Policy and Services Committee - nillumbik.vic.gov.au · Notes that Cricket Victoria’s preferred synthetic pitch is a short pile, moving from the current longer pile all seasons

Policy and Services Committee to be held at the Civic Centre, Civic Drive, Greensborough on Tuesday 12 July 2016 commencing at 7pm.

Agenda

Stuart Burdack Chief Executive Officer

Wednesday 6 July 2016

Distribution: Public

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

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

mailto:[email protected]

Policy and Services Committee seating plan

Visitors in the gallery at Committee meetings are:

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

Welcome to tea, coffee and water. These are on the table in the foyer near the Council Chamber entry.

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

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

Cr Michael Young Edendale Ward

Cr Ken King Sugarloaf Ward

Cr Anika Van Hulsen Bunjil Ward

(Chairperson)

Stuart Burdack Chief Executive

Officer

Cr Bronnie Hattam Swipers Gully Ward

Cr Helen Coleman Wingrove Ward

Cr Peter Perkins Ellis Ward

Cr Meralyn Klein Blue Lake Ward

Policy and Services Committee agenda 12 July 2016

Nillumbik Shire Council

Contents

1. Welcome and apologies 1

2. Disclosure of conflicts of interest 1

3. Confirmation of minutes 1

4. Policy and Services reports 2

PS.024/16 Conversion of synthetic cricket pitches 2

PS.025/16 Hurstbridge Preschool 10

PS.026/16 Nillumbik Community Fund Annual Grant Recommendations 2016-2017 15

PS.027/16 Panton Hill Bushland Reserves System User Group 18

5. Supplementary and urgent business 22

6. Confidential reports 22


1

Nillumbik Shire Council

Agenda of the Policy and Services Committee Meeting to be held Tuesday 12 July 2016 commencing at 7pm.

1. Welcome and apologies

Welcome by the Chair

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

Apologies

Motion

That the apologies be accepted.

2. Disclosure of conflicts of interest

Committee members should note that any disclosure of conflict of interest must be disclosed immediately before the item in which they have an interest.

3. Confirmation of minutes

Confirmation of minutes of the Policy and Services Committee Meeting held on Tuesday 7 June 2016.

Motion

That the minutes of the Policy and Services Committee Meeting held on Tuesday 7 June 2016 be confirmed.


2

4. Policy and Services reports

PS.024/16 Conversion of synthetic cricket pitches


Manager: Pauline Gordon, General Manager Community and Leisure

Author: Naomi Paton, Manager Leisure and Social Infrastructure

Joanne Massoud, Leisure Services Development Officer

Summary

The purpose of this report is to seek Council’s support in allocating funds to convert 19 of its cricket grounds from the synthetic 16mm pile long pitch (known as all season pitches) to the shorter 9mm pile pitch surface.

Cricket Victoria (CV), the peak body for cricket in Victoria, has indicated they no longer recommend the all season pitch as the short pile provides a lower bounce and provides a more predictable and consistent ball trajectory which promotes skill development and contributes to greater player safety.

The total cost to convert these pitches is up to $24,000 per pitch at current value, inclusive of the protective covers enabling use of grounds by winter season sports. The cost of these conversions is proposed to be shared between Council and the clubs. Annual maintenance will be $1,500 per pitch, to be fully funded by Council.

Whilst the Shire’s nine affected clubs are in favour of the conversion, seven are generally not supportive of the funding model proposed and are seeking increased financial support from Council to deliver this infrastructure.

Implementation will be determined by Council contribution, and club capacity to pay. Officers recommended Council allocated funds to convert up to two grounds per year taking 10 years to complete implementation, consistent with two other councils in the same competition.

Recommendation

That Council:

1. Notes that Cricket Victoria’s preferred synthetic pitch is a short pile, moving from the current longer pile all seasons synthetic pitch.

2. Endorses the short pile synthetic cricket pitch as the preferred surface for all synthetic cricket pitch grounds in the Shire of Nillumbik.

3. Endorses the prioritised implementation program developed in partnership with cricket clubs, Cricket Victoria and the Diamond Valley Cricket Association.

4. Reviews the implementation program in preparation of the annual budget to determine future Council capital and operational budgets and required club contributions.

Attachments

1. Synthetic Cricket Pitch Conversion Principles

2. Synthetic Cricket Pitch Funding Model by Club




3

Background

1. All seasons pitches were introduced by sports surface suppliers in the mid 2000s, then with support of peak cricket bodies, as a cost effective ground management strategy requiring little maintenance. At the time, the majority of councils and cricket associations across Melbourne’s north/north-east favoured the surface.

2. There are 23 cricket grounds with a synthetic cricket pitch across the Shire of Nillumbik. Cricket grounds are used by sports clubs, schools and the wider community in the summer season. The alternate winter sport played on these grounds is typically soccer or Australian Rules football. There are nine cricket clubs in the Shire competing on synthetic cricket pitches.

