Minutes - Meeting of the Port Phillip City Council - 15 October 2025
MINUTES OF THE Meeting of the Port Phillip City Council HELD 15 October 2025 IN St Kilda Town Hall AND VIRTUAL VIA TEAMS
The meeting opened at 6:31pm.
IN ATTENDANCE
Cr Crawford (Chairperson), Cr Buckingham, Cr Cunsolo, Cr Halliday, Cr Hardy, Cr Jay, Cr Makin, Cr Mears, Cr Thomann.
Chris Carroll, Chief Executive Officer, Brian Tee, General Manager City Growth and Development, Kylie Bennetts, General Manager Community Wellbeing and Inclusion, Lachlan Johnson, General Manager, Operations and Infrastructure, Claire Stevens, General Manager Organisational Capability and Experience, Robyn Borley, Director Governance and Performance, Simon Hill, Executive Manager Waste and City Maintenance, Mark Thompson, Manager Parks and Infrastructure Maintenance, Scott Parkinson, Acting Manager City Development, Shane Walden, Consultant Project Officer Parks and Trees, Vicki Tuchtan, Manager Property and Assets, James Gullan, Head of Governance and Advocacy, Emily Williams, Senior Council Business Advisor, Joshua Vearing, Council Business Advisor.
The Council respectfully acknowledges the Traditional Owners and Custodians of the Kulin Nation. We acknowledge their legacy and spiritual connection to the land and waterways across the City of Port Phillip and pay our heartfelt respect to their Elders, past, present, and emerging.
1. Apologies
Nil.
2. Confirmation of Minutes
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That the minutes of the Meeting of the Port Phillip City Council held on 24 September 2025 and the Special Meeting of the Port Phillip City Council held on 8 October 2025 be confirmed. A vote was taken and the MOTION was CARRIED unanimously. |
3. DECLARATIONS OF CONFLICTS OF INTEREST
Chris Carroll, Chief Executive Officer declared a conflict of interest in relation to item 11.2 Presentation of Annual Report - Palais Theatre (Year 8) due to a family member working for a competitor within the same industry as Live Nation. Although the report does not include commercially sensitive material, the CEO confirmed that they were not involved in the preparation of the report, but has declared the conflict out of abundance of caution.
ACKNOWELDEMNET - LACHLAN JOHNSON
The Mayor recognised the service of outgoing General Manager Operations and Infrastructure, Lachlan Johnson, to the City of Port Phillip and invited the Chief Executive Officer to say a few words.
Chris Carroll, Chief Executive Officer acknowledged Lachlan Johnson’s last meeting after 8 years of dedicated service to the City of Port Phillip. Lachlan joined us in 2017 as Manager of Project Services and quickly made their mark, transforming our project delivery services to be a sector leader and leading the delivery of some iconic projects for our City, including Kirrip Park in Fishermans Bend and the reconstruction of the South Melbourne Life Saving Club. Since 2019, Lachlan has held several senior roles across Operations, Waste Transformation, and Project Delivery and in 2023 was appointed as General Manager, Operations & Infrastructure. Lachlan has played a key role in many major initiatives - from the Customer Experience Program and the new pocket park outside the Palais Theatre and Luna Park, to transforming how we deliver waste and maintenance services.
On behalf of Council, the CEO thanked Lachlan for their service and wished them all the best for their future endeavours.
4. PUBLIC QUESTION TIME and submissions
Public Questions are summarised below. The submissions were made verbally and can be listened to in full on our website: http://webcast.portphillip.vic.gov.au/archivephp.
Public Question Time:
· Lisa Milburn: The trees in Gourlay Street Balaclava are covered in a black sooty mould, which is causing the trees to be very stressed and very unsightly. Can Council confirm if there are plans to replace or fix the trees and what sort of priority is being given to address the issue of those trees as they have been in this state for some years now. I am concerned with ongoing maintenance of the trees because there is very little water and rainfall, so whatever the fix or replacement is, there needs to be consideration for the watering system, otherwise they will continue to be stressed and susceptible to diseases. I know that we have the Urban Forest Strategy including Greening, I am hoping that there is some priority within this strategy for the trees on Gourlay Street.
Mark Thompson, Manager Parks and Infrastructure Maintenance advised that a cursory inspection of Gourlay Street, Balaclava has identified a number of trees that have been severely impacted by sooty mould and our internal assessment show that many trees require action. Council arborists will complete a thorough inspection of trees in Gourlay Street to identify any necessary works. These works may include a treatment program for the sooty mould or removal and replacement of unviable trees, or pruning to gain appropriate clearances over the footpath and roadway where necessary. These will be scheduled where appropriate and the works will be carried out as soon as possible. Within Council’s assessment of any replacement trees, Council will consider the suitable of the current species in achieving greening objectives and will align with Greening Balaclava and St Kilda East Urban Forest Precinct Plan.
