banyule city council 23 march 2015 agenda part 3

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Item: 5.1 Attachment 1: Multicultural Advisory Committee Meeting - Minutes - 5/2/2015

ORDINARY MEETING OF COUNCIL ON 23 MARCH 2015 Page 207

Banyule Multicultural Advisory Committee (BMAC): Minutes from committee meeting 05/02/15

Council Chambers – Ivanhoe Town Hall

1. Attendances & Apologies Attendees: Cr Mark Di Pasquale (Chairperson), Cr Rick Garotti, Hussein Haraco, Gillian Hirst, Albert

Fatileh, Maxine Matthews, Beverley Moss, Jane Grace, Rosemary Crosthwaite, Ryoko

Williams, Essan Dilleri, George Giuliani, Abdirizak Mohamed, George Zeng (arrived 6.45pm),

Theonie Tacticos, India Mortlock, Allison Beckwith, Allister Crawford

Apologies: Simeon Yang, Uma Vijay, Mick Geary, Kirsten Slifirski, Cr Jenny Mulholland, Cr Craig Langdon Photos were taken of the committee prior to the start of the meeting 2. Welcome and Introductions Cr Di Pasquale formally opened the meeting and noted the Apologies. He also welcomed Abdirazak Mohamed who was attending the meeting for the first time and Mick Geary who had joined the Committee but was unable to attend the meeting. 3. Minutes of previous meeting The minutes of the previous meeting were emailed on 26 November 2014, adopted on 1 December 2014 and posted on the website as per our new terms of reference.

The minutes went to Council on Monday 2 February for noting. In response to the minutes the Council made the following resolutions (Resolution CO2015/6). That:

1. Council notes the 20 November 2014 Minutes of the Multicultural Advisory

Committee. 2. Councillors make a statement at a Council meeting reflecting that Council does not

tolerate racism and stands with the Muslim Community 3. All Councillors be requested to sign a joint statement of support for Asylum Seekers

living in the Community and be provided and displayed at each Customer Service centre.

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ORDINARY MEETING OF COUNCIL ON 23 MARCH 2015 08

4. Business Arising 4.1 Community Cohesion in the Mall – project ideas A committee member updated the Committee about a project idea to take a group of people to the Islamic Museum to build their understanding of Muslim culture and faith. The tour will take place during Cultural Diversity Week and following the tour the participants will take part in the Taste of Harmony Celebrations in the Mall in Heidelberg West. Committee members are invited to advise Council if they would like to attend. 4.2 Interfaith Statement The Committee discussed the statement that had been prepared by the Banyule Interfaith Network to be read at the start of Council meetings. The Committee felt that the statement was quite long and would cut into the time at Council meetings. The Committee felt that the first two paragraphs acknowledging the Wurundjeri people and cultural diversity were important statements to be made at the start of each Council meeting. The Councillors present at the meeting undertook to consider the Committee’s advice and discuss the statement with their fellow Councillors. 4.3 Mosque Open Day Many members from the Advisory Committee were involved in running the Mosque Open Day or attended the day. They advised that the event was generally successful and they intend to run the event again this year. They will keep the Multicultural Advisory Committee informed of progress. 4.4 Support to Refugees and Asylum Seekers Council officers provided an update that they are currently mapping available services to Asylum Seekers and Refugees within the municipality. Committee members discussed some of the needs that Asylum Seekers have including English language training and access to meaningful activities to participate in. Committee members also suggested a number of local programs that are available. A committee member also suggested the possibility of community members offering to host Asylum Seekers and Refugees in their homes.

Action: Consider the Interfaith Statement, taking into account the advice from the Committee Responsibility: Councillors

Action: Run a tour to the Islamic Museum for community members

Responsibility: Committee member and Council officers

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These suggestions will be looked at as part of the mapping. As part of this process, Council will look into the role it can play in connecting Asylum Seekers and Refugees into the opportunities. A representative from Spectrum offered to present on the needs of Asylum Seekers and Refugees at a future meeting. (Note that guest speaker Mohammed Isa from Uniting Care Lentara provided a presentation to the Advisory Committee regarding asylum seeker assistance and needs on 2 October 2014)

5. New Business 5.1 2014 Household Survey Report A representative from Council’s business services unit presented to the Committee about the 2014 Household Survey. The Survey captures data on the country of birth of Banyule residents, period of residence in Australia, English proficiency and language spoken at home. 5.2 Multicultural Plan – Measuring our Progress This item was deferred to the next meeting 5.3 2015 Cultural Diversity Week Council officers updated the Committee on events happening across the municipality to celebrate Cultural Diversity Week. The Committee suggested that the information be passed on to schools to include in their newsletters.

7. Thank you and next meeting The meeting was officially closed. A next meeting date was not agreed upon. Note: Subsequent to the meeting, it has been decided that the date of the next meeting will be 16 April 2015

Action: Continue the mapping of services available to Asylum Seekers and Refugees within the municipality

Responsibility: Council officers

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Banyule Multicultural Advisory Committee – Action Progress Sheet – 05/02/2015

Item: Action Required: Responsibility Status

Real opportunities, real jobs

Council will review recruitment processes and explore remunerated as well as voluntary opportunities for people from multicultural and Indigenous backgrounds

Council In progress

Support to refugees and asylum seekers

Map the services available to asylum seekers and refugees in Banyule and identify gaps. Committee members to provide information about existing services.

