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Attachments

 

OF Ordinary
COUNCIL MEETING

HELD ON

Tuesday 29 August 2017

AT 6.30PM

 


Attachments - Ordinary Council Agenda                            Tuesday 29 August 2017

 

TABLE OF CONTENTS

     

6.1.1      Amendment C127: Integrated Water Cycle Management (IWCM) Local Planning Policy

Attachment 1       Draft IWCM local planning policy..................................................... 5

6.1.2      Cooper St West Position Paper - Addendum Report

Attachment 1       Attachment 1 -Schedule of Changes to Cooper Street West Position Paper (June 2017)                                                                                                           9

Attachment 2       Attachment 2 - Site Locality Plan - Sites Monitored...................... 13

Attachment 3       Attachment 3 - Amended Cooper Street West Position Paper (August 2017)    15

6.1.3      425 High Street, Lalor - Amendment

Attachment 1       Locality Maps................................................................................. 69

Attachment 2       Development Plans........................................................................ 71  

6.3.1      ROAD MANAGEMENT PLAN UPDATE

Attachment 1       Draft Road Management Plan....................................................... 87

Attachment 2       Municipal Association of Victoria Review.................................... 133

6.3.2      Petition Response to request for street tree removal in Ancona Drive, Mill Park

Attachment 1       Attachment 1 - Locality Map........................................................ 135

Attachment 2       Attachement 2 - street scape before and after photos................ 137

6.3.3      Station Street:  Parking and Traffic Management

Attachment 1       Road Safety Improvements......................................................... 139

Attachment 2       Petitioners' Photographs............................................................... 141

6.4.1      Review of Procurement Policy

Attachment 1       Revised 2017 Procurement Policy Version 7.............................. 143

6.4.2      Committee of Council Recommendation - Lease – Yarra Plenty Regional Library Service – Staff Accommodation

Attachment 1       Site Plan....................................................................................... 161

6.4.3      Certification of 2016-17 Financial Statements and Unconfirmed Minutes of Audit & Risk Committee Meeting

Attachment 1       Draft Financial Statements 2016/17............................................. 163

Attachment 2       Draft Performance Statement 2016/17....................................... 211

Attachment 3       Unconfirmed Minutes of Audit & Risk Committee Meeting Held on 24 August 2017     227

6.5.1      Economic Development Strategy "Growing Our Economy Together"

Attachment 1       Economic Development Strategy................................................ 231

6.5.2      Participation and Engagement: Approval of Projects proposing the use of external consultants (Quarter 1)

Attachment 1       Attachment 1: Guidelines for the use of External Consultants for Participation and Engagement Projects................................................................... 251

Attachment 2       Attachment 2: List of projects seeking Council approval............. 257

Attachment 3       Attachment 3: List of projects NOT seeking Council approval.... 267                     


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017

 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017

 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 

 

 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017

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Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017

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Attachments - Ordinary Council Agenda                                          Tuesday 29 August 2017

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Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017

 


List of projects proposing to use external consultants

 

Project Name

Approximate timeframes

Department

Reason(s) for using external consultants

IAP2
Level(s) of engagement

Estimated  cost of external consultants

Activities external consultants will undertake

Risk rating (as per table below)

Rationale for risk rating

1. Whittlesea Disability Network (WDN) Terms of Reference review

2nd Qtr of 2017/18

Community Wellbeing Department

As part of consultation for the Disability Action Plan 2017-21, WDN members have requested an independent consultant review the WDN terms of reference as this will: 

·   Ensure the consultation is carried out independently of Council

·   Enable Council to be seen as equal to everyone else in the network and not having our own agenda

·   Strengthen the quality of the research

·    Strengthen the future direction of WDN and give Council a better opportunity to consult with the community around issues relating to people with disabilities.

Inform, Consult, Involve and Collaborate

$3,000

Faciltate the discussion and consultation with WDN.

Produce a report with recommendations. 

12 (Important)

An independent consultant is required otherwise Council could be accused of directing the outcome of the consultation.

