council meeting minutes - city of burnside · 3/13/2018 · 1. that the report be received. 2....

Council Minutes 13 March 2018

Council Meeting Minutes

13 March 2018 at 7.00 pm Council Chamber

401 Greenhill Road, Tusmore

Members Present: Mayor David Parkin Councillors Osterstock, Monceaux, Bills, Lemon, Wilkins, Davis, Piggott, Davey, Cornish

Staff Present: Paul Deb, Chief Executive Officer Martin Cooper, General Manager, Corporate and Development Barry Cant, General Manager, Urban and Community

Absent: Councillor Lord

The Mayor read the opening prayer.

The Mayor acknowledged those who gave their life for this Country and also acknowledged the Traditional Owners.

The Mayor advised of the relevant legislation and offences that address behaviour that disrupts a Council Meeting and informed all present that offences apply to both members of the gallery and Elected Members

Evacuation Procedure

The Mayor read the evacuation procedure.

Recording of Council Meetings

The Mayor advised that the Council Meeting is recorded.

Apologies

Nil

Leave of Absence

Councillor Ford

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Confirmation of Minutes Recommendation C11609 That the Minutes of the meeting of Council held on 20 February 2018 be taken as read and confirmed.

Moved Councillor Wilkins, Seconded Councillor Cornish CARRIED Mayor’s Report Recommendation C11610 That the Mayor’s report be received.

Moved Councillor Piggott, Seconded Councillor Davey CARRIED Reports of Members, Delegates and Working Parties Councillor Monceaux attended the Workshop prior to the Council meeting on 20 February 2018; attended the Opening of St Peters Girls Middle School by the Governor of SA on 21 February 2018; attended the Mt Osmond Neighbourhood Watch meeting on 21 February 2018 and the Eastern Health Board meeting on 21 February 2018 at which she was elected Deputy Chair and attended the Community Grants meeting on 23 February 2018. Councillor Lemon attended a meeting of the CEO Recruitment, Performance Appraisal and Remuneration Review Committee on 5 March 2018. Councillor Wilkins attended a meeting with the General Manager, Urban Services followed by the Community Grant Panel for Council’s Community Grants for Round 2 on Friday 28 February 2018; attended the Council Assessment Panel meeting on 6 March 2018 and attended an excellent well attended Water Sensitive Urban Design workshop at Waite Campus on permeable paving and its benefits on 13 March 2018. Councillor Piggott attended the CEO Recruitment, Performance Appraisal and Remuneration Review Committee on 5 March 2018 and attended an East Waste Board meeting on Thursday 22 February 2018. Councillor Davey attended the Council Community Grants meeting on 23 February 2018. Councillor Cornish attended an Eastern Health Authority Board Meeting on 21 February 2018; and attended the CEO Recruitment, Performance Appraisal and Remuneration Review Committee on 5 March 2018. Deputations Kim Baker (Dulwich) – Mr Baker was not present and was noted as an apology.

Ron Green (Dulwich)

David O’Loughlin (Dulwich) – Mr O’Loughlin was substituted by Mr Darren White.

Lisa Horton (Hay Rd)

Deb O’Neill and Trent Schroeter (Hay Rd) 2


Petitions Nil Questions on Notice

Payments to Elected Members for Sitting on Delegated Boards and Committees (10.1) Councillor Ford asked the following Question on Notice: 1. Would you please provide an itemised list of payments to each Elected Member in

each financial year since 2014 as payments for sitting on delegated boards and committees?

The Table below provides an itemised list of payments from the City of Burnside to each Elected Member in each of the financial year since 2014 as payment for DAP/CAP attendance. Please note that Elected Members also receive an allowance from external Boards. However, the information on payments made is held externally.

Elected Member 2014/15 2015/16 2016/17

2017/18 (YTD as at 28 Feb)

Anne Monceaux 0 0 0 0 Di Wilkins 0 1000 2200 1000 Felicity Lord 0 0 0 0 Graham Bills 0 0 0 0 Grant Piggott 800 800 1200 200 Helga Lemon 1200 1000 0 0 Henry Davis 0 0 0 0 Jane Davey 0 0 0 0 Lance Bagster 0 0 0 0 Mark Osterstock 800 1200 1000 400 Peter Cornish 0 800 2000 600 Peter Ford 1200 1000 0 0 David Parkin 0 0 0 0 TOTAL 4000 5800 6400 2200

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Insurance Costs Incurred by Council (10.2) Councillor Ford asked the following Question on Notice: 1. Would you please provide the annual cost of each category of insurance which the

Council holds with the LGA scheme for 2014-15, 2015-16, 2016-17, and the respective annual claims?

