Minutes of Special Council

Special Council: Agenda

29 May 2012 Page 3

Table of Contents / Index

ITEM

NO. ITEM HEADING PAGE

1. OFFICAL OPENING 4

2. ATTENDANCE 4

3. APOLOGIES & NOTIFICATION OF GRANTED LEAVE OF ABSENCE 4

4. DECLARATIONS OF INTEREST:

4.1 Declarations of Financial Interests – Local Government Act Section 5.60a 4

4.2 Declarations of Proximity Interests – Local Government Act Section 5.60b 4

4.3 Declarations of Impartiality Interests – Admin Regulations Section 34c 5

5. PUBLIC QUESTION TIME 5

6. PURPOSE OF MEETING 5

6.1 Consideration of 2012/2013 Community Development Fund Applications 6

6.2 Esperance Tennis Club – Cliffs International Pro Circuit Tournament 14

6.3 Request for Carry Over of CDF from 2011/12 Financial Year Budget to 2012/13

Financial Year Budget 14

6.4 Consideration of Recurrent Funding Protocols 15

6.5 Cannery Arts Centre – Future Responsibility 15

7. CLOSURE 16

SHIRE OF ESPERANCE

MINUTES

OF THE Special Council Meeting
HELD IN Council Chambers ON 29 May 2012.

1. OFFICIAL OPENING

The Shire President declared the meeting open at 9.09am

The President welcomed Councillors, staff, guests and members of the public to the meeting.

2. ATTENDANCE

Members

Cr V Brown Deputy President Rural Ward

Cr N Bowman Rural Ward

Cr P Griffiths Town Ward

Cr R Mansell Town Ward

Cr L McIntyre Town Ward

Cr W Rodgers Town Ward

Cr B Stewart, JP Town Ward

Cr N Walker Rural Ward

Shire Officers

Mr M J (Mal) Osborne Chief Executive Officer

Mr R Hilton Director Community Services

Mr S Burge Director Corporate Services

Mr J Toomey Manager of Recreation & Youth Services

Ms L Horn Community Services Officer

Ms C Spain Minutes Secretary

Members of the Public & Press

3. APOLOGIES & NOTIFICATION OF GRANTED LEAVE OF ABSENCE

Previously Granted Leave of Absence

A leave of absence was previously granted to Councillor Heasman for the period 26 April 2012 to 30 May 2012 inclusive.

4. DECLARATIONS OF INTERESTS:

4.1 Declarations of Financial Interests – Local Government Act Section 5.60a

Nil

4.2 Declarations of Proximity Interests – Local Government Act Section 5.60b

Nil

4.3 Declarations of Impartiality Interests – Admin Regulations Section 34c

Cr Stewart - Ref. CR12-2714 & CR12-2724 Husband is a member of the Mechanical Restoration Group, and Esperance Rotary Club, Ref. CR12-2597 Grandchildren attend Esperance Senior High School, Ref. CR12-2722 Council representative on Senior Citizens Centre Management Committee

Cr Bowman – Ref. CR12-2749 Husband is a member of SEPWA, Ref. CR12-2757 Project Coordinator for Grass Patch Store Restoration and Ref. CR12-2757 Member Grass Patch Community Development Association and coordinator of Grass Patch Yabby Classic.

Cr Brown - Ref. CR12-2749 Member of SEPWA and previous guest speaker at SEPWA Ladies Day, Ref. CR12-2751 Member Esperance Bay Yacht Club, Ref. CR12-2618 Member Condingup P&C

Cr Mansell – Ref. CR12-2393 Member and volunteer St John Ambulance, Ref. CR12-2734 Daughter is a member of the Netball Association

Mr Hilton – Ref. CR12-2751 Member Esperance Bay Yacht Club,

Cr Griffiths – Ref. Cr12-2620 Member of EDRA

5. PUBLIC QUESTION TIME

No members of the public were present at this time.