 

Two topics in the proposed review include:

 -  conflict of interest

- the scenario of council having a policy direction that is different to that of the network.

2. Epping Soccer Stadium Feasibility Study

Late 2017

Leisure & Community Facilities Department

An impartial facilitator and independent consultant are required as there are lots of sensitivities amongst stakeholders around the outcomes of the Epping Soccer Stadium Feasibility Study. 

In order for the final report to be accepted by stakeholders it is recommended that an impartial facilitator conduct the required meetings and workshops and an independent consultant develops the final report.

Inform

Consult

Involve

$4,000

Meetings/workshop with:

· 11 local soccer clubs

· Professional Soccer clubs

· Football Federation Victoria

· Other interested parties

· Internal stakeholders.

12 (Important)

The project is highly sensitive and contentious amongst stakeholders and it is essential that the consultations and report are conducted independently of Council if the findings are to be accepted.

3. City of Whittlesea Recreation Strategy

Early 2018 – January-March

Leisure & Community Facilities Department

To develop a recreation strategy Council needs to undertake a significant level of community consultation and engagement that is beyond the capacity of Council staff. 

Council has received a $30,000 grant from Sport and Recreation Victoria (SRV) to complete this study; the original application required stakeholder engagement by an external consultant.

Inform Consult

Involve Collaborate

$25,000

 

The community engagement activities have not been finalised but they are expected to include online surveys, a Facebook page, pop up sessions, meetings and workshops etc.

16 (Crucial)

The $30,000 SRV grant will cover the cost of  external consultant carrying out the significant community consultation and engagement that is required to develop the City of Whittlesea Recreation Strategy.

4. Tennis Facility Feasibility  – Doreen

October/ November 2017

Leisure & Community Facilities Department

 

 

Consultants need to be involved in the consultation to adequately develop the feasibility study.

Inform Consult

$5,000

 

· Online survey of local residents

· Pop up engagement sessions

· Meetings with Whittlesea tennis clubs

· Meeting with Tennis Victoria

9 (Important)

Reaching all stakeholders required to make a fair decision inclusive of community input.

5. Sycamore Reserve Master Plan

Early 2018

Leisure & Community Facilities Department

 

 

The Sycamore Reserve Master Plan is a significant and potentially contentious project as there are a diverse and large number of stakeholders that are very interested in the outcome.

 

An independent external consultant is needed to carry out the extensive consultation that is required and manage the expectations of the diverse stakeholder groups.

Inform

Consult

$6,000

· Mail drop of local residents

· Meetings with resident clubs

· Meetings with internal stakeholders

12 (Important)

External consultants would help secure maximum community input into developing the master plan. 

6. Epping Recreation Reserve Master Plan

October to December 2017

Parks and Open Space Department

Consultants with specialist skills are required to:

·    Maximise interest and meaningfully engage a range of resident, community and club stakeholders in accordance with IAP2.  This includes: conducting tailored activities to maximise resident and community interest in a complex project and establishing and maintaining stakeholders expectations

·      Undertake complex data collection, analysis and reporting.

·    This is also the most effective use of Council resources as officers are responsible for project management but they don’t have the capacity to carry out the range and amount of engagement activities that meaningful consultation will require, nor do they have the specialist skills required to undertake the complex analysis and reporting that is required.

 

 

 

 

 

 

 

 

Inform Consult

Involve

$10,000

·  2 x on site pop up sessions

·  2 x onsite school idea workshops

·  2x key internal and external stakeholder meetings

·  2x sporting club consultation

·  Design of flyer and onsite signage

·  Letterbox drop to approx. 1500-2000 residents

·  Online & hardcopy survey

·  Detailed Community Engagement Report

12 (Important)

There are a large number of key site stakeholders such as the football club, cricket club, Epping cemetery, tennis club etc.

There is a lack of internal resources to adequately perform the consultation required for each of the key stakeholders.

