Agenda of Ordinary Council Meeting

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 Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 3: 2015-2016) 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

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 briefing held on 1 February 2016 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.	2016 February 01 - Assembly of Councillors Public Record

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE PUBLIC RECORD OF THE ASSEMBLY OF COUNCILLORS BRIEFING HELD ON 1 February 2016

ATTACHMENT No: 1 - 2016 February 01 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Monday 1 February 2016	Time: 6:00pm	Location: Meeting Room 4, Braeside Avenue, Ringwood
Attendees:

Councillors
Cr Natalie Thomas (Mayor)	Cr Nora Lamont	Cr Les Willmott, JP
Cr Rob Steane	Cr Samantha Marks	Cr Liam Fitzgerald(entered 6:20pm)
Cr Christina Gleeson	Cr Mary-Anne Lowe

Council Officers:
Steve Kozlowski	Chief Executive Officer
Marianne Di Giallonardo	Director Corporate Services
Phil Turner	Director Planning & Community
Trevor Welsh	Director Operations, Infrastructure & Leisure
Peter Tully	Governance Advisor Items 1 & 2
Andrew Taylor	Manager Engineering & Building Item 3
Adam Todorov	Manager Assets Item 4
Tim Cocks	Manager Leisure Item 5 & 6
Tara Choudari	Leisure & Aquatics Facility Manager Item 6
Stephen Onans	Team Leader Governance
Apologies:
Councillors:	Cr Tony Dib, JP
Council Officers:	Nil

Conflict of Interest Disclosure:
Councillors:	Nil
Council Officers:	Nil

Matters Discussed:		## Confidential Item

1	Election Period (Caretaker Protocol) 2016
2	Meeting Procedure Local Law 12
3	Petition - Eastfield Mall Additional Car Parking
4	Ten Year Capital Works Program
5	Community Facilities Dedication Policy
6	Aquanation Opening Hours
7	Draft Councillor Weekend Agenda
8	Community Assistance Fund

Record completed by:

Council Officer	Stephen Onans
Title	Team Leader Governance

DIRECTOR Corporate Services – Marianne Di Giallonardo

Local Law No 12 - Meetings Procedure and Use of Common Seal	Item 4

Purpose

To commence the statutory procedures for Council to give notice of its intention to make a new Meetings Procedure and Use of Common Seal Local Law No. 12.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council plan 2013-2017 (Year 3: 2015-2016) provide the strategic framework that underpins the purpose in this report.

Outcome Area: A well governed and empowered community

Key Directions 2015 – 2016:

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

Background

Council is required by the provisions of the Local Government Act 1989 to adopt a local law regulating meeting procedure and the use of Council’s common seal.

Maroondah’s Local Law No. 7 came into effect on first day of January 2007 and is due to cease operation - pursuant to the 10 years sunset provision for local laws – on thirty-first day of December 2016.

Historically the local law has remained basically intact since initially coming into force in 1997. It has undergone some relatively minor changes to facilitate debate and legislative updates in 2010 stemming from the adoption of Local Law No. 9.

Issue / discussion

Meetings Procedure Local Laws tend to be ‘stock standard’ across the Local Government sector. Post amalgamation meeting procedure local laws were adopted by Commissioners that would come into force once Councillors were re-elected. The local law tended to marry together the best features of the original meeting procedures from the amalgamating Councils.

Maroondah varied slightly from this trend in having a consultant to review and draft a meeting procedure local law. Changes since that time have either been legislative, adoption of public question time processes and a streamlining of the order of debate.

The local law has served Maroondah well since its adoption and it is proposed to adopt a new local law basically the same format with several mandatory legislative updates.

It is proposed to bring forward the expiry date of the current Local Law No. 7 and also Local Law No. 9 to the thirtieth day of September 2016 and having the new Local Law No. 12 commencing from first day of October 2016.

This will achieve having Local Laws No. 7 & No. 9 run concurrently to the end of the term of Council – Council elections are due to be held on 22 October 2016 and no Council meetings are scheduled for October due to the Election (Caretaker) Period. The new Local Law would therefore be operative for the new Council to be sworn in from November 2016.

Financial / economic issues

Costs associated with this item are contained within the current budget.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Community consultation is quite extensive for new local laws.

The State Government in February 2010 introduced Guidelines for Local Laws Manual as part of its Better Practice Local Laws Strategy. In adhering to the Guidelines, Councils are required to assess the proposed Local Law against prescribed criteria within a Local Law Community Impact Statement. Such a statement is designed both to be a checklist tool for Council to work through in addition to an explanatory document about the Local Law for the community.

A copy of the Local Law Community Impact Statement is attached to this report.

Council will be undertaking the section 223 processes for submissions and in addition to the Local Law Community Impact Statement a copy of the proposed Local Law No. 12 with tracked changes to identify amendments from the current local Law will also be available.

A copy of proposed Meetings Procedure and Use of Common Seal Local Law No. 12 - with tracked changes indicting proposed alteration from the current Local Law - is also attached to this report.

Conclusion

That Council give notice of its intention to make Local Law No. 12 to ensure that the current Local Laws No 7 & 9 are replaced well before their expiry dates and Council conforms to the mandatory statutory requirement of have an operative meetings procedure local law.

Attachments

1.⇩	Proposed Local Law No 12 - Tracked Changes
2.⇩	Community Impact Statement

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That WITH RESPECT TO PROPOSED LOCAL LAW NO. 12 – MEETINGS PROCEDURE AND COUNCIL SEAL – COUNCIL:-

1. PURSUANT TO section 111 OF THE LOCAL GOVERNMENT ACT 1989 (‘tHE ACT’) gives notice of its intention to make local law no. 12 FOR THE PURPOSES OF:

i. PROCEEDINGS OF ORDINARY AND SPECIAL MEETINGS OF COUNCIL

ii. ELECTION OF MAYOR AND ACTING CHAIRMAN

iii. USE OF THE COMMON SEAL OF COUNCIL

iv. PROCEEDING OF SPECIAL COMMITTEES AND

RESOLVES to commence THE STATUTORY PROCEDURES

2. hERBY gives PUBLIC NOTICE IN the victoria government GAZETTE, the age and maroondah leader newspaper, seeking submissions on the proposed Local Law in accordance with sections 119 and 223 of the Act

3. in accordance with section 223 of the act:

i. appoints a committee comprising councillors ……….., ……….. and ……….. to hear any person wishing to be heard in support of their submission, on a date to be determined

ii. SHALL consider all written submissions AT A SUBSEQUENT MEETING OF COUNCIL, including a written report on the proceedings of any committee hearing conducted, following which it will determine whether or not to make local law no. 12

4. NOTES THAT IF NO SUBMISSIONS ARE RECEIVED COUNCIL SHALL CONSIDER A RECOMMENDATION TO MAKE LOCAL LAW NO. 12 AT A SUBSEQUENT MEETING OF COUNCIL

5. authorises the director CORPORATE SERVICES 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

6. GIVES PRELIMINARY NOTICE OF INTENTION TO:-

i. REVOKE BOTH LOCAL LAWS NO. 7 & NO. 9 - EFFECTIVE AS AT THIRTIETH DAY OF SEPTEMBER 2016 AND

ii. MAKE PROPOSED LOCAL LAW NO. 12 OPERATIVE AS FROM FIRST DAY OF OCTOBER 2016.

DIRECTOR Corporate Services – Marianne Di Giallonardo

Financial Report: Six Months Ending 31 December 2015	Item 5

Purpose

To present the financial statements for the six months ending 31 December 2015.

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 3: 2015-2016) 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 2015 - 2016:

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); Balance Sheet; Cash Flow 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 six months ending 31 December 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
Income	116,035	97,343	97,716	373	117,792
Expenses	(117,923)	(58,620)	(56,679)	1,941	(117,600)
Underlying Surplus (Deficit)	(1,888)	38,723	41,037	2,314	192

Capital
Grants - Capital (recurrent and non-recurrent)	8,937	2,249	2,095	(155)	3,859
Comprehensive result	7,049	40,973	43,132	2,159	4,051

For the six months ended 31 December 2015 Council has recorded an operating surplus before capital revenue of $41.04 million, which is $2.31 million ahead of the year to date budget (This equates to a 1.99% variance on total budgeted turnover). The major contributing variances are: (See also notes to Income Statement Appendix B)

· The change from the Adopted Budget Underlying Surplus of $192k to the Forecast Budget Underlying Deficit of ($1.89m), which is a direct result of the Victorian Grants Commission payment of $2.5m being paid in advance in the previous financial year and carried forward grant expenditure.

· Cash Contributions are $233k above budget due to $176k more Public Open Space contributions than anticipated.

· Statutory Fees and Fines are $175k above budget due to improved Traffic and Parking Management $80k and an increased number of Statutory Planning Applications of $36k.

· Capital grants (recurrent and non-recurrent) are ($155k) below budget due to $100k in grants relating to the East Ringwood Pavillion Multicultural Infrastructure Fund.

· Rates and charges are ($47k) below budget with Supplementary Rates ($64k) below expectations.

· User Fees are ($37k) below budget with fees for Aquahub ($61k), Ringwood Golf ($55k) and Dorset Golf ($39k) all below budget. Revenue Services (Valuations) $42k and Sport and Recreation $41k were both ahead of budget.

· Materials and Services are $867k below year to date forecast. Service areas contributing to this are Human Resources $220k (Insurances $69k, Training $61k, Advertising $24k and Conferences & Seminars $17k), Leisure $148k (Training $35k, Cleaning 32k, Marketing & Promotions $32k and Communications $24k), Integrated Planning $112k (Consultancies $50k and Program Expenditure $46k) Business Development $81k (Electricity $49k and Rates Special Charges $38K) and Information Technology $80k (Software Maintenance $76k). Legal Fees ($110k) and Water ($75k) are both above forecast.

· Contractors are $850k below year to date forecast. Service areas contributing to this are Community Services $361k (including Home Care $144k, Respite Care $109k, Personal Care $78k and Property Maintenance $51k), Waste Management $242k, Operations $144k (including City Parks $94k and Construction $46k), Human Resources $59k (Learning & Development $44k) and Leisure $58k (Ringwood Golf $21k and Aquahub $21k) which are all below forecast.

· Employee costs are $224k below budget with Community Services contributing $93k, Operations $91k, Planning, Health and Local Laws $68k, Maroondah Leisure Marketing and Sale $65k and Revenue, Property and Customer Services $64k. Aquahub ($148k) and Aquanation ($116k) were unfavourable to budget.

