Council Meeting - 4 February 2020 - City of Casey

Council MeetingTuesday 4 February 2020

Notice and Agenda of Meeting to be held in the Function Centre,Bunjil Place, Narre Warren Commencing at 6:30 pm

Vision for the future Australia’s most liveable city.

Chairperson: Mayor, Councillor Susan Serey

Members: Deputy Mayor Rex Flannery Deputy Mayor Gary RoweCouncillor Rosalie Crestani Councillor Tim Jackson Councillor Damien Rosario Councillor Geoff Ablett Councillor Milla Gilic Councillor Amanda Stapledon Councillor Sam Aziz Councillor Wayne Smith BJ, JP

Chief Executive Officer: Glenn Patterson

Council Meeting - 4 February 2020 Page 2

Order of Business1. Reading of the Prayer and Faith Message.................................................................................................32. Statement of Acknowledgement ................................................................................................................33. Apologies ...................................................................................................................................................34. Confirmation of Minutes .............................................................................................................................35. Declarations of Conflict of Interests and Personal Interests ......................................................................36. Public Question Time .................................................................................................................................37. Officer's Reports for Consideration ............................................................................................................4

7.1. Max Pawsey Reserve Master Plan Adoption....................................................................................47.2. Arts and Cultural Advisory Committee Terms of Reference...........................................................457.3. Arts and Cultural Advisory Committee Meeting Minutes 9 December 2019...................................537.4. 2020 CEO Performance Plan .........................................................................................................597.5. CT000541 - Maintenance of Prominent Park .................................................................................627.6. CT000542 - Maintenance of the Surrounds of Prominent Buildings and other Facilities ...............667.7. Contract Variation - CT000505 Endeavour Hills Active Urban Plaza, Civil Works, Skatepark Works

& Landscape/Playground Works ....................................................................................................708. Consideration of Reports of Committees .................................................................................................73

8.1. Assembly of Councillors .................................................................................................................749. Notices of Motion .....................................................................................................................................7510. Petitions ...................................................................................................................................................7511. Reports by Council Delegates..................................................................................................................7612. Urgent Business.......................................................................................................................................7813. Closed Council .........................................................................................................................................79


1. READING OF THE PRAYER AND FAITH MESSAGE

2. STATEMENT OF ACKNOWLEDGEMENT

3. APOLOGIES

3.2. SUSPENSION OF LOCAL LAW

4. CONFIRMATION OF MINUTES

5. DECLARATIONS OF CONFLICT OF INTERESTS AND PERSONAL INTERESTS

Declaration by Councillors of any Conflict of Interest or Personal Interests pursuant toSections 79 and 79B of the Local Government Act 1989 (the Act) in any items on the NoticePaper. (Note that Section 79(2)(a)(i) of the Act requires Councillors to disclose the nature ofa Conflict of Interest or a Personal Interest immediately before the relevant consideration ordiscussion). Section 79B also requires that the Councillor declaring a Personal Interest mustseek consent from Council to be exempt from voting on the item.

6. PUBLIC QUESTION TIME


7. OFFICER'S REPORTS FOR CONSIDERATION

7.1. MAX PAWSEY RESERVE MASTER PLAN ADOPTION

Officers’ ReportsMax Pawsey Reserve Master Plan Adoption ITEM: 7.1.

Ward: SpringfieldCity Planning and Infrastructure City and Asset Planning Keri New

Purpose of Report: To present the Max Pawsey Recreation Reserve Master Plan for adoption by Council.

Council Plan Reference

1. People Driven1.1 An inclusive, safe and connected community1.2 A council whose services and facilities are driven by community needs

2. A Place to Prosper2.1 The destination for arts, culture, sport and leisure that attracts visitors and brings communities together

Executive Summary

The Max Pawsey Recreation Reserve Master Plan (the Master Plan) sets the 20-year vision andstrategic direction for future development of the Max Pawsey Reserve.

Public Exhibition of the Draft Master Plan took place over a four-week period, from 22 November – 20December 2019, where Council received 29 submissions.

Key themes from submissions included support for improved safety, stormwater, connectivity andfacility improvements, with concerns identified regarding perceived noise, specific design outcomes,timing of projects, and the consolidation of the AFL/Cricket Pavilion and Scout Hall.

Submissions have been considered, with amendments made to the Master Plan to address mostconcerns.

An investment package in the order of $20 million over a 20-year period is projected to be consideredthrough Council’s Capital Works Program. This will include various funding streams.

It is recommended that the Master Plan, which includes an implementation and cost plan, be adopted,with implementation to commence in the 2020/21 financial year.

Background

In 2016, it was identified that a Master Plan was required for Max Pawsey Reserve (the Reserve) to provide a vision and framework to ensure that the open space continues to play an important role in meeting the drainage, sporting and recreational needs of a City forecast to accommodate close to 550,000 residents by 2041.

Max Pawsey Reserve is an 11-hectare district level sport and open space reserve located on Fountain Drive, Narre Warren and is situated within the Fountain Gate – Narre Warren Metropolitan Activity Centre (MAC). The MAC comprises diverse activities, including civic, retail, residential and business park functions.


The reserve is adjacent to Bunjil Place, one of the largest cultural, community and civic precincts of its kind in Australia.

The Reserve is owned and managed by the City of Casey and provides a diverse range of sporting opportunities for residents, employees and visitors from a local and district catchment. This includes football (AFL), cricket, tennis, athletics (informal training) and lawn bowls. The Reserve also provides open space and informal facilities including paths, playground, half-basketball court and open grassed areas as well as a Scout Hall, which is owned and managed by Scouts Victoria.

As the Reserve is located on the Troups Creek East Branch, it also plays an important function as a retarding basin to minimise flooding risk in Narre Warren during high rainfall events.

Development of the Master Plan has involved extensive consultation to understand the use and demand for Max Pawsey Reserve. From August to November 2018, Council officers met with the local community, reserve user groups, local employees and key stakeholders to gather feedback on the Draft Master Plan.

The following key themes/issues were identified through the consultation:

70% of respondents have visited Max Pawsey Reserve in the last year. 61% of respondents rate the quality of the sporting areas between good and fair. Respondents use the reserve mainly to play sport or personal exercise. The community would like to see a path loop around the reserve, seating, lighting, upgraded

playground, more trees and outdoor fitness equipment. The community would also like more functional carparks, public toilets near both ovals, better

drainage, more security and a more attractive reserve.

The findings from the consultation, along with a review of the data about the reserve informed the development of the Draft Master Plan.

The Draft Master Plan was tabled at the Council meeting of 19 November 2019 where it was resolved that:

1. That the report be noted.

2. That the Draft Max Pawsey Reserve Master Plan, generally in accordance with Attachment1, be approved for Public Exhibition for a four-week period.

3. That submissions and the Draft Max Pawsey Reserve Master Plan be presented back to afuture Council meeting for adoption.

Public Exhibition

The Master Plan was placed on Public Exhibition for four weeks, from 22 November to 20 December 2019. Public Exhibition was conducted through the Casey Conversations portal to seek feedback on the Draft Master Plan. Promotion occurred through several channels including emails to key stakeholders and user groups and posts on Council’s Facebook page.

A total of 853 visits were made to the Casey Conversations Max Pawsey Master Plan page, with a maximum of 183 visits in one day. A total of 29 submissions were received through Casey Conversations including a phone submission. An additional 32 comments were received through Facebook.


There is general support for the Master Plan. The key themes from the submissions are outlined below.

Key themes from submissions:

The Master Plan will be a great investment in the area. Supportive of additional walking paths, waterway bridge crossings and multi-use court location. Supportive of stormwater harvesting and wetland, however need to ensure events are not impacted. The need to include timeframes for project delivery and suggestions for fast tracking some projects. Suggestions to relocate the skate park and junior jump track away from residential housing due to

potential noise. Retention of existing Oak Trees and associated plaques and stone memorial as memorials to the 7

firefighters from Narre Warren Fire Brigade that perished at Upper Beaconsfield during the AshWednesday bushfires in 1983.

In addition to the above, 9 submissions were received from members of the Local and District and Regional Scout Groups who were unsupportive of the proposed ‘New District Level Multi-use Pavilion’ which would consolidate the AFL, Cricket and Scout groups.

Concerns included:

Reduced space allocation. Lack of identity. Implications of shared facilities including child safety, alcohol free zones and shared amenities. Potential impacts to delivery of current programs (e.g. fire activities, sleep overs). Potential impact to participation and membership during relocation.

Prior to the Public Exhibition period Council met with key stakeholder groups including the Narre Warren Scout group on 30 September 2019 and Committee of Management group on 16 October 2019, to discuss the final recommendations of the Master Plan for Max Pawsey Reserve. During these meetings there was no indication that the key stakeholders did not support the Master Plan. However noting this recent feedback Council will to have further conversations with stakeholders to further understand concerns and how to get the best outcomes for the community.

Based on feedback, the key Master Plan amendments include:

Page 16 - inclusion of ‘retention of the memorial Oak Trees, plaques and stone wall’. Page 19 - inclusion of timeframes: ‘Short: 0-5 years, Medium: 6-10 years, Long: 11 - 20 years’. Page 11 and 19 - reworded ‘New District Level Multi-Use Pavilion’ to ‘Explore opportunities for a dual-

purpose District Level facility incorporating sporting pavilion, community room, scout hall and publictoilets with external access from the community lawn’.

Page 12 – reworded ‘New local level skate park’ to ‘Within an expanded play space and along MagidDrive, there is the opportunity to explore a local level skate facility, with skate and scooter elementsand pump track, subject to consultation with local residents’.

Reference ‘goal netting’ in legend of Landscape Master Plan.

Refer to Attachment 1 - Summary of Submissions to Public Exhibition.

Max Pawsey Recreation Reserve Master Plan

The Master Plan vision for Max Pawsey Recreation Reserve is ‘a pristine, safe, welcoming and well-connected open space. The treed parkland setting encourages more time spent outdoors relaxing, playing sport, and being active’.


The Master Plan recommends the following key projects:

Stormwater harvesting wetland to treat and reuse stormwater, irrigate sports fields, mitigate waterlogging issues, create amenity and provide resilience

Perimeter and internal path network Explore opportunities for a dual-purpose district level multi-purpose pavilion New relocated Tennis Pavilion New relocated Playground New toilet, change, storage and scorer's facility between the two ovals Redevelopment of main oval to District Level size requirements New electronic score board for main oval Relocated cricket nets Full size recreational multi-court (basketball, netball, soccer), fitness equipment, pump track and local

level skate opportunities Permanent events stage Formalised and extended car parking opportunities Reserve lighting and signage improvements

Implementation of the Max Pawsey Master Plan will occur over the next 20 years, commencing in the 2020/21 financial year.

Delivery of proposed projects are subject to future adopted budgets, additional funding streams and ongoing community consultation.

Refer to Attachment 2 – Max Pawsey Recreation Reserve Master Plan 2020.

Financial Implications

During the development of the Master Plan, investigation was undertaken about the financial implications of delivering the recommendations. An investment package in the order of $20 million over a 20-year period is projected to be considered through Council’s Capital Works Program. Of the $20 million proposed, there is approximately $7 million worth of projects in progress or already nominated for consideration in Council’s 10 Year Indicative Capital Works Program.

An implementation plan has been developed to outline proposed project priority order, staging, possible timelines for delivery and funding sources. The stream in which the required budget would be sought is to be determined and could consist of the following avenues:

Capital investment (rates, loans, reserves) Grant contribution Minor Capital Works Private partnerships.

Building on the co-design work undertaken with Melbourne Water, Council is working with the State Government and South East Water on the co-delivery of an integrated water management system for Casey, of which Max Pawsey Reserve forms a key project within the Fountain Gate - Narre Warren MAC Precinct. Council is currently seeking $1,700,000 funding through the Victorian Government’s - Integrated Water Management Program.

In addition, Council has also recently been successful in receiving $53,080 funding from the State Government, through the Community Crime Prevention Program for improved path lighting within the


reserve. A project to install a roof over the lawn bowl greens has had $1,440,000 committed in the previous 12 months from the Narre Warren Bowls Club, Council, State and Federal Governments.

Further detailed design and consultation of all projects identified within the Master Plan will interrogate and refine the financial investment required to inform future capital works program nominations and funding sources.

Officer Direct or Indirect Interest

No Council officers involved in the preparation of this report have a direct or indirect interest in matters for consideration.

Conclusion

Consultation on the Max Pawsey Reserve Master Plan has confirmed general support for the Master Plan. Where submissions did not support elements of the draft Master Plan modifications have been made to the text or images to recognise or alleviate those concerns. Council will further consult with stakeholders on key matters to ensure the best community outcome is achieved.

It is recommended that the Master Plan be adopted. Implementation will occur over the next 20 years, commencing in the 2020/21 financial year. Delivery of proposed projects are subject to future adopted budgets, additional funding streams and ongoing community consultation.

Attachments

1. Max Pawsey Recreation Reserve - Summary of Responses to Public Exhibition [7.1.1 - 13 pages]2. Max Pawsey Reserve Master Plan 2020 [7.1.2 - 23 pages]

Recommendation

That Council adopt the Max Pawsey Recreation Reserve Master Plan, generally in accordance with Attachment 2 of this report.

Max Pawsey Reserve Master Plan – Summary of Submissions to Public Exhibition22 November – 20 December 2019

Casey Conversations

Response #

Respondent Comment Council comment

1 How does the term short, medium, long mean over the 20-year plan? The Master Plan identifies approximately 30 projects to be implemented over a 20-year period which are listed in priority order of Short 1-5 years, Medium 6-10 years and Long.

Action:

Amend the Implementation and Cost section of the Master Plan to include priority year ranges.

2 Great investment in the area. Will be difficult to access from Patrick NE Drive now the right turn has been removed. Hopefully this will be re accessed as lots of people will access shopping centre before or after.

Council is preparing an Access and Movement Strategy for the Fountain Gate-Narre Warren Metropolitan Activity Centre which will identify actions that facilitate better access and movement to and within the Centre. Access from Patrick North East Drive will be considered as part of this work.

3 Greatly needed as there is no coverage for the Max Pawsey oval east. Also, the need for toilet facilities between the two ovals along with change rooms for all gender teams is needed sooner rather than later. This should be a 5-year plan as at the moment the facilities are grossly behind the times.

Submission noted

4 This looks like an amazing plan! I live with my young family within walking distance from Max Pawsey and we would most definitely love to make use of all these upgrades.

Submission noted

5 It is great to hear about the plans and development of recreational facilities.With the growing population of the City of Casey, sports and recreation are important for all age groups.

