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 briefings held on 19 and 21 March and 4 April 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 19 - Assembly of Councillors Public Record
2.⇩	2016 March 21 - Assembly of Councillors Public Record
3.⇩	2016 April 04 - Assembly of Councillors Public Record

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE PUBLIC RECORD OF THE ASSEMBLY OF COUNCILLORS BRIEFINGs HELD ON 19 and 21 march and 4 APRIL 2016

ATTACHMENT No: 1 - 2016 March 19 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Saturday 19 March 2016	Time: 8:35am – 3:10pm	Location: San Remo

Attendees:

Councillors
Cr Natalie Thomas (Mayor)	Cr Nora Lamont	Cr Les Willmott, JP
Cr Tony Dib, JP	Cr Samantha Marks	Cr Liam Fitzgerald
Cr Christina Gleeson	Cr Mary-Anne Lowe	Cr Rob Steane

Council Officers:
Steve Kozlowski	Chief Executive Officer
Marianne Di Giallonardo	Director Corporate Services
Phil Turner	Director Planning & Community
Trevor Welsh	Director Operations, Infrastructure & Leisure

Others:

Apologies:
Councillors:	Nil
Council Officers:	Nil

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

Matters Discussed:		## Confidential Item

1	LTFS, Capital Expenditure & Proposed 2016/17 Budget and New Initiatives
2	Service Area Summaries
3	End Term Review - Council Plan 2013-2017 Achievements Draft Council Plan 2013-2017 Year 4
4	Pipeline Projects and Priority Issues – Status
5	Activity Centres - Potential New Projects

Record completed by:

Council Officer	Marianne Di Giallonardo
Title	Director Corporate Services

ATTACHMENT No: 2 - 2016 March 21 - Assembly of Councillors Public Record

Item 2

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ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:
Date: Monday 21 March 2016	Time: 5:00pm – 6:00pm 6:30pm Meeting	Location: Eastland tour with QIC Meeting Room 4, Braeside Avenue, Ringwood
Attendees:

Councillors
Cr Natalie Thomas (Mayor)	Cr Nora Lamont	Cr Les Willmott, JP
Cr Tony Dib, JP	Cr Samantha Marks	Cr Liam Fitzgerald
Cr Christina Gleeson	Cr Mary-Anne Lowe	Cr Rob Steane

Council Officers:
Steve Kozlowski	Chief Executive Officer
Dianne Vrahnas	Acting Director Corporate Services
Phil Turner	Director Planning & Community
Trevor Welsh	Director Operations, Infrastructure & Leisure
Adam Todorov	Manager Assets
Peter Tully	Governance Advisor

Others:
Apologies:
Councillors:	Nil
Council Officers:	Marianne Di Giallonardo, Director Corporate Services

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

Matters Discussed:		## Confidential Item

1	Tour of Eastland (5:00pm – 6:00pm)
2	Council Meeting Agenda
3	Community Facility Management
4	Community Assistance Fund

Record completed by:

Council Officer	Peter Tully
Title	Governance Advisor

ATTACHMENT No: 3 - 2016 April 04 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Monday 4 April 2016	Time: 6.00pm			Location: Meeting Room 4, Braeside Avenue, Ringwood
Attendees:

Councillors
Cr Natalie Thomas (Mayor)	Cr Nora Lamont			Cr Les Willmott, JP
Cr Tony Dib, JP	Cr Rob Steane			Cr Liam Fitzgerald
Cr Christina Gleeson	Cr Mary-Anne Lowe (left meeting at 6.50pm)

Council Officers:
Steve Kozlowski	Chief Executive Officer
Dianne Vrahnas	Acting Director Corporate Services
Grant Meyer	Acting Director Planning & Community
Trevor Welsh	Director Operations, Infrastructure & Leisure
Dale Muir	Manager Revenue, Property & Customer Service Item 2
Peter Tully	Governance Advisor Items 3 - 5
Dale Bristow	Team Leader Strategic Planning & Sustainability Item 7
Tim Cocks	Manager Leisure Items 8 - 11
Andrew Taylor	Manager Engineering & Building Services Items 12 - 13
Stephen Onans	Team Leader Governance

Others:
Apologies:
Councillors:	Cr Samantha Marks
	Cr Mary-Anne Lowe – left meeting at 6:50pm
Council Officers:	Marianne Di Giallonardo, Director Corporate Services Phil Turner, Director Planning & Community

Conflict of Interest Disclosure:
Councillors:		Cr Gleeson	Item 8 – Community Assistance Fund, as the matter relates to the Rotary Club of Croydon and Cr Gleeson is a member of the Rotary Club of Croydon
Council Officers:		Nil

Matters Discussed:		## Confidential Item

1	Draft Procurement of Labour Hire Report
2##	Property Matter
3	Councillor Code of Conduct
4	MAV State Council Consideration of Motions
5	ALGA Consideration of Motions
6	Honorary Freeman of the City
7	Draft Housing Strategy
8	Community Assistance Fund
9	Community Assistance Fund - Sport & Life Training (SALT)
10	Maroondah Carols 2016
11	Golf Skate Caddy
12	Footpath Construction Program
13	Dorset Road/Maroondah Highway Intersection

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 Metropolitan Local Governments’ Waste Forum Meeting – 11 February 2016

· Minutes of the Maroondah Community Wellbeing Committee Meeting – 21 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.

Cr Wllimott is Council’s representative on the Metropolitan Local Governments’ Waste Forum

Crs Gleeson & Marks are Council’s representatives on the Maroondah Community Wellbeing 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 - Metropolitan Local Governments' Waste Forum Meeting (MLGWF) - 11 February 2016
2.⇩	Minutes - Maroondah Community Wellbeing Committee Meeting (MPIC) - 21 March 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL RECEIVES AND NOTES THE Minutes of the following meetings

· Metropolitan Waste Resource Recovery Group Meeting held on 11 February 2016

· Maroondah community wellbeing committee meeting held on 21 march 2016

DIRECTOR Corporate Services – Marianne Di Giallonardo

Financial Report: Eight Months Ending 29 February 2016	Item 4

Purpose

To present the financial statements for the eight months ending 29 February 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 eight months ending 29 February 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	117,322	104,999	105,018	19	117,792
Expenses	(116,277)	(76,557)	(74,162)	2,394	(117,600)
Underlying Surplus (Deficit)	1,045	28,442	30,856	2,414	192

Capital
Grants - Capital (recurrent and non-recurrent)	8,999	3,526	3,476	(49)	3,859
Comprehensive result	10,044	31,968	34,332	2,364	4,051

For the eight months ended 29 February 2016 Council has recorded an operating surplus before capital revenue of $30.86 million, which is $2.41 million ahead of the year to date budget (this equates to a 2.06% 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 $1.05m is a result of the Funding Assistance Grants 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 $1.32m.

