Councillor
(as addressed)
The next Council Meeting will be held in the Council Chamber, Braeside Avenue, Ringwood, on Monday 21 November 2016, commencing at 7.30pm and your presence is requested.
Yours faithfully
Steve Kozlowski
CHIEF EXECUTIVE OFFICER
Council
Chamber
Switch Hearing Aid to ‘T’ for Reception |
City Offices |
Braeside Avenue, Ringwood, 3134 |
Postal |
PO Box 156, Ringwood 3134 DX 38068, Ringwood |
Telephone |
1300 88 22 33 |
Facsimile 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 |
ORDER OF BUSINESS
1. Prayer
2. Acknowledgment of Country
3. Apologies
4. Declaration of Interests
5. Confirmation of Minutes of the Ordinary Council Meeting held on Monday 19 September 2016, the Special Council Meeting held on Wednesday 19 October 2016 and the Statutory Council Meeting held on Wednesday 9 November 2016.
6. Public Questions
7. Officers’ Reports
Director Corporate Services
1. Attendance Report 4
2. Reports of Assembly of Councillors 6
3. Councillor Representation Reports 13
4. Financial Report: Three Months Ending 30 September 2016 40
5. Eastern Regional Libraries Corporation July - October 2016 Report on the Provision of Library Services 59
6. Councillors Quarterly Professional Development Report - July to September 2016 69
7. Council Representation 2016/2017 71
Director Operations, Infrastructure & Leisure
1. Community Facilities Lease Agreement for Australian Red Cross 76
2. Capital Works Report 1 July to 31 October 2016 82
3. 2016 Maroondah Festival 108
Director Planning & Community
1. Council Plan 2013-2017 (Year 4: 2016/17) Progress Report - As at 30 September 2016 111
2. Petition - Croydon Main Street Shopping Centre - Car Park 120
8. Documents for Sealing
1. Volunteer Years of Service Recognition 124
9. Motions to Review
10. Late Items
1. The Mall, Croydon South - Additional Parking 125
11. Requests / Leave of Absence
DIRECTOR Corporate Services – Marianne Di Giallonardo |
|
|
|
Attendance Report |
Item 1 |
To provide an opportunity for Councillors to report on Council activities undertaken since the last Ordinary Meeting of Council and forthcoming ward activities.
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) 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 2013 – 2017:
8.1 Provide enhanced governance that is transparent, accessible, inclusive and accountable
Background
Not Applicable
Issue / discussion
It is intended that the Mayor and Councillors be given the opportunity to present a verbal or written report updating Council on the activities they have undertaken in their role as Councillors and forthcoming ward activities.
Financial / economic issues
Not Applicable
Environmental / amenity issues
Not Applicable
Not Applicable
Community consultation
Not Applicable
Conclusion
It is appropriate that Councillors formally report to Council upon the activities they have undertaken in their role as Councillors.
Not Applicable
CONFIDENTIALITY
Not Applicable
That COUNCIL RECEIVES AND NOTES THE REPORTS AS PRESENTED BY COUNCILLORS |
DIRECTOR Corporate Services – Marianne Di Giallonardo |
|
|
|
Reports of Assembly of Councillors |
Item 2 |
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 4: 2016-2017) 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 September 2016, 3 November 2016, 7 November 2016 and 14 November 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.
1.⇩ |
2016 September 19 - Assembly of Councillors Public Record |
2.⇩ |
2016 November 03 - Assembly of Councillors Public Record |
3.⇩ |
2016 November 07 - Assembly of Councillors Public Record |
4.⇩ |
2016 November 14 - Assembly of Councillors Public Record |
CONFIDENTIALITY
Not Applicable
THAT COUNCIL RECEIVES AND NOTES THE PUBLIC RECORD OF THE ASSEMBLY OF COUNCILLORS BRIEFINGS HELD ON 19 september 2016, 3 November 2016, 7 november 2016 and 14 November 2016 |
ATTACHMENT No: 1 - 2016 September 19 - Assembly of Councillors Public Record |
|
Item 2 |
ASSEMBLY OF COUNCILLORS – PUBLIC RECORD
Assembly Details: |
|
|
|
|
|
Date: Monday 19 September 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 |
|
Andrew Taylor |
Acting Director Operations, Infrastructure & Leisure |
|
Peter Tully |
Governance Advisor Item 2 |
|
Grant Meyer |
Manager Integrated Planning Item 3 |
|
Scott McKenry |
EAGA Executive Officer Item 3 |
|
Stephen Onans |
Team Leader Governance |
|
Others: |
|
|
Apologies: |
|
|
Councillors: |
Cr Les Willmott, JP |
|
Council Officers: |
Trevor Welsh, Director Operations, Infrastructure & Leisure |
|
|
|
|
Conflict of Interest Disclosure: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
Matters Discussed: |
## Confidential Item |
|
|
|
|
|
|
1 |
Council Meeting Agenda |
||
2 |
Election Period Candidate Information |
||
3 |
Sustainability Activities & Eastern Alliance for Greenhouse Action (EAGA) Update |
||
4 |
Items of a General Nature as Raised by Councillors |
||
Record completed by:
Council Officer |
Stephen Onans |
Title |
Team Leader Governance |
ATTACHMENT No: 2 - 2016 November 03 - Assembly of Councillors Public Record |
|
Item 2 |
ASSEMBLY OF COUNCILLORS – PUBLIC RECORD
Assembly Details: |
|
|
|
|
|
Date: Thursday 3 November 2016 |
Time: 6:00pm |
Location: Meeting Room 4, Braeside Avenue, Ringwood |
|
|
|
Attendees: |
|
|
|
|
|
Councillors |
|
|
Cr Kylie Spears |
Cr Nora Lamont |
Cr Michael MacDonald |
Cr Tony Dib, JP |
Cr Samantha Marks |
Cr Marijke Graham |
Cr Paul MacDonald |
Cr Mike Symon |
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 |
|
Peter Tully |
Governance Advisor |
|
|
|
|
Others: |
Kate Oliver, Senior Associate, Maddocks |
|
Apologies: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
|
|
|
Conflict of Interest Disclosure: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
|
|
|
Matters Discussed: |
## Confidential Item |
|
|
|
|
|
|
1 |
Councillor Induction Presentations |
||
Record completed by:
Council Officer |
Peter Tully |
Title |
Governance Advisor |
ATTACHMENT No: 3 - 2016 November 07 - Assembly of Councillors Public Record |
|
Item 2 |
ASSEMBLY OF COUNCILLORS – PUBLIC RECORD
Assembly Details: |
|
|
|
|
|
Date: Monday 7 November 2016 |
Time: 6:00pm |
Location: Meeting Room 4, Braeside Avenue, Ringwood |
|
|
|
Attendees: |
|
|
|
|
|
Councillors |
|
|
Cr Kylie Spears |
Cr Nora Lamont |
Cr Marijke Graham |
Cr Tony Dib, JP |
Cr Samantha Marks |
Cr Rob Steane |
Cr Paul Macdonald |
Cr Mike Symon |
Cr Michael Macdonald (via phone) |
|
|
|
|
|
|
Council Officers: |
|
|
Steve Kozlowski |
Chief Executive Officer |
|
|
|
|
Apologies: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
|
|
|
Conflict of Interest Disclosure: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
|
|
|
Matters Discussed: |
## Confidential Item |
|
|
|
|
|
|
1 ## |
Statutory Meeting Discussions |
||
2 ## |
Councillor Representation |
||
Record completed by:
Council Officer |
Steve Kozlowski |
Title |
Chief Executive Officer |
ATTACHMENT No: 4 - 2016 November 14 - Assembly of Councillors Public Record |
|
Item 2 |
ASSEMBLY OF COUNCILLORS – PUBLIC RECORD
Assembly Details: |
|
|
|
|
|
Date: Monday 14 November 2016 |
Time: 6.00pm |
Location: Meeting Room 4, Braeside Avenue, Ringwood |
|
|
|
Attendees: |
|
|
|
|
|
Councillors |
|
|
Cr Tony Dib, JP |
Cr Samantha Marks |
Cr Kylie Spears |
Cr Marijke Graham |
Cr Michael Macdonald |
Cr Rob Steane |
Cr Nora Lamont |
Cr Paul Macdonald |
Cr Mike Symon |
|
|
|
|
|
|
Council Officers: |
|
|
Steve Kozlowski |
Chief Executive Officer |
|
Marianne Di Giallonardo |
Director Corporate Services |
|
Phil Turner |
Director Planning & Community |
|
Trevor Welsh |
Director Operations, Infrastructure & Leisure |
|
|
||
Apologies: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
|
|
|
Conflict of Interest Disclosure: |
|
|
Councillors: |
Nil |
|
Council Officers: |
Nil |
|
|
|
|
Items Discussed: ## Confidential
Matters Discussed: |
## Confidential Item |
|
|
|
|
|
|
1## |
Organisation Overview and Directorate Overviews |
||
2## |
Items of a General Nature Raised by Councillors |
||
Record completed by:
Council Officer |
Marianne Di Giallonardo |
Title |
Director Corporate Services |
|
|
Councillor Representation Reports |
Item 3 |
To receive and note the following meeting minutes.
· Metropolitan Local Government Waste Forum held on 29 September 2016
· Maroondah Disability Advisory Committee held on 15 September 2016
· Maroondah Partners in Community Wellbeing Committee held on 29 August 2016
· Maroondah Environment Advisory Committee held on 9 August 2016
· Maroondah Community Safety Committee held on 9 August 2016
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) 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 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.
Cr Willmot was Council’s representative on the Metropolitan Local Government Waste Forum.
Crs Lamont and Fitzgerald were Council’s representatives on the Maroondah Disability Advisory Committee with Cr Thomas as the substitute representative.
Crs Gleeson, Steane and Dib were Council’s representatives on the Maroondah Partners in Community Wellbeing.
Crs Willmot, Marks and Gleeson were Council’s representatives on the Environment Advisory Committee.
