12 September 2013

 

 

 

 

 

Shire of Esperance

 

 

Ordinary Council

NOTICE OF AGENDA BREIFING

An Agenda Breifing Session of the Shire of Esperance will be held at Council Chambers on 17 September 2013 commencing at 10.30am to consider the matters set out in the attached agenda.

 

 

Ordinary Council

NOTICE OF MEETING AND AGENDA

 

An Ordinary Council meeting of the Shire of Esperance will be held at Council Chambers on 24 September 2013 commencing at 4.00pm to consider the matters set out in the attached agenda.

 

W M (Matthew) Scott

Chief Executive Officer

 

 

 

 

 

 

 

DISCLAIMER

 

No responsibility whatsoever is implied or accepted by the Shire of Esperance for any act, omission or statement or intimation occurring during Council or Committee meetings. The Shire of Esperance disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting does so at that person’s or legal entity’s own risk.

 

In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by a member or officer of the Shire of Esperance during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Esperance. The Shire of Esperance warns that anyone who has any application lodged with the Shire of Esperance must obtain and should only rely on written confirmation of the outcome of the application, and any conditions attaching to the decision made by the Shire of Esperance in respect of the application.

 

 

 

ETHICAL DECISION MAKING AND CONFLICTS OF INTEREST

 

Council is committed to a code of conduct and all decisions are based on an honest assessment of the issue, ethical decision-making and personal integrity. Councillors and staff adhere to the statutory requirements to declare financial, proximity and impartiality interests and once declared follow the legislation as required.

      

ATTACHMENTS

 

Please be advised that in order to save printing and paper costs, all attachments referenced in this paper are available in the original Agenda document for this meeting.

 

 

 

 

Name of Person Declaring the Interest:

Position:                                                   Date of Meeting:

This form is provided to enable members and officers to disclose an Interest in the matter in accordance with the regulations of Section 5.65, 5.70 and 5.71 of the Local Government Act and Local Government (Administration) Regulation 34C.

Interest Disclosed   Item No:   Subject:   Nature of Interest:   Type of Interest:            Financial                  Proximity                Impartiality

Interest Disclosed   Item No:   Subject:   Nature of Interest:   Type of Interest:            Financial                  Proximity                Impartiality

Interest Disclosed   Item No:   Subject:   Nature of Interest:   Type of Interest:            Financial                  Proximity                Impartiality

 

Signature:                                                                   Date:

Office Use Only: Entered into interest Register:                                                                           Officer                                          Date

 

 

 

 

A member who has a Financial Interest in any matter to be discussed at a Council or Committee Meeting, which will be attended by the member, must disclose the nature of the interest:

a)  In a written notice given to the Chief Executive Officers before the Meeting or;

b)  At the Meeting, immediately before the matter is discussed.

A member, who makes a disclosure in respect to an interest, must not:

c)  Preside at the part of the Meeting, relation to the matter or;

d)  Participate in, or be present during any discussion or decision-making procedure relative to the matter, unless to the extent that the disclosing member is allowed to do so under Section 5.68 or Section 5.69 of the Local Government Act 1995.

Notes on Financial Interest (For your Guidance)

The following notes are a basic guide for Councillors when they are considering whether they have a Financial Interest in a matter.

1.  A Financial Interest requiring disclosure occurs when a Council decision might advantageously or detrimentally affect the Councillor or a person closely associated with the Councillor and is capable of being measured in money terms. There are expectations in the Local Government Act 1995 but they should not be relied on without advice, unless the situation is very clear.

2.  If a Councillor is a member of an Association (which is a Body Corporate) with not less than 10 members i.e sporting, social, religious ect, and the Councillor is not a holder of office of profit or a guarantor, and has not leased land to or from the club, i.e, if the Councillor is an ordinary member of the Association, the Councillor has a common and not a financial interest in any matter to that Association.

3.  If an interest is shared in common with a significant number of electors and ratepayers, then the obligation to disclose that interest does not arise. Each case need to be considered.

4.  If in doubt declare.

5.  As stated in (b) above, if written notice disclosing the interest has not been given to the Chief Executive Officer before the meeting, then it must be given when the matter arises in the Agenda, and immediately before the matter is discussed.

6.  Ordinarily the disclosing Councillor must leave the meeting room before discussion commences. The only exceptions are:

6.1    Where the Councillor discloses the extent of the interest, and Council carries a motion under s.5.68(1)(b)(ii) of the Local Government Act; or

6.2    Where the Minister allows the Councillor to participate under s.5.69(3) of the Local Government Act, with or without conditions.

 

 

 

 

 

Interests Affecting Proximity

1)  For the purposes of this subdivision, a person has a proximity interest in a matter if the matter concerns;

a)       a proposed change to a planning scheme affecting land that adjoins the person’s land;

b)       a proposed change to the zoning or use of land that adjoins the person’s land; or

c)       a proposed development (as defined in section 5.63(5)) of land that adjoins the person’s land.

2)  In this section, land (the proposal land) adjoins a person’s land if;

a)       The proposal land, not being a thoroughfare, has a common boundary with the person’s land;

b)       The proposal land, or any part of it, is directly across a thoroughfare from, the person’s land; or

c)       The proposal land is that part of a thoroughfare that has a common boundary with the person’s land.

3)  In this section a reference to a person’s land is a reference to any land owned by the person or in which the person has any estate or interest.

Interests Affecting Impartiality

Definition:  An interest that would give rise to a reasonable belief that the impartiality of the person having the interest would be adversely affected, but does not include an interest as referred to in Section 5.60 of the ‘Act’.

A member who has an Interest Affecting Impartiality in any matter to be discussed at a Council or Committee Meeting, which will be attended by the member, must disclose the nature of the interest;

a)  In a written notice given to the Chief Executive Officers before the Meeting or;

b)  At the Meeting, immediately before the matter is discussed.

Impact of an Impartiality Closure

There are very different outcomes resulting from disclosing an interest affecting impartiality compared to that of a financial interest. With the declaration of a financial interest, an elected member leaves the room and does not vote.

With the declaration of this new type of interest, the elected member stays in the room, participates in the debate and votes. In effect then, following disclosure of an interest affecting impartiality, the member’s involvement in the Meeting continues as if no interest existed.

 

 

 

 

 

THIS PAGE HAS INTENTIONALLY BEEN LEFT BLANK

 

 

 

 

 

TABLE OF CONTENTS

 

 

1.         OFFICIAL OPENING   9

2.         ATTENDANCE  9

3.         APOLOGIES & NOTIFICATION OF GRANTED LEAVE OF ABSENCE  9

4.         APPLICATIONS FOR LEAVE OF ABSENCE  9

5.         ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION   9

6.         DECLARATION OF MEMBERS INTERESTS  9

6.1      Declarations of Financial Interests – Local Government Act Section 5.60a  10

6.2      Declarations of Proximity Interests – Local Government Act Section 5.60b  10

6.3      Declarations of Impartiality Interests – Admin Regulations Section 34c  10

7.         Citizen of the Month   10

Nil

8.         PUBLIC QUESTION TIME  10

9.         PUBLIC ADDRESSES / DEPUTATIONS  10

10.      Petitions  10

Nil

11.      CONFIRMATION OF MINUTES  10

12.      MATTERS REQUIRING A DETERMINATION OF COUNCIL  11

12.1   Development Services  11

12.1.1    Delegations under Section 39 of the Liquor Control Act 1988  11

12.2   Engineering Services  15

12.2.1    Street Tree Policy  15

12.3   Corporate Services  23

12.3.1    Material Variance Reporting - Monthly Financial Reporting  23

12.3.2    Transfer of Lease - Old Matron's Quarters - Museum Village  26

12.3.3    Financial Services Report - August 2013  30

12.4   Community Services  32

12.4.1    Community Arts and Activities Funding  32

12.4.2    Esperance Taekwondo Academy - Request for Hire Fee Review   45

12.4.3    Esperance Skate Park- Maintenance Requirements  48

12.5   Executive Services  52

12.5.1    Change of Dates for October Agenda Briefing and Ordinary Council Meeting  52

12.5.2    Information Bulletin - 24 September 2013  54

12.5.3    Local Government Reform - Proposed Removal of Poll Provisions  132

14.      Reports Of Committees  139

          14.1  Esperance Tourism Development Plan 2013 - 2018

15.      MEMBERS QUESTIONS WITH OR WITHOUT NOTICE  171

16.      URGENT BUSINESS APPROVED BY DECISION   171

17.      MATTERS BEHIND CLOSED DOORS  172

17.1   Seafront Caravan Park  172

18.      PUBLIC QUESTION TIME  173

19.      CLOSURE  173

 

 

 

 

1.       OFFICIAL OPENING

 

2.       ATTENDANCE

 Members

Cr M Heasman                                  President                  Town Ward

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 W M (Matthew) Scott                   Chief Executive Officer

Mr S Burge                                       Director Corporate Services

Mr G Harris                                       Director Engineering Services

Mr R Hilton                                       Director Community Services

Mr R Hindley                                    Director Development Services

Mr S McKenzie                                 Manager Engineering Administration

Mrs B O’Callaghan                            Manager Financial Services

Mr P Stanley                                     Manager Planning Services

Ms A Fitzgerald                                Minutes Secretary

 

Members of the Public & Press

 

 

3.       APOLOGIES & NOTIFICATION OF GRANTED LEAVE OF ABSENCE

 

4.       APPLICATIONS FOR LEAVE OF ABSENCE

 

5.       ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION

 

6.       DECLARATION OF MEMBERS INTERESTS

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

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

6.3     Declarations of Impartiality Interests – Admin Regulations Section 34c

 

7.       Citizen of the Month

Nil  

 

8.       PUBLIC QUESTION TIME

 

9.       PUBLIC ADDRESSES / DEPUTATIONS

 

10.     Petitions

Nil  

11.     CONFIRMATION OF MINUTES

That the Minutes of the Ordinary Council Meeting of the 27 August 2013, and the Special Council Meeting of the 3 September 2013 be confirmed as true and correct records. Voting Requirement                       Simple Majority

 

Officer’s Recommendation

That the minutes (included in the Councillors Information Bulletin – August  2013) of the following

1. GVROC Council Meeting – 8 Augusst  2013
2. GVROC Council Meeting-27 August 2013
3. Esperance Tourism Development Plan 2013-2018

 

Be received.

Voting Requirement                       Simple Majority

12.     MATTERS REQUIRING A DETERMINATION OF COUNCIL

 

12.1   Development Services

Item: 12.1.1  

 

Delegations under Section 39 of the Liquor Control Act 1988

 

Author/s	Peter Stanley	Manager Planning Services
Authorisor/s	Richard Hindley	Director Development Services

 

File Ref: F12/256

 

Applicant

Development Services

 

Location/Address

N/A

 

Executive Summary

This report requests that Council delegates to the CEO the power to issue certificates covering health and building compliance under Section 39 of the Liquor Control Act 1988.

 

Recommendation in Brief

That Council delegates the issuing of certificates under Section 39 of the Liquor Control Act 1988 to the Chief Executive Officer as detailed in Attachment A of this report.

 

Background

Section 5.42 of the Local Government Act 1995 (the Act) provides authority to a local government to delegate to the CEO any of its powers or the discharge of any of its duties under the Act other than those referred to in section 5.43.

 

Applications made to the licensing authority for the grant or removal of a liquor license, or for a change in the use or condition of any premises are required to be accompanied by a certificate from the local government for the district covering planning, health and building compliance under Sections 39 and 40 of the Liquor Control Act 1988.

 

Currently the 2013/2014 Delegated Authority Register contains the following delegation to the CEO under Section 4.1 General Administration Powers:

 

“Issue Liquor Licensing Act Section 40 Certificates regarding compliance with planning laws.”

 

There is no corresponding delegation for Section 39 Certificates.

 

Officer’s Comment

Whilst Section 5.46(2) of the Act requires delegations to be formally reviewed annually, this does not preclude local governments from amending or enabling new delegations on an ad-hoc basis as required throughout the year.

 

The issuing of Section 39 Certificates is a normal operational requirement of local government.  Delegations from the Council to the CEO to issue Section 39 Certificates will assist in delivering efficient services to the community.  In the absence of a delegation, the Council will be required to assess every application.

 

An application made to the licensing authority for the grant or removal of a liquor licence, or for a change in the use or condition of any premise is required to be accompanied by a certificate from the local government for the district covering health and building compliance under Section 39 of the Liquor Control Act 1988.

 

The certificate under Section 39 of the Liquor Control Act 1988 is required to state —

(a)  whether or not the premises comply with all relevant requirements of —

(i)         the Health Act 1911; and

(ia)     the Food Act 2008; and

(ii)        any written law applying to the sewerage or drainage of those premises; and

(iii)       the Local Government Act 1995; and

(iv)       the Building Act 2011;

and

(b)  where the premises do not so comply, the manner in which the premises could be made to comply or that the premises could not reasonably be made to comply.

 

The certificate under Section 39 is required to state that the proposed use of the premises —

(a)  will comply with the requirements of the written laws relating to planning specified; or

(b)  would comply with the requirements specified if consent were to be given by a specified authority, if it is known whether that authority will give the consent, and what specified conditions or specifications should be, or are likely to be, imposed; or

(c)  will not comply with the requirements specified for the reasons specified.