3. Twenty grounds have an all seasons synthetic cricket pitch consisting of a long, 16mm pile synthetic grass laid over a concrete base. In the winter season rubber granules are spread over the pitch to provide a cushioned surface suitable for other sports. Prior to the commencement of the summer season the granules are removed.

4. Rubber granules are not spread on five grounds as they’re currently not allocated for winter users, and are unlikely in the future (Eltham High School, Strathewen Reserve, Kangaroo Ground, Arthurs Creek Reserve and St Andrews Reserve).

5. Prior to the introduction of the all seasons pitch, shorter pile (9mm) synthetic surface pitches were used. As the shorter pile did not provide adequate cushioning over the concrete base for winter sport use, the pitches were covered with protective sheeting, then with soil and grass seed was spread. Grass struggled to grow and there was, at best, sparse turf cover over the most trafficked area of the ground. This generally resulted in an uneven and unstable surface impacting on winter users, and additional sportsground maintenance costs to Council.

6. Three Nillumbik grounds have the short pile synthetic pitch (two located on Department of Education and Training land).

7. Since the installation of all seasons pitches, there has been changing opinion in the preferred surface. Clubs and associations have expressed concerns over the playability of the longer pile surface. In response, Cricket Victoria (CV) commissioned Victoria University to analyse the performance of all seasons pitches. The independent research concluded that the all seasons pitch has a less predictable and higher bounce than the shorter pile synthetic, and there is greater variation in pace. By comparison, the shorter pile was assessed to better promote skill development and assist safety. AFL Victoria and Football Federation Victoria endorse the short pile pitch and associated winter covers as mutually beneficial to both summer and winter tenants.

8. The Diamond Valley Cricket Association (DVCA) covers the local government areas of Nillumbik, Whittlesea and Banyule with competition played across 76 grounds. All grounds in the DVCA competition have had all seasons cricket pitches up until the 2014-2015 summer season. Whittlesea and Banyule councils have since commenced implementation programs to convert pitches to the sport’s preferred shorter pile, and all new grounds in Whittlesea’s growth area incorporate the short pile synthetic.




4

9. Based on current budget allocations Whittlesea and Banyule councils anticipate all cricket pitches will be converted to the shorter 9mm synthetic pile within 12 years.

10. It is anticipated that the conversion of 19 pitches within Nillumbik will take approximately 10 years based on current budget allocations and the proposed funding model in paragraph 20. This includes:

a) Council’s current redevelopment of sportsgrounds at Wattle Glen War Memorial Reserve and Plenty War Memorial Park includes the installation of new cricket pitches.

b) Research-Eltham Collegians Cricket Club secured a Federal Government grant contributing to the 2016-2017 Club-Council funded pitch replacement at Research Park, and

c) The synthetic pitch at Yarrambat War Memorial Reserve is recommended for removal making way for an expanded turf cricket table to better accommodate the tenant club’s women’s teams, and so has not been included.

Policy context

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

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

12. Council’s commitment to delivering community sporting infrastructure is highlighted in the Recreation Strategy 2011-2019. The Strategy’s strategic directions emphasises:

Increased access to facilities, and ensuring facilities meet community needs, are financially viable and provide for ongoing asset sustainability and renewal.

13. The provision of additional facilities outside Council’s minimum standard as detailed in the Capital Works Funding Policy for Community Based Sports Facilities (2003) are to be fully met by the club. The sport’s preferred surface results in a significant increase in club contributions.

Budget implications

14. The conversion of pitches to short pile can be delivered consistent with the user-pays principle, which forms part of Council’s adopted Financial Sustainability Plan (2013). Council will need to consider this proposal in light of Council’s financial constraints in a rate-capping environment, and implement conversions on an as-needs basis.

15. Funding cricket pitches is shared between Council and the club/s at a funding ratio of:

a) Home ground:

50 per cent club - 50 per cent Council

b) Secondary ground:

20 per cent club - 80 per cent Council

c) Ground sharing involving two or more clubs:

10 per cent per club - difference Council




5

Current budget implications - All seasons pitches

16. The capital cost to install an all seasons pitch is $11,500. This consists of:

a) concrete base at a cost of $8,000 (40 year life), and

b) synthetic pitch at $3,500 (seven year life).

17. Council currently allocates sufficient funds to renew one all seasons pitch per annum, matched by a cricket club at the ratio detailed in paragraph 12.

18. Council’s operating budget includes an allocation of $500 per ground to spread and remove the rubber granules on pitches across 17 grounds where winter use is scheduled.

Proposed budget implications - Short pile pitches

19. Installing a short pile synthetic pitch will cost up to $24,000. This includes:

a) replacement of the concrete base (if necessary),

b) synthetic pitch at a slightly increased cost of $4,000 (seven year life),

c) winter season cover (10 year life), and

d) associated storage spindle, cage and rack (up to $12,000) enabling winter season use of the ground.

i) Storage cages have been quoted at $6,000 but could be installed by clubs through in-kind contributions.

ii) Clubs agreed with officers that storage solutions need to be explored on a site-by-site basis.

