Ordinary Council Meeting Notice is given that an Ordinary Meeting of the Kingston City Council will be held at 7.00pm at 1230 Nepean Hwy, Cheltenham, on Monday 22 August 2011. 1 Apologies 2 Confirmation of Minutes of Previous Meetings 3 Declaration by Councillors or Officers of any Conflict of Interest 4 Petitions 5 Presentations 6 Reports from Village Committees 7 Reports from Delegates Appointed by Council to Various Organisations 8 Question Time 9 Environmental Sustainability Reports 10 Community Sustainability Reports 11 Organisational Development and Governance Reports 12 Corporate Services Reports 13 Notices of Motion 14 Urgent Business 15 Items in Camera City of Kingston Ordinary Council Meeting Agenda 22 August 2011 Notice is given that an Ordinary Meeting of Kingston City Council will be held at 7.00pm at the Cheltenham Office, 1230 Nepean Highway, Cheltenham, on Monday 22 August 2011. 1. Apologies 2. Confirmation of Minutes of Previous Meetings Minutes of Ordinary Council Meeting 25 July 2011 3. Foreshadowed Declaration by Councillors, Officers or Contractors of any Conflict of Interest [Note that any Conflicts of Interest need to be formally declared at the start of the meeting and immediately prior to the item being considered – type and nature of interest is required to be disclosed – if disclosed in writing to the CEO prior to the meeting only the type of interest needs to be disclosed prior to the item being considered.] 4. Petitions 5. Presentation of Awards 6. Reports from Village Committees 7. Reports from Delegates Appointed by Council to Various Organisations 8. Question Time 9. Environmental Sustainability Reports N 125 Contract No 11/40 – Signs and Street Furniture Maintenance ................................Page 6 N 126 Contract No 11/69 Gainsborough Road & Delville Avenue, Mentone Road Reconstructions – Tender Report..................................................Page 18 N 127 Advisory Committee – Review of Urban Growth Boundary Anomalies Outside the Growth Area.....................................................................Page 23 N 128 98 – 116 Cavanagh Street, Cheltenham.................................................................Page 30 N 129 Victorian Planning System Ministerial Advisory Committee ...............................Page 40 10. Community Sustainability Reports N 130 Community Grants Program 2011/12 – Village Committee Funding Recommendations ...................................................................................Page 50 N 131 Individual Development Grant Applications .........................................................Page 61 N 132 Community Safety Strategy – 2009 2012 Review and Update .............................Page 99 N 133 Carrum Life Saving Club Update ........................................................................Page 146 11. Organisational Development & Governance Reports N 134 Assembly of Council Report................................................................................Page 161 N 135 Expenditure of Ward Funds Schedule .................................................................Page 174 N 136 Kingston Charitable Trust – Appointments to Grant Assessment Panel .............Page 176 N 137 Community Vision Reference Panel Membership...............................................Page 182 12. Corporate Services Reports City of Kingston Ordinary Council Meeting Agenda 22 August 2011 N 138 Adoption of Annual Financial Statements in Principle .......................................Page 186 13. Notices of Motion N 139 Notice of Motion – Cr Ronke ..............................................................................Page 281 N 140 Notice of Motion – Cr Dundas.............................................................................Page 282 N 141 Notice of Motion – Cr Dundas.............................................................................Page 283 N 142 Notice of Motion – Cr West.................................................................................Page 284 N 143 Notice of Motion – Cr West.................................................................................Page 286 14. Urgent Business 15. Items in Camera City of Kingston Ordinary Council Meeting Agenda 22 August 2011 6. Reports from Village Committees PRESENTATION OF VILLAGE COMMITTEE REPORTS 6.1 Cheltenham Village Committee Chairperson – Vic Russo OAM JP Report of Meeting held on 2 August 2011 Highlight: Agreement by the Village Committee to discuss some strategic future actions at the next meeting for the Committee to get involved with. ___________________________________________________________________ 6.2 Mentone/Parkdale Village Committee Chairperson – Claire Houston Report of Meeting held on 2 August 2011 Village Committee