1 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 Services 25 February 2014

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.

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Attachment 1 Agenda item 6.1

Council 25 February 2014

2

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 2009–13 (Goal 7 – Lead by example; Outcome 7.1 – Respected and credible leadership).

Environmental sustainability

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

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3

Records of Assemblies of Councillors: summary

Date Meeting name Matters discussed

10 December 2013 Councillor Forum Annual Plan Monthly Reporting Wheels Arts House ITEM POSTPONED North Melbourne Football Club Briefing on Tender Outcomes - Confidential

17 December 2013 Councillor Forum 10 Year Financial Plan and Community Engagement Models

Road Safety Behaviour Awareness Campaign Elizabeth Street Tram Terminus Options Docklands EPP Funding Moomba Festival 2014: Memorandum of

Understanding Between the City of Melbourne and Wurundjeri Land Heritage Council

28 January 2014 Councillor Forum QVM Community Engagement Community Forums Planning matters

o Redevelopment of 435–455 Collins Street (Suncorp Building)

4 February 2014 Councillor planning session to consider annual actions for 2014–15

Year one action variance report Year two action discussion

4 February 2014 Councillor Forum Yarra Corridor Study New Residential Zones 2014 Melbourne Spring Fashion Week strategy

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Record of Assembly of Councillors Form - DM # 7560866

RECORD OF ASSEMBLY OF COUNCILLORS

1. Time and date of meeting: 11.30am, 10 December 2013

2. Name of meeting: Councillor Forum

3. Councillors present: Lord Mayor Robert Doyle, Deputy Lord Mayor Susan Riley, Cr Richard Foster, Cr Rohan Leppert, Cr Kevin Louey, Cr Cathy Oke, Cr Ken Ong, Cr Beverley Pinder-Mortimer, Cr Jackie Watts, Cr Arron Wood

4. Officers present: Kathy Alexander, Rob Adams, Geoff Lawler, Martin Cutter, Mark Stoermer, Linda Weatherson, Amelia Bitsis, Rachelle Jordan, Maureen Maginness, Helena Campbell, Angelo Grizos, Mary Chrystiuk, Margie Samai, Ruth Caldwell, Lynne Haultain, Bronwyn Perry, Irene Vlahos, Chanelle Pearson, Shelley Blake, Rose Bruhn, Vivian Blake, Alex Mylonas, David Cumming, Denise Bennett, Jane Sharwood, Jane Crawley, Graham Porteous, Francis Khoo

5. Matters discussed: 1.1 Annual Plan Monthly Reporting Wheels 1.2 Arts House 1.3 ITEM POSTPONED 1.4 North Melbourne Football Club 1.5 Briefing on Tender Outcomes - Confidential

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

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

7. Record produced by: Name of Officer: Margie Samai Date: 18 December 2013

Completed form to be forwarded to Council Business

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Record of Assembly of Councillors Form - DM # 7560866

RECORD OF ASSEMBLY OF COUNCILLORS

1. Time and date of meeting: 11.30am, 17 December 2013

2. Name of meeting: Councillor Forum

3. Councillors present: 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 Beverley Pinder-Mortimer, Cr Jackie Watts, Cr Arron Wood

4. Officers present: Kathy Alexander, Rob Adams, Geoff Lawler, Martin Cutter, Mark Stoermer, Linda Weatherson, Amelia Bitsis, Rachelle Jordan, Maureen Maginness, Helena Campbell, Angelo Grizos, Mary Chrystiuk, Margie Samai, Ruth Caldwell, Lynne Haultain, Irene Vlahos, Chanelle Pearson, Shelley Blake, David Cumming, Sam Bishop, Julie Browning, Bec Fraser, Samantha Murray, Steve Nagle, Rob Moore, Andrea Kleist, Ian Hicks, Phu Nguyen, Desley Renton, Kathryn Delahuntly, Geoff Robinson, Bob Rosen, Ian Shears, Haig Poulson, Lucan Creamer, Sean Cadd

