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Ordinary Meeting of Council

 

Attachments

 

 

 

Monday 21 March 2016

 

 

 

Council Chamber, Braeside Avenue, Ringwood

 

 


ATTACHMENTS

 

 

Director Corporate Services

2.       Reports of Assembly of Councillors

Attachment 1: ..... 2016 March 07 - Assembly of Councillors Public Record.................. 3

3.       Councillor Representation Reports

Attachment 1: ..... Minutes - Eastern Transport Coalition Meeting - 18 February 2016..... 4

Attachment 2: ..... Minutes - Maroondah Disability Advisory Committee Meeting (MDAC) - 3 March 2016.................................................................................................... 10

4.       Financial Report: Seven Months Ending 31 January 2016

Attachment 1: ..... 21 March 2016 - Council Meeting Report - Financial report appendix 7 months 31 January 2016................................................................................ 14

 

Director Operations, Infrastructure & Leisure

1.       Capital Works Report

Attachment 1: ..... February 2016 Carried Forward Figures Actual vs Outstanding........ 44

Attachment 2: ..... Project Status February 2016......................................................... 48

          


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

 

Item  2

 

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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

9

Items of a General Nature as Raised by Councillors

 

Record completed by:

Council Officer

Stephen Onans

Title

Team Leader Governance

 


ATTACHMENT No: 1 - Minutes - Eastern Transport Coalition Meeting - 18 February 2016

 

Item  3

 

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

 

Item  3

 

 

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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.

 


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

 

Item  4

 

 

 

 

FINANCIAL REPORT

Seven months ended

31 January 2016

 

 

 

 

 

 

 

 

 

 

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

 

Item  4

 

 

 

Contents

 

 

 

1     EXECUTIVE SUMMARY.. 3

2.     FINANCIAL ANALYSIS.. 6

2.1      OPERATING PERFORMANCE.. 6

2.1.1       Operating income. 6

2.1.2        Operating expenses. 8

2.1.3       Directorate analysis. 10

2.2       CAPITAL PERFORMANCE.. 11

2.3       FINANCIAL POSITION.. 14

2.4       CASH AND INVESTMENTS.. 16

APPENDIX A.. 19

Income Statement 20

Reconciliation of Difference between Adopted Budget and Annual Forecast 22

Statement of Capital Works. 23

APPENDIX B.. 24

Managers’ Comments on Operating Statement Variances. 24

APPENDIX C.. 28

Manager’s Comments on Capital Variances. 28

 

 

 

 

 


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

 

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.

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.


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

 

Item  4

 

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

 

2.4          CASH AND INVESTMENTS

 

The following graphs indicate the diversification and credit ratings of the investment portfolio at the end of January. The table lists all the investments held as at 31 January 2016. The investments were made in accordance with Council’s Investment Policy and all criteria specified in the Policy have been met.

 

Min % under policy = 50%

 

Max % under policy = 50%

 

 

These graphs indicate that the spread of investments both by credit rating and by institution meet the requirements of the Investment Policy.


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.

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX C

 

Manager’s Comments on Capital Variances

 

 

 

 

 

 


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.

 


ATTACHMENT No: 1 - February 2016 Carried Forward Figures Actual vs Outstanding

 

Item  1

 

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ATTACHMENT No: 2 - Project Status February 2016

 

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