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                                               Attachments

 

 

 

                                                       Council

 

 

 

                                           14 March 2018

 

 

 

 

 

 

 

 

 

 

 

 

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                                                                                                  www.bawbawshire.vic.gov.au

 


  Council

Meeting Attachments - 14 March 2018

 

 

Table of Contents

 

 

  

10     Vibrant Communities

 

10.1  Communities That Care project - Baw Baw

Attachment 1: .. Att A - Risk and protective factors......................................... 3

10.2  Tender Recommendation Report - Reconstruction of three bridges along Allambee Estate Road, Allambee Reserve

Attachment 1: .. Location Map............................................................................. 5

10.4  Place Names Advisory Committee Terms of Reference

Attachment 1: .. Draft Terms of Reference........................................................ 6       

16     Assembly of Councillors

 

16.1  Assembly of Councillors Report

Attachment 1: .. 24 January 2018..................................................................... 11

Attachment 2: .. 7 February 2018..................................................................... 12

Attachment 3: .. 14 February 2018................................................................... 13

Attachment 4: .. 21 February 2018................................................................... 14

Attachment 5: .. 21 February 2018_CEO Exec Councillor Time................. 15

Attachment 6: .. 21 Feb 2018_Councillor Briefing......................................... 16

Attachment 7: .. 27 Feb 2018............................................................................ 17

Attachment 8: .. 28 Feb 2018_Community Briefing....................................... 18

Attachment 9: .. 7 Mar 2018_CEO Exec Councillor Time............................ 19    

 

 


Attachment 1

Att A - Risk and protective factors

 


 


Attachment 1

Location Map

 


Attachment 1

Draft Terms of Reference

 

1.   Objectives and Purpose

 

1.1. The Baw Baw Shire Council (the Council) Place Names Advisory Committee (the Committee) is a formally appointed Advisory Committee of the Council for the purposes of the Local Government Act 1989.

1.2. The Council has created the Committee to assist the Council with its responsibilities under Schedule 10 of the Local Government Act 1989 and the Geographic Place Names Act 1998 (the Act).

1.2.1.  The primary aim of the Act is to ensure:-

1.2.1.1.    That new or changed names are notified to the Registrar;

1.2.1.2.    That names are registered; and

1.2.1.3.    That all geographic names data, including street and road names and street addresses, are captured for mapping purposes.

1.3. The Committee’s role is to report to the Council and provide appropriate advice and recommendations on matters relevant to this Terms of Reference in order to facilitate decision making by the Council in relation to the discharge of its responsibilities.

1.4. The Committee does not have any executive powers nor does it have any delegated financial responsibility. 

1.5. The Committee does not have the authority to delegate tasks to subcommittees.

1.6. The Committee is to assist the Council in its effective conduct of responsibilities for the investigation and determination of geographic place names in accordance with the Act.

1.7. For the purposes of this Terms of Reference, ‘Place’ means any place or building that is, or is likely to be, of public or historical interest and includes, but is not restricted to-

1.7.1.  Township, area, park, garden, reserve of land, suburb and locality;

1.7.2.  Topographical feature, including undersea feature;

1.7.3.  Street, road, walking/cycling track

1.8. That the Committee adhere to the Naming rules for places in Victoria – Statutory requirements for naming roads, features and localities 2016

 

2.   Duties and Responsibilities

The Committee will carry out the following duties and responsibilities:

2.1. Developing a List of Names for Use

2.1.1.  Create, maintain, prioritise and regionalise a list of appropriate names for the naming of places

2.1.2.  Consider the utilisation of thematic naming and what areas within the Council’s area could potentially utilise thematic naming principles; and

2.1.3.  Names are to be selected using the following criteria:

2.1.3.1.    Preserve the heritage and identity of the Council’s towns;

2.1.3.2.    Maintain the integrity of the Council’s naming theme of historical, commemorative or Aboriginal naming (if applicable, Aboriginal words should be representative of the vocabulary of the traditional inhabitants of the region);

2.1.3.3.    Cultural significance to the municipality’s communities;

2.1.3.4.    Recognition of prior uses of the land and the people associated with it;

2.1.3.5.    Ensure that a spread of names is selected to reflect the cultural, ethnic and gender diversity of the community;

2.1.3.6.    Recognition of existing unofficial names;

2.1.3.7.    Ensure the names are assigned to streets are simple and easily understood; and

2.1.3.8.    Ensure the names are assigned to streets do not compromise public safety and operational safety for emergency services, or cause confusion for transport, communication and mail services.

