Attachments of Ordinary Council

Item: 12.6.3

Attachment a.: Minutes – GVROC Officers Technical Working Group Meeting - 28 July 2015

Technical Officers Working Group Meeting

Tuesday 28 July 2015

In-Person Meeting

Councillors Conference Room, City of Kalgoorlie-Boulder

MINUTES

CONTENTS

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. 3

4. GUEST SPEAKERS/PRESENTATIONS. 4

4.1 Mr Fabian Vleer, go2 GUIDES (10.35am) 4

5. MINUTES OF MEETINGS. 5

5.1 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Friday 6 March 2015 (Attachment) 5

5.2 Business Arising from a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Friday 6 March 2015. 5

6. GVROC BUSINESS. 6

6.1 Goldfields Esperance Regional Blueprint 6

6.2 Regional Road Group Funding. 7

6.3 Country Local Government Fund – 2012/2013 Regional Group Projects Applications – GVROC Solar PV Project and the GVROC LED Streetlight Project 9

6.4 GERCG Implementation (Asset Management) Project – 2014/2015 4^th Quarterly Report 11

6.5 Wild Dog Control across the GVROC Region. 12

6.6 Contract Executive Officer Services to Goldfields Voluntary Regional Organisation of Councils 14

7. LATE ITEMS as notified, introduced by decision of the Meeting. 16

7.1 2015 Proposed Electoral Boundary Changes. 16

8. FUTURE MEETINGS/FUNCTIONS. 17

9. CLOSURE OF MEETING.. 17

Goldfields Voluntary Regional Organisation of Councils (GVROC)

An in-person meeting of the GVROC Technical Officers Working Group held Tuesday 28 July 2015 commencing at 8.10am

MINUTES

1. DECLARATION OF INTEREST

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.

BHW Consulting declare an interest with respect to Agenda Item 6.6

2. OPENING AND ANNOUNCEMENTS

The Chair, Don Burnett opened the meeting at 8.10am welcoming everyone in attendances.

3. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE

3.1 Attendance

Mr Don Burnett (Chair) CEO, City of Kalgoorlie-Boulder

Mr John O’Sullivan Manager Assets and Procurement, City of Kalgoorlie-Boulder (joined the

meeting at 8.24am and left at 9.10am)

Mr Ryan Wilson Sustainability Officer, City of Kalgoorlie-Boulder (joined the meeting at

9.40am and left at 10.19am)

Mr Paul Webb CEO, Shire of Coolgardie

Mr Robert Connor Manager Technical Services, Shire of Coolgardie

Mr Richard Brookes CEO, Shire of Dundas

Mr Matthew Scott CEO, Shire of Esperance

Mr Steve Deckert CEO, Shire of Laverton

Mr Jim Epis CEO, Shire of Leonora

Mr Pascoe Durtanovich A/CEO, Shire of Menzies

Ms Andrea Nunan CEO, Shire of Wiluna (via teleconference)

3.2 Apologies

Mr B Wittber, Joint Executive Officer

3.3 Guests

Mr Fabian Vleer, go2 GUIDES

4. GUEST SPEAKERS/PRESENTATIONS

4.1 Mr Fabian Vleer, go2 GUIDES (10.35am)

Member Councils will talk via videoconference with Mr Fabian Vleer from go2 GUIDES on the benefits of using mobile phone apps to improve local government operations and communications with their residents.

Of interest to the discussion is that through go2 GUIDES the Local Government Association of Queensland has recently launched the LG App store. It works by curating a catalogue of apps that can be useful to local authorities, apps that, for example, help them communicate better with the public. The new store is essentially a way to assist councils to sift more effectively through the millions of apps available.

5. MINUTES OF MEETINGS

5.1 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Friday 6 March 2015 (Attachment)

Minutes of the GVROC Technical Officers Working Group Meeting held Friday 6 March 2015 have been circulated to Member Councils.

RECOMMENDATION:

That the Minutes of the Meeting of the GVROC Technical Officers Working Group held Friday 6 March 2015 be confirmed as a true and correct record of proceedings.

RESOLUTION: Moved: Paul Webb Seconded: Jim Epis

That the Minutes of the Meeting of the GVROC Technical Officers Working Group held Friday 6 March 2015 be confirmed as a true and correct record of proceedings.

CARRIED

5.2 Business Arising from a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Friday 6 March 2015

Nil

6. GVROC BUSINESS

6.1 Goldfields Esperance Regional Blueprint

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

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 7 July 2015

Attachments: Nil

Background:

In early July the Goldfields Esperance Development Commission (GEDC) requested time to meet with GVROC’s Member Councils to discuss priorities for the region and the draft regional blueprint.

An invitation has been extended to both the Chair and CEO of the GEDC to meet with Member Councils at the GVROC Council Meeting to be held in Perth on Wednesday 5 August 2015. The GEDC’s CEO will be attending but as yet the GEDC has yet to confirm whether its Chair is available to attend.

Executive Officer Comment:

Whilst the draft of the regional blueprint has yet to be released for public comment, Don Burnett, CEO City of Kalgoorlie-Boulder, has requested the matter be listed for discussion at the GVROC Technical Officers Working Group Meeting.

Consultation: Nil

Voting Requirement: Simple majority

The matter is presented for consideration by Member Councils.

RESOLUTION: Moved: Ian Fitzgerald Seconded: Steve Deckert

That GVROC request that the Goldfields Esperance Development Commission provides a written protocol on how funding applications for the remaining funds from the Goldfields Esperance Revitalisations Fund will be assessed and the funds distributed.

CARRIED

6.2 Regional Road Group Funding

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

Darren Wallace, Manager Engineering City of Kalgoorlie-Boulder

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 10 July 2015

Attachments: Nil

Background:

At the GVROC Technical Officers Working Group Meeting held Friday 6 March 2015 Member Councils considered the problems associated with the pending cuts to regional road group funding. At this time there was general agreement that the figures provided by Main Roads WA were incorrect and required further investigation, with the matter being resolved as follows:

RESOLUTION: Moved: Peter Crawford Seconded: Jim Epis

That GVROC write to the State Advisory Committee to:

1. Advise that the figures used to calculate cuts to the Goldfield Esperance Region’s regional road group funding were inaccurate and request their urgent review; and

2. Request that a review of and improvement to the process for showing actual expenditure for road works be undertaken.

CARRIED

Executive Officer Comment:

In liaising with Darren Wallace, Manager Engineering City of Kalgoorlie-Boulder, the Executive Officer has been advised that a request to the review the data used to calculate regional road group funding would not be agreed to as all funding allocations have been determined and there will be no changes.

Darren Wallace also advised that there has been a remarkable improvement in the regions completion rate this year as evidenced figures provided by Main Roads WA. Below is the final breakdown of the outstanding funds breakdown from the Goldfields Esperance Regional Road Group 2014/2015 Report.

13/14 Outstanding	233,767
Direct Grant Outstanding	0
RRG Projects	106,346
Remote Projects	23,100
Major Projects	200,000
State Black Spot Projects	28,110
	*591,323*

This is considered the region’s best completion rate for a number of years.

Given the above information the Executive Officer believes that no further action be taken on this matter.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That no further action be taken by GVROC with respect to its request to the State Advisory Council to review the data used to calculate regional road group funding for the Goldfields Esperance Regional Road Group.

RESOLUTION: Moved: Matthew Scott Seconded: Paul Webb

That:

1. Members of the Goldfields Esperance Regional Road Group be invited to meet with the GVROCF Technical Officers Working Group; and

2. That GVROC write to the State Advisory Council requesting that in calculating regional road group funding that accrual accounting methods rather than cash accounting methods be used, as this reflects what is actually occurring with respect to roads expenditure.

CARRIED

6.3 Country Local Government Fund – 2012/2013 Regional Group Projects Applications – GVROC Solar PV Project and the GVROC LED Streetlight Project

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

Ryan Wilson, Sustainability Officer City of Kalgoorlie-Boulder

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 17 July 2015

Attachments: GVROC Regional Energy Project Update

Background:

The need to develop renewable energy and energy efficient projects was recognised by Member Councils as early as 2012. At the GVROC Council Meeting held on Wednesday 1 August 2012 Member Councils resolved as follows:

RESOLUTION: Moved: Cr Cullen Seconded: Cr Petz

That for the 2012/2013 round of regional CLGF funding, the Goldfields Voluntary Regional Organisation of Councils:

1. Submit an alternate energy project for the region with the pool of funding for the project to be determined by Member Councils, with Member Councils notifying the Executive Officer of their intention to participate in the project no later than Friday 31 August 2012;

2. That the City of Kalgoorlie-Boulder be given delegate authority to commence preparation of a business case for the alternate energy project, with the business case to look at participating Member Councils using funds from both the 2012/2013 and 2013/2014 allocations of regional CLGF funds;

3. Request the Goldfields Esperance Development Commission provide funding for the preparation of a business cases for GVROC Member Councils for the following projects in the 2012/2013 regional CLGF round of funding:

a) Retro-fitting of lighting and renewable energy power generation;

b) Regional waste management;

c) Norseman gateway project; and

d) A project for the Shires of Laverton and Ngaanyatjarraku (still to be determined); and

1. Give delegated authority to the GVROC Technical Officers Working Group to prepare and submit business cases for projects, other than the alternate energy project, agreed to for the 2012/2013 round of regional CLGF funds.

CARRIED

Since that time GVROC has worked on finalising its applications for funding for what has become known as GVROC’s “renewable energy and energy efficient projects”.

The City of Kalgoorlie-Boulder has been the Lead Council for the various projects developed.

Executive Officer Comment:

The City of Kalgoorlie-Boulder’s Sustainability Officer, Ryan Wilson has provided a report which provided project updates. This report forms an attachment to the meeting agenda.

Don Burnett, the City of Kalgoorlie-Boulder’s CEO will also present a report on financial modelling undertaken for both the LED Streetlights and Solar PV projects.

Executive Officer Additional Comment:

Ryan Wilson provided Member Councils with an update on both the GVROC Solar PV Project and the GVROC LED Streetlight Project.

He also provided an overview of a project being undertaken by the not-for-profit group Goldfields Environmental Management Group (GEMG).

GEMG have engaged Talis Consultants to complete a regional waste data study for the Goldfields region with the purpose of identifying opportunities for improving waste management practices. The area covered by the study is basically the same as that covered by GVROC.

Talis Consultants would like an opportunity to brief GVROC’s Member Councils on the project. This would come at no direct cost to GVROC councils. GEMG hopes that Member Councils would be willing to participate in the study and do their best to provide the data that the consultants will be seeking over the coming months. The GVROC logo would appear on any communications to stakeholders involved in the study.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the GVROC Regional Energy Project update be noted.

RESOLUTION: Moved: Richard Brookes Seconded: Ian Fitzgerald

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

1. GVROC write to the Economic Regulation Authority to request more information on the latest LED lighting tariffs;

2. The Project’s media consultants, Mango Leadership, be asked to undertake a broader range of media coverage for the LED lighting project;

3. Further financial modelling be undertaken in order that GVROC can look at expanding the Solar PV project; and

4. That GVROC write to the Treasurer and Minister for Energy, Hon Mike Nahan MLA, seeking resolution to the issue of the imposition of a “gift tax” on the City of Kalgoorlie-Boulder and the Shire of Ravensthorpe on the installation of LED lighting within their communities by Western Power, requesting that the “gift tax” be waived as was done for the installation of LED lighting in Member Councils where Horizon Power is the electricity service provider.

CARRIED

It was also agreed that Talis Consultants would brief the GVROC Technical Officers Working Group on the project to complete a regional waste data study for the Goldfields region at the meeting to be held on Friday 4 September 2015.

6.4 GERCG Implementation (Asset Management) Project – 2014/2015 4^th Quarterly Report

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

John O’Sullivan, Manager Assets and Procurement, City of Kalgoorlie-Boulder

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 20 July 2015

Attachments: Asset Management Project 2014/2105 4th Quarterly Report

Background:

Following a request from the Shire of Ravensthorpe, John O’Sullivan, the City of Kalgoorlie-Boulder’s Manager Assets and Procurement, will provide a report on the GERCG’s asset management project.

A copy of the most recent quarterly report is also attached for Member Councils information.

Executive Officer Comment:

No further comment.

Executive Officer Additional Comment:

Mr John O’Sullivan, the City of Kalgoorlie-Boulder’s Manager Assets and Procurement, provided Member Councils with an update on the GERG’s asset management project, tabling a report for their interest.

A copy of the updated NAF-Report for 2015 forms an attachment to the minutes of the meeting, as does a PDF of the current project program. It should be noted, however, that following discussions with the Department of Local Government and Communities this will be revised and possibly extended in the next few months.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the latest quarterly report for the GERCG Implementation (Asset Management) Project be noted.

RESOLUTION: Moved: Ian Fitzgerald Seconded: Richard Brookes

That the latest quarterly report for the GERCG Implementation (Asset Management) Project be noted.

