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Councillor

(as addressed)

 

 

The next Council Meeting will be held in the Council Chamber, Braeside Avenue, Ringwood, on Monday 21 May 2018, commencing at 7:30pm and your presence is requested.

 

 

Yours faithfully

SKozlows.jpg

 

Steve Kozlowski

CHIEF EXECUTIVE OFFICER

 

Note:

This meeting is being streamed live on the internet and recorded.

Every care is taken to maintain privacy and attendees are advised they may be recorded.

 

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Council Chamber
is fitted with a Hearing Aid Induction Loop

 

Switch Hearing Aid to ‘T’ for Reception

 

City Offices

Braeside Avenue, Ringwood, 3134

Postal

PO Box 156, Ringwood 3134

DX 38068, Ringwood

Telephone

1300 88 22 33

 

 

Facsimile

Email

Web

 

Service Centres

Translating and Interpreting Service (TIS): 131 450

National Relay Service (NRS): 133 677

(03) 9298 4345

maroondah@maroondah.vic.gov.au

www.maroondah.vic.gov.au

 

Croydon: Civic Square

REALM: 179 Maroondah Hwy, Ringwood

 


 


ORDER OF BUSINESS

1.       Prayer

2.       Acknowledgment of Country

3.       Apologies  

4.       Declaration of Interests

5.       Confirmation of Minutes of the Ordinary Council Meeting held on Monday 23 April 2018.

6.       Public Questions

7.       Officers’ Reports

Director Corporate Services

1.       Attendance Report                                                                                                    5

2.       Reports of Assembly of Councillors                                                                         7

3.       Councillor Representation Reports                                                                        10

4.       Adoption of Draft Council Plan 2017-2021 (2018/19 Update), Proposed Budget 2018/19 and Declaration of Rates 2018/19                                                            12

5.       Financial Report: Nine Months Ending 31 March 2018                                         28

6.       Audit & Risk Advisory Committee Report                                                               34

Director Operations, Assets & Leisure

1.       Cheong Park Special Committee of Council - Revoking of  Instrument of Delegation                                                                                                                                36

2.       Capital Works Report: Third Quarter 2017/2018                                                   39

Director Strategy & Community

1.       Ringwood East Shopping Centre - Propose to Declare a Special Rate Scheme 44

2.       Petition - Ryland Avenue Shopping Centre Car Park                                            52

3.       Council Plan 2017-2021 (Year 1: 2017/18) - Progress Report as at 31 March 2018                                                                                                                                56

4.       Local Government Performance Reporting Framework - Quarter 3 Results 2017/18                                                                                                                                59  

8.       Documents for Sealing

1.       Letter Under Seal - Senior Sergeant Paul McBride                                               62

2.       Letter Under Seal - Staff Milestones 2018                                                             63  

9.       Motions to Review   

10.     Late Item

11.     Requests / Leave of Absence

12.     In Camera

Director Operations, Assets & Leisure

1.       Tender Evaluation Report - Contract 20853 Construction of Croydon Town Square

2.       Tender Evaluation Report - Contract 2106/0634 Retail Electricity,        Natural Gas & Associated Services (through Procurement Australia)

3.       Tender Evaluation Report - Contract 20887 Croydon Pavilion Redevelopment

 

 

 

 

 

 

 

 

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Attendance Report

Item 1

 

Purpose

To provide an opportunity for Councillors to report on Council activities undertaken since the last Ordinary Meeting of Council and forthcoming ward activities.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 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

Not Applicable

Issue / discussion

It is intended that the Mayor and Councillors be given the opportunity to present a verbal or written report updating Council on the activities they have undertaken in their role as Councillors and forthcoming ward activities.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is appropriate that Councillors formally report to Council upon the activities they have undertaken in their role as Councillors.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL RECEIVES AND NOTES THE REPORTS AS PRESENTED BY

COUNCILLORS

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Reports of Assembly of Councillors

Item 2

 

Purpose

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

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 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 23 April 2018, 24 April 2018 and 7 May 2018 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.

2018 April 23 - Assembly of Councillors Public Record

2.

2018 April 24 - Assembly of Councillors Public Record

3.

2018 May 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 23 April 2018, 24 April 2018 and 7 may 2018

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Councillor Representation Reports

Item 3

 

Purpose

To receive and note the following meeting minutes.

·        Maroondah Community Safety Committee (MCSC) held on 21 March 2018

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

As part of Council's commitment to the principles and practice of good governance, it is appropriate that Councillors and the Community are formally updated on the actions and activities of the various organisations bodies/advisory groups upon which it is represented.

Issue / discussion

Council is represented on numerous Boards and Organisations. Appointments are made annually by Council at the commencement of the new Mayoral term.

 

Crs Lamont, P Macdonald and Steane are Council’s representatives on the Maroondah Community Safety Committee.

Financial / economic issues

Not Applicable

Environmental / amenity issues

 

Not Applicable

Social / community issues

Not Applicable

 

Community consultation

Not Applicable

 

Conclusion

It is appropriate that Councillors and the Community are formally updated on the actions and activities of the various organisations bodies/advisory groups upon which Council is represented.

 

 

Attachments

1.

Maroondah Community Safety Committee Minutes - 26 March 2018

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL RECEIVES AND NOTES MINUTES OF THE Maroondah community Safety COMMITTEE HELD ON 26 March 2018

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Adoption of Draft Council Plan 2017-2021 (2018/19 Update), Proposed Budget 2018/19 and Declaration of Rates 2018/19

Item 4

 

Purpose

To enable Council to formally adopt the Draft Council Plan 2017-2021 (2018/19 Update) and the Proposed Budget 2018/19, and to declare the rates and charges in respect of the year ended 30 June 2019.

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.

8.3     Provide community inspired leadership in democratic governance.

Priority Action 2017-2018:

Not applicable

Background

Council Plan

 

The Council Plan together with Maroondah 2040: Our future together, the Annual Budget and Annual Report, are Council’s high level strategic documents which draw together the community aspirations, preferred outcomes and key directions for the future. These high level strategic documents and associated processes form an integral part of the Maroondah City Council’s Integrated Planning Framework (shown below).

 


Figure 1: Council’s Integrated Planning Framework

 

IntegratedPlanningFramework_January2017

 

The Draft Council Plan 2017-2021 (2018/19 Update) has been prepared in accordance with requirements of the Local Government Act 1989. The Act requires the Council Plan 2017-2021 to include the strategic objectives of the Council (community outcome areas), strategies for achieving the objectives for at least the next four years (key directions), strategic indicators for monitoring the achievement of these objectives (Council Plan indicators) and a Strategic Resource Plan describing financial and non-financial resources.

 

The draft Council Plan 2017-2021 reflects the preferred future outcomes and key directions as identified by the community in the development of Maroondah 2040: Our future together.

 

At Maroondah, the Council Plan is refreshed annually to ensure identified priority actions meet emerging community needs and aspirations, and provide an updated strategic resource plan.

 

The Draft Council Plan 2017-2021 (2018/19 Update) acknowledges progress made on priority actions undertaken during 2017/18 and provides an amended list of proposed ‘Priority Actions’ for the remaining three years of the Council Plan 2017-2021, from 2018/19 to 2020/21. These proposed priority actions have been aligned with the outcome areas identified in Maroondah 2040: Our future together.

An updated Strategic Resource Plan has also been included to identify the financial resources required to deliver on the Council Plan and the services delivered by Council over the next four years.

 

Reporting against the Council Plan and Annual Budget is undertaken quarterly to Council and the Audit and Risk Advisory Committee. Reporting on annual achievements is undertaken through the Annual Report and the ‘Our Achievements’ document.

 

The Draft Council Plan 2017-2021 (2018/19 Update) identifies a range of proposed ‘Priority Actions’ for the next three financial years, i.e. from 2018/19 to 2020/21. These proposed priority actions have been aligned with the outcome areas identified in Maroondah 2040: Our future together.

 

Proposed priority actions for 2018/19 include:

 

Outcome Area – A safe, healthy and active community

·                Design and construct the $2.5m Jubilee Sporting Pavilion redevelopment

·                Design and construct the $3.0m HE Parker Sporting Pavilion redevelopment

·                Finalise a new Gaming Policy and commence preparation of a planning scheme amendment to incorporate the policy into the Maroondah Planning scheme

·                Complete the design works, undertake operational readiness planning and construct the $13.5m HE Parker Multi Sports Complex 

·                Undertake works to implement CCTV in Croydon Town Centre, including detailed design and documentation, along with the supply and installation of cameras

·                Prepare and commence implementation of a new Maroondah Health and Wellbeing Plan 2017-2021

·                Commence construction of the $2.7m Silcock Sporting Pavilion redevelopment

·                Amend planning controls relating to alcohol density through participation in the South East Melbourne Council’s Alliance (SEMCA) Alcohol Density Project

·                Undertake sportsfield reconstruction works at Quambee Reserve No.1 Oval in Ringwood North

·                Design and construct the Springfield Sporting Pavilion redevelopment (** Subject to external funding)

Outcome Area – A prosperous and learning community

·                Develop Regional Service Partnerships at Realm

·                Update the Ringwood Metropolitan Activity Centre Masterplan

·                "Work in partnership to implement the Bayswater / Bayswater North Industrial Precinct Strategy to assist local businesses and promote investment attraction"

·                Develop, promote and expand the BizHub Co-Working Space

·                Plan and implement carparking improvements in the Ringwood Metropolitan Activity Centre and the Croydon Activity Centre

·                Work in partnership to facilitate appropriate development within the Ringwood Metropolitan Activity Centre and Croydon Activity Centre

Outcome Area – A vibrant and culturally rich community

·                Create a new Croydon Town Square, including community engagement, completion of detailed design and construction.

