MINUTES OF BURWOOD COUNCIL MEETINGS 22 MAY 2012
Burwood Council Meetings
MINUTES OF THE MEETING OF THE COUNCIL OF BURWOOD held at the Council Chamber, Suite 1, Level 2, 1-17 Elsie Street, Burwood on Tuesday, 22 May 2012 commencing at 6.03pm.
ATTENDANCE Councillor Christine Donayre
Councillor John Faker (Mayor)
Councillor Lesley Furneaux-Cook
Councillor Henson Liang
Councillor Ernest Wong (Deputy Mayor)
Mr M McMahon, General Manager
Ms V Lee, Deputy General Manager Corporate, Governance & Community
Mr B Macdonnell, Deputy General Manager Land, Infrastructure & Environment
Mr T Briscese, Executive Manager
Mr W Armitage, Chief Finance Officer
Mr B Mortimer, Manager Organisational Development
Mr J Inglese, Senior Manager Assets & Design
Mr B Olsen, Manager Building & Development
Mr P Staples, Senior Landscape Architect
Mr N Creevey, Temp Media & Communications Coordinator
Ms P Viney, Governance Co-ordinator
Ms Y Tome, Governance Officer
OPENING OF MEETING
The Mayor opened the meeting with a prayer.
OPEN FORUM
There was no business for this item.
Apologies63/12 / RESOLVED (Carried Unanimously)
That an apology be granted to Councillor Sally Deans.
(Moved Deputy Mayor Ernest Wong/Seconded Councillor Lesley Furneaux-Cook)
DECLARATIONS OF INTEREST
There were no declarations of interest by Councillors.
DECLARATIONS OF POLITICAL INTEREST
There were no declarations of political interest by Councillors.
Confirmation of Minutes64/12 / RESOLVED (Carried Unanimously)
That the minutes of the meeting of the Council of Burwood held on Tuesday 24 April 2012, as circulated, be confirmed and signed as a true record of the proceeding of the meeting.
(Moved Councillor Lesley Furneaux-Cook/Seconded Deputy Mayor Ernest Wong)
(ITEM MM12/12) Definition of gross floor area – draft burwood local environmental plan 2012
65/12 / RESOLVED (Carried Unanimously)
1. That Council staff investigate the implications of Council adopting and applying the definition of “Gross Floor Area” as contained in the Draft Burwood Local Environmental Plan 2012 prior to amending the single dwelling house code.
2. That Council staff investigate relaxing the current control for carports forward of the building line when a driveway is 2.4m or less, to 2.6m or less.
(ITEM MM13/12) AUDIT
66/12 / RESOLVED (Carried Unanimously)
1. That the Mayor, General Manager and Deputy General Manager Land, Infrastructure & Environment investigate, as part of an audit, policies for Dob in a Dumper and also investigate recovering costs from Body Corporates for illegally dumped goods, including penalties.
2. That Council staff have discussions with business owners to remind them of Council’s Policy in relation to moving and flashing advertising signs and bill board posters on shop front windows.
Notices of Motion
(ITEM NM1/12) Community EngagementFile No: 12/22760
Summary
Increasing Council’s Community Engagement Opportunities
In March I attended a conference in Melbourne on Social Media for the Public Sector.
Who went?
Government Departments across Australia including Health, Justice, Defence, Housing, Education, Hospitals, Local Governments including Willoughby, Warringah, Maitland, Dubbo, Mosman, Hornsby, Parramatta, Sutherland and Coffs Harbour from NSW.
What was presented?
Topics included Social Media and…..
Governance
Transparency
New audiences
Legal risks
Employer’s use
Community engagement
Economic development
Key Take Outs
There is a declining trust in governments
Social media changes the way people engage with government
Social media is another communication channel NOT a replacement
Social media is more about listening than telling
Not using social media is a lost opportunity
Social media is just as valuable for internal connection as well as external
Start one well and move on to others
A Social Media Policy is a must
A Social Media Policy should include community engagement and employer use (don’t rely on Code of Conduct)
Success needs champions
Successful when integrated across departments not just centralised with the communications/media staff
The greatest barrier is the fear of losing control
Social media is not resource neutral - it needs people and time
Accept some risk and “let go”
Can reach those with disabilities
Freely viewed does not mean freely used (copyright exists)
Record management systems needed – not just icloud
Companies can be liable for content posted by users
Moderation essential - can use external moderator
Employers use email and phone to talk to customers so trust them with social media
Trained employees means greater success
Start with who and why you want to engage and then decide on the technology
Success requires leadership and commitment
And finally
Social media won’t go away
Subsequently, I met with the General Manager to discuss the possible uses and extension of uses for Burwood Council. The list below was discussed:
Possible Council uses
· Community engagement in public exhibitions
· Community comment, on line surveys
· Library blogs e.g. book review, posting what’s new
· Promotion of community events
· Evaluation of community events
· Information on roads and bike pathway (two way not just telling)
· Business promotion - discounts tweeted, events tweeted
· Interested staff, councillors form a working party (or relaunch existing) to investigate:
Social media policy and guidelines
Possible uses internally/externally
Resources required - people time
Budgeting for next cycle
Experiences of other councils
Immediate possible applications
· Enfield Aquatic Centre consultations
· Blair Park dog park consultation
· Parking strategy - ongoing dialogue
· Library facebook page
67/12 / RESOLVED (Carried Unanimously)