Council and Committee members

In progress

Budget submissions Hold a committee meeting to consider budget submissions for next year

Council and committee members

In progress

Dandenong asylum seeker statement

Finalise Council’s signing of the Statement

Council officers In progress

Community Cohesion

Councillors to make a statement at a Council meeting to reflect that Council does not tolerate racism and stands with the Muslim community

Councillors In progress

Community Cohesion

Run a tour to the Islamic Museum for community members

Committee Member and Council officers

In progress

Interfaith Prayer Consider the Interfaith Prayer taking into account the advice from the Committee

Councillors Completed

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Item: 5.2 Attachment 1: Minutes - LGBTI Advisory Committee Meeting - 10/2/15


Minutes 10th February 2015, 5.30pm-6.30pm LGBTI Advisory Committee

Tom Roberts Room – Ivanhoe Town Hall

1. Attendances & Apologies Attendees: Cr Jenny Mulholland (Chair), Cr Tom Mellican, Cr Craig Langdon, Vita Catalano, Nicole Coad, Paul Wiseman, Sharelle Rowe, Rachel Jovic, Samantha Soggee, Karen Joy Mccoll, Allison Beckwith, India Mortlock, Theonie Tacticos Apologies: Justin Goldsmith, Jane Grace, Meaghan Holden, Rhett Mcphie 2. Committee Photo A photo was taken of the Committee Members

3. Welcome and Introductions Councillor Mulholland formally opened the meeting and welcomed Committee members. She noted the apologies and welcomed four new members (Paul Wiseman, Sharelle Rowe, Rachel Jovic, Samantha Soggee) onto the Committee. She also noted that Phillip Orth had resigned from the Committee. 4. Minutes The minutes of the previous meeting were emailed on 27 November 2014, adopted on 1 December 2014 and posted on the website as per our new terms of reference. The minutes went to Council on Monday 2 February for noting. 5. Business Arising 5.1 Review of Midsumma Festival and Pride March Committee members commented that there was really positive acknowledgement from the crowd to Banyule being in the Pride March. It was great that many staff and the Mayor attended and next year efforts should focus on trying to get more community members. It was also suggested that all the Councils should walk next to each other. Committee members also felt that the Midsumma stall was successful. It was a good opportunity to connect with people who live in Banyule and let them know that Banyule has a LGBTI Plan and Committee. 5.2 IDAHO Council officers updated the Committee that at the Council meeting on 2 February the Council had resolved to support a cocktail event to celebrate IDAHO Day. The format will be similar to the event in 2014 with a comedian, music and speakers. Council officers will now organise the event.

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There will also be a flag raising ceremony on Friday morning 15 May. The Committee recommended that the flag should stay up for one week from 15-22 May. The Committee also recommended that Banyule’s logo turn rainbow on the website and facebook page for the period 15-18 May. Banyule Council will also work with Moreland and Darebin councils to host a community forum on LGBTI issues to mark IDAHO Day. The committee suggested the following potential topics to focus on:

- Aged care services - Early childhood services - Mental Health + LGBTI - Disability + LGBTI - Hospitals + LGBTI

6. New Business 6.1 LGBTI Plan – Measuring our progress The Committee reviewed the draft indicators for measuring the progress of the LGBTI Plan. The indicators will be collected every 12 months. 6.2 2014 Household Survey Report The Committee reviewed the data from the 2014 Household survey which for the first time asked people whether they identify as LGBTI. The committee noted that the data may be low because the survey is not anonymous. 6.3 Feedback from engagement exercise at the Midsumma Carnival Committee members who volunteered at the stall reflected that many people talked to them about the need for more social opportunities for the LGBTI community to connect.

Action: Organise the IDAHO flag raising morning tea and cocktail event

Responsible: Council Officers

Action: Consider the proposal to fly the rainbow flag for one week 15-22 May and turn the Banyule logo rainbow on the website and facebook from 15-18 May

Responsible: Council staff and communications team

Action: Work with Moreland and Darebin Councils to host a community forum

Responsible: Council Officers

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Other recommendations included installing gender neutral toilets, promoting LGBTI welcome signage on café windows and working with sports clubs to be safe and inclusive for LGBTI people and their kids. Within the LGBTI Plan Council is working to establish a regular social opportunity, investigating the use of welcome signage and working with local sport clubs. Some of the toilets in public spaces in Banyule are gender neutral but this could be an area of further advocacy. 7. Other Business Council officers advised that Council had made a submission to the Australian Human Rights Commission on its inquiry into Sexual Orientation, Gender Identity and Intersex Rights. Committee members were reminded that the community grants open on 16 February and they should consider applying if they had a project in mind. Council officers announced that LGBTI awareness training for staff had been organised for April. The consultant who will deliver the training has asked for everyday scenarios that LGBTI people face that could be used in the training. Council’s Home and Community Care team had also done LGBTI training as part of their rainbow tick accreditation. The committee discussed whether to participate at the Kids Arty Farty Festival. Several ideas were suggested but given that the festival is happening in March it was decided to work towards running an activity at next year’s festival. Thank you and next meeting The next meeting will be on Tuesday 14 April 5.30-6.30pm

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Action Progress sheet – LGBTI Advisory Committee - 10 February 2015

Item: Action Required: Responsibility: Status:

IDAHO Organise the IDAHO

flagraising morning tea and

cocktail event

Council Officers In progress

IDAHO Consider the proposal to

fly the rainbow flag for one

week 15-22 May and turn

the Banyule logo rainbow

on the website and

facebook from 15-18 May


IDAHO Work with Moreland and

Darebin Councils to host a

community forum


LGBTI stickers Research economic benefits

for business of LGBTI

stickers


LGBTI speaker

nights

Investigate possibility of

LGBTI speaker nights at the

libraries


LGBTI

awareness

training

Organise LGBTI awareness

training for council staff


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Item: 5.3 Attachment 1: Banyule Disability and Inclusion Advisory Committee (BDIAC) minutes 28 01 2015


Banyule Disability and Inclusion Advisory Committee (BDIAC) Minutes from committee meeting 28/01/2015

Induction 4-5pm, Committee meeting 5.30-7.00pm Council offices, 44 Turnham Avenue, Rosanna

1. Attendance and apologies

Attendees:

Cr Jenny Mulholland (Chairperson), Cr Craig Langdon (Deputy Chairperson), Nancy Sadka,

Mick Hollman, Sheryl O’Connor, Anna Constas, Simon Chong, Louise Pearson, Stephanie Krt,

Barbara Brook, Janice Castledine, Salima Osborne, Luke Nelson, Robert Runco, Jeff Walkley,

Theonie Tacticos(Team Leader, Community Planning), Lisa Raywood (Manager,Health and

Aged Servcies and Community Planning), Helen Parker ( social planner).

