Ordinary Meeting of Council Agenda€¦ · Hurstbridge Township Strategy 2000, the Hurstbridge...

Ordinary Meeting of Council to be held at the Civic Centre, Civic Drive, Greensborough on Tuesday 23 February 2016 commencing at 7pm.

Agenda

Conal Creedon Acting Chief Executive Officer

Wednesday 17 February 2016

Distribution:

Civic Drive, Greensborough PO Box 476, Greensborough 3088 Telephone 9433 3111 Facsimile 9433 3777 Website www.nillumbik.vic.gov.au Email [email protected]

http://www.nillumbik.vic.gov.au/

mailto:[email protected]

Ordinary Meeting of Council seating plan

Cr Michael Young Edendale Ward

Cr Peter Perkins Ellis Ward

Cr Anika Van Hulsen Bunjil Ward

Cr Ken King Sugarloaf Ward

Cr Meralyn Klein Blue Lake Ward

Cr Helen Coleman Wingrove Ward

Conal Creedon Acting Chief Executive

Officer

Cr Bronnie Hattam (Mayor)

Swipers Gully Ward

Visitors in the gallery at Council meetings are:

Welcome to copies of the reports which will be considered by the Council at the meeting. These are on the table in the foyer.

Welcome to the tea, coffee and water provided in the foyer.

Requested to observe Council deliberations quietly in order for Council meetings to run smoothly.

Advised that an audio recording of this meeting will be made for the purpose of verifying the accuracy of the minutes.

Ordinary Meeting of Council agenda 23 February 2016

Nillumbik Shire Council

Contents

Welcome by the Mayor 1

1. Reconciliation statement 1

2. Prayer 1

3. Good governance pledge 1

4. Apologies 1

5. Presentations 1

6. Confirmation of minutes 1

7. Disclosure of conflicts of interest 1

8. Petitions 2

9. Questions from the gallery 2

10. Reports of Advisory Committees 3

AC.002/16 Advisory Committee Report 3

11. Reports of Special Committees 5

12. Officers' reports 6

OCM.012/16 Liveable Nillumbik (Lot 1 Hurstbridge) - Expression of Interest and Request for Proposal processes 6

OCM.013/16 Plenty Park Masterplan (2007) - status of implementation 12

OCM.014/16 Edendale Commercial Review 23

OCM.015/16 Arts Advisory Committee (Acquisition and Strategy) 29

OCM.016/16 Green waste disposal options 32

OCM.017/16 Investment Policy 44

OCM.018/16 Provision of Immunisation Services 48

OCM.019/16 Provision of Marketing and Print services 49

OCM.020/16 Provision of Valuation Services on behalf of Council 50

OCM.021/16 Provision of Banking and Transactional Services 51

OCM.022/16 Supply and delivery of pre-mix concrete materials 52

OCM.023/16 Environment and Planning Monthly Activity Report 53

OCM.024/16 Assemblies of Councillors 62

13. Notices of Motion 66

14. Delegates' reports 66

15. Supplementary and urgent business 66

16. Confidential reports 66


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Nillumbik Shire Council

Agenda of the Ordinary Meeting of Nillumbik Shire Council to be held Tuesday 23 February 2016 commencing at 7pm.

Welcome by the Mayor

Members of the public are advised the meeting will be recorded for the purpose of verifying the accuracy of the minutes.

1. Reconciliation statement

The reconciliation statement to be read by the Mayor

Nillumbik Shire Council acknowledges the Wurundjeri as the traditional custodians of the land now known as the Shire of Nillumbik and values the significance of the Wurundjeri people’s history as essential to the unique character of the Shire.

2. Prayer

A prayer will be read by Father Michael McEntee of St Thomas the Apostle Church, Greensborough.

3. Good governance pledge

As Councillors, we are mindful of our civic responsibilities and obligations. We pledge to take them seriously, and to carry them out with diligence and integrity.

We know the decisions we take will affect the people and environment of Nillumbik, now and in the future. We undertake, therefore, to make sound and principled decisions of lasting value, in a spirit of fairness and for the good of all.

We also pledge to serve the needs and wellbeing of the community and the environment, in an open and honest manner and to the best of our abilities.

4. Apologies

Motion

That the apologies be accepted.

5. Presentations

Nil

6. Confirmation of minutes

Confirmation of minutes of the Council Meeting held on Wednesday 27 January 2016.

Motion

That the minutes of the Council Meeting held on Wednesday 27 January 2016 be confirmed.

7. Disclosure of conflicts of interest

Councillors should note that any conflicts of interest should also be disclosed immediately before the relevant item.


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8. Petitions

Nil

9. Questions from the gallery


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10. Reports of Advisory Committees

AC.002/16 Advisory Committee Report

Distribution: Public

Manager: Andrew Port, General Manager Corporate Services

Author: Tracey Classon, Personal Assistant to General Manager Corporate Services

Council has a range of Advisory Committees which provide a formal mechanism for Council to consult with key stakeholders, seek specialist advice and enable community participation. Although they do not make any formal decisions, they provide valuable advice to Council.

In accordance with Advisory Committee Terms of Reference, the minutes of meetings are presented to Council. This month, the following minutes are attached for information:

Memorials Advisory Committee meetings held 7 August and 16 October 2015.

Arts Advisory Committee (Acquistion and Strategy) meetings held on 17 August, 19 October and 7 December 2015.

Nillumbik Living &Learning Advisory Committee meeting held on 25 November 2015.

Edendale Advisory Committee meeting held on 17 December 2015.

The Artisan Hills Marketing Committee meeting held on 4 February 2016

Motion

That Council notes the following Advisory Committee minutes:

1. Memorials Advisory Committee meetings held 7 August and 16 October 2015.

2. Arts Advisory Committee (Acquistion and Strategy) meetings held on 17 August, 19 October and 7 December 2015.

3. Nillumbik Living & Learning Advisory Committee meeting held on 25 November 2015.

4. Edendale Advisory Committee meeting held on 17 December 2015.

5. The Artisan Hills Marketing Committee meeting held on 4 February 2016.

Attachments

1. Memorials Advisory Committee minutes 7 August 2015

2. Memorials Advisory Committee minutes 16 October 2015

3. Arts Advisory Committee (Acquisition and Strategy) minutes 17 August 2015

4. Arts Advisory Committee (Acquisition and Strategy) minutes 19 October 2015

5. Arts Advisory Committee (Acquisition and Strategy) minutes 7 December 2015


10. Reports of Advisory Committees

AC.002/16 Advisory Committee Report

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6. Nillumbik Living & Learning Advisory Committee minutes 25 November 2015

7. Edendale Advisory Committee minutes 17 December 2015

8. The Artisan Hills Marketing Committee minutes 4 February 2016


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11. Reports of Special Committees

Nil


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12. Officers' reports

OCM.012/16 Liveable Nillumbik (Lot 1 Hurstbridge) - Expression of Interest and Request for Proposal processes


Manager: Adrian Cully, Acting General Manager Community and Leisure

Author: Nichole Johnson, Coordinator Strategy Projects - Community and Leisure

Tara Frichitthavong, Manager Community Services and Social Development

Summary

Since 2012 Council has undertaken a project to facilitate an intergenerational housing development for 44 Graysharps Road Hurstbridge also known as the former Hurstbridge Secondary College Site.

This report provides Councillors with further details about the Expression of Interest (EOI) and Request for Proposal (RFP) and evaluation panel process. This report recommends that Council adopt the Evaluation Criteria and Weighting and seeks authorisation to commence the Expression of Interest process.

Recommendation

That Council:

1. Endorses the Expression of Interest (EOI) and Request for Proposal (RFP) and evaluation panel process as outlined in this report.

2. Adopts the Evaluation Criteria and Weightings (Attachment 3).

3. Authorises the commencement of the Expression of Interest (EOI) process.

Attachments

1. Plan of Subdivision

2. Aerial photograph

3. Key design and selection criteria

Background

1. The following Council decisions provide an overview of the key project milestones:

In December 2013 Council determined to purchase the land from the Department of Education and Early Childhood Development (DEECD) as an interim measure to facilitate the development of the site of housing to enable ageing in place and intergenerational living (OCM.117/14).




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In July 2014 Council adopted the vision, principles and development objectives for the site and agreed to seek authorisation from the Minister of Planning to commence the process to rezone the site to Township Zone (C85 Amendment), and also to apply the Development Plan Overlay (DPO7), advertise for community representatives for the Community Reference Group, and Council’s intention to sell the land and invite public submissions on the intended sale (OCM.081/14)

In October 2014, Council resolved to publically advertise its intention to sell the land in accordance with Section 189 of the Local Government Act 1989 for a period of two months (November 2014-January 2015). Council also approved the draft evaluation criteria, Neighbourhood and Site Description, and Urban Design Guidelines, to inform the public exhibition process and the preparation of Council’s procurement and probity documentation and process (OCM.117/14).

In May 2015 Council adopted the Terms of Reference and membership of the Liveable Nillumbik Community Reference Group and appointed the Chairperson for this group (PS.020/15).

In September 2015 Council adopted Planning Scheme Amendment C85 relating to the rezoning of the land to Township1 Zone (T1Z) and referred the amendment to the Minister for Planning for approval. In January 2016 the Minister for Planning approved the Amendment C85 (PS.042/15).

Policy context

2. This report directly supports the achievement of Council Plan 2013-2017 strategy:

We will engage the community in enhancing local neighbourhoods to make them welcoming and vibrant places.

Budget implications

3. On 24 June 2014 Council signed Contracts of Sale and a 10 per cent deposit was paid (funded from Council’s Major Projects reserve) to purchase the land at 44 Graysharps Road, Hurstbridge. Settlement on the purchase was concluded 30 June 2015. This was funded from the Landfill rehabilitation reserve, and in December 2014 Council resolved that the purchase price plus interest be repaid to the reserve at the time of sale.

4. With an expected settlement date in mid-2017 an amount of around $200,000 (four per cent interest over two years) will need to be repaid to the reserve along with purchase price of $2.3 million. This will require a total of $2.5 million to be paid to the reserve.

5. All costs associated with the amendment, tendering and detailed precinct planning advice have been funded from the new initiative allocated for the project.




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Consultation/communication

6. Extensive community consultations were conducted as part of the development of the Hurstbridge Township Strategy 2000, the Hurstbridge Concept Plan 2010, the Nillumbik Positive Ageing Strategy 2013-2017, and the Municipal Health and Wellbeing Plan 2013-2017.

7. A Community Engagement and Communications Plan has been developed to ensure further external consultation and engagement with key stakeholders and the community.

8. The Planning Scheme Amendment C85 was publicly exhibited. Consultation included:

Notification to all affected property owners and occupiers and prescribed government authorities.

Notification to local Hurstbridge interest and community groups.

Notice in the Diamond Valley News and Government Gazette.

Notification on Council’s website

9. Liveable Nillumbik Community bulletins with project updates and questions and answers have been distributed throughout the Shire.

10. Feedback has been sought from a number of sources to inform the Evaluation Criteria and Weightings. This includes legal advice from Maddocks Lawyers, subject matter experts and the Liveable Nillumbik (Lot 1 Hurstbridge) Community Reference Group.

11. On 10 December 2015 a Liveable Nillumbik (Lot 1 Hurstbridge) Community Reference Group meeting was held. A workshop was conducted with members of the group to seek feedback on the Draft Evaluation Criteria and Weightings.

12. On Tuesday 2 February 2016 a meeting with the subject matter experts was held to review the Draft Evaluation Criteria and Weightings. The recommended Draft Evaluation Criteria and Weightings are outlined in Attachment 3.

Issues/options

13. The proposed sale of land at 44 Graysharps Road, Hurstbridge is to facilitate the construction of an intergenerational residential development. The Land is described as Lot 1 on Plan of Subdivision PS 547201R, comprising 1.796 hectares approximately (Attachment 1) and is as depicted in the aerial photograph (Attachment 2).

14. Council’s decision is to sell the land to a suitable purchaser who can deliver an intergenerational residential development for the site based on a number of key development objectives. The land will have completed a re-zoning process to Township1 Zone (T1Z) prior to being sold. The Minister for Planning approved the Amendment C85 in January 2016 (PS.042/15).




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15. A Probity Plan has been completed to support the Stage 1 EOI and Stage 2 RFP processes. In late 2015 Maddocks Lawyers reviewed and confirmed the Probity Plan which outlines how:

Processes conform to Council’s Policies and procedures

Decisions are made transparent

All potential purchasers are treated consistently and in an equitable manner; and

Confidentiality and Conflict of Interest issues are to be managed.

16. To assist in the evaluation process, the following subject matter experts have been engaged to provide advice to the evaluation panel:

Dr Sean McNellis (Swinburne University) – Social Housing Representative

Mr Steve Thorne (Design Urban ) – Architect/Urban Design Representative

Mr Rod Stephens (Matheson Stephen Valuations) – Property Valuation Representative.

