Agenda of Extraordinary Council Meeting - Wednesday, 26 November 2025

Extraordinary Council Meeting Agenda 26 November 2025

6. Appointment of a Second Temporary Chairperson

Council’s Governance Rule – Election of the Mayor and Deputy Mayor states that the Chief Executive Officer, as first temporary Chairperson, must invite nominations for a second temporary Chairperson, which do not need to be seconded.

The second temporary Chairperson will be responsible for chairing the Mayoral term.

Following the nomination process, the Chief Executive Officer calls for a motion to appoint a second temporary Chairperson.

Officer Recommendation

That Cr _______________ be nominated as second temporary Chairperson.

The second temporary Chairperson will assume the Chair.

7. Mayoral Term

In accordance with Section 26(3) of the Local Government Act 2020 a Council must before the election of the Mayor, determine by resolution whether the Mayor is to be elected for a 1 year or a 2 year term.

Nillumbik has traditionally elected a Mayor for a 1 year term.

Officer Recommendation

That Council resolves to elect the Mayor for a term of __________ year/s.

The second temporary Chairperson vacates the Chair and the Chief Executive Officer will assume the Chair for the Election of the Mayor.

8. Election of Mayor

The Local Government Act 2020 (the Act) requires the Councillors to elect a Councillor to be the Mayor of the Council. Any Councillor is eligible for election to the Office of Mayor. The election of the Mayor must be chaired by the Chief Executive Officer and conducted in accordance with section 25 of the Act and Council’s Governance Rules.

The Mayor must be elected by an absolute majority vote.

The Mayor is responsible for leading the Council and has a number of roles which are both legislative and functional. The legislative requirements are outlined in Division 3 of the Act. The Act states that Council must elect a Mayor at a meeting that is open to the public no later than one month after the date of a general election.

The Mayoral position is responsible for leading the Council. The Mayor has responsibilities towards, and is accountable to, all Councillors and the Mayor’s leadership style should reflect this.

Section 18 of the Act outlines the role and specific powers of the Mayor to:

· chair Council meetings;

· be the principal spokesperson for the Council;

· lead engagement with the municipal community on the development of the Council Plan;

· report to the municipal community, at least once each year, on the implementation of the Council Plan;

· promote behaviour among Councillors that meets the standards of conduct set out in the Councillor Code of Conduct;

· assist Councillors to understand their role;

· take a leadership role in ensuring the regular review of the performance of the Chief Executive Officer;

· provide advice to the Chief Executive Officer when the Chief Executive Officer is setting the agenda for Council meetings; and

· perform civic and ceremonial duties on behalf of the Council.

In addition to the role outlined above, specific powers of the Mayor (section 19 of the Act) include:

· to appoint a Councillor to be the chair of a delegated committee;

· to direct a Councillor, subject to any procedures or limitations specified in the Governance Rules, to leave a Council meeting if the behaviour of the Councillor is preventing the Council from conducting its business;

· to require the Chief Executive Officer to report to the Council on the implementation of a Council decision.

The Mayor’s role, however, extends well beyond officiating at Council Meetings or other municipal proceedings. Additional important roles are providing leadership, promoting positive relationships, and modelling good governance.

The Mayoral term commences from this meeting and becomes vacant at the time and on the day of the election of the next Mayor.

The Chief Executive Officer calls for nominations for the Office of Mayor, nominations must be seconded.

Recommendation

That Cr _______________ be elected Mayor of Nillumbik Shire Council for the 2025/2026 Council year.

The elected Mayor will assume the Chair.

9. Election of Deputy Mayor

The Local Government Act 2020 (the Act) outlines that Council may establish an office of Deputy Mayor (s20A) and if an office of Deputy Mayor is established, the legislative requirements of the Deputy Mayor are provided in Sections 21 and 27 of the Act.

The Act states the Deputy Mayor must undertake the role of the Mayor if:

· the Mayor is unable for any reason to attend a Council meeting or part of a Council meeting; or

· the Mayor is incapable of performing the duties of the office of Mayor for any reason, including illness; or

· the office of Mayor is vacant.