·                Implement innovative and engaging arts events and outcomes in Ringwood Town Square arts precinct

·                Establish a new Arts Advisory Committee and implement new public art across Maroondah in accordance with Council’s Public Art Policy

·                Commence development of an Arts and Cultural Development Strategy 2018-2022

·                Design and construct the $10m Karralyka redevelopment (** Subject to funding")

Outcome Area – A clean, green and sustainable community

·                Implement the Eastern Organics Contract

·                Finalise the Maroondah Vegetation Review and prepare planning controls for inclusion in the Maroondah Planning Scheme

Outcome Area – An accessible and connected community

·                Work in partnership to implement intersection improvement works at the corner of Maroondah Highway and Dorset Road in Croydon North

·                Develop a Maroondah Carparking Framework, incorporating a Parking Policy, updates to parking strategies and permit systems

·                Commence road renewal works in Caroline Street, Ringwood

·                Accelerate Council's footpath construction program

·                Advocate to the Commonwealth and Victorian Government for provision of new and upgraded major transportation infrastructure in Maroondah; including freeway connections, upgrade to arterial roads and intersections, and major public transport enhancements

 

Outcome Area – An attractive, thriving and well built community

·                Upgrade Lincoln Road, east of Dorset Road

·                Undertake a municipal wide review of Council’s neighbourhood character and heritage controls

·                Continue the upgrade of drainage including flood mitigation works in Power Street catchment

·                Develop and commence implementation of priority open space and public realm enhancement plans

·                Work in partnership to implement the Greening the Greyfields Project to facilitate a sustainable approach to urban redevelopment in identified residential precincts (** Subject to funding)

Outcome Area – An inclusive and diverse community

·                Monitor the federal National Disability Insurance Scheme and My Aged Care reform agenda and implement transitional arrangements for relevant areas of Council service delivery

·                Investigate and implement additional female changing facilities at local sporting venues

·                Continue implementation of the Corporate Volunteering Program

·                Develop and commence implementation of a new Disability Policy and Action Plan

Outcome Area – A well governed and empowered community

·                Progress Council’s innovative digital services transformation

·                Continue to work on Innovation and Customer Service delivery models, including online services and additional payment options for customers

·                Update Council’s administrative facilities

It is important to note that a number of these actions will span multiple financial years. Proposed Council Plan priority actions for the full 2018/19 to 2020/21 period can be found in the attached document.

 

Budget

 

The 2018/19 Budget links to the achievement of the Council Plan 2017-2021 as part of Council’s Integrated Planning Framework. The Council Plan plays a vital role in shaping the future for Maroondah over a four-year period. It sets out local and regional challenges and opportunities for our community within the framework of the community’s long term vision. It also forms the basis for Council to make decisions regarding resources and priorities in response to community aspirations.

 

The 2018/19 Budget outlines the provision of financial resources for the next 12 months and details how these resources will be applied to meet these actions and initiatives detailed in the Council Plan, as well as delivering the more than 120 services and the extensive range of programs and activities that Council provides to the Maroondah community.

 

The 2018/19 budget contains 40 initiatives including 16 major initiatives, as identified in the Council Plan. These initiatives will contribute to the achievement of the four-year Council Plan key directions and ultimately the preferred outcome as outlined in Maroondah 2040.

 

The Annual Budget together with the Council Plan and the Annual Report are the major municipal planning and reporting documents.  One of the accountability tools utilised is the Financial Statements so that the community may more readily follow strategic financial planning (in the Council Plan) through to operational financial planning (in the Annual Budget) and then be able to measure actual performance against those plans (in the Annual Report).

 

Statutory requirements

 

A requirement under the Act is for the Draft Council Plan, Proposed Budget to be subject to a Section 223 right to make a submission.  Council at its meeting held on 9 April 2018, appointed a Committee of the Council comprising Councillors Steane, Spears and Marks to hear submissions.

 

In terms of the Draft Council Plan (incorporating a Strategic Resource Plan), a number of sections of the Act are relevant:

·        Section 125 of the Local Government Act 1989 (the Act) requires Council to prepare and approve a Council Plan within the period of 6 months after each general election or by the next 30 June, whichever is later. At least once in each financial year, a Council must consider whether the current Council Plan requires any adjustment in respect of the remaining period of the Council Plan.

·        Section 125 of the Act also requires Council to include in the Council Plan

(a)     the strategic objectives of the Council (outcome areas);

(b)     strategies for achieving the objectives for at least the next 4 years (key directions);

(c)     strategic indicators for monitoring the achievement of the objectives (Council Plan indicators);

(d)     a Strategic Resource Plan containing the matters specified in section 126 of the Act; and

(e)     any other matters which are prescribed by the regulations.

·        Section 125 of the Act also provides that Council must also follow a public consultation process prior to formal adoption of the Council Plan, including making the document available for at least 28 days after a public noticed is placed.  This process commenced with a public notice by Council of the preparation of the Draft Council Plan in The Age newspaper on 12 April 2018 (with a courtesy notice in the Maroondah Leader on 17 April 2018), and included the consideration of submissions on the Draft Council Plan under Sections 125 and 223 of the Act.

·        Section 126 of the Act requires Council to provide a Strategic Resource Plan of the resources required to achieve its strategic objectives over the next four financial years, including provision of prescribed statements. The Strategic Resource Plan must take into account services and initiatives contained in any plan adopted by the Council.

·        Section 126 of the Act requires Council review the Strategic Resource Plan during the preparation of the Council Plan; and adopt the Strategic Resource Plan not later than 30 June each year, or such other date fixed by the Minister by notice published in the Government Gazette. A copy of the current Strategic Resource Plan must also be available for inspection by the public.

In terms of the Proposed Budget a number of sections of the Act are relevant:

·        Section 127 of the Local Government Act 1989 (the Act) requires Council to prepare a budget for each financial year commencing 1 July.  The 2018/19 Proposed Budget was presented to the meeting of Council held on 9 April 2018.

·        Section 158 of the Act requires Council to declare, for each financial year, the amount which the Council intends to raise by general rates, service rates and service charges.

·        Section 129 of the Act provides that Council must also follow a public consultation process prior to formal adoption of the Budget.  This process commenced with a public notice by Council of the preparation of the Proposed Budget (incorporating its intention to declare the rates and charges embodied in that budget) in The Age newspaper on 12 April 2018 (with a courtesy notice in the Maroondah Leader on 17 April 2018), and included the consideration of submissions on the Proposed Budget under Sections 129 and 223 of the Act.

·        Section 130 of the Act provides that Council must adopt its budget by 30 June each year whilst Section 158 provides that rates and charges must also be declared by the same date.

Issue / discussion

Council Plan and Budget

 

Council resolved on 9 April 2018 to place the Draft Council Plan and Proposed Budget on public exhibition. Council commenced a public consultation process on 13 April 2018.  In accordance with the Act and Council’s previous resolution the Committee of Council was convened to consider the submissions in respect of the Proposed Budget. After consideration of submissions (per attached table) and Councillor feedback, the Committee subsequently opted to recommend to Council to formally adopt the Draft Council Plan 2017-2021 (2018/19 Update) and the Proposed Budget 2018/19 with minimal change at a meeting to be held on Monday 21 May 2018.

 

A summary of submissions received is contained on the attached table (Attachment 1).  All submissions have been circulated to Councillors.  The key issues raised by submissions with Council officer responses are also included on the table. Each submitter will receive an individual formal response to their submission.

Financial / economic issues

These are contained within the Council Plan and articulate the Council’s current directions.

 

The adoption of the 2018/19 Proposed Budget not only contributes to compliance with the financial planning and reporting requirements of the Act, but also provides management with an important tool to monitor and control the detailed financial performance and directions of Council.

Environmental / amenity issues

These are contained within the Council Plan and articulate the Council’s current directions.

Social / community issues

These are contained within the Council Plan and articulate the Council’s current directions.

Community consultation

The Draft Council Plan 2017-2021 (2018/19 Update) is aligned with Maroondah 2040: Our future together, the long term vision for the community that was adopted by Council in June 2014. This alignment ensures that the Council Plan continues to form part of an integrated approach to planning that is informed by community aspirations for Maroondah’s future.

 

The Draft Council Plan 2017-2021 (2018/19 Update) has been informed by stakeholder input during development of the original Council Plan 2017-2021 in February 2017, along with community engagement inputs from a range of other Council strategic projects over the past three years.

 

Prior to the community submission process, the Draft Council Plan 2017-2021 (2018/19 Update) and Proposed Budget underwent an internal review by both Councillors and employees. Council approved the Draft Council Plan 2017-2021 (2018/19 Update) for public exhibition on 9 April 2018.  Public submissions were solicited, to be received until 5pm on Friday 11 May 2018.

 

Copies of the Draft were made available for public inspection and comment from 8.30 am on Friday 13 April 2018 and placed on display at the City Offices Service Centre in Ringwood, Civic Square Service Centre in Croydon, Realm at the Ringwood Town Square in Ringwood, at the Croydon Library, and on Council’s website.  The public was advised through articles in the local papers as well as in advertisements in the Maroondah Leader and The Age newspapers. 

 

Further in accordance with Section 129 of the Act, Council gave public notice of its Proposed Budget and advised the public of its right under the Section 223 of the Act to make submissions on any proposal contained in the Proposed Budget.  The required public notice was published in The Age on Thursday 12 April 2018 and a courtesy public notice was also published in the Maroondah Leader on Tuesday 17 April 2018.