17. Once the Evaluation Criteria and Weightings are adopted and the commencement of the EOI process is authorised by Council, officers will convene an evaluation panel to assess proposals from developers through the Stage 1 EOI process.

18. The evaluation panel will not make the final decision on the selection of the developer, but will shortlist according to the Evaluation Criteria and Weightings and make a formal recommendation to Council at both the Stage 1 EOI process and Stage 2 RFP process.

19. A Councillor Workshop is proposed to be held in June 2016, followed by a report to Council in July 2016, prior to entering Stage 2 RFP process.

Evaluation criteria for sustainability

20. The Built Environment Sustainability Scorecard (BESS) was developed by the Council Alliance for the Sustainable Built Environment (CASBE). It was determined by paid CASBE membership last year to fund ongoing upgrades and maintenance of the system with the imposition of a levy on Councils. This decision was made so that developers and other applicants would have free access to the tool to encourage its wider use.

21. Nillumbik are not paid members of CASBE. The cost of becoming a CASBE Member and BESS Fees is around $20,000 per annum. With only around five applications using the tool each year in Nillumbik, it was determined that this money would be better utilised on other programs

22. From January 2016 access to the BESS tool has been restricted to municipalities who have paid CASBE Membership and BESS Fees therefore all references to the BESS Tool have been removed from the evaluation criteria. As recommended by Council’s Sustainability Officer this has now been replaced by Council’s Best Practice Standards outlined in the 10 Key Sustainability Criteria under Sustainable Design in the Planning Process (SDAPP).




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23. To assist with the evaluation of sustainability Council’s Sustainability Officer will participate in the process and offer expert advice and guidance.

Stage 1 EOI

24. The Stage 1 EOI will include the following:

The proposed purchase price to be offered for the Land

Detailed responses to Evaluation Criteria and Weightings for the site to enable proposals to be assessed and scored accordingly

Proposals determined by the evaluation panel as highly ranked will be subjected to a financial due diligence process. A report outlining the panel’s recommendations will be presented to Council for a resolution prior to commencing Stage 2 RFP process.

Requirements relating to the Stage 1 EOI

25. Proposals are to respond with specific statements to the identified Evaluation Criteria and Weightings for the site and are to be of sufficient detail, with at least scaled schematic concept site plans, including building footprints, heights and landscaping plans in sufficient detail to enable them to be scored against the Evaluation Criteria and Weightings.

26. Proposals should also be of sufficient detail to enable them to be progressed to a full development proposal as part of a Stage 2 RFP process.

27. It is particularly important that all aspects of the proposed development are adequately explored in sufficient detail at the Stage 1 EOI process to enable informed decisions to be made by the evaluation panel and to ensure continuity of the design principles through to the point of lodging a Planning permit application.

28. As part of Council’s purchase of the Land from the Department of Education and Training (the Department) made certain reports available to Officers concerning the environmental status of the land, including soil reports. These reports will be made available to the submitter in the Stage 1 EOI process but their availability is qualified by the fact that they were not commissioned by Nillumbik Shire Council and prospective submitters should satisfy themselves as to the accuracy of their contents.

29. In addition, an Aboriginal Heritage Due Diligence Assessment for the site had been commissioned which is also included in these documents as information for prospective purchasers.

Process for weighting of Stage 1 EOI

30. Stage 1 – EOI proposals will be subjected to the following two criteria that must be satisfied prior to entering into further assessment:

Experience and operational capability, Yes/No

Meets purchase price and interest costs (as noted previously $2.5 million due to be paid back to Reserve), Yes/No




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31. Proposals that have satisfied the above will then be further assessed against the Evaluation Criteria and Weightings. Please refer to Attachment 3 – Draft Evaluation Criteria and Weightings.

32. The proposals receiving the highest overall score on the items above will then be subjected to a full financial due diligence process before a final assessment occurs on shortlisting for the Stage 2 RFP process. Proposals under the Stage 1 EOI process are to include an acknowledgement that such due diligence is to occur together with a consent signed by submitters.

33. It is entirely at Council’s discretion as to the number of Stage 1 EOI proposals that are selected to be part of the short listing process and to be invited to submit a further Stage 2 RFP. A report outlining the evaluation panel’s recommendations will be presented to Council for a resolution prior to commencing Stage 2 RFP.

Stage 2 RFP

34. The Stage 2 RFP, the short listed proposals will be further and fully assessed against Evaluation Criteria and Weightings excluding matters such as experience, operational capability, financial capacity and purchase price as they have previously been assessed in the Stage 1 EOI.

35. Stage 2 will also require a Contract of Sale signed by the prospective purchaser that will form part of the contracted documentation. The Terms and Conditions of the Contract will also include:

Settlement of the purchase price will be within 28 days of the issue of a planning permit for the development of the site

The Purchaser of the land will not be required to settle final payment on the purchase price until a planning permit has been issued for the development

A Section 173 agreement which will require the development to be commenced and completed within certain timeframes from the issue of a Planning permit; and

Council will sign the Contract of Sale with the final successful purchaser following the completion of the Stage 2 RFP process.

Conclusion

36. This report outlines the details about the Expression of Interest (EOI) and Request for Proposal (RFP) and evaluation panel process and seeks to adopt the Evaluation Criteria and Weighting.

37. Subject to Council approval at this meeting, the next step is to commence the Expression of Interest process.

38. It is proposed that a Councillor Workshop be held in June 2016 at followed by a report to Council in July 2016 outlining the evaluation panel’s recommendations prior to commencing Stage 2 RFP process.


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OCM.013/16 Plenty Park Masterplan (2007) - status of implementation



Author: Naomi Paton, Manager Leisure and Social Infrastructure

Joanne Massoud, Leisure Services Development Officer

Summary

This report provides an update on the status of the Plenty Park Masterplan (2007) (Landscape Plan - Attachment 1) following a desktop review by officers and consultation with the Park’s five key tenants: Diamond Creek Women’s Cricket Club, Plenty Cricket Club, Plenty Tennis Club, Greensborough Hockey Club and Plenty CFA.

The review of the Masterplan resulted from a Council resolution at the October 2015 Policy and Services Meeting of Council. The review considers the provision of cricket facilities, and responds to Plenty Cricket Club’s proposal for a new six-bay, multi-purpose, flood-lit facility at an estimated cost to Council of $500,000.

The majority of Masterplan actions have been implemented with $2.643 million invested since 2007, including club and State Government contributions. The majority of outstanding actions relate to improving passive, informal active and family recreation opportunities, enhanced environmental outcomes and further traffic management and car parking works.

Demands on the Park have largely remained stable since the Masterplan’s adoption with the exception of the introduction of women’s football. The local population is forecast to grow at a slow rate of less than 0.5 per cent per year, with most growth occurring in persons aged 50 and over.

During consultation with Park tenants between November 2015 and January 2016 on the Masterplan’s implementation, proposals to improve existing or develop new facilities were identified.

Proposals that are consistent with the Masterplan’s strategic direction are supported by officers. Where proposals are Council’s responsibility, works will be referred for consideration in future Council budgets. Where proposals are the tenant responsibility, these can be implemented when funds are confirmed and approvals obtained.

Officers do not support those proposals that are inconsistent with the Masterplan’s strategic directions or would negatively impact on the Park functions or users. This includes the development of new cricket practice facilities in a location which would detract from the family and informal recreation precinct. Officers recommend Council proceeds with the upgrade to the existing practice net facility at a cost to Council of $70,000. Funds are available in the 2015-2016 capitals works budget to implement.

Other proposals not supported by officers include construction of a second oval limited in size to juniors only at a cost of $1.5 million, enlarging the sportsground currently undergoing redevelopment due to the lack of land available, and developing two additional tennis courts which would require the removal of significant vegetation.




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Plenty Cricket Club’s request to have their facilities recategorised from a Grade B to a Grade A facility will be considered in the review of Council’s Sportsground Pricing Policy (2007).

Officers will continue to refer the implementation of remaining actions for consideration in future Council budgets, and support tenants in planning for and financially contributing to the upgrade of their facilities to meet the needs of members.

Recommendation

That Council:

1. Notes the status of the implementation of the Plenty Park Masterplan 2007.

2. Request officers to investigate the implementation of remaining actions, and refers them to Council for future budget considerations.

3. Continues to plan with Park tenants on the renewal and upgrade of facilities that are consistent with the Masterplan’s overall strategic direction.

4. Notes the proposals put forward by Park tenants, and responds as per the officer recommendations in Attachment 3.

5. Proceeds with the upgrade of the existing cricket practice nets at a cost to Council of $70,000.

Attachments

1. Plenty Park Masterplan (2007) - Landscape Plan

2. Plenty Park Masterplan - Implementation Review 2016

3. Plenty Park - Tenant Proposals 2016

Background

1. At the October 2015 Policy and Services Committee meeting of Council, Council resolved for officers to ‘report back on the timelines and capacity to review the Plenty Park Masterplan (2007), including the provision of cricket facilities’ (PS.047/15) relating to the Plenty War Memorial Park (PWMP), Plenty.

2. Reviewing the Masterplan was requested following Council not prioritising Plenty Cricket Club’s funding proposal to develop new cricket practice facilities at PWMP over other projects for submission to the Victorian Government 2016-2017 Community Sports Infrastructure Fund (CSIF) grant program. Plenty Cricket Club’s proposal to develop new cricket practice facilities was not supported on account of:

a) Proposed improvements to the existing practice net facility, including on-ground AFL Victoria and Cricket Australia approved synthetic surface run up, being delivered as part of the current Council and Victorian Government joint-funded sportsground redevelopment project. The improvement works to the practice nets delivers a fit-for-purpose practice facility that meets Cricket Australia’s facility guidelines for community clubs.




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b) New cricket nets are not recommended in the Plenty Park Masterplan.

3. PWMP consists of 16 hectares of open space owned and managed by Nillumbik Shire Council. The Park provides for active and passive recreation opportunities and areas of undeveloped bushland with significant environmental values. The Park serves local residents in Plenty, Yarrambat and Greensborough for passive and informal active recreation and family-based activities. Park tenants consist of Greensborough Hockey Club, Plenty Tennis Club, Plenty Cricket Club and Diamond Creek Women’s Football Club, and the Plenty CFA for District-wide training and competition.

4. A Masterplan, adopted by Council in February 2007 (3.006/07) was developed for the Park in response to increasing demands from sporting clubs. Planning was undertaken in partnership with park tenants, key stakeholders and the local community.

5. The 2016 review of the Masterplan’s status has been undertaken through a desktop analysis by officers, and community engagement limited to the Park’s principle tenants-only to gain a more current understanding of new or emerging active recreation pressures that may impact the Park’s ongoing use, development and management.

Policy context

6. This report directly supports the achievement of Council Plan 2013-2017 strategies:

a) We will provide recreation and sports facilities and services to enhance social participation and to help our community be active and healthy.

b) We will responsibility manage our conservation reserves and open spaces with an emphasis on fire prevention and weed eradication.

7. Implementation of the Masterplan and further development of the Park seeks to achieve the key outcomes identified in the Recreation Strategy 2011-2019 including increasing junior and female participation in sport and recreation, ensuring facilities are maintained at the agreed service levels and are fit for use, and increased funding to support participation in and development of unstructured activities.

8. Maintaining and enhancing the open space network to cater for the community’s wide range of creation and leisure activities is a guiding principle in Council’s Open Space Strategy (2005). The Masterplan highlighted the need to balance sports’ needs with the Park’s environmental, and passive recreation values’.

9. Decisions to upgrade or develop new facilities are guided by Council observing sound financial management principles stipulated in Council Financial Sustainability Plan 2013. Relevant principles include:

a) Sustainable Budgeting: Council will manage its finances to enable it to meet short-term requirements without compromising its long-term financial sustainability.

b) Asset Renewal: Council will provide well-maintained infrastructure assets that are fir for purpose and provide the required level of service to the community.




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Budget implications

10. Since the Masterplan’s adoption, $2.643 million has been invested in delivering recommended actions.

a) $2.173 million has funded new or upgraded sports facilities. Council contributed $767,000 and leveraged $857,000 in State Government grants. The Tennis Club invested $130,000 towards two additional tennis courts and the Hockey Club contributed $363,000 toward the construction of a second hockey pitch. The Football and Cricket Clubs jointly invested $56,000 in a spectator viewing area and social room entrance upgrade.

b) Council funded $445,000 for additional car parking, traffic management, upgrading and landscaping the memorial gates, and a further $25,000 in upgrading BBQ and picnic facilities and playground replacement.

11. Officers have referred $100,000 to Council’s draft 2016-2017 capital works program towards sportsfield carpark sealing. Detailed design and costings in preparation to commence the construction of additional car parking serving all Park tenants will be undertaken in 2016-2017. Additional funds in subsequent years may be required to complete this action.

12. All remaining Masterplan actions are forecast to cost up to $487,000, although some actions are subject to further investigations.