Submission noted

Attachment 7.1.1


6 I believe that is master plan is a great way to continue to support the amazing local area and the growing population of the area. The upgraded sports facilities will greatly improve and ensure the continued success of the local sports club far into the future. As Casey itself is a growing area, the facilities currently at Max Pawsey reserve whilst functional are lacking in the needs of the local and wider community. The proposed layout utilised the amazing space at the reserve for all who would be inclined to use it both now and into the future. It is nice to see that it will continue to be used as a recreation reserve and provide wetlands and gardens as many areas of the city of Casey and other municipalities are residential and losing the great opens spaces for children to run around in and be outdoors.

Submission noted

7 In relation to the proposed constructed wetland, from a public health perspective, it is important that any design for the constructed wetland incorporate design principles that seek to reduce the likelihood of the creation of suitable breeding grounds for mosquitoes. For example, factors such the depth of the water and the shape of the water body's edge can impact on the likelihood of a site being conducive to mosquito breeding. Though I am not aware of a Victorian equivalent, guidelines for the management of mosquitos in constructed wetlands that incorporate wetland design principles do exist for other States e.g. in NSW there is the following document: Guidelines for mosquito risk assessment and management in constructed wetlands.

The proposed infrastructure will be constructed in manner that mosquito colonisation is discouraged.

In particular wetland design will include infrastructure that:

- supports aeration and movement of the water in the wetland

- creates periodic inundation and draining in the wetland

- controls sediment to prevent blocking of the system

All these features prevent breeding of mosquito larva.

If mosquito breeding cannot be managed with structural measures then biological methods like predatory fish could be introduced to control mosquitoes.

8 Really support stormwater harvesting and wetland creation. Submission noted

Attachment 7.1.1


9 As President of the Cricket Club I would like to ensure the design of the new Clubrooms item 21 incorporates a larger area for storage of equipment for all user groups as well as a function area no smaller than the current open space we currently have. We would like to incorporate window viewing to both grounds at Max Pawsey East and West that has roller shutter security bought forward to a Three-Year Plan. We would also like the new Change Room, Toilet and Equipment Storage area item 17 and 18 to be bought forward to a One Year Plan so that basic amenities like a Toilet, Change Area and Shelter can be available for users of Max Pawsey West that they currently don’t have available and is currently unhygienic for All User Groups especially the Carols Entertainers and Children all year round. Lastly when our 200 plus members and 1000 strong supporters saw this plan, they were extremely pleased and asked me to thank Council for their support to upgrade an old tired and unhygienic facility that is directly visible to Bunjil Place.

This Master Plan proposes many projects for Max Pawsey Reserve that benefit various clubs and the community who visit the space. It includes a proposed implementation plan that will be influenced by the broader prioritisation of Councils 10-year Capital Works Plan and funding availability.

The new dual-purpose building between the two ovals (including toilets/change, scoreboard and storage) is identified in the Master Plan as a Short-Term Priority (0-5 years).

The new AFL/Cricket Pavilion should remain as a Medium Priority (6-10 years) based on its significant requirement for rate funding. This does not prohibit Council from applying for grant funding which may present an opportunity to bring the project forward in the Capital Works Program.

10 I have had a look at the Max Pawsey Master Plan and can find no reference to the Oak trees that border the reserve along Magid Drive. These Oak trees were planted as memorials to the 7 firefighters from the Narre Warren Fire Brigade that perished at Upper Beaconsfield during the Ash Wednesday bushfires in 1983. I would hope that these trees, and associated plaques, as well as the stone Memorial on the corner of Princes Hwy and Magid Drivewould form part of the Plan because of their significance to the area.

The oak trees, stone wall memorial and associated plaques that were placed at the reserve to recognise lives lost on Ash Wednesday will not be affected by the Max Pawsey Master Plan.

Action:

Amend page 16 of the Master Plan to specifically reference retention of the memorial oak trees, plaques and stone wall.

11 The overall look and feel seems to be very exciting and I look forward to walking through the area with the family. The water features will be a blessing to the city. From a Carols By Twilight organisational point however, the stage does not seem to be a practical performance space. It is spectator seating but not practical to use as a stage in its' current form anyway. This is due to the size of the event substantially outgrowing using spectator seating as a stage. The location also is very removed from the audience and if it is behind a fence pole, it will require engineering to adopt the seats to use as a stage. The water features, which I love, means the festival

#38 on the concept plan, is the ‘Raised deck terrace with shade and seating for spectators’.

#18 is the events stage, which has been discussed with the Carols Committee as an ideal location and will be designed in consultation with the Committee.

Attachment 7.1.1


atmosphere needs to be also changed with the rides, food trucks, community tents etc not going to be able use the areas that are now wetlands.

Council will continue to work with the Committee throughout the implementation of the Master Plan.

12 Please create a multipurpose rectangle pitch (rugby and soccer) and a half-court Basketball ring. Also, in the sitting area please install one of the new speaker seats (like at the Gathering Place Basketball court)

‘Recreational basketball and netball Court’ is proposed in the Master Plan, item #24.

Councils Leisure Facilities Development Plan Policy does not identify Max Pawsey Reserve as a suitable venue for Rugby and Soccer as organised sports (rather than recreational), due to the Winter conflict that would occur between AFL, Rugby and Soccer. The closest Soccer Facility is Prospect Hill Reserve in Narre Warren and the closest Rugby Facility is Frog Hollow Reserve in Endeavour Hills.

In addition, the community consultation which informed the draft Master Plan did not reveal that rugby and soccer were sports the community required within this Reserve.

Informal games of rugby and soccer may be played on the existing ovals..

13 I think the plan is a great step forward in improving community life. The main item to consider as part of all the redevelopment works is the traffic increase and congestion to Raven Cres. Currently it is quite a busy intersection and with the proposed upgrades this will only increase. Traffic lights at this intersection would improve both road safety and accessibility.

Traffic and on street parking were key considerations when developing the Max Pawsey Master Plan. The proposed extension and formalisation of the existing car parking within the Reserve will increase the number of off-street car parking spaces, reducing congestion in surrounding local streets, including Raven Crescent.

The intersection of Raven Crescent & Princes Highway is under the care and control of the Department of Transport (formerly VicRoads). Current traffic conditions in Raven Crescent do not trigger the need for traffic signals however Council officers will continue to monitor conditions post

Attachment 7.1.1


Reserve development and liaise with the Department of Transport accordingly.

14 Comment 1:

I find it humorous that you put out this elaborate plan for a park next to Bunjil Place, when you clearly under deliver in the parks and open spaces near our homes. For example, a major park was planned on Avisha Way Narre Warren and what was delivered was a joke. When questioned why the park we were promised wasn't delivered, the answer was "We ran out of funding". Funny how you have funding now, but these local parks still remain half done.

Comment 2:

Thank you for your response.

However, your classification of open spaces is irrelevant to my concern.

As per the attached letter, the locals in this area were promised a playground suitable for families with kids of all ages. A place to come together and enjoy the outdoors. This was one of the reasons I purchased and built in the area.

As it stands, no adventure play, climbing mould, picnic shelter and furniture or senior dual slide have been provided.

I was told that junior equipment was installed first due to the local proximity of the primary school and subsequent funds would be made available for senior equipment. This is yet to be delivered.

Response 1:

Council are guided by the adopted Open Space Strategy which provides a hierarchy for open space and level of infrastructure, maintenance and funding allocated.

Max Pawsey Reserve is classified as a District Level Active Open Space (Sports Reserve) which are to:

Provide sporting opportunities across the district level catchment. These open spaces will be larger in size and well connected to local residential neighbourhoods through a defined network of paths and trails. A higher level of infrastructure will be provided at these sites to accommodate the needs of sporting clubs that will use these spaces as home venues. These open spaces will also include non-organised recreation facilities to promote socialisation and less structured physical activity amongst the community. These spaces will act as community hubs for the neighbourhoods in which they service.

Red Gum Reserve on Avisha Way is considered a Local Level Active Open Space which are to:

Provide localised open space for sport in close proximity to where people live. Due to their catchment these spaces will encompass less physical infrastructure and facilities.

Action:

Attachment 7.1.1


https://www.casey.vic.gov.au/policies-strategies/open-space-strategy

https://www.casey.vic.gov.au/policies-strategies/open-space-strategy

Council Officers will make contact with submitter regarding specific issues regarding River Gum Reserve.

15 The plans are mostly ok, however some consideration to the main use of the facilities as a football and cricket oval have been overlooked. If you have been to any football game at the ground, you would see that cars park around the ground to view the game. This is a common way for families to watch a winter sport. Beaconsfield ground has the best set up and you should consider providing gravel parking around the ground, instead of turning the place into a pretty but not functional space.

Each recreation reserve has different opportunities and constraints. In preparing site specific plans Casey seeks to maximise the balance between passive and active open space.

The existing oval sizes do not currently meet the requirements of Councils Leisure Facilities Development Plan Policy for a District level Active Open Space. Therefore, the primary consideration was to ensure the ovals (were possible) meet these requirements. For Max Pawsey Reserve this does create limitations for vehicle access and parking around the perimeter of the grounds.

The Master Plan seeks to ensure ample car parking within the Reserve for patrons to park and walk to the ovals to spectate, with increased shelter opportunities.

16 Comment 1:

Unless your going to have a ground to very high fence along the side of the oval with the lake, its going to be hopeless for cricket and football, as the lake is on the boundary of the oval. A 4 or a 6 hit in cricket will end up in the lake and a goal kicked at that end will also end up in the lake. The position of the new cricket nets is prone to flooding so not a perfect spot of cricket practice nets. I think you need someone that has played football and cricket to help with the design, as it looks like all you have done is make it look pleasing to the eye and not looked at the practicability of the proposal to suit what the clubs actually need.

Comment 2:

If you’re going to have nets at each end of the oval, why not extend this idea and have it also along the roadside of the oval, to protect vehicles driving in and out of Fountain Gate Shopping Centre. Cricket balls often go onto the road whilst a game is in progress and I am sure the odd football would as well. I have personnel seen a

Behind each set of goal posts there will be netting installed to ensure the opportunity for errant balls is minimised.

On occasion some of the facilities within this reserve may be inundated during high rainfall events as much of this site is a retarding basin. Council will work with the Cricket Club to ensure the most appropriate location and net design minimises impacts of flooding.

Action:

Include specific reference in the concept plan legend to highlight the need for netting behind the goal posts.

Attachment 7.1.1


cricket ball hit on the full to the roundabout leading up to the upper carpark and end up in the lower carpark.

17 As a long-time resident in Fountain Drive (directly opposite the current playground) I am generally in favour of the changes to Max Pawsey, except for a couple of features. There is no way the skate park (#29) should be so close to houses...the noise generated by these amenities is way too loud to be so close to residential properties - I have experience with a similar facility where I used to play cricket in East Bentleigh....it needs to be sited next to the car park on the corner of Princes Hwy & Magid Dve as was originally proposed. This location would also lower the chance for any potential anti-social behaviour due to its high visibility. Also, I am concerned that the Junior Jump Track (#26) will produce excessive noise....can there be some type of noise suppression between it and the nearby houses? Such as bushes or even a small type of rise running along the footpath area to push the noise upwards? Residents in Fountain Drive have suffered for a long time with noise from the basketball area (nothing like a basketball being thrown against the backboard at 4.00am to ensure a good night’s sleep!) and this is a chance to fix it once & for all. I am very happy that the creek crossing bridge next to the Bowling Club Car Park will be created once & for all after the previous raised crossing was removed.

Council has considered the positioning of #29 – local level skate park, #26 – junior pump track and #24 – recreational basketball and netball court. These types of activities can be noisy and residential amenity was one of the considerations alongside crime prevention, casual surveillance, and connectivity to the shopping complex.

During detailed design Council will consult with the nearby residents to help inform an appropriate scope of works including materials and landscaping to help mitigate concerns.

Action:

Remove indicative concept for the local level skate park and modify legend to state “Explore opportunities for a local level skate park”.

18 The plan looks great. Wondering if there's any plan to encourage local wildlife in the wetlands? Braeside Park has bird boxes and perches for the birds. I think it could be a low cost but great addition to the plan.

The proposed wetland at the Max Pawsey Reserve aims to:

- Create a blue / green space within a heavily urbanised precinct for community enjoyment and recreation so that Casey residents will have the opportunity to connect with the landscape.

- Retain and treat stormwater in an open storage to provide alternative supply for irrigation of the Max Pawsey Reserve playing spaces.

- Contribute to reducing Council’s reliance on drinking water use for irrigation, deliver greener playing space for community all year round and reduce flooding issues.

- Provide environmental benefits such as attracting local bird life.

Attachment 7.1.1


Council generally target their efforts on bushland reserves to promote and enhance local wildlife. However it is possible to work with the community to ensure the proposed wetland provides greater environmental opportunities such as nest boxes.

19 I think it would be great we definitely need a wetland here we have been for 38 years and we loved it when the lake was there we always took our children for walks and to feed the ducks. I believe we are desperate need of walking tracks which have pleasant surroundings being an older area we lack this so much compared to the new Estates which have lovely wetlands and walking tracks.

Submission noted

20 As a Joey Scout leader with Narre Warren Scout Group, I am horrified that our hall is looking to be demolished. I see that the plan is for us to use the same hall as the football clubs, but this is just not going to work. A shared space is not feasible, as we have so many things to store for camps, etc. and we like to have displays for younger and older Scouting members to see, so that they can reminisce and/or see what the other sections are up to. I don't believe that we would be able to do this within a shared space. Also, I am assuming that, in a shared space, we would be forced to change our meeting times across our sections (currently joeys, 2 packs of cubs and scouts, with venturers hopefully starting soon). Please don't forget about the Scouts! This grand plan doesn't work for us. Not every member of our growing community is interested in sports, so don't push them into other suburbs because we don't have our own space.

The Master Plan is the initial step in working with the Narre Warren Scout Group, Scouts Victoria and all existing Sporting Clubs at Max Pawsey Reserve to resolve the existing and potential future challenges at the site.

Council will continue to work with stakeholders to determine the appropriate facility outcome that benefits and responds to the needs of all users of Max Pawsey Reserve.

Actions:

Reword the Master Plan to specify ‘Explore opportunities for a dual-purpose major facility incorporating sporting pavilion, community room, scout hall and public toilets with external access from the community lawn’.

Depict the existing Scout Hall on the Master Plan concept.

21 I understand there are plans to merge the scout hall with the sporting complex. Please reconsider this option as there are many aspects to scouting that will not blend well with having kids mingling with public in an open environment.

Refer to Council response to submission #20.

22 I find the plans detrimental to the scout group. The cost to our group includes: loss of hall hiring revenue, loss of control of our space, insufficient space for our unique


Attachment 7.1.1


set of equipment, co-location of alcohol sales and a meeting place for our youth (this does not align with the policies of scouting - no alcohol is to be consumed or available/accessible when youth members are present) This will turn into out-of-pocket costs to our youth and their parents. It may limit the access for disadvantaged youth due to fees. I support the redevelopment of the space, but in the original design where the scout hall remains stand-alone.

