Agenda of Ordinary Council Meeting

ACTING DIRECTOR Corporate Services – DALE MUIR

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 20 February 2017, 6 March 2017, 18 & 19 March 2017 is 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.⇩	2017 February 20 - Assembly of Councillors Public Record
2.⇩	2017 March 06 - Assembly of Councillors Public Record
3.⇩	2017 March 18 & 19 - 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 20 February 2017, 6 March 2017, 18 & 19 MARCH 2017

ATTACHMENT No: 2 - 2017 March 06 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Monday 6 March 2017	Time: 6:00pm	Location: Meeting Room 4, Braeside Avenue, Ringwood

Attendees:

Councillors
Cr Tony Dib, JP (left 8.40pm)	Cr Michael Macdonald	Cr Kylie Spears
Cr Marijke Graham	Cr Paul Macdonald	Cr Rob Steane
Cr Nora Lamont		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
Dale Muir	Manager Revenue, Property & Customer Service Items 3 & 4
Adam Todorov	Manager Assets Item 5
Tim Cocks	Manager Leisure Item 5
Steve McIntosh	Team Leader Facilities Item 5
Wendy King	Manager Community Services Item 6
Debra Styles	Program Manager Aged & Disability Services Item 6
Andrew Taylor	Manager Engineering & Building Services Item 7
Sherryn Dunshea	Manager Communications & Marketing Item 9
Stephen Onans	Team Leader Governance
Others:
Peter Watkinson, Director PB Watkinson Consulting Item 1
Craig Jensz, Managing Director Item`1
David Plunkett, Chief Executive, Eastern Health Item 2 Zoltan Kokai, Executive Director, Technology and Capital Projects Eastern Health Item 2
Siva Sivathasan, Manager, South East Metropolitan Projects, Department of Health and Human Services Item 2
Apologies:
Councillors:	Cr Samantha Marks (leave of absence)
Council Officers:	Nil

Conflict of Interest Disclosure:
Councillors:	Cr Kylie Spears – Item 5: HE Parker Multi Sports Complex Update Reason: Cr Spears is President of Melbourne East Netball Association; primary intended tenant of the stadium.
Council Officers:	Nil

Items Discussed: ## Confidential

1	Braeside Avenue Crown Land Swap Proposal
2	Eastern Health Presentation regarding Maroondah Hospital Masterplan
3	Property Matter - Wilana Street, Ringwood
4	Notice of Intention to Cause a General Valuation
5	HE Parker Multi Sports Complex Update
6	Community Services Update
7	Footpath Construction Program Implementation Plan
8	Draft Council Plan Priority Actions 2017-2021
9	Draft Councillor Expenses and Entitlements Policy 2017
10	Community Assistance Fund

Record completed by:

Council Officer	Stephen Onans
Title	Team Leader Governance

ACTING DIRECTOR Corporate Services – DALE MUIR

Eastern Regional Libraries Corporation November 2016 - January 2017 Report on the Provision of Library Services	Item 4

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 - 29,279, and Croydon No 3 - 24,092.

	16/17	15/16
Croydon	24,092	22,460
Realm	29,279	26,467
Total	53,371	48,927

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
November	39,610	27,210	66,820	66,448
December	28,947	20,800	49,747	56,059
January	39,989	23,237	63,226	63,630
Total	277,027	184,639	461,666	330,942

Loans YTD: Croydon is ranked No 1 - 315,990 and Realm No 3 – 217,817.

	16/17	15/16
Realm	217,817	204,357
Croydon	315,990	319,823
Total	533,807	524,180

Public Enquiries: Croydon is ranked No 2 – 20,187 and Realm No 3 – 18,136.

	Realm	Croydon	16/17	15/16
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
November	2,467	2,836	5,303	5,042
December	2,235	2,415	4,650	4,605
January	2,592	2,944	5,536	6,198
Total	18,136	20,187	38,323	33,492

Public PCs Sessions: Realm is ranked No 1 — 21,750 and Croydon No 3 — 16,210.

