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KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings...

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KNOX CITY COUNCIL MINUTES Ordinary Meeting of Council Held at the Civic Centre 511 Burwood Highway Wantirna South On Tuesday 18 December 2012
Transcript
Page 1: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

KNOX CITY COUNCIL MINUTES

Ordinary Meeting of Council

Held at the Civic Centre

511 Burwood Highway Wantirna South

On

Tuesday 18 December 2012

Page 2: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

KNOX CITY COUNCIL

MINUTES FOR THE ORDINARY MEETING OF COUNCIL HELD AT THE CIVIC CENTRE, 511 BURWOOD HIGHWAY, WANTIRNA SOUTH

ON TUESDAY 18 DECEMBER 2012 AT 5.00PM

PRESENT:

Cr K Orpen (Mayor & Chairperson) Dobson Ward Cr P Lockwood (arrived at 5.45pm) Baird Ward Cr J Mortimore Chandler Ward Cr J Cossari Collier Ward Cr A Gill Dinsdale Ward Cr T Holland Friberg Ward Cr D Cooper Scott Ward Cr D Pearce Taylor Ward Cr N Seymour Tirhatuan Ward Mr G Emonson Chief Executive Officer Dr I Bell Director – Engineering &

Infrastructure Mr A Kourambas Director - City Development Mr M Dupe Director – Corporate Development Ms K Stubbings Director – Community Services

THE MEETING OPENED WITH A STATEMENT OF ACKNOWLEDGEMENT AND A STATEMENT OF COMMITMENT

“Knox City Council acknowledges we are on the

traditional land of the Wurundjeri and Bunurong people and pay our respects to elders both past and present.”

Page 3: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

COUNCIL 18 December 2012 BUSINESS: Page Nos. 1. APOLOGIES AND REQUESTS FOR LEAVE OF ABSENCE Nil 2. DECLARATIONS OF CONFLICT OF INTEREST Nil 3. CONFIRMATION OF MINUTES

MOVED: CR. COOPER SECONDED: CR. COSSARI 3.1 Confirmation of Minutes of Ordinary Meeting of Council

held on Tuesday 27 November 2012 CARRIED

MOVED: CR. MORTIMORE SECONDED: CR. GILL 3.2 Confirmation of Minutes of Strategic Planning Committee

Meeting held on Tuesday 11 December 2012 CARRIED

4. PETITIONS AND MEMORIALS

Councillor Mortimore acknowledged the recent passing of Auntie Winifred Bridges and passed on the condolences of the people of the City of Knox to her family. Auntie Winni was a much loved and respected elder of the Wurundjeri, and her association with the City of Knox has been significant. Auntie Winni was involved in the development of Council’s Stamford park Master Plan, and in 2011, she and three other elders visited the Stamford Park and danced and sang at the park to celebrate the acknowledgement of Wurundjeri culture by Knox Council in various elements of the Stamford Park development. As the present-day custodians of much of the public land within our municipality, Knox City Council takes great pride in acknowledging, understanding and honouring its traditional custodians. Auntie Winni’s stories have given us a richer understanding of the history and significance of the land that we manage. The Mayor, Councillor Orpen made a presentation and thanked Mr Andrew Walter, former Friberg Ward Councillor for his contribution.

Page 4: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

COUNCIL 18 December 2012 5. REPORTS BY COUNCILLORS

5.1

Committees & Delegates

1.

5.2

Ward Issues

3.

6. CONSIDERING AND ORDERING UPON OFFICERS’ REPORTS WITHIN THE

CITY DEVELOPMENT GROUP

6.1

All Wards Report Of Planning Applications Decided Under Delegation (160/1/06)

5.

6.2

Dinsdale Ward Application For Development Of The Land With Six (6) Double Storey Dwellings At 16 Orchard Road, Bayswater, Melway Ref. 64 E3 (Application No. P2012/6569)

10.

7. PUBLIC QUESTION TIME (Following the completion of business relating to Item 6, City Development, the business before the Council Meeting was deferred to consider questions submitted by the public). 41. 8. CONSIDERING AND ORDERING UPON OFFICERS’ REPORTS WITHIN THE

ENGINEERING & INFRASTRUCTURE GROUP

8.1

Tirhatuan Ward Contract No. 1943 – Demolition Of Existing Pavilion And Construction Of A New Football/Cricket Pavilion At Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7)

42.

9. CONSIDERING AND ORDERING UPON OFFICERS’ REPORTS WITHIN THE

COMMUNITY SERVICES GROUP

9.1

All Wards Potential Transfer Of Land And Buildings To Council

49.

9.2

All Wards Youth Issues Advisory Committee

54.

9.3

All Wards Knox Youth Council Report 2012

67.

9.4

All Wards Recreation And Leisure Liaison Group 2012 Annual Report

72.

Page 5: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

COUNCIL 18 December 2012 10. CONSIDERING AND ORDERING UPON OFFICERS’ REPORTS WITHIN THE

CORPORATE DEVELOPMENT GROUP

10.1

Dinsdale Ward Licence Agreement Between Knox City Council And The Victoria State Emergency Service – Part Of 102 Lewis Road, Wantirna South (CB 132) And 12 Sherwood Court, Wantirna South (CB 311) (Melway Ref: 64 B11)

77.

10.2

Baird Ward Creation Of Drainage Easement Rear Of 20 Tulip Crescent, Boronia (Melways Ref: 64 J10)

82.

10.3

All Wards 2012-13 Mid-Year Budget Review

86.

11. ITEMS FOR INFORMATION

11.1

All Wards Works Report As At 30 November 2012

109.

11.2

All Wards Assemblies of Councillors

128.

12. MOTIONS FOR WHICH NOTICE HAS PREVIOUSLY BEEN GIVEN 13. SUPPLEMENTARY ITEMS 137. 14. URGENT BUSINESS 137. 14.1 Urgent Business 137. 14.2 Call Up Items 137. 15. QUESTIONS WITHOUT NOTICE 137. GRAEME EMONSON CHIEF EXECUTIVE OFFICER

Page 6: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

1 COUNCIL - REPORTS BY COUNCILLORS 18 December 2012

5. REPORTS BY COUNCILLORS

5.1 Committees & Delegates 5.1.1 COUNCILLOR COOPER Councillor Cooper attended the following Meetings

• Management Advisory committee for Cathies Lane Transfer Station • Planning Consultative Committee 5.1.2 COUNCILLOR SEYMOUR Councillor Seymour attended the following Meetings

• Peppertree Hill Retirement Village Presentation • Stamford Park Project Steering Committee • Rowville Community Reference Group 5.1.3 COUNCILLOR PEARCE Councillor Pearce attended the following Meetings

• Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering Committee • Rowville Community Reference Group • Polish Seniors Club of Rowville Christmas Function 5.1.4 COUNCILLOR MORTIMORE Councillor Mortimore attended the following Meetings

• Bicycle and Pedestrian Advisory Committee • Knox Disability Advisory Committee (x 3) • Launch Boronia CCTV Project • Community Health and Wellbeing Reference Group • The Basin Cricket Club Ladies Day

Page 7: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

2 COUNCIL - REPORTS BY COUNCILLORS 18 December 2012 5. Reports by Councillors (cont’d)

5.1 Committees & Delegates (cont’d) 5.1.5 COUNCILLOR ORPEN (MAYOR) Councillor Orpen attended the following Meetings

• U3A Annual General Meeting • Eastern Regional Mayors Meeting • Carols by Candlelight Opening • MAV Annual Conference • Crime Prevention Commitment • Community Development Fund Presentations • Knox Historical Society Christmas Function • Launch Boronia CCTV Project • Citizenship Ceremony • Home and Community Care Christmas Function • Australia Day Awards Committee • Fairhills High School Annual Awards Ceremony • Ferntree Gully Lioness Club Christmas Function • Ferntree Gully Village Structure Plan Update

Page 8: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

3 COUNCIL - REPORTS BY COUNCILLORS 18 December 2012 5. Reports by Councillors (cont’d)

5.2 Ward Issues 5.2.1 COUNCILLOR HOLLAND (FRIBERG WARD) • Councillor Holland was pleased to advise that he recently attended the

Mountain Gate Primary School to present an award for participating in the “Slip Slip Slap Seek and Slide” Cancer Council Sun Smart program. Councillor Holland further added that Mountain Gate Primary School has participated in this program for 18 years.

5.2.2 COUNCILLOR MORTIMORE (CHANDLER WARD) • Councillor Mortimore was pleased to report of his attendance recently at

The Basin Cricket Club ladies day where all cricketers were decked out in pink apparel in support of the McGrath Foundation.

• Councillor Mortimore advised that The Basin Community House has recently closed its occasional care services as a result of funding cuts from the State and Federal Government. Councillor Mortimore further added that this had caused concern in the community for those that had been users of this service.

• Councillor Mortimore commented on his disappointment that The Basin Fire Brigade had to cancel their Carols by Candlelight event due to the threat of a storm. Each year the Brigade hire a temporary stage in the form of a semi-trailer as a permanent stage structure is not available in The Basin.

5.2.3 COUNCILLOR COSSARI (COLLIER WARD) • Councillor Cossari suggested that the City of Knox should invest more in

Christmas decorations to light up the City, especially lights for trees. 5.2.4 COUNCILLOR GILL (DINSDALE WARD) • Councillor Gill was pleased to advise that he had recently signed a lease

for a new Library in Bayswater. Councillor Gill wished to extend his thanks to staff who have worked on this project over a number of years. Councillor Gill commented that he looks forward to a new library in Bayswater in 2013.

5.2.5 COUNCILLOR PEARCE (TAYLOR WARD) • Councillor Pearce acknowledged the efforts of the Chief Executive and

staff who have worked extensively to ensure the erection of a gate for the loading dock at the rear of the Wellington Village Shopping Centre.

Page 9: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

4 COUNCIL - REPORTS BY COUNCILLORS 18 December 2012 5. Reports by Councillors (cont’d)

5.2 Ward Issues 5.2.6 COUNCILLOR SEYMOUR (TIRHATUAN WARD) • Councillor Seymour highlighted the variety of issues raised by residents

within her ward including trees shredding bark and long grass in median strips.

• Councillor Seymour was pleased to advise of her attendance at a photographic exhibition held at the Scoresby School House. Councillor Seymour encouraged Council officers to promote the use of this facility.

5.2.7 COUNCILLOR COOPER (SCOTT WARD) • Councillor Cooper extended his congratulations to Councillor Gill on his

tireless efforts in advocating for a library in Bayswater.

• Councillor Cooper extended his thanks to the Director of Engineering and Infrastructure, Dr Ian Bell for his assistance with fielding enquiries from residents of Scott Ward on issues with long grass.

• Councillor Cooper was delighted to advise of the recent basketball championships held at the Eastern Recreational Precinct where there were over 100 school teams from all over Australia competing.

5.2.8 COUNCILLOR ORPEN (DOBSON WARD) • Councillor Orpen was pleased to announce that the Minister for Planning,

The Hon. Matthew Guy MLC had recently approved interim height controls for the Ferntree Gully Village. Councillor Orpen advised that these were mandatory controls enforcing height limits of 7.5metres for new developments and that Council has a two (2) year period to have permanent height controls incorporated into the Planning Scheme. Councillor Orpen further extended her appreciation for this excellent result to the Director of City Development, Mr Angelo Kourambas for his persistence to advocate on behalf of the Knox City Council.

Page 10: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

5 COUNCIL – CITY DEVELOPMENT 18 December 2012

ALL WARDS

6.1 REPORT OF PLANNING APPLICATIONS DECIDED UNDER DELEGATION

SUMMARY: Manager – City Planning (Paul Dickie)

Details of planning applications considered under delegation are referred for information. It is recommended that the items be noted.

RECOMMENDATION

That the planning applications decided under delegation report (between 1 November to 30 November 2012) be noted.

REPORT Details of planning applications decided under delegation from 1 November to 30 November 2012 are attached. The applications are summarised as follows:

Application Type No Building Extensions: Residential Other

10 1

Units 14 Tree Removal/Pruning 10 Subdivision 19 Sign 2 Fire Station 1 Dwelling 4 Change of Use 2 Re-development of existing Service Station 1 Fence 1 Bridge Construction 1 Temporary Generator Enclosure 1

TOTAL 67

COUNCIL RESOLUTION MOVED: CR. PEARCE SECONDED: CR. COOPER

That the planning applications decided under delegation report (between 1 November to 30 November 2012) be noted. CARRIED

Page 11: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

6 COUNCIL – CITY DEVELOPMENT 18 December 2012

Knox City Council Planning Applications Decided by Responsible Officer

1 November 2012 to 30 November 2012

Ward No/ Type Address Description Decision:

Baird 2012/6593 3 Johnson Drive FERNTREE GULLY VIC 3156

The construction of a single storey dwelling to the rear of the existing dwelling

13/11/2012 Notice of Decision

Baird 2012/6434 19 Woodvale Road BORONIA VIC 3155

The subdivision of the land into three (3) lots (approved development site)

8/11/2012 Approved

Baird 2012/6672 1 Aubrey Grove BORONIA VIC 3155

4 Lot Subdivision (approved development site)

02/11/2012 Approved

Baird 2012/6727 22 Tulip Crescent BORONIA VIC 3155

3 Lot Subdivision (Approved Unit Site)

27/11/2012 Approved

Baird 2012/6566 46 Commercial Road FERNTREE GULLY VIC 3156

The development of a single storey dwelling to the rear of the existing dwelling

16/11/2012 Notice of Decision

Baird 2012/6730 21 Rankin Road BORONIA VIC 3155

3 Lot Subdivision (Approved Unit site)

27/11/2012 Approved

Baird 2012/6416 5 Haering Road BORONIA VIC 3155

The subdivision into two (2) lots (approved development site)

19/11/2012 Approved

Baird 2012/6303 38 Johnson Drive FERNTREE GULLY VIC 3156

Subdivision of Land into Two (2) Lots with Existing Dwelling (Approved Unit Site)

16/11/2012 Approved

Chandler 2012/6783 20 Hillside Avenue BORONIA VIC 3155

The removal of a dead Grevillea robusta and the pruning of three Eucalyptus goniocalyx and one Eucalyptus polyanthemos.

8/11/2012 Approved

Chandler 2012/6805 40 Landscape Drive BORONIA VIC 3155

The removal of one (1) Eucalyptus polyanthemos (Red Box) and the pruning of one (1) Eucalyptus goniocalyx (Long leaf Box)

13/11/2012 Approved

Chandler 2012/6790 13 Vaughan Road FERNTREE GULLY VIC 3156

Pruning and turning a damaged tree into a habitat pole

8/11/2012 Approved

Chandler 2011/7025 458 Dorset Road BORONIA VIC 3155

The construction of a single storey dwelling to the rear of the existing dwelling and alteration to access on a Category 1 Road

20/11/2012 Refused

Chandler 2012/6681 316 Forest Road THE BASIN VIC 3154

Buildings and Works (Front Fence)

14/11/2012 Approved

Chandler 2012/6841 3 Montana Avenue BORONIA VIC 3155

Removal of two (2) Eucalyptus obliqua

30/11/2012 Approved

Chandler 2012/6831 1-14/ 378 Dorset Road BORONIA VIC 3155

Removal of twelve (12) Betula pendula (Silver Birch trees).

21/11/2012 Approved

Chandler 2012/6834 77 Olive Grove BORONIA VIC 3155

To prune one (1) Eucalyptus ovata (Swamp gum tree)

26/11/2012 Approved

Page 12: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

7 COUNCIL – CITY DEVELOPMENT 18 December 2012

Ward No/ Type Address Description Decision:

Chandler 2011/6982 955 Mountain Highway, BORONIA VIC 3155

Development of the land for one (1) double storey dwelling and one (1) single storey dwelling to the rear of the existing dwelling & variation of access to a Category 1 Road

01/11/2012 Approved

Collier 2012/6151 27 Marlborough Road BAYSWATER VIC 3153

Development of the land for a single storey dwelling to the rear of the existing dwelling

15/11/2012 Approved

Collier 2012/6693 471 Mountain Highway BAYSWATER VIC 3153

Internally illuminated advertising signage

16/11/2012 Approved

Collier 2012/6441 11 Selkirk Avenue WANTIRNA VIC 3152

The subdivision of the land into two (2) lots (approved development site)

2/11/2012 Approved

Collier 2012/6591 539 Mountain Highway BAYSWATER VIC 3153

Two (2) Lot Subdivision (approved development site)

26/11/2012 Approved

Collier 2012/6558 29 Juniper Road WANTIRNA VIC 3152

Buildings and works (swimming pool, filtration equipment and safety barriers), and second storey dwelling addition

12/11/2012 Approved

Dinsdale 2012/6579 17 Orange Grove BAYSWATER VIC 3153

Development of the land with a single storey dwelling to the rear of the existing dwelling

14/11/2012 Approved

Dinsdale 2012/6548 22 Elm Street BAYSWATER VIC 3153

Three (3) lot subdivision (approved development site)

13/11/2012 Approved

Dinsdale 2012/6609 13 King Street BAYSWATER VIC 3153

12 Lot Subdivision (approved development site)

15/11/2012 Approved

Dinsdale 2012/6711 6 Saxby Court WANTIRNA SOUTH VIC 3152

2 Lot Subdivision (approved development site)

23/11/2012 Approved

Dinsdale 2012/6400 464 Boronia Road WANTIRNA SOUTH VIC 3152

Development of the land for one (1) double storey and one (1) single storey dwelling to the rear of the existing dwelling and altering access to a Road Zone Category 1

16/11/2012 Notice of Decision

Dinsdale 2012/6663 523 Burwood Highway WANTIRNA SOUTH VIC 3152

Buildings and works to construct a temporary concrete block enclosure to store a temporary generator

15/11/2012 Approved

Dinsdale 2012/6491 1 Ozone Road BAYSWATER VIC 3153

Development of land for two (2) double storey dwellings at the rear of existing dwelling

28/11/2012 Notice of Decision

Dinsdale 2012/6543 52 Coleman Road WANTIRNA SOUTH VIC 3152

Two lot subdivision (approved development site)

1/11/2012 Approved

Dinsdale 2011/6983 307 Boronia Road BORONIA VIC 3155

Development of the land for three (3) double storey dwellings and creation of access to a Category 1 road.

16/11/2012 Notice of Decision

Page 13: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

8 COUNCIL – CITY DEVELOPMENT 18 December 2012

Ward No/ Type Address Description Decision:

Dinsdale 2012/6368 42 Mareeba Crescent BAYSWATER VIC 3153

Construction of a double storey dwelling to the rear of the existing

16/11/2012 Refused

Dinsdale 2012/6694 2 Edinburgh Road, BAYSWATER VIC 3153

2 lot subdivision (approved development site)

30/11/2012 Approved

Dobson 2012/6734 21 Butlers Road FERNTREE GULLY VIC 3156

Buildings and Works (Dwelling addition and Decking)

1/11/2012 Approved

Dobson 2012/6583 13 Seaby Avenue UPPER FERNTREE GULLY VIC 3156

Development of the land for a Single Dwelling and the removal of vegetation

14/11/2012 Approved

Dobson 2012/6807 8 Nathan Street FERNTREE GULLY VIC 3156

The removal of one (1) Eucalyptus nicholii and one (1) Corymbia citriodora.

15/11/2012 Approved

Dobson 2012/6506 126 Glenfern Road FERNTREE GULLY VIC 3156

2 Lot Subdivision 15/11/2012 Notice of Decision

Dobson 2012/6817 43 Rollings Road UPPER FERNTREE GULLY VIC 3156

One (1) Corymbia citriodora (Lemon-scented gum tree) to be removed

14/11/2012 Approved

Dobson 2012/6565 23 Joan Avenue FERNTREE GULLY VIC 3156 Addition to existing dwelling 16/11/2012

Approved

Dobson 2012/6372 46 Sherwood Way LYSTERFIELD VIC 3156

Construction of a single dwelling

15/11/2012 Approved

Dobson 2012/6553 5 Saxonwood Court FERNTREE GULLY VIC 3156

Buildings and works (extension to an existing dwelling)

13/11/2012 Approved

Dobson 2012/6637 1/48A The Avenue FERNTREE GULLY VIC 3156

Development of the land for a single storey dwelling

27/11/2012 Approved

Dobson 2012/6587 26 Alma Avenue FERNTREE GULLY VIC 3156

Two (2) Lot Subdivision & Removal of Vegetation

8/11/2012 Notice of Decision

Dobson 2012/6739 46 Nathan Street FERNTREE GULLY VIC 3156

Buildings and Works (carport, retaining wall and patio)

12/11/2012 Approved

Dobson 2012/6827 6 Frederick Street FERNTREE GULLY VIC 3156

The removal of one (1) Eucalyptus macrorhyncha

22/11/2012 Approved

Dobson 2012/6773 7 Tarana Avenue UPPER FERNTREE GULLY VIC 3156

Alterations to existing dwelling - verandah and windows to laundry/kitchen

20/11/2012 Approved

Dobson 2012/6397 570 Lysterfield Road LYSTERFIELD VIC 3156

Buildings and Works (Redevelopment of the existing service station) and the replacement of existing service station advertising signage

28/11/2012 Approved

Dobson 2012/6754 6 Grandview Crescent UPPER FERNTREE GULLY VIC 3156

Buildings and Works (Dwelling addition)

12/11/2012 Approved

Page 14: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

9 COUNCIL – CITY DEVELOPMENT 18 December 2012

Ward No/ Type Address Description Decision:

Dobson 2012/6696 99 Grange Drive LYSTERFIELD VIC 3156

Buildings and works (construction of a verandah)

13/11/2012 Approved

Dobson 2012/6577 2 Mount Vlasic Drive LYSTERFIELD VIC 3156

The use and development of the land for the purpose of a dwelling.