2.2. Place Names Historical Project

2.2.1.  Research the history of place names utilised already within the Council’s area in order to create a record of this aspect of Victoria’s heritage.

2.3. Council Officer Referrals

2.3.1.  Provide appropriate advice and recommendations on place naming issues where requested.

2.4. Reporting Responsibilities

2.4.1.  Report regularly to the Council about committee activities, issues, and related recommendations through the circulation of minutes and committee chair reporting at Council Meetings.

2.4.2.  A review will take place at least once every four years at which time the Terms of Reference will also be reviewed.

2.4.3.  A review will be conducted on a self-assessment basis (unless otherwise determined by Council) with appropriate input sought from the Council, the CEO, all  Committee members, management and any other relevant stakeholders, as determined by Council.

 

2.5. Other Responsibilities

2.5.1.  Perform other activities related to this Terms of Reference as requested by Council resolution.

 

3.   Membership

3.1. The Committee will be a minimum of five members, consisting of:

3.1.1.  A minimum of two Councillors, with a maximum of four, appointed by the Council

3.1.2.  A minimum of three external independent members, and a maximum of five, with at least one member from a local historical group and at least one member from Kurnai Nations

 

3.2. Council Officers will support the Committee and will consist of representatives from the following internal Council Departments: Planning, Revenue, Governance and Parks and Gardens.

 

3.3. All members except Council Officers shall have full voting rights, with the Chairperson having a casting vote as required.

 

3.4. Appointments and Tenure

3.4.1.  The Council will appoint the external independent Committee members

3.4.2.  The Committee will nominate the Committee Chair.

3.4.3.  The Chair of the Committee must be a Councillor Representative.

3.4.4.  Tenure of the external independent members shall be a maximum of four years. 

3.4.5.  Appointment of the three external members shall be made by the Council by way of a public advertisement and be for the term of four years.

3.4.6.  People wishing to serve as an external independent member may nominate for successive terms without restriction.

3.5. Removal of a Member

3.5.1.  If the Council proposes to remove a member from the Committee, it must give written notice to the member of its intention to do so and provide that member with the opportunity to be heard if that member so requests.

3.6. Members are expected to:-

3.6.1.  Contribute the time needed to study and understand the papers provided;

3.6.2.  Apply good analytical skills, objectivity and judgement; and

3.6.3.  Express opinions frankly, ask questions that go to the fundamental core of the issue and pursue independent lines of enquiry.

 

4.   Meetings

4.1. Conduct of Meetings

4.1.1.  The Chief Executive Officer will provide the support required to enable the meetings of the Committee and invite members of staff or others to attend meetings to provide pertinent information as necessary.

4.2. Attendance and Quorum

4.2.1.  All Committee members are expected to attend each meeting.

4.2.2.  Quorum will be a majority of Committee members with a least two external independent members and the committee chair.

4.2.3.  In the absence of the Chairperson from a meeting, the meeting shall appoint an acting Chairperson from the independent or Councillor Representatives present.

 

4.3. Meeting Administration

4.3.1.  The Committee will meet at least once a quarter, with authority to convene additional meetings, as circumstances require. 

4.3.2.  To facilitate the operation of the Committee, the Chief Executive Officer has responsibility to provide secretariat services and officer advice in respect of matters before the Committee.

4.3.3.  Meeting agendas will be prepared and provided at least one week in advance to members, along with appropriate briefing materials electronically.

4.3.4.  Minutes will be prepared and distributed within one week of the meeting.

 

 

 

5.   Conflicts of Interest

5.1. In accordance with Section 79 of the Local Government Act 1989, members of the Committee are required to disclose all conflicts of interests and may not be eligible to vote on a matter or attend a meeting at which the subject of the conflict will be considered, depending on the nature of the conflict. 