The site and overall project is large and needs to be undertaken in a continuous fashion rather than a bite size approach over the course of 12 months.

7.  Epping Central DCP Implementation High Street Revitalisation

December 2017 to February 2018 TBC

Parks and Open Space Department / Partnerships and Engagement Directorate

Consultants with specialist skills are required to:

·    Maximise interest and meaningfully engage a range of resident, community and club stakeholders in accordance with IAP2.  This includes: conducting tailored activities to maximise resident and community interest in a complex site and establishing and maintaining stakeholders expectations

·      Undertake complex data collection, analysis and reporting

·    This is also the most effective use of Council resources as officers are responsible for project management but they do not have the capacity to carry out the range and amount of engagement activities that meaningful consultation will require.  Nor do they have the specialist skills required to undertake the complex analysis and reporting that is required.

 

 

 

 

 

 

 

 

Inform Consult

Involve

$7,000 to $10,000

· 1x on site pop up sessions with community and traders

· 2x Key Internal and external stakeholder meetings

· Design of flyer and onsite signage

· Detailed Community Engagement Report

 

9 (Important)

The complex nature of the site requires the skills of a qualified and experienced external consultant. Failure to undertake this process properly could impact the success of delivering the right outcome for the community.

8. Mill Park Recreation Reserve Master Plan and All Abilities Playspace

Subject to Growing Suburbs Fund application, December 2017 to January 2018

Parks and Open Space Department

Consultants with specialist skills are required to:

·    Maximise interest and meaningfully engage a range of resident, community and club stakeholders in accordance with IAP2.  This includes: conducting tailored activities to maximise resident and community interest in a complex site and establishing and maintaining stakeholders expectations

·    Undertake complex data collection, analysis and reporting.

·      This is also the most effective use of Council resources as officers are responsible for project management but they do not have the capacity to carry out the range and amount of engagement activities that meaningful consultation will require.  Nor do they have the specialist skills required to undertake the complex analysis and reporting that is required.

 

 

 

 

 

 

 

 

 

Inform

Consult

$8,000 to $10,000

· 1 x pop up session at Mill Park Leisure

· 1x pop up session at Mill Park Stables Shopping Centre

· Targeted consultation with Council’s disability advisory group and other relevant external stakeholders

· 2x school workshops

· 1x Key Internal stakeholder meeting

· Design of flyer and onsite signage

· Letterbox drop to approx. 1,500-2,000 residents

· Online & hardcopy survey

· Detailed Community Engagement Report

12 (Important)

A detailed community participation and engagement report is required in order to obtain significant grant funding opportunities. 

Participation, engagement and consultation must be succinct and continuous.

9. Communications Research 

 

September – November 2017

 

Advocacy, Communications and Economic Development Department

·      This research will involve a telephone interview of approximately 1,000 residents. It will test how and what  information our community wants to receive from Council and the preferred channels they wish to use to engage Council.  This evidence-based research is critical to meaningfully informing Council’s next communications strategy.

·      This work was undertaken three years ago by a specialist market research company who undertook a telephone survey of 1,000 residents. The methodology requires market segmentation of target audiences and suburbs along with after hours and weekend calls to be made. This is specialist research that may also involve focus groups and requires a skill set, resourcing and technical capacity not available with internal resources.

 

 

 

 

 

 

 

 

Inform

Consult

$40,000

· Telephone survey

 

· Focus groups

 

· Analysis and report of data and findings

16 (Crucial)

We do not have the expertise to conduct the level of market research required and will not be able to gain the level of insight required to inform an evidence based communications strategy.

10. Special Rate renewal process for Bundoora Square and Thomastown Shopping Centres

 

September – December 2017

 

Advocacy, Communications and Economic Development Department

·    A consultant is required to undertake a survey with traders to determine the level of support for a special rate renewal.  It can be a time consuming process to obtain the mininum 90 per cent response rate and can involve numerous visits/engagements with business owners.

·    A consultant also provides an independent perspective of analysis and draws upon an accurate and unbias reflection from the traders.