The movement between the Capital Grants Adopted Budget of $3.86 million and Forecast of $8.94 million mainly relates to:

· Realm $3 million

· Capital grant income for Oban Road Blackspots of $701k

· Capital projects for which grant income was budgeted 14/15 but had not been received at year end, resulting in forecast variations for 15/16. This includes projects such as Mullum Reserve, Marveloo, Bedford Road Signalisation, RMAC and East Ringwood CCTV, Croydon Main St Connects and the Ringwood Station Art Project.

The movement between the net surplus Adopted Budget of $4.05 million and the Forecast of $7.05 million mainly relates to the following (Refer to detailed reconciliation in Appendix A):

· Carried forward grants net ($678k);

· New and revised grant funding net ($2.94m);

· New and revised capital grant funding $5.21m;

· Revised forecast Public Open Space contributions $800k;

· Revised forecast Developer’s Contributions ($100k).

1.2 CAPITAL PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Budget	Actual #	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Total capital works	44,187	14,051	13,532	518	37,077

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

The Forecast Budget includes carried forward works from 2014/15 of $3.3m, funding for new and revised projects including:

· State government funding from the Department of Transport, Planning & Local Infrastructure for the signalisation of Bedford Road and Great Ryrie Street of $1 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;

· State government funding from the Department of Health and Human Services for the construction of Marveloo 2 $44k;

and future years projects brought into current year including the replacement of existing community buildings at Proclamation Park $500k and Street Lighting Improvements $300k.

For the six months ended 31 December 2015 Council has expended $13.53 million on the capital works program, which is $518k behind the year to date budget. The variance is due to mainly:

· Recreational Leisure and Community Facilities behind by $331k;

· Buildings behind by $258k;

· Computers and Telecommunications behind by $106k;

· Footpaths and Cycleways ahead by 77k;

· Drainage ahead by $48k; and

· Plant, Machinery and Equipment ahead by $36k.

1.3 FINANCIAL POSITION

		2015-16	2014-15	2014-15
	Adopted	December YTD	December YTD	June YTD
	Budget	Actual	Actual	Actual
	$’000	$’000	$’000	$’000
Cash and investments	23,160	30,780	34,056	39,920
Net current assets	5,953	62,540	64,933	23,556
Net asset and total equity	1,347,362	1,454,525	1,373,419	1,411,393

The Financial Position as at 31 December 2015 shows cash and investments balances of $30.78 million, which is $3.28 million lower than balances at 31 December 2014. The cash and investments balance is $11.63 million above the 2015/16 LTFS predicted cash amount of $19.15 million. The net asset position as at 31 December 2015 is $1.45 billion.

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 2015/2016 services and advocacy programs.

Attachments

1.⇩	15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE FINANCIAL PERFORMANCE AGAINST BUDGET FOR THE SIX MONTHS ENDING 31 DECEMBER 2015

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

1 EXECUTIVE SUMMARY

1.1 OPERATING PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget	Budget	Actual	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Operating
Income	116,035	97,343	97,716	373	117,792
Expenses	(117,923)	(58,620)	(56,679)	1,941	(117,600)
Underlying Surplus (Deficit)	(1,888)	38,723	41,037	2,314	192

Capital
Grants - Capital (recurrent and non-recurrent)	8,937	2,249	2,095	(155)	3,859
Comprehensive result	7,049	40,973	43,132	2,159	4,051

· Cash Contributions are $233k above budget due to $176k more Public Open Space contributions than anticipated.

· Statutory Fees and Fines are $175k above budget due to improved Traffic and Parking Management $80k and an increased number of Statutory Planning Applications of $36k.

· Capital grants (recurrent and non-recurrent) are ($155k) below budget due to $100k in grants relating to the East Ringwood Pavillion Multicultural Infrastructure Fund.

· Rates and charges are ($47k) below budget with Supplementary Rates ($64k) below expectations.

· Materials & Services are $867k below year to date forecast. Service areas contributing to this are Human Resources $220k (Insurances $69k, Training $61k, Advertising $24k and Conferences & Seminars $17k), Leisure $148k (Training $35k, Cleaning 32k, Marketing & Promotions $32k and Communications $24k), Integrated Planning $112k (Consultancies $50k and Program Expenditure $46k) Business Development $81k (Electricity $49k and Rates Special Charges $38K) and Information Technology $80k (Software Maintenance $76k). Legal Fees ($110k) and Water ($75k) are both above forecast.

The movement between the Capital Grants Adopted Budget of $3.86 million and Forecast of $8.94 million mainly relates to:

· Realm $3 million

· Capital grant income for Oban Road Blackspots of $701k

The movement between the net surplus Adopted Budget of $4.05 million and the Forecast of $7.05 million mainly relates to the following (Refer to detailed reconciliation in Appendix A):

· Carried forward grants net ($678k);

· New and revised grant funding net ($2.94m);

· New and revised capital grant funding $5.21m;

· Revised forecast Public Open Space contributions $800k;

· Revised forecast Developer’s Contributions ($100k).

1.2 CAPITAL PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Budget	Actual #	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Total capital works	44,187	14,051	13,532	518	37,077

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

The Forecast Budget includes carried forward works from 2014/15 of $3.3m and funding for new and revised projects including:

· State government funding from the Department of Transport, Planning & Local Infrastructure for the signalisation of Bedford Road and Great Ryrie Street of $1 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;

· State government funding from the Department of Health and Human Services for the construction of Marveloo 2 $44k;

and future years projects brought into current year including the replacement of existing community buildings at Proclamation Park $500k and Street Lighting Improvements $300k.

For the six months ended 31 December 2015 Council has expended $13.53 million on the capital works program, which is $518k behind the year to date budget. The variance is due to mainly:

· Recreational Leisure and Community Facilities behind by $331k;

· Buildings behind by $258k;

· Computers and Telecommunications behind by $106k;

· Footpaths and Cycleways ahead by 77k;

· Drainage ahead by $48k; and

· Plant, Machinery and Equipment ahead by $36k.

1.3 FINANCIAL POSITION

		2015-16	2014-15	2014-15
	Adopted	December YTD	December YTD	June YTD
	Budget	Actual	Actual	Actual
	$’000	$’000	$’000	$’000
Cash and investments	23,160	30,780	34,056	39,920
Net current assets	5,953	62,540	64,933	23,556
Net asset and total equity	1,347,362	1,454,525	1,373,419	1,411,393

2. FINANCIAL ANALYSIS

2.1 OPERATING PERFORMANCE

2.1.1 Operating Income

	Forecast	YTD	YTD	YTD	Adopted
	Budget	Budget	Actual	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Income
Rates & charges*	77,294	77,170	77,123	(47)	77,264
Statutory fees & fines	3,594	1,679	1,854	175	3,538
User fees	21,712	10,553	10,516	(37)	21,671
Contributions - cash	3,488	2,835	3,068	233	2,782
Grants - Operating (recurrent)	8,958	4,482	4,494	12	11,783
Grants - Operating (non-recurrent)	149	104	106	3	6
Interest received	933	506	537	30	841
Net gain (loss) on disposal of property, infrastructure, plant & equipment	(93)	14	18	4	(93)
Total Income	116,035	97,343	97,716	373	117,792

Grants - Capital (recurrent and non-recurrent)	8,937	2,249	2,095	(155)	3,859
Total Operating Income	124,972	99,592	99,811	218	121,651

* Rates received are in line with expectations and in accordance with the same trend as last year – see graph on page 16.

Income – YTD Budget variances (depiction of the table above)

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

Major Operating Income Variances

		YTD Budget for selected items	YTD Fav Budget	YTD Unfav Budget
	Var	$’000	$’000	$’000
Rates and Charges		77,170		47
Supplementary Rates	T	406		64
Statutory Fees and Fines		1,679	175
Traffic Fines	T	463	80
Planning Application Fees	T	237	36
User Fees		10,553		37
Aquahub	T	2,691		61
Ringwood Golf	T	846		55
Dorset Golf	T	626		39
Revenue Services - Valuations	P	96	42
Sport and Recreation	T	219	41
Contributions - Cash		2,835	233
Public Open Space	P	2,253	176
Grants - Capital (recurrent and non-recurrent)		2,249		155
East Ringwood Pavillion - Multicultural Infrastructure Fund	T			100

Note: Var T = Timing P = Permanent CF = Carried forward prior year

Fav – Favourable against budget, Unfav – Unfavourable against budget

As the major unfavourable variances are purely related to timing there is no cause for concern by Council.

For more detailed explanations refer to the notes of the Income Statement in Appendix B which lists all major variances under/over $30k by Service Area.

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

Major Operating Expense Variances

		YTD Budget for selected items	YTD Fav Budget	YTD Unfav Budget
	Var	$’000	$’000	$’000
Employee Costs		24,176	224
Community Services	T	3,461	93
Operations	T	3,305	91
Planning, Health and Local Laws	T	2,985	68
Maroondah Leisure Marketing and Sales	T	468	65
Revenue, Property and Customer Services	T	959	64
Aquahub	T	1,610		148
Aquanation	T	1,851		116
Materials and Services		13,179	867
Human Resources	T	1,052	220
Leisure	T	3,540	148
Integrated Planning	T	361	112
Business and Development	T/P	365	81
Information Technology	T	1,091	80
Operations	T	2,229	74
Community Services	T	682	71
Finance and Governance	T	408	54
Communications and Marketing	T	293	38
Revenue, Property and Customer Services	T	1,748	33
Legal Fees	P	189		110
Water	T	293		75
Planning, Health and Local Laws	T	508		46
Contractors		10,927	850
Community Services	T	2,040	361
Waste Management	T	5,045	242
Operations	T	2,939	144
Human Resources	T	150	59
Leisure	T	389	58
Business and Development	T	74		33

Note: Var T = Timing P = Permanent CF = Carried forward prior year Fav – Favourable against budget, Unfav – Unfavourable against budget

The variances relate to both timing and permanent differences. Legal fees are expected to remain above forecast.

For more detailed explanations refer to the notes of the Income Statement in Appendix B which lists all major variances under/over $30k by Service Area.