	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
November	2,968	147	1,865	359	5,339	4,096
December	2,685	167	1,605	257	4,714	4,265
January	3,122	252	1,676	281	5,331	5,032
Total	20,517	1,233	13,459	2,751	37,960	31,665

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
July	1,703	4,806	1,570	1,428
August	1,497	5,372	1,659	1,237
September	1,703	4,806	1,482	1,333
October	1,502	6,860	2,025	564
November	1,006	4,180	1,599	2,950
December	831	3,054	1,659	2,579
January	995	3,543	1,273	3,550
Total	9,237	32,621	11,267	13,641

Adult Programs Attendances YTD: Realm is ranked No 2 - 1,759 and Croydon at No 3 - 1,038.

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 — 7,314 and Croydon at No. 2 — 7,274

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 2,700 adults and 8,600 children (accompanied by 5,900 adults) have attended various activities to date this year. Just some of these programs and events include:

Children's and Youth Programs & Events

Storytimes

Storytime is popular at Realm and Croydon Library. 8,600 children (accompanied by 5,900 adults) have attended various activities to date this year.

Weekly Storytimes sessions are as follows:

		Croydon*	Realm**
Tinytots	0 – 12 months	1	1
Toddlers**	1 – 3 years	1	1
Preschoolers	3 – 5 years	1	1
Family	1 - 5 years		1
Family Saturday	1 - 5 years	1	1

* Croydon’s Toddler’s storytime is also presented through Auslan once a month.

** Storytimes are so popular at Realm that a booking system has had to be introduced.

International Games Day

Once again International Games Day at Croydon Library was a big hit with those eager to try out new games! Nintendo again provided games consuls which proved to very popular. Board games were a big hit as were the large games of chess and snakes and ladders. A terrific event that is not only looked forward to every year, but continues to grow in popularity.

1000 Books before School

ERLC is a partner in this initiative of the State Library. Every book that a child completes, or actively listens to, counts – this includes stories read at Storytime sessions, daycare, playgroup, kindergarten, as well as the same book over and over again.

The program finishes once the child reaches 1000 books, or starts school.

Adult Programs & Events

Bookchats

Croydon and Realm host two and one ‘chats’ respectively every month.

Bookclub Program

ERLC’s Bookclub program provides sets of 10 books for Bookclubs to borrow. Both Croydon and Realm have 37 Bookclubs respectively.

Currently ERLC has over 400 Bookclub sets. 50-70 new sets are added to the collection each year. Titles include classic and contemporary fiction, memoirs, biographies and general non-fiction. We welcome suggestions for titles from the Bookclubs as well as ERLC staff members.

The Bookclub fee for 2017 is $350 per Bookclub. This entitles the group to receive a Bookclub set, delivered to the branch of their choice, each month with a loan period of six weeks.

Genie Exchanges

Sessions were held at Croydon to provide opportunities to meet fellow genealogists in the local area. Research stories were swapped, genealogists helped each other and in turn were helped with their own research.

Retirement Planning for the over 50s ~ Croydon

A session was held on the various options available as the first step towards living a lifestyle of choice and independence upon retirement. Valuable insights included: how and when you can access your super; how to minimise your tax; the different types of pension available; how to ensure your family will be financially secure after you are gone; how to boost your retirement savings by restructuring your finances.

Celebrate Seniors Week

A session was held on exploring different genres and speculative fiction titles - from the International Booker prize short list to great bestselling translated works. Participants heard about the Green Carnation Prize that introduced some LGBT titles to enthrall and open eyes. Great podcasts, booktube favourites and some great comfort reads were also recommended.

It Began with the Watermelon

Author Julia Drury-Catton chatted about the renovation of her house in Greece and how her book "It began with the Watermelon" resulted from the experience.

Dementia Resource Library

The Brotherhood of St Laurence Dementia Resource Library has relocated to Realm from 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.

For a small fee residential aged care centres and individuals will have access to the resources.

Maroondah Festival

Paul Jamieson got the library jumping with another of his fantastic concerts at Croydon. Just over 100 children, parents and grandparents danced and sang along to Paul's toe tapping music.

iPads were set up to show some of the library's great resources such as e book collections, Story Box, some of the free good quality children's apps. Lots of Fun!

Eastern Health Family Fun Day

ERLC together with Monash Library Service conducted storytimes at the Eastern Health Family Day in Ringwood East in November. This was the second year that the two library services participated in this enjoyable family day, focusing on mental health.