CARRIED

6.5 Wild Dog Control across the GVROC Region

Reporting Officer: Matthew Scott, CEO Shire of Esperance

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 13 July 2015

Attachments: Media Release from Hon Mark Lewis

Background:

Councils across the GVROC region are all, though to varying degrees, impacted by the problem of wild dogs.

Following discussion on the issue at the GVROC Council Meeting held Friday 19 June 2015, Member Councils resolved as follows:

RESOLUTION: Moved: Cr Cullen Seconded: Cr Goldfinch

That an invitation be extended to Hon Liz Behjat MLC, Chair Standing Committee on Public Administration, to meet with GVROC at its August Meeting to discuss the Committee’s report into recreational hunting in Western Australia.

CARRIED

RESOLUTION: Moved: Cr Goldfinch Seconded: Cr Hill

1. That GVROC call on the State Government to establish a management authority, funded through Royalties for Regions, to oversee the control and management of feral animals and declared plants outside the agricultural regions thereby preventing them from becoming established within the agricultural regions.

2. Request that WALGA look to establishing a policy forum to investigate the problems being faced by local governments across the State with respect to the management and control feral animals and declared plants.

CARRIED

Executive Officer Comment:

An invitation has been extended to Hon Liz Behjat MLC, Chair Standing Committee on Public Administration, to meet with GVROC Council on Wednesday 5 August 2015. At the time of compiling this agenda item for the GVROC Technical Officers Working Group Meeting a response had not been received from Ms Behjat’s office.

Work on the second resolution has commenced.

Following the GVROC Council Meeting in June, Matthew Scott, CEO Shire of Esperance, drew the Executive Officer’s attention to a recent press release by Hon Mark Lewis MLC, Member for Mining and Pastoral Region, on the establishment of a working group to develop an action plan for wild dog control in Western Australia.

The Shire of Esperance has requested that discussion be had as to whether it would it be appropriate for GVROC to make a submission to this new working group.

The Executive Officer believes given the increasing concern around the control and/or eradication of feral animals, such as wild dogs, and declared weed species, such as “prickly pear”, there may be value in making a submission to the working group as it looks to develop and action plan for wild dog control.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the GVROC Technical Officers Working Group recommend to GVROC Council that a submission be made to the working group working on the development of an action plan for wild dog control in Western Australia.

RESOLUTION: Moved: Matthew Scott Seconded: Paul Webb

That the GVROC Technical Officers Working Group recommend to the GVROC Council that WALGA be requested to hold a State-wide forum on issues around biosecurity and its likely impact on local governments across the State.

CARRIED

6.6 Contract Executive Officer Services to Goldfields Voluntary Regional Organisation of Councils

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: BHW Consulting provides Executive Services to Goldfields Voluntary Regional Organisation of Councils

Date: 21 July 2015

Attachments: Nil

Background:

BHW Consulting (BHW) has been providing Executive Officer Services to the Goldfields Voluntary Regional Organisation of Councils (GVROC) since July 2008.

The contract for the provision of the service has been reviewed from time to time together with a review of the rate of remuneration during the period since.

The broad contractual arrangements include the following:

§ Arranging all meetings (GVROC Council and Technical Officers Working Group), including attendance of visitors;

§ Preparation of agendas and minutes for all GVROC Meetings;

§ Attendance at all GVROC Meetings;

§ Follow up and correspondence from GVROC Meetings;

§ General day to day administrative support;

§ Financial management of GVROC Accounts, including preparation of financial statements and annual budget;

§ Project work as directed by GVROC; and

§ Project management of specific projects (eg. GERCG)

It should be noted that the GVROC also includes the functions of the Goldfields Esperance Country Zone of WALGA.

Executive Officer Comment:

BHW would be pleased to continue to provide Executive Officer Services to the GVROC and to discuss the remuneration for the 24 month period to 30 June 2017.

The last time the contract was renewed and the GVROC agreed to extend the contract the GVROC Chair, Mayor Ron Yuryevich, and CEO, Don Burnett, were authorised to negotiate new terms and conditions. Any change in the terms and conditions would be effective from the 1 July 2015.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

1. That BHW Consulting be offered an extension of their contract, for a period until the 30 June 2017; and

2. That the GVROC Chair, Mayor Ron Yuryevich, and CEO, Don Burnett, be authorised to negotiate new terms and conditions in respect to the contract with such changes effective from the 1 July 2015.

Helen Westcott left the meeting at 9.34am

RESOLUTION: Moved: Richard Brookes Seconded: Steve Deckert

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

1. BHW Consulting be offered an extension of their contract, for a period until the 30 June 2017;

2. the GVROC Chair, Mayor Ron Yuryevich, and CEO, Don Burnett, be authorised to negotiate new terms and conditions in respect to the contract with such changes effective from the 1 July 2015;

3. compliance with the Local Government tender regulations be reviewed prior to the expiration of the executive services contract in June 2017 and before any further awarding of executive services contracts; and

4. GVROC acknowledge the good work of BHW Consulting.

CARRIED

Helen Westcott returned to the meeting at 9.40am

Ryan Wilson entered the meeting at 9.40am

Ryan Wilson left the meeting at 10.19am

Agenda Item 6.3 was covered at this point but is recorded in chronological order for ease of recording the minutes of the meeting.

The meeting adjourned for morning tea at 10.19am and recommenced at 10.35am.

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

7.1 2015 Proposed Electoral Boundary Changes

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

Disclosure of Interest: Nil

Date: 28 July 2015

Attachments: Nil

Background:

Don Burnett drew Member Councils attention to the WA Electoral Commission’s draft electorate boundaries for the next State election. The Commission has proposed significant changes that will impact on representation for regional WA. A number of the proposed changes impact upon the boundaries for Councils within GVROC.

Objections and comments to the 2015 proposed boundaries are invited from 24 July 2015 until 5.00pm on 24 August 2015.

Executive Officer Comment:

No further comment.

Consultation: Nil

Voting Requirement: Simple majority

RESOLUTION: Moved: Richard Brookes Seconded: Ian Fitzgerald

That the GVROC Technical Officers Working Group recommend to the GVROC Council that a submission be made to the WA Electoral Commission on its recently released draft electorate boundaries for the next State election, with the submission to highlight the need to ensure adequate electoral representation for residents of regional and remote Western Australia.

CARRIED

8. FUTURE MEETINGS/FUNCTIONS

Wednesday 5 August 2015 – an in-person meeting of the GVROC Council in Perth (venue to be determined)

Friday 28 August 2015 – a teleconference to consider the WALGA State Council agenda for the State Council meeting to be held 3-4 September 2015

Friday 4 September 2015 – an in-person meeting of the GVROC Technical Officers Working Group in Norseman

Thursday 8 October 2015 - an in-person meeting of the GVROC Council (in Kalgoorlie unless otherwise determined)

Friday 27 November 2015 – an in-person meeting of the GVROC Council at which the WALGA State Council Agenda for the State Council meeting to be held Wednesday 3 December 2015 will also be considered. Elections must also be held at this time (in Kalgoorlie unless otherwise determined);

Friday 4 December 2015 – an in-person meeting of the GVROC Technical Officers Working Group (in Kalgoorlie unless otherwise determined)

Friday 29 January 2016 – an in-person meeting of the GVROC Council in Esperance

RESOLUTION: Moved: Paul Webb Seconded: Jim Epis

1. That Ian Fitzgerald become a signatory for the GVROC bank accounts until a new Chair and CEO for GVROC are appointed following the October 2015 Local Government Elections.

2. That Matthew Scott assume the position of Acting CEO of GVROC until a new Chair and CEO for GVROC are appointed following the October 2015 Local Government Elections.

3. That GVROC acknowledge the service and leadership given by Don Burnett in his time as CEO at the City of Kalgoorlie-Boulder and as CEO of GVROC, wishing him well in all his future endeavours.

CARRIED

9. CLOSURE OF MEETING

There being no further business the Chair declared the meeting closed at 11.24am

Item: 12.6.3

Attachment a.: Minutes – GVROC Officers Technical Working Group Meeting - 4 September 2015

Technical Officers Working Group Meeting

Friday 4 September 2015

In-Person Meeting

Shire of Dundas Council Chambers

MINUTES

CONTENTS

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. 3

4. GUEST SPEAKERS/PRESENTATIONS. 4

4.1 Mr Paul O’Docherty, Senior Asset Management Consultant, Talis Consultants – dTIMS Hosting and Support Proposal (10.20am) 4

4.2 Mr Ronan Cullen, Director and Waste Section Leader and Mr Andrew Mack, Associated Director and Environment Section Leader, Talis Consultants – Regional Waste Data Study (11.05am) (Attachment) 4

5. MINUTES OF MEETINGS. 4

5.1 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Tuesday 28 July 2015 (Attachment) 4

5.2 Business Arising from a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Tuesday 28 July 2015. 5

6. GVROC BUSINESS. 6

6.1 2015 Proposed Electoral Boundary Changes. 6

6.2 Goldfields Esperance Revitalisation Fund. 7

6.3 Controls over second hand transportable dwellings in town planning schemes. 8

6.4 Guests at the GVROC Council Meeting to be held in Kalgoorlie on Thursday 8 October 2015 9

6.5 Increase in the Emergency Services Levy. 11

6.6 Review of Local Government Water Services Licensing. 13

7. LATE ITEMS as notified, introduced by decision of the Meeting. 15

7.1 Application of the Gift Tax by Horizon Power and Western Power 15

7.2 Development of a GVROC Communications Strategy. 15

7.3 WALGA AGM.. 15

8. FUTURE MEETINGS/FUNCTIONS. 15

9. CLOSURE OF MEETING.. 15

Goldfields Voluntary Regional Organisation of Councils (GVROC)

An in-person meeting of the GVROC Technical Officers Working Group held Friday 4 September 2015 commencing at 8.14am

MINUTES

1. DECLARATION OF INTEREST

2. OPENING AND ANNOUNCEMENTS

Matthew Scott in his capacity as Acting CEO GVROC opened the meeting at 8.14am, welcoming everyone in attendance.

3. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE

3.1 Attendance

Mr Matthew Scott (Acting Chair) CEO, Shire of Esperance

Mr Paul Webb CEO, Shire of Coolgardie

Mr Richard Brookes CEO, Shire of Dundas

Mr Doug Stead Deputy CEO, Shire of Dundas

Mr Steve Deckert CEO, Shire of Laverton

Mr Jim Epis CEO, Shire of Leonora

Mr Pascoe Durtanovich A/CEO, Shire of Menzies

Mr Chris Paget CEO, Shire of Ngaanyatjarraku (via teleconference, left the meeting at 10.08am)

Mr Ian Fitzgerald CEO, Shire of Ravensthorpe

3.2 Apologies

Mr Rob Radosevich, A/CEO City of Kalgoorlie-Boulder

Ms Andrea Nunan, CEO Shire of Wiluna

Mr Dean Taylor, A/CEO Shire of Wiluna

Mr B Wittber, Joint Executive Officer

3.3 Guests

Mr Paul O’Docherty, Senior Asset Management Consultant Talis Consultants

Mr Rohan Cullen, Director and Waste Section Leader Talis Consultants

Mr Andrew Mack, Associated Director and Environment Section Leader Talis Consultants

4. GUEST SPEAKERS/PRESENTATIONS

4.1 Mr Paul O’Docherty, Senior Asset Management Consultant, Talis Consultants – dTIMS Hosting and Support Proposal (10.20am)

Following discussions with the Shire of Esperance, Talis Consulting have been invited to meet with the GVROC Technical Officers to brief them on the dTIMS hosting and support proposal for the Goldfields Regional Roads Group.

It was agreed that a copy of the dTIMS hosting and support proposal would be circulated to all GVROC CEOs.

4.2 Mr Ronan Cullen, Director and Waste Section Leader and Mr Andrew Mack, Associated Director and Environment Section Leader, Talis Consultants – Regional Waste Data Study (11.05am) (Attachment)

As Member Councils are aware, at the last meeting of the GVROC Technical Officers Working Group held on Tuesday 28 July 2015, Ryan Wilson, the City of Kalgoorlie-Boulder’s Sustainability Officer, provided an overview of a project being undertaken by the not-for-profit group Goldfields Environmental Management Group (GEMG). GEMG have engaged Talis Consultants to complete a regional waste data study for the Goldfields region with the purpose of identifying opportunities for improving waste management practices. The area covered by the study is basically the same as that covered by GVROC.

The objectives of the Study are to provide:

§ A foundation for the collection of waste data; and

§ Data that will assist waste infrastructure planning, policy development and improvement of waste management systems in the region.

It is considered critical to the study that Councils within the region are consulted, as it is common for them to be the largest managers and handlers of waste. A workshop on the project will take place in Kalgoorlie on the Friday 16 October 2015. Whilst GVROC’s Member Councils will be invited to the workshop, Talis Consulting believe there is value in presenting to the GVROC prior to this workshop.

Talis Consultants requested an opportunity to brief GVROC’s Member Councils on the project. Mr Paul O’Docherty, Senior Asset Management Consultant Talis Consultants will brief Member Councils on the project.

A copy of the PowerPoint presentation given by Ronan Cullen and Andrew mock forms an attachment to the minutes from the meeting.