2.1.3 Directorate Analysis

	Annual forecast Net	YTD forecast budget Net	YTD Actual Net	YTD Bud Var Net
	$’000	$’000	$’000	$’000
Department
Chief Executive's Office	(2,121)	(984)	(928)	56
Corporate Services	(25,248)	(12,540)	(11,795)	745
Operations, Infrastructure & Leisure	(22,655)	(11,514)	(11,186)	328
Planning & Community	(11,202)	(4,213)	(3,060)	1,153
	(61,226)	(29,250)	(26,968)	2,281

Capital Grants & Contributions	8,937	2,249	2,095	(155)
Net (Gain)/Loss on disposal of equipment	(93)	14	18	4
Other non-attributable 1	59,432	67,960	67,987	28
Net (surplus) deficit	7,049	40,973	43,132	2,159

1. Other non-attributable includes rate & charges revenue, grants commission, depreciation and insurance.

Department net cost YTD Budget variances (depiction of the table above)

This graph shows that all directorates are showing a positive variance to the Year to Date Budget.

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

2.2 CAPITAL PERFORMANCE

	Amount	Forecast	YTD	YTD	YTD	Adopted
	Carried Forward	Budget ##	Budget	Actual #	Bud Var	Budget
	$’000	$’000	$’000	$’000	$’000	$’000
Classification
Buildings	(148)	20,566	6,168	5,910	258	17,628
Roads	1,102	6,216	2,131	2,128	4	3,584
Footpaths and Cycleways	136	1,830	817	894	(77)	1,840
Carparks	0	494	88	88	0	330
Drainage	373	2,552	933	981	(48)	2,180
Waste Management	43	133	43	34	8	90
Other Capital Roads and Drainage	295	960	135	150	(15)	715
Recreational Leisure and Community Facilities	230	3,371	1,085	754	331	2,941
Parks and Open Space	263	1,345	415	411	4	932
Fixtures, Fittings and Furniture	14	98	29	18	10	60
Plant, Machinery and Equipment	182	3,237	867	903	(36)	3,332
Computers and Telecommunications	656	1,546	532	427	106	890
Property Sales	0	0	0	24	(24)	0
Building Renewal	130	1,839	808	810	(3)	2,555
Total capital works	3,276	44,187	14,051	13,532	518	37,077

#YTD Actual expenditure includes Carried Forwards ##Forecast Budget expenditure includes Carried Forwards, future years’ projects brought into this year.

Capital works – YTD Budget variances by asset class (depiction of the table above)

Capital works YTD expenditure cumulative

#YTD Actual expenditure includes Carried Forwards ##Forecast Budget expenditure includes Carried Forwards, future years’ projects brought into this year.

These graphs demonstrate that expenditure and hence, the capital program is slightly behind of budget predictions overall.

For more detailed explanations on capital items refer to Appendix C which lists all major variances under/over $30k by Service Area.

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

Major Capital Works Variances

		YTD Budget for selected items	YTD Ahead of Budget	YTD Behind Budget
	Var	$’000	$’000	$’000
Buildings		6,168		258
Proclamation Park Building Replacement	T	400		343
Street Lighting Improvements	T	300		59
East Ringwood Pavillion	T	100		50
Realm	T	-	230
Mullum Reserve Pavillion Extension	T	1,151	107
Footpaths and Cycleways		817	77
Disability Footpath Access	T	53	65
Drainage		933	48
Power St Flood Mitigation Works	T	100	34
Recreational Leisure and Community Facilities		1,085		331
Dorset Golf - Desilting of Dam	T	115		109
Reserves - Sports Field Surface Renovation	T	100		100
Ringwood Golf - Irrigation	T	45		41
Dorset Golf - Perimeter Fencing	T	50		36

Note: Var T = Timing P = Permanent CF = Carried forward prior year E = Externally funded

For more detailed explanations on capital items refer to Appendix C which lists all major variances under/over $30k by Service Area. On the whole, the results indicate Council is well placed to deliver on most of the projects included within the 2015/16 Capital Budget as well as those projects carried forward into the 2015/16 year.

2.3 FINANCIAL POSITION

		2015-16	2014-15
	Adopted	December YTD	December YTD
	Budget	Actual	Actual
	$’000	$’000	$’000
Cash and investments	23,160	30,780	34,056
Net current assets	5,953	62,540	64,933
Net asset and total equity	1,347,362	1,454,525	1,373,419

Actual cash & investments balance by month

This graph reflects that there are sufficient cash reserves to cover both restricted assets and any fluctuations in cash flow.

Actual working capital ratio by month

(Current Assets / Current Liabilities)

The working capital ratio is a measure of liquidity. It is essential for this figure to be greater than 1.00 at all times, with the VAGO recommended level being in excess of 1.50.

The ratio is decreasing as expected, and is expected to fall towards 1.24 by 30 June 2016.

Actual rates outstanding balances by month

The December result indicates a similar quantum of rates outstanding as compared to the same stage last year.

Rates debtor collection rate by %

The level of collection of rate debtors during 2015/16 is in line with expectations.

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

Investments as at 31 December 2015
	Credit Rating	Maturity Date	Period Days	Yield %	Type	$000's	%
Bank West	A-1+			1.95	On-Call	4,880	16.4%
National Australia Bank	A-1+			2.05	On-Call	738	2.5%
IMB	A-2	04-Jan-16	95	2.75	Term Dep.	1,600	5.4%
IMB	A-2	13-Jan-16	106	2.75	Term Dep.	914	3.1%
Suncorp Metway	A-1	21-Jan-16	92	2.80	Term Dep.	700	2.3%
Rural Bank Ltd	A-2	28-Jan-16	65	2.50	Term Dep.	1,500	5.0%
Rural Bank Ltd	A-2	10-Feb-16	120	2.80	Term Dep.	1,000	3.4%
IMB	A-2	16-Feb-16	62	2.55	Term Dep.	604	2.0%
Suncorp Metway	A-1	16-Feb-16	77	2.70	Term Dep.	1,000	3.4%
Bank of Queensland	A-2	18-Feb-16	91	2.85	Term Dep.	1,762	5.9%
Rural Bank Ltd	A-2	24-Feb-16	96	2.70	Term Dep.	500	1.7%
Commonwealth	A-1+	10-Mar-16	99	2.85	Term Dep.	1,507	5.1%
Bank of Queensland	A-2	17-Mar-16	90	2.85	Term Dep.	1,200	4.0%
Bank of Melbourne	A-1+	23-Mar-16	91	2.81	Term Dep.	1,470	4.9%
National Australia Bank	A-1+	23-Mar-16	90	3.00	Term Dep.	705	2.4%
Commonwealth	A-1+	24-Mar-16	119	2.90	Term Dep.	1,534	5.1%
Suncorp Metway	A-1	21-Apr-16	142	2.95	Term Dep.	1,000	3.4%
Bank of Queensland	A-2	21-Apr-16	120	2.90	Term Dep.	1,440	4.8%
Commonwealth	A-1+	27-Jan-16	92	2.80	Term Dep.	1,068	3.6%
ING	A-2	13-May-16	182	2.90	Term Dep.	694	2.3%
Bendigo & Adelaide Bank LTD	A-2	30-May-16	181	2.80	NCD	1,031	3.5%
Bendigo & Adelaide Bank LTD	A-2	06-Jun-16	180	2.80	Term Dep.	1,193	4.0%
Bendigo & Adelaide Bank LTD	A-2	25-Jul-16	368	2.95	Term Dep.	702	2.4%
Bank of Melbourne	AA-	13-Mar-18	1461	4.25	Term Dep.	1,057	3.5%
						29,797	100%

Term Dep. = Term Deposit NCD = Negotiable Certificate of Deposit

Council’s performance against the industry wide benchmark (Bank Bill Swap Reference Rate – Average Bid which summarises the returns on banks bills over the time period chosen) is provided below:

Benchmark: 90 day Bank Bill Swap Reference Rate – Average Bid (Source: Australian Financial Markets Association)

2.49%

Maroondah Investment Portfolio as at 31 December 2015

This represents a favourable return on investments

2.87%

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

APPENDIX A

Income Statement

Reconciliation Adopted Budget to Forecast

Balance Sheet

Cash Flow Statement

Statement of Capital Works

Income Statement

For the six months ending 31 December 2015

		YTD	YTD	YTD
	Annual	Forecast	Actual	Forecast		Adopted
	Forecast	Budget		Variance		Budget
	$'000	$'000	$'000	$'000	Note	$'000

Income
Rates & charges	77,294	77,170	77,123	(47)	1	77,264
Statutory fees & fines	3,594	1,679	1,854	175	2	3,538
User fees	21,712	10,553	10,516	(37)		21,671
Contributions - cash	3,488	2,835	3,068	233	3	2,782
Grants - Operating (recurrent)	8,958	4,482	4,494	12		11,783
Grants - Operating (non-recurrent)	149	104	106	3		6
Interest received	933	506	537	30		841
Net gain (loss) on disposal of property, infrastructure, plant & equipment	(93)	14	18	4		(93)
Total Income	116,035	97,343	97,716	373		117,792


Expenses
Employee costs	49,127	24,176	23,952	224	4	48,815
Materials and services	25,249	13,179	12,313	867	5	25,300
Contractors	22,869	10,927	10,077	850	6	22,827
Depreciation and amortisation	19,530	9,763	9,757	6		19,509
Finance costs	1,149	574	580	(6)		1,149
Total expenses	117,923	58,620	56,679	1,941		117,600

Underlying Surplus (Deficit)	(1,888)	38,723	41,037	2,314		192

Grants - Capital (recurrent and non-recurrent)	8,937	2,249	2,095	(155)	7	3,859

Comprehensive result	7,049	40,973	43,132	2,159		4,051

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

CLASSIFICATION STATEMENT (SUMMARY OF VARIANCES)

Income Statement for the Period Ended 31 December 2015

Items in brackets () indicate unfavourable variance

NOTE 1

Rates & Charges are $47k below year to date forecast. Rates Supplementary are $64k below forecast, refer to variance comments below. Rates Garbage Charges are $23k above forecast.

NOTE 2

Statutory Fees and Fines are $175k above year to date forecast. Traffic Fines $80k, Statutory Planning Applications $36k and Community Health Registration Fees $21k are all above forecast.

NOTE 3

Contributions Cash are $233k above year to date forecast. Open Space Cash in Lieu Contributions are $176k above forecast and School Focussed Youth Services Contributions are $28k above forecast.

NOTE 4

Employee costs are $224k below year to date forecast. Service areas contributing to this are Community Services $93k, Operations $91k, Planning, Health & Local Laws $68k, Maroondah Leisure Marketing & Sales $65k, Revenue, Property & Customer Service $64k all below forecast. Aquahub $148k and Aquanation $116k are above forecast.