23 I am a member of the Narre Warren Scouts group and feel that we will be negatively impacted by the current development proposed by City of Casey. I strongly believe that the Scouts need to have a facility separate from the sporting clubs, for many reasons. These are just a few of our concerns. 1/ The Scouts association has adopted all of the recommendations from the recent Royal Commission into child abuse, regarding the safety of children in care. The sporting clubs who share the proposed facility do not follow the same practices, nor does the design of the building allow Scout leaders to maintain all of these important child safety protocols. 2/ The Scouts Club hires out its current building regularly to third parties, which helps pay for most of the overheads such as utilities and insurance. Having a shared facility means this revenue would be lost to the club and result in members' fees being increased substantially. 3/ The Scouts Association has a zero tolerance for alcohol consumption at all events and meetings, yet the sporting clubs serve alcohol whenever they are open - when training, playing, and at all their social functions. They have a bar set up permanently in their current rooms and appear to have the same set up in the proposed facility. 4/ The storage space allocated to the Scouts group is inadequate. There simply is not enough space for us to store our equipment separately and securely. I urge you to please consider these concerns and make the necessary changes to the proposed facility upgrade.


24 We are members of Narre Warren Scouts and are very happy with the current facilities available at the scout hall. Our scouts are happy and safe, and we utilise our hall extensively for scouting activities, fundraising and hiring out functions. Unfortunately, we do not feel that the new suggested plan for shared facilities will cater for our children participating in scouts, their activities and extensive equipment storage requirements. Scout facilities are always required to be safe, child friendly, alcohol free spaces. As a scouting parent I do not believe the new suggested shared facilities will be conducive for the safety of our children and scouting community. We would very much appreciate Councils reconsideration of the planned changes, and request that the scout hall not be removed.


25 As a rates payer of Casey, I object for the scout hall been demolished & Scouts been moved to a shared pavilion. I have 3 kids aged 13, 9 and 7 doing scouting at this venue. With the findings of royal commission into child abuse things that were uncovered all parents had concerns. The recommendations were accepted by


Attachment 7.1.1


Scouts Australia and is followed strictly by the Narre Warren scout troop. Moving to a shared facility will Increase the risk of something going wrong as you cannot limit the number of people who has access to the location. Also, the scouts have a strict 0 alcohol policy, which is not the case for mists sports clubs I do not want my children to have such exposure. Additionally sending 3 kids to scouting is significant financial commitment. The scout troop minimise fees by hiring the hall out and generating income. If that’s lost that will be an additional financial strain. Due to these reasons I object the Scouts been relocated to a shared pavilion, help and assist the local accounts to further improve and maintain the scout hall they already have.

26 Casey Conversations/Email:

Re: Narre Warren Scout Group response to the public consultation on the Max Pawsey Reserve Plan 17 December 2019 The Narre Warren Scout Group (NWSG) thanks you for the opportunity to respond to the Max Pawsey Reserve Plan (Plan). NSWG does not believe that the plan is consistent with the effective operation of a Scouting Group in a shared space with sporting and other community groups. We outline here a non-exhaustive list of reasons the proposed plan is inconsistent with the needs of a Scouting Group. 1. Our core guiding principal is Child Safe Scouting. The Scouting organisation actively participated in the Royal Commission into Institutional Responses to Child Sexual Abuse (2017). The Scouting movement has fully embraced the recommendations from the Royal Commission. All out staff, both Volunteer and Paid, go through extensive background checks before being able to interact with youth. In a single occupancy building the Scouting movement can control the access to the youth to ensure they are safe. In a multi occupancy facility such as proposed in the Plan this ability to ensure the youth are safe is compromised especially where there will be communal toilet and kitchen facilities and it is impracticable for scouting staff to be able to adequately supervise our youth members. 2. Scouting has unique building requirements with a range of activities conducted during any session. The planned space allocated to the Scouting group will be on a non-exclusive basis as it would be for the other community organisations. This is not practicable for Scouting. Further Scouts occasionally holds overnight events at our hall, for example the night prior to ANZAC Day where it will be considerably more challenging to ensure youth are kept in a controlled Child Safe environment where facilities are shared. 3. Scouting has a uniquely large need for storage space, including the storage of trailers. This is a consequence of the wide variety of activities that our youth have the opportunity to participate in from overnight hikes, to adventurous activities through the state-wide and nation-wide camping events such as Jamborees where we need to take equipment to


Attachment 7.1.1


support the youth camping for up to two weeks. 4. Community based groups serve alcohol to adults as part of the running of their clubs. Scouting has a zero tolerance to the serving and consumption of alcohol. 5. Scouts are aware of the importance of sharing our hall with other community organisations, but we need to control the types of hirers/ sharers to ensure the protection of our youth and our hall set up for activities. In summary, while the Max Pawsey Reserve plan is impressive for the opportunities that it offers the community and no doubt it will be strongly supported by the sporting organisations which respond; the plan does not serve the unique requirements of the Scouting movement nor the Narre Warren Scout Group. NWSG has plans to expand including the addition of older the older youth sections Venturers (15 – 17 year old’s) and Rovers (18 – 26 year old’s) which require separate space which we can accommodate in our current hall but would be unlikely to be able to accommodate in a shared multi-purpose facility. The Narre Warren Scout Group, the Casey District Scouts, Bays Region Scouts and Scouts Victoria do not support any changes to the current arrangement. Yours Sincerely, President Narre Warren Scout Group, Group Leader Narre Warren Scout Group, District Commissioner Casey District Scouts, Region Commissioner Bays Region Scouts.

27 I do like the majority of ideas mentioned in the said plan. This area can be better utilised, and a face lift is definitely overdue. My concerns lie with the options set around the scout hall. I propose to go with option 3 of retaining the scout hall. Being a family with children who are a part of the scout movement and one in which is autistic the proposals outlined in options 1 & 2 raise safety concerns for the children and I believe will hinder the ability of the scouting leaders to meet their duty of care. Having shared building and bathroom facilities is major risk as there will not be the controlled environment we currently have with a separate building. Sporting groups often permit alcohol in facilities, not only should alcohol not be in or around the children, no member or the community should be inebriated around the children and I believe the scouts have a very strict alcohol-free policy. How will this be maintained?


28 Whilst I think that overall the plan is fantastic and the area will definitely benefit from most of the things you propose, I have some issues with the combined community and sports pavilion. 1. What guarantee can you give that the scout group are going to be given equivalent space to what they currently have, especially storage space? I have been involved with groups in the past where the council has developed one facility for multiple users and the key issues were to do with space, whether it be activity, meeting, storage space or height of the roof. The group has a lot of equipment for camping, day events, evening activities, hiking, construction etc and needs large open space for activities, private spaces for meetings and lockable


Attachment 7.1.1


storage for confidential information. 2. Loss of group identity - one of the main reasons I joined this particular group was that they have their own hall. Other groups I have worked with are in spaces where they cannot display awards, pennants, flags, photos etc. I fear that if the scout group becomes part of the same building then they will lose this right and therefore feel like visitors in their own home. It is important for the group to be separate so that they don't just disappear into the football club shadows. 3. Child safe issues - it is critical to the running of the group that we are able to provide a child safe environment. For this we would require an approved adult to go with each child when they go to the toilet. As the adult : child ratio needs to be at least 1:2 this would mean either scheduling toilet breaks so that all the kids can go at once or taking a second child who may not need use the toilet away from the activity they are doing each time one child needs to go. As we are already at the limit in terms of adult: child supervision, this would mean either developing a parent roster just for the toilet or recruiting more leaders. 4. Maintaining a no alcohol zone. It would be difficult to maintain a no-alcohol zone if facilities are shared, e.g. kitchen, toilet, foyer, whilst a function is on in the other end of the building. Leaders have enough on their plates planning and running the activities, supervising the youth members and making sure that this is all done in a safe environment. If you added the risk of being exposed to alcohol or inebriated people to the list, it is placing undue pressure on the leaders. 5. Loss of income. At the meeting the scout leaders had with the council representatives it was mentioned that the groups that we have currently hiring out the hall would need to go through council for the bookings. Does this mean that council gets the income? If so, that would mean the group lost pretty much all of its income and would either need to substantially increase its fundraising efforts (and we all know that it would be the same 6 families attending all of the fundraisers) or they would need to significantly increase their fees and leaders children would no longer be subsidised. I would need to seriously consider whether I could still afford to be a leader or if I needed to take extra work to cover the additional costs of my children attending. 6. What kind of vehicle access would the scout group get? In the plans the building is right next to a basketball court and lawns. Could these be driven over to get our trailer in and out? We often need to have vehicles right up next to the hall to load / unload heavy or bulky items. Would there be a garage for our trailer? 7. How would we manage sleepovers? It is a semi regular event to hold sleepovers at the hall. It would be difficult to do this with shared toilet and kitchen facilities. Will there be enough space for 40 – 50 stretchers? 8. Would we be able to continue our outdoor fire activities? In the past we’ve taught the Cubs and Scouts about fire safety prior to them going on camp. To do this we’ve had them light small fires in raised fire drums. This has been done between the hall and the carpark. If all the land around the centre is

Attachment 7.1.1


landscaped, would we still be able to do this? 9. Kitchen facilities – on a regular basis we do activities that require access to the kitchen, whether it be simply for washing up equipment used in activities or for cooking. This has several concerns for us, primarily child safe as with the toilets, but also supervision in general. As it stands currently, a leader can be supervising what is going on in the kitchen whilst also keeping an eye on what is going on it the hall. If the kitchen facilities were separate, then that would require a dedicated leader or two which is not practical given the number of leaders we have in each section. The other concern is access. If we are doing an activity in the hall and require something from the kitchen and it is in another part of the building it would be impractical and would waste time allocated to the activity having to leave the hall every time we need to do something in the kitchen. 10. Relocation during construction – 12 months is a long time to be out of the hall. Most groups in the district do not have enough space to cater for two groups in their halls for activities so we would most likely need to split the group up across several halls. Where are we going to store all of our equipment and would we have access to it whenever we need it during that time? I personally think that we may face losses in youth members due to being relocated for such a significant period of time. I hope you will take my feedback into account when you are making further plans. I think the scout group really needs to have more say in whether or not you are going to bulldoze their home.

Phone CallResponse 29 Caller regarding the retention of the Oak trees that border the reserve along Magid

Drive planted as memorials to the 7 firefighters from the Narre Warren Fire Brigade that perished at Upper Beaconsfield during the Ash Wednesday bushfires in 1983; associated plaques and stone Memorial on the corner of Princes Hwy and Magid Drive.

Refer to response to submission #10.

Attachment 7.1.1


Max Pawsey Reserve Master Plan 2020

Master Plan 2020

Max Pawsey Recreation Reserve

CASEY.VIC.GOV.AU

Attachment 7.1.2


Max Pawsey Reserve Master Plan 2020 2 | P a g e

Approval Body: Council

Endorsement Date: TBC

Current Version: Version 1.0

Council policy documents change from time to time and it is recommended that you consult the electronic reference copy on Casey Council’s Website to ensure that

you have the current version. Alternatively, you may contact Customer Service on 9705 5200.

Council Plan Reference: 1.1, 1.2, 2.1

Compulsory Review Cycle: 4 year

Review Date: TBC

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not

materially alter this document, such a change may be made administratively.

Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation

which does not have a material impact. However, any change or update which materially alters this document must be by resolution of Council.

Responsible Department: City and Asset Planning

Relevant Council Documents: Open Space Strategy, Leisure Facilities Development Plan Policy

ECM ID: 13170431

Attachment 7.1.2



Table of Contents

1. VISION 4

2. PRINCIPLES 4

3. INTRODUCTION 5

4. HISTORY 6

4.1 Narre Warren Community Profile

5. PLANNING OVERLAYS AND LAND OWNERSHIP 7

6. STRATEGIC CONTEXT 8

7. EXISTING CONDITIONS PLAN & USER GROUPS 9

8. NARRE WARREN SPORT FACILITY PROVISION 10

9. EXISTING CONDITIONS AND OPPORTUNITIES 11

10. PROPOSED LANDSCAPE MASTER PLAN 19

11. IMPLEMENTATION AND COST PLAN 20

12. DOCUMENT HISTORY 23

Attachment 7.1.2



1. Vision Max Pawsey Reserve is a pristine, safe, welcoming and well-connected open space. The treed parkland

setting encourages more time spent outdoors relaxing, playing sport, and being active.

2. Principles

1. Sustainable Open Space

• To address and improve the existing drainage function of the reserve to improve storm water harvesting and water sensitive environmentally sustainable design features.

• To improve the environmental and landscape values of the reserve and enhance Casey’s Urban Forest.

• Environmentally Sustainable Design through building design.

2. Connected

• Provide opportunities to activate the reserve for passive recreational use, by improving the network of pedestrian/cycle linkages and paths and the range of family and youth recreational opportunities available.

3. Identity

• Ensure the identity of the reserve is preserved, whilst providing connections to the heritage of Bunjil Place and the surrounding precinct.

4. Health and Wellbeing

• Provide a comfortable, safe, inviting space that encourage people to maintain and enhance their health and wellbeing, through being outdoors.

• Provide a space to encourages social connectedness.

5. Sporting and community facility hub functionality

• Assess and improve the functionality and condition of the existing facilities.

• Deliver high quality facilities to service our growing community.

6. Events

• Retain existing community events and integrate new activities and programs into the reserve.

7. Partnerships

• Build on and develop partnerships to create a space that is supported and invested now and into the future.

Attachment 7.1.2



3. Introduction Max Pawsey Reserve (the reserve) is an 11ha district level sporting facility located within the suburb of Narre Warren and is bounded by Fountain Drive, Magid Drive and the Princes Highway.

The reserve is approximately 42 kilometres from Melbourne CBD and is situated within the Fountain Gate – Narre Warren Centre Business District (CBD), which comprises a series of diverse activities, including civic, retail and business park functions. The reserve is also adjacent to Bunjil Place, the City of Casey’s regional community hub and one of the largest cultural, community and civic precincts of its kind in Australia.

Fountain Gate-Narre Warren CBD is strategically positioned to ensure it is well-connected from a local and regional perspective. Excellent road and public transport access is provided by the centre’s immediate adjacency to the Monash Freeway, Princes Highway and the Fountain Gate bus interchange linking to local residential areas and the Narre Warren Train Station just over 1km from the reserve.

The reserve is owned and managed by City of Casey and provides a diverse range of sporting opportunities for residents, employees and visitors from a local and district catchment. The reserve has a dedicated flood retarding function for Troops Creek in high rainfall events.