5. MINUTES OF MEETINGS

5.1 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Tuesday 28 July 2015 (Attachment)

Minutes of the GVROC Technical Officers Working Group Meeting held Tuesday 28 July 2015 have been circulated to Member Councils.

RECOMMENDATION:

That the Minutes of the Meeting of the GVROC Technical Officers Working Group held Tuesday 28 July 2015 be confirmed as a true and correct record of proceedings.

RESOLUTION: Moved: Jim Epis Seconded: Ian Fitzgerald

That the Minutes of the Meeting of the GVROC Technical Officers Working Group held Tuesday 28 July 2015 be confirmed as a true and correct record of proceedings.

CARRIED

5.2 Business Arising from a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Technical Officers Working Group held Tuesday 28 July 2015

Nil

6. GVROC BUSINESS

6.1 2015 Proposed Electoral Boundary Changes

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 1 September 2015

Attachments: GVROC submission to the WA Electoral Commissioners

Background:

The draft electorate boundaries for the next State election were considered by the GVROC Council when it met on Wednesday 5 August 2015. If adopted the proposed changes would be significant and impact on representation for regional WA. A number of the proposed changes impact upon the boundaries for Councils within GVROC.

Following discussion on whether a submission should be prepared, GVROC Council resolved as follows:

RESOLUTION: Moved: Cr Hill Seconded: Cr Heasman

That the GVROC Council make a submission to the WA Electoral Commission on its recently released draft electorate boundaries for the next State election, with the submission to highlight the need to ensure adequate electoral representation for residents of regional and remote Western Australia.

CARRIED

Executive Officer Comment:

The Executive Officer prepared a submission, with the submission lodged before the submission period closed on 24 August 2015.

A copy of GVROC’s submission forms an attachment to the meeting agenda.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That GVROC endorse the submission lodged with the WA Electoral Commission on its recently released draft electorate boundaries for the next State election.

RESOLUTION: Moved: Richard Brookes Seconded: Ian Fitzgerald

1. That GVROC endorse the submission lodged with the WA Electoral Commission on its recently released draft electorate boundaries for the next State election.

2. That copies of the GVROC submission be sent to all of the region’s parliamentary representatives.

CARRIED

6.2 Goldfields Esperance Revitalisation Fund

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 1 September 2015

Attachments: Nil

Background:

The allocation of funding for projects through the Goldfields Esperance Revitalisation Fund (GERF) has been a topic of discussion and concern for much of the funding program’s existence.

Executive Officer Comment:

The Executive Officer understands that Member Councils have ongoing concerns with the GERF seeks comment as to whether further action on the matter is required.

Consultation: Nil

Voting Requirement: Simple majority

The matter is presented for consideration by Member Councils.

RESOLUTION: Moved: Jim Epis Seconded: Richard Brookes

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

1. The GVROC Chair write to the Chair of the Goldfields Esperance Development Commission to seek both an update on every project that Member Councils have submitted for funding through the Goldfields Esperance Revitalisation Fund and the reasons why some projects have not met with success; and

2. GVROC seek an urgent meeting with the Board of the Goldfields Esperance Development Commission to discuss the lack of progress in the allocation of funds from the Goldfields Esperance Revitalisation Fund and release of the region’s economic blueprint.

CARRIED

6.3 Controls over second hand transportable dwellings in town planning schemes

Reporting Officer: Matthew Scott, CEO Shire of Esperance

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 1 September 2015

Attachments: Email from Gray and Lewis Land Use Planners to the Shire of Esperance and others

Background:

As can be seen in the email that forms an attachment to the meeting agenda, there is concern that the soon to be gazetted Town Planning Regulations 2015 will adversely impact upon a number of Councils throughout the State. This concern arises from verbal advice provided that a transportable dwelling is now included in the definition of a single house.

WALGA is aware of the concern that Councils have and is seeking comment from the Department of Planning (the Department).

Whilst there was consultation in the development of the new planning regulations, WALGA’s advice is that there was consultation but was not as much as they would have liked. In terms of obtaining comment from individual local governments the Department only contacted the Cities of Perth, Rockingham and Wanneroo.

WALGA has also advised that the new regulations will result in many questions being raised. As such, the training sessions the Department are running will be important to go to or to email through specific queries to the Department, otherwise it will be unclear how the changes will affect each local governments local planning scheme.

Executive Officer Comment:

Member Councils might wish to discuss whether any further action on this matter is required.

Consultation: Nil

Voting Requirement: Simple majority

It was as agreed that the Executive Officer would circulate the new planning regulations, with Member Councils to provide feedback on how their Councils might be impacted by the new regulations to her no later than Monday 14 September 2015.

6.4 Guests at the GVROC Council Meeting to be held in Kalgoorlie on Thursday 8 October 2015

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 1 September 2015

Attachments: Nil

Background:

Over the past 6-12 months GVROC has invited a number of its parliamentary representatives and department heads to its meetings. The GVROC Meeting on Thursday 8 October 2015 is one where the efforts of this work bear fruit, with the following having accepted invitations to meet with GVROC’s Member Councils:

§ Hon Tony Simpson MLA, Minister for Local Government and Communities;

§ Hon Ken Baston MLC Member for Pastoral Mining and Minister for Agriculture and Food; Fisheries. Mr Baston is attending in his capacity as the Member for Mining Pastoral Region and has indicated he is available to stay for the whole GVROC Meeting;

§ Hon Mark Lewis MLC, Member for Pastoral Mining Region;

§ Ms Gail McGowan, Director General Department of Planning; and

§ Mr Richard Sellers, Director General Department of Mines and Petroleum.

In preparing for the meeting and ensuing discussions with each of those listed above, Member Councils need to consider the topics for discussion as each will require briefing notes on issues to be discussed prior to the GVROC Meeting on 8 October.

Executive Officer Comment:

Topics that could be listed for discussion include:

§ Town Planning Regulations 2015;

§ The Goldfields Esperance Economic Blueprint;

§ The Goldfields Esperance Revitalisation Fund; and

§ The inability of agencies such as the Department of Environment to provide advice as they have done in the past.

The matter is presented for discussion.

Consultation: Nil

Voting Requirement: Simple majority

In addition to the topics listed by the Executive Officer it was agreed that the following issues should also be raised by GVROC:

Hon Tony Simpson MLA, Minister for Local Government and Communities

§ CEO’s pay – re recent comments by the Premier;

§ Level of rates charged by Local Government re recent comments by the Premier that Council rates are too high;

§ Involvement of the Auditor General in the Local Government audit process;

§ Compulsory elected member training;

§ Ageing in the bush;

§ Access to child care in regional and remote WA;

§ Youth services in regional and remote WA;

§ Declining numbers of volunteers; and

§ Red tape.

Hon Ken Baston MLC, Minister for Agriculture and Food; Fisheries and Member for the Mining and Pastoral Region

§ Agriculturally based economic development for the region;

§ Biosecurity; and

§ Further information on the dissolution of the Pastoral Board and the establishment of an advisory board.

Ms Gail McGowan, Director General Department of Planning, and Mr Richard Sellers, Director General Department of Mines and Petroleum

§ Town Planning Regulations 2015 and the potential adverse impact upon a number of Councils throughout the State now that a transportable dwelling is now included in the definition of a single house;

§ Seek an update on mining rates in general, not just the issue of GRV rates on mining, petroleum and resource interests. An update on the review on the GRV rates issue should also be sought;

§ Discuss Member Councils concern regarding the State Government’s policy with respect to mineralisation and its negative impact on the towns with mineral claims across the townsite, in particular the ongoing negatives impact on their attempts to foster economic development initiatives within their communities.

It was also agreed that Member Councils would provide any additional issues to be included in the notes to be sent through to each of GVROC’s guests no later than Monday 14 September 2015.

6.5 Increase in the Emergency Services Levy

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 1 September 2015

Attachments: Nil

Background:

In the 2015/2016 State Budget the Emergency Services Levy (ESL) increased by 10.6%.

The increase was noted on the WALGA President’s June Report as follows;

Increase to the Emergency Services Levy

The State budget has authorised an increase in the Emergency Services Levy (ESL) in the order of 10.8%. The Association is concerned that this represents an extraordinarily large increase when compared to rises in previous years.

WALGA understands that this substantial increase in the ESL is to offset a significant reduction in funding of the Department of Fire and Emergency Services (DFES) from consolidated revenue. This increase will see an additional $31.3 million injected into the DFES budget via ESL funds, whilst the budget papers reflect a $15.6 million reduction from consolidated revenue.

The Association has written to the Minister for Emergency Services, seeking clarification on the funding allocation via ESL as we understand the ESL budget increase is primarily due to an extension of activities funded by the ESL. The Association has requested a meeting with the Minister and the Fire Services Commissioner to clarify the additional activities and the impact these will have on funding for Local Governments in 2015/16.

Whilst the above comment was made no outcome of the correspondence and/or meeting with the Minister for Emergency Services has been provided to Member Councils.

In a recent article in the West Australian Newspaper (30 July 2015) it was commented that the ESL has increased by 81% in seven years but “that hadn’t resulted in the same increase in funding for the frontline because the Government quietly halved its allocations”.

The article also commented “Last financial year 78.6 per cent of DFES’s total cost of services was met by property owners through the ESL. The Government is budgeting for that proportion to reach 91.2 percent by 2018/2019.”

It would seem that the average household’s ESL has risen from $144 to $266 since the Barnett Government came to office and based on forward estimates will increase further over the next several years.

Given the ongoing increases that are likely to occur the ESL should be an issue that is pursued by WALGA to ensure that future increases are limited to CPI and that the State Government does not continue to reduce the appropriation from consolidated revenue.

Both the Central and Great Eastern Country Zones considered the impact of the ongoing increase in the ESL at their recent round of meetings. The Great Eastern Country Zone resolved as follows when it met on Friday 28 August 2015:

RESOLUTION: Moved: Cr Hooper Seconded: Cr Strange

1. That the Great Eastern Country Zone note the continuing disproportionate increases in the Emergency Services Levy and request that WALGA develop a strategy to advocate to the State Government for a return to the original intent of the funding arrangements including an increased allocation from consolidated revenue.

2. That the Great Eastern Country Zone through its Member Councils prepares a petition to the President and Members of the Legislative Council of the Parliament of Western Australia seeking to have an inquiry into the disproportionate increases in the Emergency Services Levy and the decline in the proportion of funding from consolidated revenue.

CARRIED

The Central Country Zone passed a similar motion.

Executive Officer Comment:

No further comment.

The matter is presented for discussion.

RESOLUTION: Moved: Paul Webb Seconded: Jim Epis

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

1. GVROC note the continuing disproportionate increases in the Emergency Services Levy and request that WALGA develop a strategy to advocate to the State Government for a return to the original intent of the funding arrangements including an increased allocation from consolidated revenue.

2. GVROC through its Member Councils prepares a petition to the President and Members of the Legislative Council of the Parliament of Western Australia seeking to have an inquiry into the disproportionate increases in the Emergency Services Levy and the decline in the proportion of funding from consolidated revenue.

CARRIED

6.6 Review of Local Government Water Services Licensing

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 1 September 2015

Attachments: Nil

Background:

Currently the Department of Water (DoW) is undertaking a review of Local Government Water Services Licensing. The aim of the review is to:

§ Identify the extent and nature of any compliance issues in Local Government water services,

§ Assess options for reducing the regulatory burden on Local Government, and

§ Identify options for increasing the capacity of Local Government to provide the water services.

Twenty Councils across the State, including the Shire of Ravensthorpe, are currently licenced for water service provision, predominately the provision of waste water treatment (sewerage) and non-potable (re-use) water services. All of these have been contacted by the DoW and have had their issues and concerns noted as part of the review.

A major concern for some of these Councils is that the current levels of water licence and asset management systems compliance is disproportionate to the number of services that are provided with no consideration given to the administration burden it places on small local governments. The water licensing framework applies equally to all licence holders, regardless of the size and complexity of their water service.

The State Government determined in 2010 that small local government water service providers (with fewer than 1 000 connections) would not be required to pay the license fees. Instead, it was decided that these fees would be funded by the State Government. The Department of Treasury wrote to local governments on 11 July 2013 to confirm this arrangement.

The Executive Officer understands that affected Councils recognise they are exempt from the payment of fees but are more concerned at the cost of ensuring compliance with the water licensing framework being applied equally to all licence holders, regardless of the size and complexity of their water service.

WALGA Officers will be making a submission to the review and would appreciate the support of the Zones in bringing this issue to the notice of WALGA State Council before a recommendation is made to the Minister for Water.

Executive Officer Comment:

This matter was brought to the attention of the Central Country Zone by the Shire of Brookton when it met on Friday 28 August 2015, with the Central Country Zone resolving as follows:

RESOLUTION: Moved: Cr Crute Seconded: Cr Lange

That the Central Country Zone advises WALGA State Council of its concerns and issues with the current regulatory and compliance burden imposed on Local Governments by the Economic Regulation Authority under the Water Services Act (2012) and seek for WALGA to advocate for a full exemption for non-metropolitan local governments with less than 1,000 connections.