· Contributions Cash are $61k above year to date forecast with Planning, Health & Local Laws $69k (Public Open Space Contributions $75k) above forecast.

· Rates & Charges are $55k above year to date forecast. Rates Supplementary $27k and Rates Garbage Charge $25k are both above forecast.

· Statutory Fees & Fines are ($58k) below year to date forecast. Service areas contributing to this are Business & Development ($34k) (Special Rates & Charges) and Engineering & Building Services ($22k).

· User Fees are ($106k) below year to date forecast, with Operations ($43k), Revenue, Property & Customer Services ($34k) and Community Services ($31k) below forecast.

· Materials & Services are $1,342k below year to date forecast. Service areas contributing to this are Leisure $276k (Gas $74k, General Expenditure $62k, Ground Maintenance $20k and Marketing & Promotions $19k), Operations $214k (Fleet – Fuels, Oils and Running Costs $134k, Materials $72k, Electricity $61k and Maintenance on Fire Plugs $40k), Human Resources $177k (Insurances $78k and Training Group Programs $36k), Community Services $152k (Program Expenses $68k), Planning, Health & Local Laws $116k (Professional Services $21k), Integrated Planning $106k (Program Expenditure $48k and Consultancies $28k), Information Technology $88k (Software Maintenance $89k) and Engineering & Building Services $58k (Consultancies $26k). Assets are ($49k) (Maintenance ($28k)) above year to date forecast.

· Contractors are $851k below year to date forecast, with Community Services $354k (Respite Care $115k, Personal Care $87k and Property Maintenance $44k), Waste Management $222k and Operations $186k (Construction $137k and City Parks $76k) below forecast.

· Employee costs are $200k below year to date forecast. Service areas contributing to this are Leisure $93k, Community Services $60k, Planning, Health & Local Laws $30k and Revenue, Property & Customer Services $26k. Assets ($46k) and Human Resources ($46k) are both above forecast.

The movement between the Capital Grants Adopted Budget of $3.86 million and Forecast of $9.00 million mainly relates to:

· Department of Infrastructure and Regional Development’s National Stronger Regions Fund income of $3 million for Realm;

· Capital grant income from Vic Roads for Oban Road under the National Black Spot Program 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 $10.04 million mainly relates to the following (Refer to detailed reconciliation in Appendix A):

· Carried forward grants net ($675k);

· New and revised grant funding net ($2.60m);

· New and revised capital grant funding $5.14m;

· Transfers to/from capital of $321k;

· Movement in restricted assets (including Public Open Space and Waste supplementary rates) of $2.12m; and

· Movement in departmental operating budgets of $1.69m.

1.2 CAPITAL PERFORMANCE

	Forecast	YTD	YTD	YTD	Adopted
	Budget ##	Budget	Actual #	Var	Budget
	$’000	$’000	$’000	$’000	$’000
Total capital works	44,169	16,837	16,845	(7)	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;

· Vic Roads funding for Oban Road under the National Black Spot Program $701k; and

· Future years projects brought into current year including the replacement of existing community buildings at Proclamation Park $500k and Street Lighting Improvements $370k.

For the eight months ending 29 February 2016 Council has expended $16.85 million on the capital works program, which is on track with the year to date budget. Capital program variances include: (See also Appendix C for further explanations)

· Buildings behind by $179k;

· Computers and Telecommunications behind by $120k;

· Plant, Machinery and Equipment behind by $74k;

· Drainage ahead by $177k;

· Footpaths and Cycleways ahead by $118k;

· Building Renewal ahead by $51k; and

· Other Capital Roads and Drainage ahead by $34k.

1.3 FINANCIAL POSITION

		2015-16	2014-15	2014-15
	Adopted	February YTD	February YTD	June YTD
	Budget	Actual	Actual	Actual
	$’000	$’000	$’000	$’000
Cash and investments	23,160	52,581	52,368	39,920

The Financial Position as at 29 February 2016 shows cash and investments balances of $52.58 million, which is $213k higher than balances at 29 February 2015. There was an increase of $24.1m in cash balances since the end of January, which is usual for this time of year due to the influx of rates payments in February.

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.⇩	18 April 2016 - Council Meeting Report - Financial report appendix 8 months 29 February 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE FINANCIAL PERFORMANCE AGAINST BUDGET FOR THE EIGHT MONTHS ENDING 29 FEBRUARY 2016

DIRECTOR Corporate Services – Marianne Di Giallonardo

Discontinuance of Part of Windsor Road, Croydon and Sale of Lot 1 of TP23714	Item 5

Purpose

To authorise commencement of the legislative procedures pursuant to the Local Government Act 1989 (Act) to consider the discontinuance and sale of part road at the northern end of Windsor Road, Croydon and sale of a previously discontinued road, Lot 1 of TP 23714 (Land) to Ventura Bus Lines.

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 2013 – 2017:

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

Background

In 2004 Council discontinued part of Windsor Road, between No. 41 & 40-44 and sold Lot 2 TP 23714 to Ventura Bus Lines, whilst retaining Lot 1 TP 23714 to facilitate 24 hr access to a Yarra Valley Water asset.

Notice of the Road discontinuance was published in the Government Gazette on 1 April 2004 and certificate of title Volume 10836 Folio 991 for Lot 1 TP 23714 in Council’s name was issued on 6 October 2004.

A site inspection undertaken in Nov 2015 indicated that further road and kerbside construction works including drainage works were required in Windsor Rd as a result of the following;

· The newly constructed kerb associated with Windsor Rd was higher than the old kerbside outside No. 38 resulting in the pooling of stormwater.

· The old road pavement had failed and required reconstruction.

· Ventura had fenced their land including Council’s Lot 1 TP 23714.

Ventura had indicated that they were planning on significant drainage works within their land, including the addition of new stormwater assets to drain their land and to reconstruct the vehicle crossing at No. 41 Windsor Rd. These works commenced in January 2016.

After reviewing the situation, the Asset Management team of Council presented 3 options in rectifying the problem;

Option 1 – Reconstruct the failed section of Windsor Road – reconstruct the old kerb, failed road pavement & vehicle crossings – Cost $50,000

Option 2 – Contribute to vehicle crossing reconstruction at No. 38 & 41 and make the kerb flow into the new private drains being installed by Ventura on their land – Cost $10,000

Option 3 – Sale of the Land.

The preferred option is No. 3.

