Agenda of Ordinary Council Meeting

DIRECTOR Corporate Services – Marianne Di Giallonardo

Reports of Assembly of Councillors	Item 2

Purpose

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

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) 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 2017 – 2018:

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 17 July 2017 and 7 August 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 July 17 - Assembly of Councillors Public Record
2.⇩	2017 August 07 - 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 17 July 2017 and 7 August 2017

ATTACHMENT No: 1 - 2017 July 17 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Monday 17 July 2017	Time: 6:00pm	Location: Meeting Room 4, Braeside Avenue, Ringwood

Attendees:

Councillors
Cr Tony Dib, JP	Cr Michael Macdonald	Cr Kylie Spears
Cr Marijke Graham	Cr Paul Macdonald	Cr Rob Steane
Cr Mike Symon

Council Officers:
Steve Kozlowski	Chief Executive Officer
Tony Rocca	Acting Director Corporate Services
Phil Turner	Director Planning & Community
Adam Todorov	Acting Director Operations, Infrastructure & Leisure
Grant Meyer	Manager Integrated Planning Item 1
Tim Cocks	Manager Leisure Items 3 & 4
Amity Patten	Manager Karralyka Centre Item 3
Jeanette Ingram	Acting Team Leader Sports & Recreation Item 4
Stephen Onans	Team Leader Governance

Others:
Kelvin Thomson – Alliance for Gambling Reform Item 1
Karen Evans – InSynch Consulting Item 4

Apologies:
Councillors:	Cr Samantha Marks, Cr Nora Lamont
Council Officers:	Marianne Di Giallonardo, Director Corporate Services

Conflict of Interest Disclosure:
Councillors:	Cr Spears	Item 5: Major Projects Update Reason: Cr Spears is President of Melbourne East Netball Association who is a lead tenant in the Multi-sports Complex at HE Parker Reserve
Council Officers:	Nil

Items Discussed: ## Confidential

1	Alliance for Gambling Reform Presentation
2	Council Meeting Agenda
3	Karralyka SpiegelZelt
4	Sports Demand Analysis
5	Major Projects Update
6	Items of a General Nature as Raised by Councillors

Record completed by:

Council Officer	Stephen Onans
Title	Team Leader Governance

ATTACHMENT No: 2 - 2017 August 07 - Assembly of Councillors Public Record

Item 2

2014 Maroondah Logo RGB.jpg

ASSEMBLY OF COUNCILLORS – PUBLIC RECORD

Assembly Details:

Date: Monday 7 August 2017	Time: 6:00pm	Location: Meeting Room 4, Braeside Avenue, Ringwood
Attendees:

Councillors
Cr Nora Lamont (Deputy Mayor)	Cr Paul Macdonald	Cr Kylie Spears
Cr Marijke Graham	Cr Michael Macdonald	Cr Rob Steane
	(entered 6.06pm)	Cr Mike Symon
Council Officers:
Phil Turner	Acting Chief Executive Officer
Marianne Di Giallonardo	Director Corporate Services
Adam Todorov	Acting Director Operations, Infrastructure & Leisure
Andrew Fuaux	Manager Planning, Health & Local Laws Item 1
Kirsten Jenkins	Team Leader Community Health and Emergency Management Item 1
Grant Meyer	Manager Integrated Planning Item 2 & 3
Noelene Greene	Program Manager Community Planning and Development Item 2
Tim Cocks	Manager Leisure Items 4,5 & 6
Joshua Burt	Team Leader Sports and Recreation Item 4
Jeanette Ingram	Sports and Recreation Planning and Policy Item 4
Steve McIntosh	Acting Manager Assets Item 5
Stephen Onans	Team Leader Governance
Kailah Thompson	Governance Administration Officer
In the absence of the Mayor Cr Dib, the meeting was chaired by the Deputy Mayor, Cr Lamont. Apologies:
Councillors:	Cr Tony Dib (Mayor) Cr Samantha Marks (Leave of Absence)
Council Officers:	Steve Kozlowski, CEO

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

Items Discussed: ## Confidential

1	Domestic Wastewater Management Program
2	Maroondah Municipal Health and Wellbeing Plan 2017 to 2021
3	ABS Census 2016 Summary Results
4	Our Codes, Our Clubs (MAV Prevention of Violence Against Women Project)
5	HE Parker Multisports Pavilion - Community Consultation Information
6	Bendigo Bank Sponsorship - Aquanation
7	North East Link Update
8	Community Assistance Fund
9	Items of a General Nature as Raised by Councillors

Record completed by:

Council Officer	Stephen Onans
Title	Team Leader Governance

DIRECTOR Corporate Services – Marianne Di Giallonardo

Approval in Principle of 2016/2017 Annual Financial Report & Annual Performance Statement	Item 5

Purpose

To receive and consider the recommendation of the Audit & Risk Advisory Committee in relation to the Annual Financial Report, and the Annual Performance Statement for the year ended 30 June 2017 (termed collectively as ‘the Documents’), to give approval in principle to the Documents, to authorise two Councillors to sign the Forms of Certification for the Documents and to authorise the Principal Accounting Officer to make non-significant changes to the Documents prior to certification.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community

Key Directions 2017 – 2018:

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

Background

Approval in Principle

Section 132 (2) of the Local Government Act 1989 (the Act) provides that a Council must not submit its Annual Financial Report and Annual Performance Statement to the Auditor-General unless it has passed a resolution giving its approval in principle to that Report. The major element in the approval process adopted by Council is the consideration of the Documents by Council’s Audit & Risk Advisory Committee.

At its meeting on 16 August 2017 the Audit & Risk Advisory Committee conducted a review of the Documents. The Committee sought and received responses from both the Auditor-General’s contractor and Council’s Principal Accounting Officer in respect of the Documents and then resolved as follows:

‘The Audit & Risk Advisory Committee has received and noted the Financial Statements, and the Performance Report from management and the Closing Report to the Audit & Risk Advisory Committee from the External Auditor. The Audit & Risk Advisory Committee recommends that Council receives and adopts the Financial Statements and Performance Report for the year end 2016/2017, subject to the resolution of any outstanding items in Appendix A of the Closing Report to the Audit & Risk Advisory Committee in consultation with the Auditor-General, Victoria and the minor enhancements as suggested by the members of the Audit & Risk Advisory Committee.’

Council officers will address the matters raised by the Audit & Risk Advisory Committee partly in consultation with the Auditor-General Victoria.

The next actions as per the Auditor-General in respect of the finalisation of the Documents and the production of the Annual Report are:

· Submission of the ‘approved in principle’ Documents to the Auditor-General

· Notification to Council of any amendments of significance agreed with the Auditor

· The certification of the Documents (as amended if required) by two designated Councillors; and

· Issue of the Auditor-General’s report on the Documents.

The approval in principle of the Documents as sought by the recommendation in this report is a crucial component in the path to achievement of these target milestones. The Documents have been previously distributed to Councillors.

Certification

Sections 132 (5) of the Act provides that Council must authorise two Councillors to certify the Documents in their final form after any changes recommended, or agreed to, by the Auditor-General have been made.

In addition to the certification by Councillors, the Local Government (Finance and Reporting) Regulations 2004 require that Annual Financial Report be certified by the Chief Executive Officer and the Principal Accounting Officer, and the Annual Performance Statement be certified by the Chief Executive Officer.

Treatment of Changes to the Approved Report

In the event that changes are required to be made to the Documents under Section 132 (5) of the Act, the Auditor-General has recommended that certifying officers:

· Formally draw Council’s attention to significant changes prior to the certification of the Documents; and

· Process non-significant changes without further formal approval.

Significant changes will cover amendments involving material movements to either the financial or performance results or status of Council, the statements of accounting policy and/or the manner of presentation of the Documents.

Issue / discussion

Performance for 2016/17

The Financial Statements for 2016/17, which have been prepared based on the Australian equivalents to International Financial Reporting Standards (AIFRS), disclose a surplus for the period of $23.791m. This compares with anticipated Adopted Budget surplus of $6.237m. Comments on the major reasons for this increase in performance against the budgeted surplus and other significant factors affecting Council’s financial position are provided below:

· Statutory Fees and Fines: $0.749m

- Favourable variance in this category relates mostly to an increase in the volume and complexity of the planning applications, with the individual stat planning application fees increasing by $445k by State Government as a result of sector advocacy, including Maroondah through the Municipal Association of Victoria (MAV). As well as this, being an election period, Council received $182k in election fine income.

· Grants Operating: $3.091m

- Favourable variance is a result of the Victorian Grants Commission bringing forward the half payment of the estimated 2017-18 Financial Assistance Grant of $2.2m.

· Grants Capital: $3.540m

- Relates to REALM $3m, HE Parker Multi Sports Complex $1.2m

· Contributions – Non-Monetary $7.989m

- Council received title to Land, Land Under Roads and Roads from the Range Development in Dorset Road Croydon. These donated assets were not budgeted.

· Materials and Service $2.404m

- The major contributors to the favourable variance are Maroondah Leisure $1,502k, Home Care $1,174k and Waste Management $1,043k. (The waste management item becomes a restricted asset to be allocated against future budgets).

· Capital Expenditure for the year totalled $31.548m against a budget for the year of $24.553m.

After allowing for the financial effect of the above movements and adjustments, Council has performed well in relation to actual achievements against its 2016/17 Adopted Budget. In addition, the levels of assets and liabilities as recorded in the Balance Sheet are substantially in line with the projections contained in Council’s Annual Budget and Long Term Financial Strategy.

