€¦ · Web view · 2016-09-15Minutes of the Ordinary Meeting of Council30 April 2013. Minutes of the Ordinary Meeting of Council30 April 2013. Minutes of the Ordinary Meeting

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MELTON CITY COUNCIL

Minutes of the Ordinary Meeting of the Melton City Council

30 April 2013

THESE MINUTES CONTAIN REPORTS DEALT WITH AT A CLOSED MEETING OF

COUNCIL

MINUTES OF THE ORDINARY MEETING OF COUNCIL 30 APRIL 2013

TABLE OF CONTENTS

1. OPENING PRAYER AND RECONCILIATION STATEMENT 4

2. APOLOGIES AND LEAVE OF ABSENCE 4

3. DECLARATION OF ANY PECUNIARY INTEREST, OTHER INTEREST OR CONFLICT OF INTEREST OF ANY COUNCILLOR 4

4. ADOPTION AND CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 4

5. PETITIONS AND JOINT LETTERS 4

6. RESUMPTION OF DEBATE OR OTHER BUSINESS CARRIED OVER FROM A PREVIOUS MEETING 4

7. PUBLIC QUESTION TIME 5

8. PRESENTATION OF STAFF REPORTS 68.1 AUTHORISING OF AFFIXING THE COMMON SEAL OF COUNCIL 6

For Council to adopt the schedule of documents (Appendix 1) requiring the Common seal of Council.

8.2 MUNICIPAL AUDIT COMMITTEE 8To advise Council of the minutes of the Municipal Audit Committee meeting held on 10 April 2013 and recommends actions emanating from the minutes.

8.3 COMMUNITY WORKSHOP-RATING STRATEGY 10For Council to consider the outcomes of the consultation forums held in regard to future rating strategy for the City of Melton.

8.4 MINISTERIAL GUIDELINES FOR DIFFERENTIAL RATING 12To consider the Ministerial Guidelines for Differential Rating.

8.5 REVIEW OF THE ENVIRONMENTAL ENHANCEMENT POLICY 15To present Council with the outcomes of the review of the Environmental Enhancement Policy and seek approval for the recommendations presented in the review.

8.6 NOTICE OF MOTION 338 – JUNIOR COUNCIL FOR THE MUNICIPALITY 19To provide further response to Notice of Motion 338 that requested an investigation into the possibility of establishing a Junior Council for the municipality.

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8.7 EYNESBURY RECREATION RESERVE MASTERPLAN 22To present to Council for adoption the Eynesbury Recreation Reserve Masterplan. The Masterplan will provide strategic direction and guidance for the future development of this public active open space.

8.8 SPORT AND RECREATION VICTORIA - COMMUNITY FACILITY FUNDING PROGRAM OUTCOMES 2013/2014 25To inform Council of the capital funding secured via the Victorian State Governments 2013/2014 Funding Program.

8.9 CITY OF MELTON COUNCIL PLAN 2013-2017 (DRAFT) 28To present the draft City of Melton Council Plan 2013-2017.

8.10 PREPARATION OF THE MUNICIPAL BUDGET 2013/2014 31For Council to endorse the draft 2013/14 Municipal Budget and commence the statutory process to exhibit this draft budget and receive submissions.

9. REPORTS OF COMMITTEES 37

10. REPORTS FROM DELEGATES APPOINTED BY COUNCIL TO OTHER BODIES 38

10.1 PRESENTATION OF WRITTEN AND VERBAL REPORTS FROM COUNCILLORS IN THEIR ROLE AS DELEGATES TO OTHER BODIES 39

10.2 PARLIAMENTARIAN AND DEPARTMENTAL LETTERS RECEIVED BY THE MAYOR 40

10.3 RECORD OF ASSEMBLY OF COUNCILLORS ATTACHED TO THIS AGENDA IN ACCORDANCE WITH SECTION 80A(1) OF THE LOCAL GOVERNMENT ACT 1989 41 16 April 2013

23 April 2013

11. NOTICES OF MOTION 41

11.1 NOTICE OF MOTION 358 (CR CARLI) ALLOCATION OF BUS SHELTERS WITHIN MELTON CITY COUNCIL 42

11.2 NOTICE OF MOTION 359 (CR RAMSEY) MELTON RAIL DUPLICATION 43

12. COUNCILLOR’S QUESTIONS WITHOUT NOTICE 44

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13. MOTIONS WITHOUT NOTICE 44

14. URGENT BUSINESS 44

15. CONFIDENTIAL BUSINESS 45

15.1 AUDIT COMMITTEE MEETING CONFIDENTIAL ITEMS - APRIL 2013 46This report advises Council of the “in-camera” minutes of the Municipal Audit Committee meeting held on 10 April 2013 and recommends actions emanating from the minutes.

15.2 CONTRACT 13/036 MELTON WAVES REFURBISHMENT WORKS 47To advise Council that the tender process for the refurbishment works to the Melton Waves Leisure Centre has been complete and a recommendation to Council is presented for consideration.

15.3 ROCKBANK/DIGGERS REST KINDERGARTENS LOW UTILISATION 48To increase the support to Councils Kindergarten Cluster Manager TRY Australia with the annual shortfall of funding at the Diggers Rest and Rockbank Kindergartens due to low utilisation and the increase in cost due to Universal Access.

15.4 CONTRACT 13/007 FOR THE CONSTRUCTION OF THE ARNOLDS CREEK SPORTS OVALS AND CAR PARK 49To seek Council’s approval to award Contract 13/007 for the construction of Arnolds Creek sports ovals and car park.

15.5 PROPERTY DEVELOPMENT ADVISORY COMMITTEE (PDAC) MEETING 50To consider the minutes of the Property Development Advisory Committee from 16 April 2013 (meeting number 27).

16. CLOSE OF BUSINESS 51

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MELTON CITY COUNCIL

MINUTES OF THE ORDINARY MEETING OF THE MELTON CITY COUNCIL HELD IN THE COUNCIL CHAMBER, CIVIC CENTRE, 232 HIGH STREET, MELTON ON 30 APRIL 2013 AT 7.03PM

Present: Cr K.Majdlik (Mayor)Cr B.Turner (Deputy Mayor)Cr B.BorgCr L.CarliCr R.CugliariCr N.DunnCr S.Ramsey

Mr K.Tori, Chief Executive OfficerMr P.Bean, General Manager Corporate ServicesMr M.Heaney, General Manager Community Services Mr L.Stokes, Acting General Manager Planning and DevelopmentMr D.Hogan, Manager Customer EngagementMs A.Raijer, Communications Coordinator

1. OPENING PRAYER AND RECONCILIATION STATEMENT

The Mayor, Cr Majdlik read the opening prayer and reconciliation statement.

2. APOLOGIES AND LEAVE OF ABSENCE

Nil.

3. DECLARATION OF ANY PECUNIARY INTEREST, OTHER INTEREST OR CONFLICT OF INTEREST OF ANY COUNCILLOR

Cr Borg declared a direct Conflict of Interest in item 8.7 – Eynesbury Recreation Reserve Masterplan and had advised the Chief Executive Officer of this prior to the commencement of the meeting.

4. ADOPTION AND CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

Crs Ramsey/Turner. That the Minutes of the Ordinary Meeting of Council held on 9 April 2013 be confirmed as a true and correct record.

CARRIED

5. PETITIONS AND JOINT LETTERS

Nil.

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6. RESUMPTION OF DEBATE OR OTHER BUSINESS CARRIED OVER FROM A PREVIOUS MEETING

Nil.

7. PUBLIC QUESTION TIME

Name Question asked of Council

Nathan Miles Reduction of proposed road construction in the 2013-2014 draft budget.

Michael Matalewski Inquiry regarding the draft 2013-2014 Capital Works Road budget.

A Touvanna Inquiry on how Council of Melton defines sustainable development.

David O’Connor Retail and Activity Areas Strategy public consultation.

The Mayor adjourned the meeting at 7.14pm.

The Mayor reconvened the meeting at 7.37pm.

Nathan Miles Councillor support of the proposed rate increase.

A Touvanna Inquiry in relation to Council’s ability to waive Council rates and charges for residents.

David O’Connor Inquiry regarding public consultation on the Rating Strategy review.

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Procedural MotionCrs Turner/Ramsey. That recommendations as printed in Items 8.1 and 8.2 be adopted in block.

CARRIED

8. PRESENTATION OF STAFF REPORTS

8.1 AUTHORISING OF AFFIXING THE COMMON SEAL OF COUNCILAuthor: Christie Shields- Governance Officer

Presenter: Peter Bean- General Manager Corporate Services

PURPOSE OF REPORTFor Council to adopt the schedule of documents (Appendix 1) requiring the Common seal of Council.

RECOMMENDATION:That the Council Seal be affixed to the documentation as detailed in the Schedule for Authorising of Affixing of the Common Seal of Melton City Council dated 30 April 2013 and appended to this report. (Appendix 1)Crs Turner/Ramsey. That the recommendation be adopted.

