Minutes of Special Committee of Council Meeting

Whitehorse City Council

Special Committee of Council Minutes 13 March 2018

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 21 August 2017 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 Minutes 13 March 2018

Meeting opened at 8.00pm

Present: Cr Davenport (Mayor), Cr Barker, Cr Bennett, Cr Carr, Cr Cutts, Cr Ellis,

Cr Massoud, Cr Munroe, Cr Stennett

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

The Mayor welcomed all.

Cr Liu has sought a leave of absence for tonight’s Special Committee of Council Meeting held on the 13 March 2018.

Cr Carr has sought a leave of absence for the Special Committee of Council Meeting held on the 16 April 2018.

SPECIAL COMMITTEE COUNCIL RESOLUTION

Moved by Cr Bennett, Seconded by Cr Massoud

That the apology for Cr Liu be received and that leave of absence be granted for tonight’s Special Committee of Council Meeting 13 March 2018.

That the apology for Cr Carr be received and that leave of absence be granted for the Special Committee of Council Meeting held on the 16 April 2018.

CARRIED UNANIMOUSLY

3 DISCLOSURE OF CONFLICT OF INTERESTS

None disclosed

4 CONFIRMATION OF MINUTES

Minutes of the Special Committee of Council Meeting 12 February 2018

Special Committee of Council Resolution

Moved by Cr Ellis, Seconded by Cr Bennett

That the minutes of the Special Committee of Council Meeting 12 February 2018 having been circulated now be confirmed.

Carried Unanimously

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.

The Mayor advised that the speakers would be heard in order of Subject Matter.

5.1.1 Martin Tissot from Forest Hill Child Care Holdings Pty Ltd speaking in support of the planning application for 310-312 Springvale Rd Forest Hill.

5.1.2 Denise Williams, speaking in opposition to planning application for 310-312 Springvale Rd Forest Hill.

5.1.3 Brad Dwyer, Forest Hill, speaking in opposition to 310-312 Springvale Road Forest Hill.

5.1.4 Ashley Naylor, Mitcham, speaking on the future of 21 Wattle Valley Road Mitcham, representing a number local/nearby residents.

5.1.5 Adam Pepper, Mitcham, speaking on retention of property at 21 Wattle Valley Road Mitcham as public open space.

5.1.6 Lorraine Forster, representing Antonio Park Advisory Committee and Yarran Dheran Nature Reserve Committee speaking on 21 Wattle Valley Road Mitcham.

5.1.7 Dianne Tribe, Blackburn, speaking in opposition to application, WH/2016/1193, 199 Canterbury Road Blackburn.

5.1.8 David Morrison, speaking in opposition to Childcare planning application at 199 Canterbury Road, Blackburn WH/2016/1193.

5.1.9 George Cox speaking in opposition to the Childcare planning application 199 Canterbury Road, Blackburn, WH/2016/1193.

Whitehorse City Council

Special Committee of Council Minutes 13 March 2018

6 reports from officers

6.1 Whitehorse Youth Representative Committee 2017 Annual Report

Presenters: Frank Perrone, Youth Services Team Leader

Jacqueline Piper, Youth Participation Worker

Nikki Doan, WYRC Member

Avishka Godakandage, WYRC Member

Powerpoint Presentation

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 2017 Whitehorse Youth Representative Committee.

Special Committee of Council Resolution

Moved by Cr Stennett, Seconded by Cr Barker

That Council acknowledge the work of the 2017 Whitehorse Youth Representative Committee and endorse the Committee’s initial action plans for 2018.

Carried Unanimously

background

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 the nominees. If deemed appropriate, young people can remain on the Committee for a maximum 2 year period.

2017 COMMITTEE REPORT

The 2017 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 2017 included the following:

Training and Induction

• WYRC members were inducted onto the committee and made aware of Council’s relevant policies and processes. WYRC members had the opportunity to meet Cr Ben Stennett during the induction process.

• Training with external facilitator, Dan Donahue from ‘Project Synthesis’ covered the areas of leadership skills, consultative processes, community engagement strategies, advocacy and event management.

• WYRC members completed First Aid Training.

Events and activities

• Whitehorse Creative Youth Community:

The WYRC assisted the development of the Whitehorse Creative Youth Community, an online 'youth friendly’ site to engage young people with creative content developed by young people. The Creative Youth Community provides the opportunity for young people to display their creative work and also raises awareness of services, supports and opportunities for young people. The WYRC and digital developer worked collaboratively to develop the Creative Youth Community which launched at Spring Festival last year.

• Whitehorse News Articles:

WYRC members contributed articles for Council’s publication of the Whitehorse News ‘youth services’ page on relevant issues for young people. Articles by the WYRC covered issues such as exam preparation, international students and employment, and drugs and alcohol portrayal in our society.

• Young Person of the Month Award nominations:

The WYRC reviewed and endorsed young people nominated for the award recognising and celebrating the efforts and achievements of young people in Whitehorse.

• National Youth Week:

The National Youth Week Youth Festival was coordinated by the WYRC in the Box Hill mall in conjunction with Whitehorse FReeZA Youth Committee which included musical performances by young people, engaging youth activities, food and youth information stalls.