 

The Proposed Budget was made available for public inspection and comment from 8.30 am on Friday 13 April 2018 at the City Offices Service Centre, Ringwood, Civic Square Service Centre, Croydon and Realm, Ringwood Town Square Ringwood and at the Croydon Library, and Council’s website.  Provision was also made for interested parties to receive the Proposed Budget and/or to obtain further information about it by appointment with Council officers.  Submissions were received up to 5pm on Friday 11 May 2018.

 

The receipt of submissions from the public and the consideration of those submissions by Council form an integral part of the public consultation process.

 

At the expiration of the consultation period, Council had received one submission on the Draft Council Plan and two on the Proposed Budget There was one submitter who wished to appear in person in support of their submission.  A Committee of Council considered the three submissions received at a meeting held on Wednesday 16 May 2018. 

Conclusion

The Draft Council Plan 2017-2021 (2018/19 Update) and Proposed Budget 2018/19 have been developed and submissions from the community considered. Both documents reflect Council’s commitment to pursue excellence, good governance and responsible management of resources for the community within the City of Maroondah.  

 

Given Council’s legislative obligations, both the Draft Council Plan 2017-2021 (2018/19 Update) and Proposed Budget 2018/19 are recommended for Council adoption with no change.

 

 

Attachments

1.

Council Plan 2017-2021 (2018/19 Update)

2.

MCC Adopted Budget 2018/19

3.

2018 May 21 Proposed Budget 2018-19 - Response to submissions

CONFIDENTIALITY

Not Applicable

 

 

 

 

 

 

 

 

 

RECOMMENDATION

 

A.  COUNCIL PLAN

THAT COUNCIL:

1.       ADOPTS THE COUNCIL PLAN 2017–2021 (2018/19 UPDATE)

2.       FORWARDS A COPY OF THE COUNCIL PLAN TO THE MINISTER FOR LOCAL GOVERNMENT AS REQUIRED BY THE LOCAL GOVERNMENT ACT 1989

3.       AUTHORISES OFFICERS TO ARRANGE FOR THE SUITABLE PUBLICATION AND DISTRIBUTION OF THE COUNCIL PLAN TO COMMUNITY GROUPS AND RELEVANT STAKEHOLDERS

B.   BUDGET

THAT COUNCIL DETERMINES:

1.       Budget

1.1     The submissions on the Budget be noted

1.2     The Chief Executive Officer be authorised to write to each submitter in accordance with section 223 (1)(e) of the Local Government Act 1989 advising of the purport of this Recommendation and the reasons for it

1.3     The Budget annexed to this Recommendation and initialled by the Mayor for identification ("the Budget") be adopted by Council

1.4     The Chief Executive Officer be authorised to give public notice of this decision to adopt the Budget, in accordance with section 130(2) of the Local Government Act 1989

2.       Amount Intended To Be Raised

An amount of $89,308,269 (or such other amount as is lawfully raised as a consequence of this Resolution) be declared as the amount which Council intends to raise by general rates and the annual service charge (described later in this Resolution), which amount is calculated as follows:

General Rates                         $74,565,269

Annual Service Charge       $14,743,000

 

3.       General Rates

3.1.    A general rate be declared in respect of the 2018/19 Financial Year

3.2.    It be further declared that the general rate be raised by the application of differential rates

3.3.    A differential rate be respectively declared for rateable land having the characteristics specified below, which characteristics will form the criteria for each differential rate so declared:

3.3.1.          general Land

ANY LAND WHICH DOES NOT HAVE THE CHARACTERISTICS OF DERELICT, COMMERCIAL, INDUSTRIAL, OR VACANT LAND

3.3.2.          DERELICT Land

          DERELICT LAND IS ANY LAND IN RESPECT OF WHICH:

(a)                A NOTICE TO COMPLY HAS BEEN SERVED ON THE OWNER OR OCCUPIER OF THE LAND IN RESPECT OF ANY BREACH OF:

(i)       CLAUSE 31 (CONDITION OF LAND);

(ii)      CLAUSE 32 (VACANT BUILDINGS); OR

(iii)     CLAUSE 34 (STORAGE, VEHICLES AND MACHINERY)

OF COUNCIL LOCAL LAW NO. 11; AND

(b)      THE TIME SPECIFIED IN THE NOTICE TO COMPLY HAS EXPIRED; AND

(c)      THE REQUIREMENTS OF THE NOTICE TO COMPLY HAVE NOT BEEN COMPLIED WITH OR OTHERWISE SATISFIED (EITHER BEFORE OR AFTER THE TIME SPECIFIED IN THE NOTICE).

 

3.3.3.          commercial Land

          COMMERCIAL LAND IS ANY LAND THAT DOES NOT HAVE THE           CHARACTERISTICS OF DERELICT, INDUSTRIAL OR VACANT     LAND, AND WHICH IS USED, DESIGNED OR ADAPTED TO    BE    USED PRIMARILY FOR THE SALE OF GOODS OR          SERVICES OR OTHER COMMERCIAL PURPOSES.

 

3.3.4.          industrial Land

          INDUSTRIAL LAND IS ANY LAND THAT DOES NOT HAVE THE           CHARACTERISTICS OF DERELICT, COMMERCIAL OR VACANT LAND, THAT IS USED, DESIGNED OR ADAPTED TO BE USED          PRIMARILY FOR INDUSTRIAL PURPOSES.

 

3.3.5.          Vacant Land

                   ANY LAND ON WHICH THERE IS NO BUILDING WHICH IS    OCCUPIED OR ADAPTED FOR OCCUPATION AND THAT IS NOT         GENERAL, DERELICT, COMMERCIAL OR INDUSTRIAL LAND.

3.4.    Each differential rate will be determined by multiplying the Capital Improved Value of each rateable land (categorised by the characteristics described in paragraph 3.3 of this Resolution) by the relevant percentages indicated in the following table:

Category

Rate in the Dollar

Derelict Land

0.571602 cents in the dollar of Capital Improved Value

Commercial Land

0.228641 cents in the dollar of Capital Improved Value

Industrial Land

0.228641 cents in the dollar of Capital Improved Value

Vacant Land

 

0.285801 cents in the dollar of Capital Improved Value

Other Land

 

0.190534 cents in the dollar of Capital Improved Value

 

3.5.    It be recorded that Council considers that each differential rate will contribute to the equitable and efficient carrying out of Council functions, and that

3.5.1.                   the respective objectives of each differential rate;

3.5.2.                   the respective types or classes of land which are subject to each differential rate;

3.5.3.                   the respective uses and levels of each differential rate in relation to those respective types or classes of land; and

 

3.5.4.          the relevant

(a)    uses of;

(b)    geographical locations of;

(c)    planning scheme zonings of; and

(d)    types of buildings on

BE THOSE SPECIFIED IN THE BUDGET ANNEXED TO THIS RECOMMENDATION, AS SET IN THE NOTES TO THE FINANCIAL STATEMENTS.

3.6.    It be confirmed that no amount is fixed as the minimum amount payable by way of general rate in respect of each rateable land within the municipal district

3.7.    In accordance with Section 4 (4) of the Cultural and Recreational Lands Act 1963, the amounts in lieu of rates payable in respect of each rateable  land to which that Act applies be the amounts respectively set out below:

Land

$

Heathmont Club Inc.

5,455.45

Bayswater North Tennis Club

1,504.70

Eastwood Golf Club

11,604.45

TOTAL

18,564.60

 

4.       Annual Service Charge

4.1.    An annual service charge be declared in respect of the 2018/19 Financial Year

4.2.    The annual service charge be declared for the collection and disposal of refuse

4.3.    The annual service charge be in the sum of, and be based on, the criteria specified below:

4.3.1.                   any land within Council's municipal district which is used primarily for residential purposes where a kerbside collection is deemed possible by council:

          $270.00 per service for each land, where the service is for an 80-litre bin

 

          $324.00 per service for each land, where the service is for a 120-litre bin

          $344.00 for each second and subsequent bin supplied in respect of the land

4.3.2.                   any land within Council's municipal district which is used primarily for residential purposes where the kerbside collection is deemed possible by council:

          $210.00 per service for each land, where the service of a second residential PUTRESCIBLE bin is requested by the owner of the land (or the agent of the owner) and is for collection and disposal of the contents of a 120 litre bin ONLY at the frequency of once per week

                   $210.00 per service for each land, where the service of a second garden organics bin ONLY is requested by the owner of the land (or the agent of the owner) and is for collection and disposal of the contents of a 240 litre bin at the frequency of once per fortnight

4.3.3.                   any land within Council's municipal district which is used primarily for commercial purposes:

$590.00 (including GST) per service for each land, where the service is requested by the owner of the      land (or the agent of the owner) and is for collection and disposal of the contents of a 240          litre bin at the frequency of once per week

$1,280.00 (including GST) per service for each land, where the service is requested by the owner of the land (or the agent of the owner) and is for collection and disposal of the contents of a 240 litre bin at the frequency of three times per week

4.3.4.          any land within Council's municipal district which is used primarily for industrial purposes:

          $260.00 (including GST) per service for each land, where the service is requested by the owner of the land (or the agent of that owner) and is for collection and disposal of the contents of an 80   litre bin

          $310.00 (including GST) per service for each land, where the service is requested by the owner of the land (or the agent of that owner) and is for collection and disposal of the contents of a 120 litre bin

4.3.5.                   any land within Council's municipal district which is used primarily for other than residential purposes   and has an existing commercial service or is a not for profit organisation:

          $130.00 (including GST) per each 240 litre recycling bin, where the service is requested by the owner of the land (or the agent of the owner) and is for     collection and recycling of the bin at the                        frequency of once per fortnight

4.3.6.                   any land within Council's municipal district which is used primarily for commercial and INDUSTRIAL PURPOSES where the kerbside collection is deemed practicable by council:

                   $200.00 (including GST) per service for each land, where the service of a garden organics bin is requested by the owner of the land (or the agent of the owner) and is for collection and disposal of the contents of a 240 litre bin at the frequency of once per fortnight

5.       Incentives

No incentive be declared for early payment of the general rates and annual service charge previously declared

6.       Extra Instalment Options

IN ACCORDANCE WITH SECTION 167 OF THE LOCAL GOVERNMENT ACT 1989, PAYMENT OF RATES AND CHARGES CAN BE MADE IN

·        ONE (1) ANNUAL PAYMENT (DUE 15 FEBRUARY 2019),

·        FOUR (4) INSTALMENT PAYMENTS (DUE 30 SEPTEMBER 2018,
30 NOVEMBER 2018, 28 FEBRUARY 2019 AND 31 MAY 2019),

·        OR BY NINE (9) MONTHLY (DIRECT DEBIT ONLY) INSTALMENTS (DUE 30 SEPTEMBER 2018, 31 OCTOBER 2018, 30 NOVEMBER 2018, 31 DECEMBER 2018, 31 JANUARY 2019, 28 FEBRUARY 2019, 31 MARCH 2019, 30 APRIL 2019 AND 31 MAY 2019).