20. Officers propose Council allocates $1,500 per ground per annum for maintenance to install and remove covers and lay instant turf surrounding the pitch where facilities are used by a winter tenant.

21. The short pile synthetic pitch incurs additional renewal costs associated with the replacement of the winter season cover. It is proposed clubs fully meet the renewal costs of the winter season cover, and share with Council the replacement of the synthetic pitch as per current ratios.

22. Cricket clubs have indicated a willingness to contribute to these renewal costs through an annual levy applied to their sportsground usage fees and charges.

23. At the time of writing this report, the installation of all seasons synthetic pitches generally costs up to $11,500. It is estimated that the installation of a short pile synthetic pitch will cost $24,000.

24. The following table highlights the difference in costs between the all seasons and short pile pitches based on a home ground use, and proposed funding model.




6

25. It is recommended Council takes full responsibility for the concrete slab, considered core infrastructure enabling cricket to be played.

26. Officers propose the majority of additional costs are met by cricket clubs, as per current policy, resulting primarily from the additional infrastructure to ensure grounds remain playable in the winter season.

27. Officers propose Council allocates sufficient funds to convert up to two grounds per year based on current costings and matched by club contributions. The required cricket club contributions could be met with assistance through CV grants of up to $5,000 and borrowings, with Council likely to be approached to act as loan guarantor.

Consultation/communication

28. Cricket Victoria is advocating councils, cricket associations and clubs move towards short pile surfaces across all synthetic cricket pitch grounds.

29. Council officers’ progressed consultation with cricket stakeholders on the sport’s preferred synthetic surface in April 2016, building on discussions involving CV, DVCA and Banyule and Whittlesea councils in recent years.

30. Representatives from seven of Nillumbik’s eight cricket clubs within the DVCA competition, CV and the DVCA attended a synthetic cricket pitch forum held by Council on 2 May 2016. The purpose of the forum was to obtain feedback from clubs and the DVCA on their preferred level of cricket pitch provision, and financial options.

Capital item

All seasons pitch Short pile

Total cost

$

Current Total cost

$

Proposed

Council $ Club $ Council $ Club $

Slab (inc demolition) 8,000 4,000 4,000 8,000 8,000 0

(If slab retained, removal of synthetic only)

1,500 750 750 1,500 750 750

Synthetic pitch cover 3,500 1,750 1,750 4,000 2,000 2,000

Winter season pitch protection

Cover NA NA NA 4,000 0 4,000

Spindle Bar NA NA NA 2,000 0 2,000

Storage (inc rack $2,000) NA NA NA 6,000 0 6,000

Total 11,500 5,750 5,750 24,000 10,000 14,000

(Retain the slab & replace synthetic only)

5,000 2,500 2,500 17,500 2,750 14,750




7

31. Feedback was consistent with CV’s position, confirming the short pile synthetic is the preferred surface amongst clubs. Forum attendees highlighted:

a) the consistent ball bounce contributing to skill development and player safety outcomes, especially for juniors, reinforcing the Victoria University findings,

b) the preference for consistency in pitch surface across the DVCA competition,

c) the use of short pile pitches to attract and retain members, and maintain the standard of the DVCA competition,

d) the likely DVCA prioritisation of grounds with short pile pitches when scheduling finals matches,

32. Forum participants expressed concern over the financial impact on clubs relating to:

a) cost to provide and store the winter season covers when not in use,

b) reduction in the life of a cricket ball due to wear and tear from the shorter pile, and

c) the need to upgrade the synthetic surface in cricket practice nets.

33. The majority of clubs called on winter tenants to contribute to the winter season covers which is necessary to protect the higher quality pitch and associated storage.

34. Following the May 2016 forum, seven clubs provided feedback on the proposal. All submitting clubs gave in-principle support for Council’s preferred surface to be short pile synthetic but the majority expressed concerns including:

a) anticipated financial costs to be met by clubs, and in some instances some club’s desire to fund other facility improvements over pitch conversions,

b) ongoing concerns about the impact winter sport has on the ground and desire for winter tenants to contribute financially towards the winter covers,

c) desire for Council to increase its funding contributions, and

d) desire for Council to coordinate club-submitted Cricket Victoria grant applications to agreed Shire-wide priorities.

35. Two clubs were fully supportive of the proposal, however the majority expressed strong concerns over the financial model presented.

36. Further consultation with clubs was undertaken in June 2016 to inform the development of the proposed implementation plan. Five clubs provided additional feedback which was consistent with previous comments including:

a) Council to increase its contribution primarily to meet the costs associated with infrastructure to cover the pitches for winter season use, or for this cost to be shared between cricket clubs and the winter season tenants, and

b) Council to increase funding to allow for more than one pitch conversion per year.

