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- Council meeting catchup - 15 November 2023
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Council meeting catchup - 15 November 2023
The 15 November Council meeting was held at St Kilda Town Hall.
At this meeting Mayor Cunsolo took pride in noting the Middle Years and Youth services team had been presented with an award by the Park Towers Community Hub, recognising them as an “Outstanding Community Collaborator”.
In April 2022 the Middle Years and Youth Services Team established a weekly breakfast club at Park Towers in South Melbourne for families and children.
The goal of the program was to provide a nutritious breakfast before school, a safe environment to foster community between families, and better access and familiarity to Council's programs and services. Currently the program regularly services around 20 children per week, and has been the catalyst for families extending their support systems and helping each other out with tasks like taking children to school.
From the success of this program and the relationships it has built with the community, the Middle Years and Youth Services Team have begun adding more programs focused on engaging and supporting youth from one of the most vulnerable and under supported areas of our community.
Items actioned:
- Councillors endorsed recommendations for the Cultural Development Fund (CDF) - Festivals and Events and Project Grants 2024.
- Councillors endorsed recommendations for the Community Grants 2023-2024 Program.
- Councillors responded to a petition to fund a feasibility study, investigating options for a new site for a dedicated gymnastics venue for the Fishermen's Bend Gymnastics Club.
Council meeting agenda
A Petition containing 1350 signatures was received via change.org and received and noted by Council at the 4 October 2023 Council Meeting.
MOVED Crs Cunsolo/Pearl
That Council:
1. Thanks the petitioners for submitting their petition.
2. Notes the benefits that gymnastics and the Fishermens Bend Gymnastics Club provide for our community
3. Continues to advocate to the Victorian Government to support a new facility for the FBGC within Fishermens Bend
4. Provides $120,000 in funding for a Feasibility Study, investigating options for new site for a dedicated gymnastics venue within the municipality.
5. Notes that funding to build a new gymnastics facility would need to be considered through the Council budget process.
A vote was taken and the MOTION was CARRIED unanimouslyPurpose
1.1 To provide Council with a regular update from the Chief Executive Officer regarding Council’s activities and performance.
MOVED Crs Martin/Clark
That Council:
3.1 Notes the CEO Report – Issue 100 (provided as Attachment 1).
A vote was taken and the MOTION was CARRIED unanimouslyPurpose
1.1 To present the Friends of Suai/Covalima (FoSC) 2022/23 Annual Report (Attachment 1) and inform Council of the achievements over the last financial year.
MOVED Crs Baxter/Crawford
That Council:
3.1 Endorses the 2022/23 Friends of Suai/Covalima (FoSC) Annual Report (Attachment 1).
3.2 Acknowledges the ongoing work of the FoSC Community Reference Committee and thanks the Committee for its work.
3.3 Acknowledges the work of the Covalima Community Centre throughout 2022/23 and the role it has played in enhancing the lives of the Suai/Covalima community.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To seek Council endorsement of the recommendations made by the Community Grants Assessment Panel for funding of applicants for the Community Grants 2023-
2024 Program.
MOVED Crs Crawford/Cunsolo
That Council:
3.1 Endorses the Community Grants Assessment Panel’s funding allocation recommendations for the Community Grants 2023-24 Program, as detailed in Attachment 1.
3.2 Makes public the list of successful applicants for the Community Grants 2023-24 Program on Council’s website after the report is endorsed.
3.3 Endorses reallocation of the residual $35,151 funding from the Community Grants 2023-24 Program for potential allocation under the Quick Response Grants Program.
3.4 Formally thanks the voluntary members of the Community Grants Assessment Panel for their valuable time and contribution to the community life of the City of Port Phillip.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To commence the statutory process to renew the Acland Street Village Special Rate and Charge, for the 1 July 2024 to 30 June 2029 period, for the purpose of marketing, tourism, promotion, business development and centre management of the Acland Street Village business precinct.
MOVED Crs Bond/Sirakoff
That Council:
3.1 Notes the letter received the Acland Street Village Business Association (ASVBA) requesting the renewal of the special rate and charge scheme (Scheme) for the Acland Street Village Business Precinct (Precinct) (Attachment 1).