NOTE 5

Materials & Services are $867k below year to date forecast. Service areas contributing to this are Human Resources $220k (Insurances $69k, Training $61k, Advertising $24k and Conferences & Seminars $17k), Leisure $148k (Training $35k, Cleaning 32k, Marketing & Promotions $32k and Communications $24k), Integrated Planning $112k (Consultancies $50k and Program Expenditure $46k) Business Development $81k (Electricity $49k and Rates Special Charges $38K) and Information Technology $80k (Software Maintenance $76k). Legal Fees ($110k) and Water ($75k) are both above forecast.

NOTE 6

Contractors are $850k below year to date forecast. Service areas contributing to this are Community Services $361k (including Home Care $144k, Respite Care $109k, Personal Care $78k and Property Maintenance $51k), Waste Management $242k, Operations $144k (including City Parks $94k and Construction $46k), Human Resources $59k (Learning & Development $44k) and Leisure $58k (Ringwood Golf $21k and Aquahub $21k) which are all below forecast.

NOTE 7

Capital Grants are $155k below year to date forecast. East Ringwood Pavilion $100k is below forecast.

Reconciliation of Difference between Adopted Budget and Annual Forecast

OPERATING - RECONCILIATION OF DIFFERENCE BETWEEN ADOPTED BUDGET AND ANNUAL FORECAST
6 months 1 July 2015 to 31 December 2015
	Revenue	Expenditure	Movement
	$	$	$
Budget	117,791,588	117,599,742	191,846
Capital Grants & Contributions	3,859,000	0	3,859,000
Adopted Budget	121,650,588	117,599,742	4,050,846
Carried Forward Operating Grants & Contributions	7,871	686,149	(678,278)
New Funding Operating Grants & Contributions	129,592	113,046	16,546
Revised Funding Operating Grants & Contributions	(2,936,178)	0	(2,936,178)
Carried Forward Capital Grants & Contributions	3,068	0	3,068
New Funding Capital Grants & Contributions	3,727,500	0	3,727,500
Revised Funding Capital Grants & Contributions	1,347,467	0	1,347,467
Other Capital	7,540	0	7,540
Transfers from Operation to Capital	0	(208,000)	208,000
Assets	1,000	(125,096)	126,096
Business & Development	0	19,600	(19,600)
Community Services	42,079	(101,502)	143,581
Communications & Marketing	0	(24,500)	24,500
Engineering & Building Services	21,000	1,422	19,578
Finance & Governance	209,917	(119,000)	328,917
Human Resources	0	(26,000)	26,000
Integrated Planning	68,107	67,607	500
Leisure - Management	0	155,579	(155,579)
Leisure - Sport & Recreation	68,000	50,150	17,850
Leisure - Community Halls	(16,299)	42,422	(58,721)
Leisure - Karralyka	(74,334)	(213,741)	139,407
Leisure - Federation Estate	0	42,091	(42,091)
Leisure - Aquahub	0	(42,416)	42,416
Leisure - Aquanation	0	(25,305)	25,305
Leisure - Maroondah Leisure Marketing & Sales	0	(35,800)	35,800
Leisure - Croydon Memorial Pool	0	(4,238)	4,238
Leisure - The Rings	(2,811)	(11,170)	8,359
Leisure - Dorset Golf	0	(9,087)	9,087
Leisure - Ringwood Golf	0	(11,511)	11,511
Operations	0	64,217	(64,217)
Planning, Health & Local Laws	700,000	33,621	666,379
Revenue, Property & Customer Service	18,000	4,746	13,254
Annual Forecast	124,972,107	117,923,026	7,049,081
Total Forecast Changes	3,321,519	323,284	2,998,235

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

Balance Sheet

As at 31 December 2015

	31/12/2015	31/12/2014	30/06/2015
	$ '000	$ '000	$ '000
Assets
Current assets
Cash and cash equivalents	11,609	20,131	9,301
Trade and other receivables	56,229	53,786	7,311
Other financial assets	19,170	13,925	30,619
Inventories	347	327	271
Other assets	1,173	604	658
Total current assets	88,530	88,773	48,160

Non-current assets
Trade and other receivables	695	995	695
Investments in associates and joint ventures	2,706	2,517	2,706
Property, infrastructure, plant and equipment	1,397,812	1,315,427	1,394,260
Intangible assets	13,922	14,186	13,923
Total non-current assets	1,415,135	1,333,125	1,411,584
Total assets	1,503,665	1,421,898	1,459,744

Liabilities
Current liabilities
Trade and other payables	(11,765)	(9,845)	(9,832)
Trust funds and deposits	(2,354)	(2,990)	(3,408)
Provisions	(10,692)	(9,982)	(10,212)
Interest-bearing loans and borrowings	(1,180)	(1,023)	(1,152)
Total current liabilities	(25,990)	(23,840)	(24,604)

Non-current liabilities
Provisions	(911)	(997)	(911)
Interest-bearing loans and borrowings	(21,896)	(23,177)	(22,493)
Trust funds and deposits	(343)	(465)	(343)
Total non-current liabilities	(23,150)	(24,639)	(23,747)
Total liabilities	(49,140)	(48,479)	(48,351)

Net assets	1,454,525	1,373,419	1,411,393
Equity
Accumulated surplus	457,354	433,707	440,751
Surplus (deficit) for period	43,132	43,444	16,603
Reserves	954,039	896,268	954,039
Total equity	1,454,525	1,373,419	1,411,393

Cash Flow Statement

For the six months ended 31 December 2015

	31/12/2015	31/12/2014
Cash flows from operating activities	$'000	$'000
Rates and charges	24,852	28,472
Statutory fees and fines	1,854	1,667
User fees	13,704	6,643
Grants - operating	4,600	6,026
Grants - capital	2,095	3,799
Contributions - monetary	3,068	1,938
Interest received	701	621
Trust funds and deposits taken	2,602	-
Net GST refund	-	-
Employee costs	(25,672)	(22,211)
Materials and services	(18,848)	(22,078)
Trust funds and deposits repaid	(3,531)	-
Net cash provided by/(used in) operating activities	5,425	4,878

Cash flows from investing activities
Payments for property, infrastructure, plant and equipment	(13,576)	(26,101)
Proceeds from sales of property, infrastructure, plant and equipment	272	747
Payments for investments	(18,493)	(3,005)
Proceeds from sales of investments	29,942	-
Net cash provided by/(used in) investing activities	(1,855)	(28,359)

Cash flows from financing activities
Finance costs	(580)	-
Proceeds from borrowings	-	24,200
Repayment of borrowings	(569)	-
Net cash provided by/(used in) financing activities	(1,149)	24,200

Net increase (decrease) in cash and cash equivalents	2,420	719
Cash and cash equivalents at the beginning of the period	9,189	19,412
Cash and cash equivalents at the end of the financial period	11,609	20,131

Statement of Capital Works

For the six months ending 31 December 2015

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Forecast Budget	Actual #	Bud Var	Budget
	$’000	$’000	$’000	$’000	$’000
Buildings	20,566	6,168	5,910	258	17,628
Roads	6,216	2,131	2,128	4	3,584
Footpaths and Cycleways	1,830	817	894	(77)	1,840
Carparks	494	88	88	0	330
Drainage	2,552	933	981	(48)	2,180
Waste Management	133	43	34	8	90
Other Capital Roads and Drainage	960	135	150	(15)	715
Recreational Leisure and Community Facilities	3,371	1,085	754	331	2,941
Parks and Open Space	1,345	415	411	4	932
Fixtures, Furniture and Fittings	98	29	18	10	60
Plant, Machinery and Equipment	3,237	867	903	(36)	3,332
Computers and Telecommunication	1,546	532	427	106	890
Property Sales	0	0	24	(24)	0
Building Renewal	1,839	808	810	(3)	2,555
Total capital works	44,187	14,051	13,532	518	37,077

# YTD Actual expenditure includes Carried Forwards

## Forecast Budget expenditure includes Carried Forwards

APPENDIX B

Managers’ Comments on Operating Statement Variances

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

VARIANCES – OPERATING

Comments (for variances = or > $30,000)