Crs Gleeson, Steane and Dib were Council’s representatives on the Maroondah Community Safety 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.
1.⇩ |
Metropolitian Local Government Waste Forum Minutes 29 September 2016 |
2.⇩ |
Maroondah Disability Advisory Committee Minutes 15 September 2016 |
3.⇩ |
Maroondah Partners In Community Wellbeing Committee (MPIC) 29 August 2016 |
4.⇩ |
Maroondah Environment Advisory Committee Minutes 9 August 2016 |
5.⇩ |
Maroondah Community Safety Committee 9 August 2016 |
CONFIDENTIALITY
Not Applicable
That COUNCIL RECEIVES AND NOTES MINUTES OF THE 1. Metropolitan Local Government Waste Forum held on 29 September 2016 2. Maroondah Disability Advisory Committee held on 15 September 2016 3. Maroondah PARTNERS IN CoMMUNITY WELLBEING Committee held on 29 AUGUST 2016 4. Maroondah Environment Advisory Committee held on 9 August 2016 5. Maroondah Community Safety Committee held on 9 August 2016 |
|
|
Financial Report: Three Months Ending 30 September 2016 |
Item 4 |
To present the financial statements for the three months ending 30 September 2016.
Strategic / policy issues
The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose of this report.
Outcome Area: A well governed and empowered community.
Vision Statement: In the year 2040, Maroondah will be 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 2016 - 2017:
8.1 Provide enhanced governance that is transparent, accessible, inclusive and accountable.
Background
In accordance with Sections 136, 137 and 138 of the Local Government Act 1989, Council is required each quarter to consider the financial performance of the municipality against budget for the year to date (YTD).
This requirement is not a substitute for the more frequent range of detailed financial reports that continue to be provided to Council management.
The attached financial statements contain an Income Statement (Operating Statement); Balance Sheet; Statement of Cash Flows 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 three months ending 30 September 2016.
Detailed report is attached.
1.1 OPERATING PERFORMANCE
|
YTD |
YTD |
YTD |
Forecast |
Adopted |
|
Forecast |
Actual |
Var |
Budget |
Budget |
|
$’000 |
$’000 |
$’000 |
$’000 |
$’000 |
Operating |
|||||
Income |
93,112 |
92,734 |
(378) |
127,451 |
126,863 |
Expenses |
(29,860) |
(27,783) |
2,076 |
(123,391) |
(122,046) |
Underlying Surplus (Deficit) |
63,252 |
64,951 |
1,699 |
4,061 |
4,817 |
Capital |
|||||
Grants - Capital (recurrent and non-recurrent) |
3,019 |
3,022 |
3 |
5,919 |
1,420 |
Comprehensive result |
66,271 |
67,973 |
1,702 |
9,980 |
6,237 |
For the three months ended 30 September 2016, Council has recorded an operating surplus before capital revenues of $64.95 million, which is $1.70 million ahead of the year to date forecast budget. Income and expense categories contributing to the variance to forecast budget include (brackets indicate unfavourable):
· Statutory fees and fines are $77k above forecast. This is the result of $88k in higher than expected traffic fines revenue.
· Cash Contributions are $66k above forecast due to $81k in favourable Public Open Space contributions.
· User Fees are ($571k) below forecast with fees for Aquanation ($228k), Aquahub ($210k), Karralyka ($58k), Aged and Disability Services ($47k) and Revenue Services ($36k) all below expected levels.
· Materials and Services are $1,105k below forecast. Expense types contributing to this include Electricity $100k, Consultancies $87k, Water $80k, Software Maintenance $76k, Insurances $59k, Legal Fees $53k, Consumables $52k, Materials $42k, Low Value Furniture & Equipment $37k and Conferences and Seminars $30k. Expenses for Agency Staff ($84k) and Gas ($47k) were ahead of forecast.
· Contractors are $593k below forecast, with Home Care $277k, Construction $192k, Operations $109k, Waste Management $107k and City Parks – Bushland and Weed Management $30k all below forecast. Expenses for Works ($106k), City Parks – Tree Maintenance ($73k) and City Parks – Sports and Projects ($33k) were ahead of forecast.
· Employee Costs are $336k below budget. Service areas contributing to this include Aquanation $88k, Local Laws $50k, Maternal Chid Health $48k and Communications and Marketing $34k. Human Resources ($107k) and City Parks ($31k) were above budgeted costs.
There has been a $756k change from the Adopted Budget underlying surplus expectation of $4.82 million to the Forecast Budget underlying surplus expectation of $4.06 million. This is the result of increased forecast budgeted expense expectations of $1.35m, slightly offset by an increase in forecast budgeted income expectations of $588k.
The $4.50 million movement between the Capital Grants Adopted Budget of $1.42 million and the Capital Grants Forecast Budget of $5.92 million consists of:
· Department of Infrastructure and Regional Development’s National Stronger Regions Fund income of $3 million for Realm;
· Funding for the redevelopment of the East Ringwood Pavilion of $750k ($500k in Federal funding and $250k in State funding under the Multicultural Infrastructure Fund);
· State government funding from the Department of Transport, Planning & Local Infrastructure for the signalisation of Bedford/Great Ryrie Road of $250k;
· Carried Forward Capital $364k; and
· Federal funding under the Roads to Recovery program for Lincoln Road ($359k).
The $3.74 million movement between the comprehensive result Adopted Budget of $6.24 million and the comprehensive result Forecast Budget of $9.98 million mainly relates to the following:
· Carried forward grants net ($224k);
· New and revised grant funding net ($44k);
· New and revised capital grant funding $4.13m;
· Restricted Assets of $300k; and
· Movement in departmental operating budgets of ($424k).
1.2 CAPITAL PERFORMANCE
|
YTD |
YTD |
YTD |
Forecast |
Adopted |
Forecast |
Actual # |
Var |
Budget ## |
Budget |
|
$’000 |
$’000 |
$’000 |
$’000 |
$’000 |
|
Total capital works |
5,716 |
5,622 |
94 |
34,406 |
24,553 |
#YTD Actual expenditure includes Carried Forwards ##Forecast Budget expenditure includes Carried Forwards
The Forecast Budget includes carried forward works from 2015/16 of $8.36m and funding for new and revised projects including:
· Funding for the redevelopment of the East Ringwood Pavilion of $750k ($500k in Federal funding and $250k in State funding under the Multicultural Infrastructure Fund);
· State government funding from the Department of Transport, Planning & Local Infrastructure for the signalisation of Bedford/Great Ryrie Road of $250k.
For the three months ending 30 September 2016 Council has expended $5.62 million on the capital works program, which is in line with the year to date forecast budget. Capital program variances include:
· Plant, Machinery and Equipment behind by $129k;
· Recreational Leisure and Community Facilities behind by $58k;
· Drainage behind by $50k;
· Computers and Telecommunications behind by $36k;
· Other Capital Roads and Drainage behind by $32k;
· Building Renewal ahead by $187k; and
· Carparks ahead by $40k.
1.3 FINANCIAL POSITION
|
2016-17 |
2015-16 |
2016-17 |
2015-16 |
|
September YTD |
September YTD |
Adopted |
June EOFY |
|
Actual |
Actual |
Budget |
Actual |
|
$’000 |
$’000 |
$’000 |
$’000 |
Cash and investments |
32,944 |
32,576 |
32,549 |
35,531 |
Net current assets |
85,933 |
82,569 |
16,367 |
18,288 |
Net assets and total equity |
1,516,157 |
1,471,800 |
1,427,494 |
1,448,184 |
The Financial Position as at 30 September 2016 shows cash and investment balances of $32.94 million and a net current asset position of $85.93 million, which are both in line with balances this time last year. The net asset position as at 30 September 2016 is $1.52 billion. Cash and investment balances are above expectations identified in the Long Term Financial Strategy for the current period of 2016/2017.
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 30 September YTD results are favourable and provide a solid foundation for achieving Council’s 2016/2017 services and advocacy programs.
1.⇩ |
21 November 2016 - Council Meeting Report - Financial Report Appendix 3 months 30 September 2016 |
CONFIDENTIALITY
Not Applicable
THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE FINANCIAL PERFORMANCE AGAINST BUDGET FOR THE THREE MONTHS ENDING 30 SEPTEMBER 2016 |
ATTACHMENT No: 1 - 21 November 2016 - Council Meeting Report - Financial Report Appendix 3 months 30 September 2016 |
|
Item 4 |
|
|
Eastern Regional Libraries Corporation July - October 2016 report on the provision of library services |
Item 5 |
To outline the activity of this service for this period, given the significant partnership and service to Maroondah residents, ratepayers and visitors.
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose of this report.
Outcome Areas:
A safe, healthy and active community
A prosperous and learning community
A vibrant and culturally rich community
A clean, green sustainable community
An accessible and connected community
An attractive, thriving and well-built community
An inclusive and diverse community
A well governed and empowered community
Our Vision: Maroondah will be a vibrant and diverse city with a healthy and active community, living in green and leafy neigbourhoods which are connected to thriving and accessible activity centres contributing to a prosperous economy within a safe, inclusive and sustainable environment.
Key Directions 2013 – 2017:
1.5 Facilitate the provision of affordable, accessible and responsive services, resources and initiatives that support the physical and mental health and wellbeing of the community.
2.15 Facilitate and encourage the provision of world-class life-long learning opportunities in Maroondah, from early learning through to adult and tertiary levels.
2.17 Facilitate and encourage places, spaces and programming that provide for a third place of community connection beyond home and work.
3.5 Support and celebrate the unique cultures of emerging communities in Maroondah.
Background
Maroondah City Council’s library services are provided by the Eastern Regional Libraries Corporation (ERLC).
As part of a Regional Library Agreement, ERLC provides library services also to Knox City and Yarra Ranges Councils.
The estimated population of its Member Councils (approximately 410,000) makes ERLC the largest public library service in Victoria.