• Whitehorse Youth Forum:

The WYRC organised and facilitated the Whitehorse Youth Forum at the Box Hill Town Hall which focussed on the youth issues of mental health (stress and anxiety, social media, bullying and culturally and linguistically diverse young people. These issues were identified as important issues for young people in Council’s Youth Plan 2014 – 2018. The forum included a key note addresses by Darcy Vescio (AFLW player) on gender equality and cultural diversity and Megan Barrow (ambassador from the Beyond Blue - mental health organisation) on managing anxiety and depression. A number of youth service providers were present at the forum and provided young people with information and resources on youth services and supports. 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, social media use and culturally diverse young people.

• Spring Festival:

Planning and facilitation of the ‘youth area’ at Whitehorse City Council’s annual Spring Festival featuring a range of activities and the ‘youth stage’ that was facilitated by the FReeZA Youth Committee. The Whitehorse Creative Youth Community was launched by the WYRC at Spring Festival.

• Youth Leadership 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 and values.

For further information on the events, initiatives and activities undertaken by the WYRC please refer to the WYRC 2017 Annual Report (attached to this report).

COMMITTEE PLANS FOR 2018

Recruitment for the 2018 WYRC has been successful with 13 members currently in place which includes two young people continuing from 2017. The newly recruited committee has participated in an induction program looking at the role of the committee within Council. Members have already undertaken training and at this stage, the activities the committee will consider undertaking / implementing in 2018 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.

• Continued involvement in the Whitehorse Creative Youth Community ‘on line’ site with its promotion and use in youth service program delivery. The site ensures the creative works of young people are shared safely ‘on line’ and that relevant information regarding all existing services, supports, programs and events, activities and facilities are available to young people.

The Youth Services Team has been impressed by the enthusiasm of the 2018 WYRC members and believe they 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 2018 WYRC and will work towards developing and implementing the Committee’s plans and aspirations.

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.

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.

Attachment

1 WYRC 2017 Annual Report ⇨

Whitehorse City Council

Special Committee of Council Minutes 13 March 2018

7 Other Business

7.1 Whitehorse Matsudo Sister City Relationship

Special Committee of Council Recommendation

Moved by Cr Stennett, Seconded by Cr Ellis

That Council:

1. Acknowledges our long standing sister city relationship with Matsudo Japan.

2. Investigate producing a written publication of the 50 years of the relationship, to mark the occasion in May 2021.

3. Refer the matter to the 2018/19 Council Budget for consideration.

Carried Unanimously

7.2 North East Link Option A – Public Forum
	Special Committee of Council Recommendation Moved by Cr Stennett, Seconded by Cr Munroe *That Council* 1. *Having opposed the north east link option A, organise a public forum to be held prior to the next Victorian State Election, at a time and date and venue to be determined.* 2. Ensure that the forum be chaired by the Mayor of the City of Whitehorse, and include a panel of speakers including representatives of the North East Link Association, local State Government MPs and preselected candidates from the major parties, and other expert speakers on the topic. 3. *Request the advice and support of the Residents United Against North East Link Option A to assist organising the forum.* 4. *Advertise the forum widely and in a timely manner to the public, in particular local Whitehorse residents that may be affected.* 5. *Advise all major media outlets of the forum by media release ahead of the forum.*
	Amendment Moved by Cr Bennett, Seconded by Cr Barker *That Council* 1. *Having opposed the north east link option A, organise a public forum to be held prior to the next Victorian State Election, at a time and date and venue to be determined.* 2. Ensure that the forum be chaired by the Mayor of the City of Whitehorse, and include a panel of speakers including representatives of the North East Link Association, local State Government MPs and preselected candidates from the major parties, and other expert speakers on the topic. 3. *Request the advice and support of the Residents United Against North East Link Option A to assist organising the forum.* 4. *Advertise the forum in the Whitehorse News* 5. *Advise all major media outlets of the forum by media release ahead of the forum.* Lost
	Amendment Moved by Cr Massoud, Seconded by Cr Bennett *That Council* 1. *Having opposed the north east link option A, organise a public forum to be held prior to the next Victorian State Election, at a time and date and venue to be determined.* 2. Ensure that the forum be chaired by the Mayor of the City of Whitehorse, and include a panel of speakers including representatives of the North East Link Association, local State Government MPs and preselected candidates from the major parties, and other expert speakers on the topic. 3. *Request the advice and support of the Residents United Against North East Link Option A to assist organising the forum.* 4. Advertise the forum in the Whitehorse News, Whitehorse Leader Council page and our website, in a timely manner to the public, in particular local Whitehorse residents that may be affected. Any further advertising would require Council support. 5. *Advise all major media outlets of the forum by media release ahead of the forum.* Carried
	The Motion moved by Cr Stennett, seconded by Cr Munroe as amended became the motion and was then put and CARRIED UNANIMOUSLY

8 Public Comment

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.

8.1 Mr Geoff Morris, spoke on Item 7.2 North East Link Option A – Public Forum.

8.2 Mr Gary Haley, spoke on Item 7.2 North East Link Option A – Public Forum.

9 Confidential ITEMS

Nil

10 Close Meeting

Meeting closed at 9.50pm

Confirmed this 16^thday of April 2018

_______________________________

CHAIRPERSON