 

Consultation

Development Control Unit

 

Financial Implications

Nil

 

Asset Management Implications

Nil

 

Statutory Implications

Section 5.42 of the Local Government Act 1995 enables the Council to delegate some powers or duties to the CEO.

 

Policy Implications

Nil

 

Strategic Implications

Strategic Community Plan 2012-2022

 

Economic

 

3.8     Facilitate and guide high quality and efficient building and development across the Shire.

 

Civic Leadership

 

4.6     Employees actively contribute to improved operational service delivery and ensure excellent customer service

 

Corporate Business Plan 2013/2014 – 2016/2017

 

Action 3.8.6 Manage Development Services.

 

Environmental Considerations

Nil

 

 

Attachments

aView.

Instrument of Delegation - Section 39

 

 

Officer’s Recommendation That Council delegates the issuing of certificates under Section 39 of the Liquor Control Act 1988 to the Chief Executive Officer as detailed in Attachment A of this report. Voting Requirement                       Simple Majority

 

 

 

 

12.2   Engineering Services

Item: 12.2.1  

 

Street Tree Policy

 

Author/s	Sam Morrison	Business Improvement Analyst
Authorisor/s	Gavin Harris	Director Engineering Services

 

File Ref: x

 

Applicant

Internal

 

Location/Address

Shire of Esperance

 

Executive Summary

For Council to adopt a policy which aims to preserve and protect existing street trees and for the provision of new street trees and to provide a structure for all management practices such as pruning and other operational tasks.

 

Recommendation in Brief

That Council adopt the Street Tree policy.

 

Background

Street trees play an important role in promoting a positive environment in the street along with improved amenity. Currently there is no policy which provides guidance to the Council and staff in relation to the retention and management in a consistent manner. A presentation was given to Council at a briefing session held on 16 April 2013 titled “Tree Management Presentation”. At the Ordinary Council meeting held 25 June 2013, Council made a recommendation to advertise the draft Street Tree Policy for public comment.

 

Officer’s Comment

Street trees are important to creating positive environment and amenity to a street and public areas. At this point there is no policy which provides a consistent approach to the overall management of street trees in particular;

-     Pruning

-     Planting/establishment

-     Retention/removal

-     Species selection

-     Building/planning

 

It is important to have a policy which can be referred to by the Council and staff when dealing with the public which provides a clear and consistent approach and also provide direction for future plantings and improvement. Also of importance is to have a clear approach to the treatment of street trees which maybe involved in both planning and building applications. Trees can be lost after the approval stage due to conflict with house design or property access. Where a tree exists in a verge of a property subject to approval, the site plan needs to highlight the presence of a street tree to be considered early in the process to assist with tree retention where possible.

 

 

 

 

The draft policy was subject to public comment. There was one submission received which commented on a number of points which were addressed in the draft policy.

 

The comments received were by nature operational issues rather than policy issues. The points raised however are relevant and are listed below with comments.

 

Submission Comment	Officers Comments
Select suitable species that meet required criteria	Tree species selection is crucial to the success of tree survival and presentation. A list of criteria is being prepared to address this issue
Grow what grows and meets a design criteria.	A list of the species has been prepared from observations of trees growing successfully under the local climate. Other tree species will also be considered that meet the criteria.
A better detailed establishment protocol is required for seedlings, advanced stock etc.	Improved establishment procedures are currently being implemented.
Pruning techniques and pruning quality.	Trees should only be pruned where a need has been established. Improved pruning decisions and outcomes have been identified as a major issue and improved planning techniques are being considered along with training of staff and discussions with contractors. A pruning specification will be prepared.

 

 

Consultation

Executive Management Group

Council Briefing Session

Community Consultation

 

Financial Implications

No additional funds will be required at this point. Should the policy be adopted costings will need to be prepared for both planting programs in existing streets and new sub divisions.

 

Asset Management Implications

An improved approach to the management of street trees can only improve the quality of street trees.

 

Statutory Implications

Nil

 

Policy Implications

A Street Tree Policy will provide ongoing direction for the care and maintenance of street trees.

 

Strategic Implications

Strategic Community Plan 2012-2022

 

Environment

Theme 2: Environment – Our environment, resources management and services

 

Environmental Considerations

The improved management and retention of street trees can only have a positive impact on the environment.

 

 

Attachments

aView.

Street Trees Policy

 

 

Officer’s Recommendation   That Council adopt the Street Trees Policy. Voting Requirement                       Simple Majority

 

 

 

 

12.3   Corporate Services

Item: 12.3.1  

 

Material Variance Reporting - Monthly Financial Reporting

 

Author/s	Beth O'Callaghan	Manager Financial Services
Authorisor/s	Shane Burge	Director Corporate Services

 

File Ref: F13/639

 

Applicant

Internal

 

Location/Address

Shire of Esperance

 

Executive Summary

This report is seeking Council endorsement for the setting of the material variance reporting for the monthly financial report.

 

Recommendation in Brief

That Council, for the 2013-14 financial year adopts a variance in the Statement of Financial Activity of $100,000 or 10% (whichever is the lesser) for the reporting of variances between the year to date budget and year to date actual information to be considered material for disclosure purposes.

 

Background

Amendments to the Financial Management Regulations 1996 were gazetted on 31 March 2005 and included changes to the monthly reporting requirements of local governments, effective from 1 July 2005.  Regulation 34 of the Financial Management Regulations now require a local government to prepare a monthly Statement of Financial Activity, reporting on the sources and applications of funds for that month and to report on any material variances occurring between the actual and budgeted results with the intention of establishing a minimum standard across the industry.

 

The Local Government (Financial Management) Regulations 1996 R34 (5) require that each financial year, a local government is to adopt a percentage or value, calculated in accordance with AAS, to be used in statements of financial activity for reporting material variances.

 

The current materiality level as set by Resolution O0812-032 is $100,000 or 10% (whichever is the lesser).

 

Officer’s Comment

Local Government (Financial Management) Regulation 34 (5) requires that each financial year a local government adopts a percentage or value, calculated in accordance with AAS5, to be used in statement of financial activity for reporting material variances.  AAS5 is the abbreviation for Australian Accounting Standard number 5, Materiality.

 

AAS5 states that “information is material if its omission, misstatement or non-disclosure has the potential to adversely affect decisions about the allocation of scarce resources made by users of the financial report or the discharge of accountability by the management or governing body of the entity”.  AAS5 also states that “quantitative thresholds used as guidance for determining the materiality of any amount of an item must, of necessity, be drawn at arbitrary levels.  Materiality is a matter of professional judgment influenced by characteristics of the entity and the perceptions as to who are, or likely to be, the users of the financial reports, and their information needs”.

AAS5 provides some guidance as to what may be regarded as a material amount when dealing with the balance sheet, operating statement and statement of cashflow when it states an amount which is equal to or greater than 10 per cent of the base amount may be considered to be material while an amount less than or equal to 5 per cent may not be material, unless in both cases there is a convincing argument to the contrary.

On the basis of this guidance and having regard to the fact that the users of this financial information are management and Council requiring assistance with making management decisions, then 10 per cent would be a reasonable lower limit for highlighting material variances. However, this limit could be adjusted in the future if necessary and the use of this limit also does not preclude reporting lesser variances if it is considered their disclosure would be of benefit to the user of the financial report.

Having regard to the guidelines established in Accounting Standard AASB 1031 and considering the financial characteristics of the Shire of Esperance, it is recommended that the current materiality level remains appropriate and should be maintained for the 2013/14 financial year.

 

Consultation

Nil

 

Financial Implications

Whilst there are no immediate financial implications, the adoption of a materiality level has the potential to affect future decision-making and accountability. Reports showing year to date financial performance allows monitoring of actual expenditure, revenue and overall results against budget targets.

 

Asset Management Implications

Nil

 

Statutory Implications

Section 6.4 of the Local Government Act 1995 specifies that a local government is to prepare such other financial reports as are prescribed.

Regulation 34 of the Local Government (Financial Management) Regulations 1996 states:

(1) A local government is to prepare each month a statement of financial activity reporting on the revenue and expenditure, as set out in the annual budget under regulation 22(1)(d), for that month in the following detail:

(a) Annual budget estimates, taking into account any expenditure incurred for an additional purpose under section 6.8(1)(b) or (c);

(b) Budget estimates to the end of the month to which the statement relates;

(c) Actual amounts of expenditure, revenue and income to the end of the month to which the statement relates;

(d) Material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) the net current assets at the end of the month to which the statement relates.

 

Sections 2, 3, 4 and 5 prescribe further details of information to be included in the monthly statement of financial activity.

 

Policy Implications

Nil

 

Strategic Implications

Strategic Community Plan 2012-2022

 

Theme:       Civic Leadership

Strategy:     4.5 Be innovative in the management of Shire operations, services, staff and resources to create a resilient and financially stable Shire.

 

Corporate Business Plan 2013/2014 – 2016/2017

Action:        4.5.15 Manage Financial Services

 

Environmental Considerations

Nil

 

Attachments

Nil

 

Officer’s Recommendation That Council, for the 2013-14 financial year adopts a variance in the Statement of Financial Activity of $100,000 or 10% (whichever is the lesser) for the reporting of variances between the year to date budget and year to date actual information to be considered material for disclosure purposes. Voting Requirement                       Simple Majority

 

 

Item: 12.3.2  

 

Transfer of Lease - Old Matron's Quarters - Museum Village

 

Author/s	Jennifer Parry	Manager Administration Services
Authorisor/s	Shane Burge	Director Corporate Services

 

File Ref: F13/787

 

Applicant

Wendy Massam & Delcia Hubble

 

Location/Address

Old Matron’s Quarters – Museum Village 52 & 54 (Lots 57 & 58) Dempster Street, Esperance

Executive Summary

For Council to consider re-assigning the lease on the Old Matron’s Quarter’s Museum Village and enter into a short term lease of the Old Chemist Shop to Ms Hubble.

 

Recommendation in Brief

That Council- 

·     Agree to re-assign the current lease on the Museum Village property, Old Matron’s Quarters to  Ms Hubble for the month of September at a reduced rent;

·     Terminate the lease on Old Matron’s Quarters at the end of September 2013;

·     Lease the property known as the Old Chemist Shop in Museum Village to Ms Hubble for a period of 6 months whist seeking a determination from the State Administrative Tribunal for a lease term that expires on the 31 December 2015;

·     Rent consideration being commercial rent determined by a register independent valuation;

·     Lease terms and conditions be as per Council standard commercial lease; and

·     Disposal to be advertised in accordance with Section 3.58 of the Local Government Act 1995.

 

Background

Since September 2010 Council has leased the Old Matrons Quarters in the Museum Village to Wendy Massam for the permitted use of bridal and formal function services. In early 2013, Ms Massam sublet a portion of the property to Ms Hubble with her dressmaking business in the hope of attracting further customers to her business and assist in meeting the monthly rental payments.

 

In August 2013 Ms Massam requested that the lease be re-assigned to Ms Hubble as Ms Massam was closing her operations from the 31^st August due to an inability to meet the lease payment requirements. Ms Massam has since advised that she is no longer operating her business from the Old Matrons Quarters and will require a termination of the existing lease or reassignment the lease to Ms Hubble. 

 

Ms Hubble would like to remain operating in the Museum Village, but her dressmaking business only requires a small portion of the Old Matron’s Quarters floor area and is unable to rent the whole building at the current market rental.

 

Discussions with Ms Hubble indicate that she is would like to continue operating her business in the Museum Village but is unable to meet the monthly rent of $704.27 on the Old Matrons Quarters property and has requested relocation to the Old Chemist Shop which is more suited to her in terms of floor area and monthly rental of approximately $250.00 (subject to market valuation).

 

Until this could be considered by Council, officers have allowed Ms Hubble to remain operating from the Old Matrons Quarters for the month of September, utilising only a portion of the building. In recognition of Ms Hubble only utilising a portion of the Old Matrons Quarters for the month of September a commiserate rent in relation to floor area used could be considered.    

 

Officer’s Comment

To try and accommodate the request for Ms Hubble and allow her to continue operating business within the Museum Village, there are two options available to Council-

1.   Assign the entire lease and existing terms and conditions for the Old Matrons Quarters and accept a lower rental for the building on the understanding that it is only partly used by Ms Hubble;

2.   Agree to relocate Ms Hubble to the Old Chemist Shop- a shop which is better suited to her needs in relation to floor area and rental value.

 

As there has been some interest in the Old Matrons Quarters building from other operators within the Museum Village, it would seem prudent to agree to relocate Ms Hubble to the Old Chemist Shop, thus allowing Council the option to potentially re-lease (dependent on the Commercial Tenancies (Retail Shops) Agreement Act 1985) the Old Matrons Quarters at full commercial rent in the future.

 

Should the Council not agree to relocate Ms Hubble, the existing lease on the Old Matrons Quarters would be terminated, effectively putting Ms Hubble out of business within the Museum Village. If Council agrees to relocate Ms Hubble to the Old Chemist Shop a new lease would need to be prepared, thus triggering the requirements of the Commercial Tenancy Agreements Act 1985.

 

The Commercial Tenancy (Retail Shops) Agreements Act 1985 stipulates that a new tenant must be given the right to a 5 year tenancy, which we are unable to offer as Council has previously resolved that all Museum Village leases terminate no later than 31 December 2015.