5. Matters discussed: 1.1 10 Year Financial Plan and Community Engagement

Models 1.2 Road Safety Behaviour Awareness Campaign 1.3 Elizabeth Street Tram Terminus Options 1.4 Docklands EPP Funding 1.5 Moomba Festival 2014: Memorandum of

Understanding Between the City of Melbourne and Wurundjeri Land Heritage Council

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

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

7. Record produced by: Name of Officer: Margie Samai Date: 18 December 2013

Completed form to be forwarded to Council Business

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

YES NO

NO YES

RECORD OF ASSEMBLY OF COUNCILLORS

1. Time and Date of meeting:

2. Name of meeting:

3. Councillors present:

4. Officers present:

Tuesday 28 January 2014 at 11.30am

Cr Forum

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

Kathy Alexander, Rob Adams, Martin Cutter, Geoff Lawler, Chanelle Pearson, Jack Hanna, Angelo Grizos, Maureen Maginness, Rachelle Jordan, Ruth Caldwell, Margie Samai, Lynne Haultain, Julie Browning, Bec Fraser, Phu Nguyen, Angela Meinke, Michael Baranovic, Katherine Delahunty, Alex Anderson, Leanne Mitchell, Fiona Whitworth, Desley Renton, Voula Moutsos, Angela Hoban

5. Matters discussed: • QVM Community Engagement

• Community Forums

• Planning matters

o Redevelopment of 435-455 Collins Street (Suncorp Building)

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

7. Record produced by: Name of Officer: A r G CLO

iS

Date: 93 / -2- / 14-

Completed form to be forwarded to Council Business Level 3

Town Hall Administration Building

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

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YES NO

Amelia Bitsis

Vivienne Blake

Denise Bennett

Phu Nguyen

Jack Hanna

Chanelle Pearson

Rose Bruhn

Leanne Mitchell

Keith Williamson

Kathy Alexander

Martin Cutter

Mark Stoermer

Rob Adams

Angela Meinke

Kim Wood

Matter No. Did the Councillor leave the assembly?

Names of Councillors who disclosed conflicts of interest

Date: 5 February 2014

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

Name of Officer: Keith Williamson, Manager Governance Services Record produced by:

4. Officers present:

5. Matters discussed: • Year one action variance report

• Year two action discussion

1. Time and date of meeting: Tuesday 4 February 2014

8.30am — 1 pm

Councillor planning session to consider annual actions for 2014-15 (including Council Plan review)

2. Name of meeting:

Lord Mayor, Cr Robert Doyle

Deputy Lord Mayor, Cr Susan Riley

Cr Richard Foster

Cr Kevin Louey

Cr Cathy Oke

Cr Beverley Pinder-Mortimer

3. Councillors present:

Cr Rohan Leppert

Cr Stephen Mayne

Cr Ken Ong

Cr Jackie Watts

Completed form to be forwarded to Council Business Level 3

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

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YES

NO

Names of Councillors who disclosed conflicts of interest Did the Councillor leave the assembl ?

Matter No.

YES NO

RECORD OF ASSEMBLY OF COUNCILLORS

8. Time and Date of meeting:

9. Name of meeting:

10. Councillors present:

11. Officers present:

12. Matters discussed:

Tuesday 4 February 2014 at 1.15pm

Cr Forum

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

Martin Cutter, Amelia Bitsis, Chanelle Pearson, Angelo Grizos, Maureen Maginness, Rachelle Jordan, Ruth Caldwell, Margie Samai, Lynne Haultain, Julie Browning, Bec Fraser, Samantha Murray, Angela Meinke, Geoff Robinson, David Mayes, Stephen Nagle, Gisele Pratt, Irene Kalister, Cherie Fraser, Emily Fisher, Sean Cadd Angela Hoban

• Yarra Corridor Study

• New Residential Zones

• 2014 Melbourne Spring Fashion Week Strategy

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

14. Record produced by: iv6eoe-) Name of Officer: 6)Qizt

Date: 41- / 2-

/

Completed form to be forwarded to Council Business Level 3

Town Hall Administration Building

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

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