Issues/options

37. Consultation has informed the development of proposed principles (Attachment 1).




8

38. Principles together with club and stakeholder feedback and future Council funding commitments will guide the preparation of the implementation plan to convert up to two synthetic cricket pitches annually to the short pile surface as funds become available.

39. The proposed implementation plan is being developed by Council officers in partnership between CV, DVCA and clubs. Considerations guiding the preparation of the implementation plan are:

a) Condition of existing synthetic pitch and concrete base, including compliance to Cricket Australia cricket pitch dimensions.

b) Ground being the club’s home or secondary venue.

c) Sportsground renewal or upgrade works programmed in Council’s forward commitments.

d) Ability for the club to contribute to works, and likely timing of funds.

e) Utilisation levels, including use by juniors and females.

f) Sportsground hierarchy.

40. The implementation plan will be reviewed annually at the time of preparing Council’s annual budget, taking into account facility conditions, utilisation levels and club capacity to contribute required matched funding.

41. Two clubs are in full support of the proposed funding model- Hurstbridge Cricket Club and Research-Eltham Collegians Cricket Club.

42. North Eltham Wanderers Cricket Club is supportive of the short-pile pitch being installed at Wattle Glen War Memorial Reserve (currently undergoing redevelopment) and will fund the required contribution on the proviso they secure a CV grant. The club does not support the conversion at their two Eltham North Reserve grounds.

43. Plenty Cricket Club is supportive of the short pile pitch being installed at its home ground Plenty War Memorial Park, also undergoing redevelopment, but are calling on the winter tenants to contribute to costs associated with the winter covers.

44. Eltham Cricket Club (ECC) and Strathewen Cricket Club felt the costs were too high, but would make a financial contribution if other funds were secured or their financial situation changed. ECC were not willing to contribute to facilities at Eltham High School.

45. Lower Eltham Cricket Club, Panton Hill Cricket Club and Diamond Creek Cricket Club did not support the funding model and club contributions proposed.

46. The proposed financial implications of synthetic cricket pitch provision are detailed in Attachment 2.

Conclusion

47. Overall cricket clubs support the introduction of short pile synthetic cricket pitches across the Shire of Nillumbik, reflecting Cricket Victoria’s and Diamond Valley Cricket Association’s preferred surface.




9

48. Officers are proposing the conversions be delivered following current funding ratios between clubs and Council. Most of the additional capital costs are to be met by cricket clubs, inclusive of winter season covers and associated infrastructure.

49. Most clubs have expressed strong concerns over the financial model presented and request that Council increase its contribution primarily to meet the costs associated with covering the pitches for winter season use.

50. The guiding principles are informing the development of an implementation program for Council’s future consideration. It is proposed the program will be reviewed annually at the time of Council’s preparation of the annual budget.

51. It is recommended two pitches be converted annually. Implementation will be influenced by Council’s financial capability to contribute to core infrastructure identified as the slab and up to 80 per cent of the synthetic pitch.

52. Subject to the Council decision on the proposed short pile pitches, officers will continue discussions with tenants of Plenty War Memorial Park, Wattle Glen War Memorial Reserve and Research Park to progress the pitch conversions at these grounds and required club contributions in anticipation of installation prior to the commencement of the 2016-2017 summer season.


10


PS.025/16 Hurstbridge Preschool



Author: Narelle Hart, Program Development Officer Family Support and Participation

Summary

This report provides information relating to the concerns raised by the Hurstbridge Preschool Committee about its ongoing financial viability in the lead up to 2017 enrolment allocations. The Committee of Management (COM) has recently entered into negotiations with a preschool cluster manager to assume overall management of the service. An outcome is pending.

At the time of preparing this report, enrolment numbers are lower than anticipated. The Committee wishes to assure parents on the waiting list that preschool will be offered in 2017 and they are of the opinion that families will choose to remain with them if they are supported by Council.

Council’s Finance Manager has reviewed the Preschools financial reports and found them to be favourable; the risk is in not being able to attract sufficient numbers for the 2017 calendar year thus reducing the projected income stream from their funding and regulatory body, the Victorian Department of Education and Training (DET).

Council’s role is through the provision of preschool facilities, maintenance program and an annual promotion day. However, the Committee is seeking that Council provide a level of support, including potentially the role of guarantor to enable the preschool to operate throughout the 2017 calendar year and achieve financial sustainability.

A further report will need to be presented to Council about the financial operations of the Preschool in the event that:

The option to be taken over by Cluster Management is unsuccessful and

Paid enrolment numbers do not reach a sustainable level to the point of ensuring the COM can meet its financial obligations until the end of 2017, and/or

If it is necessary for Council to assume a guarantor role

In the event that the Preschool is unviable, then the Committee will dissolve in accordance with the Associations Incorporation Reform Act 2012 and Council will work with the local community to determine other uses for the site.

In light of declining numbers across the Shire’s preschools, it is recommended that Council considers an allocation of funds at mid-year budget review towards the promotion and marketing of preschools to potentially attract families from outside the municipality to increase enrolments for 2017 and to support COM with emerging issues as they arise.

