Asset Plan Workshop Overview

Workshop 5 focused on the Asset Plan. Panel members were provided with an overview of the Asset Plan and the Long-Term Infrastructure Plan and the relationship between the documents. Panel members were also given an understanding of the Asset Plan Investment Principles which were developed with the previous panel as part of the development of the current Asset Plan Panel members then allocated points to discretionary projects in accordance with their level of alignment with the community vision and aspirations.

Items in Workshop 5 Tuesday 26 November 2024, 6.00 pm to 9:00 pm:

• Context setting: An overview of the session was provided as well as the remit for the activity.
• Introduction to the Asset Plan: A subject matter expert introduced the Asset Plan including Council’s asset portfolio and services, asset lifecycle, long term infrastructure plan, key challenges, types of asset expenditure, typical funding allocation and investment principles. Panel members had the opportunity to ask questions.
• Overview of the projects: A subject matter expert provided an overview of the projects to the panel members that they would be allocating points on during the activity. Panel members were able to ask questions about individual projects.
• Group discussions: Panel members were put into break out rooms with a subject matter expert and a facilitator to discuss the projects and those they felt aligned with the Community Vision and aspirations. Panel members had the opportunity to ask questions or seek additional information ahead of allocating their points.
• Individual reflection: Panel members were tasked with allocating a total of 100 points across 16 projects, with a minimum of 10 points and a maximum of 50 points for one project. Points were to be allocated based on their alignment with the Community Vision and aspirations. Panel members were asked to provide a reason for why they allocated their points.
• Presentation of results: Results were provided to the panel members, showing the projects that received the most points as well as the rationale.
• Outcome implementation and next steps: Panel members were advised how the results will be used in the Asset Plan and the Long Term lnfrastructure Plan, the approval process as well as future asset related engagement opportunities.
• Workshop wrap up: A reflection on the panel process, celebrating the achievements of the panel throughout the process, thanking them for their contribution. Panel members were provided with an overview of upcoming Council meetings and the integrated panning framework document adoption schedule.
• Evaluation: Panel members were asked to complete an evaluation through Engage Frankston, including the opportunity to nominate a fellow panel member to present to Council in March 2025.

What is Asset Management?

Council is responsible for the management of our City's infrastructure and natural assets for the benefit of current and future generations. Millions of dollars are spent annually managing and maintaining these assets throughout their lifecycle.

It is essential that sound asset management practices are in place to ensure all Council assets are managed prudently and efficiently. To ensure this, the Local Government Act 2020 requires all Councils develop a 10-year Asset Plan.

How was our Asset Plan developed?

Our Asset Plan 2023 - 2032 has been developed with input from our community via detailed deliberative engagement processes.

A dedicated Asset Plan Community Panel was established in February-March 2022 to discuss and identify the key principles by which Frankston City Council should prioritise and invest in its assets over the next 10 years. The diverse Community Panel members were drawn from our larger Mini Frankston City group, and were broadly reflective of the demographics of our community.

The Panel identified the following set of decision-making criteria (principles) and community recommendations for future allocation of discretionary funding and priorities for asset investment.

End of Panel Feedback

When asked about what members liked about being part of the panel, they appreciated the opportunity to gain a deeper understanding of council processes, financial planning, and funding allocation. Many found the experience informative, offering valuable insights into how decisions are made and how their input can shape the future of Frankston. They left feeling more empowered and informed about local government operations.

The facilitation and organisation of the workshop were praised for making complex concepts easier to understand. The well-structured and smoothly run workshop allowed for ample discussion and interaction, fostering a respectful and productive environment where all voices were heard.

Panel members valued the chance to collaborate with fellow residents and council staff, often discovering perspectives they hadn’t previously considered. Breakout groups encouraged idea sharing and teamwork, making the workshop a rewarding experience for everyone involved.

Participants felt their contributions were meaningful, with the ability to vote on projects and influence decisions giving them a sense of purpose. The workshop’s respectful and supportive atmosphere stood out, with participants enjoying the opportunity to engage in open, honest dialogue.

“Facilitation of the group meetings helped decipher the corporate language and what was being asked of the panelists.” “Learning and listening to different speakers and the opportunity to interact with other Frankston City residents. Also making some decisions for myself after hearing all the information, I had to vote, made my time feel worthwhile.”

“Fantastic opportunity to share my expectations, experiences and thoughts with members of our community, and to have engaged and responsive council staff. Thank you so much.”

“I really enjoyed being able to influence some of the decisions for the incoming councilors and council in general. I have learned a lot during this process about how my council operates & how our funds are considered in terms of spending.”

There was a preference for changes to the workshop delivery with some preferring in-person meetings, longer in-person sessions to provide more opportunities for interaction and brainstorming, shorter sessions and or more sessions, noting that later at night it was harder to be productive.

Some panel members noted that the workshops could benefit from better time management to avoid wasted time and stay on topic. They suggested keeping discussions more focused on the session's agenda and avoiding off-topic conversations.

Participants expressed concerns about the voting process, particularly when voting on numerous topics with a limited number of points. They suggested providing voting information earlier to allow panel members to better prepare. Some felt that the current point system was challenging and recommended allowing lower numbers for voting to make it easier to allocate points across many projects.

Some participants struggled with the technology, including logging in and staying connected, especially on phones and tablets.

“Possibly add one more in person discussion, I know they are long and hard to organise. However, I do believe there is huge value in in-person conversations and brainstorming in this environment is often a more dynamic process.”

“I think it would be good to have shorter sessions, by the end of the day everyone is exhausted, I always felt at about 8 my brain stopped working. I understand there is a lot to get through but maybe if there had been a couple more sessions and all the sessions were a bit shorter it would have been better.”

Panel members were asked what they would say if someone asked them why they should join the next community panel.

Panel members enthusiastically encouraged others to join future panels, highlighting the unique opportunity to engage directly with council processes and have a meaningful impact on the community. They emphasised that participating in the panel allows individuals to express their views, meet the council staff responsible for implementing plans, and gain valuable insight into how local government operates. Many noted that it’s a chance to see firsthand why some changes take time and to contribute to decisions that shape the future of Frankston through voting and discussions.

A recurring theme was the value of learning from others and hearing diverse opinions. Panel members shared how the experience broadened their perspectives, challenging the viewpoints they were used to in their own circles. They stressed that the panel provides a platform to learn more about the complexities of funding, spending, and prioritising projects—insights they found eye-opening and rewarding.

Participants also pointed out the opportunity to give back to the community and have a voice in shaping Frankston’s future. They described the panel as a way to make a real difference by sharing ideas and experiences, working collaboratively with the council, and helping to strengthen local plans. Some noted that it’s an empowering experience that helps build a deeper connection to the community.

Many encouraged others to get involved, emphasising the chance to make a positive impact, learn about local issues, and influence decisions that affect the wider area.

“To learn about the processes of council and hear different opinions of your community.”

“This is a fantastic opportunity to have your say on Frankston and its future. And to clarify the role of council and councillors. And where the community is integral.”

“To give back to the community you live in and give insight to the changes that you want to see.”

“Do it - it was a great learning experience for me that funding, spending and priorities are a lot more complicated than I gave them credit for.”

“To invest in the future of our community. We have the opportunity to work collaboratively with the Council to strengthen their plans for Frankston. It is a great way to learn more about local government and some of the considerations they have to balance when planning for the future.”