Motion: In relation to the Beach Road weekend morning No Stopping Zones the Mentone Parkdale Village Committee request Council immediately remove the related signs as the trial period ceased on the 20th March 2011. Officer Comment: The evaluation is not yet completed and received from VicRoads. Highlight: None ____________________________________________________________________ 6.3 Mordialloc Village Committee Chairperson – David van Pelt Report of Meeting held on 2 August 2011 Highlight: Committee’s concerns with regards to the safety of pedestrians and vehicles using the St Lucia development ____________________________________________________________________ 6.4 Clarinda/Oakleigh South Village Committee Chairperson – Veeda Oakley Report of Meeting held on 3 August 2011 Highlights: 3 City of Kingston Ordinary Council Meeting Agenda 22 August 2011 1. Anticipation of the BBQ launch for Bald Hill Park. 2. The commitment to refurbish the community centre on Melaleuca Drive. ___ _________________________________________________________________ 6.5 Patterson Lakes/Carrum Village Committee Chairperson – Malcolm Dunkinson Report of Meeting held on 3 August 2011 Highlight: The visit from Chelsea Community Support Services. _____________________________________________________________________ 6.6 Aspendale/Edithvale/Aspendale Gardens/Waterways Village Committee Chairperson – Ken Carney Report of Meeting held on 4 August 2011 Village Committee Motion: The Committee requests that Council ask Vic Roads to survey the traffic at the corner of Springvale and Hutton/Governor Roads during peak periods as there appears to be excessive congestion, particularly turning right from Springvale Road into Hutton Road in the morning and turning right from Springvale Road into Governor Road in the afternoon. Officer Comment: It is proposed the Village Committee’s request be conveyed to VicRoads. Village Committee Motion: The Committee requests that Council indicate their support to protect and enhance the existing Green Wedge. Officer Comment: Council is presently developing a Green Wedge Plan and the comments of the committee are noted. Highlight: None _________________________________________________________________________ 6.7 Chelsea/Chelsea Heights/Bonbeach Village Committee Chairperson – John Bainbridge Report of Meeting held on 10 August 2011 Highlight: The attendance by the Mayor, Cr Ron Brownlees _________________________________________________________________________ 4 City of Kingston Ordinary Council Meeting Agenda 22 August 2011 6.8 Clayton South Village Committee Chairperson – Chris Frangopoulos Report of Meeting held on 16 August 201 Highlight: Two Village Committee members in the past month have advised Council of maintenance requests, both of which were resolved very quickly and the members were each advised one by telephone and one by letter. _________________________________________________________________________ 5 City of Kingston Ordinary Council Meeting Agenda 22 August 2011 9. Environmental Sustainability Reports N 125 Contract No 11/40 – Signs & Furniture Maintenance Approved by: Rachel Hornsby, General Manager Environmental Sustainability Author: John Kelly, Team Leader Maintenance Contracts and Waste 1. Purpose of Report This report seeks Council’s acceptance of Contract 11/40 for Street Signs and Street Furniture Maintenance. The Contract is a Schedule of Rates contract for a three-year period with two one-year options at Council’s discretion based upon estimated value of the works to be carried out over the three-year period is $1,452,134 (inclGST) (First Year $484,044.66). 2. Background The contract is managed by the Maintenance Contracts and Waste Team and forms part of the team’s suite of contractors to maintain Council’s Road Infrastructure. For the past four years Street Signs and Street Furniture Maintenance works have been carried out by Urban Maintenance Systems Pty Ltd under a schedule of rates contract, Signs and Street Furniture Contract (Contract 07/22). The contract was for an initial period of two years from 1 July 2005 to 30 June 2007 with options for two, one year extensions at Councils discretion. The contract was extended for the two additional periods where the contract expired on 30 June 2010. Council is current operating on a 3-month contract from 1 July to 30 September 2011. The minimum intervention levels and response times for these works are detailed in Council’s Road Management Plan. 3. Summary and Conclusion After assessing all tenders the panel considered that the tender of Urban Maintenance Systems Pty Ltd offered the best value service to Council. 4. Brief Description of the Work under the Contract The Works under this Contract include: As part of the routine road infrastructure