Ventura Bus Lines have agreed to purchase the Land at market value including legal costs, and excluding the repair costs of the road, kerb and channel works of $33,275 which they are undertaking. Ventura Bus own properties at No. 36, 38, 40-44 & 41 Windsor Rd.

Yarra Valley Water has indicated that an easement over their asset on Lot 1 TP 23714 would suffice instead of land being retained in Council’s ownership. As a condition of sale, YVW require an easement for the 375mm & 11mm water mains and the 225mm sewer.

Issue / discussion

Internal consultation with Council’s relevant service areas were in support of the proposal.

The road and footpath segments within the road discontinuance will need to become the responsibility of Ventura Bus.

As identified, an easement for the Yarra Valley Water asset will need to be established.

Council would require the purchasers to pay the legal, planning and administrative costs of around $10,000. Ventura’s costs of $33,275 for reconstructing the road and pavement, would be deducted from the market value as per details previously circulated to Council.

Financial / economic issues

The costs to subdivide and sell the two sections of road would be funded by the purchaser.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Before proceeding with the discontinuance of the road comprising the Land, Council must give public notice of the proposed discontinuance and sale in accordance with section 223 of the Act. The Act provides that a person may, within 28 days of the date of public notice, lodge a written submission regarding the proposed discontinuance.

Where a person has made a written submission to Council requesting that he or she be heard in support of the written submission, Council must permit that person to be heard before a meeting of Council or the Committee which has delegated authority to hear those submissions, giving reasonable notice of the day, time and place of the meeting.

After hearing any submissions made, Council must determine whether the Land is not reasonably required as a road for public use, in order to decide whether the road comprising the Land should be discontinued.

Conclusion

It is proposed that Council should commence the statutory procedures pursuant to clause 3 of Schedule 10 of the Act to consider discontinuing the road comprising the land and subject to the satisfactory completion of those procedures, sell the land to Ventura Bus Lines.

Attachments

1.⇩	Road Discontinuance part Windsor Road Croydon - Report to CMT - Map of area
2.⇩	Title Plan TP 23714S

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL ACTING UNDER section 189 and CLAUSE 3 OF SCHEDULE 10 TO THE LOCAL GOVERNMENT ACT 1989 (‘THE ACT’) resolves that:

1. THE STATUTORY PROCEDURES BE COMMENCED TO DISCONTINUE for the discontinuance and sale of part road at the northern end of windsor road, croydon and sale of a previously discontinued road, lot 1 on plan of subdivision 23714, as depicted in attachments 1 & 2 of this report

2. PUBLIC NOTICE BE GIVEN IN ACCORDANCE WITH SECTIONS 189, 207A AND 223 OF THE ACT AND WITH COUNCIL POLICY; such notice to state that council proposes to sell the land to ventura bus lines for market value;

3. IN ACCORDANCE WITH SECTION 223 OF THE ACT:

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

ii. CONSIDERS ALL WRITTEN SUBMISSIONS, INCLUDING A WRITTEN REPORT ON THE PROCEEDINGS OF ANY COMMITTEE HEARING CONDUCTED, FOLLOWING WHICH IT SHALL DETERMINE WHETHER OR NOT TO DISCONTINUE THE ROAD and sell the land as proposed; and

iii. THE DIRECTOR CORPORATE SERVICES BE AUTHORISED TO UNDERTAKE THE ADMINISTRATIVE PROCEDURES NECESSARY TO ENABLE COUNCIL TO CARRY OUT ITS FUNCTIONS UNDER SECTION 223 OF THE ACT IN RELATION TO THIS MATTER;

4. SHOULD NO SUBMISSIONS BE RECEIVED, COUNCIL further resolves that:

i. HAVING FOLLOWED ALL THE REQUIRED STATUTORY PROCEDURES PURSUANT TO SECTION 189, 207A AND 223 OF THE ACT PURSUANT TO ITS POWER UNDER CLAUSE 3 OF SCHEDULE 10 OF THE ACT, AND BEING OF THE OPINION THAT THE ROAD IS NOT REASONABLY REQUIRED FOR PUBLIC USE, IT DISCONTINUES THE ROAD AND AGREES TO SELL THE LAND and the land comprising lot 1 on plan of subdivision 23714 TO VENTURA BUS LINES FOR MARKET VALUE.;

ii. yarra valley water be granted an easement over its assets (water and sewerage) as a condition of sale of lot 1 plan of subdisivion 23714

iii. A NOTICE IS TO BE PUBLISHED IN THE VICTORIA GOVERNMENT GAZETTE, PURSUANT TO CLAUSE 3(A) OF SCHEDULE OF THE ACT;

iv. THE CHIEF EXECUTIVE OFFICER, OR ANY OTHER PERSON WITH THE NECESSARY DELEGATION, SIGN ANY TRANSFER OF THE ROAD AND ANY OTHER DOCUMENTS REQUIRED TO BE SIGNED IN CONNECTION WITH THE DISCONTINUANCE OF THE ROAD AND SALE of land TO VENTURA BUS LINES

DIRECTOR Corporate Services – Marianne Di Giallonardo

Audit & Risk Advisory Committee Report	Item 6

Purpose

To report to Council on the outcomes of the Audit & Risk Advisory Committee Meeting held on 17 March 2016.

Strategic / policy issues

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

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

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

The Audit & Risk Advisory Committee Charter requires that this Committee report to Council on the findings and recommendations from its meetings. This report provides a summary of matters under consideration by the Audit & Risk Advisory Committee of the meeting held on Thursday 17 March 2016.

Issue / discussion

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

Financial Report – seven months ended 31 January 2016

The monthly Financial Report for the period ended 31 January 2016 was presented for the consideration and approval of the Audit & Risk Advisory Committee.

The Committee determined to advise Council that, following detailed examination and scrutiny of the Statements by the Committee it endorsed the report. This item was listed separately on the Council Notice Paper March 21 2016.

Other Items

A number of other Items were confidentially considered by the Audit & Risk Advisory Committee including: a report on the Risk Management Project, an Internal Audit Program Status Report providing a summary of the internal audit activity for the period since the previous Audit & Risk Advisory Committee meeting; a follow-up of the status of Internal Audits 2013-2016 Recommendations Report and the Victorian Auditor General’s Office Draft Audit Strategy for the year ending 30 June 2016 was tabled for the Committee’s review.

