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 7 March 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 March 07 - 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 7 march 2016

ATTACHMENT No: 1 - 2016 March 07 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Monday 7 March 2016	Time: 6:00pm	Location: Meeting Room 4, Braeside Avenue, Ringwood
Attendees:

Councillors
Cr Natalie Thomas (Mayor)	Cr Nora Lamont	Cr Liam Fitzgerald
Cr Tony Dib, JP	Cr Samantha Marks	Cr Rob Steane
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
Sherryn Dunshea	Manager Communications & Marketing Items 1 & 2
Sue Kendall	Online Communications Advisor Item 1
Chris Zidak	Manager Business & Development Item 3
Tim Cocks	Manager Leisure Item 4
Grant Meyer	Manager Integrated Planning Items 5 & 6
Stephen Onans	Team Leader Governance
Others:
Jonathan Roper, Briarbird & Co. – Item 1
Apologies:
Councillors:	Cr Les Willmott
Council Officers:	Nil

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

Matters Discussed:		## Confidential Item

1	New Website Development Update
2	Menzies Electorate Advocacy Items
3	Realm and Business Development Update
4	Community Assistance Fund Review
5	Resilient Melbourne Strategy
6	Glen Park Community Garden
7	Open Space Strategy Follow Up
8	Community Assistance Fund

Record completed by:

Council Officer	Stephen Onans
Title	Team Leader Governance

DIRECTOR Corporate Services – Marianne Di Giallonardo

Councillor Representation Reports	Item 3

Purpose

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

· Minutes of the Eastern Transport Coalition Meeting – 18 February 2016

· Minutes of the Maroondah Disability Advisory Committee Meeting – 3 March 2016

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

Key Directions 2013 – 2017:

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

Background

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

Issue / discussion

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

Crs Marks is Council’s representative on the Eastern Transport Coalition

Crs Lamont & Fitzgerald are Council’s representatives on the Maroondah Disability Advisory Committee

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

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

Attachments

1.⇩	Minutes - Eastern Transport Coalition Meeting - 18 February 2016
2.⇩	Minutes - Maroondah Disability Advisory Committee Meeting (MDAC) - 3 March 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL RECEIVES AND NOTES:

1. minutes of the eastern transport coalition meeting held 18 february 2016

2. minutes of the Maroondah disability advisory committee meeting held 3 march 2016

ATTACHMENT No: 2 - Minutes - Maroondah Disability Advisory Committee Meeting (MDAC) - 3 March 2016

Item 3

Maroondah Logo RGB-cropped

MAROONDAH DISABILITY

ADVISORY COMMITTEE (MDAC)

MINUTES

Thursday 3 March 2016, 10:00am – 11:30am

Realm, 179 Maroondah Hwy, Ringwood

1. Present: Cr Nora Lamont (MCC), Josephine Craig, Michelle Egan, Briere Kop,

Geoffrey Outhred, Peter Smith.

Support: Jack Mulholland (MCC), Fiona Burridge, Deb Benson (MCC - Minutes)

Guests: Debra Styles, Dianne Vrahnas, David Wright (MCC)

1.1 & 1.2
Welcome: Cr Lamont welcomed all to the meeting

Apologies: Cr Liam Fitzgerald, Rachel Lieske, Liz Ellis, Yvonne Blinks, Norma Seip, Kate Blackmore

1.3 Minutes & Conflicts of Interest

The Minutes of the previous meeting were confirmed. Moved: Peter

Seconded: Briere. There were no conflicts of interest declared.

2. Review Action Plans from Maroondah’s Disability Policy & Action Plan 2014-2018

A handout was distributed providing a 2015 review of the priority actions for the Disability Policy and Action Plan 2014-2018. An initial review was conducted in July 2015 with a second review in December 2015 incorporating responses from each lead area.

A presentation was shown providing highlights of actions undertaken to date.

There are 55 priority actions, 4 due in 2015 of which 2 have been fully completed (Items 1.2.13 and 1.2.14), 2 are ongoing (1.2.19 and 2.2.35). There are another 4 which are to be completed in 2015/16 and their progress is on track. There are a further 47 ongoing identified actions for the 2015/2018 period.

The focus areas are

1. Social & economic inclusion

2. Services and information

3. Design, infrastructure & transport

4. Advocacy & Leadership

Dianne Vrahnas, Manager Human Resources (HR) presented on the work being undertaken on employing people with a disability at Council.

Dianne advised that with support from the National Disability Recruitment Coordinator (NDRC), HR have reviewed their systems to improve the ability of people with a disability to apply for positions with Council. Council has created an email address ‘diversity@maroondah.vic.gov.au’, where HR can be contacted if there are any questions and as a means of notifying Council that an application has been submitted.

All Council positions are now advertised via the NDRC to Disability Employment Service providers. The NDRC facilitated disability awareness training for all managers, supervisors and hiring employees at Council aimed at building confidence in recruiting people with a disability and improving levels of understanding about disability and employment. This training was successfully completed in late 2015 across all service areas.

Council’s intranet page is being updated to include an information page with resources available to all Council employees on disability awareness.

Debra Styles, Acting Program Manager Aged & Disability Services, provided a copy of the Active and Healthy Ageing Initiative that focuses on an age friendly society.

Debra advised that good feedback had been received from partners with suggestions for initiatives. She advised that they have recently partnered with Aquanation to provide Tia Chi sessions in Eastland Town Square and Fitness in the Park at Croydon. The Living Longer, Living Stronger sessions have also been extended from Aquahub to include Aquanation.

Debra said that Arthritis Victoria had withdrawn their funding through Aquahub and that people who wished to do their classes now had to attend the YMCA. Aquahub has trained their staff and is still doing the classes.