6. Purpose of Meeting

Suspension of Standing Orders

Moved: Cr Brown

Seconded: Cr McIntyre

S0512-023

That Standing Orders be suspended at 9.12am to allow for consideration of the 2012/2013 Community Development Fund Applications

CARRIED

F8 - A0

Voting Requirements Simple Majority

5 Minute presentations were done by each of the following participants:

Attendees	Organisation	Time left Chambers
Lindy Shipard	Esperance Music Festival	9.20am
Lesa Blackham	Esperance Netball Association	9.24am
Chris Boland	Restore Hope Foundation	9.36am
Anne McAleese	Lingalonga Early Childhood Centre	9.45am
David Rigney, Stewart Wallace and Gordon McWilliams	EDRA	10.30am
John Henderson, Frank Antonelli and Jeff Carter	Esperance mechanical Restoration Group	10.40am
Shannon Gillespie and Rani Stewart	The Cannery Arts Centre	10.45am
Jane Mulcock and Shannon Gillespie	Esperance Community Arts	10.48am
Bob Jones	Esperance Miniature Railway Society	10.54am
Tony Ietto and John Middleton	Esperance Men in Sheds Inc	11.00am
Jo Alerle, Nat Symons	Escare Incorporated	11.03am
Mike Overheu, Kerry Weir	Esperance District Council of Youthcare	11.07am
Brian Pearce	Esperance Community Fundraising Group	11.15am
Richard Fowler, Bev Hoey and Kath Carey	Esperance Aged Care Facility	11.33am
Colin Danks	Veteran Car Club of WA	11.42am
Sandie Gillard	Esperance Nyungar Aboriginal Corporation	11.46am
Alan Timmins, Bob Boord	Esperance Rotary Club	11.51am
Jill Wher, David Campbell	Esperance Tennis Club	12.08am
Marie Fowler	SEPWA	12.15pm

Resumption of Standing Orders

Moved: Cr Walker

Seconded: Cr Griffiths

S0512-024

That Standing Orders be resumed at 1.19pm

CARRIED

F8 - A0

Voting Requirements Simple Majority

Item: 6.1 Consideration of 2012/2013 Community Development Fund Applications

Author/s	Lynda Horn	Community Services Officer
Authorisor/s	Rod Hilton	Director Community Services

File Ref: OAC.19.1.1

Applicant

Community Services

Location/Address

N/A

Executive Summary

Consideration of the 2012/2013 Community Development Fund Applications by the following applicants:

Trim Ref	Applicant Name	Name of project
CR12-2584	Sing Australia Esperance	Community Choir
CR12-2597	Esperance Senior High School P&C Association Inc	Canteen Cash registers
CR12-2648	Esperance Mountain Bike Association	Esperance Mountain Bike Track Skills Area
CR12-2722	Mah Jong Group - Esperance Senior Citizens inc	Purchase three sets of Mah Jong game tiles
CR12-2102	Small Business Centre - South East Coastal	IT Update
CR12-2393	St John Ambulance - Esperance	Oxyviva
CR12-2588	Esperance Croquet Club	The Esperance Croquet Club equipment Purchase
CR12-2661	Esperance Music Festival	Esperance Music Festival 2012
CR12-2734	Esperance Netball Association	Kitchen Upgrade
CR12-2737	Restore Hope Foundation	Hi Ace Van Restoration
CR12-2739	Restore Hope Foundation	Purchase Commercial Fridge
CR12-2742	Esperance Speedway Association Inc	V8 Modified's National title
CR12-2748	Lingalonga Early Years Learning Centre Inc	Educational Gardens Phase 1
CR12-2759	Esperance Small Land Owners Group Inc	ESLOG Website Development and Virtual Market Place
CR12-2620	EDRA	2012 Esperance Sports Star of the Year Award
CR12-2714	Esperance Mechanical Restoration Group	Complete shed floor in concrete EMRG
CR12-2715	Esperance Brass Band Inc	Esperance Brass Brand
CR12-2717	The Cannery Arts Centre	Cannery Arts Centre Maintenance
CR12-2720	Esperance Miniature Railway Society	Clock Tower Courtyard fencing
CR12-2725	Esperance Men in Sheds Inc	Carpentry instruction/teaching
CR12-2736	Escare incorporated	123 Magic Parenting Coaching in Esperance
CR12-2738	Esperance District Council of YouthCare	School Chaplains
CR12-2740	Esperance Community Fundraising Group Inc	Laser Co-Aggulation and Capsulotomy instruments
CR12-2741	Esperance Community Arts & Cannery Arts Centre	Esperance Community Arts and Cannery Arts Centre projects and Programs
CR12-2743	Esperance Hockey Association	Esperance Hockey Ground Lights
CR12-2745	Esperance Aged Care Facility	Extensions EACF (Hostel)
CR12-2747	Lingalonga Early Years Learning Centre Inc	Operation Kitchen Clean up
CR12-2751	Esperance Bay Yacht Club	Renovation and refit of clubrooms
CR12-2756	Veteran Car Club of WA	VCC Club Room
CR12-2758	Grass Patch Community Development Association	Grass Patch Store Restoration
CR12-2574	Esperance Nyungar Aboriginal Corporation	Esperance NAIDOC
CR12-2618	Condingup P&C Community Fair	Condingup P&C Community Fair
CR12-2724	Esperance Rotary Club	2013 Australia Day Celebrations
CR12-2744	Esperance Tennis Club	Cliffs Tennis International 2012
CR12-2749	South East Premium Wheat Growers Association - Ladies Committee	SEPWA Ladies Day - "Celebrating Agriculture"
CR12-2754	Festival of the Wind	2013 Festival of the Wind
CR12-2757	Grass Patch Community Development Association	Grass Patch Yabby Classic