Apologies: Madeleine Sobb, Sherridan Bourne (MetroAccess), Sam Walsh (MetroAccess),

Allison Beckwith (Director, Community Programs).

2. Welcome and introductions:

Cr Mulholland formally opened the meeting and welcomed the new members to our first

meeting.

3. Business arising

3.1 Terms of Reference (TOR)

New additions to the Terms of Reference were noted.

Assembly of Councillors and Conflicts of interest for Councillors and Council staff.

Terms of appointment including resignations and filling of new positions

Monitoring and reporting:

o circulation of minutes to members for amendments or endorsement

o Recommendations and requests arising from the committee that are

presented to Council for consideration. This states that a majority vote from

the members is needed before a recommendation goes to council. It was

queried whether the Terms of Reference require a defined quorum, rather

than a majority vote. A quorum is the minimum number of members

required at a meeting in order for a decision to be made. No other advisory

committees have a specified quorum at this stage.

The meeting frequency was raised as an issue. It was agreed the next meeting would be in a

month and then we will decide whether the following meetings will be every 2 months (bi

monthly) or whether we need more monthly meetings.

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Item: 5.3 Attachment 1: Banyule Disability and Inclusion Advisory Committee (BDIAC)

minutes 28 01 2015


It was raised about the term of membership. It is stated in the Terms of Reference that the

current membership is 12 months, and then existing members at the end of the year can re-

apply for a further term of 2 years.

Members agreed that they are happy to receive the minutes by email. Mick prefers to

receive meeting minutes by mail. Members agreed that they can review the minutes within

2 days and will notify Helen of any changes that they want made to the minutes. The

minutes will then be posted on the website under the Disability and Inclusion Advisory

Committee http://www.banyule.vic.gov.au/Services/Diverse-Communities-and-Social-

Inclusion/People-with-Disability/Advisory, and then be presented to Council for information,

and any decision if necessary.

Action: Members to contact Helen within 2 days of receiving the minutes if there any changes that need to be made. Responsibility: Council to amend minutes where needed, before posting on the website and presenting to a Council meeting.

4. Disability Action Plan (DAP)

Helen went through the Disability Action Plan and members raised in response:

Liveable Housing project: Council has developed planning guidelines that outline accessible

criteria for new and existing housing that developers have to comply with. It sets a

percentage of accessible housing that must be built per development, with the goal of

increasing the accessible housing stock in Banyule.

Members raised that they are interested in accessibility in both public and private housing.

Transport: It was raised that there are accessibility issues at Southern Cross Station and it

was queried whether the committee can do something about this. The response was that it

would be considered an advocacy action and that could be something that could be done

potentially with the Municipal Association of Victoria (MAV), which is a peak group of all

local governments – rather than something that Banyule City Council takes on alone.

An Integrated Transport Plan is also currently being developed by Council. A draft discussion

paper will be sent to the Disability and Inclusion Advisory Group when it is available

NDIS: Members asked what the Council position is on the National Disability Insurance

Scheme. At this stage Council does not have a formal position, but are working through

issues to come to a position. This includes looking at how Council provides services and

looking at who else in the community offer similar services.

Although the details and workings of the National Disability Insurance Scheme are still

changing, there was a request for an information session for the committee.

http://www.banyule.vic.gov.au/Services/Diverse-Communities-and-Social-Inclusion/People-with-Disability/Advisory

http://www.banyule.vic.gov.au/Services/Diverse-Communities-and-Social-Inclusion/People-with-Disability/Advisory

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Action: To investigate the possibility of an information session on NDIS for committee members Responsibility: Council

Capital plan and access works: Current drawings are being developed for a new Council

building in Greensborough, which is expected to be built in early 2017. There will be

consultation with this group about their views on the accessibility of the new building. The

Rosanna and Ivanhoe Council staff will shift into the new Council offices on top of

WaterMarc in early 2017. Note that there will still be three customer service centres:

Ivanhoe, Rosanna and Greensborough.

It was raised whether Council can consider writing a policy about Sensory accessibility. It

was raised that WaterMarc has good physical accessibility but it is hard for people with

sensory overload to go to WaterMarc because of the noise. This can exclude people with

autism to go to WaterMarc.

The preference to include accessibility within the design of facilities (rather than retrofitting)

was discussed. It is also important to include considerations of accessibility in strategic plans

developed by Council, for example the Open Space Strategy and the Integrated Transport

Plan. The Disability and Inclusion Advisory Group has an important role assisting Council to

include accessibility considerations.

Action: Organise future consultation with the committee about the Greensborough building and other plans being developed by Council, for example the Integrated Transport Plan. Responsibility: Council

Access, inclusion and equity training: Several members raised some staff skill gaps from

their experience using HACC services. It was raised that there has been some excellent staff

support from HACC, but members have also found inconsistency in staff understanding of

disability, particularly in understanding the needs of people who have autism or autism

spectrum disorder (ASD).

This also included the need to improve staff understanding of the use of communication and technology strategies (such as using Ipads) with HACC clients who have autism.

Action: Feedback about working with HACC clients and access, inclusion and equity training will be provided to the Co-ordinator Home Support Services. Responsibility: Council

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minutes 28 01 2015


Demographics and data: During the induction, Helen presented a snapshot of disability for

Banyule’s population. There was some discussion in the group and queries about some of

data. It was thought that more information would be useful for the group.

Action: Further information on the demographic data, including a disability profile for Banyule, will be presented to the Advisory Group for discussion. Responsibility: Council

5. Meetings

Members were asked about their availability and preference for meeting times. The time

that suited people was the third Wednesday of the month at the Rosanna Office. The exact

start time was to be confirmed with Madeleine Sobb after the meeting.