13. Provision has been made in the 2015-2016 Council budget to upgrade the cricket practice net facility at a cost of $70,000. Plenty Cricket Club requests this commitment be redirected towards their proposed fully-enclosed, 6-bay multi-purpose facility. The estimated cost to Council of the facility is $500,000 resulting in a $430,000 shortfall.


14. Officers met separately with the Park’s key tenants - four sports clubs and the Plenty CFA - between November 2015 and January 2016 to gain a current understanding of the changing demands on the Park since the Masterplan was adopted, and consider proposals for the further planning, development and management of facilities.

15. Engagement did not extend to the wider community given the remaining Masterplan actions awaiting implementation largely relate to informal recreation.

Issues/options

16. The Masterplan made 39 recommendations across nine action areas relating to the Park’s eight precincts/functions (including the Plenty Heritage Park precinct north of Memorial Drive), and the Park’s ongoing management (Attachment 2).

17. Strong progress is being made with 23 actions either completed or ongoing. These include:

a) Second hockey pitch constructed

b) Two additional tennis courts constructed

c) Cricket - football pavilion upgraded, including expanded change rooms




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d) Car parking increased and formalised providing for football, cricket, tennis and hockey

e) Memorial gates closed off to vehicle traffic and area landscaped

f) Park entrance and exit realigned. Improved vehicle traffic movement within the Park and to/from surrounding local streets

g) Playground replaced and upgraded

h) Sportsground upgrade will be completed by October 2016.

18. All but one of the outstanding actions remain relevant, with the majority delivering improved passive, informal active and family recreation opportunities and enhanced environmental and native vegetation outcomes. Those actions which are still to be delivered include:

a) Improving facilities for informal active and passive recreation including upgrading and expanding the path network, and additional seating, park furniture and BBQ facilities

b) Further enhancing the quality and provision of plantings – treed and ground cover

c) Providing additional over-flow lit car parking adjacent the CFA training area (design and costings proposed in 2016-2017)

d) Part-lighting the CFA training area.

19. Those actions requiring further investigations include:

a) Formalising vehicle access to the southern end of the Park off Butlers Road, largely servicing the CFA training area. Discuss further with the CFA and local residents as part of the additional car park design proposed in 2016-2017.

b) Installing a second picnic and playground area, and associated park furniture. Test demand for additional play facilities through preparation of the Lifetime Play Strategy, currently under development. The area proposed is isolated and would be difficult to access.

c) Officers will further consult with Plenty Hall and Historical Society to investigate car-parking needs following redevelopment of CFA station and Yan Yean Road realignment works.

d) Investigate reinstatement of the Plenty Park Planning User Group with tenants in keeping with Council’s Community Engagement Policy 2015. Officers liaise regularly with Park tenants, and will continue to explore the most efficient and effective engagement methods without placing additional burden on club volunteers. Annual reporting by the Plenty Park Planning User Group will not be required if the group is reinstated.

e) Provision of additional public toilet facilities in a centralised location given the availability of public toilets in the football and cricket pavilion and at Plenty Heritage Park.




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20. The residential population surrounding PWMP is growing very slowly (less than 0.5 per cent per year), and ageing. There is little forecast change to year 2036 in the number of children and young people. Ninety-five per cent of the forecast growth to 2036 will be in persons aged 50 or over. It is expected there will be further increased demands on the Park for enhanced passive and informal active recreation. Significant growth in sports participation is not anticipated, possibly with the exception of women’s football.

21. PWMP will be impacted by State Government’s 2014 election commitment to duplicate and realign Yan Yean Road, a primary arterial road. Council anticipates works will progress in the form of detailed design, land acquisition and possibly commencement of construction within the next three years, subject to future State Government budgets. The realignment will require approximately 1.1ha of Plenty Park to be acquired, consistent with the area identified in the Masterplan.

22. Use of PWMP by organised sport has largely remained stable since 2007 with the exception of the introduction and growth of women’s football. In order of club size:

a) Greensborough Hockey Club serves a regional catchment being one of only four community club venues across metropolitan-Melbourne with two artificial surface grounds. The Club has 520 members including 130 players aged under 10 years competing in the Club-established and hosted Northern District Hockey League.

b) Plenty Tennis Club continues to attract strong participation with 410 current members. The Club is the second largest in the Shire by participation and hires six additional courts weekly for competitions.

c) Diamond Creek Women’s Football Club took up tenancy at Park in 2007 - a recommendation in the Masterplan. The club has 50 senior players and a fast growing junior program fielding 75 members in the winter 2015 season- one of the largest in the competition. The Club was the first winter tenant of the Park’s sportsground and shares facilities with the Cricket Club. The Club has enjoyed sustained success in the Victorian Women’s Football League, and consistently attracts some of the State’s elite players. The introduction of the Women’s National AFL League from 2017 may impact on the Club, but as yet details are unknown in terms of the competition structure, participation pathways and facilities required. It’s unlikely the Club would be considered a foundation member of the new competition.

d) Plenty Cricket Club has had stable participation over the past 10 years. The Cub has 140 members - the seventh largest of ten cricket clubs in the Shire. The Club seeks to grow its modified cricket program and, whilst currently has only three female members, plans to introduce a girls-only team next season.




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23. The Tennis, Football and Cricket Clubs expressed their concerns over the declining quality of the Park’s ageing infrastructure, and the difficulties faced in vying to attract new members over clubs establishing in contemporary, largely developer-funded facilities in the growth areas of neighbouring Whittlesea Council. Officers acknowledge ongoing facility renewal and upgrades to meet needs are required over time. Development however needs to be balanced with the diverse and at times competing demands on open space. The 2007 Masterplan acknowledges that:

‘with the development of a second hockey pitch and two additional tennis courts, there will be very little scope to accommodate additional facilities for sport if the environmental and passive recreation interests within the Park are to be protected’.

24. Facility improvement proposals put forward by tenants are detailed in Attachment 3. Officers have reviewed and provided commentary against each request. Those proposals which are supported by officers can be summarised as:

a) Proposed renewal, upgrade or new facilities, where they are Council’s responsibility that do not affect other Park users or functions or alter current Masterplan recommendations will be referred for consideration in future Council budgets.

b) Proposals to be fully-funded by tenants that don’t negatively impact on the Park or other users, are consistent with the Masterplan’s directions and receive Council support can be implemented when funds are confirmed and approvals obtained.

25. Subject to the proposal and scope of work, wider community engagement would take place.

26. The Football, Cricket, Hockey and Tennis Club separately propose to upgrade and expand sports pavilions.

a) The football and cricket pavilion has had additional change room facilities constructed as a result of the Masterplan’s implementation. Further expansion of the change rooms, particularly to provide for female participation, is supported by officers.

b) Expanding the hockey pavilion to double the change rooms provided and develop expanded social rooms was recommended in the Masterplan. The Hockey Club, who would fund the majority of works, considers these upgrade works a medium-term priority.

c) The Tennis Club have proposed the redevelopment of their pavilion and provision of shade. The proposal is supported by officers provided works are contained to their leased area. The Club would be responsible for funding under their lease arrangement.




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27. Those requests for new facilities or upgrade/expansion of existing facilities that could negatively impact on the Park users or functions, affect remaining Masterplan recommendations or derive little community benefit are not supported by officers.

a) Cricket Club proposal, supported by the Football Club, to develop a new cricket practice net facility off the sportsground in the informal recreation area adjacent the corner of Butlers Road and Memorial Drive, west of the sports pavilion.

i. The Cricket Club has prepared an updated concept plan following their unsuccessful proposal to officers in September 2015 for consideration in the 2016-2017 CSIF. The revised proposal consists of a 6-bay, enclosed, multi-purpose, floodlit facility.

ii. Officers estimate the new facility to be $500,000 including significant earthworks, costs to relocate the playground implemented from the Masterplan, and fund vegetation offsets for the removal of 18 trees subject to planning approval.

iii. The facility would encroach on car parking also constructed through the Masterplan. Replacement bays could be provided elsewhere in the Park, but disability car parking and associated access to the pavilion would need to be explored further.

iv. The proposed facility’s location would detrimentally impact the leisure values of the family recreation precinct, close to residential properties and good sight-lines from local roads and adjacent community facilities in Plenty Heritage Park. This precinct has been upgraded through the Masterplan’s implementation with a new playground and additional seating and shelter provided around the BBQ. Improving facilities and amenities for play and family gatherings was a community priority identified during consultation on the Masterplan.

v. Due to the nature of the cricket and the sport’s structure, optimising the use of cricket facilities remains a challenge. The Club has highlighted changes to cricket competition structures with all Diamond Valley Cricket Association junior matches scheduled weeknight evenings. The emergence of the sport’s Twenty-20 short form continues to grow in popularity mid-week. Counter to this is the decline in the use of grounds on the weekend.

vi. Fixturing matches mid-week at venues where the practice net run-ups encroaches on the field of play reduces the time available for training. This affects 41 of the 56 practice net facilities across Cricket Victoria’s Northern Metro Region covering Whittlesea, Banyule and Nillumbik where net run-ups extend onto the sportsground (affects eight grounds in Nillumbik). Programming ground use is an issue for clubs with practice facilities on the field of play and the Association who administer the competitions.

vii. Plenty Cricket Club’s 140 members share three-bays for training at the Park - a ratio of one practice bay to 46 players. Of those clubs similar in size to Plenty, only Hurstbridge has a higher bay to player ratio at 1:48. The average bay to player ratio across the Shire is 1:44.




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viii. The planned upgrade to the existing facility by replacing the synthetic coverings at a cost to Council of $70,000 will deliver a fit-for-purpose facility which meets Cricket Australia facility guidelines. The proposed on-field synthetic run-up surface, which mimics natural turf, is AFL compliant. This synthetic product was not available ten years ago when Council commenced its program of redeveloping sportsgrounds. To address the risks associated with on-field synthetic-covered concrete run-up pads, Council developed replacement nets off-field.

b) Cricket and Football Club proposal to develop a second sportsground east of the tennis facilities.

i. Due to Yan Yean Road realignment/land acquisition, an undersized junior-only sportsground could be achieved. The cost of the new ground is estimated at $1.5million including major earthworks and retaining walls, sportsground lighting, safety fencing abutting the major arterial road, shelter, access paths and landscaping.

ii. The sportsground would be located within a vegetation offset area created as a result of the previous construction of two tennis courts recommended in the Masterplan. There is an agreement between State Government and Council that this bushland be considered an area of ‘significant vegetation’ and be retained long term. Should the agreement be terminated and approvals attained to build the ground, removal of vegetation would require an offset in the order of $80,000.

iii. Developing a second sportsground and associated loss of bushland would negatively impact on the Park’s environmental and passive recreation values.

c) Tennis Club proposal to build two additional courts.

i. The cost of the new courts is estimated at $190,000 including lighting, perimeter fencing and access paths and landscaping.

ii. The proposed location is again affected by the area of ‘significant vegetation’ as detailed in 27bii, however offset costs would be much less due to the smaller area required.

iii. The Club’s previous delivery of two additional courts creating an eight-court venue as a result of the Masterplan was less than their original proposed three-court expansion so as to reduce the impact on the parkland and vegetation.

iv. Again, further expansion of the sporting facilities would impact on the Park’s environmental and passive recreation values.

d) Football Club proposal to expand the size of the sportsground so as to be comparable to other venues in the competition.

i. The sportsground is approximately 105 metres wide by 140 metres long, narrower than the AFL recommended minimum of 110m by 135 metres.




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ii. The sportsground is currently undergoing major redevelopment. It is not possible to expand the size of the playing surface without major disruption to current works at a significant additional cost to ratepayers. Increasing the ground’s size was not raised by the Club during the planning of the current redevelopment. Expanding the size of the ground would encroach on roadways and car parking which were identified and funded through the Masterplan.

28. Plenty Cricket Club requested officers consider re-categorising the football-cricket precinct from a Grade B to a Grade A facility in the sports facility hierarchy, and for Council to increase investment into sporting facilities benefitting both seasonal sportsground tenants.

a) The sportsground is categorised a Grade B facility in Council’s Sportsground Pricing Policy (2007). The Club is of the view that Council investment in facilities at PWMP is less than other clubs who tenant Grade A facilities yet play in comparable competitions and is therefore disadvantaged. Officers are of the opinion that this is not the case.

b) Council’s recent investment in Grade A and B sportsgrounds and associated facilities are comparable. Sportsground reconstructions have typically cost $400,000-$500,000. The exception to this has been Coventry Oval, Diamond Creek and Eltham Central, Eltham where sub-surface irrigation systems were installed (funded through Water Smart grants) and additional material provided to overcome poor soil profiles. Each cost between $700,000 and $800,000. The budget for the PWMP sportsground redevelopment is $400,000, more than is budgeted in the current redevelopment of Wattle Glen Reserve sportsground.

c) Of the 12 cricket practice facilities in the Shire, eight have been upgraded in the past ten years, with budget allocations typically being $120,000 to $140,000. Whilst it is preferred to have practice nets with the run-ups off the sportsground, investing $70,000 to upgrade the existing facility will deliver a facility that meets Cricket Australia’s facility guidelines.

d) Horticultural maintenance seeks to achieve outcomes suitable for sporting use. Grade B grounds may require a higher level of service, and therefore greater financial investment, than a Grade A ground due to local conditions such as soil and grass type, usage and wear and tear.

e) The Recreation Strategy 2011-2019 recommends Council replaces the sportsground grading system with a proposed facility hierarchy categorisation of Regional, Municipal, District and Local. By the definition detailed in the Strategy (Recreation Strategy Issues and Options Papers - Volume Two) a District Facility will:

‘principally attract people from within Nillumbik, and will cater for senior and junior training and competition and are normally the ‘home ground’ facility for clubs. If required clubs would access additional facilities via local facilities. Standard facility provision for suburban sport code or codes. There may be a number of similar facilities in this category throughout the Shire’.