3.2 Having otherwise considered all relevant matters, commences the statutory process under the Local Government Act 1989 (Act) to renew the Scheme to and for the properties within the Precinct, to raise a maximum amount of up to $195,000 per annum for a total of up to $975,000 for a period of five years, commencing on 1 July 2024 and ending on 30 June 2029.
3.3 In accordance with Section 163(1A) and 163B(3) of the Act and the Proposed Declaration of a Special Rate and Charge (Attachment 2), directs that a Public Notice (Attachment 3) be published in The Age and Council’s internet website of the intention of Council to declare, if it is approved at the ordinary meeting of Council on 15 November 2023. The Proposed Declaration of a Special Rate and Charge provides that a special rate and special charge will be used for the purposes of defraying expenses to be incurred by Council for the purposes advertising, marketing, business development and centre management, all of which are associated with the encouragement of commerce, retail and professional activity and employment in the Precinct. The Proposed Declaration also states that funds will be provided to the incorporated body known and operating as the ASVBA to be used solely for the above purposes, subject always to the approval, direction and control of Council.
3.4 In accordance with section 163(1C) of the Act, send individual letters to all affected property owners and occupiers within the proposed Acland Street Village precinct boundary (Attachment 4), advising of the Intention to Declare the Special Rate and Charge, the commencement of the statutory process including a copy of the Public Notice (Attachment 3) and an estimation of the special rate or special charge payable, based on 2023 Net Annual Value (NAV) valuations that would be applied to the property.
3.5 Advises the ASVBA of the matters specified in paragraphs 3.2, 3.3 and 3.4 of this resolution.
3.6 Authorises the Chief Executive Officer or their delegate to –
(a) Make any minor amendments to the Public Notice (Attachment 3) that do not change the material intent of the that Public Notice to ensure legislative compliance;
(b) carry out any and all other administrative procedures necessary to enable Council to carry out its functions under section 163A and section 163(1A), (1B) and (1C) and sections 163B and 223 of the Act; and
(c) prepare a funding agreement between Council and the ASVBA to formalise the administrative operations of the Special Rate and Charge, such agreement to ensure that at all times, and as a precondition to the payment of any funds by Council to the ASVBA, Council is, and remains, legally responsible for approving, directing and controlling the expenditure of the proceeds of the Scheme in accordance with its obligations under the Local Government Act 1989 to do so.
3.7 Directs that the agreement specified in this resolution will be approved by the authorised officers of Council once the Scheme is declared.
A vote was taken and the MOTION was CARRIED unanimously.
Purpose
1.1 To commence the statutory process to renew the Fitzroy Street Special Rate and Charge, for the 1 July 2024 to 30 June 2029 period, for the purpose of marketing, tourism, promotion, business development and centre management of the Fitzroy Street business precinct.
MOVED Crs Nyaguy/Bond
That Council:
3.1 Notes the letter received the Fitzroy Street Business Association (FSBA) requesting the renewal of the special rate and charge scheme (Scheme) for the Fitzroy Street Business Precinct (Precinct) (Attachment 1).
3.2 Having otherwise considered all relevant matters, commences the statutory process under the Local Government Act 1989 (Act) to renew the Scheme to and for the properties within the Precinct, to raise a maximum amount of up to $200,000 per annum for a total of up to $1,000,000 for a period of five years, commencing on 1 July 2024 and ending on 30 June 2029.
3.3 In accordance with Section 163(1A) and 163B(3) of the Act and the Proposed Declaration of a Special Rate and Charge (Attachment 2), directs that a Public Notice (Attachment 3) be published in The Age and Council’s internet website of the intention of Council to declare, if it is approved at the ordinary meeting of Council on 15 November 2023. The Proposed Declaration of a Special Rate and Charge provides that a special rate and special charge will be used for the purposes of defraying expenses to be incurred by Council for the purposes advertising, marketing, business development and centre management, all of which are associated with the encouragement of commerce, retail and professional activity and employment in the Precinct. The Proposed Declaration also states that funds will be provided to the incorporated body known and operating as the FSBA to be used solely for the above purposes, subject always to the approval, direction and control of Council.