Action: Helen to contact Madeline regarding her preference for start times, and send confirmation out to the other members. Responsibility: Council

Update: Madeline works in the city and can only get to Rosanna at 5.30pm at the earliest.

Therefore meetings will be held 5.30pm-7.00pm.

Agenda: It was queried about each meeting agenda and how this is set. Members can

suggest what they want on the agenda for future meetings. This can include inviting guest

speakers.

There will be two regular agenda items added to the agenda:

1. Your observations on issues you have experience in the community that you think

need action. This can also include opportunities that we can take advantage of – for

example, new funding, new training.

2. Progress on the development of the new Disability Action Plan.

Disability Action Plan development: Priorities identified so far by members from both the

induction and the meeting.

NDIS- including:

o Gaps in housing o Respite

o Council positon on NDIS

Community transport system similar to LINK

Training for Council staff in autism and use of technology

Service delivery gaps for people who have autism and /or challenging behaviours

Increase recreational opportunities for people 18+

Family support/ carer support

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Consideration of needs and issues for people with different sorts of abilities Thankyou and next meeting The next meeting will be 5.30pm – 7pm on Wednesday 18th February at the Rosanna Offices 44 Turnham Ave Rosanna

Action: Helen to organise meetings for the rest of the year and send schedule to all members and to Cr Mulholland and Cr Langdon. Responsibility: Council

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minutes 18 02 2015


Banyule Disability and Inclusion Advisory Committee (BDIAC) Minutes from committee meeting 18/02/2015, 5.30-7.00pm

Council offices, 44 Turnham Avenue, Rosanna

1. Attendance and apologies

Attendees:

Cr Jenny Mulholland (Chairperson), Cr Craig Langdon (Deputy Chairperson), Nancy Sadka,

Mick Hollman, Sheryl O’Connor, Anna Constas, Simon Chong, Louise Pearson, Barbara Brook,

Luke Nelson, Madeleine Sobb, Robert Runco, Jeff Walkley, Theonie Tacticos (Team Leader,

Community & Social Planning), Lisa Raywood (Manager, Health , Aged Services and

Community Planning), Helen Parker ( social planner).

Apologies: Stephanie Krt, Janice Castledine, Salima Osborne, Sherridan Bourne

(MetroAccess), Allison Beckwith (Director, Community Programs).

2. Welcome and introductions:

Cr Langdon formally opened the meeting. Participation meeting rules were agreed to.

3. Previous minutes

The minutes of the previous meeting were emailed on 4th February 2015, adopted on 9th February 2015 and posted on the website as per our new terms of reference. The minutes will go to Council on Monday 23 March for noting.

4. Disability Advocacy Group

Helen provided an update on this new group which is still in the early days of establishment.

The purpose of the Disability Advocacy Group is to allow members of the community not on

the Disability and Inclusion Advisory committee, to still have an opportunity to work on

disability issues in Banyule. Members of the committee can also participate in the activities if

they wish. There are two key actions that we hope to work on soon.

(1) An Integrated Transport Plan is currently being developed by Council. A draft

discussion paper will be publicly released on the Council website 25th February. We

will seek feedback from the Advisory committee and the advocacy group.

(2) Short accessibility mapping project. This is still in the design stage with an external

organisation. The purpose is for people in Banyule to flag specific places / areas that

are accessible or not accessible.

5. Disability Profile for Banyule

The profile is a snapshot of a range of statistics sourced mainly from the Australian Bureau of

Statistics (ABS) Survey of Disability and Carers, plus other sources.

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Theonie opened up discussion about the profile for comments and feedback. The profile is

one of several profiles that have been recently created by Council. They are used as resource

by Council staff – for education and used for strategic planning. The data shows how the

municipality is changing and as a result how we are going to have to take those changes into

account to respond to people’s needs.

There were positive comments about the Disability Profile, and some surprises about the

statistics, in particular the predicted growth in dementia.

It was commented that the disability statistics will always change over time in due to the

change in assessment and Early Intervention methods.

There was a query about the autism statistics. It was raised by a member that the current

Australian statistics mirror American statistics. The current prevalence of people who have

autism is 1:68.

There was also some discussion about whether the Disability profile should mention the high

number of local disability and autism specific services that can attract people with disabilities

to move into the area. This includes the special development schools; La Trobe Life skills

program; Austin Repat.

Action: Review the profile from the above comments. Check Amaze for autism stats. Responsibility: Council

6. Development of the Disability Action Plan/ Report watch

This open discussion is a part of our work. We need to understand what the priorities are for

people living in Banyule who have a disability, for their families and carers.

Local Report Watch

The local watch is an opportunity to raise local issues, from personal experiences or to raise

on behalf of families, friends, networks. Already, there are themes that are coming through

from the issues raised. They will add to the priorities raised in the first meeting.

There were many issues raised by members.

Swinburne University have developed a free 6 week online course to assist parents, families

and carers who live and work with individuals on the autism spectrum. It will be launched in

April and run for six weeks. The MOOC (Massive Open Online Course) uses scenario-based

learning, drawing on stories and experiences of individuals, carers and experts in the field. It

also introduces current research in autism.

http://www.swinburne.edu.au/media-centre/news/2015/02/swinburne-offers-free-course-

on-autism.html

http://www.swinburne.edu.au/media-centre/news/2015/02/swinburne-offers-free-course-on-autism.html

http://www.swinburne.edu.au/media-centre/news/2015/02/swinburne-offers-free-course-on-autism.html

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minutes 18 02 2015


Action: A link to the course will be placed on the Council website. Responsibility: Council

Public infrastructure- access and mobility

Many issues were raised about public infrastructure – note that the following points do not

include the specific details raised.

Burgundy Street – major gas and fuel works underway- creating hazards.

Issues of beautifying the area – we need to consider potential hazards to mobility and

safety from planned and existing beautification strategies.

Hazards in hot spots – Mount Street. Not enough lighting in the station area, and lighting

only on one side of the road.