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f) Under this definition, it is likely the sportsground and associated facilities would be considered ‘District’ level. This will be considered further through the review of Council’s Sportsground Pricing Policy (2007). Re-categorising facilities will not result in increased provision of and investment or in facilities for football and cricket.

Conclusion

29. The review of the status of the Plenty Park Masterplan has been undertaken in consultation with the Park’s key tenants.

30. The implementation of the Plenty Park Masterplan is well-progressed with the majority of actions delivered with investment in excess of $2.6 million. Remaining recommendations will continue to be investigated and referred for consideration in future Council budgets.

31. It was during consultation that tenants put forward for officer consideration additional proposals to renew or upgrade existing facilities, or develop new facilities. Where these proposals are consistent with the strategic directions of the Masterplan, these are supported and will be referred for consideration in future Council budgets.

32. Those proposals that are inconsistent with the Masterplan’s direction are not supported. This affects proposals for additional sports facilities including a second sportsground for football and cricket, two additional tennis courts and a multi-purpose cricket training facility. These works have significant implications for the Park’s environmental, passive and informal recreation values.


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OCM.014/16 Edendale Commercial Review

File: 80/42/004



Author: Rachel Deans, Coordinator Community Development and Inclusion

Summary

Council commissioned SGS Economics and Planning to complete an independent commercial review of Edendale Community Environment Farm. The Edendale Commercial Review (The Review) considers existing operations and potential profit centres for future operations, as well as effective capital investment and timing.

The Review provides financial recommendations to inform decision making about operations and capital investment at Edendale. It includes a 10 year optimisation scenario, and a scenario that includes two significant capital investments (nursery point of sale and food premises).

Key recommendations from this independent analysis are that Council should apply a ‘cost-recovery’ framework to non-essential activities that are currently provided at Edendale. These activities include school programs, tours, workshops, events and venue hire.

Financial modelling for key Capital Investments identified that the risks associated with unfavourable market conditions are considerable. The Review analysed the planned $500,000 food premises, and identified that it would be unattractive to a commercial operator and should not be pursued. The Review suggests that there may be an opportunity to use a small amount of capital funding to convert an existing building into a kiosk facility or that existing lease arrangements should be maintained. Council has commenced planning for conversion of the existing ‘meat-safe’ building into a kiosk style facility.

Development of more public toilets is required to address the needs of growing visitor numbers. Public toilets were to be incorporated into the planned food premises development. As this will not proceed, an alternative site for development of additional public toilets is required.

Capital investment in the indigenous plant nursery (hot houses and nursery point of sale) may allow long-term operations to be more financially sustainable if there continues to be favourable market conditions and product quality, and the nursery continues to use a large number of volunteers.

Due the confidential nature of the information contained in the Edendale Commercial Review, it has been attached in the confidential report section of this agenda (item number OCM.027/16) in accordance with section 89(2)(a) of the Local Government Act 1989.




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Recommendation

That Council:

1. Endorses the Edendale Commercial Review (Confidential Attachment 1)

2. Proceeds with implementation of Scenario 1 – optimisation

3. Proceeds with development of kiosk style café within the existing ‘meat-safe’ building.

4. Develops additional public toilets to support increasing visitor numbers.

5. Requests officers to further investigate commercially beneficial upgrades to the nursery production area and refer them to Council for future budget considerations. These upgrades include:

a) Point of sale building

b) Nursery growing out area

c) Hot house upgrade.

Attachments

1. See confidential agenda item OCM.000/16 for a full copy of the Edendale Commercial Review

Background

1. The Edendale Commercial Review was commissioned to provide independent financial analysis and recommendations to inform operational and capital investment decisions at this key community site.

2. The Review has a strong focus on financial analysis including a 10 year optimisation scenario, and a scenario that includes two significant capital investments (nursery point of sale and food premises).

3. Edendale has significant social, environmental and health benefits that have not been incorporated into the Commercial Review. Environmental benefits link directly to Edendale's mission, 'to provide an interactive community and education centre to support sustainable living practices for the whole community.' Some of the environmental benefits of the site to the community are:

Increased awareness and information about local indigenous plants which strongly aligns with Councils commitment to the Green Wedge.

Provision of environmental education to 9,060 students. If each student shares environmental knowledge from their excursion with two others, this translates to 27,180 people learning about sustainable environmental practices.

Access to environmental workshops and information about Councils environmental initiatives.

Exposure to vegetable gardens and alternatives for growing food.




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4. Edendale’s visitation increased to over 72,000 in 2014-2015. Edendale provides opportunities for social connection, partnerships, and learning and interaction with the site, which improves the health and wellbeing of our community. Examples include:

Incidental and planned social interaction between visitors, who are predominantly parents and grandparents with young children.

Opportunity to engage with the natural environment and animals in an unstructured, self-paced manner.

Connections made through participating in training delivered through Living & Learning Nillumbik.

Events that provide opportunity to develop local partnerships and participate in our local community through celebration.

Physical activities and leisure opportunities created through connection with the Diamond Creek Trail.

5. There are currently 50 volunteers that contribute 116 hours per week to Edendale operations. Volunteering contributes to the social fabric of the site and community. It provides opportunities for skills development and exchange of knowledge, and provides significant benefits to health and wellbeing.

6. Edendale has significantly reduced Council’s contribution per visitor in recent years. This has occurred as operational costs have not increased in proportion to the visitor numbers. Council’s contribution per visitor has reduced from an average of $16 per visitor in 2011-2012 to $7.56 in 2014-2015.

Policy context


We will create opportunities and places for all individuals, regardless of age or ability, to volunteer and participate in community life and enjoy the Green Wedge Shire.

8. The Review builds on the extensive strategic planning work that has been undertaken since adoption of the Edendale Farm Masterplan in November 2008.

9. The Review considers proposals for the staged introduction of additional infrastructure to the site - the food premises, nursery point of sale, and public toilets, that were included in the Edendale Landscape Masterplan. This Masterplan was endorsed by the Edendale Advisory Committee in January 2012.

10. It also aligns with key Capital projects that are identified in the Edendale Strategic Business Plan 2014-2018 which was presented to a Councillor briefing on 3 February 2015.

Budget implications

11. Council’s adopted 2015-2016 budget includes $332,000 for capital development at Edendale. Funding has been allocated towards the construction of the nursery access driveway which has been completed. The remaining works to be completed include animal housing and farm infrastructure, fencing and shelters.




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12. Council is currently considering the budget for the Capital Works Program. The five year Capital Works Program includes a proposed capital budget allocation of $500,000 for Edendale in 2016-2017. This amount comprises $200,000 of Council funding and $300,000 to be sought from the Interface Growth Fund. Success in obtaining external funding will significantly influence Councils ability to implement capital projects.

13. The Review identifies a number of options that could be pursued by Council. Officers recommend exploring implementation of Scenario 1 – which incorporates significant operational cost savings through targeted efficiencies. Through implementation of Scenario 1, Councils financial contribution to Edendale could be reduced to $400,000 in 2016-2017. This is further detailed within the issues and options section of this report.


14. SGS Economics met with the Councillor group and the General Management Team to gain a thorough understanding of key operational opportunities and capital investment priorities.

15. The Review has drawn upon previous analytical reports, operational data and the significant amounts of consultation that have been undertaken to develop previous documents including the Edendale Landscape Masterplan and the Edendale Strategic Business Plan.

Issues/options

16. The Edendale Commercial Review presents an independent analysis of three options (scenarios) for comparison. They are:

Business as usual – continue to deliver the same activities and services using the same practices.

Scenario 1, Optimisation – identifies activities that could be delivered on a cost recovery basis and identifies efficiencies that will reduce Council’s financial contribution.

Scenario 2, Capital Investment – uses Scenario 1 as a basis and considers the impact of key capital investments (food premises, nursery point of sale and hot house upgrade).

Business as usual

17. Current services, activities and operational practices, including capital works that are due for completion in 2015-2016, were reviewed. Analysis indicates that if the site continues to operate in the same manner, Councils contribution will average $520,000 per annum over the next 10 years.

Scenario 1 - Optimisation

18. In order to identify where potential efficiencies could be made, the consultants divided activities into ‘core operations’ and ‘other (non-essential) activities.’ This approach suggests that some activities and programs are essential to the mission of the site:

Grounds, assets and garden maintenance




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Animal husbandry, produce and composting

Indigenous plant nursery,

Family activities and displays

Governance and administration.

19. Other activities were considered ‘non-essential’ and it was recommended that they be operated on a cost recovery basis.

20. Under this Scenario, Council’s contribution towards Edendale operations would reduce to $343,000 per annum in year three.

21. Council Officers recognise the need to investigate and where possible implement the recommendations within Scenario 1. It should be noted that some recommendations have complexities that require further exploration. These include:

The need to ensure that social, environmental and health benefits to the community are not compromised.

The need to resource volunteer management and administration in order to expand the number of volunteers.

Resourcing of additional marketing to drive sponsorship.

22. Given the need to transition operations and explore some of the recommendations in more detail, an operating target of $400,000 has been set for 2016-2017.

Scenario 2 – Capital investment

23. A scenario that modelled key capital investments and used the optimisation of operations proposed in Scenario 1 was undertaken. Capital investments incorporated into Scenario 2 were:

$332,000 for the nursery access road and animal housing and farm infrastructure (committed to 2015-2016).

$500,000 for the food premises.

$200,000 for a nursery point of sale.

$60,000 for upgrade to the hothouses.

24. The Review identifies that the risks of unfavourable market conditions are considerable and may mean that this Scenario returns a similar result to ‘Business as Usual.’

25. Capital investment in the nursery may allow long-term operations to become more financially sustainable if:

there continues to be favourable market conditions and product quality, active marketing and promotion; and

the nursery continues to use a large number of volunteers. This will require resources to invest in volunteer management and expansion of the program.




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26. Edendale’s commercial activities are expected to operate at a loss mainly as a result of capital investment in the planned food premises. Analysis of development of a $500,000 food premises, which includes consideration of the projected number of visitors shows that:

it is unlikely that operations would break even over the 10 year timeframe

that it would be unattractive to a commercial operator

that there would be no return on the capital investment within 10 years.

27. The commercial review indicates that an investment of $500,000 into a food premises at Edendale should not be pursued. Due to the high likelihood of unfavourable market conditions, the commercial review recommends pursuing a kiosk style café offering. This will be developed in the existing ‘meat-safe’ building.

28. There is a lack of public toilets at Edendale. Initially, it was planned that these be developed adjoining the food premises. An alternative site is required for development of the public toilets now that the planned food premises development will not proceed.

29. Commercially beneficial upgrades to the nursery will be further investigated. These upgrades include development of a nursery point of sale, hot house upgrade and nursery growing out area.

Conclusion

30. This report recommends that Council Officers transition to implementation of Scenario 1 – optimisation. This will be achieved by setting an operating budget of $400,000 for 2016-2017.

31. Council will not proceed with the planned development of a café at Edendale. An alternative small scale kiosk style café will be developed within the existing ‘meat-safe’ building.

32. Council will explore options for the development of additional public toilets, and some level of commercially beneficial upgrade to the nursery production area (hot houses, growing out space and point of sale building).


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OCM.015/16 Arts Advisory Committee (Acquisition and Strategy)

File: 70/10/030



Author: Michelle Zemancheff, Coordinator Arts and Cultural Services

Summary

The Arts Advisory Committee (Acquisition and Strategy) provides important advice to Council on the implementation of the Cultural Plan 2011-2017 and curation of the Nillumbik Shire Art Collection. Recent retirement of members of the Committee have created vacancies which need replacement in order to ensure a quorum.

Officers are seeking to advertise for expressions of interest for new committee members to fulfil roles in areas of literary arts and local history. In addition to the committee membership the Terms of Reference has been amended to ensure it is up to date and relevant.

Recommendation

That Council:

1. Endorses the amended Terms of Reference (Attachment 2) of the Arts Advisory Committee (Acquisition and Strategy) to ensure consistency with current policies and requirements.

2. Advertises for expressions of interest to replace the five vacant positions of the Arts Advisory Committee (Acquisition and Strategy).