 

There is an allowance however, within the Commercial Tenancy (Retail Shops) Agreements Act 1985 that allows a lease for up to 6 months on the Old Chemist Shop without triggering the requirement for a 5 year tenancy. During the 6 month lease term a determination would be required from the State Administrative Tribunal (SAT) to enter into a lease for less than 5 years, the reasoning being that the tenant does not want 5 years and if they did not grant the lesser period they would be disadvantaging the tenant as she is unable to pay the higher rent as demanded in a larger property being the Old Matrons Quarters.

 

This option would greatly assist Ms Hubble in remaining in Museum Village at a rent that her business can afford and allowing her to continue to trade whilst a determination can be made by SAT on a further lease term that would extend until the 31 December 2015.

 

Consultation

Government of Western Australia – Small Business Development Corporation

 

Financial Implications

The financial implications arising from this report are that the monthly rent of $704.27 for the Old Matron’s Quarters would cease and approximately $250.00 per month rent would be gained for the Old Chemist Shop (having been vacant for some time).

 

Asset Management Implications

Nil

 

Statutory Implications

Local Government Act 1995 - Section 3.58 Disposing of Property

Commercial Tenancy (Retail Shops) Agreements Act 1985

 

Policy Implications

This item relates to Council Policy CORP 004 for Building and Property Leases.

 

The Building and Property Lease Policy determines property classifications that can be applied to all Council’s property providing for consistency in leased documentation and equity in terms and conditions within the various property classifications. This policy also aims to clarify the role and responsibilities between the Lessor (Shire) and Lessee on matters replating to cleaning, internal and external property maintenance.

 

The applicable classification for this item is: Commercial Premises – Open Market which requires that market rental be determined by valuation with individual rental as determined by Council

 

Strategic Implications

Strategic Community Plan 2012-2022

Theme 4: Civic Leadership

4.5 Be innovative in the management of Shire operations, services, staff and resources to create a resilient and financially stable Shire

Theme 1: Social

1.2   Create a vibrant built environment that is accessible and inclusive and reflects the Shire’s identity and local heritage

Theme 3: Economic

3.5   Maintain the Shire’s robust asset management practices and maintenance programs

 

Corporate Business Plan

Action 4.5.12   Manage Shire leases and insurances

 

Environmental Considerations

N/A

 

Attachments

Nil

 

Officer’s Recommendation That Council agrees to 1)   Re-assign the current lease on the Old Matron’s Quarters Museum Village from Wendy Massam to Delcia Hubble for the month of September, providing all outstanding rental and service charges are paid by Ms Massam to the end of August 2013; 2)   Rental on Old Matron’s Quarters be reduced for the month of September 2013 by half in recognition of only half use of the premises; 3)   Terminate the lease with Delcia Hubble on the Old Matron’s Quarters in Museum Village 30 September 2013, providing all rental and service charges are paid; 4)   Lease the property known as the Old Chemist Shop Museum Village to Delcia Hubble for a period of less than 6 months, expiring 27 February 2014; 5)   The Lease rental amount for the Old Chemist Shop to be determined by current commercial market rental valuation obtained from a registered independent valuer, with annual C.P.I. increases for the term of the lease; 6)   That all lease terms and conditions be as per Council Standard Commercial Lease; and 7)   Will be advertised in accordance with Section 3.58 of the Local Government Act 1995 for Disposal of Property. Voting Requirement                       Simple Majority

 

 

Item: 12.3.3  

 

Financial Services Report - August 2013

 

Author/s	Beth O'Callaghan	Manager Financial Services
Authorisor/s	Shane Burge	Director Corporate Services

 

File Ref: F13/639

 

 

Attachments

a.

Monthly Financial Report- August 2013 - Under Separate Cover

 

 

Officer’s Recommendation That the report entitled Monthly Financial Management Report (incorporating the Statement of Financial Activity and the Accounts for Payment) for the month of August as attached be received. Voting Requirement                       Simple Majority

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

This Page has Been Intentionally Left Blank  

 

12.4   Community Services

Item: 12.4.1  

 

Community Arts and Activities Funding

 

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

 

File Ref: F13/668

 

Applicant

Community Services

 

Location/Address

N/A

 

Executive Summary

That Council considers the Community Arts and Activities Funding Applications that have been received for the October School Holiday period.

 

Three applications have been received and two applications are considered suitable for funding.

 

Recommendation in Brief

Approve $1,500 for ESCARE towards the implementation of the School Holiday Vacation Care Program.

 

Approve $1,000 for the Cannery Arts Centre towards the implantation of the “Spring into Wetlands Kick Arts” program.

 

Background

The Community Arts and Activities Fund have a total annual budget allocation of $12,000. This is the

first round of applications for this financial year.

 

Three applications were received by the due date of 4:30pm Wednesday 28 August 2013. Applications are summarised below:

 

1.   Escare – October Vacation Care  

 

Purpose:  To provide stimulating, engaging and interactive activities for primary school children in child care. Funding will be utilised towards facilitator fees and material expenses for activities.

 

Participants:  The program can accommodate up to 30 children a day, aged 5 to 12 years.

 

Funding Request:

Total Project Cost                                $10,500

Applicant/other Contributions               $9,000

Amount Requested                           $1,500

 

ESCARE have acquitted their previous funding accordingly.

 

 

 

 

2.   Application 2 – Cannery Arts Centre – Spring into Wetlands   

 

Purpose:  To provide arts and crafts workshops to local youth highlighting the importance of the Esperance Wetlands. Funding will be utilised towards facilitator fees, advertising and material expenses.

 

Participants:  It is anticipated to have 110 youth involved with ages ranging from 6 to 25 years.

 

Funding Request:

Total Project Cost                                $4,340

Applicant/other Contributions               $3,340

Amount Requested                            $1,000

 

The Cannery Arts Centre has acquitted its previous funding accordingly.

 

 

3.   Application 3 – Seniors Recreation Council Esperance  – Seniors Week 2013  

 

Purpose:        To provide a range of activities to the senior population in Esperance during Seniors Week.  The funding is being requested to cover the costs associated with advertising the week of events.

 

Participants:  The program of events will be advertised to participants over the age of 50.

 

Funding Request:

Total Project Cost                                 $7,200

Applicant/other Contributions               $6,500

Amount Requested                            $700

 

The Seniors recreation Council have not acquitted their previous funding from 2012. Requests have been made on several occasions and at time of lodgement no acquittal has been received. I have advised the applicant that this will have an impact on this funding application.  

 

 

Officer’s Comment

Both ESCARE and the Cannery Arts Centre have run previous well organized and well attended activities. Despite requests to the Seniors Recreation Council for the outstanding acquittal from the previous 2012 funding, no acquittal has been received. Based on the poor history of acquittal performance, funding to the Seniors Recreation Council is not supported.

 

Consultation

The applications were reviewed by the Community Arts and Activities Funding committee, comprising Cr Stewart and Cr Bowman. The committee recommends that Council supports the applications from ESCARE and The Cannery Arts Centre and declines the application from the Seniors Recreation Council.

 

Financial Implications

There are no known financial implications arising from this report as the Community Arts and Activities Fund has a budget of $12,000 available in the 2013/2014 financial year.

 

 

 

 

 

Asset Management Implications

N/A

 

Statutory Implications

N/A

 

Policy Implications

N/A

 

Strategic Implications

Strategic Community Plan 2012-2022

 

Theme 1 : Social

Strategies 1.7 facilitate and promote the arts and cultural activities for all ages.

 

Environmental Considerations

N/A

 

Attachments

aView.	ESCARE Application (TRIM Ref D13/15207)
bView.	Cannery Arts Centre Application (TRIM Ref D13/15208)
cView.	Seniors Recreation Application

 

 

Committee Recommendation That Council approve the following Community Arts and Activities fund applications: 1. ESCARE                             $1,500 2. The Cannery Arts Centre    $1,000   Officer’s Recommendation That Council approve the following Community Arts and Activities Fund applications: 1.   Escare                       $1,500 2.   Cannery Arts Centre          $1,000 Voting Requirement                       Simple Majority

 

 

 

 

 

Item: 12.4.2  

 

Esperance Taekwondo Academy - Request for Hire Fee Review

 

Author/s	Rod Hilton	Director Community Services
Authorisor/s	Matthew Scott	Chief Executive Officer

 

File Ref: D13/15631

 

Applicant

Esperance Taekwondo Academy – Simon Haclin (President).

 

Location/Address

PO Box 2026 Esperance WA 6450.

 

Executive Summary

The Esperance Taekwondo Academy requests Council to review the imposition of a 21% increase         ($33/hr to $40/hr) in facility hire fees at the Bay of Isles Leisure Centre.

 

Recommendation in Brief

That Council amends the Schedule of Fees and Charges 2013/14 for Sports Hall room hire at the Bay of Isles Leisure Centre from $40/hr to $36.60/hr.

 

Background

The President of the Esperance Taekwondo Academy has written to advise Council that the 21% increase in the Bay of Isles Leisure Centre sports hall hire fees is considered unreasonable and will place an unplanned financial burden on its junior members, which are the majority of the Clubs membership. The Club had budgeted for a 10% increase in line with the previous year which it considered to be a fair and reasonable price to pay. To cover increased costs the Club will need to disadvantage its members by increasing its membership fees between $50 and $100 per annum which the club claims will discourage participation.

 

The Club committee also requests Council develop a long term plan to ensure that future fee increases are just and equitable to both parties.

 

Officer’s Comment

Following a deputation in August 2012 from the Esperance Amateur Swimming Club, the Esperance Twilight Aerials Gymnastics Academy, and the Esperance Taekwondo Academy, Council moved the following recommendation (AP 0812-011):

 

That Council:

1.   Amend the Schedule of Fees and Charges 2012/13, Bay of Isles Leisure Centre, Room Bookings, Sports Hall (per hour) from $40.00 to $33.00 to take effect as of the 1^st July 2012

2.   Advise the Esperance Sea Dragon Swim Club that for the 2012/13 financial year they will be exempted from lane hire fees

3.   Over the next 12 months in consultation with the bay of Isles Leisure Centre user groups consider the development of a policy regarding its fees and charges and cost recovery objectives

 

The Taekwondo Club has been a long term (14 years) tenant of the Bay of Isles Leisure Centre. The Club operates on Monday and Wednesday nights and on Saturday mornings, a total of 6 hours a week. It has a participation group of between 30 and 40 juniors and an average of 8 seniors. The club is run by volunteers.

 

When considering the setting of fees and charges for this financial year staff took into consideration previous verbal advice provided to the user groups of the Bay of Isles Leisure Centre to prepare for the imposition of the fees and charges as proposed in the 2012/13 financial year i.e. $40/hr.(later reviewed and amended by council decision to $33/hr) Regrettably, this was not backed up in writing to the user groups and subsequent committee membership changes have resulted in the clubs making budgetary decisions without knowledge of the shires fees and charges proposals.

 

The development of a clear policy to guide the setting of fees and charges will assist by providing guidance to user groups and shire staff.

 

Consultation

Simon and Samantha Haclin, executive members of the Esperance Taekwondo Academy, met with the CEO and Director of Community Services on the 14^th August to discuss the impact of the increase in hourly sports hall hire fee on the Club members.

 

Financial Implications

In the 2012/13 financial year the Taekwondo Club paid $33/hr which equates to $7,920 a year.

Description		Budget Figure	Amended Figure	Variation
Sports Hall Hire Fees 2013/14	240hrs/annum @$40/hr	$9,600
Sports Hall Hire Fees 2013/14	240hrs/annum @ $36.30		$8,712
Net result				-$888

 

The hourly hire fee includes entrance to the Bay of Isles Leisure Centre. The cost of operating the Sports Hall is $30.54 per hour.

 

Asset Management Implications

Nil

 

Statutory Implications

The statutory implications associated with this item are:

Local Government Act 1995 Section 6.16 Imposition of fees and charges; and

Local Government (Financial Management) Regulations 1996 Section 42(1)(c)

 

Policy Implications

Council has agreed (27^th August 2013) to prepare a draft policy regarding user group fees and charges and cost recovery objectives for consideration by council prior to the 2014/15 annual budget deliberation.

 

Strategic Implications

PLEASE ENSURE YOU ARE USING THE CURRENT PLANS

A COPY CAN BE FOUND UNDER EXEC SERVICES ON THE INTRANET 

 

Strategic Community Plan 2012-2022

 

Theme: 3 Economic

Strategy 3.1 Deliver a diverse range of affordable services and infrastructure across the shire.

Corporate Business Plan 2013/2014 – 2016/2017

Nil

 

Environmental Considerations

Nil

 

Attachments

Nil

 

Officer’s Recommendation   That Council amends the Schedule of Fees and Charges 2013/14 for Sports Hall room hire at the Bay of Isles Leisure Centre from $40/hr to $36.60/hr.   Voting Requirement                       Absolute Majority

 

 

Item: 12.4.3  

 

Esperance Skate Park- Maintenance Requirements

 

Author/s	Rod Hilton	Director Community Services
Authorisor/s	Rod Hilton	Director Community Services
	Matthew Scott	Chief Executive Officer

 

File Ref: x

 

Applicant

Internal

 

Location/Address

Community Services Department

 

Executive Summary

That Council considers immediate but unbudgeted, maintenance needs of the Esperance Skate Park.