Financial / economic issues

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

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

This report provides a summary of the outcomes of the Audit & Risk Advisory Committee meeting held on Thursday 17 March 2016.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL RECEIVES AND NOTES THE REPORT FROM THE AUDIT & RISK ADVISORY COMMITTEE MEETING HELD ON THURSDAY 17 MARCH 2016

DIRECTOR Corporate Services – Marianne Di Giallonardo

Municipal Association of Victoria State Council Meeting - Motions	Item 7

Purpose

To consider the 4 Maroondah motions for submission to the Municipal Association of Victoria (MAV) State Council Meeting to be held on Friday 13 May 2016 and to indicate support for motions circulated by other regional municipalities.

Strategic / policy issues

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

Outcome Area: A well governed and empowered community

Key Directions 2015 – 2016:

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

Background

The Municipal Association of Victoria’s State Council Meeting will be held on Friday 13 May 2016. The 4 proposed Maroondah motions are viewed as being of significance across the Victorian Local Government sector and therefore of importance for debate and consideration by the State Council Meeting.

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

Issue / discussion

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

Motion 1:- Electoral Voting System – More Than One Vacancy

Motion:- That the Municipal Association of Victoria State Council calls upon the State Government to request the Victorian Electoral Commission to report on the feasibility of implementing an optional preferential system based on Senate reforms for elections with more than one vacancy.

Rationale:- Local Government elections where there is more than one vacancy utilise a form of preferential system of voting – quota preferential. Maroondah’s experience with these elections since 2008 for its three multi member wards - 3 wards x 3 Councillors total of 9 Councillors – is they attract large number of candidates with an expediential increase in informal votes.

Local Government has no capacity for above the line voting (except Melbourne & Geelong) and therefore a voter is required to complete all squares on the ballot paper in order of preference to be a valid vote. In 2012 where there were large fields of candidates it lead to large percentage of informal votes – Melton had 30 candidates in one ward for an informal vote of 11.25% and Casey 20 candidates for an informal vote of 9.62%. For the 2016 Council election it is envisaged that Maroondah will have fields of candidates between 15 to 20 in every one of the 3 wards, making a total of between 45 to 60 candidates. Informal votes are expected to be in the range of those experienced 4 years ago at Melton and Casey. Maroondah prior to 2008 had 7 single member wards and experience informal rates of just over 3%.

One of the cornerstones of a democratic society is to have an electoral system that is fair and easily understood. Regretfully quota preferential is a complex system. Candidates for Maroondah are required to obtain a quota of 25% +1 of votes to be elected and votes are transferred at percentages of a full vote. This is difficult to explain and does not compare favourably with simple preferential - used for single member wards – where a candidate is elected with 50% + 1 of votes and preferences are allocated at their normal full value of 1.

The reforms to Senate voting are designed to cease the practice of minor parties being able to have a candidate elected with extremely low percentages of first preference votes. The reforms are twofold pertaining to above the line voting – 6 preferences indicated – and to below the line voting with a minimum of 12 preferences required.

It is the below the line reforms that are envisaged would be of benefit to the Local Government sector. The Australian Electoral Commission was required to adapt the system to fit not only the 6 States with 12 Senators elected but also the 2 Territories with 2 Senators elected. It would therefore appear quite reasonable to deduce that these reforms could be adopted to the various scenarios in Local Government relating to re vacancies to be filled for multi member wards and unsubdivided municipalities.

For instance, it may be that for the election of 3 Councillors voters as a minimum only need to indicate 3 preferences rather than complete the total ballot paper. This would substantially decrease the informal vote but would have the downside of ballots “exhausting” towards the conclusion of a count.

The motion does not call for the introduction of such a system but merely seeks a report from the Victorian Electoral Commission on the appropriateness of such a system for Local Government.

Motion 2:- Cash In Lieu of Carparking Provision for Planning Schemes

Motion:- That the Municipal Association of Victoria State Council calls on the State Government to amend the Planning and Environment Act 1987 to introduce a quick and simple "off the shelf" cash in lieu of carparking provision for planning schemes to address the long term problems of developments where adequate car parking cannot be provided onsite.

Rationale:- The importance of increasing development in Activity Centers to drive economic and social outcomes across Melbourne is highlighted as one of the key goals of Plan Melbourne (Refresh).

The ongoing rising demand and cost of land in activity centres is resulting in many developments being lodged at Council with significant car parking shortfalls beyond the requirements of planning schemes, even though these rates have recently been further reduced to acknowledge the better public transport options available in Activity Centres.

Council's are often left with no option but to pursue the carparking required through lengthy negotiations with developers or through VCAT, with either approach being uncertain and costly for all parties.

While Council's can conduct centre by centre car parking plans and seek to implement planning scheme overlays for cash in lieu contributions, such an approach is exceedingly inefficient and time consuming when each Council may have a dozen activity centres of various sizes and other competing areas of strategic planning importance.

As such the introduction of an "off the shelf" cash in lieu of carparking provision for planning schemes will afford the State Government an opportunity to improve the efficiency of the planning system while also assisting in implementing one of the key goals of Plan Melbourne (Refresh).

Motion 3:- Railway Station Carparking

Motion:- That the Municipal Association of Victoria State Council calls upon the State Government to recognise that parking pressures from rail stations extend beyond rail parking facilities and impact upon land use peripheral to stations, which in turn impacts upon localised parking issues - in response to these issues the State Government:-

1. Provides additional or better parking infrastructure at stations; and

2. Considers a strategic approach to land use around stations that:

· Improves multi modal integration and travel demand management; and

· Encourages walking and cycling for rail patrons within 2km from a station.

Rationale:- Generally, as the managers of roads and land beyond rail stations, Councils are being put under more and more pressure with respect to parking management, given that often parking demand at train stations well exceeds supply.

With the parking needs of businesses and residents, etc, who are close to stations being adversely impacted by commuter parking, Councils often have to implement restrictions and permit arrangements to achieve appropriate land use outcomes, whilst also having to constantly manage parking and respond to complaints about parking balances. Compounding the issue, localised bus services generally do not run in an efficient and direct manner to train stations, and often there is a lack of time-tabling coordination between buses and trains.

Further, walking and cycling to stations seems to be underplayed by State Government in comparison with driving and parking, and land use around stations is seemingly outdated, with sprawling at-grade carparks no longer meeting the needs and demands of Melbourne's growing population.

Motion 4:- Cost of Local Government Elections

Motion:- That the Municipal Association of Victoria State Council seeks an assurance from the Premier that in relation to the conduct of local government elections:-

1. The Victorian Electoral Commission (VEC) costs be restricted to increases equating to rises in CPI; and

2. The sole monopoly of the VEC for election services be put aside to permit competition in the interests of competitive costing.

Rationale:- Maroondah City Council in the prevailing economic environment is highly conscious of gaining full value for its expenditure and is very concerned at the significant increases in costs of holding the 2016 Local Government elections – a 28% increase.