Manager Level	I/E	$ Variance	Account Description	Reason for Year To Date Variance	Action Required To Correct Variance
Business & Development	E	38,037	BS Main St Croydon – Special Rates & Charges	Payment now authorized.	Received audited statement of accounts from Croydon Main Street Traders Association.
Business & Development	E	49,288	Realm - Electricity	Move into Realm later than anticipated. Electricity paid by Probuild up until 29 October 2015.	Forecast variation to be considered.
Integrated Planning	E	35,264	STR Review of Housing Strategy – Consultancies	Timing error.	Forecast variation to be processed.
Planning, Health & Local Laws	I	176,200	Open Space – Contributions	Increased value of contributions.	No action required.
	I	80,110	Traffic – Fines	Substantial increase in activity in Ringwood is the main factor for this increase.	Forecast variation will be considered early in the new year.
	E	36,247	Immunisation Nurses - Salaries	Salaries not deducted from the right account - currently being drawn from account below (non EFT). We think this has occurred when we moved the nurse on to electronic rosters	Salary allocation to be reviewed in January 2016.
	E	(32,829)	Immunisation Nurses – Salaries NON EFT	Nurse salaries drawn from the wrong account, should have come from the account above (EFT). This evens out the discrepancy in account variances.	Salary allocation to be reviewed in January 2016.
	I	35,817	Stat Planning – Fee Planning Application		No action required.
	E	57,106	Stat Planning – Salaries	This figure will normalize as all vacant positions are filled and a 6 month temporary planner role has been appointed to assist with work back log.	No action required.
	E	(67,671)	Stat Planning – Legal Fees	Increased number of complex and controversial decisions requiring solicitors to defend Council's position.	Will remain over budget for the period.
Revenue, Property & Customer Service	E	67,227	Customer Services General – Salaries	EFT Vacancies not yet replaced. A Customer Service workforce planning review is being undertaken. This will somewhat offset with Non EFT Salaries.	The Ringwood Centre in Civic Place closed in October 2015 and REALM has opened. Existing vacancies will be reviewed and where necessary recruitment commenced.
	E	(32,729)	Customer Services General – Salaries NON EFT	Existing staff backfilling vacancies (Paid at additional hours) required to maintain service levels during a period of workforce change and adjustment in 14/15.	Existing Customer Service vacancies will be reviewed and where necessary recruitment commenced shifting expenditure to EFT salaries rather than NON EFT Salaries.
	I	(66,606)	Revenue – Rate Supplementary	Fewer supplementary valuations processed than originally forecast.	Budget spread adjustment required. Still to be reviewed as Eastland demolition supplementary has not been processed.
	E	30,414	Revenue – Salaries	2 vacancies due to a 3 day secondment and a vacancy due to move to Property Advisor role.	3 month temporary backfill prior to recruitment to fill vacancy underway.
	I	44,228	Revaluations – Fee	Region 4 of Stage 2 and Stage 3A yet to be certified by Valuer General's office. Will be paid upon certification.	No action required.
Finance & Governance	E	33,400	Domestic Garbage Collection – Contractors	Hard waste bookings for January have continued to be high, but it is anticipated that a forecast variation for $40k can be made due to the new contract at a lower cost.	Forecast variation of $40k will be done in January 2016.
Finance & Governance	E	42,782	Hard Waste On-Call – Contractors	This is due to a slowing of hard waste bookings in winter, our quietest period and the new contract being more cost competitive then the previous hard waste collector.	Forecast variation of $40k will be done in January 2016.
Human Resources	E	58,978	HR Training – Training Group Programs	$6.5k still to be processed through Computron for training programs/ individual training. RADAR learning needs are currently being collated. Bookings to be made in December, January and February. Mental health awareness sessions are booked, to be paid in February/March.	No action required.
Operations	E	33,000	CONS Table Drains – Contractors	Delay in programmed works due to inclement weather.	No action required.
	E	(46,389)	CP Sportsground – Agency Staff	Agency staff employed due to work cover absence.	No action required.
	E	45,094	CP Irrigation Maintenance - Salaries	Corresponding over expenditure in agency to cove work cover absence.	No action required.
Leisure	I	(62,500)	Aquahub – Gross Income	$23k drop in revenue for December is due to incorrect budget phasing. Net position is $140k unfavourable.	Currently looking at forecast to see if budgeted income reflects current allocations in the system. Variation will be processed once the figures have been completed.
	E	(77,424)	Aquahub – Gross Expenditure	Approximately $40k of CMP expense has been wrongly allocated to Aquahub. Net position is $140k unfavourable.	Currently working through each line item to ensure all Riteq codes are correct in the system for future months. Variation will be processed once the figures have been completed.
	E	39,563	Croydon Memorial Pool – Gross Expenditure	As above CMP has not been allocated the correct expense. Net position is $47k favourable.	Refer above.
	I	(55,482)	Ringwood Golf – Gross Income	Casual green fees and membership income are both down. A total of 12 days over 30 degrees has not been favourable to maximize patronage. Kiosk revenue is also down due to the popularity of the Mister Fox Cafe. Net position is $1k favourable.	Continue to explore opportunities to increase utilization of the golf course.
	E	56,047	Ringwood Golf – Gross Expenditure	Savings have been made in the area of labour and Maroondah Leisure overheads. Net position is $1k favourable.	No action required.
	I	(38,954)	Dorset Golf – Gross Income	Attendance and therefore income is down in most categories. Kiosk secondary sales are also down due to lower than expected attendance. Net position is $23k favourable.	Continue to explore opportunities to increase utilization of the golf course.
	E	56,877	Dorset Golf – Gross Expenditure	Savings have been achieved across labour and kiosk accounts (due to lower attendance) which have contributed towards the net favourable position. Net position is $23k favourable.	Forecast journal to be processed.
Community Services	E	48,875	Arts Development - Salaries	New part time positions for Realm/RMAC arts programming not yet filled. Exhibitions Programs Officer position currently being recruited. Arts Activation Co-ordinator is still awaiting approval by CMT. Anticipated that this position will now be recruited in February.	No action required. Most of the functions of these roles in the period to December 2015 were fulfilled through contractor arrangements. A mixture of further contractor arrangements as well as extensions to current positions in Arts and Cultural Development will be used until the positions are filled. Revisions to forecasts and spreads for Arts Development Salaries and also for Contractors have been made as part of the mid-year review.
	E	(58,847)	SFYS – Flexible Funding	Forecasts are off due to inaccurate forecast spreads (i.e. should have been planned to have no expenditure past December). Still tracking under budget based on original service agreement and for whole of financial year.	Still waiting on new service agreement from DET to determine revised figure for new funding term (Jan 2016 - Dec 2017). Funding is confirmed so may be best to process forecast variation based on previous service agreement and revise later.
	E	143,970	HACC Home Care – Contractors	A number of factors have contributed to under spending in this area, increased contract payment amount commenced in November, additional funds allowed for potential increase in contractor costs (during contract negotiations). Longer term services in this area are being brought back to DHHS funding levels, gradually reducing Council contribution to direct care with impending move to "My Aged Care". Funds to be redistributed to continue Council support for aged, disabled & vulnerable residents.	Forecast review has been completed with new rate and targets applied and reform changes, further forecast variation and reallocation to occur.
	E	78,530	HACC – HACC Personal Care Contractors	Personal Care target under spent, sitting at 90% of target.	Building Personal Care Service, expected expenditure will increase to budgeted levels.
	E	108,771	HACC Respite Care – Contractors	New Calvary fee rate not fully applied - Slightly under HACC target YTD.	Building Respite Care Services, Slightly under HACC target. Target to be monitored during further months.
	E	51,179	HACC Property Maintenance – Contractors	Property Maintenance is under spent but approaching peak Christmas period.	Building Property Maintenance Services, target to be monitored during further months.

ATTACHMENT No: 1 - 15 February 2016 - Council Meeting Report - Financial report appendix 6 months 31 December 2015

Item 5

VARIANCES – CAPITAL

Comments (for variances = or > $30,000)

Manager Level	E	$ Variance	Account Description	Reason for Year To Date Variance	Action Required To Correct Variance
Integrated Planning	E	58,243	Street Lighting Improvements	Waiting on invoice.	No action required.
Assets	I	(100,000)	East Ringwood Pavilion	Variance is due to some delays associated with the project, and the subsequent receipt of funding from the Multicultural Affairs Infrastructure Fund.	Forecast variation required.
	E	50,037	East Ringwood Pavilion	Variance is due to some delays associated with the finalization of the detailed design and construction specification. The invoices for this work are expected over the next couple of weeks.	Forecast variation required.
	E	(107,239)	Mullum Reserve Pavilion Extension	Variance is due to an increase in the scope of works, as a result of some unforeseen issues that were encountered early in the project.	Forecast variation required.
	E	342,765	Proclamation Park Replace Buildings	The Ringwood Athletics Pavilion project was delayed in the early design stages, due to the requirements of SRV. The tenders for the construction of the new facility are currently being assessed, and construction will commence in January 2016.	Forecast variation required.
Engineering & Building Services	E	(64,916)	Disability Footpath Access	At the request of Councillors, we are delivering 3 years worth of Disability Footpath Access program over the next 18-24 months. As agreed with CWIG / Finance we will overspend this year’s allocated funding and rectify at EOFY.	No action required at this stage - over spend will be rectified at EOFY in consultation with Finance.
Engineering & Building Services	E	(33,887)	Power Street Flood Mitigation Works	Works are due to be completed this month. As agreed with CWIG / Finance we will overspend this year’s allocated funding to complete this stage of the project, with additional funds to be brought forward from 2016/17 allocation.	No action required at this stage - the over spend will be rectified next month in consultation with Finance at CWIG.
Business & Development	E	(229,613)	Realm	MCC Quantity surveyor review of QIC invoice for progress payment required prior to payment.	Receipt of updated progress payment from QIC required to initiate review and payment approval.
Leisure	E	100,000	Reserves – Sports Field Surface Renovation	Contract in progress. Delay in invoice this month.	No action required.
	E	36,202	DG Perimeter Fencing	Preferred contractor has a back log of works, the works will be completed in the coming months.	Forecast variation required.
	E	108,900	DG Distilling of Dam	Works still on track to be complete this summer, some further investigations into the works methodology has been carried out to ensure the project runs smoothly.	Forecast variation required.
	E	41,333	RG Irrigation	These works are dependent on the desilting works and will be carried out once desilting is complete.	Forecast variation required.

DIRECTOR Corporate Services – Marianne Di Giallonardo

Councillors Professional Development Quarterly Report - October to December 2015	Item 6

Purpose

To provide a quarterly report to the community on professional development undertaken by Councillors.

STRATEGIC / POLICY ISSUES

Outcome Area: A well governed and empowered community.

Our Vision: 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 2015 - 2016:

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

Background

The Councillor Expenses/Entitlements Policy, as amended, was adopted by Council on 27 June 2011. In accord with clause 5.4.3 of the amended policy, a report to Council is provided covering all professional development undertaken by Councillors within that quarter. This report covers the October to December quarter of the 2015/2016 Financial Year.

Issue / discussion

This is a standard Governance reporting item.

Financial / economic issues

A budget of $72,000 in the 2015/2016 Financial Year exists for the professional development of Councillors.

The following table outlines both individual Councillor expenditure for the quarter and the YTD figure as at 31 December 2015.

Councillor	Oct to Dec 2015	YTD 31/12/15
Tony Dib	Nil	Nil
Liam Fitzgerald	Nil	Nil
Christina Gleeson	$3,122.89	$3,122.89
Nora Lamont	Nil	$2,009.93
Mary-Anne Lowe	$2,232.35	$2,232.35
Samantha Marks	Nil	Nil
Rob Steane	$3,991.48	$3,991.48
Natalie Thomas	Nil	Nil
Les Willmott	Nil	Nil
TOTAL	$9,346.72	$11,356.65

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

Not Applicable

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL NOTES THE COUNCILLORS QUARTERLY PROFESSIONAL DEVELOPMENT REPORT FOR OCTOBER 2015 – DECEMBER 2015

DIRECTOR Corporate Services – Marianne Di Giallonardo

Election Period Policy (Caretaker)	Item 7

Purpose

To formally adopt an Election Period Policy – formerly known as caretaker period - defining the requirements for Maroondah City Council in the lead up to the October 2016 Council elections.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council plan 2013-2017 (Year 3: 2015-2016) provide the strategic framework that underpins the purpose in this report.

Outcome Area: A well governed and empowered community

Key Directions 2015 – 2016:

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

Background

The election period is 32 days from morning (12:01am) on Wednesday 21 September 2016 to 6pm on Saturday 22 October 2016 (election day). This will be the fourth time that the election period is a mandatory requirement for all Victorian Councils to observe and dovetails local government election periods in the same manner as those for State and Federal levels of government.

