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- Council meeting catchup - 2 September 2025
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Council meeting catchup - 2 September 2025
The 2 September 2025 Council Meeting was held at St Kilda Town Hall.
Items actioned included:
- final approval of Governance Rules updates post consultation.
- Procurement Policy update.
Council meeting agenda
PURPOSE
1.1 To update Councillors on the outcomes of the advocacy strategy for the Live Music Venue proposal and seek approval on the next steps for the St Kilda Triangle site.MOVED Crs Thomann/Makin
That Council:
3.1 Places all work related to the Live Music Venue proposal on hold until there is further interest from the State Government or another third party.
3.2 Requests officers to investigate options for short-term amenity and beautification upgrades for the St Kilda Triangle site for consideration through the Great Places and Precinct Program in 2025-26.
A vote was taken and the MOTION was CARRIED unanimously.
PURPOSE
1.1 To present a summary of the feedback received during the community engagement process on the Draft Governance Rules which ran for four weeks via Council’s Have Your Say Page from Monday 7 July – Sunday 3 August 2025.
1.2 To present the proposed amendments to the Governance Rules, aimed at improving the effectiveness of decision-making and meeting procedures at the City of Port Phillip, for Council’s consideration and adoption.Councillor Jay moved an Alternate Motion to the officers recommendation to defer consideration of the Governance Rules.
MOVED Crs Jay/Thomann
3.1 Thanks the community for their participation in the Governance Rules Review.
3.2 Defers its consideration of the Governance Rules to allow for further review of community feedback and considerations of recommendations expected in the forthcoming Model Governance Rules issued by the State Government.Cr Halliday called for the ALTERNATE MOTION to be voted under DIVISION.
FOR: Crs Jay, Thomann, Mears and Hardy
AGAINST: Crs Makin, Crawford, Buckingham, Halliday and Cunsolo
The ALTERNATE MOTION was LOST.The Mayor foreshadowed they would move the officers recommendation in the event that the alternate motion failed.
FORESHADOWED MOTION
MOVED Crs Crawford/Makin
That Council:
3.1 Thanks community members that provided feedback via the Have Your Say page and the petition.
3.2 Notes that community engagement occurred via Council’s Have Your Say page from 7 July to 3 August, the findings of the engagement are contained in Attachment 1.
3.3 Endorses the Governance Rules provided as Attachment 2.
3.4 Authorises the Chief Executive Officer, or their delegate, to make minor editorial amendments that do not materially alter the Rules.AMENDMENT:
MOVED Crs Halliday/CunsoloThe Mayor advised that the amendment would be voted in parts:
That Council:
Part 1
Amends Section 23 of the Governance Rules to include the following provision:Where a Notice of Motion seeks to:
Substantially affect the level of Council services,Commit Council to expenditure in excess of $80K, that has not been included in the adopted budget,
Commit Council to any contractual arrangement, orCr Halliday called for PART 1 of the AMENDMENT to be voted by DIVISION.
FOR: Crs Makin, Crawford, Buckingham, Halliday and Cunsolo
AGAINST: Crs Jay, Thomann, Mears and HardyPART 1 of the AMENDMENT was CARRIED.
Part 2
Take any action that the Chief Executive Officer determines, in their sole discretion, would unreasonably divert officer resources.The Notice of Motion must only call for an Officer Report to be prepared and presented to Council. If the Notice of Motion is carried, the Officer Report will be presented at the next scheduled Council meeting, where practicable
A vote was taken and PART 2 of the AMENDMENT was CARRIED.
Cr Halliday called for a DIVISION.FOR: Crs Makin, Crawford, Buckingham, Halliday and Cunsolo
AGAINST: Crs Jay, Thomann, Mears and HardyPART 2 of the AMENDMENT was CARRIED.
AMENDMENT
MOVED Crs Thomann/Mears
That Council:
Amends Section 41 (Speaking Times) of the Governance Rules to read:
Subject to sub-rule 41.2, a Councillor must not speak longer than the time set out below.
• the mover of a motion or an amendment 5 minutes;
• any other Councillor: 5 minutes; and
• the mover of a motion exercising a right of reply: 3 minutes
A Councillor’s speaking time may be extended upon request of the Councillor by:
• the Chair for no more than 2 minutes, which request must not be unreasonably refused; and
• resolution of Council for any further extension beyond 2 minutes.
