Agenda and minutes

There were no Mayoral Announcements for this meeting.

In accordance with Governance Rule 29.1, Cr Todorov spoke to the Motion.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov,
Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

In accordance with Chapter 7, Rule 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 7, Rule 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

Cr Skelton declared an indirect conflict of interest in Item 10.3, CT7428 - Works & Service Panel (WASP), as she has a family member who works for tendering company.

In accordance with Chapter 3, Rules 57 and 59, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Rules 57 and 59, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

QUESTIONS TO COUNCIL

QUESTION 1

Michelle de Lima of Lilydale asked;

From the period of October 2020 to May 2024, how much money has the Yarra Ranges Council given, either through funding, donation or grants to Lilydale Township Action Group? Please detail the method of donation, the amount and the purpose of the funds for each amount either donated, grant or gifted.

Please also advise the names of any Councillors or Council Executive who have either disclosed a perceived, actual or potential conflict of interest associated with Lilydale Township Action Group.

I want know how independent Lilydale Township Action Group is to Yarra Ranges Council.

Leanne Hurst, Director Communities

Thank you for your question, Michelle. 

All council grant programs have strong governance processes to ensure decisions are based on the strengths of applications and how well they meet the grant funding criteria.

In the Small Grants category, two officers assess each application, and these are then reviewed and approved by a relevant Manager. These officers are not members of the Council’s Executive Leadership Team. The annual Grants for Community program applications are assessed by a panel that includes community members and a Council officer. After individual assessments, panels come together to develop final recommendations for the Council to review and consider. Councillors are not part of the panel assessment process.

From the period of October 2020 to May 2024 the Lilydale Town Action Group secured funding through two of Council’s grant programs.   

Under the Grants for Community Program, they have secured.  

·                $10,000 in 2024 for the Lilydale Street Fair.

·                $4,500 in 2023 for the Fun and Films in the Park.  

·                $4,000 in 2021 for the Celebrating Resilience of Lilydale   

Under the Small Grants Program, they have secured $500 for the Lilydale Community Christmas Decorations Project in 2021, 2022, 2023 and 2024.

In total, the Lilydale Ton Action Group have received $20,500 from Council grant programs throughout this period.

QUESTION 2

Sebastian Quezada Rojas of Kilsyth asked;

What is the estimated timeline for the ongoing waste policy review? This is so that residents can organise their submissions and petitions accordingly and have a clear deadline in mind. If there is no timeline for this waste policy review currently in place, is there an estimated month or date where the formal timeline for the review will be announced?

Hjalmar Philipp, Director Planning and Sustainable Futures

Thank you for your question, Sebastian.

Council resolved to undertake an informal review of the Resource Recovery and Waste Services policy at six months post implementation.  The change in kerbside waste services under that Policy went live in October 2023, with end March 2024 being the 6-month mark.   

Since the end of March, data to inform the review has been collected, which includes a range of metrics including, community feedback, physical bin audits and projected environmental impacts, such  ...  view the full minutes text for item 8.

In accordance with Chapter 3, Rule 60, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Rule 60, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

SUMMARY

The following petition be received:

General Petition

1.         Request that Yarra Ranges Council restrict parking on Greeves Drive, Unity Way and Friendly Court, Kilsyth.

75 valid signatures.

In accordance with Governance Rule 29.1, Cr Cox and Cr Fullagar spoke to the Motion.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov, Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

SUMMARY

A draft master plan for Morrison Reserve (the draft Master Plan) has been prepared, providing a 15-year strategic approach to improve recreation facilities at Morrison Reserve in response to identified community needs, opportunities, and externally funded projects. It has been developed following extensive consultation with local Mount Evelyn residents, Morrison Reserve user groups, local schools and community groups, Council’s Advisory Groups, and the broader Yarra Ranges community.

Suggested improvements include an upgrade to soccer, athletics and court facilities, the path network and park furniture on Council land. The draft Master Plan also recommends an upgrade of the school oval, currently used by community clubs as a secondary ground, and advocacy for a future sports stadium at the Yarra Hills Secondary College.

The draft Morrison Reserve Master Plan is presented in Attachment 1 for adoption by Council.

In accordance with Governance Rule 29.1, Cr Heenan, Cr Higgins, Cr Cox and Cr Skelton spoke to the Motion.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov, Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

SUMMARY

The attached quarterly finance report has been prepared as of 31 March 2024.

The report includes financial year-to-date data up to the end of March 2024 for the 2023-2024 financial year and is compared to adopted budget and full year forecast for the financial year 2023-2024.

In accordance with Governance Rule 29.1, Cr Skelton and Cr Fullagar spoke to the Motion.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov,
Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

Cr Skelton left the meeting at 8:00pm prior to consideration of the item, having declared a conflict of interest in this item.

SUMMARY

Yarra Ranges Council is actively pursuing a Contract Panel that provides a standing offer with contractors for a range of projects dedicated to the maintenance and management of its assets, infrastructure, and facilities.

This report proposes the formation of the CT7428 Works and Services Panel (WASP) to optimise and simplify procurement procedures through a consolidated tender across all works categories outlined:

The report seeks Council's endorsement to form the Works and Services Panel, consisting of pre-selected contractors that meet the Council's strict standards and demonstrate a dedication to providing outstanding value. The initiative facilitates the following:

·                A range of projects dedicated to the maintenance and management of its assets, infrastructure, and facilities across 20 categories.