Council’s overall financial status remains strong with a total net equity of $1.541b, current assets of $51.048m, cash and investment assets (including Other Financial Assets) of $43.941m and a working capital ratio of 1.86:1.

The Auditor-General’s contractor (HLB Mann Judd Chartered Accountants) has reported to the Audit & Risk Advisory Committee that their audit procedures conducted to date have not identified in the Documents any items of a nature that should give rise to undue concern by Council.

A major element of the Audit & Risk Advisory Committee’s responsibilities involves the scrutiny of the Documents and the provision of recommendations to Council in respect of their approval and certification. The Mayor Councillor Dib and Councillor Symon are the Council appointees to the Audit & Risk Advisory Committee.

Financial / economic issues

The audit, scrutiny and certification of the Documents are an integral part of overall financial stewardship and control. The results of that audit and scrutiny reveal that the financial status of Council as at 30 June 2017 is healthy and provides a solid foundation for the achievement of targets in its 2017/18 Budget.

Environmental / amenity issues

Not Applicable

Social / community issues

When subsequently published in Council’s Annual Report, the Annual Performance Statement will provide the community with details of a wide range of service performance and financial performance measurements arising from the Local Government Performance Reporting Framework and which have been audited. Additional indicators within this framework are also included in Council’s Annual Report.

Community consultation

The Documents will form a major component of Council’s 2016/17 Annual Report.

Under Section 133 of the Act, Council must give public notice that:

· The Annual Report has been prepared;

· The report of the Auditor under Section 9 of the Audit Act 1994 has been received; and

· These documents can be inspected at the Council Offices during normal working hours.

In accordance with the Section 133 and in due course, a public notice will be placed in ‘The Age’ newspaper and the local press and copies of the Annual Report will be made available for public inspection at all Council’s Service Centres, Libraries and on the homepage.

Section 134 of the Act provides that the Annual Report must be considered at a meeting of Council. The Act also stipulates that the meeting must be advertised, must be held within one month of submission of the Report to the Minister, and must be kept open to the public while the Report is discussed.

Conclusion

Council can duly consider the approval in principle and subsequent certification of the Documents with the knowledge that the Documents as tabled have been the subject of both audit by the Auditor-General’s contractor and also of detailed examination and scrutiny by Council’s Audit & Risk Advisory Committee.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. APPROVES IN PRINCIPLE THE 2016/17 ANNUAL FINANCIAL REPORT AND ANNUAL PERFORMANCE STATEMENT IN ACCORDANCE WITH THE PROVISIONS OF SECTION 132(2) OF THE LOCAL GOVERNMENT ACT 1989

2. AUTHORISES THE MAYOR COUNCILLOR DIB AND COUNCILLOR SYMON AS AUDIT AND RISK ADVISORY COMMITTEE MEMBERS, TO SIGN THE CERTIFICATION OF THE 2016/17 ANNUAL FINANCIAL REPORT AND THE ANNUAL PERFORMANCE STATEMENT IN ACCORDANCE WITH SECTION 132(5) OF THE LOCAL GOVERNMENT ACT 1989

3. AUTHORISES MR ANTONIO ROCCA AS PRINCIPAL ACCOUNTING OFFICER TO MAKE, WITHOUT FURTHER FORMAL NOTIFICATION TO COUNCIL, NON-MATERIAL CHANGES TO THE 2016/17 ANNUAL FINANCIAL REPORT AND ANNUAL PERFORMANCE STATEMENT WHICH HAVE PREVIOUSLY BEEN APPROVED IN PRINCIPLE BY COUNCIL IN ACCORDANCE WITH SECTION 132(5) OF THE LOCAL GOVERNMENT ACT 1989

ACTING DIRECTOR Operations, Infrastructure & Leisure – Adam Todorov

Community Assistance Fund	Item 1

Purpose

To provide Council with a summary of the Community Assistance Fund for the six month period 1 January 2017 – 30 June 2017.

Strategic / policy issues

The following directions contained in the Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) provide the strategic framework that underpins the purpose of this report:

Outcome Area: Safe, healthy and active community

Vision Statement: 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 2017 - 2018

1.21 Support and empower local community groups, sporting clubs and special interest groups across Maroondah.

Background

The Community Assistance Fund provides financial support, being 25% of costs to a maximum value of $350, to assist individuals to meet new challenges and strive to exceed excellence in their chosen sport, profession or arts interest.

The Community Assistance Fund also aims to provide financial assistance to not for profit local community groups, to a maximum of $1,000 to assist in meeting unexpected expenses which are unable to be deferred to Council’s Community Grants Scheme for consideration.

The Community Assistance Fund also provides for in-kind support to assist community organisations to meet costs associated with participation in community activities such as fund raising and charity days.

All grant applications are assessed according to set criteria and funding recommendations based on a funding matrix and approved at monthly Assembly of Councillors meetings.

The Community Assistance Fund is the only scheme available offering funding opportunities for individual Maroondah residents.

Issue / discussion

During the funding period 1 January 2017 – 30 June 2017, eight individual applications and one organisation received funding. One in-kind application was approved.

Community Assistance Fund applications have been received from a range of ages and disciplines which demonstrates diversity of interests in Maroondah and the high level of achievement being reached in the Maroondah community.

The following is a summary of successful Community Assistance Fund applicants for the period 1 January to 30 June 2017.

Individuals

Resident of:	Purpose of Funding
Heathmont	Selected in team competing at the IIHF World Championships (Ice Hockey) held in Serbia in March 2017
Heathmont	Selected in team competing at the IIHF World Championships (Ice Hockey) held in Serbia in March 2017
Bayswater North	Selected to compete at the Calisthenics National Championships held in Sydney in July 2017
Ringwood North	Selected to compete at the Calisthenics National Championships held in Sydney in July 2017
Croydon North	Selected to compete at the Calisthenics National Championships held in Sydney in July 2017
Croydon	Selected to compete at the 2017 World Individual Table Tennis Championships held in Germany in May/June 2017
Croydon	Selected to compete at the 2017 Australian National Indoor Cricket Championships held in Queensland in July 2017
Ringwood East	Selected to compete at the 2017 Australian National Indoor Cricket Championships held in Queensland in July 2017

Organisations

Organisation	Purpose of Funding	$ Value
Ringwood City Soccer Club	Under 16 Girls Team attending the Kanga Cup held in Canberra in July 2017.	1,000

In-Kind

Organisation	Activity Description	In-Kind Support	$ Value
Rotary Club of Ringwood Inc.	Charity Golf Day	Use of Dorset Golf Course	5,000

During the 2016/2017 Financial Year, twenty-one Individual and one group application received funding and four in-kind applications were approved.

Financial / economic issues

The budget for the 2016/2017 Community Assistance Fund was set at $21,943 with $3,800 expended for the 6-month period 1 January 2017 to 30 June 2017 for individuals and organisations.

The in-kind value for period 1 January 2017 to 30 June 2017 is $5,000.

The total expenditure for the 12-month period 1 July 2016 to 30 June 2017 was $7,927.

Environmental / amenity issues

Not Applicable

Social / community issues

The Community Assistance Fund has been developed to provide a financial contribution to assist community groups with urgent or unforeseen costs and to assist individuals to meet costs associated with participation in community activities such as sporting competitions, self development initiatives or arts interests. The in-kind component is to assist community organisations meet costs associated with participation in community activities such as fund raising, charity days etc.

Community consultation

Not Applicable

Conclusion

The report provides details to Council pertaining to the Community Assistance Fund Grant scheme 1 January 2017 – 30 June 2017 and provides a list of individuals and organisations who received financial support through this funding program.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THIS REPORT

ACTING DIRECTOR Operations, Infrastructure & Leisure – Adam Todorov

Capital Works Quarterly Report - Fourth Quarter 2016/2017	Item 2

Purpose

To present the financial and operational status of major Capital Works projects for the final quarter of the 2016/2017 financial year.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) 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 2017 - 2018:

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. In addition, Council obtained external State and Federal grants totalling an additional $1.260m.

Capital Works program status reports are prepared by management and reviewed monthly 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 Capital Expenditure on Council’s major projects for the period 1 July 2016 to 30 June 2017.

The report also includes funds to be carried forward into the current financial year (2017/2018).

Issue / discussion

The following is a summary of the status of Council’s major construction projects and financial position for the fourth quarter of the 2016/2017 financial year.