1. That the General Manager investigate any of the possible applications/uses of social media as outlined.
2. That the General Manager prepare a report for the consideration of Council
(Moved Councillor Lesley Furneaux-Cook/Seconded Councillor Christine Donayre)
Reports of Committees
(ITEM RC2/12) Burwood Local Traffic Committee Minutes - 3 May 2012File No: 12/22595
Summary
Attached are the Minutes of the Burwood Local Traffic Committee from its meeting of 3 May 2012. The Minutes are hereby submitted to the Ordinary Council Meeting for formal consideration and adoption by Council.
68/12 / RESOLVED (Carried Unanimously)
That the minutes of the Burwood Local Traffic Committee of 3 May 2012 are noted and the recommendations of the Committee as detailed below be adopted as a resolution of the Council.
(ITEM T.13/12) Burwood Road, Burwood - Keep Clear Linemarking at Milton Street
That Council install Keep Clear line marking on Burwood Road, at its intersection with Milton Street for north and south bound motorists
(ITEM T.14/12) Tangarra Street East, Croydon Park - Upgrade of Give Way control at Lennartz Street
That Council approve the upgrade of the existing Give Way control at the intersection of Tangarra Street East, Lennartz Street and Stiles Street to a Stop control, with all associated signs and linemarkings.
(ITEM T.15/12) Bligh Street, Burwood Heights - New No Parking restrictions
That Council approve the installation of the new No Parking restrictions on the northern side of Bligh Street and eastern side of Elm Street as per the plan presented at the meeting.
(Moved Deputy Mayor Ernest Wong/Seconded Councillor Henson Liang)
Address by the Public on Agenda Items
Name Ag / ItemMs Kym Bailey / Item 40/12 Proposed Dog Off-Leash Area and Bocce Court in Blair Park Community Consultation
Ms Kim Anderson / Item 40/12 Proposed Dog Off-Leash Area and Bocce Court in Blair Park Community Consultation
Ms Lin Howard / Item 40/12 Proposed Dog Off-Leash Area and Bocce Court in Blair Park Community Consultation
Mr Peter McAllum / Item 40/12 Proposed Dog Off-Leash Area and Bocce Court in Blair Park Community Consultation
General Business
(ITEM 40/12) Proposed dog off-leash area and Bocce Court in Blair Park community consultationFile No: 12/21718
Summary
This report seeks Council’s approval to proceed with the Mayoral community consultation over the future management of Blair Park and a proposed Dog Off-leash Area and Bocce Court. The report contains the proposed community consultation survey documents (attachment 2) which include three possible Dog Off-leash Area design options including a Bocce Court. The survey also includes options for a Dog Off-leash Area only or a Bocce Court only or for no change to Blair Park. The proposed community consultation documents are for Council’s consideration. This report recommends that Council approve the community consultation for a proposed Dog Off-leash Area and Bocce Court in Blair Park.
69/12 / RESOLVED (Carried)
1. That Council approve the Mayoral community consultation over the proposed Dog Off-leash Area in Blair Park as per Attachment 2, including advertisement in the mayoral column, local press, council’s website and link to the survey on Council’s facebook page.
2. That the consultation be open for a period of 60 days.
3. The Mayor’s letter to the community be amended following discussion with the General Manager.
(Moved Councillor Lesley Furneaux-Cook/Seconded Deputy Mayor Ernest Wong)
(ITEM 41/12) Draft - Youth Engagement: Burwood Youth Advisory Group Protocol
File No: 12/20460
Summary
This Protocol has been introduced to provide a framework for the service delivery and overall management of the Burwood Youth Advisory Group as a program of Community Services. This document covers information for current and potential Burwood Youth Advisory Group members on code of conduct, terms of reference, social media guidelines and formal documentation.
70/12 / RESOLVED (Carried Unanimously)
The Council adopts the Draft - Youth Engagement: Burwood Youth Advisory Group Protocol.
(Moved Councillor Lesley Furneaux-Cook/Seconded Deputy Mayor Ernest Wong)
(ITEM 42/12) Investment Report as at 30 April 2012
File No: 12/21179
Summary
In accordance with Clause 212 of the Local Government (General) Regulation 2005, this report details all money that Council has invested under Section 625 of the Local Government Act, 1993.