 

Recommendation in Brief

That Council provide $90k from the Priority Projects Reserve to:

1)   Implement the immediate repairs required at the Esperance Skate Park; and

2)   Develop a plan on the future of the Esperance Skate Park.

 

Background

Earlier this year council received a deputation from a concerned parent Leanne Johnson, and a number of youths, including Tristan Kingma and Corry Johnson, to advise Council of the substandard condition of the Esperance Skate Park and the potential risk of injury to users. Councilors subsequently inspected the facility. Some remedial repairs to fill cracks in the concrete basin and walls were undertaken to reduce the risk of injury to users.

 

In March 2013 skate park designer Convic was engaged to assess and report on the condition of the Skate Park. The report contains the following recommendations-

 

The Shire of Esperance is advised to:

1.   Plan and budget for a major upgrade or replacement of the Esperance Skate Park that will see youth activities and skate facilities sited in a more accessible area and as part of this process adopt CPTED (Crime Prevention through Environmental Design) principles in determining the location of new facilities. The new facility would be designed as a regional scale facility that is more in line with council’s vision and could be sited on the foreshore. This option will also provide council with a purpose built facility according to best practice for skate and youth facility design with a design life of 15 – 20 years

 

2.   Implement a specific maintenance plan for the facility and all future facilities that include check lists and reporting procedures.

 

3.   Determine and implement annual maintenance budgets for the facility and all future facilities. (Note: the Royal Society for the Prevention of Accidents suggests that annual budgets for skate facilities should be 10% of facility value/build cost).

 

4.   Develop a graffiti removal strategy that utilizes a low pressure warm water removal system to prevent the abrasive effect on skate surfaces as experienced with the current removal system. The strategy recommended is same day or next day removal.

 

Convic rated the Esperance Skate Park as being in poor condition – facilities with maintenance or structural issues, imperfections in design or finish quality, wear and tear and other issues. The facility has less than 5 years of life remaining.

 

Since receiving this report, Council has had several informal briefings on the future of the Esperance Skate Park, highlighting issues including:

1)   Immediate and long term maintenance requirements;

2)   Needs of current & future users;

3)   Potential risks and concerns;

4)   Asset Management impacts; and

5)   Appropriate location

 

During the recent Local Government Week Conference (August 2013) several Councillors and Staff visited the recently constructed Joondalup Skate Park, costing approximately $750k, as an indication of a new and modern skate park, meeting multi user needs, including Skate Boards, skaters, scooters & BMX.

 

Council staff have subsequently had discussions with several “Skate Park” contractors, and have received a quote of $50-60k to effect the necessary works to keep the Skate Park operational.  One company has also offered to provide concept planning and site assessment for a replacement facility, if engaged to refurbish the skate park.  

 

The current maintenance budget for the Skate is $25kpa; however this only covers basic annual maintenance of the facility (cleaning & minor repairs) which will still be required if the required maintenance is undertaken.  It is recommended that Council transfer $90k from the Priority Projects reserve to effect the repairs needed, so the facility can remain open, while it’s future can be determined during the reminder of the this financial year.

 

Officer’s Comment

The Skate Park is obviously in need of immediate repairs and maintenance to ensure the facility can remain open until such time as Council has determined its long term plan for Skate park users.  Council is also obligated to ensure its facilities are safe and fit for purpose. These repairs are necessary, and urgent, and therefore should be seen as a priority project.

 

Once these repairs can be done, Council will need to urgently progress the concept and/or design of replacement facility (either at the existing or another location).  In doing so it is important that the users of the facility are consulted, any design will meet current and future needs, and appropriate funding can be sourced.  These issues cannot be determined currently, however Council can direct the administration to progress this project, so potentially the Skate Park’s future can be incorporated in Council’s Corporate, Long term financial and Asset Management Plans, and possibly considered for next years budget. 

 

It is also strongly recommended that additional funds are made available to develop a concept plan for the future of the Skate Park.  Though one contractor has offered to provide this service if engaged to do the repair work, there is no guarantee that additional funds will still be needed for stakeholder engagement and detailed concept designed.  If Council is looking at a similar skate park like those in Joondalup and Kalgoorlie ($750k), it does not seem unreasonable to spend $20-30k to ensure the plan includes what is needed by users and in the best location.  Obviously if these funds are not expended, the funds can be reallocated by Council on other priorities.

 

Consultation

a.   Council received a deputation from the Skate Park users to raise Council’s awareness of the poor condition of the Skate Park and concerns for user safety.

b.   Councillors have inspected the skate park and spoken with users on site at the time.

c.   The Manager of Recreation & Youth has continued dialogue with the convener of the deputation to Council, Leanne Johnson, up until his resignation from the Shire (this position is currently vacant).

d.   Condition report provided by Convic (Skate Park designers)

e.   Risk Assessment conducted by LGIS

f.    Discussions with CONVIC and Rampage Design.

 

Financial Implications

Notional quotations have been received for repairs to keep the skate park functional ranging from $51k-175k, depending on the extent of concrete work involved.  Council staff believe at $60k would be satisfactory to resolve the immediate issues.

 

Council has received indicative quotes of $30k to undertake a Skate Park planning process.

 

The annual budget for the skate ramp expenses a/c 03-54893 has $24,771 available as at 5^th September 2013 to cover operating and some maintenance costs.

 

Asset Management Implications

 

Statutory Implications

 

Policy Implications

Nil

 

Strategic Implications

PLEASE ENSURE YOU ARE USING THE CURRENT PLANS

A COPY CAN BE FOUND UNDER EXEC SERVICES ON THE INTRANET 

Strategic Community Plan 2012-2022

Strategy 1.5 Create and maintain a safe environment for the community.

Environmental Considerations

Nil

 

 

 

 

 

 

 

 

 

 

 

Attachments

Nil - Under Separate Cover

 

Officer’s Recommendation That Council allocate a maximum of $90,000 from the Priority Projects Reserve to: 1.   Implement the immediate repairs identified for the Esperance Skate Park; and 2.   Develop and implement a project plan for the future of the Esperance Skate Park, which may include (but not limited to): a.   Preliminary Concept design of either a replacement or upgrade of the Esperance Skate Park. b.   Engagement of Local Skate park users; c.   Consideration of a future location of a new skate park; d.   Funding options for either the refurbishment, upgrade or replacement of the existing skate park; and e.   Development of detail concept, design and/or build tender of new skate park or upgrade of the existing Skate Park.   Voting Requirement                       Simple Majority

  

 

12.5   Executive Services

Item: 12.5.1  

 

Change of Dates for October Agenda Briefing and Ordinary Council Meeting

 

Author/s	Trevor Ayers	Manager Economic & Business Development
Authorisor/s	Matthew Scott	Chief Executive Officer

 

File Ref: F12/135

 

Applicant

Internal Report

 

Location/Address

N/A            

 

Executive Summary

In order to ensure any new Councillors have had the opportunity to be fully informed on the October Council Agenda it is proposed to delay both the Agenda Briefing and Ordinary Council meetings for October by one week each to enable them to both occur following this years Local Government elections.

 

Recommendation in Brief

That Council:

1.   Agrees to change the October 2013 Agenda Briefing to 1pm on the 22^nd of October 2013.

2.   Agrees to change the October 2013 Ordinary Council Meeting to 4pm on the 29^th of October 2013.

3.   Request the Chief Executive Officer to undertake all statutory advertising in this regard.

 

Background

The current schedule of Agenda Briefings and Council Meetings results in the October Agenda Briefing falling the week prior to the upcoming Local Government elections with the October Ordinary Council Meeting currently the week following the election.

 

In order to meet statutory advertising requirements it is important that any changes are made at this Council meeting.

 

Officer’s Comment

With transparent, ethical and informed decision-making a key tenet of Council, providing the opportunity for new Councilors to ensure that they are fully informed on all issues on the Agenda at their first Council meeting is vital. As the Agenda Briefing is an information gathering process rather than a formal meeting it makes sense to delay it to ensure that it involves the people who will be the decision-makers at the Ordinary Council Meeting it relates to.

 

While one solution would be to simply delay the Agenda Briefing until the same day as the Ordinary Council Meeting, also delaying the Ordinary Council Meeting by a week maintains the opportunity for Councillors to reflect on the information they have received at the Agenda Briefing and seek any further information they require prior to making a formal decision.

 

 

 

 

Consultation

Nil

 

Financial Implications

The financial implications arising from this report are

Nil

 

Asset Management Implications

N/A

 

Statutory Implications

Subdivision 2 of Division 2 of Part 5 of the Local Government Act 1995 deals with Council meetings.

 

Policy Implications

Nil

 

Strategic Implications

Strategic Community Plan 2012-2022

 

Theme 4: Civic Leadership

4.2     Maintain a clear, transparent and ethical decision making process.

4.3     Ensure open and consistent communication between the Shire and the community.

4.4     Actively engage with the community to inform decision making and improve conversations with the community.

 

Environmental Considerations

Nil

 

Attachments

Nil

 

Officer’s Recommendation That Council 1.         Agrees to change the October 2013 Agenda Briefing to 1pm on the 22nd of October 2013.   2.         Agrees to change the October 2013 Ordinary Council Meeting to 4pm on the 29th of October 2013.   3.          Request the Chief Executive Officer to undertake all statutory advertising in this regard.   Voting Requirement                       Simple Majority

 

 

Item: 12.5.2  

 

Information Bulletin - 24 September 2013

 

Author/s	Chantelle Spain	Executive Assistant
Authorisor/s	Matthew Scott	Chief Executive Officer

 

File Ref: D13

 

 

Attachments

aView.	GVROC Council Meeting Minutes August 8 2013
bView.	GVROC Council Meeting Minutes- August 27 2013
cView.	Esperance Tourism Advisory Committee Minutes-September 2013
dView.	Infomation Bulletin

 

 

Officer’s Recommendation That the report entitled Councillor’s Information Bulletin 24 September 2013 be received. Voting Requirement                       Simple Majority

 

 

 

 

 

 

 

Council Meeting

 

 

Thursday 8 August 2013

In-Person Meeting

Meeting Room 5 Perth Convention and Exhibition Centre

 

 

MINUTES

 

 

 

 

 

 

1.         DECLARATION OF INTEREST. 3

2.         OPENING AND ANNOUNCEMENTS. 3

3.         RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE. 3

3.1     Attendance. 3

3.2     Apologies. 4

4.         GUEST SPEAKERS/PRESENTATIONS. 4

4.1     Meeting with Ms Sue Middleton, Grassroots Development, to Discuss the Preparation of a Digital Action Plan for the Goldfields Esperance Region (8.10am) 4

5.         MINUTES OF MEETINGS. 5

5.1     Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Council held Friday 28 June 2013 (Attachment) 5

5.2     Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Friday 26 July 2013 (Attachment) 5

5.3     Business Arising from Meetings of the Goldfields Voluntary Regional Organisation of Councils (GVROC) held between Friday 28 June and Friday 26 July 2013 inclusive - GVROC Status Report 5

5.4     Matters for Noting (Attachments) 5

6.         FINANCE. 7

6.1     Financial Statement for the Period ending 30 June 2013 (Attachment) 7

6.2     List of Accounts Paid. 8

7.         GOLDFIELDS RECORDS STORAGE - FINANCE AND OTHER MATTERS. 9

7.1     Financial Statement for the Period ending 30 June 2013 (Attachment) 9

8.         GVROC BUSINESS. 10

8.1     Development of a GVROC Heavy Haulage Vehicle Policy. 10

8.2     Regional Funding Program for Local Government Authorities 2011/2012-2015/2016 Regional Investment Plan – Goldfields Esperance Green Waste and Glass Recycling Program.. 12

8.3     Country Local Government Fund – 2012/2103 Regional Group Applications for Renewable Energy and Energy Efficiency Projects. 14

8.4     Preparing a Digital Strategy for Goldfields Esperance Region (Attachment) 15

9.         Matters for Noting. 17

9.1     Progress Report Update on the Census of Population and Housing: Consultation on Content and Procedures, 2016. 17

10.       LATE ITEMS as notified, introduced by decision of the Meeting. 17

11.       FUTURE MEETINGS/FUNCTIONS. 17

12.       CLOSURE OF MEETING.. 17

 

 

 

Goldfields Voluntary Regional Organisation of Councils (GVROC)

 

 

AGENDA

 

 

 

Pursuant to the Code of Conduct, Councillors and CEOs must declare to the Chairman any potential conflict of interest they may have in a matter before the Goldfields Voluntary Regional Organisation of Councils as soon as they become aware of it.  Councillors, CEOs and Deputies may be directly or indirectly associated with some recommendations of the Goldfields Voluntary Regional Organisation of Councils.  If you are affected by these recommendations, please excuse yourself from the meeting and do not participate in deliberations.

 

 

The Chair opened the meeting at 7.24am, welcoming everyone in attendance.

