Agenda of Ordinary Council Meeting

Director Corporate Services – Marianne Di Giallonardo

Reports of Assembly of Councillors	Item 2

Purpose

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

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) 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 2019 – 2020:

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 15 July 2019 and 5 August 2019 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.	2019 July 15 - Assembly of Councillors Public Record
2.	2019 August 05 - 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 15 JuLY 2019 and 5 AUgust 2019

Director Corporate Services – Marianne Di Giallonardo

Councillor Representation Reports	Item 3

Purpose

To receive and note the following meeting minutes.

· Maroondah Disability Advisory Committee (MDAC) held on 18 July 2019

· Maroondah Community Safety Committee (MCSC) held on 22 July 2019

· Maroondah Environment Advisory Committee (MEAC) held on 30 July 2019

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community

Key Directions 2019 – 2020:

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 Spears and Dib are Council’s representatives on the Maroondah Disability Advisory Committee.

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

Crs Mazzuchelli, Graham and Macdonald are Council’s representatives on the Maroondah Environment Advisory 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.	Minutes - Maroondah Disability Advisory Committee Meeting 18 July 2019
2.	Minutes - Maroondah Community Safety Committee Meeting - 22 July 2019
3.	Minutes - Maroondah Environment Advisory Committee Meeting - 30 July 2019

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL RECEIVES AND NOTES MINUTES OF the following committees

1. Maroondah disability advisory committee (MDAC) held on the 18 july 2019

2. MAROONDAH community safety committee (mcsc) held on the 22 july 2019

3. maroondah enviRONMENT advisory committee (MEAC) held on the 30 july 2019

Director Corporate Services – Marianne Di Giallonardo

Audit & Risk Advisory Committee Report	Item 4

Purpose

To report to Council on the outcomes of the Audit and Risk Advisory Committee Meeting held on 14 August 2019.

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 and Risk Advisory Committee consists of both Council and external representatives. The Mayor Rob Steane, and Deputy Mayor Mike Symon, are Council representatives on the Committee.

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

The Audit and 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 and Risk Advisory Committee of the meeting held on Wednesday 14 August 2019.

Issue / discussion

The Audit and Risk Advisory Committee refers the following items to Council for information.

Annual Financial Report and Annual Performance Statement for the Year Ended 30 June 2019

The Annual Financial Report and Annual Performance Statement for the Year Ended 30 June 2019 were presented for the consideration and approval in principle of the Audit and Risk Advisory Committee with an overview of the Statements being provided. The Committee resolved unanimously as follows:

The Audit and Risk Advisory Committee has received and noted the Financial Statements, and the Performance Report from management and the Closing Report to the Audit and Risk Advisory Committee from the External Auditor. The Audit and Risk Advisory Committee recommends that Council receives and adopts the Financial Statements and Performance Report for the year end 2018/2019, subject to the resolution of any outstanding items in Appendix A of the Closing Report to the Audit and Risk Advisory Committee in consultation with the Auditor-General, Victoria and the minor enhancements as suggested by the members of the Audit and Risk Advisory Committee.

The Committee determined to advise Council that, following detailed examination and scrutiny of the Statements by the Committee, it approved in principle the report. This item is listed separately on the 19 August 2019 Council Notice Paper. They also moved to thank both Maroondah City Council and VAGO employees in the end of year closing of the City’s accounts and the preparation of the Financial and Performance Statements.

FINANCIAL / ECONOMIC ISSUES

Council’s budget provides for the operation of the Audit and Risk Advisory Committee and for the completion of the year end financials.