Recommendation in Brief

That Council allocates Community Development Funding as per the schedule of 2012/2013 Community Development Fund Applications

Background

This is the twelfth round of Community Development Funding (CDF). The CDF program enables community groups, non-profit organisations, outstanding individuals and event organisers to seek financial assistance toward a range of programs in an organised and equitable manner. Formerly, applications were received by Council on an ad hoc basis throughout the year.

The CDF program was widely advertised on local radio, print media, public notice boards and Shire website where the application form could be downloaded in Word format. One-on-one communication between the Community Services Officer and potential applicants assisted those who required help understanding and completing the form.

A total of 38 applications were received by due date of 4 May 2012.

All applicants were provided with the Community Development Fund Criteria, stating the principle guiding assessment criteria:

“Eligible organisations and individuals will be ranked and prioritised by examining each of the following issues:

· Ability to achieve tangible outcomes for the benefit of the Shire of Esperance community.

· Relevance to the Shire of Esperance Strategic Action plan goals and priorities

· Levels of volunteer participation and wider community participation

· Funding history and profile, and capacity to make a significant financial or in-kind contribution to the project.

· Other state/federal funding available to the applicant.

The fundamental funding principle applied to all submissions is the requirement for a minimum one-third contribution from the applicant organisation. Some applicants have requested a 50/50 funding split. Applicants were also requested to state which key “Shire of Esperance Strategic Action plan” Community Vision Statement their proposed project would contribute to. This will assist Council assess the benefit of each project in the context of the Shire’s Strategic Plan.

Assessment Protocols:

1. Shire staff in assessing each application have taken into consideration that CDF is a funding source of last resort. Applicants failing to demonstrate in their applications that they have attempted to source funding elsewhere have been downgraded in priority.

2. All applicants have been assessed against the satisfactory acquittal of previous grants. A few of the current applicants have not yet acquitted their previous funding, however they have been advised to do so prior to 30 June 2012. All outstanding acquittals will be followed up accordingly.

3. Applicants also seeking CSRFF funding have been restricted to a 1/3 funding commitment from Council.

Councillors have been provided with a confidential Assessment Matrix, attachment ‘A’, summarising each application and recommended grant amount, under separate cover. The objective of this exercise is to:

1. Raise Council awareness of strategic relevance that may apply to a project, with reference where applicable to Community Vision Statements.