Issue / discussion

The attached Election Period Policy has been developed in order to ensure that the elections for Maroondah are conducted in a manner that is fair and equitable and are publicly transparent. It draws upon not only statutory requirements but also well-established democratic principles and good governance practices to ensure that there is clarity in processes and equity for all Council candidates.

The policy governs a wide variety of issues including: major policy decisions; public consultations processes; use of Council resources; access to information; communication including the content of media releases; content of Council publications; and assistance to candidates for the forthcoming elections.

An Information Register to record all requests for information made by candidates and copies of all responses by the organisation is also part of the policy. Such register is to be a publicly accessible document and will be placed on Council’s website. It conforms to the new requirements on s 93B Local Government Act to ensure information is equally available and accessible to candidates during the election period.

In short the policy primarily restricts Maroondah City Council to day-to-day normal business activities for the election period of 32 days, which is slightly more than four weeks.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

The Election Period Policy ensures all candidates for upcoming elections are guided by the same democratic processes. Given the Maroondah community’s desire to have strong, democratic, equitable, fair and transparent leadership, the election period policy provides clarity to everyone relative to the associated processes during this period. Council is therefore in a position to adopt the proposed Election Period Policy as part of its good governance practices.

Attachments

1.⇩	Election Period Policy (Caretaker)

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT WITH RESPECT TO THE STATUTORY REQUIREMENT FOR ALL VICTORIAN COUNCILS TO ADOPT AN ELECTION PERIOD POLICY MAROONDAH CITY COUNCIL ADOPTS THE ELECTION PERIOD POLICY FOR 2016 AS ATTACHED TO THE REPORT OF THE DIRECTOR CORPORATE SERVICES SUBMITTED TO THE COUNCIL MEETING HELD ON MONDAY 15 FEBRUARY 2016.

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Lease Renewal Agreement - Ringwood Bowls Club Inc.	Item 1

Purpose

To seek Council approval for the renewal of the Lease Agreement between Council and Ringwood Bowls Club Inc. (Lessee) and to authorise the signing and sealing of the relevant documentation.

Strategic / policy issues

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 2015 – 2016

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

Background

By a Lease Agreement made between Council and the Lessee, the Lessee was granted use and occupation of the premises for a term of five years with an option for a further five terms of five years at an annual rental of $500.00 commencing 1 March 1997. The current lease agreement has been in overholding since 2012.

In accordance with Clause 5.1 of the Agreement the Lessee has requested the grant of a new Lease for a further term of five years.

The Lessee has complied with all the terms and conditions of the Lease and Council Officers are not aware of any impediment to the grant of a further term.

Issue / discussion

Officers recommend that Council approves the grant of the Lease for a further term of five years upon the same terms and conditions as set out in the Lease, the principal terms of which are:

a) Rental - $555.50 per annum (inclusive of GST)

b) Term – Five years with further option of two terms of five years

c) Maintenance – in accordance with the maintenance schedule

d) Submission of an annual financial report

e) Public Liability Insurance of $20M

Financial / economic issues

In accordance with Additional clause 11.1 of the lease agreement during each further term the rent may at the option of Council be adjusted by the Consumer Price Index – All Groups Melbourne. The rental has been adjusted to the 2015 June Quarter.

Environmental / amenity issues

Renewal of the Lease will ensure the continued beneficial occupation of the premises and the continuation of the Ringwood Bowls Club Inc.

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

The Lessee has operated efficiently and effectively during the term of the Lease and renewal of the agreement as requested is recommended.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. AGREES TO RENEW A FIVE YEAR LEASE AGREEMENT WITH THE rINGWOOD bOWLS cLUB iNC. AT AN ANNUAL RENTAL OF $555.50 (iNCLUSIVE OF gst)

2. SIGNS AND SEALS THE NEW LEASE AGREEMENT with ringwood bowls club inc.UPON THE TERMS AND CONDITIONS SET OUT IN THIS REPORT.

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Scout Association of Australia Victorian Branch - Deed of Surrender of Lease for Bedford Park Scout Hall	Item 2

Purpose

To seek Council approval and authorisation of the surrender of a lease agreement between Maroondah City Council and the Scout Association of Australia Victorian Branch for Bedford Park Scout Hall, Bedford Park, Ringwood.

Strategic / policy issues

Outcome Area: Safe, healthy and active community

Key Directions 2015 – 2016

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

Background

The Scout Association of Australia, Victorian Branch built the Bedford Park Scout hall 54 years ago under a land lease agreement with the then City of Ringwood. The Scout Hall was until recent years a vibrant Scout facility home to 1^st Ringwood Scout Group. Unfortunately due to declining membership, the Scout group became unviable, leaving limited available funds and manpower for the continued maintenance and renewal of the hall. This situation led to the facility falling into disrepair. After negotiation between Scouts Victoria and Maroondah City Council the parties have agreed that the Lease be surrendered to provide opportunity for the facility to be refurbished for use by the wider Maroondah Community.

Financial / economic issues

Council has committed $220,000 from its 2017/18 Capital Works Program for urgent renewal works and compliance. Additional funding has also been sourced to assist with the proposed works with a funding submission currently with Sport and Recreation Victoria for $100,000 (Decision Pending) and additional funding from the user groups to the value of $80,000.

Environmental / amenity issues

Not Applicable

Social / community issues

The existing facility does not comply with DDA regulations or provide adequate female toilet and change facilities. The transfer of building ownership has enabled Council to schedule redevelopment works to rectify these compliance issues, expand storage and address existing asbestos issues.

Community consultation

Meetings have been held with all existing community user groups and the wider Bedford Park User Groups to ascertain the existing usage levels, facility concerns and future needs.

Conclusion

To ensure the long term viability of the Bedford Park Scout Hall for community use, the Scout Association of Australia, Victorian Branch and Maroondah City Council have agreed that the Lease be surrendered and for the continued management and maintenance of the facility to be undertaken by Maroondah City Council.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That council

1. ApproveS and authoriseS the surrender of a lease agreement between Maroondah City Council and the Scout Association of Australia Victorian Branch for Bedford Park Scout Hall, Bedford Park, Ringwood

2. SIGNs AND SEALs ALL DOCUMENTATION relating to the deed of surrender of the lease for bedford park scout hall, bedford park, ringwood.

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Sub Lease Agreements for Parkwood	Item 3

Purpose

To seek Council approval of sub lease agreements between Maroondah City Council and six (6) community organisations seeking occupation of Parkwood and to authorise the signing and sealing of the associated documentation.

Council seeks to enter into sub lease agreements with the following organisations:

· North Ringwood Community House Incorporated

· Penumbra Centre Incorporated

· Maroondah Toy Library Incorporated

· Ringwood Men’s Shed Incorporated

· Ringwood and District Historical Society Incorporated

· U3A Ringwood Incorporated

Strategic / policy issues

Outcome Area: Safe, healthy and active community

Key Directions 2015 – 2016

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

Background

In 2012, Parkwood Secondary College was closed, providing Council with an opportunity to accommodate a number of community groups seeking long term tenancy at the site. Council worked with the State Government of Victoria, Department of Education & Early Childhood Development to gain access and entered into a lease for the site, which included the redevelopment of two existing buildings for community use.

In May 2014, Council took over management of the site and redevelopment works commenced on the two remaining buildings. The main administration building was refurbished to accommodate the North Ringwood Community House, which includes a childcare facility, classrooms, a hall and dedicated office space. The second building was redeveloped to service the needs of five (5) community organisations and is known as the Parkwood Community Hub.

Issue / discussion

Council seeks to enter into a sub lease agreement with North Ringwood Community House Inc, Ringwood Men’s Shed Inc., Ringwood Historical Society Inc., U3A Ringwood Inc., Penumbra Centre Inc. and Maroondah Toy Library Inc.

The State Government has agreed to lease the Premises to Council and Council has agreed to sub lease part of the Premises to the six (6) community organisations on the same terms and conditions as the head lease, except for lease payments which have been determined by Council and that the term of the sub leases are one day less than the head lease.

Council’s Community Facilities Pricing Policy provides an overarching framework to guide Council to ensure a consistent and transparent approach to the pricing of facilities and outlines the factors to be considered when calculating the rental fees.

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

· Sub Lease Term – one day less than the head lease with the State Government of Victoria being 14 October 2020.

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

· Public Liability insurance of $20M and glass replacement insurance.

Financial / economic issues

Annual rentals for the sub leases have been calculated in accordance with the principles of the Community Facilities Pricing Policy and determined under the categories of “Groups traditionally supported by Council” (Ringwood Men’s Shed Inc., North Ringwood Community House Inc., Ringwood Historical Society Inc., U3A Ringwood Inc.), “Other Community Groups Occupying Council-Owned Facilities” (Maroondah Toy Library Inc.) and ‘Miscellaneous’ (Penumbra Centre Inc.).

Environmental / amenity issues

Not Applicable

Social / community issues

The sub lease agreement documentation 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 based services.

Community consultation

All of the community organisations provide input into the draft sub leases.

Conclusion

The sub lease agreements provide a mutually beneficial arrangement between Council and Parkwood community tenant groups for the continued use and management of the Parkwood Facility.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL

1. GRANTS A Sub LEASE TO THE Ringwood MEN’s SHed INC, Ringwood Historical Society INC, U3A Ringwood INC, Penumbra CENTRE INC, Maroondah Toy Library INC AND THE NORTH RINGWOOD COMMUNITY HOUSE INC. for occupancy of teh parkwood facility.

2. SIgns and Seals the subleases related to

i. above

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

The Mall, Croydon South - Request For Additional Parking	Item 4

Purpose

The purpose of this report is to provide an update on Council Officers investigation into the current parking demand of the Eastfield Shopping Centre and whether additional parking is warranted, as per the recommendations of the Council report dated 14 December 2015.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 3: 2015-2016) provide the strategic framework that underpins the purpose of this report.

Outcome Area: An accessible and connected community.

Our Vision: In 2040, Maroondah is an accessible community for all ages and abilities with walkable neighbourhoods, effective on and off-road transport networks, and access to a range of sustainable transport options.

Key Directions 2013 – 2017:

5.2 Work in partnership to provide improved accessibility and safety for transport users across all modes.

Background

Council received a petition on 11 November 2015. The petition dated 10 November 2015 contained 17 signatures from businesses within the Eastfield Shopping Centre.