CARRIED

Whilst too late for the September WALGA State Council Meeting if Member Councils were interested to contribute to the debate information could be sent directly through to WALGA or correspondence prepared and forwarded directly to the Minister for Water.

The matter is presented for decision.

RESOLUTION: Moved: Ian Fitzgerald Seconded: Paul Webb

That the GVROC Technical Officers Working Group recommend to GVROC Council that GVROC advise WALGA State Council of its concerns and issues with the current regulatory and compliance burden imposed on Local Governments by the Economic Regulation Authority under the Water Services Act (2012) and seek for WALGA to advocate for a full exemption for non-metropolitan local governments with less than 1,000 connections.

CARRIED

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

7.1 Application of the Gift Tax by Horizon Power and Western Power

The Shire of Leonora raised the issue of the imposition of the gift tax by both Horizon Power and Western Power. Horizon Power’s tax is set at 23% whilst Western Power is only 12%. The Shire believes this is an unfair imposition on Horizon Power’s users.

It was agreed that an invitation should be extended to representatives from Horizon Power to meet with the GVROC Technical Officers Working Group to discuss this issue of the gift tax and its application.

7.2 Development of a GVROC Communications Strategy

The Executive Officer raised the issue of whether GVROC should give consideration to developing a communications strategy to raise the awareness of GVROC and its achievements.

RESOLUTION: Moved: Paul Webb Seconded: Steve Deckert

That the GVROC Technical Officers Working Group recommend to GVROC Council that GVROC give considerations to developing a communications strategy to raise awareness of GVROC and its achievements and other matters that affect the GVROC region.

CARRIED

7.3 WALGA AGM

Member Councils expressed concern at the length of the WALGA AGM and the lack of sufficient time to consider matters listed for decision on the AGM Agenda.

RESOLUTION: Moved: Richard Brookes Seconded: Pascoe Durtanovich

That the GVROC Technical Officers Working Group recommend to GVROC Council that GVROC discuss the current structure of the WALGA AGM and in particular the lack of time allowed for discussion of matters listed for decision.

CARRIED

The meeting adjourned for morning tea at 10.08am

Chris Paget left the meeting at 10.08am

The meeting resumed at 10.20am at which time representatives from Talis Consulting met with the GVROC Technical Officers Working Group.

8. FUTURE MEETINGS/FUNCTIONS

Thursday 8 October 2015 - an in-person meeting of the GVROC Council in Kalgoorlie

Friday 4 December 2015 – an in-person meeting of the GVROC Technical Officers Working Group (in Kalgoorlie unless otherwise determined)

Friday 29 January 2016 – an in-person meeting of the GVROC Council in Esperance

9. CLOSURE OF MEETING

There being no further business the Acting Chair declared the meeting closed at 11.35am

Item: 12.6.3

Attachment a.: Minutes – GVROC Council Meeting - 5 August 2015

GVROC Council Meeting

Wednesday 5 August 2015

In-Person Meeting

Meeting Room 11, Perth Convention and Exhibition Centre commencing at 8.35am

MINUTES

CONTENTS

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. 5

4.1 Mr Mark Batty, Executive Manager Environment and Waste (8.45am) 5

4.2 Ms Jessica Machin, CEO Country Arts WA (9.15am) 5

4.3 Mr John D’Arcy, Regional Stakeholder Manager Goldfields and Agricultural Region Water Corporation (9.30am) 5

4.4 Mr Shayne Flanagan, CEO Goldfield Esperance Development Commission (9.40am) 6

4.5 Ms Carey Hobson Livestock Biosecurity Network Regional Officer (10.45am) 6

4.6 Mr Tim McNaught, A/Director Office of Bushfire Risk Management (OBRM) Department of Fire and Emergency Services (12.00noon) 7

5. MINUTES OF MEETINGS. 8

5.1 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Council held Friday 19 June 2015 (Attachment) 8

5.2 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils Technical Officers Working Group held Tuesday 28 July 2015. 8

5.3 Business Arising from a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) held Friday 19 June 2015 – Status Report 8

5.4 Matters for Noting. 8

6. GVROC FINANCE. 9

6.1 Financial Statements for 30 June 2015 and Accounts for Payment (Attachment) 9

7. GOLDFIELDS RECORDS STORAGE FACILITY - FINANCE AND OTHER MATTERS. 11

7.1 Financial Statement for the Period ending 31 May 2015 (Attachment) 11

7.2 Revised 2015/2016 Budget for the Goldfields Records Storage Facility (Attachment) 12

8. GVROC BUSINESS. 13

8.1 Contract Executive Officer Services to Goldfields Voluntary Regional Organisation of Councils 13

8.2 2015 Proposed Electoral Boundary Changes. 15

8.3 Country Local Government Fund – 2012/2013 Regional Group Projects Applications – GVROC Solar PV Project and the GVROC LED Streetlight Project 16

8.4 GERCG Implementation (Asset Management) Project 18

8.5 Wild Dog Control across the GVROC Region. 19

8.6 Review of the Governance Arrangements for the WALGA State Council and Zones. 21

8.7 Actions Arising from Presentations given at the GVROC Council Meeting held Wednesday 5 August 2015 22

9. LATE ITEMS as notified, introduced by decision of the Meeting. 23

9.1 Loss of Nursing Staff 23

10. FUTURE MEETINGS/FUNCTIONS. 23

11. CLOSURE OF MEETING.. 23

Goldfields Voluntary Regional Organisation of Councils (GVROC)

An in-person meeting of the GVROC Council held Wednesday 5 August 2015 commencing at 8.35am

MINUTES

1. DECLARATION OF INTEREST

BHW Consulting declare an interest with respect to Agenda Item 8.1

2. OPENING AND ANNOUNCEMENTS

The Acting Chair, Cr Cullen opened the meeting at 8.35am welcoming all in attendance.

3. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE

3.1 Attendance

Cr Mal Cullen (Acting Chair) President, Shire of Coolgardie

Mr Paul Webb CEO, Shire of Coolgardie

Cr Jacquie Best President Shire of Dundas

Mr Doug Stead A/CEO Shire of Dundas

Cr Malcolm Heasman President, Shire of Esperance

Cr Kevin Hall Councillor, Shire of Esperance

Cr Nathalie Bowman Councillor, Shire of Esperance

Cr Rob Horan Councillor, Shire of Esperance

Cr Basil Parker Councillor, Shire of Esperance

Cr Suzie Williams Councillor, City of Kalgoorlie-Boulder

Mr Don Burnett CEO, City of Kalgoorlie-Boulder

Cr Patrick Hill President, Shire of Laverton

Cr Shaneane Weldon Deputy President, Shire of Laverton

Cr Beatrice Fuamatu Councillor, Shire of Laverton

Cr Geoff Walder Councillor, Shire of Laverton

Mr Steve Deckert CEO, Shire of Laverton

Cr Peter Craig 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 Pascoe Durtanovich A/CEO, Shire of Menzies

Cr Beverley Thomas Councillor, Shire of Ngaanyatjarraku

Cr Preston Thomas Councillor, Shire of Ngaanyatjarraku

Mr Chris Paget CEO, Shire of Ngaanyatjarraku

Cr Keith Dunlop President, Shire of Ravensthorpe

Mr Ian Fitzgerald CEO, Shire of Ravensthorpe

Cr Ian Goldfinch Councillor, Shire of Ravensthorpe

Cr Jim Quadrio President Shire of Wiluna

Ms Andrea Nunan CEO Shire of Wiluna

Ms Helen Westcott

Mr Bruce Wittber, Joint Executive Officer

3.2 Apologies

Cr Beverley Stewart, Councillor Shire of Esperance

Mr Richard Brookes, CEO Shire of Dundas

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

Cr Damian McLean, President Shire of Ngaanyatjarraku

Cr Graham Harris, Deputy President Shire of Wiluna

Mr Tony Crook, Chair Goldfields Esperance Development Commission

Ms Jodie Holbrook, Policy Manager Community

3.3 Guests

Ms Jessica Machin, Chief Executive Office Country Arts WA Mr Shayne Flanagan, CEO Goldfields Esperance Development Commission (left the meeting at 9.25am)

Mr John D’Arcy, Regional Stakeholder Manager Goldfields and Agricultural Region Water Corporation (left the meeting at 9.40am)

Mr Shayne Flanagan, CEO Goldfields Esperance Development Commission

Ms Carey Hobson, Livestock Biosecurity Network Regional Officer (entered the meeting at 9.45am and left at 11.07am)

Mr Tim McNaught, A/Director Office of Bushfire Risk Management (OBRM) Department of Fire and Emergency Services

3.4 WALGA Representative

Mr Mark Batty, Executive Manager Environment and Waste (left the meeting at 9.15am)

Mr John Lane, Emergency Management Coordinator

4. GUEST SPEAKERS/PRESENTATIONS

4.1 Mr Mark Batty, Executive Manager Environment and Waste (8.45am)

At the GVROC Council Meeting held Friday 19 June 2015 following discussion of WALGA’s response to Strategy 4.4.1 of the Draft State Biosecurity Strategy it was resolved as follows:

RESOLUTION: Moved: Cr Williams Seconded: Cr Cullen

1. That the Goldfields Voluntary Regional Organisation of Councils endorses all recommendations being matters contained in the WALGA State Council Agenda other than those recommendations separately considered.

2. That the Goldfields Voluntary Regional Organisation of Councils seeking further information from WALGA on the response to Strategy 4.4.1 of the Draft State Biosecurity Strategy.

CARRIED

In addition to the above it was also resolved as follows:

RESOLUTION: Moved: Cr Goldfinch Seconded: Cr Hill

1. That GVROC call on the State Government to establish a management authority funded through Royalties for Regions, to oversee the control and management of feral animals and declared plants outside the agricultural regions thereby preventing them from becoming established within the agricultural regions.

CARRIED

The issue of dog control was again considered by the GVROC Technical Officers Working Group when it met on Tuesday 28 July 2015. This discussion became one that looked at biosecurity generally, with agreement from the meeting there could be benefit in the conduct of a State-wide forum to enable a discussion on how biosecurity is impacting local governments across the State. This discussion resulted in the meeting resolve as follows:

RESOLUTION: Moved: Matthew Scott Seconded: Paul Webb

CARRIED

Whilst this matter has still to be considered by the GVROC Council, Member Councils might wish to seek Mr Batty’s view on the suggestion put forward by the Technical Officers Working Group.

A copy of the Power Point presentation given by Mark Batty forms an attachment to the minutes of the meeting.

4.2 Ms Jessica Machin, CEO Country Arts WA (9.15am)

Ms Jessica Machin, Chief Executive Office Country Arts WA, has requested an opportunity to meet with GVROC’s Member Councils to provide an update on the work being undertaken by Country arts WA.

4.3 Mr John D’Arcy, Regional Stakeholder Manager Goldfields and Agricultural Region Water Corporation (9.30am)

Mr John D’Arcy, Regional Stakeholder Manager Goldfields and Agricultural Region Water Corporation, has requested an opportunity to meet with GVROC’s Member Councils to provide an overview of some of the upgrades the Water Corporation is planning. He is also happy to answer any questions or concerns and provide attendees with a single point of contact for Water Corporation related issues within the Goldfields.

Mr D’Arcy has responsibilities for the following Goldfields local governments:

Shire of Coolgardie;

Shire of Dundas;

Shire of Esperance;

City of Kalgoorlie-Boulder;

Shire of Laverton;

Shire of Leonora;

Shire of Menzies; and

Shire of Wiluna.

4.4 Mr Shayne Flanagan, CEO Goldfield Esperance Development Commission (9.40am)

In early July the Goldfields Esperance Development Commission (GEDC) requested time to meet with GVROC’s Member Councils to discuss priorities for the region and the draft regional blueprint.

An invitation was extended to both the Chair and CEO of the GEDC to meet with Member Councils at the GVROC Council Meeting to be held in Perth on Wednesday 5 August 2015. The GEDC’s CEO will be attending but the GEDC’s Chair, Mr Tony Crook, is unable to attend due to a prior commitment.

At the GVROC Technical Officers Working Group Meeting held on Tuesday 28 July 2015 the lack of progress in announcements of funding for projects through the Goldfields Esperance Revitalisation Fund (GERF) was discussed. Concern was expressed by Member Councils at this lack of progress, with the meeting resolving as follows:

RESOLUTION: Moved: Ian Fitzgerald Seconded: Steve Deckert

That the Goldfields Esperance Development Commission be requested to provide a written protocol for funding applications received for the Goldfields Esperance Revitalisation Fund (GERF), including a timeframe for the distribution of the GERF’s remaining funds.

CARRIED

It is hoped this matter can also be discussed.

The meeting adjourned for morning tea at 10.15am

The meeting resumed at 10.45am

4.5 Ms Carey Hobson Livestock Biosecurity Network Regional Officer (10.45am)

The Livestock Biosecurity Network (LBN) is a national independent industry initiative established by the Cattle Council of Australia, Sheepmeat Council of Australia and Wool Producers Australia. There is one LBN Officer in each State and Territory. LBN's purpose is to provide livestock producers with the necessary tools and useful information to manage disease (endemic and exotic), pest and weed events on their farms.

