2014 Maroondah Logo RGB.jpg

 

 

 

 

 

Councillor

(as addressed)

 

 

 

The next Council Meeting will be held in the Council Chamber, Braeside Avenue, Ringwood, on Monday 27 April 2015, commencing at 7:30pm and your presence is requested.

 

 

Yours faithfully

 

SKozlows.jpg

 

Steve Kozlowski

CHIEF EXECUTIVE OFFICER

 

 

Logo2

Council Chamber
is fitted with a Hearing Aid Induction Loop

 

Switch Hearing Aid to ‘T’ for Reception

 

City Offices

Braeside Avenue, Ringwood, 3134

Postal

PO Box 156, Ringwood 3134

DX 38068, Ringwood

Telephone

1300 88 22 33

 

 

Facsimile

Email

Web

 

Service Centres

Translating and Interpreting Service (TIS): 131 450

National Relay Service (NRS): 133 677

(03) 9298 4345

maroondah@maroondah.vic.gov.au

www.maroondah.vic.gov.au

 

Croydon: Civic Square

Ringwood: 1 Civic Place, Ringwood

 


 

 

 

 

 

 

 


ORDER OF BUSINESS

1.       Prayer

2.       Acknowledgment of Country

3.       Apologies 

4.       Declaration of Interests

5.       Confirmation of Minutes of the Ordinary Council Meeting held on Monday 23 March 2015.

6.       Public Questions

7.       Officers’ Reports

Director Corporate Services

1.       Attendance Reports                                                                                                   4

2.       Reports of Assembly of Councillors                                                                           6

3.       Councillor Representation Reports                                                                          11

4.       Conferring of Honour - Keys to the City                                                                  18

5.       Audit & Risk Advisory Committee Report                                                                 20

6.       Financial Report: Eight Months Ending 28 February 2015                                       22

7.       Authorised Signatories - Payments, Funds Transfers & Investments                       60

8.       Delegations Food Act 1984                                                                                      64

9.       Municipal Association of Victoria State Council Meeting - Motions                           77

10.     Australian Local Government Association (ALGA) National General Assembly of Local Government - Motions                                                                                             94

Acting Director Planning & Community

1.       Streetlight Ministries Petition                                                                                    97

2.       Planning Expenditure & Application Fees                                                               102

3.       Community Facility Lease Agreement - Enjoying Planned
Retirement Inc                                                                                                      
105

Director Operations, Infrastructure & Leisure

1.       Community Facilities Lease Agreements for Girl Guides Association of Victoria.   108

2.       Aquanation Progress and Official Opening Dates                                                  111  

8.       Documents for Sealing

1.       Letters under Seal - Dorothy Faulkner & Therese Guelen                                     114  

9.       Motions to Review  

10.     Late Item

11.     Requests / Leave of Absence


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Attendance Reports

Item 1

 

Purpose

To provide an opportunity for Councillors to report on Council activities undertaken since the last Ordinary Meeting of Council and forthcoming ward activities.

Strategic / policy issues

The following directions contained in the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report:

 

Outcome Area:  A well governed and empowered community

 

Our Vision:  Maroondah is an effectively empowered community that is actively engaged in Council decision making through processes that ensure their voice is heard and considered.  Council provides strong and responsive leadership, ensures transparent processes and works with the community to advocate and champion their needs

Key Directions 2014 – 2015:

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable

Background

Not Applicable

Issue / discussion

It is intended that the Mayor and Councillors be given the opportunity to present a verbal or written report updating Council on the activities they have undertaken in their role as Councillors and forthcoming ward activities.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is appropriate that Councillors formally report to Council upon the activities they have undertaken in their role as Councillors.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL RECEIVES AND NOTES THE REPORTS AS PRESENTED BY COUNCILLORS

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Reports of Assembly of Councillors

Item 2

 

Purpose

To present the ‘Public Record’ of those Assembly of Councillors briefings which are attended by all Councillors and generally held on Monday evenings at the City Offices Ringwood, usually two weeks prior to the formal Council Meeting, and to note the issues discussed.

Strategic / policy issues

The following directions contained in the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report:

 

Outcome Area:  A well governed and empowered community

 

Our Vision:  Maroondah is an effectively empowered community that is actively engaged in Council decision making through processes that ensure their voice is heard and considered.  Council provides strong and responsive leadership, ensures transparent processes and works with the community to advocate and champion their needs

Key Directions 2014 – 2015:

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable

Background

An Assembly of Councillors, as defined under the Local Government Act 1989 [s.3], is a planned or scheduled meeting, comprising at least five (5) Councillors and one (1) member of Council staff, that considers matters that are intended or likely to be:

 

·        the subject of a decision of the Council; or

·        subject to the exercise of a delegated function, duty or power of Council

Examples of an Assembly of Councillors may include:

 

·        Councillor Briefings (which are attended by all Councillors and generally held on Monday evenings),

·        On-site inspections,

·        Consultative Meetings with residents, developers, consultants,

·        Panel Hearings conducted under s223 of the Act,

·        Meetings with local organisations, Government Departments, statutory authorities, and local politicians

Issue / discussion

As part of decision making processes at Maroondah, it is essential that Councillors are briefed on a range of issues which come before Council for consideration.  As a means of providing this information, Assembly of Councillors briefings are conducted.

 

Assemblies are also attended by Council Officers, and sometimes other specific advisors, to provide Councillors with a detailed knowledge and understanding of issues under consideration to a level of detail that would inhibit timely decision-making, that would not be possible in an open Council meeting, where decision-making related debate is governed by strict meeting procedures.

 

The intent of this report is to present the ‘Public Record’ of those Assembly of Councillors briefings which are attended by all Councillors and generally held on Monday evenings, and to note the items discussed.  This information is already available to the public upon request in accordance with the Local Government Act [s.80A].

 

This report and attachments formally table the information items previously covered by Councillors.

 

The ‘Public Record’ of the Assembly of Councillors briefings held on 23 March and 13 April 2015 are attached for information.

 

The items contained therein were noted.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

Assembly of Councillors briefings are important forums for advice and discussion, on what are often complex issues facing the municipality, in the lead up to formal decisions being made by Councillors at Council Meetings.  At Assemblies, or outside them, Councillors also have the opportunity of requesting additional information to assist in the decision making process.

 

It is appropriate that the ‘Public Record’ of those Assembly of Councillors briefings which are attended by all Councillors and generally held on Monday evenings at the City Offices Ringwood, usually two weeks prior to the formal Council Meeting, be noted at a formal meeting of Council.

 

 

Attachments

1.

2015 March 23 - Assembly of Councillors - Public Record

2.

2015 April 13 - Assembly of Councillors - Public Record

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL RECEIVES AND NOTES THE PUBLIC RECORD OF THE ASSEMBLY OF COUNCILLORS BRIEFINGS HELD 23 MARCH AND 13 APRIL 2015

 


ATTACHMENT No: 1 - 2015 March 23 - Assembly of Councillors - Public Record

 

Item  2

 

2014 Maroondah Logo RGB.jpg

 

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

 

Assembly Details:

 

 

 

 

 

Date: Monday 23 March 2015

Time: 6:00pm

Location: Meeting Room 4, Braeside Avenue, Ringwood

 

 

 

Attendees:

 

 

 

 

 

Councillors

 

 

Cr Tony Dib, JP

Cr Nora Lamont

Cr Les Willmott, JP

Cr Christina Gleeson

Cr Mary-Anne Lowe

Cr Liam Fitzgerald

 

 

Cr Rob Steane

 

 

 

Council Officers:

 

 

Steve Kozlowski

Chief Executive Officer

Marianne Di Giallonardo

Director Corporate Services

Phil Turner

Director Planning & Community

Trevor Welsh

Director Operations, Infrastructure & Leisure

Tim Cocks

Manager Leisure                                                        Item 2

Ash Saward

Business & Marketing Manager Leisure                     Item 2

Alan Ellis

Manager, Finance & Governance                               Item 3

Antonia Heward

Education Officer – Waste Department                      Item 3

Grant Meyer

Manager Integrated Planning                                     Item 4

Stephen Onans

Team Leader Governance

Others:

 

 

Karen Evans

Aquanation Consultant                                               Item 2

 

Apologies:

 

 

Councillors:

Cr Natalie Thomas, Cr Samantha Marks

Council Officers:

Nil

 

 

 

Conflict of Interest Disclosure:

 

Councillors:

Nil

 

Council Officers:

Nil

 

 

Matters Discussed:

## Confidential Item

 

1

Council Meeting Agenda

2

Aquanation Memberships & Pricing Update

3

Night Time Economy

4

MetroFund Grant Project
(Culturally & Linguistically Diverse communities in Multi-Unit Developments)

5

Community Assistance Fund

6

Items of a General Nature as Raised by Councillors

 

Record completed by:

Council Officer

Stephen Onans

Title

Team Leader Governance

 


ATTACHMENT No: 2 - 2015 April 13 - Assembly of Councillors - Public Record

 

Item  2

 

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

 

Assembly Details:

 

 

 

 

 

Date: Monday 13 April 2015

Time:

6:00pm Council Chamber

6:30pm Meeting Room 4

Location: Council Chamber & Meeting Room 4, Braeside Avenue, Ringwood

Attendees:

 

 

 

 

 

Councillors

 

 

Cr Tony Dib, JP

Cr Nora Lamont

Cr Les Willmott, JP

Cr Christina Gleeson

Cr Samantha Marks

Cr Liam Fitzgerald

Cr Natalie Thomas

Cr Mary-Anne Lowe

Cr Rob Steane

 

 

 

Council Officers:

 

 

