Agenda of Planning and Consultation Committee Meeting

Planning and Consultation Committee Agenda 14 October 2025

PCC.018/25 Parks & Open Space Service Standards

Item: Consultation Matter

Distribution: Public

Manager: Claire Quinlan, Chief Operating Officer

Author: Heath Gillett, Manager Operations Centre

Summary

The Parks & Open Space Service Standards (POSSS) is intended to provide the community with a high-level overview of the information, especially in relation to programmed works and maintenance / defect levels.

The desired outcome of the Parks & Open Space Service Standards is to see it used to articulate, communicate and educate all on what, when and how Open Space Infrastructure and Assets are managed and maintained.

This report creates transparency in relation to the Open Space budget but is not a decision-making document for capital works or policy.

Recommendation

That the Committee (acting under delegation from Council):

1. Notes the Park and Open Space Service Standards (Attachment 1) that provide:

a) Definitions of programs and maintenance

b) Understanding of intervention levels

c) Transparency in regard to expectations

2. Authorises the Chief Operating Officer to develop and implement a Communication Plan to support an education and promotion campaign on the Parks and Open Space Service Standards.

Attachments

1.	Parks and Open Space Service Standards

Discussion

1. Rising community expectations for open space management, combined with the impacts of rate capping, have created significant challenges in meeting these expectations within existing budgets.

2. The Parks and Open Space Service Standards (POSSS) documents the 2025/26 budgeted provision of routine and specialist park, horticultural and other trade services that effectively provide for the maintenance and minor improvements of Nillumbik Shire Council Open Space assets, including:

a) Routine audits and ongoing inspections

b) Maintenance of turf

c) Maintenance of garden beds including annuals

d) Maintenance and cleaning of all park furniture, structures and landscape features

e) Maintenance of park irrigation

f) Litter control

g) Management of park and street trees

h) Managing vegetation in road reserves

i) Environmental management of weed control

j) Inspection, maintenance and repairs to playgrounds

k) Maintenance of sports fields, including turf management.

3. The opportunity the POSSS provides is a transparent understanding, documented position and consistency of message in relation to routine maintenance of Open Space and associated assets that include individual street trees, plantings in road reserves, parks, civic areas, sports fields, and associated assets.

4. The benefits include but are not limited to:

a) Councillors will understand what the budget is spent on and understand implications of increasing / decreasing funding in future budgets to meet the expectations of the community.

b) Contractors to be held more accountable with increased “passive auditing” through broader understanding of what is expected and timeframes associated.

c) Community will have clear transparency and expectations as the POSSS become public information, which will also help:

i) Manage expectations

ii) Provide opportunities for budget submissions to change the levels.

5. Internal Officers (e.g. Customer Experience) will have the ability to provide swift feedback to the community, manage expectations and provide updates (i.e. when mowing will likely occur).

6. The POSSS incorporates all the programs, legislative requirements, maintenance expectations and contracts in place to manage the areas of Open Space maintained by Council, which covers the following assets:

a) Number of sports fields 22

b) Area of sports fields 26 Hectares

c) Number of turf wicket sites 1

d) Number of synthetic sports fields 1

e) Number of synthetic wicket sites 20

f) Number of play spaces 80

g) Area of parkland 400 Hectares

h) Roadsides 1,200km

i) Street trees planted per annum 325.

Related Council decisions

7. Given the breadth of area, usage and works required, there is significant alignment with other internal Council policies. Excluding Council Plan and Policies, the Council strategies that the POSSS supports include:

· Recreation and Leisure Strategy

· Asset Management Strategy

· Biodiversity Strategy

· Urban Tree Canopy

· Climate Action Plan

· Economic Development Strategy

· Lifetime Play Strategy

· Nillumbik Bushfire Mitigation Strategy

· Nillumbik Heatwave Strategy

· Northern Region Trails Strategy

· Open Space Strategy

· Road Safety Strategy.

Council plans and policies

8. This report directly supports the achievement of the Council Plan 2021-2025 strategy:

· We carefully protect, plan, maintain and improve open spaces, streetscapes and places to ensure that they are safe, accessible and enjoyable.

Access, Equity and Inclusion

9. An Equity Impacts Assessment (EIA) as per the EIA Policy requirement has been undertaken on the POSSS with the following actions and recommendations:

10. Actions and Recommendations:

a) Short-Term - Strengthen internal advocacy to ensure minimum standards reflect diverse community needs and improve coordination between key council teams.

b) Medium-Term (within 12 Months) - Enhance collaboration between the Open Spaces team and Design teams and advocate for maintenance budgets in new projects.

c) Long-Term (more than 12 Months) - Explore legislative changes to support sustainable and accessible open spaces, investigate financial models for consistent maintenance funding and extend the handover period for new assets from 12 to 24 weeks to improve maintenance planning.