Based on the results of the annual survey of Victorian Public Libraries (of which there are 46) ERLC is also number 1 based on per annum:
· Library Visits - 1,969,577
· Turnover Rate (Physical Items) - each item in our collection goes out an average of 9 times per year. The average for Victoria is 5.3
· Loans – 3,494,893 - when you add together the number of loans of physical items (3,187,534) with the number of loans of Items (307,359)
The independent annual Syndicate Survey for 2015/16 shows that 57% of users rate ERLC’s service as between 9 and 10 (where 10 is very satisfied). The overall rating was 8.42 out of 10 for the key areas of courtesy, helpfulness, knowledge, reference and information services, up on the 8.24 of 2014/15.
From the results of the annual survey of Victorian Public Libraries, these results were achieved where for ERLC the:
· cost library service per capita is $31.89 compared to the State average of $38.68;
· cost library service per visit is $5.09 compared to the State average of $6.11; and
· number of Equivalent Full Time (EFT) staff is 0.24 compared to the State average of 0.31
Issue / discussion
Overall Maroondah library services are experiencing considerable growth. The major reason for this growth is the opening of the new Realm Library in October 2015.
During the temporary relocation of the Ringwood Library to Warrandyte Road, Ringwood Library lost its position at the highest ranked library branch in the Region for almost every service area. Since the opening of Realm, it has resumed its No 1 position in most service areas. Croydon library which gained some ‘business’ from the relocated library has maintained its very strong position in relation to the Region. Only Knox Library, which is based in a major Westfield Shopping Centre, comes between either Realm and Croydon being the No 1 or 2 library branch for the Region in all service areas.
Based on ERLC regional Year to Date (YTD) statistics, Realm and Croydon rank as follows.
Memberships YTD: Realm is ranked No 1 – 25,619, and Croydon No 3 – 21,500.
|
16/17 |
|
15/16 |
Croydon |
21,500 |
|
19,321 |
Realm |
25,619 |
|
22,768 |
Maroondah Total |
47,119 |
|
42,089 |
Visits YTD: Realm (No 1) and Croydon (No 2) are the busiest branches in the region.
|
Realm |
Croydon |
16/17 |
15/16 |
July |
42,777 |
29,984 |
72,761 |
39,426 |
August |
42,233 |
29,445 |
71,678 |
38,135 |
September |
39,840 |
25,732 |
65,572 |
36,706 |
October |
43,631 |
28,231 |
71,862 |
30,538 |
Total |
168,481 |
113,392 |
281,873 |
144,805 |
Loans YTD: Croydon is ranked No 1 - 185,097, and Realm No 3 - 127,611.
|
16/17 |
15/16 |
Realm |
127,611 |
108,588 |
Croydon |
185,097 |
182,592 |
Total |
312,708 |
291,180 |
Public Enquiries: Croydon is ranked No 2 – 11,992 and Realm No 3 – 10,842.
Realm |
Croydon |
16/17 Total |
15/16 Total |
|
July |
2,485 |
3,618 |
6,103 |
4,959 |
August |
2,718 |
3,008 |
5,726 |
4,445 |
September |
2,702 |
2,780 |
5,482 |
4,267 |
October |
2,937 |
2,586 |
5,523 |
3,976 |
Total |
10,842 |
11,992 |
22,834 |
17,647 |
Public PCs Sessions: Realm is ranked No 1 – 12,409 and Croydon No 3 – 10,167.
|
Realm |
Croydon |
16/17 |
15/16 |
||
|
WP/Int |
15 Min |
WP/Int |
10 Min |
|
|
July |
2,860 |
165 |
2,115 |
532 |
5,672 |
4,812 |
August |
3,064 |
177 |
2,134 |
461 |
5,836 |
4,693 |
September |
2,803 |
197 |
2,030 |
421 |
5,451 |
4,749 |
October |
3,015 |
128 |
2,034 |
440 |
5,617 |
4,018 |
Total |
11,742 |
667 |
8,313 |
1,854 |
22,576 |
18,272 |
WiFi Sessions: Realm has very quickly become the No 1 branch in the region for WiFi sessions. Compared to 2015 when the library was located at Warrandyte Road, the number of WiFi session has more than quadrupled.
Croydon ranks No 3 in the region after Knox Shopping Centre.
|
Croydon |
Realm |
Croydon |
Realm |
|
2016 |
2016 |
2015 |
2015 |
7 |
1703 |
4806 |
1,570 |
1,428 |
8 |
1600 |
5089 |
1,659 |
1,237 |
9 |
1551 |
5975 |
1,482 |
1,333 |
10 |
1502 |
6860 |
2,025 |
564 |
|
6356 |
22730 |
6736 |
4562 |
Adult Programs Attendances YTD: Realm is ranked No 2 – 905 and Croydon at No 3 – 792.
Programs which run at either or both locations are:
· Author Talks/Workshops
· Book chat/Book club
· Family History
· Monthly Clubs
· Friendship Groups
· External Visits
· Military History
Children’s & Youth Programs Attendances: Realm is ranked No. 1 – 5,339 and Croydon at No. 3 – 4,385
Programs for Adults/Juniors, Schools and Children which run at either or both locations include:
· Pre-school activities
· After School club
· Tiny Tots
· Toddlertime
· Holiday programs
· Teenage activities
· Other group visits to library
· Saturday story times
· Festivals
· External visits (to schools etc.)
· School visits to Library
· Pre-school visits to library
Programs & Events
As can be seen from the statistics Maroondah libraries have proved to be very popular for adult, children’s and youth programs and events. Over 1,600 adults and 5,700 children (accompanied by 3,900 adults) have attended various activities to date this year. Just some of these programs and events include:
Children’s and Youth Programs & Events
Holiday Programs
Holiday Programs are extremely popular and many events were held at Croydon and Realm.
Croydon Library |
Realm |
||
21 September |
Dancing Story: The Australian Ballet |
Mon-Fri 10am-3pm |
Make & Do – All Day Craft Table |
22 September |
Kung Fu Panda 3 Film |
20 & 27 September |
StoryTime |
23 September |
Mosaic Art |
21 September |
David’s Magic Show |
23 September (6:30 p.m) |
Bedtime Story Time |
28 September |
Professor Bunsen – Science Show |
27 September |
Magic Story TIme |
29 September |
Ozobots with Micah |
29 September |
Go Pokemon |
|
|
Storytimes
Storytime is popular at Croydon Library. Every month Croydon also hosts an Auslan storytime for children with hearing problems.
Croydon also trialled some Tots Storytimes earlier this year. These storytimes helped parents determine which apps available on iPads were helpful for encouraging literacy in their young children.
Storytimes are proving extremely popular at Realm and we have expanded our usual sessions during the week to include Saturday Storytime.
Children’s Week Activity
ERL Librarians read books to children in the park just next door to Croydon Library - 140 children and 120 adults took part in a very enjoyable morning of storytime and craft activities.
CoderDojo
Coderdojo is a global movement of free volunteer led programming clubs for young people. Realm has several volunteers who work with the young people(and their parents) teaching coding.
Coding and electronics skills are essential for our high-tech future. This program is just one that ERLC is considering as part of its future foray into the world of STEAM (Science, Technology, Engineering, Arts and Mathematics).
CoderDojo has created a great deal of interest in the local community amongst parents and children alike! Regular weekend sessions at Realm are increasingly in demand.
Watch some of the fun and learn about the program at:https://www.youtube.com/watch?v=qFvz7r_iscU
Story Island Exhibition at Realm
‘Story Island’ provided Realm with a wonderful focal point as people visited the facility. Families sat reading with their children and engaging with the exhibition. Eastern Regional Libraries had many positive comments about ‘Story Island’ and the links to some of our most popular works of literature for children.
The exhibition also coincided with the July School Holidays so this presented a wonderful opportunity for families to visit. Many families came especially to look at the exhibition and to enjoy the interesting components built in to the actual exhibition.
Thanks to the great support of the State Library of Victoria, ERLC was very fortunate to have Mr Craig Smith and Ms Elise Hurst to conduct some drawing workshops. Both Craig and Elise had visits from several small schools in the Yarra Ranges (from Prep through to Grade 6). Craig and Elise were both fantastic with the children, conducting fun, interactive drawing workshops that suited even the younger children.
ERL staff devised a program of events to complement the exhibition. Ms Jane Godwin presented a writing workshop for budding authors of all ages, eager to write for children. This workshop filled very quickly (20 participants) and was received in a very positive way with many very favourable comments in the feedback
Several local schools came for class visits to explore Story Island. Employees prepared storytimes, information sessions and activities for the classes to enjoy. The program gave ERL the opportunity to not only promote their role in the exhibition but also to promote other aspects of the library service, as well as that of the Realm facility.
Adult Programs & Events
Groups
Book Bites at Croydon is a bi-monthly Literary Lunch that has a regular audience of 60 people. Authors who write a variety of literary genres come along and speak about their work and answer questions from the audience.
Croydon also runs a monthly book group called Page Turners....also popular amongst the reading public.
Conversation Cafe is a regular program at Realm for people newly arrived to Australia. It provides an opportunity for people to improve their English language skills in a relaxed and welcoming setting.
Maroondah Handicrafts have provided several craft sessions for smaller groups of people.
Fromelles ~ Military History Group
The Military History Group at Croydon
Library hosted respected historian and biographer, Dr. Ross McMullin,
as a special guest to speak about Fromelles. Ross is the author of the
award-winning Pompey Elliott and Farewell, Dear People: Biographies of
Australia’s Lost Generation.
'Fifteen Young Men’ with author Paul Kennedy
ABC Sports commentator Mr Paul Kennedy had the audience enthralled when he came to speak about his book 'Fifteen Young Men'. The book tells of the tragic loss of the members of a football team who drowned at sea off Mornington when they were returning home following a football match in the 1800's.