Steve Kozlowski

Chief Executive Officer

Marianne Di Giallonardo

Director Corporate Services

Phil Turner

Director Planning & Community

Trevor Welsh

Director Operations, Infrastructure & Leisure

Grant Meyer

Manager Integrated Planning                                     Item 1

Tim Cocks

Manager Leisure                                                        Item 2

Karen Evans

Aquanation Consultant                                               Item 2

Ash Saward

Business & Marketing Manager                                  Item 2

Chris Zidak

Manager Business & Development                            Item 3

Stephen Onans

Team Leader Governance

Others:

 

 

Edwina Ricci                                        Croydon Chamber of Commerce                             Item 1

Greg Morton                                       Croydon Chamber of Commerce                             Item 1

Gail Woods                                         Croydon Chamber of Commerce                             Item 1

 

Apologies:

 

 

Councillors:

Nil

Council Officers:

Nil

Conflict of Interest Disclosure:

 

Councillors:

Nil

 

Council Officers:

Nil

 

 

Matters Discussed:

## Confidential Item

 

1

Maroondah City of Wellbeing

2

Aquanation Fees & Charges

3

EOI Co-Working Space - Innovation & BizHub at Realm

4

Streetlight Ministries

5

15 Hours of Kindergarten Funding

6

Community Assistance Fund

7

MAV & ALGA Motions

7A

Special Council Meeting 11 May 2015

8

Items of a General Nature as Raised by Councillors

 

Record completed by:

Council Officer

Stephen Onans

Title

Team Leader Governance


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Councillor Representation Reports

Item 3

 

Purpose

To receive and note the following meeting minutes and to provide an opportunity for Council’s representative to provide a further verbal report.

·        Maroondah Partners in Community Wellbeing Minutes held 23 February 2015

Strategic / policy issues

The following directions contained in the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report:

 

Outcome Area:  A well governed and empowered community

 

Our Vision:  Maroondah is an effectively empowered community that is actively engaged in Council decision making through processes that ensure their voice is heard and considered.  Council provides strong and responsive leadership, ensures transparent processes and works with the community to advocate and champion their needs

Key Directions 2014 – 2015:

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable.

Background

As part of Council's commitment to the principles and practice of good governance, it is appropriate that Councillors and the Community are formally updated on the actions and activities of the various organisations bodies/advisory groups upon which it is represented.

Issue / discussion

Council is represented on numerous Boards and Organisations. Appointments are made annually by Council at the commencement of the new Mayoral term in November.

 

Crs Lamont and Marks are Council’s representatives on the Maroondah Partners in Community Wellbeing Committee with Cr Lowe as substitute representative.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is appropriate that Councillors and the Community are formally updated on the actions and activities of the various organisations bodies/advisory groups upon which Council is represented.

 

 

Attachments

1.

Minutes - Partners in Community Welbeing Minutes 23 Feb 2015

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL RECEIVES AND NOTES THE MINUTES OF MAROONDAH PARTNERS IN COMMUNITY WELLBEING COMMITTEE HELD 23 FEBRUARY 2015

 


ATTACHMENT No: 1 - Minutes - Partners in Community Welbeing Minutes 23 Feb 2015

 

Item  3

 


 


 


 


 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Conferring of Honour - Keys to the City

Item 4

 

Purpose

For Council to consider presenting ‘Keys to the City’ in accordance with its policy re: Honours / Recognition of Milestones & Achievements.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area:  A well governed and empowered community.

 

Our Vision:  Maroondah is an effectively empowered community that is actively engaged in Council decision making through processes that ensure their voice is heard and considered.  Council provides strong and responsive leadership, ensures transparent processes and works with the community to advocate and champion their needs.

Key Directions 2014 – 2015:

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable.

 

More specifically, Council’s Honours / Recognition of Milestones & Achievements Policy sets a framework which enables Council to recognise milestone events within the City of Maroondah. The presenting of ‘Keys to the City’ is a means by which Council can bestow an honour upon an individual. It is an honour of distinction that carries no privileges; however, it is a means by which a distinguished man or woman is given recognition by a City. This traditional honour dates back to English medieval times. The practice is a variation on the ‘Freedom of the City’ tradition, and has a similar symbolic meaning; evoking medieval walled cities, the gates of which would be guarded during the day and locked at night and the Key, which symbolises the freedom of the recipient to enter and leave the city at will, as a trusted friend of city.

 

To date the City of Maroondah has not exercised this honour.

Background

Recently the Mayor advised that he will be hosting the following dignitaries, Mr. Nabil Nicolas & Mr. Abbas Hachem, who are Members of the Lebanese Parliament. Given the significance of these dignitaries, Councillors have indicated support to presenting the ‘Keys to the City’ to these distinguished visitors, and for the matter to be brought forward to the next Ordinary Meeting of Council for consideration.

Issue / discussion

The conferring of this honour meets the criteria of Council’s policy, which is:

·        Usually presented to high profile individuals, e.g. visiting celebrities/dignitaries or well known athletes, to allow residents to show their appreciation for a person or group achievement in a particular activity or field, and the 

·        Recipient/s to receive a Letter Under Seal from Council, to be presented by the Mayor at an appropriate function

Financial / economic issues

Arrangements will be made for an appropriate function to make the presentations.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is appropriate for Council to presents ‘Keys to the City’ to the visiting dignitaries in accordance with its policy re: Honours / Recognition of Milestones & Achievements.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL

1.       PRESENTS ‘KEYS TO THE CITY’ TO DIGNITARIES MR. NABIL NICOLAS AND MR. ABBAS HACHEM, WHO ARE MEMBERS OF THE LEBANESE PARLIAMENT AND WHOM WILL BE VISITING THE CITY OF MAROONDAH ON 4 MAY 2015

2.       SIGNS AND SEALS LETTERS OF WELCOME TO BE PRESENTED BY THE MAYOR

 

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Audit & Risk Advisory Committee Report

Item 5

 

Purpose

To report to Council on the outcomes of the Audit & Risk Advisory Committee Meeting held on 11 March 2015.

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community.

 

Vision Statement: In 2040, Maroondah will be an empowered community that is actively engaged in council decision making through processes that consider the needs and aspirations of all ages and population groups. Council will provide strong and responsive leadership, ensuring transparency, while working with the community to advocate for and ‘champion’ local needs.

 

Key Directions 2013-2017:

 

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable.

Background

Council’s Audit & Risk Advisory Committee consists of both Council and external representatives. The Mayor Tony Dib and Councillor Les Willmott are Council representatives on the Committee.

 

The external members are Dr John Purcell (chair), Mr Hugh Parkes and Mr Bruce Potgieter.

 

The Audit & Risk Advisory Committee Charter requires that this Committee report to Council on the findings and recommendations from its meetings. This report provides a summary of matters under consideration by the Audit & Risk Advisory Committee of the meeting held on Wednesday 11 March 2015.

Issue / discussion

The Audit & Risk Advisory Committee refers the following items to Council for information.

 

Quarterly Financial Report – 31 December 2014

 

The Quarterly Financial Report for the period ended 31 December 2014 was presented for the consideration and approval of the Audit & Risk Advisory Committee. An overview of the Second Quarter Statements was provided and answers given to a number of queries.

 

The Committee determined to advise Council that, following detailed examination and scrutiny of the Statements by the Committee it endorsed the report. This item was listed separately on the Council Notice Paper February 16 2015.

 

Other Items

 

A number of other Items were confidentially considered by the Audit & Risk Advisory Committee including: Internal Audit reports relative to Risk Management Framework, Tax & Superannuation Guarantee Compliance and Business Continuity Plan and Disaster Recovery Plans. There was an update on the Internal Audits 2013-2016 Status Report, a presentation on Hansen Asset Management Interfaces and the VAGO Audit Strategy for the year ending 30 June 2015.

Financial / economic issues

Council’s budget provides for the operation of the Audit & Risk Advisory Committee and for the completion of an Internal Audit Program.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

This report provides a summary of the outcomes of the Audit & Risk Advisory Committee meeting held on Wednesday 11 March 2015.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL RECEIVES AND NOTES THE REPORT FROM THE AUDIT & RISK ADVISORY COMMITTEE MEETING HELD ON WEDNESDAY 11 MARCH 2015

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Financial Report: Eight Months Ending 28 February 2015

Item 6

 

Purpose

To present the financial statements for the eight months ending 28 February 2015.

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community.

 

Vision Statement: In 2040, Maroondah will be an empowered community that is actively engaged in council decision making through processes that consider the needs and aspirations of all ages and population groups. Council will provide strong and responsive leadership, ensuring transparency, while working with the community to advocate for and ‘champion’ local needs.

 

Key Directions 2014-2015:

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable.

Background

In accordance with Sections 136, 137 and 138 of the Local Government Act 1989, Council is required each quarter to consider the financial performance of the municipality against budget for the year to date (YTD).

 

This requirement is not a substitute for the more frequent range of detailed financial reports that continue to be provided to Council management.

 

The attached financial statements contain an Income Statement (Operating Statement) and a Statement of Capital Works. The Income Statement is presented per accounting standards by nature.

 

The statements have been prepared on the basis of accrual accounting (i.e. including significant accruals) and non-consolidation (i.e. excludes the results of the Eastern Regional Library Corporation and Section 86 Committees of Management).

 

The statements provide comparisons between actual results and the YTD forecast budget.

Issue / discussion

The following is a summary of the financial position for the eight months ending 28 February 2015. A more detailed report is attached.