A METEC older driver course and carer’s course for older women had also been conducted. Debra asked that if there are any suggestions this committee would like to contribute to these action areas, please feel free to contact her through Aged and Disability Services. More details of the activities are provided in Fiona’s report and they are always on the lookout for new opportunities.

Nora spoke of her involvement with the Night of Life event which was an awareness event for suicide prevention. She advised that approximately 30 people recently attended a suicide prevention training course over a 2 day period, with many benefits and insights for attendees. Briere advised that her husband has also undertaken the training and that has been called on to assist those at risk. Josephine spoke about mental health first aid training being run in March this year.

Fiona asked the Committee if they would be happy for a 12 monthly review rather than 6 monthly reviews on the priority actions from the plan. The committee agreed.

Action: Fiona to send a copy of the presentation to the Committee with the minutes.

Nora discussed an issue that had been raised by Woody Marriott in respect to access to the toilets at Aquanation. The Committee agreed that it would be a good idea to tour the facility to analyse how it is working in respect to providing access to people with a disability.

Jack spoke about the pathway to travel to places that were accessible and how this pathway is not always sufficient to provide adequate access to all areas. Often buildings comply with the National Building Standards but are not necessarily compliant with accessibility needs. Jack will also be doing a tour of Aquanation with Scope and will provide feedback to the Committee.

Action: Fiona to arrange a site tour of Aquanation for the Committee at their next meeting in May.

3. Review of DAC’s achievements for 2015

The Committee reviewed the MDAC Summary of Achievements Report for 2015. Fiona to add an item in respect to carers and families to the outcomes. The Committee is happy for this report to be provided to an upcoming Council meeting.

4. Review MDAC Terms of Reference

Fiona provided an updated version of the Terms of Reference for 2016 pointing out three small changes that have been made as follows:

· Objectives – Provide advice to the Council in the development and review of the Disability Policy and Action Plan. Removed the notation regarding Steering Committee – agreed

· Minutes – Minutes will be distributed electronically to all Councillors and Committee members. Removed notation regarding distribution once minutes are endorsed by Chair – agreed

· Agenda & Minutes – Agenda and minutes will be made available on Council’s Intranet. Removed the word Internet and replaced it with Intranet. Proposed minutes be distributed on Intranet for Council employees information – Removal and insertion agreed

Action: Fiona to update the Terms of Reference as proposed.

5. Children’s Plan

David Wright, Team leader of Children’s Services, spoke about Council’s Children’s Plan and how it focuses on the rights of the child and listening to the child’s voice through engagement activities and play. At Maroondah Festival, his Children’s Services team spoke to over 40 children about their ideas for Maroondah.

David spoke about their consultation with regards to connecting to children and their carers and keeping them informed. He mentioned the importance of active listening and taking what children say seriously, using pictures as a way of listening and letting children use their own words. He also stressed it’s important to make sure children’s ideas are interpreted appropriately.

David asked the Committee for their advice on keeping children and carers connected and informed.

· Josephine – mentioned the problems for carers working when no after office hours child care was available.

· Briere – facebook page is a good way to connect to carers and keep them informed.

· Bringing carers together is a good way to pass on information and can include service providers.

· Michelle – can be daunting for carers to make that first contact. Need to consider different ways to connect to carers and be flexible.

· Keep in mind awareness of other care arrangements ie grand parents and other arrangements people make.

· Geoff – consider isolation of carers, a social network for carers.

· Michelle – sporting clubs are sometimes barriers to inclusion as the cost for the child to participate can be too great for parents.

· Briere – siblings can feel left out. Could look at programs where siblings get to meet others in the same situation.

· Playgrounds – horse shoe fencing so children with a disability can move freely through the area.

5. Advertising for New Members

Fiona thanked everyone for their participation over the last year. She stressed the value of the Committee’s work to Council noting that the knowledge and experience of the Committee provides Council with invaluable insights into the needs of people with a disability.

Discussion followed about the Terms of Reference in relation to membership which notes that members commit to be involved with the committee for a 2 year period with the option of an extension of a further 2 years after which time a one year break must be taken.

In May 2016 Norma, Josephine, Peter, Liz and Kate will all have completed their fourth year and will be due for a one year break. In June 2016 Geoff and Briere will have completed their first two years and will have the option to renewal their membership for a further two year period.

Fiona advised that advertisements seeking new members for this Committee will go out in April/May 2016.

The following suggestions were provided from the Committee with regard to advertising for new members:-

· Facebook including EV’s facebook page

· Local paper

· Public noticeboards eg libraries, local shopping centres and IGA’s

· Stations, Bus stops

· Disability Resource Centre

· Local Community Groups ie Eastern Disability Action Group (Woody)

· Community Houses

Fiona thanked the Committee for their suggestions.

6. Members update

Geoff – Disability Access project no linger affiliated with RMIT, been involved in a live feed with social and town planners in Barcelona, Madrid and Italy. Research proposal with the possibility of using Maroondah and St Kilda as case studies.

Peter – Spoke about Transitional Sheltered Workshops with regards to employment. He is publishing a paper later this year and will forward to Council for distribution.

Jack – Autism Expo to be held at Karralyka on 30 April 2016.

The Committee discussed the location of the MDAC meetings and decided to move them back to Braeside Ave due to the distance from the parking facilities to the Realm building.

The meeting dates for 2016 are 5 May 2016, 7 July 2016, 15 Sept 2016 & 10 Nov 2016.

The meeting closed at 12.05pm.

DIRECTOR Corporate Services – Marianne Di Giallonardo

Financial Report: Seven Months Ending 31 January 2016	Item 4

Purpose

To present the financial statements for the seven months ending 31 January 2016.