The pilot project commenced in 2013 and will be reviewed in February 2016, to identify if further funding will be provided after June 2016.

Although the LBN’s charter is directly to livestock producers, pests, disease and weeds have no boundaries and effect all land users and the environment as a whole.

The LBN has requested an opportunity to meet with Member Councils to connect with the local governments and to identify resources available in relation to biosecurity, to work with these resources and to value add or plug gaps as and if necessary.

4.6 Mr Tim McNaught, A/Director Office of Bushfire Risk Management (OBRM) Department of Fire and Emergency Services (12.00noon)

As Member Councils are aware, the Office of Bushfire Risk Management (OBRM) sought an opportunity to meet with Member Councils to discuss its Permit to Burn Project. This request was considered when GVROC Council met on Friday 19 June, with GVROC Council resolving as follows:

RESOLUTION: Moved: Cr Hill Seconded: Mr Fitzgerald

That GVROC extend an invitation to the Office of Bushfire Risk Management to meet with the GVROC Technical Officers Working Group to discuss its project in regard to the review of the Permit to Burn process.

CARRIED

Mr Tim McNaught, A/Director OBRM, will make a presentation to Member Councils on the Permit to Burn Project.

A copy of the Power Point presentation given by Tim McNaught forms an attachment to the minutes of the meeting.

5. MINUTES OF MEETINGS

5.1 Minutes of a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) Council held Friday 19 June 2015 (Attachment)

Minutes of the GVROC Council Meeting held Friday 19 June 2015 have previously been circulated to Member Councils.

RECOMMENDATION:

That the Minutes of the GVROC Council Meeting held Friday 19m June 2015 be confirmed as a true and correct record of proceedings.

EN BLOC

RESOLUTION: Moved: Cr Hill Seconded: Cr Williams

That the Minutes of the GVROC Council Meeting held Friday 19 June 2015 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 Technical Officers Working Group held Tuesday 28 July 2015

A meeting of the GVROC Technical Officers Working Group was held on Tuesday 28 July 2015. Whilst the minutes have yet to completed all resolutions from the meeting have been actioned in terms of the meeting agenda for today’s GVROC Council Meeting.

5.3 Business Arising from a Meeting of the Goldfields Voluntary Regional Organisation of Councils (GVROC) held Friday 19 June 2015 – Status Report

The Executive Officer will provide a verbal report.

RECOMMENDATION:

That the Executive Officer’s report be received.

EN BLOC

RESOLUTION: Moved: Cr Hill Seconded: Cr Williams

That the Executive Officer’s report be received.

CARRIED

5.4 Matters for Noting

1. Correspondence from the Department of Planning re restriction to town development; and

2. Correspondence from the Minister for Transport re the State Government’s response to the Economic and Industry Standing Committee’s report into the Management of Western Australia Grain Freight Network.

RECOMMENDATION:

That the correspondence listed in Item 5.4 be received.

EN BLOC

RESOLUTION: Moved: Cr Hill Seconded: Cr Williams

That the correspondence listed in Item 5.4 be received.

CARRIED

6. GVROC FINANCE

6.1 Financial Statements for 30 June 2015 and Accounts for Payment (Attachment)

From Executive Officer

Background:

Presenting the unaudited financial statement for the period 1 July 2014 to 30 June 2015 and the accounts for payment for the period 6 June 2015 to 31 July 2015

Financial Statement:

The Executive Officer provides the following comment:

1. Account 501 - Members subscriptions;

2. Account 502 – Members subscriptions Goldfields District Display – see previous note;

3. Accounts 1513 and 1514 – Executive Officer Services – there has been a delay in the Executive Officer forwarding accounts for payment during the current financial year however the accounts have been brought up to date during July 2015 with payment being made in August 2015.

4. Account 512 - Project General Contributions;

5. Account 515 - DLG Grant Asset Management – these funds have been transferred from the City of Kalgoorlie-Boulder.

6. Account 1836 – Sponsorship Goldfields District Display – expenditure to assist the preparation of the Royal Show District Display; and

7. Account 1848 – DLG Asset Management Business Case – this project is being managed by the City of Kalgoorlie-Boulder and the payment is a reimbursement of expenses incurred by the City in undertaking the project. Recently the Executive Officer had discussion with the City staff and Department of Local Government and Communities to progress this project.

Accounts Paid:

Cheque	Date	Payee	For	Amount incl GST
EFT	110615	UHY Haines Norton	Additional Audit CLGF 2010/2011 Project	1,650.00
EFT	110615	Goldfields Tourism Network Association	Attendance at CMCA 2015 Rally Murray Bridge SA	9,996.15
EFT	110615	Up To Date Accounting	Accounting Services May 2015	158.40
EFT	130715	Up To Date Accounting	Accounting Services June 2015	198.00
EFT	170815	BHW Consulting	Professional Services and Reimbursements	9,603.24
FT	300715	Goldfields Tourism Network Association	50% Contribution to Royal Show District Display	13,200.00
EFT	300715	City of Kalgoorlie-Boulder	Reimbursement of Refund to DRD for CLGF Funds 2010/2011 Project – Records Facility	18,261.10
TOTAL $53,066.89

RECOMMENDATION:

1. That the Statement of Financial Position for the period ending 30 June 2015, as attached, be received.

2. That the Accounts Paid for the period 6 June 2015 to 31 July 2015 totalling $53,066.89 be approved.

RESOLUTION: Moved: Cr Hill Seconded: Mr Fitzgerald

1. That the Statement of Financial Position for the period ending 30 June 2015, as attached, be received.

2. That the Accounts Paid for the period 6 June 2015 to 31 July 2015 totalling $53,066.89 be approved.

CARRIED

7. GOLDFIELDS RECORDS STORAGE FACILITY - FINANCE AND OTHER MATTERS

7.1 Financial Statement for the Period ending 31 May 2015 (Attachment)

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

Yvette Hargreaves, Manager Goldfields Records Storage Facility

Helen Westcott, Executive Officer

Disclosure of Interest: No interest to disclose

Date: 14 July 2015

Attachments: Provisional 30 June 2015 Financial Statement for the Goldfields Records Storage Facility

Background:

The CEO City of Kalgoorlie-Boulder will provide comment on the financial statement for the Goldfields Records Storage Facility.

Executive Officer Comment:

No further comment required.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the Provisional Financial Statement for period ending 30 June 2015 for the Goldfields Records Storage Facility, as attached, be received.

RESOLUTION: Moved: Cr Craig Seconded: Mr Epis

That the Provisional Financial Statement for period ending 30 June 2015 for the Goldfields Records Storage Facility, as attached, be received.

CARRIED

7.2 Revised 2015/2016 Budget for the Goldfields Records Storage Facility (Attachment)

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

Yvette Hargreaves, Manager Goldfields Records Storage Facility

Helen Westcott, Executive Officer

Disclosure of Interest: No interest to disclose

Date: 29 July 2015/2016

Attachments: Revised 2015/2016 Budget for the Goldfields Records Storage Facility

Background:

The CEO City of Kalgoorlie-Boulder will provide comment on the revised budget and an update on the operations of the Facility.

Executive Officer Comment:

No further comment required.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the revised 2015/2016 Budget for the Goldfields Records Storage Facility be received.

RESOLUTION: Moved: Cr Craig Seconded: Mr Fitzgerald

That the revised 2015/2016 Budget for the Goldfields Records Storage Facility be received.

CARRIED

8. GVROC BUSINESS

8.1 Contract Executive Officer Services to Goldfields Voluntary Regional Organisation of Councils

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: BHW Consulting provides Executive Services to Goldfields Voluntary Regional Organisation of Councils

Date: 3 August 2015

Attachments: Nil

Background:

BHW Consulting (BHW) has been providing Executive Officer Services to the Goldfields Voluntary Regional Organisation of Councils (GVROC) since July 2008.

The contract for the provision of the service has been reviewed from time to time together with a review of the rate of remuneration during the period since.

The broad contractual arrangements include the following:

§ Arranging all meetings (GVROC Council and Technical Officers Working Group), including attendance of visitors;

§ Preparation of agendas and minutes for all GVROC Meetings;

§ Attendance at all GVROC Meetings;

§ Follow up and correspondence from GVROC Meetings;

§ General day to day administrative support;

§ Financial management of GVROC Accounts, including preparation of financial statements and annual budget;

§ Project work as directed by GVROC; and

§ Project management of specific projects (eg. GERCG)

It should be noted that the GVROC also includes the functions of the Goldfields Esperance Country Zone of WALGA.

The matter of BHW’s contract was considered at the GVROC Technical Officers Working Group Meeting held on Tuesday 28 July2015, with the meeting resolving as follows:

RESOLUTION: Moved: Richard Brookes Seconded: Steve Deckert

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

1. BHW Consulting be offered an extension of their contract, for a period until the 30 June 2017;

2. the GVROC Chair, Mayor Ron Yuryevich, and CEO, Don Burnett, be authorised to negotiate new terms and conditions in respect to the contract with such changes effective from the 1 July 2015;

4. GVROC acknowledge the good work of BHW Consulting.

CARRIED

Executive Officer Comment:

No further comment.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

1. That BHW Consulting be offered an extension of their contract, for a period until the 30 June 2017;

2. That the GVROC Chair, Mayor Ron Yuryevich, and CEO, Don Burnett, be authorised to negotiate new terms and conditions in respect to the contract with such changes effective from the 1 July 2015;

3. That compliance with the Local Government tender regulations be reviewed prior to the expiration of the executive services contract in June 2017 and before any further awarding of executive services contracts; and

4. That GVROC acknowledge the good work of BHW Consulting.

RESOLUTION: Moved: Cr Hill Seconded: Mr Epis

1. That BHW Consulting be offered an extension of their contract, for a period until the 30 June 2017;

2. That the GVROC Chair, Mayor Ron Yuryevich, and CEO, Don Burnett, be authorised to negotiate new terms and conditions in respect to the contract with such changes effective from the 1 July 2015;

4. That GVROC acknowledge the good work of BHW Consulting.

CARRIED

8.2 2015 Proposed Electoral Boundary Changes

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 2 August 2015

Attachments: Nil

Background:

As Members Councils will be aware, the WA Electoral Commission has released the draft electorate boundaries for the next State election. The Commission has proposed significant changes that will impact on representation for regional WA. A number of the proposed changes impact upon the boundaries for Councils within GVROC.

More information on the proposed changes, including the Commission’s approach taken during this review and how the proposed boundaries were determined, can be found by following the link shown below.

http://www.boundaries.wa.gov.au/boundaries/2015-proposed

Objections and comments to the 2015 proposed boundaries are invited from 24 July 2015 until 5.00 pm, 24 August 2015.

The matter was considered by the GVROC Technical Officers Working Group when it met on Tuesday 28 July 2015. The proposed changes were of concern to Member Councils, with the meeting resolving as follows:

RESOLUTION: Moved: Richard Brookes Seconded: Ian Fitzgerald

That the GVROC Technical Officers Working Group recommend to the GVROC Council that a submission be made to the WA Electoral Commission on its recently released draft electorate boundaries for the next State election, with the submission to highlight the need to ensure adequate electoral representation for residents of regional and remote Western Australia.

CARRIED

Executive Officer Comment:

No further comment.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the GVROC Council make a submission to the WA Electoral Commission on its recently released draft electorate boundaries for the next State election, with the submission to highlight the need to ensure adequate electoral representation for residents of regional and remote Western Australia.

RESOLUTION: Moved: Cr Hill Seconded: Cr Heasman

That the GVROC Council make a submission to the WA Electoral Commission on its recently released draft electorate boundaries for the next State election, with the submission to highlight the need to ensure adequate electoral representation for residents of regional and remote Western Australia.

CARRIED

8.3 Country Local Government Fund – 2012/2013 Regional Group Projects Applications – GVROC Solar PV Project and the GVROC LED Streetlight Project

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

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 3 August 2015

Attachments: Nil

Background:

RESOLUTION: Moved: Cr Cullen Seconded: Cr Petz

That for the 2012/2013 round of regional CLGF funding, the Goldfields Voluntary Regional Organisation of Councils:

a) Retro-fitting of lighting and renewable energy power generation;

b) Regional waste management;

c) Norseman gateway project; and

d) A project for the Shires of Laverton and Ngaanyatjarraku (still to be determined); and

CARRIED

Since that time GVROC has worked on finalising its applications for funding for what has become known as GVROC’s “renewable energy and energy efficient projects”.

The City of Kalgoorlie-Boulder has been the Lead Council for the projects developed.

At the GVROC Technical Officers Working Group Meeting held on Tuesday 28 July 2015 the City of Kalgoorlie-Boulder’s Sustainability Officer, Ryan Wilson, provided Member Councils with updates on both the LED Streetlights and Solar PV projects.

