Agenda of Special Committee of Council Meeting

Whitehorse City Council

Special Committee of Council Meeting 10 April 2017

GUIDELINES SPECIAL COMMITTEE OF COUNCIL

OBJECTIVE

To enhance the consultative process and facilitate public participation and involvement of the community in Council decision making in accordance with Council’s Corporate Plan strategies – good governance.

PURPOSE OF GUIDELINES

To facilitate public participation and involvement in meetings of the Special Committee. These Guidelines complement Council’s Meeting Procedures and Common Seal Local Law 2013.

PROVISION FOR PUBLIC PARTICIPATION

The public has two opportunities to participate in this meeting – either by a submission which may be heard at the start of the meeting,(i.e. Public Submissions, refer below) or if the item is on the agenda, immediately prior to consideration of the item, and by Public Comment later in the meeting. There is no public interjection during the meeting and speakers are heard in an orderly manner.

Public Submissions:

A submission may be made on any matter, providing it is not in contravention of Council’s Meeting Procedures and Common Seal Local Law 2013.

A maximum of 10 speakers will be permitted to make a submission and they will be determined in order of registration.

No individual submission shall exceed three minutes.

Where submissions have been made, under the provisions of any statutory process, further submissions shall not be heard, unless the matter is listed as an item of business on the Special Committee of Council agenda.

Procedures for Public Submissions:

Persons wishing to make a submission to the Special Committee on matters other than land planning matters must directly notify the Committee Clerk, Civic Services Department by 4pm on the day of the meeting and register to speak, by telephoning 9262-6337. The person who registers to speak shall be the person who will make the submission to the Special Committee.

Persons wishing to make a submission to the Special Committee on any land use planning matter must directly notify the Committee Clerk, Civic Services Department, at least five working days prior to the day of the meeting and register to speak by telephoning 9262-6337. The person who registers to speak, shall be the person who will make the submission to the Special Committee.

At the time of registering to speak, that person must indicate whether he or she will be speaking in support of or opposition to any planning permit application or Planning Scheme Amendment (or proposed planning permit application or proposed Planning Scheme Amendment). The Special Committee must not listen to or read anything said by that person unless it is satisfied that, at least four working days before the day of the Special Committee Meeting, a member of Council staff has contacted the person(s) whose interests are inimical to the person who has registered to speak (eg has contacted the planning permit applicant if the person who has registered to speak has indicated that he or she will speak in opposition to the grant of a planning permit application) and invited the first-mentioned person (or a person authorised by him or her) to also register by 4pm on the day of the meeting to attend the Special Committee Meeting and speak.

Persons wishing to table written material must provide 15 copies to the Committee Clerk prior to the commencement of the meeting to enable distribution to Councillors prior to the start of the meeting. No material will be distributed during the meeting by any person, including Council staff.

Requests to speak will be registered strictly in the order of receipt. Speakers for topics not listed on the Special Committee Agenda for the meeting will be heard first, then speakers who wish to cover more than one topic (3 minutes in total, not 3 minutes per topic).

In instances where a number of persons wish to address the Special Committee on the same matter, the Chairperson at his or her discretion may request they nominate a speaker/speakers to represent them.

In accordance with Clause 48.5 of Council’s Meeting Procedures and Common Seal Local Law 2013. It is not necessary for Standing Orders to be suspended to allow a person to address the Special Committee, subject to compliance with these Guidelines.

Public Comment:

After the “Other Business” Section of the meeting has concluded, the Mayor will invite members of the gallery to indicate by show of hands if they wish to make a comment. Only matters pertaining to this evening’s meeting are to be commented on, (i.e. a Council Officer report or presentation, and any “Other Business” matters) and a 3 minute period per speaker applies. A maximum period of 15 minutes shall be provided for public comment. The Mayor will call individuals forward to be heard and they should begin by clearly stating their name. This is a period for comment, not questions or debate and there is no opportunity for any further Public Submissions

ADOPTION AND AMENDMENT OF THESE GUIDELINES

These guidelines were adopted by resolution of Council dated 19 August 2013 and may be further amended by resolution of Council from time to time. The Chairperson at his or her discretion may vary procedures under these Guidelines, at any meeting of the Special Committee.