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). Whilst a comprehensive suite of reports is provided to the Audit & Risk Advisory Committee and Council each quarter it is considered financially prudent to provide a brief monthly report to Council in order to track performance to budget between the quarterly reports.

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

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

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

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

Issue / discussion

The following is a summary of the financial position for the seven months ending 31 January 2016. 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	116,456	100,510	100,602	92	117,792
Expenses	(116,168)	(67,777)	(65,808)	1,969	(117,600)
Underlying Surplus (Deficit)	288	32,733	34,794	2,061	192

Capital
Grants - Capital (recurrent and non-recurrent)	8,937	2,410	2,285	(125)	3,859
Comprehensive result	9,225	35,143	37,080	1,937	4,051

For the seven months ended 31 January 2016 Council has recorded an operating surplus before capital revenue of $34.79 million, which is $2.06 million ahead of the year to date budget (This equates to a 1.77% 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 Surplus of $288k is a result of the Victorian Grants Commission payment of $2.5m being paid in advance in the previous financial year and carried forward grant expenditure. This is partially offset by a decrease in expense expectations of $1.43m.

· Capital Grants are $125k below year to date forecast. Projects contributing to this are Croydon Gums Kindergarten $46k, East Ringwood Tennis Club $25k and South Croydon Cricket Club $19k.

· Net gain/(loss) on disposal of Property, Infrastructure, Plant & Equipment is $74k below year to date forecast. Cost of Asset Sales is $81k below forecast.

· Materials & Services are $1,153k below year to date forecast. Service areas contributing to this are Leisure $203k (General Expenditure $68k, Gas $38k, Maintenance $18k, Ground Maintenance $17k and Marketing & Promotions $16k), Operations $151k (Fuels, Oils and Running Costs $107k, Materials $70k, Maintenance on Fire Plugs $34k), Human Resources $145k (Insurances $72k and Training Group Programs $29k), Community Services $136k (Program Expenses $58k), Information Technology $95k (Software Maintenance $95k), Planning, Health and Local Laws $94k (Professional Services $21k), Integrated Planning $66k (Program Expenditure $42k and Consultancies $17k) and Business Development $65k (Rates Special Charges $38k and Cleaning $26k). Agency Staff ($39k) is above forecast.

· Contractors are $669k below year to date forecast. Service areas contributing to this are Community Services $255k (including Respite Care $115k, Personal Care $87k and Property Maintenance $44k), Waste Management $161k, Operations $143k (including City Parks $74k and Construction $60k), and Assets $46k.

· Employee costs are $147k below year to date forecast. Service areas contributing to this include Leisure $73k and Community Services $59k. Assets $31k and Human Resources $24k are 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;

· 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 $9.23 million mainly relates to the following (Refer to detailed reconciliation in Appendix A):

· Carried forward grants net ($678k);

· New and revised grant funding net ($2.89m);

· New and revised capital grant funding $5.29m;

· Movement in restricted assets (including Public Open Space and Waste supplementary rates) of $2.1m; and

· Movement in departmental operating budgets of $1.35m.

1.2 CAPITAL PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Budget	Actual #	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Total capital works	44,147	16,254	14,933	1,321	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 seven months ending 31 January 2016 Council has expended $14.93 million on the capital works program, which is $1.32m behind the year to date budget. The variance is due to mainly:

· Buildings behind by $764k;

· Recreational Leisure and Community Facilities behind by $457k;

· Parks and Open Space behind by $147k;

· Plant, Machinery and Equipment behind by $97k;

· Computers and Telecommunications behind by $85k; and

· Drainage ahead by $118k.

1.3 FINANCIAL POSITION

		2015-16	2014-15	2014-15
	Adopted	January YTD	January YTD	June YTD
	Budget	Actual	Actual	Actual
	$’000	$’000	$’000	$’000
Cash and investments	23,160	28,503	31,447	39,920

The Financial Position as at 31 January 2016 shows cash and investments balances of $28.50 million, which is $2.94 million lower than balances at 31 January 2015.

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.⇩	21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE FINANCIAL PERFORMANCE AGAINST BUDGET FOR THE SEVEN MONTHS ENDING 31 JANUARY 2016

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

1 EXECUTIVE SUMMARY

1.1 OPERATING PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget	Budget	Actual	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Operating
Income	116,456	100,510	100,602	92	117,792
Expenses	(116,168)	(67,777)	(65,808)	1,969	(117,600)
Underlying Surplus (Deficit)	288	32,733	34,794	2,061	192

Capital
Grants - Capital (recurrent and non-recurrent)	8,937	2,410	2,285	(125)	3,859
Comprehensive result	9,225	35,143	37,080	1,937	4,051

· Capital Grants are $125k below year to date forecast. Projects contributing to this are Croydon Gums Kindergarten $46k, East Ringwood Tennis Club $25k and South Croydon Cricket Club $19k.

· Net gain/(loss) on disposal of Property, Infrastructure, Plant & Equipment is $74k below year to date forecast. Cost of Asset Sales is $81k below forecast.

· Employee costs are $147k below year to date forecast. Service areas contributing to this include Leisure $73k and Community Services $59k. Assets $31k and Human Resources $24k are 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 $9.23 million mainly relates to the following (Refer to detailed reconciliation in Appendix A):

· Carried forward grants net ($678k);

· New and revised grant funding net ($2.89m);

· New and revised capital grant funding $5.29m;

· Movement in restricted assets (including Public Open Space and Waste supplementary rates) of $2.1m; and

· Movement in departmental operating budgets of $1.35m.