Costs associated with Council elections for 2008, 2012 and 2016 (projected by VEC) are highlighted within the table below. In 2008 general elections were held for the first time under the City's current three ward structure with each ward returning three Councillors for a total of nine Councillors. While Maroondah has had a relatively small increase in population and voter population over the 8 year period election costs have increased disproportionately. Increases in costs equate to 23% between 2008 to 2012 elections and an expected increase of 28% from 2012 to 2016.

2008	2012	2016
$321,488	$395,761	$500,126

Recent amendments to the Local Government Act have positioned the VEC as the sole provider of electoral services for Council elections. Following amalgamation the Australian Electoral Commission and private providers tendered for electoral services and to allow such competition again would be in the interests of competitive costing.

Regional Motions

Eastern Metropolitan Councils have adopted the practice of circulating motions with a view to engender regional support for them at the State Council meeting. Participating municipalities are Manningham, Knox, Banyule and Whitehorse. Currently only 4 motions have been received from Manningham though further ones from the other Councils will be circulated. A sub-group of Council comprising of the Mayor Cr Natalie Thomas, Cr Willmott as the MAV Representative and the Chief Executive Officer will consider the merits of any further motions circulated.

The motions circulated by Manningham are:-

· Metro Planning Levy;

· Universal Access;

· VCAT Planning Decisions; and

· Affordable Housing.

A copy of the 4 motions from Manningham are attached to this report.

Financial / economic issues

Refer to rationale as highlighted under Issue / Discussion.

Environmental / amenity issues

Refer to rationale as highlighted under Issue / Discussion.

Social / community issues

Refer to rationale as highlighted under Issue / Discussion.

Community consultation

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

Conclusion

The proposed motions have a statewide significance throughout the Local Government sector and therefore should be discussed at the State Council Meeting. Closing date for the receipt of motions was Friday 15 April 2016 – with an earlier date for circulation to all representatives of 7 April. It is therefore proposed that Council endorse the actions of Officers in submitting the 4 motions from Maroondah to the Municipal Association of Victoria, in addition to indication of support for the 4 regional motions.

Attachments

1.⇩	Regional Motions

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL ENDORSES THE ACTIONS OF OFFICERS IN:

1. SUBMITTING THE FOLLOWING 4 MOTIONS ON BEHALF OF MAROONDAH CITY COUNCIL FOR CONSIDERATION AND DEBATE AT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL MEETING:

i. ELECTORAL VOTING SYSTEM – MORE THAN ONE VACANCY

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL CALLS UPON THE STATE GOVERNMENT TO REQUEST THE VICTORIAN ELECTORAL COMMISSION TO REPORT ON THE FEASIBILITY OF IMPLEMENTING AN OPTIONAL PREFERENTIAL SYSTEM BASED ON SENATE REFORMS FOR ELECTIONS WITH MORE THAN ONE VACANCY.

ii. CASH IN LIEU OF CARPARKING PROVISION FOR PLANNING SCHEMES

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL CALLS ON THE STATE GOVERNMENT TO. AMEND THE PLANNING AND ENVIRONMENT ACT 1987 TO INTRODUCE A QUICK AND SIMPLE "OFF THE SHELF" CASH IN LIEU OF CARPARKING PROVISION FOR PLANNING SCHEMES TO ADDRESS THE LONG TERM PROBLEMS OF DEVELOPMENTS WHERE ADEQUATE CAR PARKING CANNOT BE PROVIDED ONSITE.

iii. RAILWAY STATION CARPARKING

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL CALLS UPON THE STATE GOVERNMENT TO RECOGNISE THAT PARKING PRESSURES FROM RAIL STATIONS EXTEND BEYOND RAIL PARKING FACILITIES AND IMPACT UPON LAND USE PERIPHERAL TO STATIONS, WHICH IN TURN IMPACTS UPON LOCALISED PARKING ISSUES, AND THAT IN RESPONSE STATE GOVERNMENT:

A. PROVIDES ADDITIONAL OR BETTER PARKING INFRASTRUCTURE AT STATIONS; AND

B. CONSIDERS A STRATEGIC APPROACH TO LAND USE AROUND STATIONS THAT:

· IMPROVES MULTI MODAL INTEGRATION AND TRAVEL DEMAND MANAGEMENT; AND

· ENCOURAGES WALKING AND CYCLING FOR RAIL PATRONS WITHIN 2KM FROM A STATION

iv. COST OF LOCAL GOVERNMENT ELECTIONS

Motion:- THAT THE MUNICIPAL ASSOCIATION OF VICTORIA STATE COUNCIL SEEKS AN ASSURANCE FROM THE PREMIER THAT IN RELATION TO THE CONDUCT OF LOCAL GOVERNMENT ELECTIONS:-

A. THE VICTORIAN ELECTORAL COMMISSION (VEC) COSTS BE RESTRICTED TO INCREASES EQUATING TO RISES IN CPI; AND

B. THE SOLE MONOPOLY OF THE VEC FOR ELECTION SERVICES BE PUT ASIDE TO PERMIT COMPETITION IN THE INTERESTS OF COMPETITIVE COSTING.

2. INDICATING THE SUPPORT OF MAROONDAH TO THE 4 MOTIONS CIRCULATED BY MANNINGHAM CITY COUNCIL, NAMELY:

· METRO PLANNING LEVY

· UNIVERSAL ACCESS

· VCAT PLANNING DECISIONS

· AFFORDABLE HOUSING

DIRECTOR Corporate Services – Marianne Di Giallonardo

Local Law No 12 – Meetings Procedure And Use Of Common Seal	Item 8

Purpose

To consider the formal adoption of Local Law No 12 Meetings Procedure and Use of Common Seal Local Law.

Strategic / policy issues

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

Outcome Area: A well governed and empowered community

Key Directions 2015 – 2016:

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

Background

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

Historically the local law has remained basically intact since 1997 undergoing a number of changes to streamline the processes of debate and incorporate legislative updates in 2010 stemming from the adoption of Local Law No 9.

Issue / discussion

Council’s current Meetings Procedure and Use of Common Seal Local Law No. 7 – amended by Local Law No 9 - is due to cease operation on 31^st December 2016.

Council is proposing to bring forward to expiry date of the current local law no 7 and also local law 9 to 30 September and having the new Local Law No 12 commencing from 1 October 2016. This having the desired consequence of seeing the current Local Law run concurrently to the end of the term of Council – Council elections are due to be held on 22 October 2016 and no Council meetings are scheduled for October due to the Election (Caretaker) Period. The new Local Law would therefore be operative for the new Council to be sworn in from November 2016.