CAPITAL PERFORMANCE – 12 MONTHS ENDING JUNE 2017

	YTD	YTD	YTD	Forecast	Amount	Adopted
	Forecast Budget	Actual	Bud Var	Budget	Carried Forward	Budget
	$’000	$’000	$’000	$’000	$’000	$’000
Classification
Buildings ¹	7,925	6,821	1,104	7,925	3,136	2,675
Roads ²	5,299	4,969	330	5,299	1,653	4,280
Footpaths and Cycleways	2,371	2,730	(359)	2,371	61	2,050
Carparks	349	333	16	349	59	426
Drainage	3,058	3,078	(20)	3,058	798	2,420
Waste Management	66	45	22	66	16	50
Other Capital Roads and Drainage	1,719	707	1,012	1,719	566	750
Recreational Leisure and Community Facilities ³	3,704	3,575	128	3,704	1,447	2,396
Parks and Open Space ⁴	3,102	1,838	1,264	3,102	332	2,191
Fixtures, Fittings and Furniture	111	110	1	111	14	60
Plant, Machinery and Equipment ⁵	3,715	2,857	859	3,715	74	3,502
Computers and Telecommunications ⁶	1,662	1,155	506	1,662	587	920
Property Sales	1,400	1,407	(7)	1,400	0	0
Building Renewal	1,879	2,762	(884)	1,879	(386)	2,833
Total capital works	36,359	32,387	3,972	36,359	8,357	24,553

Explanation of variations between forecast budget and adopted budget:

· ¹ Buildings – Variation between adopted $2.6m and forecast $7.9m budgets is due to:

- $3.1m carried forward from the 15/16 financial year, which relates to the Tony Lethbridge Pavilion ($928k) and the Coopersmith Pavilion ($1.7m) projects;

- $450k from the Federal Government for the HE Parker Sporting Pavilion Redevelopment (which is the majority of their allocation, the rest of which is anticipated in 17/18);

- $750k from external funding sources (State and Federal Government) for the Coopersmith Pavilion project; and

- $1m from the Building Renewal budget (note that the building renewal line item has a reduction in the budget of this amount), which has been allocated to individual building projects within this category

· ²Roads – Variation between the adopted $4.3m and forecast $5.3m budgets is due primarily to funding that was carried forward from the 15/16 financial year, including the Bedford Road/Great Ryrie Street Signalisation ($418k), and some other minor road improvement projects.

· ³Recreational Leisure and Community Facilities – Variation between adopted $2.4m and forecast $3.7m budgets is due primarily to the $1.45m that was carried forward from the 15/16 financial year, which relates predominantly to the AC Robertson Athletics Track Renewal project and some other minor associated projects;

· ⁴Parks and Open Space – Variation between adopted $2.2m and forecast 3.1m budgets is due primarily to the $332k that was carried forward from the 15/16 financial year, which relates to the East Ringwood Reserve Drainage and Landscaping ($155k) and other minor park improvement works;

· ⁵Plant, Machinery and Equipment – Variation between adopted $3.5m and forecast $3.7m budgets is due primarily to the $74k that was carried forward from the 15/16 financial year, which relates to the Plant & Equipment replacement program;

· ⁶Computers and Telecommunication – Variation between adopted $920k and forecast $1.6m budgets is due primarily to the $587k that was carried forward from the 15/16 financial year, which relates to a number of the IT based projects.

Financial / economic issues

CARRIED FORWARDS

Council has spent $32,385,714 (90%) of its forecast budget of $36,039,364 at the end of the 2016/2017 financial year, with approximately $3.7m being carried forward into the 2017/2018 financial year. See Attachment 1 for further details relating to this.

PROJECT STATUS

Attachment 2 contains the status of the individual project budgets as at the end of the 2016/2017 financial year.

CAPITAL WORKS YTD – EXPENDITURE (CUMULATIVE)

* YTD Actual expenditure includes Carried Forwards

** Forecast Budget expenditure includes Carried Forwards

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

At the end of the 2016/2017 financial year, Council’s Capital Works expenditure was very close to the projected budget, with 90% of the budget spent.

Attachments

1.⇩	Carried Forward Projects Graph 30 June 2017
2.⇩	Capital Works Projects Status Reports at 30 June 2017

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE STATUS OF CAPITAL WORKS PROJECTS FOR THE PERIOD 1 JULY 2016 TO 30 JUNE 2017

ACTING DIRECTOR Operations, Infrastructure & Leisure – Adam Todorov

Maroondah Sports Demand Analysis	Item 3

Purpose

To provide Council with a summary of the outcomes of the Maroondah Sports Demand Analysis.

Strategic / policy issues

Outcome Area: Safe, healthy and active community

Key Directions 2017 - 2018

1.21 Support and empower local community groups, sporting clubs and special interest groups across Maroondah.

Background

Through the endorsement of the 2015-2020 Physical Activity Strategy, Council has made a commitment to increasing community participation in physical activity with a particular focus on increasing female participation and supporting the introduction of new or non-traditional sports.

A Maroondah Sports Demand Analysis report was commissioned to determine the current and future demand for sports in Maroondah, in order to inform decision making on allocations, ground renovation, building improvements and open space planning. It also explored accommodation options for sports not currently available in Maroondah which are predicted to increase in demand.

The project scope included the following sports within Maroondah: -

AFL	Athletics	Badminton	Ballet
Baseball	Basketball	BMX	Boxing
Calisthenics	Cricket	Croquet	Cycling
Darts	Diving	Dog obedience	Girl guides
Golf	Gridiron	Gymnastics	Hockey
Lawn Bowls	Netball	Pigeon Club	Pony Club
Rugby union	Scouts	Soccer	Swim club
Table tennis	Tennis	Trotting	Volleyball
Water polo

The following tasks were undertaken as part of the project development:

· Stakeholder consultation – internal and external.

· Analysis of current usage and future usage, taking account of projections at a local, regional and state level.

· Identification of the current capacity of facilities, identification of where increased capacity will be required or alternatively where reduced demand may warrant repurposing of the facility.

· Development of recommendations to increase capacity at required sites including indicative costing on capital investment, maintenance and return on investment.

· Evaluation of feasible opportunities to undertake school partnerships.

· Where applicable, the identification of opportunities for the reconfiguration/re-purposing of facilities to increase capacity and/or accommodate multiple sporting codes.

Issue / discussion

There is a perception that Council’s sporting grounds are operating to capacity and that there is an urgent need to future proof facilities, should demand for infrastructure continue to increase. It should be noted however, that Council is a land locked municipality with a limited capacity to build additional facilities.

The 2017 AusSport data found that 72% of children who have one active parent are physically active in organised sport or physical activity outside school, compared to 53% of children with at least one inactive parent. Council’s Physical Activity Strategy identified that only 35% of adult Maroondah residents undertake enough physical activity, which has a significant impact on the health of their children. With more than 46,000 participants projected across 33 sports by 2021, sport in Maroondah certainly plays a central role in improving the health of Maroondah residents.

The Maroondah Sports Demand Analysis has identified and highlighted several critical findings and important considerations in determining the future needs for sport in Maroondah.

Female participation in sport is an important consideration. 78% of existing facilities at Council’s sporting grounds do not adequately cater for female participation. In 2017, females made up 41% of total participants across 28 different sports. This is expected to increase to 47% by 2021 but this increase will be dependent on improved female friendly facilities.

Regional and state sporting bodies were consulted to understand needs, trends and facility provision ratios for various sports, and to provide input into five year projections at an individual sporting level. These projections show that the majority of sports will experience some growth between 2017 and 2021 with the exception of croquet, dog obedience and golf which are expected to remain consistent; and darts, lawn bowls, pony club and trotting which are expected to decline.

Schools in Maroondah were also consulted to understand their existing and proposed sporting infrastructure, and the community/club usage of these facilities both now and into the future. Schools play (and will continue to play) a critical role in sports provision in Maroondah, with Maroondah clubs currently utilising 13 schools in Maroondah, and a number of schools in different municipalities for training and/or games. Going forward the number of schools being utilised by clubs is expected to increase as is the number and quality of facilities available.

The current capacity of existing facilities and their ability to meet the needs for each sport was assessed, considering both Council and school facilities in Maroondah, and facilities that are currently being used by clubs and/or the community in other municipalities. This assessment highlighted key opportunities to maximise capacity at existing facilities which will cater for the increased demand in certain sports, alleviating the need to build additional facilities in the short term.

Several opportunities exist with AFL and cricket where improving ground conditions, adding lights and improving facilities will see an increased ability for clubs to use grounds to capacity, while reducing the pressure on some grounds that are currently overused. Revised fixturing and changing traditional game times, along with the sharing of grounds by clubs is also an opportunity for Council to better utilise existing ground space for AFL and cricket. In fact, a combination of improving grounds/facilities and sharing of grounds will allow clubs to utilise grounds for a greater number of hours for training and games and lessen the need for Council to provide any additional grounds in the short term (one to five years). The exception to this is soccer, which requires additional pitches to meet both the current and future demand. Planning for future sporting needs should however commence in the short term to ensure that medium to long term needs can be met.

There are several opportunities to repurpose existing facilities to maximise usage at Council’s existing sporting reserves and facilities. In most of these instances a Master Plan of the site will be required to ensure that the best outcome is achieved, both at a site and a municipal level. This project also considered demand for a number of sports not currently in Maroondah, and found a need for archery, rugby league and softball (training venue only).

Financial / economic issues

The Maroondah Sports Demand Analysis has recommended short, medium, and long term projects. The short term projects have been included or will be considered as part of Council’s Capital Works Community Facility Improvement Program. Council will also work closely with external funding partners to obtain grant to undertake improvements to sporting infrastructure.

Environmental / amenity issues

Not applicable.

Social / community issues

Whilst improving accessibility at Council’s sports grounds has been a priority for Council there are still several facilities that are not fully compliant. “Increasing participation of people with a disability in recreation, leisure, sport, arts and cultural activities” is a focus area in Council’s Disability and Action Plan with access to facilities being a priority across several Council strategic documents.

Community consultation

This project included broad consultation with clubs (111 clubs across 32 sports), regional and state sporting bodies and schools.

Considerable effort has been made to ensure that all relevant stakeholders were consulted as part of the project.

Clubs provided a range of information that helped to inform the recommendations in the Maroondah Sports Demand Analysis report, including:

· Club participation data for the last four years and their projections for the next four years;

· Current ground and facility usage along with additional desired usage;

· Short, medium and long term needs; and

· Barriers that they perceive will affect their future growth as a club

Conclusion

It is clear that sport in Maroondah plays a central role in improving the health of Maroondah residents. The Maroondah Sports Demand Analysis has consulted widely to determine the current and future needs of sport in the municipality. It has provided recommendations that respond to these demands so that Council can effectively plan for the continued improvement to Council facilities and their future development.