12/11/2012 Approved

Dobson 2012/6517 22 Manna Court FERNTREE GULLY VIC 3156

The construction of a single storey dwelling to the rear of the existing dwelling

27/11/2012 Refused

Friberg 2012/6280 476 Scoresby Road, FERNTREE GULLY VIC 3156

The subdivision of the land into four (4) lots (approved development site)

30/11/2012

Approved

Friberg 2012/6791 84/175 Kelletts Road ROWVILLE VIC 3178

Buildings and Works (Verandah)

16/11/2012 Approved

Friberg 2012/6746 71/175 Kelletts Road ROWVILLE VIC 3178 Enclosing existing Verandah 16/11/2012

Approved

Friberg 2012/6227 1/14 Hayward Road FERNTREE GULLY VIC 3156

Change of Use - Training Facilities Cheer and Dance Teams

28/11/2012 Approved

Taylor 2012/6624 1063 Wellington Road ROWVILLE VIC 3178

Use and Development of the land for Fire Station and access from Category 1 Road

12/11/2012 Approved

Taylor 2012/6725 67 Vista Crescent ROWVILLE VIC 3178

Two (2) Lot Subdivision (Approved Unit Site)

30/11/2012 Approved

Tirhatuan 2012/6792 1360 Stud Road ROWVILLE VIC 3178

The removal of one (1) Eucalyptus botryoides

8/11/2012 Approved

Tirhatuan 2012/6424 27 Deschamp Crescent ROWVILLE VIC 3178

Development of a double storey dwelling to the rear of the existing dwelling

7/11/2012 Notice of Decision

Tirhatuan 2012/6653 7 Gilbert Court SCORESBY VIC 3179

2 Lot Subdivision (Approved Unit Site)

8/11/2012 Approved

Tirhatuan 2012/6322 6 De Wint Court SCORESBY VIC 3179

The development of a double storey dwelling to the side of the existing dwelling.

16/11/2012 Approved

Tirhatuan 2012/6362 11 Graham Road KNOXFIELD VIC 3180

Construction of a double storey dwelling to the rear of the existing dwelling

16/11/2012 Notice of Decision

Tirhatuan 2012/6618 48 Jellico Drive SCORESBY VIC 3179

Buildings and Works (Mezzanine floor)

14/11/2012 Approved

Tirhatuan 2012/6741 5 Harcrest Boulevard WANTIRNA SOUTH VIC 3152

Internally illuminated Business Identification Signage

28/11/2012 Approved

Tirhatuan 2012/6690 18 Stamford Crescent ROWVILLE VIC 3178

3 Lot Subdivision – (Approved development site)

22/11/2012 Approved

Tirhatuan 2010/6744 1100 Ferntree Gully Road SCORESBY VIC 3179

Buildings and works to construct a bridge

28/11/2012 Approved

Tirhatuan 2012/6736 5 Laser Drive ROWVILLE VIC 3178

Change of Use (Powder Coating)

19/11/2012 Approved

TOTAL: 67

Page 15: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

10 COUNCIL – CITY DEVELOPMENT 18 December 2012

DINSDALE WARD

6.2 APPLICATION FOR DEVELOPMENT OF THE LAND WITH SIX (6) DOUBLE STOREY DWELLINGS AT 16 ORCHARD ROAD, BAYSWATER, Melway Ref. 64 E3 (Application No. P2012/6569)

1. SUMMARY:

Land: 16 Orchard Road, Bayswater Applicant: Oakhouse Investments Pty Ltd Proposed Development: Development of the land with six (6)

double storey dwellings Existing Land Use: Single Dwelling Area/Density: 1354m2 / 1:226m2 Zoning: Residential 3 Zone Overlays: None Local Policy: Municipal Strategic Statement

Neighbourhood Character Policy Housing Policy

Application Received: 30 July 2012 Number of Objections: 4 objections PCC Meeting: N/A Assessment:

The proposal generally complies with the Housing Policy, Neighbourhood Character Policy, the Municipal Strategic Statement and the purpose of the Residential 3 Zone.

The proposal generally complies with ResCode (Clause 55). It is considered that the development can provide an appropriate balance between the need for additional housing within an established residential area and the amenity of occupants and adjoining residents.

The proposal generally complies with the guidance contained within a decision of the Victorian Civil and Administrative Tribunal (VCAT) dated 7 March 2011.

On balance it is considered that the proposal responds reasonably to State and Local Planning Policies, subject to modifications. It is recommended that Council issue a Notice of Decision to Grant a Planning Permit, subject to conditions.

Page 16: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

11 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

2. BACKGROUND

2.1 Application History

There have been two previous planning applications for the development of the land. These are summarised as follows:

• An application (P2010/6003) for a three storey apartment building comprising 16 dwellings was lodged with Council on 5 January 2010. The application was refused by Council on 27 April 2010. The decision to refuse the application was appealed to VCAT and a merits hearing was held on 25 February 2011. Council’s decision to refuse to grant a planning permit was affirmed and VCAT directed that no permit should issue. The decision indicated that a townhouse development may be appropriate for the land.

• An application (P2011/6455) for the development of seven (7) double storey dwellings was lodged with Council on 17 June 2011. The application was refused by Council on 31 October 2011. The decision to refuse the application was appealed to VCAT and a merits hearing was held on 12 April 2012. Council’s decision to refuse to grant a planning permit was affirmed and VCAT directed that no permit should issue.

2.2 Previous VCAT decision

Council refused P2011/6455 for the development of the land for seven (7) dwellings on 31 October 2011. VCAT supported Council’s refusal and directed that no permit should issue. The decision provided guidance for any future application, including:

• That the proposed contemporary appearance is acceptable and the skillion roof form is responsive to the prevailing pitched roofs of the neighbourhood.

• The proposed crossovers represent an unacceptable response to the neighbourhood at 43.7% of the site’s frontage, significantly in excess of the 33% nominated by Standard B14 (Access). The extent of crossovers and paving needs to be reduced and larger garden areas provided. The visitor parking space must be useable.

• The dominance of the ground floor façade by garages, pedestrian entries and windows to non-habitable spaces is not an acceptable response to the streetscape. The facades of the front dwellings must allow for visual interaction between the private and public realm, opportunities for passive surveillance, and an ‘activation’ of the façade.

• The central driveway area is a space dominated by paving with limited areas available for the provision of landscaping, and no sense of address is provided through the dwellings. Greater landscaping opportunities need to be included along the driveway and the central driveway must be attractive.

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12 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

• The extent of obscure glazing to habitable room windows impacts on the internal amenity of the dwellings. External screening that allows an outlook from windows while preventing downward views into neighbouring secluded private open spaces is preferable to the use of obscured glazing.

The applicant has submitted a new application for six (6) dwellings (1 less than the previous application) to address the issues raised in the VCAT order. In response to the guidance provided in the VCAT order, the following is noted in relation to the current application:

• The proposed dwellings have retained a contemporary appearance, and incorporate pitched skillion and gable roof forms. As an improvement on the previous application, the built form is unattached and allows for greater compliance with Council’s Neighbourhood Character Policy.

• The extent of crossovers onto Orchard Road complies with Standard B14 at 32.8%. Larger areas of garden and landscaping is provided. The visitor parking space will be useable and allow safe and efficient movements.

• The two proposed dwellings fronting Orchard Road are separated by the internal driveway and give the impression of detached dwellings. The facades of the front dwellings allow for visual interaction between the private and public realm and opportunities for passive surveillance through habitable room windows at ground and first floor.

• Landscaping along the central driveway has been greatly improved, with garden beds of between 1 metre and 1.7 metres that will allow for planting of ground cover and shrubs to minimise the extent of hard surface and provide an attractive environment. The landscaping setbacks allow for habitable room windows to front the driveway.

• Where screening is required to limit overlooking, an external screen with timber louvres is provided. A condition on any permit will require additional detail of the screen to ensure that the louvres will prevent downward views.

2.3 Subject Site and Surrounds

The location of the subject site is shown in Appendix A.

• The subject site is located on the northern side of Orchard Road in Bayswater. The site is rectangular with a frontage to Orchard Road of 27.43 metres, length of 49.38 metres and a total site area of 1,354m2. A single storey dwelling occupies the site, along with associated outbuildings with vehicle access via the south-western corner of the site.

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13 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

• The surrounding area is characterised by predominately double storey dwellings, including multi-dwelling developments which are common within the immediate area. Adjoining the site to the east is the Bayswater Secondary College. The boundary to the Bayswater Major Activity Centre adjoins the eastern boundary of the site, with the commercial precinct located approximately 350 metres to the south-east and the Bayswater Railway Station approximately 1km to the south-east.

• There are no significant trees on the site.

2.4 The Proposal

(Refer to attached plans at Appendix B)

The application proposes the development of the land with six (6) double storey dwellings. Details are as follows:

• Maximum building height is 7.4 metres.

• Dwellings 1 and 6 will front Orchard Road and will be setback a minimum 5.5 metres from the frontage. Dwellings 2 to 7 will be located to the rear in a tandem arrangement. None of the dwellings are attached.

• All dwellings will contain a kitchen, living and dining areas, amenities and a double garage. Dwellings 1 and 6 contain four (4) bedrooms, Dwellings 2 and 5 contain two (2) bedrooms and Dwellings 3 and 4 contain three (3) bedrooms.

• Dwellings 1, 3, 4 and 6 are provided with a double garage, while Dwellings 2 and 5 are provided with a single garage. Access to the four rear dwellings and the visitor parking space is provided via a new centrally located crossover leading to an internal accessway. Dwellings 1 and 6 are provided with a separate crossover and driveway.

• Each dwelling is provided with ground level private open space located to the side or rear of the dwelling and conveniently accessible through the living area.

• All vegetation will be removed from the site. A permit is not required for vegetation removal.

3. CONSULTATION

3.1 Advertising

The application was advertised by way of a sign on site and notices were sent to adjoining property owners and occupiers. A total of four (4) objections have been received and are summarised below:

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14 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

The development may contribute to flooding

• As a condition on any permit to issue, a drainage plan will be required to demonstrate that stormwater flow can be detained on the property to peak pre-development flows. Council’s Drainage Engineers have also required upgrades to Council’s drainage system to allow the development to connect to the existing drainage system. Therefore the proposal is unlikely to contribute to flooding.

Increased parking and traffic congestion

• The provision of car parking for the development is provided in accordance with Clause 52.06 of the Knox Planning Scheme. Further, the proposed development is not expected to cause an unreasonable increase in traffic flows within the local street network. Council’s Traffic Engineer’s have not raised any concern with the capacity of the local street network to absorb the additional traffic.

The property is too close to the school to allow for residential development of six dwellings

• A residential use and development adjoining a school can be appropriate, subject to managing amenity impacts. The assessment of the proposal has demonstrated that the amenity impacts to adjoining properties and the school (such as overlooking, overshadowing, mass and bulk) have been appropriately managed through the design or can be compliant subject to conditions on any permit to issue, including increasing fence heights and screening of habitable room windows to prevent overlooking. See the assessment against ResCode Standard B22 (overlooking) at Section 4.3 of this report for more detail.

The boundary between the adjoining property is in dispute

• This is a civil matter between property owners.

Fencing height adjoining the rear property is inadequate

• ResCode Standard B22 (Overlooking) requires a visual barrier of at least 1.8 metres to prevent overlooking. The existing northern boundary fence at 1.6 metres does not meet this Standard and will need to be replaced with a minimum 1.8 metre high fence to prevent ground level areas. The existing eastern boundary fence at 1.7 metres does not meet this Standard and will need to be increased in height to prevent overlooking from ground level areas. These changes can be conditions on any permit to issue.

Amended plans were lodged on 15 October 2012 to increase the area of private open space for Dwellings 2 and 5 to a total of 60m2. The amended plans were not advertised, as the modifications were considered minor and would not increase detriment to any person.

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15 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

3.2 Referrals

The application has been referred to internal departments for comment. No objection has been raised. The following is a summary of relevant advice: Traffic Engineer

• The existing crossover should be modified to line up with the proposed driveway for dwelling 1.

• A length of 2.1m per dwelling is required along the road reserve to cater for a waste and recycling bin. There is insufficient frontage for waste and recycling bins.

• Standard conditions to be included on any permit to issue.

Officer Response: There is sufficient clearance along the frontage to allow for 2.1 metres per dwelling and a 1 metre clearance to the street tree. Therefore waste collection can be undertaken by Council.

Drainage Engineer

• Standard conditions to be included on any permit to issue.

Waste Management

• The applicant needs to clearly demonstrate that either garbage, recycle, green & hard waste collections can all be safely accommodated from the naturestrip frontage of the property or that bin-based waste collections can be undertaken on-site, which would require a detailed Waste Management Plan be submitted to Council.

Officer Response: As mentioned above, the plan demonstrates that there is sufficient clearance along the frontage to allow for 2.1 metres per dwelling and a 1 metre clearance to the street tree. Therefore waste collection can be undertaken by Council.

4. DISCUSSION

This section considers the proposed development in light of the provisions of the Knox Planning Scheme including State and Local Planning Policies, any other relevant policies and objectives.

4.1 Zoning and Overlays

4.1.1 Zone

The site is located within the Residential 3 Zone. A permit is required pursuant to Clause 32.06-4 to construct two or more dwellings on a lot.

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16 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

The Schedule to the Residential 3 Zone varies ResCode Standards B28 and B32, pertaining to private open space and front fences. To comply with the varied ResCode Standard B28, private open space should consist of an area of 60m² with one part of the private open space to consist of secluded private open space at the side or rear of the dwelling with minimum area of 40m² and minimum dimension of 5 metres. The varied ResCode Standard B32 specifies that a front fence should not exceeds 1.2 metres.

• Each dwelling is provided with a minimum of 40m2 of secluded private open space with a minimum dimension of 5 metres located to the rear or side of the dwelling. Each dwelling is provided with at least 60m2 of private open space.

• There is no front fence proposed.

4.2 Policy Consideration

4.2.1 State Planning Policy Framework (SPPF)

State policy requires Council to integrate the range of policies relevant to the issues to be determined, and balance conflicting objectives in favour of net community benefit and sustainable development.

Key Policies:

Clause 15 Built Environment and Heritage – Encourages high quality architecture and urban design outcomes that reflect the particular characteristics, aspirations and cultural identity of the community; enhances liveability, diversity, amenity and safety of the public realm; and promotes attractiveness of towns and cities within broader strategic contexts.

• The design of the development will make a positive contribution to the streetscape, with built form considered to be appropriate in form and scale.

Clause 15.02 Sustainable Development – Encourage land use and development that is consistent with the efficient use of energy and the minimisation of greenhouse gas emissions.

• The proposal contributes to the consolidation of urban development through the provision of increased density within an existing residential area within reasonable distance to urban services and transport. Dwellings are orientated to the north and incorporate eaves. Further, a condition on any permit issued will require the submission of a Sustainable Design Assessment.

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17 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Clause 16 Housing – Encourage the development of well-designed medium-density housing that respects the neighbourhood character; improves housing choice; makes better use of existing infrastructure; and, improves energy efficiency of housing.

• Housing choice – The provision of dwellings with two, three and four bedrooms on smaller lots is considered to increase housing choice.

• Integration with infrastructure – The development is considered to be satisfactorily integrated into the existing road network. Drainage plans will be required as a condition of any permit issued.

• Energy efficiency – This has been discussed at Clause 15.02.

• Location – The site is not located within an Activity Centre, however the location of the development is considered appropriate as the site is within an established residential area in close proximity to urban services. It should be noted that this is a large site capable of containing six (6) dwellings whilst making a positive contribution to the character of the area. Refer to the assessment against Council’s Neighbourhood Character Policy at Section 4.2.2 below.

Clause 18 Transport – To create a safe and sustainable transport system by integrating land use and transport.

• The site is located within 400 metres walking distance of a bus stop on Mountain Highway, which is serviced by bus routes No. 664 and 745D.

• Route 664 between Chirnside Park and Knox City via Croydon and Bayswater Railway Station operates between 5.49am and 10.04pm Monday to Friday at various intervals. Saturday services run at various intervals from 7.46am to 10.27pm. Sunday services operate hourly from 8.17am to 9.27pm.

• Route 745D between Bayswater Railway Station and Wantirna Primary School via Mountain Highway; departs from Bayswater Railway Station terminus and travels via Station Street, Pine Road, High Street, Mountain Highway, Stud Road, Dunbarton Drive and Mountain Highway to Wantirna Primary School terminus. The service runs once at 6.30pm Monday to Friday.

• The site is within 1km of the Bayswater Railway Station on the Belgrave Line which links the City to Belgrave Railway Station. The service operates from 4:43am to 1:56am Monday to Friday, between 4:36am and 1:55am on Saturdays and between 7:08am and 1.01am on Sundays at various intervals.

Page 23: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

18 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

4.2.2 Local Planning Policy Framework

Clause 21.05-2 Municipal Strategic Statement (MSS) The MSS seeks to reduce the prevalence of infill and medium density housing development in dispersed locations as a major form of housing development by promoting activity centres, key redevelopment strategic sites, and the Principal Public Transport Network as the preferred location. It also seeks to encourage diversity of housing types, styles, form and sizes to cater for the changing needs of the community, noting that the majority of housing stock in Knox is comprised of 3 and 4 bedroom dwellings. The lack of housing stock diversity is likely to become more apparent as the housing needs of the community change over time.

• The site is not located in an Activity Centre or key redevelopment site.

• The proposed development provides for a range of dwelling sizes with smaller private open space areas, and will contribute to the diversity of housing in Knox.

The MSS further seeks to manage the need for more housing and maintaining the valued qualities of identified areas of environmental and character significance. The MSS supports development that respects the existing or preferred residential neighbourhood character.

• While the land is not in an Activity Centre, the proposal, provided it respects the preferred neighbourhood character as outlined in Council’s Neighbourhood Character Policy, can be consistent with the requirements of the MSS.

• It should be noted that this is a large site capable of containing six (6) dwellings whilst making a positive contribution to the character of the area. An assessment against Council’s preferred Neighbourhood Character Policy (Clause 22.07) is below.

• The site is located in an established urban area close to urban services.

Clause 22.07 Neighbourhood Character: Garden Suburban Character 1 – The desired future character of this area is for “low scale dwellings set within an open landscape with occasional large native trees and in some precincts large stands of native and exotic trees.”

The key design objectives are:

To retain the tall trees.

• No significant vegetation is located on the site. A condition on any permit issued will require a satisfactory landscape plan be submitted including the planting of canopy trees.

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19 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

To maintain the continuity of garden character between dwellings.

• The development provides adequate areas for the establishment of additional landscaping along the shared driveway and within the front setback to maintain and enhance the landscape character of the area.

• Subject to conditions, each dwelling will be able to accommodate a canopy tree within the secluded private open space area to maintain the continuity of garden character between dwellings.

To minimise the dominance of buildings from the street.

• Dwellings 1 and 6 are setback a minimum 5.5 metres from Orchard Road, which is consistent with ResCode Standard B6. There are opportunities for additional landscaping within the front setback to enhance the landscape character of the area.

• Further, Dwellings 2 to 5 are sited to the rear of Dwellings 1 and 6 and will not be clearly visible from the street. While the design is modern, housing styles within the area are varied and include more traditional and modern designs. The first floor to each dwelling is highly articulated and roof forms incorporate gable and skillion pitched styles.

To minimise loss of front garden space, and dominance of car storage facilities.

• Car parking facilities are located to the side or rear of each dwelling and are not considered to dominate the streetscape. Garages fronting Orchard Road are setback behind the line of the dwelling.

Clause 22.10 Housing: The Housing Policy at Clause 22.10-1 recognises that the population of Knox will grow by 12,000 persons and 15,000 households to 2030.

In response to this forecast, the Housing Policy directs the provision of a diversity of housing types and forms; housing that meets the needs of all groups within the community; accessible housing that is well designed and responsive to the local character and environment; and housing that recognises that the environment and landscape significance of the Dandenong Foothills outweighs the need for urban consolidation in the Foothills.

Page 25: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

20 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Before deciding on an application, the responsible authority will consider, as appropriate, whether:

The proposed development will contribute to a diversity of housing in Knox.

• The proposed development proposes 2, 3 and 4 bedroom dwellings that provide for a range of households and land sizes, which will contribute to a diversity of housing within Knox.

The proposed development makes a positive contribution to the desired future urban fabric, amenity and neighbourhood character.

• The site is located within an established residential area with access to urban services. As discussed above, the proposed development generally complies with the design objectives of the Garden Suburban Character precinct.

There is access to frequent public transport services between 6.00am and 11.00pm daily, seven days a week.

• The site does not have access to public transport that operates between 6.00am and 11.00pm daily, seven days a week.

4.3 Clause 55 – Two or More Dwellings on a Lot and Residential Buildings (ResCode)

The proposal generally complies with the provisions of Clause 55 of the Knox Planning Scheme, an assessment of the key criteria; including any areas of non compliance are considered below:

Neighbourhood Character and Infrastructure

Neighbourhood Character – Generally Complies. Refer to assessment at Section 4.2.2.

Residential Policy – Complies

Dwelling Diversity – Complies

Infrastructure – Complies. A drainage plan can be a requirement of any permit to issue.

Integration with the Street – Complies

Site Layout and Building Massing

Street Setback – Complies.

Building Height – Complies. The maximum building height is 7.4 metres.

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21 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Site Cover/Permeability – Complies. Site coverage is 43.5% and permeability is 33.6%.

Energy Efficiency – Complies

Private Open Space – Complies.

Safety – Complies.

Landscaping – Complies. A condition on any permit issued will require a landscape plan to the satisfaction of the Responsible Authority.

Access – Complies. The extent of crossovers represents 32.8% of the site’s frontage, which complies with Standard B14.

Amenity Impacts

Side and rear setbacks – Complies.

Walls on boundaries – Complies.

Daylight to existing windows/north facing windows – Complies.

Overshadowing open space – Complies.

Overlooking – Can comply subject to conditions. A visual barrier of at least 1.8 metres is required to prevent overlooking from ground floor habitable room windows or private open space where the finished floor level is less than 800mm above the ground.