1.1 OPERATING PERFORMANCE

 

 

Forecast

YTD

YTD

YTD

Adopted

 

Budget

Budget

Actual

 Var

Budget

 

$’000

$’000

$’000

$’000

$’000

Operating

Revenue

108,645

97,891

98,013

122

107,218

Expenditure

(105,968)

(69,771)

(67,105)

2,666

(106,092)

Net surplus (deficit) from ordinary activities

2,677

28,120

30,908

2,788

1,126

Net gain (loss) on disposal of property

(93)

(162)

123

285

(93)

Capital

Grants & contributions

10,802

5,970

6,358

388

4,960

Net surplus (deficit)

13,386

33,928

37,389

3,461

5,993

 

For the eight months ended 28 February 2015 Council has recorded an operating surplus before capital revenue of $30.9 million, which is $2.79 million ahead of the year to date budget (This equates to a 2.6% variance on total budgeted turnover). The major contributing variances are:  (See also notes to Income Statement on pages 21 to 23 and Appendix B.)

·                User fees showing an unfavourable variance of $107k including Karralyka $100k (net position is $35k favourable), Children’s Services $58k and also Ringwood Golf $34k due to decreased activity when course was closed as a result of storm damage.

·                Cash in lieu for Open Space contributions are showing a favourable variance of $192k however developer’s contributions are $70k showing an unfavourable variance.

·                Interest received has a favourable variance of $157k mainly due to penalty interest for Rates of $106k.

·                Contractor payments for waste are under budget $187k mainly in the area of domestic waste collection $34k, green waste processing $34k and recyclables collection $27k.

·                Home Care contractor payments are presently $261k underspent.

The variances relate to timing and non timing differences and the forecast expected at 30 June 2015 is anticipated to be better than the adopted budgeted net surplus from ordinary activities. There is no element of the operating budget that causes concern.

 

The movement between the net surplus Adopted Budget of $5.9m and the Forecast of $13.4m mainly relates to the following (Refer to detailed reconciliation in Appendix A page 24):

·                Carried forward grants net $824k

·                Carried forward capital income $1,397k

·                New capital grant funding $4,444k

·                New and revised operating grant funding net $1,055k

·                Additional Waste supplementary rates $83k

·                Savings achieved as part of the mid-year review process of $486k

1.2     CAPITAL PERFORMANCE

 

 

Forecast

YTD

YTD

YTD

Adopted

Budget ##

 Budget

Actual #

 Var

Budget

$’000

$’000

$’000

$’000

$’000

Total capital works

55,765

34,910

31,427

3,483

41,211

#YTD Actual expenditure includes Carried Forwards              ##Forecast Budget expenditure includes Carried Forwards

 

The Forecast Budget includes carried forward works from 2013/14 of $8.8m, funding for new projects including:

·                State government funding from the Department of Transport, Planning & Local Infrastructure for the signalization of Bedford Road and Great Ryrie Street of $1.0 million;

·                Federal government funding from the Attorney-General’s Department for the installation of CCTV cameras in the Ringwood Metropolitan Activity Centre and East Ringwood of $400k;

·                and future years projects brought into current year including the redevelopment of the Norwood Family & Children’s Centre of $1.2 million and carpark Aquanation $700k.

Funding received in 2014/15 include contributions from Shire of Yarra Ranges for Colchester Road Stage 2 $745k, Federal Government funding of $4.5m for construction of Aquanation and State Government funding of $1.0m for Bedford/Great Ryrie signalization on project completion.

 

For the eight months ended 28 February 2015 Council has expended $31.4 million on the capital works program, which is $3.5 million behind the year to date budget. The variance is due mainly to:

·                Aquanation $491k behind;

·                Mullum Reserve Pavilion extension $425k behind;

·                Roads to Recovery – Colchester Road Stage 2 $211k behind;

·                Road reseals in Pytchley Road and Braemar Road $122  behind;

·                Stormwater and easement drainage upgrade works behind by $200k;

·                Information Technology (IT) provision is $201k behind including the Aquanation IT provision of $29k behind

·                and intersections works at Dublin Road and Bedford Road are ahead of schedule $76k.

1.3     FINANCIAL POSITION

 

 

2014-15

2013-14

2013-14

 

Adopted

February YTD

February YTD

 June YTD

 

Budget

Actual

Actual

Actual

 

$’000

$’000

$’000

$’000

Cash and investments

29,297

52,368

48,379

32,332

 

The Financial Position as 28 February 2015 shows a cash and investment balance of $52.4 million which is $4.0 million higher than 28 February 2014. The high level of funds is normal for this time of year and reflects the influx of both the quarterly and full rate payments during the month.

 

These figures are in line with the 2014/15 Long Term Financial Strategy predictions.

Financial / economic issues

As presented in this report and accompanying financial statements.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

The YTD results are favourable for this time in the financial year and provide a firm base for the achievement of Council’s 2014/2015 services and advocacy programs.

 

 

Attachments

1.

27 April 2015 - Financial Report  - Eight months ending 28 February 2015

CONFIDENTIALITY

Not Applicable


 

RECOMMENDATION

 

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE FINANCIAL PERFORMANCE AGAINST BUDGET FOR THE EIGHT MONTHS ENDING 28 FEBRUARY 2015

 


ATTACHMENT No: 1 - 27 April 2015 - Financial Report  - Eight months ending 28 February 2015

 

Item  6

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


ATTACHMENT No: 1 - Financial Report  - Eight months ending 28 February 2015

 

Item  6

 


ATTACHMENT No: 1 - 27 April 2015 - Financial Report  - Eight months ending 28 February 2015

 

Item  6

 


ATTACHMENT No: 1 - Financial Report  - Eight months ending 28 February 2015

 

Item  6

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Authorised Signatories - Payments, Funds Transfers & Investments

Item 7

 

Purpose

To modify the list of authorised signatories in respect of the approval of payments, funds transfers and investments.

 

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community.

 

Vision Statement: In 2040, Maroondah will be an empowered community that is actively engaged in council decision making through processes that consider the needs and aspirations of all ages and population groups. Council will provide strong and responsive leadership, ensuring transparency, while working with the community to advocate for and ‘champion’ local needs.

 

Key Directions 2014-2015:

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable.

Background

The control framework and associated processes in respect of the authorisation and delegation process of payments, funds transfers and investments exists to ensure the maintenance of security and appropriate internal control over Council funds. Signatories have been classified into two groups (attached to positions held within Council) to ensure the appropriate segregation of duties and allow sufficient flexibility when authorised signatories are unavailable.

 

Recent changes to the organisational structure and staff movements have occurred which necessitates an updating of the authorised signatories groups.

Issue / discussion

The classification of signatories in two Groups enables any two signatories to operate all accounts of the Maroondah City Council. The policy states that cheque payments, funds transfers and investments must be authorised in the following combination:

·        Any two from Group One, or

·        Any combination of two from Groups One and Two, with one signature from each group.

 


The current listing of signatories is as follows:-

 

Group 1

 

          Chief Executive Officer

          Director Corporate Services

          Director Community and Leisure Services

          Director City Development

          Director Operations & Infrastructure

          Manager Finance & Governance

          Team Leader Waste & Special Projects

 

Group 2

 

          Governance Advisor

          Financial Accountant

          Team Leader Governance

 

As mentioned earlier changes to the organisational structure and staff movements have occurred which necessitates an updating of the authorised signatories groups. The proposed new authorised signatory groupings will ensure both the appropriate segregation of duties and allow sufficient flexibility to meet demands.

 

Cheque payments, funds transfers and investments must be authorised in the following combination:

·        Any two from Group One, or

·        Any combination of two from Groups One and Two, with one signature from each group.

Groups proposed are as follows:

 

Group 1

 

          Chief Executive Officer

          Director Corporate Services

          Director Planning & Community

          Director Operations, Infrastructure & Leisure

          Manager Finance & Governance

          Team Leader Waste & Special Projects

 

Group 2

 

          Governance Advisor

          Financial Accountant

          Team Leader Governance


Financial / economic issues

Updating and flexibility of signatories in respect of the authorisation of payments, funds transfers and investments is consistent with the maintenance of security and internal control over Council funds.  The classification of signatories into Group 1 and Group 2 with associated conditions of use provides an added security feature appropriate for the current organisational structure.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is appropriate to modify the authorised signatories in respect of the approval of payments, funds transfers and investments to reflect recent changes to the organisational structure and staff movements that have occurred.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL:

 

1.       REVOKES ALL PREVIOUS AUTHORITIES IN RESPECT OF THE AUTHORISATION OF PAYMENTS, FUNDS TRANSFERS AND INVESTMENTS FOR THE MAROONDAH CITY COUNCIL

2.       ADOPTS AS POLICY THE FOLLOWING AUTHORITY FOR THE AUTHORISATION OF PAYMENTS, FUNDS TRANSFERS AND INVESTMENTS FOR THE MAROONDAH CITY COUNCIL, AND THAT COUNCIL’S BANKERS BE ADVISED ACCORDINGLY:

 

 

i.        AUTHORISES that THE FOLLOWING GROUPINGS OF SIGNATORIES (ATTACHED TO POSITIONS HELD WITHIN COUNCIL) WILL APPLY:

Group 1

Chief Executive Officer

Director Corporate Services

Director Planning & Community

Director Operations, Infrastructure & Leisure

Manager Finance & Governance

Team Leader Waste & Special Projects

Group 2

Governance Advisor

Financial Accountant

Team Leader Governance

ii.       MODIFIES ALL PAYMENTS, FUNDS TRANSFERS AND INVESTMENT ACCOUNT AUTHORISATIONS TO STATE THAT ANY TWO SIGNATORIES MAY OPERATE ALL ACCOUNTS OF THE MAROONDAH CITY COUNCIL

iii.      ALL PAYMENTS, FUNDS TRANSFERS (AND INVESTMENTS) MUST BE AUTHORISED IN THE FOLLOWING COMBINATION:

·        ANY TWO FROM GROUP ONE, OR

·        ANY COMBINATION OF TWO FROM GROUPS ONE AND TWO, WITH ONE SIGNATURE FROM EACH GROUP

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Delegations Food Act 1984

Item 8

 

Purpose

To provide updated delegated powers under the Food Act 1984 and associated Regulations consistent with the recent organisational change of directorates and recent legislative amendments.