2. Compliance with Assessment Criteria and Funding Principles

3. Objective assessment of broad project benefits

4. Recommendations – Approve, Reject or consider for alternative funding opportunity.

5. Recommended Funding Allocation

The Matrix separates applications into three categories.

(A) Minor Grants – Requests under $500

(B) Ad Hoc Grants – Over $500 but less than $2000

(D) Event Sponsorship

Officer’s Comment

Please refer to the CDF Matrix for individual assessments.

Annual Community Funding Allocations

At the Ordinary Council Meeting on the 27 March 2012, it was resolved that Council commit up to $250,000 to the CDF for the 2012/2013 financial year (refer Council Resolution O0312- 006).

In addition to CDF applications, Council has previously committed to retaining a proportion of funding for annual distribution under the Community Arts and Activities Fund and Public Relations and Donations Fund.

Council has also previously included commitments to CSRFF sporting & recreation grants into the CDF program. None of the applications received during this round of funding are subject to or requesting matching funding from CSRFF.

Each year the Indoor Sports Stadium is allocated a subsidy of $5,000 from the Community Development Fund. This amount has been included in the 2012/2013 allocations;

Officer’s Recommendation:

That following allocation schedule for the 2012/2013 Community Development Fund be included in the 2012/2013 Budget:

1. Ad Hoc Public Relations and Donations $12,000

2. Community Arts and Activities Fund $12,000

3. Indoor Sports Stadium Subsidy $ 5,000

Pre Committed Funding:

· Council resolved at the All Purpose Committee Meeting on 17 April 2012 Res: AP0412-004 and adopted at the Ordinary Council meeting on 24 April 2012 Res: O0412-019, that it supports the concept of the PCYC livALIVE program being introduced into Esperance and allocates $10,000 as a contribution towards a youth needs analysis study in partnership with PCYC as a preliminary requirement to identify the services required to meet the needs of youth in the region and to determine the eligibility of Esperance for the PCYC livALIVE program.

Taking pre-committed funding into account a funding pool of up to $211,000 remains available for distribution to community groups.

Consultation

Shire Staff

Financial Implications

N/A

Asset Management Implications

N/A

Statutory Implications

N/A

Policy Implications

N/A

Strategic Implications

Strategic Action Plan 2007 - 2027

· People Lifestyle and Community

· Environment

· Sustainable Development and Employment

· Education

Environmental Considerations

N/A

Attachments

a.	2012-2013 CDF Matrix - Under Separate Cover
b.	Public Participation List

Officer’s Recommendation

Moved: Cr Stewart

Seconded: Cr Griffiths

That Council adopts the following allocation schedule for the 2012/2013 Community Development Fund be included in the 2012/2013 Budget:

1. Public Relations and Donations $12,000

2. Community Arts and Activities Fund $12,000

3. Indoor Sports Stadium Subsidy $ 5,000

Voting Requirement Absolute Majority

Amendment

Moved: Cr Rodgers

Seconded: Cr Walker

S0512-025

That Council adopts the following allocation schedule for the 2012/2013 Community Development Fund be included in the 2012/2013 Budget:

1. Public Relations and Donations $15,000

2. Community Arts and Activities Fund $10,000

3. Indoor Sports Stadium Subsidy $ 5,000

LOST

F2 - A6

Against: Cr Brown, Cr McIntyre, Cr Stewart, Cr Griffiths, Cr Mansell, Cr Bowman

Voting Requirement Absolute Majority

S0512-026

The substantive motion was put:

That Council adopts the following allocation schedule for the 2012/2013 Community Development Fund be included in the 2012/2013 Budget:

1. Public Relations and Donations $12,000

2. Community Arts and Activities Fund $12,000

3. Indoor Sports Stadium Subsidy $ 5,000

CARRIED

F8 – A0

Voting Requirement Absolute Majority

Taking pre-committed funding of $10,000 to the PCYC livALIVE program into account a funding pool of up to $211,000 remains available for distribution to community groups.