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 and Risk Advisory Committee meeting held on Wednesday 14 August 2019.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT FROM THE AUDIT and RISK ADVISORY COMMITTEE MEETING HELD ON Wednesday 14 AUGUST 2019

Director Corporate Services – Marianne Di Giallonardo

Approval in Principle of 2018/2019 Annual Financial Report & Annual Performance Statement	Item 5

Purpose

To receive and consider the recommendation of the Audit and Risk Advisory Committee in relation to the Annual Financial Report, and the Annual Performance Statement for the year ended 30 June 2019 (termed collectively as ‘the Documents’), to give approval in principle to the Documents, to authorise two Councillors to sign the Forms of Certification for the Documents and to authorise the Principal Accounting Officer to make non-significant changes to the Documents prior to certification.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community

Key Directions 2019 – 2020:

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

Background

Approval in Principle

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

At its meeting on 14 August 2019 the Audit and Risk Advisory Committee conducted a review of the Documents. The Committee sought and received responses from both the Auditor-General’s contractor and Council’s Principal Accounting Officer in respect of the Documents. The Auditor General’s contractors also noted that the Auditor General had already given clearance in principle in relation to the documents, a positive result to achieve leading into the Audit Committee meeting. The Committee then unanimously resolved as follows:

· The Annual Finance Report and Performance Statement including closing report be received and noted.

· The Audit and Risk Advisory Committee recommends that Council record its approval ‘in principle’ to the annual financial report and financial statement (the statements) for the year ended 30 June 2019; and that subject to the review of the final version of the Financial Report and the Performance Statement, Council authorise the:

- Chief Executive Officer to send the statements to the Auditor-General;

- Chief Executive Officer, the Mayor and a Councillor to certify the final version of the Statements;

- Manager Finance and Governance to implement any non-material changes to the Statements as recommended by the Auditor-General, and provide a summary of any such changes to the Audit and Risk Advisory Committee at its next meeting. Any material changes will be discussed with the Chair of the Audit and Risk Advisory Committee prior to being presented to Council.

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

· Submission of the ‘Approved in Principle’ Documents to the Auditor-General

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

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

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

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

Certification

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

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

Treatment of Changes to the Approved Report

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

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

· Process non-significant changes without further formal approval.

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

However, on the basis of the clearance already provided by the Auditor General, the likelihood of any significant or in fact, non-significant changes is minimal.

Issue / discussion

Performance for 2018/19

The Financial Statements for 2018/19, which have been prepared based on the Australian equivalents to International Financial Reporting Standards (AIFRS), disclose a surplus for the period of $25.546m. This compares with anticipated Adopted Budget surplus of $18m. Comments on the major reasons for this increase in performance against the budgeted surplus and other significant factors affecting Council’s financial position are provided below:

· Statutory Fees and Fines:

- Favourable variance in this category relates mostly to an increase in the volume and complexity of the planning applications, with the individual statutory planning application fees increasing by $452k.

· Grants Capital:

- Relates to grants received in relation to Pavilion redevelopment $1.825m, Heathmont Shopping Centre access $1.040m, Croydon Main Street Pedestrian safety improvements $0.804m.

· Contributions – Monetary:

- Largely due to Public Open Space funds $2.060m and Stat Planning contributions $0.234m.

· Other Income:

- Due to interest on investments up by $1.2m because of higher levels of investment.

· Employee Costs:

- Favourable variance is 2% of the total budget and is across numerous activities. Aquanation and Aquahub have achieved savings of $0.337m and Operations also achieved some savings of $0.332m.

· Other Expenses:

- Mainly as expected, however, assets written-off relate mainly to Roads for which these amounts are not budgeted.

· Capital Expenditure for the year totalled $47.705m against a budget for the year of $43.681m.

After allowing for the financial effect of the above movements and adjustments, Council has performed well in relation to actual achievements against its 2018/19 Adopted Budget. In addition, the levels of assets and liabilities as recorded in the Balance Sheet are substantially in line with the projections contained in Council’s Annual Budget and Long Term Financial Strategy.

Council’s overall financial status remains strong with current assets of $65.587m, cash and investment assets (including Other Financial Assets) of $53.044m. The Auditor-General’s contractor (RSM Bird) has reported to the Audit and Risk Advisory Committee that their audit procedures conducted to date have not identified in the Documents any items of a nature that should give rise to undue concern by Council.

Financial / economic issues

The audit, scrutiny and certification of the Documents are an integral part of overall financial stewardship and control. The results of that audit and scrutiny reveal that the financial status of Council as at 30 June 2019 is healthy and provides a solid foundation for the achievement of targets in its adopted budget for 2019/2020.