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report:

 

Outcome Area: A well governed and empowered community.

 

Vision Statement:  In 2040, Maroondah will be an empowered community that is actively engaged in council decision making through processes that consider the needs and aspirations of all ages and population groups.  Council will provide strong and responsive leadership, ensuring transparency, while working with the community to advocate for and 'champion' local needs.

 

Key Directions 2013 - 2017

 

8.1     Provide enhanced governance that is transparent, accessible, inclusive and accountable

Background

Delegations are a power or duty or function of Council that are delegated to member(s) of Council staff via a formal resolution of Council.  The majority of delegations tend to be administrative in nature and assist in the efficient handling of Council business.  Nearly all delegations are delegated by Council to the Chief Executive Officer and then sub-delegated to staff. 

Issue / discussion

Council should note that approximately half the provisions of the Food Act 1984 do not allow sub delegations of powers and therefore can only be delegated once ie from Council direct to Council staff.  Only relatively few are delegated directly from Council to staff and these include Food Act 1984 (half), Planning and Environment Act 1987 (all of) and Road Management Act 2004 (majority of).

 

In addition Council should also note that Council may still enact any power or function or duty delegated at any stage provided the delegated officer has not already acted on the item.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

This is a standard administrative updating process enabling the mechanism of delegations to result in more efficient administrative operational processes for Council to meet its statutory obligations.

 

 

Attachments

1.

Instrument of Delegation

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT IN THE EXERCISE OF THE POWERS CONFERRED BY SECTION 98(1) OF THE LOCAL GOVERNMENT ACT 1989 (‘THE ACT’) AND THE OTHER LEGISLATION REFERRED TO IN THE ATTACHED INSTRUMENT OF DELEGATION, MAROONDAH CITY COUNCIL (‘COUNCIL’) RESOLVES THAT:

 

1.      THERE BE DELEGATED TO THE MEMBER OF COUNCIL STAFF HOLDING, ACTING IN OR PERFORMING THE DUTIES OF THE OFFICES OR POSITIONS REFERRED TO IN ATTACHMENT 1 OF THIS REPORT (INSTRUMENT OF DELEGATION TO MEMBERS OF COUNCIL STAFF), THE POWERS, DUTIES AND FUNCTIONS SET OUT IN THAT INSTRUMENT, SUBJECT TO THE CONDITIONS AND LIMITATIONS SPECIFIED IN THAT INSTRUMENT

 

2.      THE INSTRUMENT COMES INTO FORCE IMMEDIATELY THE COMMON SEAL OF COUNCIL IS AFFIXED TO THE INSTRUMENT AND REMAINS IN FORCE UNTIL COUNCIL DETERMINES TO VARY OR REVOKE IT

 

3.      ON THE COMING INTO FORCE OF THE INSTRUMENT ALL PREVIOUS DELEGATIONS – DIRECT FROM COUNCIL TO COUNCIL STAFF - UNDER THE FOOD ACT 1984 ARE REVOKED

 

4.      THE DUTIES AND FUNCTIONS SET OUT IN THE INSTRUMENT MUST BE PERFORMED, AND THE POWERS SET OUT IN THE INSTRUMENT MUST BE EXECUTED, IN ACCORDANCE WITH ANY GUIDELINES OR POLICIES OF COUNCIL THAT IT MAY FROM TIME TO TIME ADOPT

 

5.      THE INSTRUMENT OF DELEGATION (REFER ATTACHMENT 1 OF THIS REPORT) BE EXECUTED UNDER THE SEAL OF COUNCIL

 


ATTACHMENT No: 1 - Instrument of Delegation

 

Item  8

 


 


 


 


ATTACHMENT No: 1 - Instrument of Delegation

 

Item  8

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Municipal Association of Victoria State Council Meeting - Motions

Item 9

 

Purpose

To consider a) the four (4) Maroondah motions for submission to the Municipal Association of Victoria (MAV) State Council Meeting to be held on Friday 15 May 2015; and b) support for eight (8) regional motions from other municipalities that form the MAV Metropolitan East Region. 

Strategic / policy issues

The following directions contained in the Council plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report.

Governance and Corporate Support

Objective

Maroondah will underpin its services to the community with the principles and practice of:

·        Good governance

·        Sustainable and responsible financial and risk management

·        Participative decision making processes

·        An organisational culture that highly values its partners, citizens, employees and customers.

Key Directions

·        Ensure open, accessible and accountable local government through the application of good governance practices and utilising appropriate human, physical and technological resources.

·        Plan and manage Council’s operations through sound policies, practices and systems that ensure financial and operational sustainability.

·        Meet legislative obligations as required by the State Government

Background

The Municipal Association of Victoria’s State Council Meeting will be held on Friday 15 May 2015.  The four (4) proposed Maroondah motions are viewed as being of significance across the Victorian Local Government sector and therefore of importance for debate and consideration by the State Council Meeting. 

 

The Municipal Association of Victoria together with local members of parliament provides significant advocacy to the State Government on behalf of Maroondah residents and ratepayers. 


Issue / discussion

The motion and rationale for each of the four (4) motions is identified below:

 

Motion 1:- Council Liability- VCAT Planning Decisions

 

Motion:- That the Municipal Association of Victoria State Council calls on the State Government to ensure:-

1.   That VCAT take responsibility for the defence of litigation against planning determinations made by VCAT: and

2.   The impost of the current cost to Victorian Local Government in defending such litigation is lifted from the sector.

 

Rationale:-  The cost of defending litigation against VCAT decisions in issuing planning permits is presently carried by the Local Government sector.  This is viewed as an unreasonable impost especially as the determinations frequently overturn the originally planning decisions made by Councils.

 

A more equitable approach would be for VCAT to conduct this defence and so relieving Councils of the burden, or for the sector to be reimbursed for costs. 

 

The incongruous situation of Council bearing the cost of such legal defence is exacerbated by the fees/levy that the State Government will collect from the newly introduced Victorian Planning Authority that will take effect from 1 July this year.  The levy will be on planning permit application fees for a project in excess of $1 million and it is projected the levy will raise an estimated $17.1 million.  The Authority has very little if anything to do with the planning process except collect a mandatory fee with no amount being channelled into the Local Government sector. 

 

It is this source of monies – raised by the Victorian Planning Authority – that could be used to offset the costs to Council of defending litigation against VCAT decisions.

 

Motion 2:- Municipal Development Contribution Plan

 

Motion:- That the Municipal Association of Victoria State Council calls on the State Government to provide a clear process to enable municipalities to introduce a Development Contribution Plan on a municipal wide basis.

 

Rationale:-  Currently, Development Contribution Plans (DCP) – a development infrastructure levy and/or a community infrastructure levy – do not apply across a whole municipality but is broken down into a series of charge areas.

 

Maroondah for instance has an existing DCP applicable to the Ringwood Metropolitan Activity Centre but not a municipal wide equivalent.  The growing cost of infrastructure is an ever increasing impost upon Council’s budget and an overall DCP would provide additional funding to make up for shortfalls between current income and the cost of infrastructure.  It would potentially include capital infrastructure projects such as roads, drainage, footpath, streetscape works as well as community infrastructure projects, such as child care centres, Maternal and Child Health Centres and neighbourhood houses.

 

The infrastructure is required to cope with the growing population of the municipality and the consequential increased demand.  The development contributions go directly towards projects which would be used by the development, because they are located in the same area.

 

A municipality would typically been broken down into ‘Charge Areas’ (generally by suburb). Each Charge Area would have a different list of projects, and so the required payment for each area would be different.  In addition, there are a range of development categories (eg residential, industrial and commercial).  To calculate the cost a party would be required to pay, there would be a need to identify the Charge Area in which a site is located, what type of development is proposed, and either the number of dwellings or the size of the commercial/ industrial floor area being proposed. 

 

A Planning Panel recently (November 2014) provided support to Moreland City Council to pursue a municipal wide DCP.  This suggests that the concept is a feasible and one that should be pursued.

 

Motion 3:- Census

 

Motion:- That the Municipal Association of Victoria State Council calls on the Federal Government to reject the Australian Bureau of Statics (ABS) request to amend the Census and Statistics Act to alter the frequency that the ABS is required to conduct a census from every 5 years to every 10 years.

 

Rationale:- The Census of Population and Housing is the largest statistical operation undertaken by the ABS. It aims to accurately measure the number of people in Australia on Census Night, their key characteristics, and the dwellings in which they live.

 

The Census has been conducted since 1911 and the ABS is required to survey every household across the nation once every 5 years on the second Tuesday in August.  The 2011 census cost $440 million and the 2016 census is shaping as even more costly due to IT requirements with the moving to electronic lodgement and the need to upgrade the ABS’s IT systems.  One proposal is to replace the census with smaller sample survey. 

 

Other Commonwealth countries have either gone down this path or are considering doing so.  Britain axed its census but reconsidered deciding to hold every 10 years.  Canada also axed its census and replaced it with a shorter voluntary survey with the subsequent data being described by statisticians as “garbage”.  New Zealand is contemplating 2 proposals either replacing the census or conducting it every 10 years than the present 5.

 

Data collected on Census night provides a comprehensive regularly updated and consistent evidence base. Without this evidence base planners, policy and decision makers will not have the means available to make the informed decisions required to maintain, progress and monitor the development, wellbeing, prosperity or sustainability of Australian communities.

 

Census information is used by all sectors of the community, from local, state and federal government to, large and small businesses, community groups and students.

 

The need for evidence informed decision making is well proven, resulting in increased effectiveness, reduction in harm, better resource allocation, enhanced cost-effectiveness/cost-benefit of investment, improved reach and enhanced accountability.