Following discussion the meeting resolved as follows:

RESOLUTION: Moved: Richard Brookes Seconded: Ian Fitzgerald

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

1. GVROC write to the Economic Regulation Authority to request more information on the latest LED lighting tariffs;

2. The Project’s media consultants, Mango Leadership, be asked to undertake a broader range of media coverage for the LED lighting project;

3. Further financial modelling be undertaken in order that GVROC can look at expanding the Solar PV project; and

CARRIED

Executive Officer Comment:

The City of Kalgoorlie-Boulder’s CEO will answer any questions Member Councils may have on either the LED Streetlights or Solar PV projects.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

1. That GVROC write to the Economic Regulation Authority to request more information on the latest LED lighting tariffs;

2. The Project’s media consultants, Mango Leadership, be asked to undertake a broader range of media coverage for the LED lighting project;

3. Further financial modelling be undertaken in order that GVROC can look at expanding the Solar PV project; and

RESOLUTION: Moved: Cr Quadrio Seconded: Cr Best

1. That GVROC write to the Economic Regulation Authority to request more information on the latest LED lighting tariffs;

2. The Project’s media consultants, Mango Leadership, be asked to undertake a broader range of media coverage for the LED lighting project;

3. Further financial modelling be undertaken in order that GVROC can look at expanding the Solar PV project; and

CARRIED

8.4 GERCG Implementation (Asset Management) Project

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

Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 29 July 2015

Attachments: Updated NAF-Report for the Goldfields Esperance Regional Collaborative Group’s Asset Management Project

Current Project Program for the Goldfields Esperance Regional Collaborative Group’s Asset Management Project

Background:

At the GVROC Technical Officers Working Group meeting held on Tuesday 28 July 2015, John O’Sullivan, the City of Kalgoorlie-Boulder’s Manager Assets and Procurement, provided an update on the GERCG’s asset management project. At the meeting he also provided Member Councils with an updated NAF-Report. A copy of this report forms an attachment to this meeting agenda.

A copy of the current project program for the project is also attached for Member Councils information. It should be noted that discussions are currently underway with the Department of Local Government and Communities to revise and extend the project.

Executive Officer Comment:

No further comment.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That the reports presented be noted.

RESOLUTION: Moved: Mr Fitzgerald Seconded: Cr Best

That the reports presented be noted.

CARRIED

8.5 Wild Dog Control across the GVROC Region

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 13 July 2015

Attachments: Media Release from Hon Mark Lewis

Background:

Councils across the GVROC region are all, though to varying degrees, impacted by the problem of wild dogs.

Following discussion on the issue at the GVROC Council Meeting held Friday 19 June 2015, Member Councils resolved as follows:

RESOLUTION: Moved: Cr Cullen Seconded: Cr Goldfinch

CARRIED

RESOLUTION: Moved: Cr Goldfinch Seconded: Cr Hill

3. That GVROC call on the State Government to establish a management authority, funded through Royalties for Regions, to oversee the control and management of feral animals and declared plants outside the agricultural regions thereby preventing them from becoming established within the agricultural regions.

4. Request that WALGA look to establishing a policy forum to investigate the problems being faced by local governments across the State with respect to the management and control feral animals and declared plants.

CARRIED

An invitation has been extended to Hon Liz Behjat MLC, Chair Standing Committee on Public Administration, to meet with GVROC Council on Wednesday 5 August 2015. At the time of compiling this agenda item for the GVROC Council Meeting a response had not been received from Ms Behjat’s office.

The matter of wild dog control was further discussed by the GVROC Technical Officers Working Group on Tuesday 28 July 2015 with discussion centred around a recent press release by Hon Mark Lewis MLC, Member for Mining and Pastoral Region, on the establishment of a working group to develop an action plan for wild dog control in Western Australia. Following discussion it was resolved as follows:

RESOLUTION: Moved: Matthew Scott Seconded: Paul Webb

CARRIED

Discussion on wild dog control and other issues around biosecurity have formed a major component of the meeting agenda (refer also to Agenda Items 4.1 and 4.5).

Executive Officer Comment:

No further comment.

Executive Officer Further Comment:

During discussion on Agenda Item 8.5 Member Councils were advised that the Shire of Murray had put forward an item related to matters of biosecurity up for discussion at the WALGA AGM to be conducted later that day.

On this advice consideration was given to seeking amendment to the Shire of Murray’s motion to include the call for a State-wide forum on issues around biosecurity.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

That GVROC request that hold a State-wide forum on issues around biosecurity and its likely impact on local governments across the State.

RESOLUTION: Moved: Cr Heasman Seconded: Cr Hill

That GVROC seek to amend the Shire of Murray’s motion with respect to the management and control of narrow leafed Cotton Bush at the WALGA Annual General Meeting to be held on Wednesday 5 August 2015 to include the following:

“That WALGA be requested to conduct a State-wide forum on issues around, biosecurity, including the management of Narrow Leafed Cotton Bush, and the impact on local governments across the State with all key stakeholders to be invited.”

CARRIED

8.6 Review of the Governance Arrangements for the WALGA State Council and Zones

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 2 August 2015

Attachments: Discussion Paper

WALGA Constitution

WALGA Corporate Governance Charter

WALGA State Council Standing Orders

Background:

As the Member Councils will be aware, a review of the governance arrangements for the WALGA State Council and Zones commenced in late June, with a discussion paper prepared and emailed to all Councils to facilitate the review. A copy of the discussion paper forms an attachment to the meeting agenda.

The review focuses on WALGA’s three key governance documents – the Constitution, Corporate Governance Charter and Standing Orders – as well as the effectiveness of the relationship between Zones and State Council.

Feedback on the issues explored in the discussion paper, as well as any other relevant matter, is sought by Wednesday 16 September 2015.

Executive Officer Comment:

The Executive Officer believes that given one of the purposes of the review is to review the effectiveness of the relationship between each of the 12 Zones and State Council the GVROC should prepare a submission for consideration by the WALGA State Council. This submission could and should include comment from the Zone’s Member Councils.

Consultation: Nil

Voting Requirement: Simple majority

RECOMMENDATION:

1. That GVROC’s Member Councils be requested to consider the review at their August round of Ordinary Council Meetings and provide comment to the Executive Officer prior to the finalisation of the Zone Meeting agenda for inclusion in a Zone submission.

2. That the GVROC Technical Officers Working Group be given delegated authority to complete a submission on the review of the governance arrangements for the WALGA State Council and Zones for consideration by the WALGA State Council; and

3. That the Executive Officer prepare a draft submission for consideration by the GVROC Technical Officers Working Group when it meets on Friday 5 September 2015.

RESOLUTION: Moved: Mr Epis Seconded: Cr Greg Dwyer

2. That the GVROC Technical Officers Working Group be given delegated authority to complete a submission on the review of the governance arrangements for the WALGA State Council and Zones for consideration by the WALGA State Council; and

3. That the Executive Officer prepare a draft submission for consideration by the GVROC Technical Officers Working Group when it meets on Friday 5 September 2015.

CARRIED

8.7 Actions Arising from Presentations given at the GVROC Council Meeting held Wednesday 5 August 2015

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 3 August 2015

Attachments: Nil

Background:

Following on the various presentations given at today’s GVROC Council Meeting, Member Councils need to determine further action on any or all of the issues is required.

Executive Officer Comment:

No further comment required.

Consultation: Nil

Voting Requirement: Simple majority

The matter is presented for decision.

RESOLUTION: Moved: Mr Burnett Seconded: Cr Hill

That GVROC write to the Minister for Regional Development to:

1. seek the release of the Goldfields Esperance Economic Blueprint as a matter of urgency; and

2. request that the Goldfields Esperance Development Commission be resourced similarly, including sufficient funding, to that of other Development Commissions to ensure the full implementation of the Goldfields Esperance Economic Blueprint.

CARRIED

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

9.1 Loss of Nursing Staff

The Shire of Laverton raised the issue of loss of funding for a nursing position at the Laverton Hospital.

RESOLUTION: Moved: Cr Hill Seconded: Cr Craig

That GVROC write to both the State and Federal Ministers for Health seeking the reinstatement of a nursing position recently lost due to funding cuts and seek a commitment from government that the community is consulted before changes are implemented.

CARRIED

10. FUTURE MEETINGS/FUNCTIONS

Friday 28 August 2015 – a teleconference to consider the WALGA State Council agenda for the State Council meeting to be held 3-4 September 2015

Friday 4 September 2015 – an in-person meeting of the GVROC Technical Officers Working Group in Norseman;

Thursday 8 October 2015 - an in-person meeting of the GVROC Council in Kalgoorlie

Friday 4 December 2015 – an in-person meeting of the GVROC Technical Officers Working Group (in Kalgoorlie unless otherwise determined)

Friday 29 January 2016 – an in-person meeting of the GVROC Council in Esperance

11. CLOSURE OF MEETING

RESOLUTION: Moved: Mr Fitzgerald Seconded: Mr Epis

That GVROC extends a vote of thanks to Don Burnett for all his work for GVROC during his time as the CEO at the City of Kalgoorlie-Boulder

CARRIED

There being no further business the Chair declared the meeting closed at 12.15pm

DECLARATION

These minutes were confirmed by the Goldfields Voluntary Regional Organisation of Councils at the meeting held Thursday 8 October 2015

Signed _______________________________

Person presiding at the meeting at which these minutes were confirmed

Item: 12.6.3

Attachment a.: Minutes – GVROC Council Meeting - 28 August 2015

Council Meeting

Friday 28 August 2015

Teleconference

Commencing at 8.30am

MINUTES

CONTENTS

1. DECLARATION OF INTEREST. 3

2. ANNOUNCEMENTS. 3

3. ATTENDANCE AND APOLOGIES. 3

3.2 WALGA Representatives. 4

4. WESTERN AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION (WALGA) BUSINESS. 5

4.1 State Councillor / Goldfields Esperance Zone President’s Report 5

4.2 WALGA Status Report (Attachment) 5

4.3 Review of WALGA State Council Agenda - Matters for Decision. 5

4.4 Review of WALGA State Council Agenda - Matters for Noting/Information. 9

4.5 Review of WALGA State Council Agenda - Organisational Reports. 9

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

4.7 WALGA President’s Report (Attachment) 10

5 AGENCY REPORTS. 10

6. OTHER BUSINESS. 11

6.1 2015 Local Government Elections – Zone Office Bearer Elections. 11

6.2 WALGA Governance Review Discussion Paper (Attachment) 13

7. URGENT BUSINESS as permitted by the Chair 17

8. DATE, TIME AND PLACE OF NEXT MEETINGS. 17

9. CLOSURE. 18

Goldfields Voluntary Regional Organisation of Councils

and

Goldfields esperance country zone of walga

Teleconference Meeting held on Friday 28 August 2015 commencing at 8.30am

MINUTES

1. DECLARATION OF INTEREST

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.

2. ANNOUNCEMENTS

The purpose of the meeting is to consider and provide advice to the WALGA State Council Representative, Mayor Ron Yuryevich AM, RFD.

3. ATTENDANCE AND APOLOGIES

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

Cr Suzie Williams Councillor, City of Kalgoorlie-Boulder (entered the meeting at 9.04am)

Mr Rob Radosevich A/CEO, City of Kalgoorlie-Boulder

Cr Mal Cullen President, Shire of Coolgardie

Mr Paul Webb CEO, Shire of Coolgardie

Cr Jacquie Best Deputy President, Shire of Dundas

Mr Richard Brookes CEO, Shire of Dundas

Mr Matthew Scott CEO, Shire of Esperance

Mr Steve Deckert CEO, Shire of Laverton (left the meeting at 9.25am)

Mr Jim Epis CEO, Shire of Leonora

Mr Pascoe Durtanovich A/CEO, Shire of Menzies

Mr Chris Paget CEO, Shire of Ngaanyatjarraku

Cr Ian Goldfinch Councillor, Shire of Ravensthorpe

Cr Ken Norman Councillor Shire of Ravensthorpe

Mr Ian Fitzgerald CEO, Shire of Ravensthorpe

Cr Jim Quadrio President Shire of Wiluna

Cr Graham Harris Deputy President, Shire of Wiluna

Ms Helen Westcott, Joint Executive Officer

3.1 Apologies

Cr Beverley Stewart, Councillor, Shire of Esperance

Cr Patrick Hill, President Shire of Laverton

Cr Shaneane Weldon, Deputy President Shire of Laverton

Cr Des Cannons, Shire of Laverton

Cr Peter Craig, President Shire of Leonora

Cr Greg Dwyer, President Shire of Menzies

Cr Damian McLean, President Shire of Ngaanyatjarraku

Cr Keith Dunlop, President Shire of Ravensthorpe

Ms Andrea Nunan, Shire of Wiluna

Mr Bruce Wittber, Joint Executive Officer

3.2 WALGA Representatives

Ms Ricky Burges, CEO

Mr Paul Schollum, Policy Manager Economics

4. WESTERN AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION (WALGA) BUSINESS

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

4.1 State Councillor / Goldfields Esperance Zone President’s Report

Mayor Ron Yuryevich, AM RFD

4.2 WALGA Status Report (Attachment)

From Executive Officer

BACKGROUND:

Presenting the Status Report for August 2015 which contains WALGA’s responses to the resolutions of previous Meetings (refer also to Item 5.1 of the WALGA State Council Agenda).