The existing northern boundary fence is proposed to be retained at a height of 1.6 metres, which is not sufficient to limit overlooking into the adjoining private open space. A new 1.8 metre high fence will be required along the northern boundary to meet the Standard. The existing boundary fence along the eastern boundary adjoining the school is 1.7 metres and therefore does not meet the Standard. An extension to the existing fence will be sufficient to prevent overlooking at ground level, and provide both the open areas of the school and future residents reasonable privacy.

There is a concern that the first floor east facing bedroom 1 and 2 windows of Dwellings 5, bedroom 1 window of Dwelling 6 and bedroom 3 window of Dwelling 4 will overlook the areas of the school that will be frequently used by the school for sports activities (and these windows are all within 9 metres of the boundary with the school). The first floor bedroom 3 window of Dwelling 4 also have oblique views of the private open space of the adjoining property. These windows will need to be screened to protect the privacy of the adjoining sports area. Subject to these conditions to be included on any permit to issue, it is considered that the proposal will comply with the Standard.

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22 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Internal views – Complies.

Noise – Complies

On-Site Amenity and Facilities

Accessibility – Complies

Dwelling Entry– Complies

Daylight to new windows – Complies

Private Open Space – Complies.

Solar access – Complies

Storage – Complies

Detailed Design

Detailed Design – Complies

Front fence – N/A

Common Property – Complies

Site Services – Complies

4.4 Particular Provisions

Clause 52.06 Car Parking – Prior to a new use commencing or a new building being occupied the car parking spaces required under Clause 52.06-5 must be provided on the land or as approved under Clause 52.06-3 to the satisfaction of the responsible authority.

Clause 52.06-5 outlines the requisite amount of parking to be provided as follows:

To each dwelling at a ratio of one car space to each one or two bedroom dwelling and two spaces for each dwelling with three or more bedrooms (with studies or studios that are separate rooms counted as bedrooms).

Visitor parking to be provided at a ratio of one visitor space to every five dwellings for developments of five or more dwellings.

• Each one and two bedroom dwelling is provided with a single garage and each dwelling with three or more bedrooms is provided with a double garage, which complies with Clause 52.06-2.

• A visitor parking space is provided at the rear of the development, which complies with Clause 52.06-2. Also, there is ability for an additional car to park within the driveway to Dwellings 1 and 6.

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23 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Clause 52.06-8 details the design standards for car parking. The provision of car parking should meet the design requirements of this Clause. An assessment of the design standards, including any areas of non-compliance are considered below:

Design Standard 1: Accessways – Complies.

Design Standard 2: Car Parking Spaces – Complies.

Design Standard 3: Gradients – Complies.

Design Standard 4: Mechanical Parking – N/A.

Design Standard 5: Urban Design – Complies.

Design Standard 6: Safety – Complies.

Design Standard 7: Landscaping – Complies.

4.5 General Decision Guidelines

Clause 65 of the Knox Planning Scheme and Section 60 of the Planning and Environment Act 1987 set out decision guidelines/matters which the responsible authority must consider when deciding any planning application.

• The decision guidelines of Clause 65 of the Knox Planning Scheme and Section 60 of the Planning and Environment Act (1987) have been appropriately considered.

5. CONCLUSION

Clause 10.04 of the Knox Planning Scheme requires Council to balance relative policy objectives when making decisions to ensure resulting development is sustainable and achieves a net community gain. In this context, the development is appropriate given the following:

• The proposed development is generally consistent with the Housing Policy. As discussed above, the site is not located within an Activity Centre.

• The design of the new dwellings is generally consistent with Council’s Neighbourhood Character Policy in that the dwellings are low scale, setback from boundaries to allow for additional landscaping opportunities, which will maintain and enhance the landscape character of the area.

• The development is generally compliant with ResCode subject to changes that could be conditioned on any permit issued and is consistent with guidance provided in the previous VCAT decision.

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24 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

• Subject to conditions the development can provide an appropriate balance between the need for additional housing within an established residential area and the amenity of occupants and adjoining residents.

6. CONFIDENTIALITY

There are no confidentiality issues associated with this report.

RECOMMENDATION

That Council issue a Notice of Decision to Grant a Planning Permit for the development of the land for six (6) double storey dwellings at 16 Orchard Road, Bayswater, subject to the following conditions:

Amended Plans

1. Prior to the commencement of any buildings or works, amended plans to the satisfaction of the Responsible Authority must be submitted to and approved by the Responsible Authority. When approved, the plans will be endorsed and will then form part of the permit. The plans must be drawn to scale with dimensions and three copies must be provided. The plans must be generally in accordance with the plans submitted with the application but modified to show:

1.1 The existing crossover to Dwelling 1 to be altered to line up with the driveway.

1.2 A new fence along the northern boundary with a minimum height of 1.8 metres.

1.3 A 300mm capped box weave trellis extension to the existing eastern boundary fence, extending from the rear north-eastern corner to the garage for Dwelling 6.

1.4 An annotation that visitor parking will be adequately linemarked/paved and signed.

1.5 The fixed external louvres to be designed to prevent downward views. An elevation to be provided.

1.6 The first floor east facing bedroom 1 and 2 windows of Dwelling 5, bedroom 1 window of Dwelling 6 and bedroom 3 window of Dwelling 5 provided with fixed external louvre screens to a height of 1.7 metres above the finished floor level.

1.7 Drainage plans in accordance with Condition 2 of this Permit and any necessary modifications.

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25 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Recommendation (cont’d)

1.8 Landscape plans in accordance with Condition 3 of this Permit and any necessary modifications.

1.9 A Sustainable Design Assessment in accordance with Condition 11 of this Permit and any necessary modifications.

To the satisfaction of the Responsible Authority.

Drainage

2. Prior to commencement of any buildings or works, three copies of drainage plans and computations must be submitted to and approved by the Responsible Authority. Construction of the drainage is to be in accordance with these plans. The plans must show the following:

2.1 All stormwater drainage discharge from the site connected to a legal point of discharge.

2.2 The internal drains of the dwellings to be independent of each other.

2.3 An on-site detention system designed by a suitably qualified Civil Engineering Consultant to ensure no net increase in stormwater discharge from the proposed development.

2.4 The on-site detention system to be installed in a suitable location for easy access and maintenance.

2.5 A suitable overland flow path for the entire site to the satisfaction of the Responsible Authority. Details of the overland flow path are to be included on the plans.

2.6 All levels to be to AHD (Australian Height Datum).

To the satisfaction of the Responsible Authority.

Landscaping

3. Prior to the commencement of any buildings or works, a landscape plan to the satisfaction of the responsible authority must be submitted to and approved by the responsible authority. When approved, the plan will be endorsed and will then form part of the permit. The plan must show:

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26 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Recommendation (cont’d)

3.1 A survey (including botanical names, height and width) of all existing vegetation to be retained and / or removed.

3.2 The identification and removal of all vegetation identified as an environmental weed in Knox (as outlined in Appendix 2 of Council’s Landscape Guidelines for Planning Permits).

3.3 Buildings and trees (including botanical names, height and width) on neighbouring properties within three metres of the boundary.

3.4 Details of the surface finishes of pathways and driveways.

3.5 Details and location of all existing and proposed services including above and below ground lines, cables and pipes.

3.6 A planting schedule of all proposed trees, shrubs and ground covers, including botanical names, common names, pot sizes, sizes at maturity, and quantities of each plant.

3.7 Landscaping and planting within all open areas of the site (including additional planting within open space areas of the existing dwelling/s).

To the satisfaction of the Responsible Authority.

4. Before the occupation of the development, the landscaping works shown on the endorsed plans must be carried out and completed to the satisfaction of the responsible authority.

5. The landscaping shown on the endorsed plans must be maintained to the satisfaction of the responsible authority. Any dead, diseased or damaged plants are to be replaced.

General

6. All development must be in accordance with the endorsed plans.

7. The development as shown on the endorsed plans must not be altered without the written consent of the Responsible Authority.

8. Once the development has started it must be continued and completed to the satisfaction of the Responsible Authority.

9. Prior to the occupation of the dwellings the development is to be completed in accordance with the endorsed plan/s to the satisfaction of the Responsible Authority.

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27 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Recommendation (cont’d)

10. All walls on the boundaries of adjoining properties must be cleaned and finished to the satisfaction of the Responsible Authority.

Sustainable Design Assessment

11. Prior to the commencement of any buildings or works, a Sustainable Design Assessment detailing Sustainable Design initiatives to be incorporated into the development must be submitted to and approved by the Responsible Authority. The Sustainable Design Assessment must outline the proposed sustainable design initiatives to be incorporated throughout the development such as (but not limited to) energy efficiency, water conservation, stormwater quality, waste management and material selection, to the satisfaction of the Responsible Authority.

12. Prior to the occupation of the development, the development must be constructed in accordance with the Sustainable Design Assessment.

Car Parking & Accessways

13. Before the dwellings are occupied, driveways and car parking areas must be fully constructed in accordance with plans submitted to and approved by the Responsible Authority. All driveway and car parking areas as shown on the endorsed plan must be fully constructed to the minimum standard of 100mm depth of reinforced concrete and properly formed to such levels that they can be used in accordance with the plans. Construction using any alternative hardstanding sealed surface is subject to detailed plans to be submitted to and approved by the Responsible Authority.

14. Parking areas and driveways must be kept available and maintained for these purposes at all times to the satisfaction of the Responsible Authority.

15. Visitor spaces are to be accessible to visitors at all times.

16. Redundant crossovers must be removed and the kerb, channel and naturestrip reinstated to Council standards.

Fencing

17. All costs associated with the provision of the fencing are to be borne by the owner/developer under this permit.

18. Prior to the occupancy of the development all fencing shall be in a good condition to the satisfaction of the Responsible Authority.

Page 33: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

28 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Recommendation (cont’d)

Amenity During Construction

19. Upon commencement and until conclusion of the development, the developer shall ensure that the development does not adversely affect the amenity of the area in any way, including:

19.1 The appearance of building, works or materials on the land

19.2 Parking of motor vehicles

19.3 Transporting of materials or goods to or from the site

19.4 Hours of operation

19.5 Stockpiling of top soil or fill materials

19.6 Air borne dust emanating from the site

19.7 Noise

19.8 Rubbish and litter

19.9 Sediment runoff

Should the development cause undue detriment to the amenity of the area then immediate remedial measures must be undertaken to address the issue as directed by, and to the satisfaction of, the Responsible Authority.

Stormwater

20. Stormwater runoff from all buildings and hardstanding surfaces shall be properly collected and discharged in a complete and effective system of drains within the property and shall not cause or create a nuisance to abutting properties.

Permit Expiry

21. This permit will expire if one of the following circumstances applies:

21.1 The development is not started within two years of the date of this permit.

21.2 The development is not completed within four years of the date of this permit.

The Responsible Authority may extend the periods referred to if a request is made in writing before the permit expires or within three months afterwards.

Page 34: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

29 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Recommendation (cont’d)

NOTES

Drainage Notes (to be read in conjunction with the above drainage conditions): • Applicant shall engage a certified Engineering Consultant to

analyse the site’s existing drainage to determine type and size of the Onsite Detention (OSD) system. This shall be designed in accordance with the Knox City Council (Responsible Authority) Stormwater Drainage Guidelines, (copy available on request), and approved drainage design methods specified in the current edition of Australian Rainfall and Runoff. It should be located preferably in a common area to the dwellings, and be easily accessible for maintenance.

• For all Tc and Tso calculations, please contact Council’s Drainage Department on telephone number 9298 8147.

• Applicant is to direct all stormwater via a complete and effective system of drains and connected to the Council drainage system in Maida Avenue as this represents the Legal Point of Discharge (LPD) for the property. A minimum 225mm diameter outfall drain is required to be constructed to Council’s satisfaction connecting the north-west corner of the property to the existing Council drainage system in Maida Avenue. Applicant is to verify this on site. Connect all stormwater discharge from the site to the LPD via an Onsite Detention (OSD) system. The internal drains for the dwellings are to be independent of each other.

• The total Permissible Site Discharge for the property including all dwellings is 4.2 L/s to the existing Council drainage system for a 5 year ARI event.

• The Applicant is required to use Australian Height Datum (AHD) to present levels in all future plans. Applicant must ensure that levels on the plan are accurate.

• Drainage works in the Road reserve or in the Council easement will require a road opening permit.

• Drainage system designed so as to avoid impact on any vegetation shown on the endorsed plans as being retained.

• Water Sensitive Urban Design (WSUD) should be addressed as part of this development, e.g. water storage tanks, swale drains, etc.

Page 35: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

30 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

Recommendation (cont’d)

Other Notes:

• Road Opening Permit shall be required for any works within or affecting the road reserve.

• Council encourages the consideration of water storage tanks for all existing and proposed residential developments.

• A building permit must be obtained before development is commenced.

• Buildings are not allowed to be built over Council easements.

• The dwelling/s must achieve a minimum 6-Star Energy Rating.

• In accordance with Council policy, an 8.5% public open space contribution may apply in the event of the subdivision of the land.

• Dwelling numbers as shown on the endorsed plans do not necessarily indicate any future street numbers. Property (street) numbering shall be in accordance with Council’s Property (Street) Numbering Policy. Information regarding this can be obtained from Council’s Property and Revenue Services Department on 9298 8215.

• All letterboxes shall face towards the street frontage and if located adjacent to the driveway the letterboxes and any associated structures shall not be greater than 900mm in height.

• Internal public lighting shall be provided to the satisfaction of the relevant authority and in accordance with AS1158. This would generally be low height or bollard type lighting to avoid spill-over into adjacent properties. It may be sensor activated, to avoid all night running costs.

• Raised concrete slabs on the existing footpath fronting the site should be grounded.

• All litter and rubbish associated with the construction must be contained on site at all times.

Page 36: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

31 COUNCIL – CITY DEVELOPMENT 18 December 2012 6.2 16 Orchard Road, Bayswater (cont’d)

COUNCIL RESOLUTION MOVED: CR. GILL SECONDED: CR. COOPER That the recommendation be adopted. CARRIED

Page 37: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

32 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX A/1

Page 38: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

33 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX A/2

Page 39: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

34 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/1

Page 40: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

35 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/2

Page 41: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

36 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/3

Page 42: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

37 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/4

Page 43: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

38 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/5

Page 44: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

39 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/6

Page 45: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

40 COUNCIL – CITY DEVELOPMENT 18 December 2012 APPENDIX B/7

Page 46: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

41 COUNCIL 18 December 2012

7. PUBLIC QUESTION TIME Following the completion of business relating to Item 6, City Development, the business before the Council Meeting will now be deferred to consider questions submitted by the public.

Question Time commenced at 5.27pm The following questions were raised with Council:

Question 1 Replacement of saftey (sic) railing along bike track Dobson Ward (4th request)

Answer The Director Engineering & Infrastructure, Dr Ian Bell clarified with the questioner the area being referred to as the bicycle track alongside Underwood Road Ferntree Gully between Alpine Street extending to Burwood Highway.

Dr Bell explained that Council often experiences episodes of vandalism in this area and is progressively replacing sections of the fence. Dr Bell further emphasised that Council has to seek permission from Vic Track with respect to the style of fencing that is permissible along this section of the railway line.

Dr Bell advised the questioner to report any damage discovered to the Knox City Council customer service department. This system notifies Works Officers to respond to any identified safety hazards reported.

Question 2 Can Council consider writing to the EPA to discuss the possibility of EPA prosecution, court orded (sic) fines being used for local environmental projects in Knox when the pollution event occurs in Knox?

Answer The Chief Executive Officer, Mr Graeme Emonson responded that it is possible for Council to investigate this proposition with the Environment Protection Authority (EPA). He advised that it is prudent that Council first understand the systems and legalities associated with Council becoming involved with this type of EPA and Court process.

Question Time Concluded at 5.34pm.

Page 47: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

42 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 COUNCILLOR LOCKWOOD ARRIVED AT 5.45PM DURING DISCUSSION ON ITEM 8.1

TIRHATUAN WARD

8.1 CONTRACT NO. 1943 – DEMOLITION OF EXISTING PAVILION AND CONSTRUCTION OF A NEW FOOTBALL/CRICKET PAVILION AT CARRINGTON PARK RESERVE, KNOXFIELD (Melway Ref: 73 A7)

SUMMARY: Project Delivery Officer - Facilities (John Williams)

This report considers tenders for the construction of a new football/cricket pavilion at Carrington Park Reserve and recommends an appropriate contractor to undertake the works.

RECOMMENDATION

That Council:

1. accepts the tender submitted by DBS Construction Group Pty Ltd for the lump sum price of $1,130,560.00 including GST for Contract No. 1943 – Construction of Football/Cricket Pavilion at Carrington Park Reserve;

2. obtain a cross-company guarantee between DBS Construction Pty Ltd and DBS Plumbing Pty Ltd, in addition to the normal bank guarantee required;

3. authorise the Chief Executive Officer to formalise the contract documentation;

4. authorise the Chief Executive Officer to sign and seal the completed contract documentation; and

5. advise all tenderers accordingly.

1. INTRODUCTION

This project is for the demolition of the existing pavilion and construction of a new Football/Cricket Pavilion at Carrington Park Reserve, including the relocation of the existing cricket practice nets. The project is listed on Council’s 2012/13 Capital Works Program as Project Number 369 within Program 4000 (Structured Sporting Facilities).

2. DISCUSSION

2.1 Proposed Works

The proposed works involve the demolition of the existing pavilion, relocation of the cricket practice nets, and construction of a new pavilion. The new pavilion will comprise of a 390 sq.m. precast concrete building with under roof paved areas of 120 sq.m., containing two unisex change-room/toilet facilities, accessible change-room/toilet, social room, umpires facilities, first aid room, public toilets, kitchen and storeroom.

Page 48: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

43 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 8.1 Contract No. 1943 – Demolition of Existing Pavilion and Construction

of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7) (cont’d)

2.2 Tenders Received

The contract for this project was advertised as a Lump Sum contract in ‘Knox Leader’ newspaper on August 28 and 4 September 2012, and ‘The Age’ on 25 August and 1 September 2012. As a result, thirteen (13) tenders were received. The raw ranked order of pricing was as follows (lowest to highest):

Ranking Order Tenderer 1 Circon Constructions Pty Ltd 2 Tambry Developments 3 M.E. Bell Projects Pty Ltd 4 DBS Construction Group Pty Ltd 5 Kirchner Constructions Pty Ltd 6 Rahan Constructions 7 Xerri Pty Ltd 8 Dura Constructions Pty Ltd 9 Mackie Pty Ltd

10 Fimma Constructions Pty Ltd 11 Mascon Pty Ltd 12 MMAP Constructions Pty Ltd 13 Contract Control Services

2.3 Evaluation of Tenders

The tenders were evaluated against the following criteria as advertised in the tender documentation, with the weightings established prior to the tender evaluation process: Price 40%

Track Record in Delivering High Quality Building Construction Works 15%

Relevant Experience 15%

Management Capability of Organisation (direction, supervision, insurances, financial status, quality systems) 10%

Ability to Deliver within Timelines, Including Reliability, and Levels of Resourcing 10%

Current and Future Workload 10% 100%

Page 49: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

44 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 8.1 Contract No. 1943 – Demolition of Existing Pavilion and Construction

of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7) (cont’d)

Tenderers who did not submit the required documentation and/or who could not meet significant aspects of the specification were ruled non-conforming. This applied to one (1) tender received.

As a result of the initial assessment, the five (5) lowest priced tenderers who met the selection criteria were selected for further evaluation:

• DBS Constructions Group Pty Ltd • Kirchner Constructions Pty Ltd • Circon Constructions • Rahan Constructions • Tambry Developments

In accordance with Council’s contract administration procedures, a tender evaluation panel was appointed to assess the tender submissions for this contract.

The tender evaluation panel consisted of the following:

John Williams – Facilities Project Delivery (Chair)

Marco D’Amico – Coordinator Leisure Services

Daniel Clark – Team Leader Leisure Services

A conflict of interest declaration has been completed by all panel members and no conflicts have been disclosed.

The panel arrived at the following ranking order at the completion of the tender evaluation process:

Ranking Order Tenderer

1 DBS Construction Group Pty Ltd 2 Circon Constructions Pty Ltd 3 Rahan Constructions Pty Ltd 4 Kirchner Constructions Pty Ltd 5 Tambry Developments

The outcomes which resulted from the panel evaluation are presented in the Confidential Summary attached separately to this report. As none of the tenders received were within the allocated budget for this project, the panel decided, after consultation with Council’s Contracts and Purchasing Coordinator, to request the lowest conforming tenderer to identify any possible reductions to the scope of works, and provide Council with an adjusted tender amount.

Page 50: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

45 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 8.1 Contract No. 1943 – Demolition of Existing Pavilion and Construction

of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7) (cont’d)

As a result, the following items were identified;

• Substitute long line roofing material (a special profiled, heavy gauge metal) with standard galvanised roof decking;

• Reduce the saw tooth (highlight window structure) on the roof from two to one and;

• Substitute internal precast concrete panels with standard stud wall and plasterboard.

The recommended lowest conforming tenderer, DBS Construction Group Pty Ltd, then returned an adjusted tender price of $993,238.00 (excluding GST).

DBS Construction Group Pty Ltd are known to Council officers as completing several successful projects, including the extensions to Knox Park Soccer Pavilion, the pavilion at Walker Reserve, Wantirna South, and most recently, the new Soccer Pavilion at Knox Regional Sports Park.

Reference checks on recent contract works carried out by DBS Construction Group Pty Ltd for both Council and private construction works, suggest that they are rated highly by their clients and are a preferred contractor. Their quality of work and relationship with stakeholders and consultants is excellent. Reports from the supervisors of these projects indicated that DBS Construction Group Pty Ltd completed works ahead of schedule and with satisfactory completion.

DBS Construction Group Pty Ltd appear to have scoped the tender well and have a good appreciation and understanding for what is required for a successful outcome. It is anticipated that they will satisfactorily fulfil their requirements under this contract.

3. CONSULTATION

Consultation has been carried out with both tenant clubs, and the former Ward Councillor throughout this project, and has included briefings to Council Executive and relevant departments.

4. ENVIRONMENTAL/AMENITY ISSUES

Being a municipal facility, this project will improve Council’s assets and maintain infrastructure integrity well into the future while providing greater amenity to local sporting clubs.