Environmental / amenity issues

Not Applicable

Social / community issues

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

Community consultation

The Documents will form a major component of Council’s 2018/19 Annual Report.

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

· The Annual Report has been prepared;

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

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

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

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

Conclusion

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

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. APPROVES IN PRINCIPLE THE 2018/19 ANNUAL FINANCIAL REPORT AND ANNUAL PERFORMANCE STATEMENT IN ACCORDANCE WITH THE PROVISIONS OF SECTION 132(2) OF THE LOCAL GOVERNMENT ACT 1989

2. AUTHORISES THE MAYOR COUNCILLOR Steane AND COUNCILLOR SYMON AS AUDIT AND RISK ADVISORY COMMITTEE MEMBERS, TO SIGN THE CERTIFICATION OF THE 2018/19 ANNUAL FINANCIAL REPORT AND THE ANNUAL PERFORMANCE STATEMENT IN ACCORDANCE WITH SECTION 132(5) OF THE LOCAL GOVERNMENT ACT 1989

3. AUTHORISES MR ANTONIO ROCCA AS PRINCIPAL ACCOUNTING OFFICER TO MAKE, WITHOUT FURTHER FORMAL NOTIFICATION TO COUNCIL, NON-MATERIAL CHANGES TO THE 2018/19 ANNUAL FINANCIAL REPORT AND ANNUAL PERFORMANCE STATEMENT WHICH HAVE PREVIOUSLY BEEN APPROVED IN PRINCIPLE BY COUNCIL IN ACCORDANCE WITH SECTION 132(5) OF THE LOCAL GOVERNMENT ACT 1989

Director Operations, Assets & Leisure – Adam Todorov

Capital Works Report: Fourth Quarter 2018/2019	Item 1

Purpose

To present the financial and operational status of major Capital Works projects for the final quarter of the 2018/2019 financial year.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community

Key Directions 2019 – 2020:

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

Background

Council, as part of its Adopted Budget 2018/2019, allocated $43.68m to Capital Works projects, including $1.3m of State and Federal grant funding. Council subsequently received an additional $7.12m in grant funding during the 2018/2019 financial year, and, taking account of the carry forward amount of $7.42m from the 2017/2018 financial year, the total adjusted forecast budget for 2018/2019 was therefore $58.22m.

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 project areas for the period 1 July 2018 to 30 June 2019.

Issue / discussion

The following is a summary of the status of Council’s major project areas at the end of the 2018/2019 financial year:

CAPITAL PERFORMANCE – TWELVE MONTHS ENDING 30 JUNE 2019

	YTD	YTD	YTD	Forecast	Amount	Adopted
	Forecast Budget	Actual *	Bud Var	Budget **	Carried Forward	Budget
	$’000	$’000	$’000	$’000	$’000	$’000
Classification
Buildings¹	27,203	20,530	6,673	27,203	3,494	17,741
Roads²	7,650	7,663	(13)	7,650	1,153	4,325
Footpaths and Cycleways³	3,279	3,895	(617)	3,279	17	3,090
Carparks⁴	556	417	139	556	104	460
Drainage⁵	3,723	2,764	959	3,723	94	3,467
Waste Management	81	28	53	81	31	50
Other Capital Roads and Drainage⁶	859	99	760	859	481	720
Recreational Leisure and Community Facilities⁷	4,531	3,328	1,203	4,531	525	3,206
Parks and Open Space⁸	2,897	2,304	593	2,897	1,465	1,260
Fixtures, Fittings and Furniture	126	89	36	126	5	80
Plant, Machinery and Equipment⁹	3,140	2,117	1,022	3,140	(37)	3,882
Computers and Telecommunications¹⁰	1,743	513	1,230	1,743	838	930
Property Sales¹¹	632	701	(69)	632	0	0
Building Renewal¹²	1,800	3,821	(2,021)	1,800	(754)	4,470
Total capital works	58,220	48,270	9,950	58,220	7,416	43,681