·                A selection of contractors based on their ability to meet Council's requirements offering competitive rates and overall value.

·                Upholding high standards, valuing stakeholder feedback, and ensuring community satisfaction through key partnerships.

Overall, Council's decision to tender this panel serves to streamline contractor engagement, ensuring swift service delivery while demonstrating value for money and maintaining transparency throughout the procurement process.

In accordance with Governance Rule 29.1, Cr Eastham and Cr Child spoke to the Motion.

SUMMARY

A Tree Canopy Strategy and Implementation Plan have been prepared and taken to the community for consultation.

The strategy is the first of its kind for Yarra Ranges and sets out the vision, objectives and targets for the long-term protection, management and planting of trees in Yarra Ranges. It will provide the foundation for the development and implementation of best practice tree management to maximise the benefits of our tree canopy and to minimise risk.

Our Vision is that Yarra Ranges Council will conserve and enhance our leafy character, culturally significant landscapes and unique biodiversity through the protection, management and planting of trees. Our tree canopy will improve liveability, support community health and wellbeing, maintain ecosystems and enhance local tourism.

The strategy sets out six objectives to be delivered through the implementation plan.

1.         Value, protect and manage trees.

2.         Grow a healthy tree canopy.

3.         Conserve culturally significant trees and enhance local tourism.

4.         Improve tree canopy resilience to climate change.

5.         Support and enhance community health and wellbeing.

6.         Apply best practice tree management.

A strategy is needed to respond to key challenges and opportunities shaping the future of our tree canopy. Council must adopt a more proactive stance to tree management. The strategy establishes a clear vision, defines objectives, and sets measurable targets. Such an approach will offer the direction necessary to effectively plan, allocate resources and act to maximise the benefits of our tree canopy and to minimise risk.

In accordance with Governance Rule 29.1, Cr Skelton, Cr Fullagar, Cr Heenan and Cr Cox spoke to the Motion.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov,
Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

In accordance with Chapter 3, Division 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

In accordance with Chapter 3, Division 4, of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Councillor motions listed on the agenda for this meeting.

12.1    Reconciliation Week

Cr Skelton, along with Cr Todorov, attended a joint Yarra Ranges Council and Cardinia Shire Council Reconciliation Week event. The event brought schools, from both Councils together to celebrate reconciliation. Cr Skelton noted the upcoming Yarra Ranges Council National Reconciliation Week event to be held at The Memo, Healesville on 5 June 2024.

Cr Todorov noted how impressed she was with the primary school and kindergarten children who presented on what National Reconciliation Week means to them.

12.2    Abby McCarthy

Cr Child thanked Abby McCarthy, Advocacy & Government Relationship Advisor, for her service and advocacy work conducted over her time at Yarra Ranges Council. Cr Child requested a letter under seal be brought to a future Council Meeting.

12.3    Warburton Highway School Crossing, Launching Place

Cr Child raised his and community concern and frustration that the Warburton Highway School Crossing at Launching Place Primary School at times is not supervised. Cr Child thanked the Director of Communities for the information provided to date. Cr Child requested that the appropriate measures be taken to ensure that the school crossing is always appropriately supervised. Cr Child requested that he receive the appropriate training to fill the school crossing supervisor position, in a voluntary capacity, when required.

12.4    Eastern Community Legal Centre - 50 Year Celebration

Cr Todorov, along with Cr Heenan, attended the 50 Year Celebration of the Eastern Community Legal Centre on 17 May 2024. Cr Todorov noted the service to the local community and thanked the many volunteers who give so willingly of their time.

12.5    Yarra Ranges Council - Hearing of Submissions

Cr Todorov thanked the authors of the 22 formal submissions received and thanked the 8 community members who presented their submissions to the committee.

Cr Fullagar

-           Attended the Eastern Transport Coalition meeting held on 16 May 2024 via videoconference.

-           Attended the Your Library Audit and Risk Advisory Committee meeting held on 17 May 2024 via videoconference.

Cr Skelton

-           Attended the Positive Ageing Reference Group meeting held on 23 May 2024 at the Yarra Ranges Council Civic Centre.

-           Advised that the next Sustainable Environment Advisory Committee meeting will be held on 6 June 2024.

Cr Child

-           Attended the Municipal Association of Victoria State Council held on 17 May 2024 at the Melbourne Town Hall, Cr Todorov, Chief Executive Officer, Tammi Rose and Advocacy & Government Relationship Advisor, Abby McCarthy also attended the State Council.

In accordance with Clause 87 of the Meeting Procedures and Use of Common Seal Local Law 2015, as prescribed by Section 14(2)(c) of the Local Government Act 2020.

In accordance with Clause 87 of the Meeting Procedures and Use of Common Seal Local Law 2015, as prescribed by Section 14(2)(c) of the Local Government Act 2020.

There were no Documents for Signing and Sealing received for this meeting.

In accordance with Governance Rule 29.1, Cr Todorov spoke to the Motion.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov, Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

In accordance with Chapter 3 Rule 24 of the Governance Rules developed by Council in accordance with section 60 of the Local Government Act 2020.

There were no Urgent Business listed on the agenda for this meeting.

In accordance with section 66(2)(a) of the Local Government Act 2020.

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov,
Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil

In Favour:   Cr Heenan, Cr Eastham, Cr Higgins, Cr Skelton, Cr Todorov,
Cr Child, Cr Fullagar and Cr Cox.

Against:       Nil