DUE DATES THAT FALL ON A WEEKEND OR PUBLIC HOLIDAY WILL BE DUE ON THE NEXT BUSINESS DAY

7.       Consequential

7.1.    It be recorded that Council requires any person to pay interest on any amount of rates and charges which:

7.1.1.                    that person is liable to pay; and

7.1.2.                    have not been paid by the date specified for their payment

7.2.    The Chief Executive Officer be authorised to levy and recover the general rates and annual service charge in accordance with the Local Government Act 1989

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Financial Report: Nine Months Ending 31 March 2018

Item 5

 

Purpose

To present Council with a snapshot of Council’s financial performance for the nine months ending 31 March 2018. Attachment 1 provides the full financial report.

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: 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 - 2021:

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

Background

In accordance with Sections 136, 137 and 138 of the Local Government Act 1989, Council is required each quarter to consider the financial performance of the municipality against budget for the year to date (YTD).

 

This requirement is not a substitute for the more frequent range of detailed financial reports that continue to be provided to Council management and the Audit and Risk Advisory Committee.

 

The attached financial statements contain an Income Statement (Operating Statement); Balance Sheet; Statement of Cash Flows and a Statement of Capital Works. The Income Statement is presented per accounting standards by nature.

 

The statements have been prepared on the basis of accrual accounting (i.e. including significant accruals) and non-consolidation (i.e. excludes the results of the Eastern Regional Library Corporation and Section 86 Committees of Management).

 

The statements provide comparisons between actual results and the YTD forecast budget.

Issue / discussion

The following is a summary of the financial position for the nine months ending 31 March 2018. A detailed report is attached to this document.
1. OPERATING PERFORMANCE

          1.1 Overall Operating Performance

 

YTD

YTD

YTD

Forecast

Adopted

 

Forecast

Actual

 Var

Budget

Budget

 

$’000

$’000

$’000

$’000

$’000

Operating

Income

117,510

117,383

(127)

131,101

129,320

Expenses

(92,083)

(90,443)

1,640

(126,762)

(124,664)

Underlying Surplus (Deficit)

25,427

26,940

1,512

4,339

4,656

Capital

Grants - Capital (recurrent and non-recurrent)

2,358

1,473

(885)

4,440

1,934

Comprehensive result

27,785

28,413

628

8,779

6,590

 

For the nine months ended 31 March 2018, Council has recorded an underlying surplus before capital revenues of $26.9 million, which is $1.5 million ahead of the year to date forecast budget. This is primarily related to unexpended funds during the period, as outlined in section 1.3 of the report.

 

 

1.2 Income YTD Forecast Budget variances

 

 

The table at 1.2 illustrates how each income stream is performing year to date against forecast, by variance. Key variances of note include:

 

Favourable Variances:

-     Grants Operating (recurrent) $58k – stemming from grants received in the Aged and Disability Services area being $56k above YTD forecast.

 

Unfavourable Variances:

-     Grants Capital ($855k) – projects contributing to the variance include East Ringwood Pavillion ($750k) and Mullum Reserve Pavillion ($60k).

-     User Fees ($82k) – relates to lower than forecasted fee income at leisure facilities.

 

 

 

1.3 Expenses YTD Forecast Budget variances

 

 

The table at 1.3 illustrates how each expense stream is tracking year to date against forecast, by variance. Key variances of note include:

 

Favourable Variances:

-     Materials and Services $722k – Driven by differences in the timing of expenses across the organisation. Areas of council contributing to the variance include Leisure $349k, Operations $274k, Community Services $177k and IT $123k amongst others. Assets were ($401k) above year to date forecast.

 

-     Contractors $658k – Driven by differences in the timing of expenses across the organisation. Areas of council contributing to the variance include Operations $285k, Community Services $98k, Finance & Governance $80k and Leisure $44k amongst others.

 

-     Employee Costs $216k –  Driven by differences in the timing of expenses across the organisation as well as position vacancies. Areas of Council contributing to the variance include Community Services $117k, Assets $55k and Leisure $33k.

 

 

2. CAPITAL WORKS

 

2.1 Capital works YTD expenditure cumulative

 

* YTD Actual expenditure includes Carried Forwards

** Forecast Budget expenditure includes Carried Forwards

 

The Forecast Capital Expenditure program for 2017/18 is $35.1m. A carry forward amount from 2016/17 of $4.28m is included in the forecast for the current year.

 

The chart above indicates how Council is performing year to date against the forecast, as well as how we are tracking to achieve the year end target of $35.1m. Council has spent 40.41% of its forecast at the end of the third quarter, and plans to meet target by year end.

 

 

 

 

 

 

 

 

 

 

 

 

3. RATES

 

3.1 Actual rates outstanding balance by month

The chart above compares the rates outstanding as at 31 March 2018 to the same time last financial year. Our collection rate follows a similar pattern to previous years, based on rate instalments occurring at set times throughout the financial period. Council has one of the highest debt recovery performances in comparison to other local government authorities.

 

Financial / economic issues

As presented in this report and accompanying financial statements.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

The 31 March 2018 YTD results are favourable and provide a solid foundation for achieving Council’s 2017/2018 services and advocacy programs.

 

 

 

Attachments

1.

Financial Report Appendix - 9 Months Ending 31 March 2018

2.

Financial Report Appendix - Report Analytics

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE FINANCIAL PERFORMANCE AGAINST BUDGET FOR THE NINE MONTHS ENDING 31 MARCH 2018

 


DIRECTOR Corporate Services Marianne Di Giallonardo

 

Audit & Risk Advisory Committee Report

Item 6

 

Purpose

To report to Council on the outcomes of the Audit & Risk Advisory Committee Meeting held on 2 May 2018.

Strategic / policy issues

The Local Government Act 1989 prescribes that Council must establish an Audit & Risk Advisory Committee and that such Committee will be advisory in nature. The Audit & Risk Advisory Committee provides a mechanism for Council to strategically examine various aspects of the Council operations to ensure risk management, legal compliance, financial control, and governance measures are in place.

Background

Council’s Audit & Risk Advisory Committee consists of both Council and external representatives. The Mayor of the day, Councillor Nora Lamont, and Councillor Mike Symon, are Council representatives on the Committee.

 

The external members are Mr John Watson (chair), Mr Bruce Potgieter and Mr Michael Ulbrick.

 

The Audit & Risk Advisory Committee Charter requires that this Committee report to Council on the findings and recommendations from its meetings. This report provides a summary of matters under consideration by the Audit & Risk Advisory Committee of the meeting held on Wednesday 2 May 2018.

Issue / discussion

 

The Audit & Risk Advisory Committee considered several items, which included:

·        Business arising from the previous meeting. One particular aspect of this, was a question raised in relation to workplace aging and profiling at the last Committee meeting on the 28 February 2018. With this, the Manager of Workplace, People and Culture provided a presentation to the Committee to help explain the profile of the organisation and what programs and controls are being undertaken to reduce the risk of an aging workforce. This was well received by the Committee and assisted in alleviating any concerns as well as demonstrating Council is well progressed in this work compared to other Local Government Authorities.

·        The external audit strategy was presented by Mark Peters, Partner at HLB Mann Judd and he noted the focuses of the Auditor General as well as initial results of preliminary planning audit have not raised any concerns for Maroondah.

·        The 17/18 Quarterly Finance Report for the nine months ended March 2018, with the focus around capital works. The Committee gained assurances that Council is well informed on the Capital Works Program and the movement within the program. The Committee complimented the presentation and layout of the report and suggested that at the next meeting, a one page summary of the quarter results be provided.

·        Updated Risk Management and Insurance Report – presenting the organisations current operational and strategic risks and the controls that are currently in place to mitigate those risks. The Committee endorsed the Risk Management and Insurance Report and supported continuing development and progress that is being undertaken in the area. The Committee went on to say that they believe that it is at a best practice standard and the Chair is pleased with the progress he has seen over the past two years as he has seen a significant improvement in the risk space across the organisation.

·        The Internal Audit Recommendations Implementation Status Report of how MCC is tracking in implementation of past audit recommendations. The Committee was pleased with the progress and timeliness of implementation of audit recommendations as well as the percentage of completion regarding the audit recommendations.

·        Reports from sector related agencies for the period since the last meeting.