Footpaths in Lower Plenty Road and Turnham Avenue area- there is a need for tactile

indicators. Rosanna was highlighted as not good for people with vision impairment and

general access/ mobility restrictions.

It was raised that the community can also become more actively involved. For example, a

member has worked with his neighbours to clear leaves from the footpaths.

It was noted that the introduction of Public Safety Officers (PSOs) at stations has been

very helpful regarding access and mobility.

There was some discussion about how Council follows the National Access guidelines for

capital works, and how inaccessible places are identified and prioritised. It was suggested

that the Council Assets team could come to the meeting to discuss.

Helen talked about research that shows access works that are targeted in one geographical

area maximise the outcomes, and provide the best use of resources/ funds. For example, to

target works around an activity centre, rather than across a whole municipality.

Recreation /leisure

Issues about the need for more recreation programs for people with disabilities 18+.

Cannot access recreation programs in school holidays.

Commended JETS (a Council run arts/ music program) but it has an age restriction to 25

years.

Jeff talked about his role with leisure centres. Belgravia manages the local leisure centres

including Watermarc.

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o Belgravia has recently appointed an inclusion officer at Watermarc and Diamond

Valley leisure centre. There is an existing inclusion officer at Bundoora. The new

roles offer support both to the person with a disability and their families.

o They are working with Metroaccess to gather more accurate information on

needs. They will be holding community forums to respond to 18+ service gap and

gaps in service delivery during school holidays.

Belgravia receives many requests for limiting the sound at Watermarc. It is a hard issue to

address, because of the design. The only way is to potentially have an exclusion period for

people with disabilities to access the pool. It was raised by members that exclusion times

have been introduced for women only times at Brunswick baths and also at West

Heidelberg.

The importance of educating leisure staff about disability was raised - in particular

supporting inclusion and access to mainstream leisure services. It is important for staff to

be able to see the person beyond the disability – an example was given, if a person who

has autism is a good swimmer, then their access to swimming should not be restricted.

Dignity also needs to be maintained when accessing leisure centres, for example, through

the provision of hoists. Reservoir pool was recommended for its accessibility.

Educating leisure staff could be an activity that is taken on by the advocacy group.

Belgravia talked about their management responsibility to ensure that all staff are trained

in disability awareness. This is an ongoing strategy because of the high turnover of staff.

This awareness needs to start at the initial advertisement through to position description

and induction.

Training for Council staff

It was raised that Council staff should receive disability specific information in induction.

It was recommended that all Council staff receive training in disability awareness. A good

resource that could be utilised more is the Council booklet ‘Communicating with people

with a disability’, which is found on this page

http://www.banyule.vic.gov.au/Services/Diverse-Communities-and-Social-

Inclusion/People-with-Disability

Action: Jeff from Belgravia is happy to hear individual requests for Watermarc and then can liaise with Council. Responsibility: Members to send their individual request to Jeff by email.

http://www.banyule.vic.gov.au/Services/Diverse-Communities-and-Social-Inclusion/People-with-Disability

http://www.banyule.vic.gov.au/Services/Diverse-Communities-and-Social-Inclusion/People-with-Disability

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minutes 18 02 2015


Madeleine mentioned that whilst she was on a student placement with Council she

developed a disability training resource for Council to be used in induction

Feedback about HACC services

It was queried about the rules of access to HACC services for people with disabilities.

Council responded that HACC services are allocated based on priority of needs. The

budget is not targeted between aged and disability. It was also raised that the Council

HACC newsletter is targeted towards older people. This was acknowledged by Council

that they should include information for people with disabilities and their carers.

Council reported that HACC services are now responding to changing needs reflecting the

change in the municipality. They are finding that clients have higher needs and resources

are being stretched. Staff are more frequently being asked to do tasks that they were not

originally trained for.

There was a request for clarity about the cross -over of services between Council services

of Banyule and Nillumbik. Council HACC provided services are limited to the residents in

the municipality. Other providers cross over Council borders and their service and

eligibility would be assessed on an individual basis.

Action: Lisa to feedback to HACC services about the newsletter Responsibility: Council

Disability Action Plan

The issues noted so far already demonstrate priorities that can be used in the development of

the Plan. Further agreement will be required to progress recommendations on future

priorities and the Council resource required.

There was also a discussion about how the plan can achieve its goals by the end of the year,

and how Council can support the work to be sustained. It was noted that a time limited DAP is

useful for measuring progress and accountability.

It was suggested that Council hold a disability forum for the community to share information

such as the issues and topics discussed so far in the meetings.

A member requested that exploitation (abuse and violence) of people with a disability be

included as a priority in the plan.

Action: Council will give feedback in the April meeting on the issues raised so far. Responsibility: Council

Action: Source the disability training resource used for induction to show to members. Responsibility: Council

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7. Meetings

It was agreed that the minutes from each meeting will also be used to provide reference

materials and resources to the members in relation to their comments and queries, such as

Council guidelines.

We agreed that the first two meetings so far have been useful to hear what the issues are

from the committee. Council now need some time to be able to do some work on these

issues and to respond to the committee.

The next meeting will be for information only, with two proposed presentations:

(1) The main presentation will be from Moonee Valley Council on their current Disability Action Plan. The Office for Disability has recommended this plan as a good example of a DAP.

(2) A short presentation from Metro Access on their role at Council (to be confirmed)

Action: The Moonee Valley plan will be sent out prior to the next meeting. Responsibility: Council

Disability Action Plan development: Priorities identified so far by members

NDIS- including:

o Gaps in housing o Respite o Council positon on NDIS

Community transport system similar to LINK

Training for Council staff in autism and use of technology

Service delivery gaps for people who have autism and /or challenging behaviours

Increase recreational opportunities for people 18+

Family support/ carer support

Consideration of needs and issues for people with different sorts of abilities

New priorities as raised today

Accessibility and inclusion in leisure services – specifically training for staff

The need for a coordinated, strategic approach to access works in Banyule (footpaths, lighting, signage, tactile indicators etc.).

