management report to council - city of melbourne · 20 april 2015 lord mayor's commendations...

Attachments: 1. Supporting Attachment 2. Records of Assemblies of Councillors

Management report to Council Agenda item 6.1 Records of Assemblies of Councillors Council Presenter: Keith Williamson, Manager Governance Services 26 May 2015

Purpose and background

1. The purpose of this report is to present the most recent written records of assemblies of Councillors for Council to note.

2. In accordance with section 80A of the Local Government Act 1989 (the Act), written records of assemblies of Councillors are to be reported at an ordinary meeting of the Council as soon as practicable.

Key issues

3. Amendments to the Act, which came into effect on 24 September 2010, altered the definition of an assembly of Councillors to include advisory committees where one or more Councillors were present, along with planned or scheduled meetings involving at least half the Councillors and an officer.

4. A Councillor who has a conflict of interest at an assembly of Councillors must disclose to the meeting that he or she has a conflict of interest, and leave the meeting while the matter is being discussed.

5. A written record is required to be kept of every assembly of Councillors including the names of all Councillors and staff at the meeting, a list of the matters considered, any conflict of interest disclosed by a Councillor and whether a Councillor who disclosed a conflict left the room.

6. Assemblies of Councillors that consider information that has been declared confidential under section 77 of the Act, require only the title of the written record to be disclosed. If the title of the written record is considered confidential, the written record will be reported upon in the closed session of the Council meeting.

Recommendation from management

7. That Council notes the written records of the assemblies of Councillors as detailed in Attachment 2.

of 17

Attachment 1 Agenda item 6.1

Council 26 May 2015

1

Support attachment

Legal

1. The written records of the assemblies of Councillors are presented in accordance with section 80A of the Act.

2. Under section 79 of the Act, a Councillor must disclose to an assembly that he or she has a conflict of interest and leave the assembly whilst the matter is being considered by the assembly. The penalty for not declaring a conflict of interest and leaving the assembly while the matter is being considered and decided includes a maximum fine of 120 penalty units.

Finance

3. There are no direct financial implications arising from the recommendation in this report.

Conflict of interest

4. No member of Council staff, or other person engaged under a contract, involved in advising on or preparing this report has declared a direct or indirect interest in relation to the matter of the report.

Stakeholder consultation

5. There is no requirement to consult with external stakeholders.

Relation to Council policy

6. The recommendations within this report align with priorities and goals as identified in the Council Plan 2013–17 (Goal 8 – An accessible, transparent and responsive organisation).

Environmental sustainability

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

of 17

1

Records of Assemblies of Councillors: summary

Date Meeting name Matters discussed

9 February 2015 Lord Mayor's Commendations Advisory Group Meeting

1. Advisory Group recruitment 2. 2015 event timeline 3. Marketing and communications 4. Application process 5. General Business

18 February 2015 Melbourne Awards Advisory Group

1. Terms of References 2. 2014 Results 3. 2015 Timeline- 4. 2015 Program and Planning update 5. General Business

23 February 2015 Melbourne Spring Fashion Week Advisory Board

1. 2014 Acquittal Meeting Re-Cap 2. MSFW Advisory Board Review 3. MSFW 2015 Strategy 4. Meeting schedule and dates 5. General Business

26 February 2015 Melbourne Music Week Internal Steering Committee

1. Event Insights 2. Event objectives 3. Hub 4. Event dates 5. Consultation Forum 6. Melbourne Music Symposium

16 March 2015 Lord Mayor's Commendations Advisory Group Meeting

1. Actions arising from previous minutes 2. Advisory Group Recruitment 3. Timeline 4. Marketing and Communications 5. Application Phase 6. General Business

24 March 2015 Melbourne Music Week Internal Steering Committee

1. MMW 2015 updates 2. MMW Hub modelling options 3. Industry consultation - review of proposed format 4. General Business

20 April 2015 Lord Mayor's Commendations Advisory Group Meeting

1. Actions arising from previous minutes 2. Marketing and Communications Plan 3. Application Phase update 4. Survey results

21 April 2015 Cr Forum 1. Skateboarding in Lincoln Square, Carlton 2. Events Melbourne Commercial Status - update 3. QVM DDO Planning 4. March Wheel Report - 2014-15 Annual Plan and

Budget Actions 5. CEO Report 6. Financial A3 7. FMC2 Agenda Discussion 8. Planning Matters