· Jon Webster: Given the City of Melbourne has introduced Community Safety Officers to patrol the streets and the record crime levels in Victoria at the moment, does the City of Port Phillip have plans to introduce safety officers of its own in its crime hotspots?
Chris Carroll, Chief Executive Officer stated that Council already has a range of what we call Safety and Amenity officers that patrol the streets as part of the Local Laws team and Council has expanded that network of officers in recent years. Council has looked at what the City of Melbourne has done and believe that in part it is a renaming of their Local Laws officers and a possible extension of their scope of work that they do, but we are looking into what learnings can be made from other places, and any necessary changes as part of the finalisation of the Community Safety Plan which will be reported back to Council. Council has had an extensive network of officers supporting community safety and local laws enforcement for an extended period of time and we have recently increased the team within that space.
Council Report Submissions:
Item 6.1 Petition – Bus Route 606 Service Frequency Elsternwick-Port Melbourne
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· Jenni Roper |
Item 9.1 Contract Award RFT000348 – Kerbside Collection Services
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· Michael Barrett |
Item 10.1 Contract Award RFT000357 – Open Space Maintenance Contract
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· Adrian King |
5. Councillor question time
· Councillor Thomann: Residents have contacted me regarding two trees that are scheduled for removal in Robe Street. Are there any other practices, other than placing signage of trees to be removed, in order to alert residents?
Mark Thompson, Manager Parks and Infrastructure Maintenance stated that the tree removal process is contained within the signage which includes a link to Council’s website which explains how residents can object to tree removals. In relation to the removal of trees of Robe Street, Council arborists have met with several residents of the street and had positive feedback after explaining the structural integrity of two trees. If Council were to trim the trees and remove the limbs of the tree it would be structurally unsound, hence why the complete removal of the trees is necessary.
Councillor Thomann followed up to ask if there is a process where residents can be notified before they come to the relevant ward Councillor?
Mark Thompson, Manager Parks and Infrastructure Maintenance stated that the notice on each tree being removed has a barcode which links directly to Council’s website appeals process for tree removals.
· Councillor Makin: The state government has released the Fishermans Bend Integrated Transport Plan, that transport plan includes three horizons including one deemed immediate and two others deemed mid-term and long-term. Does Council have any indication of the timing of each of those horizons and what the triggers are as we go from one horizon to the next?
Brian Tee, General Manager City Growth & Development stated that the Fishermans Bend Integrated Transport Plan was released on 29 September 2025 and it has the three horizons. Horizon one doesn’t specify that it is an immediate priority and that is focused on bus services and active travel improvements. Horizon two prioritises the tram extension, and horizon three focuses on the new heavy rail tunnel and identifies it is anticipated to be delivered in line with the completion of Fishermans Bend in the 2050’s. There is no clarification on the timelines for the individual horizons which has been provided by the State Government which is in contrast to the previous Fishermans Bend framework which identified timelines for both the train and tram.
· Councillor Halliday: The State Government has recently introduced a regulation requiring a permit for the lopping of trees on private property. How is Council managing implementation of this new rule and informing residents of the requirements?
Scott Parkinson, Acting Manager City Development stated that a new clause was introduced to all planning schemes on 15 September 2025 via amendment VC289. The new clause requires a planning permit to remove, destroy or lop a canopy tree in residential zones. Controls include a range of exemptions which Council is currently reviewing. The provisions also include transitional arrangements, which mean they only apply to new applications. Council is currently in the process of working with Council’s arborists to interpret the new controls and determine how to communicate information to residents. This will be through information published on Council’s website incorporated into the assessment of new planning applications which will be likely as part of the request for further information.
6. Petitions and Joint Letters
7. Presentation of CEO Report
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PURPOSE 1.1 To provide Council with a regular update from the Chief Executive Officer regarding Council’s activities and performance. |
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That Council: 3.1 Notes the CEO Report – August 2025 Issue 121 (provided as Attachment 1). 3.2 Authorises the CEO, or their delegate, to make minor editorial amendments that do not substantially alter the content of the report. A vote was taken and the MOTION was CARRIED unanimously. |
8. A Healthy and Connected Community
Nil.