Business Support and Compliance (10.3) Councillor Davey asked the following Questions on Notice: 1. How many businesses were established in the City of Burnside for the years 2016

and 2017?

According to ABN registrations the City of Burnside had 182 new businesses register in 2016 and 167 in 2017.

2. How many of these are Small Business?

ABN registrations do not give any indication of size, employees or turnover. This requires a detailed analysis of census and/or ATO data that is not available to Council Administration.

3. Is there a dedicated Council staff member appointed to assist a small (or any size

business) to work through red tape efficiently, in order to establish their business smoothly in City of Burnside?

No

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4. If not, what support is provided by Council staff to possibly inexperienced new business owners to establish in City of Burnside?

The General Manager Corporate and Development is Council’s Representative Board Member of Eastside Business Enterprise Centre (EBEC).

EBEC has been providing free or low-cost business advisory services to the Eastern region of Adelaide since 1995. EBEC is a membership organisation and currently has 150 members, 2600 subscriber members and an active and growing business networking service. The services delivered include free 15-minute business consult (phone/email), face to face business mentor consultation, workshops, networking events and mentoring programs.

5. What systems are in place in City of Burnside for staff at all levels to support those

affected by or subject to enforcement activity e.g. By Laws, Development matters etc. to ensure efficient and effective compliance is achieved?

There are a number of different regulatory functions undertaken by Local Government. These include compliance in relation to the Development Act, the Local Government Act, Council By-Laws, the Australian Road Rules and the Local Litter and Nuisance Act 2016. The compliance functions are spread across many teams, although City Development and Safety is responsible for a large part of Council’s compliance function.

Compliance systems are largely driven by legislative requirements and are supported by Information Systems.

Compliance actions are supported by operating procedures; policies; protocols and in some cases technical legal advice where required. Compliance officers across the board, are suitably experienced, have the appropriate delegations and authorisations and are supported by Management.

Relevant staff provide advice about the appeals processes and complaint management.

6. In order to identify issues and determine what level of Compliance is required, what

Training is required of and provided to:

• Employees of Council; and • Contractors of Council?

Council has been successful in recruiting Compliance staff and engaging contractors with high levels of experience in their fields. Position descriptions and ongoing cyclic Performance Development Reviews identify training needs of Council Employees. On top of job specific training employees also receive WHS and Customer Service training through our annual training programs and through mandatory induction requirements.

Elected Member Expenses (10.4) For the meeting held 20 February 2018, Councillor Cornish asked the following Question on Notice: 1. Since November 2014, can you please provide the non-allowance, costs and

expenses claimed per Elected Member by financial year?

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A response was provided by the Administration which is reflected in the meeting minutes. Following a query a comprehensive review of all Elected Member amounts, to ensure the total accuracy of the figures reported, was conducted.

Unfortunately the Administration identified two errors in the published table for the 2017/18 year. They were:

• a formula error which duplicated the Seminars, Conferences and

Child/Dependent Care for 4 Elected Members (listed below); and • an amount of $835 allocated to Councillor Lemon of which $635 related to

Mayor Parkin (identified when the invoice was received from the LGA).

Below shows the corrected totals for 2017/18 YTD compared to the published QON response.

The expenses/allowances reported for all other years and Elected Members were correct. The Administration has since strengthened its process and implemented a change to ensure all copies of final invoices now accompany the collation of Elected Member allowances/expenses data. For the information of the public, the Elected Member Benefits and Allowances Register on the Councils website is correct and it will be next updated on the 31st March 2018.

Motions on Notice

Meeting Schedule for Council – Three Weekly Meetings (Operational) – Councillor Peter Cornish (11.1) Motion 1. That, following the recent trial period, Council, on an ongoing basis, conducts an

ordinary meeting every three weeks at 7pm on a Tuesday, until resolved otherwise.