This project will include innovative environmentally sustainable design features, including rain water tanks, solar panels, solar hot water, energy efficient lighting, water efficient tap and shower/toilet flushing fittings.

Page 51: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

46 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 8.1 Contract No. 1943 – Demolition of Existing Pavilion and Construction

of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7) (cont’d)

5. FINANCIAL & ECONOMIC IMPLICATIONS

The proposed project cost and funding is summarised below:

Description Cost (excluding GST) Contract Lump Sum Price (DBS Construction Group Pty Ltd) $993,238.00 Advertising $1,500.00 Building Permit $6,500.00 Contingencies Allowed $50,000.00 Total Project Cost: $1,051,238.00

The budget provision for the Carrington Park Pavilion in the 2012/2013 budget is $958,000.00, excluding GST. This comprises $838,000.00 from Council and $120,000.00 from the tenant clubs.

The pre-tender estimate for the new pavilion (Quantity Surveyor’s estimate) is $955,000.00, excluding GST.

The recommended tender is $993,238.00 (DBS Construction Group Pty Ltd).

The current budget provision does not meet the needs of the total project cost with a potential shortfall of $93,230.00. This includes a sum of $50,000.00 for contingencies.

It is believed however, that the additional estimated cost for this project can be covered by estimated savings within the overall Capital Works Program (total program allocation of $25.641 million).

Of note, the tenant clubs have been approached in regard to a further contribution. They have advised that this is not possible, given the size of the contribution already committed to ($120,000), in addition to funding already set aside for fit-out equipment and furnishings. The Cricket Club have had to apply for a loan from the local Cricket Association to fund their current contribution towards this project, whilst the Football Club are now out of their season and have advised that they have no way of raising funds between now and the new season in April.

6. SOCIAL IMPLICATIONS

The existing pavilion is considered to not meet current standards and expectations in terms of access, amenities such as showers and toilets, storage areas and general social spaces. The issue of amenities is further exacerbated due to the pavilion being used by both male and female teams.

Page 52: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

47 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 8.1 Contract No. 1943 – Demolition of Existing Pavilion and Construction

of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7) (cont’d)

This project will increase the capacity of the facility by approximately 20% to meet the demands of increased participation, especially by Juniors and Senior Women’s teams. This includes amenities such as changing areas and toilets. It will also provide for universal access to all members of the community.

7. RELEVANCE TO COUNCIL PLAN

This item has relevance to Council’s 2009/2013 Community and Council Plan under the themes of Culturally Rich & Active Communities and Dynamic Services & Facilities.

8. CONCLUSION

The preferred tenderer for Contract 1943 - Construction of Football/Cricket Pavilion, Knoxfield is DBS Construction Group Pty Ltd for the lump sum price of $993,238.00 excluding GST ($1,130,560.00 incl. GST).

The company is adequately resourced and available to successfully undertake this contract within the constraints of time, quality and cost.

9. CONFIDENTIALITY

A financial report on the preferred tenderer was obtained from Australian Business Research. No adverse findings or items bearing on the tenderer’s ability to perform in this contract were detected. This report is confidential and available separately to this report.

A detailed confidential summary of the tendered prices and the tender evaluation matrix have been circulated separately to this report.

COUNCIL RESOLUTION MOVED: CR. SEYMOUR SECONDED: CR. PEARCE That Council:

1. Defer consideration of tenders received in response to Contract No.1943 Demolition of Existing Pavilion and Construction of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield, until the Ordinary Meeting of Council to be held 26 February, 2013.

Page 53: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

48 COUNCIL – ENGINEERING & INFRASTRUCTURE 18 December 2012 8.1 Contract No. 1943 – Demolition of Existing Pavilion and Construction

of a New Football/Cricket Pavilion at Carrington Park Reserve, Knoxfield (Melway Ref: 73 A7) (cont’d)

Council Resolution (cont’d)

2. Note that the reason for the deferral of consideration of

tenders for Contract No. 1943 is to allow the following:- (i) consideration of the original business case compared

against the tendered project specification;

(ii) consideration of how the tendered project specification satisfies the original objectives of the project; and

(iii) consideration of any opportunities to re-scope the project

to meet the designated 2012/13 Budget allocation. 3. That officers be requested to present to the 26 February, 2013

Ordinary Meeting of Council a report (as part of the report referred to in 1. above) which provides an assessment of:-

(i) the original business case compared against the

tendered project specification, outlining any variations and the process of arriving at the variations;

(ii) the extent to which the tendered project specification

satisfies the original objectives of the project; and (iii) any opportunities and resources required to re-scope the

project to meet the designated 2012/13 Budget allocation.

4. That in representing the tender report for Contract No. 1943 to

the 26 February, 2013 Ordinary Meeting, officers be authorised to seek from the preferred tenderer, an outline of any price adjustments to their submitted tender due to the expiration of time, should Council seek to approve the preferred tender submission at the 26 February, 2013 Ordinary Meeting of Council.

A Division was called by Councillor Orpen For the motion: Councillor Cooper, Councillor Seymour, Councillor

Lockwood, Councillor Pearce, Councillor Orpen, Councillor Gill, Councillor Cossari, Councillor Mortimore, Councillor Holland

Against the motion: Nil

CARRIED

Page 54: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

49 COUNCIL – COMMUNITY SERVICES 18 December 2012

ALL WARDS

9.1 POTENTIAL TRANSFER OF LAND AND BUILDINGS TO COUNCIL

SUMMARY: Manager – Youth, Leisure and Cultural Services (David Blair)

This report is presented in response to a Call Up item requested by Council at its meeting on 25 September 2012. The report requested an outline of issues associated with the suggested transfer to Council of the ownership of land and buildings used by The Basin Theatre Group and by the Boronia Bowls Club and the potential establishment of long term leases for these community organisations. This report provides an analysis of the issues which would need to be considered for Council to approve such an arrangement.

RECOMMENDATION

That Council note this report.

1. INTRODUCTION

This report responds to a Call Up Item approved by Council at its meeting of 25 September 2012 requesting that at its December 2012 meeting, Council receives a report ’outlining the issues associated with the suggested transfer to Council of the ownership of the land and buildings used by the Basin Theatre Group and the Boronia Bowls Club and the potential establishment of long term leases for the use of the properties by those community organisations to preserve the long term viability of the valuable services they provide to our community.’

In identifying issues associated with such a proposal it should be noted that to date neither The Basin Theatre Group nor the Boronia Bowls Club have formally written to Council to request consideration of the proposed property transfer and long term lease arrangement nor have they outlined their expectations of Council.

This report explores some of the key issues which would need to be addressed if Council was to consider such a proposed transfer of land ownership and lease arrangement. The report also explores key components of a possible Council policy and process which could be developed to address such requests in the future.

2. DISCUSSION

2.1 Background

If Council were to accept the transfer of ownership of a community asset in exchange for a long term lease arrangement with a community organisation, Council would be accepting the benefit and the liability of the asset on behalf of the broader community. As such, this process would require careful and prudent consideration.

Page 55: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

50 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.1 Potential Transfer of Land and Buildings to Council (cont’d)

Council plays a number of roles in the provision of services to the community. These roles include being a direct service provider, funder, planner, advocate, coordinator and enabler. There are many examples where the community receives valuable services that are delivered by community organisations and not by Council. These include neighbourhood houses, children’s services, leisure and arts programs and cultural facilities.

The kind of support provided by Council to these enterprises varies. Some organisations are supported directly by Council through the provision of the facilities from which the services are delivered, the provision of Council grants to support operational costs and support through training programs to enable these organisations to operate and deliver services efficiently and effectively. Some groups providing community activities do not receive or require any direct support from Council and do not expect or request such support. Some community organisations own their facilities and land outright, others use Council owned facilities, leased facilities or facilities owned by other levels of government.

These differences are influenced by a range of issues including the history of the service or organisation, the extent to which the service has been deemed to be a broadly based service for the community and the community service roles traditionally provided by local government.

Whilst it may appear to be a reasonable option for a community organisation to transfer their property assets to Council at no direct purchase cost as a way of assisting the group to remain sustainable and to retain an asset for the wider community, the process would need to be thoroughly considered in a comprehensive and strategic manner. There would be a number of key issues which would require careful assessment including Council’s policy position on such transfers and the social and economic advantages and/or disadvantages.

The following section outlines in more detail some of the issues which would need to be considered.

2.2 Policy Development

Essentially the proposal would involve Council taking on responsibility for an additional asset with conditions associated with the gifting. At present Council does not have a policy nor a process to manage such requests and that would allow such requests to be considered in a robust, prudent policy context.

The development of a policy that would detail the principles and process for Council to consider such transfers or gifts would provide a consistent and transparent methodology to test the appropriateness of any proposed transaction. A policy would provide a robust assessment tool to evaluate the benefits of receiving assets against the ownership liabilities and implications associated with such a handover. Council could consider development of such a policy to deal with such requests should they occur.

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51 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.1 Potential Transfer of Land and Buildings to Council (cont’d)

2.3 Issues, criteria and process considerations

To enable Council to consider requests of this nature, a policy would need to include clear assessment criteria which could include the following:

(a) The alignment of the service and the facility to Council’s approved strategic objectives and priorities.

(b) The community benefit of maintaining the service and the facility. (c) The level of community need for the service and facility and the evidence

to validate this assessment. (d) The level of community support for the service and facility and the

evidence to validate this assessment. (e) The capacity of the facility to be shared by other community

organisations. (f) The location of similar service providers in relation to the service and

facility. (g) Other options which may be available to the organisation for supporting

the sustainability of the service and the facility. (h) Possible expectations and precedents which may be established for

other community organisations. (i) The possible strategic benefits to Council and the community of

acquiring the asset. (j) The quality, value and location of the property and facility. (k) The lifecycle cost implications of Council accepting the asset. (l) The capacity and expertise of Council to manage such an asset (m) The budgetary implications for Council of any operational costs

associated with the transfer and ongoing service provision. (n) The possible covenants, encumbrances and risks of Council acquiring

the property. (o) Requirements stemming from the Local Government Act or other

legislation.

The process to consider such an application should require an applicant to provide Council with information such as:

(a) Evidence of the need for the service and the level /breadth of community support for the service delivered by the organisation.

(b) A breakdown of the actual service delivered (number of programs/events/session etc.) over a specified period of time e.g. the past three years.

(c) Evidence of the history of the organisation delivering the service to the local community.

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52 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.1 Potential Transfer of Land and Buildings to Council (cont’d)

(d) An independent engineers report prepared no later than three months on the condition of the asset.

(e) The applicants expectations of Council should Council assume responsibility for the asset.

(f) Evidence that the proposal has the support of the organisation’s Committee of Management or equivalent.

The above factors provide an indication of the breadth of issues which would need to be incorporated into a policy and procedure which could guide Council’s decision making process in a well considered, transparent and accountable way.

3. CONSULTATION

The preparation of this report has involved discussions with Council’s Managers of Community Wellbeing, Governance, Finance, Community Infrastructure and Sustainable Infrastructure.

4. ENVIRONMENTAL/AMENITY ISSUES

The impact on the environment would form one aspect of assessment process included in a policy on transfer of land and buildings to Council.

5. FINANCIAL & ECONOMIC IMPLICATIONS

The financial implications of transferring or gifting an asset to Council with conditions of a long term lease would have financial implications in the short and longer term. Council would take on both the capital value and liability of the asset.

The financial implications may be positive or negative and this would vary depending on the nature of the asset and the conditions associated with the asset transfer. For example, if the long term lease arrangement was on a peppercorn basis Council would need to fund the ongoing lifecycle costs of the asset. If Council took on responsibility for the asset there may also be the implication that Council would assist with costs of the service or program being provided. Council’s capacity and readiness to do this would need to be considered in the context of Council priorities and Long Term Financial Plan.

6. SOCIAL IMPLICATIONS

Council support for valued community organisations and the services they provide enhances the health and wellbeing of the community. However, the extent of social benefit resulting from the transfer and long term lease arrangements with community organisations would depend on the demonstrated community need and outcomes of the service provided. The social benefit of proposals would need a full assessment using the type of criteria outlined in section two of this report.

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53 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.1 Potential Transfer of Land and Buildings to Council (cont’d)

7. RELEVANCE TO COUNCIL PLAN

The report relates to the Council Plan 2009-13 (2010 update) in the following areas:

Healthy, Connected Communities – Creating and supporting a strong, diverse and motivated community that is a safe place to live, and in which community leaders are supported, and every voice is valued.

Culturally Rich and Active Communities – Creating a community environment in which a range of major and local events, festivals and activities thrive, culturally rich arts, diverse leisure and recreational activities are abundant and people have access to a range of cultural and leisure facilities, shared open spaces and lifelong learning opportunities.

A Well Governed and Leading Organisation – To ensure the highest standards and transparency of our governance practices and the capability of our organisation, and to improve the condition and suitability of the municipality’s assets.

8. CONCLUSION

For a range of reasons, some community organisations may be unable to meet the cost of maintaining the facility they own and from which they operate and may propose that their land and buildings be handed to Council and in return be provided a long term lease.

This report outlines a number of critical issues which Council would need to address for such proposals. The report highlights that there would need to be a Council policy and associated procedures to guide assessment of such applications from community organisations in a transparent and well researched manner. The process would need to involve a thorough cost/benefit analysis using social, economic and environmental assessment criteria.

9. CONFIDENTIALITY

There are no confidentiality issues associated with this report.

COUNCIL RESOLUTION MOVED: CR. MORTIMORE SECONDED: CR. COSSARI

That Council note this report. CARRIED

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54 COUNCIL – COMMUNITY SERVICES 18 December 2012

ALL WARDS

9.2 YOUTH ISSUES ADVISORY COMMITTEE

SUMMARY: School Focused Youth Service Coordinator (Jemma Wood)

The Council’s Youth Issues Advisory Committee (YIAC) is an Advisory Committee of Council that assists Council with its community engagement processes and provides valuable information to support the decision making of Council in regard to issues affecting young people. The YIAC will sunset in January 2013.

This report provides a summary of activities of the Youth Issues Advisory Committee between February 2011 - November 2012 and outlines the review of the functions of YIAC. It also recommends that Council approves the establishment of a new YIAC to provide advice to Council in regard to issues affecting young people for a further two (2) years. Finally this report recommends that Council approve the proposed Terms of Reference for a new YIAC.

RECOMMENDATION

That Council:

1. Note this report on the activities of Council’s Youth Issues Advisory Committee February 2011 – November, 2012.

2. Approve the establishment of a new Youth Issues Advisory Committee to act as an advisory committee to Council until January 2015;

3. Approve the proposed Terms of Reference for the Youth Issues Advisory Committee as set out in Appendix A; and

4. Approve the commencement of a public recruitment process to attract non Councillor applications for membership of the Youth Issues Advisory Committee.

1. INTRODUCTION

The Youth Issues Advisory Committee (YIAC) was established in 2001 to assist Council with its community engagement processes and provide valuable information to support the decision making of Council. The establishment of the YIAC supports Council’s commitment to engage with its community on issues that affect the lives and wellbeing of its young people.

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55 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.2 Youth Issues Advisory Committee (cont’d)

Functions of the YIAC include information, advice and particularly support for areas such as: • Implementing and reviewing of the Knox Youth Strategic Plan; • Identifying and considering current youth and service issues; and • The continuing development of youth policies.

In accordance with the Terms of Reference (Appendix A), the YIAC membership comprises up to, but no greater than, eighteen (18) including the following: • Councillor representatives x three (3); • Knox Youth Council members x two (2); • The current Knox Young Citizen of the Year (1); • General community representatives; • Youth Service Provider representatives; and • Sector representatives.

The YIAC membership provides for a one (1) year appointment period for Councillors and the Young Citizen of the Year. Youth Council members will be on rotation from the current Knox Youth Council, with all other representatives serving a two (2) year term.

The YIAC has been evaluated on two (2) previous occasions and has been found to be an effective and efficient committee. In order to evaluate the ongoing effectiveness of the YIAC and in accordance with Council policy, a further review has been undertaken. The former non-Councillor members of the YIAC were thanked for their efforts and participation at its last meeting on 17 October 2012.

2. DISCUSSION

The review of the YIAC has been undertaken in line with the process for reviewing Council Committees as they ‘sunset’. Issues to be considered include the role of the Committee, relationships with other Council Committees, efficient use of resources and people’s time, tenure of the YIAC, its effectiveness and overall benefits.

2.1 Synergies with existing Committees

The YIAC is the only Council Committee that deals with broad based youth related issues within the City of Knox. Although Council has a Youth Council (young people directed advisory committee), the matters discussed by the two committees are significantly different. Two members of Youth Council are members of the YIAC. Given the specific function of the YIAC, the amalgamation of its purpose with an existing committee is not recommended.

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56 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.2 Youth Issues Advisory Committee (cont’d)

2.2 Role of the Committee

The purpose of the YIAC is to assist Council with its community engagement processes and to provide valuable information to support the decision making of Council in regard to issues affecting young people.

The establishment of the YIAC supports Council’s commitment to engage with its community on issues that affect the lives and wellbeing of young people.

Specifically the YIAC works across the engagement spectrum to inform and consult with Council endorsed non-Councillor representatives from the youth service and community sector.

2.3 Activities of the YIAC over 2011/2012

In line with the objectives of the committee, the Youth Issues Advisory Committee has undertaken the following during 2011 - 2012:

Training Programs provided to YIAC members on: • Induction for YIAC members on Knox City Council and the roles and

responsibilities of the Youth Issues Advisory Committee;

• An overview of Council’s Youth Services and the wider youth services system;

• The Knox Youth Charter and Youth Plan – The Knox Youth Charter is a set of ten fundamental guiding principles that supports Council’s commitment to actively engage with young people and actively support their unique contributions to the community; and

• Introduction to Play Therapy as it relates to the wellbeing of young people.

Presentations and discussions as follows: • The Knox Youth Council has provided reports to each YIAC meeting

regarding projects and issues they are working on;

• Effective Solutions – Organisational Barriers: Influencing change towards positive youth participation practice within complex and multifaceted organisational settings. This was also presented at the Australian Youth Affairs Coalition National Conference 2011 Interrupting Transmission: youth | change | policy | practice; and

• Young People & the City of Knox documentary screening - A group of young people who were involved in other Knox Youth Services programs and a young person who has been previously involved in Green Foot Flicks (a film festival for young people in the City of Knox) interviewed young people at the Knox Festival 2011 about what it’s like to be a young person in the City of Knox.

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57 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.2 Youth Issues Advisory Committee (cont’d)

The YIAC was informed and consulted about the following: • The Knox Open Space Plan; • Youth Mental Health Service / headspace; • The Knox Arts Plan; • The Knox Integrated Transport Plan; • The Knox @ 50 community engagement program; and • The Knox Youth Strategic Plan consultation and development.

2.4 Efficiency and effectiveness of the Committee

Council’s Youth Services Unit coordinates the administration of the YIAC, including the preparation of meeting agendas and minutes for a maximum of five (5) meetings per year. A Councillor is appointed Chairperson and is responsible for chairing meetings and approving minutes before distribution to other members of the YIAC.

Following its establishment, it is estimated that 40 hours per annum spread across the responsibilities of the Council’s Youth Services staff (including meeting administration and presentation of meeting topics) is required to support each meeting of the YIAC.

When reviewing the YIAC the outgoing members agreed that the type and number of members of the YIAC is satisfactory, the meetings were held at appropriate times (evenings) and the frequency of five times per year was also appropriate.

Council officers involved in presenting to the YIAC consider that it functions effectively and support its continuation.

The cost of the YIAC to Council is provided within a recurrent budget and includes catering and meeting preparation. The direct operational budget for YIAC is in addition to Officer time allocated to the project. All venues used to host the YIAC meetings are Council owned facilities and members contribute their voluntary time to attend.

The maximum of three Councillors on the YIAC has been deemed by Councillors as appropriate. In this regard, it is typical that no more than two Councillors attend the meetings of the YIAC and rarely do all three Councillors attend at the one time.

2.5 Councillor representation

The YIAC’s Terms of Reference nominates a maximum of three Councillor Representatives. In 2011-12 former Councillors McMillan and Cole were the Councillor Representatives on the YIAC.

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58 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.2 Youth Issues Advisory Committee (cont’d)

The appointed members for the 2012-13 mayoral year are Cr Mortimore and Cr Seymour.

2.6 Future Direction

In establishing a further term for the YIAC, modifications to the terms of reference are recommended based upon feedback from the review. There are minor changes in relation to membership and casual vacancies. The other changes are to provide clarity to the purpose and role of the Committee.

The proposed Terms of Reference for the YIAC is included within Appendix A of this report, including amendments (as underlined).

2.7 Timeframe to establish a new Youth Issues Advisory Committee

An indicative timeframe to appoint community members and commence operations of the YIAC for a further term is as follows: Action Target Completion Date Council to approve the revised Terms of Reference.

December 2012

Publically advertise, recruit and assess non-Councillor member applications.

January 2013

Recommend to Council non-Councillor members to the YIAC.

February 2013

First Youth Issues Advisory Committee Meeting 13 March 2013

3. CONSULTATION

Councillor Representatives appointed to the YIAC: former Councillors McMillan and Cole were involved with the review process as have all the members of the previous YIAC.

Council officers from Youth Services and the Manager Youth Leisure and Cultural Services have provided feedback regarding the effectiveness of the YIAC.

4. ENVIRONMENTAL/AMENITY ISSUES

The Youth Issues Advisory Committee fosters increased consideration and consultation across the organisation in dealing with environmental and amenity issues affecting young people.

5. FINANCIAL & ECONOMIC IMPLICATIONS

The cost to Council to support the YIAC, excluding officer time, is approximately $5,000 annually, which is provided for in Council’s annual budget.

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59 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.2 Youth Issues Advisory Committee (cont’d)

6. SOCIAL IMPLICATIONS

There are a number of positive social implications brought about by the Youth Issues Advisory Committee. These include:

• broad community representation on an advisory committee to Council, specifically focused on youth issues;

• an avenue for Council to consult with young people and those interested in youth issues; and

• a direct link to the Knox Youth Council, as representatives will attend the Youth Issues Advisory Committee.