 

Decreasing the frequency with which the census is conducted; would greatly alter the capacity for informed decision making, therefore have a negative impact on all levels of government and communities within Australia.

 

Motion 4:- Library Funding

 

Motion:- That the Municipal Association of Victoria State Council further continue to press and lobby the State Government for an improved recurrent and capital library funding, including an urgent review of the current funding mechanisms.

 

Rationale:-  Public libraries are vital and highly valued community assets. 

 

State and local governments must work together to equally fund public libraries to make sure our communities can continue to access and receive high quality library services.  Local government operates Victoria's public library services, which play a critical role in the development of online information and communications access to local communities.

 

Public libraries are highly valued by the community as accessible public meeting spaces and information hubs with free access to books, publications and the internet, global learning opportunities and social engagement.  They provide many benefits to communities through improved literacy outcomes, the development of social capital and a contribution to a reduction in social inequality.

 

The demand for library services is changing and evolving.  In addition to library’s core services, the community is expecting longer operating hours and improvement in the provision of IT services such as access to internet connections.  These demands have significant implications for the cost of running library services.

 

In the past, the State Government has played an active role in providing grants for public libraries to fund the delivery of library services.  However, the State Government’s funding for this important community infrastructure is diminishing.  It does not take into account the real cost of inflation, population increases and additional information communication technology (ICT) needs, book infrastructure and staff expenses.

 

Local government provides the majority of public library funding with approximately $5 for every $1 received from the State Government ie equates to core funding from the State for the service of only 20%.  This funding arrangement is not sustainable.  Without a substantial increase in recurrent grants, library services will decline and our communities will be disadvantaged.

 

The MAV State Council should press the State Government to commit to the long term funding of library services so as to reduce the disparity between State and Local Government contributions and work towards the aim of a 50:50 funding partnership between State and Local Government for library services.

 

 

Regional Motions

 

MAV Metropolitan East Region comprises of the municipalities of Manningham, Knox, Maroondah, Banyule and Whitehorse.  A total of seven (7) motions from these municipalities have been circulated within the Metropolitan East Region to engender regional support for them at the State Council meeting.  A sub-group of Council comprising of the Mayor Cr Tony Dib, Cr Willmott as the MAV Representative and the Chief Executive Officer considered the motions as they were circulated amongst the Region’s membership.  It was considered that the motions were worthy of support. 

 

The motions submitted are:-

·                Manningham – i) Rate Capping ii) School Focused Youth Services; and iii) Universal Access.

·                Whitehorse – Housing.

·                Banyule – Timing of Council Plan.   

·                Knox – i) Standard Development Contribution Levies – Infill Development; ii) Grade Separation Projects in Activity Centres; and iii) Health Promotion/Prevention Funding.

Copies of the eight (8) motions from other Metropolitan East Region Councils are attached to this report.

 

Council has expressed concerns regarding the scope of the motion from Knox concerning standard development contribution levies, considering it too narrow and that it should apply to all developments not just the threshold of a hectare or above.  Maroondah therefore is proposing to support the motion in principle but may seek to amend the motion on the day to widen its scope. 

Financial / economic issues

Refer to rationale as highlighted under Issue / Discussion.

Environmental / amenity issues

Refer to rationale as highlighted under Issue / Discussion.

Social / community issues

Refer to rationale as highlighted under Issue / Discussion.

Community consultation

Council, through various forums, consultations and strategies, has engaged the Maroondah community regarding these various issues. This report further demonstrates Council’s preparedness to advocate to the State Government on behalf of Maroondah residents.


Conclusion

The proposed motions have a statewide significance throughout the Local Government sector and therefore should be discussed at the State Council MeetingClosing date for the receipt of motions was Friday 17 April 2015 and it is therefore proposed that Council endorse the actions of Officers in submitting the four (4) motions from Maroondah to the Municipal Association of Victoria, in addition to an indication of support for seven (7) of the regional motions together with ‘in principle’ support for one (1) regional motion. 

 

 

Attachments

1.

Eight (8) motions from Councils within the MAV Metropolitan East Region

CONFIDENTIALITY

Not Applicable

 

 

THAT COUNCIL ENDORSES THE ACTIONS OF OFFICERS IN

 

1.       SUBMITTING THE FOLLOWING FOUR (4) MOTIONS FOR CONSIDERATION AND DEBATE AT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL MEETING:

·        COUNCIL LIABILITY- VCAT PLANNING DECISIONS

Motion:-  THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL CALLS ON THE STATE GOVERNMENT TO ENSURE:-

A.    THAT VCAT TAKE RESPONSIBILITY FOR THE DEFENCE OF LITIGATION AGAINST PLANNING DETERMINATIONS MADE BY VCAT

B.    THE IMPOST OF THE CURRENT COST TO VICTORIAN LOCAL GOVERNMENT IN DEFENDING SUCH LITIGATION IS LIFTED FROM THE SECTOR

·        MUNICIPAL DEVELOPMENT CONTRIBUTION PLAN

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL CALLS ON THE STATE GOVERNMENT TO PROVIDE A CLEAR PROCESS TO ENABLE MUNICIPALITIES TO INTRODUCE A DEVELOPMENT CONTRIBUTION PLAN ON A MUNICIPAL WIDE BASIS

·        CENSUS

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL CALLS ON THE FEDERAL GOVERNMENT TO REJECT THE AUSTRALIAN BUREAU OF STATICS (ABS) REQUEST TO AMEND THE CENSUS AND STATISTICS ACT TO ALTER THE FREQUENCY THAT THE ABS IS REQUIRED TO CONDUCT A CENSUS FROM EVERY 5 YEARS TO EVERY 10 YEARS

·        LIBRARY FUNDING

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL FURTHER CONTINUE TO PRESS AND LOBBY THE STATE GOVERNMENT FOR AN IMPROVED RECURRENT AND CAPITAL LIBRARY FUNDING, INCLUDING AN URGENT REVIEW OF THE CURRENT FUNDING MECHANISMS

 

2.       INDICATING THE SUPPORT OF MAROONDAH TO THE SEVEN (7) MOTIONS FROM OTHER MEMBER COUNCILS OF THE MAV METROPOLITAN EAST REGION, NAMELY:

·        MANNINGHAM – i) RATE CAPPING ii) SCHOOL FOCUSED YOUTH SERVICES; AND iii) UNIVERSAL ACCESS

·        WHITEHORSE – HOUSING

·        BANYULE – TIMING OF COUNCIL PLAN

·        KNOX – i) GRADE SEPARATION PROJECTS IN ACTIVITY CENTRES AND
ii) HEALTH PROMOTION/PREVENTION FUNDING.

3.       INDICATING IN PRINCIPAL SUPPORT OF 1 MOTION SUBMITTED FROM KNOX NAMELY, STANDARD DEVELOPMENT CONTRIBUTION LEVIES – INFILL DEVELOPMENT

 


ATTACHMENT No: 1 - Eight (8) motions from Councils within the MAV Metropolitan East Region

 

Item  9

 


 


 


 


 


 


 


 


 


 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Australian Local Government Association (ALGA) National General Assembly of Local Government – Motions

Item 10

 

Purpose

To consider a motion for submission to the Australian Local Government Association’s National General Assembly of Local Government to be held Sunday 14 to Wednesday 17 June 2015 in Canberra.

Strategic / policy issues

The following directions contained in the Council plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report.

Governance and Corporate Support

Objective

Maroondah will underpin its services to the community with the principles and practice of:

·                Good governance

·                Sustainable and responsible financial and risk management

·                Participative decision making processes

·                An organisational culture that highly values its partners, citizens, employees and customers.

Key Directions

·                Ensure open, accessible and accountable local government through the application of good governance practices and utilising appropriate human, physical and technological resources.

·                Plan and manage Council’s operations through sound policies, practices and systems that ensure financial and operational sustainability.

·                Meet legislative obligations as required by the State Government

Background

The Australian Local Government Association National General Assembly of Local Government to be held 14 – 17 June 2015 in Canberra.  The motion is seen as of national significance particularly as the ability to have reliable and accurate data on which to base future planning decisions is required to be approached at the national level in the interest of all Australians. 

 

The Australian Local Government Association together with local members of parliament provide significant advocacy to the Federal Government on behalf of Maroondah residents and ratepayers. 


Issue / discussion

The rationale for each motion is identified below:

 

Motion 1 - Census

 

Motion:- That this National General Assembly calls on the Federal Government to reject the Australian Bureau of Statics (ABS) request to amend the Census and Statistics Act to alter the frequency that the ABS is required to conduct a census from every 5 years to every 10 years.

 

Summary of Key Arguments:- The Census of Population and Housing is the largest statistical operation undertaken by the ABS.  It aims to accurately measure the number of people in Australia on Census Night, their key characteristics, and the dwellings in which they live.

 

The Census has been conducted since 1911 and the ABS is required to survey every household across the nation once every 5 years on the second Tuesday in August.  The 2011 census cost $440 million and the 2016 census is shaping as even more costly due to IT requirements with the moving to electronic lodgement and the need to upgrade the ABS’s IT systems.  One proposal is to replace the census with smaller sample survey. 

 

Data collected on Census night provides a comprehensive regularly updated and consistent evidence base. Without this evidence base planners, policy and decision makers will not have the means available to make the informed decisions required to maintain, progress and monitor the development, wellbeing, prosperity or sustainability of Australian communities.

 

Decreasing the frequency with which the census is conducted; would greatly alter the capacity for informed decision making, therefore have a negative impact on all levels of government and communities within Australia.

Financial / economic issues

Refer to rationale as highlighted under Issue / Discussion.

Environmental / amenity issues

Refer to rationale as highlighted under Issue / Discussion.