One Million Stars

One Million Stars to End Violence is a peaceful global weaving project that engages communities in a conversation about ending all forms of violence.

On the first Thursday of each month, an external partner would host a meeting of like-minded craft enthusiasts in Realm and instruct them in a new and beautiful project.

Examples include Brazilian embroidery, star weaving, 3D crochet, and participating in the ‘One Million Stars’ project.

Literacy

Free2B Literacy Network

ERLC together with Mountain District Learning Centre and Outer Eastern Literacy developed the Free2B Network to focus on issues around Adult Literacy in the outer east.

Several programs were developed including the distribution of the Free2B bag, containing a DVD and information about how to find some help with literacy.

ERLC has established a Literacy Team to provide not only help with literacy and numeracy but also help with Digital Literacy.

ERLC’s Digital Literacy Officer presented information on the ERLC Literacy Strategy and on some of our literacy programs at the State Library Forum on Adult Literacy. ERLC is one of the Case Study libraries in the State Library publication, Reading and Literacy for All.

Digital Literacy

In 2016 our Digital Literacy Officer hosted over 120 events (46 in Maroondah) with content for every single demographic. Sessions took place throughout our region at branches, community houses, schools and retirement villages. Session included Cybersafety / eBay / PayPal.

Sessions are regularly fully booked and are considered by many to be a lifeline in an age of constant technological change.

STEM / STEAM

Recognising the importance of ‘digital literacy’ to our communities in the ‘new age of STEAM’ ERLC is introducing three new programs: Code Robots at Libraries is designed to introduce kids aged between 7 and 13 to programming; Let’s Code - Do Not Push invites kids aged 10 - 14 to code using a computer and an Arduino device; and Beginners Coding introduces attendees to the basics of programming, helps them choose their language, then details the resources they'll need to get started. A second session is based on PHP and will have attendees write their first program, with help from our Digital Literacy Officer. All these programs will be run at Croydon and Realm over the coming six months.

Information Technology

PCs, Network & the Cloud

In the last quarter of 2016 ERLC implemented an equipment renewal that updated computers, network equipment and server hosting.

All public and staff computers in Croydon and Realm were replaced with “all in one” DELL computers that have an integrated screen. This has helped provide a tidier environment for the public computers. The “KIDS” computers are touch screen which allows children to interact without needing a mouse or keyboard.

The network equipment was also refreshed with Cisco switches and WatchGuard firewalls. The management of these has been outsourced. This will help reduce the IT support workload.

In October ERLC email was migrated from a Kerio mail server to Office 365. This has meant a mail server has been decommissioned. It has also meant that staff working at library branches can store documents in the cloud. This has allowed the decommissioning of branch file servers.

ERLC virtual servers were all migrated to a ‘cloud’ hosting environment. The hosting, and backup, are in Data Centres in Australia. There is a third back up in the Scoresby head office.

This has allowed the decommissioning of 3 physical servers, network storage, network switches and a reduction in UPS size. The “server” room at head office has downsized from 2 cabinets to 1. The remaining cabinet is mostly network equipment.

ERLC Website Project

The library team is on the home stretch regarding ERLC’s vibrant new website. The team has worked closely with a consultant to produce a website that is accessible, responsive and packed with the content our community needs. The project will be based on the WordPress platform.

eSmart Libraries

eSmart Libraries helps public libraries better integrate cyber safety and wellbeing practices and promote the safe use of online technology in their communities.

eSmart, an initiative of the Alannah & Madeline Foundation, uses a cultural change approach to improve cyber safety, increase digital literacy and reduce cyber bullying across Australia.

Thanks to a very hard working eSmart team, ERLC has now become a fully accredited eSmart Library Service.

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 seven 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 NOVEMBER 2016 – JANUARY 2017

ACTING DIRECTOR Corporate Services – DALE MUIR

Council Policy - Councillor Expenses, Support and Reimbursement Policy	Item 5

Purpose

To update the Councillor Expenses, Support and Reimbursement Policy to ensure it meets the current legislative framework; acknowledges the current review of the Local Government Act 1989; and provides clear guidelines, accountability and transparency.