3.4 In accordance with section 163(1C) of the Act, send individual letters to all affected property owners and occupiers within the proposed Fitzroy Street precinct boundary (Attachment 4), advising of the Intention to Declare the Special Rate and Charge, the commencement of the statutory process including a copy of the Public Notice (Attachment 3) and an estimation of the special rate or special charge payable, based on 2023 Net Annual Value (NAV) valuations that would be applied to the property.
3.5 Advises the FSBA of the matters specified in paragraphs 3.2, 3.3 and 3.4 of this resolution.
3.6 Authorises the Chief Executive Officer or their delegate to –
(a) Make any minor amendments to the Public Notice (Attachment 3) that do not change the material intent of the that Public Notice to ensure legislative compliance;
(b) carry out any and all other administrative procedures necessary to enable Council to carry out its functions under section 163A and section 163(1A), (1B) and (1C) and sections 163B and 223 of the Act; and
(c) prepare a funding agreement between Council and the FSBA to formalise the administrative operations of the Special Rate and Charge, such agreement to ensure that at all times, and as a precondition to the payment of any funds by Council to the FSBA, Council is, and remains, legally responsible for approving, directing and controlling the expenditure of the proceeds of the Scheme in accordance with its obligations under the Local Government Act 1989 to do so.
3.7 Directs that the agreement specified in this resolution will be approved by the authorised officers of Council once the Scheme is declared.
A vote was taken and the MOTION was CARRIED unanimously.This item was deferred to a future Council meeting.
Purpose
1.1 To present the recommended Cultural Development Fund- Festivals and Events grant recipients for 2023/24 Round One for Council’s approval.MOVED Crs Nyaguy/Bond
That Council:
3.1 Notes the successful applicants proposed by the internal officer panel for the Cultural Development Fund – Festivals and Events Grant 2023/24 Round One as outlined in Confidential Attachment 1.
3.2 Endorses the recommended successful applicants as proposed by the Cultural Development Fund Reference Committee for the Cultural Development Fund – Festivals and Events Grant 2023/24 Round One as outlined in Confidential Attachment 2.
3.3 Releases details on the successful recipients of the Cultural Development Fund – Festivals and Events Grant 2023/24 Round One from confidence once all applicants have been advised of the outcome of their application and those successful have confirmed their ability to proceed with their application.
3.4 Thanks the Cultural Development Fund Reference Committee for their work in assessing applications and making recommendations to Council.
3.5 Thanks all applicants who participated in the 2023/24 fund Round One for the Cultural Development Fund – Festivals and Events.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To present the recommended Cultural Development Fund (CDF)-Projects grant recipients for 2023/24 for Council approval.
MOVED Crs Nyaguy/Sirakoff
That Council:
3.1 Endorses the recommended successful applicants (project numbers 1-12) as proposed by the Cultural Development Fund Committee for the Cultural Development Fund – Projects grants for 2023/24 as outlined in Confidential Attachment 1.
3.2 Notes that in the event a successful applicant is not able to proceed with their project, the Committee’s highly commended applications are recommended for funding in the order as outlined in Confidential Attachment 1.
3.3 Makes public successful applicants for the Cultural Development Fund - Projects grants 2023/24 following an applicant notification process.
3.4 Thanks the Cultural Development Fund Reference Committee for their work in assessing applications and making recommendations to Council.
3.5 Thanks all applicants who participated in the 2023/24 funding round of the Cultural Development Fund.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To provide Council with an overview of the results of the first quarter 2023/24 performance to budget and seek approval for several unbudgeted items to be funded from the surplus.
MOVED Crs Nyaguy/Martin
That Council:
3.1 Notes that full year cumulative cash surplus before the first quarter budget requests is $0.07 million which is $0.79 million unfavourable compared to budget of $0.87 million with the following movements:
3.1.1 Transfer of responsibility from the State Government for Combustible Cladding management for the next 3 years (annual cost of $128,000) assumed to be fully recovered from the state government (pending confirmation of funding deed).
3.1.2 Re-instatement of $0.25 million budget for contracted parking ticket machine maintenance as budgeted efficiencies were not achieved through procurement of a new contract. As a result, the existing contract for parking machine maintenance has been extended and procurement will be reconsidered.