Attachments

1.⇩	Sports Demand Analysis Summary Report

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL RECEIVES AND NOTES THIS REPORT

DIRECTOR Planning & Community – Phil Turner

Solar Savers Program: Proposed Special Charge Scheme For Solar Savers Households	Item 1

Purpose

This report recommends Council initiate the declaration a special charge scheme under

Section 163 of the Local Government Act 1989. The purposes of the charge is to defray expenses for residential properties participating in the Solar Savers Scheme.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 provide the strategic framework that underpins the purpose of this report.

Outcome Areas: A safe, healthy and active community; A clean, green and sustainable community; An attractive, thriving and well-built community.

Our Vision: In 2040, Maroondah will be a vibrant and diverse city with a healthy and active community, living in green leafy neighbourhoods which are connected to thriving and accessible centres contributing to a prosperous economy within a safe, inclusive and sustainable environment.

Key Directions 2017 – 2021:

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

4.3 Build the capacity of households and businesses to behave more sustainably, reduce waste and minimise consumption of natural resources

4.12 Mitigate and adapt to the effects and impacts of climate change

4.14 Support, educate and build the capacity of our community to make more environmentally sustainable lifestyle choices

4.15 Work in partnership to reduce greenhouse gas emissions and support the community in adapting to a post peak oil environment

4.16 Be responsive and adaptive to new environmental opportunities and threats as they occur, building resilience and capacity within the community

6.4 Facilitate, lead and educate the community in the use of environmentally sustainable design across all forms of infrastructure to limit carbon emissions and reduce resource consumption.

Background

A priority action from Maroondah City Council’s Sustainability Strategy 2016 to 2020, from focus area 5: Funding, resourcing and opportunities, is to: ‘continue to support the Eastern Alliance for Greenhouse Action (EAGA) projects that broker partnerships to achieve economies of scale’. The Climate Change Adaptation Roadmap for Melbourne’s East, developed by EAGA, identified solar rates for low income households as one of 10 priorities.

Solar Savers aims to assist households who are particularly vulnerable in heatwave events to install solar PV and reduce their electricity costs. A business case was produced to analyse the costs and benefits of implementing a regional scale program – based on the program that has been developed and implemented by the City of Darebin.

The Solar Savers Program is being led by EAGA in partnership with the Central Victorian Greenhouse Alliance (CVGA), the Northern Alliance for Greenhouse Action (NAGA), and the South-East Councils Climate Change Alliance (SECCCA), and being rolled out across 21 Victorian Councils. This was made possible by a $760,000 grant through the Victorian Government New Energy Jobs Fund.

The Solar Savers Program is included in Maroondah City Council’s draft Climate Change Risk and Adaptation Strategy and acknowledges that there are benefits to adaptation and it is important to ‘increase capacity, voice and influence of low-income groups and vulnerable communities and their partnerships with local government.’

The Solar Savers Program seeks to install solar energy systems on homes receiving pensioner rate rebates through the establishment of a special charge scheme Maroondah’s 2017/18 budget includes $50,250 to fund the Solar Savers Scheme in Maroondah. Through an open tender process led by MAV Procurement, EnviroGroup was appointed to provide quotes and supply and install the solar energy systems.

The program was promoted to targeted in-home care clients in receipt of the rebate on their rate payments.

To ensure that participating homes were aware of and agreed to the quoted system, price and the proposed special charge scheme, an agreement between Council and participants was developed (see attachment A, Householder Agreement). This agreement has been signed by the owner of each of the 15 households included in the proposed special charge scheme.

2kW and 3kW solar energy systems were available through the program and have been sized to maximise the financial benefits to participating households. It is estimated that the average participating household will save $100 above their rate repayments in electricity bills over the first year based on current electricity pricing. After 10 years, households are expected to save in the order of $400 - $500 per year on electricity bills (although this will vary from household to household).

In summary, Council is making solar power more accessible to select low income households through the Solar Savers Program. It is among the first programs in Australia enabling households to install solar PV systems and pay them off through a special charge scheme over 10 years.

Issue / discussion

Under Section 163 of the Local Government Act 1989 (Act), Council is empowered to declare a special charge for the purposes of defraying any expenses in relation to the performance of a function or the exercise of a power of Council, if Council considers that the performance of the function or the exercise of the power is, or will be, of special benefit to the persons required to pay the special rate or special charge.

In this case, the installation of solar energy systems on properties as part of the Solar Savers Scheme arises out of Council's functions of advocating and promoting proposals which are in the best interests of the community and ensuring the peace, order and good government of Council's municipal district and promotes the social, economic and environmental viability and sustainability of the municipal district. Each participating property has signed a Householder Agreement with Council to participate in the Scheme, which includes the overall cost and rate repayments which would be paid by the property should the scheme be approved.

In September 2004, the Minister for Local Government issued a guideline for the preparation of special charge schemes. The guideline specifically deals with the calculation of the maximum total amount that a council may levy as a special charge.

The guideline requires that Council identify the following:

A. Purpose of the works

B. Ensure coherence

C. Calculate total cost

D. Identify special beneficiaries

E. Determine the properties to include

F. Estimate total special benefits

G. Estimate community benefits

H. Calculate the benefit ratio

I. Calculate the maximum total levy

A. Purpose of the Works

The purpose of the works is to supply and install solar energy systems on properties to reduce energy costs and encourage and increase the use of renewable energy in Maroondah.

B. Ensure Coherence

The proposed works have a natural coherence with the proposed beneficiaries, as the properties proposed to be included in the scheme are receiving solar energy systems to the value of their participation.

C. Calculate the Total Cost

The proposed solar system installation includes the following items:

· Assessment and administration costs

· Supply and installation of solar energy systems

For the purposes of Section 163(1) of the Act, the total cost of the works is calculated at $49,787.09 based on signed quotations.

The expenses in the estimate of works are consistent with the allowable expenses listed in section 163(6) of the Act.

D. Identify the Special Beneficiaries

Council is required to identify those properties that would receive a special benefit from the proposed works. A special benefit is considered to be received by a property if the proposed works or services will provide a benefit that is additional to or greater than the benefit to other properties.

The Ministerial Guideline notes that a special benefit is considered to exist if it could reasonably be expected to benefit the owners or occupiers of the property. It is not necessary for the benefit to be actually used by the particular owners or occupiers of a specified property at a particular time in order for a special benefit to be attributed to the property.

Property owners participating in the Solar Savers Scheme are considered to receive special benefit from the proposed supply and installation of solar PV systems by means of:

· Reduced energy costs over the life of the solar PV system

· Ownership of the solar PV system after the special rate repayments are paid in full

· Increased property value

The proposed properties taking part in the scheme, the owners of which have signed a Householder Agreement with Council to participate in the scheme, are listed in attachment B.

E. Determine the Properties to Include

Once the properties that receive special benefit are identified, Council must decide which properties to include in the scheme. If a property will receive a special benefit but is not included in the scheme, the calculation of the benefit ratio will result in Council paying the share of costs related to the special benefits for that property.

It is accepted that only those properties at which the solar energy systems are installed will receive a special benefit from the scheme. Accordingly, it is proposed to include only those residential properties whose owners have signed Householder Agreements in the scheme. Council will not, then, be required to pay a share of costs related to special benefits for any property that is not included in the scheme.

F. Estimate Total Special Benefits

As per the Ministerial Guideline for Special Rates and Charges, total special benefits are defined according to the formula below:

TSB = TSB_(in) + TSB_(out)

· TSB is the estimated total special benefit for all properties that have been identified to receive a special benefit

· TSB_(in) is the estimated total special benefit for those properties that are included in the scheme

· TSB_(out) is the estimated total special benefit for those properties with an identified special benefit that are not included in the scheme

For the purposes of the proposed scheme, total special benefits have been calculated as follows:

· TSB_(in) – The estimated total special benefit is based on the quoted cost of the solar PV system to be installed (which has been included in the Householder Agreement signed by the property owner). It is expected that the benefit in reduced energy costs will exceed this special benefit.

· TSB_(out) – This is not applicable as all participating properties are included.

G. Estimate Community Benefits

Whilst the reduction of energy use, greenhouse emissions and increase of renewable energy is considered a community benefit there are no direct quantifiable costs.

· TCB – Total Community Benefit is assessed to be 0 benefit units.

H. Calculate the Benefit Ratio

The benefit ratio is calculated as:

R = TSB_(in)

TSB_(in) + TSB_(out)+ TCB

Where:

TSB_(in) = $49,787.09

TSB_(out) = 0

TCB = 0

R = 1

I. Calculate the Maximum Total Levy

In order to calculate the maximum total levy S, the following formula is used:

S = R x C

Where R is the benefit ratio and C is the cost of all works

Therefore S = 1*$49,787.09 = $49,787.09.

Note there is no community benefit amount payable by Council.

Apportionment of Costs

Once the maximum levy amount has been calculated, it is necessary to establish an appropriate way to distribute these costs to all affected landowners.

As the properties have all received individual quotations based on the solar system and work required, it is proposed to apportion the costs based on these quotes. It is noted that the householders have been notified and signed agreements on the basis of these costs for the purpose of declaring this scheme.

It is proposed to distribute the costs as shown in attachment B, Apportionment of costs.