CARRIED

REPORT

1. Executive SummaryDocuments requiring the Common Seal of Council to be affixed are detailed in (Appendix 1).

2. Background/IssuesUse of the Council Seal is required where Council as a body corporate is required to acquit a document or agreement for the purpose of performing its functions and exercising its powers.

The Local Government Act 1989 prescribes that a Council must have a common seal, and that the common seal must –

(a) Bear the name of the Council (which name may refer to the inhabitants of the municipal district) and any other word, letter, sign or device the Council determines should be included; and

(b) Be kept at the Council office; and

(c) Be used in accordance with the local laws of the Council.

Council’s Meeting Procedure Local Law 2004 prescribes the use of Council’s Common Seal and the authorized officers who have the authority to sign every document to which the common seal is affixed.

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3. Council Plan Reference and Policy ReferenceThe Melton City 2009-2013 Council Plan refers to the need to:

Ensure everyone has access to quality Council services

Management and control of the use of the Council seal is an important element of ensuring good governance.

4. Financial ConsiderationsThere are no financial considerations relating to the use of the Council Seal.

5. Consultation/Public SubmissionsNot applicable.

6. Risk AnalysisEnsuring that the Council Seal is only affixed in accordance with a resolution of Council controls the potential risk of the seal being incorrectly affixed to a document.

7. OptionsNot applicable.

LIST OF APPENDICES1. Schedule for Authorising of Affixing The Common Seal

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8.2 MUNICIPAL AUDIT COMMITTEEAuthor: Cheryl Santoro- Senior Administration Officer


PURPOSE OF REPORTTo advise Council of the minutes of the Municipal Audit Committee meeting held on 10 April 2013 and recommends actions emanating from the minutes.

RECOMMENDATION:1. That the unconfirmed minutes of the Municipal Audit Committee of 10 April 2013 be

noted; and

2. Council endorse the recommended actions detailed in the minutes of the Municipal Audit Committee meeting held on 10 April 2013 (Appendix 1)

Crs Turner/Ramsey. That the recommendation be adopted.

CARRIED

REPORT

1. Executive SummaryThe unconfirmed minutes of the Audit Committee meeting held on 10 April 2013 are appended to this report as Appendix 1. The Committee considered various issues in relation to risk, financial management and governance and the minutes contain recommendations for the consideration of Council.

2. Background/IssuesIt is a requirement within the Terms of Reference of the Municipal Audit Committee to meet and report its decisions and recommendations to the Council for consideration.

Issues discussed and recommendations made by the Committee are noted in the minutes for action by both individuals and Council.

3. Council Plan Reference and Policy ReferenceThe Melton Shire Council 2009-2013 Council Plan refers to the need to:

Practice good governance, social, economic and environmental responsibility

4. Financial ConsiderationsA provision has been provided in this year’s budget for the remuneration on a fee per meeting basis for independent member of the Committee, with an optional additional amount paid to the Chairperson.

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5. Consultation/Public SubmissionsThe Municipal Audit Committee consists of Councillor Majdlik, Councillor Ramsey and three independent external audit members Mr Alan Hall as Chairperson, Mr Mark Holloway and Mr Adam Roberts.

6. Risk AnalysisNot applicable.

7. OptionsThe Audit Committee is an advisory committee of Council, and Council therefore has the discretion to accept, reject or amend its recommendations

LIST OF APPENDICES1. Audit Committee Minutes 10 April 2013

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8.3 COMMUNITY WORKSHOP-RATING STRATEGYPresenter: Peter Bean- General Manager Corporate Services

PURPOSE OF REPORTFor Council to consider the outcomes of the consultation forums held in regard to future rating strategy for the City of Melton.

RECOMMENDATION:That Council:-

1. Adopt the recommendation to establish a community-based rating strategy reference group as contained within the report from Mach 2 Consulting.

2. Develop a terms of reference for the establishment of a community-based rating strategy reference group to be considered by Council's policy review panel.

Crs Dunn/Ramsey. That the recommendation be adopted.

CARRIED

REPORT

1. Executive SummaryCouncil engaged a consultant to undertake a community consultation process on behalf of Council as the first process in reviewing and developing its rating strategy. The need to consider this process was born from a recent report by the Victorian Auditor General expressing the view that Councils generally throughout Victoria should develop rates policies in the context of a broader long-term rating strategy that is informed by both detailed rate modelling data, consultation and engagement with the community.

Mach 2 consulting was engaged to undertake two community consultation forums with the key purpose to gain an understanding of the community's perception of the legislative requirements around the application of municipal rates and charges against properties and the degree of flexibility that Councils have a differential rating system to ensure that an equitable rating structure is applied.

2. Background/IssuesMach 2 consulting conducted two community forums on 27 March 2013 to discuss Councils rating strategy. Approximately 10 residents attended the first forum and 30 to the second. The key themes and messages that came out of the two forums were discussions around the legitimacy of Councils rating powers, Councils decision-making process, the issues around the urban growth boundary in the treatment of land that sits within it compared to land that is placed outside of this area, property valuations, environmental rebate, hardship policies and Councils budget.

It was generally agreed that the principles of fairness and equity must be at the heart of any local government rating strategy. However, agreeing exactly what is fair and equitable is somewhat harder and open to conjecture. It was felt the Council's goal should be to achieve a mix of rates and charges that will distribute these costs as fairly as possible across all ratepayer groups.

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Having conducted the two forums and considered the discussions between the attendees, the facilitator believed that consideration should be given to establishing a community based rating strategy reference group. This approach has been taken in other Councils and has been an effective way in engaging with the community examining in explaining different rating policy directions. They are generally developed using a membership base that is drawn from a cross-section of community groups and organisations to ensure fairness in recognition of the needs and interests of all sections of the community. A terms of reference would need to be prepared and approved by Council to govern the reference group and to define its role clearly.

3. Council Plan Reference and Policy ReferenceLeadership - leading the organisation and the community through accountability, transparency and advocacy.

The process proposed reflects the objectives mentioned above.

4. Financial ConsiderationsThere is minimal financial cost involved in adopting the recommendations proposed in the consultants summary report. Costs relating to advertising for membership to the reference group and other administrative matters can be accommodated within Councils operational budget.

5. Consultation/Public SubmissionsShould Council choose to support the recommendations proposed in the summary report and pursue the development of a reference group, an engagement process will need to be undertaken seeking membership from a cross range of groups and organisations within the municipality.

6. Risk AnalysisIt is considered that there is limited risk in endorsing the recommendations set out in the summary report.

7. OptionsCouncil could choose to continue with its current process of rating review and not adopt the recommendation contained within the Summary Report. The report by the Victorian auditor general expressing the view that councils generally throughout Victoria should develop rates policies in the context of a broader long-term strategy that is informed by both detailed rate modelling data and consultation and engagement with the community was done so taking Melton Councils current processes into consideration.

On this basis it is considered appropriate that Council should strongly consider improving the way it currently undertakes this process through the introduction of a rating strategy reference group.

LIST OF APPENDICES1.

Summary Report

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8.4 MINISTERIAL GUIDELINES FOR DIFFERENTIAL RATINGPresenter: Peter Bean- General Manager Corporate Services

PURPOSE OF REPORTTo consider the Ministerial Guidelines for Differential Rating.

RECOMMENDATION:That the Ministerial Guidelines to Differential Rating, attached as appendix 1, be received for information.

Crs Turner/Cugliari. That the recommendation be adopted.

CARRIED

REPORT

1. Executive SummaryIn 2012 the Victorian Parliament passed the Local Government Amendment Act 2012 which introduced a section of the Act that provides that the Minister for Local Government may, by notice published in the Government Gazette, make guidelines for or with respect to the objectives of differential rating, suitable use of differential rating powers and the type or classes of land that are appropriate for different rating. A Council must have regard to any Ministerial guidelines made under this legislation before declaring a differential rate for any land. The legislation also provides that on the recommendation of the Minister, the Governor in Council may by order in Council prohibit any Council from making a declaration of a differential rate in respect of a type or class of land, if the Minister considers that the declaration would be inconsistent with any guidelines made under subsection (2B).

The intention of the Guidelines is to provide clarity, consistency and transparency to Councils in their decision-making processes. Across the 79 municipal Councils in Victoria the different rating practices and strategies for differential rating have been developed over the years with little guidance provided in the legislation as to how to achieve the facilitating objective in the Act of ensuring the equitable imposition of rates and charges.

For some time concerns have been raised with the Government as to how a particular Council may or may not be meeting the objectives of the Act by the application or (non) application of differential rating decisions affecting them. It has been considered that there has been little information available in the past to Councils to assist them in understanding why they might choose to use differential rating and the advantages and disadvantages of using differential rating to achieve specific objectives.