7. RELEVANCE TO COUNCIL PLAN

The responsive provision of services to young people and the community by Council is supported by all of the themes in the Council Plan. As young people are a vital component of an active, connected and dynamic community, all of the following themes are particularly relevant.

Theme One: Healthy, Connected Communities

Creating and supporting a strong, diverse and motivated community that is a safe place to live, and in which community leaders are supported, and every voice is valued.

Theme Two: Culturally Rich & Active Community Life

Creating a community environment in which a range of major and local events, festivals and activities thrive, culturally rich arts, diverse leisure and recreational activities are abundant, and people have access to range of cultural and leisure facilities, shared open spaces and lifelong learning opportunities.

Theme Three: Dynamic Services and Facilities

All services and facilities delivered by Council will respond to community need and expectation, will be well managed and effective, and seek best value outcomes for our community.

8. CONCLUSION

The Council Plan 2009-13 (2010 update) includes an objective that Council and the community work together in partnership. The use of advisory committees such as the Youth Issues Advisory Committee enables Council to achieve a positive collaboration with the community to assist with the development of strategic plans and policies from the perspective of young people.

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60 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.2 Youth Issues Advisory Committee (cont’d)

The renewal of the Youth Issues Advisory Committee would highlight Council’s progressive approach towards public participation and engagement and will enable Council to be effectively advised on issues affecting young people.

9. CONFIDENTIALITY

There are no confidential issues associated with this report.

COUNCIL RESOLUTION MOVED: CR. MORTIMORE SECONDED: CR. SEYMOUR That Council:

1. Note this report on the activities of Council’s Youth Issues

Advisory Committee February 2011 – November, 2012;

2. Approve the establishment of a new Youth Issues Advisory Committee to act as an advisory committee to Council until January 2015;

3. Approve the proposed Terms of Reference for the Youth

Issues Advisory Committee as set out in Appendix A subject to the following amendments at Section 3:-

(a) The Youth Issues Advisory Committee will comprise up

to but no greater than, eighteen (18) members, including:

• Councillor representatives x two (2)

(b) Membership representation is described below:

• Sector representatives – represent special interest groups e.g. youth, health, law enforcement, education, business.

4. Approve the commencement of a public recruitment process

to invite General Community representative, Youth Service Provider representative and Sector representative applications for membership of the Youth Issues Advisory Committee.

CARRIED

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61 COUNCIL – COMMUNITY SERVICES 18 December 2012 APPENDIX A – DRAFT Terms of Reference

TERMS OF REFERENCE

YOUTH ISSUES ADVISORY COMMITTEE

Directorate Community Services

Responsible Officer Youth Participation & Policy Worker

Committee Type Advisory

Approval Date: 18 December 2012

Review Date: December 2015

1. PURPOSE The purpose of the Youth Issues Advisory Committee (YIAC) is to assist Council with its community engagement processes and provide valuable information to support the decision making of Council. The establishment of the YIAC supports Council’s commitment to engage with its community on issues that affect the lives and wellbeing of its young people.

2. OBJECTIVES

The YIAC is required to: • Provide strategic advice and input relating to the development of Council’s

youth plans and policies.

• Engage in discussion regarding issues that affect young people. These issues will be determined by Council in cooperation with the committee.

• Participate in the ongoing consultation, review and implementation of strategic documents.

• Provide input into Council’s processes relating to young people where requested i.e.: provide feedback regarding projects to be considered by Council that have an impact on young people.

3. MEMBERSHIP, PERIOD OF MEMBERSHIP AND METHOD OF APPOINTMENT

Membership of the YIAC will consist of members approved and appointed by Council.

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62 COUNCIL – COMMUNITY SERVICES 18 December 2012

APPENDIX A – DRAFT Terms of Reference (cont’d)

The YIAC will comprise up to but no greater than eighteen (18) members, including: • Councillor representatives x three (3) • Knox Youth Council members x two (2) • The current Knox Young Citizen of the Year • General community representatives • Youth Service Providers representatives • Sector representatives

Membership representation is described below: • Councillor representatives – elected representatives of Council • Youth Council members – on rotation from the current Knox Youth Council • The Current Knox Young Citizen of the Year (This is a per annum term

position) • General Community representatives – These representatives are

enthusiastic about young people and youth issues, yet they may not be affiliated with a specific group or organization.

• Youth Service Provider representatives who actively provide the provision of services for young people in Knox. It is expected that in the absence of the nominated youth service provider representative, a proxy representative from their organisation will attend meetings.

• Sector representatives – represent special interest groups e.g. youth, headspace, Victoria Police, Education, business.

It is expected that each member will attend a minimum of 70% of YIAC meetings annually. If a member attends less that 70% of meetings annually and Council has not received a formal apology from the member, Council has the ability to appoint a replacement member if deemed necessary.

Applications for membership to the YIAC will be assessed by a panel consisting of Councillor representatives on the YIAC and two Council officers that will recommend applications to Council. Applications will be assessed based upon their interest, knowledge and expertise relating to:

• Knowledge and experience in youth and community issues and trends;

• A working knowledge of youth issues and services within Knox;

• The provision of youth services within a Local Government area; and

• Community capacity building, particularly the importance of volunteerism.

In the event of a member resigning from the YIAC, written confirmation should be made to the Director – Community Services.

Council reserves its right to truncate the term of the YIAC.

Membership is for a one year period for Councillors, Young Citizen of the Year and Youth Council members, and for two years for all other representatives.

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63 COUNCIL – COMMUNITY SERVICES 18 December 2012

APPENDIX A – DRAFT Terms of Reference (cont’d)

Community and business representatives will be sought by public advertisement, and other representatives through advertisement with the relevant organisations/networks. Casual vacancies may be filled by co-option Casual vacancies which occur due to community members being unable to complete their appointments may be filled by co-opting suitable candidates from a previous selection process for the remainder of the previous incumbents’ terms. The selection panel will make a recommendation to the CEO, who will have the authority to appoint the recommended candidate to the committee for the remainder of the previous incumbent’s term.

The Mayor is, by virtue of the Office, ex officio a member of any committee which may be established by Council from time to time. It is important that whilst the Mayor may not chair these meetings, appropriate recognition should be given to the presence of the Mayor if in attendance. The Mayor has no voting rights in their capacity as an ex officio member of the committee.

4. DELEGATED AUTHORITY AND DECISION MAKING

The Youth Issues Advisory Committee acts in an advisory capacity only and has no delegated authority to make decisions as if it is the Council. The YIAC provides advice to Council and staff to assist them in their decision making. In accordance with section 76E of the Local Government Act 1989, a Councillor must not improperly direct or influence a member of Council staff in the exercise of any power or in the performance of any duty or function.

5. MEETING PROCEDURES

The Youth Issues Advisory Committee meetings shall be conducted generally in accordance with the meeting procedure principles of Part D, Section 3 of Council’s Procedural Matters Local Law 2002. This section provides that Division 1 of the Local Law applies to the conduct of these meetings with any necessary modifications.

Meetings are to be held at a time and place determined by the Youth Issues Advisory Committee. The Youth Issues Advisory Committee is not required to give public notice of its meetings and meetings are not required to be open to the public.

Meetings will be held at a frequency determined by the committee to meet its purpose and objectives.

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64 COUNCIL – COMMUNITY SERVICES 18 December 2012

APPENDIX A – DRAFT Terms of Reference (cont’d)

6. CHAIR

The position of Chairperson shall be reviewed annually, immediately following Councillor appointment/s to the Youth Issues Advisory Committee.

Where there is one Councillor representative on the committee that Councillor stands as Chairperson. Where there is more than one Councillor, the chair is to be agreed upon between the Councillors. When this cannot be achieved, the Mayor of the day shall determine the Chairperson.

The Youth Issues Advisory Committee may determine, with consent of the Councillor representative/s, to appoint another member other than the Councillor representative/s as Chairperson. If the Chairperson is not present at a meeting, any other Councillor representative shall be appointed Chairperson. In the absence of any other Councillor representative/s, the committee members shall appoint a Chairperson for the purpose of conducting the meeting.

7. AGENDAS AND MINUTES

Agendas and Minutes must be prepared for each meeting of the Youth Issues Advisory Committee. The Agenda must be provided to members of the committee not less than 48 hours before the time fixed for the holding of the meeting.

The Chairperson must arrange for minutes of each meeting of the committee to be kept.

The minutes of a meeting of the Youth Issues Advisory Committee must: a) contain details of the proceedings and resolutions made; b) be clearly expressed; c) be self-explanatory; and d) in relation to resolutions recorded in the minutes, incorporate relevant

reports or a summary of the relevant reports considered in the decision making process.

Minutes must be approved by the chair before being published or distributed and then formally endorsed at the subsequent meeting.

All Councillors, irrespective of whether they form part of the committee, shall be issued with an electronic copy of the Youth Issues Advisory Committee minutes.

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65 COUNCIL – COMMUNITY SERVICES 18 December 2012

APPENDIX A – DRAFT Terms of Reference (cont’d)

8. VOTING

Councillor and community members have voting rights.

Council staff are to provide support and advice to the committee only, and have no voting rights.

In the event of an equality of votes the chairperson has a second vote.

9. CONFLICT AND INTEREST PROVISIONS

In performing the role of Youth Issues Advisory Committee member, a person must:

• act honestly;

• exercise reasonable care and diligence;

• not make improper use of their position; and

• not make improper use of information acquired because of their position. Meetings of the Youth Issues Advisory Committee may potentially form an Assembly of Councillors. When this occurs, Councillors and officers are required to comply with the conflict of interest provisions as set down in the Local Government Act 1989. Where a Councillor or officer declares a Conflict of Interest in relation to a matter in which the committee is concerned, they must disclose the interest to the committee before the matter is considered or discussed at the meeting. Disclosure must include the nature of the relevant interest and be recorded in the minutes of the meeting. The member must leave the room while the matter is being considered and may return only after consideration of the matter and all votes on the matter. Where a community member has an interest or a Conflict of Interest (as defined in the Local Government Act) in relation to a matter in which the committee is concerned, or is likely to be considered or discussed, the community member must disclose the matter to the group before the matter is considered or discussed. Disclosure must include the nature of the relevant interest or conflict of interest and be recorded in the minutes of the meeting. It will be at the discretion of the Chairperson if the community member remains or leaves the room whilst the matter is discussed, and this must also be recorded in the minutes of the meeting. Where a meeting is identified as an Assembly of Councillors, staff must complete a Record of Assembly of Councillors form. Where a Conflict of Interest is identified by a Councillor or staff member at an Assembly of Councillors, the relevant Conflict of Interest form must also be completed. Forms should be forwarded to the Manager – Governance within 5 working days of the meeting. This information will be published at the next available Ordinary Council Meeting.

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66 COUNCIL – COMMUNITY SERVICES 18 December 2012

APPENDIX A – DRAFT Terms of Reference (cont’d)

10. REPORTING

As a minimum, the Youth Issues Advisory Committee is required to prepare a formal report on an annual basis in line with their stated objectives. The report must be formally adopted by the committee and should directly reflect the objectives and the performance measures of the committee as set out in the Terms of Reference. The report will be presented to Council for noting under the Community Services Directorate.

11. ADMINISTRATION SUPPORT

The Director Community Services will determine provision of administrative support for the YIAC.

12. CONTACT WITH THE MEDIA

Contact with the media by Advisory Committee members will be conducted in accordance with the Councillor and Staff Media Policies. Community members should defer any media enquiries to the Chairperson in the first instance and should take care not to respond as a representative of the committee.

13. REVIEW DATE

The Committee’s role, function and membership shall be reviewed every two years by Council. The Youth Issues Advisory Committee will sunset on January 2013 January 2015.

14. MEALS

The provision of refreshments will be in accordance with Council’s Meals and Sustenance Policy.

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67 COUNCIL – COMMUNITY SERVICES 18 December 2012

ALL WARDS

9.3 KNOX YOUTH COUNCIL REPORT 2012

SUMMARY: Youth Development Worker – Youth Services (Kate Arnott)

This report provides a summary of achievements for the Knox Youth Council between January and November 2012 for Council’s information.

RECOMMENDATION

That Council notes this report providing an overview of the achievements of Council’s Knox Youth Council for the period of January – November 2012.

1. INTRODUCTION

The first Knox Youth Council (KYC) was established in 2003 as an Advisory Committee to Council. It originated from Council’s ‘Youth Plan 2001 – 2003’ where it was identified that there was a need for Council to ensure that the interests of the young people from the Knox municipality were being represented and that their views were being considered in the planning, development, coordination and provision of services delivered by Council.

The KYC is a group made up of up to 20 young people aged 12-25, who live, work, study or hang-out within the City of Knox. This current group is the fifth KYC and their term is from January 2012 to December 2013. The KYC meets monthly for formal meetings and is supported by Knox City Council’s Youth Services staff. In addition, interim meetings and working group meetings have also been organised. These interim meetings are held on an ‘as needs basis’ to plan consultations for young people within the Knox municipality.

Young people who participate in the KYC come from a range of different backgrounds and have many varied life experiences. In their role as Youth Council members they also consult with other young people in the community to ensure that the diversity of young people, opinions and interests in the City of Knox are considered by Council.

This report provides an overview and update to Council of KYC’s activities and achievements for the period January – November 2012.

2. DISCUSSION

The KYC provides an avenue for youth participation in decision making at a local level, as well as providing support and resources for skills and personal development. It also provides advice and suggestions to Council, and its various departments on a range of issues and makes recommendations on issues or services that may affect young people in the Knox municipality.

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68 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.3 Knox Youth Council Report 2012 (cont’d)

The KYC is supported and resourced by Knox Youth Services staff, as co-facilitators, who have provided Youth Council members, during their first year, with support and opportunities to gain experience and skills including:

• Meeting procedures;

• Minute taking;

• Chairing a meeting;

• Group facilitation;

• Decision making skills;

• Budget skills;

• Understanding the role of local government;

• Participation in community consultation;

• Developing surveys; and

• Promotion and Marketing

In addition to the above skills and opportunities that have been gained through regular attendance at the monthly formal meetings, the following is an overview of the activities and achievements of the KYC in 2012:

January 2012

• KYC youth representatives attended two training days focusing on establishing the KYC, the role of local government and team building.

February 2012

• A combined consultation to KYC and Council’s Youth Issues Advisory Committee from Council’s Traffic and Transport Unit in regard to Council’s Knox Integrated Transport Plan.

March 2012

• Council’s Open Spaces & Landscape Design Unit consulted with KYC on Council’s Open Space Plan.

• Youth representatives participated as volunteers at the Knox Festival.

• KYC consulted with young people at the Knox Festival regarding the Youth Strategic Plan 2012 - 2017.

May 2012

• Three (3) youth representatives attended the ‘Sounds like a Plan’ youth participation forum in Carlton.

February – September 2012

• Consultation with Council’s Youth Services Unit on Council’s Youth Strategic Plan 2012 - 2017.

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69 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.3 Knox Youth Council Report 2012 (cont’d)

August 2012

• A combined meeting and consultation with KYC and Youth Issues Advisory Committee from the Council’s Place Management Unit on Knox @ 50 and development of a new City Plan.

February – December 2012

• Two (2) members of KYC regularly attend and participate in the Youth Issues Advisory Committee meetings. This involvement informs and updates the Committee on Youth Council activities.

July and September 2012 school holidays

• Two (2) training days in relation to team building and Event Management.

October 2012 Stringybark Festival

• KYC youth representatives hosted the ‘Canvas Challenge’. The Canvas Challenge was their first consultation opportunity with young people regarding the four issues they are looking into during their term as Youth Council representatives. The four issues they are consulting on are: Bullying, Cultural Diversity, Youth Mental Health and Youth Drug & Alcohol abuse. KYC will conduct another ‘Canvas Challenge’ at the Knox Festival in March, 2013 and will then be organising a ‘Youth Forum’ on these issues in mid 2013.

November 2012

• Multicultural Advisory Committee organised a combined meeting with KYC and Knox Inter-Faith Network to hear from young asylum seekers in community detention.

3. CONSULTATION

The KYC is a way for young people in the municipality to participate in decision making processes that impact on them and other young people. In addition, consulting with an advisory group of young people who are aware of issues within Council departments and their local communities can contribute to enhance planning and strategic outcomes for Council. Furthermore, the KYS representatives can promote activities and plan amongst their own networks, distribute further information and provide a youth perspective.

4. ENVIRONMENTAL/AMENITY ISSUES

The establishment of the KYC has fostered increased consideration and consultation across the organisation in dealing with environmental and amenity issues affecting young people.

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70 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.3 Knox Youth Council Report 2012 (cont’d)

5. FINANCIAL & ECONOMIC IMPLICATIONS

Support for the KYC is provided for within Council’s annual budget. The costs, excluding Council officer time, are $5,000 that includes expenditure on materials, advertising and publicity, equipment and catering.

6. SOCIAL IMPLICATIONS

KYC has provided a number of positive social implications that include:

• Providing opportunities for youth participation in decision making across Council;

• Providing opportunities for young people to enhance their leadership skills;

• Providing opportunities for young people to determine their own methods of consultations and make decisions about how they want to use their time as youth representatives; and as

• Being an avenue for Council to consult with a group of young people who have broad connections in their local communities.

7. RELEVANCE TO COUNCIL PLAN

The relevance of the KYC to the Council Plan 2009 – 2013 (2010 update) relates to the following key strategic objectives:

Healthy, Connected Communities:

Creating and supporting a strong, diverse and motivated community that is a safe place to live, and in which community leaders are supported, and every voice is valued.

Culturally Rich & Active Community Life:

Creating a community environment in which a range of major and local events, festivals and activities thrive, culturally rich arts, diverse leisure and recreational activities are abundant, and people have access to range of cultural and leisure facilities, shared open spaces and lifelong learning opportunities.

8. CONCLUSION

Council through its Knox Youth Charter, has a commitment to encouraging participation by young people in decisions which affect them, and to ensure Council considers the views of young people in its decision-making processes. The KYC is one key mechanism to address this objective.

This report gives Council an overview of the valuable commitment and contribution to the Knox community made by members of the KYC during 2012.

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71 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.3 Knox Youth Council Report 2012 (cont’d)

9. CONFIDENTIALITY

There are no confidential issues associated with this report.

COUNCIL RESOLUTION MOVED: CR. GILL SECONDED: CR. MORTIMORE

That Council notes this report providing an overview of the achievements of Council’s Knox Youth Council for the period of January – November 2012. CARRIED

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72 COUNCIL – COMMUNITY SERVICES 18 December 2012

ALL WARDS

9.4 RECREATION AND LEISURE LIASION GROUP 2012 ANNUAL REPORT

SUMMARY: Leisure Service Officer (Robert Morton)

Council’s Recreation and Leisure Liaison Group (RLLG) is an Advisory Committee that assists Council with its community engagement processes and provides valuable information and advice on sports and leisure issues to support the decision making of Council. This annual report provides an update on activities undertaken throughout 2012.

RECOMMENDATION

That Council note this annual report on Council’s Recreation and Leisure Liaison Group (RLLG) for 2012.

1. INTRODUCTION

The Recreation and Leisure Liaison Group (RLLG), originally known as the Sports Liaison Group, has been operational under this name since 2003 and deals with a variety of sport and leisure issues within the City of Knox.

The purpose of the RLLG is to assist Council with its community engagement process and provide valuable information and advice to support the decision making of Council. The establishment of the RLLG supports Council’s commitment to engage with its community and to acknowledge the critical role sport, recreation and leisure plays in the wellbeing of our community.

The RLLG acts in an advisory capacity only and does not represent Council nor does it have delegated authority to make decisions on behalf of Council.

2. DISCUSSION

2.1 Group Overview

In 2010 the RLLG was appointed by Council for a period between 1 November 2010 and 31 October 2012. As highlighted in Appendix A in this report, the members of the RLLG met on four (4) occasions in 2012 and achieved an overall attendance rate of 67%.

The purpose of the RLLG is to:

• Provide strategic advice and input relating to the development of Council’s leisure plans and policies;

• Engage in discussion regarding ‘special interest’ sport and leisure topics as determined by Council;

• Participate in the ongoing consultation, review and implementation of sporting and recreational strategic documents; and

• Provide input into Council’s processes relating to sport where requested e.g. provide feedback regarding projects to be considered by Council for submission to Sport & Recreation Victoria grant programs.

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73 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.4 Recreation and Leisure Liaison Group 2012 Annual Report (cont’d)

2.2 Content

During the year, the following topics were discussed:

2.2.1 Council Policies • Casual Use of Active Reserve Policy; and

• Support for Community Based Facility Development/Improvements – External Funding Submissions Policy.

2.2.2 Special Interest Sport, Recreation and Leisure Topics • Updates on Council’s Be Active Grant which is to be placed towards

preventing unhealthy activities such as smoking, alcohol, poor nutrition and a lack of physical activity.

• Club Development Program and regular updates on topics and attendance records;

• Funding of defibrillators at Knox Sporting Facilities through the Recreation Minor Capital Works Grant Scheme;

• Discussions surrounding the development of Knox City Council’s 2014-2023 Leisure Plan;

• The review of Knox City Council’s 2004-2013 Recreation Plan;

• The proposed content and delivery of a new Leisure Newsletter to be used by sporting organisations;

• The ongoing development of the Knox Regional Sports Park;

• Proposed Sport & Recreation Victoria applications to be submitted by Council;

• Updates on club run Recreation Minor Capital Works Grant Scheme projects;

• Updates on Capital Works Projects both current and future;

• Updates on Council’s warm season grass and oval renovations program, including grounds scheduled for future conversions; and

• Updates on the Tennis Plan including the associated recommendations.