1.2 CAPITAL PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Budget	Actual #	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Total capital works	44,147	16,254	14,933	1,321	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 seven months ending 31 January 2016 Council has expended $14.93 million on the capital works program, which is $1.32m behind the year to date budget. The variance is due to mainly:

· Buildings behind by $764k;

· Recreational Leisure and Community Facilities behind by $457k;

· Parks and Open Space behind by $147k;

· Plant, Machinery and Equipment behind by $97k;

· Computers and Telecommunications behind by $85k; and

· Drainage ahead by $118k.

1.3 FINANCIAL POSITION

		2015-16	2014-15	2014-15
	Adopted	January YTD	January YTD	June YTD
	Budget	Actual	Actual	Actual
	$’000	$’000	$’000	$’000
Cash and investments	23,160	28,503	31,447	39,920

The Financial Position as at 31 January 2016 shows cash and investments balances of $28.50 million, which is $2.94 million lower than balances at 31 January 2015.

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*	77,310	77,166	77,186	20	77,264
Statutory fees & fines	3,754	2,063	2,059	(4)	3,538
User fees	21,033	12,154	12,147	(6)	21,671
Contributions - cash	4,269	3,380	3,376	(5)	2,782
Grants - Operating (recurrent)	8,965	5,045	5,056	12	11,783
Grants - Operating (non-recurrent)	220	146	131	(14)	6
Interest received	999	601	616	15	841
Net gain (loss) on disposal of property, infrastructure, plant & equipment	(93)	(44)	30	74	(93)
Total Income	116,456	100,510	100,602	92	117,792

Grants - Capital (recurrent and non-recurrent)	8,937	2,410	2,285	(125)	3,859
Total Operating Income	125,393	102,920	102,888	(32)	121,651

* Rates received are in line with expectations and in accordance with the same trend as last year – see graph on page 15.

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

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

Major Operating Income Variances

		YTD Budget for selected items	YTD Fav Budget	YTD Unfav Budget
	Var	$’000	$’000	$’000
User Fees		12,154		6
Aged and Disability Services	T	447		40
Sport and Recreation	T	300	30
Grants - Capital (recurrent and non-recurrent)		2,410		125
Community Groups Funding Assistance	T	148		115

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.

2.1.2 Operating expenses

	Forecast	YTD	YTD	YTD	Adopted
	Budget	Budget	Actual	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Expenses
Employee costs	48,651	27,805	27,659	147	48,815
Materials and services	24,892	15,502	14,349	1,153	25,301
Contractors	21,953	12,505	11,837	669	22,826
Depreciation and amortisation	19,523	11,390	11,383	7	19,509
Finance costs	1,149	574	580	(6)	1,149
Total operating expenses	116,168	67,777	65,808	1,969	117,600

The $1.43m movement between the operating expenses Adopted Budget of $117.60 million and the Forecast of $116.17 million mainly relates to the following (Refer to detailed reconciliation in Appendix A):

· Changes in departmental operating budgets of ($2.1m), including decreases in expenditure for Community Services ($448k), Leisure Facilities ($429k), Finance and Governance ($367k), Business & Development ($272k), Human Resources ($211k) and Assets ($182k).

· Carried forward unexpended grants from the previous financial period of $686k;

· New and revised grant funding of $195k.

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

The majority of these are all favourable variances and there are no causes for concern to Council.

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

Major Operating Expense Variances

		YTD Budget for selected items	YTD Fav Budget	YTD Unfav Budget
	Var	$’000	$’000	$’000
Employee Costs		27,805	147
Leisure	T	7,395	73
Community Services	T	3,993	59
Assets	T	895		31
Materials and Services		15,502	1,153
Leisure	T	3,986	203
Operations	T	2,579	151
Human Resources	T	1,027	145
Community Services	T	800	136
Information Technology	T	1,176	95
Planning, Health and Local Laws	T	712	94
Integrated Planning	T	364	66
Business and Development	T	405	65
Finance and Governance	T	464	56
Revenue, Property and Customer Service	T	2,585	44
Engineering and Building Services	T	113	37
Agency Staff	T	243		39
Contractors		12,505	669
Community Services	T	2,263	255
Finance and Governance	T	5,807	161
Operations	T	3,418	143
Assets	T	149	46

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

The variances relate to timing differences. 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	(2,065)	(1,124)	(1,070)	54
Corporate Services	(24,676)	(14,586)	(14,081)	505
Operations, Infrastructure & Leisure	(22,862)	(13,355)	(12,747)	608
Planning & Community	(9,483)	(4,472)	(3,757)	715
	(59,086)	(33,537)	(31,655)	1,882

Capital Grants & Contributions	8,937	2,410	2,285	(125)
Net (Gain)/Loss on disposal of equipment	(93)	(44)	30	74
Other non-attributable 1	59,468	66,314	66,419	105
Net (surplus) deficit	9,225	35,143	37,080	1,937

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 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

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)	20,986	7,033	6,269	764	17,628
Roads	1,102	6,216	2,498	2,496	2	3,584
Footpaths and Cycleways	136	1,830	857	895	(38)	1,840
Carparks	0	494	148	171	(23)	330
Drainage	373	2,552	1,018	1,136	(118)	2,180
Waste Management	43	133	43	35	7	90
Other Capital Roads and Drainage	295	960	115	155	(40)	715
Recreational Leisure and Community Facilities	230	3,371	1,311	854	457	2,941
Parks and Open Space	263	1,244	601	453	147	932
Fixtures, Fittings and Furniture	14	98	41	35	7	60
Plant, Machinery and Equipment	182	3,178	1,093	996	97	3,332
Computers and Telecommunications	656	1,546	566	481	85	890
Property Sales	0	0	0	24	(24)	0
Building Renewal	130	1,538	929	933	(3)	2,555
Total capital works	3,276	44,147	16,254	14,933	1,321	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 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