Recommendation

That the Committee (acting under delegation from Council):

1. Commits to provide support to Hurstbridge Preschool Committee of Management pending the following conditions:




11

a) Quarterly meetings with officers to review the preschool’s financial position.

b) Work with council officers in the preparation of the 2017 calendar year budget

2. Requests that officers provide a further report if necessary in the event that:

a) The option to be taken over by Cluster Management is unsuccessful and

b) Paid enrolment numbers drop below prior year to the level of ensuring the COM can meet its financial obligations until the end of 2017.

3. Considers an allocation of funds at mid-year budget review towards the promotion and marketing of preschools to attract families from outside the municipality to increase enrolments for 2017 and to support Committees of Management with emerging issues as they arise.

Attachments

Nil

Background

1. Hurstbridge Preschool is managed by a volunteer parent Committee of Management (COM). The preschool is registered and adheres to its operations through the Victorian Government Department of Education and Training (DET). Council’s role is through the provision of preschool facilities, maintenance program and an annual promotion day.

2. The COM typically changes its member base every 12 months.

3. In the past 40 years, Hurstbridge Preschool has enjoyed a healthy financial position but in recent years, as numbers have gradually declined and regulatory changes have impacted pre-schools financially, the savings the preschool held were gradually eroded.

4. At the time of preparing this report, the COM has advised officers that enrolment numbers are lower than anticipated. As a result the COM is concerned it will not attract the funding from DET required for operating and that families will choose an alternative preschool if there is a risk that the service will close.

5. The COM wishes to assure parents on the waiting list that preschool will be offered in 2017 it is of the opinion that families will choose to remain with them if they are supported by Council.

6. On becoming aware of the financial status of the preschool, the COM immediately sought assistance from the Kindergarten peak body organisation, Early Learning Association Australia to review the budget and program in attempt to identify where savings could be made.

7. Early Learning Association Australia advised the COM that:

Under the Associations Incorporation Reform Act 2012, a COM cannot knowingly operate to insolvency




12

Cluster management would not be an option for Hurstbridge Pre-School

The Department of Education and Training (DET) would not be able to offer any assistance to the preschool.

8. As a result, at the May 2016 meeting the COM voted to close the Preschool at the end of 2016.

9. Council’s Family and Children’s Services unit were advised of this decision after parents and staff had been advised.

10. Family and Children’s Services immediately commenced supporting the Preschool to identify options and contingency plans moving forward.

11. Since then, the COM has actioned the following:

Implemented a range of cost saving measures and have access to reserve funds.

Initiated discussions with two other kindergarten Cluster Managers: Early Childhood Management Services and TRY Children’s Services. The outcome of these discussions is still pending, however the indication has been given that TRY Children’s Services will agree to take over the ongoing management of the preschool. Confirmation is awaiting TRY Children’s Services Board agreement.

Met with Danielle Green and the Minister for Families and Children, Jenny Mikakos’ office to investigate what type of assistance could be accessed at state government level.

Met with Cr Anika Van Hulsen and Nillumbik Council officers to investigate what type of assistance, particularly financial, could be accessed by Hurstbridge Pre-School going forward.

Scheduled meeting (30 June) with Bendigo Bank Chairman Malcolm Hackett and the Grants Coordinator to discuss financial assistance options that Hurstbridge Pre-School may be able to access.

Policy context


We will plan and deliver accessible community services that enhance health and wellbeing across all life stages.

13. Council is undertaking a significant piece of work in reviewing its role in early years, including an audit of all preschools, condition reports, birth trend analysis and service utilisation. This review will result in the development of the Early Years Infrastructure Plan to inform future planning.

14. Changes in population trends show that birth notifications and preschool enrolments are declining across the municipality. This is impacting on a number of preschools who are struggling to attract enrolments. There will need to be some rationalisation of service provision. The Early Years Infrastructure Plan will include recommendations about the areas identified for a reduction in preschool services; however it is premature to make any recommendation.




13

Budget implications

15. In light of declining preschool numbers and in an effort to support sustainability of preschools, it is recommended that Council considers an allocation of funds at its mid-year budget review towards the promotion and marketing of preschools to potentially attract families from outside the municipality to increase enrolments for 2017 and to support preschool committees with emerging issues as they arise.


16. As requested, Family and Children’s Services is providing weekly updates to the Department of Education and Training and the Minister’s office in relation to Hurstbridge Preschool.

17. Family and Children’s Services attended the parent meeting held by Hurstbridge COM on 17 May 2016.

18. The COM called a meeting with Council and Cr Anika Van Hulsen on Thursday 23 June 2016 to discuss the possibility of being a guarantor.

19. Family and Children’s Services will need to meet with the COM to provide the outcome of this recommendation before 2017 preschool offers commence on 15 July.

