Thank you to everyone who participated in our engagement on the draft Leasing and Licensing Policy. This engagement is now closed.
Between 29 April and 20 May 2026, we invited current tenants to review the draft policy and share their feedback through surveys, meetings, emails and phone conversations.
We heard from 17 participants, including 16 people representing community groups, sporting clubs, service providers, commercial tenants and statutory authorities. One submission was anonymous. You can read our report on the feedback to learn what each submission said.
Council considered this feedback and made a range of changes to the policy. The new Leasing and Licensing Policy 2026 was endorsed at its Ordinary Council Meeting on 30 June 2026.
The Leasing and Licensing Policy guides how Council-owned land and buildings are leased and licensed. It helps ensure decisions are fair, transparent and consistent, while supporting community benefit and responsible management of public assets.
The policy was reviewed because Council's property portfolio, legislation, governance requirements and community needs have changed since the previous policy was adopted in 2019.
Some organisations raised concerns about the administrative burden of reapplying for leases or licences at the end of an agreement, particularly the requirement to address Key Selection Criteria, such as business planning.
Many organisations noted that their committees are volunteer-run and will need appropriate support.
While the proposed increase in the peppercorn rent was generally accepted, some stakeholders noted that the cumulative impact over time may become significant. Some tenants expressed concern that restrictions on commercial income may affect the financial sustainability of their service models.
Moorleigh tenants consistently raised concerns regarding the service fee and utility fee charging methodology.
Concerns about the impacts on ongoing tenancy were common. A number of organisations requested more security of tenure, including first right of renewal and protection where the tenant has made significant investments into the facility.
Some tenants were concerned that the competitive expression of interest process could result in a loss of lease.
There were a range of requests for clearer wording, definitions and guidance across key clauses, including the need to better recognise different tenant types, such as statutory authorities and specialised community organisations.
There were also practical concerns about implementation, including relocation impacts, shared use arrangements, facility management, and the need for clear communication and transition support.There was feedback from nine tenant organisations who share Moorleigh Community Village in Bentleigh East. They highlighted a range of issues around sharing the facility, including managing the access to rooms and spaces, challenges with securing and storing their property, issues with maintenance, and parking access.
The Leasing and Licensing Policy 2026 has been adopted by Council and is now in effect. Changes will generally apply when leases or licences are renewed or when new agreements are entered into, rather than affecting existing agreements immediately. The policy will guide future leasing and licensing decisions for Council-owned land and buildings.
Council will continue to work with tenants to explain the policy and support implementation. A review of the Service Fee and Utility Fee model at Moorleigh Community Village will be undertaken separately and reported back to Council.
Community organisations, sporting clubs and local service providers play a vital role in supporting our community to be healthy, connected and included.
Every day, community groups operate from over 90 Council owned buildings and facilities to deliver programs, services and activities that support people of all ages and backgrounds. To help manage these buildings and facilities, we have a Leasing and Licensing Policy.
We're now reviewing the policy and we'd like your feedback on the draft.
The Leasing and Licensing Policy guides how we manage the use of Council owned land and buildings on behalf of the community, so they can be used safely, fairly and in ways that best support community needs.
As custodians of public land and buildings we have a responsibility to manage these assets fairly and responsibly for the benefit of everyone who lives, works and plays in Glen Eira — now and into the future.
The policy sets clear principles for who can use Council facilities, on what terms and for how long, helping ensure spaces are well used and accessible.
We recognise and value the important role that community groups play in strengthening our community and helping people stay active, connected and supported.
The policy aims to help Council facilities deliver long term community benefit and meet changing local needs. It is guided by Council's adopted plans and strategies, including clear expectations around sustainability, safety and respectful use of public land.
Council's property portfolio has evolved over time, legislation and strategies have been updated, and the costs and risks associated with maintaining ageing facilities have increased.
The policy helps us manage the safety, financial and legal risks through guiding principles and legislative compliance.
Please read the draft policy to understand the full range of changes. There is also a version that compares the proposed policy with the current policy.
The below changes are some of those proposed in the draft policy. We are seeking your feedback on the draft policy to understand impacts and improve the policy before it is finalised.
Tenants seeking a new lease at the end of their current agreement would be asked to apply and demonstrate how they meet key selection criteria for their ongoing use of Council property. This change aims to support fair and transparent decision‑making and ensure facilities continue to meet community needs.
We are proposing to have an openly advertised expression of interest process for new tenancies. This would help ensure that decisions about public land are made on merit and in the best interests of the wider community. In some cases, Council may still run targeted processes where a specific community service or provider is needed.
The draft policy proposes updating long‑standing rental and cost settings to better reflect the cost of managing Council facilities. This includes a proposed minimum rental fee for new or renewed community leases and licences.
The proposed annual rental fee in 2026 is $488.05 plus GST, increasing by 3% each year. This aligns with the Valuer General for the Department of Energy, Environment and Climate Action.
Existing leases, licences, fees and conditions remain in place unless and until they expire or are otherwise formally reviewed in line with legal and statutory requirements.
We understand that affordability is a concern for many community organisations and we're looking for your feedback on the proposed approach.
This change is particularly for ground lease tenants who manage their own facilities on Council land. Regular condition audits are proposed to help identify issues early, plan maintenance over time and keep facilities safe and fit for community use.
While the policy outlines Council’s ability to act if buildings fall into serious disrepair, the intent is to encourage early planning, dialogue and risk reduction.
The policy recognises Moorleigh Community Village as Council’s only multi‑purpose community centre. We're proposing some key principles including:
The aim is to address long‑standing equity, transparency and sustainability challenges at Moorleigh.
This includes clearer expectations around sustainability, safety and respectful use of public land. Since the last policy was adopted in 2019, Council's property portfolio has grown and aged, and the legislative framework has evolved.
All occupation of Council land must align with Council's strategic property plan 2025-2030, masterplans and infrastructure planning.
You can share your feedback in one of the following ways:
Have your say by Wednesday 20 May.
Have questions or want to learn more about a project, contact us below:
| Phone | 03 9524 3333 |
|---|---|
| mail@gleneira.vic.gov.au |