Social / community issues

Refer to rationale as highlighted under Issue / Discussion.

Community consultation

Council, through various forums, consultations and strategies, has engaged the Maroondah community regarding these various issues. This report further demonstrates Council’s preparedness to advocate to the Commonwealth Government on behalf of Maroondah residents.

Conclusion

The proposed motions have a national significance throughout the Local Government sector and therefore should be discussed at the National General Assembly.  Closing date for the receipt of motions was Friday 17 April 2015 and it is therefore proposed that Council endorse the actions of Officers in submitting the motion to ALGA.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL ENDORSES THE ACTIONS OF OFFICERS IN SUBMITTING THE FOLLOWING MOTION FOR CONSIDERATION AND DEBATE AT THE AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION NATIONAL GENERAL ASSEMBLY OF LOCAL GOVERNMENT:

·        CENSUS

Motion:-    THAT THIS NATIONAL GENERAL ASSEMBLY CALLS ON THE FEDERAL GOVERNMENT TO REJECT THE AUSTRALIAN BUREAU OF STATICS (ABS) REQUEST TO AMEND THE CENSUS AND STATISTICS ACT TO ALTER THE FREQUENCY THAT THE ABS IS REQUIRED TO CONDUCT A CENSUS FROM EVERY 5 YEARS TO EVERY 10 YEARS.

  


ACTING DIRECTOR Planning & Community ANDREW FUAUX

 

Streetlight Ministries Petition

Item 1

 

Purpose

This report addresses various matters raised in the petition and letters of support for Streetlight Ministries and their desire to provide free food (barbecues) each Friday afternoon and evening. The barbecue is targeted for people in need, and thereafter Streetlight Ministries offers on street counselling opportunities. 

 

A recent request by Streetlight Ministries to formalise this practice and obtain a Street Activities Permit has been refused on various grounds including concerns raised by the Croydon Main Street Traders Association and the Croydon Partners in Safety Committee.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area:  A safe, healthy and active community.

Our Vision:  Maroondah is a safe, healthy and active community with local opportunities provided for people of all ages and abilities to have high levels of social, emotional and physical wellbeing.

Key Directions 2014 – 2015:

1.4     Encourage and support the implementation of initiatives and programs aimed at improving the actual and perceived safety of the community.

Background

Council at its meeting of 16 February, 2015 formally received and acknowledged petitions from Mr Goldsmith of Streetlight Ministries (including some separate letters of support), in relation to Council’s refusal to grant a Street Activities Permit in October 2014.  In essence Mr Goldsmith is seeking Council reconsider its request.

 

Streetlight Ministries, as represented by Greg Goldsmith, does not have a typical church base or congregational point in Maroondah and has described itself as a church without walls. 

 

Streetlight Ministries has conducted ad hoc barbecues and counselling services in the Croydon area over different times and in different locations around Croydon for approximately 5 years and in Main Street for approximately 2 years.  In the past these locations have not always taken place on Council land.

Issue / discussion

The Street Activities Permit request


Between February 2012 and September 2014 the Streetlight Ministries barbecue regularly operated on the west side of Main Street Croydon opposite the intersection of Hewish Road, close to the Centreway Arcade. At times a large area of the footpath was cordoned off with hessian barriers delineating the activity. Being conducted late on a Friday afternoon and into the early evening, the barbecue became more popular over time and often attracted large groups of people who would stay at the barbecue site for hours at a time. 

 

With the growth of the barbecue and the changing trading conditions in Main Street, it came to Council’s attention that a current Street Activities Permit was required to be obtained pursuant to the General Local Law 8. The request for a Street Activity permit was received and officers determined the application in October 2014 assessing against Council’s Street Activities Policy which came into force on 1 July 2014.

 

Croydon Main Street

 

The importance of the Croydon Activity Centre and moreover Main Street shopping precinct is highlighted in the Maroondah Planning Scheme.  The planning policy framework describes the community vision for Main Street and importantly it specifies activities to support this vision.  At a broad level the planning scheme vision aims to support activities that strengthen the retail, business, and employment roles of the Croydon activity centre.

 

This policy recognises that a vibrant, attractive and pedestrian friendly Main Street Croydon is crucial for the success of the Croydon Major Activities Area.  Main Street is recognised as the crucial commercial focus of the centre with a diverse range of shops, banks and other services. It also recognises that an increasing evening trade with facilities such as new restaurants, bars and late night trading are helping to improve the commercial viability and importance of the centre.

 

As the barbecue was located on a prominent section of Main Street, and in the middle of a very busy pedestrian thoroughfare, it is important to determine if the proposed land use and resulting congregations would achieve the communities long term planning vision.

 

The operation of this barbecue and on-street counselling was not seen as compatible with the future vision for Croydon Main Street. Specifically it was not seen as a land use that would encourage more late night trading, and a general increase in pedestrian activity and late night shopping. Large informal congregations are unfamiliar activities in areas such as this and can serve to dissuade people to enter or walk through such areas.  If Croydon Main Street is to fulfil its potential and meet the community vision, then visitors to Croydon will need to perceive a sense of safety and freedom of movement throughout the area.

 

Community Services


Streetlight Ministries offers a free barbecue (sausage and bread) to those who wish to stop and engage with Mr Goldsmith who aims to “help many people who find they are in circumstances that they don’t know how to solve”.  The counselling provided on-street may be needed and may also be beneficial however Mr Goldsmith is not the only person or organisation available to provide such services and assistance to the community. There are many other well organised and resourced organisations with access to support networks and services, including counselling services, available to people in need in Maroondah.  A number of these organisations are in immediate Croydon area, with many located close to Main Street, Croydon.

 

Council promotes many of these established and well connected organisations who not only provide free meals, but crucially provide immediate access to support or referrals.  Examples of these service providers include:

 

·                Helping Hand – Mount View Street;

·                Anglican Church of St John (a range of services using this site) – Kent Avenue;

·                The Kiosk (sponsored by Local Churches) – Allan Jackson Room;

·                Vive Cafe – Surrey Road West The Hope Centre – Lusher Road: &

·                Maroondah Citizens Advice Bureau – Mt Dandenong Road.

Council Officers, Victoria Police and various community service providers will often provide the above information to members of the community in need.  The above services are immediately available to attend in Croydon and access or referrals can also be made to a wide range of other regional providers such as Wesley Mission, Salvation Army, EACH, and Connections.

 

Community Feedback

 

Council has received a broad range of community feedback regarding the Streetlight Ministries barbecue and counselling in Main Street offered by Mr Goldsmith.

 

Two separate petitions and three letters of support for the barbecue and the counselling services have been provided to Council by Mr Goldsmith.  One petition contained signatures from 37 of the 186 businesses in the Croydon Main Street precinct. The details of people signing this first petition appear to be a mix of business owners, or their employees.  The second petition contains 55 signatures of support from members of the public who utilise Main Street and support Streetlight Ministries.

 

Correspondence has also been received from Croydon Partners in Safety who raised concerns regarding the barbecue. The concerns raised included the gathering of large numbers of people, anti-social behaviour of the group, alcohol consumption, the cordoning off of a large public space and the impact on visitors to Croydon and businesses. Croydon Partners in Safety includes representatives from Croydon Main Street Traders Association, Council, Victoria Police and welfare organisations such as Elisha Care.

 

The Main Street Traders Association also wrote to Council to express their concerns in particular regarding the gathering and lingering of Streetlight patrons prior to commencement of the barbecue, beginning in the early afternoon, and further becoming an issue if alcohol is being consumed.

 

Council Officers also sought feedback from Victoria Police.  The advice received was that significant efforts and police resources have been put into improving safety, and the perception of safety, in what is one of the busiest pedestrian areas in Croydon (strategies employed included adding piped music, removal of seats and a concerted effort to move on groups that were drinking and behaving inappropriately). In general, these strategies have assisted. Victoria Police also advise that these strategies were consistent with Crime Prevention through Urban Design Principles to create an environment which aims to improve both safety and the perception of safety in an area. Victoria Police have therefore suggested that in light of this past work, that Main Street Croydon is not an appropriate area for the activities undertaken by Streetlight Ministries.

 

Alternative locations

 

Council Officers have undertaken an investigation to determine if there may be another suitable site within the Croydon Main Street precinct for Streetlight to operate. Council Officers have been cognisant of the matters raised throughout this report and these factors along with the changing trading and commercial conditions with more late night trading on Friday evenings have meant that a suitable location has been difficult to find.

 

Council Officers have also spoken with Mr Goldsmith on a number of occasions and have suggested alternative locations to Main Street, and furthermore have encouraged Mr Goldsmith to seek out partnerships with other service organisations in the area that may be able to offer more suitable sites. The house owned by Jim Burns is an example of a location not on Main Street suggested to Mr Goldsmith, but he has been reluctant to seek these alternative sites. Mr Goldsmith believes that he will best access clients on Main Street or in the parks around Main Street. Council Officers have advised that not having a barbecue does not preclude such activities occurring. 

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

The Street Activities Permit sought by Mr Goldsmith of Streetlight Ministries has not been granted for a variety of reasons.  In the main, these reasons relate to the compatibility of the barbecue and counselling service with the current and future community vision of Main Street Croydon.  This decision has also taken into account community feedback received by Council.  Mr Goldsmith can continue to contact and assist people in need in the Croydon Main Street area however Streetlight Ministries is encouraged to seek alternative locations and or enter into future partnerships with existing service providers.     