Issues/options

20. Hurstbridge Preschool is one of 17 funded standalone preschools operating in Nillumbik from a Council owned facility.

21. It is located next door to Ferguson Park Preschool and 250 metres from the Hurstbridge Hub.

22. Of the 17 standalone preschools across the Shire, Hurstbridge Preschool is one of six preschools currently facing ongoing viability issues due to declining numbers and one of 15 preschools which are operating significantly lower than their licensed capacity. This is due to an oversupply of preschool places in the Shire in relation to demand.

23. Communication with a number of preschools has identified that they would value Council’s support in greater promotion and awareness raising of the Shire’s preschools through open days and marketing campaigns. There is an opportunity to allocate funds through a mid-year budget allocation to work with preschool committees to deliver more targeted marketing of services to attract families from outside the municipality.

24. Based on the budget presented to Council’s Finance Manager, Hurstbridge Preschool can operate cost neutral on between 25-28 paid positions with limited capacity for financial growth into the future.

25. At present, there are 25 applications for positions at Hurstbridge Preschool for 2017. These applications will not be confirmed until preschool offers commence on 15 July 2016 and families confirm the positions offered to them.

26. Hurstbridge COM must have confirmation from cluster management options or decide by 8 July 2016 as to whether they commit to operating in 2017, before the Shire’s preschool offers process commences on 15 July 2016, or risk disadvantaging children’s access to places at other preschools.




14

27. The options and outcomes that the COM needs to consider it are as follows:

Commit to operate in 2017 understanding that if paying numbers fall below 25 between now and end June 2017, and continues to operate without any financial backing, the COM needs to adhere to its responsibilities under the Associations Incorporation Reform Act 2012

Commit to operate in 2017 and if paying numbers do not reach the required number to be sustainable before 30 June 2017, it activates closure displacing the children enrolled/applying for positions at Hurstbridge for the 2017 calendar year.

28. Hurstbridge Preschool has achieved an ‘exceeding’ rating under the National Quality Framework assessment process.

29. The unique philosophy which forms the basis of the program offered to children at Hurstbridge Preschool is one which is centered on nature; children learning through exploring their physical environment and children leading their learning.

30. The Preschool has a dedicated and long-serving team of staff of which one staff member has 40 year of continued service at the preschool.

31. Links with the Hurstbridge Hub have been developed with the implementation of a walking kinder bus to create access for families to both services.

Conclusion

32. Whilst declining numbers have contributed to Hurstbridge Preschool’s current viability issues, it is the officers’ view that the request for Council to offer support to Hurstbridge Preschool is to be considered in the absence of an Early Years Infrastructure Plan and to enable sufficient time to work with the Department of Education and Training and other stakeholders to make informed decisions about the Preschool’s future, in the context of all other preschools and in light of the declining birth notifications in the municipality.

33. In light of these declining numbers, it is recommended that Council consider an allocation of funds at its mid-year budget review towards the promotion and marketing of preschools to potentially attract families from outside the municipality to increase enrolments for 2017 and to support COM with emerging issues as they arise.

34. With cost saving measures implemented by the current COM the Preschool has potential to commence generating savings again if paid enrolments reach and remain stable at 28 now and into the future.

35. For the COM to commit to the operation of the Preschool in 2017, it is recommended that Council resolves to provide support to Hurstbridge Preschool in all aspects of its financial management including quarterly reviews of their financials and direct input into the development of the 2017 budget.

36. In the event that cluster management options are unsuccessful and the paid enrolment numbers do not reach a sustainable level to the point of ensuring the COM can meet its financial obligations until the end of 2017, a further report will be presented to Council.


15


PS.026/16 Nillumbik Community Fund Annual Grant Recommendations 2016-2017

File: 20/35/026



Author: Adrian Cully, Manager Community Participation

Frances Eyre, Community Development Officer

Summary

The purpose of this report is to seek Council approval for the 2016-2017 annual grant recommendations provided by the Nillumbik Community Fund Assessment Panels, which met on 15 June 2016.

A total of eight applications were received for the Community Projects category. Nine applications were received for the Arts and Culture category. Two of the applications were for both categories and assessed by both panels. Five applications are recommended for full or partial funding across both categories. A total of $13,172 Council funding will be provided.

It is recommended that the remaining annual grant funds of $4,090 under the Arts and Culture category and $2,738 under the Community Project fund, be made available to the community as Quick Response Grants.

All unsuccessful applicants will be contacted directly to thank them for their application and to provide suggestions to help them develop their projects and seek alternative funding. In some cases applicants will be eligible for a quick response grant.

Recommendation


1. Approves the following 2016-2017 annual grant applications:

Grant Category Applicant Project Name Amount

Arts and Culture Araluen Diamond Creek

Araluen Diamond Creek Drama and Art Celebration

$1,850

Arts and Culture Theatre 451 Forget Me Not by Tom Holloway: Intergenerational mentoring between established and emerging artists, from 19 to 80 years old.