FINANCIAL / ECONOMIC ISSUES

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

Environmental / amenity issues

Not applicable.

Social / community issues

Not applicable.

Community consultation

Not applicable.

Conclusion

This report provides a summary of the outcomes of the Audit & Risk Advisory Committee meeting held on Wednesday 2 May 2018.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL RECEIVES AND NOTES THE REPORT FROM THE AUDIT & RISK ADVISORY COMMITTEE MEETING HELD ON WEDNESDAY 2 MAY 2018

  


DIRECTOR Operations, Assets & Leisure Adam Todorov

 

Cheong Park Special Committee of Council - Revoking of  Instrument of Delegation

Item 1

 

Purpose

To seek Council approval for the revoking of the existing Instrument of Delegation for the Cheong Park Special Committee of Council “the Committee”.

 

Strategic / policy issues

The following directions contained in the Council Plan 2017-2021 (Year 1: 2017-2018) provide the strategic framework that underpins the purpose in this report:

 

Outcome Area:  A well governed and empowered community

 

Our Vision:  Maroondah is an effectively empowered community that is actively engaged in Council decision making through processes that ensure their voice is heard and considered.  Council provides strong and responsive leadership, ensures transparent processes and works with the community to advocate and champion their needs

Key Directions 2017 - 2018

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

Background

Sections 86 and 87 of the Local Government Act 1989 (“the Act”) make provision for Council to establish Special Committees with delegated powers to manage and/or control resources or facilities.

 

Cheong Park is owned by Maroondah City Council and offers a playground, BBQ, sports oval, cricket practice nets, netball courts, sporting pavilion and the John Frost Stadium. There are six main user groups of the reserve, South Croydon Football Club, South Croydon Cricket Club, Croydon U3A, South Croydon Youth Club, South Croydon Flames Netball Club and Cheong Park Gem & Mineral Club. Council allocates tenancy of the oval and pavilion whilst the Special Committee of Council are responsible for the management, including use and maintenance of, the John Frost stadium, and Cheong Park netball facilities.

By a Deed of Delegation, Council appointed the Committee to exercise Council’s duties in relation to the care and management of Cheong Park in accordance with clearly defined powers and subject to specified exceptions, conditions and limitations. Sections 86 of the Local Government Act 1989 makes provision for Council to establish Special Committees with delegated powers to manage and/or control resources or facilities.


 

Issue / discussion

Council is required to review its delegations to Special Committees within twelve (12) months of an election being held pursuant to Section 98(6) of the Act.  Delegations to Special Committees have been an area of recent focus across the Local Government sector by the Local Government Investigations and Compliance Inspectorate.  Council has therefore adopted a procedure that in every term of Council, all instruments of delegation to Special Committees be revoked and new ones be executed.

 

Council has recently undertaken a review of the function of the remaining four (4) Special Committees of Council and resolved to work towards the dissolution of the Cheong Park Special Committee of Council within a period of twelve (12) months as committee responsibilities are transitioned across to direct Council management. Cheong Park Special Committee’s primary role is the direct management of the John Frost Stadium complex managing both maintenance and booking of the facility. In 2015, Council trialled a part-time staff position to undertake the management and bookings of Council’s hireable community facilities with a view to increasing to a full-time position if the position proved viable. This position is now a permanent full-time role and has the capacity to take on the management of Cheong Park which remains one of only two volunteer managed hireable Council facilities in Maroondah.

Financial / economic issues

As at the 30 June 2017, the bank account balance for the Special Committee of Council was $35,610.61. The Committee have been working with Council’s Open Space Team to identify a number projects which will utilise these funds.

Environmental / amenity issues

Council Officers will continue to manage the environmental and amenity issues related to Cheong Park.

Social / community issues

Local resident members of the outgoing committee have expressed interest in continuing as Friends of Cheong Park voluntary group, who will coordinate regular weeding and planting days.

 

In addition, Council will continue to liaise with key users of Cheong Park and the local community and, if the occasion arose, a community meeting could be held to discuss issues with the park.

Conclusion

The Cheong Park Special Committee of Council has served the local community for over 60 years and has provided significant support and advice in the management of Cheong Park.

 

Increased reporting requirements for delegated Council committees, together with increased compliance obligations for managing and hiring a community facility, prompted Council to review the management model for John Frost Stadium.  The review findings recommended that Council take over direct management of John Frost Stadium and revoke the Deed of Delegation for Cheong Park Special Committee of Council. 

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That COUNCIL REVOKES THE EXISTING DEED OF DELEGATION which was EXECUTED BY COUNCIL UNDER THE PROVISION OF SECTION 86 OF THE LOCAL GOVERNMENT ACT 1989, WHICH ESTABLISHED THE CHeong PARK SPECIAL COMMITTEE OF Council, EFFECTIVE from 30 June 2018

 

 


DIRECTOR Operations, Assets & Leisure Adam Todorov

 

Capital Works Report: Third Quarter 2017/2018

Item 2

 

Purpose

To present the financial and operational status of major Capital Works projects for the third quarter of the 2017/2018 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 2017/2018, allocated $27.25M to Capital Works projects.  In addition, Council obtained external State and Federal grants totalling an additional $2.5M.

 

Capital Works programs 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 2017 to 31 March 2018.

 

The report also includes funds 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 period 1 July 2017 to 31 March 2018.

 

CAPITAL PERFORMANCE – NINE MONTHS ENDING 31 MARCH 2018

 

YTD

YTD

YTD

Forecast

Amount

Adopted

Forecast Budget

Actual *

Bud Var

Budget **

Carried Forward

Budget

$’000

$’000

$’000

$’000

$’000

$’000

Classification

Buildings1

1,749

1,687

62

8,836

1,369

4,630

Roads2

2,226

2,241

(15)

5,204

318

3,807

Footpaths and Cycleways3

1,455

1,463

(7)

1,941

(400)

2,745

Carparks4

202

215

(13)

833

16

445

Drainage5

1,087

1,048

39

1,839

(20)

2,440

Waste Management

45

38

7

72

22

50

Other Capital Roads and Drainage6

828

883

(55)

1,801

1,012

825

Recreational Leisure and Community Facilities7

1,627

1,743

(116)

2,849

213

2,446

Parks and Open Space8

1,320

1,270

51

3,596

1,264

2,121

Fixtures, Fittings and Furniture

38

24

13

64

6

60

Plant, Machinery and Equipment9

1,824

1,741

83

4,338

774

3,552

Computers & Telecommunications10

528

483

46

1,426

506

920

Property Sales

0

24

(24)

0

0

0

Building Renewal11

1,304

1,307

(2)

2,258

(800)

3,213

Total capital works

14,234

14,166

68

35,056

4,279

27,254

* YTD Actual expenditure includes Carried Forwards

** Forecast Budget expenditure includes Carried Forwards

 

Explanation of variations between forecast budget and adopted budget:

·        1 Buildings – The $4.2m variation between the adopted $4.6M and forecast $8.8m budgets is due primarily to:

-        $1.4M carried forward from 16/17, which includes: HE Parker Sporting Redevelopment ($359K); Town Park Floodlights ($269K); Public Toilet Improvement Program ($154K); Bedford Park Scout Hall ($150K); and Ringwood Lake Storeroom ($120K) projects;

-        $1.5M for HE Parker Sporting Pavilion Redevelopment ($450K funded from the Federal government);

-        $750k grant from Department Sport & Recreation for HE Parker Multi Sports Complex

-        $100K grant each for CCTV Croydon, CCTV RMAC & CCTV East Ringwood;

-        $200K for the East Ringwood Multipurpose Pavilion project; and

-        $200K Contribution for East Ringwood Multipurpose Pavilion.

·        2 Roads – The $1.4m variation between the adopted $3.8M and forecast $5.2M budgets is due primarily to:

-        $318K carried forward from 16/17 which includes: $100K Depot Paved Roadway; $100K for Heathmont Rd Reconstruction; and $146K in the Roads to Recovery Program;

-        $512K grant from VicRoads for Main St Pedestrian Safety Improvements; and

-        $116K for Heathmont Rd Indented Parking brought forward from 18/19.

·        3 Footpaths & Cycleways – The $800k variation between the adopted $2.7M and forecast $1.9M budgets is due primarily to $400K being allocated within the 17/18 financial year, but being completed and spent in the 16/17 financial year.

·        4 Carparks – The $400k variation between the adopted $0.4M and forecast $0.8M budgets is due primarily to $16K being carried forward from 16/17 and $200K being brought forward for the Knaith Rd Reserve Carpark from the 18/19 financial year.

·        5 Drainage – The $600K variation between the adopted $2.4M and forecast $1.8M budgets is due primarily to $500K drainage works that were completed in 16/17 and brought forward from the 17/18 financial year.

·        6 Other Capital Roads and Drainage – The $975K variation between adopted $825K and forecast $1.8M due primarily to $1.0M carried forward from the 16/17 financial year, which relates to: $578K RCAD Developers Contributions; $118K Commercial Centres Upgrade Program; $261K Street Lighting Improvements; and $44K Street Furniture Renewal.

·        7 Recreational Leisure and Community Facilities – The $400K variation between adopted $2.4M and forecast $2.8M budgets is due primarily to:

-        $213K carried forward from 16/17, which includes: $101K Dorset Golf Dam Desilting; $41K Sportsfield Lighting Renewal; and $41K Tarralla Creek Path & Land Acquisition;

-        $75K grant from Department Sport & Recreation for Belmont Park Lighting; and

-        $15K contributions each for Great Ryrie PS Netball Court Resurfacing and Manson Reserve Lighting.