Sustainability implications

11. The POSSS ensure that public spaces are maintained efficiently while minimising ecological impact. Effective maintenance helps preserve tree canopy cover, reduces soil erosion, and protects indigenous plants and habitats for local wildlife.

12. By detailing Council’s levels of service via the POSSS it enhances economic sustainability, by:

a) Enabling the most efficient allocation of Council resources to maintenance activities; and

b) Reducing Council’s exposure to legal liability.

Community engagement

13. As the POSSS revolves around the setting of levels of services (some of which are legislated), a key emphasis of consultation will be to educate the community around:

a) The importance of Council’s responsibilities regarding Open Space Maintenance

b) Create an understanding of POSSS.

14. Community will have the opportunity annually to advocate for changes to the levels of service via the budget process.

Innovation and continuous improvement

15. In partnership with Risk and Insurance, alignment of content (e.g. define auditing / service levels, intervention levels) like within the Road Management Plan will help Council defend insurance claims. Inclusion of this content will reduce liability and mitigate risk.

16. Key considerations throughout the development of these documents includes:

a) Reduction in scope creep, through transparency of programmed works

b) Ability to provide enhanced customer service

c) Capability to cost additional levels of service (e.g. events).

17. The POSSS will evolve annually during the development of the budget with industry best practices, new technologies and efficiency improvements, community input as well as ensuring that it remains aligned with legislative requirements.

Collaboration

18. The development of this document has seen extensive collaboration with internal stakeholders: Amenity, Asset Maintenance, Arboriculture, Sportsgrounds, Roadside and Weed Management, Recreation and Leisure, Events, Assets, Community Facilities, Environmental Works, Roads and Drainage Maintenance.

Budget considerations

19. The POSSS have been developed to reflect the level of service that can be achieved within Councils existing 2025/26 budget.

20. Any additions made to the programmed works or intervention levels outlined in this document will increase the budget required, which will be reviewed annually.

Relevant law

21. Regulation 9(3) (Management Plans) of the Electricity Safety (Electric Line Clearance) Regulations 2020 S.R. No. 50/2020, guides ‘responsible persons’ (people responsible for Electric Line Clearance) as to what is required to be included in the ELCMP.

22. Planning and Environment Act 1987

23. Flora and Fauna Guarantee Act 1988

24. Removal and clearance of trees and vegetation around roads are guided by the Road Management Act 2004.

Regional, state and national plans and policies

25. Not applicable.

Conflicts of interest

26. All officers involved in the preparation of this report have made a declaration that they do not have a conflict of interest in the subject matter of this report.

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Planning and Consultation Committee Agenda 14 October 2025

6. Officers’ reports

PCC.019/25 Hurstbridge Dog Park Upgrade Community Consultation

Item: Consultation Matter

Distribution: Public

Manager: Claire Quinlan, Chief Operating Officer

Author: Stewart Broussard, Manager Recreation and Leisure

Summary

This report presents and considers public submissions received through community consultation regarding the Hurstbridge Dog Park Upgrade Concept Plan.

Recommendation

That the Committee (acting under delegation from Council):

1. Notes the submissions received in relation to the Hurstbridge Dog Park Upgrade project draft concept plan.

2. Thanks the submitters for providing Council with feedback on this important project.

3. Considers the comments contained in the submissions.

4. Authorises officers to finalise concept plan and seek endorsement from Council at a future Council Meeting.

Attachments

1.	Attachment 1 - Hurstbridge Dog Park Concept Plan
2 .	Attachment 2 - Consultation Responses

Discussion

1. The Hurstbridge Dog Park, located at 14 Arthurs Creek Road, Hurstbridge, is a well-used and highly valued community asset, regularly visited by local dog owners and their pets.

2. While the existing facilities adequately meet current community needs, enhancements are required to accommodate increasing demand and improve the overall user experience.

3. Council has secured a $300,000 grant through the Department of Energy, Environment and Climate Action’s (DEECA) New and Upgraded Dog Parks Program (Round 2) to support upgrade works at the park. In line with the program guidelines, Council will contribute an additional $200,000 to the project.