·    Findings from the survey will provide the basis for the business plan objectives.

Inform

Consult

Involve

$10,000 - $12,000

· Encourage traders to complete the survey (minimum 90% survey per Centre completion)

· Profile the Centre – retail mix – gaps

· Measure the effectiveness of past marketing activities and development initiatives and suggest improvements

· Undertake a SWOT analysis of the Centre

· Measure the level of support to renew the levy

· Measure the effectiveness of communication between traders and the Association

16 (Crucial)

Previous rate renewals have engaged a third party to carry out the survey process. This ensures the questions are answered with an unbiased opinion and produce an accurate and true reflection of the special rate renewal program.

11. Public Toilet Amenity Plan – 2017/18

Timing subject to funding from the Disability Action Plan budget

Major Projects Department

A consultant is required to investigate the current provisions, determine community demand and requirements, and develop an improvement plan.

If the consultant is not used, then an additional resource of approx. 0.3 EFT will be required for a period of approximately two months.

Inform

Consult

$5,000 (part of a broader scope of approx. $30,000+)

· Audit current facilities

 

· Assess community demand

 

· Consult with key stakeholders (i.e. traders associations, etc)

 

· Prepare project information for Council website

 

·  Develop improvement plan.

16 (Crucial)

Consultation with traders associations and key stakeholders is usually done in conjunction with the consultant. Their presence and engagement with the stakeholders is essential for them to properly understand the issues rather than have them relayed second hand by a Council officer.  It will also avoid iterations. 

 


Attachments - Ordinary Council Agenda                                                                 Tuesday 29 August 2017


List of projects using external consultants that are already underway (NOT seeking Council approval)

 

Project Name

Approximate project timeframes

Department

Reason(s) for using external consultants

IAP2
Level(s) of engagement

Estimated  cost of external consultants

Activities external consultants will undertake

Risk rating (as per table below)

Reason for not seeking approval

North Metro Council’s ‘Responding to Aged Care Reform’ – CHSP Project

Late 2017 – early 2018

Aged & Disability Department

Joint messaging by the seven councils to increase community awareness of Aged Care Reform.

A second component will be to use an arm’s length process (consultant) to assess people’s attitudes to the reforms and possible impacts of reform across the seven municipalities of the North.

This is a multi-party project where use of external consultants is crucial. Council does not have the capability, capacity or mandate to do it alone.

Inform

Consult

Minor part of a $130,000 project

·   Developing key messages

·   Developing and administering an attitude survey

20 (Significant)

 

Prior contract in place.

Quarry Hills Landscape Master Plan

August / September 2017

Parks and Open Space Department

Specialist skills to engage with a large variety of community stakeholders in accordance with IAP2.

Specialist skills in complex data collection, analysis and reporting.

Tailored activities to maximise resident and community interest in a complex site and new project.

Most effective use of Council Officer resources.

Able to establish and maintain community expectation.

Council departments could project manage the project but have indicated that they do not have the capacity to implement all of the activities and undertake complex analysis and reporting.

Consult

$10,000

Community consultation on draft Master Plan:

•  Pop up consultation session in Mernda Village

•  Online survey

•  2 Pop up consultation events

•  3x Key stakeholder meeting

•  Design of flyer and onsite signage

•  Online & hardcopy survey

•  Detailed Community Engagement Report

12 (Important)

Prior engagement already undertaken

Whittlesea Public Gardens Master Plan

March – November 2017

Parks and Open Space Department

Specialist skills to engage with children (of various ages) and teachers in a school environment – in accordance with IAP2.

Specialist skills in data collection, analysis and reporting.

Tailored activities to maximise resident and community interest in a complex site and project which has not received landscape renewal for a long period.

Most effective use of Council Officer resources.

Able to establish and maintain community expectation.

Council departments could project manage the project but have indicated that they do not have the capacity to implement all of the activities and undertake complex analysis and reporting.