·        8 Parks and Open Space – The $1.5M variation between adopted $2.1M and forecast $3.6M budgets is due primarily to:

-        $1.3M carried forward from 16/17 which includes: $787K Croydon Town Centre; $165K East Ringwood Reserve Carpark & Landscaping; $121K Reserves Bridge Replacements; $91K Ringwood Lake Playspace; and $80K Ringwood Lake Masterplan.

·        9 Plant, Machinery and Equipment – The $800K variation between adopted $3.5M and forecast $4.3M budgets is due primarily to $774K carried forward from 16/17, which includes: $663K in Plant & Fleet and $123K Leisure Facilities Equipment Replacement.

·        10 Computers and Telecommunication – The $480K variation between adopted $920K and forecast $1.4M budgets is due to $506K carried forward from the 16/17 financial year.

·        11 Building Renewal – The $1M variation between adopted $3.2M and forecast $2.2M budgets is due partly to $800K allocated to 17/18 projects which have been completed and spent in 16/17, and to the budget being segregated to individual major facility improvement projects (ie, Croydon Sporting Pavilion, Bedford Park Scout Hall, Jubilee Park Sporting Pavilion, etc).

Financial / economic issues

CARRIED FORWARDS

Council carried forward $4.3M into the 2017/2018 financial year.

 

PROJECT STATUS

Attachment 1 contains the status of the individual projects at 31 March 2018. 

 

CAPITAL WORKS YTD – EXPENDITURE (CUMULATIVE)

*YTD Actual expenditure includes Carried Forwards   

**Forecast Budget expenditure includes Carried Forwards and future years’ projects brought forward

Environmental / amenity issues

Not Applicable


Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

Council has allocated $27.25M to Capital Works for 2017/2018, with $4.3M carried forward from 2016/2017.  An additional sum of $2.5M has been received via State and Federal Government grants.  Variations between adopted and forecast budgets are noted.

 

As at the end of March, Council has spent approximately 40% of the total capital works budget, and is expecting to spend a further $10M over the forthcoming quarter. Based on the current status of some major projects (including the Croydon Town Square development, HE Parker Multisports Complex redevelopment, HE Parker Sporting Pavilion redevelopment, and the Silcock Sporting Pavilion redevelopment), Council is expecting to have approximately $10M of carry forward budget into the 2018/19 financial year. 

 

 

 

Attachments

1.

Capital Works Status 31 March 2018

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE PROGRESS AND STATUS OF CAPITAL WORKS PROJECTS FOR THE PERIOD 1 JULY TO 31 MARCH 2018

 

  


DIRECTOR Strategy & Community Phil Turner

 

Ringwood East Shopping Centre - Propose to Declare a Special Rate Scheme

Item 1

 

Purpose

The purpose of this report is for Council to receive the petition, containing 43 signatures, presented on behalf of the Ringwood East Traders Association, to propose to declare a Special Rate Scheme to encourage and promote the development of business and commerce in the Ringwood East Shopping Centre.

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 prosperous and learning community

Our Vision:

In 2040, Maroondah will be a thriving centre of economic activity and opportunity within the eastern region where the sustainability and growth of local businesses is supported. All community members, groups, education providers and local businesses will have access to a wide range of quality learning resources and facilities.

Key Directions 2017 – 2018:

2.7     Embrace a place-based approach to the development and revitalisation of neighbourhood centres that provide opportunities for local business and places for social connection and interaction.

2.14   Facilitate the enhancement and revitalisation of industrial and commercial precincts that maximise investment, promote diverse job opportunities and provide for value adding industries.

Priority Action 2017-2018:

Not Applicable

Background

The previous Special Rate Scheme for Ringwood East Shopping Centre ended in 2012. 

 

Council received a petition from the Ringwood East Traders Association (RETA) on 16 March 2018, requesting that Council support the introduction of a new scheme. The prayer of the petition is as follows:

 

“I support a Special Rate Scheme for the Ringwood East Shopping Centre.”

 

In accordance with Council’s Special Rates and Charges Scheme policy, the association also provided a Business Plan to support future activities.

 

Issue / discussion

It is proposed that the Special Rate Scheme will be in place for five years and that the funds generated through this scheme would be primarily utilised for promotional events, advertising, security (including CCTV maintenance), the employment of a part-time Shopping Centre Co-ordinator and activities which aim to increase commerce, patronage, visual appeal and vitality of the Centre.

 

The management of the funds generated by the proposed scheme is to be undertaken by the Committee of the RETA in accordance with a signed agreement with Council. The proposed Special Rate Scheme will be levied on all rateable commercial properties in the designated area as indicated on the Plan (Attachment 1) and defined in the Recommendation.  The proposed scheme will apply to 72 properties.  A listing of the properties that are proposed to be included in the Scheme forms a part of the proposed declaration is contained in Attachment 2.

 

The RETA must adhere to the conditions provided in their funding agreement to ensure that, at all times, they are acting in accordance with the legal requirements for expenditure and management of the proposed Scheme.  The execution of the funding is a precondition to any Scheme payments being made to the RETA.

 

The services to be provided from the proceeds of the Scheme relate to the appointment of a part-time Co-ordinator, promotion, marketing and advertising initiatives, enhanced security other incidental purposes associated with the encouragement of commerce, retail and professional activity and employment in the Ringwood East Shopping Centre.  These services will only provide a ‘special benefit’ to the owners and the occupiers of the land and the commercial and business properties located in the Scheme area.

 

For this reason, the whole of the proposed Special Rate will be levied against the retail, commercial and professional business properties located in the Scheme area.  It is considered that there are no other special benefits or community benefits arising from the proposed Special Rate Scheme.

Financial / economic issues

After discussions with the RETA representative Committee, it was determined that the proposed scheme should be levied based on a proportional rate relating to the capital improved value (CIV) of individual properties.  The proposed scheme will raise $24,820.97 p.a. The CIV of rateable properties was taken as at the most recent valuation (August 2016).  Since this time there has been a minor variation to one of the rateable properties and this has been reflected in a minor reduction in the total funds to be levied.

 

The calculation of the Special Rate includes:

·        A rate per contributor based on .000873209 cents in the dollar, of the CIV of the rated property.

The first instalment of the Special Rate is due and payable one month from the date of the final Council resolution or, if an appeal is lodged, one month after the Tribunal decision is handed down.

Environmental / amenity issues

Not Applicable

Social / community issues

The application of a Special Rate for the specified area will be of special benefit for those persons required to pay the levy, as it is anticipated that improved promotion and marketing and the creation of a more vibrant and safe shopping centre will lead to increased patronage of the Centre.

Community consultation

The RETA undertook significant consultation with all business operators within the Ringwood East Shopping Centre.  This initial consultation, whilst not a requirement of the Local Government Act, is a requirement of Council’s ‘Promotional Special Rate and/or Charge Scheme Policy’ and is recognised as best practice when proposing a new scheme.

 

All businesses within the Ringwood East Shopping Centre were sent individually addressed information outlining the proposal for a new scheme and the opportunity to express support, objection or indifference to a new scheme.  The initial correspondence was followed by visits from representatives of the RETA to businesses that had not expressed a definite view. 

 

Following the extensive initial community consultation, individual petitions from 43 businesses (of a total of 72) were received from the RETA, in support of the proposed scheme.  In addition to the support demonstrated by this petition, the following is a summary of the information gathered throughout the initial consultation phase:

·        43 businesses demonstrated their support for the proposed scheme indicated by signing individual petitions.

·        15 businesses expressed that they did not support the renewal of the scheme (this information was expressed both in writing and verbally).

·        Petitions from 14 properties were not received as the properties were either vacant, the tenants of the properties were unable to be contacted or the tenants were ambivalent with regard to the outcome of the proposed Scheme.

Council’s ‘Promotional Special Rate and/or Charge Scheme Policy’ provides direction with respect to the desired level of support for proposed schemes in the initial consultation phase.  The achievement of majority support from persons required to pay is a component of this policy.  Following the consultation phase, 59.7% of traders have indicated their ‘in principle’ support for the proposed scheme.

 

The initial consultation represents a significant positive response and provides a strong platform for Council to proceed to the next step in the process and consider submissions following a public exhibition period of the proposed scheme.

 

As required by the Local Government Act 1989 (“the Act”), Council will notify all occupiers and owners of businesses within the specified area.  This requirement will also be satisfied through public notice in the Maroondah Leader.

 

In accordance with the provisions of Section 163(A) of the Act, a person may make a submission under Section 223 relating to a proposed Special Rate and/or Charge Scheme.

 

With respect to any submissions received, Council will provide all submitters with an opportunity to be heard by Council or a Committee of Council.   In addition to the s223 consultation process, affected ratepayers have the right to object and, if Council received objections from a majority of those that are liable to pay within 28 days of public notice, it may not declare the scheme.

 

Council will consider any submissions and take into account any objections, in accordance with the Act, prior to making a final decision to vary, proceed or cease the process for a Special Rate Scheme for the Ringwood East Shopping Centre.  If after consideration the decision is made to proceed, and the Scheme is declared and levied, those liable for payment have the opportunity of further appeal to the Victorian Civil and Administrative Tribunal.

Conclusion

It is recommended that Council receives and notes the petition, containing 43 signatures, supporting a Special Rate Scheme for the Ringwood East Shopping Centre and proposes to declare a Scheme for the centre. The proposed Special Rate Scheme is a positive initiative which will enable businesses within the Ringwood East Shopping Centre, via the RETA, to promote the unique qualities of the precinct and collectively enhance the viability of the Centre.

 

It is considered that all of the retail, commercial and professional properties and businesses located in the Ringwood East Shopping Centre will derive a special benefit from the expenditure of the Special Rate Scheme funds. 