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

Key Directions:

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

Background

Council initially adopted a policy on expenses and entitlements on 18 August 1997 and has subsequently revised such policy on 17 April 2000 and further on 18 September 2006 and 27 June, 2011.

The legislative framework for such a policy is provided by:

· Local Government Act 1989 - Sections 74 and 75 (Version incorporating amendments as at 1 September 2016)

· Recognition and Support, the Victorian Government’s Policy Statement on Local Government Mayoral and Councillor Allowances and Resources, April 2008

· Victorian Government’s Information Guide on Mayor and Councillor Entitlements –Reimbursement of Expenses and Provision of Resources and Facilities Support for Victorian Mayors and Councillors November 2008.

It is viewed as appropriate and timely that the policy is reviewed with the new term of Council.

Issue / discussion

The Councillor Expenses and Entitlements Policy was last updated in 2011.

It is timely that it be reviewed and updated given:

· the legislative changes that have occurred in this timeframe

· the increased scrutiny of expenses and entitlements of other levels of government to ensure clarity and transparency

· community expectations regarding Council’s spending to ensure that the policy fits “the pub test”

The Policy applies to the Mayor and Councillors and identifies the provision of resources and facilities, and the reimbursement of expenses incurred while undertaking the prescribed Duties of Council, as well as clarifying the approval process.

This Policy meets the current legislative framework, acknowledges the current review of the Local Government Act 1989, and will be subject to review to take in to account the anticipated changes to the Local Government Act 1989.

Financial / economic issues

To reflect the costs of professional development and attendance at community events since the last update in 2011, the amount allocated to:

· Councillors for professional development has been increased from $8,000 to $9,000 (an increase of $9,000 in total)

· The Mayor for attendance at community events has been increased from $3,000 to $4,000 (an increase of $1,000)

In acknowledging the position of Deputy Mayor, an amount for attendance at community events has been established at $3,000 (an increase of $1,000)

These items will be adjusted and budgeted for in the 2017/18 Budget.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

A report will be provided to Council on a quarterly basis summarising:

· Travel;

· Car Mileage;

· Child Care;

· Information and Communication expenses

· Professional Development (including conferences and training);

· Civic and Community Attendance.

This report will be available on Council’s website and included in the Annual Report to meet the Local Government Amendment (Performance Reporting and Accountability) Act 2014, which is now consolidated in the Local Government Act 1989 as amended.

Conclusion

That Council adopts the proposed Councillor Expenses, Support and Reimbursement Policy – March 2017, as part of good governance practice, as it provides consistency, transparency and accountability on the matters covered, in line with current legislative frameworks, and Victorian Government expectations.

Attachments

1.⇩	Councillor Expenses, Support and Reimbursement Policy March 2017

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL ADOPTS THE COUNCILLOR EXPENSES, SUPPORT AND REIMBURSEMENT POLICY DATED MARCH 2017, AS ATTACHED TO THIS REPORT

DIRECTOR Planning & Community – Phil Turner

Active & Healthy Ageing Initiative - Year 1 (2015/2016) Age-friendly Journey Report	Item 1

Purpose

The purpose of this report is to present the Active & Healthy Ageing Initiative – Towards an Age-friendly Maroondah 2015-2020 Year 1 (2015-2016) Age-friendly Journey Report for Council to note and endorse.

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 inclusive and diverse community

Our Vision: In the year 2040, Maroondah is an inclusive community where social connections are strong across generations and diversity is embraced and celebrated.

Key Directions 2013 – 2017:

7.8 Support all ages and population groups to be valued, connected, supported, and empowered within their local community through the provision and coordination of accessible services, programming, and facilities.

Background

An age-friendly city is defined by the World Health Organisation (WHO) as an inclusive and accessible urban environment that promotes active ageing. The age-friendly initiative was created to make it easier for older people to age actively, to live in security, enjoy good health and continue to fully participate in society. According to the WHO Global Age-friendly Cities framework there are 8 domains that influence the health and quality of older people in the community. These are:

· Community Support and Health Services

· Transportation

· Communication and Information

· Housing

· Social Participation

· Respect and Social Inclusion

· Outdoor Spaces and Buildings

· Civic Participation and Employment

Local governments that plan and take action to accommodate the changing needs of older residents can ensure that their communities remain attractive places to live with features that not only benefit an ageing population but support the health, safety and participation of all residents of all ages.