Officer’s/Committee Recommendation

Moved: Cr McIntyre

Seconded: Cr Griffiths

S0512-027

That Council adopt the following allocation of funds to be distributed in accordance with the guidelines of the Community Development Fund for inclusion in the 2012/2013 financial year budget:

Applicant Name	Name of project	Allocation
Sing Australia Esperance	Community Choir	$0 – refer to Adhoc Public Relations & Donations Fund
Esperance Senior High School P&C Association Inc	Canteen Cash registers	$0 – refer to Adhoc Public Relations & Donations Fund
Esperance Mountain Bike Association	Esperance Mountain Bike Track Skills Area	$500.00
Mah Jong Group - Esperance Senior Citizens inc	Purchase three sets of Mah Jong game tiles	$0 Recommend group to seek funding from other sources
Small Business Centre - South East Coastal	IT Update	$0 No applicant contribution.
St John Ambulance - Esperance	Oxyviva	$1,880.00
Esperance Croquet Club	The Esperance Croquet Club equipment Purchase	$0 No applicant contribution.
Esperance Music Festival	Esperance Music Festival 2012	$2,000.00 Review prior to next year by requesting an exit strategy to remove reliance on CDF.
Esperance Netball Association	Kitchen Upgrade	$2,000.00
Restore Hope Foundation	Hi Ace Van Restoration	$1856.00
Restore Hope Foundation	Purchase Commercial Fridge	$1,650.00
Esperance Speedway Association Inc	V8 Modified's National title – Club shirts	$0 Members responsibility.
Lingalonga Early Years Learning Centre Inc	Educational Gardens Phase 1	$0 Support by non cash contribution of materials via community assistance account
Esperance Small Land Owners Group Inc	ESLOG Website Development and Virtual Market Place	$0 Existing functional web site.
EDRA	2012 Esperance Sports Star of the Year Award	$4,000.00 Review prior to next year by requesting an exit strategy to remove reliance on CDF.
Esperance Mechanical Restoration Group	Complete shed floor in concrete EMRG	$10,000.00 Recommend VCC and EMRG discuss future options for shared facilities.
Esperance Brass Band Inc	Esperance Brass Brand	$5,000.00 Review prior to next year by requesting an exit strategy to remove reliance on CDF.
The Cannery Arts Centre	Cannery Arts Centre Maintenance	$10,000.00 Review prior to next year by requesting an exit strategy to remove reliance on CDF.
Esperance Miniature Railway Society	Clock Tower Courtyard fencing	$2,000.00 Quotes appear excessive.
Esperance Men in Sheds Inc	Carpentry instruction/teaching	$4,000.00 Recommend to group to apply for infrastructure or equipment in future, stipulate this is a one off labour provision. Provide information of other funding avenues.
Escare incorporated	123 Magic Parenting Coaching in Esperance	$4,300.00
Esperance District Council of YouthCare	School Chaplains	$0 Council previously advised Education Dept. would accept responsibility.
Esperance Community Fundraising Group Inc	Laser Co-Aggulation and Capsulotomy instruments	$5,000.00
Esperance Community Arts & Cannery Arts Centre	Esperance Community Arts and Cannery Arts Centre projects and Programs	Cannery Arts $35,000.00 ECA $16,500.00 Shire Art Collection $3,500.00
Esperance Hockey Association	Esperance Hockey Ground Lights	1/3 project costs up to $15,000.00 on condition that DSR funding is approved and onsite power capacity is available
Esperance Aged Care Facility	Extensions EACF (Hostel)	$10,000.00 Support Funding to assist in the planning and design of the proposed extension.
Lingalonga Early Years Learning Centre Inc	Operation Kitchen Clean up	$2860.00 Support 50% Funding - no applicant contribution.
Esperance Bay Yacht Club	Renovation and refit of clubrooms	$10,000.00
Veteran Car Club of WA	VCC Club Room	$10,000.00 Support Seed Funding - on receipt of a business plan and proof of other funding being sourced and secured. Recommend VCC and EMRG discuss future options for their current location.
Esperance Nyungar Aboriginal Corporation	Esperance NAIDOC	$2,500.00 Support 50% Funding for venue hire - Subject to the event proceeding.
Condingup P&C Community Fair	Condingup P&C Community Fair	$2,000.00 Review prior to next year by requesting an exit strategy to remove reliance on CDF.
Esperance Rotary Club	2013 Australia Day Celebrations	$5,000.00 Advise Rotary of other support provided by Shire in supporting this event.
Esperance Tennis Club	Cliffs Tennis International 2012	$15,000.00 3 Yr commitment approved, subject to seeking other avenues of funding after this term to remove reliance on CDF.
South East Premium Wheat Growers Association - Ladies Committee	SEPWA Ladies Day - "Celebrating Agriculture"	$2,000.00 Investigate potential to share some costs by utilising guest speaker for Shire training purposes and/or staff attendance at event.
Festival of the Wind	2013 Festival of the Wind	$10,000.00 Funding same as previous year. Review prior to next year by requesting an exit strategy to remove reliance on CDF.
Grass Patch Community Development Association	Grass Patch Yabby Classic	$2,000.00 Review prior to next year by requesting an exit strategy to remove reliance on CDF.