ZONE 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 Meeting.

RECOMMENDATION:

That the Goldfields Voluntary Regional Organisation of Councils notes the:

1. State Councillor / Goldfields Esperance Zone President’s Report; and

2. WALGA Status Report.

Noted

4.3 Review of WALGA State Council Agenda - Matters for Decision

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.

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

5.1 2015 Annual General Meeting Minutes (01-003-02-0003 WS)

WALGA Recommendation

That Annual General Meeting Motions:

1. Items 4.2, 4.10, and 4.11 be noted as in accordance with Association Policy

2. Items 4.1, 4.3, 4.4, 4.5, 4.6, 4.7, 4.8 and 4.9 be noted and forwarded to the relevant WALGA business unit for consideration; and

3. Item 4.14 be endorsed and referred to the relevant business unit for the development of the policy.

GVROC COMMENT:

Item 4.8 relates to the management of Narrow Leafed Cotton Bush. One part of the resolution from the Annual General Meeting reads as follows:

That WALGA be requested to conduct a state wide forum on issues around biosecurity, including the management of narrow leafed cotton bush, and its impact on Local Governments across the State with all key stakeholders to be invited.

This request came from GVROC.

It is proposed that the matter be noted and forwarded to the relevant WALGA business unit for consideration. Given the increasing concern around biosecurity across the sector, it is a little disappointing to note that the possibility of the conduct of a state wide forum is not likely to be considered until the December 2015 State Council Meeting, which means that any forum is unlikely to be held until the first quarter of 2016.

Are Member Councils satisfied that such a delay will not impact significantly on the development of a response to biosecurity needs for the local government sector?

With respect to Item 4.14 it is proposed that the matter be endorsed and referred to the relevant business unit for the development of a policy as it relates to rate capping. The resolution from the Annual General Meeting in part reads as follows:

That WALGA:

1. Oppose the introduction of rate-capping for Western Australian Local Governments as reported to be proposed by the current State Government.

2. Develops a policy which ensures that the sector is prepared to oppose any attempt by the government to introduce rate-capping in the future.

The Executive Officer has a concern that the State Government may move more quickly on rate capping than the time WALGA may require for the development and adoption of a policy on the issue. Whilst the WALGA Recommendation above endorses that rate capping be opposed it may be prudent to demonstrate publicly by formally including its opposition in the recommendation/resolution. This will clearly articulate the WALGA position rather than leaving the reader to review the various resolutions from the Annual General Meeting.

The matter is submitted for GVROC’s consideration.

ADDITIONAL GVROC MEETING COMMENT:

Ricky Burges noted that following the WALGA State Council Meeting GVROC would receive a written response to its request for a state-wide forum on issues around biosecurity.

Ricky Burges also provided Member Councils with an update on the work being undertaken around the “rate capping” issue. Information to note from this update included:

§ Following the Local Government Convention the Minister for Local Government and Communities requested a meeting with WALGA. An outcome from this meeting has been the establishment of a reference group to look at the role of the Auditor General’s office in overseeing the audit process within Local Government and the introduction of compulsory training for elected members. Any changes around both matters would require changes to the Local Government Act 1995.

§ Membership to the reference group is:

ü Department of Local Government and Communities;

ü Officer from the Minister for Local Government’s office;

ü WALGA; and

ü LGMA.

§ For the time being the issue of rate capping is on the “backburner”.

§ WALGA is and will remain opposed to rate capping. It is one that will affect all local governments.

Support

5.2 Grain Freight on Rail (05-006-02-0005 ID)

WALGA Recommendation

That WALGA write to the Minister for Transport and all Members of Parliament in areas impacted by the grain supply chain calling on the State Government to:

1. Take all reasonable steps to ensure that CBH and Brookfield rail have an interim rail access agreement in place at least three months prior to the expiry of the current interim agreement and support the parties working through and if necessary amending the Railways (Access) Code to facilitate a long term agreement.

2. Initiate and fund an independent review of the grain supply chain, identifying the critical investments (new and renewal) required to ensure the least-cost (including both public and private costs) pathway for grain exported from WA recognising the practical constraints.

GVROC COMMENT:

The issue of grain on rail was the reason for the establishment of the Local Government Grain Freight Group. Its membership takes in those local governments affected grain rail freight policy. When the issue of CBH and Brookfield Rail was discussed at the Local Government Grain Freight Group Meeting on 6 July 2015 the Group was resolved as follows:

RESOLUTION

Cr D Richards moved and Cr R Forsyth seconded –

That the WA Local Government Association be requested to seek a meeting between the President of the WA Local Government Association and the Chairman of the Local Government Grain Freight Group with the Minister for Transport for the purpose of discussing concerns of local government with delays in reaching agreement on grain freight movements including the road freight task and the rail access agreement.

CARRIED

It is noted that this request from the Local Government Grain Freight Group has not been carried through to the above WALGA recommendation.

The Executive Officer would also draw to Member Councils attention an article in the West Australian Newspaper on Wednesday 19 August 2015 headed “Aurizon hits out at access fees”. The story relates to Brookfield’s monopoly and the need for businesses requiring access to pay higher fees.

Does GVROC wish to amend the WALGA recommendation to incorporate the Local Government Grain Freight Group’s Resolution? The Executive Officer believes that members of the Local Government Grain Freight Group would appreciate GVROC’s support.

RESOLUTION: Moved: Cr Cullen Seconded: Cr Harris

1. That WALGA write to the Minister for Transport and all Members of Parliament in areas impacted by the grain supply chain calling on the State Government to:

a) Take all reasonable steps to ensure that CBH and Brookfield rail have an interim rail access agreement in place at least three months prior to the expiry of the current interim agreement and support the parties working through and if necessary amending the Railways (Access) Code to facilitate a long term agreement; and

b) Initiate and fund an independent review of the grain supply chain, identifying the critical investments (new and renewal) required to ensure the least-cost (including both public and private costs) pathway for grain exported from WA recognising the practical constraints.

2. That WALGA seek a meeting between the President of WALGA and the Chairman of the Local Government Grain Freight Group with the Minister for Transport for the purpose of discussing concerns of local government with delays in reaching agreement on grain freight movements including the road freight task and the rail access agreement.

CARRIED

5.3 Improvement Plans and Improvement Schemes (05-047-01-0014 VJ)

WALGA Recommendation

That WALGA seek clarity from the Minister for Planning about the use of Improvement Plans and Improvement Schemes within the WA planning framework, and specifically query the lack of regulations that:

1. Clearly define why, where and when an Improvement Plan should be established;

2. Clearly define what the WAPC/Department of Planning can include in an Improvement Plan area; and

3. Clearly state why, where and when an Improvement Scheme should be established, who is responsible for its development and implementation and how this scenario differs from solely establishing an Improvement Plan.

GVROC COMMENT:

Support

5.4 Interim Submission – Draft Perth and Peel @ 3.5 million - Strategic land use planning documents (05-036-03-0052 VJ)

WALGA Recommendation

That the interim submission on the Draft Perth and Peel @ 3.5million Strategic land use planning documents be endorsed.

GVROC COMMENT:

Support

5.5 Local Government and Tourism Discussion Paper (05-060-03-0001 NH)

WALGA Recommendation

That WALGA endorses the following actions (as outlined within the Local Government and Tourism Discussion Paper developed by the Association) for discussion with Tourism WA and the Regional Development Commissions:

a) WALGA to work with Tourism Western Australia to:

i. Develop a Local Government Tourism Strategy to deliver local tourism outcomes;

ii. Investigate the development of resources including a destination marketing management toolkit;

iii. Investigate tourism education and training options for Local Government;

iv. Improve current Local Government tourism data collection including visitor numbers and visitor activities and marketing; and

v. Identify funding opportunities for metropolitan and urban growth corridors to deliver tourism outcomes.

b) WALGA to engage with the Regional Development Commissions to:

i. Advocate for funding to implement the Regional Development Commission Investment Blueprints;

ii. Undertake a desktop audit of tourism organizations within respective Development Commissions boundaries to facilitate better strategic planning between tourism organizations and Local Government; and

iii. Establish a centralized and coordinated network of tourism organizations.

GVROC COMMENT:

Support

5.6 Vision and Framework for Strategic Action for Public Library Services in Western Australia (05-057-02-0051 JH)

WALGA Recommendation

1. That:

a. The Vision 2025 and Framework for Strategic Action for Public Library Services in Western Australia be endorsed.

b. WALGA seeks the Minister for Culture and Arts and Minister for Local Government and Communities’ support for:

i. the Vision 2025 and Framework for Strategic Action for Public Library Services in Western Australia;

ii. development of a Public Libraries 2025 Strategic Plan; and

iii. the establishment of a Public Libraries Taskforce, as a matter of priority, to lead the development and implementation of the strategic plan.

2. That WALGA coordinate and conduct a second phase of research to further develop the strategies and actions outlined in the Framework for Strategic Action and identify the legislative, funding and service models required to achieve the Vision 2025.

GVROC COMMENT:

Support

RECOMMENDATION:

That the Goldfields Voluntary Regional Organisation of Councils endorses all recommendations contained in the WALGA State Council Agenda other than those recommendations separately considered.

RESOLUTION: Moved: Cr Williams Seconded: Cr Cullen

That the Goldfields Voluntary Regional Organisation of Councils endorses all recommendations contained in the WALGA State Council Agenda other than those recommendations separately considered.

CARRIED

4.4 Review of WALGA State Council Agenda - Matters for Noting/Information

6.1 Parliamentary Committee Review, Development Assessment Panels (05-047-01-0016 CG)

6.2 Report Municipal Waste Advisory Council (MWAC) (01-006-03-0008 RNB)

4.5 Review of WALGA State Council Agenda - Organisational Reports

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 Organisational Services (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)

4.6 Review of WALGA State Council Agenda - Policy Forum Reports

7.2 Policy Forum Reports

7.2.1 Mining Community Policy Forum

7.2.2 Container Deposit Legislation Policy Forum

7.2.3 Metropolitan Mayors Policy Forum

7.2.4 Waste Avoidance and Resource Recovery Act (2007) Review Policy Forum

7.2.5 Freight Policy Forum

4.7 WALGA President’s Report (Attachment)

Presenting the WALGA President’s Report

RECOMMENDATION:

That the Goldfields Voluntary Regional Organisation of Councils notes the following reports contained in the WALGA State Council Agenda:

§ Matters for noting/information;

§ Organisational reports;

§ Policy Forum reports; and

§ WALGA President’s Report.

RESOLUTION: Moved: Mr Epis Seconded: Cr Williams

That the Goldfields Voluntary Regional Organisation of Councils notes the following reports contained in the WALGA State Council Agenda:

§ Matters for noting/information;

§ Organisational reports;

§ Policy Forum reports; and

§ WALGA President’s Report.

CARRIED

5 AGENCY REPORTS

Nil

6. OTHER BUSINESS

6.1 2015 Local Government Elections – Zone Office Bearer Elections

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 18 August 2015

Attachments: Nil

Background:

WALGA has requested that Zone delegates are made aware of the need to conduct Zone officer bearer elections following the 2015 Local Government elections.

A Chronological overview of the process is detailed below:

· Local Government elections occur on 17 October 2015.

· Member Councils to elect/appoint their Zone Delegates and to advise the Zone Executive Officer, as soon as possible but preferably by 9 November 2015.

· For the purpose of electing their representatives and deputy representatives to the WALGA State Council, the zones are required to hold these elections at their November 2015 meeting.

· Zones to advise WALGA, in writing, of their elected State Council representative and deputy representative immediately following the 2015 November Zone meeting.

· State Councillor Induction Session – morning of 2 December 2015.

· New State Council will take office at the Ordinary Meeting of State Council on 2 December 2015.

· The position of President and Deputy President of WALGA will be elected at the March 2016 State Council Meeting.

In relation to the nominations and election process to be followed by each Zone in electing a representative and deputy representative to the WALGA State Council, the below process has been instituted by State Council:

1. Zone Executive Officer to write to all Member Councils no later than 1 month prior to the Zone meeting at which the election is to be held calling for nominations from delegates to the Zone for the positions of representative and deputy representative to State Council. The correspondence is to state that all nominations are to be made in writing to the Zone Executive Officer, and only Elected Members who are a nominated Zone delegates are eligible to nominate. The time period for the receipt of nominations is to be one week prior to the Zone meeting at which the election will be held.

2. Zone Executive Officer to receive written nominations from Zone delegates for the positions of representative and deputy representative to State Council and then provide written confirmation to Member Councils of the nominations received.

3. Elections are to be held at the next Zone meeting as the first item of business. Where there is more than one nomination for each vacant position, an election will be conducted using a secret ballot, with the Zone Executive Officer to represent WALGA as the returning officer for the election. Prior to the ballot, nominees for each position are to be extended the opportunity to provide a 2 minute election bid to delegates.

4. All voting delegates to the Zone are entitled to cast one (1) vote in the ballot process. The candidate with the greater or greatest number of votes is elected to the office.