4. A draft concept plan has been developed to address key improvement priorities for the site. The plan includes the following features:

a) Sealed path circuit in both zones to improve access and provide passive recreation opportunities for users exercising their dogs.

b) Accessible seating positioned along the sealed paths.

c) Dedicated area for passive or less active dogs with direct access.

d) Installation of three shelters (one in each area) to provide weather protection.

e) Drinking fountain with integrated dog bowl.

f) New signage installed at entry points.

g) Solar lighting along entry points, the western boundary (Zone 1), and under shelters to enhance safety and usability.

h) Dog waste bin stations in each zone, accessible from both inside and outside the fence line.

i) Surface drainage improvements.

j) Retention of existing perimeter fencing.

k) Dog activity areas, which may include:

i) Sand/digging area

ii) Agility equipment

iii) Dog-friendly landscaping features such as logs, rocks, and timber elements

iv) Dog-friendly planting designed to encourage exploration and sniffing, referred to as a “sniffari”.

5. All works will occur within the existing site boundary.

Related Council decisions

6. On 29 July 2025 Council resolved to:

a) Endorse the draft Hurstbridge Dog Park upgrade concept plan (Attachment 1) for the purpose of community consultation.

b) Approve Council officers to undertake community consultation for the period of 18 August 2025 to 14 September 2025 inviting written submissions for the Hurstbridge Dog Park Upgrade in line with the endorsed draft concept plan.

c) Consider all public submissions at the Planning and Consultation Committee meeting to be held on 14 October 2025.

Options

7. Following the Committee’s consideration of submissions, officers will complete the final concept plan and seek endorsement from Council at a future Council Meeting.

Council plans and policies

8. This report directly supports the achievement of the Council Plan 2021-2025 strategy:

· We carefully protect, plan, maintain and improve open spaces, streetscapes and places to ensure that they are safe, accessible and enjoyable.

Access, Equity and Inclusion

9. A Gender Impact Assessment has been completed and is being reviewed at key stages of the project to ensure the dog park upgrade is inclusive, user-friendly, and responsive to the diverse needs of the community.

10. An accredited access consultant has been engaged to review the concept plan and has provided recommendations. These will be considered during the design development phase, alongside best practice standards, park safety, and risk management.

Sustainability implications

11. This project supports social sustainability by providing a safe and inclusive space for community connection and engagement.

12. Wherever possible, recycled and sustainable construction materials will be used in the proposed upgrade works.

Community engagement

13. Community consultation was conducted over a four-week period from 18 August to 14 September 2025. The opportunity was promoted via Council’s website, social media platforms, e-newsletters, and on-site signage.

14. As part of the engagement process, Council officers attended the Hurstbridge Dog Park during the consultation period to hold informal discussions with existing park users and gather feedback on current usage and needs.

15. The draft concept plan was published on a dedicated project page on Council’s Participate Nillumbik platform. The page included a survey designed to capture community feedback on the proposed upgrades.

16. The consultation page received visits from 308 unique users during the consultation period.

17. Council received a total of 63 survey submissions. A summary of the survey responses is provided below.

Note: as questions were not ‘mandatory’, not all questions were answered by all submitters.

18. Question 1: How often do you use the current Hurstbridge dog park?

Response Options	Responses
Multiple times per week	23
Once a week	14
Once a month	9
Once every 6 months	2
Once a year	1
I don’t use the Hurstbridge Dog Park	10

19. Question 2: Those who answered ‘I don’t use the Hurstbridge Dog Park’ in question 1 were then asked ‘Is there a reason you don’t use the Hurstbridge Dog Park dog park?’

Refer to Attachment 2 – Consultation Responses for detailed responses.

20. Question 3: When visiting, how long do you generally stay at the dog park?

Response Options	Responses
Under 20 minutes	6
20-39 minutes	26
40-59 minutes	12
1 hour or more	5

21. Question 4: Do you support the inclusion of the passive dog area?

Response Options	Responses
Yes	48
No	11

22. Question 5: Those who answered ‘no’ to question 4 were then asked to explain their reason for answering this way. Refer to Attachment 2 – Consultation Responses for detailed responses.

23. Question 6: Do you support the chosen location for the passive area?

Response Options	Responses
Yes	33
No	9

24. Question 7: Those who answered ‘no’ to question 6 were then asked ‘Do you have an alternate location suggestion?’ Refer to Attachment 2 – Consultation Responses for detailed responses.

25. Question 8: Do you support the inclusion of the proposed shelters in zone 1 & 2?

Response Options	Responses
Yes	42
No	15

26. Question 9: Those who answered ‘no’ to question 8 were then asked to explain their reason for answering this way. Refer to Attachment 2 – Consultation Responses for detailed responses.

