2014 Maroondah Logo RGB.jpg

 

 

 

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

 

SKozlows.jpg

 

Steve Kozlowski

CHIEF EXECUTIVE OFFICER

 

 

Logo2

Council Chamber
is fitted with a Hearing Aid Induction Loop

 

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

Email

Web

 

Service Centres

Translating and Interpreting Service (TIS): 131 450

National Relay Service (NRS): 133 677

(03) 9298 4345

maroondah@maroondah.vic.gov.au

www.maroondah.vic.gov.au

 

Croydon: Civic Square

Ringwood: Realm 179 Maroondah Highway Ringwood

 


 

 

 

 


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

 

Purpose

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

Social / community issues

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.

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL RECEIVES AND NOTES THE REPORTS AS PRESENTED BY

COUNCILLORS

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Reports of Assembly of Councillors

Item 2

 

Purpose

To present the ‘Public Record’ of those Assembly of Councillors briefings which are attended by all Councillors and generally held on Monday evenings at the City Offices Ringwood, usually two weeks prior to the formal Council Meeting, and to note the issues discussed.

Strategic / policy issues

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


 

 

Attachments

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

 

RECOMMENDATION

 

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

 

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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

 

 

 

 2014 Maroondah Logo RGB.jpg

 

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

 

 

 

 2014 Maroondah Logo RGB.jpg

 

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

 

 

 

 2014 Maroondah Logo RGB.jpg

 

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

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Councillor Representation Reports

Item 3

 

Purpose

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.

 

 

Attachments

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

 

RECOMMENDATION

 

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

 


ATTACHMENT No: 1 - Metropolitian Local Government Waste Forum Minutes 29 September 2016

 

Item  3

 

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ATTACHMENT No: 2 - Maroondah Disability Advisory Committee Minutes 15 September 2016

 

Item  3

 

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ATTACHMENT No: 3 - Maroondah Partners In Community Wellbeing Committee (MPIC) 29 August 2016

 

Item  3

 

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ATTACHMENT No: 4 - Maroondah Environment Advisory Committee Minutes 9 August 2016

 

Item  3

 

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ATTACHMENT No: 5 - Maroondah Community Safety Committee 9 August 2016

 

Item  3

 

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DIRECTOR Corporate Services Marianne Di Giallonardo

 

Financial Report: Three Months Ending 30 September 2016

Item 4

 

Purpose

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.

 

 

Attachments

1.

21 November 2016 - Council Meeting Report - Financial Report Appendix 3 months 30 September 2016

 

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

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DIRECTOR Corporate Services Marianne Di Giallonardo

 

Eastern Regional Libraries Corporation July - October 2016 report on the provision of library services

Item 5

 

Purpose

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 

1703 

4806 

1,570 

1,428 

1600 

5089 

1,659 

1,237 

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.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

Purpose

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

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

Purpose

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.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

Purpose

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. 

 

 

Attachments

1.

DRAFT Lease Particulars & Annexures for Australian Red Cross - East Ringwood Community Hall

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

Particulars

 

Item 1.

Council:

(Clause 1)

Maroondah City Council of Braeside Avenue, Ringwood 3134

 

Item 2.

Tenant:

(Clause 1)

 

Australian Red Cross Society

Victorian Division

171 City Road

SOUTH MELBOURNE VIC 3205

Item 3.

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

Item 4.

Premises:

(Clause 1)

That part of the Land shown shaded in green on the plan in Annexure B

Item 5.

Commencement Date:

(Clause 1)

1 July 2016           

Item 6.

Term:

(Clause 1)

2 years

Item 7.

Further Term(s):

(Clause 1 & 3.2)

1 further term(s) of 2 years

Item 8.

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

Item 9.

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.

Item 10.

Rent During Further Term:

(Clause 1 and 5)

Year 3: $267 incl GST

Year 4: $282 incl GST

 

Item 11.

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

 

Item 12.

Community Use:

(Clause 1 & 14.1)

 

For the carrying on of activities normally associated with the activities of the Australian

Red Cross.

Item 13.

Hours of Use

(Clause 14.4)

Not Applicable

Item 14.

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

 

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

The Tenant must only use the Premises during the Hours of Use set out in Item 13;

must pay to Council within 14 days of demand the sum of $[Insert] for every hour (or part of an hour) that the Tenant uses the Premises outside of the Hours of Use; and may use the Premises outside the Hours of Use if the Tenant complies with all laws and first obtains:

(a) the written consent29 of the Council; and

(b) any permits and consents required for such use at the Tenant's cost and provides copies of any such permits or consents to the Council upon request; and

(c) pays any additional costs incurred by Council in allowing the Premises to be used outside of the Hours of Use

Hours of Use - Deleted

18.7

Waste Services

Council will provide, without charge to the Tenant, two (2) two hundred and forty (240) litre waste bins and two (2) two hundred and forty (240) litre recyclables bins for the use of the Tenant in accordance with Council’s waste collection practices current at the time. Any additional waste collection services that Council agrees to provide will be provided at the Tenant’s cost

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

 

Annexure B

Plan of Premises

 

MAP East Ringwood Red Cross

 


DIRECTOR Operations, Infrastructure & Leisure Trevor Welsh

 

Capital Works Report 1 July to 31 October 2016

Item 2

 

Purpose

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.

 

 

 

Attachments

1.

Projects Carried Forward Summary 2015/2016

2.

Project Status 1 July to 31 October 2016

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

 


ATTACHMENT No: 1 - Projects Carried Forward Summary 2015/2016

 

Item  2

 

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ATTACHMENT No: 2 - Project Status 1 July to 31 October 2016

 

Item  2

 

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DIRECTOR Operations, Infrastructure & Leisure Trevor Welsh

 

2016 Maroondah Festival

Item 3

 

Purpose

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.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

Purpose

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.

 

 

Attachments

1.

Council Plan 2013-2017 (Year 4: 2016/17) Priority Actions Progress Report - As at 30 September 2016

 

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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

 

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DIRECTOR Planning & Community Phil Turner

 

Petition - Croydon Main Street Shopping Centre - Car Park

Item 2

 

Purpose

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.

 

figure 1 Study Area

 

 

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.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

That council signs and seals the volunteer years of service award letters in recognition of:

30 years of service given by:

Adrian Baber

Margaret baber

25 years of service given by:

astrida roper

keith roper

20 years of service given by:

leslie allen

ian graham

beverley hickin

keith hickin

charles hogarth

heidi moon

andrew powell

 

15 years of service given by:

laurence allen

margaret allen

Peter Allen

john kelly

robert murray

carolyn smith

alan strachan

john walker

10 years of service given by:

barry beachley

barbara keenan

barbara maillard

paul mcconnell

charlie miller

trevor street

peter tredrea

 


LATE ITEM

DIRECTOR Operations, Infrastructure & Leisure Trevor Welsh

 

The Mall, Croydon South - Additional Parking

Item 1

 

Purpose

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

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·         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.

 

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·         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).

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·          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.


 

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·          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.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

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