71/12 / RESOLVED (Carried Unanimously)
1. That the investment report for 30 April 2012 be received and endorsed.
2. That the Certificate of the Responsible Accounting Officer be received and noted.
(Moved Deputy Mayor Ernest Wong/Seconded Councillor Henson Liang)
(ITEM 44/12) One Association - Update and Status Report
File No: 12/23233
Summary
This report provides Council with an update regarding the progress towards One Association, outlines next steps and outlines what Council needs to do next.
72/12 / RESOLVED (Carried Unanimously)
1. That Council write to Fair Work Australia and submit that when ballot papers are distributed they should include a NO case as well as a YES case.
2. That Council nominate Mayor John Faker, Deputy Mayor Ernest Wong and Councillor Christine Donayre, as Council's voting delegates to take part in the forthcoming secret postal ballot to deal with the matter of One Association and that their names and personal postal addresses be forwarded to the Association to form the Roll of Voters.
3. That Council debate the YES and NO cases at a full Council meeting before those individual Councillors cast their votes.
(Moved Councillor Christine Donayre/Seconded Deputy Mayor Ernest Wong)
(ITEM 43/12) Budget Review for Quarter Ending 31 March 2012
File No: 12/20480
Summary
The 2011-12 Budget was adopted at the Council Meeting held on 28 June 2011 with a surplus of $76,397. The adopted budget was prepared on the basis of the organisational structure in that includes three Divisions (General Manager and two Divisions).
The purpose of this report is to provide Council with the financial results for the period ending 31 March 2012. As per Local Government (General) Regulations Clause 203(1) states: “No later than 2 months after the end of each quarter (except the June quarter), the responsible accounting officer of a council must prepare and submit to the council a budget review statement.”
The following Statement of Budget Income and Expenditure identifies a forecasted funding surplus of $126,404 as at 31 March 2012 compared to the revised adopted forecast surplus of $118,142 as at 31 December 2011 which was adopted at the February 2012 Council meeting. The reasons for the net improvement of $8,262 are outlined in the report.
73/12 / RESOLVED (Carried Unanimously)
1. That the budget review statement of the 2011-12 budget as at 31 March 2012, including the statement by the Responsible Accounting Officer, Chief Finance Officer, be received and noted.
2. That in accordance with clauses 203 and 211 of the Local Government (General) Regulations 2005, the revised estimates of income and expenditure for 2011-12, as shown in the report be approved, that the Council’s adopted budget be adjusted accordingly and that the expenditure and income variations projected in the report be, and are hereby voted.
3. That a review of the budget for 2011-12 be undertaken with the objective of maintaining the forecasted surplus of $126,404.
(Moved Deputy Mayor Ernest Wong/Seconded Councillor Henson Liang)
(ITEM 45/12) Sandakan Day Memorial Service, 15 August 2012 & Sandakan Memorial Trek, Sandakan, Sabah, Malaysia
File No: 12/23243
Summary
The Sandakan Day Memorial will be held in the Sandakan Memorial Park, Sandakan on 15 August 2012. Council authorised at its meeting on 28 June 2011 for the General Manager to represent Burwood Council by attending this memorial.
Council wrote to the President of the Sandakan Municipal Council in July 2011 regarding the establishment of a Sister City Relationship, and a Memorandum of Understanding (MOU) was delivered by the Chair (Councillor Ernest Wong) of the Sandakan Community Education Committee during his representation of Council at the 2011 Sandakan Day Memorial service.
Council also resolved at its meeting on 28 June 2011 that consideration be given to arranging a “Burwood Council” trek for community representatives with the General Manager to undertake the gruelling “Sandakan Memorial Trek” in August 2012 to commemorate the 67th anniversary.
74/12 / RESOLVED (Carried)
1. That Council approve $3949.00 for the visit proposed by the General Manager, Michael McMahon, to attend the Sandakan Day Memorial at Sandakan on 15 August 2012 and the eight day Burwood/Sandakan Memorial Trek commencing on 16 August 2012 until 24 August 2012. The amount includes the cost of return air fare from Sydney / Kota Kinabalu / Sandakan / Kota Kinabalu / Sydney, accommodation for five nights (Kota Kinabalu and Sandakan) and incidental and meal allowances in accordance with the Council’s Interstate & Overseas Travel Policy (2005) and the Australian Taxation Office Tax Determination No: TD 2011/17.
2. That the General Manager, Michael McMahon will report back to Council on the visit in accordance with Council’s Interstate & Overseas Travel Policy.
(Moved Deputy Mayor Ernest Wong/Seconded Councillor Christine Donayre)
Councillor Lesley Furneaux-Cook voted against Item 45/12 Sandakan Day Memorial Service, 15 August 2012 & Sandakan Memorial Trek, Sandakan, Sabah, Malaysia