Attachments

1. Arts Advisory Committee (Acquisition and Strategy) Terms of Reference

2. Amended Arts Advisory Committee (Acquisition and Strategy) Terms of Reference

Background

1. Nillumbik Shire Council values the arts as an important expression of Nillumbik’s local culture. Through the Cultural Plan 2011-2017 (the Cultural Plan), Council provides its constituents with a diverse arts and cultural program, and actively collects artwork for the Nillumbik Shire Art Collection (the collection).

2. The current Arts Advisory Committee (Acquisition and Strategy) (the Committee) was appointed by Council in September 2013. The Committee advises Council on the acquisition of artworks to the collection in accordance with the Nillumbik Shire Art Collection Policy 2014-2017, and also advises on the implementation of strategy under the Cultural Plan.

3. Cr Helen Coleman is the Chair of the committee, having been re-appointed by Council in October 2015.




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4. According to the Terms of Reference (Attachment 1), 10 committee members were endorsed for a term of two years unless otherwise resolved by Council. Five committee members have recently retired, leaving vacancies.

5. The committee has diverse representation; is working effectively; and has a thorough understanding of contemporary curatorial and cultural planning practices. The members have very good working relationships with each other and with officers. They also have strong links with, and understanding of, the wider community which they represent.

Policy context


We will provide our community with opportunities for education, life-long learning and creative pursuits.

Budget implications

7. Administrative support for the committee is provided through the Arts and Culture operational budget.

8. Strategy and acquisitions are guided by the Cultural Plan 2011-2017 and the Nillumbik Shire Art Collection Policy 2014-2017 respectively.


9. The five existing committee members have confirmed their continued membership for a new committee term.

10. The committee has discussed the need for additional members to replace the vacancies and represent the diverse portfolio services areas of Arts and Culture, particularly as strategy is the immediate focus of the committee.

Issues/options

11. The committee requires a quorum. It is proposed that expressions of interest be sought to replace the five recently vacated positions.

12. The existing members of the committee have specialist experience in curation and conservation, public art, community arts, visual arts and arts education. The existing members also have intimate knowledge of the collection and implementation of the cultural plan.

13. To ensure a diverse range of expertise and experience is represented on the committee, new committee members should be sought to also represent the literary arts and local history. The literary arts and local history programs are integral to delivering strong cultural plan and council plan outcomes, alongside the visual arts and community arts.

14. The committee’s Terms of Reference was approved in September 2013, however, the following amendments are recommended (Attachment 2):

The Nillumbik Shire Art Collection Policy 2014-2017 should replace reference to out-of-date policies.




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Committee membership should represent specific areas of arts and cultural expertise, in line with the services and programs delivered by Arts and Culture, in order to provide thorough advice as to strategy and the implementation of the Cultural Plan.

The quorum be reduced from seven members to six, including the Chair.

Objectives of the Committee and member responsibility should include the forming of sub-committees for the independent assessment of applications for Arts and Culture programs such as the Arts and Culture stream of the Nillumbik Community Fund, Eltham Library Community Gallery and Laughing Waters Artist Residency.

The officer contact for the Committee be cited as the Coordinator Arts and Culture.

Conclusion

15. The major forthcoming advice to be provided by the committee will be in relation to the development of the next cultural plan, given the existing cultural plan will expire in 2017. Continuity in the committee’s advice is also important to maintain the integrity of the Nillumbik Shire Art Collection.

16. Amendments to the Terms of Reference and the seeking of expressions of interest to replace five vacant committee positions will ensure the Arts Advisory Committee (Acquisition and Strategy) will continue to be represented by community members possessing very strong curatorial acumen and understanding of the cultural nuances of the Shire of Nillumbik.


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OCM.016/16 Green waste disposal options


Manager: Conal Creedon, General Manager Infrastructure Services

Author: John Smyth, Coordinator Waste Management

Hannah Burns, Infrastructure Maintenance Project Officer - Communications

Summary

Council has offered green waste drop off days free of charge for a number of years at the former Plenty landfill site. The site is now undergoing rehabilitation and is no longer available for this purpose. This service was originally introduced to encourage residents in high bushfire risk areas to prepare their properties for summer.

In April 2015 Council resolved to conduct a survey of residents living in the Bushfire Management Overlay (BMO) area to determine the importance of the service to those residents in mitigating the threat of bushfire on their properties. The survey found that the service has limited importance for residents in this area.

The report considers a number of options to replace the service including ceasing the service altogether, promoting increased use of the kerbside green waste collection service, introduction of differential pricing or vouchers at the Recycling and Recovery Centre (RRC) and temporarily relocating the service to the former Kangaroo Ground landfill site.

There are variable costs and benefits associated with each option. Ceasing the service would impact on a small number of residents. Promoting increased use of the kerbside service offers the most convenience and the most equitable service provision, though the cost of the collection service is likely to increase. Temporarily relocating the service to Kangaroo Ground continues with the existing limited service provision at the current cost. A service at the RRC provides improved convenience for the limited number of residents using the current service; however it would require a costly expansion of the facility.

The report recommends temporarily relocating the service to the former Kangaroo Ground landfill site for the short term and promoting the use of the kerbside collection service. These options are considered to be the most cost effective for the short term and more equitable for the longer term.

Recommendation

That Council:

1. Provides a green waste drop off service at the former Kangaroo Ground landfill site for two events in 2016–2017.

2. Commences a process to plan the transition to and promote the kerbside green waste collection service as the preferred disposal method.

3. Receives a further report early in 2017 to consider and approve the transition plan and any necessary measures required to implement it.




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Attachments

1. 'Managing green waste on your property' resident survey

Background

1. The purpose of this report is to consider the findings from a survey of residents in the Bushfire Management Overlay (BMO) about how they manage garden materials and vegetation (green waste) on their properties and the options to replace the existing green waste drop off service currently located at Plenty landfill.

2. Council can no longer run the green waste drop off days at Plenty due to rehabilitation of the former landfill site. The last drop off day at Plenty was held on Sunday 7 February 2016.

3. At its meeting on 28 April 2015, Council received a report about the green waste drop off service and options to modify the service it provides to residents for disposal of green waste. Council resolved to:

Conduct a survey of residents in the BMO to better understand how they dispose of green waste resulting from preparing their properties for the fire danger period.

Develop an education and community engagement program promoting the use of the kerbside green waste service.

Following the survey of BMO residents, consider options for supplying a green waste disposal service including:

i) introducing differential pricing at the Recycling and Recovery Centre in the 2016-2017 financial year that will reduce the price for green waste brought to the facility

ii) the merit and administrative arrangements for introducing green waste vouchers for residents to use at Council’s Recycling and Recovery Centre (RRC).

Policy context


We will provide environmental best practice services in waste and recycling.

Budget implications

5. The cost for offering two green waste drop off days at Plenty landfill in 2015-2016 is $76,000.

6. A similar budget of $76,000 would be required to offer two green waste drop off days at the former landfill site at Kangaroo Ground in 2016-2017.


7. The ‘Managing green waste on your property’ survey (Attachment 1) was mailed to the 3,923 properties within the BMO in October 2015, with the option of completing and returning the hard copy or completing online.




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8. The survey was developed by waste management staff in consultation with emergency management, planning, regulatory services and environmental planning staff.

9. The response rate was 26 per cent (1,026 responses) and is an acceptable representation of locality and property size of all BMO properties.

10. The survey was accompanied by an introductory letter, Council’s ‘Burning off in Nillumbik’ fact sheet and the CFA’s ‘Can I, Can’t I’ fact sheet.

Issues/options

11. The purpose of the survey was to find out how residents living in areas that may be threatened by bushfire manage excess green waste on their property and how they use Council’s existing services.

Survey results

12. Residents were asked to select the main way they manage their green waste:

How residents manage their green waste Per cent

Put it in my kerbside green waste bin 40

Burning off 30

Home composting 14

‘Other’ – residents generally listed a combination of the various options

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Take it to Nillumbik’s green waste drop off days 2

Private company picks it up or mulches it 0.7

I don’t do anything 0.6

Take it to Nillumbik’s Recycling and Recovery Centre 0.5

Take it to another disposal facility 0.4

13. Twenty-six per cent of survey respondents said they have used the green waste drop off days at Plenty at some stage, broken down by the following number of times:

Respondents’ use of green waste drop off days Per cent

1–2 times 52

3–6 times 37

7–9 times 3

10 or more times 8




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14. Seventy-four per cent of respondents have never used the green waste drop off days at Plenty, for the following reasons:

Reasons green waste drop off not used Per cent

Other methods are more convenient 39

Too far to travel 19

No access to a trailer 17.5

Don’t have enough green waste 12

I would, but I didn’t know the service existed 6.5

I would, but the day/date never suits me 4

I would, but I never know the dates 2

15. The survey asked residents if the green waste drop off day service is useful to them:

37.5 per cent said ‘yes’

62.5 per cent said ‘no’

16. Of the 37.5 per cent who said the service is useful to them, more than one third indicated they have not used the service at Plenty.

17. Most (83 per cent) respondents have only one green bin, with the following frequency of use:

forty-one per cent use it every week

eighteen per cent use it fortnightly

twelve per cent use it every three to four weeks

nineteen per cent use it monthly or less

ten per cent never use it, mainly due to home composting, more convenient disposal methods, size of the material or a combination of these

18. Use of the Recycling and Recovery Centre to drop off green waste at the applicable rates is low among BMO residents, with 78 per cent of survey respondents indicating they have never used it and 14 per cent indicating they’ve used it less than once a year. Reasons were as follows:

Reason Per cent

Other disposal methods are more convenient 43

Costs too much 21

Inconvenient location/too far to travel 20




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Reason Per cent

Don’t have enough green waste 10

I didn’t know green waste was accepted at the Recycling and Recovery Centre

3

I didn’t know the Recycling and Recovery Centre existed 3

19. Based on the survey results, the following summarises BMO residents’ use of Council services to manage green waste on their property:

Residents in the BMO do not rely on the green waste drop off days to dispose of green waste in preparation for the fire season.

Overall, there is low uptake of the green waste drop off days by BMO residents:

i) seventy-four per cent have never used it

ii) thirteen per cent have used it one or two times

iii) ten per cent have used it three to six times

iv) three per cent have used it seven or more times

The kerbside bin collection is the main way residents in the BMO dispose of green waste, followed by burning off.

Most residents in the BMO do not use the Recycling and Recovery Centre, because other disposal methods are more convenient or it is too far to travel, followed by cost.

What residents would like to know more about

20. The survey also asked residents what they would like to know more about:

Topic Per cent

Weed control 46

What I can take to Council’s Recycling and Recovery Centre 35

How to order an additional green bin 26

Burning off 24

(note Council’s ‘Burning off in Nillumbik’ fact sheet was sent with the survey)

Land management planning 19




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Topic Per cent

Council’s educational activities/events e.g. composting workshops

17

Other 8

How to get involved with Landcare 7

Communicating green waste disposal options

21. In the past year, officers have used Council’s communication channels to increase promotion of the green waste bin, as well as the Recycling and Recovery Centre.

22. Officers will continue to develop and include information about these topics in Council publications, website, social media and other communication channels. Survey respondents who provided an email address will be sent an e-newsletter with information and links to useful resources about these topics.

23. Survey responses suggest that residents may benefit from centralised information outlining the various methods they can consider and options they have to manage green waste, along with a communications plan aimed at increasing knowledge about available options. At the moment, this information is available across a number of different sections on Council’s website i.e. ‘Burning off’ is under ‘Fire and other emergencies’, ‘Additional green bin’ and ‘What I can take to the Recycling and Recovery Centre’ is under ‘Waste and recycling’, composting is under ‘Edendale’.

Capacity of Recycling and Recovery Centre and kerbside green waste collection

24. Currently, both the Recycling and Recovery Centre and kerbside green waste service are near capacity.

25. The Recycling and Recovery Centre currently receives approximately 450 tonnes of green waste per year. It can accommodate a 38 per cent (approx. 170 tonne) increase in green waste within existing infrastructure. The facility is running at capacity from September to February, with limited space for bins (skips) and limitations on how often the bins can be changed over. Peak attendance time for residents is Saturday and Sunday. Additional opening days during the week will not alleviate demand at the weekend.

26. Council’s kerbside green waste service is now being used correctly by the majority of residents. It is near capacity on Tuesday, Wednesday, Thursday and Friday, but could accommodate an increase on Monday within existing resources.

27. While there are ongoing issues with meeting capacity demands and the increasing number of properties to service, this is being carefully monitored and managed within existing resources.

28. Green waste has been going to Veolia’s organics recycling facility in Bulla for almost two years. Due to the success of the green waste bin communication and inspection program, more than 99 per cent of presented material is what should be going into these bins. Contamination is less than one per cent, compared to an average of seven per cent between May and August 2014.




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29. Contamination no longer contributes to weight or volume issues in Council’s green waste kerbside collection.