5.2. Members of the Committee are to comply with the provisions of the Local Government Act 1989 concerning conflicts of interest. 

5.3. Failure to comply with provisions of the Local Government Act 1989 with regard to conflicts of interest may result in termination of the Member’s appointment.

6.   Confidentiality

6.1. All Members are to be aware of their responsibilities with regard to the confidentiality of information about Council’s affairs pursuant to Section 77 of the Local Government Act 1989.

6.2. Failure to comply with provisions of the Local Government Act 1989 with regard to confidentiality may result in termination of the Member’s appointment.

6.3. All independent members of the Committee shall sign a confidentiality agreement as shown in Appendix A.

6.4. The Terms of Reference and Reports from the Committee to Council where appropriate, will be available on the Council’s website.

 

Current Status:

ADOPTED

Current From:

12th of July 2017

Date Endorsed by Committee:

1st of May 2017

Date Endorsed by Council:

12th of July 2017

Due for Review on:

July 2021

Responsible Section:

Governance


Attachment 1

Draft Terms of Reference

 

 

THIS AGREEMENT  is made the                                      day of                             20 ­__

BETWEEN

AND

 

I herewith agree that I must not whether during or after my membership of the Baw Baw Shire Council Place Names Advisory Committee, unless expressly authorised by the Chief Executive Officer or in accordance with the law, make any disclosure or use of:-

1.   Any information or trade secrets of the Council;

2.   The position of the Council or of any Councillor or Council Officer on any confidential matter; or

3.   Any other information whatsoever, the disclosure of which may be detrimental to the interest of Council or of any other person who has provided it to the Council on a confidential basis, unless I am required to disclose the information by law. I must use my best endeavours to prevent the improper publication or disclosure or use of any such information by anyone else.

The termination or expiry of my membership of the Committee, for whatever reason, does not affect or derogate from my obligations of confidentiality set out above.

 

Signed by:                                                                                    Date:

PLACE NAMES ADVISORY COMMITTEE MEMBER

 

 

Signed by:                                                                                   Date:

­ (On behalf of Baw Baw Shire Council)

CHIEF EXECUTIVE OFFICER                                       

   


Attachment 1

24 January 2018

 


Attachment 3

14 February 2018

 


 


Attachment 4

21 February 2018

 


Attachment 5

21 February 2018_CEO Exec Councillor Time

 


Attachment 6

21 Feb 2018_Councillor Briefing

 


Attachment 7

27 Feb 2018

 


Attachment 8

28 Feb 2018_Community Briefing

 


Attachment 9

7 Mar 2018_CEO Exec Councillor Time

 

 

Baw-Baw-Logo-(White-Disc)

Assembly of Councillors Record

This record is required under s.80 of the Local Government Act 1989. An Assembly of Councillors is a defined term under s.76AA. This record must be completed at which matters are considered that are intended or likely to be the subject of a Council decision or the exercise of a delegated authority and which is either one of the following: a meeting of an advisory committee where at least one Councillor is present; or a planned or scheduled meeting that includes at least half the Councillors and at least one Council officer.

 

Meeting details

Date

07/03/2018

Time

9.18am – 10.23am

Location

Warragul, Narracan and Buln Buln Meeting Rooms, Drouin Civic Centre.

Advisory Committee (if   applicable)

 

Confidential CEO / Councillor discussion time.

 

 

In attendance

List all attendees present at the meeting including Councillors, Committee Members, Council Officers and others in attendance

Alison Leighton

Matthew Cripps

 

Dominique Foenander

Mark Dupe

 

Cr Gauci

Mark Kestigian

 

Cr Power

Martin Hopley

 

Cr Wallace

Cohen Van der Velde

 

Cr Goss

 

 

Cr Leaney

 

 

Cr Cook

 

 

Cr O’Donnell

 

 

 

Matters Considered

List all matters considered at the meeting

Confidential CEO, Councillor & Executive discussion time.

 

Conflict of Interest Disclosures

Have any persons declared a conflict of interest to an item discussed? (Yes/No)     NO                                 

If yes, please complete:

Name of person making disclosure

 

Person left the room and remained outside whilst discussion taken place? (Yes/No)