Statutory Process

The Act requires Council to give public notice of its proposed declaration of the special charge and write to all people who will be liable to contribute. The proposed declaration of the special charge has been prepared in accordance with the Act.

Owners (or occupiers who would pay the rate as a condition of their lease) may object to the proposal within 28 days. If objections are received from more than fifty per cent of persons liable, Council will be prevented from making the declaration and the scheme cannot proceed.

Disclosure of interest

The Local Government Act 1989 requires members of Council staff and persons engaged under contract to provide advice to Council to disclose any direct or indirect interest in a matter to which the advice relates.

The Author of the report, having made enquiries with relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

Financial / economic issues

It is estimated that the average participating household will save $100 above their rate repayments in electricity bills over the first year based on current electricity pricing. After 10 years households can save $400 - $500 per year. This represents potential funds that can be spent within the Maroondah community rather than on utility bills.

The Scheme has been undertaken with the Solar Savers Program, which includes the Eastern Alliance for Greenhouse Action (EAGA), the Northern Alliance for Greenhouse Action (NAGA), the South-East Councils Climate Change Alliance (SECCCA) and the Central Victorian Greenhouse Alliance (CVGA). On a longer-term basis, this program has the potential to be rolled out Australia-wide creating many more solar installation opportunities for the solar industry, resulting in greater demand/jobs for that industry.

Should the proposed special charge scheme proceed, Council will pay $49,787.09 for the supply and installation of the solar PV systems on the properties listed.

In accordance with their respective Householder Agreements, property owners will pay for the cost of the solar energy system by equal installments apportioned over a 10-year period, commencing from 1 July 2018. Council is expected to receive $4,978.71 in special charge repayments annually for the scheme over the 10-year period.

Payments to Council by property owners for works via special charge schemes are GST exempt.

Environmental / amenity issues

This project is consistent with Maroondah City Council’s strategic direction. The adopted project aims include to:

· Assist low income households to save money, reduce emissions and stay cool in heatwaves

· Build capability and capacity within Victorian councils to use special rates charges to provide a stable underpinning finance model

· Catalyse private sector investment within a community sector traditionally viewed as high risk to investors

· Capture economies of scale and implementation efficiencies through a shared service delivery model

· Address market failures restricting low income and vulnerable households from installing solar systems.

Social / community issues

Council has committed through Maroondah 2040 not only to reduce emissions, but to help build the resilience of the community to be able to respond to environmental threats and opportunities. This project was specifically aimed at pensioner households, who are more vulnerable to increasing energy costs.

Community consultation

· The program was promoted to targeted in-home care clients in receipt of the rebate on their rate payments.

· 19 homes have received home visits to provide quotations for the Solar Savers program. 15 participating households have all signed agreements to participate in the program based on quoted prices.

Conclusion

It is recommended that Council initiate the declaration of a special charge scheme for the purposes of defraying expenses from the provision of solar energy systems on residential properties participating in the Solar Savers Scheme.

Future actions

· Public notice of proposed declaration

· Copies of the proposed declaration to property owners

· Copy of proposed declaration available for public inspection

· Copy of proposed declaration available on website

· Receipt of written submissions

· Hearing of submissions

· Report to Council

Attachments

1.⇩	Attachment A: Maroondah Householder Agreement Solar Savers Program Template
2.⇩	Attachment B: Maroondah Solar Savers properties proposed for the special rates charge
3.⇩	Attachment C: Maroondah Solar Savers letters to households of intention to declare a special rates charge Template

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. gives notice of its intention to declare a special charge in accordance with section 163 of the Local Government Act 1989 (Act) as follows:

i. A special charge is declared for the period commencing on 1 July 2018, the day on which Council issues a notice levying payment of the special rate and concluding on the tenth anniversary of that day.

ii. The special charge be declared for the purpose of defraying any expense incurred by Council in relation to the provision of solar energy systems on residential properties participating in the Solar Savers scheme, which project:

- Council considers is or will be a special benefit to those persons required to pay the special charge (and who are described in succeeding parts of this resolution); and

- arises out of Council's functions of advocating and promoting proposals which are in the best interests of the community and ensuring the peace, order and good government of Council's municipal district.

iii. The total:

- cost of performing the function described in paragraph 1(ii) of this resolution be recorded as $49,787.09; and

- amount for the special charge to be levied be recorded as $49,787.09, or such other amount as is lawfully levied as a consequence of this resolution.

iv. The special charge be declared in relation to all rateable land described in the table included as Attachment B to this report, in the amount specified in the table as applying to each piece of rateable land.

v. The following be specified as the criteria which form the basis of the special charge so declared:

- Ownership of any land described in paragraph 1(iv) of this resolution.

vi. The following be specified as the manner in which the special charge so declared will be assessed and levied:

- a special charge calculated by reference to the size of the solar energy system being installed and the particular costs of installation at each property participating in the Solar Savers scheme, in respect of which a Householder Agreement has been executed, totalling $49,787.09, being the total cost of the scheme to Council;

- to be levied each year for a period of 10 years.

vii. Having regard to the preceding paragraphs of this resolution and subject to section 166(1) of the Act, it be recorded that the owners of the land described in paragraph 1(iv) of this resolution will, subject to a further resolution of Council, pay the special charge in the amount set out in paragraph 1(vi) of this resolution in the following manner:

- payment annually by a lump sum on or before one month following the issue by Council of a notice levying payment under section 163(4) of the Act; or

- payment annually by four instalments to be paid by the dates which are fixed by Council in a notice levying payment under section 163(4) of the Act.

2. considers that there will be a special benefit to the persons required to pay the special charge because there will be a benefit to those persons that is over and above, or greater than, the benefit that is available to persons who are not subject to the proposed special charge, as a result of the expenditure proposed by the special charge, in that the properties will have the benefit of a solar energy system being installed.

3. for the purposes of having determined the total amount of the special charge to be levied:

i. considers and formally records that only those rateable properties included in the Solar Saver scheme as proposed will derive a special benefit from the imposition of the special charge, and there are no community benefits to be paid by Council; and

ii. formally determines for the purposes of section 163(2)(a), (2A) and (2B) of the Act that the estimated proportion of the total benefits of the special charge to which the performance of the function or the exercise of the power relates (including all special benefits and community benefits) that will accrue as special benefits to the persons who are liable to pay the special charge is 100%.

4. Gives Public notice in THe age newspaper and the Maroondah Leader newspaper of Council's intention to declare, at its ordinary meeting to be held on 16 october 2017, the special charge in the form set out above.

5. determines that Separate letters, enclosing a copy of this resolution, Attachment C to this report and the public notice referred to in paragraph 4 of this resolution, are to be sent to the owners of the properties included in the scheme, advising of Council’s intention to levy the special charge, the amount for which the property owner will be liable, the basis of calculation of the special charge, and notification that submissions and/or objections in relation to the proposal will be considered by Council in accordance with sections 163A, 163B and 223 of the Act.

6. convenes a committee for the purposes of Hearing of Submissions, at a date and time to be fixed, to hear persons who, in their written submissions made under section 223 of the Act, advise that they wish to appear in person, or to be represented by a person specified in the submission, at a meeting in support of their submission.

7. authorises the chief executive officer or his delegate to carry out any and all other administrative procedures necessary to enable Council to carry out its functions under sections 163A, 163(1A), (1B) and (1C), 163B and 223 of the Act.

DIRECTOR Planning & Community – Phil Turner

Surrender Of Lease Agreement And Approve New Lease - Greenwood Park Kindergarten	Item 2

Purpose

To seek Council approval of the surrender of a lease agreement between Maroondah City Council and Greenwood Park Kindergarten.

And, Council endorsement to enter a new lease with Bestchance Child Family Care for three (3) years with the option for a further two (2) terms of three (3) years each.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A 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 2017 – 2018:

1.21 Support and empower local community groups, sporting clubs and special interest groups across Maroondah.

Priority Action 2017-2018:

Assist all kindergartens to maintain sound and sustainable governance models.

Background

There are twenty (20) kindergartens located on Council land and occupying Council owned premises. Independent incorporated associations, via representative Committees of Management or Cluster Management operate these services.

Five (5) of the twenty (20) kindergartens in Maroondah are currently managed by Bestchance, a cluster manager as part of the Early Childhood Management Service model. Bestchance is an experienced independent, not for profit organisation which supports community-based kindergartens in delivering high quality education and care programs for children and families. Bestchance currently manages over sixty (60) kindergartens across eleven (11) local government areas.

The Parent Committee of Greenwood Park Kindergarten no longer desire to manage the service and have made arrangements for Bestchance to manage the individual service. In order to facilitate this arrangement, the Kindergarten has agreed to surrender their lease so that a new lease can be developed with Bestchance.

Issue / discussion

Council seeks to surrender the current lease with Greenwood Park Kindergartens Committee of Management and enter a Community Facilities Lease Agreement with Bestchance.

Through lease agreements made between Council and the Lessee, the Lessee will be granted use and occupation of the premises for a term of three (3) years with the option for a further two (2) terms of three (3) years at annual rentals calculated in accordance with the Principles of the Community Facilities Pricing Policy and determined under the category of Other Community Groups Occupying Council-Owned Facilities.

Officers recommend that Council approves the lease agreement upon the terms and conditions set out in the lease, the principal terms which are:

· Term – three (3) years with the option for a further two (2) terms of three (3) years.

· Public Liability Insurance of $20M and glass replacement insurance.