Major Capital Works Variances

		YTD Budget for selected items	YTD Ahead of Budget	YTD Behind Budget
	Var	$’000	$’000	$’000
Buildings		7,033		764
Proclamation Park Replacement Buildings	T	600		542
East Ringwood Pavilion	T	100		50
Mullum Reserve Pavilion Extension	T	1,151	113
Yarra Valley Bridge Club	T	324	48
Footpaths and Cycleways		857	38
Disability Footpath Access	T	53	65
Footpath Replacement Works	T	360		30
Drainage		1,018	118
Power St Floof Mitigation Works	T	100	59
Recreational Leisure and Community Facilities		1,311		457
Reserves - Sports Field Surface Renovation	T	400		400
Dorset Golf - Desilting of Dam	T	65		59
Parks and Open Space		601		147
Wyreena Playspace	T	110		76

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	January YTD	January YTD
	Budget	Actual	Actual
	$’000	$’000	$’000
Cash and investments	23,160	28,503	31,447

The Financial Position as at 31 January 2016 shows cash and investments balances of $28.50 million, which is $2.94 million lower than balances at 31 January 2015.

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 rates outstanding balances by month

The January 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 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

Investments as at 31 January 2016
	Credit Rating	Maturity Date	Period Days	Yield %	Type	$000's	%
Bank West	A-1+			1.95	On-Call	3,380	11.7%
National Australia Bank	A-1+			2.05	On-Call	1,791	6.2%
Rural Bank Ltd	A-2	10-Feb-16	120	2.80	Term Dep.	1,000	3.5%
IMB	A-2	16-Feb-16	62	2.55	Term Dep.	604	2.1%
Suncorp Metway	A-1	16-Feb-16	77	2.70	Term Dep.	1,000	3.5%
Bank of Queensland	A-2	18-Feb-16	91	2.85	Term Dep.	1,762	6.1%
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	5.2%
Bank of Queensland	A-2	17-Mar-16	90	2.85	Term Dep.	1,200	4.2%
Bank of Melbourne	A-1+	23-Mar-16	91	2.81	Term Dep.	1,470	5.1%
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	5.3%
IMB	A-2	12-Apr-16	90	2.80	Term Dep.	921	3.2%
National Australia Bank	A-1+	21-Apr-16	90	3.02	Term Dep.	500	1.7%
Bank of Queensland	A-2	21-Apr-16	120	2.90	Term Dep.	1,440	5.0%
Suncorp Metway	A-1	21-Apr-16	142	2.95	Term Dep.	1,000	3.5%
Rural Bank Ltd	A-2	27-Apr-16	90	2.85	Term Dep.	500	1.7%
IMB	A-2	05-May-16	122	2.80	Term Dep.	1,611	5.6%
Suncorp Metway	A-1	20-May-16	120	2.90	Term Dep.	705	2.4%
Commonwealth	A-1+	26-Apr-16	90	2.83	Term Dep.	1,075	3.7%
ING	A-2	13-May-16	182	2.90	Term Dep.	694	2.4%
Bendigo & Adelaide Bank LTD	A-2	30-May-16	181	2.80	NCD	1,031	3.6%
Bendigo & Adelaide Bank LTD	A-2	06-Jun-16	180	2.80	Term Dep.	1,193	4.1%
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	3.7%
						28,882	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 January 2016	2.90%

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

APPENDIX A

Income Statement

Reconciliation Adopted Budget to Forecast

Statement of Capital Works

Income Statement

For the seven months ending 31 January 2016

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

Income
Rates & charges	77,310	77,166	77,186	20		77,264
Statutory fees & fines	3,754	2,063	2,059	(4)		3,538
User fees	21,033	12,154	12,147	(6)		21,671
Contributions - cash	4,269	3,380	3,376	(5)		2,782
Grants - Operating (recurrent)	8,965	5,045	5,056	12		11,783
Grants - Operating (non-recurrent)	220	146	131	(14)		6
Interest received	999	601	616	15		841
Net gain (loss) on disposal of property, infrastructure, plant & equipment	(93)	(44)	30	74	1	(93)
Total Income	116,456	100,510	100,602	92		117,792


Expenses
Employee costs	48,651	27,805	27,659	147	2	48,815
Materials and services	24,892	15,502	14,349	1,153	3	25,301
Contractors	21,953	12,505	11,837	669	4	22,826
Depreciation and amortisation	19,523	11,390	11,383	7		19,509
Finance costs	1,149	574	580	(6)		1,149
Total expenses	116,168	67,777	65,808	1,969		117,600

Underlying Surplus (Deficit)	288	32,733	34,794	2,061		192

Grants - Capital (recurrent and non-recurrent)	8,937	2,410	2,285	(125)	5	3,859

Comprehensive result	9,225	35,143	37,080	1,937		4,051

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

CLASSIFICATION STATEMENT (SUMMARY OF VARIANCES)

Income Statement for the Period Ended 31 January 2016

Items in brackets () indicate unfavourable variance

NOTE 1

Net gain/(loss) on disposal of Property, Infrastructure, Plant & Equipment is $74k below year to date forecast. Cost of Asset Sales is $81k below forecast.

NOTE 2

Employee costs are $147k below year to date forecast. Service areas contributing to this include Leisure $73k and Community Services $59k. Assets $31k and Human Resources $24k are above forecast.