8.1 TP2015-243: 109-111 Little Lonsdale Street, Melbourne

8.2 PA-2015-6: 185-195 Queensberry Street, Carlton

Attachment 2Agenda item 6.1

Council 26 May 2015

of 17

2

23 April 2015 Melbourne Spring Fashion Week Advisory Board

1. Marketing and brand update 2. Commercial update 3. Program update 4. Board review 5. General business

23 April 2015 Melbourne Music Week Internal Steering Committee

1. MMW 2015 updates (Option A, B and C) 2. Industry consultation 3. Commercial update 4. General Business

28 April 2015 Cr Forum 1. The Venny 2. Melbourne Spring Fashion Week (MSFW)

Producing Phase 3. Melbourne Visitor Shuttle 4. Melbourne Convention Bureau 5. Victoria Visitor Economy Review Reference Group 6. Draft 2015-16 Annual Plan and Budget - updates 7. Council meeting Agenda discussion 8. Confidential brief

5 May 2015 Cr Forum 1. New Year's Eve Strategy 2. Christmas Festival Strategy 3. Yammer 4. FMC1 Agenda -discussion 5. Confidential item

12 May 2015 Cr Forum 1. Evaluation and Review of the Melbourne Indigenous Arts Festival

2. Royal Park - Flemington Road Oval Lights 3. Melbourne Metro Rail 4. Third Quarter Financials 5. FMC2 Agenda - discussion 6. Confidential matter

of 17

RECORD OF ASSEMBLY OF COUNCILLORS CITY OF MELBOURNE

1. Time and Date of meeting:

2. Name of meeting:

3. Councillors present:

4. Officers present:

Monday 9 February 2015

Lord Mayor's Commendations Advisory Group Meeting

Councillor Beverley Pinder-Mortimer

Cherie Fraser, Executive Manager Premier Events

Craig Eloranta, Manager Melbourne Celebrations

Natasha Benrad, Event Coordinator

Soraya Rate!, Branch Administration

5. Matters discussed: Advisory Group recruitment

2015 event timeline

Marketing and communications

Application process

General Business

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

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

•I YES NO

YES NO

YES NO

YES NO

7. Record produced by: Name of Officer: Elizabeth Cox

Date: 13/05/15

Completed form to be forwarded to Council Business Level 3

Town Hall Administration Building

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

of 17

RECORD OF ASSEMBLY OF COUNCILLORS


2. Name of meeting:


CITY OF MELBOURNE

Wednesday, 18 February

Melbourne Awards Advisory Group

Deputy Lord Mayor, Councillor Susan Riley



Matters discussed:

Stephen Nagle, Manager Events Branch



Soraya Ratel, Branch Administration

• Terms of References

• 2014 Results

• 2015 Timeline-

• 2015 Program and Planning update

• General Business

Were there any conflict of interest disclosures by Councillors? No

s of Councillors who disclosed conflicts o

YES NO

YES NO

YES NO

YES j I NO

7. Record produced by: Ngme Qf 0ffjcer; Cqx

Date: 14/05/2015




of 17


Time and Date of meeting:

Name of meeting:

Councitiors present:

Officers present:

Matters discussed:

Monday 23 February 2015

Melbourne Spring Fashion Week Advisory Board



Lucan Creamer, Executive Manager Commercial and Marketing

Trevor Crook, Commercial Manager

Chris MacDonald, Acting Events Marketing Manager


2014 Acquittal Meeting Re-Cap

MSFW Advisory Board Review

MSFW 2015 Strategy

Meeting schedule and dates

General Business



YES NO

YES NO

i YES NO

! YES NO

7. Record produced by: Name of Officer: Elizabeth Cox

Date: 13/05/2015




of 17


1. Time and Date of meeting: Thursday 26 February 2015

2. Name of meeting: Melbourne Music Week Internal Steering Committee

3. Councillors present: Councillor Rohan Leppert

4. Officers present: Martin Cutter, Director City Business


Lucan Creamer, Executive Manager Commercial & Marketing

Elise Peyronnet, Manager MMW

Chris MacDonald, Acting Marketing Manager

Hannah Brooks, Business Adviser

Trevor Crook, Manager Commercial

Jane Sharwood, Manager Business & International

Jane Crawley, Manager Arts & Culture

Vicky Gugiielmo, Strategic Planning & Project Coordinator

Sheliey Blake, Media Adviser


5. Matters discussed: • Event Insights

• Event objectives

• Hub

• Event dates

• Consultation Forum

• Melbourne Music Symposium


(iVIaUPi No Names of Councillors whc " 7 1 H 11"11 1 YES NO

YES NO

YES NO

YES NO

„ . . .. Name of Officer: Elizabeth Cox 7. Record produced by: Date: 14/05/2015


of 17



2. Name of meeting:


Monday 16 March 2015



4. Officers present: Cherie Fraser, Executive Manager Premier Events



5. Matters discussed: Actions arising from previous minutes

Advisory Group Recruitment

Timeline

Marketing and Communications

Application Phase

General Business



YES NO

YES NO

YES NO

YES NO

7. Record produced by: Ngme Qf 0ffjcer; Efeabeth Cqx

Date: 13/05/2015


Town Hail Administration Building


of 17



2. Name of meeting:



Matters discussed:

Tuesday 24 March 2015

Melbourne Music Week Internal Steering Committee


Martin Cutter, Director City Business


Barry McGuren, Manager Business & Tourism

Cherie Fraser, Executive Manager, Premier Events




James Clark, Commercial Partnerships


El Chantry, Event Coordinator

Shelley Blake, Media Adviser

Elizabeth Cox, Executive Support

• MMW 2015 updates

• MMW Hub modelling options

• Industry consultation - review of proposed format



Names of Councillors who disci 1 r ' m

Did the Councilloi leave the | assembly?

YES NO

YES NO

YES j NO

YES NO

Record produced by: Name of Officer: Elizabeth Cox Date: 14/05/2015


of 17



2. Name of meeting:


CiTV OF MELBOURNE

Monday 20 April 2015




5. Matters discussed:

Stephen Nagle, Branch Manager Events Melbourne



Elizabeth Cox, Senior Administration to Executive Events Team

• Actions arising from previous minutes

• Marketing and Communications Plan

• Application Phase update

• Survey results



YES NO

YES NO

YES NO

YES NO

7. Record produced by. Name of Officer: Elizabeth Cox

Date: 13/05/2015




of 17

RECORD OF ASSEMBLY OF COUNCILLORS CITY OF MELB0U3HE

7.


Name of meeting:

Councillors present:

Tuesday 21 April 2015 at 11.30am

Officers present:


Cr Forum

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

Ben Rimmer, Rob Adams, Geoff Lawler, Linda Weatherson, Amelia Bitsis, Chanelle Pearson, Lindy Tan, Angelo Grizos, Mary Chrystiuk, Helena Campbell, Maureen Maginness, Rachelle Jordan, Margie Sarnai, Ashiee Barnard, Sam Bishop, Elizabeth Muling, Mark Allen, Veronica

Furmer-Tosco, Angela Meinke, Eamonn Fennessy, Stephen Nagle, Lucan Creamer, Sue Jolme, Ian Shears, David Mayes, Robyn Hellman, Leanne Mitchell, Daniel Soussan, Evan Counsel, Phu Nguyen, Rose Bruhn, Denise Bennett, Karen Snyders

1.1

1.2

1.3

1.4

1.5

1.6

1.7

1.8

Skateboarding in Lincoln Square, Carlton

Events Melbourne Commercial Status - update

QVM DDO Planning

March Wheel Report - 2014-15 Annual Plan and Budget Actions

CEO Report

Financial A3

FMC2 Agenda Discussion

Planning Matters

• TP2015-243: 109-111 Little Lonsdale Street, Melbourne

• PA-2015-6: 185-195 Gueensberry Street, Carlton

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

Record produced by: Ngme of offjcer; Ange|o Grizos

Date: ...23 .../...04 /... 15

Completed form to be forwarded to Council Business

of 17

RECORD OF ASSEMBLY OF COUNCILLORS •TV OF MELBOURNE


Name of meeting:

Councillors present:

Officers present:

Matters discussed:

Thursday 23 April 2015

Melbourne Music Week Internal Steering Committee


Councillor Rohan Leppert

Martin Cutter, Director City Business


Barry McGuren, Manager Business & Tourism

Cherie Fraser, Executive Manager, Premier Events





James Clark, Commercial Partnerships


El Chantry, Event Coordinator

Shelley Blake, Media Adviser

Elizabeth Cox, Executive Support

• MMW 2015 updates (Option A, B and C)

• Industry consultation

• Commercial update



ifov. '"ihF"!].«! i-.