2. Background/IssuesPursuant to Section 161 of the Local Government Act 1989, Council may raise any general rates by the application of a differential rate if it uses a Capital Improved Value system of rating. Pursuant to this Section of the Act Council may raise any general rates by the application of Limited Differential rates if it uses the Net Annual Value or Site Value system of rating. The Act provides that the primary objective of the municipal Council is to endeavour to achieve the best outcomes for the local community having regard to the long-term and cumulative effects of decisions. In seeking to achieve its primary objective, the

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Council must have regard to a number of facilitating objectives including the objectives as set out in the Act to ensure the equitable imposition of rates and charges across the municipality.

Differential rates are considered a useful tool to address equity issues that may arise from the setting of Council rates derived from property valuations. To this end, it is important that they are considered in the context of a range of revenue instruments of options available to Local Governments. Circumstances whereby common types of classes of land use consistently demonstrate significant relative rate disparities, including access to services arising from use of a uniform rate, may be addressed by use of the differential rate powers. Common types of classes of land use where that circumstance can arise and where a Council must give consideration to reducing the rate burden through the use of a reduced differential rate include farm land and retirement village land.

It is not appropriate to define differential rates by geographic location to specifically apply where there are very few assessments. Circumstances whereby significant rate volatility occurs as a result of large movements in valuation may be more appropriately addressed through the use of other revenue instruments such as a rebate or deferred payment, instead of through the use of differential rating. This applies in particular to land in the Urban Growth Zone without an approved precinct structure plan in place. It is not appropriate to utilise differential rating powers to prevent, mitigate, or discourage legitimate land uses with the exception of vacant or derelict land. Examples of inappropriate uses of differential rating powers include but are not limited to the following for:

electronic gaming machine venues or casinos

liquor licensed venues or liquor outlet premises

business premises defined whole or in part by hours of trade

fast food franchises or premises and

land within the urban growth sign without an approved precinct structure plan in place.

The use of a differential rate applicable to very few assessments in the municipality should be considered with great caution and have regard to the impact on the land subject to the proposed rate and the consequential impact upon the broader municipality through consideration of equity. This is especially so in the case of differential rates applied to narrowly specifically defined activities or land use types.

A number of Councils were selected by the Department as Councils that would provide a sound understanding of how the industry uses differential rating in its budget processes. Melton Council was one of those Councils chosen and members of the Department had a meeting with staff to gain a complete understanding of how the differential rating structure was applied to this municipality. Council's 2012/2013 rating strategy is as follows:

General 100%

rural living 90%

rural land 72%

urban growth land 100%

development land 100%

commercial or industrial development land 160%

commercial industrial vacant land 200%

retirement villages 85%

residential vacant land 150%

extractive industries 288%

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It is pleasing to note that the outcomes and recommendations of the guidelines produced reflect the current differential rating strategy of this Council. The Guidelines highlighted a reduced differential rate for retirement villages and rural land which this Council provides and made specific mention that urban growth land without a precinct structure plan should not be rated any different from the Council's general rate. The one area for consideration by Council will be its current process with reference to the extractive industries whereby these particular industries are very small in number in the municipality and due consideration will need to be given as to the ability to charge a higher rate as is currently the case.

3. Council Plan Reference and Policy ReferenceA strategic objective within the Council plan is leadership - leading the organisation and the community through accountability, transparency and advocacy. Council's endorsement of these guidelines and continued utilisation of its existing rating strategy which support the Guidelines are in line with the objectives in the Council Plan.

4. Financial ConsiderationsThere are no financial considerations for Council to consider in considering the Guidelines tabled as appendix 1.

5. Consultation/Public SubmissionsIn considering the Ministerial Guidelines for differential rating, the Council will ensure in the development of future budgets that consultation is sourced through the public submissions process in consideration of any draft budget for residents to provide feedback on any proposed rating strategies.

6. Risk AnalysisAs Councils current Rating Strategy is compliant with the Ministerial Guidelines there is deemed to be a low level of risk involved in Council acknowledging the Guidelines.

7. OptionsThe Guidelines have been developed as a result of Parliament passing the Local Government Amendment Act 2012 which introduced this particular section allowing the Minister for Local Government to make guidelines for or with respect to differential rating.

LIST OF APPENDICES1. Ministerial Guidelines

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8.5 REVIEW OF THE ENVIRONMENTAL ENHANCEMENT POLICYAuthor: Adrian Murphy- Environmental Services Coordinator

Presenter: Les Stokes- Acting General Manager Planning and Development

PURPOSE OF REPORTTo present Council with the outcomes of the review of the Environmental Enhancement Policy and seek approval for the recommendations presented in the review.

RECOMMENDATION:That Council:

1. Receive and note the report titled ‘A Review of the City of Melton’s Environmental Enhancement Policy’ as attached in Appendix 1.

2. Adopt the following nine (9) recommendations contained within the review report;a. Retain the Environmental Enhancement Policy (EEP) and maintain the EEP’s

emphasis on weed control as a means of achieving environmental enhancement across the municipality.

b. Apply the EEP to land in approved Precinct Structure Plans (PSP) and include these 88 properties in the 2013/14 program.

c. Determine that the trigger point for the removal of the EEP from land covered by a PSP is once subject land has an approved Plan of Subdivision creating urban lots.

d. Maintain the continuity of the EEP by approving the EEP on a 4 yearly cycle coinciding with Council terms.

e. Approach the Department of Primary Industries (DPI) to establish a strategic and operational management arrangement with Council to ensure the effective management and enforcement of weed control within the municipality.

f. Update and improve the communication and education components of the EEP including making more information available to program participants and other stakeholders.

g. Look for opportunities to promote the EEP as an industry leading program at external forums and recognise the esteem in which the EEP is held.

h. Approach the Department of Sustainability and Environment (DSE) to advocate on behalf of affected Mount Cottrell landowners regarding the land acquisition process to establish the Western Grassland Reserve.

i. Investigate, over the coming 12 months, incorporating Special Use activities such extractive industries which are currently operating in rural areas within the EEP.

Crs Cugliari/Dunn. That the recommendation be adopted.

CARRIED

Cr Ramsey called for a division of Council.

For:Crs Cugliari, Dunn, Majdlik, Ramsey and Turner.

Against:Nil.

Abstained:Crs Borg and Carli.

The Mayor declared the division CARRIED

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REPORT

1. Executive SummaryThe City of Melton’s Environmental Enhancement Policy, known as the EEP, has been in operation since the early 1990’s. Changes were made to the program in 2012 which resulted in land within approved Precinct Structure Plans (PSPs) no longer being eligible to participate in the EEP and receive a rate rebate. The review investigated the effectiveness and relevance of the EEP within the current context of urban growth and looked at Melton City Council’s role in supporting the management of private land.

The review reflects upon the history and origins of the EEP from its inception in 1992, the current planning context which sees the municipality zoned evenly between urban and non-urban uses and an overview of the operation of the program.

A key element of the review was a local government benchmarking exercise which saw 12 Victorian Councils’ land management schemes examined. The review also found that local government across Victoria offers a range of incentive programs that provide support for environmental enhancement at the local level such as rate rebates, financial grants and reduced rates for biodiversity conservation and that the City of Melton is not alone in offering such support to non-urban landowners.

Over 160 people were consulted as part of the review including 100 phone survey participants and 60 people who participated in one on one interviews. The phone survey found that 93% of participants feel that the EEP should remain a high priority for Melton City Council and overall the EEP is considered an effective program by 73% of respondents. The stakeholder interviews revealed that the EEP is considered as important today as ever, noxious weeds are still the number one issue for landholders and Melton’s EEP has a great reputation within the environmental industry as being the most supportive program in Victoria and an industry leading program. The interviews also revealed widespread support for Council to reinstate the EEP to land covered by approved Precinct Structure Plans.

An economic analysis of the EEP revealed that the current $1.87M EEP program supports 17 jobs in the community including 13 jobs related to direct expenditure by landholders on land management works.

This review has reaffirmed the view that the EEP remains a vitally important program for Council to offer to support rural residents.

2. Background/IssuesThe review, which was conducted between November 2012 and February 2013, revealed 12 key findings as detailed below.

(1) There was an overwhelming level of support from stakeholders for the retention and enhancement of the EEP. The EEP achieves improvements to the environmental condition of land across the city regardless of ownership. Overall, the EEP program is generally respected by the rural community and enhances Council’s ability to offer services to rural residents.

(2) There was widespread support for Council to consider reinstating the EEP to land within approved Precinct Structure Plan (PSPs) areas and that an appropriate trigger for land to be removed from the program should be established.

(3) Weed management remains the number one land management issue for the EEP as identified by stakeholders. Weeds and their potential to threaten agricultural productivity and environmental values are seen by many as being perennial and on-going concerns for landowners within the municipality and there is a concern shared

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by many that if the weed control effort is reduced then weeds will return to their pre-EEP levels.

(4) The EEP is considered to be more relevant today than ever especially as urban development continues to encroach into the rural landscape and ‘land speculators’ generally have limited knowledge or interest in weed control. The EEP ensures all rural land is included in a holistic approach to environmental land management.

(5) The financial incentive of the EEP is fundamental to the operation of the program and is considered by many to be a key motivation for action and participation in the EEP. Further, the EEP supports neighbours working together to achieve positive environmental outcomes.