2. A CEO report be provided to each Council meeting.

3. That other committees of Council be requested to resolve to move to alternate evenings, resulting in Tuesday evenings being allocated solely for Council meetings and workshops.

4. That for the meeting to be held on 3 April 2018 the ordinary meeting of Council be held at 7 pm on Wednesday 4 April 2018 due to the existing Council Assessment Panel (CAP) meeting scheduled and the inability for the Panel to amend the date before 3 April 2018.

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5. That the Code of Practice – Meetings and Documents – Access and Procedures be amended accordingly.

6. That the Administration inform the community of the changes to the meeting schedule through suitable channels.

Moved Councillor Cornish, Seconded Councillor Monceaux CARRIED A Division was called by Councillor Lemon.

IN FAVOUR Councillor Monceaux Councillor Wilkins Councillor Piggott Councillor Cornish

AGAINST Councillor Osterstock Councillor Bills Councillor Lemon Councillor Davis Councillor Davey

The Division resulted in the Motion being LOST Questions without Notice Nil Motions without Notice Nil

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Reports of Officers Closed Circuit Television (CCTV) and Recording Policy – Review (Operational) (14.3) Motion C11611 1. That the Report be received.

2. That Council adopt the revised Closed Circuit Television (CCTV) and Recording Policy.

Moved Councillor Cornish, Seconded Councillor Davis CARRIED Review of Audit Committee Activities 2017 and Audit Committee Minutes (Operational) (14.4) Motion C11612 1. That the Report be received.

2. That the Minutes of the Audit Committee held on 19 February 2018 be received.

Moved Councillor Davis, Seconded Councillor Piggott CARRIED One Library Management System – Transfer of the One Card Agreement to the Libraries Board of SA (Operational) (14.9) Motion C11613 1. That the Report be received.

2. That Council authorise the Mayor and Chief Executive Officer to sign and seal the Local Government Corporate Services (LGCS) Deed of Novation and Variation.

Moved Councillor Davis, Seconded Councillor Piggott CARRIED Hay Road, Linden Park Pedestrian Safety and Traffic Review (Operational) (14.5) Motion C11614 1. That the report be received

2. That Council notes the Administration’s previous recommendation/s of 27 October 2015 and again on 28 June 2016 [to Council] in that it was not supportive of the installation of an Emu Crossing, adjacent to the western walkway to Mariner Oval.

3. That Council reaffirms its previous resolutions on this matter of 27 October 2015 and again on 28 June 2016, in accordance with the Administration’s recommendation/s, in

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that it does not support the installation of an Emu Crossing adjacent to the western walkway to Mariner Oval.

4. That Council, requests that the CEO advise Linden Park Primary School [the School] that it recommends that the school utilises the existing Koala Crossing for all school pedestrian movements, across Hay Road, and that, in the interests of safety, the school encourages the school population also to do so when coming and going from the school.

5. That Council takes no further action in respect to this matter.

Moved Councillor Osterstock, Seconded Councillor Monceaux CARRIED Section 270 Review of Pedestrian Road Crossing at Dulwich Avenue, Dulwich (Operational) (14.6) Motion C11615 1. That the Report be received

2. That Council notes the findings of the Minter Ellison s. 270 review that they do not find Council's Resolution C11474 as invalid

3. That Council confirms its decision in relation to this matter and requests Administration to action Resolution C11474 as soon as possible.

Moved Councillor Piggott, Seconded Councillor Davis CARRIED UNANIMOUSLY Adjournment of Meeting C11616 That the Council Meeting be adjourned for a refreshment break of 10

minutes before recommencing at 9.00pm.

Moved Councillor Davis, Seconded Councillor Davey CARRIED Resumption C11617 That the meeting be resumed at 9.00pm.

Moved Councillor Cornish, Seconded Councillor Davis CARRIED Chief Executive Officer Report – February 2018 (Operational) (14.1) Amended Motion C11618 1. That the Report be received.

2. That the Elected Member requests table be included through Information Documents and not in future CEO reports.

Moved Councillor Piggott, Seconded Councillor Osterstock CARRIED UNANIMOUSLY 9


The amended motion became the motion and was CARRIED UNANIMOUSLY Community Engagement (Public Consultation) Policy, Media Policy, Social Media Policy – Review (Operational) (14.2) Motion C11619 1. That the Report be received.