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable


 

 

RECOMMENDATION

 

That COUNCIL WRITES TO MR GOLDSMITH AND ADVISES THAT COUNCIL ENCOURAGES STREETLIGHT MINISTRIES TO SEEK ALTERNATIVE LOCATIONS FOR THE BARBECUE AND OR ENTER INTO PARTNERSHIPS WITH EXISTING COMMUNITY SERVICE PROVIDERS

 


acting DIRECTOR Planning & Community ANDREW FUAUX

 

Planning Expenditure & Application Fees

Item 2

 

Purpose

To consider writing to the Minister for Planning the Hon Richard Wynne expressing concern at the current process of increasing planning fees – in not being indexed to keep abreast of inflation – and seeking as a matter of urgency an immediate review.  

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Our Vision: 

A prosperous and learning community

 

In 2040, Maroondah is a thriving centre of economic activity and opportunity within the eastern region where the sustainability and growth of local businesses is supported.

 

A clean, green and sustainable community

 

In 2040, Maroondah is a leafy green community with high levels of waste diversion and sustainable approaches to infrastructure development, urban design and management of natural resources.

 

An attractive, thriving and well built community

 

In 2040, Maroondah is an attractive community with high quality urban form and infrastructure that meets the needs and aspirations of all ages and abilities. A diverse range of housing options are available and thriving activity centres provide a broad range of facilities and services to meet community needs. The character of local neighbourhoods continues to be maintained while also accommodating population growth.

Background

Planning areas across the local government sector are one of the busiest areas of Council.  The means of offsetting the significant cost of providing this service is derived from the prescribed planning fees under both the Planning & Environment Act 1987 and associated regulations.

 

The State Government currently sets these fees and they have chosen to increase these fees only intermittently and marginally since year 2000.  By way of a benchmark VCAT has received Government approval to triple its planning related fees over a 3-year period.

Issue / discussion

Incremental fee increases coupled with a system where fees are not indexed to inflation has caused a decline in the real value of fees.  This results in an impost on Council to increase the monetary contribution by the community through their rates to support the planning system.

 

The MAV has advocated on this issue in March to the new Minister for Planning.  The table below (produced by the MAV) illustrates the rates of adjustment over the last 14 financial years and most importantly, highlights a significant shortfall in keeping up with inflation and therefore the real cost of providing this service to the community.

 

This has become a critical issue for the local government sector, which will be further compounded by the introduction of rate capping in 2016/17 year. 

 

Planning Fees

Rates of adjustment

 

Year

Annual rate (%)

Planning fees adjustment

Estimated shortfall

2000-2001

Fees set

0

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2001-2002

2.9*

0

2002-2003

3.2*

0

2003-2004

2.3*

0

2004-2005

2.0*

2.5

2005-2006

2.25

2.25

2006-2007

2.5

2.5

2007-2008

2.5

2.5

2008-2009

3

3

2009-2010

3

3

2010-2011

2.25

0

2011-2012

2.25

0

2012-2013

2.5

0

2013-2014

2.5

0

 

34.8%

16.8%

18.0%

 

 

The estimated shortfall noted in the table above translates into a significant figure of $17.6 to $18.1 million across the sector. 

 

In the same way as the Government needs to have the ability to offset costs, Council should not be unreasonably constrained.  Adjustments to prescribed fees therefore should occur on an annual basis and be indexed to CPI movements at a minimum. 

Financial / economic issues

Refer to rationale as highlighted under Issue / Discussion.

 

Environmental / amenity issues

Refer to rationale as highlighted under Issue / Discussion.

Social / community issues

Not Applicable

Community consultation

Council consistently engages the Maroondah community through various forums, consultations and strategies. 

Conclusion

Planning fees and associated expenditure in the provision of planning services has long been an area of significant concern to Council.  The inability to set fees, coupled with sporadic increases by the State Government, has resulted in fees increases that continue to lag well behind the real cost of providing these services to the community.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL WRITEs TO THE MINISTER FOR PLANNING, THE HON RICHARD WYNNE:

1.       EXPRESSING SIGNIFICANT CONCERN AT THE CURRENT SYSTEM OF SETTING PLANNING APPLICATION FEES

2.       CALLING ON THE STATE GOVERNMENT TO INTRODUCE AS A MATTER OF URGENCY A SYSTEM WHEREby:

i.        PLANNING APPLICATION FEES ARE INDEXED TO INFLATION AS A MINIMUM

ii.       COUNCILS are able TO APPLY TO THE STATE government TO RAISE FEES ON AN AS NEEDS BASIS

 


acting DIRECTOR Planning & Community   ANDREW FUAUX

 

Community Facility Lease Agreement – Enjoying Planned Retirement inc.

Item 3

 

Purpose

To seek Council approval of a lease agreement between Maroondah City Council and Enjoying Planned Retirement Inc. (EPR) Ringwood.  The report also seeks to authorise the signing and sealing of the relevant documentation.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area:  Safe, healthy and active community.

Our Vision:  In 2040 Maroondah will be a safe, healthy and active community with local opportunities provided for people of all ages and abilities to have high levels of social, emotional and physical wellbeing.

Key Directions 2014 -2015

1.21 Support and empower local community groups, sporting clubs and special interest groups across Maroondah.

Background

EPR Ringwood operates social inclusion programs and outings to support Maroondah seniors and retirees to remain healthy, active and connected to the community.  The group works collaboratively with North Ringwood Senior Citizens Club and has had limited use of the North Ringwood Senior Citizens Centre under hire agreement arrangement with the Seniors Club.  EPR has primarily operated out of members residences and has been unable to meet growing demand for programs due to a lack of formal and appropriate facility space. 

 

With the recent relocation of the Ringwood Arts Society to Maroondah Federation Estate EPR submitted an expression of interest to take over the leased studio space within the North Ringwood Senior Citizens Centre.  The North Ringwood Senior Citizens Club have indicated strong support of this expression of interest due to their current collaboration and partnerships.

Issue / discussion

Council seeks to enter into a Community Facilities Lease Agreement with Enjoying Planned Retirement. Through a lease agreement made between Council and the lessee, the lessee will be granted use and occupation of the premises for a term of two years with an option for a further two years at annual rentals calculated in accordance with the principles of the Community Facilities Pricing Policy and determined under the category of Other Community Groups Occupying Council-Owned Facilities.

 

Officers recommend that Council approves the lease agreement upon the terms and conditions as set out in the lease, the principal terms of which are:

·                Term – Two years with the option for a two year further term.

·                Maintenance – in accordance with the Community Facilities Standard Maintenance Schedule

·                Public Liability Insurance of $20M

Financial / economic issues

Council’s Community Facilities Pricing Policy provides an overarching framework to guide Council and ensures a consistent and transparent approach to the pricing of facilities.  Under the category of Other Community Groups Occupying Council-Owned Facilities, the Policy outlines the factors to be considered when calculating the rental fee. The rental is determined based on the quality of the facility, capital contributions provided by Council and the community organisation, the type of organisation using the facility and whether the organisation has exclusive use of the facility.

Environmental / amenity issues

Not Applicable

Social / community issues

The implementation of the standard Community Facilities Lease Agreement ensures the clear and equitable delineation of maintenance responsibilities for all tenants occupying Council owned and/or managed community facilities, consistent with the Community Facilities Pricing Policy, and supports a sustainable approach to the provision of facilities to support community groups.

Community consultation

Consultation and negotiation for the development of the lease agreement was undertaken between Council Officers and Enjoying Planned Retirement committee office bearers.

 

Section 190 of the Local Government Act 1989 is only applicable if lease agreements are for 10 years or greater. In accordance with the Community Facilities Occupancy Policy, new lease agreements for Maroondah organisations that have previously been allocated use of Councils facilities under regular hire, are limited to two years with a two year option.

Conclusion

The lease agreement provides a mutually beneficial arrangement between Council and Enjoying Planned Retirement for the use and management of the studio space at the North Ringwood Senior Citizens Centre. 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL:

1.       GRANTs A community facility LEASE TO Enjoying planned retirement INC. FOR USE AND MANAGEMENT OF THE STUDIO SPACE WITHIN THE NORTH RINGWOOD SENIOR CITIZENS CENTRE

2.       SIGNs AND SEALs ALL REQUIRED DOCUMENTATION AS APPROPRIATE

  


DIRECTOR Operations, Infrastructure & Leisure Trevor Welsh

 

Community Facilities Lease Agreements for Girl Guides Association of Victoria.

Item 1

 

Purpose

To seek Council approval of the Lease Agreements between Maroondah City Council and the Girl Guides Association of Victoria for the Bedford Park Guide Hall and Ainslie Park Guide Hall and to authorise the signing and sealing of the relevant documentation subject to undertaking the administrative procedures under section 223 of the Local Government Act.

 

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose in this report:

 

Outcome Area: Safe, healthy and active community

 

Our Vision: In 2040 Maroondah will be a safe, healthy and active community with local opportunities provided for people of all ages and abilities to have high levels of social, emotional and physical wellbeing.

 

Key Directions 2014 – 2015:

 

1.21 Support and empower local community groups, sporting clubs and special interest groups across Maroondah

Background

Maroondah has two Guide Halls on Lease agreements which are located on land that is managed or owned by Maroondah City Council. The current Lease agreements are in over holding.

 

An independent building condition assessment was undertaken on all Council buildings and structures by specialised building consultants during late 2010 and early 2011. The Guide Halls were included in the assessment as Council was required through the existing Lease Agreement to ensure that the premises were maintained in a satisfactory manner and that the Halls complied with all statutory codes and regulations. Whilst the Halls were not built by Council, they are situated on Council land, and as such are recognised as a Council asset for the purposes of strategic management.

 

The building condition assessment report highlighted that significant work was required to be undertaken to the Guide Halls. In light of the extensive work required, discussions were held with the Girl Guides Association of Victoria in 2011 to consider the long term future of these community assets. It was determined to develop new Lease Agreements which would allocate responsibilities of maintenance, compliance and renewal of the halls in line with all other existing Council owned Community Facilities.