The reserve currently functions primarily as a sporting reserve supporting organised sporting activities for football (AFL), cricket, tennis, athletics and lawn bowls as well as a Scouts group. The reserve provides key open space and recreation opportunities for Narre Warren residents, employees and visitors.

In 2016, it was identified that a Master Plan was required for Max Pawsey Reserve to provide a vision and framework to ensure this open space continues to play an important role in meeting the sporting and recreational needs of a City forecast to accommodate 550,000 residents by 2041.

The Master Plan also responds to the development of Bunjil Place and Fountain Gate - Narre Warren Fountain Gate Structure Plan (2018) which provides direction for growth and development within the CBD including Max Pawsey Reserve over the next 20 years.

Max Pawsey Reserve

Fountain Gate Shopping Centre

Bunjil Place Casey ARC Industrial

Estate Place

Residential

Narre Warren Train Station

Attachment 7.1.2



4. History Max Pawsey Reserve and the Max Pawsey Pavilion are named in honour of Maxwell John (Max) Pawsey, born in Coburg, Victoria in 1930 and died in Cobram, Victoria in 2011.

During Mr Pawsey’s career he worked for the City of Moorabbin, City of Preston, City of Coburg and the Shire of Doncaster and Templestowe before his appointment as City Engineer for the City of Berwick in 1973, until his retirement in 1988. In 1986 he was awarded the Cedric Tuxen Medal for Municipal Engineering Excellence.

In addition to being involved with many professional bodies during Mr Pawsey’s career, he was also involved in many community organisations and activities. In 1994 he was given the key to the City of Berwick for services to the city and its community. Mr Pawsey served on the Hallam High School Council and the committee for the establishment of Berwick High School. He was also a Past President of the Rotary Club of Berwick and a member of the Rotary Club of Cobram.

The Reserve is also home to an avenue of Oak trees along Magid Drive, a stone memorial on the corner of Princes Hwy and Magid Drive and associated plaques, serving as a memorial to seven firefighters from the Narre Warren Fire Brigade that perished at Upper Beaconsfield during the Ash Wednesday bushfires in 1983.

4.1 Narre Warren Community Profile

A review of the population characteristics of Narre Warren identified the following demographic characteristics:

• The total population of Narre Warren in 2018 was 28,236 people.

• Narre Warren has a slightly lower proportion of children aged up to 17 years (24.4%) compared to all of Casey (26.9%) in 2016.

• Narre Warren has a slightly higher proportion (15.3%) of older adults (60+ years) compared to all of Casey (14.7%).

• 1,429 people or 5.2% of the population in Narre Warren in 2016 reported needing help in their day-to-day lives due to disability.

• Overall, 34.9% of the Narre Warren population was born overseas, and 28% were from a non-English speaking background, compared

with 38.2% and 31.1% respectively for City of Casey.

• The largest non-English speaking country of birth in Narre Warren was India, where 4.6% of the population, or 1,218 people, were born.

• In Narre Warren in 2016 there was a similar proportion of employed and unemployed people, compared to Casey.

• There will be a population growth of approximately 3,111 people in Narre Warren by 2041.

The demographic data informs the direction of the master plan, with the ability to accommodate the following community needs:

• The older adult profile and large number of people living in Narre Warren will ensure there will be continued local demand for sporting

and recreation facilities in Narre Warren during the forecast period.

• The percentage of people reporting to have a disability places great emphasis on creating accessible design throughout the reserve.

Attachment 7.1.2



5. Planning Overlays and Land Ownership Max Pawsey Reserve is bound by Fountain Drive and residential housing along the northwest boundary, Princes Highway along the southwest boundary and Magid Drive along the eastern boundary. A long linear parcel of land abuts the northeast corner of the reserve, and its main purpose is an easement for stormwater passage from Troups Creek East Branch. This easement has been incorporated into the overall master planning for Max Pawsey Reserve.

Max Pawsey Reserve is owned and managed by the City of Casey and consists of 14 land parcels.

The reserve is zoned Public Park and Recreation Zone and Public Use Zone, and the current sporting and recreational uses of the reserve are consistent with its zoning.

The site is subject to an Environmental Significance Overlay (Schedule 8), which prescribes specific objectives and requirements relating to the protection of significant exotic and native trees in Casey. There are no formally identified significant trees within Max Pawsey Reserve, however there are a large number of mature native and exotic trees that add environmental, historic and aesthetic significance to this reserve which need to be preserved.

The site is subject to a Land Subject to Inundation, Special Building Overlay and Development Contributions Plan Overlay, which prescribes objectives and requirements relating to an application to construct a building or construct or carry out works. All works are subject to Melbourne Water approval.

Attachment 7.1.2



6. Strategic Context

The Council Plan outlines the way the City of Casey will work towards achieving Council’s Vision for the future - "Creating Australia's Most Liveable City", during the period 2017-2021.

The Master Plan specifically relates to Strategic Objective 2.1:

The destination for arts, culture, sport and leisure that attracts visitors and brings communities together.

C21 presents an overview of Council’s long-term blueprint for shaping the City of Casey’s future. The following strategic objectives and directions support the master plan:

-The role of sport in delivering healthy, vibrant and well-connected communities.

-Increase community participation in leisure by planning, facilitating and delivering a wide range of sport, leisure, arts and community facilities.

The Leisure Facilities Development Plan Policy (LFDP) facilitates planning, development and renewal of leisure facilities, services and opportunities to address identified (current and future) community needs.

Max Pawsey Reserve is considered a District Level Facility within this Policy.

The Open Space Strategy provides a framework to guide the planning, design, development and management of open space in the City of Casey.

Four key pillars underpin the Strategy and inform this Master Plan, which include: 1. A Planned City 2. A Green City, 3. A City of Trails, 4. An Active City. Max Pawsey Reserve is considered a District Social Family Recreation Park within this Strategy.

There are a range of other integral strategic documents that support the development of a Master Plan for Max Pawsey Reserve, including: Municipal Public Health & Wellbeing Plan, Playground Strategy, Casey Walk and Ride Strategy, NW-FG Structure Plan/Activity Centre Plan, NW-FG Open Space Assessment Report.

Attachment 7.1.2



7. Existing Condition Plan & User Groups

The reserve has the following

facilities:

• District Level AFL/Cricket (Pavilion + 2 ovals)

• District Level Tennis (Pavilion + 6 courts)

• District Level Lawn Bowls (Pavilion + 2 greens)

• Scouts Hall

• Cricket Nets (3 nets)

• Car Parking (3 locations)

• Local Level Playground

• Basketball Half Court

• Paths

• Drainage line and retarding basin

The reserve is used by the

following groups:

• Fountain Gate Cricket Club

• Fountain Gate Junior Football Club

• Narre Warren Little Athletics Club

• Fountain Gate Auskick

• Narre Warren Bowling Club

• Fountain Gate Tennis Club

• Narre Warren Scout Group

Attachment 7.1.2



8. Narre Warren Sport Facility Provision Councils Leisure Facilities Development Plan Policy 2014 developed ratios for organised sport with the highest participation levels.

These ratios were then applied to the sports currently offered at Max Pawsey Reserve or proposed (Netball) to identify current and future facility shortfalls within Narre Warren.

These figures are based on the current population of Narre Warren of 28,236 (2018) and forecast population of 31,483 (2041).

Sport Ratio CURRENT

PROVISION

FACILITIES REQUIRED

2020

SHORTFALL

2020

FACILITIES REQUIRED

2041

SHORTFALL

2041

Athletics 1:75,000 1 0.4 (.5) - 0.6** 0.4 (.5) - 0.6**

AFL 1:4,250 5 6.6 (7) 2 7.4 (7) 2

Cricket 1:3,000 7 9.4 (9) 2 10.5 (11) 4

Lawn Bowls 1:15,000 2 1.9 (2) 0 2.1 (2) 0

Netball* 1:5,000 2 5.7 (6) 4 6.3 (6) 4

Tennis 1:2,300 18 12.3 (12) - 6** 13.7 (14) - 4**

*Existing Municipal Level Netball Facility located at Olive Road Reserve, Doveton, will cater for the existing and future shortfall. Should a Senior Football/Netball

Club form in the future, the provision of netball courts will be considered at Max Pawsey Reserve.

**a negative value indicates an oversupply in facility provision.

Attachment 7.1.2



9. Existing Conditions & Opportunities

Buildings/ Structures

Existing Condition Opportunity 1 Opportunity 2 Opportunity 3

AFL/Cricket Pavilion

Built in 1987 and does not currently meet the LFDP Policy requirements. The building is not female friendly and has no dedicated community space. The building also has CPTED issues, with reported incidents of antisocial activity in areas around the pavilion. The building is being routinely maintained, no capital works funding currently forecast.

Explore opportunities for a dual-purpose major facility incorporating sporting pavilion, community room, scout hall and public toilets with external access from the community lawn.

Explore opportunities to extend existing AFL / Cricket Pavilion to include a community room for AFL/Cricket and Scouts (if applicable)

No change

Tennis Pavilion

Built in 1978 and does not currently meet the LFDP Policy requirements. The building is not female friendly with no dedicated change facilities. There is no office for coaches or clubs. The building is being routinely maintained, with funding currently in the capital works program currently forecast for a pavilion renewal.

Demolish Tennis Pavilion and rebuild to LFDP standard and relocate closer to the larger car park

Renew Tennis Pavilion in existing location

No change

Lawn Bowls Pavilion

Built in 1989 and does not currently meet the LFDP Policy requirements. The building is being routinely maintained, with funding currently in the capital works program for pavilion renewal and new roof currently forecast.

Renew Lawn Bowls Pavilion No change

Scout Hall Built in 1989 the building has CPTED issues, with reported incidents of forced entry at the rear of the pavilion. The building is being maintained by Scouts Victoria and Narre Warren Scout Group.

Explore opportunities for a dual-purpose major facility incorporating sporting pavilion, community room, scout hall and public toilets with external access from the community lawn.

No change

Manual Scorers Shed

Built in 1987 and does not currently meet the LFDP Policy requirements. The building also has CPTED issues, with reported incidents of antisocial activity in areas around the building. The building is being routinely maintained and no capital works funding currently forecast, however minor capital works may contribute to an electronic scoreboard.

Demolish manual scorers shed and replace with new score board, storage, change room and toilet facilities.

Provide electronic scoreboards on both ovals at the reserve.

Retain Scorers Shed and include public toilet amenities

No change

Cricket Nets Three nets built in ~2006 which meet the LFDP Policy requirements. There are issues with their condition including flooding and drainage. The nets are being routinely maintained and no capital works funding currently forecast.

Relocate cricket nets and improve drainage.

Retain nets and upgrade drainage

No change

Playground Built in 1999 and is in average condition. The playground is Local Level and meets the Australian Standards it was built to. Its usage level is medium. The playground was last upgraded in 2009, with vandalism, graffiti and ongoing maintenance the key issues. The playground is being routinely maintained, with funding currently in the capital works program for a District Level Playground renewal.

Demolish and provide District Level Playground, picnic, BBQ, access to public toilet and skateable elements.

No change

Half Basketball Court

Co-located with the car park, making it unusable at times. It was last upgraded in 2017 with new line marking and a new backboard and hoop. The court is being routinely maintained and no capital works funding currently forecast.

Create dedicated half/full multi-purpose court. Potential future netball court.

Incorporate basketball court within car park

No change

Spectator Former stage used for events, however due to the noise levels projected toward the residential area, it is no longer used as a stage for events. There is no shade provision

Provide shade to existing structure and provide additional

No change

Attachment 7.1.2



Terrace at this terrace. The existing terrace is being routinely maintained, with funding currently in the capital works program for a new stage/terrace to be constructed.

terrace opportunities for each oval. Main Oval terrace to provide dual purpose as a stage for events.

Buildings/ Structures

Existing Condition Opportunity 1 Opportunity 2 Opportunity 3

Public Toilet There are no publicly accessible toilet facilities at this reserve, creating problems for casual users of the reserve.

The existing toilets are located within the buildings and are only accessible when the buildings are occupied.

There are issues with the current proximity of the AFL/Cricket toilets to the main oval, which is approximately 100m, causing issues for junior members, the elderly and spectators.

Provide additional publically accessible toilet and change rooms between the two ovals to ensure adequate provision for sporting groups and spectators.

Provision of a publicly accessible toilet facility within the AFL/Cricket/Scout Pavilion would provide amenity to the playground.

As option 1 As option 1

Skate Park Max Pawsey Reserve was identified within Council’s Skate Strategy as a Regional Skate Facility, however due to space limitations and site constraints, there is currently no provision for skate within the reserve.

Within an expanded play space and along Magid Drive, there is the opportunity to explore a local level skate facility, with skate and scooter elements and pump track, subject to consultation with local residents.

District and Regional Provision of Skate Facilities is available at Endeavour Hills Town Centre, Ray Bastin Reserve and The Shed, which can be accessed by public transport.

As option 1 As option 1

Attachment 7.1.2



Sports Fields Existing Condition Opportunity

District Level AFL/Cricket Ovals x 2

(1 x turf, 1 x synthetic wicket)

Sprigged with warm season grass in 2009/10 (Secondary Oval) and 2011/12 (Main Oval), however the grass has been overrun by kikuyu grass which is not preferred. The drainage and irrigation systems have not been renewed since 2005. The irrigation system is connected to the rainwater tank to the rear of the Scout Hall which offers minimal supply and is not suitable for the hand hose at the turf wicket.

Both ovals do not currently meet LFDP standards for size and floodlighting requirements.

The Secondary oval is much larger due to the athletics track which has not been marked out since prior to 2008.

The main oval does not currently provide sufficient entry and exit points for events held at the reserve, creating a bottleneck effect and safety issues with large crowds.

Improved drainage and irrigation, which will be aided by a harvesting stormwater to be stored within the reserve and treated through a wetland..

Improved amenity of ovals to complement the reserve’s location in a high-profile area through upgrades such as improved oval entry points for large crowds to enter and exit the ovals for events and white picket oval fencing.

District Level Tennis Courts x 6

(4 x Euro Clay, 2 x artificial grass)

Average condition with some drainage and surface irregularities.

Floodlighting to competition standard.

Fencing was replaced in 2017, however wind is an issue.

No additional courts are proposed for Max Pawsey Reserve.

Incorporate hot shots and/or rebound wall with associated soft landscaping along the residential fence line.

Complete LED court lighting.

District Lawn Bowl Greens x 2

(1 x synthetic, 1 x turf)

Two new synthetic greens have been installed in 2017 and 2019, replacing previous one natural turf and one synthetic turf green. The Lawn Bowls is fenced and presents as segregated from the other facilities within the reserve, which is enhanced by the hedge surrounding the facility. The hedge inhibits passive surveillance opportunities. There have been issues with flooding over the years during 1/100 storm events. Floodlighting to competition standard.

