executive Officer Mr Philip Warner responded to question on behalf of Council and advised that the question will be referred to the General Manager City Development for investigation and a written response. PROCEDURAL MOTION Moved by Cr Harris, Seconded by Cr Daw That Council change the order of the Council agenda this evening to allow item 9.4.3 Adoption of the 2015/2016 Proposed Budget and Draft Strategic Resource Plan to be brought forward to be considered before agenda item 6 Notices of Motion. PROCEDURAL MOTION Moved by Cr Carr, Seconded by Cr Daw That the motion be put. CARRIED The motion moved by Cr Harris, Seconded by Cr Daw was then put and CARRIED Division A Division was called For Against Cr Carr Cr Bennett Cr Daw Cr Chong Cr Harris Cr Davenport Cr Massoud Cr Stennett Cr Munroe On the results of the Division the motion was declared CARRIED Page 4 Whitehorse City Council Ordinary Council Minutes 22 June 2015 6 NOTICES OF MOTION 6.1 Notice of Motion 88 – Cr Davenport That Council: 1. Having: a) Considered all written submissions; b) Heard the presentations of submissions; c) Received the report of the Special Committee of its meeting held on 9 June 2015; d) Considered officer comments to parts (a) and (b), 2. Amend the Proposed Budget 2015/16 and the revised Council Plan 2015-2019 (including the draft Strategic Resource Plan) as follows: a) Removal of the 2% Whitehorse ReNEWal fund. 3. Resolve that the $200,000 allocated in the Proposed Budget 2015/16 for progression of the Whitehorse Centre Redevelopment be quarantined in the Budget until further Council direction following consideration of the finalised Business Case due for completion in September 2015 and 4. All amounts allocated in Council's 4 Year draft Strategic Resource Plan 2015-2019 for the Whitehorse Centre Redevelopment also be subject to Council direction following consideration of the finalised Business Case and further considered in the Budget process for 2016/17. 5. Defer the Proposed Budget 2015/16 and revised Council Plan 2015 -2019 and request Council officers to amend the budget and associated documentation (as indicated) and when complete that a Special Council Meeting be called to consider the adoption of the Proposed Budget 2015/16 revised Council Plan 2015-2019 (as amended). 6. Advise the Minister for Local Government in advance, that given the amendments required to the Proposed Budget 2015/16 and revised Council Plan 2015-2019 that Council may not meet the 30 June 2015 adoption of the budget as required by Section 130 (3) of the Local Government Act. THE NOTICE OF MOTION LAPSED FOR WANT OF A MOVER AND SECONDER Page 5 Whitehorse City Council Ordinary Council Minutes 22 June 2015 7 PETITIONS 7.1 Notice of Application for Planning Permit WH/2014/559 Whitehorse City Council – 99 Morack Road, Vermont South At the Special Committee of Council meeting held 9 June 2015 a petition was circulated to Councillors as part of the public submissions made by a number of residents opposing a proposed development at 99 Morack Road Vermont South. The petitioners strongly oppose the development of the land at 99 Morack Road Vermont South for 18 dwellings and removal of vegetation. The petition contains 93 signatories and is formally tabled at tonight’s meeting for Council’s consideration. COUNCIL RESOLUTION Moved by Cr Bennett, Seconded by Cr Carr That Council receive the petition and refer to General Manager City Development for appropriate action and response. CARRIED UNANIMOUSLY 7.2 Proposed Redevelopment of the Whitehorse Centre – Car Parking At the Special Committee of Council meeting held 9 June 2015 a petition was circulated to Councillors as part of the public submission made by a resident in relation to the proposed redevelopment of the Whitehorse Centre. The petition calls on Council to remove the considered car parking for the green nature areas from the current Proposed Whitehorse Centre Redevelopment plans and develop alternative plans for a new car parking (sic) on existing parking areas, to return that then for consideration by the community. The petition contains 106 signatories and is formally tabled at tonight’s meeting for Council’s consideration. COUNCIL RESOLUTION Moved by Cr Daw, Seconded by Cr Stennett That Council receive the petition and refer to General Manager Human Services for appropriate action and response. CARRIED UNANIMOUSLY Page 6 Whitehorse City Council Ordinary Council Minutes 22 June 2015 7.3 Proposed Development at 25 – 29 Watts Street, Box Hill A petition was tabled in relation to the Residential Growth Zone (RGZ1) applied to parts of Watts Street and a proposed development at 25 – 29 Watts Street. The petition calls on Council to halt inappropriate development on Watts Street. The petition contains 291 signatories and was formally tabled for Council’s consideration.