9. An Environmentally Sustainable and Resilient City
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PURPOSE 1.1 To present the report of the Tender Evaluation Panel (TEP) for RFT000348 Kerbside Collection Services and to present the report on the negotiated contract extension for Contract 001234 – Waste Services. 1.2 To recommend to Council to extend the contract with Cleanaway Waste Management Pty Ltd (Cleanaway) (ABN 74 101 155 220) for a period of four (4) years, with a further three (3) year extension available by mutual agreement. 1.3 To present comparative alternative delivery model for kerbside collection services and the findings of Council’s Best Alternative to a Negotiated Agreement (BATNA) analysis. |
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That Council: 3.1 Notes the extraordinary circumstances under which this decision is being made following a public tender process in which the incumbent contractor and tenderer acquired the other tenderer mid tender evaluation. 3.2 Notes the outcomes of RFT000348 and determine not award a tender and advise the tenderer accordingly. 3.3 Extends Contract 001234 Waste Services Part A: Kerbside Services (Waste & Recycling) for a period of four (4) years, with the option of a further three (3) year extension by agreement, at an estimated cost of $47,888,000 (ex GST) for the four-year period. 3.4 Delegates the authority to the Chief Executive Officer, or their delegate, to execute the Deed of Variation for the four (4) year contract extension on behalf of Council and to execute the three (3) year contract extension by mutual agreement. A vote was taken and the MOTION was CARRIED unanimously. |
10. A Safe and Liveable City
The Mayor adjourned the meeting for a break at 8:11pm
The meeting resumed at 8:25pm
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10.3 Contract Award RFT000347 - Middle Park Beach Renourishment |
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PURPOSE 1.1 To present the report of the Tender Evaluation Panel (“TEP”) for Tender RFT000347, PJ1820 Middle Park Beach Renourishment and to recommend the awarding of the Contract to Hall Contracting Pty Ltd for a total award value of $1,333,808.19 excluding GST ($1,467,189.01 including GST). |
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That Council: 3.1 Award tender RFT000347 to Hall Contracting Pty Ltd for a total award value of $1,333,808.19 excluding GST ($1,467,189.01 including GST). 3.2 Approves contingency value outlined in Confidential Attachment No. 1. 3.3 Authorises the Chief Executive Officer (or their delegate) to approve variations up to the total proposed approval amount, including contingency, outlined in Confidential Attachment No. 1. 3.4 Notes that the works are expected to be undertaken in 2026 winter and are estimated to take approximately six (6) weeks, but that the unpredictability of weather and wave conditions may impact the overall timeline. 3.5 Delegates the authority to the Chief Executive Officer to execute the Contract Document on behalf of Council. A vote was taken and the MOTION was CARRIED unanimously. |
11. A Vibrant and Thriving Community
12. An Engaged and Empowered Community
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12.1 S6 Delegation - Council to Officers under the Planning and Environment Act 1987 |
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PURPOSE 1.1 To present to Council an updated S6 Instrument of Delegation from Council to Members of Council Staff |
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Councillor Jay moved an Alternate Motion to the officers recommendation to remove item 3.6 from the recommendation: Moved Crs Jay/Mears That Council: 3.1 Delegates to the members of Council staff holding, acting in or performing the duties of the offices or positions referred to in the S6 Instrument of Delegation from Council to Members of Council Staff (Attachment 1) the powers, duties and functions set out in that Instrument, subject to the conditions and limitations specified in that instrument. 3.2 The Common Seal of Council be affixed to the S6 Instrument of Delegation from Council to Members of Council Staff. 3.3 Notes that the S6 Instrument of Delegation comes into force immediately upon resolution and remains in force until Council determines to vary or revoke it. 3.4 On coming into force the previous S6 Instrument of Delegation from Council to Members of Council Staff (dated 2 July 2025) is revoked. 3.5 On coming into force revokes the Fishermans Bend Protocol adopted at the 28 July 2015 Ordinary Meeting of Council.
3.7 Notes that the duties and functions set out in the Instrument must be performed, and the powers set out in the Instrument of Delegation must be executed, in accordance with any policies of Council that it may from time to time adopt. 3.8 Authorises the CEO, or their delegate, to make administrative changes to the document to correct any titles and typographical errors, to enable the documents to be appropriately sealed. A vote was taken and the MOTION was lost. FOR: Crs Jay, Mears, Hardy and Cunsolo AGAINST: Crs Makin, Thomann, Crawford, Buckingham and Halliday
The Mayor foreshadowed they would move the officers recommendation in the event that the alternate motion failed.