$4,060

Community Arthurs Creek Mechanics Institute Hall Inc

Arthurs Creek – Celebrating our Heritage

$4,042

Community Diamond Valley Multiple Birth Association

Proactive Parenting Project $1,500

Community St John’s Diamond Creek

Diamond Creek Community Carols 2016

$1,720




16

2. Directs the remaining funds of $4,090 under the Arts and Culture category and $2,738 under the Community Projects category to Quick Response Grants for 2016-2017.

Attachments

1. Nillumbik Community Fund Annual Grant Recommendations 2016-2017

2. Annual Grant Guidelines 2016-2017

Background

1. Each year, through the Nillumbik Community Fund (NCF), Council invests $55,128 toward community projects and groups. This includes $20,000 for the annual grant categories of Arts and Culture and Community Projects, $10,000 for each category.

2. The Nillumbik Community Fund Assessment Panels are convened annually to assess the applications for annual grants and make recommendations to Council.

Policy context


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

Budget implications

4. This program is fully funded through Council’s annual budget.

5. It is recommended any funds not allocated to annual grants through this program be redirected to the Quick Response Grants for assessment and distribution during 2016-2017.


6. The Nillumbik Community Fund annual grants round was advertised via the Diamond Valley Leader, community newsletters, Council’s website and publications, Nillumbik Living & Learning Centres and emailed directly to community groups. Guidelines, application forms and help sheets were available for download through Council’s website.

7. Free grant writing workshops and ‘Discuss Your Project Drop-In Sessions’ were held in April and May 2016 through Nillumbik Living and Learning.

Issues/options

8. The purpose of this report is to present the 2016-2017 annual grant recommendations provided by the Nillumbik Community Fund Assessment Panels Attachment 1.




17

9. All NCF annual grant applications were assessed against the assessment criteria detailed in the Annual Grant Guidelines Attachment 2.

10. A total of eight applications were received for the Community Projects category. Nine applications were received for the Arts and Culture category. Two of the applications were for both categories and were assessed by both panels. Five applications across both categories are recommended for full or partial funding.

11. Those applications that are recommended for funding demonstrated well developed concepts, evidence of partnerships for project delivery, and broader participation and community benefit potential.

12. Key reasons for not recommending projects include:

a. Under-developed projects, not demonstrating a genuine community need, community participation or strong partnerships.

b. Applications that were ineligible as they were submitted by a business, not incorporated or had no auspice.

c. Applicant group focused projects with no broader community involvement or impact.

13. If Council approves the applications identified for funding in this report, it will be recommended that the remaining funds of $6,828 be redirected to the Quick Response Grants for 2016-2017. Council has taken this approach in previous years and in each case the funds were fully expended by the end of the financial year.

Conclusion

14. It is recommended that Council approve the applications recommended for funding as listed in Attachment 1.

15. It is recommended that unallocated annual grant funds in both the Arts and Culture and Community projects categories be redirected to the Nillumbik Community Fund Quick Response Grants 2016-2017.


18


PS.027/16 Panton Hill Bushland Reserves System User Group


Manager: Lisa Pittle, Manager Infrastructure Maintenance

Author: Stacey Warmuth, Environmental Works Officer

Brad Tadday, Acting Coordinator Environmental Works

Summary

Following the adoption of the Panton Hill Bushland Reserves System (PHBRS) Management Plan in 2011, Council sought to facilitate community engagement with the establishment of the PHBRS User Group Committee, a broad-interest advisory group for the reserves.

The second two-year term of the PHBRS User Group Committee concluded in March 2016. Council adopted the revised Terms of Reference for the formation of the PHBRS User Group at the Ordinary Meeting of Council on 22 March 2016.

A public call for nominations to the User Group commenced in May 2016. Seven nominations have been received for eight positions.

This report seeks to continue the outstanding work of the PHBRS User Group Committee through the appointment of a new Committee for a two year term.

Recommendation


1. Appoints Cath Giles, Sue Ann Penrose, Rex Niven, Lydia Heap, Peter Semple, Kay Davies and Janice Crosswhite to the Panton Hill Bushland Reserve System User Group Committee.

2. Holds the eighth position open for the appointment of another community member with suitable experience at a later date.

Attachments

1. Panton Hill Bushland Reserves System User Group Terms of Reference

Background

1. The Panton Hill Bushland Reserve System (PHBRS) comprises seven individual reserves in the Watsons Creek catchment, near the townships of Panton Hill, Smiths Gully and Watsons Creek.

2. The reserves are owned and managed by Nillumbik Shire Council. They cover a total area of approximately 140 hectares and support a high diversity of indigenous flora and fauna.

3. The reserves are significant for their diverse array of native plants, animals and vegetation communities, important regional habitat links, the presence of threatened species, the presence of historical and heritage sites, and opportunities for environmental education and recreation.




19

4. On 28 June 2011 Council adopted the Panton Hill Bushland Reserves System (PHBRS) Management Plan as the key document to manage the important conservation, social and recreation values of the reserves.