Whitehorse City Council

Special Committee of Council Meeting 10 April 2017

1 PRAYER

1a Prayer for Council

We give thanks, O God, for the Men and Women of the past whose generous devotion to the common good has been the making of our City.

Grant that our own generation may build worthily on the foundations they have laid.

Direct our minds that all we plan and determine, is for the wellbeing of our City.

Amen.

1b Aboriginal Reconciliation Statement

“In the spirit of reconciliation, Whitehorse City Council acknowledges the Wurundjeri people as the traditional custodians of the land we are meeting on. We pay our respects to their Elders past and present.”

2 WELCOME AND APOLOGIES

3 DISCLOSURE OF CONFLICT OF INTERESTS

4 CONFIRMATION OF MINUTES

Minutes of the Special Committee Meeting 14 March 2017

RECOMMENDATION

That the minutes of the Special Committee Meeting 14 March 2017 having been circulated now be confirmed.

5 Public Submissions

Interested parties who wish to address the Special Committee of Council during the Public Submissions period of the Special Committee Meeting must register with the Civic Services Department by telephoning 9262 6337 by 4pm on the day of the meeting.

Persons speaking will be identified and recorded for Council Minutes and become part of a permanent record of the Council. Please indicate if you do not wish your name to be recorded.

6 Reports from Officers

6.1 Whitehorse Youth Representative Committee 2016 Annual Report…………. 5

Presenters: Frank Perrone, Whitehorse Youth Services Team Leader

Jac Piper, Whitehorse Youth Participation Worker

Whitehorse Youth Representative Committee (WYRC) Members:

· Khoi Cao

· Brendan Pumpa

· Dylan Glesson

Powerpoint Presentation

Whitehorse City Council

Special Committee of Council Meeting 10 April 2017

6.1 Whitehorse Youth Representative Committee 2016 Annual Report

ATTACHMENT

SUMMARY

The Whitehorse Youth Representative Committee plays an important role in representing the interests of young people in the municipality. This report provides a summary of the outcomes and achievements of the 2016 Whitehorse Youth Representative Committee.

RECOMMENDATION

That Council acknowledge the work of the 2016 Whitehorse Youth Representative Committee and endorse the Committee’s initial action plans for 2017.

The Whitehorse Youth Representative Committee (WYRC) was established in 2002 to provide a formal link between young people and Whitehorse City Council. The key objectives of the Committee are to develop a positive profile of young people in the community, consult with the broader youth population, report to Council on the aspirations of young people and to assist in the creation of new opportunities for young people to be involved in their community.

There are a number of important benefits for young people to be involved in the WYRC. These include a greater understanding of local government, the development of leadership and project management skills and a greater connection with their local community.

WYRC representatives are selected through a nomination process that is promoted to schools, youth service providers, clubs and through local and social media. Due consideration is given to the selection process to ensure a diversity of gender, age, background and life experiences of young people. If deemed appropriate young people can remain on the Committee for a maximum 2 year period.

2016 COMMITTEE REPORT

The 2016 WYRC consisted of 12 young people who delivered a diverse range of activities, events and projects. The Committee was coordinated by Council’s Youth Participation Officer and supported by Council’s School Focused Youth Services Officer.

The WYRC events and activities in 2016 included the following:

Induction and Training

· WYRC members were inducted into the committee and made aware of Whitehorse City Council and relevant policies / processes. WYRC members also had the opportunity to meet the Mayor.

· Committee training with external facilitator, Kate Wilde from ‘The Workshop’ covered the areas of leadership, public speaking, consultation, advocacy and program management.

· Fire Warden training and a barista course was undertaken to broaden the skill base of WYRC members.