(6) Whilst at least 12 other Victorian Councils offer various land management incentive programs, Melton City Council’s program is unique in that it is the only upfront rebate program and the only program that is universally applied across rural land.

(7) Generally, stakeholders didn’t consider the alternatives to the EEP such as financial grants and environmental levies as suitable or appropriate replacements for the EEP and most stakeholders were keen to see the EEP remain as Council’s land management incentive program.

(8) Community education and program promotion are considered important elements of any land management program and there is a sense that Council needs to play a bigger role in this area.

(9) The EEP is considered by the majority of stakeholders to be value for money as it achieves significant environmental benefit to the municipality. The $1.87M program is considered to be a great investment for the level of environmental benefit derived and also the broader community gets the added benefit of increased civic pride through improved beautification of the municipality.

(10) The EEP is respected by the environmental management industry. The Port Phillip and Westernport Catchment Management Authority and Trust for Nature both recognise the City of Melton as being a leader in terms of offering support to rural landowners. The Department of Primary Industries (DPI) supports Melton’s community led action on weed control and as a result places significant compliance resources within the municipality.

(11) Policy decisions by both Council, such as recent changes to the EEP, and the State Government’s long term objective to establish the proposed Western Grasslands Reserve has led to changes in land management by landholders in some part of the municipality.

(12) The annual approval process of the EEP as part of Council’s annual budget process leaves the EEP susceptible to regular change and has the potential to compromise the long term stability and viability of the program. The move to a 4 year approval process would ensure the EEP is divorced from the rating process.


Protect and enhance our natural environment and cultural heritage

4. Financial ConsiderationsCurrently 1163 rural properties are eligible for the EEP and Council’s 2012/13 budget allocation for the program is approximately $1.87M. The application of the EEP to 88 PSP properties can be achieved by either increasing the overall rebate allocation above the

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current $1.87M amount or by redistributing the current overall rebate allocation. This issue will be considered as part of the 2013/14 budget process.

5. Consultation/Public SubmissionsStakeholder consultation was undertaken between November 2012 and January 2013 and comprised the following;

a) Random phone survey of 100 EEP participants by an independent market research company.

b) Interviews with 60 key local and external stakeholders including Councillors and staff, landcare groups, residents association, large landholders within the district, government agencies, the MAV, and other Local Governments including neighbouring Councils.

A written submission was also received and was considered as part of the review.

6. Risk AnalysisThe process to reintroduce the 88 PSP properties into the 2013 program will require a modification to the current EEP arrangements as Council’s budgetary approval cycle and the annual EEP cycle (March- March each year) do not correspond. As such it is proposed to run a modified EEP program for the PSP properties this year so as to bring the properties back into alignment with the remainder of the program. This will require letters and Proposed Works Forms to be mailed out to participants in early July 2013 with the completed forms to be returned by the end of July 2013. Participants will be given an additional two months to complete their works programs with works to be completed by 30 November 2013. At such time the properties will be included in the overall program compliance inspections undertaken by Council staff.

7. OptionsCouncil approval could be given to all, some or none of the recommendations contained in this report. Additional information is provided in the complete Review of the City of Melton’s Environmental Enhancement Policy report which is provided in Appendix 1.

LIST OF APPENDICES1. A Review of the City of Melton Environmental Enhancement Policy

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8.6 NOTICE OF MOTION 338 – JUNIOR COUNCIL FOR THE MUNICIPALITYAuthor: Matthew Wilson- Manager Family Youth and Housing

Presenter: Maurie Heaney- General Manager Community Services

PURPOSE OF REPORTTo provide further response to Notice of Motion 338 that requested an investigation into the possibility of establishing a Junior Council for the municipality.

RECOMMENDATION:That:

1. Council endorse the development of a Junior Council program for the municipality; and

2. The Junior Council be established and trialed for a term of 18 months, commencing from 1 June 2013 and a report be presented to Council.

Crs Majdlik/Ramsey. That the recommendation be adopted.

CARRIED

REPORT

1. Executive SummaryAt the Ordinary Meeting of Council on 15 November 2012, Notice of Motion 338 was tabled requesting the following.

“That Council Officers investigate the possibility of starting a ‘Junior Council’ for the municipality”.

Youth Services staff members were consulted and benchmarking with a neighbouring municipality was also conducted.

A report was presented and endorsed at the Ordinary Meeting of Council on 13 December 2012 recommending that a consultation process with schools and youth community based groups occur to ascertain the level of interest in the Junior Council initiative, with a report being provided to Council detailing the response.

All City of Melton government, independent and Catholic Education Office secondary and P-9 schools in the municipality were included in the consultation. Additionally, local Scouts and Girl Guides troupes were also consulted.

As of the end of March 2013, Creekside College, Staughton College, Southern Cross Grammar and Springside College responded to the invitation to register an expression of interest in the initiative.

The expression of interest is sufficient to recommend initiating the Junior Council program for a trial period of 18 months. It is expected that once initiated, interest from other schools will be received and additional students will be co-opted into the program.

A progress report on the initiative, with recommendations about the sustainability of the program will be presented to Council at the conclusion of the trial period for consideration.

2. Background/Issues

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As outlined in the report to Council at the Ordinary Meeting on 13 December 2012, a Junior Council initiative will seek to build upon the established network of Student Representative Councils (SRCs) in the local school system by convening a bi-monthly combined meeting of nominated delegates from local school SRCs. The bi-monthly meeting will feature a guest speaker, an open debate on a topic nominated by Councillors, and a section for general business where delegates can raise items for further investigation by Councillors.

The target age range for nominated delegates will be students in years seven to ten, with no more than two delegates from each secondary school being eligible. Gender equity will be promoted by ensuring that delegates consist of one boy and one girl from each school.

The proposed meeting schedule will involve three meetings and one presentation to Council in the period June to December 2013, and six meetings and two presentations to Council in the period February to December 2014.

The Junior Council initiative will require a redirection of existing resources within the Youth Services operational budget during the trial period. It is recommended that this approach be taken to enable a quick commencement of the program and also to enable an accurate quantification of required resources to be made through the trial period.

It is envisaged that should Council resolve to continue the Junior Council program at the conclusion of the trail period, a discussion about the level of resourcing required to make the program permanent will occur with the Executive.


Consult and involve the community to provide responsive, high quality services and facilities.

4. Financial ConsiderationsThere is no funding currently allocated for this initiative in the current budget.

The program will be resourced by redirecting Youth Services budget toward this initiative for the period specified.

The estimated resource required is 0.5 EFT at Band 5 over the 18 month period which equates to approximately $41,170.00 in salary plus on-costs.

5. Consultation/Public SubmissionsYouth Services staff were consulted for input into the development of the initiative suggested in this report. Additionally, benchmarking with a neighbouring Council was also conducted.

All government, independent and Catholic Education Office secondary and P-9 schools within the City of Melton were invited to lodge an expression of interest.

The local Scouts and Girls Guides groups were also invited to lodge an expression of interest.

6. Risk AnalysisThere is no risk identified with delivering this initiative.

The risk identified in not delivering this initiative is that the program objectives are not achieved via other means for Council.

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7. OptionsThat Council:

1. Endorse the Junior Council initiative as presented in this report; or

2. Endorse the Junior Council initiative and fund the Band 5, 0.5 EFT as temporary Project Officer; or

3. Note the report and resolve not to proceed with the establishment of a Junior Council.

LIST OF APPENDICESNil

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8.7 EYNESBURY RECREATION RESERVE MASTERPLANAuthor: Chris Lunn- Recreational Planner


Cr Borg having declared a direct Conflict of Interest in item 3 in the Agenda, left the Chamber at 8.05pm prior to any discussion taking place.

PURPOSE OF REPORTTo present to Council for adoption the Eynesbury Recreation Reserve Masterplan. The Masterplan will provide strategic direction and guidance for the future development of this public active open space.

RECOMMENDATION:That Council endorse the Eynesbury Recreation Reserve Masterplan as presented at Appendix 1.Crs Dunn/Cugliari. That the recommendation be adopted.

CARRIED

Cr Borg returned to the Chamber at 8.08pm.

REPORT

1. Executive SummaryAt the Ordinary meeting of Council on 13 December 2012, Council endorsed the two (2) following recommendations:

That:

1. The draft Eynesbury Recreation Reserve Masterplan be placed on public exhibition for consultation for a period of two (2) months.

2. Officers report back to Council on the outcome of the public consultation process and feedback.

Officers have completed the consultation process for the Eynesbury Recreational Reserve Draft Masterplan and comments are attached at Appendix 3. Officers have also had discussions with the developer of Eynesbury as part of this process.

This report presents a recommendation to Council for consideration.

2. Background/IssuesThe 12.25 hectare Eynesbury Recreation Reserve is planned to be a key active and passive reserve, supporting the growing population in Eynesbury. The Recreation Reserve will ensure that adequate recreational opportunities are provided to the community and that reserve infrastructure development is undertaken in a planned manner.