YES NO

YES NO

YES NO

YES NO

Record produced by: Name of Officer: Elizabeth Cox Date: 14/05/2015


of 17



2. Name of meeting:


CITV OF MELBOURNE

Thursday 23 April 2015

Melbourne Spring Fashion Week Advisory Board



Officers present:

Matters discussed:

Stephen Nagle, Branch Manager Events Melbourne



Trevor Crook, Commercial Manager

Elizabeth Cox, Senior Administration to Executive Events Team

Marketing and brand update

Commercial update

Program update

Board review

General business



YES NO

YES NO

I YES NO

YES NO

7. Record produced by: Name Qf offjcer E]izabeth Cox

Date: 13/05/2015




of 17


Tuesday 28 April 2015 at 11.30am

Cr Forum

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

Ben Rimmer, Geoff Lawler, Linda Weatherson, Amelia Bitsis, Chanelle

Pearson, Lindy Tan, Jack Hanna, Angeio Grizos, Mary Chrystiuk, Helena

Campbell, Maureen Maginness, Rachelie Jordan, Ruth Caldwell, Margie

Samai, Ashlee Barnard, Shelley Blake, Julia Canty-Waldron, Jane Foley,

Cherie Rae, Angela Meinke, Lucan Creamer, Stephen Nagle, Cherie

Fraser, Joseph Genco, Phu Nguyen, Barry McGuren

1.1 TheVenny

1.2 Melbourne Spring Fashion Week (MSFW) Producing Phase

1.3 Melbourne Visitor Shuttle

1.4 Melbourne Convention Bureau

1.5 Victoria Visitor Economy Review Reference Group

1.6 Draft 2015-16 Annual Plan and Budget - updates

1.7 Council meeting Agenda discussion

1.8 Confidential brief

6. Were there any conflict of interest disclosures by Councillors? Yes(/ No^ )


YES NO

7. Record produced by: Name of Officer: ...Angeio Grizos

Date: ...29 .../...04 /... 15



2. Name of meeting:




of 17



2. Name of meeting:



Tuesday 5 May 2015 at 11.30am

Cr Forum

Lord Mayor, Robert Doyle, Deputy Lord Mayor Susan Riley, Cr Richard Foster, Cr Rohan Leppert, Cr Stephen Mayne, Cr Cathy Oke, Cr Ken Ong, Cr Beverley Pinder-Mortimer, Cr Arron Wood

Ben Rirnmer, Martin Cutter, Geoff Lawler, Mark Stoermer, Linda Weatherson, Amelia Bitsis, Chanelle Pearson, Angelo Grizos, Mary Chrystiuk, Helena Campbell, Maureen Maginness, Rachelie Jordan, Ruth Caldwell, Margie Samai, Ashlee Barnard, Irene Vlahos, Leanne Mitchell, Graham Porteous, Lucan Creamer, Cherie Fraser, Sophia Healy, Angela Kennedy, Craig Eloranta, Jacqueline Hunt,

Katrina Fong Lim - Lord Mayor and Brendan Down - CEO (City of Darwin)

Matters discussed: 1.1 New Year's Eve Strategy

1.2 Christmas Festival Strategy

1.3 Yammer

1.4 FMC1 Agenda -discussion

1.5 Confidential item

Were there any conflict of interest disclosures by Councillors? Yes / No

Mattel No. Names of Councillors who disclosed conflicts of intciost Did the Councillor k d assembly?

vc the

YES | NO

7. Record produced by: Name of officer: ...Angelo Grizos.

Date: ...07 .../...04 /...15


of 17

haneis

Text Box

05


Tuesday 12 May 2015 at 11.30am

Cr Forum

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

Ben Rimmer, Rob Adams, Geoff Lawler, Mark Stoermer, Amelia Bitsis, Chanelle Pearson, Alex Links, Angelo Grizos, Mary Chrystiuk, Helena • Campbell, Rachelle Jordan, Ruth Caldwell, Margie Samai, Ashlee Barnard, Sam Bishop, Rob Moore, Richard Smithers, Damon Rao, Ian Shears, Ian Hicks, Graham Porteous, David Mayes, Robyn Hellman, Rose Semmler, Veronica Furnier-Tosco, Mark Allen, Jane Crawley, Shona Johnson, Phu Nguyen

1.1 Evaluation and Review of the Melbourne Indigenous Arts Festival

1.2 Royal Park - Fiemington Road Oval Lights

1.3 Melbourne Metro Rail

1.4 Third Quarter Financials

1.5 FMC2 Agenda - discussion

1.6 Confidential matter

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

§»,: j =F*J=nU-J-j •^iLiFPl-vj who disclosed conflict MMM| Did the Councillor leave the assembly?

YES NO

7. Record produced by. Name of Officer: ...Angelo Grizos

Date: ...13 .../...05 /...15



2. Name of meeting:




of 17

management report to council - city of melbourne · 20 april 2015 lord mayor's commendations...

Documents