2. That Council adopt the following revised Policies:

2.1. Community Engagement (Public Consultation) Policy;

2.2. Media Policy; and

2.3. Social Media Policy.

Moved Councillor Davey, Seconded Councillor Piggott CARRIED UNANIMOUSLY Asset Management Policy – Review (Operational) (14.7) Motion C11620 1. That the Report be received.

2. That Council adopt the updated Asset Management Policy with the inclusion of the following:

2.1 At related policies add ‘Urban Tree Strategy 2014-2025’ and ‘Canopy Action Plan’.

Moved Councillor Davey, Seconded Councillor Monceaux CARRIED UNANIMOUSLY At Call Hard Waste Collection Service – Update (Operational) (14.8) Councillor Monceaux left the Chamber at 9.43pm. Motion C11621 That the Report be received.

Moved Councillor Lemon, Seconded Councillor Davis CARRIED UNANIMOUSLY Councillor Monceaux returned to the Chamber and resumed her seat at 9.46pm.

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Magill Village Master Plan – Update (Strategic) (14.10) Motion C11622 That the Report be received.

Moved Councillor Bills, Seconded Councillor Piggott CARRIED Assessment Process for the Selection of Footpaths to be included in the Footpath Renewal Program (Operational) (14.11) Councillor Lemon left the Chamber at 10.03pm and returned to the Chamber and resumed her seat at 10.04pm. Councillor Davis left the Chamber at 10.03pm and returned to the Chamber and resumed his seat at 10.05pm. Councillor Bills left the Chamber at 10.06pm and did not return. Motion C11623 That the Report be received.

Moved Councillor Davey, Seconded Councillor Wilkins CARRIED UNANIMOUSLY Community Funding Policy – Review (Strategic) (14.12) Motion C11624 1. That the Report be received.

2. That Council adopt the updated Community Funding Policy.

Moved Councillor Monceaux, Seconded Councillor Davey CARRIED

Motion C11625 1. That a new ‘Community Grant Assessment Panel’ be established for the 2018/19

Community Grant Program and that it consist of the Mayor and two additional Elected Members.

Councillors Monceaux, Davey and Wilkins nominated.

2. That Council appoint the following Elected Members to the 2018/19 ‘Community Grant Assessment Panel’:

Cr Monceaux

Cr Davey

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Cr Wilkins

3. That the ‘Community Grant Assessment Panel’ remains in place until the end of the current Council term in November 2018.

Moved Councillor Monceaux, Seconded Councillor Wilkins CARRIED Subsidiaries, Regional Subsidiaries and other Organisations/Entities Eastern Waste Management Authority (15.1) Eastern Health Authority Board of Management Agenda and Minutes 21 February 2018 (15.1.1) Recommendation C11626 That the agenda and minutes of the Eastern Health Authority Board of Management meeting held 21 February 2018 be received.

Moved Councillor Davey, Seconded Councillor Lemon CARRIED Eastern Health Authority (15.2) Nil Highbury Landfill Authority (15.3) Highbury Landfill Authority Audit Committee Agenda and Minutes 1 March 2018 (15.3.1) Recommendation C11627 That the agenda and minutes of the Highbury Landfill Authority Audit Committee meeting held 1 March 2018 be received.

Moved Councillor Cornish, Seconded Councillor Piggott CARRIED Highbury Landfill Authority Board Agenda and Minutes 1 March 2018 (15.3.2) Recommendation C11628 That the Highbury Landfill Authority Board Agenda and Minutes from the meeting held 1 March 2018 be received.

Moved Councillor Cornish, Seconded Councillor Piggott CARRIED ERA Water (15.4) Nil 12


Eastern Region Alliance (15.5) Nil Council Correspondence Burnside War Memorial Hospital Inc. – Report to Council for the period July to December 2017 (16.1) Recommendation C11629 That the Burnside War Memorial Hospital Inc. – Report to Council for the period July to December 2017 be received. Moved Councillor Davey, Seconded Councillor Monceaux CARRIED Other Business Nil Confidential Items Nil Closure The meeting concluded at 10.17pm. Minutes confirmed this day of 2018

Mayor / Presiding Member

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