Amends Clause 54.2 (Councillor Question Time) Councillors are encouraged to submit their questions in writing prior to 2 pm on the day of the Council meeting to enable officers appropriate time to prepare a response.
A vote was taken and the AMENDMENT was LOST.
Cr Halliday called for a DIVISION.
FOR: Crs Jay, Thomann, Mears and Hardy
AGAINST: Crs Makin, Crawford, Buckingham, Halliday and CunsoloA vote was taken and the AMENDMENT was LOST.
SUBSTANTIVE MOTION
That Council:
3.1 Thanks community members that provided feedback via the Have Your Say page and the petition.
3.2 Notes that community engagement occurred via Council’s Have Your Say page from 7 July to 3 August, the findings of the engagement are contained in Attachment 1.
3.3 Endorses the Governance Rules provided as Attachment 2.
3.3.1 Amends Section 23 of the Governance Rules to include the following provision:Where a Notice of Motion seeks to:
• Substantially affect the level of Council services,
• Commit Council to expenditure in excess of $80K, that has not been included in the adopted budget,
• Commit Council to any contractual arrangement, or
• Take any action that the Chief Executive Officer determines, in their sole discretion, would unreasonably divert officer resources.
The Notice of Motion must only call for an Officer Report to be prepared and presented to Council. If the Notice of Motion is carried, the Officer Report will be presented at the next scheduled Council meeting, where practicable
3.4 Authorises the Chief Executive Officer, or their delegate, to make minor editorial amendments that do not materially alter the Rules.
A vote was taken and the SUBSTANTIVE MOTION was CARRIED.
Cr Halliday called for a DIVISION.FOR: Crs Makin, Crawford, Buckingham, Halliday and Cunsolo
AGAINST: Crs Jay, Thomann, Mears and HardyA vote was taken and the SUBSTANTIVE MOTION was CARRIED.
The Mayor adjourned the meeting for a break at 8:08 pm.
The meeting resumed at 8:16 pm.A vote was taken and the MOTION was CARRIED unanimously.
PURPOSE
1.1
To present an updated Procurement Policy (the Policy) for Council endorsement, in accordance with section 108(5) of the Local Government Act 2020.
MOVED Crs Hardy/HallidayThat Council:
3.1 Adopts the updated Procurement Policy 6.4.1 as per Attachment 1 noting the following key amendments:
3.1.1 Financial Delegation Limits: Updates to financial delegations to improve procedural efficiency and standardise management role groupings. These changes are based on benchmarking with other councils, procurement trends, resource assessments, alignment with the new Council Plan and project portfolio, audit findings, lessons from past projects and staff feedback.
3.1.2 Additional Financial Delegation - Insurance Expenditure Delegation limits: Increase in delegation limit to $4 million, reflecting the current insurance operating environment.
3.1.3 Spend Thresholds: Adjustments made to better align with the updated Financial Delegations Limits in section 3.1.1. These changes aim to enhance internal efficiencies, account for inflation, and ensure a greater focus and support from the Procurement team on higher-risk procurement activities.
3.1.4 Provision for establishing single-supplier arrangements for specialist service: Aims to efficiency and economy of scale where works are aggregated and explicitly signalling to the market that the successful tenderer is guaranteed a volume of work.
3.2 Authorises the Chief Executive Officer, or their delegate, to finalise and make minor changes that do not materially alter the Procurement Policy.
A vote was taken and the MOTION was CARRIED unanimously.
PURPOSE
1.1 To present to Council the delegations from Council to the Chief Executive Officer and Delegated Committees, which are required to be reviewed within 12 months following a general election.
MOVED Crs Thomann/Halliday
That Council:
3.1 Notes the review of delegations from Council to the Chief Executive Officer and Delegated Committees that are currently in place under various Acts and Regulations, and which are required to be reviewed pursuant to the Local Government Act 2020;
3.2 Delegates to the Chief Executive Officer the powers, duties and functions set out in the following Instruments of Delegation:
3.2.1 Instrument of Delegation from Council to the Chief Executive Officer (Attachment 1)3.2.2 Instrument of Delegation from Council to the Chief Executive Officer – South Melbourne Market (Attachment 2)
3.3 Delegates to the members of the Planning Committee the powers, duties and functions set out in the Instrument of Delegation (Attachment 3).