The prayer of the petition is as follows:

“We, the Traders of The Mall, Croydon South formally request that Maroondah City Council investigates, and if feasible implements, additional car parking spaces for the shops on the Eastern side of Bayswater Road.

The Mall has experienced recent, strong economic growth with several new businesses entering the area. This has created a much greater demand for car spaces in the Mall. At present customers are having to wait for an available space or walk long distances from the only available spaces at the far end of the car park. On multiple occasions during the trading week there are no available car spaces and congestion builds along the road feeding Bayswater Road and Eastfield Road. There are also currently very few Disabled (sic) access spaces which could be rectified if this proposal is implemented.

There is currently vacant land to the South of the Mall (where the old guide hut was located) which we believe could be developed to accommodate additional parking spaces.

We thank the council in advance for their consideration of this request and hope that a suitable position can be found to accommodate the growth of this area.”

At the Council meeting held 14 December 2015, the following recommendations were adopted by Council:

That Council

1. Receives and notes the petition containing 17 signatures requesting that maroondah city council investigates, and if feasible, implements additional car parking spaces on the vacant land to the south of The Mall for the Eastfield Shopping Centre

2. officers prepare a report on the matters raised in the petition for consideration at a future meeting of council

3. Advise the lead petitioner accordingly

Issue / discussion

The Eastfield Shopping Centre is located on the corner of Eastfield Road and Bayswater Road in Croydon South, which includes an internal road, The Mall, separating the shopping strip from the main car park.

Figure 1: Melways - Eastfield Shopping Centre

There are approximately 17 businesses located within the centre which share the publicly available parking resources in close proximity. The businesses themselves, similar to other strip shopping centres, have limited parking internally and as a result rely heavily on public parking.

With respect to the use of the vacant block of land to the south of The Mall, it is noted that the site was historically occupied by a building (The Guide Hall), however, the building was demolished by Council in 2014. The land is owned by Maroondah City Council and currently designated as Land Use Code 844 – Parks and Gardens and is essentially a continuation of the existing reserve to the south. The existing informal parking in front of the old Guide Hall site continues to be utilised as parking for the shopping centre.

The formal car parking facilities (as shown in Figure 2) in proximity to the shopping centre includes:

· A) The Mall off-street car park (North Half) – 45 car spaces

· B) The Mall off-street car park (South Half) – 37 car spaces
(inc. 2 disabled parking bays)

· C) The Mall on-street parking (adjacent businesses) – 16 car spaces

· D) The Mall on-street parking (adjacent Scout Hall) – 4 car spaces

· E) Bayswater Road off-street car park (North) – 29 car spaces

· F) Bayswater Road off-street car park (East) – 11 car spaces

· G) Private Car Park – 8 car spaces

A total of 150 formal car parking spaces (inc. 2 disabled bays) are available in close proximity to the shopping centre.

The informal car parking facilities (as shown in Figure 2) in proximity to the shopping centre includes:

· H) Behind Eastfield Shopping Centre – 5 car spaces

· I) Lucille Avenue on-street parking – 10 car spaces

· J) ROW – 16 car spaces

A total of 31 informal car parking spaces are available in close proximity to the shopping centre.

An aerial view of the shopping centre and parking areas are shown in Figure 2 below.

Figure 2: Aerial view of the Eastfield Shopping Centre

In accordance with the recommendations of the Council report dated 14 December 2015, Council’s Engineers arranged for an independent parking study to be undertaken of the parking areas within the above locations, to ascertain the parking demand associated with the shopping precinct.

The parking study was undertaken on a typical Thursday and Saturday during the times 8am - 7pm and 8am – 1pm respectively.

The results of the parking study are as follows:

Thursday 03-12-15 8am – 7pm
Zone Group Id	Location	Supply	Average Occupancy (%)	Maximum Occupancy (%)
A	The Mall off-street car park (North Half)	45	40%	62%
B	The Mall off-street car park (South Half)	37	51%	81%
C	The Mall on-street parking (adjacent businesses)	16	62%	94%
D	The Mall on-street parking (adjacent vacant land)	4	25%	75%
E	Bayswater Road off-street car park (North)	29	31%	48%
F	Bayswater Road off-street car park (East)	11	45%	73%
G	Private Car Park	8	38%	75%
H	Behind Eastfield Shopping Centre	5	0%	0%
I	Lucille Avenue on-street parking	10	20%	40%
J	ROW	16	0%	0%
TOTAL STUDY AREA		181	38%	54%

Saturday 28-11-15 8am – 1pm
Zone Group Id	Location	Supply	Average Occupancy (%)	Maximum Occupancy (%)
A	The Mall off-street car park (North Half)	45	38%	73%
B	The Mall off-street car park (South Half)	37	35%	65%
C	The Mall on-street parking (adjacent businesses)	16	69%	94%
D	The Mall on-street parking (adjacent vacant land)	4	75%	100%
E	Bayswater Road off-street car park (North)	29	31%	48%
F	Bayswater Road off-street car park (East)	11	55%	91%
G	Private Car Park	8	25%	50%
H	Behind Eastfield Shopping Centre	5	0%	0%
I	Lucille Avenue on-street parking	10	20%	50%
J	ROW	16	0%	0%
TOTAL STUDY AREA		181	35%	54%

Figure 3: Total Study Area Occupancy Profile

From the data above, it is noted that during a typical weekday and Saturday the maximum occupancy of the total parking area was approximately half (54% full) of the available parking. It should also be noted that this maximum occurs for an hour period during the peak lunch time trading hours, and parking capacity is substantially lower (avg. 38% full) at other periods of the day.


Figure 4: Study Area (A) Occupancy Profile	Figure 5: Study Area (B) Occupancy Profile


Figure 6: Study Area (C) Occupancy Profile	Figure 7: Study Area (D) Occupancy Profile

While it may be argued that the majority of customers that visit the Eastfield Shopping Centre would rely on the formal car parking areas, A, B, C and D only, where there is larger demand (68% full), it is still evident that there is significant spare capacity (33 car parking spaces) in these areas during the peak lunch time period.

As shown in Figures 4 – 7 above, on average throughout the day these 4 areas were only 47% full.

Figure 8: The Mall Aerial View - NearMap Extract (14 Dec 2015 2:33pm)

Furthermore, a review of the NearMap aerial extract (shown in Figure 8 above) provides a visual understanding of the typical peak demand for parking (Monday 14 December 2015 at 2:33pm) within the formal car parking spaces in close proximity to the shopping strip of the Eastfield Shopping Centre. As shown in the aerial image extract, there are approximately 33 parking spaces available within areas A, B, C and D.

Based on the data collected and Council’s Engineers own on-site observations, it is considered that there is sufficient parking to accommodate both the current parking demand and future growth of the centre.

Furthermore, while the four car parking areas do not have any formal time-based parking restrictions, the current parking demand as evident in the above data does not suggest that restrictions are required at this time. However, Council’s Engineers will continue to monitor the parking levels within the Eastfield Shopping Centre for future consideration.

The study also noted that there is continual demand for the two (2) disabled parking spaces centrally located inside the centre, within Car Park Area B. The survey results show that there is continual demand for disabled parking throughout the day, in particular during the peak lunch time trade period where disabled parking was fully occupied on both the Thursday and Saturday surveys.

Given the demand for disabled parking observed in the data collected, Council’s Engineers consider that additional disabled parking is warranted. It is envisaged that the construction of the additional disabled car parking spaces would occur in the vicinity of the existing spaces and at the southern end of The Mall and Council’s Engineers will investigate further the suitability of the location. It is proposed that the design and construction of additional disabled parking spaces will be added to Council’s DDA program for future funding consideration.

Financial / economic issues

While it is acknowledged that limited available parking can adversely impact on businesses, based on the data presented it is considered that there is currently sufficient parking capacity to ensure appropriate availability for customers during periods of peak parking demand.

The construction of additional carparking on the vacant land to the south of The Mall as proposed in the petition would be at a significant cost to Council. If supported, the project would be funded from Council’s Capital Works car park construction program, however as outlined in the report, given the limited justification it would be unlikely to have a high priority when ranked against other projects listed in the program.

On this basis it is considered that the proposal does not provide to Council the required cost benefit given the significant financial contribution required.

Environmental / amenity issues

If extra car parking was constructed there would be a loss in open space due to vegetation removal.

Social / community issues

Providing and maintaining an appropriate level of available parking within all areas of Maroondah forms part of the 2040 Vision, where Maroondah is an accessible community for all ages and abilities.

Community consultation

Not Applicable

Conclusion

Based on Council Engineers assessment of the parking study results, it is considered that additional car parking (excluding disabled parking) is not required at this time. The demand for disabled parking is, however, considered sufficient to justify the construction of improvements to existing disabled parking and the provision of additional disabled parking. The construction of the disabled parking will be referred to Council’s Capital Works DDA Program for funding consideration in future years. The timing of the works will be determined in consideration of other existing DDA program project priorities.

While the four car parking areas do not have any formal time-restricting parking restrictions, the current parking demand as evident in the study does not suggest that restrictions are required at this time. It is recommended, however, that Council’s Engineers continue to monitor parking demand in the Eastfield Shopping Centre carpark to determine if the installation of parking restrictions may be required in the future.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That Council

1. receives and notes the report on the current parking demand and capacity of the eastfield mall, croydon south shopping precinct

2. does not support the petitioners’ request for the constrution of additional car parking spaces (excluding disAbled parking spaces) at the eastfield mall shopping centre

3. refers the construction of additional disabled parking spaces at the eastfield mall shopping centre to the capital works DDA program

4. directs engineering staff to continue to monitor parking levels within the parking areas of the eastfield mall shopping centre

5. advise the lead petitioner accordingly

DIRECTOR Operations, Infrastructure and Leisure – Trevor Welsh

Community Assistance Fund	Item 5

Purpose

To provide Council with a summary of the Community Assistance Fund for the six month period 1 July 2015 – 31 December 2015.

Strategic / policy issues

Outcome Area: Safe, healthy and active community

Vision Statement: 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 2013 - 2017

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

Background

The Community Assistance Fund provides financial support, being 20% of costs to a maximum value of $250, to assist individuals to meet new challenges and strive to exceed excellence in their chosen sport, profession or arts interest.

The Community Assistance Fund also aims to provide financial assistance to not for profit local community groups, to a maximum of $1,000 to assist in meeting unexpected expenses which are unable to be deferred to Council’s Community Grants Scheme for consideration.