Council at its meeting held on 15 February 2016 gave notice of intention to make Local Law No 12. Consultation with the community was conducted in accordance with section 223 of the Local Government Act 1989, which requires Council to give public notice and subsequently receive and consider submissions. Notice was given in the local paper, The Age, the Government Gazette and Council’s website.

In addition the State Government in February 2010 introduced Guidelines for Local Laws Manual as part of its Better Practice Local Laws Strategy. In adhering to the Guidelines, Councils are required to assess the proposed Local Law against prescribed criteria within a Local Law Community Impact Statement. Such a statement is designed both to be a checklist tool for Council to work through in addition to an explanatory document about the Local Law for the community. Maroondah created a 15 page statement.

Copies of the proposed local law together with the Community Impact Statement were placed on public exhibition at the City Offices, Croydon Service Centre, Realm and Council’s website including a home page link to the appropriate page.

No submissions were received in relation to the proposed local law and as a result there was no requirement for a committee of Councillors to hear and consider any submissions.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Previously noted within the report.

Conclusion

That Council having undertaken community consultation - including the prescribed public notice together with the availability of a Community Impact Statement - and noting that no submissions were received should now make Local Law No 12.

Attachments

1.⇩	Local Law No 12

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL, HAVING GIVEN NOTICE OF ITS INTENTION TO MAKE LOCAL LAW NO 12 – MEETINGS PROCEDURE AND USE OF COMMON SEAL LOCAL LAW, COUNCIL:

1. NOTES THAT NO SUBMISSIONS WERE RECEIVED IN RELATION TO THE PROPOSED LOCAL LAW

2. HEREBY MAKES LOCAL LAW NO 12 – MEETINGS PROCEDURE AND USE OF COMMON SEAL - THE PURPOSE AND GENERAL PURPORT OF WHICH IS TO REGULATE:-

i. THE PROCEEDINGS OF ORDINARY AND SPECIAL MEETINGS OF MAROONDAH CITY COUNCIL, SUCH INCLUDING PROCEDURES FOR MOTIONS AND DEBATE, QUORUMS FOR MEETINGS AND THE RECORDING OF MINUTES;

ii. THE MANNER IN WHICH THE MAYOR AND ACTING CHAIRMAN ARE TO BE ELECTED;

iii. THE PROCEDURES FOR THE USE OF THE COMMON SEAL OF COUNCIL; AND

iv. THE PROCEEDINGS OF SPECIAL COMMITTEES.

3. RESOLVES TO REVOKE BOTH LOCAL LAW NO 7 AND LOCAL LAW NO 9 ON 30 SEPTEMBER 2016

4. RESOLVES THAT LOCAL LAW NO 12 COMMENCES ON 1 OCTOBER 2016

5. RESOLVES TO AFFIX THE COMMON SEAL OF COUNCIL TO LOCAL LAW NO 12

6. AUTHORISES OFFICERS TO TAKE THE NECESSARY ADMINISTRATIVE ACTIONS AS REQUIRED UNDER SECTION 119 LOCAL GOVERNMENT ACT 1989 TO COMPLETE THE PROCESSES TO MAKE LOCAL LAW NO 12.

DIRECTOR Corporate Services – Marianne Di Giallonardo

Honorary Freeman of the City	Item 9

Purpose

For Council to consider nominations for the honour of Freeman of the City in accordance with its policy re: Honours / Recognition of Milestones & Achievements.

Strategic / policy issues

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

Outcome Area: A well governed and empowered community

Key Directions 2014 – 2015:

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

Background

The Honours / Recognition of Milestones & Achievements Policy sets a framework to enable Council to recognise milestone events and achievements of individuals and organisations within the City of Maroondah.

The conferring of Honorary Freeman of the City is the highest honour a Council can bestow upon an individual. It is an honour of distinction that carries no privileges; however, it is a means by which a distinguished man or woman is given recognition by a City.

This traditional honour dates back to English medieval times. It is derived from an historic English custom by which Freemen paid fees to local boroughs, which entitled them to trade in the City. The Freeman was also allowed other special privileges, such as the right to sit on town councils and to elect parliamentary representatives

Over time the honour of Freeman of the City has become a distinction by which a Council may officially recognise a resident who makes an outstanding contribution to the local community over many years, either through Council or community groups such as charities or sporting and recreational clubs.

Maroondah City Council has bestowed this honour to five citizens –

Dame Phyllis Frost (deceased)	07 April 1997 – confirming the decisions of the two former municipalities of Ringwood & Croydon, in bestowing these three honours.
Mr Alan Robertson (deceased)
Mr William (Bill) Wilkins
Mr George Pile (deceased)	06 August 2001
Mr Robert (Bob) McDiarmid (deceased)	17 September 2007

Issue / discussion

This matter is being brought forward for consideration in accordance with Council’s ‘Honours/Recognition of Milestones & Achievements’ Policy).

The policy provides that Council shall, during its 4 year term, undertake a review of potential candidates biennially (every second year) or on any other occasion if brought forward directly by a Councillor, initially at an Assembly of Councillors briefing, with any subsequent recommendations being submitted to a subsequent Ordinary Meeting of Council for consideration.

Criteria:-

· Eminent achievement and merit of the highest degree in service of the local community

· Maroondah residency

At the last Assembly of Councillors briefing held on 4 April 2016 it was agreed that a report be considered at tonight’s Council Meeting for Council to formally resolve to confer the title of Honorary Freeman of the City upon Mrs Anne Hubbard and Mr Brian Coopersmith.

A profile of both is attached to this report.

Financial / economic issues

In the event of Council formally resolving to confer the honour of Freeman of the City, arrangements will be made for an appropriate function at Karralyka Centre.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is appropriate that Council considers conferring the honour the Freeman of the City to

Attachments

1.⇩	Nominations for Honorary Freeman of the City - Mr Brian Coopersmith & Mrs Anne Hubbard

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That council

1. CONFERS THE DISTINCTION OF HONORARY FREEMAN OF THE CITY OF MAROONDAH UPON Mrs Anne Hubbard and Mr Brian Coopersmith

2. affixes the common seal of council to letters to be presented at a function to be held at karralyka centre

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Community Facilities Dedication Policy	Item 1

Purpose

The purpose of this report is to seek endorsement of the Community Facilities Dedication Policy.

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 Active Community

A Learning Community

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

Maroondah will be a thriving centre of economic activity and opportunity within the eastern region where the sustainability and growth of local businesses is supported. All community members, groups, education providers and local businesses will have access to a wide range of quality learning resources and facilities.