5. Tied vote – in the event of a tied vote, election will be determined by drawing names from a box. The Secretariat will put the names of the candidates concerned in a box and the first name drawn is the Elected Member.

6. Zone Executive Officer to advise WALGA in writing immediately following the Zone meeting of the outcome of their elections.

Executive Officer Comment:

No further comment required.

RECOMMENDATION:

That:

1. Member Councils be requested to advise the Executive Officer of their delegates to the Zone as soon as possible after the 2015 Local Government elections; and

2. that the election of the Zone’s State Council representative, State Council deputy representative, Zone President and Zone Deputy President and Zone Executive Committee be conducted at the Zone meeting scheduled for Friday 27 November 2015.

RESOLUTION: Moved: Cr Harris Seconded: Cr Cullen

That:

1. Member Councils be requested to advise the Executive Officer of their delegates to the Zone as soon as possible after the 2015 Local Government elections; and

CARRIED

6.2 WALGA Governance Review Discussion Paper (Attachment)

Reporting Officer: Helen Westcott, Executive Officer

Disclosure of Interest: Nil

Date: 19 August 2015

Attachments: Governance Review Discussion Paper

Background:

A review of the governance arrangements for the WALGA State Council and Zones commenced in late June, with a discussion paper prepared and emailed to all Councils to facilitate the review. A copy of the discussion paper forms an attachment to the meeting agenda.

WALGA in its Discussion Paper advises that it is seeking general feedback on the Constitution as well as responses to a number of discussion points that have been listed. Feedback on the issues explored in the discussion paper, as well as any other relevant matter, is sought by Wednesday 16 September 2015.

Executive Officer Comment:

The issues listed in the Discussion Paper tend to relate more to seeking the views of Member Councils so that a formal position on matters can be prepared for consideration by all Zones at the November round of Meetings.

Against that background there are some issues on which the Zone may wish to comment as they affect the Zone.

Corporate Governance Charter

2.2.1 Clause 7 – Role of State Councillor

State Councillors are the Association’s Board members, elected by Zones. State Councillors, through collective decisions of State Council, have ultimate responsibility for the successful operation of the Association. This includes responsibility for policy positions, strategic direction and financial operations.

Discussion Paper Comment:

Does the role of a State Councillor adequately capture the contemporary requisites and expectations of the position?

GVROC Comment:

Submitted for discussion

2.2.2 Clause 7 – Role of State Councillor – Zone Meetings

There is scope to consider broadening sub-clause (iii) ‘Expectations of State Councillors in State Council Meetings’ to include expectations when attending Zone Meetings to reflect the collegiate approach to State Council Policy positions that arise through formal decision-making processes.

Discussion Paper Comment:

There is a requirement in Local Government that Elected Members support their Council’s formal resolutions, and not speak adversely or negatively on decisions that Council has made. Should this transfer to the expectation of the behaviour of State Councillors?

GVROC Comment:

Submitted for discussion

2.2.6 Clause 13 – State Council Meeting Agenda

The Corporate Governance Charter currently states:

The State Council meeting agenda will generally address the following:

§ Standing matters, including attendance, announcements, previous minutes, business arising from minutes and declarations of interest

§ Emerging Issues

§ Matters for Decision

§ Matters for Noting

§ Organisational Reports including Key Activity Reports and Policy Forum Updates

§ The President’s Report

§ The Chief Executive Officer’s Report, and

§ Meeting Assessment.

Discussion Paper Comment:

Should there be allocation for a report from an Ex-Officio member? Currently the LGMA (WA) President attends all meetings; however there is no item for a report. WALGA, by comparison, has a reporting item at LGMA meetings through the CEO’s Ex Officio capacity.

GVROC Comment:

Submitted for discussion

2.2.11 Clause 33 – Relationship between State Council, Zones and Local Governments

This clause outlines the relationship between State Council, Zones and Member Local Governments and includes sub clauses on the following:

§ State Council

§ State Council Co-Chairs

§ Forum of Co-Chairs

§ Policy Forums

§ Zones

§ Member Local Governments

Discussion Paper Comment:

A potential reform option, which was contemplated in the previous Governance review in 2011, is considering the formation of an Executive Committee.

Under this model, State Council would maintain its primacy as the Association’s governing Board but would be able to delegate some powers to an Executive Committee, which would be in a position to meet more regularly than the current two-monthly cycle of State Council meetings.

The Executive Committee could be utilised for policy and advocacy decisions required outside of the State Council meeting cycle and could be delegated powers that are currently the responsibility of the Finance and Services Committee.

Should the formation of an Executive committee be contemplated? Such a committee, if constituted, could then take on the political, policy and advocacy roles and responsibilities of the State Council Co-Chairs (see clause 33(ii) above) and the Forum of Co-Chairs (clause 33(iii) above).

Currently, the Co-Chairs, corresponding to WALGA’s four key policy development portfolios (Governance, Infrastructure, Environment and Waste, and Planning and Community Development) consider and provide input to interim submissions prior to their submission to the relevant agency.

The membership of the Forum of Co-Chairs is the President and the two State Councillors who act as Co-Chairs for each of the Association’s key policy portfolios: Governance and Strategy, Infrastructure, Environment and Waste and Planning and Community Development.

Consideration could also be given to reviewing the Policy Forum concept as opposed to the previous construct of four portfolio Policy Teams (six members each) where a State Councillor would be allocated to at least one policy team. The four Policy Teams corresponded to each of WALGA’s four key policy development portfolios: Governance, Infrastructure, Environment and Waste, and Planning and Community Development.

The Policy Teams were recently replaced by Policy Forums which are explained in Clause 33(iv) above.

Current Policy Forums are:

§ Mining Communities Policy Forum

§ Metropolitan Mayors Policy Forum

§ WARR Act Policy Forum

§ Container Deposit Legislation Policy Forum

§ Freight Policy Forum

Comment is invited on Clause 33 generally, and specifically:

§ the potential for an ‘Executive Committee’ to be formed;

§ the utility of the Co-Chairs and Forum of Co-Chairs; and,

§ a review of the Policy Forum / Policy Teams concept and their appointment processes.

GVROC Comment:

GVROC may wish to comment on the suggestion that WALGA consider the “creation” of an Executive Committee. This is not a matter that has previously been considered by the Zone.

The creation of Forums on an “as need basis by the Association President” has caused some angst within some Zones, as technically the representatives are not Zone appointees and do not have to report back to the Zone. This could mean that Zones are kept out of loop on what may be a highly significant matter to the Zone. There also seems to be no formal reporting process from the Forums back to local government either individually or through the Zones. The method by which people are appointed to a Forum could be improved as appointments can be perceived as personal appointments.

Review of State Council and Zone Effectiveness

4.1 State Council Decision Making Process

The current decision making process of State Council is inclusive. Zones consider State Council items and the recommendations to State Council at their meetings. The Zones are able to move amendments to, or oppose, the recommendations to State Council.

At the State Council meeting, every Zone’s resolution regarding State Council items will be considered by all State Councillors. This is done by a process of composite resolutions, where the original recommendation is blended with all Zone motions to form a new, ‘composite’ resolution.

In this way, the input from Zones is crucial to the State Council decision making process and means that, in practice, State Council invariably arrives at a representative and consensus position.

4.1.1 Inclusiveness vs. Timeliness of State Council Decisions

There has been discussion in recent times about the timeliness of State Council decision making, particularly when State Council seeks to ensure all Zones are able to input into the decision making process. State Council strives to find a balance between timeliness and inclusiveness in their decision making processes and can be reluctant to make decisions without Zone consultation. Notwithstanding, the ability for State Councillors to bring ‘Emerging Issues’ to the State Council meeting provides State Council with some flexibility to make decisions in a more timely manner when necessary.

Another relevant issue is the treatment of motions from Zones. Currently, State Council considers other Zone resolutions en bloc during their meeting, and then the Zone resolutions are referred to the relevant WALGA business or policy unit for action. This process can also take time for Zones to receive a response. One option would be for State Councillors to raise sector-wide issues when Zone resolutions are considered for State Council to make a more timely decision or for the State Council to formally prioritise Zone resolutions when they are considered.

Discussion Paper Comment:

1. Does the current State Council decision-making process strike the right balance between timeliness and inclusiveness?

2. Should the method in which State Council considers Zone resolutions be changed?

GVROC Comment:

The Executive Officer is aware that some Zones from time to time express concern that a number of matters for decision on the State Council Agenda are endorsing submissions that have already been made due to deadlines set by the inviting organisation. This makes it very difficult to influence a significant change and whilst it is acknowledged that the submissions are always titled “Interim Submission” if the closing date is long past the reality is that any changes are going to carry “little weight”.

The other aspect of timeliness of issues being considered by the State Council has been raised on a number of occasions. For example the Shire of Wagin placed a matter on the agenda in February 2014 and the resultant WALGA position did not finally complete its progress until December 2014. Given the significance of the issue around “forced” amalgamations this was an extremely long time lapse before a formal position was reached.

The method by which State Council considers Zone resolutions is also of concern for some Zones as they are of the view that issues are not given as high a priority as they believe the issue may deserve. For example the Zone may pass a resolution in that it is seeking for WALGA to do something “urgently” and yet the resolution is generally voted on “en bloc” to be referred to the relevant policy section with the resultant delay. The next that is heard from WALGA is when the issue appears on the Status Report.

4.1.2 Zone Motions – Consistency with Council Policy

There has been discussion on the issue of some Zone representatives bringing forward items that are not supported or are actively opposed by their Council. Some have therefore suggested that motions at Zone meetings should require the support of the mover’s Council.

This would ensure that the Zone is confident that the motion being considered has undergone some thought and research. Conversely, requiring a Council resolution to submit a motion to a Zone meeting would increase the time required for policy issues to be considered and would reduce the flexibility of Zones to make their own decisions. Further, as Zones are autonomous in their construct, it may be considered inappropriate to restrict matters that can be considered by Zones.

Discussion Paper Comment:

Should zone motions be required to have the Local Government’s consent or be consistent with their Council’s policy position?

GVROC Comment:

Submitted for discussion

4.2 Zone Autonomy

While Zones have a requirement to elect one or more State Councillors and to consider the State Council agenda, they have the autonomy to build on or expand this role.

Some Zones are more active than others in this regard. Some Zones expand on the role of the Zone and undertake some of the following activities:

§ developing and advocating positions of regional significant affecting Local Government;

§ progressing regional Local Government initiatives;

§ identifying relevant issues for action by WALGA;

§ presentations from external stakeholders;

§ networking and sharing information; and

§ contributing to policy development.

Other Zones are more minimalist in their approach and have not taken the opportunity to expand their role beyond that defined in the Constitution.

Discussion Paper Comment:

Any comment relating to Zone Autonomy is invited.

GVROC Comment:

The Executive Officer is of the view that each Zone will develop its own strategy on how autonomous it wishes to be. The level of autonomy for each Zone comes partly from the role the Zone requires the Executive Officer to undertake and the Zone’s relationship with WALGA. Some earlier comments about timeliness on issues may well encourage Zones to be more active.

4.3 Zone Presentations and Delegations

Zones have the opportunity to receive delegations and presentations from politicians and government departments and agencies.

This provides the Zone with opportunities for information exchange and communication between Local Governments and stakeholders.

The Zone meetings are also a primary point of contact between WALGA and its members. The Association has the opportunity to update Local Government representatives on the work of the Association and Zone meetings present the opportunity for Zone delegates to ask questions of the WALGA President and senior WALGA staff.

Discussion Paper Comment:

Any comment relating to Zone Presentations and Delegations is invited.

GVROC Comment:

In addition to the opportunity for WALGA to attend and present updates etc the Zone process also enables Government agencies and others who wish to present to Local Government the opportunity to attend one meeting and in the case of the Central Country Zone meet with 16 Councils.

Members of Parliament also enjoy the opportunity to attend and hear the current issues’ impacting on the community’s represented.

The matter is presented for decision.

RESOLUTION: Moved: Cr Williams Seconded: Cr Cullen

That the WALGA Governance Review Discussion Paper be received.

CARRIED

7. URGENT BUSINESS as permitted by the Chair

Nil

8. DATE, TIME AND PLACE OF NEXT MEETINGS

Friday 4 September 2015 - an in-person meeting of the GVROC Technical Officers Working Group in Norseman;

Thursday 8 October 2015 - an in-person meeting of the GVROC Council in Kalgoorlie

Friday 27 November 2015 - an in-person meeting of the GVROC Council at which the WALGA State Council Agenda for the State Council meeting to be held Wednesday 3 December 2015 will also be considered. Elections must also be held at this time (in Kalgoorlie unless otherwise determined);

Friday 4 December 2015 - an in-person meeting of the GVROC Technical Officers Working Group (in Kalgoorlie unless otherwise determined)

Friday 29 January 2016 - an in-person meeting of the GVROC Council in Esperance

9. CLOSURE

There being no further business the Chair declared the meeting closed at 9.44am

DECLARATION

These minutes were confirmed by the Goldfields Voluntary Regional Organisation of Councils at the meeting held 8 October 2015

Signed _______________________________

Person presiding at the meeting at which these minutes were confirmed