Embedding disability and inclusion through workforce planning Thankyou and next meeting

5.30pm – 7pm on Wednesday 18th March at the Rosanna Office 44 Turnham Ave Rosanna

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minutes 18 02 2015


Note: A group photo of the Disability and Inclusion Advisory Group will be taken prior to the next meeting on 18th March.

Action: Helen to send minutes for members who have 2 days to give feedback Responsibility: Council

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Item: 6.1 Attachment 1: Municipal Association of Victoria's reply to VAGO Report


20 February 2015

Dear Mr Doyle Performance Audit Report: Effectiveness of Support for Local Government I refer to your letter of 20 February 2015 and the attached draft report on Effectiveness of Support for Local Government. The MAV Board wishes to record its view that parts of the report, including parts of the Executive Summary and a number of report conclusions and findings, on which Audit based its recommendations, are not soundly or fairly based. Unique We recognise that the Audit has also been challenging for VAGO. It has not previously audited either the MAV or any other independent membership organisation. In response to a question at an MAV Board meeting regarding any similar VAGO audit of like organisations, VAGO advised that it had recently audited the Caulfield Racecourse Reserve Trust. We note that the Trust comprises 15 trustees who are appointed by the State to manage a significant public asset on which commercial activities and public needs must be balanced. There is no relevant similarity between the Caulfield Racecourse Reserve Trust and an independent membership organisation comprising all Victorian councils. It is also apparent that VAGO concentrated on the specific powers expressed in the MAV Act and not the objects that the MAV was established to pursue, which in 1907 language, are ‘to promote the efficient carrying out of municipal government throughout the State of Victoria and to watch over and protect the interests, rights and privileges of municipal corporations.' All the services provided and the advocacy undertaken by the MAV clearly and unequivocally fall within these objects. Independence of the MAV The primary impact of the Audit has been to strengthen the resolve of the MAV to remain an independent membership association, advocating for and providing services to Victorian local government. The Municipal Association Act 1907, while out of date in terms of its language and format, clearly provides that the MAV is constituted by representatives of local councils as appointed by those councils. The MAV Management Board, elected by members in accordance with the MAV Rules, is responsible for the conduct of the MAV’s activities.

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ORDINARY MEETING OF COUNCIL ON 23 MARCH 2015 8

Audit’s recommendation 1 effectively dismisses any role for the Association in the review and determination of its own “functions, roles, responsibilities, powers and obligations”. The recommendation does not respect the independence of the MAV or the status of local government as a distinct and separate tier of government, and is inconsistent with the respectful relationship that has long existed between the MAV and the State Government of Victoria. Local government is recognised in the Constitution Act 1975 as:

“a distinct and essential tier of government consisting of democratically elected Councils having the functions and powers that the Parliament considers are necessary to ensure the peace, order and good government of each municipal district”.

The advice of Queen’s Counsel, provided by MAV to VAGO, is that:

the Minister does not have power to control the MAV or the MAV Board

the MAV Act, together with the Rules, make clear that the MAV is controlled by its constituent fee-paying members

the MAV Act does not provide for any form of control or oversight by the Minister

it would be an incongruous result if a body established to represent the interests of one tier of government was subject to the control or direction of another tier of government.

The MAV therefore does not accept this recommendation as framed by Audit. In doing so, the MAV stands ready to join with Government in reviewing the MAV Act to ensure that it expressly provides for the MAV to pursue its support and advocacy responsibilities in a contemporary form, while continuing to ensure the independence of the MAV as the peak body for local government in Victoria. Effectiveness –Membership Association Governance The thrust of much of the Audit has been to assess the effectiveness of MAV processes against a range of legislation and processes that apply to State departments and agencies of government. The independent nature of the MAV is not recognised and, in fact, the first recommendation proposes that the Department of Environment, Land, Water and Planning determine the role and powers of the MAV, including composition of the MAV Board. In applying an ‘agency of government lens’ to the operation and activities of the MAV and how it is governed , the Audit inadequately acknowledges the MAV’s adherence to key compliance requirements (voluntary Australian Accounting Standards financial reporting, compliance with MAV’s Australian Financial Services Licence and annual reporting to the Australian Securities and Investment Commission), and the existence of a broad suite of internal governance practices. The MAV acknowledges that its focus has been on servicing members and that there are improvements that may be made to a number of governance policies and processes, almost all of which were progressing prior to the Audit as a consequence of MAV's own internal audit recommendations. As a consequence of the VAGO Audit, this internal work has been expedited and the vast majority of improvement opportunities identified by MAV’s internal audits and VAGO have either been addressed in their entirety or are being progressed. MAV Policies, Procedures & Processes With respect to recommendation 2, the MAV has already updated its staff Code of Conduct and its governance policies including Conflict of Interest and Gifts, Benefits and Hospitality to accord with better practice.