"Fox" with Author Bill Robertson
Mr Bill Robertson came to Realm to talk about his latest and second novel "Fox". Bill is a fascinating speaker who retired from the Victoria Police as an Assistant Commissioner after 36 years of service.
"Mannix" with Author Brenda Neill
Croydon hosted author Ms Brenda Neill AO and Mr Simon Caterson in conversation about Archbishop Daniel Mannix.
Buying a Website Domain & Hosting
ERL teamed up with Maroondah BizHub in Ringwood to detail everything you need to know about boosting your presence online.
Dementia Resource Library
The Brotherhood of St Laurence Dementia Resource Library will be relocating to Realm at the end of November. This will give families dealing with issues around dementia greater access to materials that will hopefully improve the quality of life for those suffering from dementia. Residential aged care centres and individuals will have access to the resources.
The Cookbook - China - upcoming event at Realm Thursday 24 November 6:30 p.m.
International Games Day - Its Game On at Croydon Library Saturday 19 November 10:00 a.m. to 3:00 p.m.
eLearning One to One
Book a free session to help set up library services on your device. Learn all about what’s available and how it works!”
We can help”
· Set up your mobile device to access free eBooks, audiobooks and magazines
· Set up your mobile device to access Britannica, Lynda.com & Oxford
· Explain how to use your device to manage your items and reservations
· Explore the array of online services available from the library’s website
· Explain and set up the basic features of your device.
Driving our attendance rates at events are our strong combined marketing efforts. The past year has seen enormous success in increasing member awareness and engagement, especially through ERL social media channels, our quarterly events guide and particularly the revamped and rejuvenated eNewsletter, now sent to every ERLC member with a listed email address.
‘What’s On’ Events Guide
ERL’s ‘What’s On’ events guide has offered ERLC the opportunity to reach a wider audience, giving the public an opportunity to attend events across the region. The brochure is an easily accessible, eye-catching and attractive document that is distributed in print and online that can also be shared with our partners and anyone wishing to promote particular events.
Over the past 12 months, we have printed a total of 25,000 copies of the seasonal events brochure, the vast bulk of which were successfully distributed via branch employees to our member base. Employees report that members are quick to snap up copies of the brochure as soon as they hit the branches, and ERL upcoming events see a speedy increase in bookings.
The brochure can be viewed online at: https://issuu.com/easternregional/docs/what_s_new_winter___spring_2016
eNewsletter
The marketing team has worked hard to rework and revamp our marketing efforts, most particularly with our new and improved eNewsletter service. The reinvented newsletter is now emailed at the beginning of each month to every ERLC member who has an email address listed in our system. That number is around 60,000 each month, vastly improving the marketing of our events and resources to our members.
Each newsletter contains information about upcoming events, popular new releases, and information about a particular online resource. Delivered by Mailchimp, the system allows ERL to monitor which programs and materials are most popular by assessing the number of clicks. Over its operating period, it has proven hugely successful in drawing members’ attention to events or resources that were in need of extra promotion. We have seen it directly drive increased interest in online materials such as titles in the eLibrary or documentaries on Beamafilm.
Financial / economic issues
The Maroondah City Council contributes in the order of $2.8m for this service for services at Croydon and Realm per annum.
Environmental / amenity issues
Not applicable.
Social / community issues
As outlined under the Strategic/Policy Issues heading above, the library service is a very significant universal service for all members of the community. Council seeks to ensure increases in productivity and efficiencies don’t impact on the services but continue to enhance the Maroondah residents library experience.
Community consultation
Not applicable.
Conclusion
Council’s Library service provided by the Eastern Regional Library Service provides a highly valued universal service to the Maroondah Community at both Realm and Croydon sites as well as outline the first four months reporting in the 16/17 year demonstrates high membership, visits, loans, public enquiries, public pc activities, Wi-Fi, adult, children and youth program attendance and program events continue to be well received and attended by the Maroondah community. These figures are some of the highest for the region and demonstrates Council’s continued investment in this service is reaping significant benefits and rewards for the community.
Not Applicable
CONFIDENTIALITY
Not Applicable
That COUNCIL NOTES THE EASTERN REGIONAL LIBRARIES CORPORATION REPORT JULY – OCTOBER 2016
|
DIRECTOR Corporate Services – Marianne Di Giallonardo |
|
|
|
Councillors Quarterly Professional Development Report - July to September 2016 |
Item 6 |
To provide a report to the community on professional development undertaken by Councillors.
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 in this report:
Outcome Area: A well governed and empowered community.
Our Vision: In 2040, Maroondah will be an empowered community that is actively engaged in council decision making through processes that consider the needs and aspirations of all ages and population groups. Council will provide strong and responsive leadership, ensuring transparency, while working with the community to advocate for and 'champion' local needs.
Key Directions 2015 - 2016:
8.1 Provide enhanced governance that is transparent, accessible, inclusive and accountable.
Background
The Councillor Expenses/Entitlements Policy, as amended, was adopted by Council on 27 June 2011. In accord with clause 5.4.3 of the amended policy, a report to Council is provided covering all professional development undertaken by Councillors within that period. This report covers the July to September period of the 2016/2017 Financial Year.
Issue / discussion
This is a standard Governance reporting item.
Financial / economic issues
A budget of $72,000 in the 2016/2017 Financial Year exists for the professional development of Councillors.
The following table outlines both individual Councillor expenditure for the period and the YTD figure as at 30 September 2016.
Councillor |
July to Sept 2016 |
YTD 30/9/16 |
Tony Dib |
Nil |
Nil |
Liam Fitzgerald |
Nil |
Nil |
Christina Gleeson |
Nil |
Nil |
Nora Lamont |
Nil |
Nil |
Mary-Anne Lowe |
Nil |
Nil |
Samantha Marks |
Nil |
Nil |
Rob Steane |
Nil |
Nil |
Natalie Thomas |
Nil |
Nil |
Les Willmott |
Nil |
Nil |
TOTAL |
Nil |
Nil |
Environmental / amenity issues
Not Applicable
Social / community issues
Not Applicable
Community consultation
Not Applicable
Conclusion
Not Applicable
Not Applicable
CONFIDENTIALITY
Not Applicable
That COUNCIL NOTES THE COUNCILLORS PROFESSIONAL DEVELOPMENT REPORT FOR JULY 2016 – SEPTEMBER 2016 |
DIRECTOR Corporate Services – Marianne Di Giallonardo |
|
|
|
Council Representation 2016/2017 |
Item 7 |
To appoint formal Council representation to internal and external organisations for the period November 2016 to November 2017.
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose in this report.
Outcome Area: A well governed and empowered community.
Our Vision: Maroondah is an effectively empowered community that is actively engaged in Council decision making through processes that ensure their voice is heard and considered. Council provides strong and responsive leadership, ensures transparent processes and works with the community to advocate and champion their needs.
Key Directions 2013 – 2017:
8.1 Provide enhanced governance that is transparent, accessible, inclusive and accountable.
Background
Council on an annual basis appoints Council delegates at the commencement of a new Mayoral term. It provides clear communication and delegate identification for Councillors, the community and the organisations or bodies/advisory groups to which a Councillor is a delegate.
There are two types of bodies requiring formal Council representation, either internal or external. Internal bodies/advisory groups have been initiated by Council and are serviced administratively. They typically consider in-depth issues that are related to Council policy or activities. Their primary purpose is to advise Council on issues. An extension of these committees has been the development of internal committees with a large degree of community representation. External bodies are outside the control of Council as they operate under their own charter and determine their own procedures, policies and practices. In these instances, Council involvement is to participate and influence the activities of those external groups where those activities are in the Maroondah public’s interest.
Issue / discussion
Committee representation is reviewed on an annual basis and aligns with the election of Mayor through the November cycle of meetings.
Convention indicates that where the Mayor is a member of an internal Committee of Council, they would automatically act as the chair, unless they relinquish that role. Additionally, in accordance with good governance practice where the Mayor is not a specific member of a Committee – they may exercise the option to attend any Committee in an ex-officio capacity.
The internal committees are:-
· Audit and Risk Advisory Committee*
· Disability Advisory Committee *
· Maroondah Business Advisory Committee*
· Maroondah Community Safety Committee*
· Maroondah Partners in Community Wellbeing Committee *
· Maroondah - City of - Wellbeing Steering Committee
· Maroondah Environment Advisory Committee*
*These Council Committees have external key stakeholders/advisors in attendance.
The external committees are:-
· Eastern Affordable Housing Alliance
· Eastern Alliance for Greenhouse Action
· Eastern Regional Group – Mayors and CEO’S
· Eastern Regional Libraries Corporation
· Eastern Transport Coalition
· Metropolitan Local Governments’ Waste Forum
· Municipal Association of Victoria – State Council
· National Local Government Drug and Alcohol Advisory Committee
Each of the committees has at least one Council appointees with a number also requiring a substitute Councillor, should Council’s primary appointee be unable to attend.
Financial / economic issues
Not applicable
Environmental / amenity issues
Not applicable
Social / community issues
Not applicable
Community consultation
Not applicable
Conclusion
That Council consider the appointment of delegates to the organisations bodies/advisory groups as listed within the recommendation to this report.
Not Applicable
CONFIDENTIALITY
Not Applicable
THAT WITH RESPECT TO BODIES/ADVISORY GROUPS REQUIRING A FORMAL COUNCIL DELEGATE, COUNCIL:
1. NOTES THAT THE MAYOR IS ABLE, AS EX-OFFICIO, TO ATTEND ANY OF THE BODIES/ADVISORY GROUPS WHERE HE IS NOT A SPECIFIC MEMBER AS A DELEGATE; AND
2. MAKES THE FOLLOWING APPOINTMENTS:
Audit and Risk Advisory Committee
THE MAYOR OF THE DAY AND CR. SYMON AS COUNCIL'S REPRESENTATIVES TO THE AUDIT AND RISK ADVISORY COMMITTEE.