30. The Council resolution in April 2015 recommended investigating differential pricing at the Recycling and Recovery Centre and green waste vouchers as alternatives to the current drop off days.

31. Officers have considered these and other options for this service. The following five options, or combinations of, could be considered to replace the green waste drop off day service. Note that this report does not include the option of a bundled green waste kerbside service.

Option 1 – discontinue the green waste drop off day service

32. Council could discontinue the service once the Plenty landfill site becomes unavailable from 2016–2017, which would result in a $70,000 saving per year.

33. Based on survey results and attendance figures, the days are not well attended by and do not meet the needs of residents living within the BMO, hence do little for bushfire mitigation.

34. Only a quarter of survey respondents have used the green waste drop off day service at Plenty.

35. Just two per cent (20 respondents) indicated that the green waste drop off days are the main way they manage their green waste, with 17 of these residents indicating they dispose of 10 cubic metres or less of green waste per year. This volume could be managed with two green waste bins.

36. More than one third of the residents who said the green waste drop off days are useful to them have not used the service at Plenty.

37. As well as the drop off days being used by only one quarter of residents in the BMO, the service is accessed by a relatively low number of residents overall.

38. Prior to February 2009, daily load numbers averaged 250. The service is now offered on two days – one Sunday in November and one Sunday in February.

39. Between November 2013 and February 2015, just over 1000 loads of green waste were received per drop off day. At the November 2015 day, 1576 loads were received. In February 2016, 1089 loads were received.

40. Based on the November 2015 figure, the service is used by less than 7.5 per cent of residential properties each drop off day.

41. A postcode and suburb breakdown provided in the report to Council at its 28 April 2015 meeting showed that residents who attend the drop off days primarily come from areas of the Shire that have only a small percentage of (or no) properties that fall within the BMO.

Option 2 – Encourage increased uptake of an additional green waste bin

42. A 120-litre green waste bin picked up weekly allows for disposal of 6.25 cubic metres of green waste per year (two bins allows 12.5 cubic metres).

43. Eighty-three per cent of survey respondents have one green waste bin.




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44. Council could encourage residents in the BMO to purchase an additional green waste bin. Reducing or removing the cost of an additional bin for all residents may increase uptake.

45. However, the likely increase in uptake could not be managed within existing resources. Council’s green waste kerbside collection is running at near capacity from September to February and could accept only another 500 green waste bins. Beyond this, additional collection resources would be required, at an estimated cost to Council of $200,000 a year.

46. Providing additional bins free of charge would cost $23,500 per annum based on current requests.

47. However, the convenience of this option – a service provided at the kerbside all year round – has potential to benefit a far greater number of residents than services such as the green waste drop off days or vouchers/reduced cost at the Recycling and Recovery Centre.

48. This option may not meet the needs of those with far larger quantities of green waste; however, these residents will continue to dispose of it in other ways – burning off etc.

49. It would meet the needs of 70 per cent of the respondents to the survey who said the drop off days are useful to them, as they indicated they dispose of 10 cubic metres or less of green waste per year.

Option 3 – Provide residents with the ability to drop off a limited amount of green waste free of charge at the Recycling and Recovery Centre at a time convenient to them

50. Council could consider providing vouchers to residents in conjunction with their rates notice or on request to drop off green waste at the Recycling and Recovery Centre.

51. If Council provides a one cubic metre (standard trailer load) voucher to each property, anything greater than a five per cent uptake would be beyond the capacity of the current infrastructure at the Recycling and Recovery Centre.

52. Officers sought feedback from all metropolitan councils about those with a voucher system and what the uptake is among residents. Of those that responded, two have voucher systems – Hume and Mornington Peninsula. Hume’s voucher uptake for green waste is 4.5 per cent. Mornington Peninsula’s is 25.6 per cent.

53. A five per cent uptake equates to an overall increase of 38 per cent (170 tonne) in green waste coming through the Recycling and Recovery Centre. To accommodate more than this, Council would need to increase the size of the facility.

54. The Recycling and Recovery Centre is open Friday, Saturday, Sunday and Monday. Seventy-five per cent of business is on the Saturday and Sunday, which run at capacity in autumn, spring and summer. Residents will attend on days most convenient to them, which is likely to be the days that are already at capacity – Saturday and Sunday. Extending days of operation to include Tuesday, Wednesday and Thursday will not resolve capacity issues.

55. The estimated cost to extend the facility and provide space for two additional bins (skips) for green waste disposal is $450,000. This incorporates plans, permits and construction.




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56. However, any changes to the facility would require a planning permit. The existing facility is closer to residential properties than current planning regulations allow.

57. Sustainability Victoria’s ‘Guide to best practice at resource recovery centres’ provides recommendations for development of facilities, which includes a 250 metre buffer distance between facilities and the nearest residence. The Recycling and Recovery Centre would not meet this planning requirement.

58. This option could not be considered without confirming costs for any additional infrastructure and the confirmation of a planning permit. It would require long-term planning, and could not be achieved by the end of 2016–2017.

59. At the moment, use of the Recycling and Recovery Centre to drop off green waste at a charge is low among BMO residents, with 91 per cent indicating they have never used it or have used it less than once a year. Of this 91 per cent:

Twenty-one per cent said they do not use it because it costs too much

Sixty-three per cent said they don’t use it because other disposal methods are more convenient or it is an inconvenient location/too far to travel

60. The survey asked BMO residents if they would use Council’s Recycling and Recovery Centre if they could drop off a limited amount of green waste free of charge on a day that suited them:

Fifty-two per cent said ‘yes’

Forty-eight per cent said ‘no’

61. This was the preferred option compared to whether residents would use the Recycling and Recovery Centre if the cost of green waste disposal was reduced (39 per cent ‘yes’, 61 per cent ‘no’).

62. These options were far more popular among the 37.5 per cent of respondents who indicated the drop off day service is useful to them; 88 per cent said they would use the Recycling and Recovery Centre if they could drop off a limited amount free of charge, which was the slightly more preferred option than if the cost of green waste disposal was reduced (76 per cent).

Option 4 – Differential pricing at the Recycling and Recovery Centre

63. Limitations of providing reduced cost service are the same as those for providing green waste vouchers – facility capacity, planning regulations and construction costs.

64. Current infrastructure at the Recycling and Recovery Centre could accommodate a 38 per cent (170 tonne) increase in the amount of green waste received. However, it is difficult to determine the number of residents shire-wide that may make use of this.

65. Without the green waste drop off days, some residents may choose to use other nearby transfer stations, however, Council’s Recycling and Recovery Centre would be the most convenient location for the majority of residents who currently use the drop off days i.e. residents from Eltham and Diamond Creek.

66. Any reduction in cost may also attract residents from nearby municipalities.




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67. The current pricing structure is balanced with meeting operational costs as well as market rates, and is competitive with other nearby transfer stations. Council’s 2015–2016 price for one cubic metre is $64, compared to:

Hume City Council – $30

City of Darebin – $75

Manningham City Council – $80

Banyule City Council – $70

Wollert Landfill/Transfer Station – $90

Yarra Ranges Council (Coldstream) – $20

68. With no green waste drop off days, the Recycling and Recovery Centre may receive an additional 431 tonne of material (amount received on the two most recent green waste drop off days – February and November 2015).

69. This is almost double (96 per cent increase) the 450 tonne annual amount currently received, which would require an extension of the facility.

70. The more green waste received, the more Council can reduce the cost to residents. Based on the above two scenarios and assuming that the additional costs only apply to transport and processing of the additional material, a charge in the range $45 – $50 per cubic metre could be achieved.

71. This option was not well supported by residents in the BMO. When asked if they would use Council’s Recycling and Recovery Centre if the cost of green waste disposal was reduced:

61 per cent of respondents said ‘no’

39 per cent said ‘yes’

72. Respondents preferred the option of dropping off a limited amount of green waste free of charge at a time that suited them (48 per cent ‘no’, 52 per cent ‘yes’)

Option 5 – Provide green waste drop off day service at Kangaroo Ground

73. The traffic management and volume factors make a large open area necessary to manage the number of vehicles using the drop-off days. The former Kangaroo Ground landfill site could satisfy this requirement until rehabilitation is scheduled to commence in 2018/2019.

74. This is not a long-term solution, but could be considered as an option that better suits the needs of BMO residents because of the shorter travel distance compared to Plenty.

75. However, of the 74 per cent of survey respondents who have not used the drop off days at Plenty:

Nineteen per cent indicated it was because it’s too far to travel

A further eight per cent indicated they would use the service but they didn’t know it existed or never know the dates




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76. With better promotion in the BMO area, this group would be likely to use the service if it was provided at Kangaroo Ground.

77. Based on the other reasons for not using the drop off days at Plenty, many residents in the BMO would be unlikely to use the service at Kangaroo Ground:

Thirty-nine per cent said that other disposal methods are more convenient

Seventeen per cent said they don’t have access to a trailer

Twelve per cent said they don’t have enough green waste

78. Traffic congestion on drop off days may negatively impact on Kangaroo Ground residents, who would not be expecting the service to return to the landfill site.

Summary of options

79. The following table summarises the costs and benefits associated with each of the alternative service options:

Option Cost ($) Summary

Discontinue the green waste drop off day service

Current location no longer available

Impact for the 7.5 per cent residents currently using the service

Remove cost of additional green waste bin

$23,500 – bin cost

$200,000 – additional truck and driver

Equitable access to service

Increased uptake likely to require additional truck and driver

Loss of income from bin sales

Provide residents with a green waste voucher for the Recycling and Recovery Centre

$450,000 – expansion of facility

Available only to those residents with the means to access the service

Capacity issue

Facility expansion long-term process (2–3 years), assuming planning regulations allow

Additional administrative process

Differential pricing at the Recycling and Recovery Centre

$450,000 – expansion of facility

Available only to those residents with the means to access the service

Capacity issue

Facility expansion long-term process (2–3 years), assuming planning regulations allow




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Option Cost ($) Summary

Provide green waste drop off day service at Kangaroo Ground

$76,000 Location only available for maximum of two years

Continue to provide benefit to only small proportion of residents able to access the service

Conclusion

80. Plenty Landfill is now undergoing rehabilitation and is no longer available for green waste drop off days. The ostensible purpose of the drop off days is to assist residents to prepare their properties for the fire danger period. The survey of residents for whom the green waste drop off days were originally intended (i.e. residents living in the BMO) shows that almost two thirds of those residents do not believe it is a useful Council service. Additionally, the service is accessed by a relatively low number of residents shire-wide (less than 7.5 per cent).

81. Discontinuing the green waste drop off days provides the best value to the whole of the Shire. Only those people for whom the days are convenient, that have access to a trailer and the means to transport the material can make use of the service.

82. The 92.5 per cent of residents shire-wide who do not use the service are already disposing of their green waste in other ways.

83. With this in mind, Council must consider whether it wants to put a new system in place (such as green waste vouchers or differential pricing) that will continue benefiting only a small number of residents.

84. Given the limitations with the options presented, using the Recycling and Recovery Centre for a voucher system or reducing disposal costs would require long-term planning and significant budget. Planning regulations may rule out this option or make it more costly than the indicative costs in this briefing suggest.

85. Increased uptake of an additional green waste bin by either dedicated promotional campaigns and/or removing the cost of the bin may encourage residents to stockpile and progressively dispose of the material throughout the year as a suitable alternative to the green waste drop off days.

86. While significant uptake would require additional resources, Council could start with a dedicated promotional campaign without removing the cost of the bin and carefully monitor the resulting increase combined with the natural growth within the shire.

87. In the meantime and to enable the planning for a transition to a greater use of the kerbside collection service the former landfill site at Kangaroo Ground can be used for the green waste drop off days for the short term. However, based on the survey results, this is unlikely to benefit many more BMO residents than the service at Plenty.


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OCM.017/16 Investment Policy



Author: Vince Lombardi, Manager Finance

Summary

This report presents an updated Investment Policy for Council approval.

Council’s Investment Policy provides guidance for the investment of Council’s cash reserves. The Policy takes a conservative approach to investment, in accordance with the requirements of the Local Government Act 1989 (section 143) which restricts councils to low-risk investments.

This Policy is periodically reviewed and updated. The latest review has been conducted and an updated draft of the Policy was presented to the Audit Committee in November 2015.

The updated Policy makes one significant change to the previous policy. It introduces a new clause (4.5 Environmentally Sustainable Investments). Under this clause preference will be given to financial institutions maintaining environmentally sustainable investments, provided that this does not compromise Council in terms of risk or the rate of return on investment.

A key aspect of this approach will be to seek investments with banks that do not invest in the fossil-fuel industry, provided that the other requirements of the policy in regard to risk and return are satisfied. Quarterly financial reporting will be provided regarding the extent to which Council funds have been invested in those banks which do not invest in the fossil-fuel industry.

This report also recommends that Council request the Municipal Association of Victoria (MAV) to explore opportunities for development of investment instruments available to local government which give priority to fossil-fuel free banks (or other authorised deposit-taking institutions), and which also provide competitive interest rates and meet the prudential and risk-management requirements of the Local Government Act 1989. The next MAV State Council meeting is scheduled for 13 May 2016 and this presents an opportunity for Council to seek support by proposing a motion.