2.2.3 Other Discussion Topics • Issues associated with Community Safety including advantages of

Council being pro-active, rather than re-active to address community safety issues;

• The development of Knox City Council’s Arts & Cultural Plan;

• The development of the Knox City Council’s Open Space Plan; and

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74 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.4 Recreation and Leisure Liaison Group 2012 Annual Report (cont’d)

• Initial discussions on Council’s long term planning process Knox @ 50, including demographic changes in Knox, the need for residents to be aware of the changes needed in the future, and what community aspirations may be.

The RLLG also assists with the on-going development of a strong network and continued capacity building between officers and key stakeholders within the sport and recreation sector.

Future of the Group

On 25 September 2012, Council endorsed a process to re-establish the RLLG and adopted a revised Terms of Reference. In addition, Council at its meeting of 11 December 2012 will consider the appointment of eleven (11) non Councillor representatives to the RLLG for a term of two years, concluding on 31 October 2014.

The new RLLG is proposed to conduct their first meeting on 20 February 2013.

3. CONSULTATION

As described through Council’s Community Engagement Program –‘Working Together’, the principal purpose of the RLLG is being achieved through community collaboration i.e. partnering with the public in each aspect of the decision making process, including the development of options and identification of preferred solutions.

4. ENVIRONMENTAL/AMENITY ISSUES

The RLLG considers matters that may affect the health and wellbeing of the Knox community and assists in the progression of key environmental and amenity improvements i.e. sustainability of sporting facilities.

5. FINANCIAL & ECONOMIC IMPLICATIONS

The annual direct cost of the RLLG is approximately $3000 per annum and is provided within Council’s annual budget. This sum is made up of the costs for catering and advertising. In addition, Council officers support the operation of the RLLG.

6. SOCIAL IMPLICATIONS

The RLLG will continue to provide advice to Council concerning the social implications associated with the development of leisure, sport and recreational policies and strategic plans.

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75 COUNCIL – COMMUNITY SERVICES 18 December 2012 9.4 Recreation and Leisure Liaison Group 2012 Annual Report (cont’d)

7. RELEVANCE TO COUNCIL PLAN

The continuation of the RLLG is consistent with the broader Council Plan 2009-13 (2010 update) in the following areas.

• Healthy, Connected Communities – Creating and supporting a strong, diverse and motivated community that is a safe place to live, and in which community leaders are supported, and every voice is valued;

• Culturally Rich and Active Communities – Creating a community environment in which a range of major and local events, festivals and activities thrive, culturally rich arts, diverse leisure and recreational activities are abundant, and people have access to a range of cultural and leisure facilities, shared open spaced and lifelong; and

• Dynamic Services and Facilities – All services and facilities delivered by

Council will respond to community need and will be well managed and effective and seek best value outcomes for our community.

8. CONCLUSION

The Council Plan 2009-13 (2010 Update) nominates that Council and the community work together in partnership. The RLLG is working with the community in providing strategic advice and input to the Council’s leisure plans and policies.

The RLLG continues to provide feedback where requested, with four (4) meetings scheduled for 2013 and a further four (4) to be scheduled for 2014. The current RLLG will sunset on 31 October 2014.

9. CONFIDENTIALITY

There is no confidentiality issues associated with this report.

COUNCIL RESOLUTION MOVED: CR. GILL SECONDED: CR. SEYMOUR

That Council note this annual report on Council’s Recreation and Leisure Liaison Group (RLLG) for 2012. CARRIED

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76 COUNCIL – COMMUNITY SERVICES 18 December 2012 APPENDIX A – LIST OF ATTENDANCE RECORDS

Committee Member 15/02/2012 16/05/2012 15/08/2012 24/10/2012 Cr Adam Gill Yes - - - Cr Andrew Walter Yes Yes Yes - Amanda Locke Yes Yes Yes - Colin Fletcher Yes Yes Yes Yes Dale Moon - Yes Yes Yes Eddie Gray - - - - Peter Jenkin Yes Yes - - Olivia Nam Yes Yes Yes Yes Phil Murton Yes - - Yes Sue Hurley - Yes Yes - Timothy Court Yes Yes Yes Yes Tom Blaze Yes Yes Yes Yes Tony Gawne - Yes Yes Yes

Leisure Services Staff David Blair Yes Yes - Yes Marco D'Amico Yes Yes Yes Yes Terry Jenvey - Yes

Daniel Clark Yes Yes Yes Yes Robert Morton Yes Yes

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77 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012

DINSDALE WARD

10.1 LICENCE AGREEMENT BETWEEN KNOX CITY COUNCIL AND THE VICTORIA STATE EMERGENCY SERVICE – PART OF 102 LEWIS ROAD, WANTIRNA SOUTH (CB 132) AND 12 SHERWOOD COURT, WANTIRNA SOUTH (CB 311) (MELWAY REF: 64 B11)

SUMMARY: Property Management Coordinator (Angela Mitchell) Community Wellbeing Facility Advocate (Jessica Anson)

This report recommends the signing and sealing of a licence agreement between Knox City Council and the Victoria State Emergency Service for the occupancy of the facility located in part of 102 Lewis Road, Wantirna South (CB 132) contained in Certificate of Title Volume 9073 Folio 341 and the facility located at 12 Sherwood Court, Wantirna South (CB 311) contained in Certificate of Title Volume 9216 Folio 966.

RECOMMENDATION

That Council:

1. Authorise the Chief Executive Officer to sign and seal the licence agreement between Knox City Council and the Victoria State Emergency Service for the occupancy of the facility located in part of 102 Lewis Road, Wantirna South (CB 132) and the facility located at 12 Sherwood Court, Wantirna South (CB 311) (refer Appendix A).

2. Acknowledge that the licence agreement includes the following major terms: annual licence fee of $153.15 per annum (GST inclusive and indexed annually by CPI) for both facilities; maximum term of five years commencing 1 January 2013; and appropriate Council recognition.

1. INTRODUCTION

The current licence agreement held by the Victoria State Emergency Service with the Knox City Council for the occupancy of the facility located in part of 102 Lewis Road, Wantirna South (CB 132) is due for consideration. Additionally, it has been identified that the Victoria State Emergency Service does not have a formal tenure agreement with Council for the occupancy of the abutting facility, which they also occupy, located at 12 Sherwood Court, Wantirna South (CB 311).

Considering this, a licence agreement for both premises has been prepared with the Victoria State Emergency Service in accordance with the Tenancy by Community Groups of Council Buildings Policy.

2. DISCUSSION

The Knox State Emergency Service is a part of the Victoria State Emergency Service that operates at a municipal level and provides assistance to the Knox community in times of emergency.

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78 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.1 Licence Agreement between Knox City Council and the Victoria State

Emergency Service – Part of 102 Lewis Road, Wantirna South and 12 Sherwood Court, Wantirna South (cont’d)

Volunteer members are trained to respond to road accidents for the rescue of trapped casualties, domestic and industrial rescue, emergency storm damage repair, search and rescue, flood relief and resource support to Fire, Police and Ambulance Services.

The State Emergency Service is a not for profit organisation. Local units are managed and operated by volunteer members.

The key principles in the proposed licence agreement are as follows:

Length of Licence

It is proposed that the licence be for a five year term commencing on 1 January 2013.

Licensee’s Responsibilities

A summary of the responsibilities for the Victorian State Emergency Service (Knox) are:

1. To recognise by way of signage, and in any written and published materials distributed by the Licensee, the significant contribution Council makes.

2. To provide an annual report to Council.

3. The maintenance of equipment.

4. The cleaning of the facility.

5. The payment of telephone costs.

6. The provision of public liability insurance.

The Tenancy by Community Groups of Council Buildings Policy states that where the current market rental value is $5,000 or more a year, the licence is to be referred for Council’s consideration. In light of this, the licence agreement is presented for Council’s consideration. It is recommended that whilst the market rental value is above $5,000 per annum, the annual fee remain at $153.15 per annum (GST inclusive and increased annually by CPI) for both facilities due to the ongoing contribution made by the Knox State Emergency Service towards activities which contribute to the health, wellbeing and safety of Knox residents.

3. CONSULTATION

The licence agreement has been discussed with relevant Council officers and representatives from the Knox State Emergency Service and Victoria State Emergency Service Regional Office.

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79 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.1 Licence Agreement between Knox City Council and the Victoria State

Emergency Service – Part of 102 Lewis Road, Wantirna South and 12 Sherwood Court, Wantirna South (cont’d)

4. ENVIRONMENTAL/AMENITY ISSUES

There are no environmental or amenity issues associated with this report.

5. FINANCIAL & ECONOMIC IMPLICATIONS

The proposed licence fee has been determined in accordance with Council’s annual fees and charges process. The annual licence fee of $153.15 per annum (GST inclusive and indexed annually by CPI) is inclusive of both facilities. This reflects the significant contribution made by the Knox State Emergency Service to the municipality’s emergency response service and the benefits of these services to Knox residents. Furthermore, the Knox State Emergency Service has financially contributed to the expansion of the shed facility at 12 Sherwood Court, Wantirna South. The service operation is consistent at both facility locations and the expansion to include the facility at 12 Sherwood Court reflects the growing need of the Knox State Emergency Service for facility space in order to maintain their capacity to deliver a local and regional emergency response service.

6. SOCIAL IMPLICATIONS

The use of these facilities by the Knox State Emergency Service will enable the continuation of volunteer members to be trained and continue to respond to road accidents for the rescue of trapped casualties, domestic and industrial rescue, emergency storm damage repair, search and rescue, flood relief and resource support to Fire, Police and Ambulance Services. This service is of great benefit to Knox residents.

7. RELEVANCE TO COUNCIL PLAN

The relevance of this report to the Council Plan is reflected in the following areas:

• Developing dynamic services and facilities by building partnerships and advocating for services and facilities to meet identified community needs.

• Creating and supporting healthy connected communities by work in partnership with organisations and individuals to provide a safe and cohesive community.

8. CONCLUSION

The Knox State Emergency Service provides an invaluable service to the Knox community through their ongoing responses. It is therefore recommended that the licence agreement between Knox City Council and the Victoria State Emergency Service for the occupancy of the facility located in part of 102 Lewis Road, Wantirna South (CB 132) and the facility located at 12 Sherwood Court, Wantirna South (CB 311) be signed and sealed.

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80 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.1 Licence Agreement between Knox City Council and the Victoria State

Emergency Service – Part of 102 Lewis Road, Wantirna South and 12 Sherwood Court, Wantirna South (cont’d)

9. CONFIDENTIALITY

There are no confidentiality issues associated with this report.

COUNCIL RESOLUTION MOVED: CR. GILL SECONDED: CR. MORTIMORE

That Council:

1. Authorise the Chief Executive Officer to sign and seal the licence agreement between Knox City Council and the Victoria State Emergency Service for the occupancy of the facility located in part of 102 Lewis Road, Wantirna South (CB 132) and the facility located at 12 Sherwood Court, Wantirna South (CB 311) (refer Appendix A).

2. Acknowledge that the licence agreement includes the following major terms: annual licence fee of $153.15 per annum (GST inclusive and indexed annually by CPI) for both facilities; maximum term of five years commencing 1 January 2013; and appropriate Council recognition.

CARRIED

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81 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX A

State Emergency Services Buildings

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82 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012

BAIRD WARD

10.2 CREATION OF DRAINAGE EASEMENT REAR OF 20 TULIP CRESCENT, BORONIA (MELWAYS REF: 64 J10)

SUMMARY: Property Management Coordinator (Angela Mitchell) Coordinator Project Delivery (Hans Pelgrim)

This report proposes the creation of a 2.0m wide easement along the rear of 20 Tulip Crescent, Boronia in order to resolve a drainage issue.

RECOMMENDATION

That Council:

1. Establish a 2.0 metre wide drainage easement to the rear of 20 Tulip Crescent, Boronia as shown in Appendix A for nil consideration in order to resolve a drainage issue.

2. Authorise the Chief Executive Officer to sign and seal all the appropriate documentation pertaining to the creation of easement on 20 Tulip Crescent, Boronia.

1. INTRODUCTION

An area bordered by Tulip Crescent to the east, Springfield Road to the south, Narcissus Avenue to the west and Stonehaven Avenue to the north, in Boronia, is currently served by drainage constructed in the early 1960’s.

It has become evident that this drainage was not constructed within the assigned drainage easement provided at the rear of the properties fronting Narcissus Avenue, as Council records suggest, but was instead constructed on the other side of the rear fenceline and at the rear of properties fronting Tulip Crescent where there was no drainage easement in place.

This was identified following an application for development at 20 Tulip Crescent, Boronia.

2. DISCUSSION

With a multi-unit development being approved at 20 Tulip Crescent, Boronia it has become apparent that the existing Council drainage needs to be protected from future development. This can best be achieved by the creation of a drainage easement in favour of Council through the planning process.

It is further recommended that the creation of this easement be at Council’s expense as Council records were shown to be incorrect at this location.

There is some risk to Council if the drainage infrastructure is not protected from future development with Council incurring significant expense in the relocation of Council drainage conflicting with development.

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83 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.2 Creation of Drainage Easement Rear of 20 Tulip Crescent, Boronia

(cont’d)

3. CONSULTATION

Officers have consulted with the property owner who has agreed to the creation of this easement for nil financial consideration subject to Council meeting survey and lodgement costs.

4. ENVIRONMENTAL/AMENITY ISSUES

The creation of the easement drain at this location would assist in the following: • Protection of Council’s existing drainage. • Reduced environmental and property damage caused by flooding. • Improve integration with the local drainage system.

5. FINANCIAL & ECONOMIC IMPLICATIONS

The property owner of 20 Tulip Crescent, Boronia has agreed to the creation of easement at nil consideration. Council will meet the payment of survey and lodgement costs associated with the creation of this easement proposed to be approximately $2,000.

6. SOCIAL IMPLICATIONS

There are no social implications in terms of this report.

7. RELEVANCE TO COUNCIL PLAN

This issue relates to Theme Three of the Council Plan and meets the objective “To continuously improve the capacity of Council’s services and infrastructure to best meet the community’s needs”.

8. CONCLUSION

Due to an oversight in the alignment of Council drainage in the 1960’s it has become apparent that an easement needs to be created to rectify this issue.

The owner of the property affected has indicated their agreement for the creation of an easement for nil consideration.

9. CONFIDENTIALITY

There are no confidentiality issues associated with this report.

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84 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.2 Creation of Drainage Easement Rear of 20 Tulip Crescent, Boronia

(cont’d)

COUNCIL RESOLUTION MOVED: CR. LOCKWOOD SECONDED: CR. GILL

That Council:

1. Establish a 2.0 metre wide drainage easement to the rear of 20 Tulip Crescent, Boronia as shown in Appendix A for nil consideration in order to resolve a drainage issue.

2. Authorise the Chief Executive Officer to sign and seal all the appropriate documentation pertaining to the creation of easement on 20 Tulip Crescent, Boronia.

CARRIED

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85 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX A

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86 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012

ALL WARDS

10.3 2012-13 MID-YEAR BUDGET REVIEW

SUMMARY: Manager – Finance (Jon Gorst)

The Mid-Year Budget Review allows Council to assess its mid-year financial position and amend the 2012-13 Annual Budget that was adopted on 24 July 2012 to reflect known variations that have occurred since that point. The Mid-Year Budget Review is an important component in the financial management process to ensure that Council completes the financial year in accordance with its original Budget parameters and objectives.

This report has been prepared in accordance with Council’s Mid-Year Budget Review Policy. Council’s original adopted 2012-13 Annual Budget had projected a small accumulated cash surplus of $0.001 million at the end of 2012-13.

The Capital Works and Operational Carry forwards into 2012-13 have produced a small saving of $0.014 million on the amount originally identified at the end of 2011-12 (Appendix G).

The net known adjustments required since the adoption of the 2012-13 Annual Budget (Appendix A) have a favourable net impact on Council’s position of $0.137 million.

The report recommends the approval of a net ($0.131 million) expenditure for the following new initiatives (Appendix B):

1. Commencement of a new library facility in Bayswater in 2012-13.

(Nil net cost to Council in 2012-13 on the basis of expenditure savings to offset the cost in 2012-13 – refer Appendix B for adjustment details). There is an anticipated ongoing net cost to Council of approximately $0.340 million in 2013-14 for the first full year of operation (ongoing).

2. Further required restorative works at the Dog Play Park at Knox Park Reserve – $0.025 million (once off).

3. Additional funds to further progress the Bayswater Preschool initiative in 2012-13 – $0.021 million (once off).

4. Additional Preschool teachers and assistants to meet legislated and regulatory requirements in line with National Quality Framework Regulatory teacher/child ratios – $0.066 million from January 2013 (ongoing).

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87 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

5. Induction program for new Preschool staff engaged to meet legislated and regulatory requirements in line with National Quality Framework Regulatory teacher/child ratios – $0.020 million (once off).

Should Council adopt the above, the accumulated surplus at the end of 2012-13 after the 2012-13 Mid-Year Budget Review would be $0.021 million.

RECOMMENDATION

That Council adopt the proposed 2012-13 Mid-Year Budget Review and adjustments as detailed in Appendices A, B, C, D, E, F, and G to this report.

1. INTRODUCTION

Whilst Council adopts its annual Budget each year, the management of Council’s financial position is not a static exercise as Council is an ongoing business. There are a number of factors that frequently contribute to variations occurring between the original Budget and the forecast outcome for the end of the financial year in the following June. These include variations in government grant income which also impact on Council expenditure, and costs and revenues associated with unanticipated events.

The Mid-Year Budget Review process is a key component in ensuring that Council manages its financial position in a dynamic manner and revises the 2012-13 Annual Budget to take into account known variations thereby ensuring that bottom line outcomes established in the Original Budget remain intact.

The Mid-Year Budget Review further brings to account the final surplus arising from 2011-12, following the conclusion of this latter financial year. The Mid-Year Budget Review allows Council to cater for issues that have arisen subsequent to the adoption of the Budget.

The 2012-13 Mid-Year Budget Review proposes a number of Budget adjustments which are outlined in Appendix A, a number of Council Referrals which are outlined in Appendix B and Capital Works and Operational Carry Forwards into 2012-13 which are outlined in Appendix G.

2. DISCUSSION

This 2012-13 Mid-Year Budget Review has been prepared based on the identification of major variances rather than a wholesale review of all income and expense items.

The funding available at the 2012-13 Mid-Year Budget Review takes into account two key components. They are:

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88 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

• Any surplus/deficit carried over from the previous financial year (in this case 2011-12).

• Any projected surplus/deficit arising from 2012-13.

2.1 Surplus/Deficit Carried Over from the Previous Financial Year

In terms of the surplus/deficit arising from 2011-12, after allowing for proposed Carry Forwards into 2012-13, there is no variation to the $0.282 million utilised in the preparation of the 2012-13 Original Budget.

A minor reduction in the Capital Works Carry forwards into 2012-13 of $0.014 million has been identified. This has resulted in an overall $0.014 million surplus above that utilised in the 2012-13 Original Budget.

The accumulated cash surplus reconciliation is outlined below:

Jun-12Description $'000sCurrent Assets 50,052Less

Current Liabilities (excluding loans/landfill provision) (25,438)

Non Current Liabilities (excluding loans/landfill provision/Defined Benefits Super call) (904)Reserves (excluding Asset Revaluation Reserve) (17,586)

Accumulated surplus 6,124

Less Amounts Carried forward to the following year (refer Appendix G) (5,828)Less Surplus utilised in 2012-13 Original Budget (282)Net surplus position 14

The application of the accumulated cash surplus method ensures that Council’s current asset base fully covers the liabilities/equity required for balance of Payables, Trust funds, Employee Benefits and Council Reserve funds as at June 2012. The residual amount, less the amount required to be carried forward to 2012-13 as unspent works from the previous year, represents the surplus available to Council for consideration as part of the Mid-Year Budget Review.

2.2 Mid-Year Operating Budget and Capital Works Program Adjustments

Appendix A highlights the 2012-13 Mid-Year Operating and Capital Works Program administrative adjustments identified. These adjustments have come to Management’s attention after the adoption of the 2012-13 Budget and include any external factors beyond Council control. These adjustments have a net favourable impact of $0.137 million on the original 2012-13 budgeted accumulated cash surplus.

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89 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

The major favourable and unfavourable adjustments are:

• Net reduction in Victoria Grants Commission funding ($0.363 million unfavourable).

• Reduction in projected Childcare service income ($0.095 million unfavourable).

• Increased supplementary rate income ($0.320 million favourable). • Increased green waste collection income ($0.063 million favourable).

2.3 Mid-Year Budget Referrals

Appendix B of this report provides a listing of the following:

• Any items referred from the 2012-13 Annual Budget to the Mid-Year Budget Review.

• Matters that have been referred to the Mid-Year Budget Review by Council arising from Strategic Planning Committees or formal Council meetings.

• Items referred by the Executive Management Team (EMT) since the adoption of the 2012-13 Annual Budget.

The last column in Appendix B of this report details the amounts recommended for funding from referrals.

A net total of ($0.131 million) of new initiatives have been recommended for funding.

2.4 Summarising the Overall Financial Position

In summary the overall financial position of Council leading into the 2012-13 Mid-Year Budget Review is as follows: 2012-13 Mid-Year Budget Review $’000’s 2011-12 Actual Net Surplus Position 14 2011-12 Estimated Net Surplus Position 0 Subtotal 14 Less: 2012-13 Mid-Year Adjustments (refer Appendix A)

137

2012-13 Mid-Year Recommended Allocations (refer Appendix B

(131)

Increase in Accumulated Surplus 20

• In considering the Mid-Year Budget Review, Council should be mindful of the annual, ongoing impacts on future budgets for any initiatives that create re-current expenditure and therefore have a forward impact on Council’s Long Term Financial Strategy.

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90 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

• The net total of all items referred to the 2012-13 Mid-Year Budget deliberations from Council Meetings, Strategic Planning Committee Meetings and EMT was $0.894 million. Items with an amount in the last column of Appendix B are those that are recommended for funding and have a net total cost of $0.131 million during 2012-13 (with an ongoing annual net cost of approximately $0.480 million thereafter). The allocation of $0.131 million allows for a small surplus position to be maintained.