Issue / discussion

Lease negotiations with the Girl Guides Association of Victoria commenced in September 2014, with the tenant now ready to progress to the endorsement of the Leases. Council’s standard Community Facilities Lease Agreement has been used to develop the Lease.

 

Through a Lease Agreement made between Council and the Lessee, the Lessee will be granted use and occupation of the premises for a term of five years with an option for a further five years at an annual rental calculated in accordance with the principles of the Community Facilities Pricing Policy and determined under the category of Groups Traditionally Supported By Council.

 

Officers recommend that Council approves the Lease Agreement upon the terms and conditions as set out in the Lease, the principal terms of which are:

a)      Term – Five years with the option for a five year further term.

b)      Maintenance – in accordance with the Community Facilities Standard Maintenance Schedule.

c)      Public Liability Insurance of $20M and glass replacement insurance.

Financial / economic issues

Council’s Community Facilities Pricing Policy provides an overarching framework to guide Council and ensures a consistent and transparent approach to the pricing of facilities.  Under the category of Groups Traditionally Supported by Council, Council has identified six sub-categories of community groups it wishes to recognise by way of subsidised rental. The nominal fee acknowledges the support and service these organisations contribute to the social fabric of Maroondah.

Environmental / amenity issues

Not Applicable

Social / community issues

The implementation of the standard Community Facilities Lease Agreement ensures the clear and equitable delineation of maintenance responsibilities for all tenants occupying Council owned and/or managed community facilities, consistent with the Community Facilities Pricing Policy, and supports a sustainable approach to the provision of community facilities.

Community consultation

The Leases for Bedford Park Guide Hall and Ainslie Park Guide Hall will be collectively advertised in ‘The Age’ in accordance with Section 190 of the Local Government Act 1989 and submissions invited in accordance with Section 223. Should submissions be received a Committee of Council will be convened to hear any person wishing to be heard in support of their submission. Council will also consider all written submissions, and include a written report on the proceedings of any committee hearing conducted, following which it shall determine whether or not to enter into the Lease Agreements.

Conclusion

The Lease Agreements will provide a mutually beneficial arrangement between Council and the Girl Guides Association of Victoria for the continued use and occupation of the Bedford Park and Ainslie Park Guide Halls. 

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

 

RECOMMENDATION

 

That

1.       COUNCIL IN ACCORDANCE WITH SECTION 190 OF THE LOCAL GOVERNMENT ACT 1989 ‘THE ACT’ UNDERTAKES THE STATUTORY PROCEDURES AND ADVERTISING TO ENTER INTO A FIVE (5) YEAR LEASE WITH A FIVE (5) YEAR OPTION WITH THE GIRL GUIDES ASSOCIATION OF VICTORIA FOR THE OCCUPANCY OF BEDFORD PARK GUIDE HALL AND AINSLIE PARK GUIDE HALL

2.       IN ACCORDANCE WITH SECTION 223 OF THE ACT:

i.        A COMMITTEE COMPRISING COUNCILLORS BE APPOINTED TO HEAR ANY PERSON WISHING TO BE HEARD IN SUPPORT OF THEIR SUBMISSION, ON A DATE TO BE DETERMINED; AND

ii.       COUNCIL CONSIDERS ALL WRITTEN SUBMISSIONS, INCLUDING A WRITTEN REPORT ON THE PROCEEDINGS OF ANY COMMITTEE HEARING CONDUCTED, FOLLOWING WHICH IT SHALL DETERMINE WHETHER OR NOT TO ENTER INTO THE STATED LEASE AGREEMENTS

3.       THE DIRECTOR OPERATIONS, INFRASTRUCTURE AND LEISURE BE AUTHORISED TO UNDERTAKE THE ADMINISTRATIVE PROCEDURES NECESSARY TO ENABLE COUNCIL TO CARRY OUT ITS FUNCTIONS UNDER SECTION 223 OF THE ACT IN RELATION TO THIS MATTER

4.       IN THE ABSENCE OF ANY SUBMISSIONS COUNCIL PROCEEDS WITH THE LEASES TO THE GIRL GUIDES ASSOCIATION OF VICTORIA AND SIGNS AND SEALS ALL DOCUMENTATION


DIRECTOR Operations, Infrastructure & Leisure Trevor Welsh

 

Aquanation Progress and Official Opening Dates

Item 2

 

Purpose

To provide an update on the construction and operational readiness of Aquanation and seek Council endorsement of the proposed official and public opening dates, along with confirmation of dates for three ‘soft’ openings.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 2: 2014-2015) provide the strategic framework that underpins the purpose of this report.

Outcome Area:  A safe, healthy and active community

Our Vision:  In 2040 Maroondah is a safe, healthy and active community with local opportunities provided for people of all ages and abilities to have high levels of social, emotional and physical wellbeing.

Key Directions 2014 – 2015:

1.19   Provide a range of integrated recreation and leisure facilities that meet the needs of all ages and abilities.

Priority Action 2014-2015:

Oversee construction of Aquanation to ensure the project is delivered to high standards, on-time and on-budget.

Background

Aquanation regional aquatic and leisure centre in Ringwood commenced construction on 22 July 2013.  Built on the former Ringwood Aquatic Centre site, the $52.8M state of the art facility will incorporate a 66.5 metre 10 lane swimming and diving pool and 10 metre multi-platform dive tower, two water slides, a warm water pool, and a dedicated learn to swim pool.  There will also be a large health club and group fitness rooms. 

Aquanation will be home to the State Diving Centre.

Issue / discussion

Aquanation construction works are currently progressing ahead of schedule, with the project 93% through its 22 month construction duration.

 

Commissioning of plant and equipment has commenced.  The Commissioning Management Plan is being updated on a quarterly basis by Kane Constructions Pty Ltd as works progress.  The final plan is currently being reviewed by the architects and will be released shortly. Induction and training of Council staff will commence once the final plan is received.  When building construction is complete (anticipated June 2015) a one-year defects liability period commences.  Kane Constructions Pty Ltd are contractually responsible for all rectification of defects during this period.

 

Operations and Maintenance Manuals will be available to Council staff as part of the practical completion; these will include:

·                Asset details (life cycle, warranties, certificates of compliance etc);

·                Inspection/servicing/maintenance needs;

·                Details of commissioned contractors.

Electricity, water, gas and communication services have all been provided/installed.  Contracts are being finalised with service providers.

 

The tender process has commenced for both the café operations and cleaning contract.  Café contract expressions of interest close on 8 May 2015, with the expected date for the contract to be awarded 9 June 2015.  The contract will commence on 15 July 2015.  Tenders for the cleaning contract close on 15 May, with a report to Council at the June meeting.

 

Recruitment and appointment of senior staff is almost complete.  The Leisure & Aquatic Facilities Manager position is at second interview stage.  Managers for Customer Service/Administration; Health & Fitness; Operations; and Programs have all commenced.  The majority of Co-ordinators have been appointed and will commence in the coming weeks.  Expressions of Interest for all direct service staff have opened.  Applications for these positions are currently being assessed.  Formal recruitment will commence mid-May, with all staff expected to be on board by early July.

 

A team of Membership Consultants has been employed.  Membership sales commenced on Monday 20 April 2015.  Membership enquiries are being taken via Council’s website.  A stand is located at Eastland Shopping Centre for enquiries in person.  There has been very strong interest in membership enquiries and sales so far.

 

Memorandum of Understanding documents are currently being prepared for Ringwood Swimming and Diving Clubs and Diving Victoria.  User arrangements are being discussed with the Ringwood Triathlon and Ringwood Water Polo Clubs.  Enquiries are being received from local schools interested in Term 4 swimming programs.  Promotion of programs to schools and other groups will commence in May.

 

Three trial or ‘soft’ openings are planned:  Saturday 18 July, Monday 27 July and Monday 3 August 2015.  Small select groups will be invited to attend the ‘soft’ openings which are designed to allow the facility to be operated whilst open to invitees, to perform testing of operations, procedures, facilities and assets.  Any deficiencies can then be adjusted or fine-tuned ready for general public admissions.

 

It is proposed that the official opening of Aquanation be scheduled for Friday 14 August 2015, and the public opening be scheduled for Saturday 15 August 2015.

Financial / economic issues

Not Applicable


Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not applicable to this progress report.

Conclusion

Aquanation construction is proceeding ahead of schedule and within budget.  Membership sales and negotiations with interested user groups have commenced.  Preparations for the official opening on Friday 14 August 2015 and public opening on Saturday 15 August 2015 are well underway.  Three proposed ‘soft’ openings are planned for 18 & 27 July and 3 August 2015.  Separate invitations for participation and attendance to the ‘soft’ openings are currently being finalised.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That council

1.       endorseS the official formal opening date of aquanation as friday 14 august 2015

2.       endorseS the public opening date of aquanation as saturday 15 august 2015

3.       receives and notes the aquanation progress report

  


DOCUMENTS FOR SEALING

 

 

Letters under Seal - Dorothy Faulkner & Therese Guelen

ITEM 1

 

Purpose

Council’s attention has recently been drawn to the 30 years of voluntary service to the Uniting Care Ringwood Biala Program by Mrs Dorothy Faulkner and Mrs Therese Guelen.  The Biala Program provides much needed respite for families with special-needs young children.

 

Dorothy is a mother of 5, grand-mother of 23 and great grandmother to 7. 

Therese is a mother of 5, grand-mother of 8 and great grandmother to 3.

 

Their energy and passion for children has been long recognised. They are both an integral part of the Biala team.

 

It is appropriate that Council, in accordance with its Honours / Recognition of Milestones & Achievements Policy, recognises this 30 year service milestone.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That council signs and seals letters to mrs dorothy faulkner and mrs therese guelen in recognition of their 30 years of service to the uniting care ringwood biala program.