Should Council not elect a Deputy Mayor, it must appoint an Acting Mayor in the above circumstances.

The term of a Deputy Mayor is identical to the term of the Mayor as resolved by Council.

On 7 March 2022, in accordance with section 23A of the Victorian Independent Remuneration Tribunal and Improving Parliamentary Standards Act 2019 (Vic), the Tribunal made the Allowance payable to Mayors, Deputy Mayors and Councillors (Victoria) Determination No. 01/2022.

The Determination applies to all Mayors, Deputy Mayors and Councillors in all Victorian Councils.

In accordance with the determination the Deputy Mayor is entitled to an additional allowance,

The Mayor calls for nominations for the office of Deputy Mayor, nominations do need to be seconded.

Officer Recommendation

That Cr _______________ be elected Deputy Mayor of Nillumbik Shire Council for the 2025/2026 Council year.

10. Appointment of Chairpersons to Delegated Committee

Planning and Consultation Committee (the Committee) has delegated powers from Council to determine any issue, take any action or do any act or thing as set out in the Instrument of Delegation.

The Committee was established by Council on 23 February 2021 and effective on 11 March 2021, with all seven Councillors being appointed to Committee.

The current Instrument of Delegation for the Committee and the Terms of Reference were adopted by Council on 29 July 2025.

The scope of the Committee’s responsibilities includes all matters within the following portfolio areas

· Planning

- Planning applications

- Land-use planning policy

- Planning scheme and amendments

(excluding adoption or abandonment of amendments, which must be determined by Council)

· Consultation

- Section 223 process

- Community Engagement

Meetings are usually held on the second Tuesday of each month at 7pm.

Unless otherwise notified, meetings will be held at the Civic Centre, Civic Drive, Greensborough.

The Mayor calls for nominations for the Chairperson for Planning Matters.

Officer Recommendation

That Cr _______________ to act as Chairperson for Planning Matters before the Planning and Consultation Committee for the 2025/2026 Council year.

The Mayor calls for nominations for the Chairperson for Consultation Matters.

Officer Recommendation

That Cr _______________ to act as Chairperson for Consultation Matters before the Planning and Consultation Committee for the 2025/2026 Council year.

11. Appointment of Councillors to Internal Committees

Council has a range of advisory committees which provide an important mechanism for consultation with the community and key stakeholders. Advisory committees provide advice to Council but do not make formal decisions.

Council appoints Councillors as representatives on its advisory committees and reviews these appointments annually.

Officer Recommendation

That Council appoints Councillors as listed below as its representatives on advisory committees for the 2025/2026 Council year:

Advisory Committee	Councillor(s) appointed
Arts and Cultural Advisory Committee	Cr ________________ (Chair) Cr ________________ (Deputy Chair)
Audit and Risk Committee	Cr ________________ (Mayor of the day) Cr ________________ (Deputy Mayor)
CEO Employment Matters Advisory Committee	All Councillors
Economic Development Advisory Committee	Cr ________________ (Chair) Cr ________________ (Alternate Chair)
Environment and Sustainability Advisory Committee	Cr ________________ (Chair) Cr ________________ (Alternate Chair)
Health and Wellbeing Advisory Committee	Cr ________________ (Chair) Cr ________________
Inclusion and Access Advisory Committee	Cr ________________ (Chair) Cr ________________
Living & Learning Advisory Committee	Cr ________________ (Chair) Cr ________________
Positive Ageing Advisory Committee	Cr ________________ (Chair) Cr ________________
Recreation Trails Advisory Committee	Cr ________________ (Chair) Cr ________________ (Alternate Chair)
Nillumbik Youth Council	Cr ________________ Youth Council Mayor chairs the meetings

12. Appointment of Councillors to External Committees

Council is a member or participant in a range of external organisations at a local, regional or sector level.

Councillors are appointed to represent Council as delegates to those organisations. In some cases, an alternate is also appointed who can attend if the primary Councillor is not available.