Improve CPTED issues by visually opening up the space to integrate with the reserve through creating view lines around the boundary of the facility. This could be achieved through replacing the perimeter seating with tinted Perspex, when the roof is installed.

Local Athletics Track

(grass)

The informal Athletics Track is not currently used for training or competition. The LFDP ratios demonstrate that there is adequate provision of Athletics Facilities to service the Narre Warren area and surrounds, through Edwin Flack Reserve in Berwick, which services a population of 75,000.

Remove Local Level Athletics from the reserve.

District Level Netball Courts x 2

(Hard surface (options asphalt or syn-pave))

No current provision Should a Senior Football/Netball Club form in the future, the provision of netball courts will be considered at Max Pawsey Reserve

Pathways, connectivity

Existing Condition Opportunities

Shared Use Paths, Internal Paths, Pedestrian connections

Max Pawsey Reserve has a designated path network along the southern boundary (Princes Highway), partially along the eastern boundary (Magid Drive), along Fountain Drive, within the centre of the reserve, connecting Magid Drive to the AFL/Cricket Pavilion and between Fountain Drive and

Improved pathway connections and seating within the reserve and linkages to existing networks.

A circuit path around the perimeter of the reserve would provide a designated route for walking and jogging. An internal network would also provide alternative routes to the

Attachment 7.1.2



Magid Drive, connecting local residents to the Major Activity Centre – Westfield Fountain Gate.

Limited internal pathways or connections to existing path networks. In high rainfall events the existing paths are subject to flooding, causing connectivity, safety and drainage issues. Perimeter circuit path is incomplete.

Limited seating opportunities within the reserve, causing an amenity issue for vulnerable members of the community who require rest points.

The connection between Bunjil Place, Casey ARC and the MAC is impacted by Magid Drive which is currently unsafe for pedestrians to cross due to high vehicle speeds.

shared path and define areas within the reserve and improve connections and interactions to existing facilities.

Connections along Magid Drive to the existing path network along Monash Freeway and along Princes Highway.

All internal paths will need to be built or upgraded to minimum 1 in 10 flood events, including the provision of footbridges to allow year-round use.

Provision of a signalised intersection across Magid Drive to improve the connectivity to Bunjil Place, Casey ARC and the MAC.

Car Parking

Existing Condition

Opportunities

Raven Crescent car park Approximately 180 dedicated unsealed, undefined space, off-street spaces.

Car park width exceeds requirement creating unused space and prohibiting essential infrastructure such as a circuit path.

Underutilised on weekends due to lack of pedestrian connectivity to AFL/Cricket, Scouts and Lawn Bowls facilities.

Aligns to LFDP for Tennis, location not ideal for AFL/Cricket, Lawn Bowls.

Improve the layout, signage and functionality of the car park, including sealed defined off-street parking spaces with overall reduced car park width to allow the provision of a circuit path around the perimeter of the reserve whilst maintaining the amount of spaces.

Improved pedestrian connectivity to each facility throughout the Reserve to the car park.

Fountain Drive car park Approximately 55 sealed off-street spaces.

Car park does not have bus capable drop-off capacity, does not allow for ease of circulation within the space and is shared with a half basketball court.

Reaches capacity during game days, causing overflow to occur namely on Fountain Drive, which causes congestion for local residents.

Does not align to LFDP* – localised under provision for AFL/Cricket by 20 spaces.

Improve the layout, signage and functionality of the car park, including sealed off-street parking for a minimum of 75 cars, with additional capacity for on-street overflow parking for minimum of 35 vehicles.

Ensure bus capable drop off area and improved circulation, entry and exit and removal of shared half basketball court.

Magid Drive car park Approximately 36 sealed and unsealed off-street spaces.

Recently expanded, however regularly reaches capacity and is used by all Reserve users, creating issues for Lawn Bowl patrons.

Does not align to the LFDP* - localised under provision for Lawn Bowls by 14 spaces.

Improve the layout, signage and functionality of the car park, including sealed off-street parking for minimum 25 cars per green, and some on-street parking for overflow.

* The car parking across the three locations provides ample spaces collectively to align with the LFDP, however there are issues with their use, connectivity, form and functionality.

Attachment 7.1.2



Passive Recreation &

Exercise Spaces

Existing Condition

Opportunities

Currently, Max Pawsey Reserve presents primarily as a sports reserve. The opportunity for passive informal recreation is largely restricted to the playground at the rear of the Scout Hall. There is limited provision of seats or picnic tables supporting the reserve, with no public BBQ, toilets or formal perimeter path network throughout the reserve.

Develop an additional passive open space area in the southeast corner of the reserve, comprising a wetland and stormwater harvesting system, seating, shelter, picnic facilities, meeting spaces and potential BBQ facilities, creating a new passive community recreational space for residents, employees and visitors. Demolish and upgrade the Playground to a District Level. Install a dedicated multipurpose court, with potential for uses such as basketball, netball, tennis hit-up wall and climbing wall. There is an opportunity to provide exercise equipment within the reserve, either in one node or throughout the reserve.

Site hydrology, Drainage & Irrigation

Existing Condition

Opportunities

Max Pawsey Reserve is located within a functional flood retarding basin and plays an important role in managing stormwater for the Troups Creek catchment. It is also one of Casey’s highest water using facilities.

The Melbourne Water Main drain, Troups Creek East Branch runs through the centre of the reserve.

The outfall of the reserve, Troups Creek drain, is under capacity due to

the presence of sediment build up, which causes frequent flooding to

occur.

The existing lawn bowls facility located within the reserve interferes with

the primary functionality of the Reserve as a retarding basin by reducing

the flood storage volume capacity. The bowling greens are prone to

frequent flooding and damage due to the flood storage functionality of the

reserve.

Trees and light poles have been placed on the embankment of the

retarding basin, which is not recommended. The existing trees and light

poles on the embankment of the Max Pawsey Reserve risks the structural

integrity of the embankment. In a large storm event failure of the

embankment will mean flooding of the Princes Highway which will

significantly impact the road network and downstream residential and

business precincts.

There is also poor irrigation on both ovals, causing increased maintenance

of playing surfaces and sporting ovals. Drought conditions and water

restrictions are also having a significant impact on Council’s capacity to

maintain playing surfaces at the reserve.

Harvest stormwater to be stored within the reserve and treated through a wetland. The wetland would treat the stormwater runoff as well as improve site amenity. In addition to the environmental benefits of a wetland, it would also offer benefits through recreation, education and amenity for the community.

Stormwater Harvesting for irrigation of the Max Pawsey Reserve will minimise reliance on drinking water and maintenance and ensure greener open space is available for community to play and use all year round. The ovals are due for drainage and irrigation upgrades, with a project currently nominated in Council’s Capital Works Program.

The creation of a network of WSUD landscape features would also allow stormwater

runoff to be retained and treated onsite prior to discharging into the Troups Creek

Drainage system, including within the car parks.

Formalise the creek that runs through the reserve, to act as an ephemeral creek with secondary benefits such as education, interaction, play and safety.

Attachment 7.1.2



Vegetation & Urban

Ecology

Existing Condition

Opportunities

A feature of Max Pawsey Reserve is the mature native eucalypt trees around the perimeter and exotic Oak trees within the reserve, some of which were planted as a memorial to the seven firefighters from the Narre Warren Fire Brigade that perished at Upper Beaconsfield during the Ash Wednesday bushfires in 1983.

There is currently insufficient provision of natural shade, particularly along pedestrian connections and within the playground space.

Some of the vegetation within the reserve also restricts natural surveillance which reduces sightlines, passive surveillance opportunities and shade.

Retain all significant Oak Trees planted in memoriam of the Ash Wednesday bushfires.

There are opportunities to enhance the provision of natural shade especially along pathways and within the playground space with improved landscaping to achieve a minimum of 30% canopy cover.

The existing trees will be assessed on an individual basis to ensure surveillance and shade opportunities and maximised, whilst maintaining the health of the trees, in accordance with the Urban Forest Strategy.

Signage & wayfinding

Existing Condition

Opportunities

The reserve also has a stone entry memorial feature on the corner of the Princes Highway and Magid Drive that is hidden by vegetation and a number of other memorial plaques that need to be retained.

There is currently no orientation signage and minimal internal signage and wayfinding to navigate users around the reserve.

The reserve has a number of plaques and a stone wall memorial dedicated to the Ash Wednesday Bushfires and local lives lost.

There is an opportunity to provide orientation signage at main entrances, providing wayfinding signage throughout the reserve and road signage identifying the reserve, which is aligned with Council’s current Branding Guideline.

There is also an opportunity to enhance and reinvigorate the stone wall entry feature and incorporate similar features throughout the reserve, especially at other key entry points, similar to the success of the Hallam Valley Trail wayfinding and signage.

Retain all plaques and the stone wall memorial dedicated to the Ash Wednesday Bushfires which are located at the reserve.

Events

Existing Condition

Opportunities

There are currently two events that take place at Max Pawsey Reserve, Melbourne Street Eats and Carols by Twilight. Due to the volume of people who attend these events, the ovals, internal pathways, signage and car parking need to be able to cope. Currently patrons climb fences to enter the oval, or walk long distances to find an entry point, creating bottleneck issues.

A temporary stage also needs to be constructed to host the Carols event on the main oval, which is costly for Council to do on an annual basis.

Incorporate a stage into main oval terracing.

Replace oval fencing with traditional white picket fencing to improve the visual amenity of the space, with multiple entry points on to the ovals to allow safe entry and exit by patrons of all abilities during events.

Attachment 7.1.2



Public Art

Existing Condition

Opportunities

Max Pawsey Reserve does not currently have any public art, which can influence the reserve having an identity and sense of place.

There is an opportunity to enliven Max Pawsey Reserve through Council’s Arts Acquisition Policy 2018.

The Policy states that Public Art in the City of Casey is funded through the Percent for Art allocation based on 1% of total capital works budget for Council run infrastructure projects, both new and renewal works, over $3 million that can be expended within the project envelope or at other agreed upon location with Casey.

Where works at a development site are staged, an overarching strategic approach at the commencement of the project will be undertaken to consider the timing and location of artwork across the entire development site.

Lighting

Existing Condition

Opportunities

Raven Crescent car park There is only a single incandescent overhead light along the fence line of the Tennis court. The current light is partly covered by vegetation. A light reading was taken directly under the existing light with a result of 0 Lux.

Solar powered lighting has been installed either side of the gravel car park which has been assessed as inadequate Lux.

Lighting levels were measured with the following results:

o Directly under each light pole – 9 Lux

o 5 metres away from light pole – 0 Lux

A complete review of existing lighting be conducted to identify all areas of concealment through poorly positioned or insufficient lighting and a lighting plan be prepared.

Lighting design to support the recommended CCTV coverage of the area.

Lighting to be of appropriate quality, quantity and luminosity level to allow clear identification of persons and hazards (at least 20 lux).

Lighting to align with Australian Lighting Standard AS/NZS 1158 relevant to crime reduction.

All current lighting to be regularly maintained.

Vegetation to be trimmed to improve natural surveillance and improve lighting efficiency.

Install lighting along pedestrian access that links Magid Drive and Fountain Drive.

Future shared paths to have adequate lighting and vegetation clearance to achieve natural surveillance.

Fountain Drive car park

Lighting around the perimeter of the AFL/Cricket pavilion was assessed as appropriate however lighting at the rear of Scout Hall and the rear of the storage/scoring facility is poor.

Magid Drive car park

The lighting in the vicinity of the central pedestrian access that links Magid Drive with Fountain Drive and Bowls Club car park is insufficient.

This path has 3 incandescent lights. A light reading of 9 Lux was obtained when standing directly under each light pole, however most sections of the path recorded a reading 0 Lux.

Pedestrian Links

The pedestrian access that links Magid and Fountain Drives has no lighting.

Attachment 7.1.2



Safety

Existing Condition

Opportunities

CCTV The reserve has 6 CCTV cameras which cover the main pavilion to monitor anti-social behaviour and criminal activity. Storage of CCTV footage is kept on site and live monitoring is available to the club presidents.

An upgrade of CCTV throughout Max Pawsey Reserve to maximise coverage be considered.

Upgrade to provide additional cameras around the reserve’s buildings, the Main Pavilion car park, the tennis club car park and the overflow car park for Bunjil Place.

The placement, type and number of cameras should be aligned to the objectives for that location. These objectives as per ‘The National Approach to Closed-Circuit Television, March 2012’ are applicable for Max Pawsey Reserve.

Buildings and Structures

Main Football/Cricket Pavilion and Scout Hall with large number of concealment opportunities. Incidents of antisocial activity in concealed areas around pavilion.

During any pavilion upgrades/improvements to surrounding buildings, upgrades should include CPTED features to minimisation opportunities for concealment. If budgets allow, remove the large above ground water tank and have the water tank installed underground to remove this concealment opportunity.

Vegetation Some vegetation within reserve restricts natural surveillance which reduces sightlines from abutting roadsides.

The existing trees will be assessed on an individual basis to ensure surveillance and shade opportunities and maximised, whilst maintaining the health of the trees.

Attachment 7.1.2


EXAMPLES

LEGEND1. Public deck wIth picnic shelters, seating and outdoor meeting spaces

2. New shared path connections

3. Wetlands to clean storm water runo�, provide habitat for bird and aquatic life and

mitigate water logging issues

4. Ramp access

5. Formalised carpark

6. New tennis pavillion with parking including accessible bays at the entry area

7. New path access from bus stop

8. New paved surrounds and seating for tennis courts

9. New hit up / practice wall / hot shots court

10. Terracce seating for spectator view

11. High �ow drainage weir

12. Relocated cricket practice nets

13. Low �ow creek bypass to wetland

14. High �ow bypass swale

15. Constructed maintenance vehicle crossing

16. Modi�ed spectators terracce seating

17. New amenities to include toilets/change, scorers and store

18. ‘Events’ stage

19. New bridge crossings

20. Reconstructed natural creek

21. Explore opportunities for new district level multi-purpose pavilion

(AFL/Cricket/Scouts)

22. New community lawn area

23. Formalised carpark with increased parking numbers

24. Recreational basketball and netball court

25. Outdoor �tness eqipment

26. Junior pump track for scooters, bikes and skating

27. Path access from the street

28. New playground with picnic shelter, seating, bbq, and multi age play equipment

29. Explore opportunities for new local level skate park

30. Formalised parking

31. Bowling club with new roof

32. Recon�gured parking with increased numbers

33. New electronic scoreboard

34. Bridge access and terrace seating for specatorts

35. Gateway art piece on Patrick N/E Drive

36. Future signalised or treshold pedestrian crossing

37. Upgrade of existing footpath

37. Garden bed along boundary fence with low-lying grasses

38. Raised deck terrace with shade and seating for spectators

39. Goal netting

40. Existing Scout Hall

Magid Drive connection

Short loop trail 1km

Long loop trail 1.5km

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MAX PAWSEY RESERVE MASTERPLANJanuary 2020

Naturalised creek

Loop trails, signage & lighting

Increased seating options

Outdoor gym and basketball court

Boardwalks

District level playground

Proposals are indicative only and are subject to detail design,

service authorities approvals and budget.