NOTE 3

Materials & Services are $1,153k below year to date forecast. Service areas contributing to this are Leisure $203k (General Expenditure $68k, Gas $38k, Maintenance $18k, Ground Maintenance $17k and Marketing & Promotions $16k), Operations $151k (Fuels, Oils and Running Costs $107k, Materials $70k, Maintenance on Fire Plugs $34k), Human Resources $145k (Insurances $72k and Training Group Programs $29k), Community Services $136k (Program Expenses $58k), Information Technology $95k (Software Maintenance $95k), Planning, Health and Local Laws $94k (Professional Services $21k), Integrated Planning $66k (Program Expenditure $42k and Consultancies $17k) and Business Development $65k (Rates Special Charges $38k and Cleaning $26k). Agency Staff ($39k) is above forecast.

NOTE 4

Contractors are $669k below year to date forecast. Service areas contributing to this are Community Services $255k (including Respite Care $115k, Personal Care $87k and Property Maintenance $44k), Waste Management $161k, Operations $143k (including City Parks $74k and Construction $60k), and Assets $46k.

NOTE 5

Capital Grants are $125k below year to date forecast. Projects contributing to this are Croydon Gums Kindergarten $46k, East Ringwood Tennis Club $25k and South Croydon Cricket Club $19k.

Reconciliation of Difference between Adopted Budget and Annual Forecast

OPERATING - RECONCILIATION OF DIFFERENCE BETWEEN ADOPTED BUDGET AND ANNUAL FORECAST
Seven months 1 July 2015 to 31 January 2016
	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	200,292	183,746	16,546
Revised Funding Operating Grants & Contributions	(2,892,578)	11,104	(2,903,682)
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	(181,650)	182,650
Business & Development	(76,000)	(272,492)	196,492
Community Services	56,396	(448,078)	504,474
Communications & Marketing	0	(80,400)	80,400
Engineering & Building Services	21,000	1,422	19,578
Finance & Governance	274,517	(366,800)	641,317
Human Resources	3,000	(211,400)	214,400
Integrated Planning	68,107	(98,974)	167,081
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	(3,407)	132,274	(135,681)
Leisure - Aquanation	(438,452)	(314,754)	(123,698)
Leisure - Maroondah Leisure Marketing & Sales	0	(34,776)	34,776
Leisure - Croydon Memorial Pool	0	(4,238)	4,238
Leisure - The Rings	(6,069)	(11,170)	5,101
Leisure - Golf	(270,969)	(273,281)	2,312
Operations	30,000	917	29,083
Planning, Health & Local Laws	1,653,000	43,821	1,609,179
Revenue, Property & Customer Service	52,000	(61,254)	113,254
Annual Forecast	125,393,238	116,168,409	9,224,829

Total Forecast Changes	3,742,650	(1,431,333)	5,173,983

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

Statement of Capital Works

For the seven months ending 31 January 2016

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Forecast Budget	Actual #	Bud Var	Budget
	$’000	$’000	$’000	$’000	$’000
Buildings	20,986	7,033	6,269	764	17,628
Roads	6,216	2,498	2,496	2	3,584
Footpaths and Cycleways	1,830	857	895	(38)	1,840
Carparks	494	148	171	(23)	330
Drainage	2,552	1,018	1,136	(118)	2,180
Waste Management	133	43	35	7	90
Other Capital Roads and Drainage	960	115	155	(40)	715
Recreational Leisure and Community Facilities	3,371	1,311	854	457	2,941
Parks and Open Space	1,244	601	453	147	932
Fixtures, Furniture and Fittings	98	41	35	7	60
Plant, Machinery and Equipment	3,178	1,093	996	97	3,332
Computers and Telecommunication	1,546	566	481	85	890
Property Sales	0	0	24	(24)	0
Building Renewal	1,538	929	933	(3)	2,555
Total capital works	44,147	16,254	14,933	1,321	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 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

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 authorised.	Received audited statement of accounts from Croydon Main Street Traders Association.
Assets	E	38,630	AM Condition Asses Program – Contractors	Variance is due to some delays associated with the receipt of invoices from the contractors.	YTD Forecast adjustment required.
Finance & Governance	E	34,027	WAM Green Waste Processing – Contractors	Council continues to process green waste at a competitive rate and the total tonnage is down compared to the last two years.	Review in February.
Finance & Governance	E	31,211	WAM Prov’n Garbage Education & Customer Service – Contractors	January invoice for EnviroCom not accrued and school program for nude lunches to start in February.	No action required.
Operations	E	33,874	EMS Fire Plugs - Maintenance	Invoice delays from Yarra Valley Water.	No action required.
	E	43,698	CONS Paths – Contractors	Work is now underway.	No action required.
	E	(53,328)	CP Sportsground – Agency Staff	Agency staff employed due to work cover absence.	No action required.
	E	34,742	CP Sportsgrounds - Materials	Seasonal in nature, and will be spent in the March change over period.	No action required.
	E	49,720	CP Irrigation Maintenance - Salaries	Corresponding over expenditure in agency to cover for work cover absence.	No action required.
	E	(43,212)	CP Street Tree Pruning – Contractors	Additional area done and final amount will be kept within budget.	No action required.
	E	(93,983)	CP Reactive Maintenance – Contractors	Additional work load due to severe wind conditions.	To be monitored into the future.
Community Services	E	33,999	Community Services Management – Salaries	Salaries allocated to incorrect account.	Journal to be processed.
	E	87,483	HACC – HACC Personal Care Contractors	Personal Care below target for over 65 age group.	Building Personal Care Service, expenditure will gradually increase to budgeted levels.
	E	115,263	HACC Respite Care – Contractors	Respite care below target for over 65 age group.	Building Respite Care, to commence active "promotion" of Service. Target to be monitored and forecast variance processed if required.
	E	44,824	HACC Property Maintenance – Contractors	Property maintenance was under target hours, now over target with expected future impact on budget variance.	Building Property Maintenance Services, further reduction in budget variance expected. To be monitored.
Leisure	E	69,623	Aquahub – Gross Expenditure	Savings in utilities and management overheads compared to January forecast has resulted in a favourable net position. Net position is $46k favourable.	No action required.
	E	34,644	Aquanation – Gross Expenditure	Savings in salaries and maintenance has resulted in a favourable net position. Net position is $47k favourable.	No action required.
	E	36,958	Ringwood Golf – Gross Expenditure	Savings have been made across labour. This is the most significant contributing factor to the favourable net position. Net position is $17k favourable.	No action required.
	E	35,204	Dorset Golf – Gross Expenditure	Savings have been achieved across labour, fertilizer and chemical purchases. Net position is $15k favourable.	No action required.
	I	27,893	Karralyka – Gross Income	Income targets are now close to correct due to re-forecast. Net position is $53k favourable.	No action required.
	E	25,495	Karralyka – Gross Expenditure	In January there was less expenditure on labour than forecast resulting in a favourable net position. Net position is $53k favourable.	No action required.