· Maintenance – in accordance with the Community Facilities Standard maintenance Schedule.

Financial / economic issues

There will be a rent increase of approximately $400 in the first year. The pricing will be in line with Maroondah City Council’s Leases and Licenses Pricing Schedule. Bestchance are aware of this and in agreeance.

Environmental / amenity issues

Not Applicable

Social / community issues

In line with the State Government policy direction, the transfer of the lease to Bestchance will strengthen the Cluster Management Model in Maroondah and contribute to the ongoing sustainability of preschool education for Maroondah’s children.

Community consultation

Maroondah City Council, along with Bestchance and the kindergartens work closely together to ensure the best outcomes for children and families of Maroondah.

Conclusion

The lease agreements provide a mutually beneficial arrangement between Maroondah City Council and Bestchance.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That council

1. approves the surrender of a lease agreement between maroondah city council and Greenwood Park Kindergarten

2. Grants a lease to bestchance child family care for Greenwood park kindergarten; the principal terms being:

i. each lease will be for an initial three (3) year period with the option for a further two (2) terms of three (3) years in accordance with council’s standard lease agreement

ii. and bestchance child family care be charged in accordance with council’s community facilities pricing policy, endorsed 23 march 2015

3. signs and seals all required documentation as appropriate

DIRECTOR Planning & Community – Phil Turner

Draft Annual Report 2016/17: Part 1 - Report of Operations	Item 3

Purpose

To consider the Maroondah City Council Annual Report 2016/17 - Part 1: Report of Operations and note the supplementary ‘Our Achievements 2016/17’ summary document.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) 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 2017 – 2018:

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

The Maroondah City Council Annual Report 2016/17 - Part 1: Report of Operations provides a comprehensive report on Council operations to meet its commitment of open, responsive, consultative and accountable government. Within this report, Council meets its statutory reporting obligations under the Local Government Act 1989 (the Act).

The Annual Report is Council’s highest-level comprehensive report to the community outlining how the Council has met its annual objectives as articulated in the Council Plan and Annual Budget. For Council’s report on operations for the 2016/17 financial year, these objectives are derived from Maroondah 2040: Our future together and Council’s Long Term Financial Strategy.

The primary objective of the Maroondah City Council Annual Report 2016/17 - Part 1: Report of Operations is to inform the Maroondah community and stakeholders of Council’s performance during the 2016/17 against the objectives and priorities outlined in the Council Plan 2013-2017 (Year 4: 2016/17). Council’s achievements, challenges and future directions are considered under each of the eight community outcome areas.

This report also includes relevant reporting requirements arising from the Local Government (Planning & Reporting) Regulations 2014. This includes the Service Performance Indicators and Governance and Management Checklist items within the Local Government Performance Reporting Framework.

Council is also required to provide a range of other statutory information through this report. This information can be found within the Corporate Governance and Statutory Information sections of the report.

Key features of the Maroondah City Council Annual Report 2016/17 - Part 1: Report of Operations as required by section 131 of the Act, include the following matters:

· A report of Council’s operations during the financial year;

· Inclusion of relevant performance indicator results and checklist items from the Local Government Performance Reporting Framework as required by the Act.

To assist in communicating Council’s achievements during the 2016/17 financial year to the community, a shorter summary annual report document (‘Draft – Our Achievements 2016/2017) has been prepared and is designed to engage a greater number of people in the recent achievements of Council.

Note – an electronic copy of the following documents have been forwarded to Councillors:

· Draft Annual Report 2016/17 – Part 1: Report of Operations

· Draft Our Achievements 2016/17

Issue / discussion

Pursuant to section 131(6) of the Act, Council is required to prepare and submit an Annual Report to the Minister within three months of the end of each financial year.

The Maroondah City Council Annual Report 2016/17 incorporates two sections:

· Part 1 - Report of Operations (as attached)

· Part 2 - Annual Financial Report and Performance Statement

Part 2 - Annual Financial Report and Performance Statement will be added to this Annual Report once the financial statements have been audited and certified by VAGO in late August / early September 2017.

In accordance with section 131(6) of the Act, the full Maroondah City Council Annual Report 2016/17 including both Part 1 - Report of Operations and Part 2 - Annual Financial Report and Performance Statement will be presented to Council on 18 September 2017 for release to the community on public exhibition and submission to the Minister.

Financial / economic issues

The cost of printing Council’s Annual Report 2016/17 is met within the current budget. A small print run of the Annual Report will enable Council to meet statutory, administrative and community needs. The Annual Report will also be made available on Council’s website for download.

A small print run of the Our Achievements 2016/17 document will enable circulation of this summary to relevant stakeholders, Council service centres and libraries. The cost of printing this supporting document is met within the current budget.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Pursuant to section 131 of the Act:

· Following the submission of the Annual Report to the Minister, Council must give public notice that the Annual Report has been prepared and can be inspected at the Council Offices.

This consultation process will follow Council’s consideration of the full Maroondah City Council Annual Report 2016/17 at its meeting on 18 September 2017.

Pursuant to section 134 of the Act, Council must:

· Consider the Annual Report at a meeting of the Council

· Advertise the report at least 14 days before the meeting is held

· Note the locations from which copies of the Annual Report can be obtained

· Keep the Council meeting open to the public while the Annual Report is discussed

In accordance with these provisions of the Act, a Council meeting to formally consider the report will be held on 16 October 2017. Public notices will be placed in The Age and Maroondah Leader newspaper providing formal notice of this meeting. Copies of the endorsed Annual Report 2016/17 will be made available to the public for inspection at the City Offices, Council’s Customer Service Centres, and Council’s website.

Conclusion

The Maroondah City Council Annual Report 2016/17 - Part 1: Report of Operations and the supporting ‘Our Achievements 2016/17’ summary document confirms that Council has made significant advances towards achieving the community vision articulated in Maroondah 2040: Our future together whilst maintaining responsible and sustainable management of Maroondah’s resources, assets, infrastructure and the natural environment. The report also outlines how Council has continued to meet its legislative responsibilities under the Local Government Act 1989.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. APPROVES IN PRINCIPLE THE DRAFT Annual Report 2016/17: Part 1 – Report of Operations

2. NOTES THE ‘DRAFT OUR ACHIEVEMENTS 2016/17’ SUMMARY DOCUMENT

3. NOTES THAT THE FULL ANNUAL REPORT, INCLUDING AUDITED FINANCIAL STATEMENTS WILL BE PRESENTED TO COUNCIL at ITS MEETING ON 18 september 2017 ahead of submission to the minister

4. authorises officers to carry out the statutory advertising via the print media, website and social media of council

DIRECTOR Planning & Community – Phil Turner

Environmentally Sustainable Design Policy for Council Buildings and Environmentally Sustainable Design Policy Guidelines for Council Buildings	Item 4

Purpose

To report back on the public exhibition of the draft Environmentally Sustainable Design Policy for Council Buildings (‘the Policy’) and draft Environmentally Sustainable Design Policy Guidelines for Council Buildings (‘the Guidelines’), which was held from 4 July 2017 to 1 August 2017, and seek adoption of the amended documents.

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 clean, green and sustainable community; An accessible and connected community; An attractive, thriving and well-built community; A well governed and empowered community.

Our Vision: In 2040, Maroondah will be a vibrant and diverse city with a healthy and active community, living in green leafy neighbourhoods which are connected to thriving and accessible activity centres contributing to a prosperous economy within a safe, inclusive and sustainable environment.

Key Directions 2016 – 2017:

1.12 Apply healthy by design principles in planning for the development and revitalisation of activity centres and public spaces

1.18 Enhance and maintain an integrated and connected network of passive and active open space to promote community health and wellbeing

4.2 Provide leadership and adopt sustainable innovative approaches to limit consumption, prevent litter, reduce waste to landfill and encourage reuse and recycling of resources

4.5 Enhance Maroondah’s parklands, bushlands, gardens and open spaces

4.6 Protect and restore biodiversity and native habitat for local plants and animals on public and private land

4.7 Preserve and enhance Maroondah’s canopy vegetation

4.10 Encourage increased green spaces within activity centres that link the built environment to the natural landscape

4.11 Strive to become a carbon neutral Council by implementing energy efficient initiatives and embracing clean energy solutions

4.12 Mitigate and adapt to the effects and impacts of climate change

4.14 Support, educate and build the capacity of our community to make more environmentally sustainable lifestyle choices

4.16 Be responsive and adaptive to new environmental opportunities and threats as they occur, building resilience and capacity within the community

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

5.4 Work in partnership to provide a safe and efficient integrated transport network that enhances liveability, encourages a shift in travel modes and promotes Maroondah as a 20 minute city

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

5.9 Promote streetscapes that encourage social interaction, physical activity and connection to the natural environment

5.10 Work in partnership to improve walkability within and between neighbourhoods and activity centres through effective urban design, open space planning, wayfinding signage, improved public lighting and accessible infrastructure

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

6.2 Work in partnership to ensure development considers urban design principles that enhance the connection between the built environment and the natural environment

6.4 Facilitate, lead and educate the community in the use of environmentally sustainable design across all forms of infrastructure to limit carbon emissions and reduce resource consumption

6.11 Ensure the management of infrastructure and prioritisation of capital works considers demographic change, the impacts of climate change, and accessibility for all ages and abilities

6.13 Coordinate and advocate for the increased utilisation, longevity and availability of fit for purpose public, private and not for profit buildings and spaces that can act as key places for neighbourhood connection

8.2 Ensure responsible and sustainable management of Maroondah’s resources, assets, infrastructure and natural environment

8.11 Foster a Council culture of collaboration and partnerships with individuals, community groups, businesses, service providers and other levels of government

Background

The development of the Environmentally Sustainable Design (ESD) Policy and Guidelines are key actions in the Maroondah Sustainability Strategy and Carbon Neutral Strategy.