* YTD Actual expenditure includes Carried Forwards

** Forecast Budget expenditure includes Carried Forwards

Explanation of variations between forecast budget and adopted budget:

· ¹ Buildings – Variation between adopted $17.7m and forecast $27.2m budgets is due primarily to:

- $3.5m in carried forwards from 17/18;

- $2.0m State Government grant for the Jubilee Sporting Pavilion Redevelopment;

- $400k of the $500k total Federal Government grant for the Ainslie Park Sporting Pavilion redevelopment;

- $513k State Government grant for the Springfield Sports Pavilion Redevelopment;

- $350k from the Plant & Fleet program that was reallocated to the Operations Centre Redevelopment project;

- $225k of the $250k State Government grant for Silcock Sporting Pavilion Redevelopment;

- $200k State Government grant for the Eastfield Park Sporting Pavilion Changerooms; and

- $100k State Government grant for the Quambee Sporting Pavilion Changerooms.

· ²Roads – Variation between adopted $4.3m and forecast $7.7m budgets is due primarily to:

- $1.2m in carried forwards from 17/18;

- $1.05m Federal Government grant for the Heathmont Shopping Centre Access Improvements;

- $803k State Government grant for the Main Street Pedestrian Safety Improvements; and

- $100k State Government grant for the Local Area Traffic Management Safe Travel in Local Roads program

· ³Footpaths & Cycleways – Variation between adopted $3.0m and forecast $3.3m budgets is due partially to:

- $17k in carried forwards from 17/18.

· ⁴Carparks – Variation between adopted $460k and forecast $556k budget is due primarily to:

- $104k in carried forwards from 17/18.

· ⁵Drainage – Variation between adopted $3.4m and forecast $3.7m budgets is due primarily to:

- $420k contribution for Jumping Creek Corridor; and

- $94k in carried forwards from 17/18.

· ⁶Other Capital Roads and Drainage – Variation between adopted $720k and forecast $859k is due primarily to:

- $841k in carried forwards from 17/18.

· ⁷Recreational Leisure and Community Facilities – Variation between adopted $3.2m and forecast $4.5m budgets due primarily to:

- $525k in carried forwards from 17/18;

- $158k State Government grant for Cheong Park Sportsfield Lighting upgrade;

- $135k State Government grant for Griff Hunt Sportsfield Lighting upgrade;

- $130k State Government grant for Cheong Park Female Change Rooms;

- $90k State Government grant for Griff Hunt Pavilion Changerooms;

- $45k Federal Government grant for CCTV at Kevin Pratt Pavilion; and

- $16k State Government grant for the Croydon Community War Memorial restoration works

· ⁸Parks and Open Space – Variation between adopted $1.2m and forecast $2.9m budgets is due primarily to:

- $1.26m in carried forwards from 17/18.

· ⁹Plant, Machinery and Equipment – Variation between adopted $3.9m and forecast $3.1m budgets is due primarily to:

- $590k reallocated to the Building Program; and

- $93k reallocated to the Recreational Leisure & Community Facilities Program.

· ¹⁰Computers and Telecommunication – Variation between adopted $930k and forecast $1.74m budgets is primarily due to:

- $838k in carried forwards from 17/18.

· ¹¹Property Sales – Variation between adopted $0k and forecast $632k budgets is due to:

- $632k being brought forward from the 19/20 and 20/21 Drainage Program for a property purchase to assist with flood mitigation.

· ¹²Building Renewal – Variation between adopted $4.47m and forecast $1.8m budgets is due to:

- $2.45m being allocated to specific community facility projects (such as Bill Wilkins Lodge Redevelopment) within the ‘building’ category of the report; and

- $754k in negative carried forwards, associated with building works that were undertaken in 17/18 and being funded through the 18/19 budget

Financial / economic issues

CARRIED FORWARDS FROM 2017/2018

Council carried forward an amount of $7.42m into the 2018/2019 financial year, which primarily related to major projects that were underway at the end of the 2017/2018 financial year.

FINAL EXPENDITURE FOR 2018/2019

Council spent $48.27m in 2018/2019 on a wide range of capital projects that will provide significant benefit to the community.