ATTACHMENT No: 1 - 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016

Item 4

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
Assets	E	50,037	East Ringwood Pavilion	Variance is due to some delays associated with the finalisation of the detailed design and construction specification. The invoices for this work are expected over the next couple of weeks.	YTD Forecast adjustment required.
	E	(113,120)	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. Additional amount to be funded from the community facilities improvement program.	YTD Forecast adjustment required.
	E	(47,990)	Yarra Valley Bridge Club	Variance due to an increase in scope of work to accommodate a new veranda at the front entry (to complement the new extension). This additional work is being funded from the community facilities improvement program.	EOY Forecast adjustment required.
	E	542,164	Proclamation Park Replace Buildings	The Ringwood Athletics Pavilion project was delayed in the early design stages due to the requirements of SRV. Construction of the new facility will commence next week.	YTD Forecast adjustment required.
	E	76,152	Wyreena Playspace	Variance is due to some delays associated with the project, which occurred to avoid impacting on the Celebrate Maroondah Movie Night on 13/2. Works will commence on 15/2.	YTD Forecast adjustment 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.
	E	(59,440)	Power Street Flood Mitigation Works	Works in Stage 3 were completed this month. Some additional minor works have been identified to undertake which are due to be completed next 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 at the completion of works next month in consultation with Finance at CWIG.
Operation	E	400,000	Reserves – Sports field Surface Renovation	Contract in progress. Delay in invoice this month.	No action required.
Leisure	I	(45,695)	Croydon Gums Kindergarten	Proposed works schedule has been changed to commence in March.	Move income to June. Forecast variation to be processed.

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Capital Works Report	Item 1

Purpose

To present the financial and operational status of major Capital Works projects for the Year to Date (February 2016) in the 2015/2016 Financial Year.

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.

Key Directions 2015 - 2016:

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

Background

Council, as part of its Adopted Budget 2015/2016, allocated $36.7m to Capital Works projects. Council has obtained external State and Federal grants totalling an additional $6.5m. Council’s allocated Capital Budget total $43.2m for the 2015/2016 financial year.

Capital Works programs status reports are prepared by management and reviewed on a monthly basis at the Capital Works Implementation Group (CWIG) and presented quarterly to the Audit and Risk Advisory Committee (ARAC).

Provided in this report is an overview of the year-to-date Capital Expenditure on Council’s major projects, together with explanations on budget overruns or timing differences in the stages of project completion.

The report also discusses those Capital Projects which due to various reasons required funds $ to be carried forward from the previous financial year (2014/2015).

Issue / discussion

The following is a summary of the major projects construction status and financial position of the Year to Date for the 2015/2016 financial year, as at 29 February 2016.

CAPITAL PERFORMANCE AS AT 29 FEBRUARY 2016

	Amount	Forecast	YTD	YTD	YTD	Adopted
	Carried Forward	Budget ##	Budget	Actual #	Bud Var	Budget
	$’000	$’000	$’000	$’000	$’000	$’000
Classification
Buildings	(148)	21,018	6,708	6,529	179	17,628
Roads	1,102	6,216	2,621	2,597	23	3,584
Footpaths and Cycleways	136	2,060	1,072	1,190	(118)	1,840
Carparks	0	494	293	318	(25)	330
Drainage	373	2,552	1,193	1,370	(177)	2,180
Waste Management	43	133	43	47	(5)	90
Other Capital Roads and Drainage	295	870	123	157	(34)	715
Recreational Leisure and Community Facilities	230	3,362	1,119	1,106	13	2,941
Parks and Open Space	263	1,244	575	561	14	932
Fixtures, Fittings and Furniture	14	98	44	38	6	60
Plant, Machinery and Equipment	182	3,078	1,391	1,317	74	3,332
Computers and Telecommunications	656	1,548	604	484	120	890
Property Sales	0	0	0	27	(27)	0
Building Renewal	130	1,496	1,051	1,103	(51)	2,555
Total capital works	3,276	44,169	16,837	16,844	(8)	37,077

Financial / economic issues

CARRIED FORWARDS

These projects have funds allocated in 2014/2015 Budget year and have been carried forward into the 2015/2016 Budget year to allow completion of projects. The status of these projects are in Attachment 1: February 2016 Carried Forward Figures Actual vs Outstanding.

PROJECT STATUS

See Attachment 2: Project Status February 2016.