The Eynesbury Recreation Reserve will be located on St Arnaud Road, Eynesbury.

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The Eynesbury Recreation Reserve Masterplan plan as found at Appendix 1 identifies the following key outcomes and indicates the staging process for delivery at Appendix 2:

Two (2) senior size AFL / cricket ovals with synthetic cricket wickets (with an option for a future turf wicket on the second oval with a club contribution) and associated infrastructure including training level lights and four (4) cricket training nets

Two (2) outdoor basketball / netball courts with training level lights Eight (8) tennis courts with training level lights Car parking spaces (249) One (1) BBQ with rotunda One (1) central community pavilion One (1) fenced dog off lead area One (1) play space with BBQ One (1) youth node

Stage 1 One (1) senior size AFL / cricket oval with synthetic cricket wicket and associated

infrastructure including training level lights Play space with BBQ Car parking for approximately 60 cars

Stage 2 & 3 Two (2) outdoor basketball / netball courts with training level lights Central community pavilion One (1) senior size AFL / cricket oval with synthetic cricket wicket and associated

infrastructure including training level lights Car parking for approximately 40 cars

Stage 4 & 5 Six (6) tennis courts with training level lights Community pavilion extension to accommodate tennis Car parking for approximately 35 cars Youth node

Items identified for future Council delivery Two (2) tennis courts with training level lights One (1) BBQ with shelter One (1) cricket net One (1) fenced dog off leash area One (1) turf cricket wicket with associated infrastructure (subject to club contribution)

3. Council Plan Reference and Policy ReferenceThis report supports the following strategic objectives of the existing Melton Shire Council Plan 2009-2013:

Community Health and WellbeingEnsure everyone has access to quality Council ServicesImprove physical, social and mental health and wellbeing for a safe, active and healthy community andEnsuring our fast growth is well planned and managed and Council’s physical assets are well maintained

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Proactively consult, plan, build, maintain and upgrade assets

4. Financial ConsiderationsThe Eynesbury Recreation Reserve Masterplan provides justification for the proposed components to the reserve. There are developer contributions available to deliver the initial components of the Recreation Reserve.

To complete the overall Masterplan long term for this Recreational Reserve, is subject to future capital works programs and Council funding.

The Masterplan will allow for appropriate advocacy, capital and recurrent budgeting for the implementation of the proposed Masterplan actions and will assist Council in seeking grants and/or stakeholder support for future developments.

5. Consultation/Public SubmissionsConsultation of the draft Masterplan was undertaken with a broad cross section of individuals and interested parties including:

Internal workshop with Council officers Residents in Eynesbury (584 households) received a copy of the draft Masterplan

and an invite to an open house consultation session. The draft Masterplan was featured on the Eynesbury resident’s portal from 19

December 2012 until 11 February 2013. The draft Masterplan was displayed on Council’s website throughout the consultation

period, 18 December 2012 through 11 February 2013. Community consultation was featured in a media release the week of 21 December

2012. Broad community consultation was held through an open house with a community

BBQ at the Eynesbury Discovery Centre on Sunday 20 January 2013. The completed Masterplan was presented to the Shire of Melton Leisure and Arts

Committee (SOMLAC) on 12 March 2013 with unanimous support. Council received thirty four (34) comments from residents and four (4) from key

stakeholders – AFL Victoria, Cricket Victoria, Eynesbury Cricket Club and a joint submission from Tennis Victoria and Tennis Australia.

All submissions generally supported the Masterplan.

6. Risk AnalysisFailure to adopt the Masterplan may impact on the ability of the developer to deliver facilities within the Recreational Reserve. This in turn will impact on the adequate provision of active open spaces for residents within Eynesbury and surrounding areas.

7. OptionsCouncil has the option to adopt the officer recommendations as presented in this report.

LIST OF APPENDICES1. Eynesbury Recreational Reserve Masterplan

2. Eynesbury Staging Plan

3. Summary of resident comments

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8.8 SPORT AND RECREATION VICTORIA - COMMUNITY FACILITY FUNDING PROGRAM OUTCOMES 2013/2014

Author: Glenn Mulcahy- Recreation CoordinatorPresenter: Maurie Heaney- General Manager Community Services

PURPOSE OF REPORTTo inform Council of the capital funding secured via the Victorian State Governments 2013/2014 Funding Program.


1. Note the $880,000 secured via Sport and Recreation Victoria 2013/2014 Community Facility Funding Program.

2. Write to the Hon. Hugh Delahunty, Minister for Sport and Recreation thanking the Minister for the State Government Grants received to date and support under the Sport and Recreation Victoria program.


CARRIED

REPORT

1. Executive SummaryA key direction given to Council officers is to actively seek external funding opportunities to support the delivery of a range of required capital works and planning documents. The successful grant applications total at $880,000 to date.

The 2013/14 Sport and Recreation Victoria Community Facility Funding Program allows Council to deliver more for our community than would otherwise be possible within Council budgets.

This report provides an overview of the initiatives that will occur as a result of the funding.

2. Background/IssuesThe Community Facility Funding Program helps provide high-quality, accessible community sport and recreation facilities across Victoria by encouraging:

- increased sport and recreation participation

- increased access to sport and recreation activities

- better planning of sport and recreation facilities

- innovative sport and recreation facilities

- environmentally sustainable facilities

- universally designed facilities

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Strong, active communities need well-designed and managed facilities for sport and recreation activities. Developing new facilities or improving the use of existing facilities to increase participation is a priority of the Victorian Government and Council.

Construction of new or improved facilities stimulates the local economy and creates a range of employment and volunteer opportunities, from construction and facility management, through to coaching and mentoring.

Sport and Recreation Victoria provides grants to support community initiatives that get people, more active, more often.

Table 1 below provides a summary of grant applications confirmed to date via the 2013/2014 Community Facility Funding Program.

Table 1Category Grant Amount StatusMajor FacilitiesArnolds Creek Recreation Reserve Construction $650,000 Confirmed

Minor FacilitiesBrookside Community Pavilion Extension $100,000 Confirmed

Soccer FacilitiesAdditional Change Room Facilities for Macpherson Park Soccer Venue

$100,000 Confirmed

PlanningMelton City Aquatic Plan 2013 - 2033 $ 30,000 Confirmed

Arnolds Creek Recreational Reserve Construction

This initiative will see the construction of two (2) recreational ovals at the Arnold’s Creek development, to the West side of the existing Community Hub. This project is in the current budget and with grass scheduled to be sewn in late 2013.

Brookside Community Pavilion Extension

The Brookside Community Pavilion will be expanded in size to cater for increased sport use, such as soccer and tennis activities. This project is in the current budget and is due to be completed late 2013.

Change room facilities for MacPherson Park soccer venue

This project has been highlighted as a priority by officers and the club and is an initiative that is highlighted in the 2013/2014 draft budget which will encourage female participation and provide universal access.

Melton City Aquatic Plan 2013 – 2033

At the 13 December 2012 Ordinary meeting of Council, Council endorsed and allocated $55,000 to commence the preparation of an Aquatic Facilities Strategy for the City of Melton in this current financial year. Officers have been successful in obtaining $30,000 towards this cost.The Aquatic Strategy has been awarded to SGL at a cost of $46,850. The $30,000 now offsets Councils contribution towards this work.

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Provide access to quality infrastructure and services

4. Financial ConsiderationsThe confirmed funding of $880,000 significantly offsets the total cost to Council to deliver these projects in line with existing and future Council budgets.

5. Consultation/Public SubmissionsConsultation has occurred with the relevant sports clubs, Council officers and Sport and Recreation Victoria in regard to the need of these projects and future development of future infrastructure.

6. Risk AnalysisThere are no risks associated with this report as it is for increasing general awareness and information purposes for the broader community regarding Councils active grant seeking processes with the Victorian Government and in particular Sport and Recreation Victoria.

7. OptionsThat Council note and action the recommendations contained within this report.

LIST OF APPENDICESNil

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8.9 CITY OF MELTON COUNCIL PLAN 2013-2017 (DRAFT)Author: Fiona MacPherson- Corporate Policy and Planning Coordinator


PURPOSE OF REPORTTo present the draft City of Melton Council Plan 2013-2017.


1. Council endorse the draft Council Plan 2013-2017, as presented at Appendix 1;

2. Council authorise the draft Council Plan 2013-2017, to be placed on public exhibition for 28 days pursuant to Section 129 of the Local Government Act; and

3. A report be tabled at the 25 June 2013 Ordinary Council meeting on completion of the consultation process to enable formal adoption of City of Melton Council Plan 2013-2017.

Crs Ramsey/Dunn. That the recommendation be adopted.

CARRIED

REPORT

1. Executive SummaryMelton City Council is committed to strategically and inclusively plan for the future. The provision of a Council Plan establishes the foundation of the City’s policy development, decision making and community accountability.

A Council Plan is prepared in accordance with the Local Government Act 1989, where each Council must produce a four-year Council Plan by 30 June in the year following a general Council election.