Artist impression

N

Attachment 7.1.2



11. Implementation and Cost Plan

An implementation plan has been developed to outline proposed project priority order, staging, possible timelines for delivery and funding sources, over a 20-year period. The stream in which the required budget would be sought is to be determined and could consist of the following avenues:

· Capital investment (rates, loans, reserves)

· Grant contribution

· Minor Capital Works

· Private partnerships

The priorities are based on the following:

Short Term 0 – 5 years

Medium Term 6 – 10 years

Long Term 11 – 20 years

Project Cost Estimate Timing

AFL/Cricket/Scouts

Main oval improvement works including white picket fencing $ 300,000 Short

New dual-purpose building to include toilets/change, scores and store $ 455,000* Short

Cricket practice nets $ 50,000* Short

New electronic scoreboard $ 50,000* Short

Modified spectator terrace seating to include timber over seating $ 20,000 Short

Explore opportunities for a dual-purpose major facility incorporating sporting pavilion, community room, scout hall and public toilets with external access from the community lawn

$ 4,560,000 Medium

Tennis

New tennis pavilion with associated parking including accessible bays at entry area $ 1,261,000* Short

New tennis hit-up / practice wall $ 75,000 Short

Attachment 7.1.2



Lawn Bowls

New roof over both greens $ 1,440,000* Short

Lawn Bowls Pavilion Renewal $ 694,900* Short

Wetland/WSUD Features

Public deck with seating and outdoor meeting spaces $ 1,080,000 Short

Wetlands to clean stormwater runoff, provide habitat for bird and aquatic life and mitigate water logging $ 2,500,000* Short

Reconstructed natural creek including vegetation and rockwork $ 1,314,000 Long

Outdoor shelters to public deck $ 54,000 Short

Bridge access and terrace seating for spectators $ 105,000 Short

Connectivity

New shared path connections and paved hardstands around buildings $ 1,100,000 Short

Misc. including handrails, tactiles, signage etc. $ 100,000 Short

Terrace seating for spectator viewing $ 50,000 Short

New bridge crossings $ 450,000 Short

Pedestrian links project (Magid Drive) $250,000* Short

Play and Fitness Spaces

New community lawn area $ 40,000 Short

Multi-court $ 100,000 Long

Outdoor gym $ 70,000 Long

Junior pump track for scooters, bikes and skating $ 150,000 Medium

New playground with picnic shelter, seating, BBQ and multi age group play equipment $ 300,000

($187,600*)

Short

Explore opportunities for a new local level skate park $ 250,000* Medium

Carparking

Formalised car park along Princes Highway $ 424,000* Short

New formalised carpark with increased numbers along Fountain Drive $ 300,000 Short

New reconfigured parking with increased numbers and WSUD drainage along Magid Drive $ 160,000 Long

Attachment 7.1.2



Seating

Bench seating $ 32,000 Short - Medium

Custom seating $ 25,000 Short - Medium

Shade

Vegetation including new tree planting $ 150,000 Short - Medium

Events

Stage $ 25,000 Short

Public Art

Gateway art piece on Patrick N/E drive $ 100,000 Medium

Safety

Pedestrian lighting $ 80,000 Short – Medium

Lighting Improvement Program $53,080* Short - Medium

Total Cost

(Including 10% contingencies) $ 19,984,778

*Projects that currently exist within the 10-year Capital Works Program or alternate funding stream (subject to revised costings and approved annual budget).

Attachment 7.1.2



12. Document History

Date Approved Change Type Version Next Review Date

Attachment 7.1.2



7.2. ARTS AND CULTURAL ADVISORY COMMITTEE TERMS OF REFERENCE

Officers’ ReportsArts & Cultural Advisory Committee Terms of Reference ITEM: 7.2.

Ward: NACommunity LifeArts and Cultural Development Colette McMahon

Purpose of Report: To inform Council of the review of the Arts and Cultural Advisory Committee Terms of Reference.



Executive Summary

The Arts and Cultural Advisory Committee Terms of Reference have been revised to conform with Council’s current Terms of Reference template, in accordance with Council’s Advisory Committee Policy and in preparation for the calling of Expressions of Interest to join this Committee due to a number of members ending their term.

Background

The Arts and Cultural Advisory Committee was established in 2003 and currently membership consists of a Councillor delegate and 15 members, representing a diverse range of arts and cultural interests in the City of Casey. The purpose of the Committee is to provide Council with informed feedback and advice about local arts and cultural issues and the implementation of arts and cultural related policies and strategies.

On 3 September 2019 Council revised the Advisory Committee Policy and the template for Advisory Committee Terms of Reference. The current Arts and Cultural Advisory Committee Terms of Reference, as adopted on 5 June 2019 have been re-drafted in accordance with Council’s current template and policy.

This revision, Arts and Cultural Advisory Committee Terms of Reference (Attachment 1), is only to update the Terms of Reference to be consistent with the current Council template. The intent, purpose and membership of the Arts and Cultural Advisory Committee have not been amended.

The Terms of Reference have been revised in preparation for the opening of nominations to the Arts and Cultural Advisory Committee.


There are no financial implications associated with this revision of the Arts and Cultural Advisory Terms of Reference.




Conclusion

The Arts and Cultural Advisory Committee Terms of Reference have been revised in accordance with Council’s Advisory Committee Policy and only to the extent of updating the Terms of Reference to be consistent with the current template.

The review is required in preparation for the opening of nominations to the Arts and Cultural Advisory Committee.

Attachments

1. ATTACHMENT 1 - Terms of Reference 2020 - Arts and Cultural Advisory Committee [7.2.1 - 6pages]

Recommendation

That Council endorse the Arts and Cultural Advisory Committee Terms of Reference as outlined in Attachment 1.

Arts and Cultural Advisory Committee

Terms of Reference

CASEY.VIC.GOV.AU

Approval Body: Council

Endorsement Date: 17 March 2020

Council Plan Reference: Objective 2: A Place to Prosper. The destination for arts, culture, sport and leisure that attracts visitors and brings communities together.

Current Version: 17 March 2020

Compulsory Review Cycle:

Bi-annual

Review Date: March 2022

Responsible Department: Arts and Cultural Development

Relevant Legislation: Local Government Act (1989)

Relevant Council Documents:

Advisory Committee PolicyArts and Cultural Development Strategy 2018-2022

Breaches: As outlined in Council’s most current Advisory Committee Policy.

ECM ID: Add here

Attachment 7.2.1


Policy Name (Version No.)

Page 2 of 6

1. Purpose

The City of Casey represents a diverse creative community and supports a broad view of arts and cultural expression and participation. Council values arts and culture for its contribution to community strengthening, wellbeing and the local economy.

The City of Casey Arts and Cultural Advisory Committee members represent the community in an advisory role to Council. Committee members provide knowledge and diverse perspectives about creative practice, activities and events relevant to the municipality, the Council Plan and Arts and Cultural strategies and policies.

2. Objectives

The objectives of the Committee are to:

Keep Council informed of emerging needs or issues representative of the arts and cultural community

Facilitate communication between community representatives and Council in arts and cultural related disciplines

Contribute to discussions regarding Council’s priorities for arts and cultural development within the municipality, consistent with Council’s strategies and policies

Contribute to the periodic review of Council’s arts and cultural strategies, policies, programs and services

Contribute to the development and enhancement of a strong, recognisable public profile for the arts in Casey

Council will ultimately determine the matters having regard to the advice of the Arts and Cultural Advisory Committee.

3. Definitions

Key term DefinitionCouncil means Casey City Council, being a body corporate constituted as a

municipal Council under the Local Government Act 1989.

Councillors means the individuals holding the office of a member of Casey City Council.

Council officer means the Chief Executive Officer and staff of Council appointed by the Chief Executive Officer.

Arts and cultural expression

Considered in its broad meaning, the arts and cultural expression can include a range of activities and interests by groups and individuals including, but not limited to, all types of performance, singing, music, sound, dance, visual arts, crafts, design, architecture, literature, photography, film and digital creations.

Arts and cultural participation

There are numerous ways in which people in Casey participate in the arts; as passive observers, audience members, appreciators, supporters, administrators, group members, students, teachers, enthusiasts, creators and performers, professionals and businesses.

Attachment 7.2.1



Page 3 of 6

4. Role of the Art and Cultural Advisory Committee

The Advisory Committee has an advisory role. It provides advice to the City of Casey on the arts and cultural needs of the community as they relate to the implementation of arts related strategies and policies, and in conjunction with Council’s most current Advisory Committee Policy.

5. Membership and Term of Appointment

Membership comprises:A Councillor appointed annually at the Special Council Meeting for election of the Mayor; and A core membership of twelve (12) community representatives reflecting:

a diverse range of interests and experience, to provide a balance of arts and cultural disciplines and creative industries including but not limited to the performing arts, visual arts, and literary arts;

representation of all levels of involvement including recreation and professional;

the demographics of the municipality; and

the geographic diversity of Casey.

Additional members may only be added to the Advisory Committee by Council.Additional persons may be invited to attend meetings at the discretion of the Advisory Committee.All members represent the community interest and not individual or sectional interests.Council’s nominated Councillor will be the Chairperson. In the event of the Chairperson being unable to attend a meeting, the alternate delegate will act in their place. Where no Councillor is present, the Committee will appoint a Temporary Chairperson for that meeting.

6. Appointment of Committee

Committee members shall be appointed by resolution of Closed Council, following recommendation by the Committee.

New members will be required to undergo an induction process as soon as possible after their appointment to the Committee.

7. Community Member Selection Process

Community representatives shall be selected through a nomination process that is advertised in local newspapers, on Council’s website, Facebook page and other relevant electronic forums as deemed appropriate, and through networks relating to the Committee’s areas of interest.

An assessment panel of all delegated Councillors and two Council officers will recommend on the selection of representatives to fill the membership of the new Arts and Cultural Advisory Committee. Future assessment panels will revert to the following: An assessment panel of at least one delegated Councillor and two community members of the Committee.

All recommendations regarding the filling of vacancies will be submitted in a report by Council officers to a Closed Council meeting for determination.

Attachment 7.2.1



Page 4 of 6

Community membership on the Arts and Cultural Advisory Committee will be based on the following criteria. Members must:

have an association with and understanding of the arts and cultural aspects of the Casey community;

have familiarity with Council’s arts related policies, and a knowledge of Council’s current arts and cultural activities and events;

demonstrate capacity to consider the direction of cultural opportunities in a fair and equitable manner; and

be able to work as part of a team.

All new members will be formally introduced at community arts events where appropriate.

8. Membership Voting Rights and Decision Making

For voting purposes, the Chairperson shall accept motions duly moved and seconded by members of the Committee, with the vote taken by a show of hands. Council officers and guests are not members of the Committee and do not have voting rights. Councillors who are not members may attend as observers but are not entitled to vote.

A quorum of members is not less than fifty percent of the number of members of the Committee who are entitled to vote. If a quorum is not present within half an hour after the scheduled commencement time of the Committee meeting, the meeting is to be abandoned.

Consensus decision making is preferred. However, all members are entitled to vote and a matter may be voted upon at the discretion of the Chairperson, who shall have casting vote in the event of an equal number of votes.

9. Chairperson

The position of Chairperson shall be filled by a Councillor and rotated between all nominated Councillors. In the event of a Councillor not being in attendance, the Committee will appoint a temporary Chairperson for that meeting.

10. Administration and Reporting of Minutes and Recommendations to Council

All secretariat tasks for the Committee will be undertaken by Council officers appointed by the relevant department manager.

All minutes of the Committee meetings will be presented to Council at the earliest available Council meeting. Council officers will prepare a report to accompany the minutes of each meeting.

Agendas and minutes of previous meetings shall be forwarded to members at least five working days before the meeting.

Attachment 7.2.1



Page 5 of 6

11. Assembly of Councillors

An Advisory Committee with one or more Councillors present (whether members of the Committee or not) becomes an Assembly of Councillors, in accordance with Section 3 (1) of the Local Government Act. The minutes or notes of the meeting must be reported to the next meeting of Council. Councillors must comply with the Councillor Code of Conduct.

12. Volunteers

Advisory Committee members other than Councillors are volunteers. Following appointment by resolution of Council, they must sign a declaration that they will abide by any guidelines approved by the Chief Executive Officer to cover the conduct of volunteers, including the avoidance of conflicts of interest; and undertake training and skills development as required.

Council’s Code of Conduct for volunteers must also be complied with. A copy of the Code must be provided to all new members.

Volunteers must also comply with the City of Casey Trademark Behaviours: Show Respect, Take Responsibility, Be Positive, Listen and Respond, Think Things Through.

13. Sub-committees and Working Groups

Membership of sub-committees and working groups is limited to members of the Committee. Sub-committee and working group meetings are not minute, but a report back is incorporated into the Committee minutes which are reported to Council.

14. Conflicts of Interest

If a member or attending Councillor has a direct or indirect conflict of interest (i.e. interest by close association, financial interest, conflicting duty, personal gain or loss, or future interest as stated in Section 77A and 77B of the Local Government Act) regarding an item to be considered or discussed by the Committee, the member or attending Councillor must disclose this to the Chairperson if they are attending the meeting.Once a declaration of either direct or indirect conflict of interest has been made, the member or attending Councillor must leave the room and remain outside until the conclusion of the relevant discussion. The time of leaving the meeting room and the time of their return must be recorded in the minutes or notes of the meeting. If a member of the Committee nominates for Council elections they must stand down from their Committee position from the time of declaring they have nominated until the result of the election is announced.

15. Limitations of Authority

The Arts and Cultural Advisory Committee has no authority to:

Expend moneys on behalf of Council

Commit Council to any arrangement

Consider any matter outside its area of reference

Direct Council officers in the performance of their duties.

Attachment 7.2.1



Page 6 of 6

16. Publicity

Committee members, except for the Chairperson, must not make statements to the media or on social media about Council business or items discussed by the Committee. Instead, all media enquiries should be referred to Council’s Communications Department for response (as per Council’s Code of Conduct for Volunteers). The City of Casey, by resolution of Council, may terminate a member’s term for making any statement to the media or on social media.