Recommendation

That Council

1. Adopts the Investment Policy (Attachment 1).

2. Proposes the following motion at the next MAV State Council meeting on 13 May 2016:

That the MAV explore opportunities for development of financial investment instruments available to local government from banks and other authorised deposit-taking institutions, which would better enable councils to invest with those institutions that do not provide finance to the fossil-fuel industry, while still achieving the necessary standards of investment risk and return.




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Attachments

1. Investment Policy

Background

1. Council invests cash with authorised deposit-taking institutions (banks) in accordance with the provisions of the Local Government Act 1989.

2. Council holds cash reserves for purposes which do not always require immediate expenditure (for example, developer contributions that will be used to fund future infrastructure works). Investments are made through term deposits for periods of up to one year.

3. Council’s Investment Policy provides guidance for cash investments, taking account of the credit rating of each bank, and also the interest rate.

Policy context


We will undertake long-term financial planning to ensure our budget decisions are responsible and sustainable.

Budget implications

5. Investment income is an important revenue source for Council. The 2015-2016 Budget includes a forecast for interest earned on investments of $700,000.

6. Council invests cash for periods up to one year, where that cash is not required to meet Council’s immediate expenditure requirements.


7. The updated Investment Policy was presented to the Audit Committee in November 2015.

Investment Policy

8. The Investment Policy (Attachment 1) address the following aspects:

a) Purpose and legislative scope

b) Ethics and conflicts of interest

c) Investment objectives

d) Portfolio implementation

e) Investment guidelines extending to the proportion of green investments.

f) Reporting on investments

g) Review of policy

9. Council has always taken a conservative approach to cash investment. This is consistent with the requirements of the Local Government Act 1989 (section 143) which restricts councils to low-risk investments.




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10. The policy stipulates that preservation of capital shall be the principal objective of Council’s investment. This means that minimisation of risk is the overriding principle ahead of other factors, such as the interest rate.

11. Risk is minimised in two ways through the policy:

a) By restricting the amount that can be invested with any individual bank, according to the credit rating of that bank. This is known as the Counterparty Limit in the policy. Spreading Council’s investments across multiple banks assists Council to minimise the level of risk.

b) By restricting the cumulative amount that can be invested in banks that have particular credit ratings. The better the credit rating, the greater the proportion of funds that can be invested with banks in that category.

12. Subject to these two conditions being satisfied, the policy then seeks the highest interest rate available through quotations from banks.

Investment with fossil-fuel free institutions

13. The major change proposed in comparison to the existing policy is the addition of clause 4.5 – Environmentally Sustainable Investments. Under this clause preference will be given to financial institutions maintaining environmentally sustainable investments, after consideration of risk and rate of return on investment.

14. This approach is consistent with Council’s Climate Change Action Plan 2016-2020 (CCAP). The CCAP included an action to ‘Investigate opportunities to divest funds supporting the fossil-fuel industry.’

15. Council does not invest directly in the fossil-fuel industry. However Council does invest funds with banks (via term deposits), and some of these banks then provide finance to the fossil-fuel industry (via loans or other financial instruments).

16. Under Council’s existing investment policy, around 30 per cent of cash is already invested with banks that do not provide finance to the fossil-fuel industry. However this is an outcome of the existing policy requirements for risk management, which require investments to be diversified across a number of different banks, rather than being an outcome of a specific policy to give priority to fossil-fuel free banks.

17. The proposed new clause 4.5 will mean that, once the credit rating requirements of the policy have been satisfied, Council will give preference to those banks which do not provide finance to the fossil-fuel industry, provided that the interest rate is equal to, or better than, the interest rates available from other banks.

18. Reporting will be included in the quarterly financial reports to Council, which will identify the proportion of cash investments that are made with fossil-fuel free banks.

19. Council could explore the option of allocating all its cash investments to fossil-fuel free banks. However this would increase risk and reduce returns. Risk would be increased because Council would have fewer banks across which to diversify Council’s investments. Returns would be reduced because Council would be limited to the interest rates offered by fossil-fuel free banks, rather than all banks.




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20. Given these risk and return considerations, it is not recommended that Council make such a change to its policy. However to advance this issue, it is proposed that Council advocate to the Municipal Association of Victoria (MAV.

21. In recent years, the MAV successfully established the Local Government Loan Borrowing Vehicle, which has given councils access to lower-cost loan finance through the wholesale bond market. This has reduced the interest rates paid by councils, compared to traditional bank loans.

22. In terms of financial investments by councils, there may be similar opportunities to develop financial investment instruments which are only issued by banks (or other authorised deposit-taking institutions) that do not invest in the fossil fuel industry. If such instruments provided a competitive rate of return (interest rate), and equivalent security in terms of credit rating and risk, then this would provide the opportunity for councils to support the environmental objective (of not indirectly financing the fossil fuel industry) while still achieving acceptable levels of risk and return.

23. The recommended approach is for Council to put forward a motion to the next MAV State Council meeting in the following terms

‘That the MAV explore opportunities for development of financial investment instruments available to local government from banks and other authorised deposit-taking institutions, which would better enable councils to invest with those institutions that do not provide finance to the fossil-fuel industry, while still achieving the necessary standards of investment risk and return.’

24. The next MAV State Council meeting is being held on 13 May 2016, and this presents a timely opportunity for Nillumbik to propose such a motion.

Conclusion

25. Council’s Investment Policy has been updated and is presented to Council for formal approval.

26. The key change to the policy is to introduce a new clause giving priority to banks which maintain environmentally sustainable investment policies (such as not financing the fossil fuel industry). This change can be implemented without any additional risk to Council, and with no reduction in interest earnings.

27. It is also recommended that Council seek support from the MAV to explore opportunities for development of investment instruments which would enable councils to invest with fossil-fuel free banks while still achieving acceptable levels of risk and return.


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OCM.018/16 Provision of Immunisation Services

File: 50/10/000


Manager: Ransce Salan, General Manager Environment and Planning

Author: Stephen Meloury, Coordinator Environmental Health Services

Summary

This report considers the awarding of contract for the provision of Immunisation Services for a period of three years, commencing on 1 July 2016 with the possibility for two options to extend for one year.

Council provides immunisation services in accordance with the Public Health and Wellbeing Act 2008, which requires that Council coordinate the provision of immunisation services to children living and being educated in the municipal district.

Pursuant to the Instrument of Delegation to the Chief Executive Officer the anticipated value of this contract exceeds financial limits and a Council resolution is required to accept the recommendation to award and use this contract.

Recommendation

That Council:

1. Notes the report.

2. Makes public the decision regarding the contract, but the tender evaluation remains confidential.

Attachments

Nil


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OCM.019/16 Provision of Marketing and Print services

File: 1516-64



Author: Joanne Hammond, Coordinator Communications

Allison Watt, Manager Governance and Communications

David Cecala, Coordinator Procurement

Summary

This report considers the awarding of a contract for Marketing and Print Services.

MAV Procurement recently conducted a collaborative tender on behalf of all Victorian Councils for the provision of marketing and print services. The contract involves a suite of related media, advertising, design and print services.

While this range of services is available, Council currently has a separate contract in place for print services with a panel of printers (who also provide design services), therefore only media and advertising services are proposed to be used.

Council will use the media and advertising services component of the contract in which an advertising agency places and designs advertisements such as statutory and public notices, employment, tenders, events and promotions in a number of daily, local and community newspapers and online sites.

The Tender Evaluation Panel coordinated by the MAV has assessed all submissions and recommended a panel contract for these services for an initial contract term of three years.

Pursuant to the Instrument of Delegation to the Chief Executive Officer the value of this contract exceeds the specified financial limits and a Council resolution is therefore required to award the contract/s.

Recommendation

That Council:


2. Makes public the decision regarding this contract but the tender evaluation remain confidential.

Attachments

Nil


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OCM.020/16 Provision of Valuation Services on behalf of Council

File: 1516-39



Author: Vince Lombardi, Finance Manager

David Cecala, Procurement Coordinator

Summary

This report considers the awarding of a contract for Valuation Services on behalf of Council as the current contract is due to expire at the end of this financial year (30 June 2016).

Valuations services provide the foundation for Council to raise its rates revenue and it is imperative that Council appoint valuers that can provide a professional and consistent service.


Recommendation

That Council:



Attachments

Nil


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OCM.021/16 Provision of Banking and Transactional Services

File: 1516-40



Author: Vince Lombardi, Finance Manager

David Cecala, Procurement Coordinator

Summary

This report considers the awarding of a new contract for Banking Services as the current contract is due to expire on 31 October 2016. The contract includes standard account keeping and cheque clearance facilities including Revenue collection functionality; Electronic and Internet banking and bill payment functionality; Merchant Services; and Corporate Purchasing Card facilities.

Pursuant to the Instrument of Delegation to the Chief Executive Officer the value of this contract exceeds the specified financial limits and a Council resolution is therefore required to award the contract/s.

Recommendation

That Council:



Attachments

Nil


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OCM.022/16 Supply and delivery of pre-mix concrete materials


Manager: Conal Creedon, General Manager Infrastructure Services

Author: Joseph Emmanuel, Coordinator Road and Drainage Maintenance

Summary

This report considers the awarding of a panel contract for for the Supply and Delivery of Pre Mix Concrete Materials for a period of three years, commencing on 1 March 2016 (Contract 1516-32). The term of the contract is three years with two options to extend for one year.

The materials that will be supplied under this contract will be utilised in the maintenance of cracked or failed sections of concrete kerb and footpaths. The tender evaluation panel has assessed all submissions and this report outlines the evaluation and recommendations to award the panel contract.


Recommendation

That Council:

1. Notes the report

2. Makes public the decision regarding the contract but the tender evaluation remain confidential.

Attachments

Nil


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OCM.023/16 Environment and Planning Monthly Activity Report

File: 45/25/007


Manager: Ransce Salan, General Manager Environment and Planning

Author: Chad Griffiths, Manager Strategic and Economic Planning

Jeremy Livingston, Manager Planning Services

Phil Lovelace, Manager Regulatory Services

Pat Vaughan, Manager Environmental Services

Summary

This report provides a status update on planning, regulatory and policy activities in Council’s Environment and Planning Department for the month of January 2016.

Recommendation

That Council receives the Environment and Planning Department Activity Report for January 2016 and notes the following items:

1. Eighty-three per cent of planning applications were determined within 60 statutory days.

2. Two VCAT decisions were handed down during January. These were:

a) 20 Dudley Street, Eltham – Construction of 11 dwellings within two apartment buildings (Council refusal, VCAT approval)

b) 130 Chapel Lane, Doreen – Proposal for earthworks (Council refusal, VCAT refusal)

3. The Nillumbik Conservation Corridors project has commenced planning for the reintroduction of orchids onto private property and reserves.

Attachments

1. Information on statutory planning matters and subdivisions

2. Information on approved Building Dispensations

3. Information on Planning Scheme Amendments

Background

1. Council’s Environment and Planning Department consists of the Planning Services Unit; Regulatory Services Unit; Strategic and Economic Planning Unit; and Environmental Services Unit. The following report consolidates and documents the key activities for each of these service units for the month of January 2016. A summary of the key activities within each of these service units follows.




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Policy context


We will partner with local businesses and groups to promote Nillumbik as a unique destination for nature, recreation, culture, food and wine.

Planning Services Unit

Planning applications lodged and finalised

3. Applications lodged include new planning applications; requests for amendments; plans required by permit conditions and miscellaneous consents (under Section 173 Agreements). A total of 61 new applications were lodged in January 2016.

4. The applications finalised total includes those applications that have been both withdrawn and those for which no permit were required. A total of 91 applications were finalised in January.




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5. A breakdown of the determined planning applications is as follows:

Application type: Percentage determined

Residential development (new dwellings or additions) 50%

Miscellaneous consent under Section 173 Agreement 20%

VicSmart 7%

Vegetation removal 5%

Subdivision 5%

Multi-dwelling development 5%

Non-residential building and works 5%

Use 2%

6. Council has received one year to date less planning application than for the same period in 2015:

Year 31 January 2015 31 January 2016

Year to date 61 60

7. At the end of January, 319 planning applications remain outstanding, 34 more than for the same period last year:




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Year 31 January 2015 31 January 2016

Outstanding applications 285 319

Planning applications decision timelines

8. The following graph outlines the statutory timelines for all planning decisions, with the exception of any ‘VicSmart’ planning applications. In January, 83 per cent of planning applications were decided within 60 statutory days.

9. VicSmart planning decision process specifies 10 business days as the statutory timeframe when applications meet criteria set by the State Government. Three VicSmart planning applications were decided in January.

Victorian Civil and Administrative Tribunal (VCAT) decisions

10. A total of six planning matters are currently before VCAT. Two VCAT decisions were handed down and one appeal was struck out for non-payment of fees in January 2016.