Table 1 highlights the net impact of the changes to the 2012-13 Annual Budget. Table 1

Description

Adopted Budget 2012-13 $'000

Revised Budget 2012-13

$'000

Variance Fav /

(Unfav) $'000

Operating StatementRevenue 124,488 124,411 (77)Expenditure 132,304 131,855 449Ongoing Operations - Surplus / (Deficit) (7,816) (7,444) 372Plus Capital Income 4,783 4,739 (44)

Net Operating Result - Surplus (3,033) (2,705) 328Add back Non-Cash Items:Depreciation 17,206 17,676 (470)Written Down Value of Assets Sold/Scrapped 3,333 3,333 - Granted Assets (2,000) (2,000) - Defined Benefits Superannuation 3,000 0 3,000Sub-total 21,539 19,009 2,530Less Non-Operating Cash Items:Capital Expenditure 25,641 30,503 (4,862)Debt redemption 687 515 172Transfer to/(from) Reserves (7,542) (8,611) 1,069Sub-total 18,786 22,407 (3,621)Cash (Deficit) for year (280) (6,103) (5,823)

Actual Accumulated Position as at 30 June 2012 282 6,124 5,842

Total Estimated Surplus Position 6,124 6,124Less Net Carry Forwards from 2011-12 (Operating and Capital) (5,828) (5,828)Less Accumulated Surplus utilised in the 2012-13 Original Budget (282) (282)Sub-total Cash Outcome before Midyear Budget 14 14Add Proposed favourable Mid-Year Budget Outcomes 6Net Unallocated Cash 20 14

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91 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

Table 2 highlights the accumulated surplus reconciliation of the changes to the 2012-13 Annual Budget.

Table 2

SURPLUS RECONCILIATION$'000's $'000's

Current Assets 37,064 36,385LessCurrent Liabilities (excluding loans/landfill provision/Defined Benefits Super call) 27,180 26,445Non Current Liabilities (excluding loans/landfill provision) 1,131 944

Reserves (excluding Asset Revaluation Reserve) 8,753 8,976Accumulated Surplus 0 20

AdoptedBudget2012-13

RevisedBudget2012-13

2.5 2012-13 Carried Forward Funding

Appendix G highlights the list of works/services that were funded in 2012-13 and for which funding is required to be carried forward into the 2012-13 financial year to enable completion.

Projects proposed to be carried forward will be completed in the 2012-13 financial year. Total capital works and operational expenditure of $5.829 million has been proposed to be carried forward: Carry Overs - Capital $ Carry Overs - Operating $Capital Income / Open Space Reserve transfers 1,047,031

Expenditure in 2012-13 tied to Income received in 2011-12 1,484,666

Expenditure 5,101,094 Expenditure - other 289,867Net Carry Forward from 2011-12 4,054,063 Net Carry Forward from 2011-12 1,774,533

2.6 Financial Statements

A summary of Council’s Income Statement and Balance Sheet is provided on the basis that all items listed in Appendix A and B are endorsed by Council.

Council’s Standard Financial Statements include the Income Statement, Cash Flow Statement, Balance Sheet and Statement of Capital Works which are provided as Appendix C, D, E and F respectively to this report.

A summary of these statements is provided below.

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92 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

Income Statement – Summary

Table 3

AdoptedBudget2012-13

RevisedBudget2012-13 Variance

Description $'000's $'000's $'000'sTotal income 124,488 124,411 (77)Total expenditure 132,304 131,855 449Underlying surplus (7,816) (7,444) 372Contributions and donations - Capital 1,028 887 (141)Grants - Capital 1,755 1,852 97Contributions - non monetary assets 2,000 2,000 -Surplus/(Deficit) for the year (3,033) (2,705) 328

The Income Statement measures Council’s financial performance over the year and highlights if a surplus or a loss has been made in delivering Council services.

The Statement includes all sources of income less all operating expenses or expenses incurred in delivering these services. This includes depreciation of buildings, roads, footpaths, drains and all other infrastructure assets which are used to provide Council services. These assets are depreciated over the life of the asset as they are used. Capital costs on new assets purchased or created during the year are excluded from the Statement but as indicated above, are depreciated as they are used.

The 2012-13 Annual Budgeted Income Statement forecast a deficit of $3.033 million for the year ending 30 June 2013. However, after taking into consideration the proposed revised Budget adjustments, the operating deficit decreases by $0.328 million to become a deficit of $2.705 million. The reduction in the budgeted deficit is primarily due to the removal of the originally budgeted notional expenditure accrual of $3.000 million for the Defined Benefits Superannuation call (as an $11.583 million expenditure accrual for the Defined Benefits Superannuation call was accounted for at the end of 2011-12). This is partially offset by the inclusion of operational expenditure carry forwards and an increase in the depreciation budget as a result of asset revaluations and asset additions at the end of 2011-12.

A detailed Income Statement is included as Appendix C.

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93 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

Cash Flow Statement – Summary

Table 4

VarianceDescription $'000's $'000's $'000sCash FlowsOperating 14,342 12,341 (2,001)Investing (20,907) (25,813) (4,906)Financing (637) (465) 172Net increase (decrease) In cash & cash equivalents (7,202) (13,937) (6,735)Cash & cash equivalents at beginning of year 34,737 41,735 6,998Cash & cash equivalents at end of year 27,535 27,797 262

AdoptedBudget2012-13

RevisedBudget2012-13

# The cash at beginning of year has been adjusted to reflect the actual cash position for the year ended 30 June 2012.

The Cash Flow Statement summarises Council’s cash receipts and payments for the financial year and the net ‘cash in hand’ position. It differs from the Income Statement in that it excludes non cash expenses such as depreciation, but includes payments or receipts in relation to capital items and includes any ‘financing’ activities such as any additional cash that Council may hold as a result of holding increased Trust Deposits.

The Cash Flow Statement contains three sections. The Cash Flow from Operating Activities summarises all of the Income and Expenses in relation to Council’s ongoing service delivery. The Cash Flow from Investing Activities refers to Council’s Capital Works budget expenditure as well as any receipts for the sale of assets, while Cash Flow from Financing Activities sets out all activities from ‘Financing’ which may include receipts and repayment of loans and movements in trust accounts. The Budgeted Cash Flow Statement forecasts a net increase in cash resources of $0.262 million for the year ending 30 June 2013 compared to the adopted Budget. The beginning of year cash balance between the adopted Budget and the Mid-Year Budget has increased by $6.998 million to reflect the year-end actual bank balance as well as to reflect a net decrease in cash held between the Mid-Year and the adopted Budget of $6.735 million.

After taking into consideration the proposed revised Budget adjustments, cash holdings are forecast to increase by $0.262 million to $27.797 million.

A detailed Cash Flow Statement is included as Appendix D.

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94 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

Balance Sheet – Summary

Table 5

AdoptedBudget2012-13

RevisedBudget2012-13 Variance

Description $'000s $'000s $'000sAssets and LiabilitiesNet current assets 6,158 (2,197) (8,355)Net non current assets 1,457,395 1,464,016 6,621Net assets 1,463,553 1,461,819 (1,734)

EquityAccumulated surplus 590,797 584,815 (5,982)Reserves (incl. asset revaluation) 872,756 877,004 4,248Total Equity 1,463,553 1,461,819 (1,734)

The Balance Sheet sets out Council’s net accumulated financial worth at a point in time. It shows the net assets (equity) that Council holds following consideration of all liabilities that Council is required to fund.

Both Assets and Liabilities are expressed as current or non-current. Current means that these are Assets or Liabilities that are either cash or could be readily converted to cash within twelve months or liabilities that require payment within this same timeframe.

The 2012-13 Annual Budgeted Balance Sheet shows net assets budgeted of $1.464 billion as at 30 June 2013. The proposed Mid-Year Budget adjustments reduce Equity by $1.734 million resulting in net assets of $1.462 billion by year-end. The Revised Budgeted Accumulated Surplus at the end of 2012-13 has decreased by $5.982 million on the Adopted Budget primarily due to the impact of the Defined Benefits Superannuation Call expenditure accrual of $11.583 million at the end of 2011-12. The quantum of this was not known at the time of adopting the 2012-13 Budget. Reserves have increased by $4.248 million primarily as a result of the 2011-12 asset revaluation increment.

A detailed Balance Sheet is included as Appendix E.

Statement of Capital Works

The Statement of Capital Works summarises Council’s intended Capital Works Program for 2012-13 and proposed funding sources both external (such as Capital Grants received) as well as internal funding sources such as monies used from reserves or funded from rates.

The 2012-13 Annual Budgeted Statement of Capital Works did not include any carry forward projects from 2011-12. After the conclusion of the 2011-12 financial year, reconciliations identified carry forward projects of $5.101 million ($4.054 million net of Capital Income and Capital Reserve transfers).

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95 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

Table 6 – Statement of Capital Works

Adopted Budget

Revised Budget

2012-13 2012-13 Variance$'000's $'000's $'000's

Asset classBike/shared paths 424 876 452Bridges 101 101 - Buildings 5,553 6,604 1,051Car parks 257 231 (26)Drainage 3,227 3,522 295Fire hydrants 110 110 - Footpaths 2,521 2,531 10Land 141 141 0Office furniture and equipment 516 620 104Other capital works 3,773 3,773 0Parks & Recreation 4,598 7,087 2,489Plant and equipment 2,398 2,738 340Roads (including Kerb and Channel) 5,795 5,941 146Total capital works 29,414 34,276 4,862Capital works represented by:

Nature of capital worksNew - new asset development 793 2,193 1,400Upgrade - existing asset 8,192 10,462 2,270Renewal - existing asset 20,429 21,621 1,192Total capital works 29,414 34,276 4,862

BUDGETED STANDARDCAPITAL WORKS STATEMENT

Adopted Revised 2012-13 2012-13 Variance$'000's $'000's $'000's

ExternalCapital grants 1,755 1,852 97Capital contributions 763 622 (141)Proceeds on sale of assets 1,384 1,391 7Subtotal 3,902 3,865 (37)

InternalReserve funds 5,741 6,707 966Carried forward works (net of grants) 0 4,054 4,054Rate funding 19,771 19,650 (121)Sub Total 25,512 30,411 4,899Total 29,414 34,276 4,862

CAPITAL EXPENDITUREFUNDING SOURCES

There is an overall net increase of $4.862 million in capital works. This is mainly due to carried forward works from 2011-12 to 2012-13 of $5.101 million which are funded from the prior year surplus. Also included in 2012-13 is $0.025 million for further restorative works at the Dog Play Park at Knox Park Reserve. The increase from these works are partially offset by reductions in the 2012-13 program of $0.264 million (refer Appendix B).

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96 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

Council has recently received advice from the State Government that it is to receive a Capital Grant of $0.600 million for the development of a Bayswater Preschool on the grounds of the Bayswater Primary School. The timing of the payment of this Capital Grant is dependent on the signing of a funding agreement and finalisation of lease negotiations. Council will be required to commit $0.330 million of Council funding to the construction of the facility. These amounts have not been included in the 2012-13 Mid-Year Budget Review, however if the funding is received in 2012-13 some initial development activity can commence.

Refer to Appendix F for an analysis of the Capital Works Program.

2.7 Position of Council Reserve Funds

After consideration of the Mid-Year Budget Review and adjusted for the audited results for the 2011-12 financial year, Council Reserve Funds are forecast to be $8.976 million. Changes in the projected Reserve balances are primarily due to grants being received after the preparation of the Budget. Table 7 summarises Council Reserve Funds.

Table 7 – Summary of Reserve Funds

Adopted Budget

Revised Budget

2012-13 2012-13 VariancePROJECTED RESERVE BALANCES $'000's $'000's $'000'sBasketball Stadium Infrastructure 14 14 - Community Infrastructure 126 20 (106)HACC Capital Grant Reserve 315 499 184 Landfill Rehabilitation Reserve 785 792 7 Major Projects 118 118 - Open Space 2,409 2,465 56 Revegetation Net Gain 436 454 18 Revolving Energy Fund 7 70 63 Stamford Park/House Estate 27 27 - Aged Care Reserve 4,426 4,427 1 Major Projects - Land Purchases 90 90 - Total 8,753 8,976 223

3. CONSULTATION

The Local Government Act 1989 indicates that where changes to the 2012-13 Annual Budget are not material or do not involve any alteration to the rating structure or Council borrowings, public notice of the 2012-13 Mid-Year Budget Review is not required.

4. ENVIRONMENTAL/AMENITY ISSUES

This report itself does not have any direct environmental or amenity issues.

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97 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 10.3 2012-13 Mid-Year Budget Review (cont’d)

5. FINANCIAL & ECONOMIC IMPLICATIONS

Given the financial challenges facing Council in the outlook period, Councillors are recommended to be prudent in adopting the 2012-13 Mid-Year Budget Review. The following are highlighted as financial implications:

• The recommended allocations allow for a small contingency for 2012-13 of $0.020 million.

• The new initiatives recommended also commit Council to approximately $0.480 million in 2013-14 and beyond as ongoing expenditure.

6. SOCIAL IMPLICATIONS

This report itself does not have any direct environmental or amenity issues.

7. RELEVANCE TO COUNCIL PLAN

The Budget reflects in financial terms Council’s priorities and programs as specified in the existing Community and Council Plan, and ensures that it is contributing towards meeting the objective of Stewardship of Finances and Assets. Council will manage its assets and financial resources on behalf of the community in a responsible and sustainable manner.

8. CONCLUSION

The 2012-13 Mid-Year Budget Review provides for the effective management of Council’s resources to enable maximum utilisation of funds. After consideration of all matters, the net impact of the 2012-13 Mid-Year Budget Review is an estimated Income Statement deficit of $2.705 million (a $0.328 million reduction on the 2012-13 adopted budget deficit of $3.033 million). The accumulated cash surplus at the end of 2012-13 is now projected to be $0.021 million (up from $0.001 million).

9. CONFIDENTIALITY

There are no confidential issues associated with this report.

COUNCIL RESOLUTION MOVED: CR. GILL SECONDED: CR. SEYMOUR

That Council adopt the proposed 2012-13 Mid-Year Budget Review and adjustments as detailed in Appendices A, B, C, D, E, F, and G to this report. CARRIED

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98 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX A

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99 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX B/1

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100 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX B/2

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101 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX B/3

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102 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX C

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103 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX D

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104 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX E

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105 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX F

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106 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX G/1

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107 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX G/2

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108 COUNCIL – CORPORATE DEVELOPMENT 18 December 2012 APPENDIX G/3

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109 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

ALL WARDS

11.1 WORKS REPORT AS AT 30 NOVEMBER 2012

SUMMARY: Coordinator – Capital Works (Gene Chiron)

The Works Report shows projects on Council’s Capital Works Program and indicates the status of each project as at 30 November 2012.

RECOMMENDATION

That the works report for November 2012 be received and noted.

1. INTRODUCTION

This report summarises progress on Council’s Capital Works Program for the 2012/2013 financial year. The aim of this report is to provide a regular and succinct status summary of each project over the last month. The Capital Works Report, as of 30 November 2012, is attached as Appendix A.

COUNCIL RESOLUTION MOVED: CR. COOPER SECONDED: CR. COSSARI

That the works report for November 2012 be received and noted. CARRIED

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110 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

APPENDIX A 001 Bridges Renewal Program $101,000

Repair works to Blind Creek bridge, at the rear of the Knox Transfer Station, are now completed. The remainder of the program for 2012/13 is being finalised after a recent condition audit.

004 High Risk Road Failures $521,000

Program to align with the 2012/13 Road Resurfacing Contract commenced in mid October. Works scheduled for this year include major patching works at Albert Avenue and Napoleon Road.

007 Road Surface Renewal Program $3,026,000

Contract 1936 awarded to RABS Paving Services and commenced on 15 October. Program is progressing well with 15 streets currently completed.

008 Drainage Pit and Pipe Renewal Program $1,766,000

Drainage renewal program is progressing well. Works programmed for November / December include: 37 Farnham Road, 44 Acardia Avenue, 1 The Glade, Knox Dog Club, 302 Dorset Road, Keeler Avenue and Hilda Road.

009 Footpath Renewal Program $2,421,000

Program progressing well at 42% of funding expended. 010 Bicycle / Shared Path Renewal Program $358,000

Works will be undertaken in line with Road Resurfacing Program under their approved schedule of rates. Associated concrete and drainage works have began on programmed paths.

011 Information System Plan Implementation $590,424

Server replacement has commenced.

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111 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 016 Building Renewal Program $2,249,000

Program is running at 35% committed/expended with approximately 15% actual expenditure. Works scheduled to commence or nearing completion in November include Parkridge Pavilion - internal painting, toilets refit, Ferntree Gully Community Centre - external painting, Operations Centre - vinyl replacement and kitchen refit, Fairpark Pavilion - male toilets/showers refit (away rooms), Millers Park Tennis - kitchen refit, Templeton Pavilion - external painting, Kings Park Pavilion - internal painting, Bayswater Oval Pavilion (external toilets) - internal painting, Knox Park toilet block - internal/external painting.

017 Playground Renewal Program $789,840

A consultant is currently preparing designs and documentation for the following playgrounds; Collendina Reserve, Collendina Drive, Scoresby; Dobsons Park, Francis Crescent; Knox Netball Centre, Dempster Street, Ferntree Gully; Cardiff Street Reserve, Boronia; Roehampton Avenue Reserve, Wantirna.

022 Fire Hydrant Replacement Program $110,000

Payments to South East Water due by mid December. 024 Sassas Avenue Basin Reserve - Carpark Renewal $91,000

Survey finalised. Design due to commence in New Year. 025 Plant & Machinery Replacement Program $2,506,500

Program under way with apprximately 20% of funds expended and 32% of funds committed.

026 Street Tree Replacement Program $504,000

Residents in streets to be included in this year's program have received notification and surveys.

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112 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

031 Stamford Park Redevelopment $40,500

The implications of the Panel's Final Report have been assessed and considered by the Project Steering Committee. It is anticipated that a report will be submitted to Council regarding the C93 Panel process in February 2013. Council's Solicitors have commenced preparation of a Section 173 Agreement to formalise Melbourne Water's approval for Council to create the residential fill pad at Stamford Park, a key step in the project development process.

043 Shade Sails for Family and Children's Services Facilities $60,500

Projects are in the process of being identified with the Family and Children's Services Department.

055 Corhanwarrabul Creek Trail (to Dandenong Creek) - Shared Path $50,500

Design works only. To be undertaken in consultation with Parks Victoria and Caribbean Gardens.

070 Dog Park No. 1 $10,035

Consultation is complete and works are underway to improve functionability of the site, surface drainage, path infrastructure, plumbing, turf and soft landscaping. Currently access to site is restricted during works. Ashley Tenson Coordinator Parks Services

082 Drainage Upgrades - Ongoing Customer Response $100,000

Minor Works Package 1: Ling Drive - Concept plan prepared with resident consultation to be carried out; Daniella Court - Request for feedback to be followed up with Melbourne Water; Mercia Avenue - Design complete and about to seek quotes. Minor Works Package 2: Timbertop Drive - Design approved by SP Ausnet and awaiting funding agreement. Quotes being sought.

100 Open Space Fencing Replacement $77,000

Fencing at Tormore Reserve identified as requiring replacement due to deterioration of posts. Currently seeking quotations.

102 Major Reserves Conversion to Warm Season Grass $243,417

Pickett Reserve irrigation installation is underway and works have commenced at Wally Tew No.2 oval.

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113 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

104 Roadside Furniture Renewal Program $74,000

Templeton Reserve retaining wall to start in November. Waiting on final quotations.

147 Energy & Greenhouse Program for Council Facilities $50,500

Insulation at kinders and lighting upgrades are about to commence.

224 Library Furniture Replacement $30,000

Library furniture replacement scheduled for December.

229 Building Code Australia Compliance $13,345

Works anticipated to be completed by 30 November 2012.

239 Knox State Emergency Services - Facility Modification $100,000

Contractor appointed.

248 Boronia Park Landscaping Implementation Stage 3 $826,371

Design options being assessed and meeting requested with Melbourne Water to discuss concept approval.

256 The Basin Triangle Landscape Implementation - Stage 3 $268,465

Stage 3 landscape works concept design being finalised for consultation.

257 Liberty Avenue Reserve Master Plan Implementation Stage 2 $151,500

Scope of works for tender package in the process of being finalised for tendering in December.

259 Ferntree Gully Village: Development of Design Plan $851,806

Contract works complete.

266 Tim Neville Arboretum Toilet - Design and Construct $120,000

Waiting on commissioning of closed circuit television cameras. Will be completed early December.

Page 119: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

114 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 289 CSR Quarry Reserve - Implementation Stage 4 $151,895

Path alignment options under evaluation. 310 Egan Lee Reserve - Floodlighting Installation $152,913

Works progressing well, project anticipated to be completed by 21 December.

313 Meals On Wheels - Cold Room Awning $25,000

Anticipated to be completed late November.

316 Stud Road, Rowville - Sunshine Street to Timbertop Drive - Footpath $10,000

Developer was delayed by service authority relocation and has now directed surveyor to complete survey and plan of subdivision. Following which plan will be lodged with Council's Planning Department.

317 Mowbray Drive, Wantirna South LATM - Construction $11,777

Works to be completed by February 2013. 318 Bike Storage - Various Locations $4,435

All works completed. 342 Kings Park Storm Water Harvesting - Stage 2 $63,840

Ultra violet equipment installed and irrigation system being connected to tank.

343 Eildon Park Storm Water Harvesting - Stage 2 $80,440

Ultra violet filtration added to irrigation system. Project complete. 345 Asbestos Removal $101,000

Committments raised for asbestos removal at five sites. Works programmed for completion by the end of January 2013.

Page 120: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

115 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 347 Miscellaneous Industrial Roads - Pavement Rehabilitation $250,000

Works will commence in line with 12/13 Road Resurfacing Program. Program will include kerb and channel reinstatement and patching works in Rushdale Street, Knoxfield. Concrete works for Koornang Road, Scoresby have commenced.

353 Avalon/Stamford/Stud Road Intersection Modification $116,000

This project is to be undertaken after the Rowville Plan has been prepared.