A core aspect of age-friendly work is that it must include older people as active participants in the process.

On 1 December 2014, Maroondah was accepted as a member of the WHO Global Network of Age-friendly Cities and Communities (GNAFCC) in recognition of Council’s commitment to becoming age-friendly. In June 2016, the WHO recognised Maroondah’s age-friendly progress and renewed our membership to the global network.

Issue / discussion

The Active & Healthy Ageing Initiative has been developed as the tool to guide Maroondah’s journey to becoming and remaining an age-friendly city. The initiative explores the 8 age-friendly domains listed above and through extensive consultation with the community identified the priority areas for Maroondah with a particular focus on Maroondah’s population aged 45+ years. As part of Council’s commitment in adopting the Active & Healthy Ageing Initiative and continually engaging with the community, an annual progress report is provided to inform them of Maroondah’s age-friendly journey.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

By 2030, over one quarter of Australia’s population will be aged over 60. By 2020, over 40% of Maroondah’s population will be aged over 45 years. Maroondah’s current population aged over 60 is higher than the metropolitan average and has the highest proportion of people aged over 85 in the Eastern Region. The proportion of older people living alone and at risk of social isolation is increasing significantly.

Extensive community consultation with older people in Maroondah during the 2013 and 2014 Seniors Expo events, Maroondah Festival Café Consult 2013 and 2014, the 2040 forums and the extensive 4 months Active & Healthy Ageing Initiative customised consultation process have all indicated that our ageing population wish to continue to reside in the Maroondah community, remaining as independent as possible and living within their own homes. Our ageing population wants to age healthily, continue to learn and remain connected to family and friends. They wish to be treated with respect and contribute to community life as they age.

Older people in Maroondah have identified that they are seeking opportunities to remain physically active and socially connected, to have a choice of accessible, local services and businesses and to be able to access relevant and timely information. Decreased mobility and confidence as people age requires that consideration is given to the accessibility, safety and security of Outdoor Spaces and Buildings.

Community consultation

As part of Council’s unique approach to the community consultation and engagement process, community leaders, older residents, Council employees and the Councillors were nominated to become part of Maroondah’s pioneering Age-friendly Champions program. Discussions with the age cohort in the Maroondah community, led by the Champions team, have also informed Council’s Active & Healthy Ageing Initiative.

In line with the Age-friendly Cities requirements, the age cohort 45+ have contributed to the development of the Active & Healthy Ageing Initiative. The initiative was also endorsed by the Council on the Ageing (COTA) Victoria, the peak advocacy body for seniors and approved by the World Health Organisation with regards to adopting a framework which appropriately meets the age-friendly cities criteria and reflects true collaboration with, and involvement by the ageing population in determining Maroondah’s priority areas.

In implementing the age-friendly initiatives as outlined in Council’s Active & Healthy Ageing Initiative, relevant stakeholder engagement and participation has been incorporated and ongoing community feedback and evaluation has also been sought where applicable.

Conclusion

There is a growing recognition and commitment from Federal, State and Local Governments and Community Service organisations to proactively plan for and prioritise actions with will meet the growing and evolving needs of Australia’s ageing population. Maroondah’s Active & Healthy Ageing Initiative drives age-friendly concepts and actions to enable our ageing population to continue to contribute significantly to their communities, their families, the economy and society.

Active & Healthy Ageing Initiative – Towards an Age-friendly Maroondah 2015-2020 Year 1 (2015-2016) Age-friendly Journey Report is presented to Council to note and endorse.

Attachments

1.⇩	Active & Healthy Ageing Initiative Year 1 2015-2016 Age-friendly Journey Report

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL ENDORSES THE ACTIVE & HEALTHY AGEING INITIATIVE – TOWARDS AN AGE-FRIENDLY MAROONDAH 2015-2020 YEAR 1 (2015-2016) AGE-FRIENDLY JOURNEY REPORT

City Offices	Braeside Avenue, Ringwood, 3134
Postal	PO Box 156, Ringwood 3134 DX 38068, Ringwood
Telephone	1300 88 22 33
Facsimile Email Web Service Centres	Translating and Interpreting Service (TIS): 131 450 National Relay Service (NRS): 133 677 (03) 9298 4345 maroondah@maroondah.vic.gov.au www.maroondah.vic.gov.au Croydon: Civic Square Ringwood: 1 Civic Place, Ringwood

