We're inviting community feedback on the draft Property Leasing and Licensing Policy.

The policy establishes an operational framework for the allocation and administration of leases and licences of Council owned and managed properties.

It’s guided by principles of fairness, equity, consistency and transparency, while complying with legislation and Council’s risk management framework.

The policy was adopted in 2011 and now requires minor legislative changes, giving Council the opportunity to review the entire policy.

On behalf of the community Council owns or manages a considerable property portfolio consisting of freehold parcels and Crown land reserves, most including buildings or other infrastructure.

Properties that are not required for Council’s operational needs can be leased or licensed to community groups or commercial operators to support the provision of services to the community.

There is considerable community benefit to be gained by providing property to community groups, clubs, and other not-for-profit groups as their purpose is generally to promote and deliver social, recreational, sporting, educational and / or community engagement benefits for residents. Leasing commercial properties to commercial operators provides an income stream to Council.

Shared responsibility for properties assists with the management and maintenance of the property and retains these properties in use and circulation while reducing the hands-on daily management of Council’s properties by Council officers.

There are currently forty properties that are leased or licensed to community or commercial occupiers, or where occupancy is being formalised, and a further four properties to be occupied once upgrade works are completed.

There are 28 community groups occupying Council properties and 7 commercial properties divided into 12 commercial spaces.

Community groups use the properties to offer a diverse range of services such as child care, sporting and recreational activities, historical museums, education and skills development, and a community hub.

Alignment with Council Plan 2025-2029: The leasing and licensing of the use of Council properties will align with Council’s values as identified in the Council Plan and other related Council policies.

Community Benefit: Council properties will be leased and licensed to community groups and commercial operators to deliver a community benefit.

Multi-use of properties: Optimise the use of Council properties through enabling multiple user access where practicable.

Fairness and Equity: The allocation of leases and licences that provide fair and equitable access will be considered favourably

Transparency and Accountability: The leasing, licensing and use of any Council property must be in compliance with all statutory requirements including the Mount Alexander Planning Scheme. Lessees and Licensees of Council properties must demonstrate capability and financial capacity to deliver the proposed service. When determining suitability of a tenant, Council will consider all costs including opportunity costs and subsidies associated with providing a facility. A list of Council properties leased or licensed will be publicly available.

Environmental impacts: When determining suitability of a tenant, Council will consider any impacts the lessee or licensee’s activities will have on the environment.

Risk Management: When determining suitability of a tenant, Council will give consideration to the mitigation and management of any risks associated with the property, its use and its management.

Access: Council will favourably consider leasing and licensing to groups whose activities enable public access to the property. Either through the service provided by the lessee or licensor, or through the availability of the property for hire.

The draft policy will be made publicly available for comment on the Shape platform for 28 days.Then we will present the draft policy to Council with any amendments if necessary for approval and adoption of the finalised policy.