 

 

3.1         Attendance

 

Mayor Ron Yuryevich AM RFD (Chair)                                                     Mayor, City of Kalgoorlie-Boulder

Cr Anne Petz                                                                                    Councillor, City of Kalgoorlie-Boulder

Mr Don Burnett                                                                                         CEO, City of Kalgoorlie-Boulder

Cr Mal Cullen                                                                                              President, Shire of Coolgardie

Cr Daphne Simmons                                                                       Deputy President, Shire of Coolgardie

Mr Eddie Piper                                                                                                  CEO, Shire of Coolgardie

Ms Rhonda Evans                                                                 Manager Administration, Shire of Coolgardie

Cr Jacquie Best                                                                                               President, Shire of Dundas

Mr Richard Brookes                                                                                                CEO, Shire of Dundas

Cr Malcolm Heasman                                                                                   President, Shire of Esperance

Cr Victoria Brown                                                                             Deputy President, Shire of Esperance

Cr Paul Griffiths                                                                                          Councillor, Shire of Esperance

Cr Nat Bowman                                                                                          Councillor, Shire of Esperance

Mr Matthew Scott                                                                                               CEO, Shire of Esperance

Cr Rob Wedge                                                                                                President Shire of Laverton

Cr Shaneane Weldon                                                                                     Councillor, Shire of Laverton

Cr Beatrice Fuamatu                                                                                      Councillor, Shire of Laverton

Mr Steve Deckert                                                                                                   CEO Shire of Laverton

Cr Jeff Carter                                                                                                  President, Shire of Leonora

Cr Peter Craig                                                                                     Deputy President, Shire of Leonora

Cr Greg Dwyer                                                                                                President, Shire of Menzies

Cr Jill Dwyer                                                                                                   Councillor, Shire of Menzies

Mr Peter Crawford                                                                                                  CEO, Shire of Menzies

Cr Beverley Thomas                                                                 Deputy President, Shire of Ngaanyatjarraku

Cr Preston Thomas                                                                             Councillor, Shire of Ngaanyatjarraku

Cr Andrew Duncan                                                                                 Councillor, Shire of Ravensthorpe

Cr Ken Norman                                                                                      Councillor, Shire of Ravensthorpe

Mr Pascoe Durtanovich                                                                                  CEO, Shire of Ravensthorpe

Cr Graham Harris                                                                                               President, Shire of Wiluna

Cr Bernie Weller                                                                                                Councillor, Shire of Wiluna

Mr Bruce Walker                                                                                                    A/CEO, Shire of Wiluna

 

Ms Helen Westcott                Joint Executive Officer

 

3.2         Apologies

 

Cr Beverley Stewart, Councillor Shire of Esperance

Mr Jim Epis, CEO Shire of Leonora

Cr Damian McLean, President Shire of Ngaanyatjarraku

Mr Chris Paget, CEO Shire of Ngaanyatjarraku

Cr Ian Goldfinch, President Shire of Ravensthorpe

 

 

Mr Bruce Wittber, Joint Executive Officer

 

3.3         Guests

 

Ms Sue Middleton, Grassroots Development (entered the meeting at 8.05am)

 

 

4.1      Meeting with Ms Sue Middleton, Grassroots Development, to Discuss the Preparation of a Digital Action Plan for the Goldfields Esperance Region (8.10am)

 

The need for a digital strategy was considered by the GVROC Council when it met on Friday 28 June 2013, with Council resolving as follows:

 

That GVROC:

 

1.   endorse the application to Regional Development Australia Goldfields Esperance for $20,000 funding to assist in the preparation of a digital action plan for the region;

2.   request Regional Development Australia Goldfields Esperance to arrange a meeting between Sue Middleton of Grassroots Development and Member Councils to discuss the preparation of a digital action for the region;

3.   look to contributing $20,000 to assist in the preparation of a digital action plan for the region; and

4.   seek funding of $20,000 from the Goldfields Esperance Regional Development Commission as an equal contribution in the preparation of a digital action plan for the region.

CARRIED

 

Ms Sue Middleton will meet with Member Councils to discuss the preparation of a digital action plan for the region.

 

 

 

5.1       Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Council held Friday 28 June 2013 (Attachment)

 

Minutes of the GVROC Council Meeting held Friday 28 June 2013 have been circulated to Member Councils.

 

RECOMMENDATION:

 

That the Minutes of the GVROC Council Meeting held Friday 28 June 2013 be confirmed as a true and correct record of proceedings.

 

 

That the Minutes of the GVROC Council Meeting held Friday 28 June 2013 be confirmed as a true and correct record of proceedings.

CARRIED

 

5.2    Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Friday 26 July 2013 (Attachment)

 

Minutes of the GVROC Technical Officers Working Group Meeting held Friday 26 July 2013 have been circulated to Member Councils.

 

RECOMMENDATION:

 

That the Minutes of the Meeting of the GVROC Technical Officers Working Group held Friday 26 July 2013 be received.

 

 

That the Minutes of the Meeting of the GVROC Technical Officers Working Group held Friday 26 July 2013 be received.

CARRIED

 

5.3         Business Arising from Meetings of the Goldfields Voluntary Regional Organisation of Councils (GVROC) held between Friday 28 June and Friday 26 July 2013 inclusive - GVROC Status Report

 

The Executive Officer will provide a report to the meeting.

 

RECOMMENDATION:

 

That the GVROC Status Report be received.

 

 

That the GVROC Status Report be received.

CARRIED

 

5.4         Matters for Noting (Attachments)

 

The following papers are presented for noting:

 

§ Unconfirmed Minutes of the South Coast Natural Resource Committee held Thursday 4 July 2013; and

§ Communique from the South Coast Natural Resource Committee held Thursday 4 July 2013.

 

RECOMMENDATION:

 

That the papers detailed in Item 5.4 be noted.

 

 

That the papers detailed in Item 5.4 be noted.

CARRIED

 

 

 

6.1         Financial Statement for the Period ending 30 June 2013 (Attachment)

 

From  Executive Officer

 

Background:

 

Presenting the unaudited financial statement for the period 1 July 2012 to 30 June 2013

 

Executive Officer Comment:

 

Nil

 

RECOMMENDATION:

 

That the Statement of Financial Position for the period ending 30 June 2013, as attached, be received.

 

 

That the Statement of Financial Position for the period ending 30 June 2013, as attached, be received.

CARRIED

 

 

6.2         List of Accounts Paid

 

 

From  Executive Officer

 

Executive Officer Comment:

 

Accounts paid during the period 8 June 2013 to 31 July 2013

 

Accounts Paid:

 

Cheque	Date	Payee	For	Amount incl GST
EFT	110613	Shire of Dundas	Reimbursement of Project Costs Street Lighting	1,100.00
EFT	110613	Shire of Leonora	Reimbursement of Project Costs Street Lighting	2,200.00
EFT	110613	Shire of Esperance	Reimbursement of Project Costs Street Lighting	5,500.00
EFT	140613	Shire of Menzies	Reimbursement of Project Costs Street Lighting	550.00
EFT	140613	BHW Consulting	GVROC Professional Services and reimbursements  January and February 2013	9,512.70
EFT	240612	KPMG	Asset Management City of Kalgoorlie-Boulder	10,180.54
TOTAL $29,043.24

 

RECOMMENDATION:

 

That the Accounts Paid for the period 8 June 2013 to 31 July 2013 totalling $29,043.24 be approved.

 

 

That the Accounts Paid for the period 8 June 2013 to 31 July 2013 totalling $29,043.24 be approved.

CARRIED

 

 

 

7.1         Financial Statement for the Period ending 30 June 2013 (Attachment)

 

Reporting Officer:                    Don Burnett, CEO City of Kalgoorlie-Boulder

Helen Westcott, Executive Officer

 

Disclosure of Interest:              No interest to disclose

 

Date:                              26 July 2013

 

Attachments:                           Unaudited financial statement for the period 1 July 2012 to 39 June 2013

 

Executive Officer Comment:

Nil

 

Consultation:                           Nil

 

Voting Requirement:                Simple majority

 

RECOMMENDATION:

 

That the Statement of Financial Position for the period ending 30 June 2013, as attached, be received.

 

 

That the Statement of Financial Position for the period ending 30 June 2013, as attached, be received.

CARRIED

 

 

8.1         Development of a GVROC Heavy Haulage Vehicle Policy

 

Reporting Officer:                    Helen Westcott, Executive Officer

 

Disclosure of Interest:             Nil

 

Date:                                        2 August 2013

 

Attachments:                           Nil

 

Background:

At the GVROC Council Meeting on Wednesday 17 April 2013 the Shire of Coolgardie requested that GVROC give consideration to developing a policy on heavy vehicle operations across Member Councils.  Council resolved as follows:

 

That the Technical Officers Working Group develop a policy on heavy haulage vehicle operations across Member Councils for consideration by GVROC Council.

CARRIED

 

Following further discussion at the Technical Officers Working Group Meeting held on Friday 24 May 2013 it was further resolved:

 

That the matter lie on the table until the next GVROC Technical Officers Working Group Meeting.

CARRIED

 

At the GVROC Technical Officers Working Group held on Friday 26 July 2013 Member Councils provided their views on the merits of establishing a regional heavy haulage policy.  In summary these views were as follows:

 

Shire of Coolgardie – happy to consider a region wide policy;

Shire of Dundas – happy with status quo;

Shire of Esperance - happy with status quo;

City of Kalgoorlie-Boulder – would like to develop a share policy with the Shires of Coolgardie and Esperance;

Shire of Laverton - happy with status quo;

Shire of Leonora - happy with status quo;

Shire of Menzies - happy with status quo but will look at a shared policy;

Shire of Ngaanyatjarraku - happy with status quo but are looking to work with the Shire of Laverton on a shared policy for heavy haulage; and

Shire of Ravensthorpe - happy with status quo.

 

The Shire of Wiluna’s views are not shown as the Shire was an apology for the meeting.

 

Following discussion it was resolved as follows:

 

That the GVROC Technical Officers Working Group recommend to the GVROC Council that:

1.   a heavy haulage policy be developed in order that mining companies are aware of what their responsibilities are when using roads throughout the Goldfields Esperance region;

2.   any heavy haulage policy developed does not impact upon an individual Member Council’s heavy haulage policy; and

3.   the policy once drafted be circulated for comment.

CARRIED

It was also noted that the City of Kalgoorlie-Boulder would look to develop a common policy with the Shires of Coolgardie and Menzies.

 

 

Executive Officer Comment:

No further comment.

 

Consultation:                           Nil

 

Voting Requirement:                Simple majority

 

RECOMMENDATION:

 

That:

1.   the GVROC Council develop a heavy haulage policy in order that mining companies are aware of what their responsibilities are when using roads throughout the Goldfields Esperance region;

2.   any heavy haulage policy developed does not impact upon an individual Member Council’s heavy haulage policy; and

3.   the policy once drafted be circulated for comment.

 

 

That:

1.   the GVROC Council develop a heavy haulage policy in order that mining companies are aware of what their responsibilities are when using roads throughout the Goldfields Esperance region;

2.   any heavy haulage policy developed does not impact upon an individual Member Council’s heavy haulage policy; and

3.   the policy once drafted be circulated for comment.

CARRIED

 

 

8.2         Regional Funding Program for Local Government Authorities 2011/2012-2015/2016 Regional Investment Plan – Goldfields Esperance Green Waste and Glass Recycling Program

 

Reporting Officer:                    Helen Westcott, Executive Officer

 

Disclosure of Interest:             Nil

 

Date:                                        2 August 2013

 

Attachments:                           Nil

 

Background:

The Shires of Dundas, Coolgardie and Esperance and the City of Kalgoorlie-Boulder have lodged an application for funding available from the Waste Authority to purchase a mobile green waste shredder and mobile glass crusher to enable regional recycling of green waste and glass.

 

Don Burnett advised that the applications for funding from the Waste Authority to purchase a mobile green waste shredder and mobile glass crusher had been successful.  The green waste shredder would be based in Kalgoorlie and the glass crusher in Esperance.  He hoped that both items could be included within the regional equipment pool as with the regional events equipment bought with grant funding made available through Tourism WA.

 

Following discussion it was resolved as follows:

 

That the GVROC Technical Officers Working Group recommend to the GVROC Council that:

 

1.   GVROC notes that the Shires of Dundas, Coolgardie and Esperance and the City of Kalgoorlie-Boulder have been successful in obtaining funding from the Waste Authority to purchase a mobile green waste shredder and mobile glass crusher to enable regional recycling of green waste and glass;

2.   Both the mobile green waste shredder and mobile glass crusher become part of the regional equipment pool, with the mobile green waste shredder based in Kalgoorlie and the mobile glass crusher in Esperance; and

3.   A management policy be developed to cover the use of both the mobile green waste shredder and mobile glass crusher, with the policy to come to the next meeting of the GVROC Technical Officers Working Group for consideration.

CARRIED

 

 

Executive Officer Comment:

No further comment.

 

Consultation:                           Nil

 

Voting Requirement:                Simple majority

 

RECOMMENDATION:

 

That:

1.   GVROC notes that the Shires of Dundas, Coolgardie and Esperance and the City of Kalgoorlie-Boulder have been successful in obtaining funding from the Waste Authority to purchase a mobile green waste shredder and mobile glass crusher to enable regional recycling of green waste and glass;

2.   both the mobile green waste shredder and mobile glass crusher become part of the regional equipment pool, with the mobile green waste shredder based in Kalgoorlie and the mobile glass crusher in Esperance; and

3.   a management policy be developed to cover the use of both the mobile green waste shredder and mobile glass crusher, with the policy to come to the next meeting of the GVROC Technical Officers Working Group for consideration.