Disability Advisory Committee
CRS. LAMONT AND SPEARS AS COUNCIL'S REPRESENTATIVES WITH THE PROGRAM MANAGER COMMUNITY PLANNING & DEVELOPMENT AS SUBSTITUTE REPRESENTATIVE TO THE Disability Advisory Committee.
Eastern Affordable Housing Alliance
CR. PAUL MACDONALD AS COUNCIL'S REPRESENTATIVE WITH THE PROGRAM MANAGER COMMUNITY PLANNING & DEVELOPMENT AND/OR MANAGER INTEGRATED PLANNING AS SUBSTITUTE REPRESENTATIVES TO THE EASTERN Affordable Housing Alliance.
Eastern Alliance for Greenhouse Action
CR. GRAHAM AS COUNCIL'S REPRESENTATIVE WITH THE DIRECTOR PLANNING & COMMUNITY AND/OR MANAGER INTEGRATED PLANNING AS SUBSTITUTE REPRESENTATIVES TO THE EASTERN ALLIANCE FOR GREENHOUSE ACTION. Eastern Regional Group – Mayors and CEO’s
THE MAYOR OF THE DAY AND THE CHIEF EXECUTIVE OFFICER AS COUNCIL'S REPRESENTATIVES TO THE EASTERN REGIONAL GROUP – MAYORS AND CEO’S.
Eastern Regional Libraries Corporation
CRS. PAUL MACDONALD AND SPEARS AS COUNCIL'S REPRESENTATIVES WITH CR. GRAHAM WITH THE DIRECTOR CORPORATE SERVICES (OR NOMINEE) AND MANAGER REVENUE, PROPERTY AND CUSTOMER SERVICE AS SUBSTITUTE REPRESENTATIVES TO THE EASTERN REGIONAL LIBRARIES CORPORATION.
Eastern Transport Coalition
CR. MICHAEL MACDONALD AS COUNCIL'S REPRESENTATIVE WITH CR SPEARS AND THE STRATEGIC & TRANSPORT PLANNER AND/OR TEAM LEADER STRATEGIC PLANNING & SUSTAINABILITY AS SUBSTITUTE REPRESENTATIVES TO THE EASTERN TRANSPORT COALITION.
Maroondah Business Advisory Committee
CRS. LAMONT, SPEARS AND STEANE AS COUNCIL'S REPRESENTATIVES TO THE MAROONDAH BUSINESS ADVISORY COMMITTEE.
Maroondah Community Safety Committee
CRS. LAMONT, STEANE AND PAUL MACDONALD AS COUNCIL'S REPRESENTATIVES WITH THE COMMUNITY SAFETY OFFICER AS SUBSTITUTE REPRESENTATIVE TO THE MAROONDAH Community Safety COMMITTEE.
Maroondah Partners in Community Wellbeing Committee
CRS. MARKS AND GRAHAM AS COUNCIL'S REPRESENTATIVES WITH THE SOCIAL PLANNING & DEVELOPMENT OFFICER AND PROGRAM MANAGER COMMUNITY PLANNING & DEVELOPMENT AS SUBSTITUTE REPRESENTATIVES TO THE MAROONDAH PARTNERS IN COMMUNITY WELLBEING COMMITTEE.
Maroondah - City of - Wellbeing Steering Committee
CRS. MARKS AND GRAHAM AS COUNCIL'S REPRESENTATIVES WITH THE MANAGER INTEGRATED PLANNING AS SUBSTITUTE REPRESENTATIVE TO THE MAROONDAH – CITY OF - WELLBEING STEERING COMMITTEE. Maroondah Environment Advisory Committee
CRS. MARKS, GRAHAM AND PAUL MACDONALD AS COUNCIL'S REPRESENTATIVES TO THE MAROONDAH ENVIRONMENT ADVISORY COMMITTEE.
Metropolitan Local Governments’ Waste Forum
CR. LAMONT AS COUNCIL'S REPRESENTATIVE WITH THE DIRECTOR CORPORATE SERVICES, FINANCE PROJECT ACCOUNTANT & WASTE MANAGEMENT CO-ORDINATOR AS SUBSTITUTE REPRESENTATIVES TO THE METROPOLITAN LOCAL GOVERNMENTS’ WASTE FORUM.
Municipal Association of Victoria – State Council
CR. SYMON AS COUNCIL'S REPRESENTATIVE TO THE MUNICIPAL ASSOCIATION OF VICTORIA.
National Local Government Drug and Alcohol Advisory Committee
CR. STEANE AS COUNCIL'S REPRESENTATIVE WITH CR. PAUL MACDONALD AS SUBSTITUTE REPRESENTATIVE TO THE NATIONAL LOCAL GOVERNMENT DRUG AND ALCOHOL ADVISORY COMMITTEE.
|
DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh |
|
|
|
Community Facilities Lease Agreement for Australian Red Cross |
Item 1 |
To seek Council approval of a Lease Agreement between Maroondah City Council and Australian Red Cross Inc. (Lessee) for occupancy of East Ringwood Community Hall and to authorise the signing and sealing of the relevant documentation.
Strategic / policy issues
The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose in this report:
Outcome Area: Safe, healthy and active community
Our Vision: In 2040 Maroondah will be a safe, healthy and active community with local opportunities provided for people of all ages and abilities to have high levels of social, emotional and physical wellbeing.
Key Directions 2016 – 2017
1.21 Support and empower local community groups, sporting clubs and special interest groups across Maroondah
Background
The Australian Red Cross have occupied the East Ringwood Community Hall for many years utilising three office spaces for their telecross daily welfare call service and three storage rooms for housing the East Ringwood Red Cross First Aid supplies. Their current lease term has now expired and is in over holding.
Lease negotiations commenced in April 2016, and the tenant is now ready to progress to endorsement of the draft lease.
Issue / discussion
Council seeks to enter into a Community Facilities Lease Agreement with the Australian Red Cross Inc.
By Lease agreements made between Council and the Lessee, the Lessee will be granted use and occupation of the premises for a term of two (2) years with the option for a further term of two (2) years at annual rentals calculated in accordance with the principles of the Community Facilities Pricing Policy and determined under the category of Groups Traditionally Supported By Council.
Officers recommend that Council approves the Lease agreement upon the terms and conditions as set out in the Lease, the principal terms of which are:
· Term – Two (2) years with the option for a further term of two (2) years.
· Maintenance – in accordance with the Community Facilities Standard Maintenance Schedule.
· Public Liability insurance of $20M and glass replacement insurance.
Financial / economic issues
Council’s Community Facilities Pricing Policy provides an overarching framework to guide Council and ensures a consistent and transparent approach to the pricing of facilities. Under the category of Groups Traditionally Supported By Council, the schedule specifies a number of organisations that Council wishes to acknowledge for their support and contribution to the social fabric of the community by way of subsidised rentals. The rental for this category reflects the cost to Council of administering the Lease.
Environmental / amenity issues
Not Applicable
Social / community issues
The implementation of the standard Community Facilities Lease Agreement ensures the clear and equitable delineation of maintenance responsibilities for all tenants occupying Council owned and/or managed community facilities, consistent with the Community Facilities Pricing Policy, and supports a sustainable approach to the provision of community based sport and recreation.
Community consultation
The development of the Lease Agreement for the Australian Red Cross was developed with representatives of the Australian Red Cross, Karralyka and Sport & Recreation.
Conclusion
The Lease Agreement provides a mutually beneficial arrangement between Council and Australian Red Cross for the continued use of the office spaces and store rooms at East Ringwood Community Hall.
1.⇩ |
DRAFT Lease Particulars & Annexures for Australian Red Cross - East Ringwood Community Hall |
CONFIDENTIALITY
Not Applicable
That council 1. GRANTS A LEASE TO Australian red cross INC. FOR AN INITIAL two YEAR PERIOD with the option for a further term of two (2) years IN ACCORDANCE WITH COUNCIL’S STANDARD LEASE AGREEMENT AND THE ORGANISATION BE CHARGED IN ACCORDANCE WITH COUNCIL’S COMMUNITY FACILITIES PRICING POLICY 2. SIGNs AND SEALs ALL REQUIRED DOCUMENTATION AS APPROPRIATE |
ATTACHMENT No: 1 - DRAFT Lease Particulars & Annexures for Australian Red Cross - East Ringwood Community Hall |
|
Item 1 |
Council: (Clause 1) |
Maroondah City Council of Braeside Avenue, Ringwood 3134
|
|
Tenant: (Clause 1) |
Australian Red Cross Society Victorian Division 171 City Road SOUTH MELBOURNE VIC 3205 |
|
Land: (Clause 1) |
The land contained in certificate of title volume 7887 and folio152; and volume 7957 and folio 143 and known as East Ringwood Community Hall, 2-8 Laurence Grove, RINGWOOD EAST 3135 |
|
Premises: (Clause 1) |
That part of the Land shown shaded in green on the plan in Annexure B |
|
Commencement Date: (Clause 1) |
1 July 2016 |
|
Term: (Clause 1) |
2 years |
|
Further Term(s): (Clause 1 & 3.2) |
1 further term(s) of 2 years |
|
First and Last dates for exercising the Option for the Further Term: (Clause 3.2.1) |
First date for exercising Option - January 2019 Late date for exercising Option – January 2020 |
|
Rent : (Clause 1 & 3) |
Year 1: $240 incl GST Year 2: $253 incl GST The Rent is payable annually in advance, within 28 days of Council issuing an invoice for the Rent, commencing on the Commencement Date, and then on each anniversary of the Commencement Date during the Term and any Further Term. This payment obligation also applies to the payment of Rent during any Further Term. |
|
Rent During Further Term: (Clause 1 and 5) |
Year 3: $267 incl GST Year 4: $282 incl GST
|
|
Security Deposit: (Clause 1 & 8.1) |
$1,000 plus GST |
Particulars
(continued)
Item 12. |
Tenants Proportion of Outgoings
|
Council will invoice the tenant the following proportion of utilities charges for the premises:
Gas: N/A Electricity: 20% Water: 5%
* Utility costs are subject to review throughout the year
|
Community Use: (Clause 1 & 14.1) |
For the carrying on of activities normally associated with the activities of the Australian Red Cross. |
|
Hours of Use (Clause 14.4) |
Not Applicable |
|
Special Conditions: (Clause 1 & 22.6) |
The Special Conditions in section two of Annexure A form part of this Lease.