355 Eastern Recreation Precinct - Indoor Sports Stadium $32,133

Minor additional requested items being finalised. 356 Eastern Recreation Precinct - Civil Works $818,256

Installation of public lighting completed. 362 Knox Gardens Tennis Court Reinstatement - Stage 3 $65,000

Works awarded and construction to commence by early December 2012.

369 Carrington Park Reserve Sports Pavilion Upgrade - Consultation & Design $958,000

Preferred tenderer determined, with works to be awarded shortly. 376 Murrindal Playroom Extension (Stage - Two) $655,500

Tender has been advertised and closes 20 December. 387 Local Road Safety Initiatives - 5 various locations $18,657

All works complete. 393 Tirhatuan Drive (No 18) Rowville - Drainage Upgrade $179,480

Drainage analysis completed - including additional length of Melbourne Water main drain re-design. Design well underway with feeback being sought from service authorities and Melbourne Water.

Page 121: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

116 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 408 Batterham Reserve No 2 - Renovation $131,644

Sand slits completed and grass about to be planted. 409 Parks Furniture Renewal $55,000

Furniture has arrived with installation to be completed by Christmas. 410 Parks Signage Renewal $30,000

All programmed signs installed. 412 Water Sensitive Urban Design Renewal $150,000

Investigation on initial project list has been undertaken. List of projects to be renewed/amended are as follows: (1) Bergins Road Swale - detailed design nearing completion. (2) The Terrace Reserve Rowville wetland - construction underway

with works due to be completed by early December 2012. (3) Starlight Reserve - investigation and catchment calculations

completed and concept design completed. Consultation underway. Detailed design postponed till January 2013.

415 Wellington Road / Eastlink - Shared Path $299,489

(1) Bridge Crossings - erection of both bridges expected to be completed by end of December 2012. Completion of works delayed until new decking material is supplied.

(2) Shared Use Path - construction of remaining SUP expected to commence in late November and be completed by late December 2012.

416 Rocco Drive, Scoresby - Drainage Upgrade $87,344

Works completed. 418 Guy Turner Reserve Masterplan Implementation $317,000

Quotes for design development and construction documentation are due on 29 November.

422 Marie Wallace Oval - Coach Boxes $34,419

Project due to be complete and handed over by 21 December.

Page 122: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

117 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 423 Marie Wallace Oval - Utility Service Upgrade $80,591

This component of work at Bayswater is completed. 424 Marie Wallace Oval - Floodlighting $51,089

This component of works at Bayswater is completed. 427 Knox Community Arts Centre Upgrade (Stage One) $267,500

Contract for ramp construction let. Works to commence mid January 2013.

437 Boronia Road, Wantirna, Service Road Rehabilitation $210,000

Contract combined with Chequers Close with contract works now underway. Chequers Close works nearing completion with works on service road expected to commence early in New Year.

438 Egan Lee Reserve - Design & Renovation $22,000

Construction complete and grass commencing to grow. 439 Rowville Recreation Reserve No 1 - Renovation $579,000

Work has commenced. 440 Ferntree Gully Reserve Terracing Construction $30,200

Works will commence in conjunction with the water harvesting project which currently has tenders being assessed.

441 Tim Neville Arboretum Masterplan Implementation $384,500

Electrical layout design 70% complete. Geotech report commissioned. Lighting matrix submitted with initial cost estimate.

442 Local Area Traffic Management Scheme Landscape Renewal $35,000

LATMs to be rehabilitated are currently being determined by the Garden Team. Works to begin in May 2013.

Page 123: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

118 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 443 Reserves Paths Renewal $50,000

Internal consultation underway for works in March 2013. 444 Colchester Reserve - Floodlight Design/Installation $143,988

Works have been delayed due to the change in type of sport played at this venue. As a result there is a need for a new lighting design.

446 Orana Neighbourhood House - Design & Construction $101,000

Works have been postponed. 452 Bayswater Park - Passive Open Space Reinstatement $242,803

Consultation has commenced with the local sports clubs. Engineering survey of area complete and detail design underway.

455 Parks Cres, Cypress Ave, Boronia - Drainage Upgrade $201,419

(1) Drainage Reserve Fencing: Fencing contractors are well underway and expect to be completed by end November 2012.

(2) Drainage Reserve Swale: Have analysed capacity scenarios on different retarding basin designs. From analysis to date, it appears that a significant upgrade on the capacity of the retarding basin is possible, which will reduce design requirements of swale along the drainage reserve.

458 Ferntree Gully Reserve - Stormwater Harvesting $444,000

Tenders are being assessed. 459 Ferntree Gully Road (No. 1825) - Drainage Upgrade $896,000

Stage 1 works (rear off-set drain at 1823 Ferntree Gully Road) - design completed and seeking quotes which close on 7 December. Stage 2 (overall catchment) - Preparing concept plan for overland flowpath which will include further analysis of the drainage system. Overall stages now identified with scoping of Stages 2 - 4 underway.

Page 124: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

119 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 460 Straughan Close, Lysterfield - Drainage Upgrade $16,685

Embankment works on east side completed with further works on western embankments due to re-commence late November and the program to be completed by end of December.

461 Reservoir Crescent Rowville, Dam Repair $227,000

Preparing to call quotes for works.

472 Bowen Avenue and Golden Grove - Water Sensitive Urban Design $250,000

Contract advertised with tenders closing on 11 December 2012. 474 Security System Upgrade - Civic Centre $84,000

Commissioning of Rowville Branch Office and Capital City Office, which will be completed by the end of November. Upgrade of the Civic Centre will be completed early January.

477 Susan Street, Bayswater - Rehabilitation $279,000

Combined contract works with Rodney Street and Phyllis Street. Contract awarded and due to commence construction mid-January 2013.

478 Phyllis Street, Bayswater - Rehabilitation $215,000

Combined contract works with Rodney Street and Susan Street. Contract awarded and due to commence construction mid-January 2013.

479 Thomas Street, Ferntree Gully - Rehabilitation $500,000

Contract advertised with tenders expected to close on 4 December 2012.

480 Kevin Avenue, Ferntree Gully - Rehabilitation $40,000

Contract advertised with tenders expected to close on 4 December 2012.

Page 125: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

120 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 481 Gifford Street, Ferntree Gully - Rehabilitation $121,000

Contract advertised with tenders expected to close on 4 December 2012.

482 Chequers Close, Wantirna - Rehabilitation $100,000

Works combined with Boronia Road service road, Wantirna. Works nearing practical completion.

483 Boyd Court, Scoresby - Rehabilitation $115,000

Survey completed. Construction due to commence in April 2013. 484 Hampden Court, Rowville - Rehabilitation $61,000

Survey completed. Construction due to commence in April 2013. 485 Cairn Curren Close, Rowville - Rehabilitation - Design $13,000

Survey and pavement testing completed. Design due to be completed by February 2013.

486 Tali Karng Close, Rowville - Rehabilitation - Design $10,000

Survey and pavement testing completed. Design due to be completed by March 2013.

487 Ranceby Close, Rowville - Rehabilitation - Design $4,000

Design due to be completed by April 2013. 488 Camley Court, Rowville - Rehabilitation - Design $5,000

Design due to be completed by March 2013. 489 Wells Avenue, Boronia - Rehabilitation - Design $12,000

Design due to be completed by April 2013.

Page 126: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

121 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 490 DDA Footpath Modifications $100,000

Works have been completed in Dorset Square and Murrindal Drive. Programmed works for November/December include Forest Road and Talaskia Road projects.

491 Gilbert Park Reserve - Carpark Rehabilitation $111,000

(1) Gilbert Park: Survey works completed with design due to commence in February 2013.

(2) Studfield Shops Carpark - Design due to be completed by March 2013.

492 Compliance to Food Act - Various Buildings $27,500

Proportion of budget has been designated towards kitchen upgrades at Walker Reserve Pavilion and Dobson Park Pavilion. These works are scheduled for late November to early December .

493 Place Makers Building Compliance Works $40,000

Awaiting quotations sought from prefered supplier list. 494 Cathies Lane - Landfill Rehabilitation Works $201,750

Landfill gas monitoring consultant appointed. Installation of monitoring equipment 90% completed. Could not install all wells due to wet ground conditions. Leachate pumping test scheduled for October now re-scheduled for February 2013.

495 Fencing Replacement in Early Years Facilities - Scope and Implementation $24,000

Priority listing is being established with Family and Children's Services with a view to undertake works over January and April school holidays.

496 Blind Replacement in Early Years Facilities - Scope and Implementation $60,000

Arrangements have now been made to undertake works over the Christmas School Holiday Period.

Page 127: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

122 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

497 Coonara Stone Cottage - Structural Failure Rectification $10,000

Heritage architect to be appointed during February 2013.

498 Knox Park Soccer Floodlight Upgrade $334,500

Contractor has been chosen, awaiting tender report to be approved by management prior to appointing the contractor.

499 Knox Park BMX Floodlight Upgrade $89,000

Poles have been errected with the bulk of the works completed. Power upgrade works have begun after recent major state race meeting.

500 Sasses Avenue Floodlight Installation $107,000

This project has been cancelled.

501 Bayswater Bowls (Guy Turner Reserve) $201,500

Specification information received from the club. Quotes being called with quotes closing on 7 December 2012. Club requests construction to be delayed until after February 2013.

502 Knox Gymnasium Carpark Flood Lighting Design $5,000

Currently investigating options to improve the lighting of the gymnasium carpark. Scope of works to follow in New Year.

503 Festivals and Events $20,000

Human powered vehicle event to take place in April 2013. Works to be completed before March 2013.

504 Knox Leisureworks - Monotek Flooring $30,000

Quotes obtained. Works to be scheduled for a mutually suitable time with YMCA.

505 West Gully Preschool Playroom Development - Scope and Detailed Design $55,500

Design tender has been completed, and preliminary concept design received.

Page 128: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

123 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

506 Early Years Refurbishment/Upgrade (Standards & Legislation) Program $151,500

Detailed scoping completed. 507 Scoresby West Preschool - Implement Building Upgrade Plan $106,751

Project completed.

508 Bayswater Primary School - Building (Consultation & Detailed Design) $65,500

Detailed design progressing.

509 Bayswater Primary School - Carpark (Consultation & Detailed Design) $35,500

Survey due to commence April 2013. 510 Bayswater Multipurpose Community Interim Facility $20,000

Project on hold. 511 Bergins Road / Liberty Avenue Traffic Island $4,000

To be constructed in December 2012.

512 High Street Road Shared Path $15,000

To be constructed in January 2013. 513 Karoo Road / Landsborough Avenue Bus Turn $10,000

Works have been programmed with contractor and are now forecast to be completed by the end of December.

514 Ferntree Gully Road Bus Stop Connection $7,000

Project completed.

Page 129: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

124 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

515 Dog Park No. 2 $20,000

Consultation has started for works at existing dog park (No.1) to improve functionability of the site, drainage, path infrastructure, plumbing, turf and soft landscaping. Funding for second dog park to be directed to Dog Park No. 1 to undertake rectification works as per Council resolution of the 25 September.

516 Rumann and Benedikt Reserves - Open Space Upgrade $40,500

Initial scoping of project has commenced. Consulting with internal stakeholders to discuss any issues.

517 Emerson Place Reserve - Open Space Upgrade $252,000

The Landscape and Open Space team has completed all internal consultation with various departments. Survey has been prepared by the Project Delivery team. A consultant has been appointed to prepare the construction drawings to enable Council officers to tender and manage the construction.

518 Heany Park - Access Road $45,500

Project combined with Reservoir Crescent dam works. Quotes being sought.

519 Chandler Park - Open Space Upgrade Design $15,000

Engineering survey completed.

520 Mountain Gate Major Activity Centre - Consultation and Design $50,500

Consultation to commence in February 2013.

521 Alchester Village - Place Management $35,500

Dedicated project webpage currently being prepared. Invitations will be extended to land owners, residents and traders to form reference groups that will enable targeted engagement with key 'communities of interest'.

522 John Street (No. 7), Upper Ferntree Gully - Drainage Upgrade $40,000

Survey finalised and design nearing completion.

Page 130: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

125 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 523 Summit Court (No.5), Boronia - Drainage Upgrade $40,000

Survey finalised with design nearing completion. 524 Stud Road (No. 83), Bayswater - Drainage Design $20,000

Survey completed and design underway. 525 Cardiff / Herbert Streets Catchment Improvements $25,000

Drainage analysis due to commence early 2013. 526 Knox Community Gardens - Toilet Upgrade $91,000

Detailed design underway. 527 Core Application Upgrade (PDR) $202,000

New Professional Development Review system tenders are being assessed.

528 Lewis Park - Stormwater Harvesting Design $35,500

Project funding for this project must be expended by 30 June 2013. The further 50% Council funding has not been provided for this current year. After discussions with Knox Central project planning group, it has been recommended not proceeding with this project at this time.

529 Dobson Reserve - Stormwater Harvesting Design $25,000

Project Advisory Group appointed. Design approach being determined.

530 Templeton Reserve - Stormwater Harvesting Design $25,000

Site surveying underway. 531 Egan Lee Reserve - Stormwater Harvesting Design $25,000

Site surveying underway

Page 131: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

126 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 532 Sheffield Road, The Basin - Water Sensitive Urban Design $131,000

Design underway. Decision made to separate Sheffield Road package of works from the Bowen Avenue/ Golden Grove to ensure drier conditions prevail for Bowen Avenue-Golden Grove project. Quotes expected to be sought in February 2013 for March commencement.

534 Designs for oval renovation $25,000

(1) Knox Park survey and concept design for floodlight design completed;

(2) Eildon Park still to be surveyed.

535 Renewal of Tennis Courts $120,000

Scoping of projects underway. 536 Parkland Asset Renewal $90,000

This program is the replanting of previous park upgrades. Planning work is underway for planting next autumn.

537 Bush Boulevard $20,000

This program will improve maintenance outcomes on existing Bush Boulevards including planting understory, weed removal and mulching works will commence in December.

538 Cricket Practice Net Renewal Program $100,000

Waiting on advice from Leisure team to provide details of locations. Survey and design to commence once this information is provided.

539 Cricket Run-Up Renewal $35,000

Couch grass being grown to repair wicket run-ups at Kings Park, Scoresby and Batterham Reserves in March 2013.

540 Kelletts Road Duplication - Footpath Construction $152,682

Project has commenced and is set to be completed by mid November.

Page 132: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

127 COUNCIL – ITEMS FOR INFORMATION 18 December 2012 541 Civic Centre Structural Works $2,000,000

Concept plan completed on the north/west wing with detailed design nearing completion. It is anticipated that the reconstruction will be tendered during December/January. Relocaton of staff to new Capital City Office at Knox City Shopping Centre completed. Next stage of internal moves underway. New Server Room nearing completion.

542 Rodney Street, Bayswater - Rehabilitation $65,000

Combined contract works with Phyllis Street and Susan Street. Contract awarded to Etheredge Mintern and due to commence construction mid-January 2013.

543 Llewellyn Park - Landfill Rehabilitation Works $201,750

Landfill gas monitoring consultant appointed. Installation of monitoring equipment 95% completed. Monitoring for landfill gas is now being done. Leachate pumping test scheduled for February 2013.

544 Marie Wallace Oval - Spectator Shelters $

Quotations for design of structure are currently being tendered.

Page 133: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

128 COUNCIL – ITEMS FOR INFORMATION 18 December 2012

ALL WARDS

11.2 ASSEMBLIES OF COUNCILLORS

SUMMARY: Manager – Governance (Rhys Thomas)

This report provides details of Assembly of Councillors established under section 80A of the Local Government Act as required under section 80A(2) of the Act.

RECOMMENDATION

That Council

1. Note the written record of Assemblies of Councillors as attached to this report.

2. Incorporate the records of the Assemblies into the minutes of the meeting.

1. INTRODUCTION

Under section 80A(2) of the Local Government Act, the Chief Executive Officer must present a written record of an Assembly of Councillors to an ordinary meeting of Council as soon as practicable after an Assembly occurs. This written record is required to be incorporated into the minutes of the meeting.

Details of Assemblies of Councillors that have occurred between Monday 12 November 2012 and Sunday 2 December 2012 are attached to this report.

COUNCIL RESOLUTION MOVED: CR. COOPER SECONDED: CR. COSSARI

That Council

1. Note the written record of Assemblies of Councillors as attached to this report.

2. Incorporate the records of the Assemblies into the minutes of the meeting.

CARRIED

Page 134: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

129

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 14/11/2012

Name of Committee or Group (if applicable):

Councillor Transition Briefing Session Time Meeting Commenced:

6:50pm

Councillors in Attendance: Cr Karin Orpen Cr Darren Pearce (from 8:10pm) Cr Joe Cossari Cr Nicole Seymour Cr David Cooper Cr Tony Holland Cr Peter Lockwood Cr Adam Gill

Council Staff in Attendance: Graeme Emonson Craig Dinsdale Ian Bell Kerryn Ellis Mark Dupe John Gorst Angelo Kourambas Kerry Stubbings Matters Considered:

1. Strategic Planning 2. Strategic Financial Planning 3. Asset Management and the Capital Program Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 135: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

130

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 18/11/2012

Name of Committee or Group (if applicable):

Councillor Induction Session Time Meeting Commenced:

9:00am

Councillors in Attendance: Cr Karin Orpen Cr Darren Pearce Cr Joe Cossari Cr Nicole Seymour Cr David Cooper Cr Tony Holland Cr Peter Lockwood Cr Adam Gill

Council Staff in Attendance: Graeme Emonson Angelo Kourambas Mark Dupe Kerry Stubbings Ian Bell Kerryn Ellis Matters Considered:

1. Strategic Planning for Knox Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 136: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

131

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 20/11/2012

Name of Committee or Group (if applicable):

Planning Consultative Committee Time Meeting Commenced:

6:00pm

Councillors in Attendance: Cr David Cooper Cr Peter Lockwood Cr Nicole Seymour Cr Tony Holland

Council Staff in Attendance: Denise Barth Greg Kent Renee Haddock Wilhelmina Knorr Susie Saraiva Matters Considered:

Application to develop the land with five double storey dwellings and alteration to a road zone category 1 at 226 Boronia Road, Boronia (P2012/6618). Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 137: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

132

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 20/11/2012

Name of Committee or Group (if applicable):

Planning Consultative Committee Time Meeting Commenced:

7:00pm

Councillors in Attendance: Cr David Cooper Cr Peter Lockwood Cr Nicole Seymour Cr Tony Holland

Council Staff in Attendance: Denise Barth Greg Kent Renee Haddock Wilhelmina Knorr Susie Saraiva Matters Considered:

Application to amend the permit to allow for a four storey apartment building containing 30 dwellings, a convenience restaurant, dispensation of car parking requirements and access to a category 1 road at 275-277 Dorset Road, Boronia (P2007/7069). Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 138: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

133

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 21/11/2012

Name of Committee or Group (if applicable):

Environment Advisory Committee Time Meeting Commenced:

6:30pm

Councillors in Attendance: Cr John Mortimore Cr David Cooper

Council Staff in Attendance: Ellen Mitchell Matters Considered:

1. Meet and Greet with New Council Nominees 2. ResourceSmart AuSSI Vic Update 3. Outcomes from MAV Environment Committee 4. Stamford Park ZEN 5. Embedding Organisational Sustainability 6. Government Sustainability Conference Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 139: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

134

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 22/11/2012

Name of Committee or Group (if applicable):

Councillor Induction Session Time Meeting Commenced:

6:00pm

Councillors in Attendance: Cr Karin Orpen Cr Darren Pearce Cr Joe Cossari Cr Nicole Seymour Cr David Cooper Cr Tony Holland Cr Peter Lockwood Cr Adam Gill

Council Staff in Attendance: Graeme Emonson Jon Gorst Mark Dupe Jason Matthews Angelo Kourambas Samantha Mazer Kerry Stubbings Matters Considered:

1. Councillor Induction 2. Knox Central Briefing Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 140: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

135

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 27/11/2012

Name of Committee or Group (if applicable):

Transfer Station Management Advisory Committee Time Meeting Commenced:

4:30pm

Councillors in Attendance: Cr David Cooper

Council Staff in Attendance: Geoff McMeeken Matters Considered:

1. MWMG grant to upgrade hard waste processing 2. Update on transfer station operations 3. Fires at transfer station 4. Screening of transfer station from bike path 5. Review of contract minutes 6. Annual report to Council Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 141: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

136

RREECCOORRDD OOFF AASSSSEEMMBBLLYY OOFF CCOOUUNNCCIILLLLOORRSS (Section 80A Local Government Act)

Date of Assembly: 29/11/2012

Name of Committee or Group (if applicable):

Councillor Induction Session Time Meeting Commenced:

8:35pm

Councillors in Attendance: Cr Karin Orpen Cr Peter Lockwood Cr David Cooper Cr John Mortimore Cr Adam Gill Cr Darren Pearce Cr Tony Holland Cr Nicole Seymour

Council Staff in Attendance: Graeme Emonson Kerryn Ellis Ian Bell Jon Gorst Angelo Kourambas Kerry Stubbings Matters Considered:

Defined Benefits Superannuation Update Conflict of Interest Disclosures: Nil Councillor’s Name

Type of Interest

Councillor Left Assembly While Matter Being Considered

Page 142: KNOX CITY COUNCIL · 5.1.3 COUNCILLOR PEARCE . Councillor Pearce attended the following Meetings • Parkridge Playgroup Annual General Meeting • Stamford Park Project Steering

137 COUNCIL 18 December 2012

12. MOTIONS FOR WHICH NOTICE HAS PREVIOUSLY BEEN GIVEN

Nil.

13. SUPPLEMENTARY ITEMS

Nil.

14. URGENT BUSINESS

14.1 URGENT BUSINESS

Nil.

14.2 CALL UP ITEMS

Nil.

15. QUESTIONS WITHOUT NOTICE

Nil.

MEETING CLOSED AT 6.16PM

Minutes of Meeting confirmed at the Ordinary Meeting of Council

held on Tuesday 22 January 2013

………………………………… Chairman


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