CARRIED

F8 – A0

Voting Requirement Absolute Majority

Cr Bowman declared an impartiality interest in the following item and chose to leave the meeting at 3.41pm

Committee Recommendation:

Moved: Cr. Walker

Seconded: Cr Stewart

S0512-028

That Council adopt the following allocation of funds to be distributed in accordance with the guidelines of the Community Development Fund for inclusion in the 2012/2013 financial year budget:

Grass Patch Community Development Association

Grass Patch Store Restoration

$15,000.00

CARRIED

F7 – A0

Voting Requirement Absolute Majority

Cr Bowman rejoined the meeting at 3.42pm

ITEM 6.2 ESPERANCE TENNIS CLUB – CLIFFS INTERNATIONAL PRO CIRCUIT TOURNAMENT

Committee Recommendation:

Moved: Cr Stewart

Seconded: Cr Griffiths

S0512-029

That in addition to an allocation of $15,000 from Community Development Funds to the Cliffs International Tennis Pro Circuit Tournament for the 2012/13 financial year, Council gives a further commitment to fund the tournament $15,000 during the 2013/14 financial year and $15,000 in the 2014/15 financial year.

CARRIED

F8 – A0

Voting Requirement Absolute Majority

Item 6.3 REQUESTS FOR CARRY OVER OF CDF FROM 2011/12 FINANCIAL YEAR BUDGET TO 2012/13 FINANCIAL YEAR BUDGET

Committee Recommendation:

Moved: Cr Rodgers

Seconded: Cr Walker

S0512-030

That Community Development Funds allocated for expenditure during the 2011/12 financial year to the following groups be carried forward for expenditure during the 2012/13 financial year:

Gibson Football Club $15,000
Salmon Gums Development Group $20,000
Esperance Bay Yacht Club $10,000

CARRIED

F8 – A0

Voting Requirement Absolute Majority

Item 6.4 CONSIDERATION OF RECURRENT FUNDING PROTOCOLS

Committee Recommendation:

Moved: Cr Rodgers

Seconded: Cr Bowman

S0512-031

That the CEO prepare a report to Council containing a strategy to address the future funding requirements of organisations currently supported by an annual allocation from the community development fund with a view to reducing those organisations dependence on Council’s financial support.

CARRIED

F8 – A0

Voting Requirement Simple Majority

Item 6.5 CANNERY ARTS CENTRE – FUTURE RESPONSIBILITY

Committee Recommendation

Moved: Cr Stewart

Seconded: Cr McIntyre

S0512-032

That the CEO prepares a report to Council:

1. Detailing the current obligations of Council and the Cannery Arts Centre Management Committee in the management and operation of the Cannery Arts Centre; and

2. Including a strategy to reduce the Cannery’s dependence on Council for future funding.

CARRIED

F8 – A0

Voting Requirement Simple Majority