17. Responsibilities

Who What

Governance Department Guidance on Advisory Committee policy and practice

Arts and Cultural Development Department

Advisory Committee coordination, administration and reporting

18. Breaches

Breaches will be dealt with under the provisions in City of Casey Advisory Committee Policy.

The City of Casey, by resolution of Council, may terminate a Committee member’s term for breaching rules including those referenced in these Terms of Reference under the headings; volunteers, conflicts of interest and publicity.

19. Relevant Forms

Title LinkNA

20. Document History

Date approved Change Type Version Next Review Date

Attachment 7.2.1



7.3. ARTS AND CULTURAL ADVISORY COMMITTEE MEETING MINUTES 9 DECEMBER 2019

Officers’ ReportsArts & Cultural Advisory Committee Meeting Minutes ITEM: 7.3.

Ward: NACommunity LifeArts and Cultural Development Colette McMahon

Purpose of Report: To provide Council with the minutes of the Arts and Cultural Advisory Committee meeting held on Monday 9 December 2019.



Executive Summary

Attached are the minutes of the Arts and Cultural Advisory Committee meeting held on 9 December 2019 at Bunjil Place, Narre Warren. This report and the attached minutes of the Arts and Cultural Advisory Committee are presented in accordance with this Committee’s Terms of Reference which state that a report summarising the activities and key achievements of the Committee are to be presented to Council.

Background

The Arts and Cultural Advisory Committee was established in 2003 and is made up of 15 community members, representing a diverse range of arts interests in the City of Casey and a Councillor delegate. The main purpose of the Committee is to provide Council with informed feedback and advice about local arts and cultural issues and the implementation of arts related policies.

The role of the Arts and Cultural Advisory Committee is:

To provide informed local community input to key Council policies which will affect arts and culture. To keep Council informed of the artistic and cultural needs of the community. To comment on priorities for arts and cultural development within the municipality. To facilitate communication between community representatives and Council in arts and cultural

related disciplines. To contribute to the ongoing review of Council’s arts and cultural programs and services. To contribute to the development and enhancement of a strong, recognisable public profile for the

arts in Casey.

Meetings of the Committee are chaired by one of the two Delegates to this Committee, Cr Wayne Smith, with Cr Amanda Stapledon as the Alternate Delegate.

Items of Note

The Committee discussed items of note including:

One-off Public Liability Insurance for artists involved in Council run projects. Overview on the former City of Casey website artist register. Supporting the community to capture their own images and videos of arts and cultural activities.


Update on the survey feedback from the 2019 Winter Arts Festival. 2020 Winter Arts Festival working group.


There are no financial implications.



Conclusion

The City of Casey Arts and Cultural Advisory Committee continues to play a valuable role in providing Council with informed advice regarding community expectations in relation to local arts and cultural issues and strengthening the relationship between Council and Casey’s community.

Attachments

1. ATTACHMENT 1 - Arts and Cultural Advisory Committee Minutes 9 December 2019 [7.3.1 - 4pages]

Recommendation

That the minutes of the Arts and Cultural Advisory Committee meeting (Attachment 1) of9 December 2019 be noted.

Arts and Cultural Advisory Committee Meeting Minutes

Held in the Wurundjeri Meeting Room, Bunjil Placeon Monday 9 December at 5.30 pm

1. Welcome

“The City of Casey proudly acknowledges the traditional owners, Casey’s Aboriginal communities and their rich culture and pays respect to their Elders past, present and future. We acknowledge Aboriginal people as Australia’s first peoples and as the traditional owners and custodians of the land on which we work and live”.

The Arts and Cultural Advisory Committee is dedicated to guiding and supporting the City of Casey’s strategic plan for the arts. The Committee will focus on the key areas of Great Art, Great Artists, Engaged Audiences, Connected Community and A Vibrant Society and Culture.

Chair: Cr Wayne Smith

Present: Cr Wayne Smith, Susan Bergman, Dena Aljamal, Barbara Joseph, Di Lockwood, Gino Ciancio, Jennie Toyne, Jill Robins, Joy Sellars, Nia McMartin, Sohail Yamin, Verity Bosanquet, Melissa Hayes (Arts Development Officer), Brian Coghlan (Head of Operations & Production).

Apologies: Robin Batt (Head of Programming, Bunjil Place), Chantelle Riordan, Charitha Dissanayake, Stephanie Sacco, Revati Ilanko,

Absent: Bernadette Reynolds

Minutes: Georgia Cribb

2. Declaration by Councillors and Council Officers of Conflict of Interest or Personal Interest pursuant to Section 79 and 79B of the Local Government Act 1989.

3. Confirmation of the minutes of previous meeting

Moved by Sohail Yamin; Seconded by Jill Robins.

4. Business arising from the minutes of the previous meeting

One-off Public Liability Insurance for artists involved in Council run projects – Georgia Cribb

GC confirmed that the City of Casey offers public liability for a one-off event for a fee of $25. This service is currently used at Council events for performers and stallholders and it is very popular with the performing arts. GC also recommended that as part of its services to members, the National Association for Visual Artists offers a range of insurances for individual artists.

Action: GC to forward Council’s one-off Public liability application form.

Attachment 7.3.1


Overview on the former City of Casey website artist register – Georgia Cribb

GC investigated the former artist register on which used to be part of the City of Casey’s website. There was limited opportunity to reinstate this service on the new City of Casey site. Nia McMartin generously offered to scope the possibility of hosting this service on Casey Radio’s new website which is currently under development. ACAC members specified the need for artists to be able to upload and manage their own content to the artist register.

Action: GC to investigate a partnership with Casey Radio to deliver the Casey artist register.

Supporting the community to capture their own images and videos of arts and cultural activities – Georgia Cribb

GC outlined the range of professional development opportunities run by the team in recent years which had included documenting work. Melissa Hayes had organised a photography opportunity for all participating artists exhibiting in the 2020 Artspaces Program.

Action: Melissa Hayes to note this area of interest for extra professional development seminars in 2020.

Share City of Casey award information into the new online forum for the Committee – Georgia Cribb

Prior to his departure Simon Doyle shared this information via the Casey Conversations forum.

Update on the survey feedback from the 2019 Winter Arts Festival – Georgia Cribb

GC shared some highlights from the 2019 Winter Arts Festival, as prepared by Tania Smith who managed this year’s festival. Some key achievements include:

The 2019 Winter Arts Festival included more than 80 events and was the sixth year the festival had expanded to three months, with audiences estimated at over 132,000 people. The following feedback was received via participant surveys:

Building loyal audiences to the arts in Casey

Over 80% of people surveyed regularly, often or sometimes attend arts events or activities in the City of Casey.

100% of people surveyed would attend a City of Casey arts event again after attending the festival.

Building connections and belonging in the community

Over 60% of respondents had the opportunity to meet and get to know someone new at the Winter Arts Festival event they attended.

Feeling happy, healthy and inspired from participation in the arts.

Over 90% of respondents felt creatively inspired after attending the event

Action: GC to circulate the report to ACAC members

Attachment 7.3.1


Casey Conversations forum for ACAC – Georgia Cribb

Simon Doyle actioned the implementation of the new Casey Conversations forum.

2020 Winter Arts Festival working group – Georgia Cribb

This group will be reconvened in the new year when an appointment is made for the Arts Programming Officer.

1. General Businessward for excellence due to his service to the community

1.1 Introducing Brian Coghlan, Head of Operations and Production

Brian Coghlan was introduced to the Committee as the Head of Bunjil Place Operations and Production. Brian provided an overview about himself and his role at Bunjil Place.

Brian talked about the balance of programming in the theatre and studio.

Susan Bergman extended her thanks to Brian for the quality services offered during their recent hire experience.

Jill sought to extend thanks to Robin Batt for the Bunjil Place performing arts education program as she no longer needs to leave the region to provide the best quality experiences that are linked to the curriculum for her students.

Cr Smith raised two issues for action by the Bunjil Place team. The first was in relation to the interval experience for patrons, where opportunity for socialising was impacted by the time spent queuing. Pre-orders need increase marketing and where possible the café should be opened during interval.

Cr Smith also encouraged the team to ensure that when the venue is hired, the internal screens should be ‘taken over’ with related signage.

The Concierge also need to deepen their engagement and knowledge of what’s on across the precinct.

1.2 ACAC nominations

The following ACAC members terms conclude in February 2020:

Bernadette Reynolds Chantelle RiordanDena AljamalDi LockwoodDr Barbara JosephGino CiancioJennie ToyneJill RobinsRevati IlankoSohail YaminSusan Bergman

Attachment 7.3.1


ACAC members who conclude in June 2021:

Charitha DissanaykeJoy SellersStephanie SaccoTannia (Nia) McMartinVerity Bosanquet

Nominations will be called in January 2020. GC encouraged members to consider reapplying.

Action: GC to circulate EOI for ACAC membership for 2020-2022

2. Urgent items without notice

Nia McMartin raised two items for discussion by ACAC members. The first was the utilisation of the Big Screen for film screenings, particularly through a possible partnership with the Melbourne International Film Festival.

Expanding upon the running Agenda item to foster live music opportunities in Casey, Nia discussed a plan to have local performers monthly at Casey Radio. Nia recommended that in partnership with Casey Radio, Council staff seek to meet with Music Victoria to discuss ways of increasing support for live music in the region.

Action: GC to invite Music Victoria to Bunjil Place and Casey Radio to be invited to attend.

3. Next Meeting

Monday 30 March 2020. SET FOR 2020????

4. Time of meeting closure

7.10 pm

Attachment 7.3.1



7.4. 2020 CEO PERFORMANCE PLAN

Officers’ Reports2020 CEO Performance Plan ITEM: 7.4.

Ward: NACorporate Services Governance Holly de Kretser

Purpose of Report: To make administrative amendments to the CEO Performance Plan


3. A High Performing Organisation3.2 An efficient and effective customer focused Council with sufficient resources to meet priorities

Executive Summary

The Council is responsible for adopting an annual performance plan for the CEO which stipulates performance objectives The City of Casey has engaged an independent person to assist Council in conducting CEO performance reviews.

The 2020 CEO performance plan was adopted by Council on 7 November 2019. The plan and scheduled review are currently misaligned to corporate reporting schedules, and the employment cycle of the CEO, Glenn Patterson. The adopted salary increase also did not align to the CEO anniversary dates and this report also seeks to correct this.

This report seeks to correct these administrative anomalies.

Background

The 2019/20 performance plan for CEO, Glenn Patterson was adopted in Closed Council on 7 November 2019.

The 2020 CEO performance plan focuses upon three strategic objectives: Council

o Preparing for Council electionso Evolving council related media

Economic and Regional Developmento Implementing Council’s strategic land development programo Leading regional collaboration

High Performing Organisationo Reporting on community facing service review outcomes and the revised organisation operating

modelo Improving delivery of capital work projects and developer contribution funded projectso Scoping and planning major community infrastructure

At present, the CEO Performance Plan is scheduled for reviews in April and August 2020. By adopting changes presented in Confidential Attachment 1, the CEO performance plan would be aligned to quarterly reporting schedules and subsequently reviewed in April, July and October 2020.


A 2021 performance plan would be developed post the October 2020 Council elections and be presented to Council for adoption.


The Council on 7 November 2019 resolved to increase the CEO remuneration by 2.5% consistent with the staff Enterprise Bargaining Agreement. Following discussion with the Mayor and Municipal Monitor, this report seeks to align the increase with the CEO anniversary date of 17 September.



Conclusion

The CEO performance plan presented as Attachment 1 is an output of collaborative work between all councillors and the CEO of the City of Casey. The administrative amendments to the review cycle has no bearing on the agreed performance objectives or timelines.

Attachments

1. Confidential Attachment 1 [7.4.1 - 1 page]

Recommendation

1. That Council make the administrative changes to the CEO Performance Plan as perConfidential Attachment 1.

2. That the increase to CEO remuneration adopted by Council 7 November 2019, be backdatedto align to the CEO anniversary date of 17 September 2019.

Confidential Attachment

ITEM: 7.4.

2020 CEO Performance Plan 2020

In accordance with section 77 (2)(c), the information in this attachment has been deemed confidential information by the Chief Executive Officer under section 89(2)a and 89(2)d of the Local Government Act

1989 as it contains personnel matters and contractual matters.

Attachment 7.4.1



7.5. CT000541 - MAINTENANCE OF PROMINENT PARK

Officers’ ReportsCT000541 - Maintenance of Prominent Park ITEM: 7.5.

Ward: NACity Planning and Infrastructure City Presentation David Richardson

Purpose of Report: To obtain approval for Council to consider awarding Contract No. CT000541 for Maintenance of Prominent Parks in Casey.


2. A Place to Prosper2.3 A city that sustainably plans and manages growth while protecting its diverse landscape

Executive Summary

Council seek to award the tender for Contract No. CT000541 for Maintenance of Prominent Parks for two years commencing in 2020 to Urban Maintenance Systems Pty Ltd for the sum of $580,203, being for lump sum in year one commencing on 2 March 2020 plus for schedule of rates works.

Background

Contract CT000541 is for the maintenance of prominent parks.

Contract Period

Casey currently has 42 high profile parks (“prominent parks”). Prominent parks are defined by:

a high community usage with significant assets in them, such as regional playgrounds, BBQ shelterslandscaping and garden beds etc, or

are in high profile areas, such as the commercial centres.

Council has an existing contract to maintain the prominent parks, that is supported with internal crews to maintain the highest profile landscaping. The existing contract ends this 1 March 2020. Hence tenders were called for a fixed two (2) year term with no provision of price indexation. The assets covered by this tender are due to be subsumed within a larger Contract in March 2022 to include all of Casey urban parks. The larger Contract is due to be retendered in late 2020.

Tenderers Received

Tenders closed on 18 December 2019 and five (5) proposals were received from the following tenderers:1. Citywide Service Solutions Pty Ltd trading as Citywide2. Landscape Solutions Maintenance Pty Ltd3. Programmed Property Service Pty Ltd4. Skyline Landscape Services (VIC) Pty Ltd5. Urban Maintenance Systems Pty Ltd


Collaborative Initiative

This tender is for a limited period of two (2) years. It will then be rolled into a larger new contract which will be timed to coincide with the tender period of neighbouring Councils with a view to collaborative arrangements.

Tender Scope

The Contract requires the delivery Council’s maintenance program for prominent parks, in a competent and responsive manner, including the following functions:

1. inspection and clearing of Sites and Perimeters;2. mowing grass surfaces;3. trimming grass edges;4. maintaining garden beds, including formative pruning;5. tree branch collection and disposal or reporting;6. maintaining paths and hardstand areas free of weeds;7. maintaining paths and hardstand areas clear of shrubs, ground cover and tufted grasses;8. treating broadleaf weeds in grassed surfaces;9. planting of shrubs, ground covers and tufted grass.