|
|
Item 15. |
Changes to Council’s standard terms: (Clause 22.6) |
The following standard clauses have been amended (as set out in section one of Annexure A): § Hours of use – Deleted
|
ATTACHMENT No: 1 - DRAFT Lease Particulars & Annexures for Australian Red Cross - East Ringwood Community Hall |
|
Item 1 |
Annexure A
Section One – Changes to Council’s standard community lease terms
The following standard clauses from Part Two of this Lease are amended as noted below:
Clause |
How amended (changes tracked) |
Final form of amendment (untracked) |
14.4 14.4.1 14.4.2 14.4.3 |
Hours of Use
|
Hours of Use - Deleted |
18.7 |
Waste Services
|
Waste Services Council’s collection service for the management of waste at East Ringwood Community Hall is through the provision of fixed public bins. Any additional waste collection services that Council agrees to provide may be provided at the Tenant’s cost.
|
|
|
|
|
|
|
ATTACHMENT No: 1 - DRAFT Lease Particulars & Annexures for Australian Red Cross - East Ringwood Community Hall |
|
Item 1 |
Plan of Premises
DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh |
|
|
|
Capital Works Report 1 July to 31 October 2016 |
Item 2 |
To present the financial and operational status of major Capital Works projects for the first quarter in the 2016/2017 financial year.
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose of this report.
Outcome Area: A well governed and empowered community.
Vision Statement: In the year 2040, Maroondah will be 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 2013 - 2017:
8.1 Provide enhanced governance that is transparent, accessible, inclusive and accountable.
Background
Council, as part of its Adopted Budget 2016/2017, allocated $24.553m to Capital Works projects. Council has obtained external State and Federal grants totalling an additional $1.260m.
Capital Works programs status reports are prepared by management and reviewed on a monthly basis at the Capital Works Implementation Group (CWIG) and presented quarterly to the Audit and Risk Advisory Committee (ARAC).
Provided in this report is an overview of the period 1 July to 31 October 2016 Capital Expenditure on Council’s major projects, together with explanations on budget overruns or timing differences in the stages of project completion.
The report also discusses those Capital Projects which due to various reasons required funds to be carried forward from the previous financial year (2015/2016).
Issue / discussion
The following is a summary of the major projects construction status and financial position of the first quarter for the 2016/2017 financial year.
CAPITAL PERFORMANCE - SEPTEMBER 2016
|
YTD |
YTD |
YTD |
Adopted |
Forecast |
Amount |
Forecast |
Actual # |
Bud Var |
Budget |
Budget ## |
Carried Forward |
|
$’000 |
$’000 |
$’000 |
$’000 |
$’000 |
$’000 |
|
Classification |
||||||
Buildings |
1,011 |
996 |
15 |
2,900 |
8,490 |
3,136 |
Roads |
1,197 |
1,220 |
(23) |
4,280 |
6,193 |
1,653 |
Footpaths and Cycleways |
209 |
200 |
9 |
2,050 |
2,003 |
61 |
Carparks |
59 |
99 |
(40) |
426 |
325 |
59 |
Drainage |
337 |
286 |
50 |
2,420 |
3,468 |
798 |
Waste Management |
16 |
1 |
16 |
50 |
66 |
16 |
Other Capital Roads and Drainage |
198 |
166 |
32 |
525 |
1,066 |
566 |
Recreational Leisure and Community Facilities |
522 |
464 |
58 |
2,396 |
3,773 |
1,447 |
Parks and Open Space |
211 |
223 |
(12) |
2,191 |
2,729 |
332 |
Fixtures, Fittings and Furniture |
0 |
1 |
(1) |
60 |
74 |
14 |
Plant, Machinery and Equipment |
826 |
697 |
129 |
3,502 |
3,576 |
74 |
Computers and Telecommunications |
376 |
340 |
36 |
920 |
1,507 |
587 |
Property Sales |
380 |
368 |
12 |
0 |
380 |
0 |
Building Renewal |
373 |
560 |
(187) |
2,833 |
757 |
(386) |
Total capital works |
5,716 |
5,622 |
94 |
24,553 |
34,406 |
8,357 |
Financial / economic issues
CARRIED FORWARDS
These projects have funds allocated in 2016/2017 budget year and have been carried forward into the 2016/2017 budget year to allow completion of projects. The status of these projects are in Attachment 1: Projects Carried Forward 2015/2016.
PROJECT STATUS
See Attachment 2: Project Status 1 July to 31 October 2016.
CAPITAL WORKS YTD – EXPENDITURE (CUMULATIVE)
Environmental / amenity issues
Not Applicable
Social / community issues
Not Applicable
Community consultation
Not Applicable
Conclusion
Council’s 2016/2017 Capital Budget including State and Federal grants totals $25.793m. Council also carried forward $8.357m from 2015/2016 financial year for the completion of projects.
1.⇩ |
Projects Carried Forward Summary 2015/2016 |
2.⇩ |
Project Status 1 July to 31 October 2016 |
CONFIDENTIALITY
Not Applicable
THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE PROGRESS AND STATUS OF CAPITAL WORKS PROJECTS FOR THE PERIOD 1 JULY TO 31 OCTOBER 2016
|
DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh |
|
|
|
2016 Maroondah Festival |
Item 3 |
To provide an overview of the 2016 Maroondah Festival.
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose of this report.
Outcome Area: A vibrant and culturally rich community
Our Vision: In 2040, Maroondah is a creative cosmopolitan community recognised for its celebration and promotion of arts and culture. There are a broad range of engaging entertainment options, diverse cultural activities and the creation and display of contemporary and traditional forms of art
Key Directions 2013 – 2017:
3.2 Provide a diverse range of engaging entertainment spaces, events and activities
3.3 Support festivals and events that celebrate local arts, diversity and produce
Background
The Maroondah Festival originated in 1990 as the Croydon Festival. Primarily a music festival, it was designed to encourage the involvement of Council, community groups, local traders and key business stakeholders within the local area and the surrounding Eastern Region.
In 2009 a comprehensive review was carried out of the Festival and the decision was made to make the Festival a bright and colourful, interactive event with a stronger community focus. Taking advantage of the natural shade in Town Park it was suggested that the event meander among the trees and have a relaxed feel for all of the family to enjoy.
Issue / Discussion
The 2016 Maroondah Festival set a number of new records: attendance was estimated by the Victorian Police at over 30,000, that’s 5,000 more than last year and 10,000 more than 2013. There was over 110 community stalls on site consisting of displays, interactive activities and food stalls - 30 more than 2015.
In addition to the stalls there was over 60 local community groups that participated in stage programming, workshops and demonstration spaces.
Council’s presence also continues to grow with 17 departments conducting displays or interactive activities, including Sport & Recreation, Depot Operations, Local Laws, Communications & Marketing, Children’s Services, Community Health, Aged and Disability, Community Development & Sustainability, REALM, BizHub, Karralyka, Youth Services, Arts & Culture, Maroondah Leisure, Waste Department and Maternal & Child Health.
We also had 22 local businesses participate in display sites.
FINANCIAL / Economic issues
Whilst the budget for the Maroondah Festival has not increased, the cost of infrastructure, programming and staffing continues to grow. Sport & Recreation in conjunction with Fruitbowl Productions who are contracted to manage the event has worked hard to increase sponsorship to offset these cost with a record $47,000 sourced in sponsorship and an estimated $25,000 more with in-kind support.
Environmental / amenity issues
Council engaged waste management company ‘Closed Loop’ to ensure the event site was clean and tidy both during and after the event with regular cleaning of the public toilet facilities.
Social / community issues
Council received a couple of complaints on social media platforms from dog owners disappointed that they could not bring their dogs to the Festival. A ban on dogs attending the Festival has been in place since 2001 following letters of concern from the general public and a menacing dog fight within the Festival precinct.
Whilst dogs featured negatively, engagement on Council’s social media platforms was extremely positive with glowing feedback on Facebook, Twitter and Instagram. I have provided a few examples of some of the feedback received.
“Just want to say that we had a really great day at the Festival - yes the Weather Gods were kind - but also the amount of planning and focus on being a community festival was self-evident and certainly you and your team all deserve a big round of applause and maybe a holiday!”
Carolyn - Candlebark Community Nursery Inc. (Email)
“I just wanted to send through an email, firstly, to say thank you again for assisting in the success of the Maroondah Festival and our involvement. We thoroughly enjoyed the day and gained great exposure for Costco within the community. I even made an impromptu appearance on stage during a break, spreading the word of Costco”
Sherri Morgan - Membership & Marketing Manager Costco Ringwood (Email)
“I have been coming to the Festival ever since it started and now I bring my granddaughters, they love it. They have been having such a good time. Thank you so much Maroondah City Council”
Silvana Ong – Resident (Facebook)
“It was my first Maroondah Festival and certainly not my last. So many different stalls. We came home with many treats. I was also very impressed with all the police walking about, security and St Johns..... felt very safe. Congratulations on a might successful day”
Ivana Lee – Resident (Facebook)
Community consultation
Council is looking to undertake an external consultation process during the 2017 Maroondah Festival to obtain customer feedback and suggestions and demographic data to ensure the Festival continues to evolve and meet the community’s wants and desires.
Conclusion
The Maroondah Festival continues to grow in popularity and is widely regarded as one of the biggest community festivals in the eastern region.