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Recommendations 3 and 4 to develop and implement better practice performance management and project management frameworks may infer that MAV does not have either in place. This is not the case. The MAV does have a performance management process for staff and a project management process in place which, although needing better documentation, has served the needs of MAV as a small organisation with a limited budget and a focus on supporting Victoria’s councils. However MAV will take action to strengthen both frameworks, including their supporting documentation. The MAV will give consideration to any practical arrangements for board performance reviews, which may be appropriate for a board comprising members elected to represent regions for a two year term. Recommendation 5 to review the MAV records management policy to align with better practice has been implemented by the Board. The Board agrees with recommendations 6 and 7 for a review of its internal audit program to ensure it routinely covers all key procedures and controls associated with all aspects of procurement, conflict of interest and fraud and corruption, and improved procurement policies and monitoring. Procurement and conflicts of interest have previously been reviewed by Internal Audit and all but one internal audit recommendation has been completed. The Fraud and Corruption Policy and Fraud and Corruption Control Framework recently approved by the Board provides for the Audit Committee to review fraud and corruption controls, and for all staff to participate in training to prevent fraud and corruption. Neither internal nor external audit of the MAV has ever identified any instance of fraud or corruption and significant internal controls exist to mitigate the risk of this occurring. The MAV will also implement recommendations 8 and 9 of the Report to improve the monitoring, evaluation and reporting of its support activities and the evaluation of councillor development, training and events. However, the improvements the MAV will put in place will need to be balanced with the performance of its service and support obligations to its member councils. Recommendations 12 and 13 relates to the manner in which MAV and LGV work together. The MAV supports development of a Memorandum of Understanding to clarify each organisation’s roles and responsibilities, and guide any collaborative endeavours. The MOU should also address arrangements to share, where appropriate, knowledge of council needs and areas of potential collaboration. However we do not support the sharing of ‘intelligence’ about member councils or reaching agreement regarding support activities given that MAV’s priorities are driven by member needs incorporated into the MAV’s strategic plan or the subject of a State Council resolution. The MAV notes that the Victorian State Local Government Agreement already provides for an annual work plan to be agreed between State and local government. Recommendation 14, which proposes that LGV routinely monitors the performance of MAV is ultra vires – in line with our Queen’s Counsel advice, the MAV Act clearly articulates that the performance of the MAV is monitored by its constituent member councils, and the legislation does not provide for oversight by either the Minister or LGV. Recommendation 15, which suggests that LGV monitor Local Government Act 1989 section 186 Ministerial approvals to ensure compliance with the conditions of the approval, is supported subject to the process both being applied to all entities which received the exemption, and being an appropriate form of monitoring. The MAV Board also wishes to record its formal response to specific Audit conclusions and findings in the attached table to address matters raised with VAGO that have not been adequately addressed.

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In closing, we note the Audit finding that councils are overall satisfied with the MAV’s identification of their support needs, as well as their engagement with and approval of the MAV’s work. In particular, the Audit survey results highlight the high importance members’ placed on the MAV operating separately to government, with councils rating the MAV’s independence as fundamental in advocating for local government and promoting the sector’s interests. In addition, the survey found that the MAV provides more than 80 per cent of support identified by councils and members are satisfied or very satisfied with MAV support. Yours sincerely ROB SPENCE Chief Executive Officer

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MAV RESPONSE TO AUDIT CONCLUSIONS AND FINDINGS

Issue

VAGO Audit MAV response

MAV functions and oversight

Role of MAV and role of LGV Different roles and responsibilities not well defined in Audit

Local Government Victoria (LGV) and the MAV have distinct roles. LGV, as the regulator of local government, provides an oversight role on behalf of the Minister to ensure that councils comply with the Local Government Act 1989. The principal driver of LGV support services is regulation of local government. The MAV provides services and advocacy on behalf of local government and is accountable to its constituent members through an elected Board. MAV members determine MAV priorities including advocacy, training, events, procurement, insurance, grants and policy support activities. Membership of the MAV is discretionary (all 79 Victorian councils are current financial members), and participation in our insurance schemes, financial and procurement, events and other activities are voluntary.

Government oversight Although it was not intended under the MA Act that the Minister would have the power to direct MAV, the Minister is nevertheless still responsible for the Act’s administration. LGV does not actively oversee MAV’s performance or compliance with the MA Act, nor proactively provide advice to the Minister.

While the Minister has responsibility for the Municipal Association Act 1907, the Minister does not direct the MAV nor does the MAV Act provide for this role. It is not LGV’s role, implied or otherwise, nor does the MAV Act empower LGV to oversight the Association. The MAV, in accordance with the legislation and its Rules, has an elected Board, and a State Council representing all member councils. This governance structure reflects the legislation that MAV is a membership association controlled by its constituent members.

MAV functions and relationship to MAV Act

MAV currently performs a broad range of support functions and it is not clear if all of these functions are within its remit or align with its intended purpose.

The MAV Act, empowers the MAV, through its Rules, to exercise all functions and powers necessary or convenient for it to carry out its objectives, including to promote, advocate and represent the interests of local government. The broad range of support services undertaken by the MAV are formally endorsed by constituent members who govern the Association, and the implementation of activities is oversighted by the

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MAV Board. The MAV’s support services fit within the defined objectives of the MAV.

Statutory body MAV is a public statutory authority and in a 2004 case the Supreme Court of Victoria determined that it was a body established for public purposes. There is an absence of statutory oversight of the MAV, including several Acts that would ordinarily apply to public bodies.

The MAV is a statutory corporation, however it is one that is concurrently and primarily a membership association governed by its constituent members as empowered under the MAV Act and Rules. The governing legislation provides MAV with the authority to offer insurance services in a competitive market. As a body corporate, the MAV is not identified as a public entity under the Public Administration Act; no direction has been issued by the Minister requiring MAV compliance with the Finance Management Act; and the Keeper of Public Records has formally confirmed that the MAV is not subject to the Public Records Act. In accordance with the governing Act, MAV is accountable to its constituent members, not the Minister or LGV. However, MAV insurance activities and financial accounts are reported annually to the Victorian Parliament.

MAV Governance

Board oversight and governance

There is no process in place for assessing the MAV Board’s performance. It is the responsibility of the MAV Board to ensure there are appropriate alternative governance arrangements in place (…in the absence of the MAV being required to comply with administrative and records management legislation applying to many other public bodies/entities)

The MAV Board is elected by members every two years. The MAV is audited annually by global accounting firm EY (external auditor), while an MAV Internal Audit Committee delivers an audit program on areas of major risk, and its meeting minutes are reviewed quarterly by the MAV Board.

Performance management system for staff

There is no formal performance management system in place for any MAV staff other than the CEO, so it is not clear how staff or

There is a performance management regime in place for the CEO, with the Board assessing the CEO’s performance. The performance management model adopted by MAV for all other staff is based on an Enterprise Management Model, incorporating regular performance

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managers are held to account for their performance

assessment and feedback, plus an annual performance review. All staff are held accountable for their performance at an individual and team level, and their work performance is also reported back to members through the annual report documenting how the MAV delivered on its approved strategic work plan.