Involve

$7,000*

 

*included in lead consultant fee

Community consultation on draft Master Plan:

• Pop up consultation session in Mernda Village

•  Online survey

•  3x Key stakeholder meeting

•  Design of flyer and onsite signage

•  Online & hardcopy survey

•  Detailed Community Engagement Report

12 (Important)

 

 

Prior engagement already undertaken

Huskisson Reserve Master Plan

March to November 2017

Parks and Open Space Department

Specialist skills to engage with children (of various ages) and teachers in a school environment – in accordance with IAP2.

Specialist skills in data collection, analysis and reporting.

Tailored activities to maximise resident and community interest in a complex site and project which has not received landscape renewal for a long period.

Most effective use of Council Officer resources.

Able to establish and maintain community expectation.

Council departments could project manage the project but have indicated that they do not have the capacity to implement all of the activities and undertake complex analysis and reporting.

Consult

$9,000

Community consultation on draft Master Plan:

• Pop up consultation session at Lalor Hub

• Online survey

• 3x Key stakeholder meeting

• Design of flyer and onsite signage

• Online & hardcopy survey

•  Detailed Community Engagement

12 (Important)

Prior engagement already undertaken

Eden Park Bushfire Mitigation Plan

August – October 2017

Sustainability Planning Department

These matters are highly sensitive and the use of an experienced and highly skilled facilitator with experience in bushfire and conservation issues, who is also independent of Council, is critical to ensure positive workshop outcomes.

Consult

$2,500

·    Facilitate two workshops

9 (Important)

Contract already well underway. External consultant formed part of grant proposal.  No Council funds being spent on consultant.

Aboriginal Gathering Place Feasibility Study

Aug 2017 - Feb 2018

Community Cultural Development Department

This project requires a specialist skill set and unique understanding of the local Aboriginal community. Currently the Aboriginal unit does not have the staffing resources to undertake this project internally.

Collaborate

$35,000

·    A completed feasibility study Report

25 (Crucial)

Project already underway and consultation has commenced.

If this work was completed without an Aboriginal owned stakeholder there would be significant implications within the local Aboriginal community and negatively affect Council’s ability to deliver it’s RAP.

CEO and Mayor Aboriginal Community Conversations

CEO meetings reoccur every year in April and September 

Community Cultural Development Department

These ongoing sessions require a specialist Aboriginal facilitator and a level of neutrality that Council Officers cannot provide.  

 

Involve

$3,000

·  To facilitate the sessions (two annually) and produce an outcomes report.

15 (Very important)

An external and neutral facilitator is needed to ensure these sessions are objective and stay on track. The viability of doing this internally is very low.

These sessions are focused more on relationship building and information gathering and are not seeking community input for a decision.

OHS Culture Audit

July – August 2017

Corporate Accountability and Performance Department

OHS Specialist required

Inform, Consult, Involve

$25,000

·  ~40 1:1 interviews with Mayor, Councillors, ELT, Managers, Health & Safety Reps and team leaders

·  Co-facilitation of People Strategy wellbeing workshop

·  Report on OHS culture & governance arrangements

(9) Important

Undertaken via contract/tender process prior to Council decision being made.  Internal engagement only.

Mernda Town Centre Human Services Needs Analysis

July – November 2017

Community Building and Planning Department

 

Expertise in the field of consulting with and surveying relevant health and human service sector professionals from the community services; local government and state sector levels.

Expertise in analysing policy and data relevant to the human services sector.

 

Involve

$50k

·   Research and analysis of the human services sector Federal and State Government policy context

·   Demographic analysis at a Municipal and Mernda Town Centre level

·   Identification of partnerships and collaborative practice in human service provision

·   Consultations with Human Services agencies to determine service needs for the municipality in general and the Mernda Town Centre

·   Consultations with the State Government health sector to identify synergies/ collaborative planning opportunities

15 (Very important)

Tender was finalised prior to 27 June and the consultation will be conducted with internal Council staff and external stakeholders including human service and state government agencies.