CARRY FORWARDS INTO 2019/2020

Council has carried forward an amount of $9.95m into the 2019/2020 financial year, which primarily relates to external funding received in 2018/2019 for major community projects.

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 had a total Capital Works forecast budget for 2018/2019 of $58.22m, including $7.42m carried forward from 2017/18 and $7.12m of additional external funding that was received in 2018/2019, and spent $48.27m on a wide range of capital projects that will provide significant benefit to the community. Key variations between adopted and forecast budgets are noted for the period 1 July 2018 to 30 June 2019 within this report.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

THAT COUNCIL RECEIVES AND NOTES THE REPORT ON THE STATUS OF THE CAPITAL WORKS PROGRAM FOR THE PERIOD 1 JULY 2018 TO 30 JUNE 2019


Director Strategy & Community – Phil Turner
Barngeong Reserve Kindergarten - Surrender of Lease Agreement and Approval of New Lease	Item 1

Purpose

To seek:

· Council approval for the surrender of a lease agreement between Maroondah City Council and the following Kindergarten:

- Barngeong Reserve Kindergarten 4 Lee-Ann Crescent, Croydon North 3136

· Council endorsement to enter a new lease with TRY Children Services for three (3) years with the option for a further two (2) terms of three (3) years.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A safe, healthy and active community.

Our Vision: In 2040 Maroondah will be a safe, healthy and active community with local opportunities provided for people of all ages and abilities to have high levels of social, emotional, and physical wellbeing.

Key Directions 2019 – 2020:

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

Priority Action 2019-2020:

Assist all Kindergartens to maintain sound and sustainable governance models.

Background

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

One (1) of the twenty (20) kindergartens in Maroondah is currently managed by TRY Children Services, a cluster manager as part of an Early Childhood Management Service model. TRY Children Services is an experienced, independent, not for profit organisation which supports community-based kindergartens in delivering high quality education and care programs for children and families. TRY Children Services currently manages thirty-seven (37) kindergartens across fourteen (14) local government areas.

The Parent Committee of Barngeong Reserve Kindergarten no longer want to continue to manage the service and have made arrangement for TRY Children Services to manage the Kindergarten. To facilitate this arrangement, the Kindergarten have agreed to surrender their lease so that a new lease can be developed with TRY Children Services.

Issue / discussion

This report seeks to surrender the current lease with the Barngeong Reserve Kindergarten Committee of Management and enter a Community Facility Lease Agreement with TRY Children Services.

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

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

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

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

· Maintenance - in accordance with the Community Facilitates Standard Maintenance Schedule

Financial / economic issues

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

Environmental / amenity issues

Not Applicable

Social / community issues

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

Community consultation

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

Conclusion

The lease agreement provides a mutually beneficial arrangement between Maroondah City Council and Try Children Services.

Attachments

Not Applicable

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL

1. Approves the surrender of a lease agreement between maroondah city council and barngeong reserve kindergarten

2. grants a lease to try children services for barngeong reserve kindergarten; the principal terms being:

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

ii. and that Try Children Services be charged in accordance with Councils community facilities pricing policy, endorsed 23 march 2015

3. signs and seals all required documentation as appropriate


Director Strategy & Community – Phil Turner
Draft Maroondah Vegetation Strategy	Item 2

Purpose

The purpose of this report is to present the draft Maroondah Vegetation Strategy and to seek Council’s endorsement for the draft Strategy to be made available for community feedback in accordance with Council’s Community Engagement Policy.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A Clean, Green and Sustainable community

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

Key Directions 2019 – 2020:

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

4.7 Preserve and enhance Maroondah’s canopy vegetation

4.8 Create and foster a culture within our community that is committed to protecting the unique features of Maroondah’s landscape, including our ridgelines, waterways, canopy vegetation, green open space and bushland reserves

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

Priority Action 2019-2020:

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

Background

The draft Maroondah Vegetation Strategy proposes the direction and priority actions for protecting and sustaining vegetation in Maroondah that in turn provides enhanced liveability for the Maroondah community, and more nature throughout Maroondah. The draft Strategy has been built upon a substantial base of expert reports, evidence, and community consultation.