27. Question 10: Do you support the locations chosen for the shelters?

Response Options	Responses
Yes	34
No	5

28. Question 11: Those who answered ‘no’ to question 10 were then asked if they had any alternate location suggestions. Refer to Attachment 2 – Consultation Responses for detailed responses.

29. Question 12: Do you support the inclusion of the proposed small shelter in the passive dog area?

Response Options	Responses
Yes	43
No	14

30. Question 13: Those who answered ‘no’ to question 12 were then asked to explain their reason for answering this way. Refer to Attachment 2 – Consultation Responses for detailed responses.

31. Question 14: If public USB chargers were provided under the shelters, would you use them?

Response Options	Responses
Yes	5
No	44
Unsure	9

32. Question 15: New seating has been proposed at the dog park. Are you supportive of its locations?

Response Options	Responses
Yes	46
No	9

33. Question 16: Those who answered ‘no’ to question 15 were then asked to explain their reason for answering this way. Refer to Attachment 2 – Consultation Responses for detailed responses.

34. Question 17: Low impact/low spill solar lighting is proposed to be included at entry points, under shelters and inside the dog park. Do you support the inclusion of solar lighting in these locations?

Response Options	Responses
Yes	46
No	9

35. Question 18: Any additional comments on the lighting? Refer to Attachment 2 – Consultation Responses for detailed responses.

36. Question 19: There are 2 activity areas allocated on the concept plan (along eastern fence line). The purpose of these spaces is to provide fun, engaging activities for dogs. What activity would you like to see in ‘activity area 1’ (max 2 selections)?

Response Options	Responses
Dog-friendly landscaping features such as logs, rocks, and timber elements	25
Agility equipment	21
Sniffari- Dog-friendly planting designed to encourage exploring and sniffing	20
Sand/digging area	15
Prefer these are not included	6
Other	7

37. Question 20: What activity would you like to see in ‘activity area 2’ (max 2 selections)?

Response Options	Responses
Agility equipment	20
Dog-friendly landscaping features such as logs, rocks, and timber elements	20
Sniffari- Dog-friendly planting designed to encourage exploring and sniffing	18
Sand/digging area	12
Prefer these are not included	10
Other	6

38. Question 21 – Do have any additional feedback about the proposed upgrades?

Refer to Attachment 2 – Consultation Responses for detailed responses.

Innovation and continuous improvement

39. The concept design incorporates insights gained from similar projects and addresses maintenance challenges—such as water pooling and wear and tear of grassed areas—through targeted landscaping and surface drainage improvements.

40. Opportunities for innovation identified through the community consultation process will also be considered during the design development phase.

41. The inclusion of two enclosed zones allows one area to be temporarily closed for maintenance when required. The passive dog area is strategically located to provide access from both zones, as well as direct external access.

Collaboration

42. Benchmarking was recently undertaken, assessing features—including accessibility—across 35 dog parks within 16 Local Government Areas.

43. The concept design incorporates feedback and insights drawn from previous projects, and informed by input from a range of internal stakeholders, including the Parks and Open Space, Waste Management, and Infrastructure Design teams.

Budget considerations

44. Council has received $300,000 from the Department of Energy, Environment and Climate Action’s (DEECA) New and Upgraded Dog Parks Program (Round 2). In addition, Council will contribute a further $200,000 to the project.

Relevant law

45. The site is located within an area of cultural significance. In accordance with the Aboriginal Heritage Act 2006 (Vic) and the Aboriginal Heritage Regulations 2018 (Vic), a Due Diligence Assessment has been undertaken by a qualified Heritage Consultant. The assessment determined that a mandatory Cultural Heritage Management Plan (CHMP) is not required for the proposed works at this site.

Regional, state and national plans and policies

46. Not applicable.

Conflicts of interest

47. All officers involved in the preparation of this report have made a declaration that they do not have a conflict of interest in the subject matter of this report.

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Cr Peter Perkins Ellis Ward (Chairperson Planning Matters)				Cr Kim Cope Sugarloaf Ward
Cr Kelly Joy Edendale Ward				Cr Kate McKay Swipers Gully Ward
Cr Grant Brooker Blue Lake Ward (Chairperson Consultation Matters) (virtual)				Cr John Dumaresq (Mayor) Wingrove Ward
Katia Croce Manager Governance and Property	Blaga Naumoski Director Governance, Communications and Community Safety	Cr Naomi Joiner Bunjil Ward (Deputy Mayor)	Carl Cowie Chief Executive Officer