Council has a significant portfolio of community building assets. The ESD Policy and Guidelines will apply to projects consisting of new, replacement and renewal of Council buildings and surrounding assets, from the project planning phase through to operations and the end of the building’s life.

Buildings can have a life span of over 50 years and usually have a significant environmental impact. They are substantial users of energy and water and generators of waste sent to landfill. However, technologies and approaches already exist that can help reduce these impacts, in the case of energy use in existing non-residential buildings, this can be reduced by 44%^{^[1]}.

Environmentally Sustainable Design (ESD) aims to improve building performance, reduce environmental impacts and waste, create healthy indoor and outdoor environments and reduce operating costs.

The Draft ESD Policy and Guidelines are new strategic documents. They seek to bring together Council’s strategic direction (including a whole of life cycle approach to asset management) across 8 sustainability categories, enhance shared decision making, raise awareness about sustainable building design and provide clarity on the level of ESD to be achieved to formalise Council’s ESD practice. They have been prepared following research and consultation with relevant service areas across Council and the Maroondah Environment Advisory Committee (MEAC).

Policy principles to guide decision making incorporate the principles of Sustainable Development, that addresses intra and inter-generational equity – to be able to meet the needs of current generations without compromising the ability of future generations to meet their needs.

At the Council meeting on 26 June 2017, authorisation was given to give public notice of the Policy and Guidelines. The public exhibition process was undertaken from 4 July 2017 to 1 August 2017, following the direction of the Maroondah City Council Public Exhibition Policy. No submissions were received during the public exhibition process.

Issue / discussion

Buildings become part of the landscape and can impact on such things as biodiversity, amenity and the quality and quantity of stormwater that enters our creeks. They have a role to play in the behaviour and wellbeing of the people who use them. There are also benefits associated with reducing vulnerability to climate change risks through building design.

There is no overarching legislation for ESD requirements, with minimum requirements for building design, construction and performance set in the National Construction Code. This Policy aims to achieve and exceed best practice ESD with a sustainability standard for building projects based on project type, location and budget. This will assist Council in understanding the best practice measure that is sought at the planning stage. Green Star and the Built Environment Sustainability Scorecard (BESS) are the two (2) recommended sustainability rating tools to provide best practice benchmarks.

Developed by the Green Building Council of Australia (GBCA), the Green Star system is internationally recognised. Buildings can be accredited for their design and construction, fit outs and operational performance. The draft ESD Policy requires the ‘Green Star Design and As Built’ rating tool. Green Star accredited buildings are often ‘flagship’ buildings with significant budgets and are typically accredited through an assessment by a third party. Without accreditation, Green Star can still be used as a tool – however it would still require some type of assessment to ensure the standard has been reached. Buildings can achieve a 4-6 star accreditation (4 star = best practice; 5 star = Australian excellence; 6 star = world leadership). Compared to an average building, Green Star certified buildings on average use over 50% less energy and water and send 37% less construction and demolition waste to landfill^{^[2]}.

BESS is hosted by the Municipal Association of Victoria, and was developed by the Council Alliance for a Sustainable Built Environment (CASBE) to assess the sustainability of building projects at the design stage. CASBE is an alliance of Victorian Councils who work together to improve the sustainability of the built form. BESS is not as complex as the Green Star process and provides an assessment against 9 sustainability categories. The minimum pass mark for the tool is 50% (best practice), with 70% and higher achieving BESS excellence. The Maroondah community and Council have access to this tool as Council is a CASBE member and BESS subscriber. It was an action from the Maroondah Sustainability Strategy for Council to become a CASBE member.

The purpose of the Guidelines are to provide a clear process for decision making to include ESD considerations at key points throughout a building project. Council specific approaches and requirements are a key component of the sustainability categories within the Guidelines.

Feedback from the Maroondah Environment Advisory Committee (MEAC) on the draft documents helped to strengthen and clarify specific objectives and Guideline requirements, and has assisting in clarifying the policy scope and references. MEAC have endorsed the ESD Policy and Guidelines.

Since the Policy and Guidelines were presented to Council on 26 June 2017, minor edits have been made to the documents to improve clarity.

Financial / economic issues

A healthy economy relies upon a healthy environment, and integrating ESD into a building project contributes to improved asset management (and does not always incur an extra cost). Studies of Green Star projects indicate that when there have been additional costs this ranges from an average 3% to 10% of the total project documentation and capital costs. This will likely be offset by operating efficiencies over the life of the building. A report by Pitt & Sherry^{^[3]} on the benefit cost analysis of ESD buildings found that there was a net benefit where ESD policies were applied. This benefits is expected to increase as energy prices increase and the cost of some ESD technologies decreases.

Environmental / amenity issues

The Policy and Guidelines provide objectives and requirements for the following sustainability categories: climate change risks, energy, management and governance, materials, sustainable transport, urban ecology, waste, and water and stormwater.

The Policy and Guidelines will contribute to working towards several of Council’s existing sustainability targets. These targets are from Council’s Carbon Neutral Strategy, Sustainability Strategy and Water Sensitive City Strategy and the Port Phillip and Westernport Regional Catchment Strategy.

Social / community issues

An objective of the Policy and Guidelines is to improve the quality of the indoor environment (i.e. natural day light, low toxic furnishings and finishes, fresh air) and create outdoor spaces that are healthy for people and the natural environment. This is to increase the connection with the natural environment and to create buildings that are healthy and pleasant to work and recreate in. For example, in a Green Star study, 66% of employers felt Green Star rated buildings helped to keep and attract employees^{^[4]}. Buildings also have a role to play in the sustainability behaviour of the people who use them.

Engaging with building managers, user groups and the wider community helps to create buildings that are fit for purpose, well used and managed for optimal ESD performance. Communicating ESD initiatives of buildings will also raise awareness and aims to inspire increased uptake of ESD.

Community consultation

The draft Policy and Guidelines have been presented to MEAC, who have provided valuable feedback (which has been incorporated into the attached documents). MEAC also provided their in-principle support for the Policy and Guidelines.

No submissions were received on the draft Policy and Guidelines when they were placed on public exhibition between 4 July 2017 and 1 August 2017. The public exhibition process included information at Council Service Centres, on Council’s website, a public notice in the Maroondah Leader an invitation to ‘Have your say’ to Council’s community members on Council’s sustainability email list.

Conclusion

The draft ESD Policy for Council Buildings and draft ESD Policy Guidelines for Council Buildings seek to bring about best practice ESD and outcomes for building projects.

They are consistent with the policy intent of key Council strategies and position Council to lead by example in the community through endorsed standards.

They seek to create a shared vision for Council and external stakeholders to advance the ESD aims and outcomes sought.

Implementation of the draft Policy and Guidelines will not only reduce environmental impacts but contribute to improved asset management, greenhouse gas reductions and long-term financial savings.

It is now timely for these documents to be adopted by Council.

Attachments

1.⇩	Draft ESD Policy for Council Buildings Council Meeting 28082017
2.⇩	Draft ESD Policy Guidelines for Council Buildings Council Meeting 28082017

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIl ADOpts the environmentally sustainable design policy for council buildings and the environmentally sustainable design policy guidelines for council buildings

DIRECTOR Planning & Community – Phil Turner

Draft Domestic Wastewater Management Strategy	Item 5

Purpose

To resolve to place the Draft Domestic Wastewater Management Strategy on public exhibition for community comment.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A Clean, Green and Sustainable Community

Our Vision: In 2040, Maroondah will be a leafy, green community with high levels of waste diversion and sustainable approaches to infrastructure development, urban design and management of natural resources. Our community is resilient and has the knowledge, capacity and resources to make sustainable lifestyle choices.

Key Directions 2017 – 2018:

1.6 Actively promote health and wellbeing principles and initiatives within the community

4.1 Ensure the long-term protection and rehabilitation of the city’s waterways and wetlands to improve water quality and stream flow

4.14 Support, educate and build the capacity of our community to make more environmentally sustainable lifestyle choices

8.2 Ensure responsible and sustainable management of Maroondah’s resources, assets, infrastructure and natural environment

8.4 Foster a Council culture of innovation, cooperation, commitment, communication and continuous improvement that positions Maroondah as a leader in local government

8.11 Foster a Council culture of collaboration and partnerships with individuals, community groups, businesses, service providers and other levels of government

Background

Under the State Environment Protection Policy (Waters of Victoria), Councils are legislatively required to develop a Domestic Wastewater Management Plan in conjunction with the local water authority and community. Councils are the primary agency responsible for the management of domestic wastewater.

Issue / discussion

The Domestic Wastewater Management Strategy 2017-2021 (the Strategy) is designed to not only meet Council’s regulatory requirements but to assist Council in achieving best practice in the management of domestic wastewater.

The Strategy addresses the priorities identified in the Domestic Wastewater Management Plan (2013).

The overall vision of the Strategy is to: ‘Protect public health, the natural environment and the amenity of the municipality by promoting environmental best practice in the management of domestic wastewater’.

To achieve this vision, we will work towards three key outcomes that each highlight priority actions within the Strategy. These outcomes are:

· Healthy Environments

· Collaborative Culture

· Information Management

Further consultation is now required with the broader community.