3.2 Notes attachment 1 – Financial Statements with accompanying explanatory notes.
3.3 Notes attachment 2 – Portfolio deferrals and achievements from the first quarter 2023/24.
3.4 Approves up to $25,000 of additional funding requests (see attachment 3 – September 2023 Budget Requests for more details) including:
3.4.1 $25,000 one off contribution to Port Melbourne Tennis Club for court resurfacing works to be delivered by the Club.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To advise Council of the outcomes of the public tender process for RFT000262 Project Management Services panel.
1.2 To seek Council’s approval to appoint seven (7) recommended tenderers to a panel under a Deed of Standing Offer arrangement for Project Management Services for an initial term of three (3) years with two (2) potential one-year extensions at Council’s discretion.
MOVED Crs Sirakoff/MartinThat Council:
3.1 Notes the need to supplement the inhouse project management team with external expertise in response to the difficulty in recruiting and retaining professional project management staff in the current market environment as well as the size and complexity of the project delivery portfolio over the coming three (3) years requiring specialist skills.
3.2 Enters into a Deed of Standing Offer for a panel of Project Management Service providers:
a) Accuraco Pty Ltd
b) Case Mealin (Vic) Pt Ltd
c) Ontoit Global Pty Ltd
d) RP Infrastructure Pty Ltd
e) SEMZ Property Advisory and Project Management Pty Ltd
f) Touch Projects Limited
g) Turner & Townsend Project Management Pty Ltd
for an initial term of three (3) years with an option of two (2) one-year extensions, at Council’s discretion.
3.3 Delegates to the Chief Executive Officer, or their delegate, the authority to determine and exercise the extensions to the panel.
3.4 Awards the contracts under the Deed of Standing Offer to a value of $3,500,000 (inc. GST) for the full term of the contract inclusive of extension options.
3.5 Notes that funding for the engagement of project management resources is within existing budget allocations.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To present to Council a proposed timetable for Council and Planning Committee meetings for 2024.
MOVED CRS MARTIN/CUNSOLO
That Council:
3.1 Adopts the Council and Planning Committee Meeting timetable for 2024 as contained in Attachment 1.
3.2 Notes that under the Governance Rules the Chief Executive Officer or delegate, after consultation with the Mayor, in the case of an administrative matter or an emergency situation, may alter the date, time or location of, or cancel a Council meeting by giving such notice to the Councillors and the public as is practicable.
A vote was taken and the MOTION was CARRIED unanimously.Purpose
1.1 To provide Councillors with an update on the status of all Resolutions passed by Council at Council and Planning Committee Meetings between 1 July – 30 September 2023 and the status of actions that were previously reported as outstanding in the last quarterly status report.
1.2 To provide Council with an update on the status of Questions Taken on Notice during Council Meetings from 1 July – 30 September 2023 and the status of questions taken on notice that were previously reported as outstanding in the last quarterly status report.
MOVED CRS CRAWFORD/MARTIN
That Council:
3.1 Notes the implementation status of Council and Planning Committee Resolutions as contained in Attachments 1 and 2.
3.2 Notes the response status of questions taken on notice during Council Meetings as contained in Attachment 3.
A vote was taken and the MOTION was CARRIED unanimously.MOVED Crs Crawford/Nyaguy
That Council:
1. Supports Artists for Kids’ Culture to deliver Y(Our) Fest 2024 with a grant of $15,000 from unallocated funds within the 2023/24 Cultural Development Fund.
A vote was taken and the MOTION WAS CARRIED.
Cr Pearl called for a DIVISION.
FOR: Crs Baxter, Crawford, Martin, Nyaguy and Cunsolo
AGAINST: Crs Bond, Sirakoff, Pearl and Clark
A vote was taken and the MOTION was CARRIED.
Please note: The minutes of the Council meeting will be confirmed at the next meeting.
Watch the Council meeting
More information
To view the full agenda, upcoming or past Council meeting minutes and relevant attachments, visit our 2023 meetings and agendas page.
Council meetings typically occur on the first and third Wednesday of each month. The next Council meeting will be the final meeting for 2023, taking place at St Kilda Town Hall on Wednesday 6 December at 6.30 PM.