3.4 Affixes the common seal of Council to the above Instruments (Attachments 1-3).
3.5 Notes:
3.5.1 these Instruments come into force immediately upon resolution; and
3.5.2 remain in force until Council determines to vary or revoke them.3.6 Notes that on the coming into force of the Instruments (Attachments 1-3), the previous Instruments of Delegation are revoked:
3.6.1 Instrument of Delegation from Council to the Chief Executive Officer – 2 August 20233.6.2 Instrument of Delegation from Council to the Chief Executive Officer – South Melbourne Market - 19 July 2023
3.6.3 Instrument of Delegation Council to Planning Committee - 20 October 2021
3.7 Notes that the duties and functions set out in the instruments must be performed, and the powers set out in the instruments must be executed, in accordance with any policies of Council that it may from time to time adopt.
A vote was taken and the MOTION was CARRIED unanimously.
PURPOSE
1.1 For Council to approve the two appointments of Council staff as Authorised Officers pursuant section 147(4) of the Planning and Environment Act 1987. (Attachment 1).
MOVED Crs Cunsolo/Thomann
That Council:
In the exercise of the powers conferred by section 147(4) of the Planning and Environment Act 1987 Council resolves that:
3.1 The members of Council staff referred to in the Instrument of Appointment and Authorisation at Attachment 1 be appointed and authorised as set out in the Instrument.
3.2 The Instrument of Appointment and Authorisation comes into force immediately once the common seal of Council is affixed to the Instrument and remains in force until Council determines to vary or revoke it.3.3 The Instrument of Appointment and Authorisation be sealed.
A vote was taken and the MOTION was CARRIED unanimously.
Councillor Makin reported as the Councillor delegate to the Metropolitan Transport Forum that the Metropolitan Transport Forum’s annual general meeting will be held on 3 September 2025 and that will be confirming a meeting date change as there has been ongoing conflicts with the Wednesday Council meeting cycle.
Councillor Jay reported on the Australian Local Government Women’s Association (ALGWA) conference, having met with other Councillors and local government staff from across Australia and attending talks from experts on everything from social media misinformation to the use of futurists at local government.
MOVED Crs Mears/Thomann
That Council resolves to move into confidential to deal with the following matters pursuant to section 66(2) of the Local Government Act 2020:
18.1 South Melbourne Town Hall - Contract Variation
3(1)(a) Council business information, being information that would prejudice the Council's position in commercial negotiations if prematurely released.
Reason: This report contains contractual information, including project and construction contract contingency provisions, that if released at this time would disadvantage Council in its ability to manage its construction contract in the best interests of the community.18.2 71A Acland Street - Expression of Interest Process
3(1)(e) legal privileged information, being information to which legal professional privilege or client legal privilege applies3(1)(g(ii)) private commercial information, being information provided by a business, commercial or financial undertaking that if released, would unreasonably expose the business, commercial or financial undertaking to disadvantage.
Reason: This report outlines the details of a recently completed procurement process which contains confidential commercial information that if released would prejudice commercial businesses and Council. The report also includes confidential legal and probity advice in relation to the procurement and property management information.
18.3 CEO Employment Matters – 2024/25 Performance Assessment and 2025/26 Annual Performance Agreement
3(1)(f) personal information, being information which if released would result in the unreasonable disclosure of information about any person of their personal affairs
Reason: Under the CEO Employment and Remuneration Policy, Section 16 - Confidentiality, Council does not disclose any personal information, being information which if released would result in the unreasonable disclosure of information about any person or their personal affairs. The CEO's performance and remuneration fall into that category.
A vote was taken and the MOTION was CARRIED unanimously.
The meeting closed to members of the public at 8.21 pm.
The meeting reopened to members of the public at 9.52 pm
As there was no further business the meeting closed at 9.52 pm.
More information
To view the full agenda, upcoming or past Council meeting minutes and relevant attachments, visit our Meetings and Agendas - City of Port Phillip
Please note: The minutes of the Council meeting will be confirmed at the next meeting.