CAPITAL WORKS YTD – EXPENDITURE (CUMULATIVE)

Council is currently on schedule with all capital projects and well placed to deliver capital projects included in 2015/2016 Capital Budget.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

Council 2015/2016 Capital Budget including State and Federal grants totals $42.3m. Council also carried forward $6m from 2014/2015 financial year for the completion of projects.

Attachments

1.⇩	February 2016 Carried Forward Figures Actual vs Outstanding
2.⇩	Project Status February 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE PROGRESS AND STATUS OF CAPITAL WORKS PROJECTS FOR THE YEAR TO DATE (FEBRUARY 2016) OF THE 2015/2016 FINANCIAL YEAR

DIRECTOR Planning & Community – Phil Turner

Maroondah Disability Advisory Committee 2015	Item 1

Purpose

The purpose of this report is to update Council on the activities of the Maroondah Disability Advisory Committee (MDAC) over the course of 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: Maroondah is an accessible community for people of 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:

5.1 Ensure public buildings are accessible to people of all ages and abilities, and promote high levels of accessibility in commercial premises.

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

5.3 Ensure events and festivals are accessible for people of all ages and abilities.

Background

The Maroondah Disability Advisory Committee was established in 2010. Since that time it has provided important linkages between Council, people with disabilities and their carers. Through advice and advocacy, the Committee promotes social inclusion and participation of people with a disability in the community.

The Committee consists of up to 14 members. This comprises a maximum of six positions for people with a disability, two positions for carers of people with a disability (including one carer of a child), a maximum of three service providers, two Councillors and at least one Council Officer.

Whilst playing an important role, the Committee has no delegated authority to make decisions and acts in an advisory capacity to Maroondah City Council. Meetings are held bi-monthly, and are conducted in accordance with Council’s meeting procedures.

The chair of MDAC is a Councillor as appointed by Council. The current Chair is Cr Nora Lamont.

Issue / discussion

In 2015 the Maroondah Disability Advisory Committee has successfully actioned the following objectives consistent with its Terms of Reference.

Objective 1

Provide advice to the Council on policy, programs, service development, research initiatives and planning issues in relation to people with disabilities at a strategic and operational level.

· Provided advice to Council’s Youth Services Team regarding inclusiveness for young people with a disability. Youth Services were particularly interested in feedback on their priority action from the Disability Policy and Action Plan, Focus Area One, Key Direction 1.2 - Increase participation of People with a Disability in Recreation, Leisure, Sport, Arts and Cultural events within Maroondah (March 2015)

· Offered advice on the use of the Changing Places hoist at Ringwood Lake after a MDAC member used the facilities. A ‘How to Use’ poster was arranged and is now displayed in the facility.

· Members of the MDAC participated in the State Disability Plan 2017-2020 consultation (May 2015). Council’s submission was made on 24 June 2015.

· MDAC members provide feedback into the Maroondah Community Wellbeing Plan (ie Municipal Public Health Plan). This Plan is a requirement of local government under the Public Health and Wellbeing Act.

· Input was provided on the development and operation of Council’s new leisure facility in Ringwood, Aquanation. MDAC members were invited to a preview opening in August 2015.

· The MDAC successfully advocated for two designated car spaces for night time parking to be provided at Eastern FM 98.1 at Council’s community arts venue in Croydon, Wyreena. This ensures immediate access to the studios for people with a disability. Works were completed in October 2015.

· Details on the Maroondah Housing Strategy was presented to the MDAC in November 2015 with feedback was received. MDAC members also participated in Council’s related online survey, ‘The Places We Live – Developing a Housing Strategy for Maroondah’.

Objective 2

Provide advice and guidance in relation to strategies for effective consultation and collaboration in Council activities with a diverse range of stakeholders reflective of the Maroondah community.

· Council’s Draft Community Engagement Policy was presented to the MDAC in July 2015. MDAC members provided feedback using the survey provided.

· MDAC members were provided with a presentation on Council’s Program of Capital Works. Discussions were held about Council promoting its achievements through various media and communication mediums. MDAC members stressed that Council needs to ensure residents are aware of projects undertaken especially with regard to facility upgrades as this could affect the use of the facility by people with a disability.

Objective 3

Provide advice to the Disability Policy and Action Plan Steering Committee in the development and review of the Disability Policy and Action Plan.

· A six month review of the Disability Policy and Action Plan was provided to the MDAC in July 2015 which was endorsed by members. A further review is scheduled to be provided in early 2016.

· An interactive workshop was undertaken with MDAC members to come up with methods for Council to work towards the achievement of seven priority actions from the Community Wellbeing Plan and the Disability Policy & Action Plan.

Objective 4

Promote the positive image of people with a disability within the municipality of Maroondah.

· MDAC members attended one of the soft openings at Aquanation and asked to try the facilities. As a result, feedback was received and corresponding changes were made to the timing of the entry gates.

· The MDAC was invited to the opening of Realm (Council’s new library, cultural, knowledge and innovation centre in Ringwood) in October 2015 with several members attending.

· MDAC member Geoff Outhred – presented his Disability Travel and Access Project with RMIT. He attended the ‘Try Before You Ride’ expo with Public Transport Victoria on his motorised scooter to try some of their new equipment for buses and taxis. A pictorial display was provided to MDAC

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

The Maroondah Disability Advisory Committee is a key community consultation conduit between Council and the Maroondah community. Consultation has been undertaken throughout the year as noted above.

Conclusion

The Maroondah Disability Advisory Committee has provided invaluable information, advice and advocacy to Council and the community on a range of disability matters. That has contributed to the Maroondah community being a more accessible place for people of all ages and abilities.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That Council noteS the activities of the Maroondah disability advisory committee during the 2015 calendar year in accordance with objectives outlined in the committee’s terms of reference.

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