The draft Council Plan 2013-2017 details the direction and the targeted outcomes of Council over the next four years. It describes the City’s mission, values, vision, objectives and strategies, aligning them to our corporate plans and annual budget processes.

The Council Plan 2013-2017 addresses a range of key issues and capitalises on the range of growing opportunities experienced in our City, by delivering upon a range of Strategic Objectives or ‘Outcomes’, through a variety of committed strategies and performance indicators.

Following endorsement of the draft Council Plan, the document is required to be made publicly available for a period of 28 days to enable community submissions.

2. Background/IssuesUnder the Local Government Act, every Council must develop a new Council Plan following Council elections by 30 June of the following year. The Council Plan sets the strategic direction for Council operations over a four year a period. Under Section 125 of the Local Government Act, the Council Plan must include:

(a) The strategic objectives of the Council

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(b) Strategies for achieving the objectives for at least the next 4 years

(c) strategic indicators for monitoring the achievement of the objectives

(d) A Strategic Resource Plan containing the matters specified in section 126 of the Act

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

To ensure a comprehensive identification and response to all known and foreseen issues and opportunities, the development of the draft Council Plan was led by Council in conjunction with its staff, through implementing a methodology that progressed:

A series of planning workshops;

Future visioning exercises; and

Strategy and action plan authoring sessions.

Council also undertook a comprehensive analysis of data extracted from its existing strategies and plans. This was supported by community feedback from a series of consultations that have occurred over a 12 month period, including the delivery of external stakeholder forums which involved local residents, visitors, businesses and community organisations.

The result is a draft Plan that details the direction and the targeted outcomes of Council, including provision of the City’s mission, values, vision, objectives and provides our key strategies.

The draft Council Plan 2013-2017 provides a new Vision that will see the future development of the City of Melton. Council has developed its vision as:

A Proud Community Growing TogetherThe Council will achieve this vision in an approach that will see the organisation govern inclusively with the community to realise the many opportunity’s our environment and its people offer for a positive future. In working together with our community, Council will support a diverse environment and community to develop its own identity, creating character and building upon the increasing sense of local pride.

Achievement of this vision will be delivered through a range of strategies that focus on four priority areas and associated strategic outcomes:

Theme 1 – Managing our GrowthOutcome: A clear vision to connect and develop a sustainable City.

Theme 2 – A well governed and leading organisationOutcome: Operating with innovation, transparency, accountability and sustainability.

Theme 3 – Diverse, confident and inclusive communitiesOutcome: A culturally rich, active, safe and connected City.

Theme 4 – Community Health and WellbeingOutcome: A City of people leading healthy and happy lives.

A copy of the draft Council Plan 2013-2017 can be found at Appendix 1 to this report.

The Council Plan will be reviewed on an annual basis to reflect the evolving needs of our growing community. The progressive achievement of the Council Plan’s objectives is reported to the community in Council’s Annual Report.

3. Council Plan Reference and Policy ReferenceThe development of the draft Council Plan, supports the following strategic objectives of the existing Melton Shire Council Plan 2009-2013:

Leadership

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Leading the organisation and the community through accountability, transparency and advocacy

Practice good governance, social, economic and environmental responsibility. Provide clear direction and build organisational alignment. Develop excellent service delivery based on a culture of continual improvement,

innovation and learning.

The development of the Council Plan is a requirement under section 125 of the Local Government Act 1989 (Vic).

4. Financial ConsiderationsAn explanation of how the strategies contained in the City of Melton Council Plan 2013-2017 will be financed, is detailed in the City of Melton 2013-2017 Strategic Resource Plan. Both the Council Plan and Strategic Resource Plan are reviewed annually and are aligned with the Annual Action Plan, Budget and Capital Works Program.

5. Consultation/Public SubmissionsThe Council planning process involved extensive consultation of stakeholders including the public, staff, government agencies, community organisations and private industry. This information was captured by:

Analysis of consultation undertaken by Council over the past few years by various Council services and government agencies.

Public feedback during events such as the Councillor Community Engagement Day and community festival and events.

This information together with extensive consultation with staff and other key stakeholders was reported in an Issues Paper. The Issues Paper provides the basis for the development of the Council Plan 2013-2017.

Pursuant to Section 129 of the Local Government Act, the draft Council Plan 2013-2017 will be placed on public exhibition for 28 days. Pending Council adoption of this report, the draft Council Plan will be made available for viewing on Council’s website and at Council Civic Centre’s and Libraries from 1 May 2013, closing at 5.00pm 28 May 2013.

Any submissions to the draft Plan will be made under a Section 223 Committee hearing of Council. Council will then subsequently adopt the Plan at its Ordinary Meeting of Council on 25 June 2013.

6. Risk AnalysisEndorsement of the draft Council Plan and subsequent public exhibition of the document will ensure compliance with legislation and enable the timely submission of the new Council Plan to the Minister no later than 30 June 2013.

7. OptionsNil.

LIST OF APPENDICES1. Draft 2013-2017 Council Plan

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8.10 PREPARATION OF THE MUNICIPAL BUDGET 2013/2014Author: Mahroof Noor- Management Accounting CoordinatorPresenter: Peter Bean- General Manager Corporate Services

PURPOSE OF REPORTFor Council to endorse the draft 2013/14 Municipal Budget and commence the statutory process to exhibit this draft budget and receive submissions.


1) The “Draft Budget” annexed to this Resolution (Appendix 1-5 inclusive) be the Council Budget 2013/2014 for the purpose of Section 127(1) of the Local Government Act 1989, (the Act);

2) The Chief Executive Officer be authorised to;

a) Give public notice of the preparation of such Budget, in accordance with Section 129(1) of the Act, and

b) Make available for public inspection a copy of the “Draft Budget” in accordance with Section 129(3) of the Act,

3) The “Section 223 Submission Committee” of Council consider any submissions made in accordance with Section 223 of the Act and report these submissions to Council;

4) The Chief Executive Officer be authorised to undertake the necessary administrative procedures to enable the committee to meet, consider such submissions and prepare a report to Council;

5) Council consider;

a) the Report of the Committee described in recommendation 3, and

b) adoption of the Municipal Budget 2013/2014, at the Ordinary Meeting of Council to be held on 25 June 2013.

Cr Dunn left the Chamber at 8.29pm

Cr Dunn returned to the Chamber at 8.30pm.


CARRIED

Cr Majdlik called for a division of Council.

For:Crs Cugliari, Dunn, Majdlik, Ramsey and Turner.

Against:Crs Borg and Carli.

The Mayor declared the division CARRIED

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REPORT

1. Executive SummarySection 127 of the Local Government Act 1989 (The Act) requires that Council prepare a budget for each financial year.

The Council must ensure that the budget contains – The standard statements in the form and containing the matters required by the

regulations A description of the activities and initiatives to be funded in the budget A statement as to how the activities and initiatives referred to above will contribute to

achieving the strategic objectives in the Council Plan Separately identified Key Strategic Activities to be undertaken during the financial

year and performance targets and measures in relation to each Key Strategic Activity.The Act also requires Council to annually declare by 31 August the following for that year –

The amount which the Council intends to raise by general rates, municipal charges, service rates and service charges;

Whether the general rates will be raised by the application of – A uniform rate; or Differential rates

Urban farm rates, farm rates, or residential use rates

The Council must declare the general rate in respect of a period of time between 3 months and a year

A Council may levy general rates, municipal charges, service rates and service charges by sending a notice to the person who is liable to pay them.

The draft budget in this report has been prepared for public display and to receive public comment. Council conducted a Community Engagement Day held on 2 February 2013 to gain an understanding and seek feedback from the community as to the types of initiatives they would like to see considered for the proposed budget. In excess of 50 submissions were received that related to enhancements to Councils service delivery and infrastructure needs and improvements. These submissions have been incorporated into the budget deliberations undertaken as part of preparation of the draft budget. Submissions received as part of the Section 223 requirements close on 30 May 2013 and will be heard by Councils Section 223 Submission Committee on Tuesday, 11 June 2013.

It is proposed that the budget will be adopted by the Council at its Ordinary Meeting to be held on 25 June 2013.

The major highlights of the “Draft Budget” includes -

A 4.0% increase in the level of Rate and Charges. Average rates and charges, including waste management charge, per property will

be $1,735 for 2013/2014 year. A levy of $123.00 per property as the Municipal Charge for the year. Borrowings of $7.5 million for 2013/2014 year. Loan Principal - Repayment of $6,841,680 (net new borrowing $658,320). Capital expenditure of $36.5 million.

2. Background/IssuesCouncil commenced its budget process for 2013/2014 in January 2013 and Officers have prepared the “Draft Budget” giving consideration to the growing needs of the community, service delivery demands, “high priority” requests received from the public via various

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forums, surveys and requests from Councillors. It provided a platform for Council to understand and discuss the community’s needs over the next five to ten years as well as knowing the most effective direction for the forthcoming twelve month period. After much review and discussion, the draft Budget has been finalised and presented for consideration.