 

That:

1.   GVROC notes that the Shires of Dundas, Coolgardie and Esperance and the City of Kalgoorlie-Boulder have been successful in obtaining funding from the Waste Authority to purchase a mobile green waste shredder and mobile glass crusher to enable regional recycling of green waste and glass;

2.   both the mobile green waste shredder and mobile glass crusher become part of the regional equipment pool, with the mobile green waste shredder based in Kalgoorlie and the mobile glass crusher in Esperance; and

3.   a management policy be developed to cover the use of both the mobile green waste shredder and mobile glass crusher, with the policy to come to the next meeting of the GVROC Technical Officers Working Group for consideration.

CARRIED

 

 

8.3         Country Local Government Fund – 2012/2103 Regional Group Applications for Renewable Energy and Energy Efficiency Projects

 

 

Reporting Officer:                    Helen Westcott, Executive Officer

 

Disclosure of Interest:             Nil

 

Date:                                        2 August 2013

 

Attachments:                           Nil

 

Background:

As Member Councils will be aware, an application for CLGF funding in 2012/2013 has been lodged for renewable energy and energy efficient projects.

 

Don Burnett, CEO City of Kalgoorlie-Boulder provided a status report on the project to Member Councils at the GVROC Technical Officers Working Group Meeting held in Kambalda on Friday 26 July 2013.  Points of interest are provided below:

 

§ No further advice had been received from the Department of Regional Development and Lands regarding the success of the GVROC’s application for CLGF funding.  Funds from CLGF totalled $3.5M with the other $2.3M for the project coming from CEEP funding; and

§ Discussions with Horizon Power were underway as to what the street light tariff is likely to be used once the project is completed and power can be sold back to the grid.  A further update will be provided to Member Councils once a street light tariff has been agreed to.

 

The establishment of a working group to oversee the project was considered, with the Technical Officers Working Group resolving as follows:

 

That the GVROC Technical Officers Working Group recommend to the GVROC Council that a working group, with representation from each Member Council participating in the project, be established to oversee the “Renewable Energy and Energy Efficiency Project”.

CARRIED

 

Executive Officer Comment:

No further comment.

 

Consultation:                           Nil

 

Voting Requirement:                Simple majority

 

RECOMMENDATION:

 

That GVROC establish a working group, with representation from each Member Council participating in the project, be established to oversee the “Renewable Energy and Energy Efficiency Project”.

 

 

That GVROC establish a working group, with representation from each Member Council participating in the project, be established to oversee the “Renewable Energy and Energy Efficiency Project”.

CARRIED

 

 

8.4         Preparing a Digital Strategy for Goldfields Esperance Region (Attachment)

 

Reporting Officer:                    Helen Westcott, Executive Officer

 

Disclosure of Interest:             Nil

 

Date:                                        2 August 2013

 

Attachments:                           Wheatbelt Digital Action Plan

 

Background:

The need for a digital strategy was considered by the GVROC Council when it met on Friday 28 June 2013, with Council resolving as follows:

 

That GVROC:

 

5.   endorse the application to Regional Development Australia Goldfields Esperance for $20,000 funding to assist in the preparation of a digital action plan for the region;

6.   request Regional Development Australia Goldfields Esperance to arrange a meeting between Sue Middleton of Grassroots Development and Member Councils to discuss the preparation of a digital action for the region;

7.   look to contributing $20,000 to assist in the preparation of a digital action plan for the region; and

8.   seek funding of $20,000 from the Goldfields Esperance Regional Development Commission as an equal contribution in the preparation of a digital action plan for the region.

CARRIED

 

Arrangements are in hand for Sue Middleton to meet with Member Councils at the GVROC Council Meeting to be held in Perth on Thursday 8 August.

 

A copy of the Wheatbelt Digital Action Plan forms an attachment to the meeting agenda.

 

The preparation of the action plan was also considered at the GVROC Technical Officers Working Group meeting held on Friday 26 July 23013.  At this meeting the Executive Officer advised that the GEDC had responded to the GVROC’s request for funding to assist in the development of a digital action plan for the region, with the GEDC advising they were unable to provide funding.  The Technical Officers Working Group in considering the GEDC’s response resolved as follows:

 

That the GVROC Technical Officers Working Group recommend to the GVROC Council that the Goldfields Esperance Development Commission be asked to reconsider the GVROC’s application for funding to assist in the development of a digital action plan for the region.

CARRIED

 

Executive Officer Comment:

No further comment.

 

Consultation:                           Nil

 

Voting Requirement:                Simple majority

 

RECOMMENDATION:

 

That GVROC Council write to the Goldfields Esperance Development Commission requesting that the Commission reconsider the GVROC’s application for funding to assist in the development of a digital action plan for the region.

 

 

 

That GVROC Council write to the Goldfields Esperance Development Commission requesting that the Commission reconsider the GVROC’s application for funding to assist in the development of a digital action plan for the region.

CARRIED

 

 

 

9.1         Progress Report Update on the Census of Population and Housing: Consultation on Content and Procedures, 2016

 

On Friday 2 August 2013 the Australian Bureau of Statistics advised an updated progress report on public submissions was available. A summary of the key themes emerging from the submissions can be found in the Progress report on public submissions released on 12 July 2013.  A summary of all submissions will be available in September 2013.

 

 

Nil

 

 

Friday 30 August 2013         A teleconference to consider the WALGA State Council agenda for the State Council meeting to be held Wednesday 4 September 2013 commencing at 8.00am

Friday 27 September 2013    In-person meeting of the GVROC Technical Officers Working Group to be held at the City of Kalgoorlie-Boulder

Friday 29 November 2013     In-person meeting of the GVROC/GERCG at which the WALGA State Council Agenda for the State Council meeting to be held Wednesday 4 December will also be considered to be held at the City of Kalgoorlie-Boulder

Friday 13 December 2013     In-person meeting of the GVROC Technical Officers Working Group (venue to be determined)

 

 

There being no further business the Chair declared the meeting closed at 8.35am

 

 

 

 

 

 

Council Meeting

 

Tuesday 27 August 2013

In-Person Meeting

Councillors Conference Room, City of Kalgoorlie-Boulder

 

MINUTES

 

 

1.         DECLARATION OF INTEREST. 3

2.         ANNOUNCEMENTS. 3

3.         ATTENDANCE AND APOLOGIES. 3

3.1     Attendance. 3

3.2     Apologies. 3

3.3     WALGA Representatives. 3

4.         WESTERN AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION (WALGA) BUSINESS. 4

4.1     Review of WALGA State Council Agenda - Matters for Decision. 4

4.2     Review of WALGA State Council Agenda - Matters for Noting. 8

4.3     Review of WALGA State Council Agenda - Organisational Reports. 10

4.4     Review of WALGA State Council Agenda - Policy Forum Reports. 10

4.5     WALGA President’s Report (Attachment) 12

4.6     WALGA Status Report (Attachment) 12

4.7     State Councillor / Goldfield Esperance Zone President’s Report 12

6          URGENT BUSINESS as permitted by the Chair 12

7          DATE, TIME AND PLACE OF NEXT MEETING.. 13

8          CLOSURE. 13

 

 

 

Goldfields Voluntary Regional Organisation of Councils

and

Goldfields esperance country zone of walga

 

MINUTES

 

 

Pursuant to the Code of Conduct, Councillors and CEOs must declare to the Chairman any potential conflict of interest they may have in a matter before the Goldfields Voluntary Regional Organisation of Councils and Goldfields Esperance Country Zone of WALGA as soon as they become aware of it.  Councillors, CEOs and Deputies may be directly or indirectly associated with some recommendations of the Goldfields Voluntary Regional Organisation of Councils and the Goldfields Esperance Country Zone of WALGA and the WALGA State Council.  If you are affected by these recommendations, please excuse yourself from the meeting and do not participate in deliberations.

 

 

The Chair opened the meeting at 12.30pm, welcoming everyone in attendance.

 

 

3.1    Attendance

 

Mayor Ron Yuryevich AM RFD (Chair)                                                     Mayor, City of Kalgoorlie-Boulder

Cr Anne Petz                                                                                    Councillor, City of Kalgoorlie-Boulder

Mr Robert Radosevich                                                                   Acting CEO, City of Kalgoorlie-Boulder

Cr Mal Cullen                                                                                              President, Shire of Coolgardie

Mr Eddie Piper                                                                                                  CEO, Shire of Coolgardie

Cr Jacquie Best                                                                                               President, Shire of Dundas

Mr Richard Brookes                                                                                                CEO, Shire of Dundas

Cr Beverley Stewart (via teleconference)                                                      Councillor, Shire of Esperance

Mr Matthew Scott                                                                                               CEO, Shire of Esperance

Cr Rob Wedge                                                                                                President Shire of Laverton

Mr Steve Deckert                                                                                                   CEO Shire of Laverton

Cr Jeff Carter                                                                                                  President, Shire of Leonora

Mr Jim Epis                                                                                                            CEO Shire of Leonora

Cr Greg Dwyer                                                                                                President, Shire of Menzies

Cr Jill Dwyer                                                                                                   Councillor, Shire of Menzies

Mr Peter Crawford                                                                                                  CEO, Shire of Menzies

Mr Chris Paget (via teleconference)                                                             CEO, Shire of Ngaanyatjarraku

Cr Ian Goldfinch                                                                                     President, Shire of Ravensthorpe

Mr Pascoe Durtanovich                                                                                  CEO, Shire of Ravensthorpe

Cr Graham Harris                                                                                               President, Shire of Wiluna

Mr Bruce Walker                                                                                                       CEO, Shire of Wiluna

Mrs Cally Galliers                                                                                                                  Minute Taker

 

3.2    Apologies

 

Mr Don Burnett, CEO City of Kalgoorlie-Boulder

Ms Helen Westcott, Joint Executive Officer

Mr Bruce Wittber, Joint Executive Officer

Mayor Troy Pickard, WALGA President

 

3.3    WALGA Representatives

 

Ms Joanne Burges (via teleconference), Regional Cooperation Manager

 

Zone delegates considered the Matters for Decision contained in the WA Local Government Association State Council Agenda and put forward the below resolutions to Zone Representatives on State Council

 

 

From                     Executive Officer

 

Background:

 

WALGA State Council meets five times each year and as part of the consultation process with Member Councils circulates the State Council Agenda for input through the Zone structure.

 

GVROC is able to provide comment or submit an alternate recommendation that is then presented to the State Council for consideration.

 

5.1       Metropolitan Local Government Review – State Government Response (05-034-01-0018 TL)

 

WALGA Recommendation

 

That WALGA:

1.   Oppose the State Government’s proposal to remove in perpetuity the poll provisions for the metropolitan area contained in Schedule 2.1 of the Local Government Act 1995;

2.   Continue to advocate for the State Government to honour its commitment to fund the transition and implementation process of the Metropolitan Local Government Review;

 

GVROC COMMENT:

 

Support

 

5.2       Country Local Government Fund (05-055-03-0005 JB)

 

WALGA Recommendation

 

That WALGA advocate to the State Government for the retention of the Country Local Government Fund at a level commensurate with its original intent of addressing the country Local Government infrastructure backlog.

 

GVROC COMMENT:

 

Support

 

Whilst GVROC should support the WALGA recommendation with respect to the Country Local Government Fund it must be remembered that the recommendation provides a while of sector response to the State Government’s cuts to this critical source of funding to non-metropolitan local governments.  Consideration should be given to developing a course of action that compliments the advocacy of WALGA and strengthens the argument for funding to be provided for regionally focused projects across the Goldfields Esperance region.

 

The 2013/2014 budget only allocates $34.5m to the Country Local Government Fund (CLGF), which is substantially lower than the expenditure of $76.4m in 2012/2013.

 

In future years the CLGF, which is paid for by Royalties for Regions (RFR) funding, will cease to exist.  The cuts are essentially because of a reallocation of RFR revenue – this funding is now being used for spending that was previously paid out of consolidated revenue, eg expenditure on the Regional Development Commissions and the Small Business Development Commissions.

In terms of funding for “regional groupings of councils” this is no longer a single line item in the CLGF program as it has effectively been combined with the funding for individual local governments (“Local Government – Local Infrastructure Asset Renewal and New Assets”).   This is shown in the table below, taken from page 225 of Budget Paper Number 3 and replicated in the WALGA State Council Agenda on this matter):

 

 

While the new combined category (Regional Groupings and Individuals) has $29m allocated for
2013-2014 and $35m for 2014-15, the Executive Officer understands that this is committed funding for projects that are already underway.

 

In terms of alternative sources of funding for rural and remote local governments, the Budget papers state ‘future funding for projects will be possible through programs aligned with the Regional Centres Development Plan, the Regional Development Commissions Regional Blueprints and the whole-of-government State Planning and Development framework’. However, the Regional Centres Development Plan is only $16 million over the next four years and is already included in the CLGF totals for this period.  Therefore, the only obvious potential ‘new funding’ for rural and remote local governments, such as those within GVROC, to compensate for the decrease in and demise of the CLGF is the additional $40 million over four years listed under ‘Regional Strategic Projects’ (the Budget states these are ‘funds set aside for the Regional Development Council and the Regional Development Commissions to plan and prioritise spending’).

 

It is therefore critical that the work by various agencies (such as the Department of Planning with its Goldfields Infrastructure Planning Framework and the GEDC in its preparation of the regional economic blueprint) is completed as quickly as possible and that Member Councils have appropriate input into this work.  It is also critical that any regional projects that Member Councils would like to see progressed through their regional groupings of local governments will withstand competition from other regions.