Financial / economic issues

The Strategy will be implemented within existing resources.

Environmental / amenity issues

Environmental and amenity issues are considered in the Draft Strategy.

Social / community issues

Social and community issues are considered in the Draft Strategy.

Community consultation

During the preparation of the Draft Strategy, Council has consulted extensively with key stakeholders, both internally and with representatives from Yarra Valley Water and the Environment Protection Authority.

Whilst targeted consultation with key stakeholders has already been undertaken to inform the Draft Strategy, the community should now be afforded with the opportunity to provide comments on the Draft Strategy between 1 September 2017 to 30 September 2017.

Consultation will include a range of media, including Council’s website, social media, hard copies available at Council’s Customer Service centres, feedback forms and letters to properties serviced by wastewater systems.

Conclusion

The Draft Domestic Wastewater Management Strategy has been developed through extensive work undertaken in the Community Health Services Wastewater Project, and is informed by a strong evidence base. The Strategy will help Council and the community achieve the Maroondah 2040 Vision. The Strategy is proposed to be implemented over a 4-year period and its recommended actions integrated into Council service delivery plans.

Council now seeks to place the Draft Domestic Wastewater Management Strategy on Public Exhibition to obtain community feedback.

Attachments

1.⇩	Domestic Wastewater Management Strategy - Draft Version for Public Exhibition - 7 August 2017

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT the draft domestic wastewater management strategy be placed on public exhibition from 1 September 2017 to 30 september 2017

DIRECTOR Planning & Community – Phil Turner

Exhibition of the Maroondah Health and Wellbeing Plan 2017-2021	Item 6

Purpose

To seek Council endorsement for the draft Maroondah Health and Wellbeing Plan (MHWP)

2017-2021 to be placed on public exhibition between 29 August 2017 and 25 September 2017.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 1: 2017-2018) 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

· An inclusive and diverse community

· A well governed an empowered community

· An accessible and connected community

· A clean, green and sustainable

· An attractive, thriving and well built

Our Vision: Maroondah will be a vibrant and diverse city with a healthy and active community, living in green & leafy neighbourhoods which are connected to thriving and accessible activity centres contributing to a prosperous economy within a safe, inclusive and sustainable environment.

Key Directions 2017 – 2018:

The MHWP 2017-2021 is a key strategic planning document of Council and captures the work being undertaken by the whole Council, and its external partners, in working to enhance health and wellbeing outcomes at a population level within Maroondah.

As such the MHWP speaks to all Maroondah 2040 Outcome Areas and the majority of key directions with the Maroondah City Council, Council Plan 2017-2021. Some of the key directions include the following:

1.1 Promote and facilitate safer cultures relating to issues of alcohol, drugs, tobacco, gambling, child abuse and family violence

1.2 Encourage and support the implementation of initiatives and programs aimed at improving the actual and perceived safety of the community

1.3 Facilitate the provision of affordable, accessible and responsive services, resources and initiatives that support the physical and mental health and wellbeing of the community

1.4 Actively promote health and wellbeing principles and initiatives within the community

1.5 Promote healthy eating and physical activity by supporting education initiatives and providing a diverse range of accessible open spaces, and recreation facilities and services

Priority Action 2017-2018:

Prepare and commence implementation of a new Maroondah Health and Wellbeing Plan 2017 – 2021.

Background

The draft Maroondah Health and Wellbeing Plan 2017-2021 (MHWP) is a strategic plan that describes how Council and its partners will work towards achieving maximum health and wellbeing for the community over the next four years. It describes Council’s vision, goal, outcome areas and objectives for health and wellbeing and who Council will be partnering with to enhance Maroondah’s liveability, sustainability, inclusiveness, safety, connectivity and prosperity.

The MHWP is a statutory plan that is prepared in consideration with the requirements set out in the Public Health and Wellbeing Act 2008. This Act requires Council to prepare a community health and wellbeing plan every four years, within 12 months of general council elections.

The MHWP 2017-2021 has been developed on a solid evidence base established via stakeholder consultation, statistical analysis of current health and wellbeing indicators and outcomes and with regard to the wider strategic environment that impacts upon both individual and community level health and wellbeing.

Maroondah enjoys a good level of subjective wellbeing, consistent with ratings across both the Eastern Metropolitan Region (EMR) and Victoria. Maroondah’s life expectancy for both females and males is higher than the Victorian average and Maroondah is below both the Victorian and Greater Melbourne rates in a number of avoidable mortality fields.

However, there are many areas in which Council and the wider service system can direct efforts in order to maximise beneficial health and wellbeing outcomes and work to address inequalities.

Issue / discussion

To ensure a coordinated approach to and alignment of goals and strategies for helping to achieve maximum health and wellbeing, Council and the wider service system plan and work collaboratively.

The MHWP identifies the following 5 shared outcome areas and eight focus areas;

MHWP Outcome Areas	Focus Areas
Healthy & Well 2040 Outcome Area: Safe Healthy & Active	Alcohol, Other Drugs & Tobacco
Healthy & Well 2040 Outcome Area: Safe Healthy & Active	Mental, Physical & Sexual Health
Safe & Secure 2040 Outcome Area: Safe Healthy & Active	Social & Affordable Housing
	Prevention of Violence Against Women (PVAW), Gender Equity & Elder Abuse
	Gambling
Capacity to Participate 2040 Outcome Area: Prosperous & Learning Well Governed & Empowered	Education, Lifelong Learning & Employment
Connected to Culture & Community 2040 Outcome Areas: Inclusive & Diverse Vibrant & Culturally Rich	Inclusivity, Diversity & Access
Liveable 2040 Outcome Araes: Accessible & Connected Clean, Green & Sustainable Attractive Thriving & Well Built	Environment, Climate Change & Infrastructure

There are fifty-seven high level priority action items within the MHWP that will be undertaken to address the focus and outcome areas. Implementation of the MHWP 2017-2021 will commence in October 2017 and span over a four-year period until October 2021.

Implementation is the collective responsibility of various service areas within Council and will be undertaken collaboratively with a diverse range of external partners. Evaluation of the MHWP will be undertaken annually, in accordance with the MHWP Evaluation Strategy.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

In working to a social model of health the MHWP strives to enhance health and wellbeing by directing efforts towards addressing the social, economic and environmental determinants of health concurrently.

In doing so the overall impact of implementation of the MHWP works to:

· Address the broader determinants of health

· Foster inter-sectoral collaboration

· Reduce social inequities

· Empower individuals and communities

· Enable access to health care

· Enhance liveability

Community consultation

A comprehensive and diverse MHWP Consultation Program was developed and undertaken to inform the direction of the MHWP 2017-2021.

The Consultation Program provided opportunity for the voice of over 1,147 individuals to be heard. The inclusion of the Youth Strategy Consultation Program extends that total to 6,054 individuals.

Consultation opportunities were provided to external and internal stakeholders, with initiatives targeting; whole of community, vulnerable communities, Indigenous community, young people, older people, local and regional service system and clubs and organisations.

Conclusion

The draft Maroondah Health and Wellbeing Plan 2017 - 2021 is a key strategic planning document that will guide how Council and its partners will work to enhance health and wellbeing at both an individual and community level, within Maroondah over the next four years.

Preparation and submission of the draft Maroondah Health and Wellbeing Plan 2017-2021, to the Department of Health and Human Services, by October 2017 is a legislative requirement.

Attachments

1.⇩	MHWP 20172021 Evidence Report
2.⇩	MAROONDAH HEALTH AND WELLBEING PLAN V4
3.⇩	Maroondah Health and Wellbeing Plan 2017-2021 - Municipal Scan - Amended with Census data 2016

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That council

1. provisionally endorses the DRAFT Maroondah Health and Wellbeing Plan 2017-2021, THAT HAS BEEN PREPARED IN ACCORDANCE WITH the Public Health Act 2008

2. AUTHORISES THE CHIEF EXECUTIVE OFFICER TO GIVE PUBLIC NOTICE OF THE PREPARATION OF THE Maroondah Health and Wellbeing Plan 2017-2021

3. authoriseS the release of the Maroondah Health and Wellbeing Plan 2017-2021 on public exhibition from 29 August 2017 to 25 SeptEMber 2017

[1] Beyond Zero Emissions, Melbourne Energy Institute, The University of Melbourne, 2013, Zero Carbon Australia Buildings Plan

[2] Green Building Council of Australia: https://www.gbca.org.au/news/gbca-media-releases/environmental-benefits-of-green-star-buildings-are-too-good-to-ignore/

[3] Pitt & Sherry, Harrington, P, 2013, Environmentally Efficient Design Planning Policies – Cities of Banyule, Moreland, Port Phillip, Stonnington, Whitehorse and Yarra, Expert Evidence – Benefit Cost Analysis

[4] Bond University, 2010, Performance & Perceptions of Green Buildings: a study based on the experiences of working, renting and owning Green Star certified buildings

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 REALM: 179 Maroondah Hwy, Ringwood

DIRECTOR Corporate Services – Marianne Di Giallonardo

Attendance Report	Item 1

DIRECTOR Corporate Services – Marianne Di Giallonardo

Councillor Representation Reports	Item 3

1.⇩	Maroondah Community Safety Committee (MCSC) Minutes - 26 June 2017
2.⇩	Maroondah Partners In Community Wellbeing Committee (MPIC) Minutes - 7 August 2017

DIRECTOR Corporate Services – Marianne Di Giallonardo

Audit & Risk Advisory Committee Report	Item 4