The Community Assistance Fund also provides for in-kind support to assist community organisations to meet costs associated with participation in community activities such as fund raising and charity days.

All grant applications are assessed according to set criteria and funding recommendations based on a funding matrix and approved at monthly Assembly of Councillors meetings.

The Community Assistance Fund is the only scheme available offering funding opportunities for individual Maroondah residents.

Issue / discussion

During the funding period 1 July 2015 – 31 December 2015, 16 individual applications and 2 organisation applications received funding and 3 in-kind applications were approved.

Community Assistance Fund applications have been received from a range of ages and disciplines which demonstrates diversity of interests in Maroondah and the high level of achievement being reached in the Maroondah community.

The following is a summary of successful Community Assistance Fund applicants for the period 1 July to 31 December 2015.

Individuals:

Resident of:	Purpose of Funding
Croydon North	Selected to participate in a representative team competing at the 33^rd IBA-Boys International Baseball Championship held in Japan
Ringwood	Selected to be one of the e.motion21 international Performance Program team members at the World Down Syndrome Congress held in India
Ringwood	Selected in Victorian U21 Men’s Hockey team competing at the National Championships in Canberra
Bayswater North	Selected to represent Victoria at the 2015 Australian Karate Federation National Championships held in Adelaide
Heathmont	Selected to represent Victoria at the 2015 Australian National Ice Hockey Championships held in Perth
Croydon North	Selected as part of the group to represent e.motion21 dance group at the 2015 World Down Syndrome Congress held in India
Ringwood North	Selected in Australian Team to participate in the Tennis ITF World Super Seniors Team and Individual Championships held in Croatia.
Croydon	Selected to compete at the 2015 Finland Table Tennis Open held in Finland
Croydon South	Selected in School Sport Victoria Touch Football team competing in the School Sport Australia Touch Football Championships held in Adelaide
Croydon	Selected to participate in the 2015 National Youth Championships (Football Federation Victoria) held in Coffs Harbour
Warranwood	Selected in Diving Team competing at the School Sport Australia Pacific School Games held in Adelaide
Croydon	Selected to attend the Scouts Australian Jamboree 2016 held in Appin NSW
Croydon Hills	Selected to represent Victoria at the Christian Football Federation of Australia National Titles held in Sydney
Ringwood East	Selected in the Victorian Churches Football Association team competing at the Christian Football Federation of Australia National Titles held in Sydney
Ringwood East	Selected to represent Victoria at the Inline Hockey Australia National Championships held in Queensland
Ringwood East	Selected in School Sport Victoria Diving Team competing at the Pacific School Games held in Adelaide

Organisations:

Organisation	Purpose of Funding	$ Value
Maroondah Calisthenics Club Incorporated	Replace sound system	$548
New Community Ringwood	Art Exhibition ‘Mind the Gap’	$1,000

In-Kind:

Organisation	Activity Description	In-Kind Support	$ Value
Ringwood Golf Club Inc.	Charity Golf Day	Use of Ringwood Golf Course	$4,000
Rotary Club of Croydon Inc.	Charity Golf Day	Use of Dorset Golf Course	$5,000
Lions Club of Croydon in conjunction with the Lions Clubs of Warrandyte and Vermont	Charity Golf Day	Use of Dorset Golf Course	$5,000

Financial / economic issues

The budget for the 2015/2016 Community Assistance Fund was set at $21,943 with $5,316
expended for the 6 month period 1 July 2015 to 31 December 2015 for individuals and organisations.

The In-Kind value for period 1 July 2015 to 31 December 2015 is $14,000.

Environmental / amenity issues

Not Applicable

Social / community issues

The Community Assistance Fund has been developed to provide a financial contribution to assist community groups with urgent or unforeseen costs and to assist individuals to meet costs associated with participation in community activities such as sporting competitions, self development initiatives or arts interests. The in-kind component is to assist community organisations meet costs associated with participation in community activities such as fund raising, charity days etc.

Community consultation

Not Applicable

Conclusion

The report provides details to Council pertaining to the Community Assistance Fund Grant scheme 1 July 2015 – 31 December 2015 and provides a list of individuals and organisations who received financial support through this funding program.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THIS REPORT

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Draft Community Facilities Dedication Policy	Item 6

Purpose

The purpose of this report is to provide Council with the revised Draft Community Facilities Dedication Policy and to seek endorsement to publicly advertise the draft policy in accordance with the provisions of Section 223A of the Local Government Act 1989.

Strategic / policy issues

The Policy relates to the following directions contained in Maroondah 2040: Our Future Together.

Key Direction: An Active Community 1.2.1 Support and Empower local community groups, sporting clubs and special interest groups across Maroondah.

Key Direction: A Learning Community 2.17 Facilitate and encourage places, spaces and programming that provide for a third place of community connection beyond home and work

Background

From time to time Council receives requests from individuals and community groups to name public open space and other community facilities after an individual, a family or an organisation. Naming public open space or a community facility is a perpetual honour and Council must ensure that in each case the dedication is in all circumstances appropriate.

The existing Community Facilities Dedication Policy was developed in 2005 and is now being amended to include provisions for Council to consider applications for dedications to persons still alive.

Issue / discussion

The purpose of the revised Community Facilities Dedication Policy is to provide an overarching framework containing principles that guide Council with the assessment of requests for the dedication of Council owned Community Facilities.

The Policy applies to, but is not limited to “Community Facilities” as defined below:

· Buildings or parts of buildings;

· Public outdoor areas, reserves, playing fields;

· Other community facilities recommended for naming by Council that are owned, operated or managed by Maroondah City Council.

The policy objective is to establish clear parameters for when a request for naming a community facility will be considered, as well as establish set criteria for the initial assessment of requests as suitable for consideration and to determine a process for the submission, assessment, consultation and approval of requests for naming a community facility.

One of the criteria in the existing policy required the recipient to be deceased for a period of 12 months. The new draft policy will allow residents that are alive to have a facility or part of a facility to be named after them.

Financial / economic issues

All costs associated with the consultation, approval process, installation, maintenance of plaques and/or signage of the facility will covered by the Council area responsible for the management of the community facility.

Environmental / amenity issues

Not Applicable

Social / community issues

The Community Facilities Dedication Policy allows Council and the community to recognise extraordinary contributions to the Maroondah Community.

Community consultation

Following the initial policy criteria assessment by Council, where practicable Council will consult with the next of kin or appropriate relatives, relevant user groups, surrounding residents and other community members associated with the community facility via written request and afforded 28 days to make a written submission if opposed to the proposal.

The draft Policy being considered is required to be placed on public exhibition for 28 days as per the requirements of Section 223A of the Local Government Act 1989.

With respect to any submission received, Council will provide all submitters with the opportunity to be heard by Council or a Committee of Council.

Conclusion

The Maroondah City Council Draft Community Facilities Dedication Policy has been developed through detailed consultation to help establish clear and transparent parameters and selection criteria for the fair and equitable assessment of requests from individuals and community groups to name public open space and other community facilities.

Attachments

1.⇩	Draft Community Facilities Dedication Policy

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

that council

1. PLACES THE DRAFT COMMUNITY FACILITIES DEDICATION POLICY ON PUBLIC EXHIBITION FROM 20 FEBRUARY TO 20 MARCH 2016, INviting submission which will be considered in ACCORDANCE WITH SECTION 223A OF THE LOCAL GOVERNMENT ACT 1989

1. appoints a committee comprising councillors …………………… , …………………… AND …………………… to hear any person wishing to be heard in supporting their submission, on a date to be determined, following which the matter be considered at a subsquent meeting of council with a view to adopting the draft community facilities dedication policy with or without modification or alteration

2. authorises director operations, infrastructure & leisure to undertake administrative procedures necessary in relation to this matter

DIRECTOR Planning & Community – Phil Turner

Local Government Performance Reporting Framework - Quarter 2 Results 2015/16	Item 1

Purpose

To provide a report of Council’s Local Government Performance Reporting Framework (LGPRF) service performance information for the second quarter of 2015/16 (1 October 2015 to 31 December 2015).

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 3: 2015-2016) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community

Our Vision: 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

8.2 Ensure responsible and sustainable management of Maroondah’s resources, assets, infrastructure and natural environment

8.4 Foster a culture of innovation, cooperation, commitment, communication and continuous improvement that positions Maroondah City Council as a leader in local government

Background

The LGPRF is a new mandatory reporting system developed by Local Government Victoria which was introduced in 2014 to ensure all Victorian Councils are measuring and reporting on their performance in a consistent way.

The LGPRF is a key State Government initiative aimed at improving the transparency and accountability of local government sector performance to ratepayers and to provide a more meaningful set of information to the public.

The framework is made up of 66 measures and a governance and management checklist of 24 items which together build a comprehensive picture of local government performance. Within this framework, four indicator sets have been developed: service performance, financial performance, sustainability, and governance and management.

These measures are reported in Council’s Annual Report each year via the Report of Operations and Performance Statement sections as required by the Local Government (Planning and Reporting) Regulations 2014 and associated elements of the Local Government Act 1989.

Issue / discussion

Maroondah City Council continues to collect LGPRF indicator information on a quarterly basis for service performance indicators and annually for financial performance and sustainable capacity indicators.

A report that outlines LGPRF service performance indicator results from the second quarter of 2015/16 (1 October 2015 to 31 December 2015) is attached to this Council Report.

All but three of the 66 service indicator measures are within the ‘expected range’ as defined by the framework. It is important to note that much of the quarterly data collected will not necessarily reflect annual performance due to phasing and seasonal influences.

Whilst data will be monitored by Council on a quarterly basis, it will only be made available via the ‘Know Your Council’ website on an annual basis. Benchmarking will also only be possible on an annual basis.

Maroondah City Council will continue to monitor its performance against LGPRF indicators and report on its performance quarterly to ensure accountability and transparency.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

Maroondah City Council will continue to monitor its performance against LGPRF service indicators and report on its performance quarterly to ensure accountability and transparency. The second quarter service performance indicators are presented in the attached report.

Attachments

1.⇩	LGPRF Service Performance Indicators - Quarter 2 Report

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL NOTES THE REPORT ON LOCAL GOVERNMENT PERFORMANCE REPORTING FRAMEWORK SERVICE PERFORMANCE INDICATORS FOR QUARTER 2, 2015/16.

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

DIRECTOR Corporate Services – Marianne Di Giallonardo

Attendance Reports	Item 1

DIRECTOR Corporate Services – Marianne Di Giallonardo

Councillor Representation Reports	Item 3