 

Should GVROC decide to apply for a regional project under the new funding arrangement it will be GVROC’s responsibility to fund the development of a business case for the project.  Funding will no longer be made available through the Development Commissions for this aspect of project development.

 

Whilst no formal recommendation is provided, the Executive Officer believes that a GVROC response should be developed.

 

5.3       2013 Annual General Meeting Minutes (01-003-02-0003 WS)

 

WALGA Recommendation

 

That Annual General Meeting Motions:

1.   5.6, 5.7 and 5.9 be endorsed and forwarded to the relevant WALGA business unit for action;

2.   5.1B, 5.3, 5.4, 5.5, 5.8, 5.10 and 5.11 be noted as in accordance with Association Policy; and,

3.   5.1 and 5.2 that amend the WALGA Constitution be noted.

 

 

GVROC COMMENT:

 

Support

 

5.4       Building Act 2011 – Fees, charges and administrative requirements (05-015-02-0005 VJ)

 

WALGA Recommendation

 

That the Association:

1.    Advises the Minister for Commerce and the Minister for Local Government of the effects that the new legislative requirements contained in the Building Act 2011 are having on the operation of Local Government building departments, including the significant drop in revenue and the additional red tape burden being encountered;

2.    Advocates for an immediate review of the fee structure contained in the Building Act & Regulations, to be predicated on cost recovery principles as they apply to Local Governments; and 

3.    Promotes Local Government private certification units to the development industry as an alternative to the independent private certification process.

 

GVROC COMMENT:

 

Support

 

5.5       Assistance for WA’s Rural Local Governments and Communities (05-100-03-0001 PS)

 

WALGA Recommendation

 

That the Association’s Position Paper on ‘Assistance for WA’s Rural Local Governments and Communities’ be endorsed, with Recommendations 1-9 contained therein informing WALGA’s advocacy position.

 

GVROC COMMENT:

 

Support

 

5.6       Review of the Roads to Recovery Program (05-008-03-0002 MM & MB)

 

WALGA Recommendation

 

That WALGA’s response to the Department of Infrastructure and Transport review of the Roads to Recovery Program will highlight the following points:

 

i.    That the Roads to Recovery program is critical to the ability of Local Governments to maintain a road network to meet the needs of the economy and community;

ii.    Support the continuation of the current principles, structure and payment arrangements of the Roads to Recovery program;

iii.   Recommend that additional flexibility be provided for the way in which the Reference amount is calculated and that where expenditure of the Council’s own funds on road construction and maintenance exceed the minimum amount required in any year, the additional amount be able to be carried forward to subsequent years of the Program; and

iv.   That consideration is given to upgrading the website to streamline the entry and editing of project information.

 

GVROC COMMENT:

 

Support

 

 

5.7       Heavy Vehicle Charging and Investment Reform – Options Development Submission (05-088-03-0001 PS)

 

WALGA Recommendation

 

That the Association’s interim submission to the ‘options development’ stage of the Heavy Vehicle Charging Investment Reform (HVCI) Project be endorsed.

 

GVROC COMMENT:

 

Member Councils considered that any reform relating to heavy vehicle charging and investment should  allow for local governments to retain the ability to levy and collect charges as well as negotiate with the users of the local road network.

 

 

That the GVROC supports the Association’s interim submission to the ‘options development’ stage of the Heavy Vehicle Charging Investment Reform (HVCI) Project subject to Local Government retaining the ability to levy and collect charges as well as negotiate with local road network users.

CARRIED

 

5.8       Community Emergency Risk Assessment Tool (03-044-01-0001JL)

 

WALGA Recommendation

 

1.   That the Community Emergency Risk Assessment Tool be endorsed for further development as the preferred emergency risk management tool for Local Government in Western Australia.

2.   That WALGA seek the support of the State Emergency Management Committee for the development of the Community Emergency Risk Assessment Tool database and implementation across the Local Government sector.

 

GVROC COMMENT:

 

Support

 

5.9       Planning Provisions for Bushfire: Background Paper (05-024-02-0056 CG)

 

WALGA Recommendation

 

1.       The Association’s ‘Planning Provisions for Bushfire’ Background Paper be endorsed;

2.       The Association advocates to the Western Australian Planning Commission (WAPC) that, in pursuit of the adoption of consistent, State-wide, minimum bushfire mitigation standards the following points must be satisfied:

 

A.    Within identified bushfire prone areas, the WAPC’s ‘Planning for Bushfire Guidelines’ should be strengthened and given legislative effect, to ensure a minimum standard for proposed developments. The minimum standards should include:

 

i.    Strategic planning considerations to avoid increased fire risk to life and property through inappropriately located or designed land uses, subdivisions and development;

 

ii.    Further guidance on the design of subdivisions and buildings within bushfire prone areas;

 

iii.   Model or standard subdivision and development application conditions to address issues, including but not limited to, the ongoing maintenance of buildings and associated structures, vegetation management, and vendor disclosure; and

 

iv.   Policy guidance for dealing with extensions to existing buildings and redevelopments.

 

B.    The statutory instrument used by the State Government in the declaration of bushfire prone areas should ensure that the building construction standards set out by AS 3959-2009 are applied to all new development within such areas.

 

C.    A training and education program must be established about the new requirements for development in bushfire prone areas for all assessors / decision makers.

 

D.    A professional accreditation program should be established to ensure that bushfire attack level ratings and bushfire management plans are developed and assessed by suitably qualified persons.

 

 

GVROC COMMENT:

 

Support

 

5.10      Local Government Town Planning Guideline for Alcohol Outlets (06-045-01-0001 VJ)

 

WALGA Recommendation

 

That the Association endorse the Local Government Town Planning Guidelines for Alcohol Outlets (Executive Summary).

 

GVROC COMMENT:

 

Support

 

5.11      Integrated Strategic Plan for Emergency Management / Bushfires Governance in WA (05-024-03-0028 EF)

 

WALGA Recommendation

 

That the Association advocate to the Minister for Emergency Services for a vision and long term Strategic Plan for Emergency Management in WA to be developed as a matter of urgency.

 

GVROC COMMENT:

 

Support

 

 

RECOMMENDATION:

 

That the GVROC endorses all recommendations contained in the WALGA State Council Agenda other than those recommendations separately considered.

 

 

That the GVROC endorses all recommendations contained in the WALGA State Council Agenda – Matters for Decision other than those recommendations separately considered.

 

CARRIED

 

 

6.1        Road Wise Funding Reduction (WFS)

 

Prior to accepting the recommendation that this item be noted Member Councils should note that:

 

§ The State Government has reduced 2012–2013 funding to the Road Wise Program by $1.8M;

§ Delivery of road safety program support to local communities will be impacted;

§ Community grants have been eliminated; and

§ Staffing within the program has effectively been reduced by 25%.

 

A meeting was called by Road Safety Minister Liza Harvey on Monday 12 August 2013 to advise the WALGA CEO that funding to the Association for the Road Wise program had been significantly cut.  This arbitrary funding decision by the State has significantly impacted the operation of the Road Wise program, with the effective redeployment or redundancy of 6.3 FTEs, covering both metropolitan and rural communities.  Specific reductions in activity resulting from the Minister’s funding direction include:

 

§ No Community Road Safety Grants (1 FTE position gone);

§ No Local Government capacity building for safe system implementation (2.4 FTEs gone);

§ No Regional Youth Road Safety Project (0.4 FTEs);

§ Reduced Child Car Restraints – no telephone information line, 6 down to 5 training courses, (0.4 down to 0.3 FTE);

§ Reduced regional service delivery; and

§ Reduced capacity to develop and deliver road safety promotions, tools and resources.

The WALGA Secretariat believes an effective program can still be delivered that will continue to add value to local communities in terms of road safety initiatives, but this will now be focused on advice, information and community support and development based initiatives, with the Minister specifically directing that the Association abandon delivery of the Local Government Safe Systems Program, the Community Grants Program and the Regional Youth Road Safety Program.

 

Further comment is sought on how specifically these cuts will affect rural and remote Councils such as those within GVROC.

 

For example, in Item 7.1.3 of the WALGA State Council Agenda mention is made that the Regional Youth Road Safety Project will be trialled in the Wheatbelt regions later this year.  Given the Minister’s specific direction that the Association abandon delivery of the Regional Youth Road Safety Program implementation of the work undertaken to date does not seem likely and as a consequence detrimental to rural youth and as such seems to be at odds with the view that effective road safety programs can be delivered.

 

Similarly the abandonment of the Local Government Safe System Project looks to having an adverse impact upon Local Government’s efforts to adjust their approach and management of road safety internally and externally, to achieve road safety outcomes.

 

The loss of the Community Road Safety Grants Program potentially will also impact upon rural and remote Councils throughout the State.

 

Prior to the 2013/2014 State Budget four types of grants are available: Project Grants; Speed Display Trailer Grants; Workforce Development Grants and Sponsorship.  Grants were awarded monthly and those granted in June and July 2013 rounds are listed below. Grants that were not time critical were approved in principle subject to confirmation of the Road Trauma Trust Account budget for 2013-14.

 

These are marked accordingly below.

 

Sponsorship Grants Approved

Shire of Bruce Rock - Vietnam Veterans Reunion Committee	2013 "Back to the Bush" Veterans Reunion	$1200*
Shinju Matsuri Inc.	Shinju Matsuri "Festival of Broome"	$1000*
Rotary Club of Broome	Broome Dragon Boat Regatta	$800*
Shire of Northampton	Northampton Community Concert	$1000*
Perth College	Perth College Fete	$1000*
Currambine Primary School	Currambine Joondalup Arts &Crafts Show	$1000*
Ulysses Club Inc	Merredin 2013 Odyssey	$830*
Avon Football Association	AFA Preliminary Final	$1000*
Esperance Chamber of Commerce & Industry	2013 Business Excellence Awards	$420*
Northampton District Agricultural Society Inc	96th Annual Northampton Show	$1000*
Northampton Creative Obsessions	Northampton Airing of the Quilts	$1000*
Lions Club of Northam	Northam Lions Community Markets	$1200*
City of Stirling	Child Protection Week	$600*
Shire of Northam	Avon River Festival	$1000
Shire of Corrigan- Ladies Day Organising Committee	Dining Divas & Other Delights	$420
Geraldton Combined Equestrian Club	July Show Jumping Championships	$560

 

Grant Variations Approved

Shire of Chittering

Slow Down and Enjoy the Ride

$22,497

 

*Approved in Principle- subject to State budget

 

The sponsorship requested and approved in principle is no longer available with the funding being axed.

 

Before determining whether specific action is required by Member Councils, the Executive Officer recommends that Member Councils seek a further update on this matter from the WALGA representatives attending the GVROC Meeting.

 

6.2        Affordable Housing: Opportunities for Local Government Background Paper (05-036-03-0020 CG)

 

6.3        Strategic Assessment for the Perth Peel Region (05-101-02-0001 MB)

 

6.4        National Strategic Plan for Asbestos Awareness and Management Update (05-012-04-0002 EF)

 

6.5        State Budget 2013-14 (05-088-03-0001 PS)

 

 

7.1     Key Activity Reports

 

7.1.1     Report on Key Activities, Environment and Waste Unit (01-006-03-0017 MJB)

 

7.1.2     Report on Key Activities, Governance and Strategy (01-006-03-0007 TB)

 

7.1.3     Report on Key Activities, Infrastructure (05-001-02-0003 ID)

 

7.1.4     Report on Key Activities, Planning and Community Development (01-006-03-0014 AH)

 

The State Budget released on 8 August 2013 includes an additional program of funding for community pool revitalisation. The program begins in 2015-16 and is intended to provide an annual grant of up to $30,000 to all regional Local Governments that have a public swimming pool. The funds are for maintenance and upgrading and the scheme is expected to cost $3 million per year.

 

Whilst this appears to be a good outcome for rural and remote communities, additional information is sought, namely:

 

§ With the program not to commence until 2015/2016 does this mean that the subsidy will continue to operate until the new program’s commencement or has it ceased altogether;

§ Will the funding be available to all local governments; and

§ What criteria will be established as part of the establishment of the funding program?

 

 

7.2       Policy Forum Reports

 

7.2.1     President’s Advisory Group

 

7.2.2     Regional Delivery Policy Forum

 

7.2.3     Mining Community Policy Forum

 

7.2.4     Container Deposit Legislation Policy Forum

 

7.2.6     Metropolitan Mayors Policy Forum

 

7.2.7     Aviation Policy Forum

 

RECOMMENDATION:

 

That GVROC notes the following reports contained in the WALGA State Council Agenda:

§ Matters for noting;

§ Organisational reports; and

§ Policy forum reports.

 

 

That GVROC notes the following reports contained in the WALGA State Council Agenda:

§ Matters for noting;

§ Organisational reports; and

§ Policy forum reports.

CARRIED

 

 

The WALGA President, State Councillor or WALGA Officer will deliver this report.

 

RECOMMENDATION:

 

That the WALGA President’s Report for September 2013 be noted.

 

 

From                     Executive Officer

 

BACKGROUND:

 

Presenting the Status Report for June 2013 which contains WALGA’s responses to the resolutions of previous GVROC Meetings.

 

GVROC COMMENT:

 

This is an opportunity for Member Councils to consider the response from WALGA in respect to the matters that were submitted at the previous GVROC Meeting.

 

RECOMMENDATION:

 

That the WALGA Status Report for August 2013 be noted.