Issue / discussion

Maroondah has one of the highest tree canopy cover levels of all metropolitan Melbourne councils. However, the evidence makes it clear that although largely unchanged between 2011 and 2016, with increasing area hard surfaces and declining shrub cover, our tree canopy cover is at risk of going into decline.

It is also clear that our biodiversity is following the global trend of decline, and that our community highly values our vegetation and the benefits it provides.

In the context of a changing climate, a growing population, and the emergence of new state planning policies, the time is right for Council to take further steps to protect our existing vegetation, improve its condition, and add more into key locations so that Maroondah is more liveable.

By considering and managing all vegetation together for the range of ‘services’ it provides for both community and nature, Council will be taking a ‘green infrastructure’ approach to vegetation management.

Financial / economic issues

Financial and economic issues are considered in the draft Strategy

Environmental / amenity issues

Environmental and amenity issues are considered in the draft Strategy

Social / community issues

Social and community issues are considered in the draft Strategy

Community consultation

An internal Project Advisory Group has overseen preparation of the draft Strategy. During its preparation, Council consulted the wider community through Council’s Café Consult at the 2017 Maroondah Festival to understand what the community values about vegetation, and through public release of the Maroondah Vegetation Review Issues and Options Paper in early 2019. This presented the issues we face and options for Council to respond.

A community symposium that attracted 130 people, “Living Maroondah: a future for our plants, animals, and us”, accompanied the public release of the Issues and Options Paper and had experts present on the benefits of vegetation, and the findings of expert studies.

Further targeted consultation included meetings with the Croydon Conservation Society, Maroondah Bushlinks, the Maroondah Environment Advisory Committee, internal focus groups with Statutory Planning and Operations staff, and meetings with the Maroondah Youth Wellbeing Advocates group.

A summary of the feedback received on the Issues and Options Paper was prepared and made available on Council’s website, and an annotated version of this document that explains how feedback received has, or has not, been incorporated into the draft Strategy will accompany the draft Strategy’s public release.

Conclusion

There is a sound justification, and strong community support, for Council to do more to protect, improve, and increase vegetation in Maroondah to provide more habitat for native flora and fauna, protect neighbourhood character, and enhance liveability for our community.

The draft Maroondah Vegetation Strategy provides the strategic direction and priority actions to steer Council’s efforts towards the draft Strategy’s vision: “In 2040, more people, plants and animals in Maroondah are reaping the wellbeing and habitat benefits of abundant and diverse vegetation for healthier living and life”. Whilst significant consultation has already been undertaken, and the feedback received has helped shape the draft Strategy, it is recommended that it be released publicly to enable the community to see how their views have been incorporated and to gather further feedback.

Attachments

1.	Draft Maroondah Vegetation Strategy - August 2019

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

that Council places the draft maroondah vegetation strategy on public exhibition from 20 august 2019 to 22 september 2019

Director Strategy & Community – Phil Turner

Local Government Performance Reporting Framework - Service Performance Progress Report - 2018/19 Financial Year	Item 3

Purpose

To provide a report of Local Government Performance Reporting Framework (LGPRF) service performance results for the 2018/19 financial year (1 July 2018 to 30 June 2019).

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) 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 2019 – 2020:

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 Foster a culture of innovation, cooperation, commitment, communication and continuous improvement that positions Maroondah City Council as a leader in Local Government.

Priority Action 2019-2020:

Not Applicable

Background

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

The objectives of the LGPRF are:

· Councils will have information to support strategic decision making and continuous improvement;

· Communities will have information about council performance and productivity;

· Regulators will have information that complies with relevant reporting requirements;

· State and Commonwealth Governments will have information that informs capacity building and investment decisions.

The Framework is comprised 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 via 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.

These financial year results are 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 Councils 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.

A report that outlines LGPRF service performance indicator results for the full 2018/19 financial year (1 July 2018 to 30 June 2019) is attached to this Council Report.