Submission Conformance Summary

No tender proposals were deemed non-conforming.

Tender Evaluation Panel

The tender evaluation panel consisted of:

1. David Richardson, Manager City Presentation2. Brendan Lange, Team Leader Landscape Services (Chair)3. Andrew Mulholland, Community Facilities Landscape Coordinator4. Georgina Christopher, Team Leader Procurement5. Stephen Wyatt, Independent Panel Member

Conflict of Interest

In accordance with Council’s Tender Evaluation procedure, Conflict of Interest Declaration and Confidentiality Agreements have been signed by all Evaluation Panel Members.

Evaluation Process

Tenders were evaluated in accordance with the following pre-determined weightings and criteria determine in the Procurement Plan prior to Tender being advertised. Criteria were also published in the Tender documentation.

Evaluation Criteria

Non-Price Criteria – 60%

Capability/Service Quality - 25% Capacity (Resources) - 25% Relevant experience - 5% Corporate Responsibility - 5%


Price Criteria – 40%

Lump Sum 30% Schedule of Rates 10%

Evaluation Ranking and Selection Result

Tenders were evaluated in accordance with the tender evaluation criteria set out in the specification


Council has allocated $1,062,897.00 in its 2019/20 budget for the works under this Contract which allows for the lump sum amount and the additional schedule of rates works for progressive renewal of the parks landscaping.



Conclusion

It is recommended that Urban Maintenance Systems Pty Ltd be awarded the Contract. Urban Maintenance Systems Pty Ltd has reliably completed numerous contracts for parks maintenance and similar works to a satisfactory standard throughout Australia. Urban Maintenance Systems Pty Ltd can commence this contract by the scheduled commencement date of 2 March 2020

Attachments

1. Confidential Attachment [7.5.1 - 1 page]

Recommendation

That Council award the tender for Contract No. CT000541 for Maintenance of Prominent Parksfor two years commencing 2020 to Urban Maintenance Systems Pty Ltd for the sum of$580,203, being for lump sum in year one commencing on 2 March 2020 and for schedule ofrates works.

That the contract documents be signed and sealed.


ITEM: 7.5.

CT000541 – Maintenance of Prominent Parks

In accordance with section 77 (2)(c), the information in this attachment has been deemed confidential information by the Chief Executive Officer under section 89(2)(d) of the Local Government Act 1989 as it

contains confidential information

Attachment 7.5.1



7.6. CT000542 - MAINTENANCE OF THE SURROUNDS OF PROMINENT BUILDINGS AND OTHER FACILITIES

Officers’ ReportsCT000542 - Maintenance of the Surrounds of Prominent Buildings and other Facilities

ITEM: 7.6.

Ward: NACity Planning and Infrastructure City Presentation David Richardson

Purpose of Report: To obtain approval for Council to consider awarding Contract No. CT000542 for maintenance of the surrounds of buildings and other facilities in Casey.



Executive Summary

Council seeks to award the tender for Contract No. CT000542 for maintenance of the surrounds of buildings and other facilities for four years commencing 2020 to Citywide Service Solutions Pty Ltd trading as Citywide for the sum of $843,730 being for lump sum and for schedule of rates works in year one commencing on 2 March 2020.

Background

Casey undertakes the routine maintenance on the surrounds of Council’s buildings via a contract. The contract includes landscape maintenance of pre-schools/kindergartens, childcare centres, crèches, family and children’s centres, community centres/houses/places, neighbourhood/ learning centres, leisure centres, community plaza precincts. The existing contract expires on the 1 March 2020. Contract CT000542 is for a new contract to maintain the surrounds of prominent buildings and other facilities.

Contract Period

Tenders were for an initial term of four (4) years with provision for an option at Council discretion of a further four (4) years with annual price indexation.

Public Notification

Public tenders were called on Saturday, 30 November 2019.

Tenderers Received

Tenders closed on 18 December 2019 and six (6) proposals were received from the following tenderers:1. Citywide Service Solutions Pty Ltd trading as Citywide2. Herbert Group Holdings Pty Ltd trading as Herbert Contractors3. ISS Facility Services Pty Ltd4. Programmed Property Services Pty Ltd5. Skyline Landscape Services (VIC) Pty Ltd6. Urban Maintenance Systems Pty Ltd


Collaborative Initiative

The first term of the tender has been set in order to coincide with the timing of the term of similar contracts at neighbouring Councils with a view to entering into collaborative arrangements when all contracts expire.

Tender Scope

The Contract requires the delivery of Council’s routine maintenance program for the surrounds of pre-schools/kindergartens, child care centres, crèches, family and children’s centres, community centres/houses/places, neighbourhood/ learning centres, leisure centres, community plaza precincts and certain related areas in a competent and responsive manner, including the following functions:

1. inspection and clearing of sites and perimeters;2. mowing grass surfaces;3. trimming grass edges;4. maintaining garden beds, including formative pruning;5. maintaining paths and hardstand areas;6. planting new or replacement shrubs, ground covers and tufted grasses and sustaining the plants;7. tree branch collection and disposal or reporting;8. maintaining sandpits, digging patches and soft fall areas;9. topdressing and fertilising grass surfaces and fertilising garden beds;10. replacement of grass;11. mulching tree surrounds.

Submission Conformance Summary

No tender proposals were deemed non-conforming.

Tender Evaluation Panel

The tender evaluation panel consisted of:

1. David Richardson, Manager City Presentation2. Brendan Lange, Team Leader Landscape Services (Chair)3. Andrew Mulholland, Community Facilities Landscape Coordinator4. Georgina Christopher, Team Leader Procurement5. Stephen Wyatt, Independent Panel Member

Conflict of Interest

In accordance with Council’s Tender Evaluation procedure, Conflict of Interest Declaration and Confidentiality Agreements have been signed by all Evaluation Panel Members.

Evaluation Process

Tenders were evaluated in accordance with the following pre-determined weightings and criteria determined in the Procurement Plan prior to Tenders being advertised. Criteria were also published in the Tender documentation.


Evaluation Criteria

Non-Price Criteria – 60%

Capability/Service Quality - 25% Capacity (Resources) - 25% Relevant experience - 5% Corporate Responsibility - 5%

Price Criteria – 40% Lump Sum - 30% Schedule of Rates - 10%

Evaluation Ranking and Selection Result

Tenders were evaluated in accordance with the tender evaluation criteria set out in the Conditions of Tender.


Council has allocated $941,429.00 in its 2019/20 budget for the lump sum works and the schedule of rates for renewal works under this Contract.



Conclusion

It is recommended that Citywide Service Solutions Pty Ltd trading as Citywide be awarded the Contract. Citywide Service Solutions Pty Ltd trading as Citywide has reliably completed numerous contracts for parks maintenance and similar works to a satisfactory standard throughout Australia. Citywide Service Solutions Pty Ltd trading as Citywide can commence this contract by the scheduled commencement date of 2 March 2020.

Attachments

1. Confidential Attachment - CT000542 [7.6.1 - 1 page]

Recommendation

That Council award the tender for Contract No. CT000542 for maintenance of the surrounds ofbuildings and other facilities for four years commencing 2020 to Citywide Service SolutionsPty Ltd trading as Citywide for the sum of $843,730, being for lump sum in year onecommencing on 2 March 2020 and for schedule of rates works.

That the contract documents be signed and sealed.


ITEM: 7.6.

CT000542 – Maintenance of the Surrounds of Buildings and Other Facilities

In accordance with section 77 (2)(c), the information in this attachment has been deemed confidential information by the Chief Executive Officer under section 89(2)(d) of the Local Government Act 1989 as it

contains confidential information

Attachment 7.6.1



7.7. CONTRACT VARIATION - CT000505 ENDEAVOUR HILLS ACTIVE URBAN PLAZA, CIVIL WORKS, SKATEPARK WORKS & LANDSCAPE/PLAYGROUND WORKS

Officers’ ReportsContract Variation - CT000505 Endeavour Hills Active Urban Plaza, Civil Works, Skatepark Works & Landscape/Playground Works

ITEM: 7.7.

Ward: Four OaksCity Planning and Infrastructure City Design and Construction Trevor Griffin

Purpose of Report: To obtain approval for a variation to Contract No. CT000505 – Endeavour Hills Active Urban Plaza, Civil Works, Skatepark Works & Landscape/Playground Works



Background

Council at its meeting on 18 December 2018 resolved:

1. That Council award the tender, for the Final Tender Price and ConstructionContingency as detailed in the confidential attachment to this report, to LJMConstruction (Aust) Pty Ltd for Contract No CT000505 – Endeavour Hills ActiveUrban Plaza, Part A – Civil Works, Part B - Skatepark Works & Part CLandscape/Playground Works, and that the contract documents be signed andsealed.

2. That Council notes that it will be required to provide funds within the 2019/20 CapitalWorks Program inclusive of the additional project costs.


A final variation to the initial Contract CT000505 is needed for works required following an access and mobility audit undertaken prior to the opening of the skate facility. These works were not identified in the design audit prior to contract tendering. The overall total variations for Contract CT000505 will now be 10.02%

Further details of the contract variation items’ costs are detailed in Confidential Attachment 1.

The additional funds required will be managed from within the existing 2019/20 Capital Works Budget and are also detailed in Confidential Attachment 1.




Attachments

1. Confidential Attachment 1 [7.7.1 - 1 page]

Recommendation

That Council approves the variation to Contract CT000505 as detailed in the Confidential Attachment 1 to this report.


ITEM: 7.7

Contract Variation - CT000505 Endeavour Hills Active Urban Plaza, Civil Works, Skatepark Works & Landscape/Playground Works

In accordance with section 77 (2)(c), the information in this attachment has been deemed confidential information by the Chief Executive Officer under section 89(2)d of the Local Government Act 1989 as it

contains contractual matters.

Attachment 7.7.1



8. CONSIDERATION OF REPORTS OF COMMITTEES


8.1. ASSEMBLY OF COUNCILLORSRECORD OF ASSEMBLIES OF COUNCILLORS

ASSEMBLY DETAILS COUNCILLOR ATTENDEES OFFICER ATTENDEES OTHERS PRESENT MATTERS CONSIDERED CONFLICT OF INTEREST DISCLOSURES

21/1/20 Pre – Council Meeting

Cr AblettCr CrestaniCr Gilic Cr RoweCr SmithCr StapledonCr FlanneryCr Rosario – Arrived 6.07pmCr Serey

Glen PattersonSheena FrostSteve ColdhamJames CollinsJen Bednar Juanita HaismanHolly De Kretser

Laurinda Gardner – Monitor

Officers reports Petitions Notices of Motion Urgent Business Suspension of Local

Law

Nil

21/1/20 Councillor Briefing - IBAC

Cr AblettCr CrestaniCr Gilic Cr RoweCr SmithCr FlanneryCr RosarioCr Serey

Glen PattersonSheena FrostSteve ColdhamJames CollinsJen Bednar Juanita HaismanHolly De KretserGavin WilsonChloe Casey

Laurinda Gardner – MonitorAndrew ShermanRussell Kennedy

Legal Advice Nil


9. NOTICES OF MOTION

Nil

10. PETITIONS


11. REPORTS BY COUNCIL DELEGATESName of Organisation Next meeting Delegate/s Alternate Delegate/sAccess and Inclusion Advisory Committee

11 May10 August9 November

Cr Crestani Cr GilicCr SmithCr Stapledon

Arts and Cultural Advisory Committee

TBA Cr SmithCr Stapledon

Audit & Risk Committee

31 March30 June25 August22 September10 December

Cr Jackson Cr Flannery

Bunjil Place Precinct Advisory Committee

TBA Cr SmithCr Stapledon

Casey Australia Day Awards Community Selection Panel

TBA Cr Stapledon Cr Crestani Cr Jackson

Casey Cardinia Foundation

TBA

Casey Cardinia Library Corporation

22 April24 June26 August25 October

Cr Smith Cr Rosario

Cr Crestani

Casey Cardinia Local History Reference Group

TBA Cr Flannery Cr Stapledon

Casey Cardinia Visitor Economy Inc.Committee

TBA Cr Stapledon Cr Crestani

Casey Football (Soccer) Reference Advisory Committee

TBA Cr Crestani Cr GilicCr RoweCr Stapledon

Casey Fields Steering Committee TBA Cr Ablett

Cr Crestani Cr Rowe Cr Stapledon

Name of Organisation Next meeting Delegate/s Alternate Delegate/s Casey Multifaith Network

TBA Cr Rosario Cr Stapledon

Casey Scorpions Board Meeting

TBA Cr Stapledon

Casey Volunteer Awards Community Selection Panel

TBA Cr Stapledon Cr Crestani Cr Jackson

Community Safety Advisory Committee

TBA Cr Crestani Cr Gilic Cr Rosario Cr Serey

Conservation Advisory Committee

TBA Cr Ablett Cr Rosario

Cranbourne Community Theatre Management Committee

TBA Cr Smith Cr Stapledon

Doveton Show Committee

TBA Cr Rosario Cr Smith

Inter Council Aboriginal Consultative Committee

TBA Cr Crestani Cr Flannery

John Pandazopoulos Hall Committee of Management

16 March 20 April 25 May 27 July 28 September 9 November 7 December

Cr Rosario Cr Smith


Any Councillors authorised by Council to attend conferences or meetings.

Lynbrook Hotel Community Contributions Fund Assessment Panel

TBA Cr Rosario Cr Smith

Metropolitan Waste and Resource Recovery Local Government Forum

TBA Cr Stapledon

Metropolitan Transport Forum

4 March 1 April 6 May 3 June 1 July 5 August 2 September 7 October 4 November 2 December

Cr Stapledon Cr Rowe

Name of Organisation Next meeting Delegate/s Alternate Delegate/s Municipal Association of Victoria

TBA Cr Stapledon Cr Jackson

Neighbourhood Watch TBA Cr Rosario Powerplant Strategy Forum

TBA Cr Aziz

SECCA Advisory Committee

23 April 4 June 27 August 10 December

Cr Stapledon Cr Serey

Smart Cities Advisory Committee

25 May 27 July 28 September

Cr Aziz Cr Jackson Cr Rowe

Westernport Biosphere Committee

5 March 7 May 2 July 27 August 29 October 3 December

Cr Rosario

Victorian Local Government Association

TBA Cr Stapledon



URGENT BUSINESS

12.

12.

CLOSED COUNCIL

Pursuant to Section 77(2)(C) of the Local Government Act 1989 (the Act), the Chief Executive Officer has determined that the reports listed below, and their attachments are confidential in accordance with Section 89(2) of the Act for the reasons specified.

12.

13.

URGENT BUSINESS

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