1	Council Meeting Agenda
2	Maroondah Equal Sports
3	Active and Healthy Ageing Initiative Year 1 Progress Report
4	Resilient Melbourne

1	Long Term Outlook
2	Proposed Operational Outcomes
3	Rating Strategy
4	Draft Council Plan 2017-2020
5	Pipeline Projects & Priorities
6	Community Wellbeing Issues
7	Other Issues

Item 1.	Council: (Clause 1)	Maroondah City Council of Braeside Avenue, Ringwood 3134
Item 2.	Tenant: (Clause 1)	German Shepherd Dog Club of Victoria Inc. Association Number A0018463W ABN 78 395 029 707 P.O. Box 5805 WANTIRNA SOUTH 3152
Item 3.	Land: (Clause 1)	The land contained in certificate of title volume 9300 folio 032 and known as J.W. Manson Reserve, Selkirk Avenue, Wantirna
Item 4.	Premises: (Clause 1)	That part of the Land shown bounded in red on the plan in Annexure B
Item 5.	Commencement Date: (Clause 1)	1 July 2016
Item 6.	Term: (Clause 1)	3 years
Item 7.	Further Term(s): (Clause 1 & 3.2)	3 years
Item 8.	First and Last dates for exercising the Option for the Further Term: (Clause 3.2.1)	Not applicable
Item 9.	Rent: (Clause 1 & 3)	Year 1: $667 inc GST Year 2: $698 inc GST Year 3: $734 inc GST The Rent is payable * annually in advance commencing on the Commencement Date, and then on each anniversary of the Commencement Date during the Term and any Further Term.
Item 10.	Rent During Further Term: (Clause 1 and 5)	To be determined by Council if the option is exercised
Item 11.	Security Deposit: (Clause 1 & 8.1)	$1,000 plus GST
Item 12.	Community Use: (Clause 1 & 14.1)	Any purpose consistent with the objectives of the Constitution of the Lessee.
Item 13.	Hours of Use (Clause 14.4)	Not Applicable
Item 14.	Special Conditions: (Clause 1 & 21.6)	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): § Clause 14.4

ACTING DIRECTOR Corporate Services – DALE MUIR

Attendance Report	Item 1

Assembly Details:

Date: Monday 20 February 2017	Time: 6:00pm	Location: Meeting Room 4, Braeside Avenue, Ringwood

Attendees:

Councillors
Cr Marijke Graham	Cr Kylie Spears
Cr Samantha Marks	Cr Rob Steane
Cr Nora Lamont	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
Wendy King	Manager Community Services Items 2 & 3
Adam Cooper	Team Leader Youth Services Item 2
Rachelle Jones	Youth Program Worker Item 2
Debra Styles	Program Manager Aged & Disability Services Item 3
Grant Meyer	Manager Integrated Planning Item 4
Stephen Onans	Team Leader Governance

Apologies:
Councillors:	Cr Tony Dib, JP Cr Michael Macdonald Cr Paul Macdonald
Council Officers:	Nil

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

Assembly Details:

Date: Saturday 18 March 2017 & Sunday 19 March 2017 (part thereof)	Time: 9:00am – 5:0pm & 9-00am – 11:30am.	Location: RACV Resort Cape Schanck

Attendees:

Councillors
Cr Tony Dib, JP	Cr Michael Macdonald	Cr Kylie Spears
Cr Marijke Graham	Cr Paul Macdonald	Cr Rob Steane
Cr Nora Lamont		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
Adam Todorov	Manager Assets
Grant Meyer	Manager Integrated Planning Items 6 & 7

Apologies:
Councillors:	Cr Samantha Marks (Leave of Absence)
Council Officers:	Nil

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

ACTING DIRECTOR Corporate Services – DALE MUIR

Notice of Intention to Cause a General Valuation to be made	Item 3

DIRECTOR Operations, Infrastructure & Leisure – Trevor Welsh

Community Facilities Lease - German Shepherd Dog Club - Eastern Branch	Item 1