Not Applicable
CONFIDENTIALITY
Not Applicable
That Council Recieves and notes the report on the 2016 marOondah festival |
DIRECTOR Planning & Community – Phil Turner |
|
|
|
Council Plan 2013-2017 (Year 4: 2016/17) Progress Report - As at 30 September 2016 |
Item 1 |
To provide an update on the progress of priority actions identified in the Council Plan 2013-2017 (Year 4: 2016/17)
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) provide the strategic framework that underpins the purpose of this report.
Outcome Area: A well governed and empowered community
Our Vision: In 2040, Maroondah will be an empowered community that is actively engaged in Council decision making through processes that consider the needs and aspirations of all ages and population groups. Council will provide strong and responsive leadership, ensuring transparency, while working with the community to advocate for and ‘champion’ local needs.
Key Directions 2013 – 2017:
8.1 Provide enhanced governance that is transparent, accessible, inclusive and accountable
8.2 Ensure responsible and sustainable management of Maroondah’s resources, assets, infrastructure and natural environment
8.4 Foster a culture of innovation, cooperation, commitment, communication and continuous improvement that positions Maroondah City Council as a leader in local government
Priority Action 2016-2017:
Not applicable
Background
The Council Plan 2013-2017 is Maroondah City Council’s key medium-term strategic document that sets key directions and priority actions to work towards the long-term community vision outlined in Maroondah 2040: Our future together.
The Council Plan plays a vital role in shaping Maroondah’s future over a four year period. It identifies both challenges and opportunities for our community at local and regional level within the context of the community’s long term community vision, Maroondah 2040: Our future together. It also forms the basis for Council to make decisions regarding resources and priorities in response to community needs and aspirations.
The Council Plan is implemented through a service delivery planning process, and outcomes are measured and reported regularly. Achievements are reported back to Council and the community through the Maroondah City Council Annual Report at the end of each financial year.
Issue / discussion
Each year, Council presents to the community an updated set of key directions and priority actions for implementing the four-year Council Plan. This helps to ensure that the Plan continues to be aligned with Maroondah 2040: Our future together, the community’s long-term vision, and is responsive to community needs and expectations. The review also helps to ensure that all Council planning, strategies, policies and processes take their lead from the key directions outlined within the Plan.
The Council Plan is divided into eight future outcome areas, each with a set of four-year key directions (strategies), annual priority actions, strategic indicators and supporting strategies and plans. The priority actions identified work towards the achievement of the key directions, and ultimately toward the outcomes and vision outlined in Maroondah 2040: Our Future Together.
The attached report identifies the progress made by Council this financial year in working towards the delivery of the Council Plan 2013-2017 (Year 4: 2016/17) Priority Actions.
As at 30 September 2016, all of the 24 Council Plan Priority Actions for 2016/17 were underway/ongoing and on track.
Financial / economic issues
Not applicable
Environmental / amenity issues
Not applicable
Social / community issues
Not applicable
Community consultation
Not applicable
Conclusion
The attached report identifies that Council has already made excellent progress in working towards the delivery of Council Plan priority actions for 2016/17.
1.⇩ |
Council Plan 2013-2017 (Year 4: 2016/17) Priority Actions Progress Report - As at 30 September 2016 |
CONFIDENTIALITY
Not Applicable
That COUNCIL NOTES THE PROGRESS MADE TOWARDS THE DELIVERY OF COUNCIL PLAN 2016/17 PRIORITY ACTIONS AS AT 30 SEPTEMBER 2016 |
ATTACHMENT No: 1 - Council Plan 2013-2017 (Year 4: 2016/17) Priority Actions Progress Report - As at 30 September 2016 |
|
Item 1 |
|
|
Petition - Croydon Main Street Shopping Centre - Car Park |
Item 2 |
The purpose of this report is for Council to receive the petition, containing 1,100 signatures, signed by residents and members of the Croydon Main Street Traders Association requesting Council and the State Government alleviate the car parking situation within the Croydon Town Centre and the Croydon Railway Station and Bus interchange through the construction of a multi-level new car park.
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 the year 2040, Maroondah will be 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:
5.1 Ensure public buildings are accessible to people of all ages and abilities and promote high levels of accessibility in commercial premises.
5.2 Work in partnership to provide improved accessibility and safety for transport users across all modes.
5.6 Advocate for and encourage the use of sustainable transport by enhancing local access to public transport, supporting behaviour change initiatives and enhancing the pedestrian and cycling network including the provision of on-road bicycle lanes.
5.8 Work in partnership to ensure sustainable transport options and public transport connections are considered in the design of new developments and public spaces.
5.12 Works in partnership with business, schools, and community groups to promote informed transport choices.
Background
Council received a petition on 26 October 2016 from the Croydon Main Street Traders Association. The petition, with an enclosed letter signed by the Croydon Traders Association President, Andrew King, contains 1,100 signatures, signed by residents and members of the Croydon Traders Association.
The prayer of the petition is as follows:
“On behalf of the Croydon Main Street Traders Association, the shopping public of the Croydon shopping precinct and the Metro Trains commuters. We partition(sic) the Maroondah City Council and the Victorian State Government to alleviate the difficult car-parking situation near the Croydon rail / bus station and shopping centre by building a multi-level car park. Yours sincerely, the undersigned.”
The Croydon Activity Centre is the activity hub within Croydon incorporating three commercial precincts (being Main Street, Croydon Market and Arndale), a community and civic area to the south, surrounding residential and light industrial areas and the Croydon railway and bus interchange. Figure 1 below shows the extent of the Croydon Activity Centre.
In 2011, there were 6,571 car parking spaces available in the activity centre approximately compromising 2,288 on-street car parking spaces and 4,283 off-street car parking spaces (both private and public).
Issue / discussion
As noted above, the Main Street precinct, which incorporates the Croydon railway station and bus interchange, experiences high parking demands with commuters occupying the majority of the available all-day parking from early in the morning.
There is no doubt that the carparking in and around the Croydon Activity Centre is facing significant pressure particularly from commuters using the public transport interchange.
Whilst there may be some options to relieve the pressure in the short term, it is important that longer term options are investigated in conjunction with the State Government. There may be opportunities to review the parking as part of any redevelopment of the Croydon Railway Station.
An investigation of options will be reviewed and be reported back to Council at a future Council meeting.
Financial / economic issues
It is estimated that the construction of a multi-level car park would cost approximately $80,000 per parking space.
Environmental / amenity issues
Not Applicable
Social / community issues
Not Applicable
Community consultation
If the railway station car parks are redeveloped, the nearby traders and the wider community will have an opportunity to comment on the proposal through the Planning Permit process.
Conclusion
It is recommended that Council receives and notes the petition containing 1,100 signatures, signed by residents and members of the Croydon Main Street Traders Association requesting Council and the State Government alleviate the car parking situation within the Croydon Town Centre and the Croydon Railway Station and Bus interchange through the construction of a multi-level new car park.
It is proposed that a detailed investigation into the prayer of the petition be completed and a further report detailing the findings will be presented to Council at a future meeting.
Not Applicable
CONFIDENTIALITY
Not Applicable
That Council 1. Receives and notes the petition containing 1,100 signatures signed by residents and members of the Croydon Main Street Traders Association requesting Council and the State Government alleviate the car parking situation within the Croydon Town Centre and the Croydon Railway Station and Bus interchange through the construction of a multi-level new car park 2. officers prepare a report on the matters raised in the petition for consideration at a future meeting of council 3. AdviseS the lead petitioner accordingly |
DOCUMENTS FOR SEALING |
Volunteer Years of Service Recognition |
ITEM 1 |
Background
On the occasion of the Annual Volunteer Recognition Civic Reception to be held on Thursday 8 December 2016, Council has much pleasure in recognising the valuable contribution to the community of our Volunteer helpers within Council.
It is thanks to volunteers such as these that Maroondah is able to offer enjoyment to the Maroondah community. Maroondah City Council relies on its willing volunteers to support its many services, and values their contribution greatly.
Council extends to you its appreciation to our dedicated service of Maroondah volunteers in the past. Council and its citizens are indeed fortunate to have such caring volunteers working in this municipality. The names of the volunteers to be presented with Letters Under Seal are listed in the recommendation to this report.
The Chief Executive Officer and the Mayor will host the civic reception on Thursday 8 December 2016 at Karralyka, at which the Letters Under Seal will be presented.
Not Applicable
CONFIDENTIALITY
Not Applicable
That council signs and seals the volunteer years of service award letters in recognition of:
|
LATE ITEM DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh |
|
|
|
The Mall, Croydon South - Additional Parking |
Item 1 |
The purpose of this report is to provide an update on Council Officers monitoring of the parking levels at the Eastfield Shopping Centre and discuss whether additional parking is warranted, as per the recommendations of the Council report dated 15 February 2016.
Strategic / policy issues
The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2013-2017 (Year 4: 2016-2017) 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
The Eastfield Shopping Centre is located on the corner of Eastfield Road and Bayswater Road in Croydon South, which includes an internal road, The Mall, separating the shopping strip from the main car park.
· |
· Figure 1: Melways - Eastfield Shopping Centre |
There are approximately 22 businesses located within the centre which share the publicly available parking resources in close proximity. The businesses, similar to other strip shopping centres, have limited parking internally and as a result rely heavily on public parking.
Council received a petition on 11 November 2015 containing 17 signatures from businesses within the Eastfield Shopping Centre, requesting the construction of a car park on the vacant land to the south of The Mall to provide additional car parking. Subsequently a parking assessment was conducted in December 2015 where it was found that parking demand at the centre did not reach capacity. A report was generated for consideration at the Council Meeting held 14 December 2015 detailing the outcome of the investigation.