Key Direction:

1.2.1 Support and Empower local community groups, sporting clubs and special interest groups across Maroondah.

2.17 Facilitate and encourage places, spaces and programming that provide for a third place of community connection beyond home and work.

Background

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

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

Issue / discussion

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

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

· Buildings or parts of buildings;

· Public outdoor areas, reserves, playing fields;

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

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

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

Financial / economic issues

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

Environmental / amenity issues

Not Applicable

Social / community issues

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

Community consultation

The draft Policy was required to be placed on public exhibition for 28 days as per the requirements of Section 223A of the Local Government Act 1989. The Draft Policy was advertised in the Maroondah Leader Newspaper on Tuesday 23 February and was made available for viewing through Council’s website, Service Centres and Croydon Library until 22 March 2016.

No submissions were received during the public exhibition period.

Conclusion

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

Attachments

1.⇩	Draft Community Facilities Dedication Policy

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

that council Endorses the community facilities dedication policy

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Footpath Construction Program	Item 2

Purpose

The purpose of this report is to provide an update to Council on the progress of the Footpath Construction Program with respect to the current constructed footpath network, the length of missing links as part of the Principal Pedestrian Network (PPN), anticipated completion, funding processes and future strategic development.

Strategic / policy issues

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

Outcome Area: An accessible and connected community.

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

Key Directions 2013 – 2017:

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

Background

Maroondah City Council currently has a length of approximately 113km of unconstructed footpath identified within Maroondah’s Principal Pedestrian Network (PPN) (endorsed in March 2009) for future construction. This missing length is approximately 20% of the total overall PPN length of 520km and equates to approximately 316 individual projects. Council Officers are currently working through this list of 316 projects based on prioritisation set by Council’s Footpath Construction Program, an allocation of $300k per annum and constructing in accordance with the Footpath Construction Policy (adopted in 2012).

The prioritisation of footpath construction is determined from traffic and pedestrian generators such as public transport facilities, high density residential precincts, commercial and industrial precincts, community and recreational facilities and schools, and where safety concerns or maintenance issues warrant the provision of a footpath.

While Capital Budget allocation for footpath construction is currently $300k per annum, Council Officer’s use other funding methods to construct missing footpath where practical in accordance with the Footpath Construction Policy, including links attributed to disability access and new infrastructure through the Disability Footpath Access Program (DDA) and the Local Area Traffic Management Program (LATM) respectively, incorporating special charge schemes and funding through development.

The key elements of the current Footpath Construction Policy include:

· Roads identified on the PPN are to have a constructed footpath

· Local Access Roads are to have a footpath on one side of the road (other than bus routes, which will have a footpath on both sides)

· Collector Roads or higher order roads are to have a footpath on both sides of the road,

· Footpath constructed on the PPN are to be funded 50/50 between Council and the abutting land owners via Special Charge Schemes, other than for temporary footpaths, which will be fully funded by Council (temporary paths are generally constructed of asphalt on roads without kerb & channel i.e. temporary standard applied as kerb levels are not set).

· The construction of a footpath on an existing road that does not form part of the PPN is to be fully funded by property owners via a Special Charge Scheme.

Developers are required to fully fund footpaths for new developments or to provide connections to, or construct missing segments of the PPN, through the Planning Permit process.

Issue / discussion

Due to the extensive length of missing footpath within the municipality, with the current funding allocation ($300k) and additional funding resources through the policy, it is anticipated that it will take approximately 50 years to complete the missing unconstructed footpaths links identified in the PPN.

A breakdown of the costs associated with footpath construction based on current funding allocation is shown in Table 1 below.

Table 1: Footpath construction breakdown based on $300k budget

Constructed without Special Charge Scheme (under current policy)	Approx. length	Approx. Cost	Time based on current funding
Arterial Road Asphalt	10km	$1.2 million	4 Years
Short Links <110m (All Roads)	3km	$350k	2 Years
Adjacent to Council Property	10km	$1.4 million	4 Years
Total	23km	$2.95 million	10 Years
Constructed with Special Charge Scheme (under current policy)	Approx. length	Approx. Cost	Time based on current funding
All other roads nominated on PPN	90km	$12 million (6 million Council plus $6million resident)	40 Years (assumes full Council funding)

An existing barrier to the implementation of the PPN is that the community has not been favourable to the use of constructing footpaths through Special Charge Schemes and as a result, a number of projects have been deferred due to a lack of resident support. This is discussed in further detail within the Social / Community Issue section of the report.

As a result of the issues raised within the report, Council’s Officers are proposing to develop a Footpath Construction Strategy to establish:

· Funding allocation priority for new footpath construction;

· A reasonable timeframe for the full construction of the PPN; and

· A framework for appropriate funding levels to accelerate the full construction of the PPN within an agreed timeframe.

The development of the strategy will also include:

· A review and update of the PPN;

· Consideration of Special Charge Schemes and whether they are an appropriate funding model for footpath construction; and

An update to the footpath construction policy to take into account the footpath construction strategy.

Financial / economic issues

As noted previously, based on the current funding allocation it is anticipated that it will take approximately 50 years for the full completion of the missing unconstructed footpath links within the PPN.

With respect to Special Charge Schemes, additional expense in terms of administration and officer time limits the ability to deliver footpath projects and reduces the available budget for works.

Environmental / amenity issues

The Maroondah Pedestrian Strategy 2007 recognises the important role that walking plays in an integrated transport network and the importance of providing an alternative form of sustainable transport. Walking is the most common form of transport as it is an option available to almost everyone and every trip involves walking at some stage of the journey.

Social / community issues

Walking is a fundamental mode of transport that tends to be underrated in many transport and urban planning strategies. It is an activity undertaken by nearly everyone and is a common element that connects people and places within urban communities. The Maroondah Pedestrian Strategy 2007 recognises the important role that walking plays in an integrated transport network.

Various issues have been raised by the community with respect to footpath construction, including the funding allocation, timeframes for construction and the use of special charge schemes.

The funding allocation towards footpath construction has been an issue historically raised by the community which has also included correspondence with the media.

As previously noted, the use of Special Charge Schemes has also not been favourable with the community and as a result has resulted in some projects being deferred due to a lack of support.

The development of a Footpath Construction Strategy will need to consider whether Special Charge Schemes form part of the most appropriate funding model to deliver footpath projects.

Community consultation

It is expected that the communities views, aligning with what has previously been expressed through the development of the document “Maroondah 2040 Community Vision (June 2014)” would be taken into consideration as part of the development of a Footpath Construction Strategy.