Recommendation

That Council appoints Councillors as listed below as its delegates to external organisations for the 2025/2026 Council year:

External Organisation	Councillor(s) appointed
Diamond Creek Traders' Association	Cr ________________ Cr ________________
Eltham Chamber of Commerce and Industry	Cr ________________ Cr ________________ Cr ________________
Hurstbridge Traders' Association	Cr ________________ Cr ________________(Proxy)
Interface Councils Group	Cr ________________ (Mayor of the day) Cr ________________ (Deputy Mayor Proxy)
Metropolitan Transport Forum Inc.	Cr ________________ Cr ________________ (Proxy)
Municipal Association of Victoria	Cr ________________ Cr ________________ (Proxy)
Nillumbik Reconciliation Group NRG will allow proxy to attend if Councillor Representative can’t attend.	Cr ________________ Cr ________________(Proxy)
Nillumbik Tourism and Business	Cr ________________ Cr ________________(Proxy)
Northern Alliance for Greenhouse Action	Cr ________________ Cr ________________ (Proxy)
Northern Council Alliance	Cr ________________ Cr ________________ Proxy
Victorian Local Governance Association	Cr ________________ Cr ________________ (Proxy)
Yarra Plenty Regional Library Board	Cr ________________ Cr ________________ Director Communities (Proxy)

13. Delegated Committee and Council meeting schedule for 2026

It is recommended the arrangements for the 2026 meeting cycle be as follows:

· Meetings occur on Tuesday nights throughout the year unless otherwise notified.

· The Delegated Committee meeting will commence at 7.00pm, usually on the second Tuesday of each month unless otherwise notified.

· Council meetings will commence at 7.00pm, usually on the fourth Tuesday of each month unless otherwise notified.

· Unless otherwise notified, meetings will be held at the Civic Centre, Civic Drive, Greensborough.

· At least one week of each school holidays has been left free of meetings.

Following consultation with Councillors, the 2026 meeting schedule listed in the table below is recommended.

Officer Recommendation

That Council:

1. Adopts and advertises the Delegated Committee and Council Meeting schedule for the 2026 Council year as listed below:

Delegated Committee	Council Meeting
10 February 2026	24 February 2026
10 March 2026	24 March 2026
14 April 2026	28 April 2026
12 May 2026	26 May 2026
9 June 2026	23 June 2026
14 July 2026	28 July 2026
11 August 2026	25 August 2026
8 September 2026	29 September 2026
13 October 2026	27 October 2026
10 November 2026	24 November 2026
	8 December 2026

2. Endorses that the 2027 Citizenship Ceremony is to be held on Tuesday 27 January 2027.

3. Resolves that an Extraordinary Council Meeting be held on Wednesday 25 November 2026 to consider;

· Appointment of a Second Temporary Chairperson

· Mayoral term for the 2026/2027 Council year

· Election of the Mayor for the 2026/2027 Council year

· Election of the Deputy Mayor for the 2026/2027 Council year

· Appointment of Chairpersons to the Planning and Consultation Committee for the 2026/2027 Council year

· Councillor appointments to Advisory Committees

· Council appointments to external organisations

· Council Meeting and Delegated Committee Meeting dates for 2027

· Endorsement of the Citizenship Ceremony date for 2028.

14. Address by the Mayor and Deputy Mayor

The Mayor and Deputy Mayor to address the meeting.

15. Close of meeting

Cr Kelly Joy Edendale Ward				Cr Peter Perkins Ellis Ward
Cr Naomi Joiner Bunjil Ward (Deputy Mayor)				Cr Kim Cope Sugarloaf Ward
Cr Grant Brooker Blue Lake Ward				Cr Kate McKay Swipers Gully Ward Cr John Dumaresq (Mayor) Wingrove Ward
Katia Croce Manager Governance and Property	Blaga Naumoski Director Governance Communications and Community Safety	Temporary Chairperson / Mayor once elected	Carl Cowie Chief Executive Officer