The majority of indicators are within the materiality threshold (+/-10%) as defined by the Framework for the year. Where there are measures outside the materiality threshold the explanations for this can be found in the attached report.

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

Not Applicable

Conclusion

LGPRF service performance indicators for 2018/19 are presented in the attached report. These annual results will be published in Council’s Annual Report and on the Victorian Government ‘Know Your Council’ website in November 2019.

Attachments

1.	LGPRF Service Performance Progress Report - 2018/19 Financial Year

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That council notes the locAl government performance reporting framework service performance results for the FULL 2018/19 FINANCIAL yeAR

Director Strategy & Community – Phil Turner

Council Plan 2017-2021 (Year 2: 2018/19) Progress Report - as at 30 June 2019	Item 4

Purpose

To provide an update on the progress of priority actions identified in the Council Plan 2017-2021 (Year 2: 2018/19) as at 30 June 2019.

Strategic / policy issues

The following directions contained in Maroondah 2040: Our Future Together and the Council Plan 2017-2021 (Year 3: 2019-2020) provide the strategic framework that underpins the purpose of this report.

Outcome Area: A well governed and empowered community.

Key Directions 2019 – 2020:

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

Priority Action 2018-2019:

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 presents to the community an updated set of key directions and priority actions for implementing the four-year Council Plan. This helps to ensure that the Council Plan continues to be aligned with Maroondah 2040: Our future together, the community’s long-term vision, and is responsive to community needs and expectations. The review also helps to ensure that all Council planning, strategies, policies, and processes take their lead from the key directions outlined within the Plan.

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

The attached report identifies the progress made by Council this financial year in working towards the delivery of the Council Plan 2017-2021 (Year 2: 2018/19) Priority Actions.

Some of the key Council Plan priority action achievements in 2018/19 have included:

· Adoption of the Maroondah Gambling Policy 2018

· Completion of the $16.5 HE Parker multi-sports complex was opened to the public in May 2019. The leisure facility is now named ‘Maroondah Nets’.

· Adoption of the updated Ringwood Metropolitan Activity Centre Masterplan 2018.

· Completion of the new Croydon Town Square.

· Upgrade of the existing CCTV network within the Croydon Town Centre precinct.

· Implementation of innovative and engaging arts events within the Ringwood Arts Precinct.

· Adoption of the Maroondah Carparking Framework and Action Plan.

· Completion of road-based works (reconstruction and widening) on Lincoln Road, east of Dorset Road.

· Successful engagement with residents and landowners of the two precincts involved for the Greening the Greyfields pilot project.

Financial / economic issues

Not Applicable

Environmental / amenity issues

Not Applicable

Social / community issues

Not Applicable

Community consultation

Council will report to the Maroondah community on implementation of the Council Plan priority actions for 2018/19 in the Maroondah City Council Annual Report 2018/19. The Annual Report will also report on Council’s progress in relation to the community outcomes and key directions identified in Maroondah 2040: Our future together. The Annual Report is scheduled to be presented to Council in September 2019 and ratified in October 2019.

Conclusion

The attached report identifies that Council has made excellent progress during the financial year in implementing Council Plan priority actions for 2018/19.

Attachments

1.	Council Plan 2017-2021 - Priority Actions Progress Report, Q4 2018/19

CONFIDENTIALITY

Not Applicable

RECOMMENDATION

That COUNCIL notes the progress made towards delivery of COUNCIL plan priority actions DURING THE 2018/19 FINANCIAL YEAR

City Offices	Braeside Avenue, Ringwood, 3134
Postal	PO Box 156, Ringwood 3134 DX 38068, Ringwood
Telephone	1300 88 22 33
Facsimile Email Web Service Centres	Translating and Interpreting Service (TIS): 131 450 National Relay Service (NRS): 133 677 (03) 9298 4345 maroondah@maroondah.vic.gov.au www.maroondah.vic.gov.au Croydon: Civic Square REALM: 179 Maroondah Hwy, Ringwood

Director Corporate Services – Marianne Di Giallonardo

Attendance Report	Item 1