Project management framework

The MAV does not have an overarching project management framework.

For the projects examined by the Audit, financial reporting and acquittals were completed to funding bodies, and reporting on project activities was greater than was formally required by the funding organisation. The MAV will improve its project management framework to reflect better practice, including documentation of the process.

Corruption and fraud policies

MAV provided fraud awareness training for all staff for the first time in October 2014, and drafted a fraud and corruption policy at the same time. The absence of any training or guidance previously is concerning given MAV manages large procurement and contracts both for itself and on behalf of councils.

The Audit did not identify any instance of fraud or corruption in the course of the Audit, and no internal or external MAV audit has ever identified any such instances either. The MAV staff Code of Conduct, including corruption and fraud, predates the Audit and was previously reviewed in 2011, and more recently in 2014. A new Fraud and Corruption policy was approved by the MAV Board in February 2015, together with a Fraud and Corruption Control Framework based on Australian standards and approved by the MAV’s Audit Committee in December 2014.

Gifts, benefits and hospitality The MAV’s Gifts, Benefits and Hospitality Policy is marked as having been established in June 2014. It is unclear how the MAV managed gifts, benefits and hospitality prior to the introduction of this policy

The MAV policy pre-dates the Audit and was reviewed in 2011, as noted in an MAV Internal Audit report, and reviewed again more recently in 2014. The Gifts, Benefits and Hospitality Policy was listed as relevant policy together with the Records Management Policy, Equal Opportunity Policy, Travel and Allowances Policy and OH&S Policy at the end of the 2011 version of the Staff Code of Conduct. The Gifts, Benefits and Hospitality Policy applies to any instance where items are offered to or received by the MAV Board or employees, and immediate family where applicable, if a conflict of interest is raised. A lack of entries in the MAV records by staff reporting a potential, perceived or actual conflict of interest does not offer evidence that the Staff Code of Conduct is not working. The more valid conclusion is that the Code and its processes for declaration are working and that this has minimised the need for

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declarations.

Monitoring, Evaluation and Reporting: sources of MAV funding

With the exceptions of MAV Procurement, MAV Insurance, grants and events, MAV cannot link sources of funding with its work activities.

Funding for procurement, events and training; insurance; and project grants are directly linked with project activities. The allocation of core funds derived from other sources (including membership fees) are applied by MAV in accordance with priorities determined and agreed by members and the MAV Board through adoption of an annual Budget which enables implementation of the Strategic Work Plan, State Council resolutions and emerging issues. The capacity to direct resources as new priorities arise is a key requirement of a member association, and robust monthly financial reporting ensures strict oversight of MAV financials by the MAV Board.

MAV Support Services

Procurement standards MAV is not subject to legislation or other whole of government requirements related to procurement. MAV is not undertaking procurements consistent with the standards required of councils under the LG Act, despite acting on their behalf

While MAV is not bound by the LGV Best Practice Procurement Guidelines, its procurement procedures are, for the most part, consistent with the guidelines. Existing MAV procurement controls have not been adequately acknowledged in the Audit report., An Internal MAV Audit Report concluded in 2013 that current controls in place over MAV Procurement are generally adequate. The internal audit report also identified no high risks, nine medium risks and one low risk; and all but one recommendation (relating to data collection) has been acted upon.

Procurement probity MAV does not have a formal procurement policy in place to guide its procurement activities. Consequently there is limited formal guidance for staff in applying probity standards consistent with better practice.

MAV has comprehensive processes to ensure probity and good practice in its procurement practices. MAV’s Procurement Process Overview provides detailed guidance to staff from business case to tender evaluation, appointment of suppliers and contract management. The overview also requires the development of a Tender Evaluation Plan, which includes considerable detail on the requirements for probity and ethics in conducting a procurement tender, the requirements for declaration of conflict of interest, confidentiality and the appointment of a probity adviser.

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Procurement conflicts of Interest

Until recently, MAV had insufficient policies, internal mechanisms or processes for assisting staff to manage conflicts of interest. This audit also found insufficient assurance over probity and potential conflicts of interest, which were neither declared nor managed by MAV.

MAV’s Procurement Tender Evaluation Plan required all members of the evaluation panel to sign conflict and confidentiality declarations. MAV staff, not being members of the evaluation panel, did not make declarations. The MAV has recently amended the requirement to provide that staff who provide any support to an evaluation panel must also complete conflict and confidentiality declarations. The MAV does not accept it has not managed actual, perceived or potential conflicts of interest by the successful self insurance workcover tenderer. This view is supported by legal advice.

Procurement competitiveness Audit found issues with the competitiveness of MAV procurement processes, which led it to question whether these support activities provide councils with value for money.

In the case of internal MAV tenders conducted to appoint insurance service providers, the Audit findings lack consideration of all relevant issues, context and history. For Liability Mutual Insurance, Audit relied on the support of a single recommendation in the review of risk management services to inform its findings. More detailed and considered reports commissioned and implemented by MAV to ensure member value were provided to Audit. The tender for a proposed self-insurance workers’ compensation scheme occurred in a competitive environment, with an independent Tender Evaluation Panel appointed to choose the preferred supplier. All tenderers were current service providers to local government – the entire basis for their selection for tender. MAV does not believe a perceived or actual conflict of interest existed and has received legal advice that supports this view. All MAV tenders conducted on behalf of councils under the Ministerial exemption have been open tenders. Councils are not obliged to participate, and must individually assess the value of any contract, not

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rely on the work of an agent. This is a required obligation in accordance with the 2013 Local Government Best Practice Procurement Guidelines developed by LGV to ensure each council complies with legislation. Assessments undertaken by each council will vary according to whether alternative sources of local supply offer a better value contract option. MAV would support a review of the section 186 Ministerial exemption by LGV. This was only provided to the MAV in July 2014, while similar exemptions have been available to other procurement service providers for the past five years.

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Item: 6.3 Attachment 1: Banyule Protected Disclosure Procedures


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banyule city council 23 march 2015 agenda part 3

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