11. 20 Dudley Street, Eltham - Construction of 11 dwellings within two apartment buildings (Council refusal, VCAT approval)

12. The application sought the construction of 11 two-bedroom apartments in a part three-storey and part-two storey building within the Eltham Activity Centre. The application attracted 17 written objections, and Council's Planning Committee resolved to refuse the proposal. The grounds of refusal related to neighbourhood character, lack of side setbacks and resultant building mass, and a lack of meaningful landscaping opportunities.

13. The permit applicant subsequently sought an application for review at VCAT. No objector parties attended the hearing, and after hearing submissions from Council and the permit applicant, the Tribunal made an oral determination. In doing so, it has ordered that a planning permit be issued.




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14. Whilst acknowledging the submissions put forward by Council in relation to neighbourhood character, side setbacks and landscaping opportunities as valid, the Tribunal stressed the purpose of the Residential Growth Zone and the planning policy expectations for significant change in this locality. The Tribunal noted that providing greater setbacks and therefore landscaping opportunities would be at the cost of the development potential of the land, which is contrary to what is sought by the zone. The Tribunal satisfied with the architectural merit of the buildings, and was also satisfied with the proposed basement car parking layout (including access to the Henry Street building) noting that this configuration conforms with the planning scheme.

15. The Tribunal did comment on a general dislike for excessive screening to satisfy privacy protection at the cost of internal amenity. As such, the Tribunal has required (through permit conditions) for the introduction of an alternative screening measure (rather than a standard high balcony screen) which allows for a better outlook (such as upward facing louvers), as well as horizontal or vertical projecting screens or similar in lieu of fixed opaque glazing of certain habitable windows. This is consistent with some recent VCAT decisions concerning apartments in other municipalities.

16. 130 Chapel Lane, Doreen - Proposal for earthworks (Council refusal, VCAT refusal)

17. Earth Solutions Group (ESG) has entered into an agreement with the landowner to manage the land during a period in which ESG intends to place clean fill in two areas of the land. The fill is to be obtained from various development sites and transported to the site by trucks.

18. ESG applied to Council for a certificate that the placement of fill on the subject land complies with the requirements of the planning scheme and that no permit application is required. The application was considered under Section 97N(1)(b) of the Planning and Environment Act 1987.

19. Under Section 97N(1)(b) of the Act, any person may apply to the responsible authority for a certificate stating that a proposed use or development (or part of a use or development) of land would comply with the requirements of the planning scheme at the date of the certificate.

20. The Tribunal identified the subject land as being used currently for agriculture, having recently been used to agist cattle and horses and the cutting of hay. As such, the Tribunal concluded that the proposed activity would be ancillary to the agricultural use of the land. The Tribunal noted that ‘…we consider the question as to whether the ‘proposed earthworks will change the rate of flow or the discharge point of water across a property boundary’ to be determinative of the outcome of this decision…’; noting that this is a permit trigger in the Green Wedge Zone concerning earthworks.

21. The Tribunal concluded that ‘We do not accept that that the reference to the ‘change of rate of flow or the discharge point of water across the property boundary’ is limited to the completion of the works. It may be that the information provided indicates that over the period of time in which the fill is being placed on the land there will be ‘no change to the rate of flow or discharge of water across the property boundary’. We however have not been provided with any evidence to prove that the modification of the gradient, potential change to plant cover, potential impacts on infiltration into




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imported fill material, groundwater impacts and changes to water channel definition will not impact on the flow rate on or off the site’.

22. The Tribunal further commented ‘The information currently presented to us leaves us with a view that a permit for the ‘earthworks’ would be required under Schedule 1 to Clause 35.04 as during the placement of fill on the land the flow of water or discharge rates could be affected. For this reason we have decided to direct that a certificate not be issued’. Accordingly, Council's decision was affirmed.

23. Whilst the outcome of this decision is pleasing, it is disappointing that Council could not satisfy the Tribunal that the proposed activity constituted a use in its own right (i.e. that it was not ancillary for agricultural use), particular having regard to the income that would be derived from the filling works. As a result of this decision, the proponent may pursue this matter further by reshaping the proposed works to address the ‘rate of flow’ issue, or alternatively pursue a planning application which would need to be assessed on its planning merits against the planning scheme.

Regulatory Services Unit

Building permits issued

24. The following graph shows the total number of building approvals issued within the Shire of Nillumbik and the number issued by Council’s Building Team. The third component of the graph shows the number of building approvals Council’s Building Team has issued outside the Shire of Nillumbik.

25. The following graph illustrates the percentage of building permits issued within the municipality. Permits issued by Council’s Building Team during January were 23 per cent of the overall total.




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Animal management

26. The following graph illustrates the number of new dogs and cats registered during January

27. The following graph illustrates the number of dogs impounded during January.




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Correspondence

28. The following graph illustrates the number of correspondence received by the Regulatory Services Unit for January. This includes building and local law permit applications, submissions and infringement notice appeals.

Strategic Planning Unit

29. Amendment C85 ‘Lot 1 Graysharps Road, Hurstbridge’ was approved on 13 January 2016 by the Department of Environment, Land Water and Planning, under delegation from the Minister for Planning.

Environmental Services Unit

Food and Health premises inspections

30. A total of 23 inspections of registered Food and Health Premises were conducted during January. These included 13 mandatory Food Act inspections, including three Follow Up inspections to re-assess issues identified in previous visits. The remaining were two Health Act inspections, five business transfer and three new premises.




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31. Twenty planning referrals were received by the Environmental Health team during January; five are outstanding for comment as they were received with less than 10 calendar days to respond in accordance with internal protocols.

32. Domestic Wastewater Management Plan actions continue to be implemented including the scanning of paper records and compilation of the septic tank system database.

Environmental Planning Unit

33. Tender documentation and advertising for the installation of a solar system on the Civic Office commenced.

34. Planning is underway for Home Harvest Feast. The feast will be held on Saturday 28 February at Edendale Farm. Over 300 people are expected to attend the event.

35. The Nillumbik Conservation Corridors project has commenced planning for the reintroduction of orchids onto private property and reserves.

Conclusion

36. It is recommended that Council receives and notes the Environment and Planning Department Activity Report for January 2015.


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OCM.024/16 Assemblies of Councillors

File: 10/30/002



Author: Naomi Ellis, Corporate Planner

Summary

In accordance with section 80A(2) of the Local Government Act 1989 Council is required to report as soon as practicable to an Ordinary meeting of Council a record of any assemblies of Councillors held.

This report lists assemblies of Councillors forms that have been submitted since the matter was last reported to Council on 27 January 2016.

Recommendation

That Council, in accordance with section 80A(2) of the Local Government Act 1989, receives the records of the following assemblies of Councillors:

1 Date of assembly 27 January 2016

Matters considered Pre-meeting for Ordinary Council Meeting

Councillors present Cr Bronnie Hattam

Cr Ken King

Cr Michael Young

Cr Anika Van Hulsen

Cr Meralyn Klein

Cr Helen Coleman

Staff present Stuart Burdack

Andrew Port

Conal Creedon

Ransce Salan

Adrian Cully

John Smyth

Justin Murray

Vince Lombardi

Conflict of interest None declared

2 Date of assembly 28 January 2016

Matters considered Yarrambat Township Plan Advisory Group

Councillors present Cr Meralyn Klein Cr Michael Young

Staff present Chad Griffiths

Paige Krygger

Paul Fyffe





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3 Date of assembly 2 February 2016

Matters considered Officer briefings of Councillors


Cr Ken King

Cr Michael Young

Cr Peter Perkins

Cr Anika Van Hulsen

Cr Meralyn Klein

Cr Helen Coleman

Staff present Stuart Burdack

Andrew Port

Ransce Salan

Conal Creedon

Adrian Cully

Lisa Pittle

John Smyth

Hannah Burns

Jeremy Livingston

Katrina Ross

Renae Ahern

Vince Lombardi

David Cecala

Rob Malignaggi

Michelle Zemancheff

Chad Griffiths

Paul Fyffe



Matters considered The Artisan Hills Marketing Committee

Councillors present Cr Ken King Cr Michael Young

Staff present Christine Gibbins Darko Popovski



Matters considered Pre-meeting for Policy and Services Committee and Planning Committee meetings


Cr Anika Van Hulsen

Cr Peter Perkins

Cr Meralyn Klein

Cr Michael Young

Staff present Conal Creedon

Andrew Port

Ransce Salan

Adrian Cully

Gabrielle Castellan

Diana Bell

Jeremy Livingston

Naomi Paton

Tara Frichitthavong





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Matters considered Officer briefings of Councillors

Immunisation tender review

Investment Policy

Election Period Policy

Liveable Nillumbik (Lot 1 Hurstbridge) EOI and RFP process

Diamond Creek Trail extension

Plenty Park Masterplan

Draft Capital Works Program


Cr Helen Coleman

Cr Anika Van Hulsen

Cr Meralyn Klein

Cr Michael Young

Cr Ken King

Staff present Conal Creedon

Andrew Port

Ransce Salan

Adrian Cully

Jeremy Livingston

Pat Vaughan

Stephen Meloury

Nichole Johnson

Vince Lombardi

Allison Watt

Wayne Trull

Chad Griffiths

Suzy Ellingsen

Naomi Paton

Nadine Wooldridge

Gabrielle Castellan

Jo Massoud

Tara Frichitthavong

Jon Miller


Attachments

Nil

Background

1. Amendments to the Local Government Act 1989 (the Act) in October 2010 require records of assemblies of Councillors to be reported to an Ordinary Meeting of Council and recorded in the minutes of that meeting.

Policy context

2. This report directly supports the achievement of Council Plan 2013-2017 strategy ‘we will meet our legal responsibilities and manage our risks’.

Budget implications

3. This is a routine reporting item, the resources for which are contained in Council’s current operating budget.




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4. None required.

Issues/options

5. An assembly of Councillors is defined in section 76AA of the Act. It is a meeting at which matters are considered that are intended or likely to be the subject of a Council decision or the exercise of delegated authority and which is either of the following:

A planned or scheduled meeting that includes at least half the Councillors and at least one Council Officer. These assemblies do not include meetings of Councillors and Council staff that are not planned or scheduled.

A meeting of an advisory committee where at least one Councillor is present. An advisory committee is any committee established by the Council, other than a special committee, that provides advice to the Council or to a special committee or to a member of Council staff who has been delegated a power or duty or function of the Council.

6. A record must be kept of an assembly of Councillors and include the names of all Councillors and Council staff attending, the matters considered, disclosures of conflict of interest and whether a Councillor left the meeting after making a disclosure.

7. In accordance with section 80A(2) of the Act, Council is required to report as soon as practicable to an Ordinary Meeting of Council a record of any assemblies of Councillors held.

8. The recommendation contains the list of assemblies of Councillor forms that have been submitted since the matter was last reported to Council on 27 January 2016.

Conclusion

9. It is recommended that Council receives the records of recent assemblies of Councillors as contained in this report, fulfilling section 80A(2) of the Local Government Act 1989.


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13. Notices of Motion

NOM.001/16

Councillor Michael Young advised of his intention to move the following:

Motion

That Council:

1. Endorses the Susan Street Oval sportsground lighting upgrade funding application to the 2015-2016 Country Football and Netball Program (as detailed in report PS.003/16 to the Policy and Services Committee meeting held on 9 February 2016).

2. Refers the proposed Sportsground Lighting capital works budget allocation of $30,000 towards Susan Street Oval to the 2015-2016 budget, on condition of the funding application being successful.

3. Notes the financial contribution of $30,000 from the Eltham Junior Football Club and $10,000 from the Eltham Rugby Union Football Club to construct this lighting upgrade.

14. Delegates' reports

15. Supplementary and urgent business

16. Confidential reports

The meeting may be closed to members of the public to consider confidential matters.

Motion

That Council closes the meeting to the public pursuant to section 89(2) of the Local Government Act 1989 to consider the following items, which are confidential for the reasons indicated:

Report No. Title Reason for confidentiality

OCM.025/16 Confidential items under section 77 of the Local Government Act 1989

(h) any other matter which the Council or special committee considers would prejudice the Council or any person

OCM.026/16 Diamond Creek Trail extension project

(e) proposed developments

OCM.027/16 Confidential attachment to the Edendale Commercial Review Report

(a) personnel matters

OCM.028/16 Provision of Immunisation Services

(d) contractual matters

OCM.029/16 Provision of Marketing and Print Services



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Report No. Title Reason for confidentiality

OCM.030/16 Provision of Valuation Services on behalf of Council


OCM.031/16 Provision of Banking and Transactional Services


OCM.032/16 Supply and delivery of pre-mix concrete materials


Ordinary Meeting of Council Agenda€¦ · Hurstbridge Township Strategy 2000, the Hurstbridge...

Documents

Transcript of Ordinary Meeting of Council Agenda€¦ · Hurstbridge Township Strategy 2000, the Hurstbridge...