 

That GVROC notes the following reports contained in the WALGA State Council Agenda:

§ President’s Report;

§ Status Report.

CARRIED

 

 

 

Mayor Ron Yuryevich, AM RFD

 

The mining issue with State Agreement Acts will be raised at a meeting with the Director General at the Department of State Development on the 4 September 2013. The intent is to make local government’s position very clear regarding the commitment that was made, whereby local governments were to be engaged in all discussions.

 

 

Cr Carter raised the issue regarding the repeal of the Australian Stock Act and consequently the cost recovery difficulty with impounding stock. A request for the Executive Officer to prepare a paper on the ability for local government to recover costs on impounded stock, Mr Jim Epis to provide background information on the matter.

 

The Chair acknowledged Cr Jeff Carter’s last meeting and thanked him for his contribution to the Councils.

 

 

Friday 27 September 2013    In-person meeting of the GVROC Technical Officers Working Group in Kalgoorlie

Friday 29 November 2013     In-person meeting of the GVROC/GERCG in Kalgoorlie at which the WALGA State Council Agenda for the State Council meeting to be held Wednesday 4 December will also be considered (venue to be determined)

Friday 13 December 201I      In-person meeting of the GVROC Technical Officers Working Group (venue to be determined)

 

 

There being no further business the Chair declared the meeting closed at 1:08pm.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Shire of Esperance

 

 

COUNCILLOR’S INFORMATION BULLETIN

 

 

ORDINARY COUNCIL MEETING

 

 

 

24 September 2013

 

 

 

 

 

DISCLAIMER

 

No responsibility whatsoever is implied or accepted by the Shire of Esperance for any act, omission or statement or intimation occurring during Council or Committee meetings. The Shire of Esperance disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting does so at that person’s or legal entity’s own risk.

 

In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by a member or officer of the Shire of Esperance during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Esperance. The Shire of Esperance warns that anyone who has any application lodged with the Shire of Esperance must obtain and should only rely on written confirmation of the outcome of the application, and any conditions attaching to the decision made by the Shire of Esperance in respect of the application.

 

 

 

ETHICAL DECISION MAKING AND CONFLICTS OF INTEREST

 

 

Council is committed to a code of conduct and all decisions are based on an honest assessment of the issue, ethical decision-making and personal integrity.  Councillors and staff adhere to the statutory requirements to declare financial, proximity and impartiality interests and once declared follow the legislation as required.

 

 

 

 

 

 

 

 

 

 

 

                                                                      

 

SHIRE OF ESPERANCE

Index

 

 

 

 

1.     REPORT...................................................................................................................................... 4

                   1.1     Engineering Services                                                                                                              4

                   1.2     Development Services                                                                                                          10

                   1.3     Executive Services                                                                                                               22

                   1.4     Community Services                                                                                                            25

                   1.5     Corporate Services                                                                                                               39

2      INFORMATION CORRESPONDENCE.. 42

3      MINUTES AND NOTES OF MEETINGS HELD DURING PERIOD.. 42

         

 

 

 

1.       REPORTS

 

1.1   ENGINEERING SERVICES

 

1.1.1  Plant Maintenance Foreman’s Report

                  Report: Craig Shearer – Workshop Foreman

 

Plant Number	Asset	Description
Work Completed
TC19	Tractor	Transmission light on, checked and repaired
Stihl	Road blower	Repaired starting problem
T106	Truck	Weld back ease hoist and vice bracket
T102	Truck	Adjust brakes, replace LH headlight
L46	Backhoe	Replace hydraulic hose
TR54	Skid steer trailer	Finish welding storage area and ramps
RB2	Rock buster	Change hammers
D11	Dozer	Replace cutting edges
	Lawn edger	Replace bearings on cutters
TC29	Tractor	Replace radiator
G43	Grader	Check and repair slope meter
LF3	Fork Lift	Repair hydraulic oil leak
TC34	Tractor	Replace cutting edges
L48	Backhoe	Replace side engine panel
L53	Loader	Check and repair door latch
MR16	Roller	Relace RH door window
LV531	Ute	Rewire lights, radio after
L54	Loader	Replace blown hydraulic hose
TR72	Water trailer	Replace lights, jockey wheel
T95	Truck	Check and adjust brakes
GS9	Generator	Replace engine oil pressure sensor
TC30	Tractor	Repair alternator, check wiring
L52	Skid steer	Unseized bucket pins
L53	Loader	Clean out belly plates
T108	Truck	Check engine shut down problem
SL5	Slasher	Replace rear rubbers on discharge
C26	Caravan	Replace road lights and weld on new step
G38	Grader	Replace radiator, check engine shut down problem
LV556	Ute	Replace tee of end, wheel alignment
LL5	Low Loader	Replace hydraulic hose
MR13	Roller	Repair hydraulic oil leak
L54	Loader	Replace door lock, repair wiring for windscreen washers
L51	Loader	Check bolts for lift arms and replace
SL5	Slasher	Un jam and replace cutting edges
RB2	Rock buster	Wire up new rotating lights
TC25	Tractor	Replace thermostat, check cooling system
LV557	Ute	Repair door locks (electrical)
MR12	Roller	Repair rotating lights
LV553	Wagon	Repair door locks (electrical)
L51	Loader	Repair air conditioner
T104	Semi Truck	Fabricate new mounting brackets
T104	Semi Truck	Pressure check AB blue tank (warranty)
L49	Skid steer	Check hydraulic system, bucket creeping
T105	Truck	Check and adjust slipping clutch
TR41	Trailer	Fabricate new tail gate
TR73	Light Trailer	Rewire control box, replace mounting rubbers
Light Vehicles	13	Service
Heavy Vehicles	24	Service
Work in progress
TR41	Trailer	Fabricate oil tank, set up service trailer
L56	Loader	Broken step, Mirror and check rotating lights
TC34	Mower	Ordered cutting edge drive belt
MR 12	Roller	Check starting problem
T108	Truck	Check hoist operation
C31	Caravan	Replace  step and check over
Work Scheduled
C 26	Caravan	Fridge not working and check over
T 103	Truck	Gear linkages need rebushing, check front lights
LV 556	Ute	Clutch needs replacing
New Plant
L57	Loader	930K loader landfill

 

1.1.2  Rural Road Works
Report: David Spencer – Manager Engineering Operations

WORKS COMPLETED			FUNDING SOURCE
Griggs Rd	Belgian Rd to Fields Rd	Resheet
WORKS IN PROGRESS			FUNDING SOURCE
Coolinup Rd	North of Scaddan Rd	Reconstruction
Plowman Rd	Wittenoom Rd to Backmans Road	Resheet
WORKS PROGRAMMED			FUNDING SOURCE
Backmans Road	Scaddan Road to Burdett Road	Resheet
Parmango Road	North of Heywood Road	Reconstruction

 

1.1.3 Town Works

WORKS COMPLETED			FUNDING SOURCE
George St	Freeman St to Residential College Entrance	Construct & Bitumenise	MUNI
Sewer Infill	Various Roads & Footpaths	Reinstatement of Surface	PRIVATE WORKS
Great Ocean Drive	Albany Street to West Beach	Footpath Maintenance
WORKS IN PROGRESS			FUNDING SOURCE
Andrew/Windich St’s	Roundabout	Relocation of Horizon Power Infrastructure	BLACK SPOT
Forrest St	Randell St to Padbury St	Install Storm Water Pipes	MUNI
Mungan Roundabout	William St, Corry St, Mungan St, Stubbing St Intersection	New Path & Retaining Wall	BLACK SPOT
Starr St	Gibson Townsite	Extend bitumen by 60m	PRIVATE WORKS
Myrup Rd	Truck Wash	Construction	GRANT
Coolinup Road	Between Lanes Rd & Scaddan Rd	Drainage Works
Industrial Area	Gilpin St & Sims St	Kerbing
Windich St	James St to Hicks St	Footpath Construction
Hicks St & Windich St Intersection	North to South side of Hicks St	Drainage Works
Windich Street	Shire Administration Building – Staff Car parks	Prepare and Install 10 Car parks
Fisheries Road	Remark Street to Lalor Drive	Footpath Construction
Fisheries Road	Baleine Drive to Windabout Way	Footpath Construction
WORKS PROGRAMMED			FUNDING SOURCE
Esplanade	Esplanade GPT	Drainage Works
Forrest Street	Jane Street to Padbury Street	Drainage Works
Twilight Beach Road	11 Mile Beach Carpark	Drainage Works & Carpark installation

 

1.1.4         Parks & Gardens

Report: Jason Rhodes - Parks & Gardens Supervisor

 

Area	Comments
Playgrounds	All playgrounds were inspected during the month as per the inspection schedule with maintenance carried out as required. The final stage of Walker St Playground and Nature Space was completed with all pathways being asphalted.
Mowing	All reserves were service as per the maintenance schedule during the month. Once again the Mowing Team were able to complete additional tasks due to the slower growing conditions. The Team completed pruning works on key dual use paths around town including the path from West Beach to Twilight Beach in preparation for summer.
Irrigation	Staff and electrical contractors commissioned the power upgrade works at Eastern Subs Water Supply during the month and the scheme is now ready for the up coming irrigation season. Additional works had to be carried out due to the age/condition of some components and to ensure compliance with current standards were meet. The power upgrade will now provide a more consistent delivery of water during peak periods to the Foreshore and all other users.
Trees/Gardens	All gardens throughout the town were serviced as per the maintenance schedule during the month with winter replanting carried as required. Landscaping works including planting of the gardens areas and laying of synthetic turf on the islands around the new Windich St /Pink Lake Rd roundabout were also completed during the month.

1.1.5 Grading Report

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1.2     DEVELOPMENT SERVICES

 

Building Services - Building Permits for the Month of August 2013

         

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Building Activity Table/ Month by Month – 2012/13

 

Comparison of Monthly Building Licence Stats 2011/12 – 2012/13

 

Building Activity Table – 2009/10 to 2012/13

 

Yearly Approved Building Stats – 2004/05 – 2012/13

 

 

Planning Services

Development Applications Approved 1 August 2013 to 31 August 2013

 

 

 

 

 

 

Subdivision Applications Recommended for Approval

 

 

 

 

Subdivision Decisions – Western Australian Planning Commission

 

 

 

State Administrative Tribunal Proceedings Update       - Nil this Month

 

Subdivisions recommended for refusal – Nil this month.

 

 

Status of LPS 23 Scheme Amendments

 

Amendment No	Details of Amendment	Date  Amendment     Initiated by Council	Current Status
2.	Rezoning of Lot 64 Bandy Creek Road, Bandy Creek from "Agriculture - General" to "Special Use"	23 March 2010	·      Awaiting modifications to Scheme Amendment report to facilitate referral to EPA for consent to advertise
12.	Rezoning of Lots 1 and 5 Wharton Road, Condingup from 'Tourism' to 'Special Use'	27 November 2012	·      Being referred to the WAPC for consideration of modifications.
14.	Major Omnibus	25 June 2013	·      Advertising until 11 October 2013
15.	Rezoning of Flinders Commercial Area to Residential	26 March 2013	·      Documents being signed and sealed prior to sending to WAPC
16.	Major Omnibus	23 July 2013	·      Awaiting EPA comments prior to commencing advertising

 

 

 

 

Health Services

 

Environmental Health Services –

Report: Paul Clifton – Manager Health and Environment

 

 

 

1.3 EXECUTIVE SERVICES

 

 

Human Resources

 

Report: Lee Anderson Manager Human Services

 

1. RECRUITMENT

 

Current Recruitment

 

·    Manager Leisure Centre

·    Compliance Officer

·    General Hand – Rural Maintenance

·    Leading Hand – Rural Maintenance

 

Recent Appointments

 

Tim Currie – Civic Centre Coordinator

Commenced – 12 August 2013

 

Nathan Koch – Shire Ranger

Commenced 2 September 2013

 

Cassia Defoe – Planning Officer

Commenced – 4 September 2013

 

 

2.       EFFICIENCIES REPORT

 

As part of the Enterprise Agreement, staff agreed to provide Councillors with a regular report on efficiencies that have been implemented over the period of the agreement.  

Attached is a report identifying efficiencies or improvements that have been made for the period June to August 2013.

 

 

3.       OSH REPORT

 

3.1      Incidents:

Shire Employees                                                7                

Contractors/Volunteers                                       0

Equipment                                                           0

General Public                                                    0

 

Total number of Incident Reports                  7

New Compensation Claim                                  0                          

Continuing Workers Compensation Claims       7

 

 

 

 

 

3.2      OSH Inductions:

 

Shire Employees                    3       

Contractors                             0

Work Experience                   1

 

 

 

3.3      Site Visits:

·    Depot Brazier Street

·    Bay of isle Leisure Centre

·    Airport

 

 

 

 

 

Lost Time Injury Frequency Rate (LTIFR)

The following graph shows the amount of lost time injuries per one million hours.

We currently have 2 employees on lost time injuries. Both of these employees have returned to work and are on return to work plans however they have not yet commenced with full time hours in their pre injury position.

 

 

 

 

 

*Note: Frequency Rate is the number of Lost Time Injury and Diseases for each one million hours worked.  Formula for calculating the frequency rate is: No. LTI’s/No. Hrs Worked x 1,000,000.

Number of hours worked is defined as total number of hours worked by employees covered by workers compensation system during this period.