FORSHADOWED MOTION Moved Crs Crawford/Makin That Council: 3.1 Delegates to the members of Council staff holding, acting in or performing the duties of the offices or positions referred to in the S6 Instrument of Delegation from Council to Members of Council Staff (Attachment 1) the powers, duties and functions set out in that Instrument, subject to the conditions and limitations specified in that instrument. 3.2 The Common Seal of Council be affixed to the S6 Instrument of Delegation from Council to Members of Council Staff. 3.3 Notes that the S6 Instrument of Delegation comes into force immediately upon resolution and remains in force until Council determines to vary or revoke it. 3.4 On coming into force the previous S6 Instrument of Delegation from Council to Members of Council Staff (dated 2 July 2025) is revoked. 3.5 On coming into force revokes the Fishermans Bend Protocol adopted at the 28 July 2015 Ordinary Meeting of Council. 3.6 On coming into force revokes the Design and Development Overlay 26 Protocol adopted at the 2 August 2017 Ordinary Meeting of Council in respect of new planning permit applications that exceed six storeys in height in the area covered by Sub Precinct 2 in Schedule 26 to the Design and Development Overlay in the Port Phillip Planning Scheme, for the St Kilda Road North Precinct. 3.7 Notes that the duties and functions set out in the Instrument must be performed, and the powers set out in the Instrument of Delegation must be executed, in accordance with any policies of Council that it may from time to time adopt. 3.8 Authorises the CEO, or their delegate, to make administrative changes to the document to correct any titles and typographical errors, to enable the documents to be appropriately sealed. A vote was taken and the MOTION was carried. FOR: Crs Makin, Thomann, Crawford, Buckingham, Halliday and Cunsolo AGAINST: Crs Jay, Mears and Hardy |
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PURPOSE 1.1 To report on the expenses incurred by Councillors during September 2025 in accordance with the Councillor Expenses and Support Policy. |
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That Council: 3.1 Notes the monthly Councillor expenses report for September 2025 (attachment 1) and that this will be made available on Council’s website. A vote was taken and the MOTION was CARRIED unanimously. |
13. A Trusted and High-Performing Organisation
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13.3 Proposed Property Lease - 14A Ferrars Place South Melbourne VIC 3205 |
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PURPOSE 1.1 To propose that the Memorial Hall at 14A Ferrars Place, South Melbourne be leased to Returned & Services League of Australia (Victorian Branch) Hellenic Sub Branch Incorporated (RSL Hellenic SM) for a term of ten (10) years and to seek approval to call for public feedback on that proposal. |
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That Council: 3.1 Commences the statutory procedures under section 115 of the Local Government Act 2020 (“Act”) to enter into a lease with Returned & Services League of Australia (Victorian Branch) Hellenic Sub Branch Incorporated for the occupation of the Memorial Hall facility at 14A Ferrars Place, South Melbourne, on the following terms: total term of no greater than ten (10) years, with a commencing annual rental of $488 plus GST. 3.2 Authorises the Chief Executive Officer, or their delegate, to undertake the administrative procedures necessary to enable Council to carry out its functions under section 115(4) of the Act in relation to community engagement on the lease proposed, including giving public notice in ‘The Age’ newspaper and on its website. 3.3 Following the consideration of any submissions, receives a further report at a future meeting of Council. A vote was taken and the MOTION was CARRIED unanimously. |
The Mayor adjourned the meeting for a break at 9:32pm.
The meeting resumed at 9:37pm
14. Notices of Motion
EXTENSION OF TIME
Moved Crs Jay/Makin
That council in line with provision 10.2 of the governance rules extends the meeting on 15 October by 30 minutes (until 10.30pm).
A vote was taken and the MOTION was CARRIED unanimously.
15. Reports by Councillor Delegates
Nil.
16. URGENT BUSINESS
Nil.
17. Confidential Matters
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That Council resolves to move into confidential to deal with the following matters pursuant to section 66(2) of the Local Government Act 2020: 17.1 Contract Award RFT000363 - South Melbourne Market Project Connect - Principal Design Consultant 3(1)(a) Council business information, being information that would prejudice the Council's position in commercial negotiations if prematurely released 3(1)(g(ii)) private commercial information, being information provided by a business, commercial or financial undertaking that if released, would unreasonably expose the business, commercial or financial undertaking to disadvantage. Reason: This report contains estimated contract sums payable to the consultant for future packages of work. The disclosure of these budgeted figures would limit Council's ability to achieve competitive pricing in the future. Additionally, the report contains information on the estimated construction value for packages of work at the market, with these estimates linked to the consultant's fee. The disclosure of this information could enable future tenderers for the building works to consider it in their submissions A vote was taken and the MOTION was CARRIED unanimously. |
The meeting closed to members of the public at 10:03pm.
The meeting reopened to members of the public at 10:20pm.
As there was no further business the meeting closed at 10:20pm.
Chairperson ________________________________________