The following recommendations were adopted by Council at the 14 December 2015 Council Meeting:
THAT COUNCIL
1. RECEIVES AND NOTES THE REPORT ON THE CURRENT PARKING DEMAND AND CAPACITY OF THE EASTFIELD MALL, CROYDON SOUTH SHOPPING PRECINCT
2. DOES NOT SUPPORT THE PETITIONERS’ REQUEST FOR THE CONSTRUTION OF ADDITIONAL CAR PARKING SPACES (EXCLUDING DISABLED PARKING SPACES) AT THE EASTFIELD MALL SHOPPING CENTRE
3. REFERS THE CONSTRUCTION OF ADDITIONAL DISABLED PARKING SPACES AT THE EASTFIELD MALL SHOPPING CENTRE TO THE CAPITAL WORKS DDA PROGRAM
4. DIRECTS ENGINEERING STAFF TO CONTINUE TO MONITOR PARKING LEVELS WITHIN THE PARKING AREAS OF THE EASTFIELD MALL SHOPPING CENTRE
5. ADVISE THE LEAD PETITIONER ACCORDINGLY
Following the adoption of Council’s recommendations at the 14 December 2015 Council Meeting, further concerns were expressed from the traders that the parking assessment was conducted during the centre’s low season, and as such did not show a true reflection of the parking demand generated by the shopping centre.
Noting the above concerns and Council’s recommendation to continue to monitor the parking levels at the shopping centre, a further independent parking study was conducted on Thursday 2 June 2016 (8am – 7pm) and Saturday 4 June 2016 (8am – 3pm) to ascertain the parking demand and duration of stay associated with the shopping precinct.
The parking study was conducted on the 4 main car parking areas (as shown in Figure 2) in proximity to the shopping centre, which provide a total 102 car parking spaces. These are broken down as follows:
· A) The Mall off-street car park (North Half) – 45 car spaces
· B) The Mall off-street car park (South Half) – 37 car spaces (including 2 disabled parking bays)
· C) The Mall on-street parking (adjacent businesses) – 16 car spaces
· D) The Mall on-street parking (adjacent Scout Hall) – 4 car spaces
· |
· Figure 2: Eastfield Shopping Centre – Parking Areas |
The results of the parking study determined that during a typical weekday and Saturday the total parking area reached maximum occupancy (100%) during the peak lunch time trade (between 11am – 1pm). It should be noted that this maximum occurs for a two-hour period during the peak lunch time trading hours only, and parking capacity is lower (avg. 78% full) at other periods of the day, where on average 22 car parking spaces are available.
· |
· Graph 1 : Total Study Area Occupancy Profile - Thursday |
· |
· Graph 2 : Total Study Area Occupancy Profile - Saturday |
· · |
· Figure 3 : Total Study Area Occupancy Profile – Thursday and Saturday |
Included in the parking study was a duration of stay assessment on the 4 main car parking areas to ascertain the level of turnover associated with the shopping centre. It is noted that at present, there are no formal parking restrictions within the centre and as such, vehicles are permitted to park in an unrestricted arrangement.
The duration of stay assessment determined that there was generally a high frequency of parking turnover with the majority of vehicles (87%) parking for a duration of less than 2 hours. It was however noted that approximately 1/3 of the car park (35 spaces) was occupied by vehicles parking for 6 hours or more. Noting the minimal requirement for long term visitor parking based on the businesses at the centre, it is assumed that the majority of those parking longer than 6 hours are likely to be staff members.
· |
· Graph 3 : Total Study Area Duration of Stay Profile – Thursday |
Based on the data collected (both occupancy and duration of stay) and Council’s Engineers own on-site observations, it was considered that the centre could benefit from the construction of additional parking and the introduction of parking restrictions to ensure an appropriate parking turnover.
Subsequently, on 22 July 2016, Council issued a survey letter to both traders and property owners, seeking support for the construction of additional parking on the vacant land to the south of The Mall and the introduction of parking restrictions within the car parking areas.
Property Owners Survey
Property owners were surveyed on the proposal to construct an additional car park and they were given two car parking options for consideration as part of the survey:
· Option 1 - a 36 space fully constructed car park (concrete kerb and asphalt surface), funded via a special charge scheme whereby property owners would pay for 75% of the cost for the car park construction, and Council would fund the remaining 25%.
· Option 2 - a 14 space car park constructed to a lower temporary standard (no formal kerb with a crushed rock pavement), fully funded by Council.
It is estimated that the costs associated with the construction of the fully constructed 36 space car park would be in the order of $280,000, whereby property owners would pay $210,000 and Council would contribute the remaining $70,000.
The 14 space crushed rock car park is expected to cost $70,000 (fully funded by Council), which is equivalent to the 25% contribution Council would provide to construct the 36 space car park.
As property owners wouldn’t be impacted by the introduction of parking restrictions to the car park, as this would impact the traders only, they were not specifically asked to comment on its introduction (however they were advised of Council’s proposal to introduce restrictions).
· |
· Figure 4: Eastfield Shopping Centre – 14 space car park concept |
A total of 15 responses were received, representing 63% of all the properties surveyed. A breakdown of the responses received is shown in the table below.
|
No. Properties Supportive |
Percentage of Responses Received (15) |
Percentage of Total Owners Surveyed (24) |
Option 1 (36 space car park) |
1 |
7% |
4% |
Option 2 (14 space car park) |
12 |
80% |
50% |
Car Park Opposed |
2 |
13% |
8% |
* Of the fifteen (15) responses received, 7% supported the implementation of a special charge scheme for the 36 space car park, equating to 4% of the total property owners surveyed.
* Of the fifteen (15) responses received, 80% supported the Council funded 14 space car park, equating to 50% of the total property owners surveyed.
* Of the fifteen (15) responses received, 13% opposed the construction of any car park, equating to 8% of the total property owners surveyed.
While the majority of responders were supportive of the Council funded 14 space car park, it was noted that with consideration to the total property owners surveyed there was only 50% support obtained for the car parks construction.
Traders Survey
As a special charge scheme for the construction of the 36 space car park would apply to property owners only and not the traders, the traders were not specifically asked to comment on the proposal (however they were advised of Council’s consideration of a larger 36 space car park co-funded between Council and the property owners).
On this basis the traders were surveyed only on the proposal to construct the 14 space crushed rock car park (fully funded by Council), and the introduction of parking restrictions within the car parking areas.
The proposed introduction of parking restrictions included a 2-hour parking limit applied to 51 parking spaces within car park A & B and a mix of short term 15-minute and 1-hour parking limits applied to the parallel parking spaces adjacent the shops. The remaining 31 car parking spaces would remain unrestricted to cater for the all-day parking demand (as determined by the duration of stay assessment). The extent of the parking restriction proposal is shown in Figure 5 below.
· |
· Figure 5: Eastfield Shopping Centre – Proposed car parking restrictions |
A total of 11 responses were received, representing 50% of all the traders surveyed. A breakdown of the responses received is shown in the table below.
|
No. Traders Supportive |
Percentage of Responses Received (11) |
Percentage of Total Traders Surveyed (22) |
14 space car park |
11 |
100% |
50% |
Parking restrictions |
6 |
55% |
27% |
* Of the eleven (11) responses received, 55% supported and 45% opposed the installation of the parking restrictions.
* Of the eleven (11) responses received, 100% supported the Council funded 14 space car park, equating to 50% of the total traders surveyed.
While the introduction of 2-hour parking restrictions within the central car parking area was split between support and opposition for its implementation, it was noted that the majority of the traders were supportive of the short term 15-minute and 1-hour parking restrictions within the on-street parallel parking space adjacent the shops.
Furthermore, as similar to the property owner survey, while the survey responders were fully supportive of the Council funded 14 space car park, it was noted that with consideration to the total traders surveyed, there was only 50% support obtained for the car parks construction.
Survey Results Outcome
With consideration to the unexpected low level of response obtained from the traders and property owners (50% and 63% respectively) for the car park construction, it was not considered appropriate to proceed with any car park construction at that time, however Council’s Engineers continued to monitor car parking at the centre. Councillors were briefed on the survey results at the Assembly of Council held on Monday 5 September 2016 and raised no objections. It was determined that the 15-minute and 1-hour parking restrictions would be installed as per the plan in Figure 5 above, however the central car park would remain unrestricted.
A survey results letter, dated 4 November 2016, was sent to both the traders and property owners within The Mall shopping centre detailing the results of the survey and given the low response the car park construction would not proceed at that time.
Issue / discussion
Since early November, Council has received feedback from the traders of The Mall concerned with the outcome of the survey and the decision to not proceed with any car park construction. Council’s Engineers have been made aware that several traders did not fully comprehend the survey objective and assumed that the construction of the 14 space crushed rock car park would proceed regardless of the response rate. The trader representatives have advised that there is overwhelming support for the 14 space crushed rock car park and can provide this support to Council if required.
Acknowledging the concerns raised by the traders and the survey data that reveals the car park reaches capacity for an hour period at midday, Council’s Engineers consider that the construction of the 14 space car park on the vacant land to the south of The Mall would benefit the centre in terms of meeting peak parking demand.
Financial / economic issues
The proposed 14 space crushed rock car park would be fully funded by Council and as such, would need to be referred to Council’s Capital Works program for funding allocation.
Environmental / amenity issues
If extra car parking was constructed there would a loss in open space and minor vegetation removal.
Social / community issues
Providing and maintaining an appropriate level of available parking within all areas of Maroondah forms part of the 2040 Vision, where Maroondah is an accessible community for all ages and abilities.
Community consultation
As discussed above, Council previously undertook a survey of both the traders and property owners to seek support for the construction of an additional car park. It is noted that there is trader and property owner support for the construction of the Council funded 14 space crushed rock car park.
Conclusion
Based on the information provided in this report, it is the offices recommendation that the construction of the 14 space crushed rock car park is added to Council’s Capital Works program for future funding allocation. It is anticipated the works will commence in early 2017.
Not Applicable
CONFIDENTIALITY
Not Applicable
That COUNCIL 1. receives and notes the data and engineering report on the current parking status of the eastfield mall, croydon south shopping precinct 2. Advises Council Officers to add the construction of the 14 space crushed rock car park on the vacant land to the south of the mall to council’s Capital works program for future funding allocation 3. Advises the Traders and Property Owners of the mall Accordingly |