The “Draft Budget” includes capital expenditure of $36.5 million comprising – $17.5 million for Community buildings, $ 8.9 million for road infrastructure works, $ 4.1 million for works in Recreational assets, $ 2.5 million for land acquisition, $ 3.5 million for a range of other projects.

Projects included in the “Draft Budget” are funded by a combination of rate revenue, borrowings, developer contributions and specific purpose grants.The full list of new initiatives included in the “Draft Budget” are detailed in Appendix 2.The table below lists the more significant new projects and initiatives:

Project Description Budgeted for 2013/2014

$’000Infrastructure Projects

Western BACE 10,215Botanica Springs Children’s & Community Centre 3,420Atherstone Hub 6 – Multipurpose Community Centre (Year 1) 1,500Athletics Facility and Pavillion – Bridge Road Reserve (Year 1) 1,500Bridge Road extension (contributed to JV) 750Streetscape Renewal Program 500Street tree Planting Beautification Program 400Footpath & Shared path construction & replacement program 1,095Pedestrian Bridge Construction Program 200

Road worksWestwood Drive @ Korroroit Creek (Year 2) 2,450Harkness Road Construction 1,700Abey Road (Year 1 – Service Relocation and Native Veg Permits) 750Road Sealing and Rehabilitation Program 3,575Traffic Management Works 500

Recreational ProjectsArnolds Creek Recreation Reserve and Pavilion 1,350Thoroughbred Estate Archer Drive Reserve Development 500Diggers Rest Bowling Club (Stan Payne Reserve) – Upgrade works 342Mens Shed – Morton Homestead 250

Councillor initiatives considered as part of the 2013/14 budget have been evaluated and incorporated into the capital works programs or have been incorporated into the operational budgets. Some of these initiatives have been programs such as an award ceremony for children that have disabilities, the establishment of a grandparent’s playgroup and an increase of $5 in the existing pensioner rebate offered to ratepayers.

The “Draft Budget” includes an income (total revenue, reserves transfers and borrowings) of $194.1 million, which includes developer contributed infrastructure assets valued at $45 million, for the budget year 2013/2014 (details shown below with comparative amounts for 2012/2013 Budget).

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2013/14 2012/13Rates & Charges Income $79.0M $74.2MGrants & Subsidies $36.0M $34.5MFees & Charges $9.8M $9.5MDeveloper Contribution-Cash $6.9M $10.2MDeveloper Contribution-Contributed assets $45.0M $51.0MInterest Income $0.8M $1.1MBorrowing $7.5M $3.7MTransfers from reserves and carry forward $6.4M $8.6MProceeds of Asset Sales $2.7M $3.7MTotal Expected income $194.1M $196.5M

The total increase in Rates and Charges income includes a 4.0% increase from 2012/2013 rating level as well as rates income received from supplementary valuations carried out during the year which will increase the total rates income by 6.5%.

A schedule of proposed fees and charges are included in Appendix 3.The total budgeted expenditure (Operating and Capital expenditure, debt redemption and Transfers to Reserves) is $168.5M million as detailed below.

2013/14 2012/13Staff costs $40.6M $35.8MOther operating expenditure (ex depreciation & amortisation) $54.9M $53.7MCapital expenditure including carry forward works $36.5M $50.0MDebt redemption costs $6.8M $7.5MDepreciation/ Amortisations & cost of assets sold $21.9M $22.5MTransfers to reserves $7.8M $11.2MTotal Expenditure $168.5M $180.7MThe “Draft Budget” has been prepared taking into consideration Council’s Strategic Resource Plan (SRP). The “Draft Budget” includes a borrowing of $7.5M and $6.8M of repayment of debt in 2013/2014. The net borrowing of $658K is utilised to fund much needed capital works.

The “Draft Budget” proposes a 4.0% increase in Rates and Charges income to 2012/2013 levels.

Differential Rating Categories:

Differential rating was first introduced into Victoria in 1989. Councils throughout the State are given the legal power to levy differential rates if they use the capital improved value system of valuing land. Prior to this change in legislation, Council had limited options in applying differential rates but could apply them to rates for farmland, urban farmland, residential use rates and recreational land use. Apart from properties in these classes, Councils levied a uniform rate in the dollar on property to raise funds.

The Minister for Local Government has recently introduced guidelines in relation to the application of differential rates. This is in the context of the sector debate about the merits of legalities of using differential rates as policy incentives or disincentives and in the pursuit of local government social policy goals.

The “Draft Budget” includes differential rating categories that reflect the ministerial guidelines as detailed below;

General Rate, Vacant Land Rate Retirement Village Rate, Extractive Land Rate Commercial and Industrial Developed Land Rate

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Commercial and Industrial Vacant Land Rate Rural Living Land Rate Rural Land Rate

Full definitions of the differential rating categories is included in Appendix B of the attached “Draft Budget”. Appendix B also provides a detailed analysis of the number of properties, valuation and the rates raised by each differential rating category proposed.

Fire Services Levy

From 1 July 2013 a fire services property levy will come into effect, replacing the insurance based levy. Under the fire services property levy, people with insurance against fire will no longer pay a levy through their insurance premiums. Instead, all property owners, even those who are uninsured, will pay a new property based levy at the same time they pay their council rates. The introduction of this levy has arisen as a recommendation from the Victorian Bushfires Rural Commission to replace the current insurance based funding model with a more equitable and transparent property based levy. The Government has adopted this recommendation and introduced legislation for a levy to ensure that all Victorian property owners pay a fair contribution to our fire services. This change means that from 1 July 2013, all Victorian property owners will make an annual financial contribution to the states fire services.

The legislation prescribes that the payment of the contribution is to be included in the annual Council rates notice and it is the responsibility of the municipality to collect the levy on behalf of State Government. The levy is calculated using a formula which is made up of a number of components being a fixed charge plus a percentage (yet to be determined) of the capital improved value of the property less any concession if eligible. Property owners will contribute to the fire service that covers their area. This means that there will be different levy rated for the CFA and MFB areas.

Council gains no benefit from the collection of the levy although it does receive an administration fee for undertaking the process on behalf of the State

Waste Management Charges:The proposed Waste Management Charges included in the “Draft Budget” is detailed in the following table.

Option Garbage Green Recycle Full year charge

A 120 litre 240 litre 240 litre $279.00B 80 litre 240 litre 240 litre $248.00C 120 litre 120 litre 240 litre $239.00D 80 litre 120 litre 240 litre $207.00E 120 litre No Bin 240 litre $199.00F 80 litre No Bin 240 litre $170.00

Additional Bin $121.00

Municipal Charge:The “Draft Budget” proposes a levy of $123.00 per property as Municipal Charge for 2013/2014 year.

Fees and Charges:The Fees & Charges for various services provided by Council were reviewed and increased where appropriate. The recommended Fees & Charges schedule is included in Appendix 3.

Environmental Enhancement Rebate:

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The properties in Rural Zone, Green Wedge Zone, Green Wedge A Zone, Rural Conservation Zone, Farming Zone, Special Use Zones 5 and Urban Growth Zone may be entitled to an Environment Enhancement Rebate subject to certain conditions being met as per the approved Environmental Enhancement Policy (Appendix 4). The amount of rebate applicable for Rural Living, Rural and Urban Growth properties are based on the Differential Rating applied to the property.

The “Draft Budget” proposes the following rebates be allowed for properties within the referred rating categories.

Differential Rating Category EER Rebate AvailableRural 50% of the rate up to a maximum of $10,000Rural Living 25% of the rate up to a maximum of $10,000Urban Growth 35% of the rate up to a maximum of $10,000Development Land 25% of the rate up to a maximum of $10,000

The Environmental Enhancement Rebate applicable to each property is listed in Appendix 5.


Leadership - leading the organisation and the community through accountability, transparency and advocacy

This budget has been prepared in line with the above objectives.

4. Financial ConsiderationsThe cost of preparing the draft budget for consideration were allowed for in the 2012/13 budget. Costs for exhibiting the budget will be approximately $10,000.00 for advertisements in the local newspapers and The Age newspaper.

5. Consultation/Public SubmissionsCouncil, in accordance with Section 223 of the Local Government Act 1989, is inviting submissions on the “Draft Budget” from the community, to be considered by Council before finalising the budget.

Section 223 Committee will consider all the submissions received on 11 June 2013 and make recommendations to the Council, which will consider the recommendations before it formally adopts the 2013/14 Municipal Budget.

In addition to the process required as set out in Section 223 of the Act, Council held a Community Engagement Day on Saturday 2 February 2013 seeking community input into initiatives and enhancements that could be considered in the budget process. Council received strong interest from the community throughout this day and received in excess of 50 submissions relating to enhancements to service delivery and requests for the introduction or improvements to infrastructure. Submissions supported by Council have been incorporated into the Draft Budget in the Capital Works Schedules or Recurrent Service Delivery as appropriate. The draft budget, including an overview document, will be available at the conclusion of the Council meeting for the public to take away and it will also be available on Councils website. Should a member of the public not have access to Council's website facility they can contact the Council Offices and a copy of the budget will be forwarded out to them.