5. As part of the adoption of the plan Council sought to facilitate community engagement with the establishment of a broad-interest advisory group for the PHBRS.

6. The purpose of the Panton Hill Bushland Reserve System (PHBRS) User Group Committee is to encourage an understanding, appreciation, enjoyment and care within the community of the significant natural features, biodiversity, social, educational, recreational, and historical values of the Panton Hill Bushland Reserves.

7. The previous PHBRS User Group has provided significant support to Council in developing, promoting and implementing community engagement programs such as the PHBRS Communications and Interpretation Plan, working bees and environmental activities including orchid walks and fauna monitoring.

8. The pending PHBRS User Group will be instrumental in the development and implementation of the interpretation concept plan and the indigenous cultural food, fibre and medicine trail at Bunjil Reserve, both currently underway.

9. The PHBRS User Group has now run for four years (two two-year terms since November 2011). The two-year term of the second PHBRS User Group Committee concluded in March 2016.

10. Council adopted the revised Terms of Reference for the continuation of the PHBRS User Group and endorsed a public call for nominations at the Ordinary Meeting of Council on 22 March 2016.

11. Councillors Van Hulsen (Chair) and King are the Councillor representatives to this committee.

Policy context


We will provide leadership and opportunities for our community to participate in the conservation of natural resources through best practice land management.

Budget implications

13. Provision has been made within Council’s Operating Budget for costs and resources associated with the creation and implementation of the PHBRS User Group.


14. The primary purpose of the PHBRS User Group is to encourage an understanding, appreciation, enjoyment and care within the community of the significant values of the reserves.

15. A public call for nominations for the PHBRS User Group Committee commenced on 7 May 2016. The call for nominations was advertised via:

Council’s website, Facebook, Twitter and Fringe Focus.

Roundabout Hurstbridge.




20

Emails and phone calls to key community representatives involved in the ongoing management of the reserves.

PHBRS e-Newsletter to community members who had previously registered their interest

Signs erected at the Panton Hill and Smiths Gully stores, as well all main entrances to the PHBRS.

16. Nominations closed on Tuesday 7 June 2016.

Issues/options

17. Council adopted the Terms of Reference Attachment 1 for the continuation of the PHBRS User Group at the Ordinary Meeting of Council on 22 March 2016. The Terms of Reference provide for a PHBRS User Group Committee consisting of the following members:

Two Councillor representatives

Eight community representatives, appointed by Council following a public call for nominations and selected for their expertise and to represent the various interests of reserves users.

Council staff to provide support.

18. A public call for nominations to the User Group Committee commenced in May 2016 as per the communication process outlined above.

19. As the result of public call for nominations, seven nominations were received by the closing date of the 7 June 2016. Nominations were received from the following people:

Sue Ann Penrose

Rex Niven

Cath Giles

Lydia Heap

Peter Semple

Janice Crosswhite

Kay Davies

20. The following factors were taken into account in selecting the membership of the User Group Committee:

Breadth of skills and knowledge brought to the User Group

Familiarity with the PHBRS and surrounding areas

Ability to promote activities and recruit volunteers to the broader User Group

Any other skills which the applicants bring to the role, which may assist the Committee.




21

21. The nominations received represent a broad spectrum of the community and reserve users including environmental interests, horse riding, bush walking, orienteering, local history and local residents. However no applications were received from members of the mountain bike riding community.

22. Most of the nominees have been residents of the area for at least 30 years and being local to the reserves have explored them extensively. They are familiar with the environmental and recreational issues and are passionate about both protecting and sharing the PHBRS.

23. The nominees all have experience serving on advisory committees and have extensive community networks through which to engage the local community. Four nominees have served on the previous PHBRS User Group.

24. Collectively the nominees also bring a suite of skills to the PHBRS User Group including community engagement, environmental education, botany, ecology, photography, advocacy and grant writing skills.

Conclusion

25. Following a public call for nominations, Council needs to select up to eight members for the Panton Hill Bushland Reserves System (PHBRS) User Group. Seven nominations were received from a people who represent a range of reserve users and provide a range of expertise in relation to bush walking, horse riding, biodiversity conservation and historical appreciation.

26. It is recommended that the Committee appoints all seven community members that applied to the PHBRS User Group Committee including: Cath Giles, Sue Ann Penrose, Rex Niven, Lydia Heap, Peter Semple, Kay Davies and Janice Crosswhite.

27. It is recommended that Council hold the eighth position open for the appointment of another community member at a later date. This would provide the opportunity to improve the representativeness of the committee, particularly in relation to mountain bike riders, if a suitable person was found.


22

5. Supplementary and urgent business

6. Confidential reports

Nil.

Documents

Policy and Services Committee - nillumbik.vic.gov.au · Notes that Cricket Victoria’s preferred synthetic pitch is a short pile, moving from the current longer pile all seasons