 

It is considered that the only persons to derive a ‘special benefit’ from the imposition of the proposed Special Rate are those persons who are liable or required to pay the levy, whether they be the owners or the occupiers of the land and the commercial business properties included in the Scheme area.

 

 

Attachments

1.

Proposed Special Rate Scheme - Ringwood East Shopping Centre - Attachment No. 1 - "The Area" - Explanatory Map to Part 2 IV

2.

Proposed Special Rate Scheme - Ringwood East Shopping Centre - Attachment No. 2 - Explanatory Schedule to Part 2 VIII

3.

Proposed Special Rate Scheme - Ringwood East Shopping Centre - Attachment No. 3 - RETA Petition

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That

1.       council RECIEVES AND notes the petition containing 43 signatures presented on behalf of the RINGWOOD EAST traders association requesting A special rate scheme for the RINGWOOD EAST shopping centre

2.       council resolves to give notice of its intention to declare a special rate and charge in accordance with section 163 of the local government act 1989 (“the act”) as follows (“the proposed declaration”):

i.        a special rate is declared for the period commencing on the day on which council issues a notice levying payment of the special rate and concluding on the fifth anniversary of that day.

ii.       the special rate be declared for the purpose of defraying expenses in relation to the promotion, adverTising, marketing and development of businesses within the RINGWOOD EAST shopping centre which project:

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

-      arises out of council’s function of planning for and providing services and facilities for the local community and the encouragement of commerce.

iii.      the total

-      cost of performing the function described in part 2ii of this resolution be recorded as $24,820.97; and

-      amount for the special rate to be levied be recorded as $24,820.97 or such other amount as is lawfully levied as a consequence of this resolution.

iv.      THE FOLLOWING be specified as the area for which the special rate is so declared:

the area within COUNCIL’S municipal district THAT IS highlighted (IN YELLOW) IN the plan attached to this resolution AS ATTACHMENT #1 (“the area”).

 

v.       the following be specified as the land in relation to which the special rate is so declared:

all land within the area primarIly used or adapted or designed to be used for commercial purposes.

vi.      the following be specified as the criteria which formS the basis of the special rate so declared:

ownership of any land described in part 2(v) of this resolution.

vii.     the following be specified as the manner in which the special rate so declared will be assessed and levied:

-      A SPECIAL RATE PER property BASED ON .000873209 CENTS IN THE DOLLAR OF THE CAPITAL IMPROVED VALUE OF THE RATED PROPERTY.

viii.    HAVING REGARD TO THE PReCEDING PARTS OF THIS RESOLUTION BUT SUBJECT TO SECTION 166(1) OF THE ACT, IT BE RECORDED THAT THE OWNERS OF THE LAND DESCRIBED IN PART 2(v) OF THIS RESOLUTION WILL, SUBJECT TO FURTHER RESOLUTION OF COUNCIL, PAY THE SPECIAL RATE IN THE AMOUNTS SET OUT IN THE TABLE ATTACHED TO THIS RESOLUTION AS ATTACHMENT #2 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 S 163(4) OF THE ACT OR one month

         AFTER THE DATE OF ANY DETERMINATION BY THE VICTORIAN CIVIL AND ADMINISTRATIVE APPEALS TRIBUNAL FOLLOWING THE HEARING OF ANY APPLICATION FOR REviEW UNDER SECTION 185 OF THE ACT, WHICHEVER DAY LAST OCCURS; OR

-        payment annually by four INSTALMENTS TO BE PAID BY THE DATES WHICH ARE FIXED BY THE COUNCIL IN THE NOTICE levying payment under s 163(4) of the act.

ix.      council will, subject to the act, require a person to pay interest on any special rate which that person is liable to pay and has not been paid by the date specified for its payment.

x.       COUNCIL CONSIDERS THAT THERE WILL BE A SPECIAL BENEFIT TO THE PERSONS REQUIRED TO PAY THE SPECIAL RATE 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 RATE, DIRECTLY AND INDIRECTLY, as a result of the expenditure proposed by the special rate, in that the:

-        viability of the precinct as a business, commercial,   retail and professional area; and

-        value and use, occupation and enjoyment of the         properties included in the scheme,

will be maintained and enhanced through increased economic activity.

xi.      council further considers, and formally determines for the purposes of sections 163(2)(a), (2A) and (2B) of the Act, that the estimated proportion of the total benefits of the Scheme 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 all of the persons who are liable to pay the Special rate is in a ratio of 1:1 (or 100%). This is on the basis that, in the opinion of Council, the community benefit is nil because expenditure of the proposed Special rate is related to marketing, promotion, advertising and business development related and will accordingly only benefit the owners and occupiers of those properties included in the Scheme that are primarily used or adapted or designed to be used for commercial purposes.

xii.     the special rate so declared will require the preparation of a funding agreement between Council and the RINGWOOD EAST Traders Association to formalise the administrative operations of the Special ratE, such agreement being to ensure that at all times, and as a precondition to the payment of any funds by Council to the RINGWOOD EAST Traders Association, Council is, and remains, legally responsible for approving, directing and controlling the expenditure of the proceeds of the Special RATE in accordance with its obligations under the act to do so.

3.       any submissions made under section 223 of the act BE CONSIDERED by a committee of council, consisting of THREE councillors -  ___________________, __________________ AND ________________ ON a date to be determined

i.        The Director strategy and community be authorised to undertake the administrative procedures necessary to enable council to carry out its functions under section 223 of the act in relation to this matter.

4.       and any objections made under section 163b of the act and the proposed declaration be considered BY COUNCIL AT ITS ORDINAry meeting to be held on 17 SEPTEMBER 2018 and such to include any outcomes from the committee of council as REFERRED TO IN 3 above

5.       COUNCIL’S CHIEF EXECUTIVE OFFICER BE AUTHORISED TO GIVE PUBLIC NOTICE OF THE PROPOSED DECLARATION IN ACCORDANCE WITH SECTIONS 163 (1A) AND (1B) AND 163B(3) OF THE ACT AND SEND A COPY OF THE PUBLIC NOTICE TO EACH PERSON WHO WILL BE LIABLE TO PAY THE SPECIAL RATE IF IT IS DECLARED IN ACCORDANCE WITH SECTION 163(1C) OF THE ACT

 


DIRECTOR Strategy & Community Phil Turner

 

Petition - Ryland Avenue Shopping Centre Car Park

Item 2

 

Purpose

The purpose of this report is for Council to receive the petition, containing 179 signatures, presented on behalf of the Ryland Avenue traders requesting additional car parking at the centre and consideration by Council to prioritise the redevelopment of the centre in light of the request for more parking.

Strategic / policy issues

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

Outcome Area:  An accessible and connected community.

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

Key Directions 2013 – 2017:

5.1     Ensure public buildings are accessible to people of all ages and abilities and promote high levels of accessibility in commercial premises.

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

5.6     Advocate for and encourage the use of sustainable transport by enhancing local access to public transport, supporting behaviour change initiatives and enhancing the pedestrian and cycling network including the provision of on-road bicycle lanes.

5.8     Work in partnership to ensure sustainable transport options and public transport connections are considered in the design of new developments and public spaces.

5.12   Works in partnership with business, schools, and community groups to promote    informed transport choices.

Priority Action 2017-2018:

Not Applicable

Background

Council received a petition from Ryland Avenue traders containing 179 names requesting additional car parking at the centre.  It also requested consideration by Council to prioritise the redevelopment of the centre in light of the request for more parking.

The prayer of the petition is as follows:

 

“We, the undersigned, are tenants at the Shopping Precinct on the corner of Ryland Avenue and Maroondah Highway.  With all tenancies now fully occupied, both in the new complex and the existing shopping strip, parking has become very problematic.

 

Our patrons are excited by what the precinct has to offer, during the day as well as night, as indicated by the lack of parking spaces.  Increasingly, however, the lack of parking has become a hindrance for Patrons to visit our Precinct.

 

We urge Council to prioritise redevelopment of the Precinct, with a focus on creating more parking spaces, with top priority. 

 

Thank you for considering our request.”

 

The Ryland Avenue Shopping Centre currently consist of 16 businesses with 61 car parking spaces.  The area is adjacent to Maroondah Highway and abuts a residential area.  Figure 1 below shows the extent of the centre.

 

 

Council Report doc_Rev 1

 

Fig 1.          Aerial view of Ryland Avenue Shopping Centre

Yellow shaded area shows the extent of centre

Blue shaded area shows land owned by Council

Issue / discussion

Redevelopment at the corner of Ryland Avenue and Maroondah Highway commenced in 2016 which included a mixed use development comprised of commercial tenancies on ground floor with office suites above.  Included as part of the development was the provision of on-site car parking. 

 

The centre also includes an area of land owned by Council (Fig 1 – shaded blue area).  This consists of carparking and landscaped area maintained by Council.

 

The completion of the development has seen the establishment of new businesses at the centre.  This has included professional services as well as new dining premises consisting of café and restaurant that have contributed to the activation of the centre which includes other retail and dining premises.

 

Anecdotal evidence suggests that the centre is well patronised.  However, the exact parking demand and usage patterns of vehicles at the centre has not been examined in detail.

 

Council will undertake a parking study to investigate vehicle movements, existing parking patterns and parking demand to determine the need for any increase in vehicle parking at the centre.

 

Council, through its annual capital works improvement plan undertakes revitalisation works to shopping centres across Maroondah.  The Ryland Avenue shopping centre has been identified as one of the priority centres for capital improvement works. 