Events and activities

· Municipal Youth Forum – ‘Whitehorse Diversity Expo’: The WYRC organised and facilitated the ‘Whitehorse Diversity Expo’ at the Box Hill Town Hall on Tuesday 16^th August, 2016. The Youth Forum focused on the youth issues of mental health, bullying and LGBTIQ (lesbian, gay, bisexual, transgender, intersex and queer). These issues were identified in Council’s Youth Plan 2014 - 2018 as having an impact on the wellbeing of many young people in our community. The forum included: a key note address from Samantha Atkin (Beyond Blue) in regard to her struggle with mental health and strategies implemented to address this and interactive workshops addressing the issues of mental health (facilitated by The Workshop), bullying (by Project Rocket) and LGBTIQ (by Stand Out - Ringwood Secondary College). The forum concluded with a presentation by the Australian Teenage Expo which included live performances and inspiring stories for young people.

A number of youth service providers were present at the forum and provided young people with information and resources on youth services and supports. Approximately 150 young people attended from 5 schools. By participating in the forum and the workshops, young people were provided with the opportunity to develop skills and enhance their knowledge on the issues of mental health, bullying and LGBTIQ.

· Spring Festival: Planned and facilitated ‘youth area’ at Whitehorse City Council’s annual Spring Festival featuring a range of ‘youth friendly’ activities and incorporated the ‘youth stage’ that was facilitated by the FReeZA Youth Committee.

· 5 v 5 Basketball Competition: Basketball competition organised for young people in the Whitehorse area which promoted exercise and the benefits in leading a healthy lifestyle.

· IDAHOT Day: An International Day Against Homophobia (IDAHOT Day) event was planned and facilitated in the Box Hill Mall with an information stall educating the community about LGBTIQ (lesbian, gay, bisexual, transgender, intersex and queer) issues.

· National Youth Week: A range of youth friendly activities were facilitated in the Box Hill Mall to celebrate National Youth Week.

· Young Person of the Month Award nominations: The WYRC reviewed and endorsed the young people nominated for the award recognising and celebrating the efforts and achievements of young people in Whitehorse.

· Communication consults: Assisted in the development of Youth Services’ Whitehorse Community Awareness Project as to how best to make information and resources available to young people and families.

Youth Conference

· WYRC members attended the annual Halogen Foundation Youth Leadership Conference to develop a greater understanding of issues impacting on young people and to foster strong leadership skills.

For further information on the events, initiatives and activities undertaken by the WYRC please refer to the WYRC 2016 Annual Report (Refer to Attachment 1).

COMMITTEE PLANS FOR 2017

Recruitment for the 2017 WYRC has been successful with 12 members currently in place which includes one young people continuing from 2016. The newly recruited committee has participated in an induction program looking at the role of the committee within Council. Members have already undertaken training with external facilitator, Daniel Donahoo. At this stage, the activities the committee will consider undertaking / implementing in 2017 include:

· Advocate for the best interests of young people.

· Organise and implement the Whitehorse Municipal Youth Forum on issue/s pertinent to young people as identified in the Municipal Youth Plan 2014 - 2018.

· Participation and input into Council’s Community Youth Services Awareness Project. The project will develop a comprehensive communications strategy in providing information regarding all existing services, supports, programs and events, activities and facilities available to young people.

The Youth Services Team is encouraged that the 2017 WYRC members, like their predecessors, will make an active and positive contribution to the community in Whitehorse. The members are appreciative that Council sponsors opportunities that advance their development as young leaders in the community.

Council’s Youth Services Team, particularly the Youth Participation Officer will continue to support the 2017 WYRC and will work towards developing and implementing the Committee’s plans and aspirations.

POLICY IMPLICATIONS

The role of the Whitehorse Youth Representative Committee is consistent with strategies contained in the Whitehorse Municipal Youth Plan 2014 - 2018. Such strategies focus on youth advocacy and leadership development. The WYRC works in collaboration with the Youth Services Team and Council as a whole to ensure the goals and actions of the Youth Plan are successfully implemented.

CONSULTATION

The Whitehorse Youth Representative Committee with the assistance the Youth Services team adopt consultative processes in the planning and facilitation of activities for young people and in the investigation of issues pertinent of the lives to young people in the community.

FINANCIAL IMPLICATIONS

The cost of the activities undertaken by the WYRC is incorporated within Council’s Youth Services annual budget.

Attachment

1 WYRC Annual Report 2016 ⇨