Conclusion

As stated in the report, while Council Officers are progressing the construction of footpaths identified in the Footpath Construction program, there are issues being raised by the community with respect to the current funding allocation, timeframes for completion and use of special charge schemes associated with footpath construction.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL OFFICERS DEVELOP A FOOTPATH CONSTRUCTION STRATEGY FOR THE Principal Pedestrian Network (PPN) WITH CONSIDERATION TO THE CURRENCY OF THE PPN AND APPROPRIATENESS OF THE FOOTPATH CONSTRUCTION POLICY

DIRECTOR Planning & Community – Phil Turner

Exhibition of Draft Housing Strategy	Item 1

Purpose

The purpose of this report is to seek Council’s endorsement to place the Draft Maroondah Housing Strategy out on public exhibition. It provides a summary of the content of the Draft Strategy and outlines Council’s community engagement approach.

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 attractive, thriving and well built community

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

Key Directions 2013 – 2017:

6.1 Encourage high quality urban design that provides for a healthy, attractive and desirable built form

6.7 Plan and facilitate the development of a community where everyone can live, work and play locally

6.9 Encourage high density development in activity centres where there is access to high quality facilities, services and amenities

Priority Action 2015-2016:

Complete development of the Maroondah Housing Strategy

Background

In December 2015 Council was provided with a report outlining work undertaken to date on the preparation of a new Housing Strategy for Maroondah. It outlined key issues arising from extensive research as well as a detailed program of community engagement

Informed by this work, a draft Housing Strategy has been prepared to establish policy directions and guide future residential development within Maroondah.

The process of developing this Strategy reviewed our aspirations as a community, looked at what is working well in our current system and what could be improved, looked at the changing population and what projections tell us and identified the key areas for future action.

The Maroondah Housing Strategy provides a roadmap for Council that will guide us towards our vision for housing and the achievement of the broader Maroondah 2040 Community Vision.

Issue / discussion

Process to date

The following outlines the stages associated with the preparation of the Draft Housing Strategy:

Stage 1 Nov – Dec 2014 Developing a preliminary understanding community views via Cafe Consult

Stage 2 Jan – June 2015 Assembling an up to date evidence base

Stage 3 July – February 2016 Community engagement and distillation of key issues and options

Stage 4 February – June 2016 Preparation of the Draft housing strategy, public exhibition and independent peer review and adoption of the Strategy by Council

Draft Strategy Content

The Draft Housing Strategy has been prepared to implement the directions of the Maroondah 2040 Vision, in particular the ‘Attractive, Thriving and Well Built’ direction to align with the current and emerging objectives Plan Melbourne as well as respond to the challenges posed by the evidence and reflect the views of the community.

It is divided into seven chapters:

1. Introduction

2. Housing context

3. Community aspirations

4. Liveable housing – challenges, key issues and delivery

5. Our Strategic Response

6. Way Forward

7. Implementation and Review

The Draft Strategy incorporates five focus areas with accompanying key directions as follows:

1. Responding to social, economic and demographic change

Key Direction 1.1 Set a target for new residential dwellings to be within activity centres of Ringwood, Croydon, Ringwood East and Heathmont by 2040

Key Direction 1.2 Encourage greater development in lower order neighbourhood activity centres and shop-top housing and mixed use developments in smaller strip shopping areas to accommodate residential growth

2. Managing growth and changing housing needs

Key Direction 2.1 Work in partnership with State Government and Swinburne University on the concept of Greening the Greyfields in Plan Melbourne Refresh to deliver better development outcomes than existing subdivisions.

3. Protecting and enhancing our environment and neighbourhoods

Key Direction 3.1 Review, evaluate, reaffirm and enhance the existing commitment to areas of special environmental quality in Maroondah.

Key Direction 3.2 Strengthen the Local Planning Policy Framework by enhancing ESD

4. Improving affordability, accessibility and social housing opportunities

Key Direction 4.1 Find ways to encourage and implement planning concessions that increase community benefits such as affordable or social housing, open space, off street parking, sustainability or design excellence.

Key Direction 4.2 Continue to promote affordable housing, social housing and age-friendly accommodation through regional collaboration, advocacy to higher levels of government and policy development.

5. Building on and improving the planning framework

Key Direction 5.1 Implement the Maroondah 2040 Vision key directions for an attractive, thriving and well built community and the Active and Healthy Ageing Initiative.

Key Direction 5.2 Review the reformed residential zones and any unintended consequences of the new zones.

Next steps

Each year a plan will be prepared to guide the implementation of the Housing Strategy. Once adopted by Council, implementation will immediately commence with:

· The preparation of a planning scheme amendment to reference the Housing Strategy within the Maroondah Planning Scheme (eg Municipal Strategic Statement)

· A review of Maroondah’s vegetation evidence base and associated planning controls,

· Development of the Greening the Greenfields project in partnership with Swinburne University and the Department of Environment, Land, Water and Planning

· The preparation of a planning scheme amendment(s) to rezone the Ruskin Park precinct and land bounded by Wonga Road, Warrandyte Road and North Ringwood Reserve.

Financial / economic issues

Within existing project budget

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

A significant program of community engagement has been undertaken in the preparation of this Draft Strategy. In addition, as part of the proposed four week exhibition period between 20 April 2016 and 18 May 2016, the following community engagement activities are planned:

· Online engagement via an interactive online tool hosted on the website www.theplaceswelive.com.au

· Roadshow at Realm/Town Square on 28, 29 and 30 April 2016

· Roadshow at the Heathmont Framers Market on 1 May 2016

· Roadshow at the Croydon Farmers Market on 14 May 2016

· Targeted focus group workshops

· Presentations to local groups

Conclusion

The Draft Maroondah Housing Strategy has been informed by a robust evidence base, strong community input and independent peer review. It identifies five focus areas and includes priority actions to guide future residential development within Maroondah.

It is now timely for Council to seek feedback on the draft Strategy. Following this public exhibition period a report will be brought back to Council summarising feedback received along with any proposed modifications to the Strategy accompanied by an implementation plan.

Attachments

1.⇩	Draft Maroondah Housing Strategy April 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. NOTES THE DETAILED WORK UNDERTAKEN AS PART OF THE PREPARATION OF THE DRAFT HOUSING STRATEGY

2. PLACES THE DRAFT MAROONDAH HOUSING STRATEGY ON PUBLIC EXHIBITION FROM 20 APRIL 2016 TO 18 MAY 2016

ATTACHMENT No: 1 - Draft Maroondah Housing Strategy April 2016

Item 1

PDF Creator

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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: Realm 179 Maroondah Highway Ringwood

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DIRECTOR Corporate Services – Marianne Di Giallonardo

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