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The Section 223 Committee will consider all submissions received on Tuesday, 11 June 2013 and make recommendations to the Council, which will consider the recommendations, before it formally adopts the 2013/14 Municipal Budget at its Ordinary Meeting to be held on 25 June 2013.

6. Risk AnalysisThe process of endorsing the draft budget and seeking public submissions is prescribed in the Local Government Act 1989. The process set out in this report complies with the Act and, as such, there are no concerns with placing the draft budget on public exhibition and seeking feedback/submissions as part of Council’s determination in adopting the 2013/14 Municipal Budget.

7. OptionsCouncil is required to have the budget adopted by 31 August. Council could defer endorsing the draft budget at this time which would delay the public consultation process. There is no reason to defer commencing the public consultation process as it will allow the maximum amount of time to consider submissions received and make any adjustments to the draft budget and have it adopted by Council before 31 August.

LIST OF APPENDICES1. Draft Budget 2013/2014

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9. REPORTS OF COMMITTEES

Nil.

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10. REPORTS FROM DELEGATES APPOINTED BY COUNCIL TO OTHER BODIES

10.1 PRESENTATION OF WRITTEN AND VERBAL REPORTS FROM COUNCILLORS IN THEIR ROLE AS DELEGATES TO OTHER BODIES

Verbal reports were received from Crs Dunn, Cugliari, Turner, Carli, Ramsey and Majdlik.

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10.2 PARLIAMENTARIAN AND DEPARTMENTAL LETTERS RECEIVED BY THE MAYOR

Nil.

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10.3 RECORD OF ASSEMBLY OF COUNCILLORS ATTACHED TO THIS AGENDA IN ACCORDANCE WITH SECTION 80A(1) OF THE LOCAL GOVERNMENT ACT 1989

16 April 2013

23 April 2013

Procedural MotionCrs Ramsey/Dunn.

That the Record of Assembly of Councillors attached to this Agenda dated 16 April and 23 April 2013 be received and noted.

CARRIED

LIST OF APPENDICES1.

16 April 2013 Record of Assembly of Councillors

2.

23 April 2013 Record of Assembly of Councillors

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11. NOTICES OF MOTION

11.1 NOTICE OF MOTION 358 (CR CARLI) ALLOCATION OF BUS SHELTERS WITHIN MELTON CITY COUNCIL

Councillor: Lara Carli

Crs Carli/Borg.

That Council write to Public Transport Victoria requesting an increased allocation of bus shelters within the City of Melton.

CARRIED

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11.2 NOTICE OF MOTION 359 (CR RAMSEY) MELTON RAIL DUPLICATION

Councillor: Sophie Ramsey

Crs Ramsey/Turner.

Following the recent release of the Network Development Plan – Metropolitan Rail by the State Government, which identifies the Duplication of the Melton Rail line as a Stage 2 project to be delivered in the next 10 years, that Council write to the Minister for Public Transport and Public Transport Victoria requesting that the project be delivered as early as possible in the 10 year period, highlighting the importance of the project and the need to increase rail service frequency and capacity to cater for our significant population and employment growth.

CARRIED

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12. COUNCILLOR’S QUESTIONS WITHOUT NOTICE

Nil.

13. MOTIONS WITHOUT NOTICE

Cr Turner

That Council consider extra sessions to allow our residents more options to have their questions heard face to face by elected Councillors.

Cr Majdlik

That Council write to the State Government and the Minister for Education, that the potential educational site in Burnside should be in the form of a P-12 SDS (Special Development School) due to the lack of schools available for children with special needs within the area.

Cr Majdlik

That at the next Council meeting, a report is given to Council about the potential support of this Council assisting financially in both ANZAC Day Dawn Services in the Melton and Caroline Springs area particularly around the upcoming centenary service.

14. URGENT BUSINESS

Nil.

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15. CONFIDENTIAL BUSINESS

Procedural MotionCrs Turner/Carli.

That That pursuant to Section 89(2) of the Local Government Act (1989) the meeting be closed to the public to consider the following reports, that are considered confidential for the reasons indicated:

15.1 Audit Committee Meeting Confidential Items - April 2013This report is confidential in accordance with s89(2)(b)as it relates to a matter which council considers prejudicial to council or any person

15.2 Contract 13/036 Melton Waves Refurbishment Works This report is confidential in accordance with s89(2)(d)as it relates to contractual matters

15.3 Rockbank/Diggers Rest Kindergartens low utilisationThis report is confidential in accordance with s89(2)(d)as it relates to contractual matters

15.4 Contract 13/007 for the Construction of the Arnolds Creek Sports Ovals and Car ParkThis report is confidential in accordance with s89(2)(d)as it relates to contractual matters

15.5 Property Development Advisory Committee (PDAC) MeetingThis report is confidential in accordance with s89(2)(b) (e)as it relates to a matter which council considers prejudicial to council or any person; and proposed developments.

CARRIED

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FOI EXEMPT AND NOT AVAILABLE FOR PUBLIC INSPECTIONMINUTES OF THE ORDINARY MEETING OF COUNCIL 30 APRIL 2013

Cr Cugliari left the Chamber at 9.04pm.

Cr Cugliari returned to the Chamber at 9.05pm.

Procedural MotionCrs Ramsey/Cugliari. That recommendations as printed in items 15.1, 15.2, 15.3, 15.4 and 15.5 be adopted in block.

CARRIED

15.1 AUDIT COMMITTEE MEETING CONFIDENTIAL ITEMS - APRIL 2013Author: Cheryl Santoro- Senior Administration Officer


PURPOSE OF REPORTThis report advises Council of the “in-camera” minutes of the Municipal Audit Committee meeting held on 10 April 2013 and recommends actions emanating from the minutes.

RECOMMENDATION:1. That the unconfirmed “in-camera” minutes of the Municipal Audit Committee of 10 April

2013 be noted; and

2. Council endorse the recommended actions as detailed in the unconfirmed “in-camera” minutes of the Municipal Audit Committee meeting held on 10 April 2013. (Appendix 1)

Crs Ramsey/Cugliari. That the recommendation be adopted.

CARRIED

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15.2 CONTRACT 13/036 MELTON WAVES REFURBISHMENT WORKS Author: Darren Gray- Facilities Maintenance Coordinator


PURPOSE OF REPORTTo advise Council that the tender process for the refurbishment works to the Melton Waves Leisure Centre has been complete and a recommendation to Council is presented for consideration.


1. Award Contract 13/036 for the Melton Waves Refurbishment Works to Harris HMC (Vic) Pty Ltd for the fixed price of $197,896.00 (GST exclusive);

2. Endorse the schedule of rates for trades services for this Contract (Appendix 1); and

3. Note the closure of the pool hall to the public is scheduled to commence from Saturday 1 June 2013 and end with the re-opening on Monday 17 June 2013.


CARRIED

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15.3 ROCKBANK/DIGGERS REST KINDERGARTENS LOW UTILISATIONAuthor: Rhona Pedretti- Early Childhood Coordinator


PURPOSE OF REPORTTo increase the support to Councils Kindergarten Cluster Manager TRY Australia with the annual shortfall of funding at the Diggers Rest and Rockbank Kindergartens due to low utilisation and the increase in cost due to Universal Access.

RECOMMENDATION:That Council continue to support Council’s Kindergarten Cluster Manager TRY Australia with the annual shortfall of funding of approximately $5030.00 per child in order to continue kindergarten provision at Diggers Rest and Rockbank when Kindergarten places fall below twenty (20) children.


CARRIED

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15.4 CONTRACT 13/007 FOR THE CONSTRUCTION OF THE ARNOLDS CREEK SPORTS OVALS AND CAR PARK

Author: David Caligari- Manager Capital ProjectsPresenter: Les Stokes- Acting General Manager Planning and Development

PURPOSE OF REPORTTo seek Council’s approval to award Contract 13/007 for the construction of Arnolds Creek sports ovals and car park.

RECOMMENDATION:That Council authorise the Chief Executive to award Contract 13/007 for the construction of the sports ovals, car park and associated infrastructure at Arnolds Creek Reserve.


CARRIED

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15.5 PROPERTY DEVELOPMENT ADVISORY COMMITTEE (PDAC) MEETINGAuthor: Michael Tudball- Growth Areas Executive

Presenter: Les Stokes- Acting General Manager Planning and Development

PURPOSE OF REPORTTo consider the minutes of the Property Development Advisory Committee from 16 April 2013 (meeting number 27).

RECOMMENDATION:That Council endorse the recommendations of the Property Development Advisory Committee, as outlined in the minutes of the meeting held on the 16 April 2013 (refer Appendix 1).Crs Ramsey/Cugliari. That the recommendation be adopted.

CARRIED

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Procedural MotionCrs Turner/Ramsey.

That the meeting be opened to the public.

CARRIED

16. CLOSE OF BUSINESSThe meeting closed at 9.06pm.

Confirmed

Dated this

............................................................................CHAIRPERSON

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