 

If a centre is identified as requiring parking and or traffic improvements, the revitalisation of the centre is prioritised with the combination of civil and landscaping works to minimise disruption to businesses and provide cost benefits in consolidating two projects into one.

 

A detailed parking survey and investigation of options will be reviewed and be reported back to Council at a future Council meeting.

Financial / economic issues

The cost of this will be funded as part of Council’s shopping centre capital improvement budget.

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

It is recommended that Council receives and notes the petition containing 179 signatures, presented on behalf of the Ryland Avenue traders requesting additional car parking at the centre and consideration by Council to prioritise the redevelopment of the centre in light of the request for more parking.

 

It is proposed that a detailed investigation into the prayer of the petition be completed and a further report detailing the findings will be presented to Council at a future meeting.

 

 

Attachments

1.

Ryland Avenue Shopping Centre: Car Parking Petition

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That Council

1.       Receives and notes the petition containing 179 signatures presented on behalf of the Ryland Avenue traders requesting additional car parking at the centre and consideration by Council to prioritise the redevelopment of the centre in light of the request for more parking

2.       officers prepare a report on the matters raised in the petition for consideration at a future meeting of council

3.       AdviseS the lead petitioner accordingly

 


DIRECTOR Strategy & Community Phil Turner

 

Council Plan 2017-2021 (Year 1: 2017/18) - Progress Report as at 31 March 2018

Item 3

 

Purpose

To provide an update on the progress of 2017/18 priority actions identified in the Council Plan 2017-2021 as at 31 March 2018.

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 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

8.4 Foster a culture of innovation, cooperation, commitment, communication and continuous improvement that positions Maroondah City Council

Priority Action 2017-2018:

Not applicable

Background

The Council Plan 2017-2021 is Maroondah City Council’s key medium term strategic document that sets key directions and priority actions to work towards the long-term community vision outlined in Maroondah 2040: Our future together.

 

The Council Plan plays a vital role in shaping Maroondah’s future over a four-year period. It identifies both challenges and opportunities for our community at local and regional level within the context of the community’s long-term community vision, Maroondah 2040: Our future together. It also forms the basis for Council to make decisions regarding resources and priorities in response to community needs and aspirations.

 

The Council Plan is implemented through a service delivery planning process, and outcomes are measured and reported regularly. Achievements are reported back to Council and the community through the Maroondah City Council Annual Report at the end of each financial year.

Issue / discussion

Each year, Council identifies a range of priority actions for implementing the four-year Council Plan. This helps to ensure that the Plan continues to be aligned with Maroondah 2040: Our future together, the community’s long-term vision, and is responsive to community needs and expectations.

 

The Council Plan is divided into eight future outcome areas, each with a set of four-year key directions (strategies), four year of priority actions, strategic indicators and supporting strategies and plans. The priority actions identified work towards the achievement of the key directions, and ultimately toward the outcomes and vision outlined in Maroondah 2040: Our future together.

 

The attached report identifies the progress made by Council this financial year in working towards the delivery of the 2017/18 priority actions identified in the Council Plan 2017-2021.

 

As at 31 March 2018 the overall status of actions is that 2 are completed, 31 are underway, one is yet to commence and 1 is deferred to 2018/19. This deferred action is dependent on external funding which has recently been received by Council for the 2018/19 financial year.

 

At the end of the financial year, a final progress report on Council’s achievements relating to Council Plan 2017/18 Priority Actions will be included in Council’s Annual Report 2017/18.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Not Applicable

Conclusion

The attached report identifies that Council has continued to make excellent progress in working towards delivery of Council Plan priority actions for 2017/18.

 

 

Attachments

1.

Council Plan 2017-2021 (Year 1 2017/18) - Progress Report as at 31 March 2018

 

 

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That council notes the progress made towards the delivery of COUNCIL PLAN 2017/18 priority actions

 


DIRECTOR Strategy & Community Phil Turner

 

Local Government Performance Reporting Framework - Quarter 3 Results 2017/18

Item 4

 

Purpose

To provide a report of Council’s Local Government Performance Reporting Framework (LGPRF) service performance for the first nine months of the 2017/18 financial year (1 July 2017 to 31 March 2018).

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 asspirati0ons 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

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

Priority Action 2017-2018:

No Applicable

Background

The LGPRF is a mandatory reporting system developed by Local Government Victoria which was introduced in 2014 to ensure all Victorian Councils are measuring and reporting on their performance in a consistent way.

 

The LGPRF is a Victorian Government initiative aimed at ensuring transparency and accountability of the local government sector performance to ratepayers and to provide a meaningful set of information to the public.

 

The framework is made up of service performance, financial performance and sustainability measures, along with a governance and management checklist. Together these components build a comprehensive picture of local government performance.

 

These measures are reported in Council’s Annual Report each year as part of the Report of Operations and Performance Statement sections as required by the Local Government (Planning and Reporting) Regulations 2014 and associated elements of the Local Government Act 1989.

 

End of financial year results are also publicly released on the Victorian Government’s ‘Know Your Council’ website in November each year. This site provides information on the sector and enables users to benchmark the relative performance of Council’s on LGPRF indicators.

Issue / discussion

Maroondah City Council continues to monitor LGPRF indicator results on a quarterly basis for service performance indicators and annually for financial performance and sustainable capacity indicators.

 

All but three of the service indicators are within expected results.  These indicators are subject to fluctuations and not necessarily reflective on the year result.  Indicators relating to the annual Community Satisfaction Survey will be updated at year end once the survey results are released.

 

It is important to note that much of the quarterly data collected will not necessarily reflect or be predicative of annual performance due to phasing of service delivery across the year and seasonal influences.

 

Maroondah City Council will continue to monitor its performance against LGPRF indicators and report on its performance quarterly to ensure accountability and transparency.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

End of financial year results will be publicly released in Council’s Annual Report in September 2018 and on the Victorian Government’s ‘Know Your Council’ website in November 2018.

Conclusion

LGPRF service performance indicators for the first nine months of the 2017/18 financial year are presented in the attached report. It is important to note that many of these quarterly results will not necessarily reflect or be predictive of annual performance due to phasing of service delivery across the year and seasonal influences.  Annual results for 2017/18 financial year will be published in Council’s Annual Report and on the Victorian Government ‘Know Your Council’ website in November 2018.

 

 

Attachments

1.

2017-18  LGPRF Service Performance Results - Quarter 3

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

 

That council notes the report on local governmeNt performance reporting framework service perfoRmance indicators for the first nine months of the 2017/18 financial year

  


DOCUMENTS FOR SEALING

 

 

Letter Under Seal - Senior Sergeant Paul McBride

ITEM 1

 

Letters under seal

Background

Senior Sergeant Paul McBride has served Council and the community with distinction for over 20 years.  During this time, Senior Sergeant McBride assumed the role as the Municipal Emergency Response Coordinator (MERC) for Maroondah. In this role, he had the legislative responsibility for ensuring the coordination of municipal resources to be used in an emergency. Senior Sergeant McBride also played a key role as part of our Municipal Emergency Management Planning Committee (MEMPC).

 

As the Station Commander at Ringwood Police Station, he has been instrumental in his support for various community safety initiatives such as the CCTV camera installation at Realm and the Maroondah Liquor Accord, as well as supporting Council Officers while undertaking their operational and legislative duties.

 

Senior Sergeant McBride will be commencing long service leave on 1 July 2018 to lead into retirement. Hence the opportunity for Councillors to recognise his significant and proactive contribution to Maroondah City Council and the community, in both our emergency management arrangements and in community safety more broadly.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

That council signs and seals THE LETTER UNDER SEAL FOR SENIOR SERGEANT PAUL MCBRIDE, RINGWOOD POLICE, IN RECOGNITION OF HIS significant CONTRIBUTION tO THE maroondah COMMUNITY, THROUGH EMERGENCY MANAGEMENT Planning AND COMMUNITY safety for over 20 years

 

 


DOCUMENTS FOR SEALING

 

 

Letter Under Seal - Staff Milestones 2018

ITEM 2

 

Letters under seal

Background

Council recognises employees each year who have achieved service milestones. Combined

service with either the former Cities of Ringwood or Croydon and Maroondah City Council is

recognised.

 

During the year, from 1 July 2017 to 30 June 2018, three employees will have achieved 30

years of service, three will have achieved 20 years and twenty-six will have achieved 10 years.

 

The names of employees to be presented with Letters Under Seal are listed in the

recommendation to this report.

 

The Chief Executive Officer and the Mayor will host a reception on Wednesday 27 June 2018, at Karralyka at which the Letters Under Seal will be presented.

 

It is necessary for Council to formally resolve to execute the Letters Under Seal.

 

 

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

 

RECOMMENDATION

That council signs and seals:

1.       THIRTY YEARS OF SERVICE GIVEN BY:

Leeanne Dancocks

Jane Egan

Adrian Smith

 

2.       TWENTY YEARS OF SERVICE GIVEN BY:

Donna Anderson

Anne-marie (Amber) Fenton

Gradimir Konstantinovic

 

3.       TEN YEARS OF SERVICE GIVEN BY:

Natasha Archibald

Sally Bacon

Nanda (Prasanna) Balasooriya

Stephen Bishop

Susan Bowden

Deborah Corless

Charlotte de Kretser

Timothy Dickinson

Anita Doensen

Karen Eagle

Nicole Finkemeyer

Stephen Fulton

Paul Glover

Sandra Grace

Noelene Greene

Glenn Griffiths

Lynette Griss-Fallon

Gennine Lamb

Helen McGeehan

Peter Papanikolaou

Martin Poulter

Kristin Thomson

Kathleen (Kate) Tracchi

Daniel Ward

Colleen Watson

Kim Watts